Rural Mobility Fund Call for Expressions of Interest

Application Form

Applicant Information

Bidding authority: Gloucestershire County Council

Bid Manager Name and position: Tom Main, Integrated Transport Manager

Contact telephone number: 01452 425343

Email address: [email protected]

Postal address: Integrated Transport Unit, Shire Hall, Westgate Street, Gloucester, Gloucestershire, GL1 2TH

Additional evidence, such as letters of support, or maps should be included in an annex.

Applications to the Fund will be assessed against the criteria set out below.

Submission of proposals:

Proposals must be received no later than 1700 on Thursday 4th June 2020.

An electronic copy only of the bid including any supporting material should be submitted to [email protected] with ‘Rural Mobility Fund’ in the subject line.

Enquiries about the Fund may be directed to [email protected]

Transparency and Privacy

Please refer to the guidance for this scheme before completing your application to understand how DfT will manage your data.

SECTION 1: Defining the area

This section seeks evidence to confirm eligibility against the definition of the rural or suburban area to be covered by the on-demand solution within the bidding authority. Bidders should:  Name the area, and include a map showing the proposed area in which the demand responsive transport service will operate.  Explain how the area meets the eligibility criteria against either the definition of rural or suburban area as set out in the guidance. This should also include, where relevant, links to urban areas that the services will provide local residents access to.

1.2 Geographical area:

Gloucestershire is a largely rural county and 29% of Gloucestershire's population live in rural areas1. Gloucestershire’s draft Local Industrial Strategy sees the distinct rural quality of the county as a clear asset but also highlights the limited availability of rural transport services, in part caused by infrequent or poor bus services in most rural areas. It expresses a clear ambition “to become a pilot area for innovative technology-driven transport solutions that work in rural areas”2.

The Better Transport for Rural Gloucestershire (BTRG) Demand Responsive Transport (DRT) project will deliver an innovative transport solution, starting in two pilot focus areas in Gloucestershire’s most rural districts:

Pilot Area 1: South Forest of Dean (S FoD). The Forest of Dean District is a Defra R80 classified area, in which 95% of its population still live in a rural environment3. The BTRG scheme will provide increased accessibility covering an area approximately 260km2 from the A40 to the north of the area to the B4228 to the west. The River Severn acts as a natural border to the east. The communities that BTRG will serve are spread across a large, topographically diverse area, including one of the last surviving ancient woodlands in the country. As with any predominantly rural area, travel patterns are dominated by the private vehicle4.

BTRG will provide 2 vehicles, which would serve the South Forest area, extending to Chepstow when necessary. Opportunities would exist to connect people to the Stagecoach services to Monmouth or Gloucester via Local Interchange Hubs at locations such as Coleford, Bream, Lydney, Blakeney, Newnham and Cinderford.

Pilot Area 2: North East Cotswold (NE Cotswolds).

Most of the North East Cotswold pilot Area is located in the Cotswolds AONB, the largest of the 46 AONBs in the UK. The North East Cotswolds pilot will cover an area approximately 360km2 with the A40 acting as the southern extent. The A429 and A44 are the key spinal routes through the pilot area with the Oxfordshire border being the extent of the area to the east.

1 GFirst LEP 2019: Draft Gloucestershire Local Industrial Strategy https://www.gfirstlep.com/downloads/2020/gloucestershire_draft_local- industrial-strategy_2019-updated.pdf 2 GFirst LEP 2019: Draft Gloucestershire Local Industrial Strategy https://www.gfirstlep.com/downloads/2020/gloucestershire_draft_local- industrial-strategy_2019-updated.pdf 3 GFirst LEP 2019: Draft Gloucestershire Local Industrial Strategy https://www.gfirstlep.com/downloads/2020/gloucestershire_draft_local- industrial-strategy_2019-updated.pdf 4 Gloucestershire’s Local Transport Plan 2015 – 2031 https://www.gloucestershire.gov.uk/media/2196/3_-_ltp_-_fod_cps-66791.pdf The BTRG will provide 2 vehicles, generally serving the needs of the area bounded by Winchcombe, Stow- on-the-Wold, Bourton-on-the-Water, Northleach and Andoversford, together with surrounding villages. Direct journeys would be offered from villages to Stow and Bourton, with opportunities to connect with the 801 service at Bouton, Andoversford or an intermediate point on the A436. Alternatively, connections to the W service at Winchcombe could be made.

The following maps indicate the locations within the pilot areas that will be able to access the DRT service. However, as a demand responsive service, providing flexible transport solution in remote areas, there can not be strict area boundaries and the service offered will include locations and Local Interchange Hubs bordering the highlighted focus areas.

Map 1– Pilot Focus Areas

1.2 Rural or suburban area eligibility:

Gloucestershire will pilot its new BTRG DRT service in some of its most rural parts, as clearly indicated in the below map which shows the two Gloucestershire DRT Pilot Areas in the context of the Government’s rural- urban classification. The two Gloucestershire DRT pilot areas are classified as “mainly rural”.

Map 2: Rural/Urban Classification 2011

The rural nature of the areas is also clearly demonstrated considering that the population of less than 10,000 of the settlements that are to benefit from the Gloucestershire DRT service.

Map 3 – Settlements – NE Cotswolds The population for settlements in the North East Cotswold focus area is on average 235 residents. The south Forest of Dean trial settlements have a slightly higher average population of 327 residents. The total population for the two pilot areas is 80,087.

Gloucestershire’s rural areas have much reduced accessibility to Public Transport (compared to urban areas), with Public Transport service providers struggling to run viable commercial services. The subsidised market is also impacted by poor value for money, which is worsened by falling passenger numbers which in turn increases costs.

Map 4 – Settlements – S. Forest of Dean The BTRG project will provide a flexible transport offer providing access to local service centres, education and health providers. It will link into commercial public transport services at new Local Transport Interchange Hubs, as indicated in maps 8 and 9 below, in line with the policies and ambitions on the creation of local transport interchange hubs expressed in Gloucestershire’s draft revised Local Transport Plan5. This will further expand destination choices and link to rural and urban centres further afield.

5 Gloucestershire’s draft Local Transport Plan 2015 – 2041 https://www.gloucestershire.gov.uk/transport/gloucestershires-local-transport-plan- 2015-2031/draft-ltp/

SECTION 2: Setting out the challenges

This section seeks a description of challenges faced by local residents in accessing services within the operating area. Local authorities should:  Explain the challenges faced by local residents in accessing services within the operating area, and who those local residents are. This could include data on population-density and demographics of the population in the area.  Clearly describe the local transport offer. This could include the number of operators (both commercial and non-commercial operators), size of the bus fleet in the area, existing routes offered (commercial, tendered or community transport services), and areas which are not served by those routes as well as lack of transport provision.

Data and maps from the Department for Transport Public Service Vehicle Survey will be used to assess changes in mileage in the operating area.

Evidence must be provided that the current transport offer in the area in which the demand responsive transport service will operate are not sufficient to meet the needs of local residents.  Explain the challenges faced by local authorities or bus operators in maintaining or providing transport services to meet the needs of local residents, and why Government funding is needed.

2.1: Challenges faced by local residents

The two pilot areas fall within some of the most deprived areas of Gloucestershire in terms of resident’s ability to access key services by public transport in 45 minutes.

A lack of access to services by public transport impacts the most on the 1,606 (NE Cotswold) and 5,306 (S.FoD) households without access to a car. In addition, young people and residents over the age of 65 are disproportionally affected because these age groups are more likely to be reliant on public transport for access to education, employment and healthcare.

Access to Health Services Gloucestershire has an aging population, with 27.2% (NE Cotswold) and 24.2% (S FoD) residents over the age of 65. Lack of access to health services has significant impacts on local residents, particularly those with poor health and can lead to missed appointments and associated costs to the NHS. 16% (NE Cotswolds) and 20% (S FoD) of the trial areas population have a long term illness or disability requiring regular access to healthcare services6. Map 5 demonstrates the sparsity of healthcare facilities in the pilot area. As a consequence, 22.9% of the NE Cotswold and 2.2% of the South Forest of Dean trial area populations (all ages) live over 45 minutes from a GP surgery. This impacts on how easily patients are able to attend appointments.

6 2011 Census – Long term health problem or disability, all persons by age. Map 5: Health Services.

Access to Education 643 (NE Cotswold) and 1,732 (S FoD) of the pilot area’s population is aged 16-18 and 38.8% (249) and 32.9% (569) of them cannot access a Further Education facility within 45 minutes, hindering learning opportunities and employment prospects.

Map 6: Educational Establishments

Economic costs of poor accessibility Map 7: DRT Pilot Areas and Employment shows key employment sites within the vicinity of the pilot areas. Poor public transport accessibility can be a barrier for people to access employment.

In addition, poor accessibility can increase loneliness and social isolation which has significant economic impact costs to the public sector7.

7 An LSE report suggests that a conservative cost estimate of social isolation, over a ten year period, could be in excess of £1,700 per person. These costs increase in excess of £6,000 a year for older people who are most severely lonely. Socially isolated people are 3.5 times more likely to enter local authority funded residential care. It is difficult to accurately calculate a true cost as there are numerous different factors that need to be considered. However a 2015 Social Finance paper did try to provide an estimate. As such a typical authority with a cohort of 5,000 older, lonely individuals, could value the economic impact costs at c.£60m to the public sector over the following 15 years.

2.2: Current local transport offer

46% of residents in the NE Cotswold and 24% of residents in the South Forest of Dean pilot areas do not live in walking distance of a regular bus service8.

The current public transport offer is fragmented with limited commercial coverage, often distant from the rural settlements while subsidised routes have infrequent and inconvenient services. The current community transport offers are often fully subscribed and cannot offer the flexibility needed.

Pilot Area 1: South Forest of Dean

Of the 21 bus services in the South Forest of Dean, only nine run 5-or-more days a week, at least two runs per day or more. 19 other services help connect the Forest of Dean, but most are day-tripper / shopping services with single outbound/inbound timetabled journeys. These are not practical for education or employment trips.

Lydney DAR offers 7 services linking more rural settlements to Lydney. They operate a semi-timetabled service, however routes and time of services are limited.9

Table (1) South Forest of Dean – Regular Bus Services10: Commercial or Service Location Operator Frequency* Route Description Subsidised

22 Forest Stagecoach Both Hourly Gloucester to Coleford via Cinderford

23 Forest Stagecoach Commercial Hourly Gloucester to Coleford via Lydney Ross on Wye to Gloucester (Day) via Huntley – 24 Forest Stagecoach Both 2 Hourly Mitcheldean - Ruardean 33 Forest Stagecoach Commercial Hourly Ross-Gloucester

35 Forest Stagecoach Subsidised Infrequent Ross on Wye to Monmouth via Coleford

8 Measured as within 400m of a bus stop. 400m is an industry accepted walking distance to a bus stop. The EOI has detailed the numbers that do not live within 400m of a bus stop served by a ‘key’ service only. A key service has been defined as one that; - Is regular within the pilot area (every 2 hours or better in frequency, allowing multiple timetabled services a day on a regular basis (Monday to Friday or Saturday) - Serves significantly important routes where local amenities/services are. - Confirmed through on-going engagement as being considered ‘key’ within the community. Non key services are regarded as infrequent (sometimes only running once a day), with inconsistent timings and sporadic throughout the week/seasons, only serving specific days or times. Non-key services do not provide simple or prompt access to services. 9 http://www.lydneydialaride.co.uk/mywebsite_003.htm 10 Please note that these details have been provided to reflect preCV-19 services. Most services are currently running a reduced CV-19 timetable; with no guarantee, at this stage, that services will revert back to their preCV-19 frequencies.

Map 8: South Forest of Dean - Accessibility and Connectivity Map

Pilot Area 2: North East Cotswold

The NE Cotswolds area has 17 services of which 4 run multiple timetabled journeys a day. The routes of these services largely focus on the A40, A429 and A44 corridors. Residents in surrounding villages are required to walk or cycle to the key towns or intersections, along rural roads unsuitable for vulnerable users.

The Villager community bus operates approximately 15 services using wheelchair accessible minibuses. The services are often day-tripper/shopping trips with 1 round trip per specific day.

Table (2) NE Cotswold– Key Regular Bus Services11: Commercial or Service Location Operator Frequency* Route Description Subsidised 801 Cotswolds Pulhams Commercial Hourly Moreton - Cheltenham 802 Cotswolds Pulhams Subsidised Infrequent Bourton to Kingham Station via Stow

855 Cotswolds Pulhams Subsidised Infrequent Bourton to Cirencester via Fairford

Johnsons Excelbus / 2 (1/2) Cotswolds Commercial 1-2 Hourly P&R (Stratford-Upon-Avon to Moreton Johnsons Coach Travel

11 Please note that these details have been provided to reflect preCV-19 services. Most services are currently running a reduced CV-19 timetable; with no guarantee, at this stage, that services will revert back to their preCV-19 frequencies.

Map 9: North East Cotswold - Accessibility and Connectivity Map

Fleet:

The services available are provided by buses with a seating capacity between 27-75 seats. Some of the rural fleet are older vehicles moved from other, more urban, areas. These vehicles are often not as environmentally friendly as urban fleets and are not suited to the narrow, undulating rural road network. There is a fleet of 20 in the Forest of Dean, 10 in the Cotswolds and a number of Community Transport provider mini-buses in both.

2.3: Challenges faced by local authorities and bus operators in providing transport services.

GCC spends c. £3 million p.a. supporting various bus and community transport services.

In total, 9,401 of South Forest of Dean and 3,232 of NE Cotswold residents have a concessionary bus pass. Active pass holders equates to 16.8% and 14.3% of pilot area populations12.

GCC’s suggested cap, as agreed by cabinet, is £4.62 per passenger (rural journeys); the actual contract costs to GCC on subsidised services are on average £9.43 per journey across the two pilot areas13. This demonstrates that GCC pay high fees to keep services running (to subsidise operators), whilst services are under used. The BTRG will be a better option for passengers and use funding strategically within Gloucestershire’s public transport.

The cost to operators of providing services often results in route alterations (increasing journey times) or route cuts (further reducing accessibility), a vicious cycle14. As any service becomes more inconvenient, less fare payers use the service, and only council subsidy allows services to continue to run. There may be high use of concessionary passes (passengers can not use a car due to medical conditions/age, and operators get reimbursement fares), using an infrequent or disjointed timetable. Approximately 42% of all journeys within the pilot areas were concessionary fares between September 2019 and February 2020. In general this is expensive for GCC and does not help bus users in Gloucestershire. The BTRG should help increase use of buses and allow subsidised services to be reviewed to provide better value for money.

Subsidised services are often focused on providing access to shops and health services rather than educational facilities, apprenticeships and work places. Timetables do not fit educational hours, nor shift working, leaving users without a travel option. Within the county, only 11% of the 16-18 apprenticeship bus passes relate to the pilot areas. This low figure suggests that the opportunities for apprenticeships are hampered by lack of access.

It is important for GCC to direct financial resources effectively, aiming to improve the commercial viability of the network, through the provision of complementary and specific services that meet particular policy objectives, such as avoiding social exclusion or isolation. Access to education and training, employment, non-emergency health care and essential (food) shopping are considered priorities.

Government funding will be needed to kick-start these new service, not just to finance the services provided by the proposed BTRG itself, but also to ensure that public transport in the rural areas continues to be a viable, encompassing service offer and to reverse recent trends of passenger decline.

Fares and Revenue: Detailed information on Costs and Patronage (Loadings) of key services and revenue are available on request for both pilot areas.

12 *Active bus pass data downloaded w/c 6th April 2020. Number of active buss passes will change daily. The elderly cards are only active within 12 months of date-of-most-recent trip. If not used for 12 months or more, they are de-activated and thus are not included in the analysis. The disabled cards can last up to 5 years irrelevant of use.

13 Details can be provided on request. 14 https://bususers.org/wp-content/uploads/2019/07/Reversing-the-decline-in-rural-bus-services-2019.pdf SECTION 3: Explaining the ambition and proposed solution

This section seeks evidence of the level of ambition from the local authority, support from stakeholders and evidence that the local authority is well-placed to use the Rural Mobility Fund to tackle these challenges. Local authorities should:

 Set out the high-level ambition for the local transport offer through demand responsive transport services. This should explain how the services would enhance the opportunity of local residents in accessing education, employment, healthcare, and other services as well as enabling greater social inclusion, or improve the experience of or offering to passengers through improving bus journey times, destinations, reliability, providing weekend or evening services, etc. It should show how this option would compare with and be better than a traditional bus service. This could include estimates of how the services could help reduce the overall cost of the local transport offer, for example, through delivering efficiencies, or improve living standards, access to employment or progression through income of local residents. Estimates of cost efficiencies beyond the local transport offer, for example to the NHS through reducing loneliness and isolation would also be helpful, where relevant. This section should also explain how the service will attract a diverse range of passengers.  Clearly describe the proposed solution. We are not seeking to specify a solution ourselves, as those need to be tailored to the specific needs of local residents and the geographical circumstances of the rural and suburban areas that the services will operate in. We have provided an indication of identified need for support in the section on "Eligibility". This should also include an estimate of the potential demand for the services, and thus the size of the fleet and the type of vehicles to meet that demand. Evidence should also be provided as to how the service (or its benefits) might be maintained, and become sustainable in the long-term.  Explain the maturity of the solution. This should include a summary of previous work which has been completed, and identified barriers that might need to be removed before the project can begin.  Provide the amount of funding needed, and indicate how it will be used (i.e. buying solutions or resources needed.) This should include an estimate, if relevant, of other funding provided by the local authority, other bodies such as NHS Clinical Commissioning Groups, and from private investment.

We will not accept bids that do not provide sufficient evidence of support from local partners.

3.1 High level ambition.

The Better Transport for Rural Gloucestershire (BTRG) project aims to test the role of comprehensive, demand responsive transport in complementing the conventional public transport network, in order to develop a template for such flexible provision across all parts of the county. It will improve public transport accessibility and connectivity across two pilot areas, offering real travel choice for all local residents. The BTRG will increase the attractiveness of the overall public transport offer, by filling gaps in the existing network, thus promoting mode shift and securing the long term financial viability of public transport in rural Gloucestershire.

BTRG will contribute towards a number of ambitions:

Improved accessibility: The new demand responsive services will significantly improve accessibility for rurally isolated people, providing transport for communities that currently have little or no public transport. Operating 0700 – 1900, it will open up access to employment, education, health, recreation and shopping, offering a choice of destination. Vehicles will have low step entrances, making them fully accessible to all residents.

Improved connectivity: The DRT services will offer new direct links to a variety of local destinations, such as employment places, small towns and railway stations. Additionally, in line with Gloucestershire’s revised Local Transport Plan, the services will link to a number of Local Interchange Hubs, providing interchange with conventional bus services for onward travel to main centres, such as Gloucester and Cheltenham.

Integrated transport offer: Linked through the transport portal developed as part of the Total Transport initiative, the DRT services will be fully integrated into the overall provision and promotion of public and community transport. Furthermore, services will connect with mainstream bus services, with through fares and ticketing provided. The centralised call centre and booking system will offer a step change in customer experience and easy journey planning and booking.

Greener Transport: It is hoped that the attractiveness of the new responsive services will not only appeal to those with no other travel options, but may encourage people away from using their cars, thus reducing transport related CO2 emissions.

Boost the rural economy: Gloucestershire’s Draft Local Industrial Strategy highlights Demand Responsive Transport as a key infrastructure need for the County15. By providing greater access to and between rural communities and facilities, residents will benefit from greater economic opportunities. Furthermore, both pilot areas are attractive to tourists and it is envisaged that the services could encourage more green tourism.

Efficient transport provision: These new responsive services will contribute to an overall efficient transport offer in several ways: - Offer cost-effective provision through only operating in response to demand. - Increase usage of existing mainstream bus services, improving their viability and opportunities for enhancement. - Integration with specialist community and social care transport, ensuring that the most effective service is provided to particular users. - Use of one vehicle in each area to potentially provide a home to school transport run, reducing requirement for other dedicated transport.

15 https://www.gfirstlep.com/downloads/2019/gloucestershire_draft_local-industrial-strategy_2019.pdf

3.2: Proposed solution

The BTRG project will see;

Four fully accessible minibuses (2 in each area) purchased by the County Council and loaned to operators to run the services under contract with BTRG drivers. Bookings and route scheduling will be utilising an existing, well-established Matrix Centre.

Service provision will generally be entirely flexible responding to diverse needs and demands. It will not provide journeys that can be undertaken using existing public transport routes. There will be some semi- fixed aspects offering runs for commuters to connect with trains at Kingham and Lydney stations, and connections with mainline bus services. To widen its demographic reach, services will operate from 0700 – 1900 Monday to Friday and 0800 – 1600 Saturday.

The services will operate between designated pick-up/drop-off points, such as existing bus stops or hamlet/village centres. Feeder journeys will link to local Interchange Hubs, offering guaranteed interchange with main services, providing confidence for users. Over time, there will be investment in facilities at the hubs, including shelters with seating, real time information via Smart Phone app and cycle storage/parking. In the longer term, the hubs could become community focal points with community notices/information, meeting points, landscaping and more.

Journey booking and vehicle scheduling will be provided by Lincolnshire County Council; it already provides such a service to other authorities using its CallConnect product as a basis. Equally, it will provide the communications equipment for the vehicles. Bookings will be possible either by phone or on-line via ThinkTravel Journey Planner. GCC aim’s to use elements of CallConnect’s successful16 model as a basis to develop the DRT.

The services will have attractive innovative branding, marketed and promoted through the Gloucestershire ThinkTravel portal: https://www.thinktravel.info. BTRG will be marketed and promoted to a wide demographic and will target all users (both resident and visitors) within the defined pilot areas. Attractive fares and ticketing will help encourage uptake. Through ticketing with commercial bus operators will be agreed to ensure ease and convenience of travel via Local Interchange Hubs. Various steps will be taken to ensure the services are cost-effective and sustained: - Vehicles purchased by the GCC to reduce risk for operators - Standardised fleet to provide flexibility and economies of scale - Designed for a mix of different needs across varied user groups - Use of existing external call and scheduling centre - Two of the vehicles used to be available to perform home to school transport contracts - Developed in collaboration with commercial and community transport operators in each area

Initial demand is anticipated to be low, costed on a 3 passenger’s per hour basis. Once established demand is expected to be focused along access to Kingham Station and the 801 service (NE Cotswolds), and focussed on direct links between Lydney – Cinderford and Coleford – Cinderford as well as interchanging with key Gloucester services (S FoD). However, the DRT will maintain an element of flexibility in its service delivery so that it can meet the user requirements of any given time, particularly in periods of lower demand, ensuring economic sustainability.

16 https://cbwmagazine.com/callconnect-celebrates-18-years-of-serving-lincolnshire/

3.3 Maturity of solution

Consideration of new types of transport services in Gloucestershire has been underway for some time. A number of bus service reviews and public consultation exercises over the last 8 years have all demonstrated various needs. Equally, it has been clear that the provision of occasional, irregular or infrequent fixed route services are not an effective way to provide rural transport and can only ever meet a small proportion of needs. Limited public finances have meant that new ideas have not been able to be pursued. Some limited and targeted responsive services have been provided by community transport operators. Whilst demonstrating a role for DRT, these have been aimed at providing transport of last resort rather than a comprehensive service aimed at revitalising public transport.

For a 5-year period up until a couple of years ago, Lottery-funded project ‘Forest Routes’ sought to develop a community transport response in the Forest of Dean area. Significant community and stakeholder engagement highlighted the diverse transport needs of the communities in that area. This has led to the inclusion of this area as one of those selected for this bid.

County Council members have been keen to explore ways of improving rural public transport. Therefore, in autumn 2019, officers explored opportunities for demand responsive services, which led to the decision to focus on the two areas now included in this bid. Consequently, data was collated and analysis undertaken, such as accessibility assessments. In addition, individual meetings were held with community transport providers (Lydney Dial-a-Ride and Community Connexions) and the main commercial bus operators (Stagecoach and Pulhams) in each respective area. They each provided thoughts to shape the service proposals and agreed with the concept of interchange between any new service and existing routes.

The services are designed to be easily introduced and benefit communities, using tried and tested measures, processes and systems, building on experience already gained in both Gloucestershire and elsewhere. For example, bookings and scheduling will be undertaken by Lincolnshire County Council, which has almost 20 years’ experience of running its own Call Connect services and more recent experience of acting on an agency basis for other authorities. Promotion and information about the services will use the ‘Think Travel’ portal established with the DfT’s Total Transport funding.

3.4 Funding required.

It is anticipated that the first year costs for the DRT pilot are £857,000.00, with £495,000.00 per annum for the subsequent year.

The funding required to enable the pilot and to ensure a minimum two years of operation is £1,352,000.00

Headline Costs:

This funding will cover the purchase of four new vehicles costing a total of £357,000. These vehicles will be fully DDA compliant with low floors allowing wheelchair access.

The BTRG will make use of the Lincolnshire CC Management System which has a capital set up fee of £10,000 and an annual fee of £45,000.00. This will allow costs savings in the long term as the system is already proven. Developing a bespoke system for Gloucestershire would result in a significant cost increase and funding ask.

It is anticipated that the 4 minibuses will operate over 49 weeks of the year. The minibuses that the BTRG operates will utilise 2 drivers per vehicle operating on a shift. The estimated operating costs is £406,000.00 which covers items such as driver salary as well as vehicle running, maintenance and fuel costs.

Vehicles, technological set up and staffing are the main initial costs to setting up a DRT service.

The BTRG will have third party support by way of contribution in kinds from Local Districts and key stakeholders in order to help implement and deliver the DRT services.

Section 4: Deliverability This section seeks evidence of how the demand responsive transport service will be delivered, and demonstrate that plans are credible and deliverable.

 Demonstrate that your plans are credible and deliverable in the time proposed, and that any risks are understood and mitigated. This should also show how the scheme will be marketed to attract passengers. A detailed project plan is not required at this stage.  Set out timescale for implementation. This should include key milestones such as recruiting staff, when vehicles will be on the road, marketing of the services, and initial take-up of new or expanded services.  Provide a list of partners involved in the projects, and briefly explain how they will contribute to the success of the project. For example, through specific expertise, reduced duplication of services, enhancing opportunities for operators of any size to trial the demand responsive transport solution and make efficiencies by pooling resources (e.g. back-office/administration of demand responsive transport services, marketing, fleet, etc.)  Describe how monitoring and evaluation will be used to ensure learning about the project to inform future schemes. A detailed monitoring and evaluation plan is not required at this stage but we expect applications to include information on how the evaluation could identify learnings about the implementation of the services, including the approach to communicating with service users, which can be used to improve the design of services in future. Bidders should explain how the approach to delivering the services will ensure that future learning is maximised.  Confirm you have received advice on EU State Aid rules, and provide a summary of that advice to confirm how your transport offer will fit in with state aid rules. 4.1 Deliverability plan

Extensive research has been undertaken to provide confidence that the BTRG is deliverable in the time scales proposed. The BTRG will maximise existing, proven, technology/products to implement the delivery of services. Using these products will ensure that costs can be managed effectively and minimise risks of any failures that may cause hindrance to the public using the DRT service.

As outlined under 4.2 below, it is anticipated that the project could be up and running within 3 month of funding being secured.

Risk: A risk register has been produced to outline how the project can identify and overcome/mitigate for a range of risks. Key risks have been summarised below;

Key Risks, potential impact and proposed mitigation:

 Low passenger take up could result in the project not offering enough value for money. - We intend to heavily promote both the minibus service and web portal to mitigate the risk. This will offer improved services compared to the current provision.

 Cost increases could result in the project becoming unaffordable. - Costs will be closely monitored and agreements made as early as possible to lock in affordable prices.

 Not meeting user needs could result in a decline in passengers. - User testing will be used prior to launch to understand key needs. Regular user feedback to be collected.

 Insufficient user awareness could lead to the project not reaching the population that would benefit most, or not reaching its full potential. - The project team will balancing awareness and demand to ensure service delivers what is needed. The marketing plan will inform users of service and its benefits.

 Seasonal demand may not be sufficient to sustain the service for the whole year. - A strong marketing campaign and activities will allow clear monitoring of numbers, needs and passenger wishes.

 Covid-19 - Gloucestershire County Council is committed to ensuring that BTRG is resilient during the Covid-19 pandemic. GCC acknowledges what the virus and the resulting “new-normal” may mean for our communities – challenges will be complex and unpredictable. When at all possible, GCC are committed to use BTRG to assist communities. The level of impact and duration of needed alterations, required within BTRG to assist every potential user will be unforeseen. GCC intend to use expert decision making, partner consultation and thorough communication to ensure that BTRG is managed in such a way to provide a level of certainty. Certainty is especially important considering that the regular and commercial PT offer may change drastically, likely to the detriment of PT users. By working to government guidelines, and limiting BTRG in any way needed (e.g. hours of service, passenger numbers to ensure social distancing, allowances for regular cleaning slots, etc.), we know that the BTRG Team would recognise and work through daily challenges. As long as GCC and our partners feel that BTRG is providing a safe and helpful option to communities, the service will be available.

4.2 Timescale for implementation

The BTRG project has been developed so as to minimise the amount of time needed to get vehicles on the ground and the DRT functioning. The BTRG will make use of existing, ready to go, user tested and proven systems. This removes the need to take time developing bespoke systems for Gloucestershire that may have teething problems and development delays which hampers the ability to get the DRT functioning.

Gloucestershire will source suitable vehicles and quotes prior to any funding announcement. Gloucestershire will also put in place agreements with Lincolnshire CC acting as the call centre prior to the funding announcement. Once a funding announcement is made, these agreements and quotes can be acted upon immediately to ensure implementation of the DRT in a potential 3 month period if not less.

The initial anticipated uptake of the DRT service is for 3 passengers an hour. However, costs calculations have factored in a lag period of 8 months to account for lower ticket sales. This will allow the service to get up, running and established in a financially sustainable way.

Careful consideration has been given to the implementation of the BTRG with indicative timescales outlined in the table below. Table (3) Milestone Expected completion date Obtain quotations for vehicles, in order to have In 3 month period prior to funding approval by DfT preferred bidder in place by the time project funding is approved Agree with Lincolnshire County Council terms for it In 3 month period prior to funding approval by DfT acting as Call Centre Funding awarded Autumn 2020 Vehicles ordered, built and delivered Weeks 1 - 25 Service operator procurement, contract award and staff Weeks 10 – 20 recruited by operator Agreement with Lincolnshire CC and set-up of Weeks 5 – 25 arrangements for call centre and vehicle comms. Bus stop / interchange enhancements Weeks 5 - 25 Recruit drivers and give thorough introduction to Weeks 20-25 team/orientation/learning material Operational testing Weeks 26 – 27 Marketing and promotion for service launch Weeks 18 – 28 Service goes live Week 28 Monitoring and evaluation Week 28 onwards Service review and refinement On-going

4.3 Partnerships

The BTRG has received support from a wide range of stakeholders.

The BTRG has crucially received support from existing Public Transport and Community Transport providers in the pilot areas. Stagecoach and Pulhams who are the two key commercial operators in the pilot areas can see the benefit that the DRT service will bring to their operations. The enhanced connectivity to public transport services will allow more residents to travel sustainably on their services which will help safeguard their long term viability.

The community transport providers, such as Lydney DAR, view the BTRG as a supplement to their own services and they can provide the ‘on the ground’ expertise to help support the BTRG. More peoples’ transport needs will be able to be met, as often CT providers have little capacity to increase passenger number. Often services are fully booked or drivers have no capacity in schedules.

The BTRG has support from Educational and Healthcare stakeholders who believe the BTRG will actively improve accessibility for the most vulnerable and allow a wider range of opportunities to be reached by younger residents.

Technological partnerships are important to the success of the BTRG from apps, call centres to the means of passing bookings to drivers and route planning. An easy and personable booking experience will ensure a positive experience for users, with seamless technology increasing confidence in availability and functionality. This will help with retention in future and will help deliver the aims of the BTRG.

The gfirst LEP has offered support to the BTRG as they recognise the importance of improving rural connectivity so that people and businesses can easily connect. This is reflected in their Local Industrial Strategy and the DRT Pilot can help deliver a boost to the rural economy.

Finally, partnership working with the district councils will ensure that the DRT project is fully supported within the pilot areas. Encouraging the use of the DRT at district level will help the councils meet their climate change ambitions and ensure residents are travelling as sustainably as possible whilst bettering the opportunities for their residents and boosting the local economy.

Having partnerships and support in place at an early stage will ensure that the BTRG DRT project can be delivered and implemented quickly allowing efficiency in delivering Better Transport for Rural Gloucestershire.

4.4 Monitoring

The following outlines how the DRT will be monitored and evaluated and will form the basis of the development of a detailed plan.

Monitoring will involve the collection of two kinds of data; regular operation data and one-off data.

Operational data.

Some data is required to be collected to start the service running and not needed to be collected regularly afterwards. The primary data to be collected is outlined as followed;

 Schedule of running: Data outlining DRT’s ability to adhere to schedules. This is to be coupled with external data sources; anticipated roadworks/closures and Accident report which impact commercial services and knock on affects to DRT. This builds database of predicted running accuracy plus explanations for late/early running.

 Passenger data: Ticket machine data downloads showing when/where passengers embarked. Alighting data is more difficult to obtain from machines. Ticket data can estimate length of journey and any concessionary reimbursement data.

 Service data: A digital booking log will be kept, recording calls, booking numbers and numbers of referrals onto existing commercial/CT services.

 Contract Data: Standard contract data collection needed, particularly if running school contracts. GDPR process will be in place. Data will be regularly checked and updated.

 Marketing Data: Adverts (Free/Paid) and Promotional DRT events to be recorded. New passengers will be engaged on what they saw from the service to make them respond.

 PR Data: All media contact the service has will be recorded.

One off data.

 Passenger surveys: Weekly survey on one route in each pilot area. Survey will include a range of questions about the service, areas of need and charging.  Other Surveys: additional online surveys will be produced as well as a separate feedback/comment box available online.

Meetings:

Regular meetings will take place between project managers, operators and transport project officers (TPO). Direct access will be provided between the operators and the TPO with additional email updates on routes, driver needs and development/issues. The meetings and updates will help build a relationship between all parties involved in the DRT which will help with development progress and problem solving of any issues.

Collected data will give confidence in monitoring abilities so GCC’s sees when, where and how to intervene if necessary. It gives operators confidence that the right data is collected and awareness of how service is operating. This data can allow the evaluation of the service against KPI’s which provides necessary learning to develop the DRT.

4.5 State Aid

Advice has been sought from the County Council’s advisors on Procurement Issues, who confirm their agreement that State Aid issues will not arise based on the following measures being in place.

Due to the proposed procurement process, it is anticipated that the project will meet all State Aid requirements and will not grant advantage to any organisation such that competition and trade would be potentially distorted.

The vehicles will be purchased directly by GCC (following the authority’s usual procurement protocols) and provided to contracted operators, following an open tendering process open to all appropriate operators. The vehicles will remain in the ownership of the County Council and will revert to the authority if and when the contract comes to an end.

Whilst a single source arrangement will be used to use Lincolnshire County Council for the call centre and vehicle scheduling, this is based around the cost-effectiveness of being a marginal addition to an existing system and service, saving the need for a costly procurement exercise for a system that would not represent good value to manage just 4 vehicles. LCC provides this service through a teckal company, meaning that it is able to do derive up to 20% of its work from work outside of Lincolnshire. It is already used as a cost-effective solution by Warwickshire County Council.