pledge of allegiance recite mission and vision statement
TRANSCRIPT
The SORTA Board of Trustees may go into Executive “Closed” Session
under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider
appointment, employment, dismissal, discipline, promotion,
demotion, or compensation of a public employee…; Section
121.22(G)(2) To consider the purchase of property for public
purposes….; Section 121.22(G)(3) Conferences with an attorney for
the public body concerning disputes involving the public body that
are the subject of pending or imminent court action; Section
121.22(G)(4) Preparing for, conducting, or reviewing negotiations
or bargaining sessions with public employees…, Section 121.22(G)(5)
Matters required to be kept confidential by federal law or
regulations or stat statues; Section 121.22(G)(6) Details relative
to the security arrangements and emergency response protocols for a
public body or a public office; Section 121.22(G)(8) To consider
confidential information related to the marketing plans, specific
business strategy, production techniques, trade secrets…
SORTA PLANNING AND OPERATIONS COMMITTEE MEETING
TUESDAY, MAY 14, 2019- 9:00 A.M. SORTA/METRO BOARD ROOM 602 MAIN STREET, SUITE 1200
CINCINNATI, OHIO
General Items:
Call to order Pledge of Allegiance Recite Mission and Vision Statement 1. Approval of Planning & Operations Committee Minutes: April 9th, 2019 2. Good News!: Operations and Maintenance Update (John Ravasio)
Briefing Items
3. Northside Transit Center Status Report (Khaled Shammout) 4. Cincinnati Bell Connector Service Change Recommendation (Paul Grether) 5. Ridership Reports for April 2019 (Mark McEwan)
Action Items:
6. Proposed Motion: Approval to Support the Grant Application by the City of Cincinnati for Trail Project Connecting the Wasson-Right-of-Way (Paul Grether)… To be presented at meeting
7. Proposed Resolution: Approval of Advertising Agency Services (Brandy Jones) 8. Proposed Resolution: Approval of Membership with NEORide (Khaled Shammout) 9. Proposed Resolution: Approval of Consultant Services for Regional Fare Structure and Model (Khaled
Shammout)
Adjournment
The next regular meeting of the Planning & Operations Committee has been scheduled for Tuesday, June 11th, 2019 at 9:00 a.m., the SORTA/Metro Board Room,
602 Main Street, Suite 1200, Cincinnati, Ohio
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SORTA/METRO MT. ADAMS BOARD ROOM 602 MAIN STREET, SUITE 1200
CINCINNATI, OHIO COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Brendon Cull, Blake Ethridge, Robert Harris, Roderick Hinton, Kreg Keesee, Pete McLinden, and Kathleen Wyenandt COMMITTEE MEMBERS ABSENT: Mary Miller and Allen Freeman STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Lisa Aulick, John Edmondson, Dave Etienne, Dan Feldman, Heather Norris-Garcia, Pat Giblin, Paul Grether, Adriene Hairston, Caprice Jones, Maria Jones, Mark McEwan, Ted Meyer, Mike Nagy, Cindy Resor, John Ravasio, David Riposo, Shannel Satterfield, Khaled Shammout OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP), Wade Johnson (Green Umbrella/TriState Trails) and Bob Vickery (City of Cincinnati) 1. Call to Order
Mr. Cull called the meeting to order.
2. Pledge of Allegiance
3. SORTA’s Vision and Mission Statements
SORTA’s vision and mission statements were not recited.
4. Approval of Minutes of March 12th, 2019
Mr. Etheridge made a motion that the minutes of the March 12th meeting be approved as previously emailed and Mr. Cull seconded the motion. By voice vote, the Committee approved the minutes.
5. Streetcar OMIGA Restructuring Update
Mr. Grether provided brief insight of the change that would require the restructuring of the OMIGA with the City of Cincinnati. He noted Regulatory agencies including the Federal Transit Administration (FTA) and the Ohio Department of Transportation (State Safety Oversight/SSO) are currently being consulted. The Committee accepted the report as presented.
6. SORTA Contract 43-14 Streetcar Operations & Maintenance Services with Transdev Services, Inc. Assignment to the City of Cincinnati
Mr. Grether discussed the primary contract for the operations and maintenance of the Cincinnati Bell Connector is with Transdev Services, Inc. which contains an assignability clause that allows assignment to the City of Cincinnati. He also shared that SORTA staff is working with the City of Cincinnati to target May 2019 for assignment of the contract at which time an action item will be brought to the Board of Trustees. The Committee accepted the report as presented.
7. Proposed Wasson Way Trail Uptown Connection
Mr. Grether shared that SORTA was approached by Green Umbrella requesting use of SORTA owned (FTA funded) right-of-way for a trail to connect Wasson Way with Uptown. The trail would be
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funded through STP funds through OKI (June 2019 application) matched with private donations. He also noted any use of FTA funded rights of way for non-transit purposes requires FTA concurrence. The Committee accepted the report as presented.
8. Lobbying and Grants Update
Mr. Haley provided a brief overview of SORTA’s lobbyist (Holland & Knight and Government Strategies Group). He also, discussed SORTA’s capital and operation needs which consist of: fleet, infrastructure, technology, and Reinventing Metro service improvements. The Committee accepted the report as presented.
9. Ridership Reports for March 2019
Mr. McEwan presented the March 2019 ridership reports. Total ridership for the month of March was 1,070,339 below budget. On-time performance was 84% for local routes, against a goal of 88%. Local routes are carrying 19.5 passengers per hour, against a goal of 20.7 and express routes are carrying 14.7 passengers per trip, against a goal of 16.2. Missed Trips for the month was 246 against 58,795 total trips.
The March Access ridership report; total ridership for Access was 19,352, 1% below budget. On-time performance was 94.0% against a goal of 93.0%.
The Cincinnati Bell Connector ridership report for March 2019; total preliminary ridership was 35,481, 4.8 and 1,773 below budget. Average Headway (Peak/Off Peak) was 12:46/15:34 against a goal of 12:00/15:00. The Committee accepted the report as presented.
10. Proposed Resolution: Approval of Contract Extension with Passport
Mr. Haley and Mr. Shammout requested approval of an additional one (1) year extension with Passport at a total cost up to $75,000 to cover technical maintain and support the Cincy EZ Ride mobile ticketing application for a total contract value not to exceed $328,600.
The Committee agreed to recommend the resolution to the full Board.
11. New Business
The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, May 14th, 2019 at 9:00 a.m.
12. Adjournment The meeting adjourned at 9:51 A.M.
Operations & Maintenance
May 14, 2019 Planning & Operations Committee
• Main Shop and Body Shop – 25% of bargaining unit maintenance work force
• Trial Period - June 2 to Oct. 5, 2019
• Participating employees will be retrained on data entry related to work performance and productivity
Four 10-hour days trial program
• Management will analyze work order data, other metrics and discuss findings with ATU Maintenance Stewards and/or ATU Executive Officers
• Data will be used to evaluate success and potential continuation/expansion of program
Four 10-hour days trial program
• Objective: to train and develop future top technicians from within
• Four Class-A and two Class-B Technicians are in the program
• Over the next nine months, they’ll receive targeted training and tasks with the goal of becoming fully qualified in these classifications
• At the end of nine months, staff and ATU leaders will jointly evaluate employees interested in joining the next class of Apprentices
Maintenance Apprenticeship Program
• Discussed timing and transition factors: o Health insurance o Software modifications and
data integration o Revisions to projected cost models
• Shared model assumptions and
• Bench at Ludlow and Telford in Clifton has been stolen
• Planning Commission approved new ad dimensions on May 3: 2,520 square inches (17.5 square feet)
• Size of bench ads: 67” x 15.5”
Benches
Discussion
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
SUBMITTED BY:
Attachments: Presentation
May 2019
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
• To provide information regarding the Cincinnati Bell Streetcar current schedule and recommended schedule.
SUBMITTED BY:
Attachments: Presentation
City’s Request “Provide three cost-neutral proposals to
change the streetcar schedule to improve ridership.”
Current Schedule • Hours
– Sundays/Holidays: 9 a.m. – 11 p.m. – Monday-Thursday: 6:30 a.m.– 12 a.m. – Friday: 6:30 a.m. – 1 a.m. – Saturday: 8 a.m. – 1 a.m.
• Frequency
– Mon.- Fri. 11 a.m.– 7 p.m. 12 minutes – All other days/times 15 minutes
How We Developed These Proposals
• Conducted ridership analysis
• Primary recommendation with two alternatives
Analysis Results
Lowest ridership occurs later at night Saturday has highest demand and loads Friday evening has high demand after 7 p.m. Sunday mid-day has high demand Ridership varies from 10 to 90 passengers per vehicle service hour
Option 1 - Preferred Proposal
• Reduce service during very late night on all days
• Extend 3rd vehicle Friday & Saturday – Operate until 10 p.m. – Provide 12-minute frequency
• Introduce 4th vehicle on Saturday*
– Operate 1 p.m. – 8:30 p.m. only – Provide 10-minute frequency
* Dependent on vehicle availability
Option 1 Schedule • Hours
– Sunday/Holiday 9:30 a.m. – 10 p.m. – Monday-Thursday 6:30 a.m. – 10:30 p.m. – Friday 6:30 a.m. – 12:30 a.m. – Saturday 8:30 a.m. – 12:30 a.m.
• Frequency – Monday-Thursday 11a.m. – 7p.m. 12 minutes – Friday 11a.m. – 10 p.m. 12 minutes – Saturday 1p.m. – 8:30 p.m. 10 minutes – Sunday 11 a.m. – 7 p.m. 12 minutes – All other days/times 15 minutes
Other Options
• End service one hour earlier on all days • Option 2 – emphasizes evening operation
– Extend 3rd vehicle two hours on all days – No 4th vehicle
• Option 3 – emphasizes morning operation
– Extend 3rd vehicle later on Monday-Thursday and Friday – Start 3rd vehicle earlier Saturday and Sunday – No 4th vehicle
Public involvement • Three public meetings
o Public Library o Downtown Resident’s
Council o OTR Community Council
• 163 total comments received
60% of all respondents preferred Option 1
Recommendation / Next Steps Implement Service Option 1
• OMIGA requires City of Cincinnati Council approval
• SORTA has submitted CFY2020 Streetcar Funding Request • Service change
• Transdev Streetcar Operations & Maintenance contract modification • Cost neutral
• Set Effective date • Notify FTA • Timing depends CAF completion of all field modifications
• Option 1 schedule requires all five cars available every Saturday • CAF is behind schedule – revised CAF schedule not submitted
Thank you!
Cincinnati Bell Connector Passengers per Vehicle Service Hour by Hour of the Day
Average Average Average Average Riders Riders Riders Riders per Hr. current proposed per Hr. current proposed per Hr. current proposed per Hr. current proposed
1:00 AM to 2:00 AM - 5.4 2 5.2 2 12:00 AM to 1:00 AM 3.1 2 12.6 2 2 19.5 2 2 11:00 PM to 12:00 AM 5.7 2 23.2 2 2 42.0 2 3 4.0 2 10:00 PM to 11:00 PM 13.5 2 2 37.3 2 3 63.6 2 3 7.7 2 2
9:00 PM to 10:00 PM 15.2 2 2 44.3 2 3 63.6 2 3 15.1 2 2 8:00 PM to 9:00 PM 17.4 2 2 44.9 2 3 72.1 2 4 25.3 2 2 7:00 PM to 8:00 PM 19.3 2 2 50.1 2 3 93.8 2 4 29.4 2 2 6:00 PM to 7:00 PM 19.8 3 3 44.5 3 3 68.8 3 4 24.0 3 3 5:00 PM to 6:00 PM 25.1 3 3 40.7 3 3 75.7 3 4 30.3 3 3 4:00 PM to 5:00 PM 26.2 3 3 41.9 3 3 90.9 3 4 51.9 3 3 3:00 PM to 4:00 PM 23.7 3 3 44.2 3 3 92.1 3 4 59.6 3 3 2:00 PM to 3:00 PM 25.2 3 3 46.0 3 3 95.8 3 4 55.6 3 3 1:00 PM to 2:00 PM 26.8 3 3 45.1 3 3 84.6 3 4 51.6 3 3
12:00 PM to 1:00 PM 26.6 3 3 47.0 3 3 64.6 3 3 48.8 3 3 11:00 AM to 12:00 PM 24.5 3 3 38.0 3 3 49.5 3 3 33.0 3 3 10:00 AM to 11:00 AM 19.6 2 2 29.3 2 2 43.3 2 3 25.1 2 2
9:00 AM to 10:00 AM 16.4 2 2 20.2 2 2 20.2 2 2 13.6 2 2 8:00 AM to 9:00 AM 17.4 2 2 17.8 2 2 11.9 2 2 7:00 AM to 8:00 AM 11.2 2 2 10.8 2 2 6:00 AM to 7:00 AM 11.3 2 2 9.1 2 2
Key less than 10 passengers per vehicle service hour 10 to 20 passengers per vsh 20 to 30 passengers per vsh 30 to 50 passengers per vsh 50 to 70 passengers per vsh greater than 70 passengers per vsh
estimated daily vehicle service hours 46.0 42.0 48.0 50.0 44.0 56.0 38.0 36.0
estimated weekly vehicle service hours 314 310
# of Cars # of Cars # of Cars # of Cars
Mon-Thur Friday Saturday Sunday
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
• This report provides a summary of monthly ridership information, both on fixed route (Local/Express), Access services, and Cincinnati Bell Connector.
• Key Performance Indicators (KPIs) such as: Average Fixed Ridership, Passenger per Hour, Passenger per Trip, and Cost per Passenger are provided to show ridership trends and variances.
SUBMITTED BY:
Attachments: Presentation
TOTAL 1,213,480 1,215,734 -0.2% -2,254 1,203,476 0.8% 10,004 LOCAL 1,135,656 1,137,260 -0.1% -1,604 1,126,609 0.8% 9,047
EXPRESS 77,824 78,474 -0.8% -650 76,867 1.2% 957
YTD TOTAL 4,385,634 4,407,911
Current Year
Prior Year
Local/Express KPIs
COST RECOVERY (EXPRESS) 29.1% 35.0% -5.9%
ON TIME PERFORMACE (LOCAL) 82.4% 88.0% -5.6%
ON TIME PERFORMANCE (EXPRESS) 80.8% 88.0% -7.2%
Current year Prior year KPI 4
Local/Express Missed Trips
MISSED TRIPS (ALL SERVICE) 347 58,748 99.4%
Current year Prior year
MECHANICAL ISSUE 44 12.7%
TRAFFIC INCIDENT 31 8.9%
LATE OPERATIONS 32 9.2%
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ACTUAL BUDGET VARIANCE (%/#) 2018 VARIANCE (%/#)
TOTAL 20,373 21,104 -3.5% -731 19,997 1.9% 376 WD 19,074 18,522 3.0% 552 SA 790 747 5.8% 43 SU 509 728 -30.1% -219
YTD 76,325 76,759 -0.6% -434 76,003 0.4% 322
Current Year Prior Year Budget
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COST RECOVERY 12.1% 14.0% -1.9%
Current year KPI 7
FYTD TOTAL 381,521 418,579 -8.9% -37,058 421,199 -9.4% -39,678
Current Year
Prior Year
AVERAGE HEADWAY (PEAK/OFF-PEAK) 13:24/15:40 12:00/15:00 +1:24/+0:40
PASSENGERS PER HOUR 29.8 52.8 -23
COST RECOVERY 8.1% 14.3% -6.2%
Current Year
Prior Year
Route Cost KPIs - April
Route Revenue KPIs - April
Route Revenue KPIs - April
Route OTP KPI - April
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
MOTION
APPROVAL TO SUPPORT THE GRANT APPLICATION BY THE CITY OF CINCINNATI FOR A TRAIL PROJECT CONNECTING THE WASSON RIGHT-OF-WAY
The SORTA Board supports and endorses any grant application submitted by the City of Cincinnati on behalf of Green Umbrella for a trail project connecting the Wasson Way trail to Uptown Cincinnati.
Attachments: Action Item
May 2019
ACTION ITEM- APPROVAL TO SUPPORT THE GRANT APPLICATION BY THE CITY OF CINCINNATI FOR A TRAIL PROJECT CONNECTING THE WASSON RIGHT-OF-WAY
STRATEGIC PLAN GOAL / OBJECTIVE
• Strategic Partnering • Cultural Alignment
RECOMMENDATION Approval of a motion supporting a prospective 2019 grant application by the City of Cincinnati for federal funding, through OKI by the City of Cincinnati in coordination with Green Umbrella for the construction of a trail connecting the Wasson Way multi-use trail with Uptown. This transit enhancement would partially utilize the SORTA-owned “Blue Ash South” right-of-way.
FINANCIAL CONSIDERATIONS
• Green Umbrella has requested that the City of Cincinnati act as grant applicant with the Ohio Kentucky Indiana Council of Governments (OKI) for federal Surface Transportation Program (STP) or Congestion Mitigation/Air Quality (CMAQ) funds. This application would have local match provided by private funding sources coordinated through Green Umbrella.
• SORTA is not proposed to contribute funding to this project or grant application. SORTA is not acting as the grant applicant.
BUSINESS PURPOSE
• The proposed multi-use trail would connect the Wasson Way rails-to-trails project that is currently under construction to the Uptown area of Cincinnati.
• The trail would function as a Transit Enhancement (TE) as defined by the Federal Transit Administration (FTA) by connecting trail users to the Uptown Transit District and bus stops and services throughout the Uptown area.
PROCUREMENT CONSIDERATIONS
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2019-xx
APPROVAL OF CONTRACT FOR ADVERTISING AGENCY SERVICES WHEREAS:
1. In support of the SORTA Strategic Plan, Metro is involved in several initiatives that require the services of an advertising agency, including a comprehensive campaign to enhance image, promote service improvements, and introduce new technology. The advertising agency provides creative strategy development, execution (including media buying) and analysis in support of these and other Metro programs throughout the term of this contract.
2. A Request for Proposals (RFP) based on a scope of work developed by staff was sent to twenty-five (25) agencies and potential vendors.
3. Three (3) proposals were received for advertising agency services. SORTA staff evaluated all proposals and recommends a two (2) year contract, with an option for one (1) year, be awarded to Affirm Agency as the proposer whose proposal is most advantageous to SORTA, price and other factors considered, at a price of $120 per hour with a 9.5% media markup, $205,000 per year for a total contract cost not to exceed $615,000. THEREFORE, BE IT RESOLVED:
4. The Board hereby finds the proposal of Affirm Agency as recommended by SORTA staff to be the proposal most advantageous to SORTA, price and other factors considered, and awards to it a three (3) year contract for advertising agency services, at a price of $120 per hour with a 9.5% media markup, $205,000 per year for a total contract cost not to exceed $615,000.
5. The Interim CEO/General Manager, Interim COO, or the Interim CFO shall execute the contract on behalf of SORTA.
Attachments: Action Item
STRATEGIC PLAN GOAL / OBJECTIVE
RECOMMENDATION
Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or the Interim CFO to execute a two (2) contract year contract with a one (1) option with Affirm Agency for advertising services on behalf of SORTA, at a cost not to exceed $615,000.
FINANCIAL CONSIDERATIONS
• This is a two (2) year contract with a one (1) year option for a total cost of $205,000 each year, not to exceed $615,000.
• The contract replaces a previous three (3) year contract for a total cost of $600,000.
• This expenditure has been budgeted for FY2019 and will be funded with 100% local funds.
BUSINESS PURPOSE
• Advertising agency services are required to support SORTA’s organizational objectives.
• Services to include planning, creative development and media buying and analysis related to SORTA’s efforts to promote ridership and market new services, products and amenities.
PROCUREMENT CONSIDERATIONS
• This is a Request for Proposal (RFP) procurement.
• This is a contract for two (2) years, with an optional third year.
• Affirm was the proposal most advantageous to SORTA, price and other factors considered.
• The procurement summary is attached.
D/M/WBE CONSIDERATIONS
Procurement Summary
LEGAL CONSIDERATIONS
• Sections 306.35 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services.
APPROVAL OF CONTRACT Brandy Jones Darryl Haley Vice President, External Affairs Interim CEO/General Manager
BOARD OF TRUSTEES
APPROVAL OF MEMBERSHIP WITH NEORIDE
WHEREAS:
1. The SORTA Board of Trustees hereby finds and determines that all formal actions relative to the adoption of this resolution were taken in an open meeting of the Board of Trustees, and that all deliberations of the SORTA Board of Trustees, and of its committees, if any, which resulted in formal actions, were taken in meetings open to the public, in full compliance with applicable legal requirements, including Section 121.22 of the Ohio Revised Code, and
2. Section 167 of the Ohio Revised Code provides that a political subdivision may,
pursuant to the extent that it considers necessary, join with other political subdivisions in establishing and maintaining a Council of Governments for the purpose of including, but not limited to promoting cooperative arrangements and coordinate actions among its members, and
3. a need has been identified to plan, promote, future and enhance transportation options within and between the jurisdictions of the members and in the State of Ohio by encouraging cooperative arrangements and coordinating action among the members, and between the members and other governmental agencies, private persons, corporations, or agencies, and
4. Board of Trustees has determined that it is in the best interest of to become a member of a NEORide an Ohio Council of Governments to explore coordination options and join with other political subdivisions to benefit all involved. THEREFORE, BE IT RESOLVED:
5. The Board of Trustees authorizes the Interim General Manager, or his designee, to execute a membership agreement and bylaws of NEORide a Council of Governments to explore coordination options and join with other political subdivisions to benefit all involved.
6. The Manager of the Transit Operations is appointed as the primary voting
Director and is appointed as the alternate voting Director to represent on the NEORide Counsel of Government Board.
7. This resolution is effective immediately upon its adoption.
Attachments: Action Item
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence • Innovation • Regional Collaboration
RECOMMENDATION Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or Interim the CFO take whatever steps necessary for SORTA to become a member of NEORide an Ohio Council of Governments.
FINANCIAL CONSIDERATIONS
• This is an on-going membership that may be terminated at will.
• This agreement is expected to cost approximately $10,500 per year
• This membership will start upon approval by the NEORide board at its June 18th, 2019 meeting.
• This expenditure will be funded with operating funds.
BUSINESS PURPOSE
• This membership is required in order to take advantage of NEORide’s contract with Masabi & Transit to provide a regional trip planning and fare payment application.
• This membership will provide future opportunities for joint procurements and grant applications.
PROCUREMENT CONSIDERATIONS
• This is a Sole Source due to NeoRide having a state-wide contract with Masabi & Transit.
• The membership resolution is attached.
D/M/WBE CONSIDERATIONS
LEGAL CONSIDERATIONS
• Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.
Attachments:
Khaled Shammout Darryl Haley Director of Transit Development Interim CEO/General Manager
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REGIONAL TRIP PLANNING AND FARE PURCHASE APPLICATION (MaaS) Planning and Operations Committee May 14, 2019
Presentation Outline
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• Purpose • RFP Results • NeoRide Option • Proposed App • Benefits of App • Next Steps
Purpose of Project
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• Connect the region’s transit systems • Improve customers’ convenience in purchasing fares • Improve planning of trips • Combined with a new fare structure, provide better and
more diverse fare products • Increase ridership • Critical component to future network enhancements
The Need to Replace Current App
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• Existing Trip Planner App – No real-time prediction – No schedules available – Can’t select location from map – Single mode planner – Not a regional trip planning – No detailed maps – Lacks alarm/notifications settings
• Existing Fare Payment App – No regional fare payment – Doesn’t track usage by route, location,
date/time – No 3rd party billing – Lacks Marketing analysis and targeting
• Proposed Trip Planner App – Regional trips – Multi-modal – User friendly O-D selection – Set arrival alarms – Look up schedules – Provides real-time arrival info – Save favorite locations – Detailed maps
• Existing Fare Payment App – Regional fare payment – Provides transactions by route, location,
date/time – Allows for better marketing analysis – Sophisticated reports & analysis tools
RFP Process
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• RFP was released in November 2018 • 4 proposals were submitted • Evaluations were completed in February 2019 • 5-year cost: $1.26M - $1.9M
– Excludes onboard readers
• No up front funds required • Transaction-fee based:
– 7.9% per transaction $2.00 or more – Flat 20¢ for transactions less than $2.00 (charged to
customers) • Over 5 years:
– NeoRide’s option would be $280,426 less than RFP best option
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NeoRide Option • Action Required: Asking Board’s approval to join NeoRide • NeoRide is a Council of Governments
– Laketran – WRTA (Western Reserve Transit Authority) – MCPT (Medina County Public Transit) – Laketran (Lake County) – SARTA (Stark Area Regional Transportation Authority) – PARTA (Portage Area Regional Transit Authority) – Metro (Summit County)
• Joining NeoRide provides our region with opportunity to: – Piggyback on existing Mobility App contract
• App provides all our required functionalities – Pursue joint grant applications – Pursue future joint procurements
• Annual dues to NeoRide is $10,500
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• Join NeoRide • Finalize all mobile app requirements • Kickoff meeting • Start deployment in July • Go live by end of fall • Region will pursue grant opportunity for onboard readers
Thank you
Adopted November 19, 2014
ARTICLE I GENERAL .................................................................................................................. 1 SECTION 1. AUTHORITY................................................................................................ 1 SECTION 2. ORGANIZATION ......................................................................................... 1 SECTION 3. PURPOSE ..................................................................................................... 1 SECTION 4. POWERS ...................................................................................................... 1 SECTION 5. APPOINTMENT OF FISCAL OFFICER ..................................................... 1 SECTION 6. LEGAL ADDRESS ....................................................................................... 1
ARTICLE II MEMBERSHIP IN NEORIDE .................................................................................. 2 SECTION 1. MEMBERS ................................................................................................... 2 SECTION 2. ADDITIONAL MEMBERS .......................................................................... 2 SECTION 3. ACTION BY MEMBERS ............................................................................. 2 SECTION 4. REMOVAL OF MEMBERS ........................................................................ 2
ARTICLE III GOVERNING BOARD ........................................................................................... 2 SECTION 1. GOVERNING BOARD ................................................................................ 2 SECTION 2. MEMBERS OF THE GOVERNING BOARD ............................................. 2 SECTION 3. RESIGNATION AND REMOVAL .............................................................. 2 SECTION 4. VACANCIES ................................................................................................ 2 SECTION 5. LIMITATION CLAUSE ............................................................................... 3
ARTICLE IV MEETINGS OF THE GOVERNING BOARD ....................................................... 3 SECTION 1. REGULAR MEETINGS ............................................................................... 3 SECTION 2. SPECIAL MEETINGS.................................................................................. 3 SECTION 3. LOCATION OF MEETING.......................................................................... 3 SECTION 4. NOTICE OF MEETING ............................................................................... 3 SECTION 5. QUORUM ..................................................................................................... 3 SECTION 6. VOTING........................................................................................................ 3 SECTION 7. COMPENSATION AND EXPENSES ......................................................... 3 SECTION 8. PUBLIC MEETINGS .................................................................................... 3
ARTICLE V COMMITTEES OF GOVERNING BOARD ........................................................... 3 SECTION 1. COMMITTEES ............................................................................................. 3 SECTION 2. ACTION BY COMMITTEES ...................................................................... 4
ARTICLE VI OFFICERS OF GOVERNING BOARD ................................................................. 4 SECTION 1. OFFICERS .................................................................................................... 4 SECTION 2. ELECTION AND TERM OF OFFICE ......................................................... 4 SECTION 3. REMOVAL ................................................................................................... 4 SECTION 4. VACANCIES ................................................................................................ 4 SECTION 5. CHAIRMAN ................................................................................................. 4 SECTION 6. VICE CHAIRMAN ....................................................................................... 4 SECTION 7. SECRETARY-TREASURER ....................................................................... 4
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ARTICLE I GENERAL
SECTION 1. AUTHORITY: The NEORide Regional Council of Governments (“NEORide”) has been established by the legislative action of the Portage Area Regional Transportation Authority (“PARTA”), Metro Regional Transit Authority (“METRO”) and Stark Area Regional Transit Authority (“SARTA,” and together with PARTA and METRO, collectively, the “Cooperative Parties”) as a regional council of governments pursuant to the authority of Chapter 167 of the Ohio Revised Code.
SECTION 2. ORGANIZATION: PARTA, METRO and SARTA entered into the Agreement Establishing the NEORide Regional Council of Governments dated as of November 19, 2014 (the “Establishing Agreement”).
SECTION 3. PURPOSE: In accordance with the Establishing Agreement, the purpose of NEORide is to plan, promote, further and enhance transportation options within the jurisdictions of the Members and in the State of Ohio by encouraging cooperative arrangements and coordinating action among the Members, and between the Members and other governmental agencies, private persons, corporations, or agencies.
SECTION 4. POWERS: NEORide shall have such powers as are now, or hereafter may be, granted to regional council of governments by Chapter 167 of the Ohio Revised Code, as amended from time to time, and the Establishing Agreement.
SECTION 5. APPOINTMENT OF FISCAL OFFICER: In accordance with Section 167.04 of the Ohio Revised Code, the Ohio Transit Risk Pool is hereby appointed as the Fiscal Officer of NEORide. The Fiscal Officer shall receive, deposit, invest, and disburse the funds of NEORide in the manner authorized by action of the Governing Board. The Fiscal Officer shall make an annual report of the activities of NEORide to the Members in compliance with Section 167.06(C) of the Ohio Revised Code. The Fiscal Officer shall develop and follow procedures for the receipt, expenditure and accounting of funds in a manner that is capable of being audited and in accordance with the public accounting practices required for data information sites by the law of Ohio and the regulations of the Auditor of State. The Fiscal Officer shall prepare an annual budget for consideration and adoption by the Governing Board. The Fiscal Officer shall prepare and file an annual report on behalf of NEORide in the manner set forth in Section 117.38 of the Ohio Revised Code and shall participate in all audits of NEORide as required by Section 117.11 of the Ohio Revised Code.
SECTION 6. LEGAL ADDRESS: The legal address for the NEORide and the Governing Board shall be: NEORide, 1 Park Center Drive #300, Wadsworth, OH 44281. All notices permitted or required by law, these by-laws or establishing agreement shall be written and delivered, by first class mail postage prepaid, to the Legal Address; provided, however, notices of
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the withdrawal of a Member, a hearing on the removal of a Member, or a hearing on any request to amend these by-laws, shall be sent by certified mail.
ARTICLE II MEMBERSHIP IN NEORIDE
SECTION 1. MEMBERS: Members of NEORide shall include the Cooperative Parties and any other political subdivision admitted as a Member pursuant to the terms of the Establishing Agreement.
SECTION 2. ADDITIONAL MEMBERS: Any political subdivision located in the State of Ohio may apply for membership in NEORide in accordance with the Establishing Agreement and mutually agreed upon initial fiscal contribution under Section 7.2 of said agreement. The Governing Board of NEORide shall meet and shall take action to admit or decline to admit the applicant as a Member of NEORide.
SECTION 3. ACTION BY MEMBERS: Any action to be taken by NEORide that requires the authorization, approval or ratification of the Members shall be taken only with the affirmative vote of a majority of the Members. Each Member shall as to such matter have one vote, which vote shall be exercised by such Member’s legislative authority. The Governing Board may make recommendations to the NEORide Members as to matters to be considered for approval by the Members.
SECTION 4. REMOVAL OF MEMBERS If a Members fails to pay its financial commitments to NEORide when due, then such Member may be removed by a majority vote of the remaining members of the Governing Board.
ARTICLE III GOVERNING BOARD
SECTION 1. GOVERNING BOARD: There shall exist a Governing Board whose purpose it shall be to consider matters relating to the membership and operation of NEORide. The powers of NEORide shall be exercised by and under the direction of the Governing Board.
SECTION 2. MEMBERS OF THE GOVERNING BOARD: Each Member shall designate, by appropriate action of its legislative authority, from time to time, a Representative, who shall act as a member of the Governing Board. Any Member may designate one or more alternative Representatives to represent such Member on the Governing Board from time to time through an appropriate action of its legislative authority.
SECTION 3. RESIGNATION AND REMOVAL: Any member of the Governing Board may resign at any time by giving written notice thereof to the secretary of the Governing Board. A Representative of the Governing Board may be removed at any time by action of the legislative authority of the Member designating such Representative.
SECTION 4. VACANCIES: Any vacancy occurring in the Governing Board shall be filled from time to time by the Member whose Representative has resigned or been removed.
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SECTION 5. LIMITATION CLAUSE: The Governing Board shall have no authority to do or perform any act and thing which is reserved to the Members in the Establishing Agreement or under Ohio law.
ARTICLE IV MEETINGS OF THE GOVERNING BOARD
SECTION 1. REGULAR MEETINGS: Regular meetings of the Governing Board shall be held not less than three times each year at a time and place designated by the Chairman of the Governing Board.
SECTION 2. SPECIAL MEETINGS: Special meetings of the Governing Board may be called by the Chairman of the Governing Board or by a majority of the members of the Governing Board in a writing delivered to the secretary of the Governing Board. The person or persons calling the meeting shall specify the place, time and purpose for such meeting.
SECTION 3. LOCATION OF MEETING: Meetings of the Governing Board shall be held at any place located within the territory of the Members.
SECTION 4. NOTICE OF MEETING: Written notice of the time and place of each regular and special meeting of the Governing Board shall be given to each Representative of the Governing Board by personal delivery, facsimile or e-mail transmission or by regular mail at least five days before the meeting, which notice, in the case of a regular meeting, need not specify the purpose of the meeting. If the notice is mailed, it shall be deemed to be delivered when deposited in the United States mail so addressed with postage thereon prepaid. The attendance of a Representative at a Governing Board meeting shall constitute a waiver of notice of such meeting, except where the member attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.
SECTION 5. QUORUM: A majority of the members of the Governing Board is necessary to constitute a quorum for a meeting of the Governing Board. The act of a majority of the members of the Governing Board present at a meeting at which a quorum is present is the act of the Governing Board.
SECTION 6. VOTING: Each Representative on the Governing Board shall be entitled to one vote on any matter coming before the Governing Board for vote or action.
SECTION 7. COMPENSATION AND EXPENSES: Representatives on the Governing Board shall not receive any compensation for their service.
SECTION 8. PUBLIC MEETINGS: The Governing Board of NEORide hereby adopts the public meetings policy set forth in Exhibit A attached hereto as required by Section 121.22 of the Ohio Revise Code.
ARTICLE V COMMITTEES OF GOVERNING BOARD
SECTION 1. COMMITTEES: The Governing Board by action may designate such committees which shall have and may exercise such powers as shall be conferred or authorized
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from time to time by the Governing Board. The Governing Board, by affirmative vote, shall have power at any time to change the powers and members of any such committees, to fill vacancies, and to dispose of any such committee.
SECTION 2. ACTION BY COMMITTEES: A majority of the members of any committee may determine its actions and fix the time and place of its meetings unless the Governing Board shall otherwise provide.
ARTICLE VI OFFICERS OF GOVERNING BOARD
SECTION 1. OFFICERS: The officers of the Governing Board shall consist of a Chairman, a Vice Chairman and a Secretary-Treasurer and such other officers and assistant officers as the Governing Board may deem necessary, each of whom may be designated by such other titles as may be provided in an action of the Governing Board. The officers of the Governing Board shall each be elected from among the members of the Governing Board.
SECTION 2. ELECTION AND TERM OF OFFICE: The officers of the Governing Board shall be elected annually by the Governing Board at the first regular meeting after the beginning of a new fiscal year. Each officer shall hold office for a term of one year, or until his successor shall have been duly elected and accepted office, or until his death, resignation or removal in the manner hereinafter provided.
SECTION 3. REMOVAL: Any officer may be removed at any time by the Governing Board by a vote of a majority of the members of the Governing Board.
SECTION 4. VACANCIES: A vacancy in office because of death, resignation, removal, disqualification or otherwise may be filled by the Governing Board.
SECTION 5. CHAIRMAN: The Chairman of the Governing Board shall preside at all meetings of the Governing Board. The Chairman shall have general overall supervision of all of the business and affairs of the Governing Board.
SECTION 6. VICE CHAIRMAN: In the absence of the Chairman or the inability or refusal of the Chairman to act, the Vice Chairman shall perform the duties of the Chairman, and otherwise the Vice Chairman shall perform duties as may be prescribed by the Governing Board from time to time.
SECTION 7. SECRETARY-TREASURER: The Secretary-Treasurer shall, subject to the direction of the Governing Board, keep or cause to be kept the minutes of the meetings of the Governing Board; assure that minutes of all meetings of committees of the Governing Board are prepared and filed with the records of the Governing Board; assure that minutes of all notices are given in accordance with the provisions of these Bylaws or as required by the Cooperative Agreement; be custodian of the records of the Governing Board; and in general perform all duties as may be assigned to the Secretary-Treasurer by Governing Board from time to time.
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ARTICLE VII ANNUAL BUDGET
SECTION 1. ANNUAL BUDGET: Annually the Governing Board shall consider and adopt an annual budget as prepared by the Fiscal Officer which maintains operations and expenditures within the budget.
SECTION 2. BUDGET PROCESS: The Governing Board shall provide, or cause to be provided, budget procedures and shall maintain supervision over budget controls. The Governing Board shall adopt the annual budget for the upcoming year, prior to the last day of NEORide’s fiscal year.
SECTION 3. PAYMENTS: The Governing Board shall determine the time and the amount of all payments from Members and Former Members.
ARTICLE VIII AMENDMENTS
SECTION 1. AMENDMENTS: These Bylaws may be amended or they may be repealed and new Bylaws adopted by a majority vote of the legislative authorities of the Members upon the recommendation of the Governing Board.
ARTICLE IX TERMINATION
SECTION 1. TERMINATION: If and when determined by a majority vote of the Governing Board that the purposes of NEORide are not being fulfilled, that the continuation of NEORide is impractical, unnecessary, or contrary to law, NEORide shall be terminated. In the event of termination, all assets of NEORide must first be used to pay all debts and legal obligations of NEORide. All assets remaining after the satisfaction of all legal obligations shall be distributed to the then current Members on a pro-rata basis as determined by their membership dues or contributions to NEORide. No Member shall be liable for any debt or obligation of NEORide. 8754786 _2
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Section 1: Deliberations
Ohio Revised Code Section 121.22(A) states that “This section shall be liberally construed to require public officials to take official action and to conduct all deliberations upon official business only in open meetings unless the subject matter is specifically excepted by law.” This provision, which includes all deliberations rather than just final decisions is difficult to fully specify in law but should be considered a major guiding principle concerning public meetings. It clearly requires that deliberations upon official business not occur at private meetings, even if a quorum of the Council or of a particular committee is not present. However, there is also a proper place in government for research, consultation, identification of alternatives, personal reflection, and informal discussion outside of public meetings.
Section 2: Definitions
“Deliberations” are defined as the process of choosing among alternatives for official action by the Governing Board.
‘Executive Session” means a meeting of the Governing Board or any committee that is not open to the public.
“Public meeting” means any prearranged discussion of official business relating to NEORide which is open to the public and for which the public notice and other requirements of this ordinance and Section 121.22 of the Ohio Revised Code have been met.
Section 3. State Law to Control
All provisions of Ohio Revised Code Section 121.22 and all other provision of general law related to open, public meetings shall apply to the conduct of NEORide. All provisions of this ordinance shall be construed only in ways that are consistent with general law.
Section 4: Open Meetings
(a) Open Meetings Required. All meetings conducted by any public body at which official action is considered or deliberations upon official business takes place shall be open to the public.
(b) Executive Session. Notwithstanding the foregoing, any public body may conduct an Executive Session, provided that all of the requirements of Ohio Revised Code Section 121.22, as amended, are met. An Executive Session may be conducted solely to discuss but not act upon any of the matters set forth in Ohio Revised Code Section 121.22 (G), as amended, and no other matters may be discussed or acted upon.
Prior to conducting an Executive Session, the public body shall, at a public meeting of that body, adopt a motion to go into Executive Session, stating the specific matter(s) to be discussed and stating that no other matters shall be discussed. The motion shall be approved by a majority of members present, by roll call vote, with a quorum being present. The agenda
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for the meeting at which an executive session is to be conducted shall state the intent to conduct an executive session and name the matter(s) to be discussed.
Section 5: Notice Requirements
(a) Schedule of Governing Board and Committee Meetings. The Fiscal Officer shall post on NEORide’s website and make available to the public a list of the dates, times, and locations of the meetings of the Governing Board and any committees thereof.
(b) Publication of Notice and Agenda for Meetings. Not later than the close of business on the second business day prior to each Governing Board or committee meeting, the Fiscal Officer shall post the meeting notice and agenda for the meeting and supporting information from the packets of information prepared on NEORide’s website.
(c) Emergency Meetings. The Governing Board, its committees, and other public bodies may conduct emergency or special meetings with less notice than that specified in Section 5(b) of this policy. Such meetings shall be publicized in the same way as other meetings of the same public body and the meeting notice and agenda shall also be sent to news media organizations who have requested this information. A meeting may be held with less than twentyfour (24) hours’ notice only when (A) there is an emergency that requires immediate official action, (B) the notice and agenda for the meeting state the nature of the emergency, and (C) matters related to the emergency are the only matters discussed at the meeting.
(d) Minutes. Minutes shall be kept at all public meetings and maintained as public records. Minutes of all meetings shall be available to the public and posted on the appropriate page of NEORide website when approved by the Governing Board. The minutes of all public meetings shall include the following:
the name of the organization conducting the meeting;
that location, date, and time that the meeting started and the time that the meeting adjourned;
a presentation of the events of the meeting that included all matters discussed and all actions taken, including amendments and procedural actions;
a summary of all votes taken, including a description of the question that was considered, the results of the vote, and the vote of each member.
(e) Advance Notice Available to News Media. The Fiscal Officer shall provide to any news organization, upon request, information including the date, time. location, and agenda of any special or emergency meeting of that public body. The Fiscal Officer shall establish a procedure, consistent with Section 121.22 of the Ohio Revised Code, for news media to apply to receive this information on an ongoing basis.
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2019-xx
APPROVAL OF CONSULTANT SERVICES FOR REGIONAL FARE STRUCTURE AND MODEL
WHEREAS:
1. SORTA and its regional partners seek to develop, through this service, a more robust, user-friendly and equitable fare structure that is not only much simpler to understand, but will also provide a regional structure.
2. A Request for Proposals (RFP) based on a scope of work developed by staff was sent to seven (7) agencies and potential vendors.
3. Three (3) proposals were received for consultant services. SORTA staff evaluated all proposals and recommends a one (1) year contract with Four Nines Technologies on behalf of SORTA at a total cost not to exceed $175,000.
4. THEREFORE, BE IT RESOLVED:
5. The Board hereby finds the proposal of Four Nines Technologies as recommended by SORTA staff to be the proposal most advantageous to SORTA, price and other factors considered, and awards to it a one (1) year contract on behalf of SORTA at a total cost not to exceed $175,000.
6. The Interim CEO/General Manager, Interim COO, or the Interim CFO shall
execute the contract on behalf of SORTA.
Attachments: Action Item
Procurement Summary
April 2019
ACTION ITEM- APPROVAL OF CONSULTANT SERVICES FOR REGIONAL FARE STRUCTURE AND MODEL
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence • Strategic Partnering
RECOMMENDATION Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or the Interim CFO to execute a one (1) year contract with Four Nines Technologies, on behalf of SORTA, at a cost not to exceed $175,000.
FINANCIAL CONSIDERATIONS
• This is a one (1) year agreement with a total expenditure of $175,000.
• This contract will start in June 2019 and has not been budgeted.
• This expenditure will be funded with operating funds.
BUSINESS PURPOSE
• Metro and its regional partners seek to develop, through this service, a more robust, user-friendly and equitable fare structure that is not only much simpler to understand, but will also provide a regional structure.
PROCUREMENT CONSIDERATIONS
• This is a contract for one (1) year.
• Four Nines Technologies’ proposal was the proposal most advantageous to SORTA, price and other factors considered.
• The contract procurement summary is attached.
D/M/WBE CONSIDERATIONS
LEGAL CONSIDERATIONS
• Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.
SUBMITTED BY:
Khaled Shammout Darryl Haley Director of Transit Development Interim CEO/General Manager
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Procurement Summary Report Request for Proposal Contract No. 03-2019
Contract Information A. Description: The Southwest Ohio Regional Transit Authority (SORTA) along with its
regional partners, are in need of a consulting firm to conduct a fare restructuring study that will evaluate their current fare structure, develop and recommend a new fare structure and model and provide Title VI analysis.
B. Contractor: Four Nines Technology
C. Contract Amount: Not to exceed $175,000.
D. Determination of Price Reasonableness: The proposed price of $175,000 is deemed fair and reasonable based on the outcome of the competitive procurement process.
E. Contract Type: Firm fixed price
F. Performance Period: Work is to be performed within six (6) months from date of award.
G. Options Available: None.
I. Participation by D/M/S/WBE Firms: No. Solicitation Information J. Solicitation Type: RFP
K. Number of Quote Packages Sent: Seven (7) and posted to the Public Purchase and Metro
blog websites.
L. Number of D/M/WBE Firms Solicited: None
M. Date and Time for Quote Receipt: March 7, 2019 at 2:00pm EST
N. Number of Quotes Received: Three (3)
Company Totals
AECOM $194,139.00
O. Number of Quotes Received from D/M/WBE Firms: None
P. Quotes Evaluated: Bids provided by AECOM, LTK Engineering Services and Four Nines Technologies were evaluated.
Q. Evaluation Method: Proposals were evaluated based on the criteria stipulated in the solicitation by the technical evaluation team. Award was based on technical acceptability and price, with price being the lowest criterion in the list of importance, as indicated in the solicitation. Each criterion had established maximum points with a total of up to 5 points to be assigned.
Aggregate Evaluation Scores AECOM 3.3 LTK Engineering Services 3.8 Four Nines Technologies 4.4
R. Discussion of Nonresponsive Bids: All bids were considered to be responsive to the RFP.
S. Protests Received: None (0) Recommendation for Award Four Nines Technologies is determined to have submitted an acceptable proposal to SORTA, cost and all other factors considered; it has the capacity to perform this contract in all respects and is recommended for award. Concur: ________________________________________ Date: _____________ Project Manager Reviewed and Approved: ___________________________ Date: ______________ Director of Procurement
P&O Agenda (5-19)
Planning & Ops Minutes (4-19)
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Attach-Service change recommendation presentation (5-19)
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City’s Request
Analysis Results
April 2019Ridership Report
Action Item - Advertising Agency Services (5-19)
Attach - Advertising Agency Services (5-19)
2019-xx (5-19) Approval of Membership with NEORIDE
Action Item- Approval of Membership with NEORide (5-19)
May 2019 Planning & Operations Committee _Maas App v1.4
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BYLAWS
OF
TABLE OF CONTENTS
ARTICLE I GENERAL
SECTION 1. AUTHORITY
SECTION 2. ORGANIZATION
SECTION 3. PURPOSE
SECTION 4. POWERS
SECTION 6. LEGAL ADDRESS
SECTION 1. MEMBERS
ARTICLE III GOVERNING BOARD
SECTION 1. GOVERNING BOARD
SECTION 3. RESIGNATION AND REMOVAL
SECTION 4. VACANCIES
SECTION 1. REGULAR MEETINGS
SECTION 2. SPECIAL MEETINGS
SECTION 5. QUORUM
SECTION 6. VOTING
SECTION 8. PUBLIC MEETINGS
SECTION 1. COMMITTEES
ARTICLE VI OFFICERS OF GOVERNING BOARD
SECTION 1. OFFICERS
SECTION 3. REMOVAL
SECTION 4. VACANCIES
SECTION 5. CHAIRMAN
SECTION 3. PAYMENTS
ARTICLE VIII AMENDMENTS
SECTION 1. AMENDMENTS
ARTICLE IX TERMINATION
SECTION 1. TERMINATION
2019-xx (5-19) Approval of Consultant Services for Regional Fare Structure and Model
Action Item- Approval of Consultant Services for Fare Structure Model (5-19)
SORTA PLANNING AND OPERATIONS COMMITTEE MEETING
TUESDAY, MAY 14, 2019- 9:00 A.M. SORTA/METRO BOARD ROOM 602 MAIN STREET, SUITE 1200
CINCINNATI, OHIO
General Items:
Call to order Pledge of Allegiance Recite Mission and Vision Statement 1. Approval of Planning & Operations Committee Minutes: April 9th, 2019 2. Good News!: Operations and Maintenance Update (John Ravasio)
Briefing Items
3. Northside Transit Center Status Report (Khaled Shammout) 4. Cincinnati Bell Connector Service Change Recommendation (Paul Grether) 5. Ridership Reports for April 2019 (Mark McEwan)
Action Items:
6. Proposed Motion: Approval to Support the Grant Application by the City of Cincinnati for Trail Project Connecting the Wasson-Right-of-Way (Paul Grether)… To be presented at meeting
7. Proposed Resolution: Approval of Advertising Agency Services (Brandy Jones) 8. Proposed Resolution: Approval of Membership with NEORide (Khaled Shammout) 9. Proposed Resolution: Approval of Consultant Services for Regional Fare Structure and Model (Khaled
Shammout)
Adjournment
The next regular meeting of the Planning & Operations Committee has been scheduled for Tuesday, June 11th, 2019 at 9:00 a.m., the SORTA/Metro Board Room,
602 Main Street, Suite 1200, Cincinnati, Ohio
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SORTA/METRO MT. ADAMS BOARD ROOM 602 MAIN STREET, SUITE 1200
CINCINNATI, OHIO COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Brendon Cull, Blake Ethridge, Robert Harris, Roderick Hinton, Kreg Keesee, Pete McLinden, and Kathleen Wyenandt COMMITTEE MEMBERS ABSENT: Mary Miller and Allen Freeman STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Lisa Aulick, John Edmondson, Dave Etienne, Dan Feldman, Heather Norris-Garcia, Pat Giblin, Paul Grether, Adriene Hairston, Caprice Jones, Maria Jones, Mark McEwan, Ted Meyer, Mike Nagy, Cindy Resor, John Ravasio, David Riposo, Shannel Satterfield, Khaled Shammout OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP), Wade Johnson (Green Umbrella/TriState Trails) and Bob Vickery (City of Cincinnati) 1. Call to Order
Mr. Cull called the meeting to order.
2. Pledge of Allegiance
3. SORTA’s Vision and Mission Statements
SORTA’s vision and mission statements were not recited.
4. Approval of Minutes of March 12th, 2019
Mr. Etheridge made a motion that the minutes of the March 12th meeting be approved as previously emailed and Mr. Cull seconded the motion. By voice vote, the Committee approved the minutes.
5. Streetcar OMIGA Restructuring Update
Mr. Grether provided brief insight of the change that would require the restructuring of the OMIGA with the City of Cincinnati. He noted Regulatory agencies including the Federal Transit Administration (FTA) and the Ohio Department of Transportation (State Safety Oversight/SSO) are currently being consulted. The Committee accepted the report as presented.
6. SORTA Contract 43-14 Streetcar Operations & Maintenance Services with Transdev Services, Inc. Assignment to the City of Cincinnati
Mr. Grether discussed the primary contract for the operations and maintenance of the Cincinnati Bell Connector is with Transdev Services, Inc. which contains an assignability clause that allows assignment to the City of Cincinnati. He also shared that SORTA staff is working with the City of Cincinnati to target May 2019 for assignment of the contract at which time an action item will be brought to the Board of Trustees. The Committee accepted the report as presented.
7. Proposed Wasson Way Trail Uptown Connection
Mr. Grether shared that SORTA was approached by Green Umbrella requesting use of SORTA owned (FTA funded) right-of-way for a trail to connect Wasson Way with Uptown. The trail would be
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funded through STP funds through OKI (June 2019 application) matched with private donations. He also noted any use of FTA funded rights of way for non-transit purposes requires FTA concurrence. The Committee accepted the report as presented.
8. Lobbying and Grants Update
Mr. Haley provided a brief overview of SORTA’s lobbyist (Holland & Knight and Government Strategies Group). He also, discussed SORTA’s capital and operation needs which consist of: fleet, infrastructure, technology, and Reinventing Metro service improvements. The Committee accepted the report as presented.
9. Ridership Reports for March 2019
Mr. McEwan presented the March 2019 ridership reports. Total ridership for the month of March was 1,070,339 below budget. On-time performance was 84% for local routes, against a goal of 88%. Local routes are carrying 19.5 passengers per hour, against a goal of 20.7 and express routes are carrying 14.7 passengers per trip, against a goal of 16.2. Missed Trips for the month was 246 against 58,795 total trips.
The March Access ridership report; total ridership for Access was 19,352, 1% below budget. On-time performance was 94.0% against a goal of 93.0%.
The Cincinnati Bell Connector ridership report for March 2019; total preliminary ridership was 35,481, 4.8 and 1,773 below budget. Average Headway (Peak/Off Peak) was 12:46/15:34 against a goal of 12:00/15:00. The Committee accepted the report as presented.
10. Proposed Resolution: Approval of Contract Extension with Passport
Mr. Haley and Mr. Shammout requested approval of an additional one (1) year extension with Passport at a total cost up to $75,000 to cover technical maintain and support the Cincy EZ Ride mobile ticketing application for a total contract value not to exceed $328,600.
The Committee agreed to recommend the resolution to the full Board.
11. New Business
The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, May 14th, 2019 at 9:00 a.m.
12. Adjournment The meeting adjourned at 9:51 A.M.
Operations & Maintenance
May 14, 2019 Planning & Operations Committee
• Main Shop and Body Shop – 25% of bargaining unit maintenance work force
• Trial Period - June 2 to Oct. 5, 2019
• Participating employees will be retrained on data entry related to work performance and productivity
Four 10-hour days trial program
• Management will analyze work order data, other metrics and discuss findings with ATU Maintenance Stewards and/or ATU Executive Officers
• Data will be used to evaluate success and potential continuation/expansion of program
Four 10-hour days trial program
• Objective: to train and develop future top technicians from within
• Four Class-A and two Class-B Technicians are in the program
• Over the next nine months, they’ll receive targeted training and tasks with the goal of becoming fully qualified in these classifications
• At the end of nine months, staff and ATU leaders will jointly evaluate employees interested in joining the next class of Apprentices
Maintenance Apprenticeship Program
• Discussed timing and transition factors: o Health insurance o Software modifications and
data integration o Revisions to projected cost models
• Shared model assumptions and
• Bench at Ludlow and Telford in Clifton has been stolen
• Planning Commission approved new ad dimensions on May 3: 2,520 square inches (17.5 square feet)
• Size of bench ads: 67” x 15.5”
Benches
Discussion
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
SUBMITTED BY:
Attachments: Presentation
May 2019
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
• To provide information regarding the Cincinnati Bell Streetcar current schedule and recommended schedule.
SUBMITTED BY:
Attachments: Presentation
City’s Request “Provide three cost-neutral proposals to
change the streetcar schedule to improve ridership.”
Current Schedule • Hours
– Sundays/Holidays: 9 a.m. – 11 p.m. – Monday-Thursday: 6:30 a.m.– 12 a.m. – Friday: 6:30 a.m. – 1 a.m. – Saturday: 8 a.m. – 1 a.m.
• Frequency
– Mon.- Fri. 11 a.m.– 7 p.m. 12 minutes – All other days/times 15 minutes
How We Developed These Proposals
• Conducted ridership analysis
• Primary recommendation with two alternatives
Analysis Results
Lowest ridership occurs later at night Saturday has highest demand and loads Friday evening has high demand after 7 p.m. Sunday mid-day has high demand Ridership varies from 10 to 90 passengers per vehicle service hour
Option 1 - Preferred Proposal
• Reduce service during very late night on all days
• Extend 3rd vehicle Friday & Saturday – Operate until 10 p.m. – Provide 12-minute frequency
• Introduce 4th vehicle on Saturday*
– Operate 1 p.m. – 8:30 p.m. only – Provide 10-minute frequency
* Dependent on vehicle availability
Option 1 Schedule • Hours
– Sunday/Holiday 9:30 a.m. – 10 p.m. – Monday-Thursday 6:30 a.m. – 10:30 p.m. – Friday 6:30 a.m. – 12:30 a.m. – Saturday 8:30 a.m. – 12:30 a.m.
• Frequency – Monday-Thursday 11a.m. – 7p.m. 12 minutes – Friday 11a.m. – 10 p.m. 12 minutes – Saturday 1p.m. – 8:30 p.m. 10 minutes – Sunday 11 a.m. – 7 p.m. 12 minutes – All other days/times 15 minutes
Other Options
• End service one hour earlier on all days • Option 2 – emphasizes evening operation
– Extend 3rd vehicle two hours on all days – No 4th vehicle
• Option 3 – emphasizes morning operation
– Extend 3rd vehicle later on Monday-Thursday and Friday – Start 3rd vehicle earlier Saturday and Sunday – No 4th vehicle
Public involvement • Three public meetings
o Public Library o Downtown Resident’s
Council o OTR Community Council
• 163 total comments received
60% of all respondents preferred Option 1
Recommendation / Next Steps Implement Service Option 1
• OMIGA requires City of Cincinnati Council approval
• SORTA has submitted CFY2020 Streetcar Funding Request • Service change
• Transdev Streetcar Operations & Maintenance contract modification • Cost neutral
• Set Effective date • Notify FTA • Timing depends CAF completion of all field modifications
• Option 1 schedule requires all five cars available every Saturday • CAF is behind schedule – revised CAF schedule not submitted
Thank you!
Cincinnati Bell Connector Passengers per Vehicle Service Hour by Hour of the Day
Average Average Average Average Riders Riders Riders Riders per Hr. current proposed per Hr. current proposed per Hr. current proposed per Hr. current proposed
1:00 AM to 2:00 AM - 5.4 2 5.2 2 12:00 AM to 1:00 AM 3.1 2 12.6 2 2 19.5 2 2 11:00 PM to 12:00 AM 5.7 2 23.2 2 2 42.0 2 3 4.0 2 10:00 PM to 11:00 PM 13.5 2 2 37.3 2 3 63.6 2 3 7.7 2 2
9:00 PM to 10:00 PM 15.2 2 2 44.3 2 3 63.6 2 3 15.1 2 2 8:00 PM to 9:00 PM 17.4 2 2 44.9 2 3 72.1 2 4 25.3 2 2 7:00 PM to 8:00 PM 19.3 2 2 50.1 2 3 93.8 2 4 29.4 2 2 6:00 PM to 7:00 PM 19.8 3 3 44.5 3 3 68.8 3 4 24.0 3 3 5:00 PM to 6:00 PM 25.1 3 3 40.7 3 3 75.7 3 4 30.3 3 3 4:00 PM to 5:00 PM 26.2 3 3 41.9 3 3 90.9 3 4 51.9 3 3 3:00 PM to 4:00 PM 23.7 3 3 44.2 3 3 92.1 3 4 59.6 3 3 2:00 PM to 3:00 PM 25.2 3 3 46.0 3 3 95.8 3 4 55.6 3 3 1:00 PM to 2:00 PM 26.8 3 3 45.1 3 3 84.6 3 4 51.6 3 3
12:00 PM to 1:00 PM 26.6 3 3 47.0 3 3 64.6 3 3 48.8 3 3 11:00 AM to 12:00 PM 24.5 3 3 38.0 3 3 49.5 3 3 33.0 3 3 10:00 AM to 11:00 AM 19.6 2 2 29.3 2 2 43.3 2 3 25.1 2 2
9:00 AM to 10:00 AM 16.4 2 2 20.2 2 2 20.2 2 2 13.6 2 2 8:00 AM to 9:00 AM 17.4 2 2 17.8 2 2 11.9 2 2 7:00 AM to 8:00 AM 11.2 2 2 10.8 2 2 6:00 AM to 7:00 AM 11.3 2 2 9.1 2 2
Key less than 10 passengers per vehicle service hour 10 to 20 passengers per vsh 20 to 30 passengers per vsh 30 to 50 passengers per vsh 50 to 70 passengers per vsh greater than 70 passengers per vsh
estimated daily vehicle service hours 46.0 42.0 48.0 50.0 44.0 56.0 38.0 36.0
estimated weekly vehicle service hours 314 310
# of Cars # of Cars # of Cars # of Cars
Mon-Thur Friday Saturday Sunday
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.
BUSINESS PURPOSE
• This report provides a summary of monthly ridership information, both on fixed route (Local/Express), Access services, and Cincinnati Bell Connector.
• Key Performance Indicators (KPIs) such as: Average Fixed Ridership, Passenger per Hour, Passenger per Trip, and Cost per Passenger are provided to show ridership trends and variances.
SUBMITTED BY:
Attachments: Presentation
TOTAL 1,213,480 1,215,734 -0.2% -2,254 1,203,476 0.8% 10,004 LOCAL 1,135,656 1,137,260 -0.1% -1,604 1,126,609 0.8% 9,047
EXPRESS 77,824 78,474 -0.8% -650 76,867 1.2% 957
YTD TOTAL 4,385,634 4,407,911
Current Year
Prior Year
Local/Express KPIs
COST RECOVERY (EXPRESS) 29.1% 35.0% -5.9%
ON TIME PERFORMACE (LOCAL) 82.4% 88.0% -5.6%
ON TIME PERFORMANCE (EXPRESS) 80.8% 88.0% -7.2%
Current year Prior year KPI 4
Local/Express Missed Trips
MISSED TRIPS (ALL SERVICE) 347 58,748 99.4%
Current year Prior year
MECHANICAL ISSUE 44 12.7%
TRAFFIC INCIDENT 31 8.9%
LATE OPERATIONS 32 9.2%
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ACTUAL BUDGET VARIANCE (%/#) 2018 VARIANCE (%/#)
TOTAL 20,373 21,104 -3.5% -731 19,997 1.9% 376 WD 19,074 18,522 3.0% 552 SA 790 747 5.8% 43 SU 509 728 -30.1% -219
YTD 76,325 76,759 -0.6% -434 76,003 0.4% 322
Current Year Prior Year Budget
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COST RECOVERY 12.1% 14.0% -1.9%
Current year KPI 7
FYTD TOTAL 381,521 418,579 -8.9% -37,058 421,199 -9.4% -39,678
Current Year
Prior Year
AVERAGE HEADWAY (PEAK/OFF-PEAK) 13:24/15:40 12:00/15:00 +1:24/+0:40
PASSENGERS PER HOUR 29.8 52.8 -23
COST RECOVERY 8.1% 14.3% -6.2%
Current Year
Prior Year
Route Cost KPIs - April
Route Revenue KPIs - April
Route Revenue KPIs - April
Route OTP KPI - April
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
MOTION
APPROVAL TO SUPPORT THE GRANT APPLICATION BY THE CITY OF CINCINNATI FOR A TRAIL PROJECT CONNECTING THE WASSON RIGHT-OF-WAY
The SORTA Board supports and endorses any grant application submitted by the City of Cincinnati on behalf of Green Umbrella for a trail project connecting the Wasson Way trail to Uptown Cincinnati.
Attachments: Action Item
May 2019
ACTION ITEM- APPROVAL TO SUPPORT THE GRANT APPLICATION BY THE CITY OF CINCINNATI FOR A TRAIL PROJECT CONNECTING THE WASSON RIGHT-OF-WAY
STRATEGIC PLAN GOAL / OBJECTIVE
• Strategic Partnering • Cultural Alignment
RECOMMENDATION Approval of a motion supporting a prospective 2019 grant application by the City of Cincinnati for federal funding, through OKI by the City of Cincinnati in coordination with Green Umbrella for the construction of a trail connecting the Wasson Way multi-use trail with Uptown. This transit enhancement would partially utilize the SORTA-owned “Blue Ash South” right-of-way.
FINANCIAL CONSIDERATIONS
• Green Umbrella has requested that the City of Cincinnati act as grant applicant with the Ohio Kentucky Indiana Council of Governments (OKI) for federal Surface Transportation Program (STP) or Congestion Mitigation/Air Quality (CMAQ) funds. This application would have local match provided by private funding sources coordinated through Green Umbrella.
• SORTA is not proposed to contribute funding to this project or grant application. SORTA is not acting as the grant applicant.
BUSINESS PURPOSE
• The proposed multi-use trail would connect the Wasson Way rails-to-trails project that is currently under construction to the Uptown area of Cincinnati.
• The trail would function as a Transit Enhancement (TE) as defined by the Federal Transit Administration (FTA) by connecting trail users to the Uptown Transit District and bus stops and services throughout the Uptown area.
PROCUREMENT CONSIDERATIONS
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2019-xx
APPROVAL OF CONTRACT FOR ADVERTISING AGENCY SERVICES WHEREAS:
1. In support of the SORTA Strategic Plan, Metro is involved in several initiatives that require the services of an advertising agency, including a comprehensive campaign to enhance image, promote service improvements, and introduce new technology. The advertising agency provides creative strategy development, execution (including media buying) and analysis in support of these and other Metro programs throughout the term of this contract.
2. A Request for Proposals (RFP) based on a scope of work developed by staff was sent to twenty-five (25) agencies and potential vendors.
3. Three (3) proposals were received for advertising agency services. SORTA staff evaluated all proposals and recommends a two (2) year contract, with an option for one (1) year, be awarded to Affirm Agency as the proposer whose proposal is most advantageous to SORTA, price and other factors considered, at a price of $120 per hour with a 9.5% media markup, $205,000 per year for a total contract cost not to exceed $615,000. THEREFORE, BE IT RESOLVED:
4. The Board hereby finds the proposal of Affirm Agency as recommended by SORTA staff to be the proposal most advantageous to SORTA, price and other factors considered, and awards to it a three (3) year contract for advertising agency services, at a price of $120 per hour with a 9.5% media markup, $205,000 per year for a total contract cost not to exceed $615,000.
5. The Interim CEO/General Manager, Interim COO, or the Interim CFO shall execute the contract on behalf of SORTA.
Attachments: Action Item
STRATEGIC PLAN GOAL / OBJECTIVE
RECOMMENDATION
Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or the Interim CFO to execute a two (2) contract year contract with a one (1) option with Affirm Agency for advertising services on behalf of SORTA, at a cost not to exceed $615,000.
FINANCIAL CONSIDERATIONS
• This is a two (2) year contract with a one (1) year option for a total cost of $205,000 each year, not to exceed $615,000.
• The contract replaces a previous three (3) year contract for a total cost of $600,000.
• This expenditure has been budgeted for FY2019 and will be funded with 100% local funds.
BUSINESS PURPOSE
• Advertising agency services are required to support SORTA’s organizational objectives.
• Services to include planning, creative development and media buying and analysis related to SORTA’s efforts to promote ridership and market new services, products and amenities.
PROCUREMENT CONSIDERATIONS
• This is a Request for Proposal (RFP) procurement.
• This is a contract for two (2) years, with an optional third year.
• Affirm was the proposal most advantageous to SORTA, price and other factors considered.
• The procurement summary is attached.
D/M/WBE CONSIDERATIONS
Procurement Summary
LEGAL CONSIDERATIONS
• Sections 306.35 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services.
APPROVAL OF CONTRACT Brandy Jones Darryl Haley Vice President, External Affairs Interim CEO/General Manager
BOARD OF TRUSTEES
APPROVAL OF MEMBERSHIP WITH NEORIDE
WHEREAS:
1. The SORTA Board of Trustees hereby finds and determines that all formal actions relative to the adoption of this resolution were taken in an open meeting of the Board of Trustees, and that all deliberations of the SORTA Board of Trustees, and of its committees, if any, which resulted in formal actions, were taken in meetings open to the public, in full compliance with applicable legal requirements, including Section 121.22 of the Ohio Revised Code, and
2. Section 167 of the Ohio Revised Code provides that a political subdivision may,
pursuant to the extent that it considers necessary, join with other political subdivisions in establishing and maintaining a Council of Governments for the purpose of including, but not limited to promoting cooperative arrangements and coordinate actions among its members, and
3. a need has been identified to plan, promote, future and enhance transportation options within and between the jurisdictions of the members and in the State of Ohio by encouraging cooperative arrangements and coordinating action among the members, and between the members and other governmental agencies, private persons, corporations, or agencies, and
4. Board of Trustees has determined that it is in the best interest of to become a member of a NEORide an Ohio Council of Governments to explore coordination options and join with other political subdivisions to benefit all involved. THEREFORE, BE IT RESOLVED:
5. The Board of Trustees authorizes the Interim General Manager, or his designee, to execute a membership agreement and bylaws of NEORide a Council of Governments to explore coordination options and join with other political subdivisions to benefit all involved.
6. The Manager of the Transit Operations is appointed as the primary voting
Director and is appointed as the alternate voting Director to represent on the NEORide Counsel of Government Board.
7. This resolution is effective immediately upon its adoption.
Attachments: Action Item
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence • Innovation • Regional Collaboration
RECOMMENDATION Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or Interim the CFO take whatever steps necessary for SORTA to become a member of NEORide an Ohio Council of Governments.
FINANCIAL CONSIDERATIONS
• This is an on-going membership that may be terminated at will.
• This agreement is expected to cost approximately $10,500 per year
• This membership will start upon approval by the NEORide board at its June 18th, 2019 meeting.
• This expenditure will be funded with operating funds.
BUSINESS PURPOSE
• This membership is required in order to take advantage of NEORide’s contract with Masabi & Transit to provide a regional trip planning and fare payment application.
• This membership will provide future opportunities for joint procurements and grant applications.
PROCUREMENT CONSIDERATIONS
• This is a Sole Source due to NeoRide having a state-wide contract with Masabi & Transit.
• The membership resolution is attached.
D/M/WBE CONSIDERATIONS
LEGAL CONSIDERATIONS
• Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.
Attachments:
Khaled Shammout Darryl Haley Director of Transit Development Interim CEO/General Manager
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REGIONAL TRIP PLANNING AND FARE PURCHASE APPLICATION (MaaS) Planning and Operations Committee May 14, 2019
Presentation Outline
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• Purpose • RFP Results • NeoRide Option • Proposed App • Benefits of App • Next Steps
Purpose of Project
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• Connect the region’s transit systems • Improve customers’ convenience in purchasing fares • Improve planning of trips • Combined with a new fare structure, provide better and
more diverse fare products • Increase ridership • Critical component to future network enhancements
The Need to Replace Current App
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• Existing Trip Planner App – No real-time prediction – No schedules available – Can’t select location from map – Single mode planner – Not a regional trip planning – No detailed maps – Lacks alarm/notifications settings
• Existing Fare Payment App – No regional fare payment – Doesn’t track usage by route, location,
date/time – No 3rd party billing – Lacks Marketing analysis and targeting
• Proposed Trip Planner App – Regional trips – Multi-modal – User friendly O-D selection – Set arrival alarms – Look up schedules – Provides real-time arrival info – Save favorite locations – Detailed maps
• Existing Fare Payment App – Regional fare payment – Provides transactions by route, location,
date/time – Allows for better marketing analysis – Sophisticated reports & analysis tools
RFP Process
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• RFP was released in November 2018 • 4 proposals were submitted • Evaluations were completed in February 2019 • 5-year cost: $1.26M - $1.9M
– Excludes onboard readers
• No up front funds required • Transaction-fee based:
– 7.9% per transaction $2.00 or more – Flat 20¢ for transactions less than $2.00 (charged to
customers) • Over 5 years:
– NeoRide’s option would be $280,426 less than RFP best option
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NeoRide Option • Action Required: Asking Board’s approval to join NeoRide • NeoRide is a Council of Governments
– Laketran – WRTA (Western Reserve Transit Authority) – MCPT (Medina County Public Transit) – Laketran (Lake County) – SARTA (Stark Area Regional Transportation Authority) – PARTA (Portage Area Regional Transit Authority) – Metro (Summit County)
• Joining NeoRide provides our region with opportunity to: – Piggyback on existing Mobility App contract
• App provides all our required functionalities – Pursue joint grant applications – Pursue future joint procurements
• Annual dues to NeoRide is $10,500
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• Join NeoRide • Finalize all mobile app requirements • Kickoff meeting • Start deployment in July • Go live by end of fall • Region will pursue grant opportunity for onboard readers
Thank you
Adopted November 19, 2014
ARTICLE I GENERAL .................................................................................................................. 1 SECTION 1. AUTHORITY................................................................................................ 1 SECTION 2. ORGANIZATION ......................................................................................... 1 SECTION 3. PURPOSE ..................................................................................................... 1 SECTION 4. POWERS ...................................................................................................... 1 SECTION 5. APPOINTMENT OF FISCAL OFFICER ..................................................... 1 SECTION 6. LEGAL ADDRESS ....................................................................................... 1
ARTICLE II MEMBERSHIP IN NEORIDE .................................................................................. 2 SECTION 1. MEMBERS ................................................................................................... 2 SECTION 2. ADDITIONAL MEMBERS .......................................................................... 2 SECTION 3. ACTION BY MEMBERS ............................................................................. 2 SECTION 4. REMOVAL OF MEMBERS ........................................................................ 2
ARTICLE III GOVERNING BOARD ........................................................................................... 2 SECTION 1. GOVERNING BOARD ................................................................................ 2 SECTION 2. MEMBERS OF THE GOVERNING BOARD ............................................. 2 SECTION 3. RESIGNATION AND REMOVAL .............................................................. 2 SECTION 4. VACANCIES ................................................................................................ 2 SECTION 5. LIMITATION CLAUSE ............................................................................... 3
ARTICLE IV MEETINGS OF THE GOVERNING BOARD ....................................................... 3 SECTION 1. REGULAR MEETINGS ............................................................................... 3 SECTION 2. SPECIAL MEETINGS.................................................................................. 3 SECTION 3. LOCATION OF MEETING.......................................................................... 3 SECTION 4. NOTICE OF MEETING ............................................................................... 3 SECTION 5. QUORUM ..................................................................................................... 3 SECTION 6. VOTING........................................................................................................ 3 SECTION 7. COMPENSATION AND EXPENSES ......................................................... 3 SECTION 8. PUBLIC MEETINGS .................................................................................... 3
ARTICLE V COMMITTEES OF GOVERNING BOARD ........................................................... 3 SECTION 1. COMMITTEES ............................................................................................. 3 SECTION 2. ACTION BY COMMITTEES ...................................................................... 4
ARTICLE VI OFFICERS OF GOVERNING BOARD ................................................................. 4 SECTION 1. OFFICERS .................................................................................................... 4 SECTION 2. ELECTION AND TERM OF OFFICE ......................................................... 4 SECTION 3. REMOVAL ................................................................................................... 4 SECTION 4. VACANCIES ................................................................................................ 4 SECTION 5. CHAIRMAN ................................................................................................. 4 SECTION 6. VICE CHAIRMAN ....................................................................................... 4 SECTION 7. SECRETARY-TREASURER ....................................................................... 4
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ARTICLE I GENERAL
SECTION 1. AUTHORITY: The NEORide Regional Council of Governments (“NEORide”) has been established by the legislative action of the Portage Area Regional Transportation Authority (“PARTA”), Metro Regional Transit Authority (“METRO”) and Stark Area Regional Transit Authority (“SARTA,” and together with PARTA and METRO, collectively, the “Cooperative Parties”) as a regional council of governments pursuant to the authority of Chapter 167 of the Ohio Revised Code.
SECTION 2. ORGANIZATION: PARTA, METRO and SARTA entered into the Agreement Establishing the NEORide Regional Council of Governments dated as of November 19, 2014 (the “Establishing Agreement”).
SECTION 3. PURPOSE: In accordance with the Establishing Agreement, the purpose of NEORide is to plan, promote, further and enhance transportation options within the jurisdictions of the Members and in the State of Ohio by encouraging cooperative arrangements and coordinating action among the Members, and between the Members and other governmental agencies, private persons, corporations, or agencies.
SECTION 4. POWERS: NEORide shall have such powers as are now, or hereafter may be, granted to regional council of governments by Chapter 167 of the Ohio Revised Code, as amended from time to time, and the Establishing Agreement.
SECTION 5. APPOINTMENT OF FISCAL OFFICER: In accordance with Section 167.04 of the Ohio Revised Code, the Ohio Transit Risk Pool is hereby appointed as the Fiscal Officer of NEORide. The Fiscal Officer shall receive, deposit, invest, and disburse the funds of NEORide in the manner authorized by action of the Governing Board. The Fiscal Officer shall make an annual report of the activities of NEORide to the Members in compliance with Section 167.06(C) of the Ohio Revised Code. The Fiscal Officer shall develop and follow procedures for the receipt, expenditure and accounting of funds in a manner that is capable of being audited and in accordance with the public accounting practices required for data information sites by the law of Ohio and the regulations of the Auditor of State. The Fiscal Officer shall prepare an annual budget for consideration and adoption by the Governing Board. The Fiscal Officer shall prepare and file an annual report on behalf of NEORide in the manner set forth in Section 117.38 of the Ohio Revised Code and shall participate in all audits of NEORide as required by Section 117.11 of the Ohio Revised Code.
SECTION 6. LEGAL ADDRESS: The legal address for the NEORide and the Governing Board shall be: NEORide, 1 Park Center Drive #300, Wadsworth, OH 44281. All notices permitted or required by law, these by-laws or establishing agreement shall be written and delivered, by first class mail postage prepaid, to the Legal Address; provided, however, notices of
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the withdrawal of a Member, a hearing on the removal of a Member, or a hearing on any request to amend these by-laws, shall be sent by certified mail.
ARTICLE II MEMBERSHIP IN NEORIDE
SECTION 1. MEMBERS: Members of NEORide shall include the Cooperative Parties and any other political subdivision admitted as a Member pursuant to the terms of the Establishing Agreement.
SECTION 2. ADDITIONAL MEMBERS: Any political subdivision located in the State of Ohio may apply for membership in NEORide in accordance with the Establishing Agreement and mutually agreed upon initial fiscal contribution under Section 7.2 of said agreement. The Governing Board of NEORide shall meet and shall take action to admit or decline to admit the applicant as a Member of NEORide.
SECTION 3. ACTION BY MEMBERS: Any action to be taken by NEORide that requires the authorization, approval or ratification of the Members shall be taken only with the affirmative vote of a majority of the Members. Each Member shall as to such matter have one vote, which vote shall be exercised by such Member’s legislative authority. The Governing Board may make recommendations to the NEORide Members as to matters to be considered for approval by the Members.
SECTION 4. REMOVAL OF MEMBERS If a Members fails to pay its financial commitments to NEORide when due, then such Member may be removed by a majority vote of the remaining members of the Governing Board.
ARTICLE III GOVERNING BOARD
SECTION 1. GOVERNING BOARD: There shall exist a Governing Board whose purpose it shall be to consider matters relating to the membership and operation of NEORide. The powers of NEORide shall be exercised by and under the direction of the Governing Board.
SECTION 2. MEMBERS OF THE GOVERNING BOARD: Each Member shall designate, by appropriate action of its legislative authority, from time to time, a Representative, who shall act as a member of the Governing Board. Any Member may designate one or more alternative Representatives to represent such Member on the Governing Board from time to time through an appropriate action of its legislative authority.
SECTION 3. RESIGNATION AND REMOVAL: Any member of the Governing Board may resign at any time by giving written notice thereof to the secretary of the Governing Board. A Representative of the Governing Board may be removed at any time by action of the legislative authority of the Member designating such Representative.
SECTION 4. VACANCIES: Any vacancy occurring in the Governing Board shall be filled from time to time by the Member whose Representative has resigned or been removed.
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SECTION 5. LIMITATION CLAUSE: The Governing Board shall have no authority to do or perform any act and thing which is reserved to the Members in the Establishing Agreement or under Ohio law.
ARTICLE IV MEETINGS OF THE GOVERNING BOARD
SECTION 1. REGULAR MEETINGS: Regular meetings of the Governing Board shall be held not less than three times each year at a time and place designated by the Chairman of the Governing Board.
SECTION 2. SPECIAL MEETINGS: Special meetings of the Governing Board may be called by the Chairman of the Governing Board or by a majority of the members of the Governing Board in a writing delivered to the secretary of the Governing Board. The person or persons calling the meeting shall specify the place, time and purpose for such meeting.
SECTION 3. LOCATION OF MEETING: Meetings of the Governing Board shall be held at any place located within the territory of the Members.
SECTION 4. NOTICE OF MEETING: Written notice of the time and place of each regular and special meeting of the Governing Board shall be given to each Representative of the Governing Board by personal delivery, facsimile or e-mail transmission or by regular mail at least five days before the meeting, which notice, in the case of a regular meeting, need not specify the purpose of the meeting. If the notice is mailed, it shall be deemed to be delivered when deposited in the United States mail so addressed with postage thereon prepaid. The attendance of a Representative at a Governing Board meeting shall constitute a waiver of notice of such meeting, except where the member attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.
SECTION 5. QUORUM: A majority of the members of the Governing Board is necessary to constitute a quorum for a meeting of the Governing Board. The act of a majority of the members of the Governing Board present at a meeting at which a quorum is present is the act of the Governing Board.
SECTION 6. VOTING: Each Representative on the Governing Board shall be entitled to one vote on any matter coming before the Governing Board for vote or action.
SECTION 7. COMPENSATION AND EXPENSES: Representatives on the Governing Board shall not receive any compensation for their service.
SECTION 8. PUBLIC MEETINGS: The Governing Board of NEORide hereby adopts the public meetings policy set forth in Exhibit A attached hereto as required by Section 121.22 of the Ohio Revise Code.
ARTICLE V COMMITTEES OF GOVERNING BOARD
SECTION 1. COMMITTEES: The Governing Board by action may designate such committees which shall have and may exercise such powers as shall be conferred or authorized
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from time to time by the Governing Board. The Governing Board, by affirmative vote, shall have power at any time to change the powers and members of any such committees, to fill vacancies, and to dispose of any such committee.
SECTION 2. ACTION BY COMMITTEES: A majority of the members of any committee may determine its actions and fix the time and place of its meetings unless the Governing Board shall otherwise provide.
ARTICLE VI OFFICERS OF GOVERNING BOARD
SECTION 1. OFFICERS: The officers of the Governing Board shall consist of a Chairman, a Vice Chairman and a Secretary-Treasurer and such other officers and assistant officers as the Governing Board may deem necessary, each of whom may be designated by such other titles as may be provided in an action of the Governing Board. The officers of the Governing Board shall each be elected from among the members of the Governing Board.
SECTION 2. ELECTION AND TERM OF OFFICE: The officers of the Governing Board shall be elected annually by the Governing Board at the first regular meeting after the beginning of a new fiscal year. Each officer shall hold office for a term of one year, or until his successor shall have been duly elected and accepted office, or until his death, resignation or removal in the manner hereinafter provided.
SECTION 3. REMOVAL: Any officer may be removed at any time by the Governing Board by a vote of a majority of the members of the Governing Board.
SECTION 4. VACANCIES: A vacancy in office because of death, resignation, removal, disqualification or otherwise may be filled by the Governing Board.
SECTION 5. CHAIRMAN: The Chairman of the Governing Board shall preside at all meetings of the Governing Board. The Chairman shall have general overall supervision of all of the business and affairs of the Governing Board.
SECTION 6. VICE CHAIRMAN: In the absence of the Chairman or the inability or refusal of the Chairman to act, the Vice Chairman shall perform the duties of the Chairman, and otherwise the Vice Chairman shall perform duties as may be prescribed by the Governing Board from time to time.
SECTION 7. SECRETARY-TREASURER: The Secretary-Treasurer shall, subject to the direction of the Governing Board, keep or cause to be kept the minutes of the meetings of the Governing Board; assure that minutes of all meetings of committees of the Governing Board are prepared and filed with the records of the Governing Board; assure that minutes of all notices are given in accordance with the provisions of these Bylaws or as required by the Cooperative Agreement; be custodian of the records of the Governing Board; and in general perform all duties as may be assigned to the Secretary-Treasurer by Governing Board from time to time.
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ARTICLE VII ANNUAL BUDGET
SECTION 1. ANNUAL BUDGET: Annually the Governing Board shall consider and adopt an annual budget as prepared by the Fiscal Officer which maintains operations and expenditures within the budget.
SECTION 2. BUDGET PROCESS: The Governing Board shall provide, or cause to be provided, budget procedures and shall maintain supervision over budget controls. The Governing Board shall adopt the annual budget for the upcoming year, prior to the last day of NEORide’s fiscal year.
SECTION 3. PAYMENTS: The Governing Board shall determine the time and the amount of all payments from Members and Former Members.
ARTICLE VIII AMENDMENTS
SECTION 1. AMENDMENTS: These Bylaws may be amended or they may be repealed and new Bylaws adopted by a majority vote of the legislative authorities of the Members upon the recommendation of the Governing Board.
ARTICLE IX TERMINATION
SECTION 1. TERMINATION: If and when determined by a majority vote of the Governing Board that the purposes of NEORide are not being fulfilled, that the continuation of NEORide is impractical, unnecessary, or contrary to law, NEORide shall be terminated. In the event of termination, all assets of NEORide must first be used to pay all debts and legal obligations of NEORide. All assets remaining after the satisfaction of all legal obligations shall be distributed to the then current Members on a pro-rata basis as determined by their membership dues or contributions to NEORide. No Member shall be liable for any debt or obligation of NEORide. 8754786 _2
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Section 1: Deliberations
Ohio Revised Code Section 121.22(A) states that “This section shall be liberally construed to require public officials to take official action and to conduct all deliberations upon official business only in open meetings unless the subject matter is specifically excepted by law.” This provision, which includes all deliberations rather than just final decisions is difficult to fully specify in law but should be considered a major guiding principle concerning public meetings. It clearly requires that deliberations upon official business not occur at private meetings, even if a quorum of the Council or of a particular committee is not present. However, there is also a proper place in government for research, consultation, identification of alternatives, personal reflection, and informal discussion outside of public meetings.
Section 2: Definitions
“Deliberations” are defined as the process of choosing among alternatives for official action by the Governing Board.
‘Executive Session” means a meeting of the Governing Board or any committee that is not open to the public.
“Public meeting” means any prearranged discussion of official business relating to NEORide which is open to the public and for which the public notice and other requirements of this ordinance and Section 121.22 of the Ohio Revised Code have been met.
Section 3. State Law to Control
All provisions of Ohio Revised Code Section 121.22 and all other provision of general law related to open, public meetings shall apply to the conduct of NEORide. All provisions of this ordinance shall be construed only in ways that are consistent with general law.
Section 4: Open Meetings
(a) Open Meetings Required. All meetings conducted by any public body at which official action is considered or deliberations upon official business takes place shall be open to the public.
(b) Executive Session. Notwithstanding the foregoing, any public body may conduct an Executive Session, provided that all of the requirements of Ohio Revised Code Section 121.22, as amended, are met. An Executive Session may be conducted solely to discuss but not act upon any of the matters set forth in Ohio Revised Code Section 121.22 (G), as amended, and no other matters may be discussed or acted upon.
Prior to conducting an Executive Session, the public body shall, at a public meeting of that body, adopt a motion to go into Executive Session, stating the specific matter(s) to be discussed and stating that no other matters shall be discussed. The motion shall be approved by a majority of members present, by roll call vote, with a quorum being present. The agenda
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for the meeting at which an executive session is to be conducted shall state the intent to conduct an executive session and name the matter(s) to be discussed.
Section 5: Notice Requirements
(a) Schedule of Governing Board and Committee Meetings. The Fiscal Officer shall post on NEORide’s website and make available to the public a list of the dates, times, and locations of the meetings of the Governing Board and any committees thereof.
(b) Publication of Notice and Agenda for Meetings. Not later than the close of business on the second business day prior to each Governing Board or committee meeting, the Fiscal Officer shall post the meeting notice and agenda for the meeting and supporting information from the packets of information prepared on NEORide’s website.
(c) Emergency Meetings. The Governing Board, its committees, and other public bodies may conduct emergency or special meetings with less notice than that specified in Section 5(b) of this policy. Such meetings shall be publicized in the same way as other meetings of the same public body and the meeting notice and agenda shall also be sent to news media organizations who have requested this information. A meeting may be held with less than twentyfour (24) hours’ notice only when (A) there is an emergency that requires immediate official action, (B) the notice and agenda for the meeting state the nature of the emergency, and (C) matters related to the emergency are the only matters discussed at the meeting.
(d) Minutes. Minutes shall be kept at all public meetings and maintained as public records. Minutes of all meetings shall be available to the public and posted on the appropriate page of NEORide website when approved by the Governing Board. The minutes of all public meetings shall include the following:
the name of the organization conducting the meeting;
that location, date, and time that the meeting started and the time that the meeting adjourned;
a presentation of the events of the meeting that included all matters discussed and all actions taken, including amendments and procedural actions;
a summary of all votes taken, including a description of the question that was considered, the results of the vote, and the vote of each member.
(e) Advance Notice Available to News Media. The Fiscal Officer shall provide to any news organization, upon request, information including the date, time. location, and agenda of any special or emergency meeting of that public body. The Fiscal Officer shall establish a procedure, consistent with Section 121.22 of the Ohio Revised Code, for news media to apply to receive this information on an ongoing basis.
BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
RESOLUTION NO. 2019-xx
APPROVAL OF CONSULTANT SERVICES FOR REGIONAL FARE STRUCTURE AND MODEL
WHEREAS:
1. SORTA and its regional partners seek to develop, through this service, a more robust, user-friendly and equitable fare structure that is not only much simpler to understand, but will also provide a regional structure.
2. A Request for Proposals (RFP) based on a scope of work developed by staff was sent to seven (7) agencies and potential vendors.
3. Three (3) proposals were received for consultant services. SORTA staff evaluated all proposals and recommends a one (1) year contract with Four Nines Technologies on behalf of SORTA at a total cost not to exceed $175,000.
4. THEREFORE, BE IT RESOLVED:
5. The Board hereby finds the proposal of Four Nines Technologies as recommended by SORTA staff to be the proposal most advantageous to SORTA, price and other factors considered, and awards to it a one (1) year contract on behalf of SORTA at a total cost not to exceed $175,000.
6. The Interim CEO/General Manager, Interim COO, or the Interim CFO shall
execute the contract on behalf of SORTA.
Attachments: Action Item
Procurement Summary
April 2019
ACTION ITEM- APPROVAL OF CONSULTANT SERVICES FOR REGIONAL FARE STRUCTURE AND MODEL
STRATEGIC PLAN GOAL / OBJECTIVE
• Operational Excellence • Strategic Partnering
RECOMMENDATION Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or the Interim CFO to execute a one (1) year contract with Four Nines Technologies, on behalf of SORTA, at a cost not to exceed $175,000.
FINANCIAL CONSIDERATIONS
• This is a one (1) year agreement with a total expenditure of $175,000.
• This contract will start in June 2019 and has not been budgeted.
• This expenditure will be funded with operating funds.
BUSINESS PURPOSE
• Metro and its regional partners seek to develop, through this service, a more robust, user-friendly and equitable fare structure that is not only much simpler to understand, but will also provide a regional structure.
PROCUREMENT CONSIDERATIONS
• This is a contract for one (1) year.
• Four Nines Technologies’ proposal was the proposal most advantageous to SORTA, price and other factors considered.
• The contract procurement summary is attached.
D/M/WBE CONSIDERATIONS
LEGAL CONSIDERATIONS
• Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.
SUBMITTED BY:
Khaled Shammout Darryl Haley Director of Transit Development Interim CEO/General Manager
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Procurement Summary Report Request for Proposal Contract No. 03-2019
Contract Information A. Description: The Southwest Ohio Regional Transit Authority (SORTA) along with its
regional partners, are in need of a consulting firm to conduct a fare restructuring study that will evaluate their current fare structure, develop and recommend a new fare structure and model and provide Title VI analysis.
B. Contractor: Four Nines Technology
C. Contract Amount: Not to exceed $175,000.
D. Determination of Price Reasonableness: The proposed price of $175,000 is deemed fair and reasonable based on the outcome of the competitive procurement process.
E. Contract Type: Firm fixed price
F. Performance Period: Work is to be performed within six (6) months from date of award.
G. Options Available: None.
I. Participation by D/M/S/WBE Firms: No. Solicitation Information J. Solicitation Type: RFP
K. Number of Quote Packages Sent: Seven (7) and posted to the Public Purchase and Metro
blog websites.
L. Number of D/M/WBE Firms Solicited: None
M. Date and Time for Quote Receipt: March 7, 2019 at 2:00pm EST
N. Number of Quotes Received: Three (3)
Company Totals
AECOM $194,139.00
O. Number of Quotes Received from D/M/WBE Firms: None
P. Quotes Evaluated: Bids provided by AECOM, LTK Engineering Services and Four Nines Technologies were evaluated.
Q. Evaluation Method: Proposals were evaluated based on the criteria stipulated in the solicitation by the technical evaluation team. Award was based on technical acceptability and price, with price being the lowest criterion in the list of importance, as indicated in the solicitation. Each criterion had established maximum points with a total of up to 5 points to be assigned.
Aggregate Evaluation Scores AECOM 3.3 LTK Engineering Services 3.8 Four Nines Technologies 4.4
R. Discussion of Nonresponsive Bids: All bids were considered to be responsive to the RFP.
S. Protests Received: None (0) Recommendation for Award Four Nines Technologies is determined to have submitted an acceptable proposal to SORTA, cost and all other factors considered; it has the capacity to perform this contract in all respects and is recommended for award. Concur: ________________________________________ Date: _____________ Project Manager Reviewed and Approved: ___________________________ Date: ______________ Director of Procurement
P&O Agenda (5-19)
Planning & Ops Minutes (4-19)
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Attach-Service change recommendation presentation (5-19)
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City’s Request
Analysis Results
April 2019Ridership Report
Action Item - Advertising Agency Services (5-19)
Attach - Advertising Agency Services (5-19)
2019-xx (5-19) Approval of Membership with NEORIDE
Action Item- Approval of Membership with NEORide (5-19)
May 2019 Planning & Operations Committee _Maas App v1.4
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BYLAWS
OF
TABLE OF CONTENTS
ARTICLE I GENERAL
SECTION 1. AUTHORITY
SECTION 2. ORGANIZATION
SECTION 3. PURPOSE
SECTION 4. POWERS
SECTION 6. LEGAL ADDRESS
SECTION 1. MEMBERS
ARTICLE III GOVERNING BOARD
SECTION 1. GOVERNING BOARD
SECTION 3. RESIGNATION AND REMOVAL
SECTION 4. VACANCIES
SECTION 1. REGULAR MEETINGS
SECTION 2. SPECIAL MEETINGS
SECTION 5. QUORUM
SECTION 6. VOTING
SECTION 8. PUBLIC MEETINGS
SECTION 1. COMMITTEES
ARTICLE VI OFFICERS OF GOVERNING BOARD
SECTION 1. OFFICERS
SECTION 3. REMOVAL
SECTION 4. VACANCIES
SECTION 5. CHAIRMAN
SECTION 3. PAYMENTS
ARTICLE VIII AMENDMENTS
SECTION 1. AMENDMENTS
ARTICLE IX TERMINATION
SECTION 1. TERMINATION
2019-xx (5-19) Approval of Consultant Services for Regional Fare Structure and Model
Action Item- Approval of Consultant Services for Fare Structure Model (5-19)