January 2019

SORTA PLANNING AND OPERATIONS COMMITTEE MEETING

TUESDAY, JANUARY 8TH, 2019- 9:00 A.M. SORTA/METRO BOARD ROOM 602 MAIN STREET, SUITE 1200 CINCINNATI, OHIO

General Items:

Call to order Pledge of Allegiance Recite Mission and Vision Statement 1. Approval of Planning & Operations Committee Minutes: December 11, 2018

Briefing Items

2. MaaS App Update (Khaled Shammout) 3. Reallocate and Mobility Demand Update (Khaled Shammout and Mark McEwan) 4. Ridership Reports for December 2018 (Mark McEwan) To be presented at meeting… 5. ODOT Annual State Safety Oversight Program Status (T.J Thorn)

Action Items:

6. Proposed Motion: Approval of Agency Safety Plan-Bus (T.J Thorn) 7. Proposed Motion: Approval of Agency Safety Plan-Rail (T.J Thorn) 8. Proposed Resolution: Approval of Contract for Security Services at Riverfront Transit Center (Mike Weil) 9. Proposed Resolution: Approval to Purchase Paratransit Vehicles (John Edmondson) 10. Proposed Motion: Approval of Modification for Appointment of OKI Board (David Riposo)

Other Items:

Adjournment

The next regular meeting of the Planning & Operations Committee has been scheduled for Tuesday, February 12th, 2019 at 9:00 a.m., the SORTA/Metro Board Room, 602 Main Street, Suite 1200, Cincinnati, Ohio

The SORTA Board of Trustees may go into Executive “Closed” Session under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee…; Section 121.22(G)(2) To consider the purchase of property for public purposes….; Section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action; Section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees…, Section 121.22(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues; Section 121.22(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office; Section 121.22(G)(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets… PLANNING & OPERATIONS COMMITTEE TH, WEDNESDAY, DECEMBER 11 2018 – 9:15 A.M. SORTA/METRO MT. ADAMS BOARD ROOM 602 MAIN STREET, SUITE 1200 CINCINNATI, OHIO

COMMITTEE/BOARD MEMBERS PRESENT: Brendon Cull, Allen Freeman, Robert Harris, Kreg Keesee, Pete McLinden, Mary Miller and Kathleen Wyenandt

COMMITTEE MEMBERS ABSENT: Gwen Robinson

STAFF MEMBERS PRESENT: Dwight Ferrell, Donna Adkins, John Edmondson, Barbara Gardner- Evans, Dan Feldman, Pat Giblin, Paul Grether, Adriene Hairston, Darryl Haley, Sallie Hilvers, Brandy Jones, Caprice Jones, Maria Jones, Michelle Jeng, Mark McEwan, Greta Perry, Kelly Pierson, Cindy Resor, David Riposo, Judy Ross, Shannel Satterfield and Khaled Shammout

OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP), Alana Tucker (Government Strategies), Hannah Sparling (Media), Chris Moran (LWV)

1. Call to Order

Mr. Cull called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. SORTA’s Vision and Mission Statements

SORTA’s vision and mission statements were recited.

4. Approval of Minutes of November 7th, 2018

Ms. Miller made a motion that the minutes of the November 7th meeting be approved as previously emailed and Mr. Freeman seconded the motion. By voice vote, the Committee approved the minutes.

5. Proposed Resolution: Approval to Purchase Motor Oil

Mr. Haley requested approval to enter into a one (1) year contract with Glockner Oil Company on behalf of SORTA at a cost not to exceed $128,160 for motor oil purchases. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

6. Proposed Resolution: Approval to Purchase Non-Revenue Vehicle Fuel

Mr. Edmondson request approval to enter into a five (5) year contract with Thornton’s Inc., for fleet card services to purchase non-revenue vehicle fuel on behalf of SORTA, at a cost not to exceed $413,563. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

1 7. Proposed Resolution: Approval of Revenue Contract with CVG Partners II, LLC

Mr. Shammout requested approval to enter into a one (1) year revenue agreement with CVG Partners II, LLC at an estimated contract value of $132,000 for the period of January 1, 2019 through December 31, 2019. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

8. Proposed Resolution: Approval of Revenue Contract with Duke Energy

Mr. Shammout requested approval to execute a one (1) year revenue contract for 2019, with one- year options for 2020 and 2021, with Duke Energy for the Riverfront Parking Shuttle (Route 85), at an estimated contract value of $100,000 per a year. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

9. Proposed Resolution: Approval of Service Contract with Butler County

Mr. Shammout requested approval to enter into a one (1) year agreement with Butler County Regional Transit Authority (BCRTA) for a continuation of services at an estimated contract value of $585,813 for the period of January 1, 2019 through December 31, 2019. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

10. Proposed Resolution: Approval of Service Contract with Clermont County

Mr. Shammout requested approval to enter into a one (1) year agreement with Clermont County for a continuation of services at an estimated contract value of $550,004 for the period of January 1, 2019 through December 31, 2019. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

11. Proposed Resolution: Approval of Service Contract with Warren County

Mr. Shammout requested approval to enter into a one (1) year agreement with Warren County for funding of the Warren County service at an estimated contract value cost of $393,448 for the period of January 1, 2019 through December 31, 2019. The Committee agreed to recommend this resolution to the SORTA Board for approval.

This item was moved to the December Board Consent Agenda.

12. Review of Underperforming KPI’s and Recommendations

Mr. McEwan provided an update and recommendations regarding the local and express underperforming routes. This presentation included passengers per hour information for 2017 & 2018, percent deviation, and general comments. He also discussed three key points: Cut Routes, Reallocate Service, and Mobility on Demand, which the Committee then asked Mr. McEwan and staff to extract on all three points and report back to the Board in January.

13. Update on Bus Stop Optimization Project and Upcoming Pilot

Mr. Shammout discussed the bus stop optimization project and the pilot. His presentation included a completed task list such as the inventory of 4,500 stops, bus stop criteria, pilot route & segment 2

selection methodology, and the identification and analyzation of five (5) routes for the pilot. Mr. Haley assured the Committee that he and staff will continue to update the Board during this process. Mr. Shammout also shared a two minute video clip which was released on the ReinventingMetro.com web page.

14. Ridership Reports for November 2018

Mr. McEwan presented the November 2018 ridership reports. Total ridership for the month of November was 1,128,719 which was below budget. On-time performance was 81.6% for local routes, against a goal of 88%. Local routes are carrying 18.7 passengers per hour, against a goal of 20.7 and express routes are carrying 13.5 passengers per trip, against a goal of 16.2. Missed Trips for the month was 137 against 62,652 total trips.

The November Access ridership report; total ridership for Access was 18,735, 1.9% above budget. On-time performance was 91.0% against a goal of 93.0%.

The Cincinnati Bell Connector ridership report for November 2018; total preliminary ridership was 34,674, 3.7 and 1,329 below budget. Average Headway (Peak/Off Peak) was 12:53/15:24 against a goal of 12:00/15:00. The Committee accepted the report as presented.

15. Quarterly Rail Update as of November 2018

Mr. Grether presented the November 2018 rail update. The report included safety metrics, marketing communications highlights, ridership & operations summaries, and the current fleet status. In November, 22 citations were issued.

January ridership summary includes: weekday ridership at 20,378 riders, Saturday’s 9,238, and Sunday’s ridership 4,803, with a preliminary total of 34,674 for the month of December. The key statistics for the streetcar, included trips scheduled (2,258), trips operated (2,156), missed trips (102), blockages (103), signal failures (5), close calls (23), TAA (223) and charters (3). Current fleet status: Camera/Monitor issues, air compressor FMI underway-3 trains implemented, and field modifications that are on-going by CAF scheduled through March 2019.

The Committee accepted the report as presented.

16. New Business

The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, January 8th, 2019 at 9:00 a.m.

17. Adjournment

The meeting adjourned at 10:25 A.M.

Attachments: Presentation

January 2019

BRIEFING ITEM– MOBILITY AS A SERVICE (MaaS) UPDATE

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• Presentation to discuss the purpose of the mobile app, main functionalities, and implementation schedule.

SUBMITTED BY:

Khaled Shammout Director of Transit Development

Mobility as a Service App & Fare Simplification: Update

PLANNING AND OPERATIONS COMMITTEE January, 2019

1 MaaS App Project—Update

• 8 Total proposals received

• Evaluation of proposals is underway

• Vendors’ interviews: End of January

2 Fare Simplification

• Adopt a fare structure that is not zone-based • Elements to be dealt with: – Cincinnati vs. County fares – Local vs. regional fares – Cross jurisdiction fares – Fare allocation among regional partners

3 Fare Simplification—Schedule • Technical – Currently Reviewing Proposals – Notice to Proceed: March 2019 – Develop Trip Planner & Fare App (start): March 2019 • Fare Simplification & Model – Consultant to Develop Fare Model: March 29, 2019 – Title VI Analysis: April 2019 – SORTA’s/Regional Boards’ Approvals: May 2019 – City Council Approval: June 2019

– Feed New Fares into App: July 2019 – App Completion: August 2019

4 THANK YOU

Attachments: Presentation

January 2019

BRIEFING ITEM– REALLOCATE AND MOBILITY DEMAND UPDATE

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• Presentation will be presented and discuss at meeting.

SUBMITTED BY:

Khaled Shammout Director of Transit Development

Service Change Opportunities in 2019 Planning and Operations Committee January 8, 2019

1 REDUCTION OPTIONS

2 Options Discussed in December • Cut Routes – Greatest ridership loss (won’t get customers back) – May be implemented in August 2019 • Reallocate Service – Detailed planning to evaluate where resources should be taken from and moved to – Can see some savings – May be implemented in August 2019 • Mobility on Demand – Instead of cutting routes, transition them to microtransit, subsidized ride-hailing service, or the like – Potential ridership gains, cost savings – Longer timeline (into 2020) 3 CUT ROUTES REALLOCATE SERVICE MOBILITY ON DEMAND

4 Initial Analysis

Productivity (2018) Farebox Recovery (2018) • Routes 1, 28 and 50 have: Route Pass/Hr or Trip Route Farebox Recovery 28 6.6 – Lowest Productivity (Local) 28 7.0% 1 6.6 – Farebox Recovery Ratio 1 8.3% 50 9.8 50 10.1% 49 10.5 24 12.7 49 13.7% 90 14.0 90 15.3% 20 14.1 24 15.6%

5 Boardings Activities 6 December 2017 Service Change Ridership Trends Estimated Estimated Estimated Service 2016 2017 Service Service 2018 Route Change Ridership Ridership Change Net Change Ridership versus 2018 Difference Ridership Net Difference 28 58,952 53,688 2,328 56,016 -19,293 36,723 1 73,101 68,399 -38,150 30,249 -6,448 23,801 50 64,231 55,774 -31,211 24,563 -2,846 21,717 49 138,885 119,827 50,416 170,243 -44,346 125,897 32 329,538 329,799 38,659 376,189 -40,202 335,987 29X 47,433 47,872 11,950 59,822 -6,618 53,204 Total 712,140 675,359 33,992 717,082 -119,753 597,329

Orange – Frequency/Span reduced (eliminated weekend service) Black – Frequency/Span unchanged (more coverage)

Green – Frequency/Span increased 7 Route 1 Coverage Route 28 Coverage

8 Route 50 Coverage

9 Alternative Service to Route 1

10 Alternative Service to Route 28

11 Alternative Service to Route 50

12 Access Riders Impacted (Route 28)

• 109 annual trips impacted • 9 Access riders impacted

13 Recommended Routes for Cutting

Annual Productivity Annual Annual Annual Net Route Operating (Pass./Hr.) Ridership Revenue Cost Cost 1 6.4 23,801 $ 286,683 $ 33,083 $ 253,600 28 6.6 36,723 $ 562,194 $ 52,435 $ 509,760 50 9.9 21,717 $ 279,283 $ 31,858 $ 247,424 Total 82,241 $ 1,128,160 $ 117,376 $ 1,010,784

• Expected savings for 2019 (Aug-Dec) is approx. $394,000 • Expected ridership loss for 2019 (Aug-Dec) is between 24,000 and 32,000

14 CUT ROUTES REALLOCATE SERVICE MOBILITY ON DEMAND

15 From Re-Inventing Metro…

16 Analysis Conducted

Average of Pass/Hr Column Labels Row Labels SA SU WD Grand Total 1 6.4 6.4 2 18.4 18.4 3 19.1 19.1 4 20.6 21.9 19.2 20.6 6 16.7 16.6 19.8 17.7 11 15.2 17.5 19.4 17.4 12 22.8 22.8 14 21.4 21.4 15 19.0 19.0 16 12.2 17.7 15.0 17 16.5 21.3 21.7 19.8 19 20.5 19.9 21.3 20.5 20 10.0 15.0 12.5 21 22.8 22.8 22.6 22.7 23 11.8 11.8 24 9.0 9.9 13.8 10.9 25 17.2 17.2 27 13.9 13.4 19.6 15.6 28 6.6 6.6 29 15.8 15.8 30 14.8 14.8 31 12.9 10.8 15.8 13.1 17 Analysis Conducted

18 Analysis Conducted

19 Analysis 2018 Annual Ridership Route Weekday Saturday Sunday 4 629,525 99,933 72,569 Conducted 11 481,604 52,148 36,098 17 847,279 95,126 58,760 19 409,648 46,860 41,661 33 807,403 88,538 71,809 43 1,148,405 120,319 98,115 78 504,231 59,674 45,504

Avg Headway (minutes) Ridership / headway (ridership by every minute of headway) Route Weekday Saturday Sunday Weekday Saturday Sunday Possible Adjustments 4 21 27 41 29,977 3,701 1,770 Sunday additional service 11 21 26 40 22,934 2,006 902 17 16 19 42 52,955 5,007 1,399 Sunday additonal service 19 34 47 48 12,048 997 868 Add service WD, SA, SU 33 18 33 37 44,856 2,683 1,941 Saturday additional service 43 12 19 26 95,700 6,333 3,774 78 27 31 43 18,675 1,925 1,058 Sunday additional service 20 Recommended Improvements • Route 4: – Improve Sunday frequency • Route 17: – Improve Sunday frequency 17 • Route 33: 78 – Improve Saturday frequency – Add Weekday trips 1:30p-5:30p • Route 51: – Improve WKD, SA & SU frequencies • Route 77: – Add trips 4 • Route 78: – Improve Sunday frequency 51

33 77

21 Potential Service Enhancements

Current Annual Annual Ridership Annual Annual Net Route Service Improvement Productivity Operating Cost Change Revenue Cost 33 (WD) Frequency to PM peak 30.3 $ 99,697 15,646 $ 21,551 $ 78,146 33 (SA) Frequency to Saturday 33.4 $ 37,130 6,513 $ 9,097 $ 28,033 17 (SU) Frequency to Sunday 21.0 $ 155,990 17,905 $ 26,302 $ 129,687 4 (SU) Frequency to Sunday 21.8 $ 143,088 19,331 $ 28,694 $ 114,393 78 (SU) Frequency to Sunday 14.8 $ 125,816 10,935 $ 17,099 $ 108,717 51 (WD) Span increase at night 16.3 $ 57,466 4,711 $ 6,154 $ 51,312 51 (SA) Frequency and span PM 18.8 $ 63,017 6,819 $ 9,103 $ 53,914 51 (SU) Frequency and span AM/PM 16.1 $ 84,739 7,949 $ 10,649 $ 74,090 77X (WD) Frequency improvement 16.4 $ 101,937 7,528 $ 11,216 $ 90,721 Total $ 868,880 97,335 $ 139,866 $ 729,014 • Cost of service enhancements in 2019 (Aug-Dec) is $284,000 • Net Savings in 2019: $394,000-$284,000 = $110,000 • Net annual ridership impact: 20,000+

22 Change in Number of Buses

Number of buses not needed due to service cuts (weekday) Number of buses required to run additional service

Weekday Vehicles Weekday Saturday Sunday Route Route Removed Vehicles Vehicles Vehicles 1 1 33 1 1 0 28 2 17 0 0 2 50 2 4 0 0 3 Total 5 78 0 0 2 51 0 1 1 77X 1 0 0 Total 2 2 8

23 Earliest Possible Implementation of a Service Change June 2019 Review summary report February 2019 and Title VI equity Approve service analysis, make restructuring plan and modifications, approve public hearing date service restructuring

March 2019 August 2019 Conduct public hearing Implement and prepare summary service changes report

24 CUT ROUTES REALLOCATE SERVICE MOBILITY ON DEMAND

25 Alternative Types of Service • Flexible/Route Deviation • On Demand • TNC – Uber – Lyft

26 Route Deviation • Set Route & Stops • ¾ mile deviation • Deviation for a fee • Uses small vehicles • Advance requests for deviations

27 Route Deviation • Meet the transportation needs of an entire community • Interface with the fixed route network • Serve locations on demand along a 1 ½ mile wide corridor • Provide current ACCESS clients with more mobility options • Provide real time responsiveness

28 Connect on Demand – Dayton RTA

• Replaced rural fixed-route service with on-demand service – Partnership with Lyft, other local transportation providers, and paratransit service (Lyft only provides about 15% of trips) – Expanding service for the third time in 2019 – Over 50% savings compared to fixed-route • Internal handling of calls through call center, paratransit service provides call ahead trips when available, some third-party transportation providers supply ADA requested trips.

29 Connect on Demand – Dayton RTA • Select stops have code and phone number for pickup location • Drop off is only to another stop or transfer point • Fare is the same as the fixed-route fare (the rest covered by RTA)

30 Microtransit Pilot - TANK

• TANK went through analysis of microtransit in area around CVG with vendor named Transloc • Transloc helped model the expected costs and demand of this type of service. • TANK is still determining the level of microtransit service to provide in this area and use the pilot as a test for ridership demand.

31 Microtransit Pilot - TANK

• Current pilot area under evaluation

32 APPROACH TO IMPLEMENTING ON DEMAND SERVICE

33 Mobility Needs Gap Analysis

• Important because access to mobility creates access to opportunity – Access to opportunity means ‐ work, school, training, healthcare, services – Access to mobility means – access to a car, a ride, ability to get to transit when and where you need to travel • Mobility Gap Analysis identifies where and when mobility is not currently available

34 Mobility Needs Service Gap Analysis

• Access means I can get to the bus or other means of mobility Home • Access means the service runs when I need to travel Access to • Access means the bus or other means Mobility of mobility goes to my destination When I Need Destination to Travel

35 Service Concept : FlexRoute, MOD

• Transit Provided: • Mobility on Demand Zones • FlexRoute • TNC’s • Outcome: • More mobility and access • More options for paratransit riders • Overlap FLEX, MOD • Expanded coverage • Less costly

36 Impacts on Agency • Functional changes – Call center – Trip-booking – Scheduling – Blended Flex/MOD/Access operations • Staff impacts • Software/technical tools – Low tech approach using Trapeze – High tech alternatives • Transition schedule – program within service cuts timeframe

37 Cost Impact • Service model - operating requirements and costs – Staff – Operators – Service hours – Ridership – Productivity • Service model - capital requirements and costs – Vehicles and types – Software

38 Implementation of a Major Service Change

Jul-Aug ‘19 Feb-Mar ‘19 May‘19 Title VI analysis, Sep ‘19- Apr ‘20 Gap Analysis to Approve service modifications, Implement determine needs plans and public approve service required Mar-Apr ‘20 & service type hearing date restructuring technologies Staff training

Mar-May ‘19 Jun-Jul ‘19 Sep ‘19-Feb ’20 Jan –July 2020 May 2020 Design service Public hearings Contract with Marketing Implement service Service Providers changes

39 Staff Recommendation • Based on stated analysis and community’s needs, staff recommends: – Eliminate Routes: • 1, 28 and 50 – Reallocated resources to: • 4, 17, 33, 51, 77 and 78

40 Thank you

41 Appendix

Attachments: Presentation

January 2019

BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- DECEMBER 31, 2018

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• This report provides a summary of monthly ridership information, both on fixed route (Local/Express), Access services, and Cincinnati Bell Connector.

• Key Performance Indicators (KPIs) such as: Average Fixed Ridership, Passenger per Hour, Passenger per Trip, and Cost per Passenger are provided to show ridership trends and variances.

SUBMITTED BY:

Mark McEwan Manager of Service Analysis

December 2018 Ridership Report

1 Local/Express Ridership

VARIANCE VARIANCE ACTUAL BUDGET 2017 (%/#) (%/#)

TOTAL 1,055,896 975,218 8.3% 80,678 1,028,501 2.7% 27,395 LOCAL 997,619 913,678 9.2% 83,941 965,060 3.4% 32,559 EXPRESS 58,222 61,540 -5.3% -3,318 63,441 -8.1% -5,219

YTD TOTAL 13,750,630 13,754,063 0.0% -3,433 14,265,533 -3.6% -514,903

Current Year Prior Year Budget 2

Local/Express KPIs

ACTUAL KPI/BUDGET VARIANCE

PASSENGERS PER HOUR 17.8 20.7 -2.9 (LOCAL) PASSENGERS PER TRIP 12.3 16.2 -3.9 (EXPRESS)

AVERAGE RIDERSHIP (WD) 44,750 40,962 3,788

AVERAGE RIDERSHIP (SA) 17,922 17,900 22

AVERAGE RIDERSHIP (SU) 11,881 11,078 803

Current year Prior year KPI/Budget 3 Local/Express KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $6.35 $5.57 +$0.78 (LOCAL)

COST PER PASSENGER $14.58 $9.00 +5.58 (EXPRESS)

COST RECOVERY (LOCAL) 25.1% 28.0%28.028.0% -2.9%++ COST RECOVERY (EXPRESS) 29.2% 35.0% -5.8% OTP (LOCAL) ON TIME PERFORMACE (LOCAL) 83.5% 88.0% -4.5% OTP (EXPRESS) ON TIME PERFORMANCE (EXPRESS) 83.7% 88.0% -4.3% Current year Prior year KPI 4 Local/Express Missed Trips

Current year Prior year

ACTUAL TOTAL TRIPS % OF TRIPS OPERATED

MISSED TRIPS (ALL SERVICE) 116 68,052 99.8%

REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS

NO OPERATOR AVAILABLE 51 44.0%

MECHANICAL ISSUE 34 29.3%

TRAFFIC INCIDENT 12 10.3%

LATE OPERATIONS 15 12.9%

OTHER 4 3.5% 5 Access Ridership

ACCESS ACTUAL BUDGET VARIANCE (%/#) 2017 VARIANCE (%/#) PARATRANSIT TOTAL 17,252 17,579 -1.9% -327 17,023 1.3% 556 WD 15,504 15,367 0.9% 137 SA 945 860 9.9% 85 SU 803 796 0.9% 7

YTD 231,099 226,685 1.9% 4,414 227,895 1.4% 3,204

Current Year Prior Year Budget

6 Access KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $35.78 $32.00 +$3.78 ON-TIME PERFORMANCE (OTP) 91.3% 93.0% -1.7% PASSENGERS PER HOUR 2.28 2.20 +0.08 COST RECOVERY 11.6% 14.0% -2.4%

Current year KPI 7 Cincinnati Bell Connector CB Connector Ridership

VARIANCE ACTUAL BUDGET FY2017 VARIANCE (%/#) (%/#)

TOTAL 38,650 32,212 20.0% 6,438 32,611 18.5% 6,039

FYTD 262,637 292,361 -10.2% -29,724 307,082 -14.5% -44,445 TOTAL

Current Year Prior Year Budget

9 CB Connector KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $7.58 $4.10 +$3.48 AVERAGE HEADWAY (PEAK/OFF-PEAK) 13:11/15:32 12:00/15:00 +1:11/+0:32 PASSENGERS PER HOUR 30.6 52.8 -22.2 COST RECOVERY 6.7% 14.3% -7.6%

Current Year Prior Year KPI 10

Monthly Route Performance Measures

11 Route Passenger KPIs - December

KPI Av erage Minimum Standard Benchmark 12 Route Cost KPIs - December

$19.14

KPI Av erage Minimum Standard Benchmark 13 Route Revenue KPIs - December

KPI Av erage Minimum Standard Benchmark 14 Route Revenue KPIs - December

KPI Av erage Minimum Standard Benchmark 15 Route OTP KPI - December

KPI Av erage Minimum Standard Benchmark 16

Attachments: 2017 Annual Program Status Report

January 2019

BRIEFING ITEM – ODOT ANNUAL STATE SAFETY OVERSIGHT PROGRAM STATUS REPORT

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• To satisfy 49 CFR §674.13 and 49 U.S.C. 5329 the State Safety Oversight Agency (ODOT) must report the status of the safety of each rail fixed guideway public transportation system to the Governor, the FTA, and the board of directors, or equivalent entity, of the rail fixed guideway public transportation system.

• Accompanying this briefing item is the annual report for the preceding year for both Cleveland (GCRTA) and Cincinnati Streetcar beginning on page 12 of the document.

• According to the status statement on page 15: “From the ODOT SSO program perspective, the Cincinnati Streetcar project team and rail system safety program are being managed properly and all deadlines for developing documentation for the safety program are being met. The working relationship with the City of Cincinnati, SORTA, Transdev management staff continues to be excellent.”

SUBMITTED BY:

TJ Thorn, OHST, TSSP-Bus/Rail Chief Safety Officer/Vice President, Safety and Security

Rail Transit State Safety Oversight (SSO) Program 2017 Annual Program Status Report

Office of Transit 1980 West Broad Street Columbus, Ohio 43223

November 2018

Page 1 of 16

Executive Summary

This 2017 Annual Program Status Report highlights activities and accomplishments from the Ohio Department of Transportation (ODOT) Rail Transit State Safety Oversight (SSO) program, focused on calendar year 2017. This annual report is required by the Federal Transit Administration (FTA) SSO Rule. The Ohio rail transit agencies (RTAs) included as part of this SSO program are the Greater Cleveland Regional Transit Authority (GCRTA) – heavy and light rail systems, and the City of Cincinnati and Southwest Ohio Regional Transit Authority (SORTA) – the Cincinnati Bell Connector streetcar system.

SSO Program Certification to Part 674 The new SSO Rule (49 CFR Part 674) became effective on April 15, 2016. All of the 31 SSO agencies in the country have three years to complete development and have approval from FTA through a certification process for their Part 674 compliant SSO program. After this three-year period, the current SSO regulation, 49 CFR Part 659, will be repealed along with its authorization, 49 U.S.C. Section 5330. FTA management have been publicly emphasizing and warning that the state SSO programs must be certified to the new SSO Rule (Part 674) by April 15, 2019 or FTA will be forbidden (by Congress) to allocate any new transit grant funding if that state has not been certified within the required timeframe.

On April 25, 2017, the ODOT SSO program submitted the certification application and formally requested certification via letter from Mr. Jerry Wray, Director, ODOT to Mr. Matthew Welbes, Executive Director, FTA. Ohio was the first state to request Certification to the new SSO Rule and announced as the first state Certified on August 29, 2017. A letter was sent to the Ohio Governor and is shown later.

FTA’s press release statement – “Ohio is the first of 30 states in the nation to receive FTA certification of its State Safety Oversight (SSO) Program that provides for the highest level of safety for the state’s rail transit riders and workers. If a state fails to meet a statutory deadline requiring that rail transit systems establish an FTA-certified State Safety Oversight (SSO) Program by April 15, 2019, FTA is prohibited by federal law from obligating any funds to any public transportation agency in that state until certification is achieved. By federal law, the deadline cannot be waived or extended.”

GCRTA Rail Safety Program Status From the ODOT SSO program perspective, the GCRTA rail system safety program is being managed properly and all deadlines for annual certification continue to be completed on time. The working relationship with GCRTA executive management, department management, and staff continues to be excellent. GCRTA’s challenges from a safety performance perspective continue to be managing aging infrastructure and rail vehicles, as well as succession planning for turnover of middle management and technical staff. GCRTA has been working to fully complete their transit asset management activities for rail infrastructure and vehicles so that priorities for technical projects and purchasing of materials can be effectively prioritized and completed, including from a safety perspective. GCRTA has also invested significantly into training and capabilities building for the technical staff in rail-related departments. These activities require a tremendous amount of effort and discipline, and significant progress continues to be made.

Cincinnati Streetcar Rail Safety Program Status From the ODOT SSO program perspective, the Cincinnati Streetcar project team and rail system safety program are being managed properly and all deadlines for developing documentation for

Page 2 of 16 the safety program are being met. The working relationship with the City of Cincinnati, SORTA, and Transdev management and staff continues to be excellent. A full Triennial Audit was successfully completed by the ODOT SSO program during October 2018.

Highlights for 2018 The 2018 calendar year is expected to be busy with planned (and already completed) activities for the ODOT SSO program as follows: • FTA and the ODOT SSO program will continue conference calls to coordinate updates and information requested from FTA. The ODOT SSO program will continue to revise the program standard to address emerging guidance and final regulations (the Agency Safety Plan and Safety Certification Training Program regulations were completed in mid-2018) from FTA, working with both of the Ohio RTAs. • The ODOT SSO program will continue to monitor SORTA’s oversight of Transdev’s progress towards full operations, maintenance, and safety performance for the Cincinnati Bell Connector streetcar system. • SORTA has developed their approach to internal audits of the Cincinnati Bell Connector streetcar system, and will complete audits in 2018 of a planned second one-third of the activities that make up the safety and security programs. • Required completion of Annual Reports and Certification from GCRTA and SORTA by January 31st and Approval from the ODOT SSO program has been completed. Required annual data and information submission and annual certification by the ODOT SSO program to FTA planned to be completed, as required. • The ODOT SSO program plans to complete its Triennial Audit of the GCRTA rail transit systems during September 2018. Additional communications and coordination will be completed starting in the middle of 2018. • Quarterly meetings will continue, as scheduled. o GCRTA – January, April, July, and October o SORTA/City of Cincinnati – February, May, August, and November • ODOT SSO program staff will continue to attend required FTA SSO program workshops twice a year, typically in the Washington, DC area. • ODOT SSO program staff will continue to attend required FTA safety certification training classes and to develop and implement the technical training plan with Cincinnati Bell Connector streetcar. • Both Ohio RTAs (GCRTA and SORTA) staff supporting the safety program continue to work towards completing FTA-required safety certification training.

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Introduction

At least once a year, the SSOA [state safety oversight agency] reports the status of the safety of each rail fixed guideway public transportation system to the Governor, the FTA, and the board of directors, or equivalent entity, of the rail fixed guideway public transportation system.

The Ohio rail transit agencies (RTAs) included as part of this SSO program are the Greater Cleveland Regional Transit Authority (GCRTA) – heavy and light rail systems, and the City of Cincinnati and Southwest Ohio Regional Transit Authority (SORTA) – the Cincinnati Bell Connector streetcar system.

In Ohio, the designated state safety oversight agency (SSOA) has been and continues to be the ODOT Office of Transit. This office provides financial and technical assistance to public transit systems, local governments, and human service agencies throughout the state for the planning, establishment, and operation of those public transit systems. The ODOT SSO program has provided safety oversight for GCRTA since the beginning of the program (1996) and now for the Cincinnati Bell Connector Streetcar since 2012.

SSO Program Certification to Part 674

The new SSO Rule (49 CFR Part 674) became effective on April 15, 2016. All of the 31 SSO agencies in the country have three years to complete development and have approval from FTA through a certification process for their Part 674 compliant SSO program. After this three-year period, the current SSO regulation, 49 CFR Part 659, will be repealed along with its authorization, 49 U.S.C. Section 5330. FTA management have been publicly emphasizing and warning that the state SSO programs must be certified to the new SSO Rule (Part 674) by April 15, 2019 or FTA will be forbidden (by Congress) to allocate any new transit grant funding if that state has not been certified within the required timeframe.

In September 2016, FTA TSO rolled out two draft guidance documents – one for the requirements of a Part 674 compliant program standard and the other was a draft certification application along with a draft 49 CFR Part 674 Certification Toolkit. The draft certification toolkit and application required 31 responses from the state SSO program. As reported in the 2016 report, the ODOT SSO program was encouraged to submit the responses to the toolkit and all 31 responses were provided to FTA TSO as of September 7, 2016.

In October 2016, FTA Office of Safety and Oversight informed the ODOT SSO program that certification consideration required that a Part 674 compliant program standard be developed. We immediately started on the new program standard, which was completed according to FTA’s draft guidance document in December 2016 and approved by all parties – ODOT, GCRTA, SORTA, and the City of Cincinnati – in February 2017. Monthly conference calls continued with FTA and a few program standard appendix updates and two new procedures were developed to comply with the new SSO Rule (Part 674). The ODOT SSO program standard, including the appendices and procedures, are all on the ODOT Office of Transit website. Also in February

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2017, FTA finalized their guidance documents for the Program Standard and Certification Toolkit.

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FTA Safety Advisories

FTA’s authority to issue safety advisories and/or directives can be found in 49 U.S.C. Section 5329(g) Enforcement Actions. These enforcement actions are in regulation as 49 CFR Part 670:

• §670.25 – General Directives – directive for all grant recipients or a subset • §670.27 – Special Directives – directive for named/specific grant recipients • §670.29 – Advisories – an advisory based on hazards or risks to public transportation, which may recommend corrective actions, inspections, conditions, limitations or other actions to avoid or mitigate any hazards or risks.

In 2016, FTA released two more Safety Advisories, but only one of them applied to the Ohio RTAs.

• FTA SA 16-1: Stop Signal Overruns, April 2016 – this safety advisory required that the SSOA provide each RTA’s definition of a stop signal/stop aspect, definition of a stop signal overrun, the total number of stop signal overruns experienced in 2015, and a description of the process used by each RTA to internally detect stop signal overruns. This information was collected from GCRTA, but not from SORTA because they were not yet in revenue service.

The topic of stop signal overruns has continued to be a high priority for FTA TSO. They have released a draft General Directive (GD) 17-1 on January 17, 2017 with additional requirements for the SSOAs and RTAs. GD 17-1 was published in the Federal Register for comment and numerous comments were provided, including from ODOT. FTA TSO has indicated that they are working through the comments and attempting to address those comments before finalizing the GD.

Greater Cleveland Regional Transit Authority (GCRTA)

The ODOT SSO program provides safety oversight for the GCRTA (www.riderta.com) heavy and light rail systems shown in Figure 1, which include 37 miles of double track and catenary power system. Figure 1 also shows GCRTA’s two bus rapid transit (BRT) lines, but the bus operations are not a part of the SSO program. Figure 2 shows one of the light rail vehicles in Tower City.

Communications with GCRTA occur daily with email or phone calls, usually with the Safety Department. GCRTA provides monthly status reports for all investigations, internal audits, and corrective actions. In addition, the ODOT SSO program and GCRTA have quarterly meetings at GCRTA with executive and department management staff to go over status of corrective actions and to share presentations about current safety related activities for the ODOT SSO program. Quarterly meetings for 2017 occurred on January 12th, April 5th, August 3rd, and October 19th.

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Figure 1. GCRTA Heavy and Light Rail Service Map

Figure 2. GCRTA Light Rail Vehicle

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GCRTA and the ODOT SSO program have actively worked together completing investigations and internal audits, using these as an opportunity to enhance safety capabilities related to the rail systems. As shown in Figure 3, the number of reportable event investigations over the last eleven years have been steady at an average of 15 per year, except in 2017. The ODOT SSO program has started to require additional, less severe, events that were already being investigated to also be included in the ODOT SSO program. Note the significant increase of ODOT reportable events starting in 2012 is a part of the new requirements for the enhanced SSO program. We believe that the focus and attention on the less severe safety events has driven down the number of the more severe/significant safety events.

Figure 3. Number of FTA and ODOT Required Investigations by Year The ODOT SSO program assigns GCRTA to complete these investigations, and the ODOT SSO program adopts and approves all of the investigations and corrective action plans (CAPs). The ODOT SSO program staff carefully and independently review the investigations and CAPs to assess whether or not all of the causes and contributing factors for the events were fully investigated and appropriately mitigated/controlled. Any changes needed are discussed and negotiated between the ODOT SSO program and GCRTA staff. Figure 4 shows all CAPs from investigations, internal audits, and ODOT SSO program Triennial Reviews at GCRTA during the eleven-year period. All of these CAPs have been approved by and included in the ODOT SSO program. The CAPs represent action items to improve safety performance on the rail system including training, additional maintenance, or adding new/improving existing capabilities. Over the eleven-year period, the number of total CAPs averages 136 CAPs per year, except for the much lower number of CAPs in 2017.

GCRTA’s internal audits are coordinated with the ODOT SSO program and GCRTA’s Safety and Internal Audit Departments. Each year, approximately one-third of the system safety program plan (SSPP) elements and system security plan (SSP) sections are audited in order to cover the entire safety program over a three-year period. For each internal audit, the ODOT SSO program is included for review of the planned procedures and checklists both for information and in case the ODOT SSO program staff decide to participate in those internal audits. Several meetings during the year are completed with Safety and the Internal Audit Departments to accomplish this coordination and inclusion in the ODOT SSO program.

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Figure 4. Number of Corrective Actions for Investigations and Audits by Year The ODOT SSO program and GCRTA have been working together to ensure that safety certification training is being planned and completed for both organizations. The ODOT SSO program developed an FTA-required Safety Certification Training Plan (current version is Rev 6 dated March 2017, included in the program standard as Appendix C) to manage the required safety training activities. In addition, the GCRTA Training Department has developed an awareness training curriculum for the ODOT SSO program Technical Training Plan. This training from GCRTA was completed as two two-day training sessions to cover all of the technical aspects of operating and maintaining the rail systems at GCRTA. This training was developed in 2016, and then the training with the ODOT SSO program staff was completed in August 2016 and January 2017. In addition, the GCRTA Safety Department staff have also been active in completing their required FTA Safety Certification Training.

Highlights from GCRTA Rail in 2017. Calendar year 2017 was extremely busy for GCRTA. A few highlights are mentioned here, including for all of GCRTA and some for just the Rail related departments.

• The GCRTA Board of Trustees approved the 2017 Rail System Safety Program Plan (RSSPP) as the interim Agency Safety Plan (March 21, 2017) in support of ODOT SSO becoming certified to the new SSO Rule (Part 674). • Significant effort to complete a major refresh of the Rail Operators Rule Book (RORB), Train Control standard operating procedures (SOPs), and related documents, procedures and training were all completed. Multiple departments at GCRTA assured this activity was successfully completed – Rail, Service Quality, Engineering, Safety, Training, and Internal Audit. • Significant capital projects for the rail systems and infrastructure continued including Tower City, multiple stations, and track and power system projects. • Significant technical projects to replace the microprocessor for heavy rail vehicles and the pre-exciter for the light rail vehicles have been completed. These were critical projects that allowed the older rail vehicles to be maintainable and available for full service.

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GCRTA Rail Safety Program Status. From the ODOT SSO program perspective, the GCRTA rail system safety program is being managed properly and all deadlines for annual certification continue to be completed on time. The working relationship with GCRTA executive management, department management, and staff continues to be excellent. GCRTA’s challenges from a safety performance perspective continue to be managing aging infrastructure and rail vehicles, as well as succession planning for turnover of middle management and technical staff. GCRTA has been working to fully complete their transit asset management activities for rail infrastructure and vehicles so that priorities for technical projects and purchasing of materials can be effectively prioritized, including from a safety perspective. GCRTA has also invested significantly into training and capabilities for the technical staff in rail-related departments. These activities require a tremendous amount of effort and discipline, and significant progress continues to be made.

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Cincinnati Bell Connector Streetcar

The ODOT SSO program also provides safety program oversight for the Cincinnati Bell Connector Streetcar (http://www.cincinnati-oh.gov/streetcar/), which includes a route of 3.6 miles of single track and catenary power system. This streetcar system went into service on time September 9, 2016, and ridership at nearly 1 million through March 2018.

One of the modern streetcar vehicles is shown in Figure 5 and the route map is shown in Figure 6. The route runs between the Banks through downtown up to the Over the Rhine neighborhood. This is a joint operation between the City of Cincinnati and the Southwest Ohio Regional Transit Authority (SORTA). Transdev started in August 2015 as the operations and maintenance contractor to SORTA for the Cincinnati Streetcar, including management and staff to operate and maintain the streetcar services. Figure 7 shows one of the streetcar vehicles at the maintenance and operating facility (MOF).

Figure 5. Cincinnati Bell Connector Streetcar

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Figure 6. Cincinnati Streetcar Route Map

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Figure 7. Cincinnati Streetcar Maintenance and Operating Facility (MOF)

Revenue service in 2016 included nearly four months of operation. In that timeframe, the Cincinnati Bell Connector streetcar system had four events that were reportable to FTA and four additional events that were reportable only to the state. These eight investigations resulted in 17 corrective actions. Revenue service in 2017 included 21 safety events that required investigation and resulted in 29 corrective actions.

Communications with the project team occurs daily with email or phone calls. SORTA provides monthly status reports, including logs for daily incidents, blocking vehicles (or construction equipment), and CAPs. The ODOT SSO program participates in the Safety and Security Review Committee (SSRC) meetings, which also includes configuration management committee duties. The ODOT SSO program and SORTA/City of Cincinnati have completed 2016 quarterly meetings (February 2nd, May 5th, August 25th and did not meet in November due to the Triennial Audit in October) in Cincinnati to go over status of the operations, maintenance, development of procedures, and development of related safety and security program processes and documents, as well as investigations and CAPs.

The Cincinnati Streetcar safety program completed their first year of internal audits, covering the first seven safety plan elements, workplace safety at the maintenance and operating facility, and the right-of-way worker protection program. These audits resulted in 35 corrective actions.

In 2017, the ODOT SSO program has participated in Cincinnati Streetcar training activities and worked together to set up awareness training for the streetcar operation. A training session for reviewing investigation processes has been completed as part of one of the tabletop drills for the project testing and start-up phase. In addition, SORTA safety and security staff and Transdev staff have worked towards completing their FTA Safety Certification Training Program requirements.

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Triennial Audit. The ODOT SSO program scheduled and completed a Triennial Audit of the Cincinnati Streetcar, with the onsite activities during October 9-13, 2018. This audit was completed early to review and assure that all of the start-up activities were completed and mitigations were working as intended based on the first year of operations. In addition, this Triennial Audit now puts future Triennial Audits on schedule to follow in the year after the completion of the three-year internal audit cycle. The 2017 Triennial Audit resulted in 50 corrective actions.

Cincinnati Streetcar Rail Safety Program Status. From the ODOT SSO program perspective, the Cincinnati Streetcar project team and rail system safety program are being managed properly and all deadlines for developing documentation for the safety program are being met. The working relationship with the City of Cincinnati, SORTA, and Transdev management and staff continues to be excellent.

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ODOT SSO Program Plans for 2018

The 2018 calendar year is expected to be busy with planned (and already completed) activities for the ODOT SSO program as follows: • FTA and the ODOT SSO program will continue conference calls to coordinate updates and information requested from FTA. The ODOT SSO program will continue to revise the program standard to address emerging guidance and final regulations (the Agency Safety Plan and Safety Certification Training Program regulations were completed in mid-2018) from FTA, working with both of the Ohio RTAs. • The ODOT SSO program will continue to monitor SORTA’s oversight of Transdev’s progress towards full operations, maintenance, and safety performance for the Cincinnati Bell Connector streetcar system. • SORTA has developed their approach to internal audits of the Cincinnati Bell Connector streetcar system, and will complete audits in 2018 of a planned second one-third of the activities that make up the safety and security programs. • Required completion of Annual Reports and Certification from GCRTA and SORTA by January 31st and Approval from the ODOT SSO program has been completed. Required annual data and information submission and annual certification by the ODOT SSO program to FTA planned to be completed, as required. • The ODOT SSO program plans to complete its Triennial Audit of the GCRTA rail transit systems during September 2018. Additional communications and coordination will be completed starting in the middle of 2018. • Quarterly meetings will continue, as scheduled. o GCRTA – January, April, July, and October o SORTA/City of Cincinnati – February, May, August, and November • ODOT SSO program staff will continue to attend required FTA SSO program workshops twice a year, typically in the Washington, DC area. • ODOT SSO program staff will continue to attend required FTA safety certification training classes and to develop and implement the technical training plan with Cincinnati Bell Connector streetcar. • Both Ohio RTAs (GCRTA and SORTA) staff supporting the safety program continue to work towards completing FTA-required safety certification training.

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Attachments: Action Item Safety Plan

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

APPROVAL OF AGENCY SAFETY PLAN FOR BUS

I move that the SORTA Board approve a multimodal System Safety Program Plan (SSPP) for Bus as the Interim Agency Safety Plan.

Attachments: System Safety Program Plan - Bus

January 2019

ACTION ITEM- APPROVAL OF INTERIM AGENCY SAFETY PLAN - Bus

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

Approval of System Safety Program Plan (SSPP) – Bus, as the Interim Public Transit Agency Safety Plan authorizing the CEO/General Manager, EVP/COO, and the Vice President of Safety and Security to implement such plan.

FINANCIAL CONSIDERATIONS

• There are no financial considerations.

BUSINESS PURPOSE

• The Public Transportation Agency Safety Plan (PTASP) final rule (49 C.F.R. Part 673) becomes effective on July 19, 2019. Each transit operator is required to certify that it has a safety plan meeting the requirements of the rule by July 20, 2020.

• Under Part 673, a transit agency is required to maintain documents that describe its Safety Plan, including those related to implementation and results from processes and activities. Also, a transit operator may have existing documentation that describes processes, procedures, and other information required in Part 673.

• To ensure an orderly transition from the System Safety Program Plan (SSPP) to the Public Transit Agency Safety Plan (PTASP), a Bus-only SSPP has been created and will serve as the interim PTASP while the PTASP is developed.

• A final Public Transit Agency Safety Plan (PTASP), compliant with the upcoming requirements will be presented to the Board of Trustees in December 2019.

PROCUREMENT CONSIDERATIONS

• There are no procurement considerations.

D/M/WBE CONSIDERATIONS

• There are no D/M/WBE considerations.

LEGAL CONSIDERATIONS • The Public Transportation Agency Safety Plan (PTASP) final rule (49 C.F.R. Part 673) requires certain operators of public transportation systems that are recipients or sub-recipients of financial assistance under 49 U.S.C. § 5307 to develop Public Transportation Agency Safety Plans, which include the processes and procedures necessary for implementing Safety Management Systems (SMS).

SUBMITTED BY:

TJ Thorn, OHST, TSSP Dwight A. Ferrell VP, Safety and Security CEO/General Manager Attachments: Action Item Safety Plan

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

APPROVAL OF AGENCY SAFETY PLAN FOR RAIL

I move that the SORTA Board approve a multimodal System Safety Program Plan (SSPP) for Rail as the Interim Agency Safety Plan.

Attachments: System Safety Program Plan - Rail

January 2019

ACTION ITEM- APPROVAL OF AGENCY SAFETY PLAN FOR RAIL

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

Approval of System Safety Program Plan (SSPP) – Rail, as the Interim Public Transit Agency Safety Plan authorizing the CEO/General Manager, EVP/COO, and the Vice President of Safety and Security to implement such plan.

FINANCIAL CONSIDERATIONS

• There are no financial considerations.

BUSINESS PURPOSE

• To comply with provisions of Ohio Revised Code Section 5501.56, System Safety Program Standard, and 49 CFR 674, Rail Fixed Guideway Systems, which requires the Agency Safety Plan (System Safety Program Plan) to be approved by the Rail Transit Agency Board of Directors (or equivalent).

PROCUREMENT CONSIDERATIONS

• There are no procurement considerations.

D/M/WBE CONSIDERATIONS

• There are no D/M/WBE considerations.

LEGAL CONSIDERATIONS

• Ohio Revised Code Section 5501.56, System Safety Program Standard, Sections 49 CFR Part 674.9 and Part 673.

SUBMITTED BY:

TJ Thorn, OHST, TSSP Dwight A. Ferrell VP, Safety and Security CEO/General Manager Attachments: Action Item Procurement Summary

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO. 2019-xx

APPROVAL OF CONTRACT FOR SECURITY SERVICES AT RIVERFRONT TRANSIT CENTER

WHEREAS:

1. Security services are required at the Riverfront Transit Center from 5:30 A.M. until 10:30 P.M. Monday through Friday to ensure the security of staff, visitors and customers, and to contact the appropriate fire, rescue and law enforcement agencies if the need arises.

2. Bid specifications were based on a scope of work developed by staff was released to ten (10) potential proposers, including two (2) D/M/WBE Firms.

3. Two (2) bids for security services were received. Staff recommends the Board accept the bid submitted by National Alliance Security, a three (3) year contract with a two (1) year options for a total of five(5) years, at a total estimated cost of $384,982 as the lowest responsive bid from a responsible bidder.

4. Funding for this project is included in the RTC operating budget.

THEREFORE, BE IT RESOLVED:

5. The Board hereby finds the bid of National Alliance Security, as recommended by the SORTA staff, to be the lowest responsive bid from a responsible bidder, and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications.

6. The Board authorizes the CEO/General Manager, EVP/COO, or the CFO/Secretary-Treasurer to execute a contract with National Alliance Security on behalf of SORTA.

Attachments: Procurement Summary

January 2019

APPROVAL OF CONTRACT FOR SECURITY SERVICES FOR RIVERFRONT TRANSIT CENTER

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager, EVP/COO, or the CFO/Secretary- Treasurer to execute a three (3) year contract with two (1) year options with National Alliance Security on behalf of SORTA at a cost not to exceed $384,982.

FINANCIAL CONSIDERATIONS

• This is a five (5) year agreement (3 year term with two 1 year options) with a total expenditure of $384,982.

• This agreement is a firm, fixed contract price.

• Base period (3 years) is a total of $229,000.20 or $76,333.40 per year. Option year 1 is a total of $77,438.40 Option year 2 is a total of $78,543.40 Total expenditure $384,982.

• This agreement replaces a prior three (3) year contract which totaled $183,032.

• This contract is funded entirely through the Riverfront Transit Center operating budget.

BUSINESS PURPOSE

• Security coverage is required at the Riverfront Transit Center to ensure the security of staff, visitors and customers, and to contact the appropriate fire, rescue and law enforcement agencies if the need arises.

PROCUREMENT CONSIDERATIONS

• This is an Invitation for Bid.

• This is a contract for a three (3) years with two (1) year options for a total of five (5) years.

• National Alliance Security submitted the lowest responsive bid from a responsible bidder.

• The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

• This solicitation was sent to 10 potential vendors, including 2 D/M/WBE Firms.

• National Alliance Security is a certified Womens Business Enterprise (WBE) accredited by the Ohio River Valley Women’s Business Counsel. Certification attached.

LEGAL CONSIDERATIONS

• Section 306.43 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Darryl Haley Dwight A. Ferrell EVP/COO CEO/General Manager

Procurement Summary Report Invitation for Bid Contract No. 78-2018

Contract Information

A. Description: SORTA requires security services for their Riverfront Transit Center location at 33 East Mehring Way, Cincinnati, OH 45202.

B. Contractor: National Alliance Security Agency, Inc.

C. Contract Amount: Not to exceed $384,982 over the life of the contract.

D. Determination of Price Reasonableness: The proposed price of $384,982 is deemed fair and reasonable based on the outcome of the competitive procurement process.

E. Contract Type: Firm fixed price

F. Performance Period: A base period of 3 years, February 1, 2019 through January 31, 2022 plus two (2) one (1) year option period which would carry the contract through January 31, 2024.

G. Options Available: Two (2) one (1) year options

H. Funding Source: 100% Riverfront Transit Center Budget

I. Participation by D/M/S/WBE Firms: Yes, company is WBE.

Solicitation Information

J. Solicitation Type: IFB

K. Number of Quote Packages Sent: Ten (10) plus published on Public Purchase

L. Number of D/M/WBE Firms Solicited: One (1)

M. Date and Time for Quote Receipt: December 12, 2018 at 2:00pm

N. Number of Quotes Received: Three (3)

O. Number of Quotes Received from D/M/WBE Firms: Two (2)

P. Quotes Evaluated: The following bids were evaluated:

Firm Bid Price

Aegis Protective Service $433,417

Black TIE Protective Service $618,800

National Alliance Security Agency, Inc. $384,982

1 IFB-78-2018

12/18/2018

Attachments: Action Item Procurement Summary

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO. 2019-xx

APPROVAL TO PURCHASE PARATRANSIT VEHICLES

WHEREAS:

1. SORTA requires specialized transportation vehicles for its Access fleet.

2. Specifications were prepared by SORTA staff for the purchase of vehicles and a request for proposals (RFP) according to those specifications were released to fifty-five (55) potential proposers.

3. Three (3) proposals were received. Staff recommends that SORTA execute a five (5) year contract with Transportation Equipment Sales Corp (TESCO), for the purchase of paratransit vehicles, at cost not to exceed $4,251,995.

4. This expenditure will be funded with combination of federal and local funds.

THEREFORE, BE IT RESOLVED:

5. The Board hereby approves the contract with Transportation Equipment Sales Corp. (TESCO) for the purchase of a minimum of five (5) StarTrans (Forest River), paratransit vehicles and a maximum of fifty-five (55) , at a total estimated cost not to exceed $4,251,995and authorizes the CEO/General Manager, EVP/COO, or the CFO/Secretary-Treasurer to executive such contract on behalf of SORTA.

Attachments: Procurement Summary Report

January 2019

ACTION ITEM- APPROVAL TO PURCHASE PARATRANSIT VEHICLES

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager, EVP/COO, or the CFO/Secretary-Treasurer to execute a five (5) year contract on behalf of SORTA with Transportation Equipment Sales Corp (TESCO), for the purchase of paratransit vehicles, at cost not to exceed $4,251,995.

FINANCIAL CONSIDERATIONS

• This five (5) year contract will allow SORTA to purchase a minimum of five (5) buses and a maximum of fifty-five (55) for a total contract amount not to exceed $4,251,995.

• This price has been deemed to be fair and reasonable based on the current national average price of $72,950 for small paratransit vehicles as published in the American Public Transportation Association’s 2017 Public Transportation Vehicle Database.

• This expenditure will be a combination of federal and local funding.

BUSINESS PURPOSE

• Contract No. 25-2018 (with TESCO) will allow SORTA to replace aging paratransit vehicles.

PROCUREMENT CONSIDERATIONS

• This solicitation was sent to fifty-five (55) firms.

• Three (3) proposals were received and none were received from D/M/WBE firms.

• The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

• Pursuant to FTA requirements, transit vehicle manufacturers are required to submit DBE programs to FTA for review and approval prior to bid submission for any transit vehicle purchasing solicitation. StarTrans (Forest River), the FTA eligible manufacturer for this vehicle, has a current DBE goal for 2019 of 0.41%, as approved by FTA.

LEGAL CONSIDERATIONS

• Section 306.43 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Darryl Haley Dwight A. Ferrell EVP/COO CEO/General Manager

Procurement Summary Report Request for Proposal Contract No. 25-2018

Contract Information

A. Description: Paratransit Buses.

B. Contractor: Transportation Equipment Sales Corp. (TESCO), an authorized dealer for StarTrans products in Ohio. StarTrans is an affiliate of Forest River, an eligible transit vehicle manufacturer (TVM) for FTA.

C. Contract Amount: Contract is an indefinite delivery and indefinite quantity not to exceed $4,251,995. The not to exceed amount is calculated based on the purchase of 55 units at the average cost per unit of $77,309 ($71,367 base price + 4% year over year).

SORTA seeks to purchase at a minimum 5 buses and a maximum of 55.

D. Determination of Price Reasonableness The price per unit ($71,367) and estimated average cost per unit ($77,309) is deemed to be fair and reasonable based on the current national average price of $72,950 for cutaway buses with similar seating capacity and design as published in the American Public Transportation Association’s 2017 Public Transportation Vehicle Database.

E. Contract Type: Indefinite delivery, indefinite quantity

F. Performance Period: Five years (February 1, 2019 – January 31, 2024)

G. Options Available: None

H. Funding Source: Federal and Local

I. Participation by D/M/S/WBE Firms: Pursuant to FTA requirements, transit vehicle manufacturers are required to submit DBE programs to FTA for review and approval prior to bid submission for any transit vehicle purchasing solicitation. StarTrans (Forest River), the FTA eligible manufacturer for this vehicle, has a current DBE goal for 2018 of 0.41%, as approved by FTA.

Solicitation Information

J. Solicitation Type: RFP

K. Number of Solicitation Packages Sent: 55

L. Number of D/M/WBE Firms Solicited: 0

M. Date and Time for Bid Receipt: November 19, 2018, 2:00 p.m.

N. Number of Bids Received: 3 O. Number of Bids Received from D/M/WBE Firms: 0

P. Bids Evaluated: Transportation Equipment Sales Corp. (TESCO)

Q. Evaluation Method: Award made based on proposal offering the best overall value, qualitative technical factors and price.

R. Discussion of Nonresponsive Bids: None

S. Protests Received: None

Recommendation for Award

TESCO is determined to have submitted a proposal acceptable to SORTA, cost and all other factors considered; it has the capacity to perform this contract in all respects and is recommended for award.

Concur: ______Project Manager

Prepared by: ______Buyer/Purchasing Agent

Reviewed and Approved: ______Director of Procurement Attachments: Action Item

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

APPROVAL OF MODIFICATION FOR APPOINTMENT TO OKI BOARD

I move that Darryl Haley be appointed as SORTA’s representative to the OKI Board of Trustees and David Riposo as the alternate.

Attachments: Action Item

January 2019

ACTION ITEM- APPROVAL OF APPOINTMENT TO OKI BOARD

STRATEGIC PLAN GOAL / OBJECTIVE

• Strategic Partnering

RECOMMENDATION

Approval of a motion that appoints Darryl Haley as SORTA’s representative to the OKI Board of Trustees and David Riposo as the alternate.

FINANCIAL CONSIDERATIONS

• N/A

BUSINESS PURPOSE

• The term of SORTA’s current representative on the Ohio-Kentucky-Indiana Regional Council of Government (OKI)’s Board of Directors for 2018 will expire upon convening the Board of Directors of the Council in January 2019.

• The OKI Articles of Agreement require that persons representing counties, cities, townships, or planning agencies must be selected by the governing body of that organization.

• Representation on the OKI Board of Directors is not a commitment to fund OKI. The purpose of local representation on OKI is to assure that work on behalf of the region is responsive to local needs.

PROCUREMENT CONSIDERATIONS

• N/A

D/M/WBE CONSIDERATIONS

• N/A

LEGAL CONSIDERATIONS

• Section 306.53 of the Ohio Revised Code (ORC) notes that, as a regional transit authority, SORTA may cooperate with other governmental agencies of this state, or the United States, to carry out the purposes set forth under ORC 306.31.

SUBMITTED BY:

Darryl Haley Dwight A. Ferrell EVP/COO CEO/General Manager