Transit Management Committee

Transcription

1 MEETING OF THE Transit Management Committee MEETING DATE November 3, 2010 TIME LOCATION 11:00 a.m. MAG Saguaro Room 302 N. 1 st Avenue Suite 200 Phoenix

2

3 October 27, 2010 TO: FROM: RE: Members of the Valley Metro RPTA Transit Management Committee David A. Boggs Executive Director November 3, 2010 TMC Packet Notes Attached is the November 3, 2010 TMC Meeting agenda and supporting information. The meeting is scheduled to begin at 11:00 a.m. and will be held at MAG in the Saguaro Room at 302 N. 1 st Avenue, Suite 200. If you have any questions regarding the information in this packet, please let me know.

4

5 October 27, 2010 Transit Management Committee MAG Saguaro Room 302 N. 1 st Avenue, Suite 200 Wednesday, November 3, :00 a.m. 1. Consent Agenda Action Recommended 1. For action The TMC will consider items A through H on consent. A. Summary Minutes A. For action Summary minutes from the October 6, 2010 meeting of the TMC are presented for approval. B. Commercial General Liability Insurance Coverage Renewal B. For action Staff will request the TMC forward to the Board of Directors for consideration, approval of the Commercial General Liability Insurance Purchase. C. Authorization to Issue an Invitation for Bids (IFB) for Transit Book Printing C. For action Staff will request the TMC forward to the Board of Directors for consideration, authorization for the Executive Director to issue an Invitation for Bids for Transit Book printing. D. Intergovernmental Agreement with the City of Phoenix for FTA Pass-Through Grant Reimbursements (AZ-37-X017) D. For action Staff requests the TMC forward to the Board, authorization for the Executive Director to execute an Intergovernmental Agreement with the City of Phoenix for FTA Pass-Through Grant Reimbursements. To attend this meeting via teleconference, contact Rosalia Lopez at for the dial-in-information. The supporting information for this agenda can now be found on our website at: 1

6 E. Authorization to Issue a Request for Proposals (RFP) for Specialized Web Consulting and Programming Companies to establish an on-call consulting services list E. For action Staff will request TMC forward to the Board of Directors for consideration, authorization for the Executive Director to issue a RFP for Specialized Web Consulting and Programming Companies to establish a Qualified Vendor List. F. City of Surprise Transit Service Agreement Amendment- Contract # F. For action Staff will request TMC forward to the Board of Directors for consideration, authorization for the Executive Director to enter into the Transit Service Agreement Amendment with the City of Surprise. G. Information Technology Services Joint Procurement with METRO Rail G. For action Staff will request TMC forward to the Board of Directors for consideration, authorization for the Executive Director to conduct a joint procurement for Information Technology services with METRO Rail. H. Federal Legislative Counsel Contract Award H. For action Staff will request TMC forward to the Board of Directors for consideration, authorization for the Executive Director to award the Federal Legislative Counsel contract to Denny Miller Associates for an amount not to exceed $60,000 per year plus approved expenses. 2. Update on 2010 TLCP Working Group 2. For information David Boggs, Executive Director, will introduce Paul Hodgins, Capital Programming Manager, who will provide an update on the 2010 TLCP Working Group. 3. Legislative Update 3. For information David Boggs, Executive Director, will introduce Bryan Jungwirth, Chief of Staff, who will provide an update on current legislative issues. 4. Regional Public Communications and Education Update 4. For information David Boggs, Executive Director, will introduce Mario Diaz, Chief Marketing Officer, who will provide the TMC with an To attend this meeting via teleconference, contact Rosalia Lopez at for the dial-in-information. The supporting information for this agenda can now be found on our website at: 2

7 update on regional public communications and education outreach. 5. Future TMC Agenda Items Request and Report on Current Events 5. For information Chairwoman Debbie Cotton will request future TMC agenda items from the TMC members and TMC members may provide a report on current events. 6. Executive Director s Report 6. For information David Boggs, Executive Director, will brief the TMC on current issues. 7. Public Comment 7. For information An opportunity for general public comment on issues related to Valley Metro RPTA. Up to three (3) minutes will be provided for each speaker. 8. Next Meeting 8. For information The next meeting of the TMC is scheduled for January 5, 2010 at 11:00 a.m. Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print, audiocassette, or computer diskette) are available upon request. For further information, please call Nichole Myers, Valley Metro at or TDD at To attend this meeting via teleconference, contact Rosalia Lopez at for the dial-in-information. The supporting information for this agenda can now be found on our website at: 3

8

9 1

10 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item 1 Subject Consent Agenda Summary The Transit Management Committee (TMC) will consider items A through H on consent. Fiscal Impact Please refer to individual items for this information. Considerations Please refer to individual items for this information. Prior Committee Action Please refer to individual items for this information. Recommendation It is recommended that the TMC approve the items listed on the consent agenda. Contact Person David Boggs Executive Director Attachments Consent Agenda Items 1

11

12 Date October 27, 2010 Transit Management Committee Information Summary Agenda Item A Subject Summary Minutes from the October 6, 2010 Transit Management Committee Meeting Summary Summary Minutes from the October 6, 2010 Transit Management Committee meeting are presented for review and approval. Fiscal Impact None Considerations None Prior Committee Action None Recommendation Approval of the Summary Minutes from the October 6, 2010 TMC meeting. Contact Person David Boggs Executive Director Attachments Summary Minutes from October 6,

13 Summary Minutes Valley Metro RPTA Transit Management Committee Wednesday, October 6, 2010 MAG Saguaro Room 302 N. 1 st Avenue, Suite 200 Phoenix, AZ Members Present Debbie Cotton, City of Phoenix, Chair Greg Jordan for Carlos De Leon, City of Tempe, Vice Chair David Meinhart, City of Scottsdale Jamsheed Mehta, City of Glendale Tami Ryall, Town of Gilbert David Moody, City of Peoria Rogene Hill, City of Avondale Mike James, City of Mesa Pat Dennis, City of El Mirage Robert Zeder, City of Chandler Mitch Wagner for Mike Sabatini, Maricopa County Steve Banta, METRO Cato Esquivel, City of Goodyear Paul Ward for David Johnson, Town of Buckeye Members Not Present Mike Normand, ADOT Chris Hagen, City of Tolleson Jim Swanson, City of Surprise Chair Debbie Cotton called the meeting to order at 11:00 a.m. 1. Consent Agenda The following items were presented on the consent agenda: A. Summary Minutes from September 1, 2010 B. Contract Award for Route 685 Gila Bend Regional Connector Service C. Contract Award for the RPTA Mesa Facility Site Security Improvements Project 2

14 D. Valley Metro Transit Book Printing Contract Change Order IT WAS MOVED BY DAVE MEINHART, SECONDED BY JAMSHEED MEHTA AND UNANIMOUSLY CARRIED TO APPROVE THE CONSENT AGENDA. 2. Authorization to Issue a Competitive Procurement to Implement the MyStop ID Project Ms. Cotton said the City of Phoenix will not be supporting this idea. The city is concerned with the technology being considered and would rather see a GPS based system. The city has approximately 4,000 stops over 500 square miles. RJ Zeder said he would like to see the presentation. Scott Wisner, Manager of Customer Service provided the presentation that was included in the meeting materials. Rogene Hill asked why Phoenix would not be participating in this project. Ms. Cotton said the technology being considered is out of date. She said the stops in Phoenix are always being moved for street construction, accidents etc. and the GPS system would be updated all the time. She said her staff did do some research and found some transit systems using the GPS system. Mr. Wisner said the line does have voice recognition software, however because of the various dialects in the Valley the system cannot always be used effectively by the caller which increases calls to the agents. He said this system will allow the caller to enter a five-digit number and get route information more quickly. Mr. Wisner also noted that GPS cannot be used by all bus riders. To use the GPS system, callers would need to have a GPS enabled smart phone. Greg Jordan asked if there was any reason that this system couldn t be moved to GPS over time. Mr. Wisner said it could be moved in that direction, however, a private company would need to have access to data for GPS purposes. Steve Banta asked what currently happens when a caller requests information. Mr. Wisner said a caller is prompted to answer four to five questions regarding their location. If the caller doesn t speak clearly or the information is interpreted incorrectly, wrong information can be given to the caller. If the caller has the stop identification number accurate information can be given. Mr. Meinhart said the biggest issue is the amount of time being spent on the phones. He said he is not supportive of forcing riders to use a GPS based system. He said this is a step in the right direction. Mr. Banta asked if this system can provide real time information. Mr. Wisner said yes and that Rapid, LINK and METRO are currently using real time information. 3

15 Mr. Mehta asked what portion of the bus stops are in Phoenix? Mr. Wisner said 50 percent. Mr. Mehta also asked what happens if all of the funds are not used for this project? Do the funds need to be returned? And what happens if Phoenix doesn t participate? Mr. Wisner no the funds do not need to be returned. If Phoenix doesn t participate it creates a doughnut hole effect around the valley and the program won t be as successful as it could be. Mr. Mehta asked if there will be enough stickers for future growth and how long do we have to expend the funds? Mr. Wisner said yes, and we have 24-months to expend the funds. Mr. Jordan asked if installation of the decals is covered by the grant. Mr. Wisner said yes. He said there will be a contractor held on retainer for replacement of decals as needed and the decals are designed for longevity. He said the decal will be blue with the phone number and the individual bus stop identification number. Mike James said it is a good program and it s a loss to the system not to have Phoenix participating but understands that on-going maintenance could be an issue. Mr. Wisner said he would like to continue to look at technology and he did research the systems that Phoenix referred to and the those systems require caller input. He said the GPS system is not the norm in some of the larger transit programs. He said Phoenix could choose to participate at a later date after some data has been collected. Mr. Zeder said the city of Chandler cannot support this program. It would create two systems. Mr. Jordan asked how a two-tier system would be handled. Mr. Wisner said there this is just an additional option for the customer to use. They will still be able to access a customer service representative, use the web or use the IVR system. Ms. Hill asked if there is a way the rider could learn the sign number. Mr. Wisner said yes. The computer system will assign a number to each bus stop sign even there isn t a decal on the sign and the caller could be given that number for future use. Mr. Meinhart asked how many customer service representatives are needed. Mr. Wisner said 48 representatives are needed and his department is currently down eight and as the system grows, so will the need for representatives. He said the current cost is $38,000 per year per representative. Ms. Cotton said the cost of extra maintenance is also a consideration for this project for the city of Phoenix. She said staff will continue the dialogue regarding this project. IT WAS MOVED BY DAVID MEINHART, SECONDED BY ROGENE HILL AND CARRIED TO FORWARD THIS ITEM TO THE RPTA BOARD OF DIRECTORS FOR 4

16 CONSIDERATION. PHOENIX AND CHANDLER VOTED NO. BUCKEYE ABSTAINED. 3. Legislative Update Mr. Boggs introduced Bryan Jungwirth, Chief of Staff, who said there is a continuing resolution which allows the federal government to operate until December 3. He said there will be a lame duck session until the end of the year after this fall s elections and that RPTA continues to watch the tax extenders, earmark reform, and infrastructure legislation. 4. Future TMC Agenda Items and Request and Report on Current Events None 5. Executive Directors Report Mr. Boggs said the Board will be reviewing and approving the changes to the lease cost at 4600 E. Washington and will be receiving information regarding the Regional Transit Advisory Group. 6. Public Comment None With no further discussion the meeting adjourned at 11:35 a.m. 5

17

18 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item B Subject Commercial Property and General Liability Insurance Coverage Renewal Summary Valley Metro RPTA currently purchases commercial insurance to cover losses to RPTAowned property and to protect RPTA from claims involving third parties. The current insurance policies will expire on December 1, Fiscal Impact The following indications were provided by our insurance broker: Line of Coverage Policy Limit Renewal Premium Expiring Premium % Change Property Contents value $ 1,837 $ 1,935 (5.0%) Crime $ 1,000,000 $ 2,091 $ 1, % Auto Liability & Phys.Damage* $ 300,000 $ 16,832 $ 15, % Excess Liability 1 st layer $10,000,000 $ 91,898 $ 99,834 (8.6%) Excess Liability 2 nd layer $10,000,000 $ 19,167 $ 22,650 (15.4%) Excess Liability 3 rd layer $15,000,000 $ 14,055 $ 16,099 (12.7%) Excess Liability 4 th layer** $25,000,000 $ 24,895 $ 30,192 (17.6%) Totals $ 170,775 $ 188,114 (2.4%) * the auto liability and physical damage coverage applies to the RPTA administrative fleet vehicles only. It does not cover the buses or road supervisor vehicles used for service ** total excess liability limits are $60,000,000 x $250,000 self-insured required retention 1

19 Considerations The Valley Metro RPTA insurance policies are part of a combined insurance program with Valley Metro Rail. The policies cover exposures of both entities and premium is split between the two organizations based on exposure as determined by the insurance underwriters. The split is approximately 75% METRO and 25% RPTA. Due to the overlapping of employees, this combined approach has been beneficial to RPTA in the coordination of coverage and in the purchasing power of the combined entities. If this item is not approved, insurance coverage will lapse. Prior Committee Action TMC November 3, 2010 for action Board November 18, 2010 for action Recommendation It is recommended that the TMC forward to the Board of Directors for consideration, the request to renew the existing lines of: property; crime; business auto; and excess liability insurance coverage for a one year period and priced as follows: Property $ 1,837 Crime $ 2,091 Auto Liability & Physical Damage $ 16,832 Excess Liability 1 st layer $ 91,898 Excess Liability 2 nd layer $ 19,167 Excess Liability 3 rd layer $ 14,055 Excess Liability 4 th layer $ 24,895 Totals $ 170,775 Contact Person Penny Lynch Chief Human Resources Officer Valley Metro RPTA Attachments None 2

20 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item C Subject Authorization to Issue an Invitation for Bids (IFB) for Transit Book Printing Summary The Transit Book is an 8 x 9, ~300-page, bound book with a folded system map bound inside the back cover. Approximately 250,000 copies are printed bi-annually with effective dates in January and July. The books are distributed Valley-wide on buses, at transit centers, park-and-ride lots, libraries and mailed upon request to the general public. The Transit Book printing IFB will allow the RPTA to select a vendor for the next ten issues (five years) and it will accommodate flexibility in quantity and page count and allow some cost adjustments on the vendor s behalf for paper and materials. Subsequent to the second printing of the Transit Book. Fiscal Impact Printing of the Transit Book is allocated $500,000 on an annual basis. The cost is funded with Public Transportation Fund revenues. This includes printing, storage and delivery. These funds have been approved and can be found in the RPTA Marketing Regional Services budget. (Ref: Operating Budget, tab two, page 101). Considerations The Transit Book assists riders with information on bus and light rail routes and schedules, transit center locations, fare policies, tips for riding and more. Based on passenger research, the Transit Book is the most common, sought after resource for transit riders to obtain transit information. Having this information in a printed format also reduces the number of calls made to Customer Service and provides a resource for passengers who do not have access to a computer or online information. As each issue of the Transit Book is printed, a postage-paid survey card is included to gain customer input to improve the book. This powerful information has allowed Valley Metro RPTA Marketing to incorporate this feedback into each version of the Transit Book (improving the readability of the book, presentation of information, availability/delivery options, etc). 1

21 In addition to a printed version, an online version is posted to ValleyMetro.org. Customers can download the entire book, or only those routes that they travel frequently. This helps to minimize print costs while continuing to meet user demand. Since its availability in electronic format in 2008, over 201,000 customers have viewed the Transit Book online, which is an estimated savings of approximately $180,000. Prior Committee Action Transit Management Committee, November 3, 2010 for action Board of Directors, November 18, 2010 for action Recommendation It is recommended that the TMC forward to the Board of Directors for consideration, authorization for the Executive Director to issue an Invitation for Bids for the printing of the Transit Book for a five year period. Contact Person Erin Rauch Marketing Supervisor Mario Diaz Chief Marketing Officer Attachments Transit Book Presentation 2

22 Valley Metro Transit Book Transit Management Committee November 3, 2010

23 Why is the Transit Book Important? Based on passenger research, it is the most widely-used tool to obtain transit information Printed information reduces the number of calls to Customer Service Allows RPTA to capture timely survey information from customers 2

24 Transit Book Usage More customers are accessing the Transit Book from the website than ever before 400, , , , , ,000 Number of printed books Number of web page views 100,000 50,000 0 Jan-08 Jul-08 Jan-09* Jul-09 Jan-10 3

25 Resources for Bus Routes & Schedules Where do you turn first for information about bus routes and schedules? Transit Book Transit information Bus operator Internet Friend/family/ other riders Signs/kiosks Phone Other 17% 18% 14% 19% 14% 13% 12% 11% 10% 8% 12% 10% 11% 6% 9% 9% 9% 10% 6% 5% 5% 3% 6% 4% 4% 1% 0.2% 0.4% 0% 1% 2% 3% 4% 2% 3% 75% 74% 77% 74% 80% March 2010 October 2009 March 2009 October 2008 March % 20% 40% 60% 80% 100% March 2008 n=885; October 2008 n=202; March 2009 n=468; October 2009 n=522; March 2010 n=311 Source: Transit Book survey, March

26 Use of Transit Book for Light Rail Info Did you use this Transit Book to access Light Rail information? 55% Yes 52% 58% 45% No 42% 48% 0% 10% 20% 30% 40% 50% 60% 70% March 2010 October 2009 March 2009 March 2009 n=253; October 2009 n=478; March 2010 n=191 Source: Transit Book survey, March

27 Next Steps Request approval to initiate an IFB for the printing of the next 10 issues of the Transit Book Continue to educate customers that transit information is accessible through ValleyMetro.org, via mobile phone and the support line ( ) RPTA will continue to monitor usage by surveying customers 6

28 Date October 27, 2010 Transit Management Committee Information Summary Subject Intergovernmental Agreement with the City of Phoenix for Federal Transit Administration Pass-Through Grant Reimbursements Grant AZ-37-X017 Agenda Item D Summary RPTA, as the lead agency, is being provided a total of $1,115,066 of Federal Transit Administration (FTA) Job Access and Reverse Commute (JARC - Section 5316) funds for: Operating Assistance (50% Federal share)- o Route 72 ($281,820) o Route 685 ($100,000) o Route 184 ($293,246) o Route 66 ($200,000) Technology (80% Federal share)- o MySTOP Bus Stop ID Project ($240,000) The City of Phoenix is the designated recipient for all Federal Transit Administration (FTA) grant funds for the region. Agencies region-wide undertake projects approved for FTA grant funding. Agencies then submit requests to Phoenix for reimbursement of actual expenses incurred and Phoenix executes the drawdown of funds from FTA to pass-through reimbursement to agencies for their expenses. At this time, RPTA desires authorization to enter into an Intergovernmental Agreement with the City of Phoenix to allow the City to reimburse RPTA for expenditures against the projects. Fiscal Impact The RPTA is reimbursed the federal share of expenses by the City of Phoenix for projects undertaken as listed in the approved grant. The reimbursements approved in this grant are funded with FTA JARC funding at 50% for the Operating Assistance projects and 80% for the Technology projects up to $1,115,066. Local match for the

29 projects is in the current approved FY2010/2011 operating and capital budget. It is anticipated that reimbursements will not exceed the approved budgeted amounts. Considerations Without an approved agreement, Phoenix cannot reimburse federal funds to RPTA for any expenses covered by the grant and RPTA would need to use other funds for the project or not undertake the services provided or the training planned. This project is in the RPTA Operating Budget. Prior Committee Action TMC for action November 3, 2010 Board for action November 18, 2010 Recommendation It is recommended that the Board of Directors authorize the Executive Director to execute and Intergovernmental Agreement with the City if Phoenix for Federal Transit Administration Pass-Through Grant Reimbursements. Contact Person Bob Antila Senior Management Analyst Attachments A copy of the draft IGA with the City of Phoenix is available upon request. 2

30 Transit Management Committee Information Summary Agenda Item E Date October 27, 2010 Subject Authorization to Issue a Request for Proposals (RFP) for Specialized Web Consulting and Programming Companies to establish an On-Call Consulting Services List Summary RPTA staff seeks authorization to issue a Request for Proposals (RFP) to solicit specialized web application development companies to establish a on-call consulting services list from which staff can retain various web development disciplines on an asneeded basis. This will ensure timely delivery of web development projects and reduce the need to procure required services individually for each smaller job. With over 200,000 visitors a month viewing nearly 2 million pages, ValleyMetro.org plays a key role in abating calls to the Customer Service call center as well as curtailing Transit Book and other customer communications printing costs. In order to continue to provide transit information to our growing community of online users, Valley Metro RPTA needs to implement a number of specialized web consulting and programming projects that will improve the accessibility and reliability of customer information. Having an on-call consulting list will allow RPTA to utilize specific expertise not available internally in order to adequately serve our customers. Having multiple vendors on-call will reduce RPTA dependency on any one vendor and will help meet web project goals to improve the delivery of online transit information. The types of web projects and expertise needed include: 1. Upgrade transit route schedules and maps to provide more detailed information; 2. Send detour warnings electronically to advise riders of transit timeliness; 3. Produce customer instructional videos and publish online; 4. Upgrade online trip planner to improve accuracy of transit information 5. Expand e-commerce functionality for online purchasing; 6. Address and improve accessibility of website to users with visual disabilities 7. Publish real-time transit tracking data to inform customers of arrival times; 8. Applications for riders using mobile communication devices such as mobile phones, and other handheld devices. 1

31 Fiscal Impact The funding for the first year will be determined by the budget to be approved by the Board of Directors for Fiscal Year 2012, as specified in the RPTA Marketing Regional Services Website Development budget, which is funded with Public Transportation Funds (PTF). Considerations Over 2 million pages are viewed at ValleyMetro.org on a monthly basis. ValleyMetro.org needs improvements to continue to provide customer information such as: real-time bus and light rail locations and arrival times, e-commerce features, trip planning with maps of the itineraries, fare media sales and other features. An RFP for specialized web consulting and programming services would likely generate 5-10 proposals from web consultants. Qualified proposers will be placed on the on-call consulting list after diligent consideration and evaluation of their areas of expertise based on criteria set forth in the RFP. Individual on-call contracts may be executed with all approved companies. Developing an on-call list based on an RFP will allow RPTA to respond in a more timely manner with qualified vendors. Without the ability to solicit an RFP and award multiple contracts, RPTA and its members are not able to provide timely and accurate public information to help users take advantage of the various transit options available. Phone calls to the Customer Service center will continue to increase and an increase in printed materials will be required. Committee Action Process TMC November 3, 2010 for action Board November 18, 2010 for action Recommendation Staff recommends that the TMC forward to the Board of Directors for consideration, approval of the issuance of a RFP for specialized web consulting and programming companies to establish an on-call consultant vendor list for a one-year base period and four one-year options. Contact Person Mario Diaz, Chief Marketing Officer Mike Brady, Web Developer Attachments None 2

32 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item F Subject City of Surprise Transit Service Agreement Amendment-Contract # Summary The Transit Service Agreement between RPTA and the City of Surprise details each agency s responsibility for operating and funding express route 571 during FY10. RPTA Contracted Service funded by the city of Surprise for bus route 571 amounts to 36,753 annual miles in FY Fiscal Impact The value of the contract for the city of Surprise funded service is $277,194. This agreement will reimburse RPTA for services provided during FY Considerations If the IGA is not approved, the City of Surprise cannot reimburse RPTA for fixed route services in Surprise that were provided during FY If this item is not approved, RPTA will not be reimbursed for the expenses it incurred operating Route 571 during FY Prior Committee Action TMC for action November 3, 2010 Board for action November 18, 2010 Recommendation It is recommended that the Transit Management Committee forward this item to the Board of Directors for approval. Contact Person Jon Medwin Attachments City of Surprise Transit Service Agreement Amendment-Contract # A copy of this agreement is available upon request. 1

33

34 Transit Management Committee Information Summary Date November 3, 2010 Agenda Item G Subject Information Technology (IT) Services Joint Procurement with Valley Metro Rail, Inc. Summary Valley Metro RPTA has historically outsourced for IT services and the current contract for IT services will expire on June 30, In consideration of Valley Metro RPTA's upcoming moves to the 101 First Avenue and 4600 E. Washington buildings there is an opportunity for Valley Metro RPTA and Valley Metro Rail, Inc. (METRO) to conduct a joint procurement for the purpose of realizing efficiencies and economies of scale for IT services. Valley Metro RPTA and METRO s goal is to issue one RFP for both agencies with the intent to contract with a single firm for information technology services. However, two separate contracts will be issued upon award. This joint procurement process will be managed by METRO. The recommended IT consultant will be required to provide IT services to multiple locations for each agency. Budget Source Information technology services are budgeted in the agency s overhead cost pool. This service supports all departments in the agency and is funded by different revenue sources based on the project overhead being charged. Currently IT services are budgeted at $425,000 and noted on page 37 of the FY11 Budget document. Impacts It Valley Metro RPTA s desire to identify and reduce costs of service through efficiencies or redeployment of resources. Proposers will need to demonstrate how their services will provide added value and cost savings to the agencies. The cost of service is to be determined based upon receipt and evaluation of proposals and the determination of the utilization of the recommended IT consultant s services by each agency. Committee Action Process TMC November 3, 2010 for action Board November 18, 2010 for action

35 Recommendation It is recommended that the TMC forward to the Valley Metro RPTA Board of Directors for consideration, authorization for the Executive Director to conduct a joint procurement for information technology services with Valley Metro Rail. Contact Person Penny Lynch Chief Human Resources Officer Valley Metro RPTA Attachments None

36 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item H Subject Federal Legislative Counsel Contract Award Summary Valley Metro RPTA has retained legislative counsel to represent the agency and region in Congressional authorizations and appropriations for transit funding since It is important that Valley Metro continues to retain legislative counsel based in Washington D.C. to represent our issues in Congress, keep the region informed of grants and pending legislation, coordinate multi-agency lobbying efforts and secure discretionary transit funding. The procurement for the Federal Legislative Counsel was conducted as a joint procurement with METRO and each agency has historically agreed to split federal legislative counsel expenses equally. The RFP was issued on August 27, Proposals were due on September 27, 2010, and the interagency review panel evaluated proposals on October 14, Three proposals were received in response to this solicitation. Proposals were evaluated for Blank Rome, Denny Miller Associates, and McBee Strategic Consulting from evaluators representing the cities of Avondale, Glendale, Mesa, Phoenix, as well as METRO and RPTA. All three firms, as required by the solicitation have a Washington, DC area office. Table 1 below, is a matrix which illustrates the criteria that was used for the evaluation. Table 1 - Evaluation Allocated Weight Table Evaluation Criteria Weight Project Understanding And Approach 20 Qualifications of Staff 30 Relevant Project Experience 20 Overall Evaluation of The Reply to the RFP 20 Price Offer 10

37 Table 2 identifies the total weighted score and monthly price for each proposer. Denny Miller Associates received the highest score from the evaluation committee and also offered the lowest price of all three proposers. Table 2 Price and Total Weighted Points by Proposer TOTAL TOTAL MONTHLY PRICE WEIGHTED POINTS Blank Rome $15, Denny Miller Associates $10, Mc Bee Strategic Consulting $12, Staff requests approval to award a contract based on the review of proposals and the recommendation from the evaluation committee. The contract shall become effective February 1, Fiscal Impact Funding for the Legislative Counsel is included in the Executive Director s portion of the Valley Metro RPTA annual budget and is estimated at cost not to exceed $60,000 annually plus approved expenses. Federal law requires that no federal funding be used to lobby the federal government. As such, funding for any resultant contract shall be derived entirely from Public Transportation Fund revenues. Considerations Since 1997, Valley Metro RPTA has retained Federal legislative counsel to educate members of Congress about the needs for Federal transit funding in the region. Our combined efforts have been successful as the Region now regularly receives discretionary federal transit funds. The region regularly submits requests for New and Small Starts, Bus and Bus Facility, Alternatives Analysis, and other grant funding from the Federal Transit Administration Section 5309 Discretionary Program. In addition to the annual appropriations process, the Reauthorization of the existing surface transportation program (SAFETEA-LU) will occur in Congress. As our region continues to finalize a number of studies and begins to construct transit projects, it is important that the opportunity to influence members of Congress is not lost during its consideration of SAFETEA-LU reauthorization. During reauthorization the region could obtain federal discretionary funding for projects such as: new and existing rail starts; alternatively fueled bus purchases; planning, design and construction of transit operating or administrative facilities; and other planning studies or projects as outlined in the Transportation Improvement Program or transportation studies underway. Reauthorization also provides an opportunity for projects to be written into the new law, thereby providing an advance authorization for the funding of future transportation projects. If this contract were not awarded, after January 31, 2011 RPTA would lose the ability to effectively compete for Federal discretionary funding for transit projects. It would also be significantly more difficult and expensive to effectively communicate with the Arizona 2

38 congressional delegation, committee chairs, and administration officials responsible for Federal transportation funding. Prior Committee Action Board of Directors June 17, 2010 approval to issue the RFP. TMC November 3, 2010 recommendation of contract approval Board of Directors November 18, 2010 Contract Award Recommendation It is recommended that the Transit Management Committee forward to the Board of Directors for consideration, authorization for the Executive Director to enter into a contract with Denny Miller Associates for federal legislative counsel services for a period of one (1) year, with four (4) one (1) year options. RPTA s financial responsibility is $60,000 annually plus approved expenses. Attachments None Contact Person Bryan Jungwirth Chief of Staff (602)

39

40 2

41 Transit Management Committee Information Summary Agenda Item 2 Date October 27, 2010 Subject Transit Life Cycle Program (TLCP) Update Summary The RPTA Board of Directors adopted updated TLCP Policies in September However, some policies were left unresolved. In September, RPTA staff stated that the final recommendations would be brought forward to the TMC and Board in November 2010 after a new financial model had been built. RPTA staff, with the help of a technical advisory committee composed of Phoenix, Glendale and Tempe, has been building the new financial model. The new model uses a relational database rather than linked spreadsheets and will be more efficient and robust. However, creation of the model has been time consuming. Although some key reports are complete, much of the data was imported from the spreadsheet model and needs to be verified. The technical advisory group will continue to work through November to complete the model and ensure its accuracy. As a result, the final policy recommendations will not be ready for review by TMC for Board action in November. The 2010 TLCP Working Group will resume meeting in December 2010 to finalize the policy recommendations. The recommendations will be forwarded to the TMC and Board for action in January Fiscal Impact None Considerations The 2010 TLCP Working Group was not comfortable with the accuracy of the previous spreadsheet based model. In order to make good policy recommendations, it is imperative that the new model be accurate. Taking the time now to ensure the model is correct will benefit the process in the long run. Staff will use the month of November, working with the technical advisory committee, to rigorously test the model. This will also allow time for the actual expenditures through FY 2010 to be included in the model, as FY 2010 allocations should be finalized by early November. Additionally, the updated forecast of the Transportation Excise Tax revenues should be adopted by 1

42 the State Board of Transportation in November. The updated revenues will be included in the model for review by the Working Group. Preliminary estimates are that the forecast will be lower than the previous forecast and will result in significant changes to the TLCP. The unofficial estimates show that the transit share of the tax, over the full 20 year period (actual revenues through FY 2010, forecast FY 2011 through FY 2026) will fall from $3.70 billion to $2.96 billion. The estimates won t be official until they are approved by the State Board of Transportation. The attached table shows a comparison of revenue forecasts for the transit portion of the tax. Committee Action Process TMC November 3, 2010 for information Board November 18, 2010 for information Recommendation This item is for information only. Contact Person Paul Hodgins Manager of Capital Programming Attachments ADOT Forecast Comparison 2

43 Transportation Excise Tax Revenues Public Transportation Fund Share Comparison of Actual and Forecast (millions of dollars) Fiscal Year Oct 2010 Forecast Sept 2009 Forecast Jan 2009 Forecast 2008 Forecast 2007 Forecast 2006 Forecast 2005 Forecast 2004 Forecast RTP Forecast 2006 $51.15 $51.15 $51.15 $51.15 $51.15 $51.15 $47.27 $45.70 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $99.35 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Year Total $2, $3, $3, $4, $4, $5, $4, $4, $4, Bus $1, $2, $2, $2, $2, $2, $2, $2, $2, Rail $1, $1, $1, $1, $2, $2, $2, $2, $2, NOTES: * RTP estimated revenues in 2002 $; which were inflated by 3% per year for this comparison * Actual revenues are highlighted in red * Oct 2010 Forecast is unofficial until approved by the State Board of Transportation October 27, 2010

44

45 3

46 Date October 27, 2010 Subject Legislative Update Transit Management Committee Information Summary Agenda Item 3 Summary David Boggs, Executive Director, will introduce Bryan Jungwirth, Chief of Staff, who will provide an update on legislative issues. Fiscal Impact None Considerations None Committee Action Process None Recommendation No formal action is required. Contact Person David Boggs Executive Director Attachments None

47

48 4

49 Transit Management Committee Information Summary Date October 27, 2010 Agenda Item 4 Subject Regional Public Communications and Education Update Summary The update provides an overview and update of the public communications programs including service changes, passenger education and initiatives to help minimize customer service calls, and improve the customer transit experience. Several initiatives to help increase bus ridership and an update on the retail fare outlet program will also be presented. Fiscal Impact None Considerations The regional public communications and education program is developed in collaboration with Valley Metro member agencies, METRO and other partners with the goal of placing customers first in every action taken. In July 2010, the largest service change in Valley Metro history took place. Working closely with Valley Metro member agencies, METRO and other partners we were able to communicate, in advance, to customers: public hearing dates and meetings, potential changes, rationale, next steps, and final route and schedule changes. Prior to the actual service change date, customers were then prepared with the information needed to pre-plan their travel and commute trips. Early communications and information to customers resulted in minimized calls to the customer service call center and city offices. With no long-term solution to the transit funding shortage in the foreseeable future, there may be further service cuts, fare increases and changes within the system. It is one of the regional public communications and education programs goals to keep customers aware, prepared and informed of all transit changes as soon as possible. Prior Committee Action None Recommendation This item is presented for information only. 1

50 Contact Person Mario Diaz Chief Marketing Officer Attachments None 2

51 Regional Marketing Update Transit Management Committee November 3, 2010

52 Service change public information 2

53 Service Change Public information 3

54 Service Change Public information 4

55 Increasing ridership - Try 1 in 5 campaign 5

56 Increasing ridership - Try 1 in 5 campaign 6

57 How to Use Transit November

58 Topics based on customer challenges 1. What is a Reduced Fare? 2. One pass gets you on the whole system 3. It s easy to plan your trip at ValleyMetro.org 4. Fare Vending Machines are easy to use 5. Here s how to ride light rail (it s easy) 6. Here s how to ride the bus (it s easy!) 7. Be safe around buses and trains 8. Find everything you need to know in the Transit Book 9. Give your bike a ride on Valley Metro 10. Be courteous 11. Try 1 in 5 8

59 Regional fare outlets 197 locations 12 cities and towns 9

60 Enhancing the user experience through technology Share the Ride tool Interactive maps Google Transit ValleyMetro.org improvements 10

61 Next 90 days Possible Veolia Phoenix labor strike October service changes January service changes Origin and destinations survey Launch public education campaign (Notes) ValleyMetro.org enhancements Fare policy and program process 11

62

63 5

64 Date October 27, 2010 Transit Management Committee Information Summary Subject Future TMC Agenda Items Request and Report on Current Events Agenda Item 5 Summary Chairwoman Cotton will request future TMC agenda items from TMC members and TMC members may provide a report on current events. Fiscal Impact None Considerations None Prior Committee Action None Recommendation None Contact Person David Boggs Attachments None

65

66 6

67 Date October 27, 2010 Transit Management Committee Information Summary Subject Executive Director s Report Summary David Boggs, Executive Director, will provide an update on agency issues. Fiscal Impact None Considerations None Committee Action Process None Recommendation No formal action is required Contact Person David Boggs Executive Director Attachments None Agenda Item 6

68

69 7

70 Transit Management Committee Information Summary Agenda Item 7 Date October 27, 2010 Subject Public Comment Summary An opportunity for general public comment on issues related to Valley Metro RPTA. Up to three (3) minutes will be provided for each speaker. Fiscal Impact None Considerations None Prior Committee Action None Recommendation None Contact Person None Attachments None 1

71

72 8

73 9

74 10