yolo county transportation district november packet...item 4a 1 yolo county transportation district...

AGENDA (530) 661-0816

NOTICE

If requested, this agenda can be made available in appropriate alternative formats to persons with a disability, as required by Section 202

of the Americans with Disabilities Act of 1990 and the Federal Rules and Regulations adopted in implementation thereof. Persons

seeking an alternative format should contact Kathy Souza, Executive Assistant, for further information. In addition, a person with a

disability who requires a modification or accommodation, including auxiliary aids or services, in order to participate in a public meeting

should telephone or otherwise contact Kathy Souza as soon as possible and preferably at least 24 hours prior to the meeting. Kathy

Souza may be reached at telephone number (530) 661-0816 or at the following address: 350 Industrial Way, Woodland, CA 95776.

It is the policy of the Board of Directors of the Yolo County Transportation District to encourage participation in the meetings of

the Board of Directors. At each open meeting, members of the public shall be provided with an opportunity to directly address the

Board on items of interest to the public that are within the subject matter jurisdiction of the Board of Directors. Please fill out a

speaker card and give it to the Board Clerk if you wish to address the Board. Speaker cards are provided on a table by the entrance

to the meeting room. Depending on the length of the agenda and number of speakers who filled out and submitted cards, the Board

Chair reserves the right to limit a public speaker’s time to no more than three (3) minutes, or less, per agenda item.

MEETING DATE: November 14, 2016

MEETING TIME: 7:00 P.M. MEETING PLACE: YCTD Board Room 350 Industrial Way Woodland, CA 95776

Est

imate

d

Tim

e

The Chairman reserves the right to limit speakers to a reasonable length of time on any

agenda item, depending upon the number of people wishing to speak and the time

available.

Info

/D

iscu

ssio

n

De

lib

era

tio

n/

Act

ion

7:00 PM 1. Call to order/roll call/Pledge of Allegiance

(Voting members: Woodland, Davis, West Sacramento, Winters, Yolo County)

(Nonvoting members: Caltrans, UCD)

X

7:00 2. Consider Approval of Agenda for November 14, 2016 meeting X

7:00 3. Comments from public regarding matters NOT on the Agenda, but within the purview of

YCTD X

CONSENT CALENDAR 7:00 4a. Approve YCTD Board Minutes for Meeting of September 12, 2016 (Souza) (pp1-4) X 7:00 4b. Approve Schedule of YCTD Meeting Dates for 2017 (Souza) (pp 5) X 7:00 4c. Authorize Executive Director to Approve Procurement for On-Line Bus Inspection Services

for 2016-2017 Gillig LLC Bus Purchase (Luken) (pp 7-15) X

7:00 4d. Authorize Executive Director to Approve Procurement grading and materials for YCTD

Remote Parking Site (Harbor Yard) in West Sacramento (Luken) (pp 17-18)

X

REGULAR CALENDAR

7:05 5. Board Member Reports, Announcements, Other Nominations, Presentations (Oral Reports) X 7:05 6. Oral Update from Transdev(Carmen Alba, Transdev General Manager) X

7:10 7. Consider Matters Related to Natural Gas Fueling (Bassett) (pp 19-40)

a. Update on Changes Related to PG&E and Department of General Services Natural

Gas Pooling

b. Approve Term Sheet and Authorize Agreement Amendment with Trillium LLC

c. Authorize Solicitation for Financing CNG Station Upgrade

X

7:30 8. Triennial Performance Audit Presentation by Belynda Johnson, Majic Consulting (Bassett,

Johnson) (Bassett) (p 41) X

7:45 9. Update on the Downtown Sacramento Shuttle (“The Y”) (Luken, Audell, Perez) (pp 43-45) X

8:00 10. Consider Director’s Report (Bassett, Luken, Phillips) (pp 47-57)

a. Oral Report

b. West Sacramento Service Planning

c. Woodland Service Planning

d. Update on Connect Card Status

e. Caltrans District 3 Workshop

f. Update on Countywide Transportation Capital Improvement Plan (oral update)

g. Attachments

i. Letter on Cache Creek Hotel Expansion Tribal Environmental Impact

Report

ii. Ridership Report Thru September 30, 3016

iii. Performance Indicator Report Thru September 30, 2016

iv. Financial Report for First Quarter of 2016/17

X

8:05 11. Adjournment X

THE NEXT MEETING OF THE YOLO COUNTY TRANSPORTATION DISTRICT BOARD OF DIRECTORS WILL

BE DECEMBER 12, 2016 AT 7:00 P.M. IN THE YCTD BOARD ROOM, 350 INDUSTRIAL WAY, WOODLAND, CA

95776.

The Board reserves the right to take action on all agendized items, including items under the Executive Director's

Report, at any time during the meeting, except for timed public hearings. Items considered routine or non-controversial

are placed on the Consent Calendar. Any Consent Calendar item can be separately addressed and discussed at the request of

any member of the YCTD Board.

I declare under penalty of perjury that the foregoing agenda was posted on or before Friday November 11, 2016 at the Yolo

County Transportation District Office (350 Industrial Way, Woodland, California). Additionally, copies were FAXED or

transmitted electronically to the Woodland, Davis, West Sacramento and Winters City Halls, as well as to the Clerk of the

Board for the County of Yolo.

Kathy Souza, YCTD Clerk to the Board

Item 4a

1

YOLO COUNTY TRANSPORTATION DISTRICT

BOARD OF DIRECTORS MEETING

September 12, 2016

Yolo County Transportation District Board Room

350 Industrial Way, Woodland, CA 95776

Agenda Item 1 – Call to Order/Roll Call/Pledge of Allegiance

Chair Saylor called the meeting to order at 7:00 pm. He requested Ms. Souza call roll. Chair Saylor requested that

Director Frerichs lead the assembly in the pledge of allegiance. The following representatives were in attendance:

Winters – Harold Anderson (Primary)

Davis – Lucas Frerichs (Primary)

West Sacramento – Chris Ledesma (Primary)

Woodland – Sean Denny (Primary)

Yolo County – Don Saylor (Primary)

Caltrans District 3 – Eric Fredricks (Primary)

UC Davis – Matt Dulcich (Alternate)

Staff present were Terry Bassett, YCTD Executive Director, Mike Luken, YCTD Deputy Director Operations, Planning &

Special Projects; Janice Phillips, YCTD Deputy Director Finance, Grants & Procurement; Jose Perez, YCTD Senior

Transportation Planner; Julie Audell, YCTD Assistant Transportation Planner; Hope Welton, YCTD Legal Counsel, and Kathy

Souza, YCTD Executive Assistant.

Also present were Carmen Alba, Transdev, and Mike Barnbaum, Sacramento.

Agenda Item 2–Consider Approval of Agenda for September 12, 2016 meeting

Chair Saylor asked if there were any changes to the agenda. There being none:

Minute Order 2016-31

Director Ledesma made the motion, seconded by Director Denny, to approve the agenda for the September 12, 2016

meeting as distributed. Roll call resulted in:

AYES: Anderson, Denny, Frerichs, Ledesma, Saylor

NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 3 - Comments from public regarding matters NOT on the Agenda, but within the purview of YCTD

No comments were received.

Agenda Item 4–Consent Calendar


Director Ledesma made the motion, seconded by Director Anderson, to approve the following items on the Consent

Calendar:

4a. Approve YCTD Board Minutes for Meeting of July 11, 2016

4b. Adopt Resolution 2016-09 Authorizing Filing of Grant Applications and Executing Grant Agreements and

Supplemental Documents.

4c. Appoint Director Saylor as Primary Representative and Robb Davis as Alternate Representative to the CCJPA

Board of Directors.

4d. Approve Personnel Subcommittee Recommendation Regarding Executive Director Salary

2

Roll call resulted in:


NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 5–Board Member Reports, Announcements, Appointment Nominations, Presentations

Director Fredricks stated the Caltrans Community Sustainable Grant applications were open and due in early November.

All jurisdictions had received the appropriate announcements.

Agenda Item 6 - Oral Update from Transdev

Carmen Alba, General Manager Transdev:

Labor negotiations were underway. Agreement was reached to extend the current contract through December

2, 2016.

September Safety meetings would cover New Fare Media and Farebox Training including Connect Card Bus

Operator training

Rolling out new training module Conflict & Aggression Management to train operators in defusing such

situations with techniques of Verbal Judo, training offered in law enforcement academies nationwide.

Agenda Item 7 – Public Hearing Regarding Amendments to the YCTD Conflict of Interest Code

Ms. Welton presented the staff report.

Chair Saylor opened the Public Hearing at 7:07 pm.

There being no public comment, Chair Saylor closed the Public Hearing at 7:07 pm.


Director Frerichs made the motion, seconded by Director Ledesma, to adopt Resolution 2016-08 amending and YCTD

Conflict of Interest Code and authorize the Executive Director to submit the amended Conflict of Interest Code to YCTD’s

code reviewing body, the Yolo County Board of Supervisors, for approval as part of its Local Agency Conflict of Interest

Code Biennial Review. Roll call resulted in:


NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 8 – Select Vice-Chair for the 2016/17 Fiscal Year


Director Frerichs made the motion, seconded by Director Ledesma, to appoint Director Denny as Vice Chair for the FY

2016/2017. Roll call resulted in:


NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 9 – Informational Update on the Downtown Sacramento Shuttle (The “Y”)

Mr. Luken reviewed the staff report and introduced YCTD Assistant Transportation Planner Julie Audell who would be

working on the shuttle service.

Mike Barnbaum, Sacramento, stated the shuttle was a good solution to the situation. He provided the Sacramento Kings

current season schedule, pointing out several dates with different start times. He added that on April 4 there was the possibility

that the Kings game could be at the same time as a Rivercats home game.

Director Frerichs expressed his appreciation of the in-depth report and staff’s collaboration with Capitol Corridor.

3

Director Denny expressed concern about security. He was informed that provisions were in place for security, especially at

the West Sacramento Transfer Center, during the first few weeks of the service.

Director Ledesma stated his appreciation of staff’s collaboration both with Capitol Corridor and staff from City of West

Sacramento.

Director Saylor expressed his appreciation of the problem solving involved in preparations for the service.

Agenda Item 10 –Consider Authorizing Contract Amendment with TripSpark for Automatic Vehicle Location

Equipment, Software, Licensing and Support Services and Paratransit Scheduling and Dispatching Software, Licensing

and Support Services

Mr. Bassett presented the staff report.


Director Frerichs made the motion, seconded by Director Denny, to authorize staff to amend Agreement Number

2006-01 (Agreement to Provide Turnkey Automatic Vehicle Location System) to incorporate the following

changes:

1. Assign Agreement Number 2006-01 and this Amendment to Trapeze, the parent company of

Tripspark; and

2. Purchase the Tripspark automatic vehicle location and paratransit ride scheduling and dispatching

system equipment, software, licenses and support services at the rates outlined in Exhibit A; and

3. Stipulate that said purchase shall be contingent upon:

a. Tripspark providing one of the 60 Ranger 4 systems for YCTD to install in a bus which has

an interior enunciator. The acquisition of the Ranger 4s shall be dependent upon Tripspark

successfully demonstrating that interior enunciators on buses will be able to upload and

display messages that are sent remotely from YCTD to the Ranger 4s; and

b. YCTD seeking and obtaining written verification from the appropriate State of California

agency for this sole source procurement (see attached justification from Tripspark); and

c. YCTD obtaining written approval from the appropriate State of California agency to swap

out Safety and Security Funds secured in a previous year for other Safety and Security Funds

associated with this project.

4. Said purchase shall be for up to $191,636 (plus sales tax) in one-time fees and $74,401 in annual

operating fees (subject to an annual escalator).

5. All remaining sections of Agreement Number 2006-01 which do not otherwise conflict with this

amendment shall remain valid and in effect.



NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 11 –Review Recent Changes in PG&E’s Rates for Transporting Natural Gas through PG&E’s Pipeline

System and Consider Alternative Actions

Mr. Bassett presented the staff report on recent natural gas costs and alternatives to reduce those costs.

Director Frerichs recommended that staff contact California Transit Association to make them aware of the situation and

coordinate action with that group.


Director Ledesma made the motion, seconded by Director Denny, to

1) Authorize staff to take the steps necessary to obtain the lowest natural gas transportation rates available

for YCTD’s CNG facility, even if this means switching to a Non-Core Rate; and

2) Authorize its Executive Director to work with YCTD’s legal counsel to prepare and transmit a letter

requesting a re-hearing on PG&E’s natural gas transportation rates and their effective date.

4

3) Direct staff to advocate for the re-hearing on PG&E’s natural gas transportation rates and their effective

date with the California Transit Association.



NOES: None

ABSENT: None

ABSTAIN: None

The motion passed.

Agenda Item 12 - Consider Director’s Report

h. Oral report

i. Update on Connect Card Status

j. Update on Day Reporting Center (DRC) Bus Stop – Mr. Bassett reported a short ribbon cutting ceremony would be

held September 27, 2016.

k. Update on Ridership Changes Since July 1, 2016 Fare Increase

l. Update on Winters Service Changes

m. West Sacramento Park-Out Facility

n. Update on Countywide Transportation Capital Improvement Plan (oral update)

o. Attachments

Ridership Report Thru August 31, 2016

Agenda Item 13 –Adjournment

There being no further business the meeting adjourned by consensus at 8:07 pm.

Respectfully submitted:

, Clerk to the Board

5

BOARD COMMUNICATIONS: YOLO COUNTY TRANSPORTATION DISTRICT 350 Industrial Way, Woodland, CA 95776----(530) 661-0816

Topic: Approve Schedule of YCTD Meeting Dates

for 2017

Agenda Item#:

Agenda Type:

4b Deliberation/*Action

Attachments: Yes No

Prepared By: K. Souza Approved By: Meeting Date: November 14, 2016

RECOMMENDATION:

It is recommended that the YCTD Board approve the following meeting dates for its meetings in the 2017 calendar year.

REASON FOR RECOMMENDATION:

2017 YCTD Meeting Dates –Unless there are changes or cancellations, the meeting dates for 2017 will be:

January 9 April 10 July 10 October 9

February 13 May 8 August 14 November 13

March 13 June 12 September 11 December 11

Unless otherwise determined by the YCTD Board, Chair, Vice-Chair, or Executive Director, all YCTD board meetings will

be at the Yolo County Transportation District, 350 Industrial Way, Woodland, CA 95776.

BUDGET IMPACT:

None

7

BOARD COMMUNICATIONS: YOLO COUNTY TRANSPORTATION DISTRICT

350 Industrial Way, Woodland, CA 95776 --- (530) 661-0816

Topic: Authorize Executive Director to

Approve Procurement for On-Line

Inspection Services for 2016-2017

Gillig LLC Bus Purchase

Agenda Item #:

Agenda Type:

4c Deliberation/Action

Attachments Yes No

Prepared by: Mike Luken Approved by: Meeting Date: November 14, 2016

RECOMMENDATION: It is recommended that the Yolo County Transportation District Board of Directors authorize its Executive Director, or

his designee, to:

1. Approve a low-bid solicitation for in-plant inspection services for nine (9) 40-Foot CNG Transit Buses, at the Gillig

LLC Plant in Hayward, California.

2. Execute a professional services agreement up to $60,000 with the chosen firm, subject to the review and approval

of District legal counsel.

3. Implement measures recommended by the chosen firm to ensure that the nine buses are delivered according to the

specifications approved in the purchase order for this bus order.

REASON FOR RECOMMENDATION: These steps will allow staff to ensure that the District receives the buses in this procurement in sound working order

ready for entry into revenue service for the District following installation of AVL, camera, fare box and other miscellaneous

equipment by Transdev and other YCTD vendors.

BACKGROUND:

In December 2014, the YCTD Board approved the purchase of nine (9) CNG buses from Gillig LLC, plus

other related procurements for those nine buses. In 2015, the District entered into an Agreement with Gillig LLC of

Hayward, California, to purchase nine (9) 40-foot CNG buses, including extended warranties, training and shipping, at the

total cost of $4,609,106. After negotiating the exact specifications of the bus to be delivered within the budget approved by

the Board (with the assistance of Transdev), the purchase order was executed by the Executive Director and the buses were

scheduled for the production line.

The buses are slated to enter into production in late December and will be completed by early January. As the buses

are manufactured in a very quick manner, once the production line has started, it is prudent to have a firm experienced in

inspecting these vehicles present during the entire manufacturing process to ensure quality control. YCTD Staff and

Transdev will work very closely with this firm to ensure the vehicles are delivered as specified in the original purchase

order and in accordance with Federal Transit Administration and other regulatory agencies. It is typical for transit agencies

to contract with an outside firm to complete this inspection service for this large of an investment. YCTD has contracted

for this service for the past procurements for both new and rehabilitated large, fixed route transit buses which resulted in a

relatively significant number of corrections being made prior to vehicle delivery.

This firm will complete the following tasks:

1. Prepare Pre-Award Buy America Audit Report

a. Buy American Certification

b. Purchaser’s Requirements Certification

c. Federal Motor Carrier Vehicle Safety Standards (FMVSS) Certification

2. Pre-Production Activities

a. Pre-Production Meetings

8

b. Review of bus specifications, characteristics, manufacturer/OEM Specs, approved equals, subsequent

engineering changes, required inspection and release forms, all notes and communications

3. Review Internal Quality Control

a. Review documented internal control program

b. Conduct random checks for verifications

c. Record findings and report to District

d. Final review of compliance with contract specs, reporting any discrepancies and defective items and bring

to attention of Gillig quality control staff before sign-off and documentation to District

4. Inspection of Production Buses – Monitor all phases of production-testing and pre-delivery activities at Gillig plant

site. Technical documentation of step of the build process.

a. Develop checklist of items, specifications, contract documents

b. Final review of compliance prior to conditional acceptance

c. Correction of any discrepancies and deficiencies and documentation

5. Production Meetings/Open Issues

6. Communication and Reports – Daily project updates, photos, notes, tracking, communication with District on a

daily basis during build. Program deliverables shall include at a minimum:

a. General Overview of Activities

b. Production Status

c. Inspection Activities

d. Open Issues Report

e. Other

7. Post Delivery Buy America Audit & Report

Staff prepared a solicitation for experienced in-plant bus inspection companies. These bids are due at 5pm on November

14, 2016, the date of the Board meeting. Staff will prepare a memo for the Board outlining the results of that bid process

on Monday evening. An agreement will be negotiated and the firm will be ready to inspect buses in late December.

BUDGET IMPACT: The adopted budget includes $4,609,106 for nine (9) CNG buses, including all related costs, equipment and in-plant

inspection services. Staff estimates that the cost for in-plant inspection services will not exceed $60,000.

Attachment

Request for Quotes – In Plant Inspection Services

17



Topic: Authorize Executive Director to

Approve Procurement grading and

materials for YCTD Remote Parking

Site (Harbor Yard) in West

Sacramento

Agenda Item #:

Agenda Type:

4d Deliberation/Action

Attachments Yes No

Prepared by: Mike Luken Approved by: Meeting Date: November 14, 2016

RECOMMENDATION:

It is recommended that the Yolo County Transportation District Board of Directors authorize its Executive

Director, or his designee, to:

1. Approve a low-bid solicitation for grading services for the parking of transit buses at the YCTD

Remote Parking Site (Harbor Yard) in West Sacramento.

2. Execute an agreement up to $30,000 with the chosen firm, subject to the review and approval of District

legal counsel.


The District applied for a building permit to install electrical improvements at 528-540 Harbor Boulevard in

West Sacramento. As part of this process, it was determined by the City and District that it would be prudent to

grade and add additional base rock to the site for less pooling of storm water and better operation of buses at that

location.

BACKGROUND:

YCTD and Transdev staff are in the final phase of implementation of the new West Sacramento Park Out

facility approved by the Board in the FY2016/2107 Budget. A license for a site owned by the City of West

Sacramento was executed by both parties in which the City granted the no cost use of the property and the District

would be responsible for implementation of site improvements such as weed removal, addition of gravel, lighting,

fencing improvements, a very small modular office, portable restroom/wash basin and security camera system.

Transdev began use of the site on August 28, parking 6-7 buses to be used in West Sacramento routes saving the

cost of deadheading buses to Woodland. Buses will rotate approximately every three days back to Woodland for

maintenance and washing. Most fueling is done in Woodland with topping off done at the UPS facility on Shore

Street managed by our same provider Trillium CNG. In the coming weeks, temporary lighting (one light tower on

loan from the City of West Sacramento) will be replaced by permanent lighting. The modular office will also be

installed at this time when a building permit is obtained from West Sacramento for both the lighting and power to

the office. Fencing work will also be completed in a few weeks. Once permanent lighting and fencing is complete,

a temporary contract for security patrols will likely be terminated. A building on the site also houses the West

Sacramento Historical Society. Improvements are being done with future expansion in mind for future potential

cost savings.

District staff submitted a building permit for permanent lighting and a temporary office on the site. During

the course of this building permit, it was mutually determined by the City of West Sacramento and the District, that

grading improvements needed to be done after recent rains created ponding on the site that interfered with bus

operations. Staff received a preliminary estimate for grading and adding a minor about of base rock to the site to

prevent this ponding while not impacting existing drainage. The cost of this additional grading and materials is

18

estimated at $20,000-$30,000. Staff will prepare a low-bid solicitation for this work and materials following board

consideration to keep the building permit and other improvements on track.

BUDGET IMPACT:

This unanticipated cost of grading improvements will be spread over the first few years of implementation and

may result in a reduction in the first years of cost savings for the YCTD Remote Parking site in West Sacramento.

Revised estimated one-time costs for implementation of this remote parking site are approximately $77,000 with

this addition of an additional $30,000 for grading and materials. Annual operating cost for this yard are currently

estimated at $39,000 and include $3,000 in additional costs for dust control that will be needed after this grading

work is completed.

19

BOARD COMMUNICATIONS: YOLO COUNTY TRANSPORTATION DISTRICT 350 Industrial Way, Woodland, CA 95776 --- (530) 661-0816

Topic:

Consider Matters Related to

Natural Gas Fueling

d. Update on Changes

Related to PG&E and

Department of General

Services Natural Gas

Pooling

e. Approve Term Sheet and

Authorize Agreement

Amendment with Trillium

LLC

f. Authorize Solicitation for

Financing CNG Station

Upgrade

Agenda Item #:

Agenda Type:

7 Deliberation/Action

Attachments Yes No

Prepared by: Terry V. Bassett Approved by: Meeting Date: November 14, 2016

RECOMMENDATION: It is recommended that the Yolo County Transportation District Board of Directors:

4) Review the following information on steps being undertaken with PG&E and the Department of General Services

to assist YCTD in moderating natural gas related costs; and

5) Conceptually approve the attached proposed term sheet with Trillium LLC and authorize YCTD’s Executive Director to amend these terms into Agreement Number 2004-03 between Yolo County Transportation District and Trillium USA Company, LLC, subject to review and minor adjustments recommended by YCTD’s legal counsel; and

6) Authorize staff to pursue financing for up to $1.090,000 in CNG facility upgrade related costs.


The recommendation is intended to reign down certain costs associated with the procurement and use of

natural gas, as well as develop a mechanism to improve the output capacity of the CNG facility.

BACKGROUND:

a) Update on Changes Related to PG&E and California Department of General Services

Natural Gas Pooling

In September, we informed your board about a significant jump in transportation fees that PG&E charges for natural

gas under its NGV-1 “Core” category. Your board authorized staff to take the steps necessary to reduce CNG fuel related

costs, even if it meant switching to a “Non-Core” Rate.

With your Board’s concurrence, staff undertook steps necessary to obtain the lowest natural gas transportation rates

available for YCTD’s CNG facility. The following information displays the financial advantage of YCTD using NGV-4

non-Core gas compared to NGV-1 Core gas.

PG&E Situation

20

The following table depicts the difference in charges that PG&E levies for natural gas transportation under NGV-1 versus

NGV-4:

NGV-1 Core Gas Transportation Charge

Effective Aug 1, 2016: 34.583 cents per therm

NGV-4 Non-Core Transportation Charge

Effective Aug 1, 2016 11.020 cents per therm If YCTD were to continue buying NGV-1 fuel from PG&E, the transportation costs would be 18.37 cents per therm

higher—equivalent to about $207,000 more per year than the rate that was in effect in July, 2016.

Based on the transportation charges by switching to NGV-4, YCTD will find its annual CNG costs drop by 24.56 cents

per therm (from 34.583 cents to 11.020 cents)—equivalent to about $172K in savings at the bus dispenser and about $89,000

in savings at the public dispenser, for a total cost reduction of approximately $261K per year.

The purchase of non-core natural gas does not come without risks. In emergency situations (e.g., extremely cold days

in the Midwest, emergency repairs, etc.), PG&E could curtail the amount of natural gas that YCTD would be authorized to

dispense. As we understand it, Yolobus would normally be informed no later than 5 pm the day before a shutdown, which

could occur from midnight on. This would give Yolobus up to 7 hours to top off its bus fleet with CNG. If Yolobus

exceeded its allotment, it could be charged up to $5 per therm for the commodity, compared to the current price of around

34 cents per therm, so the penalty is quite high.

As a fallback plan, in the event of the curtailment of natural gas under the Non-core CNG NGV-4 category, Unitrans

has offered to let Yolobus fuel some buses at Unitrans, subject to coordination between the two agencies regarding the

number of buses and timing. Unitrans is staying on the Core CNG NGV-1 pricing structure at least in the interim.

PG&E has certain prerequisites in switching to NGV-4. They include:

1. YCTD procuring the commodity from a third party, not PG&E (Refer to the DGS section in this staff report).

2. PG&E confirmation that the meter at YCTD included an Automated Meter Reading and Electronic Connector

(AMR/EC) technology. PG&E’s service tech confirmed that it does.

3. PG&E at first was going to require a conduit and phone line at the natural gas meter; however, since they already

have data being transmitted daily by a modem installed at the site, PG&E may drop the conduit and phone line

requirement.

4. PG&E outlined the curtailment issue described earlier.

5. An information request for a Noncore Gas Service Agreement (NGSA) contract was made and responded to. We

are awaiting the NGSA.

Buying Natural Gas Commodity Through California Department of General

Services Pool (see separate attachment) Under NGV-4, PG&E requires that the natural gas commodity be purchased from a third party—not PG&E. YCTD

staff had separate discussions with the California Department of General Services (DGS) and Trillium, its CNG contractor,

in pursuit of ways to purchase natural gas under the NGV-4 category. Trillium had proposed providing the natural gas

commodity, including renewable natural gas, for up to nine (9) years. The DGS arrangement is a pooling mechanism that

uses the combined purchasing power of multiple agencies. DGS then undergoes a competitive procurement process on

behalf of those agencies and passes the costs and a minor administrative fee to the participants. DGS recommended that

YCTD sign on for 5-years, which would enable DGS to attract long-term suppliers of renewable natural gas (RNG). Not

only can YCTD claim air quality benefits, but it can also reap certain state and federal credits from use of RNG, which

could help offset the higher cost. Other transit agencies, like Sacramento Regional Transit District, participate in the DGS

pool, as well. Refer to the spreadsheet attached to this report regarding how the natural gas commodity costs can be driven

down by such credits.

b) Approve Term Sheet and Authorize Execution of Agreement Amendment with

Trillium USA Company, LLC

YCTD and Trillium staff both believe that the best way to address YCTD’s increasing concerns with the District’s CNG

fueling window and reliability is a comprehensive CNG facility upgrade that includes the addition of a third natural gas

compressor at the CNG station to increase the volume of output, plus a priority sequencing device that will give YCTD

21

buses fueling priority over vehicles fueling at the public island. Such an upgrade is the best long-term solution for both the

District’s CNG needs and the public’s increasing CNG demand at the public pump, which is currently estimated at 34%.

This percentage of third-party consumption was never anticipated to be this high. Trillium gave YCTD a proposal to add a

third skid. YCTD brought in its own CNG consultant, who verified that the proposed costs were reasonable. The cost for

the third skid is proposed at $990,000. Additionally, staff is proposing to spend up to an additional $100,000 for other

anticipated YCTD costs, such as construction monitoring and performance testing, bringing the total to $1,090,000.

We have proposed that 34% of this investment (plus interest) be recovered by a fee of 16 cents per gallon of gas

equivalent (GGE), which Trillium will pay YCTD for public dispenser use. To make the numbers palatable and not price

the product beyond affordability by third party purchasers, we propose to extend the Agreement with Trillium by another 5

½ years (through June 6, 2026), which will basically give us 9 years of revenue stream to help pay off the anticipated

$1,090,000 debt.

Attached is a proposed term sheet. It takes into account that the natural gas commodity will be purchased through a

pooling arrangement with DGS.

c) Authorize Solicitation for Financing CNG Station Upgrade

Staff recommend the solicitation of financing to cover the $1,090,000 facility related upgrade. We anticipate obtaining

proposals reflecting financing at an annual interest rate under 3%. Also, how long the loan will be for will affect the monthly

debt payment. Currently, staff is assuming 9 years. While the term could be longer, staff may recommend a staying with 9-

year payback, in case any subsequent CNG maintenance/operations contract requires other changes in the station.

Again, the model being used assumes that a 16 cent per therm surcharge be levied at the public island to recover about

34% of the debt payments associated with the facility upgrade.

BUDGET IMPACT: If the District decides to upgrade the CNG facility, budget adjustments will be needed to reflect the

recommended $1,090,000 financing for the improvements.

California Department of General Services

Natural Gas Services Program

About The Program The Natural Gas Services program (NGS) is the primary supplier of natural gas in California to state and local

governments. The NGS program is available to any California “city, county, city and county, district, or other

local government body, and to any nonprofit hospital or educational institution that expends on public funds.”

NGS provides services related to the environmental aspects of energy use and greenhouse gas regulations,

renewable energy requirements, and similar programs affecting California's air and environmental quality.

Along with its customers, NGS is taking active measures to be early adopters of programs and suppliers for

transportation, electricity generation, and biogas developments in the domestic and national market. NGS offers

its customers natural gas information and consulting services.

The Natural Gas Market Natural gas is one of the most volatile commodities traded on the futures market. Price fluctuations due to

supply and demand factors, influenced by national and global events, pose significant risk to public

22

organizations with fixed yearly utility budgets. By monitoring and evaluating the natural gas market, NGS

makes informed determinations about how much, and at what price, a range of gas market forward purchase

structures (futures) should be procured.

How We Work As a result of deregulation, large users (more than 250,000 therms per year) are now permitted to purchase their

natural gas from independent gas suppliers and use the gas utility companies solely for transportation purposes.

NGS serves many large public sector organizations that need reliable gas supply, while also arranging for gas

delivery and risk management services. NGS follows the public procurement competitive bidding process to

select and contract with natural gas suppliers for the exclusive benefit of our customers. NGS handles all gas

supply and delivery arrangements, both with the gas suppliers and the gas utility companies. NGS provides bill

consolidation and quality control – combining supply and transportation into a single monthly bill – decreasing

administrative and record keeping costs. NGS maintains an auditable 'paper trail' for all gas purchases – we

understand public audit requirements and have designed our billing and records process to make things go

smoothly for our customers when they have to respond to audit information requests.

Program Benefits:

NGS services are available to other public sector organizations (state Executive Agencies, UC & CSU

campuses, community college districts, cities, counties, and special districts) through an interagency

agreement basis, not requiring a bidding process.

NGS follows public procurement competitive bidding processes to select and contract with natural gas

suppliers for our customers.

NGS handles all gas supply and delivery arrangements, both with the gas suppliers and the gas utility

companies.

NGS provides bill consolidation and quality control – combining both the gas supply and utility gas

transportation costs into a single monthly bill – decreasing administrative and record keeping costs.

NGS maintains an auditable 'paper trail' for all gas purchases – we understand public audit requirements

and have designed our billing and records process to make things go smoothly for our customers when

they have to respond to audit information requests.

NGS offers our customers natural gas information and consulting services – if you have a question or

are trying to develop a specialized service, we work with you to get what you need.

NGS monitors gas infrastructure issues (gas supply reliability) and strategies for curtailment protection

(what to do when there is a supply interruption).

NGS offers customers customized gas supplies, billing and accounting processes.

NGS acts as an advocate on relevant issues before the California Public Utilities Commission.

Who Can Participate?

The NGS program is primarily designed to supply gas procurement services to large gas users--facilities

that use more than 250,000 therms per year, known as "non-core" services.

NGS program customers include:

University of California and California State University campuses.

Community college districts.

All executive agency non-core facilities

23

Special districts: waste, water, transit

Customers can participate in either a five-year or one-year contract. These contracts are available on a fixed

term or on an evergreen basis.

Multi-Year Contract:

Customers commit to up to five years of gas purchases. This allows NGS to provide a long-term risk

management portfolio to protect against short-term price spikes. Gas is periodically purchased for future

delivery when market conditions appear favorable. Purchasing tools include fixed price gas, price caps and

collars, separate purchases of gas commodity and interstate transportation (basis), and options. Pool gas not pre-

purchased is bought at market index prices. Market prices are extremely volatile. Market tools and strategies are

used to reduce volatility and make it easier to predict budget needs.

One-year Pool Contract:

Uses the same techniques as the multi-year, but with risk management limited to future purchases of no more

than one year - for organizations not prepared to make a long-term commitment.

24

EXAMPLE OF COST OF NATURAL GAS COMMODITY USING

80% BIOGAS (Excludes transportation, taxes, fees)

PROPOSED TERM SHEET (November 10, 2016)

Total Monthly Usage 92,474 Therms

Biomethane 80% 73,979 Therms

Natural Gas 20% 18,495 Therms

Citygate 0.3400$ $/Therm

Biogas Premium 0.6000$ $/Therm

Natural Gas Cost 6,288.23$

Biogas Cost 69,540.38$

Monthly Fuel Cost 75,828.60$

RIN Value FEDERAL

RIN Value per Gallon 0.53$

Monthly RIN Credit 11.727 69,404

Monthly RIN Value 36,923.06$

LCFS Credit Value CA

MMBtu/scf conversion 1,076.53 1,991,019.83

0.90 1,797,717

Energy of CNG in MJ 0.98 1,761,763

EER 0.9 1,585,586

CNG Average CI 97.05 78.37

Monthly Brown LCFS Credit 1,000,000 30

LCFS $/MT (Metric Ton) 80.00$

Monthly Brown LCFS Value 2,369.50$

EER 1 7,190,868

Biomethane Average CI 46.42

Monthly Green LCFS Credit 364

Monthly Green LCFS Value 29,125.89$

Fuel Price 75,828.60$

LCFS Credits 394 31,495.39$

RIN Credits 69,404 36,923.06$

Net RevenueBioGas+Brown Gas (7,410.15)$

25

PROPOSED TERM SHEET (November 10, 2016)

1. Contract expires at midnight, December 6, 2020 (as planned) if YCTD does not elect to have

CONTRACTOR build a third CNG skid.

2. SCOPE OF WORK is amended to include the following:

CONTRACTOR shall operate, maintain, rebuild or replace components of the entire CNG facility, as

needed, to keep the facility fully operational, including all original CNG facility improvements, plus

other improvements described in the Amendment.

3. CONTRACTOR shall perform the safety study described in Exhibit J at CONTRACTOR’s

expense.

4. PUBLIC CNG DISPENSER USE. YCTD grants CONTRACTOR the authority to consume natural gas

provided by YCTD, operate, maintain and repair all CNG facility equipment and components, compress

and dispense CNG, as well as collect revenue and pay all fees attributable to the YCTD CNG public

dispenser, including all commodity related fees and commissions. YCTD reserves the right to fuel some

or all of its CNG vehicles from the CNG public dispenser, as needed. CONTRACTOR agrees to work

with YCTD to assure that total expenses per therm or GGE associated with fueling YCTD vehicles at

the public dispenser shall not exceed expenses per therm or GGE associated with fueling YCTD

vehicles at the YCTD dispenser.

5. YCTD shall pay all charges and expenses associated procuring, compressing and dispensing

natural gas at the CNG bus dispenser during the Term of the Agreement. Because YCTD

is shifting to NGV-4, it must abide by California Public Utilities Commission (CPUC) and

Pacific Gas and Electric (PG&E) requirements established for non-core natural gas,

including the possibility of natural gas curtailments in the event of natural gas fuel shortages

or other emergencies. Both parties recognize this risk and agree to comply with curtailment

requirements that are established by CPUC and PG&E.

6. For CNG facility operations and maintenance fees by CONTRACTOR, the following updated price

table will apply, effective December 7, 2016:

26

Volume Used* Rate ($/therm) Rate ($/GGE)

30,000 – 34,999

Therms

$.454 $.567

35,000 – 39,999

Therms

$.430 $.537

40,000 – 44,999

Therms

$.418 $.522

45,000 – 49,999

Therms

$.392 $.490

50,000 – 54,999

Therms

$.364 $.455

55,000 – 59,999

Therms

$.268 $.335

60,000 – 64,999

Therms

$.249 $.311

65,000 – 69,999

Therms

$.222 $.278

70,000 - 99,999

Therms

$.209 $.261

100,000+ Therms $.200 $.250

*The rate per therm charged to YCTD shall be based on COMBINED therms

dispensed at the YCTD CNG bus and YCTD CNG public dispensers. YCTD shall

not be required to pay CONTRACTOR maintenance and operations fees for CNG

dispensed through the YCTD public dispenser.

The prices in this table will be inflated on an annual basis following PPI index: Pumps,

Compressors, and Equipment (https://fred.stlouisfed.org/series/WPU1141), or by 5%

per year, whichever is less. The adjustment shall be effective December 7th of each

https://fred.stlouisfed.org/series/WPU1141

27

year, starting with December 7, 2016 and shall take into consideration PPI index

changes from the previous year, or the 5% maximum limit, whichever is less.

7. CNG FACILITY PUBLIC ACCESS USE FEE. CONTRACTOR agrees to pay to YCTD thirty-five

cents ($0.35) per gasoline gallon equivalent (GGE) for CNG dispensed to third-party customers from

YCTD’s CNG public dispenser during the Term of this Agreement. This reimbursement rate shall be

increased by $.01 per year, effective December 7th of each year. (Note that CONTRACTOR shall not be

assessed this royalty fee for CNG dispensed to YCTD buses using the CNG public dispenser.)

8. OTHER FEES. Additionally, each month, CONTRACTOR shall pay YCTD a pro-rata shares of the

following:

All natural gas commodity expenses plus all transportation (e.g., distribution,

transmission) charges, Public Purpose Program (PPP) charges and commission

expenses incurred for natural gas related to the CNG facility;

CONTRACTOR shall collect and pay directly to the appropriate authorities local,

state and federal taxes and fees that are applicable;

All electricity related costs incurred to operate the CNG facility;

In the event YCTD elects to procure renewable natural gas (RNG) through a third

party, CONTRACTOR shall pay YCTD a pro-rata shares of the costs for RNG;

YCTD shall credit to CONTRACTOR a pro-rata shares of renewable natural gas

(RNG) and Renewable Identification Number (RIN) revenue actually received for

RNG and attributable to the YCTD CNG public dispenser output. Said credits

from YCTD to CONTRACTOR shall exclude federal alternative fuel excise tax

credits.

9. In the event YCTD authorizes CONTRACTOR to build a third CNG skid, as described in Exhibit I, the

following changes apply and shall be incorporated into an agreement amendment:

A) The construction project shall be completed by June 6, 2017.

B) YCTD shall compensate CONTRACTOR for permits, design, engineering, drawings,

construction management and construction a fee not to exceed nine-hundred, ninety

thousand dollars ($990,000).

C) Payment from YCTD to CONTRACTOR shall be based on the following, plus

completion and acceptance of applicable invoices:

28

Within 30 days after completion of design, engineering, plans and specifications and

receipt of approved permits from the City of Woodland: 25%

Within 30 days after completion of all underground infrastructure improvements,

concrete and asphalt work: 15%

Within 30 days after delivery and installation of third skid, dryer assembly and all

other components and work related to the integration and inclusion of said third skid

into the fuel delivery system: 40%

Within 30 days after successfully testing and commissioning the CNG facility

improvements:

10%

Within 60 days of YCTD’s acceptance of the tested and commissioned CNG facility

improvements: 10%

D) The contract term will be extended to June 6, 2026 (a 5 1/2-year extension).

E) Contractor shall pay YCTD the following additional fees:

a. FEE TO COVER SHARE OF THIRD SKID:

In the event YCTD authorizes improvements associated with a third skid, and upon

completion and acceptance of that third skid, CONTRACTOR agrees to pay to YCTD an

additional sixteen cents ($0.16) per gasoline gallon equivalent (GGE) for CNG dispensed to

third-party customers from YCTD’s CNG public dispenser during the Term of this

Agreement.

F) REAL ESTATE TAXES. YCTD shall pay directly to the appropriate taxing authority if assessed,

charged, due and payable all real estate taxes and assessments, whether general or special, levied

against the CNG related facility and improvements.

10. Throughout the demolition and construction, with the exception of no more than 4 hours in any day,

CONTRACTOR will provide a continuous flow of CNG to the YCTD bus dispenser to meet YCTD’s

needs and the public dispenser to meet those needs, coordinating closely with PG&E. YCTD and

CONTRACTOR shall mutually determine when such 4 hour windows will be in effect.

11. CONTRACTOR shall propose a demolition and construction, testing and acceptance schedule, after

which time, CONTRACTOR may be subject to $141 per calendar day in liquidated damages for late

completion. Note that those liquidated damages are less than the $200 rate in the base contract, taking

into consideration that the improvement is equal to approximately 70.7% of the original construction

29

contract amount associated with the original contract. Acceptance of said schedule is subject to

WRITTEN approval by YCTD.

12. CONTRACTOR acknowledges and agrees that the CNG compression and dispensing facility includes a

pace-lock priority fueling upgrade, as part of the $990,000 third CNG skid project and shall sequence

the system so that YCTD buses can be fueled first. YCTD reserves the right to establish or alter how

the pace-lock priority system will function in terms of giving YCTD buses at the YCTD bus dispenser

will have CNG fueling priority over the public dispenser, per CONTRACTOR’s proposal.

13. Insurance. CONTRACTOR shall obtain and maintain a standard commercial general liability policy

providing bodily injury and property damage insurance with coverage limits of not less than Two and a

half million dollars ($2,500,000) per each occurrence and in the aggregate insuring against any and all

liability of CONTRACTOR. Such insurance shall name YCTD as additional insured. CONTRACTOR

shall provide YCTD with a certificate of insurance, which shall provide that the insurance may not be

canceled without providing YCTD a minimum of thirty (30) calendar days’ prior written notice of such

cancellation. Contractor shall be responsible for all costs associated with maintaining, repairing

and operating the CNG facility, including all related subsystems on both the YCTD bus dispenser side

and the public dispenser side. Such coverage shall include, but not be limited to, repair and replacement

of all subsystems damaged, in need of rebuilding, lost or stolen.

14. YCTD reserves the right to establish rules that CONTRACTOR must follow as they relate to ingress and

egress at YCTD’s facility and access to YCTD owned CNG systems and subsystems. CONTRACTOR

shall perform work in a manner that does not interfere with the traffic flow and fueling of YCTD CNG

vehicles.

15. CONTRACTOR agrees to exert renewed efforts to assure that other requirements of the base contract

are being met, including the timely arrival of qualified service personnel and the expeditious repair of

any deficiencies.

16. While YCTD determines the price at the public dispenser, it shall be done in consultation with

CONTRACTOR.

Exhibit I Excerpts for Third Skid

33

Exhibit J

41



Topic: Triennial Performance Audit

Presentation by Belynda Johnson,

Majic Consulting

Agenda Item #:

Agenda Type:


Attachments Yes No

Prepared by: Terry Bassett Approved by: Meeting Date: November 14, 2016

RECOMMENDATION:

It is recommended that the YCTD Board of Directors review the attached Triennial Performance audit of

YCTD, receive the presentation from Belynda Johnson, of Majic Consulting, and give feedback where

appropriate.


It is appropriate that the YCTD Board review the results of Majic Consulting work associated with the

Triennial Performance audit.

BACKGROUND:

Triennial Performance audits are a requirement under the California Transportation Development Act.

SACOG procures triennial performance audit services and awarded the current work to Majic Consulting, the

same firm which conducted YCTD’s performance audit three years ago. This particular report covers FY 2012/13

through FY 2014/15.

Three recommendations are included in the audit. They can be found in the Executive Summary.

BUDGET IMPACT:

None.

43



Topic: Update on the Downtown Sacramento

Shuttle

(“The Y”)

Agenda Item #:

Agenda Type:


Attachments Yes No

Prepared by: Mike Luken, Julie

Audell

Approved by: Meeting Date: November 14, 2016

RECOMMENDATION: No recommendation is being given. This is an update on the Downtown Sacramento Shuttle (“The Y”). Your Board

may wish to provide further direction to staff as needed.

REASON FOR RECOMMENDATION: The Golden 1 Center in downtown Sacramento opened its doors on October 4, 2016. Staff worked diligently to run

the Downtown Sacramento Shuttle (The “Y”) with successful implementation on that day, and for 11 events to date

thereafter. Some 23-31 total events will be served by the end of the 2016. Numbers of events served by The Y can fluctuate

due to anticipated attendance.

BACKGROUND: Y Shuttle & Paratransit Service during Major Events

The Y Shuttle buses originate in Woodland and Davis at specific bus stop locations, before connecting to the West

Sacramento Transit Center. There, riders from impacted Yolobus routes 40, 41, 240, 42A and 42B, as well as any other

riders who wish to go to downtown Sacramento may board. Impacted routes terminate at the West Sacramento Transit

Center to avoid downtown Sacramento traffic congestion during major events.

The Y Shuttle buses run between the West Sacramento Transit Center and downtown Sacramento locations

approximately every 15-minutes pre-event, approximately every 30-minutes during events, and at approximately 20 and 40

minutes post-event. After serving the West Sacramento Transit Center, the final trips of the evening return to Woodland

and Davis.

Traffic congestion on Capitol Mall has been much less than expected and smooth operation of the Y Shuttle has occurred

at every event. The three downtown stops have been functioning well, with the highest level of activity at the 7th & Capitol

shared bus stop. Traffic congestion on J Street and L Street close in to the G1C is fairly high as expected.

A large number of regular YCTD commuters use the Y Shuttle Pre-Event to access downtown Sacramento. Transfers

from the California Capitols back to Davis have been modest. Due to surge pricing, some riders are using transportation

network companies (TNC’s – Uber/Lyft) pre-event and the Y Shuttle post event.

Impacts on Existing Routes

To reduce the number of Yolobus vehicles entering the downtown Sacramento area during major events, the

following routes and schedules have been modified to eliminate their entering the downtown Sacramento area: Routes 40,

41, 240, 42A, and 42B. These routes terminate at the West Sacramento Transit Center, and operate modified/shorter routes

during major events. Originally these routes also offered increased levels of service, however, due to rider demand, the

original scheduling has been restored, while keeping the modified routes. Customers who access downtown Sacramento

during event periods have done so by transfer to The Y Shuttle.

44

West Sacramento Transit Center Parking & Security

West Sacramento is continuing to monitor the parking demand around the West Sacramento Transit Center and will

report back to their City Council whether it is prudent or not to continue providing parking for the proposed shuttle ½ a

block west of the Transit Center. YCTD staff recommends keeping the parking areas available as an option for Y Shuttle

riders.

YCTD has provided security at the West Sacramento Transit Center due to the increased hours of late night

operation. Staff may adjust levels of security to the area due to low levels of parking usage, and increase security when

appropriate.

Major Event Staffing

During the first 11 events, YCTD provided staff assistance at all Y Shuttle stop locations, as well as the West

Sacramento Transit Center where impacted routes terminate. YCTD plans to reduce staffing levels moving forward, as

riders are learning to navigate the service on their own.

Post Opening Adjustments

As noted in the last staff report, the learning period of 30-45 days was recommended as the public was learning how to

access downtown with the Y Shuttle. As this initial period has concluded, staff recommends continued monitoring of the

service, with specific focus on the following considerations:

Adjust post-event pickup earlier due to riders’ desire for earlier boarding Elimination of Woodland stop “Gateway” due to very low boarding activity Combining of the Woodland and Davis routes using two buses The remaining two buses to be staged at West Sacramento Transit Center pre-event trips No paratransit service requests have been submitted to date. Some of the funds for increased paratransit service

to/from the Golden One Center may be able to be redirected to fixed route services in the near future if this trend continues.

It should be noted that traffic patterns may still change as nearby construction projects in the Downtown Commons, such

as a new Sutter hotel, restaurants, entertainment and shops come online in March 2017. Additional adjustments may be

needed at that time as people are given the opportunity to stay in Downtown longer before and after events.

Y Shuttle Service Ridership Data by Event Date

Ridership has fluctuated depending on the type of major event. No patterns have arisen yet with both Kings games and

other events fluctuating:

October 4 Paul McCartney 193 October 5 Paul McCartney 426 October 9 WWE 232 October 10 Kings Preseason 260 October 15 Maroon 5 119 October 18 Kings Preseason 279 October 20 Jimmy Buffett 221 October 27 Kings 102 October 29 Kings 139

Total 1,971

Marketing/Public Relations Staff has been investing resources to market the service to Woodland, Davis and West Sacramento residents by means

of the following modes and methods:

1) YCTD press event at the West Sacramento Transit Center 2) Press event with City of Sacramento by Sacramento City Hall 3) Capitol Public Radio interview with Board Members Chris Ledesma and Steve Hansen 4) Davis Media Access interview with Board Member Don Saylor and Mayor Cabaldon, with plans to share

recording on both West Sacramento’s Public Access TV as well as Woodland’s 5) City modes of public outreach-websites, Facebook, parks/rec centers 6) Banner advertisement in online version of local Yolo newspapers 7) Limited Yolo Newspaper Ads 8) Free rides for about one month 9) Service Flyers 10) Joint promotion with Capitol Corridor Joint Powers Authority 11) District Outreach-Yolo Alert, YCTD Facebook/Twitter, YCTD Website

45

12) Interest group outreach 13) GetHereSac.com mobile platform (developed by City of Sacramento/Sacramento Kings) 14) Station activation event planned for 11/18/2016 (SACOG arranged service promotional activities at the West

Sacramento transit center) 15) Radio Spots on 1140AM (Sports/Sacramento Kings station)

Staff will continue to advertise and market the service by means of the above, as well as potentially new methods on an

ongoing basis including additional community outreach through city and civic groups. Staff also will be wrapping the rear

of all buses with an advertisement for the Y Shuttle.

BUDGET IMPACT:

The anticipated cost increase for the Downtown Shuttle related expanded service is $434,947 per year, minus

a very modest $19,947 in anticipated fare revenue (including paratransit), minus $15,000 in anticipated

advertisement revenue, and minus $200,000 allocated to the service from discretionary Federal Section 5307

funding. The assumed increase in fare revenue is equivalent to $163.47 per large event on fixed route buses and

$36 per large event on paratransit service.

It should be noted that YCTD staff intend to charge a premium fare of $3.25 cash per one way ride (regular),

$1.60 cash per one way ride (seniors, students and disabled), or $7 round trip pass (regular), or $3.50 round trip

pass (seniors, students and disabled) for added trips between Woodland, Davis and the West Sacramento Transit

Center. A group rate pass has also been established at $14 per round trip for up to four customers. YCTD is not

charging a fare for the short shuttle between the West Sacramento and downtown Sacramento. The reason for

this is to not penalize existing riders who are suddenly required by YCTD to transfer at the West Sacramento

Transit Center. This does not apply to the long-distance Y Shuttle trips between Woodland, Davis and the West

Sacramento Transit Center.

YCTD is responsible for the balance of $200,000 which will fund the service for the planned 100 events

throughout the upcoming year. Assuming Yolobus provides approximately 72 one-way rides per event (an

average of 18 persons per vehicle, per event), it was estimated that annual ridership would increase by 7,266 rides.

It is believed these figures are conservative, and ridership likely to increase as the service becomes better known.

47

BOARD COMMUNICATION: YOLO COUNTY TRANSPORTATION DISTRICT

350 Industrial Way, Woodland, CA95776---- (530) 661-0816

Topic:

Consider Director’s

Report

Agenda Item #:

Agenda Type:

10 Deliberation/Action*

Attachments: Yes No

Prepared By:

Terry Bassett, Mike Luken &

Janice Phillips

Approved By: Meeting Date: November 14, 2016

RECOMMENDATION: The following are updates to your board regarding various YCTD matters. While there are no specific recommended

actions from staff, your board reserves the right to take action on all items below.

BACKGROUND:

a) Oral Report

b) Update on Countywide Transportation Capital Improvement Plan

Staff is currently finalizing the aggregation of data received from jurisdictions within the county on the top 5

transportation projects by category. This material will be useful in lobbying for projects at the state and local level. While

the impetus for creation of a plan has changed since embarking upon this activity, there are new potential causes for

having a comprehensive plan.

1) SACOG Regional Funding Round – would have occurred in the Spring of 2017. Delayed to develop additional

performance measures and will provide an opportunity to impact performance measures which match Yolo projects

2) State Legislative Day – March 9, 2017 – Yolo participants can impact agenda of this event to the benefit of Yolo

projects. Provide local examples of project and prior project delivery to legislators

3) 2017 Cap to Cap – Late April, 2017 – develop Yolo agenda as in previous years to gain support from regional

participants, local delegation and others to benefit Yolo projects.

c) West Sacramento Service Planning

In 2016, the City of West Sacramento adopted their annual strategic planning objectives which included the development

of a citywide transit strategy. City staff, with the assistance of YCTD staff, developed a white paper for their Executive

Team’s annual strategic planning session this month. This white paper identified some potential short term achievable

changes and a longer term plan to study modifications to other routes in the community. Following the City Executive

Team’s review of this approach, the West Sacramento City Council will consider this in their strategic planning sessions

in January/February.

d) Woodland Service Planning

Last year the Board and Woodland City Council adopted the Woodland Transit Study. Three work plan items came out

of this study which staff has begun working with Woodland Community Development Department staff to implement.

1) Woodland Transit Center Site Selection/Preliminary Engineering/Environmental – staff is preparing a request for

qualifications to hire a consultant team to perform this multi-phase study. Following selection of a preferred site,

the team could begin work on preliminary engineering and design for the preferred site. This project is contained

in the FY2016-2017 budget and funded by Small Urban 5307 funds.

2) Route 45/46 Changes – Staff will begin working on the recommended addition of one (1) Route 46 additional express

48

bus from Woodland Gateway to Downtown Sacramento by shifting one of the current Route 45 buses to perform

that new route.

3) Modified Short Term Local Route Improvements – the Woodland Transit Study recommended a pulse system of

providing bus service centering on a new transit center in Downtown Woodland. A precursor to this pulse system

while the transit center project moves forward, is an adjustment of the current four routes. One of the challenges is

the current condition and alignment of Lemen Avenue east of East Street. YCTD staff will work with the City of

Woodland and Yolo Housing to find an interim solution as city improvements to Lemen Avenue may not occur in

the near future.

e) Update on Connect Card Status

Sacramento Regional Transit is scheduled to begin the soft launch of the Connect Card Fare system the week of

November 14, 2016. There have been around 600 volunteers sign up to be part of the launch. This phase will last for

six to eight weeks and will be limited to RT only volunteer riders. The remainder of the transit systems in the region

will join RT in a soft launch in January or February 2017.

f) Caltrans District 3 Workshop

City, County and Transit Agency staffs from Yolo County were invited to a working session with Caltrans District 3

Director, Amarjeet Benipal on Monday October 31. This meeting, the first of its kind with the District Director and his

top management staff, was designed to provide a forum for discussion of Caltrans and local projects underway in District

3 in Yolo County. Public Works, Community Development and Transit Agency management staff discussed each

jurisdiction’s current priorities and had an opportunity to ask questions and provide comment on Caltrans processes and

procedures. One of the top issues of discussion for YCTD was congestion on Interstate 5 and 80 and the challenges the

YCTD faces in getting its buses to their destinations on time with buses potentially stuck in freeway traffic as the region

grows. Follow-up discussions after the meeting discussed the potential of Caltrans District 3 looking at one of the

corridors for a study of using more advanced intelligent transportation systems (ITS) to better manage traffic flow, in

addition to HOV lanes planned along those corridors in the not too distant future. These technologies are being deployed

in other areas throughout Northern California.

g) Comments on Cache Creek Hotel Expansion Project

Staff sent a letter during the comment period for the tribal environmental impact report which closed on November 7,

2016. A copy of this letter is attached to this staff report. Comments centered around providing additional service

during morning and evening gaps in Route 215 service requested by local residents and casino employees. Staff also

emphasized continuing to work with the Yocha Dehe Wintun Nation on the park and ride facility proposed in the

additional project for a project in Woodland where many employees currently reside and have created impromptu park

and ride locations throughout the City. YCTD staff coordinated with the County Counsel’s Office on this comment

letter.

h) Attachments v. Letter on Cache Creek Hotel Expansion Tribal Environmental Impact Report

vi. Ridership Report Thru September 30, 3016

vii. Performance Indicator Report Thru September 30, 2016

viii. Financial Report for First Quarter of 2016/17

51

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Totals

16-17 112,902 128,174 124,845 365,921

15-16 132,193 135,789 138,295 141,590 122,545 117,814 119194 126,278 129,160 125,400 121,025 115,313 1,524,596

14-15 137,804 144,667 146,394 151,630 129,251 124,534 132,042 128,155 137,076 133,274 128,879 124,030 1,617,736

13-14 145,240 150,145 147,925 159,624 135,001 128,789 138,830 134,193 140,902 146,288 142,987 127,081 1,697,005

12-13 136,029 152,771 141,712 158,319 138,423 122,854 138,422 138,245 144,978 143,474 145,716 129,271 1,690,214

11-12 125,846 143,688 140,150 142,995 134,523 124,528 137,741 143,683 147,795 139,652 145,890 131,767 1,658,258

10-11 140,034 143,616 136,714 139,815 130,272 118,877 133,058 130,088 141,582 141,200 140,848 132,082 1,628,186

09-10 144,651 141,258 144,049 150,809 132,730 125,460 133,705 136,346 148,367 140,109 136,272 132,315 1,666,071

08-09 160,580 161,041 158,082 168,903 143,478 140,487 153,123 138,164 152,247 147,277 144,946 140,563 1,808,891

07-08 159,817 155,510 152,555 163,369 138,675 136,205 148,057 133,631 147,265 142,604 140,421 136,372 1,754,481

06-07 122,800 126,074 114,147 127,610 116,009 106,480 116,214 117,959 124,535 134,526 138,991 140,437 1,485,782

05-06 106,044 121,542 111,262 118,112 107,259 101,906 114,092 105,096 123,411 115,029 122,358 116,621 1,362,732

04-05 107,150 117,018 108,890 112,076 103,828 95,674 107,599 101,379 113,837 105,354 118,847 115,748 1,307,400

03-04 105,206 106,152 104,410 103,943 97,488 95,852 99,008 96,068 106,015 105,685 105,309 105,176 1,230,312

02-03 108,939 103,488 101,711 108,467 92,480 89,168 92,516 89,648 106,759 101,867 102,835 103,819 1,201,697

01-02 112,889 111,782 105,554 114,277 97,067 92,461 101,652 95,307 106,049 104,030 106,669 101,146 1,248,883

00-01 117,273 121,631 108,539 118,293 106,027 96,291 105,754 98,203 105,663 109,432 113,032 103,519 1,303,657

0

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun

Rid

ers

Yolobus Fixed Route Ridership Trends

14-15 15-16 16-17

-14.6%-

-9.9% YTD

-5.6% -9.7%

52

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Totals

16-17 2,318 2,604 2,379 7,301

15-16 2,530 2,302 2,363 2,382 2,292 2,463 2,515 2,590 2,886 2,659 2,547 2,550 30,079

14-15 2,183 2,114 2,195 2,487 2,086 2,187 2,240 2,359 2,553 2,693 2,627 2,598 28,322

13-14 2,023 2,026 1,985 2,074 1,887 1,821 1,974 1,735 2,046 2,169 2,350 2,236 24,326

12-13 1,798 2,005 1,761 2,181 1,930 1,792 2,050 1,764 1,975 2,248 2,035 1,845 23,384

11-12 1,422 1,554 1,507 1,479 1,425 1,346 1,452 1,441 1,677 1,577 1,791 1,648 18,319

10-11 1,399 1,435 1,471 1,443 1,288 1,346 1,396 1,382 1,557 1,515 1,519 1,530 17,281

09-10 1,447 1,326 1,349 1,306 1,260 1,292 1,273 1,265 1,414 1,334 1,310 1,341 15,917

08-09 1,504 1,465 1,606 1,667 1,341 1,531 1,590 1,582 1,701 1,415 1,378 1,444 18,224

07-08 1,456 1,640 1,276 1,478 1,272 1,275 1,283 1,300 1,344 1,467 1,491 1,368 16,650

0

500

1,000

1,500

2,000

2,500

3,000

3,500

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun

Rid

ers

Yolobus Special Paratransit (ADA) Ridership Trends

14-15 15-16 16-17

-8.4%

+1.5% YTD

+13.1%+0.7%

53

Yolo County Transportation District Performance Indicators

FY 2016/17 vs 2015/16YEAR TO DATE THROUGH FIRST QUARTER

Fixed Route FY 2016/17 FY 2015/16 Change Paratransit FY 2016/17 FY 2015/16 Change

Ridership 365,921 406,277 -9.9% Ridership 7,301 7,195 1.5%

Operating expense 2,401,869$ 2,785,452$ -13.8% Operating expense 424,294$ 379,934$ 11.7%

Fare revenue 616,625$ 614,383$ 0.4% Fare revenue 29,577$ 16,798$ 76.1%

Fare Box Recovery 25.67% 22.06% 16.4% Fare Box Recovery 6.97% 4.42% 57.7%

Cost/ride 6.56$ 6.86$ -4.3% Cost/ride 58.11$ 52.81$ 10.1%

Revenue miles 501,600 509,338 -1.5% Revenue miles 90,695 82,965 9.3%

Revenue hours 25,612 25,847 -0.9% Revenue hours 5,172 5,198 -0.5%

Fare revenue/ride 1.69$ 1.51$ 11.4% Fare revenue/ride 4.05$ 2.33$ 73.5%

Rides/hour 14.29 15.72 -9.1% Rides/hour 1.41 1.38 2.0%

Rides/mile 0.73 0.80 -8.5% Rides/mile 0.08 0.09 -7.2%

Cost/revenue hour 93.78$ 107.77$ -13.0% Cost/revenue hour 82.04$ 73.09$ 12.2%

Cost/revenue mile 4.79$ 5.47$ -12.4% Cost/revenue mile 4.68$ 4.58$ 2.2%

Miles per collision* 99,710 151,565 -34.2% Miles per collision 104,544 48,279 116.5%

Miles per road call 7,772 9,778 -20.5% Miles per road call 52,272 48,279 8.3%

% on-time N/A 73.3% % on-time 95.6% 94.8% 0.8%

Fare revenue per revenue mile 1.23$ 1.21$ 1.9% Fare revenue per revenue mile 0.33$ 0.20$ 61.1%

Fare revenue per revenue hour 24.08$ 23.77$ 1.3% Fare revenue per revenue hour 5.72$ 3.23$ 77.0%

*Preventable collision accidents, including mirror taps.

54

All Fixed Route Service Month Y-T-D Y-T-D Budget

Variance

Favorable/

(Unfavorable)

Revenues

Fare Revenue

Passenger Fares 230,924 611,371 644,638 (33,266)

Special Fares 2,392 5,254 5,000 254

Total Fare Revenue 233,315 616,625 649,638 (33,013)

Operating Revenue:

Local Transportation Fund (TDA) 1,493,096 1,493,096 1,138,650 354,446

Local Operating Assistant (Reserves) 163,528 (163,528)

Interest 8 30 7,500 (7,470)

State Operating - Other 8,853 (8,853)

FTA 5307-Operating (PM & Consultants) 659,791 (659,791)

FTA 5311 - Operating 32,720 (32,720)

FTA 5316 (JARC) -Operating 0

PTMISEA 0

Auxilliary Transportation 150,483 (150,483)

Other 15 5,493 151,776 (146,283)

Mitigation Revenue 790,202 401,495 388,707

Sales of Fixed Assets 0

Total Operating Revenue 1,493,119 2,288,820 2,714,796 (425,975)

Total Revenue 1,726,434 2,905,445 3,364,433 (458,988)

Expenses

Salaries & Benefits:

Regular Employees 62,771 171,120 211,469 40,348

Extra Help 4,177 10,717 15,000 4,283

Overtime 0

Vacation Payoff 0

Management Leave Buy-Back 1,000 1,000

Retirement 5,750 78,421 35,927 (42,494)

Social Security

Medicare Tax 2,228 5,906 4,059 (1,847)

Health Insurance 14,186 28,762 52,874 24,112

YCTD Contribution to Other Post Employment Benefits 1,723 3,447 12,201 8,754

Unemployment Insurance 305 605 1,610 1,005

Workers' Compsensation Insurance 202 1,162 2,689 1,527

Other Frings Benefits 1,970 5,639 8,025 2,386

Subtotal Salaries & Benefits 93,311 305,779 344,853 39,074

Services

Housekeeping Expenses 1,697 7,546 3,503 (4,044)

Maintenance - Equipment 510 20,170 185,354 165,184

Maintenance - Building & Improvements 7,660 12,660 17,150 4,490

Legal Services 6,250 6,250

Professional & Specialized Services 11,123 16,083 75,588 59,505

Training Expense 49 147 6,464 6,317

Trustees, Commissioners, Directors 600 1,000 1,700 700

Subtotal Services 21,638 57,606 296,008 238,402

Yolo County Transportation District

Statement of Revenue and Expenses - Budget vs Actual

For the Month Ended September 30, 2016

55


Variance

Favorable/

(Unfavorable)

Fuel & Lubricants

Vehicle Fuel Expense 99,935 308,870 400,328 91,458

Lubricants 0

Subtotal Fuel & Lubicants 99,935 308,870 400,328 91,458

Materials & Supplies

Food 260 624 930 306

Office Expense 2,061 3,339 6,250 2,911

Postage 262 756 2,750 1,994

Printing 2,468 6,945 16,492 9,546

Small Tools & Minor Equipment 6,028 8,008 12,598 4,590

Subtotal Materials & Supplies 11,078 19,673 39,020 19,347

Utilities

Communications 7,112 21,115 47,275 26,160

Utilities 1,744 5,256 5,275 19

Subtotal Utilities 8,856 26,371 52,550 26,179

Casualty & Liabilty

Insurance - Public Liability 351,078 118,790 (232,288)

Insurance - Fire & Extended 723 723 5,000 4,277

Insurance - Physical Damage 17,764 6,257 (11,507)

Subtotal Casualty & Liability 723 369,565 130,047 (239,518)

Purchased Transportation

Purchased Transportation 624,566 1,285,024 1,930,964 645,940

Subtotal Purchased Transportation 624,566 1,285,024 1,930,964 645,940

Miscellaneous

Memberships 20,599 9,006 (11,594)

Publications & Legal Notices 625 625

Advertising 2,703 5,001 8,310 3,309

Rents & Leases-Equipment 82 159 100 (59)

Rents & Leases-Bldgs & Improvements 11,250 11,250

Books & Periodicals 245 245

Special Department Expense - Other 653 1,866 3,268 1,402

Transportation & Travel 287 1,356 11,690 10,333

Subtotal Miscellaneous 3,725 28,981 44,493 15,512

Total Services & Supplies 770,522 2,096,089 2,893,409 797,320

Total Expenses 863,833 2,401,869 3,238,262 836,393

OperatingSurplus/(Shortage) 862,601 503,577 126,171 377,406

Contingencies 125,421 125,421

Pass Through to Other Agencies 8,250 8,250




56


Variance

Favorable/

(Unfavorable)

Capital Revenue

FTA 5309 - Capital Revenue

FTA 5307 - Captial Revenue 1,506,174 1,506,174

Capital LTF 194,602 194,602

Other Capital Revenue

Governor's OHS 184,429 184,429

PTMISEA 713,106 713,106

West Sac (local match)

Cache Creek Capital Revenue

County Gov't Agencies

State Transit Assistance (STA) 352,026 352,026

Non-County Gov't Agencies 8,750 8,750

Transfers In (Out)

0 0 2,959,086 2,959,086

Capital Expenses

Grant Capital Expenses 0

Grant Non Capital Expenses 0

Facility Improvements 328,662 328,662

Equipment 2,630,424 2,630,424

0 0 2,959,086 2,959,086

Capital Surplus/(Shortage) 0 0 0 0




57

ADA PARATRANSIT SERVICE Month Y-T-D Y-T-D Budget

Variance

Favorable/

(Unfavorable)

Revenue:

Fares 2,054 12,457 16,079 (3,623)

Special Fares 5,116 17,120 10,934 6,187

Total Fare Revenue 7,170 29,577 27,013 2,564

Operating Revenue

Local Transportation Fund-Operating 291,301 291,301 236,300 55,001

Local Operating Assistance (Reserves) 82,500 (82,500)

FTA 5310 (New Freedom) Operating 37,500 (37,500)

Investment Earnings 1,250 (1,250)

FTA 5307 Operating 65,113 (65,113)

Mitigation Revenue 5,940 (5,940)

Other Income 2,639

Sale of Fixed Assets 1 6,240 (6,239)

Total Operating Revenue 291,301 293,941 434,842 (143,540)

Total Operating Revenue 298,471 323,517 461,855 (140,976)

Expenses:

Services

Maintenance - Equipment 399 (399)

Subtotal Services 0 399 0 (399)

Fuel & Lubricants

Vehicle Fuel Expense 7,039 23,459 57,077 33,618

Subtotal Fuel & Lubricants 7,039 23,459 57,077 33,618

Utilities

Communication 0

Subtotal Utilities 0 0 0 0

Casualty & Liability

Insurance - Public Liability 61,113 24,574 (36,539)

Insurance - Physical Damage 3,092 (3,092)

Subtotal Casualty & Liability 0 64,205 24,574 (39,631)

Purchased Transportation

Purchased Transportation 111,041 336,231 374,611 38,380

Subtotal Purchased Transportation 111,041 336,231 374,611 38,380

Appropriation for Contingency 5,593 5,593

Total Expenses 118,081 424,294 461,855 37,561

Operating Surplus/(Shortage) 180,391 (100,776) 0 (103,415)

Capital Revenue

State Transit Assistance 18,750 18,750

Non County Gov't Agencies 35,000 35,000

Local Transportation Fund-Capital 0

0 0 53,750 53,750

Capital Expense

Capital Expenses 53,750 53,750

0 0 53,750 53,750

Capital Surplus/(Shortage) 0 0 0 0


