Regular Meeting No. 2020-3A March 26, 2020 2:00 p.m.
AGENDA
Regular Board of Directors Meeting Telephonic Meeting Please dial-in: Telephone number: +1 (872) 240-3212 Code: 358317125 When asked for an Audio PIN, just press #
SPECIAL NOTICE REGARDING COVID-19
On March 4, 2020, Governor Newsom proclaimed a State of Emergency in California as a result of the threat of COVID-19. Public gatherings are to be limited.
Further, on March 18, 2020, Governor Newsom temporarily suspended the Brown Act requirements pertaining to telephonic conferencing of local government meetings and the requirement to have at least one physical location available to the public for purposes of attending the meeting. As such, RTA has opted to conduct the March 26, 2020 meeting via teleconference. Participants can participate via teleconference in each participant’s own office / home area which will not be made physically accessible to the public.
Members of the public wishing to participate via teleconference, can do so by dialing in to the following number at 2:00 p.m. on March 26, 2020: (872) 240-3212; Access Code: 358317125. If you do not wish to speak, please silence / mute your device during the meeting. Those wishing to speak during the meeting, may submit comments and/or questions in writing for Board consideration by sending them to the Clerk of the Board at [email protected]. If possible, please submit your written comments by Wednesday, March 25, 2020, at 5:00 p.m. Once you dial in, you must ensure that you are in a quiet environment with no background noise (traffic, children, pets, etc.) You must mute your phone until called upon by the Chair or the Clerk to speak. Once called upon, please unmute your device and speak. You will be warned prior to your allotted time being over.
RTA BOARD OF DIRECTORS MEETING PAGE 2 MARCH 26, 2020
Additionally, a conference center that complies with social distancing guidelines will be available at RTA Headquarters, 1825 3rd Street, Riverside, for any Board member and member of the public to participate in person. Communications equipment will be managed by staff to allow the ability to listen and submit public comments.
If you are experiencing symptoms of respiratory illness (cough, fever, shortness of breath), or have traveled to a country with an identified CDC Level 3 Travel Health Notice (China, Iran, South Korea and most of Europe) or otherwise have reason to believe you may have been exposed to the COVID-19 virus, please do not attend this meeting in person.
If you are in the group of individuals who may be most vulnerable to COVID-19, including those over the age of 60 and those with underlying health conditions (including but not limited to lung, heart, immune-compromised, diabetes, or other conditions that could interfere with your ability to fight COVID-19), please carefully consider your personal safety before attending this meeting in person.
Any person with a disability who requires a modification or accommodation in order to participate in this meeting, or any person with limited English proficiency (LEP) who requires language assistance to communicate with the Riverside Transit Agency Board of Directors during the meeting, should contact the Riverside Transit Agency Clerk of the Board, telephone number (951) 565-5066, no fewer than two business days prior to this meeting to enable the Riverside Transit Agency to make reasonable arrangements to assure accessibility or language assistance for this meeting.
Agenda item descriptions are intended to provide members of the public a general summary of business to be conducted or discussed. Posting of any recommended action on an agenda item does not indicate what action will be taken. The Board of Directors may take any action it believes is appropriate on the agenda item and is not limited in any way by the notice of any recommendation.
All documents related to any agenda item are available for public inspection at www.riversidetransit.com or through the Clerk of the Board’s office at the Riverside Transit Agency, 1825 Third Street, Riverside, CA 92507.
ITEM RECOMMENDATION
1. CALL TO ORDER
2. ROLL CALL
RTA BOARD OF DIRECTORS MEETING PAGE 3 MARCH 26, 2020
ITEM RECOMMENDATION
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS – NON-AGENDA ITEMS RECEIVE COMMENTS
Members of the public may address the Board regarding any item within the subject matter jurisdiction of the Board; however, no action may be taken on off-agenda items unless authorized by law. Comments shall be limited to matters not listed on the agenda. Members of the public may comment on any matter listed on the agenda at the time that the Board considers that matter. Each person's presentation is limited to a maximum of three (3) minutes.
5. APPROVAL OF MINUTES – FEBRUARY 27, 2020 BOARD MEETING (P.6) APPROVE
6. CONSENT CALENDAR: All items on the Consent Calendar will be approved by one motion and there will be no discussion on individual items unless a Board member or member of the public requests a specific item to be pulled from the calendar for separate discussion.
6A. Financial Profile – February 2020 (P.12) RECEIVE AND FILE
6B. Ridership Report – February 2020 (P.26) RECEIVE AND FILE
6C. On Time Performance – February 2020 (P.33) RECEIVE AND FILE
6D. Travel Training Report – February 2020 (P.34) RECEIVE AND FILE
6E. Board Administration and Operations Committee Meeting – March 4, 2020 Draft Minutes (P.35) RECEIVE AND FILE
6F. Board Budget and Finance Committee Meeting – March 4, 2020 Draft Minutes (P.38) RECEIVE AND FILE
6G. February FY20 Farebox Recovery Ratio (FRR) Performance and FYE20 FRR Projection (P.41) RECEIVE AND FILE
6H. Transportation NOW Update – February 2020 (P.43) RECEIVE AND FILE RTA BOARD OF DIRECTORS MEETING PAGE 4 MARCH 26, 2020
ITEM RECOMMENDATION
CONSENT CALENDAR CONTINUED:
6I. Agency Credit Card Statement – February 2020 (P.45) RECEIVE AND FILE
6J. Approve and Adopt the Agency’s Initial Public Transportation Agency Safety Plan (PTASP) (P.47) APPROVE AND ADOPT (Board Administration and Operations Committee Reviewed and Recommended – 3/4/20)
6K. Authorization to Award Agreement No.19-088 to Fritts Ford for the Purchase of Three Trucks for Stops and Zones (P.83) APPROVE (Board Budget and Finance Committee Reviewed and Recommended – 3/4/20)
6L. Adopt Revisions to the Agency’s Policy for Transferring Title of Surplus Vehicles (P.85) ADOPT (Board Executive Committee Reviewed and Recommended – 2/27/20)
6M. Authorization to Award Agreement No. 20-009 to ND Construction Company for the Refurbishment of 30 Bus Stop Shelters (P.96) APPROVE (Board Budget and Finance Committee Reviewed and Recommended – 3/4/20)
6N. Authorization to enter into Agreement No. 20- 010 with the Southern California Regional Rail Authority (Metrolink) to Reimburse the Agency for Bus Bridge Services (P.98) APPROVE (Board Administration and Operations Committee Reviewed and Recommended – 3/4/20)
6O. Approve 2020 Census Public Service Announcement (P.108) APPROVE (Board Executive Committee Reviewed and Recommended – 2/27/20)
RTA BOARD OF DIRECTORS MEETING PAGE 5 MARCH 26, 2020
ITEM RECOMMENDATION
REGULAR CALENDAR:
7. APPROVE AND ADOPT THE AGENCY’S CONTAGIOUS VIRUS RESPONSE PLAN; APPROVE THE HUMAN RESOURCES POLICIES AND PROCEDURES, SECTION 9-1 COVID-19 LEAVE AND COMPENSATION POLICY; AND AUTHORIZE THE IMPLEMENTATION OF TIER II SERVICE REDUCTIONS TO SUNDAY LEVEL SERVICE SEVEN-DAYS PER WEEK TO BE EFFECTIVE AS SOON AS OPERATIONALLY FEASIBLE (P.110) APPROVE
8. BOARD MEMBER COMMENTS
9. ANNOUNCEMENTS
10. NEXT MEETING
Thursday, April 23, 2020 2:00 p.m. Riverside County Administration Center Board Chambers 4080 Lemon St., First Floor Riverside, CA 92501
11. MEETING ADJOURNMENT
RIVERSIDE TRANSIT AGENCY Board of Directors Minutes of Meeting No. 2020-2A Regular Meeting February 27, 2020
1. CALL TO ORDER
Chair Bridgette Moore called the regular meeting of the Riverside Transit Agency Board of Directors to order at 2:02 p.m., on Thursday, February 27, 2020 in the Riverside County Board of Supervisors Chambers, 4080 Lemon Street, First Floor, Riverside, CA.
2. ROLL CALL
Present: 1. Art Welch, City of Banning 2. Nancy Carroll, City of Beaumont 3. Linda Molina, City of Calimesa 4. Jeremy Smith, City of Canyon Lake 5. 1Jason Scott, City of Corona 6. Linda Krupa, City of Hemet 7. Anthony Kelly, Jr., City of Jurupa Valley 8. Timothy J. Sheridan, City of Lake Elsinore 9. David Marquez, City of Moreno Valley 10. Berwin Hanna, City of Norco 11. Malcolm Corona, City of Perris 12. Andy Melendrez, City of Riverside 13. Alonso Ledezma, City of San Jacinto 14. Zak Schwank, City of Temecula 15. Bridgette Moore, City of Wildomar 16. 2Jerry Sincich, County of Riverside, District I 17. Karen Spiegel, County of Riverside, District II 18. 3Michelle DeArmond, County of Riverside District III 19. 4Barry Busch, County of Riverside District V
Absent: 1. Brandon Plott, City of Eastvale 2. Greg August, City of Menifee 3. Scott Vinton, City of Murrieta
1Alternate for Jim Steiner, City of Corona 2Alternate for Kevin Jeffries, County of Riverside, District I 3Alternate for Chuck Washington, County of Riverside District III 4Alternate for Jeff Hewitt, County of Riverside, District V
Item 5 6
3. PLEDGE OF ALLEGIANCE
Second Vice Chair Alonso Ledezma led the pledge of allegiance.
4. PUBLIC COMMENTS – NON-AGENDA ITEMS
None
5. PRESENTATIONS
Chair Moore presented a Hero Award to RTA Coach Operator Glenn David for his heroic actions in the line of duty.
Chair Moore presented Hero Awards to RTA Director of Maintenance Adam Chavez, Maintenance Manager Robert Fernandez, Safety and Security Manager Jeff Hixon, Director of Information Technologies Rick Kaczerowski, Senior Facilities/Construction Project Manager Rob Wyman and Operations Manager Stephanie Sirls for their heroic actions in the line of duty.
6. APPROVAL OF MINUTES – JANUARY 23, 2020 BOARD MEETING
M/S/C (SMITH/SCHWANK) approving the minutes of the January 23, 2020 Board meeting.
The motion carried with 16 affirmative votes and 1 abstention (MOORE).
Director Anthony Kelly arrived to meeting at 2:13 p.m. Director Michelle DeArmond arrived to meeting at 2:15 p.m.
7. CONSENT CALENDAR M/S/C (SMITH/SCOTT) approving the receipt and file of Item A – Financial Profile – January 2020. The motion carried unanimously. M/S/C (SMITH/SCOTT) approving the receipt and file of Item B – Ridership Report – January 2020. The motion carried unanimously. M/S/C (SMITH/SCOTT) approving the receipt and file of Item C – On Time Performance – January 2020. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving the receipt and file of Item D – Travel Training Report – January 2020. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving the receipt and file of Item E – Board Administration and Operations Committee Meeting – February 5, 2020 Draft Minutes. The motion carried unanimously.
Item 5 7 M/S/C (SMITH/SCOTT) approving the receipt and file of Item F – Board Budget and Finance Committee Meeting – February 5, 2020 Draft Minutes. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving the receipt and file of Item G – January FY20 Farebox Recovery Ratio (FRR) Performance and FYE20 FRR Projection. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving the receipt and file of Item H – Transportation NOW Update – January 2020. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving the receipt and file of Item I – Agency Credit Card Statement – January 2020. The motion carried unanimously.
M/S/C (SMITH/SCOTT) approving and adopting Item J - Updated Agency Safety Policy HR 1-6. The motion carried unanimously.
REGULAR CALENDAR:
8. AUTHORIZATION TO AWARD AGREEMENT NO. 19-037 TO GIRO INC. FOR THE PURCHASE, IMPLEMENTATION AND ANNUAL LICENSING FOR FIXED ROUTE SCHEDULING SOFTWARE
A Public Comment was made by Mauro Varela, ATU Local 1277 Representative.
M/S/C (KELLY/CORONA) as to the following:
• Authorize staff to award Agreement No. 19-037 to Giro Inc. for the purchase, implementation and annual licensing for fixed-route scheduling software in the amount of $1,721,352.
The motion carried unanimously.
Director Jeremy Smith left the dais at 3:17 p.m. Director Jeremy Smith returned to the dais at 3:19 p.m.
9. ZERO-EMMISSION BUS (ZEB) ROLLOUT AND IMPLEMENTATION PLAN PROJECT UPDATE A presentation was made by Sasha Pejcic of Stantec and Dr. Josipa Petrunic of Cutric providing an update on the Zero-Emmission Bus (ZEB) Rollout and Implementation Plan Project which was received and filed.
Director Alonso Ledezma left the meeting at 3:21 p.m.
Item 5 8 10. BOARD MEMBER COMMENTS
A board member comment was made by Director Karen Spiegel.
11. ANNOUNCEMENTS
Announcements were made by Mr. Larry Rubio.
12. NEXT MEETING
Regular Meeting of the RTA Board of Directors Thursday, March 26, 2020, 2:00 p.m. Riverside County Administrative Center Board Chambers 4080 Lemon St., 1st Floor Riverside, CA 92501
13. MEETING ADJOURNMENT
The meeting was adjourned at 3:42 p.m.
Respectfully submitted,
Larry Rubio Chief Executive Officer
Joan Hepworth Clerk of the Board of Directors
Item 5 9 ADDITIONAL ATTENDANCE – FEBRUARY 27, 2020
NAME ORGANIZATION/TITLE
1. BARBARA RAILEANU RTA, AGENCY GENERAL COUNSEL 2. LARRY RUBIO RTA, CHIEF EXECUTIVE OFFICER 3. JOAN HEPWORTH RTA, CLERK OF THE BOARD 4. TOM FRANKLIN RTA, CHIEF OPERATING OFFICER 5. CRAIG FAJNOR RTA, CHIEF FINANCIAL OFFICER 6. VINCE ROUZAUD RTA, CHIEF PROCUREMENT AND LOGISTICS OFFICER 7. LAURA CAMACHO RTA, CHIEF ADMINISTRATIVE SERVICES OFFICER 8. JIM KNEEPKENS RTA, DIRECTOR OF MARKETING 9. ADAM CHAVEZ RTA, DIRECTOR OF MAINTENANCE 10. RICK MAJORS RTA, DIRECTOR OF RISK MANAGEMENT 11. KRISTIN WARSINSKI RTA, DIRECTOR OF PLANNING 12. RICK KACZEROWSKI RTA, DIRECTOR OF INFORMATION TECHNOLOGIES 13. CHARLIE RAMIREZ RTA, CONTROLLER 14. ERIC USTATION RTA, GOVERNMENT AFFAIRS MANAGER 15. BRAD WEAVER RTA, MEDIA & PUBLIC RELATIONS MANAGER 16. LISA ALMILLI RTA, MOBILITY MANAGER 17. STEPHANIE SIRLS RTA, OPERATIONS MANAGER 18. AUDREY GILL RTA, CONTRACT OPERATIONS MANAGER 19. MELISSA BLANKENSHIP RTA, CONTRACTS MANAGER 20. CONNIE MITCHELL RTA, SCHEDULING ANALYST 21. MAURICIO ALVAREZ RTA, PLANNING ANALYST 22. YESENIA FELIX RTA, HUMAN RESOURCES CLERK 23. ROBERT FERNANDEZ RTA, MAINTENANCE MANAGER 24. GLENN DAVID RTA, COACH OPERATOR 25. ROB WYMAN RTA, FACILITIES/CONSTRUCTION PROJECT MANAGER 26. JEFF HIXON RTA, SAFETY AND SECURITY MANAGER 27. SASHA PEJCIC STANTEC 28. JOSIPA PETRUNIC CUTRIC 29. PATRICK MCKELVEY STANTEC 30. DAVID VERBIG STANTEC 31. ERIC DEHATE RCTC
Item 5 10 32. MONICA MORALES RCTC 33. ERIC LEWIS CITY OF MORENO VALLEY 34. MAURO VARELA ATU TREASURER
Item 5 11 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Craig Fajnor, Chief Financial Officer
SUBJECT: Financial Profile – February 2020
Summary: The attached report summarizes the Agency’s performance in the areas of revenues, operating expenses, ridership, and service levels (in terms of revenue service hours and revenue service miles) for fiscal year-to-date February FY20.
Recommendation:
Receive and file
Item 6A 12
FINANCIAL PROFILE
February 2020
Overview
February total revenue is $9,621,463. Year-to-date revenue is $76,512,128.
February operating revenue of $9,179,413 is $99,251 or 1 percent over budget over budget. Year-to-date operating revenue of $72,353,952 is $40,389 or less than 1 percent under budget. The monthly variance is attributable to greater than anticipated investment income and revenue related to our use of natural gas converted to Compressed Natural Gas (CNG). The year-to-date variance is attributable to less than anticipated farebox revenue. February farebox revenue of $978,792 is $5,089 or less than 1 percent under budget. Year-to-date farebox revenue of $7,909,652 is $171,035 or 2 percent under budget. The monthly farebox variance is attributed to less than anticipated DAR ridership. The year-to-date farebox variance is attributed to the delay in the Go-Pass Program price increase and less than anticipated DAR ridership.
February capital contributions revenue is $442,050. Year-to-date capital contributions revenue is $4,158,176. Capital contributions revenue recognition usually represents activity on approved prior-year capital budgets’ projects. Thus, measurement against budget at any time in the current fiscal year is not indicative – positive or negative – of the financial performance on these projects as compared to operating revenues which are confined to the current fiscal year. In the final month of the current fiscal year, the entire current fiscal year’s approved capital budget will be depicted.
February operating expenses of $7,049,907 are $225,116 or 3 percent under budget. Year-to-date expenses of $58,246,675 are $1,854,490 or 3 percent under budget. Variance analysis by cost element is provided in the financial discussion below.
During the month of February, RTA carried a total of 717,629 passengers. February ridership consisted of 559,838 passengers on directly operated fixed routes, 128,465 on contracted fixed routes, and 29,326 Dial-A-Ride (DAR)/Taxi Overflow trips. February 2020 ridership reflects a system-wide increase of 8 percent when compared to February 2019.
Item 6A 13
FY20 year-to-date system-wide ridership of 5,762,342 reflects a decrease of less than 1 percent over the same period in FY19. Monthly ridership on fixed route service increased 9 percent over the prior year, while FY20 year-to- date fixed route service ridership increased less than 1 percent over FY19. Monthly DAR/Taxi Overflow trips decreased 7 percent over the same month in the prior year. FY20 year-to-date DAR/Taxi Overflow trips decreased 8 percent over FY19.
During February, RTA provided a total of 71,869 revenue service hours and logged a total of 1,068,153 combined revenue miles. This reflects a 4 percent increase in hours and a 2 percent increase in miles, respectively, when comparing February 2020 to February 2019. FY20 year-to-date actual revenue service hours of 593,893 and revenue miles of 8,969,700 reflect a 2 percent increase in hours and a 1 percent increase in miles, respectively, when compared to FY19.
Financial Discussion
Salaries and benefits expenses of $3,506,055 are $144,943 or 4 percent under budget in February. Year-to-date salaries and benefits expenses of $29,231,743 are $992,759 or 3 percent under budget. Both the monthly and year-to-date variances are attributed to unfilled positions.
Purchased transportation expenses of $2,532,674 are $40,386 or 2 percent under budget in February. Year-to-date purchased transportation expenses of $20,263,717 are $818,461 or 4 percent under budget. Both the monthly and year-to-date variances are attributed to less than anticipated DAR ridership and contractual efficiencies.
Total services expenses of $249,589 are $4,930 or 2 percent under budget in February. Year-to-date service expenses of $2,124,788 are $179,086 or 8 percent under budget. The monthly variance is attributed to less than anticipated CNG compressor maintenance expenses. The year-to-date variance is attributed to less than anticipated use of consultants, legal, contract, and CNG compressor maintenance services.
Materials and supplies expenses of $380,674 are $36,175 or 11 percent over budget in February. Year-to-date material and supplies expenses of $2,873,871 are $90,750 or 3 percent over budget. Both the monthly and year-to-date variances are attributed to greater than anticipated parts expense.
Item 6A 14
Other expenses of $380,915 are $71,032 or 16 percent under budget in February. Year-to-date other expenses of $3,752,555 are $45,066 or 1 percent over budget. The monthly variance is attributed to less than anticipated liability insurance and marketing expenses. The year-to-date variance is attributed to greater than anticipated liability insurance expense.
Item 6A 15 Item 6A 16 Item 6A 17 Item 6A 18 RIVERSIDE TRANSIT AGENCY REVENUE GRAPHS February 2020
Passenger Fares Local Operating
978,792 983,881 5,718,813 5,718,813 1,000,000 5,800,000
900,000 5,600,000
800,000 5,400,000 Actual Budget Actual Budget
State Operating Federal Operating
475,000 449,209 1,800,000 447,737 1,738,756 1,742,436 450,000 1,750,000
1,700,000 425,000 Actual Budget Actual Budget
Item 6A 19 RIVERSIDE TRANSIT AGENCY REVENUE GRAPHS February 2020
Other Operating
295,314 325,000
275,000
225,000 188,822
175,000 Actual Budget
Item 6A 20 RIVERSIDE TRANSIT AGENCY REVENUE GRAPHS February 2020
Ridership
717,629 750,000 662,642 700,000
650,000
600,000 February 2019 February 2020
Item 6A 21 Item 6A 22 RIVERSIDE TRANSIT AGENCY EXPENSE GRAPHS February 2020
Salaries & Benefits Purchased Transportation
3,800,000 3,650,998 2,700,000 2,573,060 2,532,674 3,506,055 2,600,000 3,600,000 2,500,000
3,400,000 2,400,000 Actual Budget Actual Budget
Services Materials & Supplies
325,000 450,000 249,589 254,518 380,674 344,499 275,000 400,000
225,000 350,000
175,000 300,000 Actual Budget Actual Budget
Item 6A 23 RIVERSIDE TRANSIT AGENCY EXPENSE GRAPHS February 2020
Other Expenses
500,000 451,948
380,915 400,000
300,000 Actual Budget
Item 6A 24 Item 6A 25 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Tom Franklin, Chief Operating Officer
SUBJECT: Ridership Report – February 2020
Summary: System-wide ridership for February 2020 increased by 8.3% versus February 2019. Ridership Feb-19 Feb-20 Change Fixed Route 631,219 688,303 9.0% Dial-A-Ride 31,423 29,326 -6.7% Total System 662,642 717,629 8.3%
Factors to consider when comparing to a year ago:
• Calendar:
o Due to the leap year, February 2020 had the same number of weekdays and Sundays, however, there was one more Saturday compared to February 2019.
o Normalized ridership based on last year’s day counts: system-wide it would have been up by 6.9% compared to February 2019. • Weather:
o There were two days of measurable rain in February 2020 versus nine days in 2019. • Other
o Fare increase implemented July 1, 2019. o Token Transit mobile ticketing implemented September 27, 2019. o The average gasoline price for February 2020 was $3.45 versus $3.25 in February 2019.
o In February 2020, there were no Metrolink bridges or specials.
Recommendation: Receive and file.
Item 6B 26 Riverside Transit Agency Month-End Ridership Summary February 2020 Entire System
1 Total Performance Indicators Monthly & Fiscal Year Variances Passengers/ Passengers/ Fiscal Year-to-date Passengers Feb '20 vs Feb '19 Revenue Hour Revenue Mile 2020 vs. 2019 Fixed Routes** >>> 688,303 12.04 0.82 9.0% 0.3% Dial-a-Ride (Regular & Taxi & Lifeline)* >>> 29,326 1.99 0.13 -6.7% -7.9% Entire System Total >>> 717,629 9.99 0.67 8.3% -0.1%
Fixed Routes (Excluding CommuterLinks) >>> 653,485 12.83 0.95 8.9% 0.1% CommuterLink Routes >>> 34,818 5.62 0.23 16.9% 4.7% MetroLink Bridges>>> 0 -100.0% -73.6% Dial-A-Ride (Regular) Total >>> 28,319 1.99 0.13 -7.7% -7.5% Taxi & Lifeline (Overflow) Total >>> 1,007 1.98 0.08 33.4% -19.0% Entire System >>> 717,629 9.99 0.67 8.3% -0.1%
1 The FY-To-Date Variance is the difference between ridership from July 2019 to February 2020 versus July 2018 to February 2019 * The Dial-A-Ride routes serve exclusively seniors and persons with disabilities. ** Fixed route totals include Metrolink Bridges and Commuter link routes as summarized below
Item 6B 27 Riverside Transit Agency Month-End Ridership Summary February 2020 Fixed Routes (Directly Operated and Contracted)
Performance Indicators Monthly & Fiscal Year Variances 1 Total Route # Area Served DO CO Passengers/ Passengers/ Fiscal Year-to-date Passengers Feb '20 vs Feb '19 Rev. Hour Rev. Mile 2020 vs. 2019
001 Corona/ Downtown Riverside/ Magnolia/ UCR 152,025 152,025 - 23.28 2.15 6.4% -1.8% 101 Corona/Magnolia/Downtown Riverside/ UCR 14,235 14,235 - 10.32 0.75 3.3% 0.3% 003 Eastvale/ Norco/ Corona 11,473 10,754 719 11.28 0.94 -6.4% -5.0% 008 Lake Elsinore 12,765 - 12,765 9.03 0.62 6.5% -10.3% 009 Perris Station/ Lake Elsinore Outlet 4,839 - 4,839 8.51 0.46 12.9% 12.9% 010 Big Springs & Watkins to Galleria 11,822 11,822 - 10.72 0.97 -4.3% -5.5% 011 Moreno Valley Mall/ March ARB 7,487 7,487 - 9.48 0.86 -9.7% -8.8% 012 La Cadena & Stephens to Merced & Magnolia 17,440 17,440 - 11.03 0.98 17.3% 2.8% 013 Hunter Park Metrolink/ Galleria at Tyler 17,665 17,665 - 11.49 1.02 11.7% 0.9% 014 Galleria at Tyler/ Indiana/ VA Hospital 17,426 17,426 - 12.32 1.01 22.5% 4.2% 015 Downtown Riverside/ Galleria at Tyler 32,975 32,975 - 13.33 1.18 -6.1% -7.9% 016 Downtown Riverside/ Moreno Valley Mall 51,565 51,565 - 22.56 2.01 17.8% 7.4% 018 Sunnymead Ranch/ Moreno Valley RCC 9,218 9,218 - 11.10 0.87 -1.1% -11.8% 019 Moreno Valley Mall/ Perris 59,297 59,022 275 14.73 1.17 6.5% -2.2% 020 Magnolia Center/ Moreno Valley RCC 19,339 19,339 - 11.17 0.79 -3.0% -15.6% 021 Country Village/ Galleria at Tyler 8,348 8,348 - 10.80 0.75 0.5% -8.2% 022 Downtown Riverside/ Perris/ Lake Elsinore 22,351 22,351 - 13.40 0.88 11.4% -0.6% 023 Temecula/ Murrieta/ Wildomar 7,069 - 7,069 5.86 0.43 14.3% -10.0% 024 Pechanga Resort/ Temecula 5,908 - 5,908 6.10 0.51 21.8% 11.8% 026 Moreno Valley 992 - 992 3.75 0.28 -53.2% -39.5% 027 Galleria at Tyler/ Perris 13,965 13,965 - 8.91 0.46 6.1% -59.0% 028 Perris/ Hemet Valley Mall 33,124 33,124 - 13.51 0.80 25.5% 25.5% 029 Downtown Riverside/ Hamner & Limonite 11,692 11,692 - 9.49 0.69 16.1% 5.1% 030 Perris 5,266 - 5,266 8.71 0.70 14.4% -5.6% 031 Banning/ Beaumont/ San Jacinto/ Hemet 12,048 - 12,048 6.25 0.33 9.5% -1.6% 032 Hemet/ San Jacinto 7,853 - 7,853 10.07 0.95 2.1% -13.8% 033 Hemet/ East Hemet 3,263 - 3,263 6.79 0.56 10.7% 7.4% 040 Lake Elsinore/ Quail Valley/ Sun City 2,697 - 2,697 4.01 0.23 54.0% 78.3% 041 Mead Valley/ Perris/ Moreno Valley/ RCRMC 6,286 2,259 4,027 10.83 0.66 9.6% -2.7% 042 San Jacinto/ Soboba Casino/ Hemet 4,039 - 4,039 9.06 0.68 20.8% 6.3%
Item 6B 28 Riverside Transit Agency Month-End Ridership Summary February 2020 Fixed Routes (Directly Operated and Contracted)
Performance Indicators Monthly & Fiscal Year Variances 1 Total Route # Area Served DO CO Passengers/ Passengers/ Fiscal Year-to-date Passengers Feb '20 vs Feb '19 Rev. Hour Rev. Mile 2020 vs. 2019
049 Country Village/ Downtown Riverside 18,932 18,932 - 16.36 1.35 12.7% 0.9% 050 Downtown Riverside Jury Trolley 207 - 207 1.35 0.21 -9.6% -1.2% 051 UCR Crest Cruiser 3,861 - 3,861 19.63 1.85 13.6% 13.6% 052 Hunter Park Metrolink/ UCR 7,754 - 7,754 30.03 4.01 40.6% 34.4%
* 054 Downtown Riverside 0 - - -100.0% -12.5% 055 Temecula Trolley - Promenade Mall to Harveston 1,277 - 1,277 16.81 1.41 22.0% 9.7% 061 S. Perris Metrolink - Sun City/ Menifee/ Temecula 9,767 - 9,767 6.47 0.39 13.1% 7.8% 074 San Jacinto/ Hemet/ Menifee/ Sun City/ Perris 14,139 - 14,139 8.36 0.48 -5.4% -4.2% 079 Hemet/ Winchester/ French Valley/ Temecula 13,076 - 13,076 8.15 0.50 96.3% 41.2% 200 SB/Riverside/Orange Count 16,749 16,749 - 7.96 0.34 10.4% 14.0% 202 Murrieta/ Temecula/ Oceanside 623 - 623 2.34 0.10 -3.7% -4.7% 204 Riverside/ Country Village/ Ontario/ Montclair 4,806 4,806 - 5.50 0.27 44.8% 8.1% 205 Temecula/Riverside/Orange County 1,687 1,687 - 4.98 0.19 -8.1% -1.6% 206 Corona/ Lake Elsinore/ Murrieta/ Temecula 2,958 2,958 - 4.44 0.16 29.3% 7.9% 208 Temecula/ Murrieta/ Sun City/ Perris/ Mo Val/ Riverside 4,714 1,592 3,122 4.59 0.19 35.5% 29.1% 210 Riverside to Palm Desert 287 115 172 4.15 0.18 -22.4% -14.9% 216 Metrolink Bridges & Specials 0 - - -100.0% -73.6% 217 San Jacinto/ Hemet/ Temecula/ Escondido 2,994 287 2,707 3.51 0.12 12.2% -6.0% Fixed Route Total >>>> 688,303 559,838 128,465 12.04 0.82 9.0% 0.3%
1 The FY-To-Date Variance is the difference between ridership from July 2019 to February 2020 versus July 2018 to February 2019 * Service was discontinued January 11, 2020 on Route 54
Item 6B 29 Riverside Transit Agency Month-End Ridership Summary February 2020 Dial-A-Ride Services
1 Total Performance Indicators Monthly & Fiscal Year Variances Passengers/ Passengers/ Fiscal Year-to-date Passengers Feb '20 vs Feb '19 Revenue Hour Revenue Mile 2020 vs. 2019
801Riverside/San Bernardino 18,150 1.97 0.12 -9.9% -11.0%
802Murrieta/Temecula/Menifee 6,131 1.83 0.11 -2.1% -3.9%
803Hemet/San Jacinto 5,004 2.35 0.17 0.5% 0.4%
804Rural Areas 41 1.24 0.07 0.0% -47.4% Dial-A-Ride (Seniors & ADA) Total >>>> 29,326 1.99 0.13 -6.7% -7.9%
1 The FY-To-Date Variance is the difference between ridership from July 2019 to February 2020 versus July 2018 to February 2019
Item 6B 30 Riverside Transit Agency Month-End Ridership Summary February 2020 CommuterLink Routes
1 Total Performance Indicators Monthly & Fiscal Year Variances Route Passengers/ Passengers/ Fiscal Year-to-date Passengers Feb '20 vs Feb '19 Number Area Served Revenue Hour Revenue Mile 2020 vs. 2019 200 SB/Riverside/Orange Count 16,749 7.96 0.34 10.4% 14.0% 202 Murrieta/ Temecula/ Oceanside 623 2.34 0.10 -3.7% -4.7% 204 Riverside/ Country Village/ Ontario/ Montclair 4,806 5.50 0.27 44.8% 8.1% 205 Temecula/Riverside/Orange County 1,687 4.98 0.19 -8.1% -1.6% 206 Corona/ Lake Elsinore/ Murrieta/ Temecula 2,958 4.44 0.16 29.3% 7.9% 208 Temecula/ Murrieta/ Sun City/ Perris/ Moreno Valley/ Riverside 4,714 4.59 0.19 35.5% 29.1% 210 Banning/ Beaumont/ Moreno Valley/ Riverside 287 4.15 0.18 -22.4% -14.9% 217 San Jacinto/ Hemet/ Temecula/ Escondido 2,994 3.51 0.12 12.2% -6.0% Total CommuterLink Routes >>> 34,818 5.62 0.23 16.9% 4.7%
1 The FY-To-Date Variance is the difference between ridership from July 2019 to February 2020 versus July 2018 to February 2019
Item 6B 31 Riverside Transit Agency Month-End Ridership Summary February 2020
Selected Pass Programs
Monthly & Fiscal Year Variances 1 Total Passengers Fiscal Year-to-date Feb '20 vs Feb '19 Pass Program 2020 vs. 2019 RCC GO-PASS 56,526 0.3% -3.0% UC-RIVERSIDE U-PASS 79,660 26.0% 21.3% MT. SAN JACINTO COLLEGE GO-PASS 12,455 0.9% -2.0% CAL BAPTIST UNIVERSITY U-PASS 4,335 12.8% 12.8% LA SIERRA UNIVERSITY U-PASS 853 143.0% 90.3% U-PASS & GO-PASS COLLEGE PROGRAMS TOTAL 153,829 13.0% 7.8% RIVERSIDE CITY EMPLOYEE PASS PROGRAM 832 -7.9% -26.6%
1 The FY-To-Date Variance is the difference between ridership from July 2019 to February 2020 versus July 2018 to February 2019
Item 6B 32 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Tom Franklin, Chief Operating Officer
SUBJECT: On Time Performance for February 2020
Summary: On time performance system-wide in February 2020 was 90% vs. 90% in February 2019 and 91% in January 2020.
Recommendation: Receive and file.
Item 6C 33 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Jim Kneepkens, Director of Marketing
SUBJECT: Travel Training Report – February 2020
Summary: Below is a summary of the Agency’s performance in the Travel Training Program for the month of February 2020 and fiscal year- to-date for FY20.
Passenger trips: 8,833 total passenger trips were generated on fixed route; 64,758 fiscal year-to-date.
Persons served: 391 unique persons were served; 761 fiscal year- to-date.
Expenses: The department incurred total expenses of $29,536; $238,695 fiscal year-to-date.
Recommendation:
Receive and file.
Item 6D 34 RTA BOARD ADMINISTRATION AND OPERATIONS COMMITTEE MEETING Minutes March 4, 2020
1. CALL TO ORDER
Committee Chair Nancy Carroll called the Board Administration and Operations Committee meeting to order at 1:00 p.m., on March 4, 2020, in the RTA Board Room.
2. SELF-INTRODUCTIONS
Self-introductions of those in attendance took place.
Committee Members Attending 1. Art Welch, City of Banning 2. Nancy Carroll, City of Beaumont 3. Jim Steiner, City of Corona 4. Greg August, City of Menifee 5. David Marquez, City of Moreno Valley 6. Scott Vinton, City of Murrieta 7. Andy Melendrez, City of Riverside 8. Alonso Ledezma, City of San Jacinto 9. Zak Schwank, City of Temecula 10. 1Jerry Sincich, County of Riverside, District I 11. 2Ike Bootsma, County of Riverside, District II
RTA Staff
1. Larry Rubio, Chief Executive Officer 2. Joan Hepworth, Clerk of the Board of Directors 3. Tom Franklin, Chief Operating Officer 4. Craig Fajnor, Chief Financial Officer 5. Vince Rouzaud, Chief Procurement and Logistics Officer 6. Laura Camacho, Chief Administrative Services Officer 7. Adam Chavez, Director of Maintenance 8. Rick Kaczerowski, Director of IT 9. Jim Kneepkens, Director of Marketing 10. Rick Majors, Director of Risk Management 11. Kristin Warsinski, Director of Planning 12. Natalie Zaragoza, Director of Contracts 13. Eric Ustation, Government Affairs Manager 14. Brad Weaver, Media & Public Relations Manager 15. Melissa Blankenship, Contracts Manager 16. Lisa Almilli, Mobility Manager 17. Stephanie Sirls, Operations Manager 18. Yesenia Felix, Human Resources Clerk
1Alternate for Kevin Jeffries, County of Riverside, District I 2Alternate for Karen Spiegel, County of Riverside, District II
Item 6E 35 3. PUBLIC COMMENTS – NON-AGENDA ITEMS
None.
4. APPROVAL OF MINUTES – FEBRUARY 5, 2020 COMMITTEE MEETING
M/S/C (MARQUEZ/SINCICH) approving the minutes of the February 5, 2020 Committee meeting.
The motion carried unanimously.
5. CONSENT CALENDAR
M/S/C (BOOTSMA/SCHWANK) approving the receipt and file of Item 5A – Personnel Report – January 2020.
The motion carried unanimously.
M/S/C (BOOTSMA/SCHWANK) approving the receipt and file of Item 5B – Transportation Center Monthly Report – January 2020.
The motion carried unanimously.
Director Alonso Ledezma arrived to meeting at 1:10 pm. during discussion of Item 6.
6. AUTHORIZATION TO AMEND AGREEMENT NO. 19-076 WITH LEONIDA BUILDERS, INC. TO INCREASE THE TOTAL PROJECT BUDGET AMOUNT BY $6,000 TO ACCOUNT FOR SITE CONDITIONS RELATED TO THE CONSTRUCTION OF THE MAGNOLIA AVENUE BUS TURNOUT AT GALLERIA LOCATION
M/S/C (BOOTSMA/MARQUEZ) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Authorize staff to amend Agreement No. 19-076 to Leonida Builders, Inc. to increase the total project amount by $6,000 for the completion of construction of the Magnolia Avenue Bus Turnout at Galleria & Tyler.
The motion carried unanimously.
7. AUTHORIZATION TO ENTER INTO AGREEMENT NO. 20-010 WITH THE SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY (METROLINK) TO REIMBURSE THE AGENCY FOR BUS BRIDGE SERVICES
M/S/C (SCHWANK/MARQUEZ) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Authorize staff to enter into Agreement No. 20-010 with the Southern California Regional Rail Authority (Metrolink) for reimbursement of bus bridge services.
Item 6E 36 The motion carried unanimously.
8. APPROVE AND ADOPT THE AGENCY’S INITIAL PUBLIC TRANSPORTATION AGENCY SAFETY PLAN (PTASP)
M/S/C (LEDEZMA/VINTON) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Approve and adopt the Agency’s initial Public Transportation Agency Safety Plan to be effective March 26, 2020.
The motion carried unanimously.
9. BOARD MEMBER COMMENTS None.
10. ANNOUNCEMENTS
None.
11. NEXT MEETING
Wednesday, April 1, 2020, 1:00 p.m.
12. MEETING ADJOURNMENT
The meeting was adjourned at 1:25 p.m.
Item 6E 37 RTA BOARD BUDGET AND FINANCE COMMITTEE MEETING Minutes March 4, 2020
1. CALL TO ORDER
Committee Chair Linda Krupa called the Board Budget and Finance Committee meeting to order at 2:00 p.m., on March 4, 2020, in the RTA Board Room.
2. SELF INTRODUCTIONS
Self-introductions of those in attendance took place.
Committee Members Attending 1. Linda Molina, City of Calimesa 2. Jeremy Smith, City of Canyon Lake 3. Linda Krupa, City of Hemet 4. Anthony Kelly, Jr., City of Jurupa Valley 5. Timothy J. Sheridan, City of Lake Elsinore 6. Berwin Hanna, City of Norco 7. Malcolm Corona, City of Perris 8. Bridgette Moore, City of Wildomar 9. 1Michelle DeArmond, County of Riverside District III 10. 2Barry Busch, County of Riverside District V
RTA Staff 1. Larry Rubio, Chief Executive Officer 2. Joan Hepworth, Clerk of the Board 3. Tom Franklin, Chief Operating Officer 4. Craig Fajnor, Chief Financial Officer 5. Vince Rouzaud, Chief Procurement and Logistics Officer 6. Laura Camacho, Chief Administrative Services Officer 7. Adam Chavez, Director of Maintenance 8. Jim Kneepkens, Director of Marketing 9. Kristin Warsinski, Director of Planning 10. Rick Majors, Director of Risk Management 11. Rick Kaczerowski, Director of IT 12. Natalie Zaragoza, Director of Contracts 13. Brad Weaver, Media & Public Relations Manager 14. Melissa Blankenship, Contracts Manager 15. Eric Ustation, Government Affairs Manager 16. Yesenia Felix, Human Resources Clerk 17. Lisa Almilli, Mobility Manager
1Alternate for Chuck Washington, County of Riverside, District III 2Alternate for Jeff Hewitt, County of Riverside, District V Item 6F 38 Director Bridgette Moore led the pledge of allegiance.
3. PUBLIC COMMENTS – NON-AGENDA ITEMS
None.
4. APPROVAL OF MINUTES – FEBRUARY 5, 2020 COMMITTEE MEETING
M/S/C (SMITH/KELLY) approving the February 5, 2020 committee meeting minutes.
The motion carried unanimously.
5. CASH FLOW PROJECTIONS
Mr. Fajnor presented the cash flow projections which were received and filed.
6. QUARTERLY CAPITAL STATUS
Mr. Fajnor presented the quarterly capital status update which was received and filed.
7. AUTHORIZATION TO AWARD AGREEMENT NO.19-088 TO FRITTS FORD FOR THE PURCHASE OF THREE TRUCKS FOR STOPS AND ZONES
M/S/C (HANNA/KELLY) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Authorize staff to award Agreement No.19-088 to Fritts Ford for the purchase of three trucks for stops and zones in an amount not-to-exceed $214,868.10.
The motion carried unanimously.
8. AUTHORIZATION TO AWARD AGREEMENT NO. 20-009 TO ND CONSTRUCTION COMPANY FOR THE REFURBISHMENT OF 30 BUS STOP SHELTERS
M/S/C (KELLY/MOORE) approving and recommending this item to the full Board of Directors for their consideration as follows:
• Authorize staff to award Agreement No. 20-009 to ND Construction Company for the refurbishment of 30 bus stop shelters in the amount of $135,076.00.
The motion carried unanimously.
Item 6F 39 9. BOARD MEMBER COMMENTS
Board member comments were made by Director Linda Molina, Director Berwin Hanna and Director Malcolm Corona.
10. ANNOUNCEMENTS
None.
11. NEXT MEETING
Wednesday, April 1, 2020, 2:00 p.m.
12. MEETING ADJOURNMENT
The meeting was adjourned at 2:20 p.m.
Item 6F 40 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Craig Fajnor, Chief Financial Officer
SUBJECT: February FY20 Farebox Recovery Ratio (FRR) Performance and FYE20 FRR Projection
Summary: The Agency relies on a Transportation Development Act (TDA) funding subsidy in order to cover a significant portion of its annual operating expenses. This funding is predicated on compliance with TDA operating provisions and statutes. TDA Provision 99270 states that claimants shall meet or exceed a predetermined ratio of fare revenues to operating expenses. This is known as the Farebox Recovery Ratio (FRR).
Policies and legislation have been adopted that clarify and expand the definition of allowable parameters relative to the calculation of the FRR. A Farebox Recovery Policy adopted by the Riverside County Transportation Commission (RCTC) expands allowable passenger fare revenues to include Local funds and Local Support revenues. In addition, State Assembly Bill Number 508 (SB508) allows for the exclusion of cost increases beyond the change in the Consumer Price Index (CPI) for fuel, power, insurance premiums and payments, and ADA complementary paratransit service.
The Agency’s FRR Target for FY20 is 16.81%. The Agency’s FY20 budgeted FRR is 21.17%. The Agency’s actual FRR through February is 22.14%%, exceeding the target by 5.33%.
In addition, the table below reflects the Agency’s current FY20 year- end forecast for FRR. It is based on year-to-date actual revenues and expenses through February 2020 plus projections for the remainder of the fiscal year. A conservative approach to the revenues and expenses, including allowable inclusions and exclusions, has been used.
Item 6G 41 Farebox Revenues $ 10,000,000 Local Support Revenues: Measure A $ 3,263,300 Subtotal - Farebox Revenues 13,263,300
Other Local Support Revenues & Exemptions New Routes (Implement. year + 2 Year Exemption): - Interest Income on Investments 850,000 LCTOP used for operating 1,659,330 LCFS from CNG usage 750,000 RINs from CNG usage 425,000 Bus Shelter Advertising 15,000 Other Local Support Revenues 176,276 Subtotal - Other Local Revenue & Exemptions 3,875,606
Total Farebox Revenues, Local Support, & Exemptions $ 17,138,906
Operating Expenses (Excl. Depreciation & Amortization) $ 91,835,000
TDA/AB813 Expense Exemptions New Routes (Implement. year + 2 Year Exemption): - Fuel Exemption (AB813) - Paratransit Exemption (AB813) - Subtotal - TDA/AB813 Expense Exemptions -
Operating Expenses - Adjusted $ 91,835,000
Ratio 18.66%
Target 16.81%
Variance to Target: 1.85%
The current projected FY20 Farebox Recovery Ratio forecast is 18.66 percent. The predetermined target ratio is 16.81 percent, resulting in a favorable variance of 1.85 percent.
Staff will continue to provide the Board with Farebox Recovery Ratio updates and compliance strategies as required.
Recommendation:
Receive and file
Item 6G 42 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Eric Ustation, Government Affairs Manager
SUBJECT: Transportation NOW Update
Summary: Transportation NOW (T-NOW) has six chapters: Greater Riverside, Hemet/San Jacinto Area, Moreno Valley/Perris, Northwest, San Gorgonio Pass and Southwest. Each chapter meets monthly at a location convenient to the membership. Attendance includes transit users, elected officials, transit advocates, community activists and Riverside Transit Agency (RTA) staff. This report summarizes the activities of each chapter for the month of February 2020. Detailed minutes are available on the Transportation NOW webpage.
Greater Riverside Chapter The chapter discussed goals and activities for 2020. Suggestions included a group bus trip to various senior centers in Riverside, hosting a T-NOW booth at the Riverside City College Fair, and teaming with RTA to disseminate T-NOW information at community events RTA is planning to attend. Director Andy Melendrez noted that Riverside is planning a public, open-street event similar to Los Angeles’ CicLAvia and encouraged the chapter to participate.
Hemet/San Jacinto Area Chapter The chapter received a presentation from the Riverside County Transportation Commission (RCTC) on their draft Traffic Relief Plan. Members were encouraged to participate in the process by filling out a survey at trafficreliefplan.org. The chapter learned of projects in Hemet and San Jacinto that are funded via Senate Bill 1 revenues. Members were updated on the status of the legislation that are proposing to mandate free transit for youths 18 years of age and younger, most college students and seniors over age 65.
Moreno Valley/Perris Chapter The chapter elected officers for 2020. Jonathan Vaughn was elected chair, Director David Marquez was elected vice chair and Cynthia Mendez was elected secretary. The chapter received a presentation from RCTC on their draft Traffic Relief Plan.
Item 6H 43 Northwest Chapter The chapter was updated on the status of legislation that is proposing to mandate free transit for youths 18 years of age and younger, most college students and seniors over age 65. The chapter asked to receive continued updates and would like to write a support/oppose letter when the time is appropriate. The Jurupa Valley Rodeo was added to the chapter’s event calendar.
San Gorgonio Pass Area Chapter Beaumont and Banning Pass Transit are re-branding and will simply be known as Beaumont Transit and Banning Transit. Beaumont is also undergoing a comprehensive operational analysis and will provide an update to the group once it’s complete. The chapter reorganized their subcommittees and will focus on transit education and veterans in 2020.
Southwest Chapter The chapter received a presentation from RCTC on their draft Traffic Relief Plan and highlighted potential projects in the area that cold be built quicker with additional sales tax revenues. The chapter was encouraged to participate by filling out a survey at trafficreliefplan.org. The chapter discussed organizing a group trip to Riverside using a CommuterLink route and hosting another rider appreciation event in Wildomar.
Recommendation:
Receive and file.
Item 6H 44 Item 6I 45 Item 6I 46 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Rick Majors, Director of Risk Management
SUBJECT: Approve and Adopt the Agency’s Initial Public Transportation Agency Safety Plan (PTASP)
Summary: On July 19, 2018, the Federal Transit Administration (FTA) published the Public Transportation Agency Safety Plan Final Rule, which requires certain operators of public transportation systems that receive federal funds under FTA's Urbanized Area Formula Grants to develop safety plans that include the processes and procedures to implement Safety Management Systems (SMS). The documented processes and procedures for the Agency’s SMS must consist of four main elements: (1) Safety Management Policy, (2) Safety Risk Management, (3) Safety Assurance, and (4) Safety Promotion. The first of these four elements, the Safety Policy, was approved by the Board at its February meeting.
Although the Agency has a myriad of safety plans in place, covering things such as emergency response, transit system safety and occupational safety, the new PTASP rule requires a documented SMS. The SMS ensures the Agency is performing the necessary risk management activities, monitoring the results and making the necessary adjustments in maintaining a safe system.
The Agency has operated a SMS for many years ahead of this new requirement. Annual safety performance targets are set based on historical data and analysis. Safety risk management activities are implemented and safety assurance monitoring takes place to evaluate the effectiveness of the activities. This process repeats perpetually.
This new rule requires the Agency to formalize and document these processes. It also required the addition of one new program, a Hazard Management Program. This program outlines how the agency will identify, monitor and address hazards present in its environment,
Item 6J 47 separate and apart from risks. The Hazard Management Program is outlined and incorporated into the PTASP. A complete copy of the Agency’s draft plan is attached for reference.
If approved by the Board of Directors, the plan will become effective immediately. The first set of performance targets is in development and will be shared with the Agency’s Metropolitan Planning Organization (MPO), the Southern California Association of Governments (SCAG) later that month. The plan will be reviewed and approved annually thereafter.
Fiscal Impact:
None
Committee Recommendation:
This item was discussed at the Board Administration and Operations Committee meeting on March 4, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
• Approve and adopt the Agency’s initial Public Transportation Agency Safety Plan to be effective March 26, 2020.
Item 6J 48 Item 6J 49 Mission Statement
The Riverside Transit Agency, western Riverside County's multi‐modal transportation provider, shall provide for a variety of transportation needs in a cost‐effective and efficient manner for all the residents of our member communities. The Agency is committed to providing safe, reliable, courteous, accessible, and user‐friendly services to our customers.
About RTA
Riverside Transit Agency (RTA) was established as a Joint Powers Authority on August 15, 1975 and began operating bus service on March 16, 1977. RTA is the Consolidated Transportation Service Agency for western Riverside County and is responsible for coordinating transit services throughout the approximate 2,500 square mile service area.
RTA provides both local and regional services throughout the region with fixed route bus service, limited stop commuter routes, and Dial‐A‐Ride paratransit services using over 300 revenue vehicles. In the cities of Corona, Beaumont and Banning, RTA coordinates regional services with municipal transit systems. In Riverside, RTA coordinates with the city's Riverside Special Transportation, which provides Americans with Disabilities Act (ADA) complementary service to RTA's fixed‐route services.
RTA is governed by a board of directors comprised of 22 elected officials from 18 cities in western Riverside County and four members of the County Board of Supervisors. The member jurisdictions include the cities of Banning, Beaumont, Calimesa, Canyon Lake, Corona, Eastvale, Hemet, Jurupa Valley, Lake Elsinore, Moreno Valley, Menifee, Murrieta, Norco, Perris, Riverside, San Jacinto, Temecula, Wildomar and the unincorporated areas of Riverside County Supervisorial Districts I, II, III and V.
Version 1, 3/4/2020
The Federal Transit Administration (FTA) has issued rules that require public transit agencies to draft a Safety Plan in accordance with 49 C.F.R. Part 673 (Part 673). The full text of Part 673 is available at http://www.transit.dot.gov/PTASP
1. Riverside Transit Agency Information
Transit Agency Name Riverside Transit Agency
Transit Agency Address 1825 Third Street, Riverside, CA 92507
Name and Title of Accountable Larry Rubio, CEO Executive
Name of Chief Safety Officer or SMS Jeff Hixon, Transit Safety and Security Manager Executive
Bus Transit; Directly Operated and List All FTA Funding Mode(s) of Service Covered by This Contract Operated Fixed 5304, 5307, 5310, 5311, Types (e.g., 5307, 5310, Plan Route and Contract 5339, CMAQ 5311) Operated Demand Item 6J Response 50 Mode(s) of Service Provided by the Bus Transit; Transit Agency (Directly operated or Directly Operated and Contract Operated Fixed Route and Contract Operated contracted service) Demand Response
Does the agency provide transit Yes No Description of services on behalf of another transit N/A Arrangement(s) agency or entity?
Name and Address of Transit Agency(ies) or Entity(ies) for Which N/A Service Is Provided
2. Plan Development, Approval, and Updates
Name of Entity That Drafted This Riverside Transit Agency Plan
Signature of Accountable Executive Date of Signature Signature by the Accountable Executive
Name of Individual/Entity That Approved This Date of Approval Plan
Board of Directors Approval by the Board of Directors or an Equivalent Authority Relevant Documentation (title and location)
Item 6J 51 Revision/Update History
Agency Name: RIVERSIDE TRANSIT AGENCY, FTA Recipient ID: 1686
Accountable Mr. Larry Rubio, Chief Executive Officer
Executive:
Initial RTA Board Adoption TBD
Date: Original Effective TBD
Date:
Last Modified By (Name): Last Modified (Date):
Item 6J 52 Acknowledgements
RIVERSIDE TRANSIT AGENCY BOARD OF DIRECTORS
Name Title Representing Bridgette Moore Chair City of Wildomar Berwin Hanna First Vice-Chairman City of Norco Alonso Ledezma Second Vice-Chairman City of San Jacinto Art Welch Member City of Banning Nancy Carroll Member City of Beaumont Linda Molina Member City of Calimesa Jeremy Smith Member City of Canyon Lake Jim Steiner Member City of Corona Brandon Plott Member City of Eastvale Linda Krupa Member City of Hemet Anthony Kelly, Jr. Member City of Jurupa Valley Timothy Sheridan Member City of Lake Elsinore Greg August Member City of Menifee David Marquez Member City of Moreno Valley Scott Vinton Member City of Murrieta Malcolm Corona Member City of Perris Andy Melendrez Member City of Riverside Zak Schwank Member City of Temecula Kevin Jeffries Member County of Riverside District I Karen Spiegel Member County of Riverside District II Chuck Washington Member County of Riverside District III Jeff Hewitt Member County of Riverside District V
Riverside Transit Agency Staff
Larry Rubio, Chief Executive Officer & Accountable Executive Tom Franklin, Chief Operating Officer Craig Fajnor, Chief Financial Officer Vince Rouzaud, Chief Procurement and Logistics Officer Laura Camacho, Chief Administrative Services Officer Adam Chavez, Director of Maintenance Kristin Warsinski, Director of Planning Jim Kneepkens, Director of Marketing Natalie Zaragoza, Director of Contracts Rick Majors, Director of Risk Management Rick Kaczerowski, Director of Information Systems Charlie Ramirez, Controller Jeff Hixon, Transit Safety and Security Manager
Item 6J 53
TABLE OF CONTENTS
Introduction… ...... 1 List of Definitions and Acronyms Used………..2 Safety Performance Targets… ...... 6 Safety Management Policy… ...... 7 Communication and Employee Reporting……9 Safety Risk Management… ...... 12 Safety Assurance… .... ………………………...15 Safety Promotion… ...... 21 Management of Change… ...... 23 Continuous Improvement… ...... 25 Program Implementation… ...... 27 Policies and Procedures… ...... 29
Item 6J 54 Introduction
On July 19, 2018, The Federal Transit Administration (FTA) published the Public Transportation Agency Safety Plan (PTASP) Final Rule, which requires certain operators of public transportation systems that receive federal funds under FTA's Urbanized Area Formula Grants to develop safety plans that include the processes and procedures to implement Safety Management Systems (SMS).
The documented processes and procedures for the Agency’s SMS must consist of four main elements: (1) Safety Management Policy, (2) Safety Risk Management, (3) Safety Assurance, and (4) Safety Promotion.
The Accountable Executive
Per FTA PTASP requirements, each transit operator receiving FTA funding shall designate an “Accountable Executive” to implement the PTASP. The Agency’s Accountable Executive shall be the Chief Executive Officer. The Agency’s Accountable Executive must balance safety, day‐to‐day operations, and Agency and customer needs in approving and carrying out the PTASP.
Annual Review and Updates
Annual Review and Update of the Public Transportation Agency Safety Plan
Implementation of Version 1.0 of the Riverside Transit Agency Safety Plan is scheduled for July 20, 2020. An annual review shall take place between April 1 and June 30 of each subsequent year. The Agency’s Transit Safety and Security Manager will convene a committee represented by Operations, Training, Human Resources, Risk/Safety and Maintenance to review the current plan and make any necessary changes, additions or deletions thereto. The updated plan will be presented to the Accountable Executive for approval/signature and will then be presented to the Board of Directors for approval. In addition, the Director of Risk Management shall submit Safety Performance Targets as a part of his/her annual goal setting to the Chief Executive Officer, through the Chief Financial Officer, and will incorporate the approved targets into the plan by June 30 of each year.
Item 6J 55 1. List of Definitions and Acronyms Used
Accident – An event that happens unexpectantly which may result in an undesirable or unfortunate happening causing harm, injury, damage, or loss. As defined in GO-164E, an event that involves any of the following: a loss of life; a report of a serious injury to a person; a collision involving a rail transit vehicle; a runaway train; an evacuation for life or safety reasons; or a derailment of a rail transit vehicle, at any location, at any time, whatever the cause.
American Disabilities Act (ADA) – The Americans with Disabilities Act of 1990 gives civil rights protection to individuals with disabilities. Federal law prohibits discrimination on the basis of disability in employment, state and local government, public accommodations, commercial facilities, transportation and telecommunications.
California Public Utilities Commission (CPUC) – State regulatory agency that oversees and regulates railroad and rail fixed guideway safety in the State of California.
California Highway Patrol (CHP) – enforce traffic laws and manage traffic and emergency incidents in California
CPUC Staff – CPUC employees responsible for safety oversight of RTAs.
Code of Federal Regulations, Chapter 49 (49 CFR) – Federal regulations governing all activities on the general railroad system of transportation in the United States.
Contractor – A third party operator or maintenance provider that performs tasks required on behalf RTA.
Corrective Actions (CAs) or Corrective Action Plan (CAP) – Actions or a plan of actions developed by RTA that describes the tasks or measures implemented to minimize, mitigate, control, correct, or eliminate hazards, and the schedule for implementing those actions.
Emergency – An unexpected serious event or situation which requires immediate response to the urgent needs of the situation, or to maintain the security and/or integrity of the system, including, but not limited to, any of the following:
a) Any accident that meets reporting criteria for a regulatory agency b) Any injury or illness requiring immediate medical attention, or fatality, involving persons on board a revenue vehicle c) Threatened, attempted, or successful suicides d) Serious threat to the security or safety of passengers and/or employees e) Any event requiring the evacuation of a passenger train
Item 6J 56 f) Derailments on the main track or controlled siding g) Any unplanned event causing a significant disruption of rail service which may require the arrangement of alternative transportation for RTA system passengers
Employees – When used in this document, all executives, management, staff, labor, consultants, and contractors (and their sub-contractors) of RTA.
Federal Transit Administration (FTA) – An Agency of the U.S. Department of Transportation charged with the funding of transit capital and via formula, operations in the United States.
Hazard – Any real or potential condition (as defined in RTA's hazard management process) that can cause injury, illness, or death; damage to or loss of a system, equipment, or property; or damage to the environment.
Hazard Analysis – Any analysis performed to identify hazards for the purpose of their elimination, mitigation, or control.
Incident – Any unplanned occurrence, not otherwise defined as an accident, which results in any of the following:
a) A significant delay to passenger rail service b) Blockage of main track or controlled siding c) Damage to RTA structures and/or equipment d) Response or action from emergency or law enforcement personnel.
Investigation – The process used to determine the causal and contributing factors of an accident or hazard, so that the actions can be identified to prevent recurrence.
Metropolitan Planning Organization (MPO) - A metropolitan planning organization is a federally mandated and federally funded transportation policy- making organization in the United States that is made up of representatives from local government and governmental transportation authorities.
Near Miss – A narrowly avoided accident. In railroad reporting, a near miss is any interaction with an object, vehicle or trespasser on or near the right of way which cause the engineer or operator to adjust the controls of the rail vehicle to include braking or slowing down.
Passenger – A person who is on board, boarding, or alighting from an RTA vehicle for the purpose of travel.
Item 6J 57 Personal Electronic Device (PED) – A device including but not limited to wireless phones, personal digital assistants, smart phones, two-way pagers, portable internet devices, laptop computers, DVD players, audio players, iPods, MP3 players, electronic games, Bluetooth devices, or any headphones or earbuds.
Public Transportation Agency Safety Plan (PTASP) – The comprehensive Agency safety plan for RTA that is required by 49 CFR 673 and based on Safety Management System.
Safety – Freedom from harm resulting from unintentional acts or circumstances.
Safety Certification – The series of acts or processes that collectively verify the safety readiness of a project for public use.
Safety Management Systems (SMS) – A comprehensive, collaborative approach that brings management and labor together to build on the transit industry’s existing safety foundation to control risk better, detect and correct safety problems earlier, share and analyze safety data more effectively, and measure safety performance more carefully.
Safety Sensitive Employee – An individual employed by a rail system who operates rail vehicles or who dispatches or controls the movements of such rail vehicles, or who is engaged in the installation or maintenance of rail vehicles, train control, train protection, or signaling systems.
Security – Freedom from harm resulting from intentional acts or circumstances.
Security Sensitive Information (SSI) – A category of sensitive but unclassified information under the United States government's information sharing and control rules. SSI is information obtained in the conduct of security activities whose public disclosure would, in the judgement of specified government agencies, harm transportation security, be an unwarranted invasion of privacy, or reveal trade secrets or privileged or confidential information. SSI is governed by Title 49 of the Code of Federal Regulations (CFR), parts 15 and 1520.
System Safety – A principle of safety management, developed by the U.S. Military, which recognizes that all organizational plans, programs, policies, practices, and procedures impact the safety of the system as a whole. It requires that these be developed and implemented through a review process that provides for integration of individual departmental needs with the hierarchical needs of the entire system and/or organization.
Item 6J 58 2. Safety Performance Targets
Safety System Fatalities Injuries Events Reliability Mode of Transit Service Other Other Other
Total/Rate Total/Rate Total/Rate Total/Rate
Directly Operated Fixed Route
Contract Operated Fixed Route
Contract Operated Paratransit and
Demand Response
Safety Performance Target Coordination
The Agency’s Director of Risk Management will submit the Agency’s annual Safety Performance Targets to the CPUC’s Program Manager for Transit Safety Oversight. The Agency’s Director of Risk Management will also submit the Agency’s annual Safety Performance Targets to the Program Manager for the Metropolitan Planning Organization no later than July 1 of each plan year for review and certification. To the maximum extent practicable, the Agency’s Director of Risk Management will coordinate with the State and its MPO for the selection of safety performance targets.
State Entity Name Date Targets Transmitted Targets Transmitted to the State California Public Utilities Commission
Metropolitan Planning Organization Name Date Targets Transmitted Targets Transmitted to the Southern California Association of Metropolitan Planning Governments (SCAG). Organization(s)
Item 6J 59 3. Safety Management Policy
PURPOSE
The Riverside Transit Agency recognizes Safety as its number one core value. Every employee is accountable for making safety their priority, starting with the Chief Executive Officer. Safety and regulatory compliance are the first consideration when developing and implementing policies, procedures and programs affecting the Agency’s operation.
POLICY
The Agency will continue to support the ongoing implementation of a Safety Management System (SMS) with a commitment to the provision of appropriate resources. The Agency’s policies, rules and regulations have been developed with the intent to integrate safety into all Agency operations. Every employee should understand the importance of safety in the workplace.
RTA establishes and measures our safety performance against realistic and data- driven performance indicators and targets. Monthly safety and security inspections of RTA transit facilities are conducted to identify and correct potential hazards. Our safety culture encourages employees to report safety related issues or concerns. RTA ensures no action is taken against any employee who discloses a safety matter through the employee safety reporting program, unless disclosure reveals beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures. RTA will further ensure that every action is taken within reason to mitigate or eliminate potential hazards from the workplace.
The Agency’s Safety Committee, represented by labor and management from multiple disciplines, meets monthly to discuss the safety of its employees and customers. The Committee seeks to proactively identify and mitigate any risk of workplace injury and illness. Employees are provided an opportunity for the free discussion of health and safety problems and possible solutions through their representatives on the committee. Additionally, safety suggestion forms and drop boxes are available to employees as part of the safety reporting program.
In the Agency’s quest for safety excellence, it has implemented a Safety Management System (SMS) to identify and mitigate risk. This includes the constant evaluation of the effectiveness of these efforts. This cycle of continuous improvement is a part of the culture at RTA. Realistic safety performance targets are set prior to the start of each fiscal year and are measured no less than quarterly against benchmarks to evaluate the effectiveness of and adjust as necessary to the continuous efforts to mitigate safety related exposures.
Item 6J 60 To ensure externally supplied systems and services supporting our operations are delivered and meet our safety performance standards, RTA screens all potential contractors or vendors to ensure compliance with regulatory guidelines.
Safety at the highest level is achieved through cooperative proactivity in identifying potential hazards and taking into consideration the safety of others. Management will review the safety plan annually and update it as appropriate to ensure the safety of our employees and customers.
As a Public Transit Agency, we understand our responsibility to the safety of our employees, customers, and the public. Our decisions and actions affect the safety of our community and we commit to continually improve on safety.
Reporting Unsafe Conditions
It is the responsibility of every employee to be aware of their surroundings and to report any unsafe or unsecure condition to their supervisor, safety committee representative, or via the safety suggestion boxes. The Agency has established a program through which employees can identify and make suggestions relating to safety issues. All suggestions or issues identified are addressed monthly at the Agency’s Safety Committee meetings.
______Larry Rubio, Chief Executive Officer
Item 6J 61 Safety Management Policy Communication
The Safety Management Policy is initially communicated to employees in the new employee orientation. Additionally, every operator is given annual instruction which includes the Agency’s safety policy, and a review of how it relates to their safe operation of Agency vehicles. Maintenance employees are communicated the Agency’s Safety Policy at least once per month during regularly scheduled safety meetings.
The Safety Committee addresses the Agency’s Safety Policy with Administrative employees, as well as Maintenance and Operations employees at the monthly Safety Committee Meeting, and the representatives are asked to take the information back to their respective department staff meetings.
The Safety Management Policy is reinforced using “Driver TV,” which plays continuous loops of safety policy communications that are updated each month with information geared toward relevant current trends.
The Agency maintains a Monthly Safety Campaign program for all operators and maintenance personnel. Material for the monthly campaigns cover mandated training topics such as Heat Illness Prevention and Bloodborne Pathogens, but a review of recent trends in safety events within the system also help tailor the monthly campaigns in effort to meet Safety Performance Targets.
Authorities, Accountabilities, and Responsibilities
Larry Rubio, Chief Executive Officer Accountable Executive
The CEO has ultimate accountability to ensure the proper development and Authority/Accountability implementation of Agency’s Safety Plan. The CEO has the authority to designate
the appropriate funding for necessary safety related items. Jeff Hixon, Transit Safety and Security Manager Chief Safety Officer or SMS
Executive The Transit Safety and Security Manager has the responsibility to develop and
ensure implementation of safety procedures throughout the Agency. The Transit Responsibility/Authority Safety and Security Manager has the authority to implement safety mitigating
measures and recommendations. Larry Rubio, Chief Executive Officer; Tom Franklin, Chief Operating Officer; Laura Camacho, Chief Administrative Services Officer; Vince Rouzaud, Chief Agency Leadership and Procurement and Logistics Officer; Craig Fajnor, Chief Financial Officer; Rick Executive Management Kaczerowski, Director of IT; Adam Chavez, Director of Maintenance; Rick Majors, Director of Risk Management; Kristin Warsinski, Director of Planning; Jim Kneepkens, Director of Marketing;
Responsibility/Authority The entire leadership team has the responsibility to model, encourage and enforce behaviors that are consistent with the Agency’s number one core value, Safety. They are vested with the authority to carry out this task and are to ensure that Safety is always primary in any decisions about Agency business.
Item 6J 62 Albert Jimenez, Risk Manager; Jeff Hixon, Transit Safety and Security Manager; Key Staff Cecilia Perez, Risk Management Specialist; Darlees Brogdon, Surveillance Technician
Employee Safety Reporting Program
Vehicle Safety Defects Reporting
Coach operators complete pre-trip vehicle inspections prior to pulling from the yard and during relief, using an approved California Highway Patrol inspection form to report safety or mechanical defects. The completed form is turned into dispatch upon pulling the bus back into the yard. Completed forms are collected periodically throughout the day by maintenance staff and repairs are then made if necessary. If a safety or mechanical defect is reported to dispatch prior to pull out, a mechanic will inspect the defect and determine if the coach is safe for operation. If it is determined the bus is unsafe, it will be placed on hold and will not be released to operations until the necessary repairs are completed and signed off by the mechanic. If a safety or mechanical defect is reported while in service, dispatch will confer with a maintenance supervisor to determine the next course of action i.e. bus exchange, maintenance road call, or safe to continue operation.
On-Route Safety Issue Reporting Procedures
All events, incidents or accidents are reported by the operator or reporting staff to dispatch via Clever Devices, two-way Bolt radio communication, or cell phone. Dispatch will advise the operator which report must be completed by the operator and/or refer the issue to the Operations Manager if necessary. If an incident or accident occurs, the operator or reporting staff will complete the appropriate report and turn it in to dispatch. Dispatch will then place the report in the Risk Management’s mailbox for review.
For accidents, if Risk Management determines it was a preventable accident, they will forward their findings to the Training Manager who will then schedule the employee for retraining. For incidents, Risk Management will determine if there is certain behavior by the employee that caused the incident to take place; Risk Management will report their finding in an observation report to the Operations Manager who then will determine if retraining and/or discipline will take place. If the accident or incident was not the fault of the employee, Risk Management will attempt to mitigate the hazard utilizing RTA’s hazard identification and resolution process that is detailed starting on p.11.
Employee Behaviors/Retraining Procedures
If the operator or staff has accountability relating to an incident or accident, a retraining form is completed, and the employee is retrained via on the road and/or a verbal/written coaching by either a training instructor or an operations supervisor.
Item 6J 63 All retraining documentation is signed by the employee and supervisor/training instructor and filed in the employee’s personnel file and in Oracle software. Any operator behavior determined to be “at-risk” results in retraining. Any operator behavior determined to be reckless could result in punitive/disciplinary measures.
Other Employee Safety Reporting Procedures
RTA’s safety culture encourages employees to report safety related issues or concerns. In addition to the vehicle safety defect reports, incident reports, and accident reports, safety suggestion boxes are in employee break and lounge areas and are checked frequently. All employees are encouraged to utilize these boxes and may do so anonymously. All employee concerns/suggestions are addressed and communicated back to the employee submitting the suggestion/concern, unless the employee requests anonymity.
Multiple Agency functional areas are represented on the Agency Safety Committee. The Committee meets each month, and employees are encouraged to bring forward any safety related concerns. The meetings are concluded with a “round-table” open forum discussion to ensure each member has an opportunity to contribute.
RTA ensures no action is taken against any employee who discloses a safety matter through the employee safety reporting program, unless disclosure reveals, beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures.
Item 6J 64 4. Safety Risk Management
Monthly Facility Inspections
Inspections of RTA facilities are conducted on a regular basis, no less than monthly. The Transit Safety and Security Manager conducts regular facility inspections to identify any potential safety hazards/risks and coordinates the abatement of such items with Facilities and/or Maintenance.
Hourly Safety Inspections
Regular routine inspections are also conducted by the Agency’s contracted security guards assigned to all its transit facilities. Any concerns, hazards or risks are reported within 24 hours to the Transit Safety and Security Manager following the same reporting procedure outlined above.
Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This processing includes review of the report, classification of the incident/accident type, documentation of the event in the Agency’s Accident/Incident database, and investigation/recovery of additional evidence (including audio and video).
Training
Through regular annual training, employees are encouraged to report any observed/identified condition throughout the Agency’s service area to the Risk Management Department by way of the Safety Suggestions Boxes or their Safety Committee representatives.
All safety events are reviewed by the Risk Manager. When an event is rated as preventable, a notice is issued to the operator advising them of the preventable rating. The operator is given the option of having the rating determination reviewed by an Accident Review Board Panel.
A copy of the notice is sent to the Training Manager, who immediately schedules a mandatory re-training with the operator. This re-training can be carried out regardless of the outcome of any review, if requested by the operator.
Assessment
Regular assessments are conducted in conjunction with the Transportation Security Administration, Department of Homeland Security to review potential risks, Agency policies and procedures, as well as the physical security of the
Item 6J 65 Agency’s facilities. Action items are created, and coordination with the appropriate department management personnel is initiated by the Transit Safety and Security Manager to ensure follow up and completion of such items to correct deficiencies.
Quarterly Accident Reviews
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events. These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data may be broken down by seniority (or other demographic information) to determine if there are any identifiable patterns are occurring.
Hazard Management Process
A hazard is any real or potential condition that can cause injury, illness, or death; damage to or loss of a system, equipment, or property; or damage to the environment. RTA's hazard identification and resolution process has been implemented to ensure potential hazards are systematically identified, evaluated, and resolved during design, construction, and revenue operation. Through this process, RTA seeks to minimize and/or eliminate injuries to passengers, employees, and the general public, and to prevent service delays and damage to property, equipment, and the environment.
Purpose
This section outlines RTA's formal processes used to identify, evaluate, and mitigate potential hazards associated with transit operations and maintenance. Hazards identified are analyzed for potential impact and resolved by design, procedure, warning device, or other method so that identified hazards are at a point that is As Low as Reasonably Practicable (ALARP).
Hazard management consists of:
• Hazard identification • Hazard investigation, evaluation, and analysis • Hazard mitigation, control, and elimination • Hazard tracking
Hazard Identification
The physical and functional characteristics of the systems to be analyzed are RTA operations, maintenance, facilities, procedures, employee practices, and general contract oversight.
Item 6J 66
Knowledge of how each individual system elements interface with each other is essential to the hazard identification effort. Hazards may be identified through:
• Daily tasks and routine activities conducted by RTA staff and contractors • Inspections and observations conducted by RTA Risk Management • Internal audits and records reviews • External audits conducted by regulatory agencies • Design reviews where representatives of Safety and Security as well as Operations Divisions participate • Hazard analyses and special reports prepared by consultants, RTA employees, contractors, and suppliers • Hazards that develop as a result of accidents/incidents • Information from other transit systems
Employee Hazard Reporting
RTA has provided a Safety/Security Hazard form that is available in paper form at RTA facilities. This form may be used by all employees and contractors to report hazards throughout the system. Once an employee/contractor submits the form, the Transit Safety and Security Manager must enter that information into the RTA Safety database and determine a risk assessment using the predetermined hazard assessment table. Once the hazard has been assigned a risk level, a corrective action must be assigned to all hazards and a resolution achieved, prior to any close out. RTA’s Transit Safety and Security Manager is ultimately responsible for ensuring all corrective actions are addressed and closed out in a timely fashion. If the hazard requires additional resources beyond those assigned to the responsibility, the Transit Safety and Security Manager may re-assign the hazard to another area of responsibility.
Item 6J 67 5. Safety Assurance
Safety Performance Monitoring and Measurement
Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This processing includes review of the report, as well as video from the bus or facilities cameras to determine compliance with procedures for operations and maintenance. If non-compliance is observed, an observation report is completed and forwarded to the Surveillance Specialist (SS). The SS will open a disciplinary case by assigning an Occurrence Number to track the matter through to conclusion.
Investigations
Any collision, and all accidents involving property damage or injury to persons is immediately investigated by an Operations or Maintenance Supervisor. Analysis to determine the root cause of the event is conducted, as well as a review of any procedures or policies for which violations of may have contributed to the event. This information is tracked in the Accident/Incident database and reviewed on a quarterly basis to determine if mitigations implemented have been effective in meeting benchmarks as outlined in the Management of Change section below under “Quarterly Reviews.”
Safety Information Monitoring
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events. These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data is broken down by other factors to determine if events are occurring in any recognizable patterns.
Proactive Observations and Evaluations
The Agency deploys 3 types of Proactive Observations/Evaluations:
1) Coach Operator Performance Profile The Agency completes an annual performance evaluation of every coach operator. The performance evaluation reflects an operator’s safety record, compliance to rules and regulations and attendance. An Operations Supervisor meets with the coach operator and goes over their record for the year and gives them recommendations for improvement, if necessary.
Item 6J 68 2) On-Board Observation The Agency deploys trained on-board evaluators (secret shoppers) to perform an in-person observation of each operator at least once a year. The on-board evaluators ride a minimum of 20 minutes and observe for core skills as a basis for their evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary.
3) External Observation The Agency performs an annual field observation for every coach operator. An Operations Supervisor follows the bus in a supervisor vehicle and observes for core skills as a basis for evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary.
Hourly Safety Inspections
Regular routine inspections are also conducted by the Agency’s contracted security guards assigned to its transit facilities. Any concerns, hazards or risks are reported within 24 hours to the Transit Safety and Security Manager to be addressed in the same manner as above.
Monthly Facility Inspections
Inspections of RTA facilities are conducted on a regular basis, no less than monthly. The Transit Safety and Security Manager conducts regular facility inspections to identify any potential safety hazards/risks and coordinates the abatement of such items with Facilities and/or Maintenance.
Quarterly Reviews
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine if the recommended mitigations were effective in meeting safety performance targets or were not implemented as intended.
Root Cause Analysis
Root Cause Analysis training is provided on an ongoing basis to supervisors tasked with accident investigation. The Agency utilizes the Five Whys method to analyze accidents and safety events to determine the root cause. Any collision, and all accidents involving property damage or injury to persons is immediately investigated by an Operations or Maintenance Supervisor. Analysis to determine the root cause of the event is conducted, as well as a review of any procedures or policies for which violations of may have contributed to the event. When a root cause is identified, it’s catalogued in the Risk Management database for further analysis and discussion as outlined in the Management of Change section below.
Item 6J 69 Hazard Investigation, Evaluation, and Analysis
Employees are encouraged to immediately address hazards that may be easily resolved, such as a trip hazard that may be easily moved. Hazards that require more extensive measures for resolution should be elevated to managers or safety committees for corrective action. Managers and safety committees are encouraged to conduct appropriate investigations to determine the potential risk as evaluated through examining the severity and probability of the hazard. Hazard severity is the measure of the consequence the hazard presents. The greater the potential hazard consequence, the more severe the hazard. Below is a chart describing the Hazard Severity Categories:
HAZARD SEVERITY CATEGORIES
CATEGORY NAME LEVEL CHARACTERISTICS
Fatality or multiple severe injuries, severe environmental Catastrophic 1 damage, total system loss, extreme financial loss to RTA
Severe injury or occupational illness, significant Critical 2 environmental, system or equipment damage, major service disruptions, significant financial loss to RTA
Marginal 3 Minor injury or occupational illness, minor environmental, system, or equipment damage, minor service disruption
Less than minor injury or occupational illness, less than Negligible 4 minor environmental, system or equipment damage. Insignificant service disruption.
The probability that a consequence associated with a given hazard will occur can be described in potential occurrences per unit of time, events, population items or activity. The hazard consequence occurrence probability, or frequency of occurrence, represents a qualitative judgment of the relative likelihood of occurrence of an accident caused by an uncorrected or uncontrolled hazard as a result of a particular event or series of events. All identified hazards are assigned one of five probability levels, as provided in the Hazard Frequency Categories chart below:
Item 6J 70 HAZARD FREQUENCY CATEGORIES
CATEGORY SPECIFIC INDIVIDUAL ITEM OR FLEET, INVENTORY OR LEVEL NAME LOCATION SYSTEMWIDE
Highly Probable A Likely to occur with high Continuously experienced frequency
Probable B Will occur many times in life of an Will occur frequently item or at a specific location
Likely to occur one or more times Will occur several times Possible C in life of an item or at a specific during life of system location
Unlikely but possible to occur in Can reasonably be Unlikely D life of an item or at a specific expected to occur during location life of system
So unlikely, it can be assumed Not expected to occur Highly Unlikely E occurrence will not be during life of system experienced at a specific location
A qualitative hazard probability will be derived from research, analysis, and evaluation of safety data from the operating experience of RTA or other similar transit agencies. The term fleet or inventory in the table refers to the number of units or size of system elements as an aggregate in the RTA system (e.g., the number of bus stops, collectively). Therefore, the table provides a qualitative probability category for a particular event occurring within the entire inventory of stops, or at a single stop, for example.
Risk assessment determines the acceptability of assuming a risk associated with a hazard, the necessity of implementing corrective measures to eliminate or reduce the hazard, or a combination of both. Hazard risk assessment involves categorization of hazard severity and probability of occurrence. The guidelines for determining hazard risk are presented in the tables below:
Item 6J 71
HAZARD SEVERITY HAZARD LEVEL LEVE CATEGORY FREQUENCY L Catastrophic 1 CATEGORY Highly Probable A Critical 2 Probable B Marginal 3 Possible C Unlikely D Negligible 4 Highly Unlikely E
HAZARD ASSESSMENT TABLE
Hazard Risk Levels Hazard Hazard Likelihood Severity A - Highly E - Highly B - Probable C - Possible D - Unlikely Probable Unlikely 1 - Catastrophic H H H M L
2 - Critical H H M M L 3 - Marginal H M M L L 4 - Negligible L L VL VL VL
Hazard Risk Risk Level Definitions Index H High – Unacceptable M Moderate – Undesirable, Decision Required L Low – Acceptable with Review V Very Low – Acceptable without Review L
Unacceptable means the hazard cannot remain as is and must be mitigated.
Undesirable means that the hazard should be mitigated, if possible, within fiscal constraints.
Acceptable with review means that RTA management must determine that the risk associated with the hazard is acceptable with proposed mitigations.
Item 6J 72 Acceptable without review means that the hazard can remain.
Regulatory Accident/Incident Reporting Thresholds
All accident and incident reporting must be completed by RTA and its contractors. The following is a list of minimum regulations that must be met; however, it does not exempt RTA or its contractors from meeting all the reporting requirements and is not all-inclusive: • CFR, Title 49, Section 674 (FTA) • General Order 164-E, Section 7 (CPUC)
Hazards and Corrective Actions Tracking
Hazards needing correction are entered and tracked in the RTA Safety database. Corrective actions will have: 1) original finding information, 2) a suggested corrective action, 3) the responsible parties assigned, and 4) a due date identified. The RTA safety database is designed to provide notification of the corrective action to responsible parties as well as alert them of upcoming due dates and overdue corrective actions. Individuals assigning a corrective action and those responsible for the corrective action are expected to work together to effectively mitigate and/or eliminate the issue.
Hazards Communications and Reporting
CPUC Hazard Reporting Thresholds
Per the requirements of CPUC General Order 164-E Section 6 (e), RTA shall report the following hazards to CPUC:
• Near miss industrial accident on RTA property with potential for serious injury or fatality • Any major hazardous material spill meeting the federal government’s reporting threshold
Item 6J 73 6. Safety Promotion
Safety Performance Monitoring and Measurement Reporting
All operations and maintenance personnel are required to submit a report after the occurrence of any safety event. The reports are submitted to the Risk Management Department for processing. This processing includes review of the report, classification of the incident/accident type, documentation of the event in the Agency’s Accident/Incident database, and investigation/recovery of additional evidence (including audio and video).
Investigations
Any collision, and all accidents involving property damage or injury to persons are immediately investigated by an Operations or Maintenance Supervisor. Analysis to determine the root cause of the event is conducted, as well as a review of any procedures or policies for which violations of may have contributed to the event. This information is included in the Risk Management report processing and is accumulated for further analysis and discussion as outlined in the Management of Change section below.
Safety Information Monitoring
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events.
These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data is broken down by seniority to determine if events are occurring among less senior operators more frequently or more severely to assess whether training or experience are factors in the events.
Proactive Observations and Evaluations
The Agency deploys 3 types of Proactive Observations/Evaluations:
1) Coach Operator Performance Profile The Agency performs an annual performance evaluation of every coach operator. The document records (see attached Eval Master.pdf) reflect on the operator’s safety record, compliance with rules and regulations and attendance. An Operations Supervisor meets with the Coach Operator and goes over their record for the year and gives them recommendations for improvement, if necessary.
Item 6J 74 2) On-Board Observation The Agency deploys trained on-board evaluators (secret shoppers) to perform an in-person observation of each operator at least once a year. The on-board evaluators ride a minimum of 20 minutes and observe for core skills as a basis for their evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary.
3) External Observation The Agency performs an annual field observation for every coach operator. An Operations Supervisor follows the bus in a supervisor vehicle and observes for core skills as a basis for evaluation. If any deficiencies are observed the coach operator is coached/counseled/retrained as necessary.
Item 6J 75 7. Management of Change
Configuration and Change Management
Configuration Management (CM) details the process used to make configuration changes to the transit system. Change management is the process and procedure used to manage significant operational changes that will have a direct impact on system safety.
CM refers to a discipline for evaluating, coordinating, approving or disapproving, and implementing changes in a transit system. The CM process ensures there is a process to document changes from the initial concept through development, implementation, and on-going evaluation of results.
Successful CM requires a well-defined and institutionalized set of policies and procedures to ensure that all RTA Divisions as well as contractor staff that are affected by the configuration changes are formally notified and approve of the change.
Bus Operations and Transit Planning
The Operations, Planning and Facilities departments are responsible for configuration management activities related to managing and documenting significant changes and/or modifications to RTA’s transportation system, and for verifying that new system elements and modifications in development are reviewed by key stakeholders at appropriate intervals for input and/or approval. For these types of modifications to mission-critical equipment, facilities, infrastructure, and/or procedures, the Operations, Planning and Facilities divisions have accountability as follows:
Planning:
• Evaluate routes based on customer requests, on-time performance, ridership data • Create a service change guide and hold public meetings throughout the service area to gather feedback from key stakeholders • Attend TNOW community meetings and present proposed changes • Present the service changes (including new, modified and cancelled routes) to the Board as part of the yearly budget process • Implement service changes 3x’s per year, unless a safety issue arises that warrants immediate action • Issue documents regarding the service change to Contracted and Direct Operations both review service change before each bid • Monthly service change meeting gets Operations, Planning, and Marketing together to strategize
Item 6J 76 • Planning staff attends safety meetings for Contract and Direct Operations, to gather feedback on recent changes, receive comments on current potential safety issues • Planning staff attends quarterly ADA meeting to gather feedback on service changes/ADA needs • A comprehensive review is conducted, and approvals/signoffs are secured from key stakeholders before such changes are made • Primary and secondary safety and functional impacts of a proposed change are identified, evaluated, and addressed early in a project's design phase • The completed modifications are properly incorporated into the existing system
Operations
• Safety inspections of bus stop conditions and associated amenity during daily routine maintenance of bus stops (pad, bench, trash receptacle, shelter) • Priority repair/service is scheduled for safety related items • Annual refurbishment of bus stop amenities • Keep up to date on the Agency’s ADA policy • Attend the Agency’s safety committee meetings • Review the Agency’s accident & incident reports related to bus stops • Maintain daily communications with internal & external stakeholders
Facilities
• Review comments regarding specific bus stops and start the research • Do field work to assess location and ensure that bus stops will be placed in a safe area for both customers and coach operators • Reach out and work with city employees to get permission on placement of bus stops. If bus stops require civil work to be ADA compliant, ask the city if they can provide materials & labor • Submit all necessary paperwork for permits and make appointments for inspections • Work with: • RTA Stops & Zones Supervisor for bus stop installations • RTA Project Manager if bus stops require civil work and RTA is going to cover the costs • Create a rider alert and post on all platforms to notify all about status of bus stops • Install and activate bus stops
Item 6J 77 Continuous Improvement
Quarterly Accident Reviews
A quarterly review is conducted of safety events. A committee made up of staff from Operations, Risk Management and Training review all safety events for the previous quarter to determine what mitigating measures may be implemented to prevent reoccurrence of similar events.
These reviews include analysis of accidents by type, location (using geo mapping), frequency and severity. Additionally, the data is broken down by seniority to determine if events are occurring among less senior operators more frequently or more severely to assess whether training or experience are factors in the events.
Daily Reviews
All reports of safety events throughout the system are reviewed daily. Particular attention is directed to the identification of safety deficiencies. Whether the deficiencies are of an engineering or administrative nature, immediate action is taken to implement mitigating measures wherever and whenever appropriate. When an engineering deficiency is identified, the Risk Management team works with the appropriate department to brainstorm and implement mitigating measures. Common examples of these types of deficiencies are overgrown trees interfering with proper service stops, etc.
When administrative deficiencies are identified, employee re-training is immediately scheduled and carried out. When deficiencies are of a significant nature, the operator may be removed from service until such time as the re- training has occurred.
Item 6J 78 8. Program Implementation
Responsibility for the AGENCY SAFETY PLAN
The Transit Safety and Security Manager is responsible for the content, maintenance, and dissemination of this plan. The AGENCY SAFETY PLAN is a living document, available for review at all times to all RTA employees and contractors. Comments and revisions may be submitted to the Transit Safety and Security Manager for evaluation and inclusion in the next iteration of the plan. The signed copy of the current plan will be maintained in the Risk Management Department.
Continuous Plan Evaluation
During internal audit activities or the issuance of new regulations or recommended industry wide practices, Risk Management will continuously evaluate the relevancy and applicability of this AGENCY SAFETY PLAN.
All revisions will be noted in the revision record at the beginning of the document. If any revision requires a change in process, a notice will be disseminated to appropriate personnel explaining the 1) document change, 2) reason for change, and 3) its impact on any job functions. RTA employees and contractors will be notified of a substantially revised plan by an email or letter from RTA's Transit Safety and Security Manager.
The revised plan will be disseminated by one or more of the following methods: delivered as a hard copy and/or emailed as a soft copy to each relevant operating entity, or available through request from Risk Management. Contractor employees will be required to sign a hard copy of the plan.
Transit Safety and Security Manager
The RTA Transit Safety and Security Manager is responsible for the implementation of the AGENCY SAFETY PLAN. Specifically, the Transit Safety and Security Manager:
• Issues and maintains the AGENCY SAFETY PLAN • Promotes the Culture of Safety • Oversees the Hazard Management Process • Collects and analyzes safety data • Oversees the accident/incident investigation • Assures AGENCY SAFETY PLAN compliance/procedures review • Conducts safety reviews/inspections • Ensures compliance with safe and healthy work practices by employees and contractors
Item 6J 79 • Communicates with employees regarding occupational health and safety issues • Identifies, evaluates and corrects hazards in a timely manner • Assists other departments in resolving hazards • Ensures that all accidents, injuries, and illnesses are investigated and that recommendations for corrective actions are developed and implemented as warranted • Ensures compliance with local, state and federal requirements
Public Safety Outreach
RTA will provide safety information to passengers and public utilizing the three “E’s” of safety: Education, Engineering and Enforcement. Educational opportunities for the customers and public will include relevant safety information in the Rider’s Guide, on the RTA website, part of newsletters and mailings, advertising and community events. RTA partners with WeTIP for assistance from the community and its passengers to communicate about safety related activities.
Item 6J 80 9. Policies and Procedures
The programs, policies and procedures that the Agency uses to carry out its Agency Safety Plan are listed below. They can be found on the Agency’s intranet under “Documents and Forms,” “Policies and Procedures” at the following links:
1. Access Control - Standard Operating Procedures - RTA003_ 11- 02-2017
2. Accident Procedures Booklet
3. Discipline and Grievance Process Effective 01-01-16
4. Discipline and Grievance Process Matrix
5. Drug & Alcohol Policy Revised 01-01-18
6. Human Resource Policies & Procedures - Admin Employees 12- 18-19
7. Human Resource Policies & Procedures - Union Employees 09- 26-19
8. MOU 2018-2021
9. Rules and Regulations
10. Safety Vest Policy - Administration
11. Safety Vest Policy - Maintenance
12. Safety Vest Policy - Operations
13. Support Vehicle Addendum
Item 6J 81 14. Support Vehicle Process
15. Visitor Access Protocol and Sign-in Sheet Updated 12-2017
Item 6J 82
RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Vince Rouzaud, Chief Procurement and Logistics Officer
SUBJECT: Authorization to Award Agreement No.19-088 to Fritts Ford for the Purchase of Three Trucks for Stops and Zones
Summary: Staff is requesting authorization to award a contract to Fritts Ford for the purchase of three trucks that will be used by stops and zones personnel for bus stop maintenance. These vehicles are replacements for those that have exceeded their useful service life as defined by the Federal Transit Administration (FTA).
These vehicles come equipped with specialized equipment which includes a front mounted hydraulically operated sign post puller, a 14-foot stake bed body with a lift gate and locking tool storage cabinets, and, as an added safety measure, the trucks have a traffic warning light system for use when working on the shoulder of the roadway.
On December 19, 2019, staff issued Invitation for Bid (IFB) No.19-088. The procurement was publicly advertised in a newspaper of general circulation and a notice was posted on the Agency’s website along with a copy of the IFB document. The Agency also sent notices of the contracting opportunity to the local chambers’ of commerce in cities that are members of the Joint Powers Agreement.
On February 4, 2020, the Agency received bids from the following four vendors:
Vendor Name / Location Unit Cost QTY Bid Amount (all fees, taxes, etc.) Fritts Ford, Riverside, CA $71,622.70 3 $214,868.10 South Bay Ford, Hawthorne, CA $72,871.70 3 $218,615.10 Western Truck Exchange, Los Angeles, CA $73,582.16 3 $220,746.48 Hemborg Ford, Norco, CA $85,827.95 3 $257,483.85
Item 6K 83 Staff reviewed the low bidder’s submittal to ensure compliance with the requirements of the IFB. Based on a thorough review, staff recommends awarding a contract to Fritts Ford, the lowest responsive and responsible bidder.
Fiscal Impact:
These vehicles were included in the Agency’s capital budget in the form of FTA Section 5307 and State Transit Assistance (STA) funds. A profile of the proposed project budget is shown below: Funding Source
FTA Section STA Total 5307
$ 171,894.48 $ 42,973.62 $ 214,868.10
Committee Recommendation: This item was discussed at the Board Budget and Finance Committee meeting on March 4, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
Authorize staff to award Agreement No.19-088 to Fritts Ford for the purchase of three trucks for stops and zones in an amount not-to-exceed $214,868.10.
Item 6K 84 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA. 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Vince Rouzaud, Chief Procurement and Logistics Officer
SUBJECT: Adopt Revisions to the Agency’s Policy for Transferring Title of Surplus Vehicles
Summary: The Agency has had a longstanding surplus vehicle transfer policy (Policy) for the transfer of title of surplus type VII, type II, trolleys and service vehicles. To qualify, recipients must be registered 501c non-profit or service organizations, municipalities, county agencies and special districts located within the boundaries of those cities and the County Supervisorial Districts that are members of the Agency’s Joint Powers Agreement.
Vehicles considered for transfer must have surpassed their useful service life as defined by Federal Transit Administration guidelines and have a fair market value of less than $5,000. The current Policy was last updated in May 2017.
Although the current Policy outlines the criteria for eligibility as well as the process for the transfer of a vehicle, it has been updated to reflect the following suggested changes:
• Forty-foot buses were added to Section I that defines the vehicles under this Policy
• The eligibility requirements have been updated from a registered 501c organization to a registered 501c(3) organization
• The initial screening of the vehicle transfer application will be performed by staff (previously this was done solely by the Clerk of the Board)
• The lottery system has been eliminated. Vehicles will be transferred in chronological order based on receipt date of the approved transfer application
Item 6L 85
General Counsel has reviewed the proposed Policy changes to ensure they meet the guidelines of the Federal Transit Administration (FTA) as they relate to the transfer of surplus vehicles.
Included with this staff report is the proposed Vehicle Transfer Policy (Attachment A), Vehicle Transfer Application (Attachment B), Vehicle Transfer “Facts to Know” (Attachment C), Master Contract Letter (Attachment D), Certification Letter (Attachment E)
Fiscal Impact:
There is no fiscal impact.
Committee Recommendation: This item was discussed at the Board Executive Committee meeting on February 27, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
Adopt revisions to the Agency’s Policy for transferring title of surplus vehicles.
Item 6L 86 Attachment A
POLICY FOR TRANSFERRING TITLE OF RETIRED TYPE II, TYPE VII, 40’ REVENUE VEHICLES, TROLLEYS AND SERVICE TRUCKS (SURPLUS VEHICLES)
ADOPTED BY THE
BOARD OF DIRECTORS RIVERSIDE TRANSIT AGENCY 1825 THIRD STREET RIVERSIDE, CA 92507-3484 PHONE: 951-565-5000
REVISED AND ADOPTED:
March 26, 2020
Item 6L 87 Riverside Transit Agency Policy for Transferring Title of Retired Type II, Type VII, 40’ Revenue Vehicles, Trolleys and Service Trucks (Surplus Vehicles)
Background:
Riverside Transit Agency (RTA) transfers title of vehicles and service trucks (surplus vehicles) that, according to Federal Transit Administration (FTA) guidelines, have surpassed their useful life. Organizations requesting surplus vehicles will assume full liability for the vehicle upon transfer of title. In some cases, surplus vehicles may not be in running condition. RTA will not perform any repairs to vehicles that are designated for transfer. Surplus vehicles will be provided as-is, where-is, with no warranty expressed or implied as to merchantability or fitness of purpose.
I. Definitions
a. “Useful life” is determined by FTA guidelines, which may be updated or amended from time-to-time. Current criteria for the useful life of a specific vehicle type can be found at www.transit.dot.gov. Useful life is measured in terms of years of service or accumulation of miles whichever occurs first, by vehicle type, collectively ‘surplus vehicles’, as follows:
Buses
• Type VII, medium-duty transit buses – At least 7 years of service or an accumulation of at least 200,000 miles.
• Type II, light-duty transit buses – At least 5 years of service or an accumulation of at least 150,000 miles.
• 40’ heavy-duty transit buses – At least 12 years of service or an accumulation of at least 500,000 miles.
Light Duty Vehicles
• Light-duty vehicles used as service trucks - At least 4 years of service or an accumulation of at least 100,000 miles.
Trolleys
• Simulated trolleys with rubber tires and internal combustion engine (trolley-replica buses) – At least 5 years of service or an accumulation of at least 150,000 miles.
b. “Vehicle value” means current fair market value of the vehicle. Page 2 of 4
Item 6L 88 II. Policy
This policy applies to surplus vehicles that have a vehicle value of less than $5,000. RTA will consider the transfer of title of surplus vehicles at the end of their useful life to a registered 501c(3) non-profit or service organization or to a municipality, county agency, or special district located within the boundaries of those cities and the County of Riverside’s Supervisorial Districts that are members of the Joint Powers Agreement of the Riverside Transit Agency (JPA). For surplus vehicles valued at $5,000 or greater, the disposition of such vehicles will be in accordance with FTA Circular 5010.1E, and other FTA requirements, as may be amended or updated from time-to-time.
III. Eligibility Procedures
RTA staff is responsible for overseeing the application and review process, as outlined in Section IV of this Policy. Staff will perform the initial screening of vehicle transfer applications to ensure that all eligibility requirements are met. Once staff has determined that all eligibility requirements are met, staff will seek board approval to add those organizations to the vehicle transfer waitlist. All board approved recipients will be placed on a waitlist until a surplus vehicle is available for transfer. The following criteria must be met in order to be eligible for placement on the vehicle waitlist.
• Registered 501c(3) non-profit or service organization, municipality, county agency or special district located within the boundaries of those cities and the County of Riverside’s Supervisorial Districts that are members of the JPA. • The requesting organization must complete a Request for Vehicle Transfer application and submit it to RTA staff. Failure to complete the application in full or to comply with all application requirements could result in denial of the request. Submission of a Request for Vehicle Transfer application does not in any way guarantee placement on the vehicle transfer waitlist or guarantee that said request will be approved. • The requesting organization must provide proof of its registered non-profit status at the time of application for vehicle transfer. Failure to provide this verification could result in denial of the request. Municipalities, county agencies, or other special districts are exempt from this requirement. • Approval by RTA Board of Directors.
IV. Vehicle Transfer Application and Review Process
• Once a vehicle transfer application has been approved by the board, the organization is added to the vehicle waitlist based on the date all paperwork was initially received.
Page 3 of 4
Item 6L 89 • When a surplus vehicle(s) becomes available for transfer, RTA staff will review the vehicle transfer waitlist and vehicles will be transferred based on the date all paperwork was initially received. • Approved recipients remaining on the waitlist after all available surplus vehicles have been distributed, will remain on the waitlist in their current position and will be given priority over subsequent recipients added to the existing wait list. • Approved recipients on the wait list who fail to respond or comply with the letter of agreement for transfer will be removed from the eligibility list and will be required to submit a new vehicle transfer application. • Any organization, municipality, special district or county agency that receives a surplus vehicle through the RTA Vehicle Transfer Program will be ineligible to submit a new vehicle transfer application for a period of one (1) year from receipt of previous vehicle transfer. • All RTA logos/decals, license plates, identification numbers, and striping will be removed or covered prior to the transfer of any surplus vehicle. • Prior to transfer of a surplus vehicle, an inspection will be conducted by the maintenance director or an appointed alternate and will be recorded in the surplus vehicle’s permanent maintenance file. • In concurrence with the transfer of title, the new owner agrees to accept the transferred surplus vehicle(s) as-is, where-is, and agrees to accept full responsibility for the surplus vehicle(s) and to indemnify and hold RTA harmless against all claims or losses in connection with the possession and/or operation of the surplus vehicle(s), and will provide valid proof of insurance for the surplus vehicle to RTA. • The new owner will be required to comply with all state, federal, and local laws, regulations, and ordinances applicable to the surplus vehicle, including licensure, insurance, and Department of Motor Vehicle requirements. RTA will not advise the new owner regarding any such laws, regulations, or requirements. • As part of the agreement, the new owner will use the surplus vehicle directly for transportation purposes for at least one (1) year from the date of transfer by RTA. • As part of the agreement, the new owner will not sell, donate or transfer the surplus vehicle for a period of at least one (1) year from date of transfer of the surplus vehicle by RTA. • RTA may, from time-to-time, amend this policy as FTA, RTA or other regulations mandate. • RTA may terminate this policy, with or without notice, by order of the RTA Board of Directors. • This policy does not guarantee the transfer of a vehicle to an eligible recipient. • Approval or denial of the request for vehicle transfer is at the sole and absolute discretion of the Board of Directors. Denial of a request is final and said decision is not appealable to the Board of Directors.
Page 4 of 4
Item 6L 90 Attachment B
Vehicle Transfer Request Application
Requestor’s Name: Date:
Address:
Telephone #: Email Address:
Non-Profit Organization Requesting Vehicle:
Name:
Address:
Telephone # Website URL:
Employer Identification Number (EIN#):
Type of Vehicle Requested (12 or 26 passengers, 40’ Bus, Service Truck):______
Can you provide proof of insurance for the vehicle?
Geographic Region that will be served:
Important: Please attach proof of your non-profit status to this application. Failure to provide proof of your non- profit status could result in denial of your request. Submission of an application does not guarantee approval or receipt of a vehicle from the Riverside Transit Agency. Acceptance/Approval of the application request will place your organization on the waitlist to receive a vehicle in accordance with RTA’s Vehicle Transfer Program.
Item 6L 91 Attachment C
Vehicle Transfer Program Facts to Know Before Requesting a Retired Vehicle
RTA is always happy to be able to transfer a retired vehicle to another organization who will be able to use the vehicle for the good of our community. Before you submit an application, it is important to understand the kind of vehicle you will be receiving, and, we encourage you to evaluate your ability to financially afford to use and maintain the vehicle.
These are custom-built vehicles and were made for the purpose of transporting passengers.
You may be required to have a special license classification or endorsement to drive the vehicle. We encourage you to contact the California Department of Motor Vehicles (DMV) to determine what type of license you will need.
You will be required to provide proof of insurance for the vehicle prior to receiving it. No exceptions will be made.
You will be required to register the vehicle within ten (10) days of transfer. Your organization will be responsible for the cost of registration and any smog certification that may be required by the DMV.
On average, these vehicles have a 50+ gallon gas tank, which can cost approximately $200 to fill.
The vehicles typically have a V10 engine and will get approximately 8 miles per gallon of fuel (unleaded or CNG depending on the vehicle).
You will receive the vehicle “as is”. RTA does not, and cannot, make any guarantee of the vehicle’s condition or reliability. You will be responsible for any repairs that may be needed.
RTA will remove any agency decals or markings and will clean the vehicle prior to transferring the vehicle to an organization.
Once the vehicle has been legally transferred to your organization, RTA will not be able to take the vehicle back. Upon transfer, your organization will be required to agree to use the vehicle and not assign, transfer, sell or otherwise dispose of the vehicle for a period of one year.
Organizations must be a registered 501(c)(3) non-profit or service organization, municipality, county agency or special district located within the boundaries of those cities and the County of Riverside’s Supervisorial Districts that are members of the JPA.
Item 6L 92 Attachment D
Riverside Transit Agency 1825 Third Street P.O. Box 59968 Riverside, CA 92517-1968 Phone: (951) 565-5000 Fax: (951) 565-5001 Date
RE: Transfer of Vehicle: No. –
Dear
The Riverside Transit Agency (RTA) has a policy for the transfer of surplus vehicles to governmental and non-profit organizations. Your firm’s request for a vehicle transfer has been reviewed and approved.
As a condition to receiving the vehicle, your agency agrees to use the vehicle for transportation purposes for no less than one-year (1) from the date the vehicle is/are transferred. During this one-year period, your agency agrees not to sell, assign, lease, give, or otherwise transfer use of ownership of the vehicle without the written consent of the RTA.
The vehicle is/are provided “as is”, “where is”, and “with all faults” to your organization. No warranties, expressed or implied, are made as to the fitness or quality. Your firm agrees to indemnify and hold harmless the Riverside Transit Agency from any and all claims arising from the possession, use, and/or operation of the vehicle. At the time of transfer and upon taking possession of the vehicle, your agency is required to provide the Riverside Transit Agency with proof of vehicle liability insurance as required by the State of California. In addition, your agency further agrees to pay ALL registration and/or licensing fees necessary for the legal transfer and registration of the donated vehicle. This includes, but is not limited to, smog inspection/certification, vehicle repairs, etc. The transfer of the vehicle’ ownership must be completed within ten (10) calendar days as required by the California Department of Motor Vehicles.
By signing this letter, your agency agrees to abide by all conditions set forth herein. It is important that you sign and return this letter by ______. Please ensure you contact this office if you are not able to comply with this request. If no communication is received by the specified date, it will be an indication that your organization is not able to take possession of the vehicle at this time and your name will be removed from the waitlist.
Item 6L 93 Attachment D
Subject: No. RE: Transfer of Vehicle: Date ______Page 2 of 2
Upon receipt of the signed letter and proof of insurance for the vehicle, the Riverside Transit Agency will contact you regarding transfer arrangements.
If you have any questions regarding the conditions of the vehicle transfer, or the program in general, please feel free to contact the undersigned at (951) 565-5192.
Sincerely, RIVERSIDE TRANSIT AGENCY
Melissa Blankenship Contracts Manager
“Name of Firm” agrees to abide by the terms stated in this letter:
______Signature of Authorized Agent Date
______Name and Title of Authorized Agent
Item 6L 94 Attachment E
1825 Third Street P.O. Box 59968 Riverside, CA 92517-1968 Phone: (951) 565-5000 Fax: (951) 565-5001
CERTIFICATION
The undersigned certifies that a Model Year 2013 Goshen GCII, VIN#
1FDFE4FSXDDA40009, License Plate #1397056 was transferred for zero dollars to
American Legion Post 200 on July 30, 2019.
ATTEST:
______Melissa Blankenship Contracts Manager
______Date
Item 6L 95 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Vince Rouzaud, Chief Procurement and Logistics Officer
SUBJECT: Authorization to Award Agreement No. 20-009 to ND Construction Company for the Refurbishment of 30 Bus Stop Shelters
Summary: In July 2015, the Board of Directors adopted a Bus Stop Strategic Policy outlining the purchase and distribution of bus stop amenities throughout the Agency’s service area. In our continuing efforts to carry out the Board’s directive, staff identified the next thirty bus stops needing improvements.
The work at these stops will include removal of residual graffiti, touch-up paint and other surface imperfections on the amenities and the repair of damage or discoloration to concrete pads to ensure Americans with Disabilities Act compliance.
This is a public works project subject to California’s Prevailing Wage Laws which requires contractors and subcontractors to be registered with the State of California’s Department of Industrial Relations (DIR) in order to be included on a bidder’s list for public works projects. DIR regulations also state that only DIR registered contractors and subcontractors may be awarded a public works contract. Lastly, prospective bidders are required to possess a Class “B” or C-33 Painting and Decorating contractors’ license to meet the requirements of the project.
On January 31, 2020 staff issued Invitation for Bid (IFB) No. 20-009. The procurement was publicly advertised in a newspaper of general circulation and a notice was posted on the Agency’s website along with a copy of the IFB document. The Agency also sent notices of the contracting opportunity to the local chambers of commerce in cities that are members of the Joint Powers Agreement.
On February 24, 2020 the Agency received bids from the following four (4) vendors:
Item 6M 96 Firm Name / Location Bid Amount ND Construction Company; Anaheim, CA $135,076.00 Leonida Builders; Santa Clarita, CA $148,500.00 Three Peaks Corporation; Calimesa, CA $164,974.00 D&H Painting; Rancho Cordova, CA $207,000.00
Staff reviewed the low bidder’s submittal to ensure compliance with the requirements in the IFB including the required DIR elements. Based on a thorough review of all bid documentation, staff recommends awarding a contract to ND Construction Company, the lowest responsive and responsible bidder.
The Agency has worked previously with this firm on several similar projects dating back to 2009. Previous project locations include: Galleria at Tyler, Inland Valley Medical Center, Menifee Town Center, Moreno Valley, Murrieta Gateway, Riverside and San Jacinto. ND Construction Company has also refurbished bus shelters and other amenities for the Agency at over 65 locations throughout western Riverside County and has satisfactorily completed those projects on-time and within budget.
Fiscal Impact:
Sufficient funds to cover this request are included in the Agency’s Board approved FY20 operating budget.
Committee Recommendation:
This item was discussed at the Board Budget and Finance Committee meeting on March 4, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
Authorize staff to award Agreement No. 20-009 to ND Construction Company for the refurbishment of 30 bus stop shelters in the amount of $135,076.00.
Item 6M 97 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Vince Rouzaud, Chief Procurement and Logistics Officer
SUBJECT: Authorization to enter into Agreement No. 20-010 with the Southern California Regional Rail Authority (Metrolink) to Reimburse the Agency for Bus Bridge Services
Summary: The Agency has provided bus-bridge services to assist Metrolink customers since FY1991, mostly recently under Agreement MU-116-10. A bus bridge is a temporary system of buses that shuttles riders from one train station to another when service between stations is interrupted. These services are typically needed in the event of an emergency or other significant disruption to Metrolink commuter train service.
Under the current agreement, for the past three fiscal years, the Agency has received the following reimbursement for these services:
• FY18 - $66,492.88 • FY19 - $63,112.76 • FY20 - $18,131.07 (YTD)
This Agreement (Attachment A) formalizes the terms and conditions for these emergency services and provides a mechanism for Metrolink to reimburse the Agency for its actual operating expenses. It should be noted that the proposed Agreement expressly states that, if necessary, a higher priority will be given for requests for bus bridge services for train routes within Riverside County.
If approved, this Agreement will become effective April 13, 2020 and will continue through April 12, 2029. The Agreement includes a provision to update the hourly reimbursement rate every fiscal year so that reimbursement is based upon the Agency’s current fully burdened hourly rate.
Fiscal Impact:
The Agreement will enable the Agency to recover its actual operating expenses associated with providing these services.
Item 6N 98
Committee Recommendation: This item was discussed at the Board Administration and Operations Committee meeting on March 4, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
Authorize staff to enter into Agreement No. 20-010 with the Southern California Regional Rail Authority (Metrolink) for reimbursement of bus bridge services.
Item 6N 99 1 BUS BRIDGE SERVICE AGREEMENT NO. 20-010 2 BETWEEN 3 RIVERSIDE TRANSIT AGENCY 4 AND 5 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY 6 7 THIS AGREEMENT is made and entered into this _____ day of ______, 2020, by and 8 between the Riverside Transit Agency, 1825 Third Street, Riverside, California 92507, 9 (hereinafter referred to as “AGENCY”) and Southern California Regional Rail Authority, 900 10 Wilshire Blvd., Suite 1500, Los Angeles, California 90017 (hereinafter referred to as 11 “METROLINK”). 12 13 WITNESSETH: 14 15 WHEREAS, METROLINK requires assistance from AGENCY to provide bus bridge 16 service; and 17 WHEREAS, AGENCY agrees to provide bus bridge service during service disruption of 18 commuter rail service, by deploying buses to transport passengers between stations as 19 resources are available (hereinafter referred to as “PROJECT”); and 20 WHEREAS, AGENCY shall place higher priority on service disruptions which occur on 21 routes within Riverside County; and 22 WHEREAS, METROLINK agrees to reimburse AGENCY for the costs associated with 23 PROJECT based on AGENCY’S hourly rate (Exhibit A) for the bus bridge service; and 24 NOW, THEREFORE, it is mutually understood and agreed by AGENCY and 25 METROLINK as follows: 26 27 ARTICLE 1. COMPLETE AGREEMENT 28 This Agreement, including all exhibits and documents incorporated herein and made 29 applicable by reference, constitutes the complete and exclusive statement of the terms and 30 conditions of the agreement between AGENCY and METROLINK and it supersedes all prior 31 representations, understandings and communications regarding PROJECT. The invalidity in 32 whole or in part of any term or condition of this Agreement shall not affect the validity of other 33 terms or conditions.
Item 6N 100 1 This Agreement may be executed and delivered in any number of PROJECTS, each of 2 which, when executed and delivered shall be deemed an original and all of which together shall 3 constitute the same agreement. Consent to one PROJECT shall not be deemed consent to any 4 subsequent PROJECT, nor the waiver of any right to consent to such subsequent PROJECT. 5 6 ARTICLE 2. AUTHORITY DESIGNEE 7 A. The Chief Executive Officer of AGENCY, or designee, shall have the authority to 8 act for and exercise any of the rights of AGENCY as set forth in this Agreement. 9 B. The Chief Executive Officer of METROLINK, or designee, shall have the 10 authority to act for and exercise any of the rights of METROLINK as set forth in this Agreement. 11 12 ARTICLE 3. TERM OF AGREEMENT 13 A. This Agreement shall commence upon execution by both parties and shall continue 14 in full force and effect for three (3) years from April 13, 2020 through April 12, 2023 (Initial 15 Term), unless earlier terminated in accordance with Article 9. 16 B. Upon mutual agreement, AGENCY and METROLINK, may elect to extend the term 17 of this Agreement up to an additional three (3) years, commencing April 13, 2023 through April 18 12, 2026 (First Option Term), and thereupon require both AGENCY and METROLINK to 19 continue to perform under the terms and conditions of this Agreement. 20 C. Upon mutual agreement, AGENCY and METROLINK, may elect to extend the term 21 of this Agreement up to an additional three (3) years, commencing April 13, 2026 through April 22 12, 2029 (Second Option Term), and thereupon require both AGENCY and METROLINK to 23 continue to perform under the terms and conditions of this Agreement. 24 The maximum term of this Agreement shall be the period extending from April 13, 2020 25 through April 12, 2029 which period encompasses the Initial Term, First Option Term and 26 Second Option Term. 27 28 ARTICLE 4. RESPONSIBILITIES OF AGENCY 29 A. AGENCY shall provide all materials, equipment and services necessary to perform 30 PROJECT as resources are available. 31 B. AGENCY management shall approve each request submitted by METROLINK for 32 PROJECT. 33 C. AGENCY shall invoice METROLINK for costs associated with PROJECT based on
Item 6N 101 1 AGENCY’S hourly rate (Exhibit A). 2 D. AGENCY shall cause a Certificate of Insurance to be generated, which names 3 METROLINK as additional insured and provide insurance coverage in the following minimum 4 amounts: 5 1. Commercial General Liability Insurance (contractual liability included) with a 6 limit of not less than $1,000,000 per occurrence, and $2,000,000 general 7 aggregate. 8 2. If the above insurance is written on a claims-made form, it shall continue for 9 three years following termination of this Agreement. The insurance shall 10 have a retroactive date of placement prior to or coinciding with the effective 11 date of this Agreement. 12 3. Business Automobile Liability for Owned, Scheduled, Non-Owned or Hired 13 Automobiles with a combined single limit of not less than $2,000,000. 14 4. Workers' Compensation as required under California State Law. 15 E. AGENCY shall provide high quality and high levels of service to the public. 16 AGENCY and METROLINK understand and agree that high quality service levels to the public 17 is of paramount importance and each will undertake any and all actions reasonable and 18 appropriate to ensure such levels are met and maintained. 19 20 ARTICLE 5. RESPONSIBILITIES OF METROLINK 21 A. METROLINK management shall make a formal request for PROJECT to AGENCY 22 by calling the established contact number at (951) 565-5062. 23 B. Each request submitted by METROLINK for PROJECT must be approved by 24 AGENCY’S management. 25 C. METROLINK shall reimburse AGENCY within thirty (30) calendar days of receipt of 26 invoice, for the costs associated with PROJECT based on AGENCY’S hourly rate (Exhibit A). 27 D. METROLINK shall cause a Certificate of Insurance to be generated, which names 28 AGENCY as additional insured and provide insurance coverage in the following minimum 29 amounts: 30 1. Commercial General Liability Insurance (contractual liability included) with a 31 limit of not less than $1,000,000 per occurrence, and $2,000,000 general 32 aggregate.
Item 6N 102 1 2. If the above insurance is written on a claims-made form, it shall continue for 2 three years following termination of this Agreement. The insurance shall 3 have a retroactive date of placement prior to or coinciding with the effective 4 date of this Agreement. 5 3. Business Automobile Liability for Owned, Scheduled, Non-Owned or Hired 6 Automobiles with a combined single limit of not less than $2,000,000. 7 4. Workers' Compensation as required under California State Law. 8 9 ARTICLE 6. MAXIMUM AMOUNT 10 Notwithstanding any provisions of this Agreement to the contrary, AGENCY and 11 METROLINK mutually agree that this Agreement has a not-to-exceed amount of One Hundred 12 Thousand Dollars ($100,000.00) annually, unless increased usage due to unprecedented 13 circumstances. 14 15 ARTICLE 7. NOTICES 16 All notices hereunder and communications regarding the interpretation of the terms of 17 this Agreement, or changes thereto, shall be effected by delivery of said notices in person or by 18 depositing said notices in the U.S. mail, registered or certified mail, returned receipt requested, 19 postage prepaid and addressed as follows: 20 21 METROLINK Riverside Transit Agency 22 900 Wilshire Blvd. 1825 Third Street 23 Suite 1500 P.O. Box 59968 24 Los Angeles, CA 90017 Riverside, CA 92517-1968 25 26 ATTENTION: Charlene Ariza ATTENTION: Vince Rouzaud 27 Marketing Manager II Chief Procurement & Logistics Officer 28 O: (213) 452-0204; C: (213) 494-8534 (951) 565-5180 Fax: (951) 565-5001 29 30 ARTICLE 8. INDEPENDENT CONTRACTOR 31 A. METROLINK is an independent contractor and not a beneficiary or employee of 32 AGENCY within the meaning of any Workers’ Compensation law, or any law which would entitle 33 benefits arising out of any state or federal unemployment or old age fund or similar law, or any
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Item 6N 103 1 right or privilege extended by AGENCY to its employees. METROLINK has no power to bind 2 AGENCY, by contract or otherwise, except as herein provided by the sale of public 3 transportation. 4 B. AGENCY is an independent contractor and not a beneficiary or employee of 5 METROLINK within the meaning of any Workers’ Compensation law, or any law which would 6 entitle benefits arising out of any state or federal unemployment or old age fund or similar law, 7 or any right or privilege extended by METROLINK to its employees. AGENCY has no power to 8 bind METROLINK, by contract or otherwise, except as herein provided by the sale of public 9 transportation. 10 C. AGENCY shall pay all wages, salaries and other amounts due its employees in 11 connection with this Agreement and shall be responsible for all reports and obligations, such as 12 social security, income tax withholding, unemployment compensation, workers’ compensation 13 and similar matters. 14 15 ARTICLE 9. TERMINATION 16 A. Either party may terminate this Agreement for its convenience at any time, in whole 17 or part, by giving the other party a written termination notice providing for a minimum of 60 18 calendar days’ notification. Upon said notice, METROLINK shall pay AGENCY its payment for 19 that portion of work performed up to the date of termination of agreement. Thereafter, AGENCY 20 shall have no further claims against METROLINK under this Agreement. 21 B. AGENCY may terminate this Agreement for METROLINK’S default if METROLINK 22 breaches any material provision of this Agreement and fails to cure such breach within ten (10) 23 calendar days of receipt of written notice from AGENCY. If AGENCY so terminates for default, 24 then METROLINK shall pay AGENCY its payment for that portion of the service performed to 25 the date of termination of agreement. That payment shall be provided in full to AGENCY within 26 thirty (30) calendar days of receipt of the notice of termination. 27 C. METROLINK may terminate this Agreement for AGENCY’S default if AGENCY 28 breaches any material provision of this Agreement and fails to cure such breach within ten (10) 29 calendar days of receipt of written notice from METROLINK. If METROLINK so terminates 30 for default, then METROLINK shall pay AGENCY its payment for that portion of the service 31 performed to the date of termination of agreement. That payment shall be provided in full to 32 AGENCY within thirty (30) calendar days of termination. 33
Item 6N 104 1 ARTICLE 10. MODIFICATION 2 A. This Agreement shall be modified in quarter one of every fiscal year to adjust the 3 hourly rate in Exhibit A. 4 B. No modification or change to any portion of the Agreement shall be binding upon 5 either party except when specifically confirmed in writing by each party’s authorized designee by 6 way of written amendment to this Agreement and issued in accordance with the provisions of 7 this Agreement. 8 9 ARTICLE 11. INDEMNIFICATION 10 Each party shall indemnify, defend and hold harmless the other party, its officers, 11 directors, employees and agents from and against any and all claims (including reasonable 12 attorneys’ fees and expenses for litigation or settlement) for any loss or damages, bodily 13 injuries, including death, damage to or loss of use of property caused or claimed to be caused 14 by the negligent acts, omissions or willful misconduct by the wrongful party, its officers, 15 directors, employees, agents, subcontractors or suppliers in connection with or arising out of the 16 performance of this Agreement. 17 18 ARTICLE 12. AUDIT AND INSPECTION OF RECORDS 19 A. METROLINK shall permit the authorized representative of AGENCY, during 20 reasonable hours, to examine, inspect and audit all records and accounts pertaining to this 21 Agreement. METROLINK shall make such items readily accessible to AGENCY during the term 22 of this Agreement and for a period of four (4) years from the date of final payment to AGENCY 23 hereunder. 24 B. AGENCY shall permit the authorized representative of METROLINK, during 25 reasonable hours, to examine, inspect and audit all records and accounts pertaining to this 26 Agreement. AGENCY shall make such items readily accessible to METROLINK during the term 27 of this Agreement and for a period of four (4) years from the date of final payment by 28 METROLINK hereunder. 29 30 ARTICLE 13. FEDERAL, STATE AND LOCAL LAWS 31 AGENCY warrants that in the performance of this Agreement, it shall comply with all 32 applicable federal, state and local laws, statutes and ordinances and all lawful orders, rules and 33 regulations promulgated thereunder.
Item 6N 105 1 2 ARTICLE 14. FORCE MAJEURE 3 Either party shall be excused from performing its obligations under this Agreement 4 during the time and to the extent that it is prevented from performing by an unforeseeable cause 5 beyond its control, including but not limited to: any incidence of fire, flood; acts of God; 6 commandeering of material, products, plants or facilities by the federal, state or local 7 government; national fuel shortage; or a material act or omission by the other party; when 8 satisfactory evidence of such cause is presented to the other party, and provided further that 9 such nonperformance is unforeseeable, beyond the control and is not due to the fault or 10 negligence of the party not performing. 11 12 ARTICLE 15. GOVERNING LAW AND VENUE 13 The law of the State of California, without regard to any conflicts of law provisions, shall 14 govern any action or claim arising out of this Agreement. The parties agree that the venue for 15 any action or claim arising out of or related to this Agreement shall be Riverside County. If any 16 action or claim concerning this Agreement is brought by a third party, the parties agree to use 17 their best efforts to obtain a change of venue to Riverside County. 18 19 IN WITNESS WHEREOF, the parties hereto have caused this Agreement No. 20-010 to 20 be executed on the date first above written. 21 22 RIVERSIDE TRANSIT AGENCY METROLINK 23 24 By ______By ______25 Larry Rubio Stephanie N. Wiggins 26 Chief Executive Officer Chief Executive Officer 27 28 29 APPROVED AS TO FORM: APPROVED AS TO FORM: 30 31 By ______By ______32 Barbara Raileanu Don O. Del Rio 33 General Counsel General Counsel
Item 6N 106 Agreement No. 20-010
EXHIBIT A Riverside Metrolink Bus Bridge FY 2020
Management Total Cost per Route Cost per RSH Oversight RSH Directly Operated Fixed Route 109.85 199.87 309.72
Management Total Cost per Route Cost per RSH Oversight RSH Contract Operated Fixed Route 92.01 186.08 278.09
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Item 6N 107 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Jim Kneepkens, Director of Marketing
SUBJECT: Approve 2020 Census Public Service Announcement
Summary: The Riverside Transit Agency (RTA) has a policy that prohibits commercial advertising in or on its buses, paid or unpaid. This includes public service announcements (PSAs). The policy does allow interior advertising space for self-promotion.
The Agency recently received a request from the City of Riverside, in partnership with the County of Riverside, to place PSAs related to the 2020 Census free of charge inside buses. The City participates on a multi-county (Riverside-San Bernardino) effort to reach hard to count populations. Census promotion is nothing new. The counties of Riverside and San Bernardino developed a campaign to increase awareness about, and participation in, the 2020 Census. Invitations to complete the 2020 Census are mailed to U.S. households in March and April, and US Census Bureau workers go door to door from May through July to gather information from people who did not respond to the Census survey.
The placement of bus interior cards on RTA buses would alert residents of the census and remind them to complete the Census survey when they receive their invitation.
Riverside County is interested in increasing resident participation because of the impact it has on revenues and equitable electoral representation. Federal funding is based on population data from the census and helps pay for roads, bus and other transportation systems, flood-control facilities, healthcare, parks and other programs and projects. The census information is also used to redraw electoral districts at the state and local levels, and census data also guides local leaders as they decide where to build new transit centers, libraries, hospitals, and community centers for job training and childcare.
Item 6O 108 The estimated loss in federal funding for each person who does not get counted is $1,200 to $2,000. This creates a potential for a significant loss of federal money in the event of a big undercount. During the 2010 Census, the response rate for the Inland Empire was less than 70 percent. Some estimates show that the region lost more than $1 billion of potential federal funding during the last decade due to census undercounting.
Fiscal Impact:
None
Committee Recommendation:
This item was reviewed at the Board Executive Committee meeting of February 27, 2020. The Committee members unanimously approved and recommended this item to the full Board of Directors for their consideration.
Recommendation:
Authorize the placement of public service announcements as requested to support the 2020 Census awareness campaign.
Item 6O 109 RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507
March 26, 2020
TO: BOARD OF DIRECTORS
THRU: Larry Rubio, Chief Executive Officer
FROM: Rick Majors, Director of Risk Management Laura Camacho, Chief Administrative Services Officer
SUBJECT: Approve and Adopt the Agency’s Contagious Virus Response Plan; Approve the Human Resources Policies and Procedures, Section 9-1 COVID-19 Leave and Compensation Policy; and Authorize the Implementation of Tier II Service Reductions to Sunday Level Service Seven-Days Per Week to be Effective as Soon as Operationally Feasible.
Summary: The United States, along with the rest of the world, is currently dealing with an outbreak of respiratory disease caused by a new coronavirus that has now been detected in at least 160 countries and territories internationally. The virus has been named “SARS-CoV-2” and the disease it causes has been named “coronavirus disease 2019” (COVID- 19).
On March 8, 2020, Riverside County Public Health Officer, Dr. Cameron Kaiser, declared a local public health emergency during a news conference at Eisenhower Hospital in Rancho Mirage. Eisenhower Hospital is where Riverside County’s first case of locally acquired coronavirus was treated.
The Agency has been preparing its response by making and implementing protocols to help protect our employees and customers. These protocols are outlined in the Contagious Virus Response Plan (Plan) (Attachment A). The first part of the Plan involves remaining connected with both the Riverside County Emergency Operations Division and the Riverside County Department of Public Health and keeping Executive Leadership and the rest of the Agency up to date with the latest information.
Next, the Agency has increased its level of effort sanitizing its fleet and its facilities. The Maintenance Department has been stepping up its training and supervision of bus servicers to ensure proper disinfecting takes place during its daily cleaning of each bus. Parts and Procurement
Item 7 110 have been assisting in our efforts to obtain and distribute personal protective equipment, disinfectant and hand sanitizer for our coach operators.
Service Planning and Operations has put together contingency plans in the event the Agency finds the need to implement service reductions because of staffing shortages due to increased absenteeism, or because of an order to reduce or discontinue service by the Board of Directors or an appropriate governmental authority.
The reduction of service is outlined in the response Plan in three tiers and can be found in Appendix B of the Plan. The first tier involves daily mitigation of service based on current levels of staffing. The second tier is a transition to Sunday service. The third and final tier is a complete suspension of service.
The Agency has also prepared for the eventuality it may need to provide leaves of absence and relax its attendance policies in the wake of possible quarantines of, and/or infections among, our employees. More specifically, staff has developed a COVID-19 Leave and Compensation Policy (Attachment B) which provides specific procedures for responding to employee leave requests as a result of having been directly or indirectly affected by COVID-19. This Policy will compliment, and in some cases provide additional leave and compensation benefits than the more recently passed Families First Coronavirus Response Act.
These efforts are being coordinated by a multidisciplinary task force made up of leadership from all parts of the Agency. The Task Force was integral in the development of this Plan and is now overseeing the implementation of it.
Fiscal Impact:
Fiscal impact is unknown at this time. Staff will provide the Board with an estimated fiscal impact at the March 26, 2020 Board of Directors meeting.
Recommendation:
1. Approve and Adopt the Agency’s Contagious Virus Response Plan; 2. Approve the Human Resources Policies and Procedures, Section 9- 1 COVID-19 Leave and Compensation Policy; and 3. Authorize the Implementation of Tier II Service Reduction to Sunday Level Service Seven-Days Per Week to be Effective as Soon as Operationally Feasible.
Item 7 111 ATTACHMENT A
Riverside Transit Agency Contagious Virus Response Plan
Scope and Purpose
The Riverside Transit Agency’s (RTA) number one core value is safety. With the global outbreak of the COVID19 virus and/or any other virus and the potential impact to our employees and customers, this policy/procedure will be a standard to address potential concerns relating to procedural matters in the event of varying levels of outbreaks.
Planning and Response
• RTA will administer this plan and manage the effects of an outbreak using a multidisciplinary task force. The task force will be represented by personnel from Operations, Planning, Maintenance, Facilities, Marketing, Risk Management and Human Resources. Unless rapidly developing conditions warrant more frequent interaction, the task force will meet no less than weekly for the duration of the outbreak/situation.
• RTA will continuously monitor the status of the outbreak through a variety of health organizations, such as World Health Organization (WHO), the Centers for Disease Control and Prevention (CDC), and our local health department, to ensure we have the latest, most accurate information to share with the rest of the Agency, and the public as required, in making plans and preparations to prevent the spread of the virus and minimize the effects to service.
• Frequent communication to our employees and our customers may be accomplished through a variety of media listed below and further outlined in Appendix A depending upon specific local conditions:
o Bulletins o Driver TV o Public Announcements o Emails o Rider Alerts o Social Media – Twitter, Facebook, Instagram o Intranet/Internet/Website o Press Releases
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Outbreak and Response
RTA, utilizing the multi-disciplinary task force, will assess and respond accordingly to each of the four phases listed below:
RTA Phase Level Definition Phase 0 Pre-plan preparations Phase I Global outbreak of a virus Phase II Confirmed cases/infections in our immediate service area Phase Confirmed infection of one of more RTA Employee(s) III Phase State/Local Government has officially declared a pandemic IV
Phase 0
• Constant review of plans and preparations in place prior to, and regardless of whether an outbreak occurs in order to maintain an appropriate readiness level.
Phase I (some aspects of Phase II, III and IV may be implemented in Phase I depending on the potential severity and likelihood of the risk)
• Safety and Security Manager will maintain daily communication with local health department and the CDC in order to keep agency updated on current situation status. • RTA will provide communication and education information to its employees and customers about the outbreak, to include prevention and hygiene safety through a variety of media as stated above. • Increased levels and/or frequency of disinfecting of RTA fleet and facilities will be implemented by Maintenance, Facilities and Stops and Zones.
Phase II (some aspects of Phase III and IV may be implemented in Phase II depending on the potential severity and likelihood of the risk) Once RTA receives confirmation that an outbreak or exposure has affected the service area, in addition to all the above, the Agency will:
• Communicate with employees of the specific location(s) of confirmed cases and area of quarantines. • Provide daily updates to Operations regarding new confirmed cases, casualties, recoveries, and quarantine area reductions or increases.
Phase III (some aspects of Phase IV may be implemented in Phase III depending on the potential severity and likelihood of the risk) Once RTA receives confirmation that an employee has been infected, the Agency will:
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• Engage the assistance of county health officials to implement appropriate protocols as necessary to protect employees and the public. • Provide employees with daily updates of new cases and/or possible exposure. • As appropriate, modify work schedules and/or locations.
Phase IV
In addition to the steps in Phase III, RTA’s Executive Team may start to implement the reduction of service and/or service shutdown as outlined in Appendix B.
Information and Education
RTA understands the impact of a global outbreak. RTA asks its employees to remain calm and use common sense as we deal with this major health concern. It’s important to be informed and educated about this virus and how to prevent infection.
• RTA will provide a series of educational materials to address what is known about the virus from recognizable health organizations such as World Health Organization (WHO), the Centers for Disease Control and Prevention (CDC), and our local health departments. • This material will be provided to our employees and customers via a variety of media listed above. See Appendix A
Consistently, these organization have recommended that the following steps be taken to prevent the spread of infection:
• Wash your hands often with soap and water for at least 20 seconds. If soap and water are not available, use an alcohol-based hand sanitizer. • Avoid touching your eyes, nose and mouth with unwashed hands. • Avoid close contact with people who are sick. • Cough and sneeze into your elbow, not your hand. Alternatively, cough or sneeze into a tissue, then throw the tissue in the trash, and wash your hands. • Clean and disinfect frequently touched objects and surfaces such as keyboards, mobile telephones and steering wheels
Disinfection Program and Sanitary Aids
In order to increase efforts to implement sanitation and disinfection methods to the fleet and in our facilities, materials and supplies as outlined below are being provided:
• Sanitation supplies will be made available to all employees at both Riverside, Hemet and transit stations. These supplies will also be made available in our mobile units such as our buses, relief vehicles, maintenance road call and Stops and Zones vehicles.
o Disinfectant wipes and/or disinfectant spray
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o Rubber gloves o Hand sanitizer
• Hand sanitizers are already installed throughout RTA facilities • Clean rags • Stops and Zones will be disinfecting the tops of trash cans and bus benches at bus stops depending on the level of potential exposure in our service areas.
Vaccination and Antiviral Medications
Health organizations such as the World Health Organization, the Centers for Disease Control and Prevention (CDC), and our local health departments have determined that there is no known vaccination for the current outbreak. It is known that fatalities that occur as a result of being infected with this virus are most often associated with underlying medical conditions, so in helping employees to stay healthy, we’ll encourage them to:
• Get vaccinated prior to a potential outbreak with what is readily available to you through your healthcare provider.
o Influenza vaccination o Pneumonia vaccination o Hepatitis vaccination
Employees Precluded from the Workforce
Employees returning to work after travel over the course of the last 14 days to an area identified by the CDC as Level 3 Travel Health Notice. Additionally, exclude those who have been in close contact with someone diagnosed with COVID-19 from work for 14 days from the day of their last exposure.
Employees who Show up for Work Sick
Send staff who present with fever and/or respiratory infection symptoms home immediately Separate them from others until they go home and when feasible, identify a “sick room” through which others do not regularly pass.
Service Reduction, Shutdown and Restoration
This action would be the most severe action that RTA would take and will be based on recommendations made by federal, state or local agencies with requisite authority as they try to contain and control what would be a declared pandemic in our service area. In addition, the Agency’s CEO in coordination with the Board of Directors may act at their discretion to initiate service reductions and/or shutdowns.
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Service reduction
The following indicators will be monitored by the Executive Management Team as potential service reduction triggers:
• Ridership • Employee attendance/operator availability • Asset availability
Service levels will be adjusted as necessary, with the following anticipated progression and in accordance with Appendix B:
• Cut certain bus runs from the schedule • Adopt Sunday service schedule • Shut down the system
Service reduction issues are anticipated to include the following:
• Labor relations • Employee welfare • Development of work rules/guidelines regarding hygiene practices in the work environment • Flexibility in attendance policies/procedures for infected or quarantined employees when verified by the appropriate local health agency guidelines
Service shutdown
Given the need to shut down service, the primary objective will be to execute an orderly, safe conclusion of service, which preserves service area assets in a condition that will facilitate later service restoration. Major tasks involved in the shutdown of the system consist of the following:
• Complete operations (complete final service runs and store all buses) • Close RTA-owned transit centers • Secure shop/yard buildings • Recover all types of maintenance equipment • Deploy property protection • Implement workforce reduction notices • Establish communications and logistics plan for administrative work (possible coordination from home, individual office or other location as needed with consideration for exempt vs. non-exempt status) • Communication with the public, customers, and media
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Initial shutdown of bus operations
• Operations and Planning will arrange for qualified personnel to complete service, including staffing of critical essential functions as identified by each department head. • All revenue vehicles will be appropriately positioned in the yards at close of operations. • Notifications will be provided to the dispatch centers of other transit providers in the area. • Notifications of public, customers and media
Initial shutdown of bus maintenance
• Maintenance will secure buses in yards. • Property protection will be provided by contract security company, supported by the safety and security manager.
Initial shutdown of stations and shops
• Operations and Planning will identify any necessary personnel and post them at RTA owned transit centers. • Maintenance, Facilities, and IT will post personnel at both divisions and provide personnel for bus control, power and mechanical, and computer support. • Ongoing property protection will be provided by contract security company, supported by the safety and security manager.
Initial shutdown of administrative offices
• The administrative offices will be closed and secured upon receipt of a shutdown order mandated by the CEO. • Ongoing security will be provided by contract security company, pre-arranged, confirmed and supported by the safety and security manager. • Labor and employee relations matters and workforce status will be administered with considerations to available leave of absence options.
Property/assets protection
• After the shutdown phase, Operations and Maintenance will run circulation buses to keep the system exercised. Operations and Maintenance staff will be assigned as follows:
o Personnel for dispatch o Personnel for CIC o Personnel for yard o Personnel for bus maintenance support of circulation buses
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o Personnel for Maintenance support of bus control, power and mechanical, revenue collection and computer systems o Property protection will be provided by contract security company, supported by the safety and security manager with additional support: o Operations and mobile security to augment station/yard/shop checks
Restoration of service
In anticipation of service restoration, the following actions will be performed:
• Conduct complete inspection of all buses before start-up. • Inspect stations/bus terminals, including power and operational checks of all equipment and supplies (schedules and brochures). • Complete any repairs or maintenance identified during the start-up inspections. • Notification of public, customers and media.
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APPENDIX A COVID-19 Coronavirus Communication
Employee Communication
1. Intranet 2. Email 3. Trip Sheet 4. Breakroom poster 5. Driver TV 6. Mailbox/desk delivery 7. Employee-only website
Customer Communication
1. Customer Information Center 2. Website 3. iAlert email 4. Rider News 5. The Reader 6. Social media – Twitter, Facebook, Instagram 7. Rider Alert
Media Communication
1. Press release 2. iAlert email 3. Phone call
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APPENDIX B
Service Reduction/Shutdown Plan/Prioritization
Tier 1 - Daily Mitigation In the event of an outbreak leading to a coach operator shortage, dispatch refers to Planning’s COVID-19 service plan for a tiered approach to providing service. Coach operators should provide service on the routes with the highest ridership to maximize efficiency and maintain service on RTA’s most heavily traveled corridors in the system but minimizing redundant service. Operations staff, whether DO or CO, should cut paddles that have routes that are in Tier 1 first, then Tier 2, etc. When deciding which route to cut within the same tier, operations should first look at coach operator schedule limitations, and then look at farebox recovery ratio as the deciding factor. In the event of a prolonged shortage of coach operators, planning and operations staff will work together to restructure the system to provide more coverage in areas that are heavily traveled while working within the union MOU.
Tier 2 - Implement Daily Sunday service or Reduced Service Levels
Tier 3 - Service suspended until further notice
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Direct Operations
80,201 Ridership Rank Tier 5 Tier 3 Tier 5 Tier 3 Tier 5 Tier 3 Tier 2 Tier 5 Tier 4 Tier 2 Tier 6 Tier 4 Tier 1 Tier 6 Tier 4 Tier 1 Tier 6 Tier 4 Tier 6 Tier 1 Tier 6 Tier 4 Tier 6 Tier 4 Tier 1 Tier 3 Tier 1 3 122,182 3 57,263 4 117,810 2 53,879 4 110,171 3 51,533 1 19,621 4 108,266 4 103,135 1 15,936 4 890,648 4 97,615 2 14,714 3 370,577 3 91,620 1 11,761 4 254,882 4 220,874 1 7,449 3 206,477 4 77,322 3 138,445 2 76,878 2 2,926 2 67,719 1 971 Stantec Score 9.43 9.96 6.90 9.88 9.04 9.72 4.89 9.16 8.98 6.89 5.69 7.72 8.17 9.77 8.10 10.00 13.01 10.64 17.31 15.92 11.85 20.44 11.83 17.11 10.89 21.41 17.24 Per Trip $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Operating Cos Tier 1Tier 2Tier 3 Ridership < 15K Tier 4 Ridership > 15K < 45K Tier 5 Ridership > 45K < 75K Tier 6 Ridership > 75K < 105K Ridership >105K < 135K Ridership > 135K 8.96 7.47 8.48 8.82 7.46 4.61 9.73 5.04 9.45 9.71 3.87 8.82 6.98 8.57 5.54 4.30 9.66 7.84 9.50 4.50 6.40 9.75 7.02 7.58 4.16 5.99 10.02 Per Rev. Mile Operating Cost Other Measures $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1.15 0.83 1.14 1.01 1.13 1.20 2.60 1.08 2.05 1.03 1.07 3.21 1.08 1.08 1.06 1.14 1.18 2.88 1.05 1.04 1.08 1.61 1.22 1.09 1.21 2.88 3.21 Avg. Fare Per Passenger $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 0.87 0.95 0.75 0.85 1.28 0.76 0.35 0.91 0.29 1.04 1.00 0.24 2.05 0.96 0.78 1.24 0.47 0.21 1.70 0.66 1.23 0.26 0.78 1.00 0.70 0.19 0.35 RSM
Passengers Pe 8.26 6.21 6.75 9.07 5.26 9.09 6.25 9.86 5.02 6.18 13.28 11.39 10.75 10.80 15.57 10.88 10.10 11.92 11.09 22.00 11.78 11.97 15.59 18.87 13.93 13.16 11.01 RSH
Passengers Pe 6.02 8.17 6.62 7.62 7.37 6.55 8.75 3.69 8.37 4.45 8.65 3.09 7.80 7.78 6.15 7.15 4.98 7.89 3.69 8.18 7.15 5.45 8.67 4.08 6.74 3.60 4.88 RSM Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 92.35 97.95 95.26 96.64 89.77 94.38 96.59 85.98 95.50 94.78 95.98 85.85 83.78 95.09 94.76 89.65 96.74 87.72 92.39 92.52 98.11 91.49 95.58 96.94 95.53 93.08 86.75 RSH Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1.09 1.38 1.40 1.41 0.91 1.36 1.51 0.34 1.26 0.51 1.36 0.43 0.60 1.27 1.27 0.91 1.67 0.74 0.59 1.05 1.73 1.09 1.37 0.52 1.52 0.62 0.47 Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Passenger Mile Passenger Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 8.79% 8.60 9.98% 10.67 8.77% 10.80 9.41% 15.50 14.19% 6.95 11.37% 8.86 10.11% 8.95 16.45% 5.77 12.19% 8.67 10.11% 9.57 20.02% 10.40 11.40% 8.01 11.87% 15.25 10.96% 8.66 20.14% 12.71 22.15% 3.81 11.81% 8.08 11.81% 7.92 16.53% 5.75 18.36% 4.65 14.09% 17.56 13.94% 6.64 14.92% 6.95 11.11% 8.68 11.08% 9.68 13.45% 18.53 18.60% 14.03 Farebox Recovery Ratio 107.62 107.39 107.48 107.50 107.44 107.48 107.45 107.51 107.78 107.54 107.80 107.50 107.62 107.82 107.45 107.41 107.46 107.44 107.54 107.50 107.54 107.53 107.52 107.01 107.44 107.54 106.57 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Cost Per RSH 3 1 22 20 18 49 21 11 13 12 14 41 19 27 16 15 28 10 29 200 204 206 205 208 217 210 Route RapidLink
PIP Performance Summary Performance PIP FY2020 Year to Date
12
Item 7 123
Service Reduction/Shutdown Plan/Prioritization Contract Operations
1,293 1,199 1,147 6,263 7,512 33,023 90,246 32,663 81,662 29,418 71,430 23,876 66,962 22,588 57,122 20,908 48,354 15,812 42,248 13,390 11,204 11,950 10,255 35,669 Ridership Rank Tier 2 Tier 3 Tier 2 Tier 3 Tier 2 Tier 3 Tier 2 Tier 3 Tier 2 Tier 3 Tier 2 Tier 1 Tier 3 Tier 2 Tier 3 Tier 1 Tier 1 Tier 3 Tier 1 Tier 1 Tier 1 Tier 3 Tier 1 Tier 3 4 2 1 2 2 1 2 1 2 1 1 3 3 1 1 1 2 4 1 1 1 3 2 1 score Stantec 4.58 9.37 9.68 9.69 9.09 4.67 4.77 15.06 10.32 11.74 13.87 10.31 11.77 14.82 12.84 10.45 24.57 15.40 84.11 20.75 20.79 26.31 27.53 21.77 Per Trip $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Operating Cost $ $ 7.22 4.94 4.38 6.04 7.14 4.50 6.45 5.25 5.24 5.13 7.00 7.96 6.41 4.94 6.33 3.04 7.96 3.38 3.73 3.57 6.99 6.49 11.37 12.53 Per Rev. Mile Operating Cost Other Measures $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1.13 0.97 1.27 1.18 1.19 1.03 1.22 1.07 1.20 0.94 1.30 1.09 1.18 0.42 1.37 1.14 2.84 5.74 2.57 3.03 2.41 0.93 1.13 87.16 Avg. Fare Per Passenger $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Tier 1Tier 2Tier 3 Ridership <15K Ridership > 15K < 35K Ridership > 35K 0.48 2.48 0.48 0.47 0.62 0.61 0.32 0.63 0.45 0.54 0.35 0.55 0.88 0.61 0.20 0.41 0.15 0.15 1.70 0.16 0.14 0.13 1.46 0.30 RSM
Passengers Pe 5.77 8.34 9.22 8.98 7.41 6.28 8.44 7.35 8.96 5.87 6.77 9.51 8.40 3.54 5.65 1.04 4.14 4.06 3.33 3.03 3.99 18.99 18.71 18.16 RSH
Passengers Pe 6.67 8.97 4.33 3.83 5.30 6.52 4.10 5.78 4.72 4.73 4.68 6.41 6.93 6.15 4.67 5.86 2.62 2.96 5.63 3.30 3.26 6.15 (0.45) (1.81) RSM Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ (3.16) 80.33 68.62 75.52 75.49 76.26 79.32 79.49 78.01 77.78 78.46 79.31 79.53 75.23 84.27 82.14 80.55 74.21 73.94 69.86 77.55 76.23 82.28 (19.89) RSH Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1.53 0.42 1.01 0.90 0.94 1.21 1.40 1.02 1.17 0.98 1.51 1.32 0.87 1.12 2.58 1.57 0.63 0.64 0.44 0.82 0.84 2.37 (0.35) (0.12) Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Passenger Mile Passenger Subsidy Per $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 7.51% 13.93 8.77% 10.71 8.78% 12.65 9.67% 8.75 8.79% 13.52 8.49% 11.75 3.98% 10.04 5.56% 23.21 7.39% 14.26 8.74% 25.13 5.18% 20.64 21.09% 3.61 12.32% 9.05 12.61% 8.19 12.29% 8.49 10.33% 9.25 10.16% 10.58 13.02% 7.91 13.67% 17.91 12.37% 18.22 19.42% 3.85 11.51% 23.29 103.63% (3.05) 122.75% (1.06) Farebox Recovery Ratio 86.85 86.96 86.13 86.38 86.95 86.95 87.15 86.99 86.57 86.86 86.96 86.91 86.50 87.75 86.98 86.98 85.97 87.07 87.46 84.38 83.53 86.70 86.78 87.64 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Cost Per RSH 9 8 24 52 74 30 31 42 79 41 61 33 32 40 23 50 51 55 26 217 208 210 19A 202 Route
PIP Performance Summary Performance PIP FY2020 Year to Date
13
Item 7 124 ATTACHMENT B
Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees COVID-19 LEAVE AND COMPENSATION POLICY
Effective Date: Page No. Pages File Under Section:
March 26, 2020 1 Of 3 9 - 1 TEMPORARY
Revision Date: Approved By:
PURPOSE In support of the Agency’s Contagious Virus Response Plan, this temporary Policy provides direction regarding leave and compensation for Agency employees who may be affected by COVID-19. The Policy is subject to change at any time and exceptions may be made by the Chief Executive Officer in support of business needs. The Policy shall terminate on December 31, 2020. This Policy may be terminated sooner or extended by action of the Board of Directors.
POLICY On March 8, 2020 the Riverside County Public Health Officer declared a public health emergency after identification of the County’s first case of COVID-19. As a result, the Agency developed the Contagious Virus Response Plan (Plan). On March 18, 2020 the President of the United States signed into law the Families First Coronavirus Response Act (Act), which provides Paid Sick Leave and expands the Family Medical Leave Act (FMLA), through December 31, 2020, to those who have been affected by COVID-19 and who must care for children who are home due to school closures. This temporary Policy is intended to further expand on the Plan and the Act as it relates to COVID-19 leave of absence eligibility, applicable compensation for such leave, telecommuting options and attendance point applicability during leave.
PROCEDURE
Applicable leave, compensation, and absence classifications will be applied to those employees affected by COVID-19 as described within each Tier and Additional Tier Instructions. The Agency will also adhere to and provide leave and pay as mandated by the Families First Coronavirus Response Act. The Act will take effect within 15 days of March 18, 2020. While circumstances listed below may be covered by the Act, in those circumstances, whichever provides for a richer benefit and is less restrictive from a certification standpoint will apply after April 2, 2020. On a case-by-case basis, previously reported circumstances requiring leave may be considered for retroactivity and applicability of this Policy, however, the effective date would not be earlier than March 8, 2020.
Tier 1 • The employee has been exposed to COVID-19 1) by returning to the United States from a high risk or Level 3 country, as classified by the Centers for Disease Control and Prevention (CDC); 2) by having close contact with a person returning to the United States from a high risk or Level 3 country, as classified by CDC; or 3) by having close contact with a person who has conclusively contracted COVID-19, on or after the date the person’s symptom onset was identified. • The employee or eligible dependent, who the employee must provide care for, has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
Item 7 125 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees COVID-19 LEAVE AND COMPENSATION POLICY
Effective Date: Page No. Pages File Under Section:
March 26, 2020 2 Of 3 9 - 1 TEMPORARY
Revision Date: Approved By:
• The employee or eligible dependent, who the employee must provide care for, is subject to a Federal, State, or local quarantine or isolation order related to COVID-19. • The employee is experiencing symptoms of COVID-19 and seeking medical diagnosis. • The employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor.
For the circumstances identified within Tier 1, the employee will be eligible for up to a 14-calendar day leave of absence, of which up to 10 days will be paid by the Agency.
Tier 2 • The employee has conclusively contracted COVID-19. • The employee’s eligible dependent has conclusively contracted COVID-19, and the employee must provide care for such dependent.
For the circumstances identified within Tier 2, the employee will be eligible for a 28-calendar day leave of absence, of which up to 20 days will be paid by the Agency. This would also result in the end of leave and compensation described in Tier 1. Should the employee require additional time off as a result of contracting COVID-19, the employee may file for state disability insurance (SDI) compensation and supplement his/her SDI with an allocation of calendar year 2020 PTO.
Tier 3 The employee’s eligible dependent child’s (under 18 years of age) school is verified to be closed or the childcare provider is unavailable due to COVID-19 precautions.
For the circumstance identified within Tier 3, the employee will be eligible for up to a 14-calendar day leave of absence, of which up to 10 days will be paid by the Agency
In addition, once whichever of the following occurs first, the employee will be required to return to work: • the child’s school opens; • the employee is able to work remotely; or • other childcare arrangements are made making employee available to return to work.
Tier 4 In accordance with HR Policy Section 3-3 – Telecommuting [Attachment C*], exempt employees may work from home. This temporary policy would allow for non-exempt employees to also work from home. In either case, this would be done with management approval and after an evaluation of whether work can be done at home is conducted.
Item 7 126 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees COVID-19 LEAVE AND COMPENSATION POLICY
Effective Date: Page No. Pages File Under Section:
March 26, 2020 3 Of 3 9 - 1 TEMPORARY
Revision Date: Approved By:
Additional Tier Instructions: • Compensation will be paid at the employees’ regular hourly rate/salary. • Compensation will be based on an 8-hour day/40-hour workweek for full time employees. • For employees who work less than full-time: o The allotted time off as noted in Tier 1, 2, and 3 would be based on the average number of hours worked in a week, over a 12-month look back period. o Compensation will be based on the average number of hours worked in a week, over a 12-month look back period. • During approved leaves of absence as described within each Tier, the HR Policy Section 4-4 – Attendance Policy [Attachment D*] will be suspended as it relates to accumulation of attendance points that lead to disciplinary action. As such absences would be classified as “uncounted” (excused). • Return to Work Requirements: o For Tiers 1, 2, and 3 if employee is off work longer than 7 calendar days, employee may be required to seek clearance from a medical professional; o Employee must obtain a medical release from a health care professional stating they show no signs or symptoms of COVID-19 if diagnosed; and/or o Employee must self-quarantine for 14 days . if returning from a Level 3 country and CDC screening at airport did not result in direction to self-quarantine; or . if close contact with someone who conclusively contracted COVID-19 did not result in self-quarantine from medical professional. • Notification of exposure as described within this Policy to COVID-19, or travel from Level 3 countries by employee or by someone employee has been in close contact are required to be disclosed to Human Resources. • Eligible dependent will be defined as spouse, children that employee has legal guardianship of, or parent. • PTO may include Sick, Vacation, or Floating Holiday. • Physician certification conclusively diagnosing COVID-19 and/or proof of Level 3 country travel may be required. • FMLA/California Family Rights Act (CFRA) protection would be designated if employee is eligible.
*Attachments are included for Board presentation purposes only, as the policies referenced can be located in the Agency’s HR Policies and Procedures manual.
Item 7 127 ATTACHMENT C
Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Administrative Employees TELECOMMUTING
Effective Date: Page No. Pages File Under Section:
January 1, 2010 1 Of 3 3 - 3
Revision/Review Date: Approved By:
PURPOSE
In compliance with the South Coast Air Quality Management District Rule 2202, the rideshare rule, the Agency has implemented an employee trip reduction plan. Included in the plan is the incentive/strategy of utilizing telecommuting to reduce the number of vehicles arriving at the work place. The result is a reduction in auto emissions, which contributes to better air quality.
POLICY
Telecommuting is a substitute for commuting in which work is moved to people instead of moving people to work. Technology such as telephone, fax or personal computer is used to perform assignments at a location other than a central work site. That location is typically the person’s residence.
With the recommendation of the immediate supervisor and the department director, and the concurrence of the chief executive officer, the option of telecommuting on a regular basis will be made available to eligible exempt administrative and management staff. All Agency rules and regulations apply while telecommuting.
Eligibility
• Employees must be classified as exempt under FLSA guidelines. • Employees must have at least six months of service with the Agency. • Employees must have a job suitable to working at home as determined by department head. • Employees must have a personal computer and/or other suitable office equipment at their residence.
Schedules
• Employees who participate in telecommuting will work a schedule agreed upon by the immediate supervisor. • Telecommuting schedules will be set within departments to ensure adequate coverage to meet normal department work load requirements.
Item 7 128 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Administrative Employees TELECOMMUTING
Effective Date: Page No. Pages File Under Section:
January 1, 2010 2 Of 3 3 - 3
Revision/Review Date: Approved By:
Child Care
• Telecommuters are not allowed to care for children while working at home.
• An employee enrolled in the telecommuting program who has an ill child may, temporarily, care for the child while working at home with the approval of the immediate supervisor.
Communications
• Telecommuters must follow requirements set by the immediate supervisor for office communications, such as checking in for voice mail and other messages.
Office Equipment
• Equipment: Office equipment such as furniture, computer, telephone will be provided at employee expense.
Work Space
• Employees working at home will be required to designate a work area within their residence. The Agency may request a diagram or other description of the proposed work space. This work area is considered an extension of the employee work area on the Agency premises and so the Agency’s liability for injuries also extend to this space.
• The employee will be responsible for maintaining safe working conditions. The Agency’s liability for injuries taking place while working at home will be confined to this area during the work hours agreed upon by the employee and the immediate supervisor.
Item 7 129 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Administrative Employees TELECOMMUTING
Effective Date: Page No. Pages File Under Section:
January 1, 2010 3 Of 3 3 - 3
Revision/Review Date: Approved By:
Telecommuting Agreement
• Employees enrolled in the program will be required to sign a telecommuting agreement which specifies the rights and responsibilities of the participant and the Agency.
• Supervisors have the right to terminate a telecommuting agreement if the Agency’s needs are not being met by the employee.
• Employees may terminate the telecommuting agreement at anytime and return to full-time, in-office work.
Item 7 130 ATTACHMENT D
Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees ATTENDANCE POLICY
Effective Date: Page No. Pages File Under Section:
April 1, 1992 1 Of 4 4 - 4
Revision/Review Date: Approved By:
January 1, 2010
PURPOSE
To establish the Agency’s policy on attendance.
POLICY
To maintain an efficient and productive operation, it is the policy of the Riverside Transit Agency to require regular and prompt attendance of each employee.
Employees are expected to report on a regular basis, as scheduled, to their assigned shift. While an employee may be perfectly capable of doing a job, the job isn't performed to the standards deemed acceptable to the Agency if the employee has excessive absences. In those cases, the Agency has no alternative but to take disciplinary action, including discharge.
Absenteeism may be a symptom of a greater problem (e.g., transportation difficulties, personal problems, job dissatisfaction). It is, therefore, imperative that communication channels remain open to encourage employees to freely discuss these problems with his/her supervisor or seek help from the Employee Assistance Program (EAP), to ultimately resolve them prior to disciplinary action. (Seeking help from the EAP after discipline is imposed will not negate the discipline). It is intended that this policy be corrective and not punitive.
This policy applies to all employees of the Riverside Transit Agency.
The chief executive officer, department heads and supervisors are responsible for administering and interpreting, within the policy guidelines, the Agency's attendance policy. The progressive disciplinary procedures described herein are intended as guidelines and will be imposed on a case- by-case basis giving consideration to all relevant factors.
DEFINITIONS:
Counted and Uncounted Absences
Absences, which will be reviewed on a daily basis, are either "counted" or "uncounted.” "Uncounted absences" are those for vacations, holidays, bereavement, jury duty or verified court appearance under subpoena, military duty, authorized union business, pre-approved doctor's appointments, change of assignments, verified industrial injuries, verified illness or injury or other disability of thirty (30) consecutive days or more, verified hospital stays, surgery and recovery time, removal from service by the Agency physician, Pregnancy Disability Leave, Family and Medical Care Leave and approved personal leaves of absence. Item 7 131 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees ATTENDANCE POLICY
Effective Date: Page No. Pages File Under Section:
April 1, 1992 2 Of 4 4 - 4
Revision/Review Date: Approved By:
January 1, 2010
All other absences are "counted absences," such as non-work related illness or injury, doctors appointments (other than pre-approved), and any other absence from work.
The intent of this program is to control absenteeism and is not aimed at uncounted absences as outlined above. It is intended to inform those individuals who are absent for full or partial (at least 4 hours) days an excessive number of times of the possible consequences that could result from continued absences.
Pre-Approved Doctor's Appointments Doctor's appointments will be considered a "counted absence" unless pre-approved. A pre- approved doctor's appointment shall be one where the employee submits a written verification to his/her immediate supervisor that he/she is required to have medical appointment(s) for a specified period of time for continuing medical treatment. (This written verification must include an explanation why this treatment cannot be conducted at a time other than during the employee’s work shift.) This exception is designed only for employees who must undergo ongoing pre- scheduled medical treatments, such as pre-natal care, physical therapy, chemotherapy, and the like. The written verification from the physician must be submitted to the supervisor before the start of the employee's next scheduled workday and must specify how many appointments are anticipated. The Agency may verify the employee's appointments/treatment with the doctor.
Long-Term Absences Long-term absences are absences over 14 calendar days in duration. An employee on long-term absence, whether it is for illness or job-related injury, must report off work initially to their department head or supervisor. The department head or supervisor will forward the information to Human Resources. All follow-up, off-work orders must be delivered directly to the Human Resources Department. Human Resources will then notify the department head or supervisor of the off-work order information. When the employee is released to return to work, Human Resources will schedule a physical/drug screen and notify the appropriate department head or supervisor of the employee’s availability date to return to work.
Use of Sick Leave Sick leave is intended to cover an employee's illness and provide compensation to an individual who is unable to work. It should not be used as additional "vacation" time or an extra day off. Therefore, when an absence for illness or injury occurs, it shall be recorded as a "counted absence” (except as noted elsewhere in this policy) whether it is paid (sick leave) or unpaid day(s) off.
Item 7 132 Riverside Transit Agency Human Resource Policies and Procedures
Distribution: Subject:
All Employees ATTENDANCE POLICY
Effective Date: Page No. Pages File Under Section:
April 1, 1992 3 Of 4 4 - 4
Revision/Review Date: Approved By:
January 1, 2010
Method of Determining "Counted Absences"
The Agency shall compute counted absences as follows:
2 partial days 1 "counted absence" (4 hours = 1 partial day)
1 day 1 "counted absence"
2-5 days (consecutive) 1 additional "counted absence" (2 "counted absences" total)
6-20 days (consecutive) 1 additional "counted absence" (3 "counted absences" total)
21-29 days (consecutive) 1 additional "counted absence" (4 "counted absences" total)
Absences beyond thirty (30) consecutive days will not be counted; for more information, refer to the Family and Medical Care Leave Policy, Section 4-3.
For example, if an employee is off work for any reason other than a "non-counted absence,” the computation shall be as follows:
2 consecutive workdays missed 2 total absences 5 consecutive workdays missed 2 total absences 6 consecutive workdays missed 3 total absences 21 consecutive workdays missed 4 total absences
Discipline:
This is based on a moving 12-month period so that counted absences are continuously removed as they pass the 12-month ceiling and are no longer an indication of the employee's ability to maintain reasonable work attendance. If an employee achieves ninety (90) days of perfect attendance (no absences or late arrivals) the moving 12-month period will begin again on the 91st day. If the employee is attempting to achieve ninety (90) days of perfect attendance and they have an uncounted absence, such as FMLA/CFRA leave, the count will be suspended at the time they go on uncounted leave and will pick up again on the day they return to work.
Item 7 133 Riverside Transit Agency Human Resource Policies and Procedures
Subject: Distribution:
All Employees ATTENDANCE POLICY
Effective Date: Page No. Pages File Under Section:
April 1, 1992 4 Of 4 4 - 4
Revision/Review Date: Approved By:
January 1, 2010
Progressive discipline will be applied to employees with excessive absenteeism as follows:
a. The fourth "counted absence" in a moving 12-month period will result in a verbal warning with written confirmation to the employee.
b. The sixth "counted absence" in a moving 12-month period will result in a written warning to the employee.
c. A ninth "counted absence" in a moving 12-month period will result in a final warning and possible suspension. (A “Serious Infraction Warning Notice” may be issued in lieu of a suspension.) The employee will also be advised to seek assistance from the EAP.
d. A twelfth “counted absence” in a moving 12-month period will result in a discharge.
Item 7 134