meetings of the management committees...valley metro i 101 n. 1st ave. phoenix, az 85003...

Valley Metro I 101 N. 1st Ave. Phoenix, AZ 85003 602.262.7433

MEETINGS OF THE

Management Committees

TMC/RMC Joint Meeting

Transit Management Committee

(TMC)

Rail Management Committee

(RMC)

Date: May 6, 2020

Meetings to occur sequentially

Location: Via Webex/Phone

If you require assistance accessing the meetings on the 10th floor, please go to the 14th floor or call 602.262.7433.

Starting Time 10:00 a.m.


April 29, 2020

Joint Meeting Agenda Transit Management Committee

And Rail Management Committee

Wednesday, May 6, 2020 Webex/Phone

10:00 a.m.

Action Recommended

1. Public Comment (yellow card)

Public comment is being taken in written format and will be entered into the official minutes of the meeting.

1. For Information

2. Chief Executive Officer’s Report

Scott Smith, CEO, will brief the TMC/RMC on current issues.

2. For information

3. COVID-19 Update

An update on transit operation impacts related to COVID-19 will be provided.

3. For information

4. Minutes

Minutes from the April 1, 2020 TMC/RMC meeting are presented for approval.

4. For action

CONSENT AGENDA 5A. Information Technology Contract Staffing Renewal

Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to extend IT staffing contracts to maintain one Full Stack Developer and two Business Analysts through FY 2021. The period of service will cover July 2020 through June 2021 with a total cost of $590,000.

5A. For action

Agenda

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5B. Alesig Consulting, LLC. Contract Renewal

Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to renew a contract with Alesig Consulting, LLC for one year with two one-year extension options. The period of service will cover July 2020 through June 2022 with a total cost of $450,000.

5B. For action

5C. Information Technology Infrastructure Refresh

Staff recommends the TMC/RMC forward to the Board of Directors authorization for the CEO to purchase server and networking capital equipment and associated licensing not to exceed $1,675,000.

5C. For action

5D. Security Log Collector Maintenance and Support Purchase

Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to purchase three years of Elastic’s maintenance and support plan. The period of service will cover from July 2020 through June 2023 with a total cost of $207,600.

5D. For action

REGULAR AGENDA 6. Quarterly Reports

Fiscal Year 2020 Quarterly Reports are presented for information.

6. For information

7. Travel, Expenditures and Solicitations

The monthly travel, expenditures and solicitations for Valley Metro RPTA and Valley Metro Rail are presented for information.

7. For information

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8. Future Agenda Items Request and Update onCurrent Events

Chairs Wright and Methvin will request future agenda items from members, and members may provide a report on current events.

8. For information

9. Next Meeting

The next meeting of the TMC/RMC is scheduled for Wednesday, June 3, 2020 at 11:00 a.m.

9. For information

Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print or flash drive) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org.

http://www.valleymetro.org/


DATE AGENDA ITEM 1 April 29, 2020

SUBJECT Public Comment

PURPOSE Public comment is being taken in written format and will be entered into the official minutes of the meeting.

COST AND BUDGET None

RECOMMENDATION This item is presented for information only.

BACKGROUND | DISCUSSION | CONSIDERATION None

COMMITTEE PROCESS None

CONTACT Scott Smith Chief Executive Officer [email protected]

ATTACHMENT None

Information Summary

mailto:[email protected]


DATE AGENDA ITEM 2 March 25, 2020

SUBJECT Chief Executive Officer’s Report

PURPOSE Scott Smith, Chief Executive Officer, will brief the TMC/RMC on current issues.





CONTACT Scott Smith Chief Executive Officer 602-262-7433 [email protected]

ATTACHMENT None

Information Summary




SUBJECT COVID-19 Update

PURPOSE An update on transit operation impacts related to COVID-19 will be provided.






ATTACHMENT None

Information Summary



DATE AGEDNA ITEM 4 April 29, 2020

Joint Meeting of Transit Management Committee

and Rail Management Committee

Wednesday, April 1, 2020 Via Webex/Phone

11:00 a.m.

Transit Management Committee Participants Josh Wright, City of Chandler, Chair Jesus Sapien for Ed Zuercher, City of Phoenix, Vice Chair (phone) Gina Montes, City of Avondale (phone) Autumn Grooms for Crystal Dyches, City of El Mirage (phone) Dave Trimble, Town of Fountain Hills (phone) Kevin Link for Kevin Phelps, City of Glendale (phone) Julie Arendall, City of Goodyear (phone) Reed Kempton, Maricopa County (phone) Scott Butler for Chris Brady, City of Mesa (phone) Erik Strunk, City of Peoria (phone) Dan Worth, City of Scottsdale (phone) David Kohlbeck, City of Surprise (phone) Steven Methvin, City of Tempe

Members Not Present Aubree Perry, ADOT Roger Klingler, City of Buckeye Mary Goodman, Town of Gilbert Bruce Gardner, Town of Queen Creek City of Tolleson

Rail Management Committee Participants Steven Methvin, City of Tempe (Chair) Scott Butler for Chris Brady, City of Mesa (Vice Chair) (phone) Jesus Sapien for Ed Zuercher, City of Phoenix (phone) Josh Wright, City of Chandler

Chair Wright called the meeting to order at 11:02 a.m.

Minutes

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Chair Wright said good morning, everybody. I'd like to call this Joint Meeting of the Transit Management Committee and Rail Management Committee to order. Chair said I want to thank everybody for making the time to attend remotely today during this unprecedented public health challenge that we're all experiencing in our communities. And before we start I wanted to thank the Valley Metro staff as well for the work that they do to support public transportation during this very difficult and challenging time.

We're going to do something a little unusual today. We're going to have a roll call since most of our members are participating remotely so Pat if you would please call the roll.

1. Public Comment

None.

2. Chief Executive Officer’s Report

Mr. Smith provided an update on the following items:

Construction Projects New LRV vehicle arrival Artlines Artist Transit Operator Appreciation Day Calendar

3. COVID-19 Update

Mr. Smith said as I mentioned, we like all of you, are responding to the realities of the world we live in at least temporarily. And so we have done things both here at our agency headquarters, but also operations. I mentioned just briefly the operators and our mechanics continuing to put in great service. So we are -- we've taken significant steps here on the -- at the agency headquarters and we are in planning for not only short term, but perhaps longer term adjustments to our operations and our budgeting based on the interruption and disruption that.

I'll introduce Jim Hillyard who will go over it in a little bit of detail, some of those changes. And we'll also have available both Ray Abraham and Paul Hodgins who can answer any questions and will talk a little bit about how operations have been affected. And also not only our current and future prognosis for financial, but also -- and how that will impact our budgeting, but also the CARE act and specific provisions in the CARE act that related to public transportation. And we'll let -- tell you what we know so far which isn't everything because there's still some uncertainties so I'll turn it over to Jim and he'll take it from here.

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Mr. Hillyard said good morning, everybody. I'll provide a brief overview of both what COVID-19 actions are already in motion and the contingency plans that we have in place as the pandemic continues to work through its lifecycle.

First, you know there are really two priorities that we're focused on. Continuing to provide the vital service offer transit. We've heard from many, many folks over the last few weeks how critical it is that we help folks in the health care -- in the critical infrastructure and safety businesses get to their workplaces and to support those functions. And so we're really focused on maintaining service to those riders who depend on us.

At the same time, we have to protect our operators and our riders. There's several pictures of those efforts as we go through the deck. They include rear door boarding. I think, as you all know, we blocked off the front part of the cabs and are having all passengers board through the rear door to create more social distancing for our operators. We've also implemented new cleaning techniques. This includes daily disinfecting of high touch surfaces and across both the bus and the rail fleets, regular fogging with the disinfectant fogging that has a persistent value. It continues to disinfect for days after each application.

We're providing personal protective equipment to our staff and operators to the degree it's available. And we've implemented social distancing in all of our practices so, for example, Allied Security staff continue to provide a presence on the light rail. They will simply say, "Hey, can everybody please hold up your passes". As opposed to going up to folks, taking the pass, swiping it to confirm to help them maintain appropriate social distancing.

We're also working both internally and with our providers for the maximum degree of cross-training to provide some redundancy should we start to see significant numbers of illnesses in those critical roles.

I'll now walkthrough each of our three main modes. First, from a bus perspective, we are coordinating daily with City of Phoenix. We've seen significant impacts on ridership. Our data lags by about a week so this is using APC system data from the week of the 22nd. For that period, local ridership was down 35 percent, Rapid and Express was down 65 percent, the Rapid and Express is actually for the week previous that data lags an additional week for us right now.

We're monitoring staffing both internally and through our contractors on a daily basis. We are seeing periodic call-offs. We have, you've probably seen in the media, we've had some instances of operators testing positive. At this point, it's not forcing us to make changes in our service levels that time may come. One operator, thank you.

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When those changes are needed on the bus side, we've got several considerations given the scope and complexity of that system. They've got to be preplanned. There's simply too many routes, too many operators for us to be able to call an audible to change bus scheduling.

We want to make sure and they are as predictable as possible for riders which means being able to refer to published schedules. And we also want to try to maintain a level of synchronicity between the routes that we operate and the routes that the City of Phoenix operates. As a result, we're working collaboratively with City of Phoenix to develop options should reductions be needed.

On the Valley Metro side, we're looking at three different tiers representing sort of different levels of disruption and staff availability. We'll be scheduling a Webex in the next few days for your transit staff to go over those in detail and share what they would look like.

On the rail side, ridership is down 50 percent presently. We're continuing to monitor staffing there. Have not had impacts that are yet forcing us to implement service changes. If and when that time comes, we've got a little more flexibility on the rail side given that it's essentially one route that we operate. As a result, we can make those calls on a more real-time basis, we don't have on preplan them the way that we would on bus side. We've got options in terms of adjusting headways for both ridership and operator impacts. We can change the number of cars in the consist if we're having difficulty maintaining the weekday required number of vehicles and we can use weekend schedules to reduce the number of the operators, if necessary. And so Ray's team is working on a couple of contingency plans there.

In addition, to protect the members of the rail team, as I mentioned, we're using the persistent fogging on all vehicles. We're also doing enhanced wipe downs of all high touch areas and providing OMC staff with personal protective equipment, gloves, wipes to be able to maintain their work spaces.

On the paratransit side, we've seen probably the greatest decrease in ridership down 65 percent. I think that's both not surprising and prudent given the high risk population that they serve. We've taken several steps to try to further protect those riders. We've suspended all shared paratransit trips so trips are all now one-on-one. Transdev is having all vehicles disinfected between passengers. We're also at the point of schedule where we're hearing a paratransit customer requesting a trip to a grocery store or to a pharmacy, we're offering to make that trip for them to pick up the groceries or to pick up the medications and deliver them. We see this as a one-for-one substitution for trips we'd already made not an expansion the level of service. We're simply working to limit those folks exposure to potential illness.

And then lastly, we've suspended eligibility for 30 days. When folks call us to apply,

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we're taking all of their information, we're declaring them presumptively eligible for this period and then we'll come back and determine full eligibility once the crisis has passed.

On the administrative side, we're aggressively utilizing social distancing. On a normal day, there's probably a dozen people in this building for Valley Metro total. We've also eliminated visitors at all Valley Metro locations. And we've suspended public events. Should there become meetings or events like these this are necessary, we're conducting those through Webex.

From a communications standpoint, we established an Executive Committee of the Board at the March Board Meeting. That Committee's comprised of the current members of AFS plus Mayor Hartke. The purpose of that group is to give us the ability to communicate more flexibly and to respond to crises, you know, should they rise in a more timely way. As I mentioned, we're using Webexs for both our normal meetings and all normal communication. And we're preparing a communication plans should service changes become necessary. We have a dedicated web page that we're using and as you saw in some of the picture earlier, we're posting notices, reminding folks that service changes are possible and where they can go for information on those changes and other scheduling.

And so with that we would be happy to answer any questions.

Chair said thank you, Mr. Smith. Thank you, Mr. Hillyard. Any questions from anyone?

Mr. Smith said Paul, do you want to touch briefly on the financial side and how it might affect this current budget cycle and the future ones and the CARE act. Go over a little bit on that.

Mr. Hodgins said well, let me start with the CARE act. There were three separate pieces of legislation that passed. The second included some additional Family Leave and paid sick time with tax credits involved there. We're working through, you know, what that means for us and how to implement that. The larger piece that impacts us, the 3rd piece of legislation, was the CARES act. It included $25 billion for FTA support. That amount is to be distributed through the formula programs that FTA has. You may have seen something that came out of the JBLC that estimated about $550 million for transit. We think that's probably a little bit over stated. They may have used population maybe not understanding FTAs formulas. Our estimate is that the State will probably get in the neighborhood of $312 million and for the Phoenix-Mesa and Avondale-Goodyear urbanized areas that's somewhere around $185 to $190 million.

We expect FTA to publish those apportionments, those specific amounts and, hopefully, a little additional guidance on eligible expenses by this Friday. What we do know is it's for supporting COVID-19-related either additional expenses for additional cleaning, administrative leave for staff that we've sent home for -- they cannot work, lost revenue

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whether it's lost revenue, we don't know if it applies to lost sales tax revenue, but that will certainly support us in the short term. We are in close contact with the City of Phoenix Public Transit Department who's the designated recipient we'll be working with them to kind of work through some of the issues on how we track and report and get access to those funds.

As I said, that's really more of a short term fix for us. We don't know yet really how this will about impact our sales tax revenue, the PTF revenue, or any of the local sales taxes in your cities. We probably won't see an impact until we get our March revenues in May. But, in the meantime, we had presented a preliminary budget to the TMC last month. We're already working on reducing that looking at some cuts to a -- not a great level at this point, probably about a five percent decrease. But looking at also strategies on how we would further cut the budget if the impacts are much more severe. So we'll have some strategies to present probably next month or, I guess, it's this month at the Board Study session on how we could make some of those changes, you know, depending on the severity which we really won't know for a while. But we are actively working on how to minimize our budget, how to look for areas that we can cut, and minimize impacts on service.

So for the current year, we've suspended travel. We've put a hiring freeze for noncritical staff. Obviously, our maintenance staff out at the OMC for rail is -- would be considered critical. Anything that supports operations directly would be critical, but we have put a freeze on other positions that are noncritical. Any vacancies that come up we'll evaluate on a case-by-case basis on whether we need to fill it or put a hold on those.

So we're looking at really any commitments that we haven't made the current year whether we need to make them or not to try to, you know, kind of minimize our commitment level.

Mr. Methvin said Paul, I appreciate you saying that is being proactive, both you and Scott being proactive because this is exactly what we're doing in the City of Tempe. And I imagine what other cities are doing -- cities and towns are doing across the Valley and looking at our current year budgets, putting in a hiring freeze, looking at possible budget reductions for next year, putting contingency plans in place so thank you very much for being proactive and sharing that with us.

Chair said thank you. Thank you, Mr. Hodgins.

4. Minutes

Chair Wright said the next item is the minutes from the March 4, 2020 joint meeting.

IT WAS MOVED BY STEVEN METHVIN, SECONDED BY DAVE TRIMBLE AND

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UNANIMOUSLY CARRIED TO APPROVE THE MARCH 4, 2020 JOINT TMC/RMC MEETING MINUTES.

5. Videography Services Contract Award

Chair Wright said the next item on the agenda is Videography Services Contract Award.

Mr. Smith said thank you. Unless you want a real presentation on this, we've just found that our use of videography has grown and increased as social media and other demands have so we put out the bid to get several firms on contract on an on-call basis so that's what's presented before you. If you'd like a presentation I can have Hillary explain it or just answer any questions you've got.

Mr. Sapien said considering everything we just discussed relative to commitments that have not been made yet and how every city is kind of scrutinizing everything that's moving forward. Phoenix has asked at this point would be -- do we need this right now? Is this something that we should evaluate before moving it forward? We don't yet know the impact all of this going to have both locally and on Valley Metro as an organization so I would just advocate for consideration of whether this needs to be moved forward at this time. And if so, is it at the level that's being proposed? My understanding is the scope of work and the procurement process was done, you know, over the past several months when conditions were different so that would be our ask at this time.

Mr. Smith said, we can delay it. This is an on call there's no commitment to spend any money at all so we're not budgeting. This amount was in that budget if we have no money for that then none of these people will ever be called. It's simply a contractual authority. If we were to use this, we would not have to go through that whole process again. So, I mean, we'll follow, obviously, what you say, but would prefer to move ahead just because it saves us as we come out of this. And if we do need these services from going back through the contract (indiscernible), but this does not commit us to spend one penny. That all comes through the budget and the other -- and the needs that we have.

Chair said any other questions or discussion on this item?

I will take a motion to forward a recommendation to the Board for approval.

Mr. Methvin said, to Jesus’ point. Perhaps a brief presentation would be warranted here to better understand how we may or may not use these over the next couple of years.

Ms. Foose said Mr. Methvin, thank you. I'm going to ask Susan Tierney, our Communications Manager, who spearheaded this procurement and who spearheads our social media effort to come up and make a brief summarizing presentation. Thank you. Thank you, Susan.

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Ms. Tierney said thank you, Chair. Thank you Mr. Methvin and members of the committees. I just want to talk a little bit about, as Mr. Smith said, this does not commit us to spending this money, but we have videography firms available to us should we want to utilize video for any kind of communications over the next couple of years. So this allows us to go out with firms that have special expertise in certain areas.

We are looking at certain events over the next a couple of years such as Tempe Streetcar opening. And there are other events that we have coming up that we feel, you know, milestones in our construction, celebrations along our certain -- along with -- let's see. We have stakeholder rider interviews. Our safety education, we've used video for that. Our new employee orientation videos, patrolling the platforms, on-location videos, capital projects, preparing for Prop 400 Extension is another way that we use video. So while it's not mandatory that we go out and spend the exact amount that has been listed in the RFP, we have the dollars available should we want to create special video projects.

In our communications now, video has become extremely important. When we have the perfect product to use video, so it's very important that we continue to highlight our services, our programs, our staff, our employees, our member cities by using video.

So I would ask that if you have any questions specifically, I'm more than happy to answer them. The videography firms all have very unique specialties so we would call on them according to what kind of projects that we have looking at.

Mr. Smith said and as Susan said, we have no plans on using these right now. All the events and everything she talked about will be monitored and if the situation doesn't change, obviously, we would not use these unless they were needed. There are some things that we find as she said are important and we would at least like to have that option available to us.

We're planning not only for the short term crisis. We're not -- we're living in the short term crisis where we wouldn't have a videographer go out and talk about service reductions, but we're also setting ourselves up for a recovery which we hope will happen in the next few months and our construction projects are not stopping. Life will go on and we would at least like to have the option, since we've gone through a very long procurement process, at least like to have the option to be able to utilize these should the situation warrant it and should budget situation provide those types of things.

And, for example, some of the events and some of the issues are necessary out of our project budgets which are not affected by what we're saying and so -- that's why we left it on the agenda. We just like to have this opportunity even though we have no plans to use it at the current time.

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Chair said any further questions for Ms. Tierney or Mr. Smith or other discussion on this item?

Mr. Methvin said thank you, Mr. Chair. I see the value in having this. I would just ask that we perhaps look at those types of videos that have to do with safety, with increasing ridership as opposed to employee interviews and those types of things. So if no other discussion, I'm happy to make a motion to approve.

IT WAS MOVED BY STEVEN METHVIN, SECONDED BY MS. ARENDALL AND UNANIMOUSLY CARRIED TO FORWARD TO THE BOARD OF DIRECTORS AUTHORIZATION FOR THE CEO TO EXECUTE MULTIPLE TWO-YEAR BASE CONTRACTS WITH TWO, ONE-YEAR OPTIONS WITH THE FOLLOWING: THE FLIP SIDE COMMUNICATIONS, DIGIVID 360, MATTER FILMS, HERNANDEZ CREATIVE AND WULFENBEAR MEDIA FOR VIDEOGRAPHY SERVICES. TOTAL EXPENDITURES ACROSS ALL VENDORS WILL NOT EXCEED $170,000 FOR THE FIRST TWO YEARS. THE RPTA AND VMR PORTIONS ARE SPLIT EQUALLY IN THE AMOUNT OF $85,000 EACH.

6. Travel, Expenditures and Solicitations

Chair Wright said the report is presented for our review. Are there any questions regarding the report?

Mr. Strunk said the question is, in the light of everything that's going on, I know it's the short term. Scott, any enrichments or stand downs on traveling expense-wise that you foresee or the next month, month and a half related to what we're going through.

Mr. Smith said thank you. As Paul alluded there is a freeze on all travel. We do not have anything that I can see in the foreseeable future that would be required and the only thing that we can see that might come up in the next few months would be if there was some mandatory meeting, FTA-related or some mandated inspection of bus or rail that's being constructed. As of right now, nothing's been said because most of them are on limited schedules also so no. We have a freeze on travel. We're not approving any travel for the foreseeable future until this situation changes.

This item was presented for information.

7. Future Agenda Items Request and Update on Current Events

Chair said does anybody have any updates or any future agenda items to request?

Mr. Methvin said thank you. I just look forward to hearing from Paul next month on the budget, the current budget and future budget.

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Chair said very good. Any other requests for future items? Seeing none.

We will go ahead and conclude this meeting. Our next meeting will be Wednesday, May 6 at 11:00 a.m.

With no further discussion the meeting adjourned at 11:50 a.m.


DATE AGENDA ITEM 5A April 29, 2020

SUBJECT Information Technology Contract Staffing Renewal PURPOSE To request authorization for the Chief Executive Officer (CEO) to extend IT staffing contracts to maintain one Full Stack Developer and two Business Analysts through FY 2021.

COST AND BUDGET Maintaining the three current contractors will not to exceed $590,000, which is evenly divided between RPTA and VMR, and included in the Proposed RPTA/VMR FY 2021 Operating and Capital Budgets. Each contract will utilize a workforce management vendor through the cooperatives noted below to ensure a competitively negotiated price and the larger volume discounts available through cooperative procurement.

Position Vendor Contract Cost

Full Stack Developer

nVision Networking

Mohave: 18K-

NVIS2-1109

$252,000

Business Analyst

Knowledge Services

State Contract:

ADSPO17-174599

$175,200

Business Analyst

Acro Service

Corporation

SAVE (Maricopa):

16111 $162,800

Total Cost: $590,000

RECOMMENDATION Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to extend IT staffing contracts to maintain one Full Stack Developer and two Business Analysts through FY 2021. The period of service will cover July 2020 through June 2021 with a total cost of $590,000.

Information Summary

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BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro’s staffing for software maintenance and development uses a combination of full-time staff for day-to-day work and a contractor to provide additional manpower for large projects or crunch times. The contract was extended in August 2019 through FY 2020. As a result, to maintain access to this developer, the contract must be continued through FY 2021. This will allow Valley Metro to maintain and improve valleymetro.org.

Valley Metro is modernizing its information systems, improving processes, and automating processes where feasible to increase efficiency. Business Analysts are critical to these activities. They engage with subject matter experts to document business processes and determine the functional requirements for information systems. For information system procurements, these requirements become the scope of work for bidders and the evaluation criteria for the solutions they propose. For in-house development projects, they provide the design requirements guiding developers. As a result, the Project Management Institute has found that poor requirements are the leading cause of project failure and directly correlate with project cost over-runs. Therefore, it is critical for Valley Metro to establish accurate requirement for all projects.

Valley Metro has no Business Analysts positions. In the November 2019 Board meeting, agenda item #4D authorized the engagement of two contract Business Analysts through the remainder of FY 2020. The recommended contract continuation would maintain these two Business Analysts through FY 2021 to support implementation of a security incident management system, an updated document management system, a marketing project management system, a Paratransit eligibility and trip management system, and improvement and automation of the Board packet generation process. Their support is critical to the success and cost-effectiveness of these improvements.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC/RMC: May 6, 2020 for action Boards of Directors: May 21, 2020 for action

CONTACT Phil “Oz” Ozlin Manager, Information Technology (602)495-8253 [email protected]

ATTACHMENT None



DATE AGENDA ITEM 5B April 29, 2020

SUBJECT Alesig Consulting, LLC. Contract Renewal PURPOSE To request authorization for the CEO to renew a contract with Alesig Consulting, LLC for one year with two one-year extension options. The period of service will cover July 2020 through June 2022 with a total cost of $450,000.

COST AND BUDGET The total cost for the licensing and three years of maintenance & support is an amount not to exceed $450,000.The renewal will be conducted through the General Services Administration’s contract GS-35F-0576W with Alesig Consulting for general purpose commercial Information Technology equipment, software, and services. The use of a cooperative contract will ensure a competitively negotiated price and allow access to the larger volume discounts available through cooperative procurement.

The cost per year is shown below. It is divided equally between RPTA and VMR and is included in the proposed RPTA and VMR FY 2021 Operating and Capital Budgets. Costs beyond FY 2021 have been incorporated into the RPTA and VMR Proposed Five-Year Operating Forecast and Capital Program (FY 2022 – FY 2025).

Fiscal Year Cost 2021 $150,000 2022 (1st option) $150,000 2023 (2nd option) $150,000 Total Cost: $450,000

RECOMMENDATION Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to renew a contract with Alesig Consulting, LLC for one year with two one-year extension options. The period of service will cover July 2020 through June 2022 with a total cost of $450,000.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro uses a Customer Assistance System provided by Alesig Consulting, LLC to track customer complaints, share them with other member agencies, and maintain complaint response service levels. Alesig also provides the interface that connects

Information Summary

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Twilio’s SMS services and Valley Metro’s real-time vehicle location data to provide customers with the next arrival time at their stop when they text the NextRide short code.

The contract was previously renewed by the Board at its April 2018 meeting for two years. Staff is requesting this renewal be for one year with two one-year options as Valley Metro will be investigating the potential for replacing CAS with a full-service Customer Relationship System as part of a broader review of the technology to improve the rider experience.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC/RMC: May 6, 2020 for action Boards of Directors: May 21, 2020 for action


ATTACHMENT None



DATE AGENDA ITEM 5C April 29, 2020

SUBJECT Information Technology Infrastructure Refresh PURPOSE To request authorization for the Chief Executive Officer (CEO) to purchase server and networking capital equipment and associated licensing to replace aging equipment nearing end-of-life to ensure the security and reliability of our network and applications.

COST AND BUDGET The total cost for equipment, associated maintenance agreements, and software licensing is $1,675,000 and is included in the RPTA and VMR Adopted FY 2020 Operating and Capital Budgets.

The server equipment will be procured from a reseller through an Arizona State Procurement Office cooperative contract, while the network equipment will be procured from Hye Tech Network & Security Solutions, LLC. under a Strategic Alliance for Volume Expenditures (SAVE) cooperative contract to ensure a competitively negotiated price and leverage the better volume discounts available through the contract.

Item Contract # Cost Server Licensing ADSPO17-149774 $34,400 Server Hardware ADSPO16-137345 $32,700 Network Equipment, Aligned Energy SAVE | #2018141 $600,700 Network Equipment, OMC SAVE | #2018141 $600,800 Network Equipment, Other Sites SAVE | #2018141 $317,800 Professional Services SAVE | #2018141 $88,600

Grand Total: $1,675,000

RECOMMENDATION Staff recommends the TMC/RMC forward to the Board of Directors authorization for the CEO to purchase server and networking capital equipment and associated licensing not to exceed $1,675,000.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro’s operations rely on a complex network that interconnects the 101 administrative building, the rail Operations & Maintenance Center (OMC), the Mobility

Information Summary

2

Center, the Bus Operations & Maintenance buildings in Tempe and Mesa, and various field offices to the servers at the Aligned Energy data center in north Phoenix and the backup data center in the OMC. Due to aging equipment approaching end of life within the next calendar year or already past the end of life, along with increased usage of various applications throughout the Agency, staff is requesting authorization to purchase replacement networking equipment and additional servers.

In April 2018 the Board approved budgeted outlays to replace the internal switches for the various locations that connect users to the network. This authorization will allow the expenditure of budgeted funds to replace the core network equipment that connects the locations to each other and to the internet. The selected equipment is anticipated to have a useful life of 8 – 10 years and is modular to allow in-place upgrades as technology advances without having to replace entire devices. The replacement firewalls will also provide our Network Engineers and Information Security team with a variety of more modern tools to monitor and secure traffic into and out of Valley Metro.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC/RMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action


ATTACHMENT None



DATE AGENDA ITEM 5D April 29, 2020

SUBJECT Security Log Collector Maintenance and Support Purchase PURPOSE To request authorization for the Chief Executive Officer (CEO) to purchase three years of software maintenance and technical support for security log collection and analysis software.

COST AND BUDGET Software maintenance and support costs $69,200 per year for a total three-year cost for of $207,600. These costs are divided equally between RPTA and VMR and are included in the proposed RPTA and VMR FY 2021 Operating and Capital Budgets. Costs for FY 2022 and FY 2023 have been incorporated into the RPTA and VMR Proposed Five-Year Operating Forecast and Capital Program.

Elastic software maintenance and support will be purchased through an Arizona State Procurement Office’s cooperative contract for Managed Security Services to ensure a competitively negotiated price and to leverage the larger volume discounts available through the contract.

RECOMMENDATION Staff recommends that the TMC/RMC forward to the Boards of Directors authorization for the CEO to purchase three years of Elastic’s maintenance and support plan. The period of service will cover from July 2020 through June 2023 with a total cost of $207,600.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro uses of an open-source technology stack known as ELK (Elastic, Logstash, Kibana) as part of its Information Security measures. ELK is used to collect system logs from all networked devices throughout the agency, collate them in a single place, and run queries against the logs looking for malicious or unwanted activity.

The initial configuration of the system was simple enough that Valley Metro internal IT staff were able to manage and support it with the assistance of online documentation. As more devices are added and our cybersecurity posture grows more sophisticated, the system has increased in complexity and outgrown Valley Metro’s internal capabilities.

Information Summary

2

Elastic, the company behind the ELK technology stack, offers plans that provide technical support and unlock additional features including centralized management of the log collection agents installed on networked devices, secure single sign-on capability, an audit trail for changes made within the system, automated log retention/disposal policies, and improved alerting among other features. The plan also provides unlimited technical support during business hours with a response time of four hours for critical issues.

The maintenance and support plan would be procured using the State of Arizona Procurement Office cooperative contract with Mosaic 451 as the reseller.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC/RMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action


ATTACHMENT None




SUBJECT Quarterly Reports

PURPOSE To provide an informational update of activities at Valley Metro.



BACKGROUND | DISCUSSION | CONSIDERATION Quarterly Reports are provided as an informational update of Valley Metro activities

• Operations • Safety and Security • Finance

• Capital and Service Development • Communication & Strategic Initiatives • Accessible Transit Services

COMMITTEE PROCESS TMC/RMC: February 5, 2020 for information Boards of Directors: February 20, 2019 for information

CONTACT Ray Abraham Chief Operations Officer [email protected]

Adrian Ruiz Director of Safety and Security [email protected]

Paul Hodgins Chief Financial Officer [email protected]

Wulf Grote, P.E. Director of Capital & Service Development [email protected]

Hillary Foose Director, Communications & Strategic Initiatives [email protected]

Jim Hillyard Chief Administration Officer [email protected]

Information Summary






4/29/2020

1

Fiscal Year 2020Quarterly Reports

OperationsQuarterly Report

April 2020

1

2

4/29/2020

2

3

Regional Ridership

FY20 Q2 FY19 Q3 FY20 Q3

Bus 12,100,430 12,349,402 10,744,578

Light Rail 3,907,617 3,826,675 3,543,976

Total 16,008,047 16,176,077 14,288,554

-

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

July Aug Sept Oct Nov Dec Jan Feb MarBus 3,425,144 4,064,419 4,039,723 4,444,653 3,915,259 3,740,518 4,034,800 3,869,053 2,840,725

Light Rail 1,102,434 1,265,384 1,289,552 1,387,730 1,315,355 1,204,532 1,283,967 1,279,472 980,537

4

Fixed Route Bus – East Valley

Performance Indicator Target FY20 Q2 FY19 Q3 FY20 Q3

On-Time Performance ≥ 92% N/A* 92% N/A*

Complaints Per 100,000 Boardings

≤ 45 61 55 57

Mechanical Failures Per 100,000 Revenue Miles

≤ 12 2.7 2.5 2.5

Revenue Service Completed ≥ 99.85% 99.97% 99.97% 99.95%

Preventable Accidents per 100,000 Miles

≤ 0.90 0.87 0.50 0.61

Ridership -- 3,327,724 3,407,860 2,919,088

* Due to Clever/CAD installations on the fleet, the older VMS OrbCAD version was disabled and OTP information is not available at this time.

3

4

4/29/2020

3

Fixed Route Bus – West Valley

5


On-Time Performance ≥ 92% N/A* N/A* N/A*

Valid Complaints Per 1,000 Boardings

≤ 0.25 0.18 0.14 0.41

Mechanical Failures Per 10,000 Revenue Miles

≤ 1.2 0.18 0.50 0.25

Revenue Service Completed ≥ 99.85% 99.97% 100% 99.95%

Preventable Accidents per 100,000 Miles

≤ 1.50 1.06 0.35 0.83

Ridership -- 108,313 100,936 100,956

*Due to Clever/CAD installations on the fleet, the older VMS OrbCAD version was disabled and OTP information is not available at this time.

Light Rail

6


On-Time Performance ≥ 95% *87% 87% 85%

Complaints Per 100,000 Boardings ≤ 3.0 0.87 0.63 0.45

Preventative Maintenance Inspections -% On-Time (LRV)

≥ 80% 99% 100% 98%

Preventative Maintenance Inspections -% On-Time (Systems)

≥ 80% 99% 100% 99%

Preventable Accidents per 100,000 Miles ≤ 0.90 0.22 0.37 0.23

# of Employee Injuries - Lost Time (MOE & MOW)

0 1 3

Ridership -- 3,907,617 3,826,675 3,543,976

1

*Notes1. 384 trips delayed per SCADA the result of rail construction in Tempe (streetcar tie‐in) (12 days)2. 65 trips delayed due to street auto striking train resulting in a fatality of the auto driver.

5

6

4/29/2020

4

Customer Service – Call Center

7


Calls Received -- 298,347 302,830 267,010

Complaints Processed -- 9,655 9,190 7,988

NextRide Inquiries Handled by Interactive Voice Response (IVR)

-- 210,632 209,765 191,898

NextRide Inquiries Handled by Text Messaging

-- 759,722 623,323 687,594

Average Talk Time -- 2:36 2:26 2:27

Average Speed of Answer ≤ 1.00 :23 :18 :20

Customer Experience Coordinators (CEC)

8

Observations

LocationCust. Cont.

Cust. Ast.

RTR Ed. Fac. Ast.

Sec. Ast.

Ops. Ast.

Drinks Addr.

Animals Addr.

Platforms Visited

TVMIssues Complaints

Total Animals

Total Drinks

Airport 370 22 18 292 2 2 - - - 1 1 6 34

All Sectors 2,227 112 109 113 - 3 79 4 203 5 3 5 79

Central Phoenix 28,310 2,516 2,057 6,120 43 37 698 85 1,048 71 41 202 1,380

East/Mesa 25,493 2,732 1,752 4,345 31 27 703 33 603 60 14 116 1,275

East/Tempe 25,296 2,720 2,366 4,099 32 118 397 32 552 100 35 128 983East/Tempe East/Mesa 168 10 18 44 1 - 9 - 20 - - - 9

West PhoenixWest Phoenix

Central Phoenix

26,874 2,440 1,991 4,277 34 36 801 81 829 98 42 189 1,222

1,594 49 83 141 - 6 54 5 143 8 3 5 54

Grand Total 110,332 10,601 8,394 19,431 143 229 2,741 240 3,398 343 139 651 5,036

Locations:All Sectors - Dunlap to Glibert Rd.Central Phoenix - Roosevelt to AirportEast/Mesa - Sycamore and EastEast/Tempe - 50th Street to Price/ApacheWest Phoenix - McDowell to Dunlap

Definitions:Cust. Cont. - Any verbal interaction with customer from CEC (ex: Hello, Good Morning, Thanks for riding, etc.)Cust. Ast. - When a customer asks for assistance or has a question for the CECRTR Ed. - Education on "Respect the Ride"Fac. Ast. - Pick-up trash on platforms and trainsSec. Ast. - Assist Security with customer needsOps. Ast. - Assisting Operator/OperationsDrinks Addr. - Drinks that don't meet Valley Metro's policy addressed by CEC Animals Addr. - Animals addressed by CEC on whether they are considered service animalsPlatforms Visited - Number of platforms visited by CECTVM Issues - Observed TVM not workingComplaints - Customer files a complaint with CECTotal Animals - Service or unknown service animals observedDrinks - Doesn't meet Valley Metro's policy (Only spill proof cups)

7

8

4/29/2020

5

Safety, Security & Quality Assurance

April 2020

Bus Accidents

10

77

100

73

3

8

2

FY19 Q3 FY20 Q2 FY20 Q3

Total NTD

Note: Total number is 114

9

10

4/29/2020

6

Police Incidents - Bus

11

12

8

3

5

9

3

Total Incidents Criminal Damage Other

FY20 Q3FY20 Q2

Rail Accidents

12

11 11 1111 11 11

0

2

4

6

8

10

12

14

16

18

FY19 Q3 FY20 Q2 FY20 Q3

NTD

11

12

4/29/2020

7

Fares Inspected

13

650,897 656,901

556,257

FY19 Q3 FY20 Q2 FY20 Q3

Fare ComplianceTotal Inspections for FY20 Q3= 556,257

15

94%90% 91%

FY19 Q3 FY20 Q2 FY20 Q3

13

15

4/29/2020

8

Citations Issued by Allied Universal

16

1,478

711 710

FY19 Q3 FY20 Q2 FY20 Q23

Top Violations

17

1176

461

229

355

259

124

FY19 Q3 FY20 Q2 FY20 Q3

Fare Violations Disobey Traffic Signals

16

17

4/29/2020

9

Activity

20

Activi ty FY1 9 Q1 FY 19 Q4 FY 20 Q1

Property Crimes 4 5 2

Crimes Agai nst Persons 42 10 25

Code of Cond uct 539 377 491

Tre spass 1 2 3

Activi ty FY1 8 Q4 FY 19 Q3 FY 20 Q1

Medi cal Resp onses 200 158 219

Warra nt Arrests 18 5 18

Activity FY19 Q3 FY20 Q2 FY20 Q3

Property CrimesSystem 2 9 3

Park N' Ride 0 0 0

Crimes Against PersonsSystem 31 23 24

Park N' Ride 0 0 0

Code of Conduct System 376 230 132Park N' Ride 0 0 0

Activity FY19 Q3 FY20 Q2 FY20 Q3

Medical ResponsesSystem 186 181 185

Park N' Ride 0 0 0

Warrant ArrestsSystem 10 17 4

Park N' Ride 0 0 0

21

Incident Table

20

21

4/29/2020

10

Finance

April 2020

Valley Metro RPTA Operating Results – Q3

23

RPTA Budget vs. Actual Report (Preliminary)

For the quarter ending March 31, 2020 $ Millions

3rd Quarter Year to Date

Variance

(Unfav.)

Variance

(Unfav.)Operations Expenditures Budget Actual Budget Actual

Fixed Route Bus 25.7 25.1 0.6 77.0 75.7 1.3

Paratransit 10.7 10.1 0.6 32.0 31.7 0.3

Vanpool 0.2 0.2 0.0 0.7 0.6 0.1

Regional Services 3.5 2.9 0.6 10.5 9.0 1.5

Planning 0.6 0.4 0.2 1.7 1.3 0.4

Administration 0.9 0.7 0.2 2.8 2.1 0.7

METRO Rail (Salary, Fringe, OH) 6.8 5.4 1.4 20.3 17.2 3.1

Total Operations Expenditures 48.4 44.8 3.6 145.0 137.6 7.4

22

23

4/29/2020

11

Valley Metro RPTA Capital Results – Q3

24

RPTA Budget vs. Actual Report (Preliminary)



Variance

(Unfav.)

Variance

(Unfav.)Capital Expenditures Budget Actual Budget Actual

Bus Purchases

Valley Metro 10.0 0.9 9.1 29.9 19.3 10.6

Lead Agency 1.0 4.6 (3.6) 2.9 4.6 (1.7)

Paratransit Vehicles

Lead Agency 0.1 0.3 (0.2) 0.3 0.3 0.0

Vanpool Vehicles 0.9 0.1 0.8 2.6 2.3 0.3

Other Capital 1.8 0.6 1.2 5.4 2.7 2.7

METRO Rail 22.1 11.7 10.4 66.3 31.7 34.6

Total Capital Expenditures 35.9 18.2 17.7 107.4 60.9 46.5

Valley Metro RailOperating Results – Q3

25

VMR Budget vs. Actual Report (Preliminary)



Operations Expenditures Actual

Variance

(Unfav.) Budget Actual

Variance

(Unfav.)

Rail Operations/Security 13.8 13.0 0.8 41.3 38.6 2.7

Future Project Development 3.3

Budget

2.1 1.2 9.9 5.5 4.4

Agency Operating 0.5 0.4 0.1 1.6 1.2 0.4

Total Operating Activities 17.6 15.5 2.1 52.8 45.3 7.5

24

25

4/29/2020

12

Average Rail FareFY19 History / FY20 3rd QuarterAverage Fare – 12 Months Rolling by Quarter

26

Budget $0.74

Q3

Fare Revenue Budget $2,992,223

Fare Revenue Collected $2,494,522

Variance ($497,700)

Q3

Fare Recovery Budget 21.7%

Fare Recovery Actual 16.8%

Valley Metro RailCapital Results – Q3

27

VMR Budget vs. Actual Report (Preliminary)For the quarter ending March 31, 2020 $ Millions


Capital Expenditures Budget Actual

Variance

(Unfav.) Budget Actual

Variance

(Unfav.)

Rail Projects

Tempe Streetcar 31.9 13.5 18.4 60.7 46.0 14.7

Gilbert Rd 1.0 2.0 (1.0) 4.1 6.2 (2.1)

50th St LRT Station 0.0 0.2 (0.2) 1.2 0.6 0.6

South Central 69.2 11.6 57.6 142.9 28.2 114.7

Northwest Phase II 5.9 4.1 1.8 23.8 10.4 13.4

OMC Expansion 8.3 3.6 4.7 23.1 16.3 6.8

System‐wide Improvements 2.4 2.5 (0.1) 7.1 12.6 (5.5)

State of Good Repair 3.4 0.1 3.3 10.1 0.2 9.9

Total Capital 122.1 37.6 84.5 273.0 120.5 152.5

26

27

4/29/2020

13

Capital & Service Development

April 2020

Transit Planning Projects

29

Project/Study NameCompletion

DateStatus

Transit Stop Inventory Reconciliation with Bus Stop Database

Summer 2020

Verifying bus stop amenities and locations for newly added bus stop for use in on-line mapsPreparing bus stop photos for on-line publishingPhysical verification delayed due to Coronavirus response

Fountain Hills Local Transit Study May 2020 Finalizing service options and costs from city staff feedback

Northwest Valley Sun Cities Transit Study

TBD Project on hold due to Coronavirus; planned public outreach

delayed indefinitely

Queen Creek Transportation Needs Survey

Spring 2020 Presented Final data and recommendations to Queen

Creek staff

Glendale Local Transit Study June 2020 Finalized service options based on Glendale city staff

recommendations

28

29

4/29/2020

14

Transit Planning Projects

30

Project/Study NameCompletion

DateStatus

Transit Mitigation Opportunities for the Broadway Curve Construction Project

2024

Developed a draft Transit Impact and Mitigation PlanPresented draft to Valley Metro Leadership Team for input

2019 Origin and Destination Study March 2020

CompletedFinal Report, Executive Summary and dataset are available

Ridership Growth Analysis June 2020 Coordinating results and recommendations from the study

into the agency’s rider experience strategic goal

Light Rail Travel Time Improvement Study

July 2020

Documented analysis of existing conditions data to identify barriers and opportunities to improve light rail travel timeBegan developing recommendations to improve light rail travel time

Short Range Transit Program Update

TBD Final report on hold due to Coronavirus economic impacts,

tentatively planned for Board of Directors acceptance in June

ProjectProject

CompleteCurrent Phase

Phase Complete

Status

Capitol/I-10 West LRT Extension

2024(Phase I)

AlternativesAnalysis

Summer 2020

Continued refinement of concepts and evaluation of Phase I options

Examining opportunities to accelerate and transit mode for Phase II

Continue providing updates to west valley cities and key stakeholders

Preparing materials for May 2020 virtual public meetings to provide a status update and solicit feedback on the Phase I leading alignment, and accelerations options, a connection to Desert Sky Mall and transit mode options for Phase II

31

Corridor and Facilities Planning

30

31

4/29/2020

15

32

ProjectProject


Phase Complete

Status

North Glendale Park-and-Ride

Study

Spring 2020

Preliminary Engineering

Spring 2020 Discussions between City of Glendale and the property

owner (Dream City Church) to continue

I-10/I-17 Direct Access Bus

RampTBD Planning TBD No activity during this quarter

Fiesta District Alternatives

Analysis

Summer 2020

Station Area Evaluation

Spring 2020

Finalized report summarizing Tier 2 analysis results and recommended corridor Drafted report analyzing three potential station areas that illustrate land use investments for high-capacity transit


33

ProjectProject


Phase Complete

Status

Met with Chandler staff to discuss a new direction for the study after the Transportation Master Plan was finalized in late 2019.

Arizona Avenue Alternative Analysis

Winter 2020

Alternatives Development

Spring 2020 Drafting a scope of work supplement outlining the new

directions

Tempe/Mesa Streetcar Feasibility

Study

Finalized report summarizing Tier 2 evaluation results and five recommended corridors feasible for streetcar expansion Summer

2020Land Use Analysis

Spring 2020 Drafted report on land use and transportation conditions along the recommended streetcar corridors


32

33

4/29/2020

16

Buckeye Park-and-Ride Expansion

34

Project Complete

Current Phase Phase Complete

TBD Design June 2020

Status

• 60% Design is complete• Tracking to complete design by June

Avondale Bus Stop Improvements

35

Project Complete


TBD Design July 2020

Status

• Approaching 30% Design deliverable• $500,000 total budget to be split amongst 11 bus

stops – Avondale has identified order of priority• Primary focus: new bus stop/shelter at Riley-10th St to

serve community center that is currently under construction

34

35

4/29/2020

17

LRT Station Painting

36

Project Complete


July 2023 Construction July 2023

Status

• Nine stations are complete with one more (University/Rural) taking place in FY20.

• Five stations are prioritized to begin with in FY21.

37

Project Complete

Current PhasePhase

CompleteStatus

2024 Pre-Construction(Downtown Hub)

Construction(Triple 7’s)

February 2021

March 2020

Construction on the Triple 7’s substantially complete Construction continues on the Downtown Hub Utilities Review and negotiations continue on CMAR GMP estimate

South Central Extension

Data as of March 2020. For more details, visit valleymetro.org

36

37

4/29/2020

18

South Central Extension Expenditures to Date

38Data as of March 2020.

Description Expended ($M) Board Authority ($M)

Construction Manager at Risk $ 16.9 $ 124.5

Civil Engineering $ 40.4 $ 51.6

Systems Engineering $ 8.4 $ 10.7

Art Contracts $ 0.5 $ 4.0

Third Party Utilities $ 0.5 $ 52.5

Right of Way $ 1.3 $ 67.3 (preliminary budget)

Valley Metro and City Related $ 17.5 $ 109.5 (preliminary budget)

Total $ 85.5 $ 420.1

39

Tempe StreetcarProject

CompleteCurrent Phase Phase Complete Status

2021 Construction(75% complete)

November 2020 • Roundabout

• Diamond Crossing in Downtown Tempe

• Dorsey Connection

Data as of March 2020

38

39

4/29/2020

19

Tempe StreetcarExpenditures to Date

40

Contingency UtilizationDescription Dollars ($M)

Total Contingency $ 37.5 Executed Change Orders & Budget Transfers $ (26.0)Total Project Contingency Remaining $ 11.5

Data as of March 2020.

Description Expended ($M) Budget ($M)


Streetcar Vehicles $ 14.2 $ 36.2

Right of Way $ 0.5 $ 1.9

Professional Services $ 24.9 $ 33.2


Total $ 115.0 $ 192.3

Northwest Extension Phase II

41

Project Complete

Current PhasePhase

CompleteStatus

2023 Engineering Spring 2020 FTA Approved Entry into Engineering March 18, 2020 Design efforts continuing; 90% GMP Cost Estimate April 22,

202

Data as of March 2020. For more details, visit valleymetro.org

40

41

4/29/2020

20

Northwest Extension Phase IIExpenditures to Date

42Data as of March 2020

Description Expended ($M) Board Authority ($M)


Civil Engineering $ 12.9 $ 16.3

Systems Engineering $ 2.4 $ 5.0

Art Contracts $ 0.17 $ 1.4


Right of Way $ 0.07 $ 30.2 (preliminary budget)

Valley Metro and City Related $ 2.3 $ 39.8 (preliminary budget)

Total $ 19.3 $ 97.3

43

Operations & Maintenance CenterExpansion

Project Complete

Current PhasePhase

CompleteStatus

2021 Design/Construction

Winter 2020/Spring 2021

• MSE wall is nearing completion• Work was completed on the MOW 1 track extension just in time

to receive Siemens vehicle• OCS foundation continues throughout the yard

Status update as of March 2020. For more details, visit valleymetro.org

42

43

4/29/2020

21

44

Description Dollars ($M)

Total Contingency $ 9.6 Executed Change Orders & Budget Transfers $(1.9) Total Project Contingency Remaining $ 7.7

Data as of March 2019.

Description Expended ($M) Budget ($M)

Contracted Services $ 26.2 $ 82.9

Professional Services $ 0.9 $ 12.0

Total $ 27.1 $ 94.9

Community Relations Highlights• Capitol/I-10 Extension

• Virtual/online public meeting(s) planned for May 2020

• South Central/Downtown Hub• Continuing construction notifications for work in the

downtown area• Outreach on optimizing construction activity during time

of decreased public activity• Continued development of business assistance program• Business resources information on website and Construct

VM app

• Tempe Streetcar• Business resources information on website• Outreach on optimizing construction activity during time

of decreased public activity45

44

45

OMC ExpansionExpenditures to Date

Contingency Utilization

4/29/2020

22

Community Relations Highlights• Participation in community events including:

• Jan 17 – Humana Rock N Roll Expo• Jan 17 – 5th Annual MLK South Phoenix Luncheon• Jan 18 – Humana Rock N Roll Expo• Jan 20 – MLK Festival 2020• Feb 1 – Great Canadian Picnic• Feb 8 – God's Garden Preschool 2020

Transportation Day• Feb 8 – Camp Patrick Touch-a-Truck• Feb 11 – Kiewit Construction Hiring Event• Feb 22 – St. Catherine of Sienna School Festival• Feb 27 – The City of Phoenix Black History Month

Celebration• Feb 28 – NW Phase II 19North "Love Our

Community" Street Clean Up 46

Communications & StrategicInitiatives

April 2020

46

47

4/29/2020

23

Community Relations Highlights• Capitol/I-10 Extension

• Virtual/online public meeting(s) planned for May 2020

• South Central/Downtown Hub• Continuing construction notifications for work in the

downtown area• Outreach on optimizing construction activity during time

of decreased public activity• Continued development of business assistance program• Business resources information on website and Construct

VM app

• Tempe Streetcar• Business resources information on website• Outreach on optimizing construction activity during time

of decreased public activity48

Community Relations Highlights• Participation in community events including:

• Jan 17 – Humana Rock N Roll Expo• Jan 17 – 5th Annual MLK South Phx Luncheon• Jan 18 – Humana Rock N Roll Expo• Jan 20 – MLK Festival 2020• Feb 1 – Great Canadian Picnic• Feb 8 – God's Garden Preschool 2020

Transportation Day• Feb 8 – Camp Patrick Touch-a-Truck• Feb 11 – Kiewit Construction Hiring Event• Feb 22 – St. Catherine of Sienna School Festival• Feb 27 – The City of Phoenix Black History Month

Celebration• Feb 28 – NW Phase II 19North "Love Our

Community" Street Clean Up 49

48

49

4/29/2020

24

Communications Update

50

• Communicating changes as a result of COVID-19 via these channels:

• Dedicated web page• Social media & videos• Posters & on-board announcements

• Provided notification support for Rock n’ Roll marathon

• Issued & evaluated videography services RFP• Generated positive PR for the following:

• SCE/DH Arizona@Work hiring event• Customer Experience Coordinators• Tempe Streetcar tie-in work & rail impacts• Light Rail Plays• McDowell Mountain Music Festival & ticket partnership• Arrival of new Siemens light rail vehicle

• AlertVM® app: 6,648 downloads as of March 2020

Community Relations Update

51

• Kicked off 20th annual Design a Transit Wrap high school art contest

• Selected winners & building out a recognition plan for new environment

• Took part in several spring events to promote Valley Metro Artsline & Artsline artist, JayarrSteiner

• Conducted mailing to 600+ schools re: Transit Education services

• Organized outreach efforts supporting:• Transit service changes (April/Oct. 2020)• POGO support• Paratransit• Gilbert Road transit center construction/detours

50

51

4/29/2020

25

Marketing Update

52

• Creating materials to support COVID-19 communications, including:

• Posters (notification & public health content)• Vehicle decals & signage• Social media graphics • Photography services

• Kicked off spring Artsline artist, JayarrSteiner, with a variety of assets, including:

• Artsline bus & interior gallery f/ station art• Roosevelt/Central station wall• Interactive map of arts/culture destinations

• Other initiatives include:• Focus groups for fare media designs• Continued engagement with Talking Stick Arena

Commute Solutions Update

53

• Adjusted Valley Bike Month (April) in light of COVID-19

• Promoting biking as healthy, socially distant activity• Initiated a Team Challenge resulting in 34 teams,

representing 158 people • New this year was a prize for the individual

competitor who tracked the most bike trips/miles

• Working w/ vanpoolers to adjust to COVID-19• Several vanpools have grounded (not eliminated);

while others continue to operate for essential workers

• Coordinating with RideAmigos, now awardee of the ShareTheRide.com website renovation

• Building out transition plan for a summer start-up

• Helping employers/TCs with how to adjust to alternative work schedules/teleworking

52

53

4/29/2020

26

Accessible Transit Services (ATS)FY20 Q3 Report

Accessible Transit Services (ATS)April 2020

54

55

4/29/2020

27

Paratransit

56


One-Way Trips -- 102,455 114,438 98,065

On-Time Performance ≥ 95% 94% 92.9% 94.6%*

Complaints Per 1,000 Trips

Gross Cost Per Trip @ Transportation Level

≤ 1.5

--

2.6

$50.31

2.1

$47.06

2.2

$53.35

*Jan and Feb only. March is under review

RideChoice

57


One-Way Trips

On-Time Performance

--

Not set at this time

48,737

NA

23,495

NA

47,329

NA

Complaints Per 1,000 Trips 3.9 7.0 2.4

Cost Per Trip -- $16.84 $14.71 $16.77

56

57

4/29/2020

28

Other Accessibility Services

58

Performance Indicator FY20 Q2 FY 19 Q3 FY20 Q3

Travel Training

Platinum Pass Trips

Cost Per Trip

ADA Applicants

Unconditional

34

127,589

$0.72

1,305

70%

30

92,736

$.069

1,166

75%

60

121,247

$0.68

1,255*

58%

Conditional 24% 18% 21%

Temporary

Denials

6%

1%

5%

2%

4%

1%

*198 (or 16%) were presumptive determinations

ATS Highlights• Outreach/Presentations/Public Hearings

• City of Chandler Senior Center Expo – Outreach

• Town of Gilbert – Public Hearing

• City of Tempe – Two Public Hearings

• Presentation at Courtyard Towers regarding Transit Services (Mesa)

• Presentation regarding Crisis Response Program (Phoenix)

• Presentation with MAG TAP – Update on Valley Metro Services

• Events Delayed/Canceled• March 16 – Chandler Senior Center Outreach

• 20 Non-ADA customers affected by the proposed changes were contacted by phone

• March 23 and 30 – Chandler Mobile Assessments

• Ability 360 Train-the-Trainer Workshop

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4/29/2020

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• Covid-19• Valley Metro and MTM Eligibility Staff Telecommuting

• Mobility Center Lobby Temporarily Closed• Platinum Pass and Reduced Fare IDs issued by mail

• Paratransit tickets mail orders are being fulfilled

• Providing Presumptive Eligibility and ADA Certification Extensions

• Continue to Provide Full Paratransit and RideChoice Services• Limiting shared rides

• Paratransit vehicles regularly cleaned and disinfected

• Recovery plans in discussion assuming differing timelines

• Revising FY20 Paratransit and RideChoice Trip Forecasts

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ATS Highlights

• Training• Travel Training

• Train-the-Trainer Workshop at Mobility Center – 29 attendees

• Offsite Train-the-Trainer at AZ DES – 17 attendees

• NTI Advanced Mobility Management (VM Staff)

• Introduction to Project Management (Relevant VM Staff)

• Other • Successfully recruited replacement ATS Manager

• Calabrio (call monitoring system) in finalizing stage

• RideChoice still seeing rapid growth (County trips have quadrupled from previous quarter)

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ATS Highlights

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SUBJECT Travel, Expenditures and Solicitations

PURPOSE The monthly travel, expenditures and solicitations are presented for information.





CONTACT Paul Hodgins Chief Financial Officer 602-262-7433 [email protected]

ATTACHMENTS Valley Metro Travel Reimbursement Report Valley Metro RPTA and Valley Metro Rail Monthly Accounts Payable over $25,000 Active Requests for Proposals, Qualifications and Invitations for Bids

Information Summary




SUBJECT Future Agenda Items Request and Report on Current Events

PURPOSE Chairs Wright and Methvin will request future agenda items from members, and members may provide a report on current events.



BACKGROUND/DISCUSSION/CONSIDERATION None



ATTACHMENT None.

Pending Items Request

Item Requested Date Requested Planned Follow-up Date

Information Summary



April 29, 2020

Transit Management Committee Wednesday, May 6, 2020

Webex/Phone10:00 a.m.

1. Public Comment


Action Recommended

1. For Information

2. Minutes

Minutes from the April 1, 2020 TMC meeting are presented for approval.

2. For action

CONSENT AGENDA

3A. Replacement Bus Was System Contract Award

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute a contract with Westmatic Corporation for an amount not to exceed $957,200 for the purchase and installation of bus washer equipment to replace the bus wash system at the Mesa Bus Operations and Maintenance facility.

3A. For action

3B. Transportation Planning Software Contract Renewal

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to purchase three years of Remix’s Transit SaaS offering. The period of service will cover from September 2020 through August 2023 with a total cost of $187,000.

3B. For action

Agenda

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3C. Paratransit Eligibility, Scheduling, and Dispatch Software Purchase

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to purchase the Trapeze software modules currently owned and operated by Valley Metro contractors Transdev and MTM. The period of service will cover from May 2020 through May 2024 with a total cost of $880,700.

3C. For action

3D. Fare Collection Software Maintenance and Support Contract Award

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute a three-year base contract and a one-year option with Scheidt & Bachmann USA, Inc. (S & B) for fare collection software support and maintenance agreement for an amount not to exceed $726,644.

3D. For action

3E. Town of Queen Creek Park-and-Ride Study Intergovernmental Agreement

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute an IGA with the Town of Queen Creek to reimburse Valley Metro for the cost of conducting a park-and-ride study not to exceed $125,000.

3E. For action

3F. City of Phoenix Grant Pass-Through Change Orders

Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute change orders to the intergovernmental agreements with the City of Phoenix for the listed grants.

3F. For action

REGULAR AGENDA

4. Future Agenda Items Request and Report on Current Events Chair Wright will request future agenda items from members, and members may provide a report on current events.

4. For information

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5. Next Meeting The next TMC meeting is scheduled for Wednesday, June 3, 2020 at 11:00 a.m.

5. For information

Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print or flash drive) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org





PURPOSE Public comment is being taken in written format and will be entered into the official minutes of the meeting. COST AND BUDGET None RECOMMENDATION This item is presented for information.




ATTACHMENT None

Information Summary



April 29, 2020 AGENDA ITEM 2

Transit Management Committee Wednesday, April 1, 2020

Via Webex/Phone 11:00 a.m.

Transit Management Committee Participants Josh Wright, City of Chandler, Chair Jesus Sapien for Ed Zuercher, City of Phoenix, Vice Chair (phone) Gina Montes, City of Avondale (phone) Autumn Grooms for Crystal Dyches, City of El Mirage (phone) Dave Trimble, Town of Fountain Hills (phone) Kevin Link for Kevin Phelps, City of Glendale (phone) Julie Arendall, City of Goodyear (phone) Reed Kempton, Maricopa County (phone) Scott Butler for Chris Brady, City of Mesa (phone) Erik Strunk, City of Peoria (phone) Dan Worth, City of Scottsdale (phone) David Kohlbeck, City of Surprise (phone) Steven Methvin, City of Tempe

Members Not Present Aubree Perry, ADOT Roger Klingler, City of Buckeye Mary Goodman, Town of Gilbert Bruce Gardner, Town of Queen Creek City of Tolleson

Chair Wright called the meeting to order at 11:34 a.m.

1. Public Comment

None.

2. Minutes

Chair Wright we will move on to Item Number 2 Minutes of March 4 TMC meeting presented for your consideration.

Minutes

2

IT WAS MOVED BY STEVEN METHVIN, SECONDED BY DAVID KOHLBECK AND UNANIMOUSLY CARRIED TO APPROVE THE MARCH 4, 2020 TMC MEETING MINTUES.

3. Consent Agenda

Chair Wright said we do have four items on consent. We will consider these on one motion unless anyone would like a presentation or has a questions on any of these items. Does anybody request a presentation or have any questions? Mr. Sapien said I don't need a presentation. My only small request would be on the commute solutions award. If we could, you know, I would just ask the Valley Metro staff monitor that and utilize it considering what we're going through right now.

The description talks about online contests and gamification of a mobile app. Those are just kind of the things that get, you know, brought up when times are lean and we're doing those type of things at the same time, but my request is just, you know, utilize it only as needed and maybe, you know, keep us updated on these ancillary things are parts of the contract as they are used.

Chair said thank you, Mr. Sapien. Any other questions or comments on these items?

IT WAS MOVED BY STEVEN METHVIN, SECONDED BY ERIK STRUNK AND UNANIMOUSLY CARRIED TO APPROVE THE CONSENT AGENDA.

4. Purchase of Replacement Vehicles for Regional Paratransit Service

Chair Wright said Item 4 Mr. Smith.

Mr. Smith said I'm going to turn it over to Jim Hillyard who can explain very briefly why we feel that moving forward with this at this time is still warranted.

Mr. Hillyard said members, you may recall in FY2019 Valley Metro amended its paratransit contract to allow Valley Metro to purchase replacement paratransit vehicles when the initial fleet of vehicles came to the end of their lifespan. We have arrived at the point where that first set of vehicles, a group of Dodge Caravans are coming to the end of their lifespan. There's 50 of those Caravans which are aging out and need to be replaced. Having Valley Metro replace those vehicles rather than the contractor do so will, in fact, save $2.8 million over the last three years of contract. That's the case because we're able to capture federal funding for those replacements where the contractor is not and then would bill back the full cost of the vehicles to us through the per trip fee.

And so we propose replacing these vehicle in steps over the next three years. The first replacement will be 25 vehicles, 25 of the 50 that are aging out this year. We're

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replacing 25 not the whole 50 to do two things. First, it allows us begin spacing the vehicle replacement out evenly on a five year schedule. So we replace 20 percent of vehicles each year on a regular five year schedule, that would avoid having these giant spikes in capital cost to member cities on a three or a five year basis and keep the capital costs smooth.

The other advantage of doing so right now is, as I mentioned earlier, we've seen a 65 percent reduction in paratransit ridership and so by only replacing 25 of the 50 vehicles right now, we're able to maintain a fleet capable of servicing current ridership. If we see post crisis that paratransit ridership remains low, we'll simply replace less vehicles next year then currently planned and be able to sort of modulate our purchase to keep the fleet aligned with the overall need.

So your memo describes the use of 80 percent federal funding in these purchases, in fact, kudos to Paul's team. They identified a federal source that allows for 85 percent federal participation and so rather than the $344,000 of total local effort noted in the memo only $260,000 would be needed. And I'll just also mention that, as a result of pulling the cost of replacement vehicles out of the per trip fee, the per trip fee for FY2021 goes down by $1.27.

Prior to the COVID epidemic, that reduction in the per trip fee was forecast to save us about $390,000 over the course of the year as compared to the $260,000 in one year cost to replace this vehicle. So by going to a Valley Metro replacement of these vehicles with federal participation, we recoup the capital cost in the first year and then continue to save every year thereafter, as I mentioned, for an estimated $2.8 million over the remainder of the contract. So this make sense as a budget reduction strategy in the short run and then also give us the flexibility to modulate the number of purchases in the future should we see lasting impacts on paratransit ridership.

Chair Wright said great. Thank you, Mr. Hillyard. Thank you for looking for additional sources of funding and creative ways to make sure we buy just what we need especially as we have kind of an uncertain future here.

Any questions for Mr. Hillyard on this item?

IT WAS MOVED BY STEVEN METHVIN, SECONDED BY JULIE ARENDALL AND UNANIMOUSLY CARRIED TO FORWARD TO THE BOARD OF DIRECTORS AUTHORIZATION FOR THE CEO TO PURCHASE UP TO 25 FORD TRANSIT VANS FROM CREATIVE BUS SALES UNDER ADOA CONTRACT ADSPO16-1027 AT COMBINED FEDERAL AND LOCAL COST NOT TO EXCEED $1.75 MILLION FOR THE VALLEY METRO REGIONAL PARATRANSIT PROGRAM.

5. Proposed October Service Changes

Chair Wright said the next item is Proposed October Service Changes.

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Mr. Smith said thank you. This is an interesting item. As you know every April and October we go through service changes. And we spend all year analyzing and taking input from your staff and from the public as to what services changes that they would like to see. And we apply that against the TLCP to see the money that's available through the lifecycle 2025 and we come up with service changes.

Now, these changes can either be technical changes, you know, we turn right instead of left at a certain street and we go on loop and they have no financial implication. And there's others where we actually increase frequencies or we increase service. We even maybe add a line. This one we left on the agenda because we do have a mixed bag of changes, but obviously, we're in a state of flux right now because we don't know what our level of service is going to be in October.

For your information, the City of Phoenix is already indicated to us that they are not going to move forward with their changes. However, we have talked to your transit staff who have, I think, for the most part indicated they would like to move forward with the understanding that anything we talk about today it's a new game if we're talking about changing the service level.

So since we don't have that information right now and understanding that everything will be dependent upon what the COVID situation is, what the financial situation is, we're suggesting that we move forward with this. Just to keep it on the agenda for the Board recognizing that it will be adjusted and may be adjusted as we learn more. We figure out what the CARE act will give to us. We figure out what your budget situation is, our budget situations are. And just to keep the process moving understanding that there may be change and this may change considerably by the time we get to the Board. I'm assuming it will.

So that's why we've left it on the agenda for today, but we're open to any suggestions that you might have.

Chair Wright said very good and just to be clear that we're talking about the same item here. This was an updated memo that went out earlier in the week with some additional information in it that everyone should have received by email. Are there any questions or comments on Item Number 5?

Mr. Strunk said just a really quick question. You said there will be changes or there may be changes. I'm kind of curious about the Title 6 component with these changes. That rolls forward. Are you kind of saying that may be adjusted based on, you know, staff capacity not knowing, you know, God forbid someone gets ill or there's a postponement. Is that what you're kind of alluding to?

Mr. Smith said, Eric, as we look at the possible changes, there's different forces that are in play and we're looking at all those. One of them is, as you mentioned, availability.

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We need to have operators and mechanics in order to put service on the road for any of our three services. If that should change and, as you said, heaven forbid that we find that there is something that would change that then we would have to adjust based on what we could physically put out.

The second thing would be financial considerations. If we find that this downturn is overly significant, we may be looking at even more substantial changes in our base service level that we have right now. We just don't know where that is until we get further into this thing.

The third thing would be some sort mandate from either the Governor or the Federal Government which would mandate that we make changes.

We're looking at all three of those the first thing we are looking at though is the labor. Right now, as we've reported, we continue to -- both Phoenix and Valley Metro continue to have people showing up for work. That could change, but we are still -- we're really pressed. We don't have a whole lot of extra people walking around. We have had a couple of illnesses. We do have people that are out normally, but we're planning as if -- we're planning for contingencies as if we have a serious reduction in labor. That's our primary concern right now.

We are as I think we announced reducing the Express and Rapid services starting next Monday. That's based on ridership. Simply it makes no sense for us to ride -- to run 4, 6 or more, 8 Rapid or Express routes when we have three people on a bus so we're reducing that to where we think is more commiserate with the ridership. That's also a premium service and we want to protect our local service and our rail and paratransit. So the idea is to focus resources if we can, move some of those operators and take away from the mechanics having to take care of those Rapid and Express buses so we can focus on our local routes.

Our current plan unless we get direction otherwise from policy makers is to condition as close is we can with the current level of service. We are planning, as Jim mentioned, three different scenarios to where we could go to reduce levels of service if it seems like that is the prudent thing to do. We have no specific date or plan that that happens, but it would be driven by considerations directly related to COVID. There's always a Title 6 consideration in there, but, obviously, the situation that we're dealing with right now really outweighs those others. Although we do constantly consider the Title 6 implications in the decision we make.

Mr. Strunk said sure thing. Thank you for that answer. The reason why I ask the question was we're shifting up our circulator service here in Peoria and we are going to go through that Title VI. We work with you on that so I was curious about the timing of that. So I'm hearing you say is there's basically -- there are some knowns, but a lot of unknowns. We'll learn more as we get closer summer, end of spring, we'll hear more and we'll be able to probably track a lot of this in subsequent meetings and through

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emails that your team sends out.

Mr. Smith said thank you. And just to reiterate our and I think I can speak for Jesus although he can agree or disagree. Both Valley Metro and City of Phoenix are committed to putting out the highest level of service that we physically can unless we're told otherwise so we want to make sure our reach is there, our frequency is such that we can need to provide the service that's warranted. And if anything changes we'll certainly discuss it with you and your staff before we make anything official.

The other thing that I want to make clear is that we -- city of Phoenix and Valley Metro have agreed that if we do make a change, we will make it in concert. It will be a regional change and we're going to avoid the Valley Metro making one change, City of Phoenix making the other. That's our plan right now. You know, situations could change, but that's our commitment now. If that changes we'll obviously let you know before we do anything.

The only exception to that would be if all of a sudden we have some sort of outbreak or something where we simply don't have people that's able to ride the buses or maintain them then we would have to adjust on the fly. Eric said okay. Thank you.

Chair said thank you. Other any other questions on this item? That item is for information only.

6. Future Agenda Items Request and Report on Current Events Chair Wright said does anybody have any news to report or future agenda items to request? Seeing none.

As we're going to go conclude here in just a moment, I want to thank everybody again for attending today. Please stay safe and healthy in your communities.

Our next meeting will be on Wednesday, May 6th at 11:00 a.m. Meeting was concluded.

With no further discussion the meeting adjourned at 11:50 a.m/


DATE AGENDA ITEM 3A April 29, 2020 SUBJECT Replacement Bus Was System Contract Award

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute a contract with Westmatic Corporation for an amount not to exceed $914,000 plus a 5% contingency of $43,200 for a total of $957,200 for the purchase and installation of bus washer equipment to replace the bus wash system at the Mesa Bus Operations and Maintenance facility.

COST AND BUDGET The cost for the replacement of the bus wash system is included in the RPTA Proposed FY21 Operating and Capital Budget. Contract obligations beyond FY21 will be incorporated into the Proposed RPTA Five-Year Operating Forecast and Capital Program (FY2022 thru FY2026). A breakdown of these costs is listed below:

BASE BID PRICE PROPOSAL Item Description Price 1 Remove and Dispose of Existing Wash Equipment (2 bays; 1 equip.

room) $19,500

2 Building permits from City of Mesa Development Services Department

$8,000

3 Furnish and Install New Bus Wash Equipment (2 bays; 1 equip room) $832,000 4 Provide Temporary Bus Wash Solution During Construction $4,500 TOTAL BASE BID PRICE (Items 1-4) $864,000 MAINTENANCE AND SUPPORT AGREEMENT 5 Annual Maintenance and Support (5 Years) $50,000 TOTAL PROJECT COSTS (Sum of items 1-5) $914,000

In addition, a 5% project contingency of $43,200 is included for any unforseen issues or obstacles during installation, which brings the total not to exceed amount of $957,200.

RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute a contract with Westmatic Corporation for an amount not to exceed $957,200 for the purchase and installation of bus washer equipment to replace the bus wash system at the Mesa Bus Operations and Maintenance facility.

Information Summary

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BACKGROUND | DISCUSSION | CONSIDERATION The current bus washing equipment at the Mesa Greenfield Bus Maintenance facility has exceeded its useful life. The current wash equipment is 17 years old and needs replacement to restore to a state of good repair. Replacement of this equipment is consistent with the approved Transit Asset Management (TAM) Plan.

In April 2018, the Valley Metro Board of Directors authorized the CEO to issue a competitive solicitation for the facility improvements at the Mesa Bus Operations and Maintenance Facility. On November 25, 2019, Valley Metro issued a Request for Proposals (RFP) solicitation with proposals due on January 24, 2020. A total of three proposals were received from the following offerors:

• Air and Lube Systems Inc. • N/S Corporation • Westmatic

As part of the evaluation process, the evaluation panel conducted Best and Final Offers (BAFO) with Westmatic. Final evaluations resulted in the following scores and recommendation:

PROPOSERS POINTS AND RANKING Proposer Technical Points Ranking Westmatic 858 1 Air and Lube Systems 811 2 N/S Corporation 794 3

The Selection Committee arrived at its award recommendation using a “Best Value” process which allows for a contract award based on a combination of technical and cost factors. Based on this process, the selection committee has selected Westmatic as the firm whose proposal offers the “best value” to the agency. The results of the technical review resulted in Westmatic scoring the highest amount of points. In addition, Westmatic had the lowest overall price.

An independent cost estimate including a cost comparison and price analysis have been completed. The proposed price has been deemed fair and reasonable based on the price analysis.

STRATEGIC PLAN ALIGNMENT This item relates to the following goals and strategies in the Five-Year Strategic Plan FY 2016 – 2020:

• Goal 1: Advance performance-based operations

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COMMITTEE PROCESS RTAG: April 21, 2020 for information TMC: May 6, 2020 for action Board: May 21, 2020 for action

CONTACT Ray Abraham Chief Operations Officer 602-652-5054 [email protected]

ATTACHMENT None



DATE AGENDA ITEM 3B April 29, 2020 SUBJECT Transportation Planning Software Contract Renewal PURPOSE To request authorization for the Chief Executive Officer (CEO) to purchase three additional years of Remix’s Transit Software as a Service (SaaS) offering to aid Valley Metro’s service planning group in designing and managing the regional transit network.

COST AND BUDGET The total cost for the three-year SaaS agreement is an amount not to exceed $187,000. The Remix Transit SaaS product will be from a reseller through an Arizona State Procurement Office cooperative contract to ensure a competitively negotiated price and leverage the better volume discounts available through the contract.

Cost per year is $62,333 and is included in the RPTA Proposed FY 2021 Operating and Capital Budget. Costs beyond FY 2021 have been incorporated into the RPTA Proposed Five-Year Operating Forecast and Capital Program (FY 2022 – FY 2025).

RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to purchase three years of Remix’s Transit SaaS offering. The period of service will cover from September 2020 through August 2023 with a total cost of $187,000.

BACKGROUND | DISCUSSION | CONSIDERATION Regional Public Transportation Authority (RPTA) executed a contract with Remix Software, Inc. in September 2017 utilizing a sole source procurement. The current contract expires August 31, 2020.

Over the past three-year contract period Remix Transit has acted as a force multiplier, allowing service planning staff to work more efficiently and use the saved time to add additional projects to their portfolio, as well as more in-depth context to such projects.

Remix Transit allows for on-the-fly route design as well as the modification of existing transit routes in order to create complex service planning scenarios and communicate those scenarios visually, quickly, and simply to elected officials, member agency staff, stakeholders, and the public. As routes are designed or modified in Remix Transit the

Information Summary

2

software immediately provides updated route maps, draft cost estimates, demographic ridership impacts, rider travel time impacts, and fleet estimates. Route designs can be shared between teams and modified easily through shared web links. Outputs from the Remix Transit sketch planning platform or a live display of the tool can be used as visuals for stakeholder and public outreach on planning projects or route detours.

At the November session of the RPTA Board, item 03B approved the issuance of an RFP for a Transit Planning Software package. Simultaneous to the progress of that RFP request, a collaborative review of competing commercial products was conducted by staff from Service Planning and Information Technology and found that no competitor provided the same functionality set as the Remix Transit software. The determination was made to pursue a commercial off-the-shelf product rather than consider a bespoke custom software in order to reduce the initial time and cost of deployment and ongoing maintenance development and resulting technical debt. Based on that determination, the decision was made to forgo a formal RFP in favor of procuring an extension of the Remix Transit software through a cooperative contract. The renewal would thus be conducted using the State of Arizona NASPO Software VAR cooperative agreement contract CTR046099 (formerly ADSPO16-130651) with SHI International Corp. as the reseller.

Based on the procurement through cooperative State of Arizona contract, any of our municipal partners wishing direct interaction with the system may purchase licenses to allow their employees access to Remix Transit and the ability to directly access Valley Metro’s Remix Transit data.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action


ATTACHMENT None



DATE AGENDA ITEM 3C April 29, 2020

SUBJECT Paratransit Eligibility, Scheduling, and Dispatch Software Purchase PURPOSE To request authorization for the Chief Executive Officer (CEO) to purchase the Trapeze software modules currently owned and operated by Valley Metro contractors Transdev and MTM in order to reduce operational costs.

COST AND BUDGET The total cost for the licensing and five years of maintenance & support is an amount not to exceed $880,700. The existing licensing will be transferred from Transdev and MTM to Valley Metro, and Valley Metro will begin paying annual maintenance to Trapeze directly.

The table below shows the gross annual and five-year costs for this software. It is important to recognize that the current Transdev and MTM contracts pass-through to Valley Metro approximately $218,000 of annual Trapeze costs. As a result, the purchase of this licensing will reduce total licensing costs by $120,000 per year. The initial outlay is included in the Adopted RPTA FY 2020 Operating and Capital Budget. The net cost reductions for FY 2021 have been incorporated into the Proposed RPTA FY 2021 Operating and Capital Budget and the RPTA Proposed Five-Year Operating Forecast and Capital Program (FY 2022 – FY 2025).

Fiscal Year Cost 2020 $496,300 2021 $96,100 2022 $96,100 2023 $96,100 2024 $96,100

Total Cost: $880,700

RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to purchase the Trapeze software modules currently owned and operated by Valley Metro contractors Transdev and MTM. The period of service will cover from May 2020 through May 2024 with a total cost of $880,700.

Information Summary

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BACKGROUND | DISCUSSION | CONSIDERATION Trapeze is the leading paratransit transportation technology company in the world. Regional Public Transportation Authority (RPTA) uses Trapeze for managing eligibility through a contract with MTM, and for the scheduling and dispatching of trips through a contract with Transdev. Currently the software is owned by the contractors, and Valley Metro leases the software as part of the contract.

An assessment of the costs of continuing to lease the software through the current contracts versus the costs of direct ownership of the software found that by assuming ownership of the software Valley Metro can save approximately $120,000 per year. With the initial outlay required to assume ownership of the software, Valley Metro would begin to realize a return on the investment starting in FY 2023. The $880,800 investment over five years will result in a total cost savings to Valley Metro of $207,300.

COMMITTEE ACTION RTAG: April 21, 2020 for information TMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action


ATTACHMENT None



DATE AGENDA ITEM 3D April 29, 2020 SUBJECT Fare Collection Software Maintenance and Support Contract Award PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute a three-year base contract and a one-year option with Scheidt & Bachmann USA, Inc. (S & B) for fare collection software support and maintenance agreement for an amount not to exceed $726,644. COST AND BUDGET The total contract amount for the three-year base and one-year option software support and maintenance agreement is an amount not to exceed $726,644. Cost for the first year of the contract is $181,123 and is included in the RPTA Proposed FY21 Operating and Capital Budget. Contract obligations beyond FY21 are incorporated into the RPTA Proposed Five-Year Operating Forecast and Capital Program (FY2021 thru FY2025). This contract will be funded with a combination of member city funds and Regional Proposition 400 funds. RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute a three-year base contract and a one-year option with Scheidt & Bachmann USA, Inc. (S & B) for fare collection software support and maintenance agreement for an amount not to exceed $726,644. BACKGROUND | DISCUSSION | CONSIDERATION The S & B farebox system was purchased in Fiscal Year 2005. The annual cost of the software maintenance includes software upgrades, tariff maintenance, statistical reporting, help desk support, and allows for transfer of data from the farebox to Valley Metro’s fare revenue systems. This contract is for Valley Metro’s operations and fareboxes installed on the East Valley buses being operated by First Transit and the West Valley buses being operated by Total Ride. The award of a three-year base contract and a one-year option is for the period of July 1, 2020 through June 30, 2024. Due to the proprietary nature of the software, there is no other vendor that can supply the software support. Staff negotiated a three-year and one-year option fixed fee agreement with S & B. The proposed price has been deemed fair and reasonable based on the independent cost estimate and price analysis.

Information Summary

2

STRATEGIC PLAN ALIGNMENT This item relates to the following goals and strategies in the Five-Year Strategic Plan FY 2016 – 2020:

• Goal 1: Advance performance-based operations

COMMITTEE PROCESS RTAG: April 21, 2020 for information TMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action

CONTACT Ray Abraham Chief Operations Officer 602-652-5054 [email protected]

ATTACHMENT None



DATE AGENDA ITEM 3E April 29, 2020 SUBJECT Town of Queen Creek Park-and-Ride Study Intergovernmental Agreement

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute an Intergovernmental Agreement (IGA) with the Town of Queen Creek to reimburse Valley Metro for the cost of conducting a park-and-ride study not to exceed $125,000.

COST AND BUDGET The IGA is based on the estimated cost not to exceed $125,000 to complete the park-and-ride study. TOQC will pay for these services with the Town’s Arizona Lottery Funds.

RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute an IGA with the Town of Queen Creek to reimburse Valley Metro for the cost of conducting a park-and-ride study not to exceed $125,000.

Approval of this IGA is contingent upon Town of Queen Creek Council action. BACKGROUND/DISCUSSION/CONSIDERATION The goal of the Town of Queen Creek (TOQC) Park-and-Ride Study is to conduct a needs-based assessment to identify a site for a new park-and-ride facility. To understand the requirements for the park-and-ride site, future express bus concepts will be developed with considerations of the existing conditions and travel markets in the TOQC and San Tan Valley.

The outcome of this study will be an understanding of the potential market for future express bus services, a preliminary park-and-ride site plan and an implementation strategy to inform the TOQC of the next steps necessary to develop the park-and-ride.

STRATEGIC PLAN ALIGNMENT This item relates to the following goals in the Five-Year Strategic Plan, FY 2016 – 2020:

• Goal 2: Advance performance based operation • Goal 3: Grow transit ridership


Information Summary

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CONTACT Wulf Grote, P.E. Director, Capital and Service Development 602-322-4420 [email protected]

ATTACHMENT None

A copy of the intergovernmental agreement with the Town of Queen Creek is available upon request.



DATE AGENDA ITEM 3F April 29, 2020 SUBJECT City of Phoenix Grant Pass-Through Change Orders

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute contract change orders with City of Phoenix extending the term of grant pass-through intergovernmental agreements.

COST AND BUDGET All expenses are in the approved budget for FY20 and 5-Year Capital budget. The grant funds will offset expenses, reducing the net cost to the Public Transportation Fund and member agency budgets.

RECOMMENDATION Staff recommends that the TMC forward to the Board of Directors authorization for the CEO to execute change orders to the intergovernmental agreements with the City of Phoenix for the listed grants.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro has requested extensions to the pass-through IGAs for four existing grants. The extensions are needed to allow additional time to complete the projects identified in the grants. The table below summarizes the requested changes:

Grant Source Extension AZ-04-0004 5309 Discretionary Funding December 31, 2020

Congestion Mitigation & Air Quality Improvement Program

AZ-2018-014 5307 Formula Funds December 31, 2021 AZ-90-X136 5307 Formula Funds November 30, 2020 AZ-2018-009 5307 Formula Funds December 31, 2021

• Grant AZ-04-0004 includes funding for predesign work related to a potential paratransit facility and the extension to the existing IGA will allow time to complete the work and draw the funds. • Grant AZ-2018-014 includes funds awarded through the Section 5307 Urbanized Area Formula Program for expansion fleet needed in FY 2021. The extension is required to

Information Summary

https://www.fhwa.dot.gov/fastact/factsheets/cmaqfs.cfm


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allow additional time to receive the buses and draw the funds. • Grant AZ-90-X136 includes funds awarded through the Section 5307 Urbanized Area Formula Program for planning work related to the Glendale Park and Ride. The extension is required to complete the work and draw the funds. • Grant AZ-2018-009 includes funds awarded through the Section 5307 Urbanized Area Formula Program for expansion fleet needed in FY 2021. The extension is required to allow additional time to receive the buses and draw the funds.

The City of Phoenix is the designated recipient for all FTA grant funds for the region. Valley Metro undertakes projects approved for FTA grant funding, then submits requests to Phoenix for reimbursement of actual expenses incurred. Phoenix then executes a drawdown of funds from FTA to pass-through the reimbursement to Valley Metro. The pass-through IGAs are required in order for Phoenix to reimburse Valley Metro for eligible expenses.

STRATEGIC PLAN ALIGNMENT This item relates to the following goals and strategies in the Five-Year Strategic Plan, FY 2016 – 2020:

• Goal 2: Advance performance based operation • Goal 4: Focus on economic development, regional competitiveness and

financial resources o opportunities to increase revenue generation



ATTACHMENT None





PURPOSE Chair Wright will request future agenda items from members, and members may provide a report on current events.




STRATEGIC PLAN ALIGNMENT None



ATTACHMENT None



Information Summary



April 29, 2020

Rail Management Committee Wednesday, May 6, 2020

Via Webex/Phone 10:00 a.m.

Action Recommended

1. Public Comment


1. For Information

2. Minutes

Minutes from the April 1, 2020 RMC meeting are presented for approval.

2. For action

CONSENT AGENDA 3A. City of Phoenix Grant Pass-Through Change Orders

Staff recommends that the Board of Directors authorize the CEO to execute change orders to the intergovernmental agreements with the City of Phoenix for the listed grants.

3A. For action

3B. Federal Transit Administration Pass-Through Grant Agreement

Staff recommends that the Board of Directors authorize the CEO to execute the IGA with the City of Phoenix for the listed grant.

3B. For action

REGULAR AGENDA 4. Northwest Extension Phase II (NWEII) Design

Services Contract Amendment

Staff recommends that the RMC forward to the Board of Directors authorization for the CEO to increase the NWEII Light Rail Extension design contract with Jacobs Engineering Group Inc. by $4,642,000 to include DSDC, assistance to the city of Phoenix during the real estate acquisition process and CNPA scope of work to the contract.

4. For action

Agenda

2

5. South Central Extension/Downtown Hub Construction Manager at Risk Contract Amendment

Staff recommends that the RMC forward to the Board of Directors authorization for the CEO to execute a contract amendment with the South Central Extension/Downtown Hub CM@Risk contractor, Kiewit Infrastructure West Co., to construct the remainder of the project for an amount not to exceed $654,345,275.

5. For action

6. Future Agenda Items Request and Report on Current Events

Chair Methvin will request future RMC agenda items from members and members may provide a report on current events.

6. For information

7. Next Meeting

The next meeting of the RMC is scheduled for Wednesday, June 3, 2020 at 11:00 a.m.

5. For information

Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print or flash drive) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org





PURPOSE Public comment is being taken in written format and will be entered into the official minutes of the meeting. COST AND BUDGET None RECOMMENDATION This item is presented for information only.




ATTACHMENT None

Information Summary



DATE AGEDNA ITEM 2 April 29, 2020

Rail Management Committee Wednesday, April 1, 2020

Webex/Phone 11:00 a.m.

Rail Management Committee Participants Steven Methvin, City of Tempe (Chair) Scott Butler Chris Brady, City of Mesa (Vice Chair) (phone) Jesus Sapien for Ed Zuercher, City of Phoenix (phone) Josh Wright, City of Chandler

Chair Methvin called the meeting to order at 11:51 a.m.

1. Public Comment

None.

2. Minutes

Chair Methvin said minutes Item Number 2, the minutes. From the March 4, 2020, RMC meeting. Do you have a motion and a second?

IT WAS MOVED BY JOSH WRIGHT, SECONDED BY JESUS SAPIEN AND UNANIMOUSLY CARRIED TO APPROVE THE MARCH 4, 2020 RMC MEETING MINUTES.

3. Light Rail Vehicle Seat Refurbishment Contract Award

Chair Methvin said let me just start by saying looking forward to these new seats as I am a rider of light rail.

Mr. Smith said well, I think we showed you pictures. We may have showed you pictures. We're already starting this and this has universally been welcomed and especially in this time moving away from cloth seats which are very difficult to keep clean to the plastic seats just seems to make even more sense now then they did before. I'll just leave it at that and ask for your approval to move forward.

Chair said do you have anything questions for Mr. Smith or his team?

Minutes

2

IT WAS MOVED BY JESUS SAPIEN, SECONDED BY JOSH WRIGHT AND UNANIMOUSLY CARRIED TO FORWARD TO THE BOARD OF DIRECTORS AUTHORIZATION FOR THE CEO TO EXECUTE A CONTRACT WITH AMERICAN SEATING COMPANY FOR THE PURCHASE OF SEAT INSERTS TO COMPLETE A FLEET WIDE LRV SEAT REFURBISHMENT IN AN AMOUNT NOT TO EXCEED $264,200.

4. Future Agenda Items Request and Report on Current Events

None.

Chair Methvin said the next meeting is May 6, 2020 at 11:00 a.m.

With no further discussion, the meeting adjourned at 11:53 a.m.


DATE AGENDA ITEM 3A April 29, 2020 SUBJECT City of Phoenix Grant Pass-Through Change Orders

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute contract change orders with City of Phoenix extending the term of grant pass-through intergovernmental agreements.

COST AND BUDGET All expenses are in the approved budget for FY20 and 5-Year Capital budget. The grant funds will offset expenses, reducing the net cost to the Public Transportation Fund and member agency budgets.

RECOMMENDATION Staff recommends that the Board of Directors authorize the CEO to execute change orders to the intergovernmental agreements with the City of Phoenix for the listed grants.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro has requested extensions to the pass-through IGAs for two existing grants. The extensions are needed to allow additional time to complete the projects identified in the grants. The table below summarizes the requested changes:

Grant Source Extension

AZ-95-X015 Congestion Mitigation & Air Quality Improvement Program/STP

June 30, 2023

AZ-2017-002 Section 4312 Research, Development, Demonstration, Development for Mobility on Demand Project

December 31, 2020

• Grant AZ-95-X015 includes funds awarded through Section CMAQ/STP for the SCADA project. The extension is required to provide funding for the 3 years of maintenance associated with this project.

Information Summary




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• Grant AZ 2017-002 includes funds awarded through Section 4312 Research, Development, Demonstration, Development for Mobility on Demand Project. The extension is required to allow additional time to draw funds for the project. The City of Phoenix is the designated recipient for all FTA grant funds for the region. Valley Metro undertakes projects approved for FTA grant funding, then submits requests to Phoenix for reimbursement of actual expenses incurred. Phoenix then executes a drawdown of funds from FTA to pass-through the reimbursement to Valley Metro. The pass-through IGAs are required in order for Phoenix to reimburse Valley Metro for eligible expenses.


• Goal 2: Advance performance based operation • Goal 4: Focus on economic development, regional competitiveness and

financial resources

COMMITTEE PROCESS RTAG: April 21, 2020 for information TMC: May 6, 2020 for action Board: May 21, 2020 for action


ATTACHMENTS None



DATE AGENDA ITEM 3B April 29, 2020

SUBJECT Federal Transit Administration Pass-Through Grant Agreement

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute an Intergovernmental Agreement (IGA) with the City of Phoenix to allow Valley Metro to be reimbursed for eligible expenses.

COST AND BUDGET All expenses are in the approved FY 2020 Adopted Operating and Capital Budget and 5-Year Capital Program. The grant funds will offset expenses, reducing the net cost to the member agency budget.

RECOMMENDATION Staff recommends that the Board of Directors authorize the CEO to execute the IGA with the City of Phoenix for the listed grant.

BACKGROUND | DISCUSSION | CONSIDERATION Valley Metro is being provided federal funds through the Federal Transit Administration (FTA) from funds made available through the Congestion Mitigation/Air Quality Program. The table below summarizes the funding available:

Grant FTA Program Federal Share

Local Share Total

TBD CMAQ $9,407,767 $568,656 $9,976,423 Total $9,407,767 $568,656 $9,976,423

• Funds from the Congestion Mitigation/Air Quality Program are awarded to support eligible expenses for the Gilbert Road Light Rail Extension.

The City of Phoenix is the designated recipient for all FTA grant funds for the region. Valley Metro undertakes projects approved for FTA grant funding, then submits requests to Phoenix for reimbursement of actual expenses incurred. Phoenix then executes a drawdown of funds from FTA to pass-through the reimbursement to Valley Metro.

Information Summary

2

The pass-through IGAs are required in order for Phoenix to reimburse Valley Metro for eligible expenses.


• Goal 2: Advance performance based operation

COMMITTEE PROCESS RMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action


ATTACHMENT None




SUBJECT Northwest Extension Phase II (NWEII) Design Services Contract Amendment

PURPOSE To request authorization for the Chief Executive Officer (CEO) to amend the NWEII Light Rail Extension design services contract with Jacobs Engineering Group Inc. to add up to $4,586,700 for Design Services During Construction (DSDC), assistance to the city of Phoenix during the real estate acquisition process and a potential Concurrent Non-Project Activity (CNPA) scope of work.

COST AND BUDGET Jacobs Engineering Group’s current total design contract authority is $16,300,000. Staff recommends that an additional $4,586,700 be allocated to the Jacobs design contract for DSDC, assistance to the city of Phoenix during the real estate acquisition process and CNPA work for a total authorization of $20,886,700. This additional authority includes $469,700 for use as a contingency and a deduction of $580,000 by using remaining funds from Jacobs’ original design contract. This contract authority includes DSDC, real estate assistance, CNPA, and contingency. See below.

This project is funded by the City of Phoenix, the regional Public Transportation Fund (PTF) and the Federal Transit Administration. Funding is included in the Valley Metro Rail adopted FY20 Operating and Capital Budget. Contract obligations beyond FY20 are incorporated into the Five-Year Operating Forecast and Capital Program (FY20 thru FY24).

Information Summary

Required Design Contract Authority Item Cost Contingency Total Authority

Design Services During Construction $4,345,000 $434,500 $4,779,500

Real Estate Assistance $300,000 $30,000 $330,000

CNPA Work (Dunlap 48” Waterline) $52,000 $5,200 $57,200

Sub-Total $4,697,000 $469,700 $5,166,700

Remaining NWEII Design Funds ($580,000)

Total $4,586,700

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RECOMMENDATION Staff recommends that the RMC forward to the Board of Directors authorization for the CEO to increase the NWEII Light Rail Extension design contract with Jacobs Engineering Group Inc. by up to $4,586,700 to include DSDC, assistance to the city of Phoenix during the real estate acquisition process, CNPA scope of work, and contingency to the contract.

BACKGROUND | DISCUSSION | CONSIDERATION To date, the Board has authorized $16,300,000 in contract authority for design services. A total of $15,720,000 in contract commitments leaves a balance of $580,000 to be used for this DSDC contract amendment as summarized below:

Design Services During Construction (DSDC) scope of services will include review of contractor submittals, responses to requests for information, design changes, final as-builts, and performance of all special inspections during project construction. DSDC was included in the initial advertisement for this contract. In addition to DSDC, Jacobs will assist the city of Phoenix during the real estate acquisition process. Services include, but are not limited to: relocation services, preparing waiver evaluations, and assisting the city with the acquisition of 33 parcels. These services will add valuable real estate administrative resources that will help the overall project schedule as parcel acquisitions are critical to all project schedules. Lastly, NWEII has the potential for one CNPA scope of work for a 48” waterline on Dunlap that will increase the design authorized funding. This CNPA is being coordinated with the City of Phoenix for approval and funding authorization as identified in the Funding, Design, and Construction Agreement between the City of Phoenix and Valley Metro.

Board authorization is required to increase funding for Jacobs to allow them to continue with services needed during the construction period.

STRATEGIC PLAN ALIGNMENT This item relates to the following goals and in the Five-Year Strategic Plan, FY 2016 – 2020:


Design Current Contract AuthorityDate Action Cost Contingency Total Authority

June 2018 Board Award for Design Services $14,800,000 $1,500,000 $16,300,000

Contract Commitments $15,720,000

Total Remaining $580,000

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COMMITTEE PROCESS RTAG: April 21, 2020 for information RMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action

CONTACT Wulf Grote, P.E. Director, Capital & Service Development 602-322-4420 [email protected]

ATTACHMENTS None




SUBJECT South Central Extension/Downtown Hub Construction Manager at Risk Contract Amendment

PURPOSE To request authorization for the Chief Executive Officer (CEO) to execute a contract amendment with the South Central Extension/Downtown Hub Construction Manager at Risk (CM@Risk) contractor, Kiewit Infrastructure West Co., to construct the remainder of the project for an amount up to $719,779,803.

COST AND BUDGET The South Central Extension/Downtown Hub project will be funded by the Federal Transit Administration (FTA), the City of Phoenix T2050 funding, and regional Public Transportation Funds (PTF). The table below summarizes the negotiated price with the CM@Risk contractor for this contract amendment. In addition, a 10% contingency is identified to address unforeseen circumstances that may arise during construction.

SCE/DH CM@Risk Contract Amendment Description Cost

Phase A: Utility & Materials Package $ 195,423,082 Phase B: Downtown Hub $ 145,722,303 Phase C: Remaining Construction $ 313,199,890 Sub-total $ 654,345,275 Contingency (10%) $ 65,434,528 Total $ 719,779,803

All costs identified herein are within the South Central Extension/Downtown Hub’s project cost forecast and expenses expected within FY20 are included in the Valley Metro Rail Adopted FY20 Operating and Capital Budget. Contract obligations beyond FY20 are incorporated into the Five-Year Operating Forecast and Capital Program (FY21 thru FY25).

RECOMMENDATION Staff recommends that the RMC forward to the Board of Directors authorization for the CEO to execute a contract amendment with the South Central Extension/Downtown Hub CM@Risk contractor, Kiewit Infrastructure West Co., to construct the remainder of the project for an amount up to $719,779,803.

Information Summary

2

BACKGROUND | DISCUSSION | CONSIDERATION The South Central Extension/Downtown Hub is approximately 5.5 miles in length, and includes light rail construction within Downtown Phoenix and extends south along Central Avenue to Baseline Road.

Kiewit Infrastructure West Co. initially entered into a CM@Risk contract with Valley Metro in June 2017. This contract involves two primary phases: pre-construction services, which occurred parallel to the project’s design process, and the construction phase. Kiewit Infrastructure West Co. has worked continuously with the design consultant to reach the Issued for Construction design to minimize risks and assure constructability.

To date, the Board has authorized $124,906,955 in CM@Risk contract authority for South Central Extension/Downtown Hub preconstruction services, early procurement, and early construction activities as summarized below.

Full construction for the remainder of this project will be separated into three phases with individual Notices to Proceed at each phase. The phases are defined as:

Phase A: Utility & Materials Package Phase A includes utility relocations south of Lincoln Street and procurement of long lead materials, including track, special trackwork (non-Downtown Hub related), traction power equipment and signaling equipment. These early procurements are allowed with the receipt of Entry into Engineering by the FTA received in April 2019. Phase A will start in late spring of 2020 with utility relocation work south of Lincoln Street to the

CM@Risk Current Contract Authority

Date Action Cost Contingency Total Authority

Jun-2017 Preconstruction Services $2,400,000 $240,000 $2,640,000

Oct-2017 Preconstruction Services for Downtown Changes $400,000 $40,000 $440,000

Dec-2018

Potholing/Archaeological investigation, 7th St/7th Ave

Improvements & Procurement of Special

Trackwork

$20,000,000 $2,000,000 $22,000,000

June-2019 Extend Preconstruction

Services work by 75 work days

$411,777 $41,178 $452,955

Sept-2019 Downtown Utility Relocations $90,340,000 $9,034,000 $99,374,000 Total $113,551,777 $11,355,178 $124,906,955

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terminus of the project at Baseline Road.

Phase B: Downtown Hub Phase B includes work in Downtown, advancing the portion of the project to assure readiness for Super Bowl LVII in February 2023. A Letter of No Prejudice (LONP) will be submitted to the FTA in late spring of 2020 with acceptance anticipated in September 2020. The LONP will request early completion of the 5th Street junction, critically needed to efficiently provide single track light rail operations prior to the completion of the McKinley Loop and subsequent track tie-ins to the existing system to minimize service delays.

Phase C: Remaining Full Construction Phase C will include all remaining construction activities of the project to be awarded upon receipt of the Full Funding Grant Award (FFGA) from the FTA. Award of the FFGA for the remaining work including trackwork, roadway, sidewalk and stations is currently anticipated in early 2021.

Valley Metro and City of Phoenix staff actively communicate with downtown Phoenix stakeholders, businesses, Phoenix City Councilmembers and Downtown Phoenix, Inc. to raise awareness regarding these work activities and schedule to assure successful and efficient execution of these construction activities.



COMMITTEE PROCESS RTAG: April 21, 2020 for information RMC: May 6, 2020 for action Board of Directors: May 21, 2020 for action

CONTACT Wulf Grote, P.E. Director, Capital and Service Development 602-322-4420 [email protected] ATTACHMENTS None





PURPOSE Chair Methvin will request future agenda items from members, and members may provide a report on current events. COST AND BUDGET None

RECOMMENDATION This item is presented for information only. BACKGROUND/DISCUSSION/CONSIDERATION None

COMMITTEE ACTION None CONTACT Scott Smith Chief Executive Officer 602-262-7433 [email protected]

ATTACHMENT None



Information Summary


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