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Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 A.M

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Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 A.M Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA A meeting of the Operations and Oversight Committee will be held on Thursday, March 9, 2017 at 10:00 a.m. in the 2nd Floor Board Room at 3400 Victoria Blvd., Hampton, VA. The agenda and supporting materials are included in this package for your review. Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA AGENDA 1. Approval of the February Operations and Oversight Committee Meeting Minutes 2. Procurement Recommendations to the Committee: a. Request for approval of Contract 15-70162, Financial Management System Software Implementation Services b. Request for approval of Contract 16-73944, Fuel Products (Ultra Low Sulfur Diesel and Gasoline) c. Request for approval of Contract 16-74637, West Corridor Alternatives for Naval Station Norfolk High Capacity Transit Extension d. Request for approval of Contract 16-73653, Bus Diagnostic and Repair Service 3. Internal Audit Update 4. Operations Update 5. Old and New Business 6. Adjournment The next Operations & Oversight Committee Meeting will be held on Thursday, April 13, 2017 at 10:00 a.m. at 509 E. 18th Street, Norfolk, VA Meeting of the Operations and Oversight Committee Thursday, February 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA MEETING MINUTES Call to order A quorum was attained and Commissioner Moffett of Hampton called the meeting to order at 10:00 a.m. Commissioners in attendance: Commissioner Fuller, Chesapeake Commissioner Parnell, Norfolk Commissioner Hennessee, VADRPT Commissioner Coleman, Newport News Commissioner Wood, Virginia Beach Commissioner Ross-Hammond, Virginia Beach Hampton Roads Transit Staff in attendance: Kimberly Ackerman, Chief of Human Resources Ray Amoruso, Chief of Planning and Development Amy Braziel, Executive Assistant Alesia Cain, Chief Information Technology Officer Gene Cavasos, Director of Marketing & Communications Margaret Denoncourt, Internal Auditor Glenda Dixon, Director of ERP Services Wayne Groover, Sr. Manager of Rail Maintenance William Harrell, President and CEO Tom Holden, Media Relations Specialist Don Lint, Director of Construction Sonya Luther, Assistant Director of Procurement Maryann Martin, Administrative Coordinator Michael Perez, Director of Rolling Stock Jim Price, Chief of Transit Operations Luis Ramos, Executive Assistant Dyanne Sampson, Director of Procurement Benjamin Simms, Director of Bus and Rail Transportation Brandon Singleton, Chief Finance Officer Robert Travers, Counsel Others in attendance: Eric Neilson, HDR The February Operations and Oversight meeting package was distributed electronically to committee members and the media in advance of the meeting. The meeting package consisted of: Agenda Minutes from the January Meeting Procurement Items for Approval Approval of the January 2016 Minutes A correction to the minutes was noted. Commissioner Ross-Hammond was listed under the City of Newport News and should be under Virginia Beach. Commissioner Hennessee noted and subsequently withdrew a correction regarding his request to be provided with the Title VI presentation from the prior meeting. A motion to approve the January 2016 Operations & Oversight Committee Meeting Minutes as revised was made by Commissioner Hennessee and properly seconded by Commissioner Parnell. The revised January 2016 Minutes were approved by a unanimous vote. Request for approval of Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services Ms. Dyanne Sampson presented Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services. There was a discussion regarding terms and conditions. There was a discussion regarding the solicitation and how the information was disseminated. A motion to approve Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services was made by Commissioner Fuller and was properly seconded by Commissioner Coleman. Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services was approved by a unanimous vote. Request for approval of Contract 16-73951, Vicinity Wayfinding Map Services Ms. Dyanne Sampson presented Contract 16-73951, Vicinity Wayfinding Map Services. There was some discussion regarding the differences between the bids and the scope of work. A motion to approve contract 16-73951, Vicinity Wayfinding Map Services was made by Commissioner Hennessee and was properly seconded by Commissioner Parnell. Contract 16-73951, Vicinity Wayfinding Map Services was approved by a unanimous vote. Request for approval of Contract 16-72038, Technology Staffing Service Ms. Dyanne Sampson presented Contract 16-72038, Technology Staffing Service Ms. Alecia Cain gave additional information related to the need for the contract. There was some discussion regarding the competitiveness of the industry and the meaning of “contingency basis.” There was also discussion regarding what is included in the cost. There was discussion regarding the amount of man hours that will be needed and the cost per person as well as the process of converting temporary staff to full time staff was also discussed. There was some discussion regarding the number of staff members that are needed to fill technology positions and how human resources in involved in the process as well as the pay scale for the open positions. There was some discussion regarding the number of vendors that are being awarded with the contract. It was noted that there will be a technology update in the near future. A motion to approve contract 16-72038 was made by Commissioner Coleman and was properly seconded by Commissioner Parnell. Contract 16-72038, Technology Staffing Service was approved by a unanimous vote. Operations Update Mr. Jim Price provided information on email updates that Commissioners will be receiving regarding accidents and incidents and the primary goal of the notifications. There was some discussion regarding the dissemination of information and the proper process for FOIA requests. Mr. Price reviewed Operations Key Performance Indicators as enclosed in the minutes. There was some discussion regarding Customer Complaints and the disciplinary repercussions for operators who receive valid complains. There was some discussion regarding the age and future of the fleet as well as the need for dedicated funding. There was also discussion regarding the use of Uber/Lyft/Taxis for Paratransit. New and Old Business There was no new or old business discussed. Adjournment The meeting was adjourned at 11:28 a.m. Respectfully submitted by: Amy Braziel, Executive Assistant Our vision is to be the most customer-driven and efficient public transit agency in Virginia. Our core values will influence our day to day activities. Bus Transportation On Time Performance December 2014 ‐ December 2016 81.8% 81.7% 82.0% 82.1% 82.0% 82.6% 82.1% 83.0% 83.2% 82.2% 79.7% 80.9% 80.1% 80.9% 81.0% 80.8% 79.7% 80.4% 81.0% 81.2% 81.2% 80.4% 77.5% 82.5% 84.5% Percentage Time On Methodology Change Goal‐ 85% Bus Transportation ‐ On Time Performance Year Over Year 90% 85% 80% 75% 70% FY14 FY15 FY16 FY17 Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 2 Our core values will influence our day to day activities. Bus Transportation On Time Performance‐ By Route 100% December 2016 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% On Time Early Late Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 3 Our core values will influence our day to day activities. Bus Transportation Ridership December 2014 ‐ December 2016 Carried 1,239,740 1,225,347 1,177,063 1,188,448 1,159,1961,164,027 1,167,459 1,153,974 1,143,037 1,126,627 1,124,109 1,099,262 1,092,328 Passengers 1,075,635 1,187,7281,082,912 1,053,497 1,053,378 1,039,357 1,046,216 1,012,688 1,000,016 1,104,796 982,426 896,431 Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 4 Our core values will influence our day to day activities. Bus Transportation Preventable & Non‐Preventable Accidents per 100,000 Miles December 2014 ‐ December 2016 3.8 3.9 3.0 3.1 2.8 2.8 2.6 2.5 3.0 2.5 2.6 2.3 2.3 2.0 2.3 2.2 2.2 2.1 2.1 2.1 2.1 2 1.9 1.9 2.1 2.2 1.6 1.3 1.8 1.5 1.6 1.6 1.6 1.3 1.6 1.5 1.6 1.6 1.6 1.2 1.1 1.4 1.4 1.1 1.3 1.3 1.1 1.1 1.1 1.0 0.6 Goal ≤ 2 Prv Acc per 100k Miles P/100k NP/100K Trend‐Preventable Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 5 Our core values will influence our day to day activities. Bus Maintenance Road Call Summary December 2014 ‐ December 2016 362 Month Per 272 274 261 250 Calls 233 225 226 217 207 208 211 Road 202 195 194 199 199 185 165 170 163 169 167 158 152 Methodology Change Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 6 Our core values will influence our day to day activities. Bus Transportation Valid Customer Complaint ‐ Rude Operator 13‐Month Period 5 5 5 4 5 3 22 2 2 11 1 0 Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16 Goal ≤ 5 Complaints Bus Transporation Valid Customer Complaints ‐ Operator Performance 13‐Month Period 9 7 66 5 4 4 5 2 2 1 0 0 0 Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16 Goal ≤ 5 Complaints Our vision is to be the most customer-driven and efficient public transit agency in Virginia.
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