final clay 2017 tdsp combined-sf mm · 2008 chevy 3500 c 1gbjg316271243953 jta453 82 ricon 9 &...

ContentsAPPENDICES

APPENDIX 1: LOCAL COORDINATING BOARD MEMBERSHIP CERTIFICATION ............................................ 2

APPENDIX 2: ROLL CALL VOTING SHEET ................................................................................................... 4

APPENDIX 3: ORGANIZATIONAL CHART ..................................................................................................... 5

APPENDIX 4: VEHICLE INVENTORY ............................................................................................................ 6

APPENDIX 5: SSPP CERTIFICATION ............................................................................................................ 8

APPENDIX 6: CUTR MODEL ....................................................................................................................... 9

APPENDIX 7: CTC EVALUATION .............................................................................................................. 15

APPENDIX 8: DISASTER PREPAREDNESS PLAN ......................................................................................... 39

2016-2021 Transportation Disadvantaged Service Plan Appendices Clay County - Revised May 2017

First Name Last Name Representing Voting/Non‐Voting Comments

VC

Expire Term

Jeff Aboumrad Vocational Rehab/Dept. of Ed. Voting 2 yr

Jamie Spates Vocational Rehab/Dept. of Ed. Alternate

Cyperiannia Murray Economically Disadvantaged Voting 3 yr

Wayne Bolla Elected Official Voting Chair

Jan Byrd Public Education Voting 2 yrs

Tommy Fitzpatrick Alternate

Terry Campbell DCFS Voting 3 yrs

Rose Claridydavis Veterans Voting 2 yrs

Patrick Connolly Workforce Development Voting 3 yr

Janell Damato FDOT Voting 2 yrs

Sandra Collins FDOT Alternate

Al Rizer CTC Non‐Voting 3 yr

Brenda Mathews CTC Non‐Voting 2 yrs

Chuck Summa Citizen Advocate User Voting

Jim Hickerson Citizen Advocate User Alternate 3 yr

DeWeece Ogden AHCA Voting Vice Chair Nov‐17

Nancy Tufts Elder Affairs Voting

Patti Simons Elderly Affairs Voting

Vanessa Boyer Elderly Affairs Alternate

Ed Lehman Clay County

Christine Louton Interested Party

April Bachus Interested Party

Children At Risk VACANT

Local Mass Transit VACANT

Private For Profit Transportation VACANT

Local Medical Community VACANT

Elderly VACANT

Citizen Advocate Non‐User VACANT

Persons w/ Disability VACANT

Ronnie Robinson send email notice

Ann Mitchell send email notice

Stephanie Kopelousos send email notice

CLAY COUNTY


Revised 6/23/2017

Executive Director Al Rizer, Ph.D.

Board of Directors

Fiscal Officer – P/T

Becky Knowles

Director of Senior Services

Anna Lindler

Case Managers Shirley Jenkins Catherine Kolb

In-Home Service Workers

Center Mgr. – GCS

Debbie Hall

Barbara Jimenez – Asst. Mgr. Center Mgr. – OP Cara Hamill

Susie Page – Asst. Mgr.

Center Mgr. – Middleburg Karen Tanner Christine Papas – Asst. Mgr.. Center Mgr. – Keystone LaVerne Lanier Ruth Wyndham – Asst. Mgr.

Director of Adult Day Care Dana Delicino, RN

Clinical Staff – GCS

Latice Passmore LPN

Ayana Chamness -CNA

Penny Powell - CNA

Courteney Richards - CNA

Director of Transportation

Brenda Matthews

Billing Clerks Lisa Sutton

Pam Vargas

Schedulers Reservationists

Alecia Barksdale Kim Bottorf

Dispatcher Kelly Richardson

Elisha Mims-Wojciehowski

Barbara Gould P/T

Multimodal Manager Vacant

Drivers

Quality Assurance /Data

Erika Skelton

Commodities Program Mgr. – Patsy Costa Administrative Assistant – Steffanie Plank

Reception Staff

In Home Supervisor/ Case Manager Lynnette Taylor Clinical Staff - OP

Tracey Miller - CNA

Senetta Davis - CNA

Brittney Peters - CNA

Contract Liaison

Michaela Parsons

Operations Mgr

Denise Click

Bookkeeper Kathy Coon


Year Make Model Vehicle Type VIN Number

FDOT Control # (if

applicable)

Agency Vehicle #

Ramp or Lift

(specify)

# of Seats and W/C Positions

Other Equipment Use Average Miles/Yr

Current Mileage Funding Source Name of

Title HolderAcquisition

Date Cost % Federal funding Location Condition

Expected Date of

Retirement

Date of Disposition (if

applicable)

Sale Price (if applicable) Status

2006 Ford Passenger Van C 1FBNE31L16DB25452 68 NA 11 & 0 R/AC 19129 210419 NON SP CCOA 9/20/2006 $18,210 9/20/2013

2006 Ford Passenger Van C 1FBNE31L56DB25454 69 NA 11 & 0 R/AC 17334 190676 NON SP CCOA 9/20/2006 $18,210 9/20/2013

2006 Chevy Van Terra C 1GBJG31U861268174 90232 71 Braun 4 & 2 R/AC/WC 24204 266240 5310 CCOA 11/8/2006 $53,728 11/8/2013

2008 Chevy 3500 C 1GBJG316271242706 JTA451 78 Ricon 9 & 3 R/AC/WC 24897 224071 5309 JTA/CTY CCOA 4/9/2008 $66,630 4/9/2015



2009 Chevy Turtle Top C 1GBJG1K081219021 90252 83 Ricon 9 & 3 R/AC/WC 29973 269758 5310 CCOA 11/18/2008 $66,040 11/18/2015

2009 Chevy Turtle Top C 1GBJG316891134707 80216 86 Braun 9 & 2 R/AC/WC 31026 248206 ARRA CCOA 7/31/2009 $73,821 7/31/2016


2009 Chevy Turtle Top C 1GBJG31K691108006 80214 88 Braun 9 & 2 R/AC/WC 32461 259684 ARRA CCOA 8/28/2009 $66,841 8/28/2016




2010 Chevy Challenger C 1GBE4V1909F413071 80221 92 Braun 15 & 2 R/AC/WC 26058 208462 ARRA CCOA 10/22/2009 $81,729 10/22/2016

2010 Ford Turtle Top C 1FDXE4FLXADA62956 90272 94 Braun 14 & 2 R/AC/WC 28768 201375 5310 CCOA 7/9/2010 $70,330 7/9/2017

2009 Chevy Chevy/Glav C 1GBE4V1G49F409006 9214 95 Braun 14 & 2 R/AC/WC 14748 103239 ARRA/Alachua FDOT 12/22/2010 $80,000.00 12/22/2017

2011 Chevy Turtle Top C 1GB6G5CG0B1145391 90289 96 Braun 11 & 2 R/AC/WC 30731 184388 5310 FDOT 6/28/2011 $83,015.00 6/28/2018

2011 Arboc Spirit of Mobility C 1GB9G5AL2A1181501 90294 97 Braun 16 & 3 R/AC/WC 12948 77690 5310 FDOT 9/1/2011 $146,500.00 9/1/2018

2012 Chevy Turtle Top Odyssey D 1GB6G5CG7C1111224 91205 98 Braun 8 & 3 R/AC/WC 23227 116136 5310 FDOT 6/13/2012 $82,348.00 6/13/2017

2012 Chevy Turtle Top Odyssey D 1GB6G5CGXC1111587 91206 99 Braun 8 & 3 R/AC/WC 33482 167410 5310 FDOT 6/13/2012 $82,348.00 6/13/2017

2012 Arboc Spirit of Mobility C 1GB6G5BG7B1189731 100 Braun 12 & 3 R/AC/WC 18957 94784 RCAP NON SP 6/20/2012 $150,000.00 6/202019

2012 Chevy Turtle Top Odyssey D 1GB6G5BGXC1172648 101 Braun 6 & 3 R/AC/WC 36218 181091 State of Good Repair FDOT 9/6/2012 $80,000.00 9/6/2017

2012 Chevy Turtle Top Odyssey D 1GB6G5BG6C1174025 102 Braun 6 & 3 R/AC/WC 29535 147677 State of Good Repair FDOT 9/6/2012 $80,000.00 9/6/2017




2012 Chevy Turtle Top Odyssey D 1GB6G5BGXC1173959 106 Braun 6 & 3 R/AC/WC 30456 152281 State of Good Repair FDOT 10/9/2012 $80,000.00 10/9/2017

2013 Ford Turtle Top Odyssey D 1FDFE4FS6DDA59673 108 Braun 10 & 2 R/AC/WC 32859 131434 RCAP NON SP 6/30/2013 $82,681.00 6/30/2018

2014 Ford Flex F 2FMGK5B88EBD33685 109 NA 6 & 0 R/AC 17121 68485 RCAP NON SP 6/30/2014 $28,021.00 6/30/2018

Council On Aging of Clay County

6/30/2017

Vehicle Inventory

Page 1 of 2

Year Make Model Vehicle Type VIN Number

FDOT Control # (if

applicable)

Agency Vehicle #

Ramp or Lift

(specify)

# of Seats and W/C Positions

Other Equipment Use Average Miles/Yr

Current Mileage Funding Source Name of

Title HolderAcquisition

Date Cost % Federal funding Location Condition

Expected Date of

Retirement

Date of Disposition (if

applicable)

Sale Price (if applicable) Status



2014 Toyota Sienna F 5TDZK3DC7ES522927 91225 112 NA 6 & 0 R/AC 32050 96151 5310 FDOT 9/25/2014 $24,525.00 9/25/2018

2015 Ford Turtle Top C 1FDFE4FS4EDA75937 91234 113 Braun 10 & 2 R/AC 31694 95081 5310 FDOT 7/1/2014 $82,455.00 7/1/2021

2015 Freightliner Odyssey C 1FVACWDT2DHBM8927 114 Braun 18 & 5 R/AC/WC/CAMERA/TV/BK 24003 48006 FDOT 5316-ARBO1 FDOT 4/8/2015 $162,686.00 4/8/2022

2015 Ford Turtle Top Odyssey D 1FDFE4FS8EDB13699 115 Braun 4 & 2 R/AC/CAMERA/BK 38504 77008 RCAP NON SP 6/24/2015 $89,347.00 6/24/2020

2015 Freightliner Odyssey C 1FVACWDT6DHBM8929 116 Braun 18 & 5 R/AC/WC/CAMERA/TV/BK 22788 45573 5307 FY 15-16 FDOT 7/29/2015 $172,156.00 7/29/2022

2015 Ford Turtle Top Odyssey D 1FDFE4FS1FDA28107 117 Braun 8 & 3 R/AC/WC/CAMERAS/BK 50327 100653 5307 FY 15-16 JTA 7/30/2015 $93,365.00 7/30/2020

2015 Ford Turtle Top Odyssey D 1FDFE4FS3FDA28108 118 Braun 8 & 3 R/AC/WC/CAMERAS/BK 27797 55593 5307 FY 15-16 JTA 7/30/2015 $93,365.00 7/30/2020

2015 Ford Turtle Top Odyssey D 1FDFE4FS9FDA35273 91248 119 Braun 8 & 3 R/AC/WC/CAMERAS 30917 61833 5310 FY 14-15 FDOT 9/10/2015 $83,282.00 9/10/2022



2016 Toyota Sienna F 5TDZK3DC8GS720791 122 NA 6 & 0 R/AC 36521 36521 RCAP NON SP 3/30/2016 $26,769.00 3/30/2020

2016 Toyota Sienna F 5TDZK3DC4GS719900 123 Braun 6 & 0 R/AC 34031 34031 RCAP NON SP 4/12/2016 $26,769.00 4/12/2020

2016 Ford Turtle Top Odyssey D 1FDFE4FS6GDC51552 124 Braun 8 & 3 R/AC/WC/CAMERAS 30544 30544 5310 FDOT 8/30/2016 $93,000.00 8/30/2021



Page 2 of 2


Page 7

INSTRUCTION PAGE

This workbook and five worksheets were developed in conjunction with the 2013 National Center for Transit Research "Forecasting Paratransit Service Demand - Review and Recommendations. " This report provides the background on the demand estimation methodology and provides specific instructions for the required data input.

Step-by-step instructions are provided for accessing the required inputs including: the U.S. Census Bureau’s American Community Survey (ACS) age, income, disability, and county level population data.. Other data used in the model such as those from the National Household Travel Survey and the U.S. Census Bureau’s Survey of Income and Program Participation (SIPP) have been pre-coded in the spreadsheet tool for ease of use.

The TD methodology described in this report can serve as a resource which is easily updated withcurrent data, enables users to better analyze various sub-components of the TD market, and can becomplemented with local knowledge and information for further customization.

This workbook consists of 5 worksheets denoted by the bottom tabs:

1. Instructions - a brief overview of the workbook and details on the worksheets2. Data Input - this is the only sheet the user must provide input. After all the required data is provided, the rest of the worksheets will self-calculate3. General TD population - this worksheets calculates the "General TD" populations and accounts for the double counts in the overlapping circles4. Critical Need TD Population - this worksheet focuses on the severe disabilities and low income-non-disabled population persons - the "Critical Need TD" population5. TD Population and Trip Forecasts - the final worksheet projects the "General TD" and "Critical Need TD" populations, as well as the daily and annual "Critical Need TD" trips


Page 8


Page 9

County Population By Age

Total Pop by Age

Population Below Poverty Level by Age

Total Population with a Disability

by Age

Total Pop with Disability and Below Poverty Level by Age

< 5 Years of Age 3,611 1,765 0 05-17 11,764 4,026 909 36118-34 13,132 5,005 843 52535-64 26,334 12,603 5,927 2,936Total Non Elderly 54,841 23,399 7,679 3,82265-74 9,567 1,331 2,535 53675+ 6,106 367 3,112 214Total Elderly 15,673 1,698 5,647 750Total 70,514 25,097 13,326 4,572

2015 72,756 5-year growth Annual % Growth2020 73,200 444 0.12%2025 73,7002030 74,2002035 74,6002040 75,100

County Population Projections


Page 10

County Pop. By Age

Total Pop by Age

% of Total Pop

Population Below Poverty Level by Age

% of Total Pop Below

Poverty Level by Age

Total Population with a Disability by

Age

% of Total Pop with a Disability

by Age

Total Pop with Disability and Below Poverty Level by Age

% Total Pop with a Disability

and Below Poverty Level by

Age< 5 Years of Age 3,611 5.1% 1,765 2.5% 0 0.0% 0 0.00%5-17 11,764 16.7% 4,026 5.7% 909 1.3% 361 0.51%18-34 13,132 18.6% 5,005 7.1% 843 1.2% 525 0.74%35-64 26,334 37.3% 12,603 17.9% 5,927 8.4% 2,936 4.16%Total Non Elderly 54,841 77.8% 23,399 33.2% 7,679 10.9% 3,822 5.42%65-74 9,567 13.6% 1,331 1.9% 2,535 3.6% 536 0.76%75+ 6,106 8.7% 367 0.5% 3,112 4.4% 214 0.30%Total Elderly 15,673 22.2% 1,698 2.4% 5,647 8.0% 750 1.06%Total 70,514 100% 25,097 35.6% 13,326 18.9% 4,572 6.48%

E - Estimate non-elderly/disabled/ low income From Base Data (I11) 3,822 B - Estimate non-elderly/ disabled/not low income Subtract I11 from G11 3,857 G - Estimate elderly/disabled/low income From Base Data (I14) 750 D- Estimate elderly/ disabled/not low income Subtract I14 from G14 4,897 F - Estimate elderly/non-disabled/low income Subtract I14 from E14 948 A - Estimate elderly/non-disabled/not low income Subtract sum of J17, J18 and J19 from C14 9,078 C - Estimate low income/not elderly/not disabled Subtract I11 from E11 19,577 Total - Non-Duplicated 42,929

General TD Population % of Total

42,929 60.9%

Double Counts Calculations

Non-Duplicated General TD Population Estimate


Page 11

Total Population with a Disability by

Age

% with a Severe

Disability by Age

Total Population with a Severe

Disability by Age

% of Total Pop with Severe Disability by

Age

% of Severe Disability Below

Poverty Level

Total Severe Disability Below

Poverty Level

0 4.20% - -

909 4.20% 38 0.32%

843 6.30% 53 0.40%

5,927 13.84% 820 3.11%7,679 912 1.66% 28.60% 261 2,535 27.12% 687 7.19%3,112 46.55% 1,449 23.72%

5,647 2,136 13.63% 11.70% 250 13,326 3,048 4.32% 511

Not Low Income Low Income TotalsNon-Elderly 651 261 912

Elderly 1,886 250 2,136

TOTAL 2,537 511 3,048

sabled Trip Rate Low Income & Not Disabled = C + F

2.400 Assumes 20,52527.2% xx % without auto access

0.389 5,5830.063 100.0% xx % without transit access0.049 5,5831.899 Daily Trip Rates Total

Total Actual Critical TD Population Per Person Daily TripsSeverely Disabled 3,048 0.049 149

0.049 Low Income ND ### 1.899 10,602

Critical Need - Severely Disabled TD Population

Calculation of Daily Trips

CALCULATION OF DAILY TRIPS

FOR THE

TES USED

bled Trip Rate

CRITICAL NEED TD POPULATION


Page 12

FORECAST OF GENERAL AND CRITICAL NEED TRANSPORTATION DISADVANTAGED POPULATIONS

General TD Population Forecast 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025Overlapping Circle ComponentE - Estimate non-elderly/disabled/ low income 3,822 3,827 3,831 3,836 3,841 3,845 3,850 3,855 3,859 3,864 3,869B - Estimate non-elderly/ disabled/not low income 3,857 3,862 3,866 3,871 3,876 3,881 3,885 3,890 3,895 3,900 3,904G - Estimate elderly/disabled/low income 750 751 752 753 754 755 756 756 757 758 759D- Estimate elderly/ disabled/not low income 4,897 4,903 4,909 4,915 4,921 4,927 4,933 4,939 4,945 4,951 4,957F - Estimate elderly/non-disabled/low income 948 949 950 951 953 954 955 956 957 958 960A - Estimate elderly/non-disabled/not low income 9,078 9,089 9,100 9,111 9,122 9,134 9,145 9,156 9,167 9,178 9,189C - Estimate low income/not elderly/not disabled 19,577 19,601 19,625 19,649 19,673 19,697 19,721 19,745 19,769 19,793 19,817

TOTAL GENERAL TD POPULATION 42,929 42,981 43,034 43,086 43,139 43,192 43,244 43,297 43,350 43,403 43,456

TOTAL POPULATION 70,514 70,600 70,686 70,773 70,859 70,945 71,032 71,119 71,205 71,292 71,379

Critical Need TD Population Forecast 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025

Total Critical TD Population Disabled 3,048 3,051 3,055 3,059 3,063 3,066 3,070 3,074 3,078 3,081 3,085 Low Income Not Disabled No Auto/Transit 5,583 5,590 5,596 5,603 5,610 5,617 5,624 5,631 5,638 5,644 5,651

Total Critical Need TD Population 8,631 8,641 8,652 8,662 8,673 8,683 8,694 8,705 8,715 8,726 8,736

Daily Trips - Critical Need TD Population Severely Disabled 149 150 150 150 150 150 150 151 151 151 151 Low Income - Not Disabled - No Access 10,602 10,615 10,628 10,641 10,654 10,667 10,680 10,693 10,706 10,719 10,732 Total Daily Trips Critical Need TD Population 10,751 10,933 11,118 11,305 11,496 11,700 11,907 12,118 12,332 12,551 12,748

Annual Trips 2,806,031 2,853,453 2,901,676 2,950,714 3,000,581 3,053,692 3,107,742 3,162,749 3,218,730 3,275,701 3,327,130

Assumes Annual Service Days = 261

Annual Population Growth (as a percent) 0.12%

Putnam County

Putnam County


Page 13

CTC/STP BEING REVIEWED: CLAY COUNTY COUNCIL ON AGING

COUNTY: CLAY TYPE OF REVIEW: LCB

ADDRESS: 604 WALNUT STREET, GREEN COVE SPRINGS, FL 32043

CONTACT: BRENDA MATHEWS, TRANS. DIRCTOR PHONE: 904-284-5977

EMAIL: [email protected] REVIEW DATES: 7/1/15-6/30/16

PERSON CONDUCTING THE REVIEW: MARGO MOEHRING

CONTACT INFORMATION: [email protected]

LOCAL COORDINATING BOARD: CLAY COUNTY

MAY 2015

CTC-STP-LCB

EVALUATION


Page 14

REVIEW CHECKLIST & SCHEDULE COLLECT FOR REVIEW:

APR Data Pages

QA Section of TDSP

Last Review (Date: )

List of Omb. Calls

QA Evaluation

Status Report (from last review)

AOR Submittal Date

TD Clients to Verify

TDTF Invoices

Audit Report Submittal Date

ITEMS TO REVIEW ON-SITE:

SSPP

Policy/Procedure Manual

Complaint Procedure

Drug & Alcohol Policy (see certification)

Grievance Procedure

Driver Training Records (see certification)

Contracts

Other Agency Review Reports

Budget

Performance Standards

Medicaid Documents


Page 15

ITEMS TO REQUEST:

REQUEST INFORMATION FOR RIDER/BENEFICIARY SURVEY (Rider/Beneficiary Name, Agency who paid for the trip [sorted by agency and totaled], and Phone Number)

REQUEST INFORMATION FOR CONTRACTOR SURVEY (Contractor Name, Phone Number, Address and Contact Name)

REQUEST INFORMATION FOR PURCHASING AGENCY SURVEY (Purchasing Agency Name, Phone Number, Address and Contact Name)

REQUEST ANNUAL QA SELF CERTIFICATION (Due to CTD annually by January 15th).

MAKE ARRANGEMENTS FOR VEHICLES TO BE INSPECTED (Only if purchased after

1992 and privately funded).

INFORMATION OR MATERIAL TO TAKE WITH YOU:

Measuring Tape Stop Watch


Page 16

EVALUATION INFORMATION

An LCB review will consist of, but is not limited to the following pages:

1 Cover Page 5 - 6 Entrance Interview Questions 12 Chapter 427.0155 (3) Review the CTC monitoring of

contracted operators 13 Chapter 427.0155 (4) Review TDSP to determine utilization

of school buses and public transportation services 19 Insurance 23 Rule 41-2.011 (2) Evaluation of cost-effectiveness of

Coordination Contractors and Transportation Alternatives 25 - 29 Commission Standards and Local Standards 39 On-Site Observation 40 – 43 Surveys 44 Level of Cost - Worksheet 1 45- 46 Level of Competition – Worksheet 2 47 - 48 Level of Coordination – Worksheet 3

Notes to remember:

The CTC should not conduct the evaluation or surveys. If the CTC is also the PA, the PA should contract with an outside source to assist the LCB during the review process.

Attach a copy of the Annual QA Self Certification.


Page 17

ENTRANCE INTERVIEW QUESTIONS INTRODUCTION AND BRIEFING:

Describe the evaluation process (LCB evaluates the CTC and forwards a copy of the evaluation to the CTD).

The LCB reviews the CTC once every year to evaluate the operations and the performance of the local coordinator.

The LCB will be reviewing the following areas:

Chapter 427, Rules 41-2 and 14-90, CTD Standards, and Local Standards

Following up on the Status Report from last year and calls received from the Ombudsman program.

Monitoring of contractors.

Surveying riders/beneficiaries, purchasers of service, and contractors

The LCB will issue a Review Report with the findings and recommendations to the CTC no later than 30 working days after the review has concluded.

Once the CTC has received the Review Report, the CTC will submit a Status Report to the LCB within 30 working days.

Give an update of Commission level activities (last meeting update and next meeting date), if needed.

USING THE APR, COMPILE THIS INFORMATION: 1. OPERATING ENVIRONMENT:

RURAL URBAN

2. ORGANIZATION TYPE:

PRIVATE-FOR-PROFIT

PRIVATE NON-PROFIT

GOVERNMENT

TRANSPORTATION AGENCY

✔

✔

✔

✔

✔

✔

✔

✔

✔

✔

✔

✔


Page 18

3. NETWORK TYPE:

SOLE PROVIDER

PARTIAL BROKERAGE

COMPLETE BROKERAGE 4. NAME THE OPERATORS THAT YOUR COMPANY HAS CONTRACTS WITH: 5. NAME THE GROUPS THAT YOUR COMPANY HAS COORDINATION

CONTRACTS WITH:

Coordination Contract Agencies Name of Agency

Address City, State, Zip Telephone Number

Contact


Page 19

6. NAME THE ORGANIZATIONS AND AGENCIES THAT PURCHASE SERVICE

FROM THE CTC AND THE PERCENTAGE OF TRIPS EACH REPRESENTS? (Recent APR information may be used)

Name of Agency % of Trips Name of Contact Telephone Number

7. REVIEW AND DISCUSS TD HELPLINE CALLS: Number of calls Closed Cases Unsolved Cases

Cost

Medicaid

Quality of Service

Service Availability

Toll Permit

Other


Page 20

N/A

COMPLIANCE WITH CHAPTER 427, F.S. Review the CTC’s monitoring of its transportation operator contracts to ensure compliance with 427.0155(3), F.S. “Review all transportation operator contracts annually.” WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS OPERATOR(S) AND HOW OFTEN IS IT CONDUCTED?

Is a written report issued to the operator? � Yes � No

If NO, how are the contractors notified of the results of the monitoring?

WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS COORDINATION CONTRACTORS AND HOW OFTEN IS IT CONDUCTED?

Is a written report issued? � Yes � No If NO, how are the contractors notified of the results of the monitoring?

WHAT ACTION IS TAKEN IF A CONTRACTOR RECEIVES AN UNFAVORABLE REPORT?

IS THE CTC IN COMPLIANCE WITH THIS SECTION? � Yes � No ASK TO SEE DOCUMENTATION OF MONITORING REPORTS.


Page 21

COMPLIANCE WITH CHAPTER 427, F.S.

Review the TDSP to determine the utilization of school buses and public transportation services [Chapter 427.0155(4)] “Approve and coordinate the utilization of school bus and public transportation services in accordance with the TDSP.” HOW IS THE CTC USING SCHOOL BUSES IN THE COORDINATED SYSTEM? Clay Transit is not using school buses at this time. Rule 41-2.012(5)(b): "As part of the Coordinator’s performance, the local Coordinating Board shall also set an annual percentage goal increase for the number of trips provided within the system for ridership on public transit, where applicable. In areas where the public transit is not being utilized, the local Coordinating Board shall set an annual percentage of the number of trips to be provided on public transit." HOW IS THE CTC USING PUBLIC TRANSPORTATION SERVICES IN THE COORDINATED SYSTEM? � N/A IS THERE A GOAL FOR TRANSFERRING PASSENGERS FROM PARATRANSIT TO TRANSIT? X Yes � No

If YES, what is the goal? There is no numeric goal but the goal of increase in

ridership on the flex routes.

Is the CTC accomplishing the goal? X Yes � No IS THE CTC IN COMPLIANCE WITH THIS REQUIREMENT? X Yes � No Comments: The CTC is in compliance because of their coordination efforts that increase the use of flex routes and transit regionally. They connect with JTA and other CTCs.


Page 22

Compliance with 41-2.006(1), Minimum Insurance Compliance “...ensure compliance with the minimum liability insurance requirement of $100,000 per person and $200,000 per incident…” WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS? The COA’s auto liability is $1,000,000. WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS IN THE OPERATOR AND COORDINATION CONTRACTS?

N/A HOW MUCH DOES THE INSURANCE COST (per operator)?

Operator Insurance Cost Clay Co. Council on Aging $139,057

DOES THE MINIMUM LIABILITY INSURANCE REQUIREMENTS EXCEED $1 MILLION PER INCIDENT?

Yes X No If yes, was this approved by the Commission? � Yes � No

IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes � No Comments:


Page 23

COMPLIANCE WITH 41-2, F.A.C. Compliance with 41-2.011(2), Evaluating Cost-Effectiveness of Coordination Contractors and Transportation Alternatives. “...contracts shall be reviewed annually by the Community Transportation Coordinator and the Coordinating Board as to the effectiveness and efficiency of the Transportation Operator or the renewal of any Coordination Contracts.”

1. IF THE CTC HAS COORDINATION CONTRACTORS, DETERMINE THE COST-EFFECTIVENESS OF THESE CONTRACTORS.

Cost [CTC and Coordination Contractor (CC)] CTC CC

#1 CC #2

CC #3

N/A Special or unique consideration that influence costs? Explanation: 1. DO YOU HAVE TRANSPORTATION ALTERNATIVES? �Yes X No (Those specific transportation services approved by rule or the Commission as a service not normally arranged by the Community Transportation Coordinator, but provided by the purchasing agency. Example: a neighbor providing the trip) Cost [CTC and Transportation Alternative (Alt.)] N/A CTC Alt. #1 Alt. #2 Alt. #3 Alt. #4 Flat contract rate(s) ($ amount/unit) Detail other rates as needed: (e.g. ambulatory, wheelchair, stretcher, out-of-county, group)

Special or unique considerations that influence costs? Explanation: IS THE CTC IN COMPLIANCE WITH THIS SECTION? X� Yes � No


Page 24

Compliance with 41-2, F.A.C.

Compliance with Commission Standards “...shall adhere to Commission approved standards…” Review the TDSP for the Commission standards. Commission Standards

Comments

Local toll free phone number must be posted in all vehicles. Shall be posted in all vehicles

A local phone number is available to all clients.

Vehicle Cleanliness Vehicles shall be cleaned on regular schedule.

All vehicles are cleaned on a regular basis.

Passenger/Trip Database Must have name, #, address, funding source & special requirements

Clay Transit follows the policy in its TDSP by maintaining a regularly updated data base using Trapeze.

Adequate seating Must meet manufacturer’s recommended capacity

Vehicle stock is varied to reflect needed capacity and there is adequate seating.

Driver Identification Picture ID or name badge

Drivers wear a uniform and have an ID.

Passenger Assistance If needed, driver shall provide rider with boarding assistance.

Drivers instructed to assist – on site observations indicate that the drivers go out of their way to be helpful.

Smoking, Eating and Drinking Prohibited in any vehicle

Smoking, eating and drinking is prohibited in any vehicle except for medically necessary reasons verified by a licensed physician in writing.

Two-way Communications Will be equipped with 2-way radios

All are equipped.

Air Conditioning/Heating

All vehicles are maintained so they have working A/C and heating.

Billing Requirements Must pay all bills within 15 days to subcontractors.

Clay Transit policy is to pays bills within 7 days.


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COMMISSION STANDARDS

Findings:

Clay Transit’s system continues to be a necessary resource for transportation disadvantaged riders. The system covers a number of areas, and is well-coordinated between communities and with other CTCs. Challenges include the number of public and private dirt roads in the County as well as meeting the needs of rural areas as well as denser areas. In addition, the COA is discussing the future of transit in the County as it updates its transit vision plan.

Recommendations: Continue to support regional coordination. The COA is to be commended for working with other transportation agencies to better coordinate service.


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COMPLIANCE WITH 41-2, F.A.C. Compliance with Local Standards “...shall adhere to Commission approved standards...” Review the TDSP for the Local standards. Local Standards

Comments

Transport of escorts and dependent children policy Under 18 requires escort; 14-18 okay alone w/parents signed consent; under 14 okay if pregnant

Standard being met.

Use, responsibility, and cost of child restraint devices All vehicles equipped with at least one child seat; under 5 years or less than 45 lbs must use.

It is preferred that the client provide child restraint devices. Otherwise, COA will provide.

Out-of-Service Area trips These trips provided as needed; physician is required to document service is not available in Clay Co.

Standard being met. Same 72 hour advance reservation requirement as in-service-area trips.

CPR/1st Aid Clay COA requires all drivers to take CPR and First Aid

training every two years. Driver Criminal Background Screening FDLE Background Screening

Clay Transit follows policy.

Rider Personal Property Allowed all personal property they can safely stow.

The number of packages is limited to what the client can safely carry and secure, usually two bags.

Advance reservation requirements TDSP states: Trip reservations must be made 3 working days prior to a medical appointment.

3 working days prior is the standard, with exceptions for hospital release and urgent medical under special circumstances. Return at will.

Pick-up Window 1 hr. before scheduled time; 2 hrs. before travel to another county.

Clay Transit follows policy.


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Measurable Standards/Goals Standard/Goal

Latest Figures

Is the CTC/Operatormeeting the Standard?

Public Transit Ridership Was 52,952 in FY15/16

CTC CTC 52,952 Yes Operator A Operator A N/A Operator B Operator B N/A Operator C Operator C N/A

On-time performance Standard of 85% on-time performance rate for medical trips.

CTC CTC

Yes

Operator A Operator A N/A Operator B Operator B N/A Operator C Operator C N/A

Passenger No-shows FY 15/16- 1,251

CTC CTC 1,400 Yes


Accidents No more than 1 accident per 100,000 miles. FY 15/16-2 vehicles

CTC CTC 0 Yes Operator A Operator A N/A Operator B Operator B N/A Operator C Operator C N/A

Roadcalls No less than 9,500 miles between each road call. FY 15/16- 9 (with 1,071,941 vehicle miles) Average age of fleet:


Complaints FY 15/16- 22 Number filed: 22


Call-Hold Time 6 line phone system; 8-5 pm. There is a break for lunch between 12 -1 p.m. – but calls are still answered through call rotation of 45 seconds.

CTC CTC Yes



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LOCAL STANDARDS Findings: Complaints, accidents and no-shows are on a downward trend.

Recommendations: Clay Transit needs to continue to provide service efficiently and effectively.


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604 Walnut Street to 4718 CR 15A, 4309 North Road, 100 Pinewood Court #802, and 1200 Melrose Avenue

10

0

ON-SITE OBSERVATION OF THE SYSTEM RIDE A VEHICLE WITIN THE COORDINATED SYSTEM. REQUEST A COPY OF THE MANIFEST PAGE THAT CONTAINS THIS TRIP. Date of Observation: 4/27/17 Please list any special guests that were present: Mrs. Murray, LCB Evaluation Committee member Location: Number of Passengers picked up/dropped off:

Ambulatory 10 Non-Ambulatory Was the driver on time? X Yes � No, how many

minutes late/early?

Did the driver provide any passenger assistance? X Yes � No Was the driver wearing any identification? X Yes: X Uniform � Name Tag X ID

Shirt w/CTC logo Badge � No. Did the driver render an appropriate greeting?

X Yes. � No The driver went out of his way to greet the riders and make them feel at home. He

created a friendly atmosphere on the bus, and even made me feel at home. He did excellent, safe driving on a lengthy stretch of uneven dirt road.

If CTC has a policy on seat belts, did the driver ensure the passengers were properly belted? X Yes � No Was the vehicle neat and clean, and free from dirt, torn upholstery, damaged or broken seats, protruding metal or other objects?

X Yes � No Is there a sign posted on the interior of the vehicle with a local phone number for comments/complaints/commendations?

X Yes � No Does the vehicle have working heat and air conditioning? X Yes � No Does the vehicle have two-way communications in good working order? X Yes � No If used, was the lift in good working order? X Yes � No Was there safe and appropriate seating for all passengers? X Yes � No Did the driver properly use the lift and secure the passenger? N/A Yes � No If no, please explain:


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CTC: Clay County Council on Aging County: Clay County_ Date of Manifest: April 27, 2017 Funding Source No. of Trips No. of

Riders No. of Calls To Make

No. of Calls Made

Medicaid 0 0 0 0 CTD 19 15 5 5 Other: Other Other Other Totals 19 15 5 5

Number of Round Trips Number of Riders to Survey 0 – 200 30% 201 – 1200 10% 1201 + 5%

Quotes from the surveys include:

A lot. I have no way to go without it. A great means to get to where I have to go without worrying. A lot! My way to get a meal everyday. I volunteer, they are like family to me at the center. Terrific people running the program! It’s the only transportation I have so it means a lot to me. Without it, I wouldn’t be able to go to the doctor. To get me from my home to wherever my destination is and my return trip to my home.


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N/A

Contractor Survey ___________County

Contractor name (optional) 1. Do the riders call your facility directly to cancel a trip?

�Yes �No 2. Do the riders call your facility directly to issue a complaint?

�Yes �No 3. Do you have a toll-free phone number for a rider to issue commendations and/or complaints

posted on the interior of all vehicles that are used to transport TD riders? �Yes �No

If yes, is the phone number posted the CTC’s? �Yes �No

4. Are the invoices you send to the CTC paid in a timely manner?

�Yes �No 5. Does the CTC give your facility adequate time to report statistics?

�Yes �No 6. Have you experienced any problems with the CTC?

�Yes �No If yes, what type of problems?

Comments:


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Level of Cost Worksheet 1


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Level of Competition

Worksheet 2 1. Inventory of Transportation Operators in the Service Area Column A

Operators Available

Column B Operators Contracted in the System.

Column C Include Trips

Column D % of all Trips

Private Non-Profit

Aabac Taxi, Clay Taxi, Orange Park Taxi, Westside Taxi

Private For-Profit

Government Public Transit Agency

Total 2. How many of the operators are coordination contractors? None 3. Of the operators included in the local coordinated system, how many have the

capability of expanding capacity? N/A Does the CTC have the ability to expand?

4. Indicate the date the latest transportation operator was brought into the system. ASI 11/1/06

5. Does the CTC have a competitive procurement process? YES 6. In the past five (5) years, how many times have the following methods been used in

selection of the transportation operators?

Low bid Requests for proposals Requests for qualifications Requests for interested parties Negotiation only

Which of the methods listed on the previous page was used to select the current

operators?

N/A


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7. Which of the following items are incorporated in the review and selection of transportation operators for inclusion in the coordinated system?

x Capabilities of operator x Scope of Work x Age of company x Safety Program x Previous experience x Capacity x Management x Training Program x Qualifications of staff x Insurance x Resources x Accident History x Economies of Scale x Quality x Contract Monitoring x Community Knowledge x Reporting Capabilities x Cost of the Contracting Process x Financial Strength Price Performance Bond Distribution of Costs Responsiveness to Solicitation Other: (list)

8. If a competitive bid or request for proposals has been used to select the

transportation operators, to how many potential operators was the request distributed in the most recently completed process? N/A

How many responded? The request for bids/proposals was distributed:

Locally Statewide Nationally

9. Has the CTC reviewed the possibilities of competitively contracting any services other than transportation provision (such as fuel, maintenance, etc…)?

Yes.


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Level of Coordination

Worksheet 3 Planning – What are the coordinated plans for transporting the TD population? To provide rides to eligible individuals as per our monthly allocation set by the Transportation Disadvantaged Commission. In addition, Clay Transit is a member of the regional transit coordinating committee of the Regional Transportation Commission, working with other CTCs in the region on coordination on many levels.

Public Information – How is public information distributed about transportation services in the community? Through various meetings in the community and presentations to local organizations. A facebook page and website are maintained. Community events are used as an opportunity to get the word out. Flyers are available with service information for every line.

Certification – How are individual certifications and registrations coordinated for local TD transportation services? To determine client eligibility for transportation, every rider must complete a transportationassessment screening form to determine the most appropriate and cost effective means for transporting riders. The form must be completed before the first transport of this system andeffective date. Once the assessment is received by Clay Transit it will be reviewed within 2 days of receipt to determine eligibility.

Eligibility Records – What system is used to coordinate which individuals are eligible for special transportation services in the community? All individuals needing to use transportation service must complete an assessment form. Procedures have recently been reviewed and tweaked to ensure all clients are eligible as of the date of service.

Call Intake – To what extent is transportation coordinated to ensure that a user can reach a Reservationist on the first call? Reservations – What is the reservation process? How is the duplication of a reservation prevented? Trip Allocation – How is the allocation of trip requests to providers coordinated?

N/A

Clay County Council on Aging, Inc. has 6 phone lines that are answered by a receptionist. The receptionist determines if the caller needs to schedule a ride or is ready to be picked from the medical facility. Calls are routed to the dispatcher for clients ready to be picked up and other calls for individuals to schedule a trip are given to the reservationists. Calls bounce so there is no chance that a caller will not speak to someone quickly.

Reservations are arranged while the client is on the phone. Trapeze ensures there are no duplications.


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Scheduling – How is the trip assignment to vehicles coordinated? The scheduler takes trips and puts them on the correct bus. The dispatcher coordinates with facilities and drivers.

Transport – How are the actual transportation services and modes of transportation coordinated? As above for scheduling and for the vehicles. Drivers work from senior center locations. This saves time, mileage, and fuel to have the drivers in satellite areas of Clay County.

Dispatching – How is the real time communication and direction of drivers coordinated? All vehicles have two-way radio, and most drivers have cell phones. When a trip is called in to transportation the dispatcher or reservationists call the driver by two-way radio or cell phone within 2-3 minutes of call.

General Service Monitoring – How is the overseeing of transportation operators coordinated? Daily Service Monitoring – How are real-time resolutions to trip problems coordinated? Drivers notify Dispatch by cell phone or radio of any situations on the van. Records are maintained by the Transportation Coordinator.

Billing – How is the process for requesting and processing fares, payments, and reimbursements coordinated? Daily vehicles mileage and time are entered into Trapeze. At the end of the month, reports are generated by agencies and billed.

Trip Reconciliation and Reporting – How is operating information reported, compiled, and examined? Trips are counted through Trapeze, reviewed by staff and used for the quarterly report to the LCB.

Cost Resources – How are costs shared between the coordinator and the operators (s) in order to reduce the overall costs of the coordinated program?

N/A Information Resources – How is information shared with other organizations to ensure smooth service provision and increased service provision? See public information, above.

Overall – What type of formal agreement does the CTC have with organizations, which provide transportation in the community? The COA has a formal agreement with LogistiCare, MTM and Access to Care.

All Transportation calls come into our transportation office. Monitoring is continuous to assure timelines.


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