AGENDA Information not viewable is available upon request through the Clerk of the Board phone: or

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1 AGENDA TAB Committee Members Councilmember Cheri Donohue Adam Harden Marvin Knight Rich McClain Vice Chair David Mechanik C John Melendez - Chair Commissioner Stacy White HART Administrative Office 1201 E. 7th Avenue, 3rd Floor Florida Conference Room Tampa, Florida Monday, May 21, :00 a.m. AGENDA Information not viewable is available upon request through the Clerk of the Board phone: or petitl@gohart.org CALL TO ORDER AND PLEDGE OF ALLEGIANCE 1. APPROVAL OF MINUTES Minutes from the April 16, 2018 Finance and Audit Committee meeting PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) PRESENTATIONS Fiscal Year 2019 Budget Process Overview Cyndy Zambella, Director of Budget and Grants Overview: The purpose of this presentation is to provide the tentative operating budget overview for Fiscal Year COMMITTEE ACTION ITEMS a. Authorize the Interim Chief Executive Officer to Purchase up to Ten Forty-Foot Compressed Natural Gas (CNG) Powered Heavy-Duty Transit Buses from Gillig LLC, in a Not-To Exceed Amount of $5,322, Brian Allan, Interim Director of Maintenance Overview: The purpose of this item is to request authorization to purchase ten forty-foot CNG powered heavyduty transit buses to replace vehicles that have outlived their useful life. The replacements are necessary to support fixed route service and to provide a reliable fleet. Recommendation: That the Finance and Audit Committee authorize the Interim Chief Executive Officer to purchase up to Ten Forty-Foot Compressed Natural Gas (CNG) Powered Heavy-Duty Transit Buses from Gillig LLC, in a Not-To Exceed Amount of $5,322,690; and advance the top two offerors to provide presentations for final selection by the full Board of Directors at the June 4, 2018 regular Board meeting.

2 Continued AGENDA b. Authorizing the Interim Chief Executive Officer to Apply for and Accept Fiscal Year 2018 Surface Transportation Block Grant (STBG) Program Funding Cyndy Zambella, Director of Budget and Grants Overview: HART has received notice of a grant award that must be considered and approved by the Board of Directors through resolution, before final execution by the Federal Transit Administration. Recommendation: That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to apply for and accept Fiscal Year 2018 Surface Transportation Block Grant (STBG) Program Funding; and advance the item to the full HART Board of Directors at the June 4, 2018 regular Board meeting. c. Authorize the Interim Chief Executive Officer to Award a Contract for the Design of the 21st Avenue Heavy Maintenance Building to Bandes Construction, for $2,884, Plus a Contingency of $403, for a Total Not-to-Exceed Amount of $3,288, for a Two Year Period Lynda Crescentini, Interim Director of Enterprise Project Management Overview: The purpose of this contract is to design a New Heavy Maintenance Facility to replace the existing maintenance building located at 4305 E. 21st Avenue. The project will consist of a service area with bus lifts and other heavy maintenance equipment, stormwater treatment, canopied fuel island, wash facility, restrooms, breakrooms, electronic shop, classrooms, maintenance offices and support area. This design will include the stormwater improvements, identified in the recent comprehensive drainage study, to correct the major flooding events on site. Recommendation: That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to award a contract for the design of the 21st Avenue Heavy Maintenance Building to Bandes Construction, for $2,884, plus a contingency of $403, for a total not-to-exceed amount of $3,288, for a two year period; and advance this item to the full HART Board of Directors at the June 4, 2018 regular Board meeting. d. Authorize the Interim Chief Executive Officer to Award a One-Year Base with Two One- Year Options Contract for Consulting and Broker Services Health Insurance and Benefits Programs to Arthur J. Gallagher Benefits Services, Inc. in an Amount Not-to-Exceed $315, Brooke Basquit, Director of Human Resources & Compliance Officer Overview: HART requires the services of a Benefits Broker to assist in management of HART benefits program.

3 Continued AGENDA Recommendation: That the Finance and Audit Committee authorize the Interim Chief Executive Officer to award a one-year base with two one-year options contract for consulting and broker services health insurance and benefits programs to Arthur J. Gallagher Benefits Services, Inc. in an amount not-toexceed $315,000; and advance this item to the full HART Board of Directors at the June 4, 2018 regular Board of Directors meeting. 3. INTERIM CHIEF EXECUTIVE OFFICER S REPORT CHAIR S REPORT... verbal ADJOURNMENT

4 April 16, 2018 Committee Members Present (6) Staff Present Rich McClain, Vice Chair Danielle Arthur Councilwoman Cheri Donohue Brooke Basquit Adam Harden Sylvia Berrien Marvin Knight Greg Brackin David Mechanik Christina Buchanan Commissioner Stacy White Ruthie Reyes Burckard Al Burns Committee Members Absent (1) Lucien Campillo C John Melendez, Chair Lynda Crescentini Steve Feigenbaum Laura Jean Flowers Kenyatta Lee Sandra Morrison Lena Petit Diane Randall Jeff Seward Phillip St. Pierre Frank Wyszynski Cyndy Zambella Sign-in sheets are attached. CALL TO ORDER Others Present David Smith, GrayRobinson Nestor Ortiz, University Area CDC The meeting was called to order at 9:00 a.m. by Finance and Audit Committee Vice Chair McClain. PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. APPROVAL OF MINUTES Committee member Donohue moved and Committee member Harden seconded the approval of the minutes from the March 19, 2018 Finance and Audit Committee meeting. All Committee members present voted aye. The motion passed unanimously. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) No one signed up to speak. 1-1

5 April 16, 2018 PRESENTATION Creation of a New Limited Express Route 275LX Phillip St. Pierre, Manager of Scheduling Services, presented the findings of the public outreaches, which culminated in the public hearing on March 28, A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. This presentation supported Committee Action Item d ~ Authorize the Interim Chief Executive Officer and Staff to Implement Daily Route 275LX Serving the Wiregrass Park and Ride, New Tampa, University Area Transit Center, Marion Transit Center, and Tampa International Airport. Committee Vice Chair McClain inquired about the genesis for the increase in ridership on the Route 20LX. Mr. St. Pierre responded that it was possibly the result of elimination of the Route 61LX that previously served that area. Committee Vice Chair McClain clarified that the elimination of the Route 61LX was a Mission MAX change. Mr. St. Pierre answered affirmatively and added that the February service change affected the Route 20LX positively as well. Committee Vice Chair McClain inquired if Routes 60LX and 275LX are alternating time-wise from downtown to the airport. Mr. St. Pierre confirmed and clarified that the Route 60LX departs MTC at the top of the hour for the airport while Route 275LX departs MTC at the bottom of the hour for the airport providing the 30-minute frequency from MTC to the airport. Committee Vice Chair McClain verified that service will run from downtown to the airport every 30-minutes. Mr. St. Pierre answered affirmatively and added that an express and a local options are also available. Committee member Donohue said she appreciated reallocation of the funding for better investment. Committee member Donohue moved advancement of this item to the full Board of Committee members at the May 7, 2018 regular Board meeting. Committee member Harden commented that the 30-minute headways from downtown to the airport will be a great improvement. 1-2

6 April 16, 2018 Committee member McClain asked how the marketing plan will reach hotels and businesses in downtown to make it viable for them to connect their patrons to and from HART Marion Transit Center (MTC). He indicated that this will be a key point in the process. Jeffrey Seward, Interim Chief Executive Officer, noted that Joe Lopano, Chief Executive Officer of Tampa International Airport, is excited about the increased service to the airport and committed to help with outreach, particularly with the hotel community involving a media event with VIPs ride along of the new route. Committee member McClain commented that this will be a great option for all travelers. Committee member Mechanik stated that this route will serve the same general corridor that the Regional Transit Feasibility Plan (RTFP) is proposing. He commented that if the RTFP moves forward, staff would have to evaluate this route for possible duplication of service. Committee member Mechanik seconded the motion by Committee member Donohue. All Finance and Audit Committee members present voted aye. The motion passed unanimously. Community Safety and Action Plan Gregory Brackin, Director of Operations Support-ADA Officer, introduced Nestor Ortiz from the University Area Community Development Corporation. Nestor Ortiz from the University Area Community Development Corporation presented the developed Community Safety Action Plan (CSAP) for the University area. The plan was designed to help reduce crime and improve perceptions of safety based on sound research, and community and resident engagement. CSAP is seeking commitment from HART for this program. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org Committee member Donohue appreciated the commitment of the CDC to improve the University Area Community. She asked if the organization has approached the County to assist with placing sidewalks in the community. Mr. Ortiz stated that the organization has submitted a few requests for installation of sidewalks through the county and the School District. He noted that it is a pressing issue. Committee member White stated that the county is committed to help in any way possible. He commented that the transportation trust fund gains revenue every year and that money can be used to fund sidewalk projects. Committee member White offered his assistance with the project. He commented that the County has discussed changing the policy where sidewalks are installed. Mr. Seward stated that no action is required from the Committee at this time, but if the Committee members desire, staff can draft a letter specifying a commitment from HART. Committee member Mechanik stated that this project appears to further the initiative of the Innovation Alliance, and inquired how active they are with this initiative. 1-3

7 April 16, 2018 Mr. Ortiz answered that they are one of the key partners that have been there since the beginning and attend every meeting. Committee member Mechanik moved and Committee member Donohue seconded the motion to support the University Area Community Development Corporation for the Community Safety Action Plan for the University area and advance the letter of support to the full Board of Directors for their approval at the May 7, 2018 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. Committee member Knight complemented the presentation and stated that he would like to assist with the lighting issues through cooperation with TECO. COMMITTEE ACTION ITEMS Committee member Mechanik asked if it was regular procedure for a Committee to recommend to the full Board review of the top ranking firms in the legal procurement. Sylvia Berrien, Director of Legal Services, stated that a Committee typically reviews the scoring conducted by a procurement evaluation committee and advances the top ranking firms to the full board. She explained that staff s recommendation for the General Counsel contract award to request that two top raking firms make presentations to the full Board of Directors. a. To Review the Scoring and Recommendations of the Selection Source Committee and Advance the Top Two Offerors to the Full Board of Directors to Provide Presentations for Final Selection by the Board b. Authorize the Interim Chief Executive Officer to Award a Three-Year Base with Two One- Year Options Contract for Labor and Employment Legal Services to the Top Two Firms c. Authorize the Interim Chief Executive Officer to Award a Three-Year Base with Two One- Year Options Contract for Workers Compensation Legal Services to Bennett, Jacobs & Adams, P.A. and Kelley Kronenberg Committee member Mechanik moved and Committee member Harden seconded advancement these items to the full Board of Directors at the May 7, 2018 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. d. Authorize the Interim Chief Executive Officer and Staff to Implement Daily Route 275LX Serving the Wiregrass Park and Ride, New Tampa, University Area Transit Center, Marion Transit Center, and Tampa International Airport Committee member Harden moved and Committee member Knight seconded advancement of this item to the full Board of Directors at the May 7, 2018 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. e. Authorize the Interim Chief Executive Officer to Execute a Third Amendment to the Existing Memorandum of Understanding (MOU) between the Hillsborough Transit Authority (HART) and the Tampa Bay Regional Transit Authority (TBARTA) Extending the Termination Date until December 31,

8 April 16, 2018 Committee member White asked General Counsel if the language of the action item needs to reflect that the current MOU has already expired and hence cannot be extended. Mr. Smith stated that normally a terminated contract would be reinstated and extended. He stated that staff will look at the agreement before the board meeting and adjust the language. Committee member Mechanik moved and Committee member Donohue seconded advancement of this item to the full Board of Directors at the May 7, 2018 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. INTERIM CHIEF EXECUTIVE OFFICER S REPORT Monthly Financial Review Mr. Seward stated that due to the timing of the monthly financials are available, the Monthly Financial Report will be distributed to the Committee members separately from the rest of the packet, on Friday before the Committee meeting. Lucien Campillo, Interim Chief Financial Officer, reported that there is a decrease in revenues due to a decrease in ridership. Mr. Seward added that the Board will receive a full report of Mission MAX financial and ridership impacts in June. He noted that the county funding has been received and is reflected in the numbers and normalized costs are at 54% for the year although the fiscal year is at 50%. Mr. Seward commented that the anticipated Mission MAX savings are not being realized as a result of an increase in fuel cost. He reported that prior to implementing Mission MAX, he advised that decreasing service could result in a decrease in federal funding up to approximately $700,000. Mr. Seward indicated that such a loss was not calculated in Mission MAX impacts and will be discussed in June. Committee member McClain asked that the Mission MAX impact report be sent out for review well in advance of the June meeting. He suggested including a projection of the next year or two that includes fiscal and ridership impacts specific to Mission MAX changes as opposed to the overall industry environment. VICE CHAIR S REPORT Committee member McClain reported on the legislative trip to Washington, D.C. where he and Mr. Seward attended the APTA Legislative Conference and met with members of the legislative delegation. He noted his take-away from the experience is that HART needs to have a stronger presence in Washington, D.C. and encouraged Board members to engage with state and federal leadership. ADJOURNMENT The meeting adjourned at 9:52 a.m. 1-5

9 PUBLIC COMMENT WHEN ADDRESSING THE BOARD, please state your name 2018 NAME CONTACT INFORMATION GENERAL COMMENT COMMENT ON AGENDA ITEM

10 PUBLIC COMMENT 2018 NAME GENERAL COMMENT COMMENT ON AGENDA ITEM

11 NAME Sylvia Berrien Gregory Brackin Ruthie Reyes Burckard Lynda Crescentini cyndy zambella Diane Randall * STAFF, VISITORS AND MEDIA 2018

12 NAME

13 May 21, 2018 COMMITTEE ACTION ITEM Authorize the Interim Chief Executive Officer to Purchase up to Ten Forty-Foot Compressed Natural Gas (CNG) Powered Heavy-Duty Transit Buses from Gillig LLC, in a Not-To Exceed Amount of $5,322,690 OVERVIEW The purpose of this item is to request authorization to purchase ten forty-foot CNG powered heavyduty transit buses to replace vehicles that have outlived their useful life. The replacements are necessary to support fixed route service and to provide a reliable fleet. RECOMMENDATION That the Finance and Audit Committee authorize the Interim Chief Executive Officer to purchase up to ten forty-foot Compressed Natural Gas (CNG) powered heavy-duty transit buses from Gillig LLC, in a not-to exceed amount of $5,322,690; and advance this item to the full HART Board of Directors at the June 4, 2018 regular Board of Directors meeting. FINANCIAL IMPACT This purchase is funded by Federal Transit Administration Surface Transportation Block Grant Program funds and Section 5339 Bus and Bus Facilities discretionary fund which were recently awarded to HART. All prices were determined fair and reasonable and a contract was awarded by LYNX on December 12, 2013, to Gillig LLC. BACKGROUND In order to support HART operations, ten forty-foot CNG powered heavy-duty transit buses are required to replace vehicles that have outlived their useful life. The replacements are necessary to support fixed route service and to provide a reliable fleet. The Central Florida Regional Transportation Authority (LYNX) conducted a procurement to purchase buses for a consortium of transit agencies in Florida, including HART, in accordance with public procurement policies and procedures NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the June 4, 2018 regular Board meeting. Prepared by: Brian Allan, Intirim Director of Maintenance Reviewed by: Ruthie Reyes Burckard, Chief Operating Officer Approved by: Jeffrey C. Seward, Chief Executive Officer Attachment: Proposed Resolution #R XX 2-1

14 ATTACHMENT RESOLUTION NO. #R XX A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO PURCHASE UP TO TEN FORTY-FOOT COMPRESSED NATURAL GAS (CNG) POWERED HEAVY-DUTY TRANSIT BUSES FROM GILLIG LLC, IN A NOT-TO EXCEED AMOUNT OF $5,322,690 WHEREAS, HART requires up to ten forty-foot CNG-powered heavy-duty transit buses to support fixed route service that are necessary to provide a reliable fleet; and WHEREAS, the Central Florida Regional Transportation Authority (LYNX) conducted a procurement to purchase buses for a consortium of transit agencies in Florida, including HART, in accordance with public procurement policies and procedures; and WHEREAS, prices were determined fair and reasonable and and a contract was awarded by LYNX on December 12, 2013, to Gillig LLC.; and WHEREAS, the Federal Transit Administration Surface Transportation Block Grant Program funds and Section 5339 Bus and Bus Facilities discretionary fund were recently awarded to HART for the purchase of the buses; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Interim Chief Executive Officer is authorized to purchase up to ten forty-foot Compressed Natural Gas (CNG) powered heavy-duty transit buses from Gillig LLC, in a not-to exceed amount of $5,322,690 Section 2. Proper officers of HART are authorized to do all things necessary and required in order to purchase the aforementioned vehicles. Section 3. This Resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JUNE 4, Councilmember Mike Suarez, Secretary HART Board of Directors Commissioner Lesley Les Miller, Chairperson HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-2

15 May 21, 2018 COMMITTEE ACTION ITEM Authorizing the Interim Chief Executive Officer to Apply for and Accept Fiscal Year 2018 Surface Transportation Block Grant Program Funding OVERVIEW HART has received notice of a grant award that must be considered and approved by the Board of Directors through resolution before final execution by the Federal Transit Administration (FTA). RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to apply for and accept Fiscal Year 2018 Surface Transportation Block Grant (STBG) Program Funding, and advance this item to the full HART Board of Directors at the June 4, 2018 regular Board meeting for consideration and approval through resolution. FINANCIAL IMPACT This action will have a positive impact on HART budget. The Surface Transportation Block Grant (STBG) Program funding, in the amount of $6,300,000, will be used to purchase new and/or rolling stock and bus related equipment. As this grant was announced prior to the FY2018 budget adoption, the entire amount was included in the FY2018 adopted capital budget and no budget amendment is required. This grant requires a 20% match that will be satisfied with a soft match of Transportation Development Credits authorized by the Florida Department of Transportation. BACKGROUND The FAST Act of 2015 converted the long-standing Surface Transportation Program (STP) into the STBG Program. The funding is apportioned by the Federal Highway Administration (FHWA) and is administered by the FTA. NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the June 4, 2018 regular Board meeting. Prepared by: Cynthia Zambella, Director of Budget and Grants Reviewed by: Lucien Campillo, Interim Chief Financial Officer Approved by: Jeffrey Seward, Interim Chief Executive Officer Attachment: Proposed Resolution #R XX 2-3

16 RESOLUTION NO. #R XX RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO APPLY FOR AND ACCEPT FISCAL YEAR 2018 SURFACE TRANSPORTATION BLOCK GRANT PROGRAM FUNDING WHEREAS, the Federal Transit Administrator has been delegated authority to award federal financial assistance for a transportation project; and WHEREAS, contracts for financial assistance will impose certain obligations upon the applicant, including the provision of a local share of the project costs, where applicable; and WHEREAS, applicants for financial assistance will provide all annual certifications and assurances to the Federal Transit Administration required for the project; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Interim Chief Executive Officer is authorized to file grant applications on behalf of the (HART), Florida, with the Federal Transit Administration, for federal assistance authorized by 49 U.S.C. Chapter 53 in the financing of capital and special projects. Section 2. The Interim Chief Executive Officer is authorized to apply for and accept Fiscal Year 2018 Surface Transportation Block Grant program funding. Section 3. The Interim Chief Executive Officer is authorized to execute certifications, assurances or any other documents required by the U.S. Department of Transportation before awarding a federal assistance grant. Section 4. Proper officers of HART are authorized to do all things necessary and required in order to submit the applications for federal assistance. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JUNE 4, ATTEST: Commissioner Leslie Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-4

17 COMMITTEE ACTION ITEM 2-5 May 21, 2018 Authorize the Interim Chief Executive Officer to Award a Contract for the Design of the 21 st Avenue Heavy Maintenance Building to Bandes Construction, for $2,884,563 Plus a Contingency of $403, for a Total Not-to-Exceed Amount of $3,288,423 for a Two Year Period OVERVIEW The purpose of this contract is to design a New Heavy Maintenance Facility to replace the existing maintenance building located at 4305 E. 21st Avenue. The project will consist of a service area with bus lifts and other heavy maintenance equipment, stormwater treatment, canopied fuel island, wash facility, restrooms, breakrooms, electronic shop, classrooms, maintenance offices and support area. This design will include the stormwater improvements, identified in the recent comprehensive drainage study, to correct the major flooding events on site. RECOMMENDATION That the Finance and Audit Committee review the action item authorizing the Interim Chief Executive Officer to award a contract for the design of the 21st Avenue Heavy Maintenance Building to Bandes Construction, for $2,884,563 plus a contingency of $403,860 for a total notto-exceed amount of $3,288,423 for a two year period, and advance this document to the full HART Board of Directors at the June 4, 2018 regular Board meeting. FINANCIAL IMPACT Funding for this design contract is through an FY14 FTA State of Good Repair grant, FL , and is currently appropriated in the HART FY18 capital budget. BACKGROUND During the Go Hillsborough process, it became evident that HART could not engage in any significant expansion of service without providing for either expansion of the current 21st avenue facility or to seek additional space outside of the current facility. The current Heavy Maintenance facility is almost 40 years old and no longer serves the functional requirements of HART, it also no longer meets current building code requirements for wind loading, accessibility, mechanical and ventilation, and other structural elements essential for building support. The site experienced severe flooding during heavy rain events. Several of the bus inspection pits have been closed due to environmental reasons and the structure is such that very significant upgrades would be required just to add additional mechanical equipment. Additionally, the entire roof is in need of replacing. Taken together, the cost to upgrade the facility is greater than replacing it with a new facility. This funding request would support the design and construction of a new facility and provide a HART maintenance building with a 40-year useful life expectancy to maintain its fleet operations. On June 19, 2017, staff presented to the Finance and Audit Committee to answer the questions regarding the facility footprint, requirements, location, basic layout, and cost. The Committee members were informed that when HART was receiving bids to renovate, an unsolicited bid to replace the facility was received. Staff reported that they have been exploring whether renovating or replacing is the better investment for the federal funding and that it was determined that the replacement would be a fantastic opportunity to solve the current issues with the building. The

18 May 21, 2018 new facility would not add capacity; however, it would solve the shortfalls of the current heavy maintenance facility in terms of ADA compliance, CNG implementation, safety, and opportunities for employees to repair and work on the buses. On November 13, staff further discussed renovation of the old 21st Avenue Operations and Maintenance facility versus construction of the new facility option at the F&A Committee. The following steps were identified: confirm funding sources, complete NEPA process, complete predesign requirements, modify grant from rehabilitate/renovate to new construction, negotiate design build contract. PROCUREMENT CONSIDERATIONS On February 14, 2017, HART released RFP-23892CG Heavy Maintenance Building Design/Build Project. In accordance with HART procurement policy, all federally required clauses were included in the solicitation. The solicitation posted on HART s website and DemandStar with direct notices sent to 229 vendors that could provide the services. One-hundred twenty-two (122) vendors and/or individuals downloaded the solicitation. HART received two proposals by the April 13, :00 a.m. deadline. Both proposals were responsive to the solicitation requirements. An evaluation committee of three HART staff evaluated the technical components of the proposals. The consulting firm of Ayres and Associates provided input as Subject Matter Experts during the evaluation process but they did not score the proposals. Evaluation criteria included: No. Criterion Maximum Points 1 Introduction and Submittals 0 2 Performance Schedule Qualifications of Professional Personnel Overall Project Approach and Methodology Firm s Qualifications including Client References Training Plan 25 7 Accommodation Plan Environmental, Health and Safety, and Sustainability Management Plan 50 9 Value Engineering and Cost Savings and Cost Control Exceptions to Terms and Conditions 0 11 Price Proposal

19 May 21, 2018 The scores were as follows: D&M d/b/a Foresight Bandes Construction TOTAL TECH SCORE (Max Score 800 Points) PRICE (Max Score 200 Points) TOTALS (Tech + Price = 1000 Points Max) RANKINGS 2 1 Bandes proposed a Value Engineering (VE) Option of the construction of a new facility versus moving forward with the renovation of the existing facility. In discussions with Bandes, HART learned that there are numerous facility concerns including safety; ergonomics; building age; operational efficiency; inadequate lighting; environmental impacts including asbestos, lead base paint, and storm water pollution. There is also structural; mechanical ventilation as well as numerous code issues including violations of the International Building Code, International Energy Conservation Code, International Mechanical Code and Florida Structural Building Code. The existing building is also noncompliant with the Americans with Disabilities Act. Bandes Construction VE Option shows that it is much more advantageous to HART to construct a new facility. A new facility would address all concerns and provide HART with a new building that would have a 40 year estimated life span versus the renovation of a 37-year old trucking facility that would only extend its useful life five to ten years. The HART executive team, after presented with the option of a new building, agreed that it is in HART best interest to move forward with a new building. The evaluation committee recommends that HART enter into negotiations with Bandes Construction, Inc. to construct the new building in phases with Phase 1 being the design portion of the project. In addition to the technical evaluation and price review and negotiations, a responsibility review conducted of Bandes Construction Company found Bandes Construction Company, Inc. to be a responsible vendor. In addition, they have adequately demonstrated that they have the capacity and ability to perform the work and are, therefore, eligible and recommended for award. NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the June 4, 2018 regular Board meeting. Prepared by: Lynda Crescentini, Interim Director of PMO Reviewed by: Lucien Campillo, Interim Chief Financial Officer Approved by: Jeffrey C. Seward, Interim Chief Executive Officer Attachment: Proposed Resolution #R XX 2-7

20 ATTACHMENT I RESOLUTION NO. # XX A RESOLUTION AUTHORIZING THE INTERIM CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT FOR THE DESIGN OF THE 21ST AVENUE HEAVY MAINTENANCE BUILDING TO BANDES CONSTRUCTION, FOR $2,884,563 PLUS A CONTINGENCY OF $403,860 FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $3,288,423 FOR A TWO YEAR PERIOD WHEREAS, Hillsborough Regional Transit (HART) has a need for engineering services associated with new heavy maintenance facility analysis, investigation, and design; and WHEREAS, HART issued a Request for Proposal (RFP-23892CG) in compliance with HART procurement policies; and WHEREAS, prices were determined to be fair and reasonable; and WHEREAS, funding for these services was budgeted through Federal Grants; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Board of Directors authorizes the Interim Chief Executive Officer to authorizing the Interim Chief Executive Officer to award a contract for the design of the 21st Avenue Heavy Maintenance Building to Bandes Construction, for $2,884,563 plus a contingency of $403,860 for a total not-to-exceed amount of $3,288,423 for a two year period. Section 2. Proper officers of HART are authorized to do all things necessary and required in order to implement the purchase of the aforementioned goods and services. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JUNE 4, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-8

21 May 21, 2018 COMMITTEE ACTION ITEM Authorize the Interim Chief Executive Officer to Award a One-Year Base with Two One-Year Options Contract for Consulting and Broker Services Health Insurance and Benefits Programs to Arthur J. Gallagher Benefits Services, Inc. in an Amount Not-to-Exceed $315,000 OVERVIEW HART requires the services of a Benefits Broker to assist in management of HART benefits program. RECOMMENDATION That the Finance and Audit Committee authorize the Interim Chief Executive Officer to award a one-year base with two one-year options contract for consulting and broker services health insurance and benefits programs to Arthur J. Gallagher Benefits Services, Inc. in an amount notto-exceed $315,000; and advance this item to the full HART Board of Directors at the June 4, 2018 regular Board of Directors meeting. FINANCIAL IMPACT Funding for these services is budgeted from general revenues as appropriated in the FY2018 operating budget. BACKGROUND HART provides health, dental, vision and other insurance services to its employees and their dependents. The Benefits Broker is actively involved in the management of the Agency s benefits program. The Broker, through their expertise and resources, ensures HART has the most competitive employee benefits program by focusing on: strategy, benchmarking, and best practices, reporting and analytics (budget and utilization), complete underwriting and actuarial guidance, management of HART benefits vendors, compliance, wellness strategies, communication and education, and plan management and administration. These services are imperative whether HART is fully-insured or self-insured. The Broker provides data through the actuarial and underwriters, to ensure HART has the most completive benefits program. HART staff does not have the tools, resources or expertise to achieve this, and would rely solely on the provider. The previous contract for the Broker Services was terminated due to the vendor s failure to perform at the level required by HART. PROCUREMENT CONSIDERATIONS On February 14, 2018, HART issued RFP for Consulting and Broker Services Health Insurance and Benefits Programs in compliance with HART procurement policies. This solicitation allowed the opportunity for both HART and PSTA to select separate contractors. The solicitation appeared on HART website and DemandStar with direct notices sent to 24 firms. The solicitation was accessed from the HART website by 22 firms and/or individuals and from DemandStar by 15 firms and/or individuals. There were 37 downloads of this solicitation. HART received four responsive proposals by the deadline of April 3, 2018 at 2:00 p.m. 2-9

22 May 21, 2018 Three members of HART Human Resources evaluated the technical components of the proposal in accordance with the solicitation provisions. The committee awarded technical points using the following guide: Qualifications of the Firm/Team 150 Qualifications of the Staff 150 Current Client Carriers 100 Work Plan 300 The offeror with the lowest price received 300 price points. Other offerors received a percentage of the 300 points based on comparison to the lowest price. Following the Evaluation Committee meeting on May 1, 2018, to discuss independent evaluation findings and provide an opportunity for rescoring of proposals based upon discussion of findings by the group, it was decided that Arthur J. Gallagher Benefits Services be recommended for award of the contract. HART scored the four proposals as follows: RFP Benefits Broker - HART SCORING SUMMARY Benalytics First Florida Insurance Brokers Arthur J Gallagher Benefits Services Gehring Group TOTAL TECH SCORE (Max Score 700 Points) PRICE (Max Score 300 Points) TOTALS (Tech + Price = 1000 Points Max) RANKINGS The base term which is one year is $70,000 Firm-Fixed-Price, with $35,000 in time and Materials available not to exceed $105,00. Two year options are available at a cost of $210,000 Firm-Fixed- Price, with $70,000 in time and Materials available not to exceed $210,000; for a total contract amount not to exceed $315,000. In addition to the technical evaluation and price review, a responsibility review was conducted and found Arthur J. Gallagher Benefits Services, Inc. to be a responsible vendor. In addition, they have adequately demonstrated that they have the capacity and ability to perform the work and are, therefore, eligible and recommended for award. 2-10

23 May 21, 2018 NEXT STEPS Present the recommendation by the Finance and Audit Committee to the full HART Board of Directors at the June 4, 2018 regular Board meeting. Prepared by: Brooke Basquit, Director of Human Resources Reviewed by: Kenyatta Lee, Chief Administrative Officer & Interim Chief of Staff Approved by: Jeffrey C. Seward, Chief Executive Officer Attachment: Proposed Resolution #R XX 2-11

24 ATTACHMENT RESOLUTION NO. #R XX AUTHORIZE THE INTERIM CHIEF EXECUTIVE OFFICER TO AWARD A ONE- YEAR BASE WITH TWO ONE-YEAR OPTIONS CONTRACT FOR CONSULTING AND BROKER SERVICES HEALTH INSURANCE AND BENEFITS PROGRAMS TO ARTHUR J. GALLAGHER BENEFITS SERVICES, INC. IN AN AMOUNT NOT-TO- EXCEED $315,000 WHEREAS, the (HART) requires assistance with health insurance and benefits programs claims handling; and WHEREAS, HART issued a Request for Proposal RFP in compliance with HART s procurement policies; and WHEREAS, proposals were received and evaluated in accordance with HART procurement policies and State of Florida statutes; and WHEREAS, prices offered by Arthur J. Gallagher Benefits Services, Inc. were determined to be fair and reasonable; and WHEREAS, funding for these services is budgeted from general revenues as appropriated in the FY2018 operating budget; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The Board of Directors authorizes the Interim Chief Executive Officer to award a one-year base with two one-year options contract for consulting and broker services health insurance and benefits programs to Arthur J. Gallagher Benefits Services, Inc. in an amount notto-exceed $315,000. Section 2. The Interim Chief Executive Officer is authorized to do all things necessary and required in order to implement the purchase of the aforementioned health insurance and benefits services. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JUNE 4, ATTEST: Commissioner Lesley Les Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors David L. Smith, Esquire HART Board General Counsel 2-12

25 May 21, 2018 INTERIM CHIEF EXECUTIVE OFFICER S REPORT ~ FINANCIAL HIGHLIGHTS Period Ending April 30, 2018 Key Information Points We are 58% through the Fiscal Year with our target to trend as closely to that as possible with expenditures. Year to date operating expenses are at 61% of the annual budget. Key Takeaways Revenues are ahead of target due to timing of Ad Valorem receipts; Operational Contract Services, even when normalized, is slightly ahead of the target at 61% due primarily to timing of payments; Other Expenses are exceeding the target due primarily to timing of tax collector commissions which are recorded as Ad Valorem revenue distributions are received; Projected savings from implementation of Mission Max service redesign are trending slightly less than expected, primarily due to parts and supplies and bus stop maintenance. Also, new service was already implemented in anticipation of receiving an additional $2.3 million in County funds, which contributes to the increase in Operator personnel services. 3-1

26 May 21, 2018 Cash in the Bank Overview All Mode Major Revenues Fiscal Year 2018 Fiscal Year 2017 % of Budget % of Budget Annual YTD Budget to collected Annual YTD collected Budget Actual Actual to date Budget Actual to date Operating Revenues: Total Fare (Cash) Revenues $3,462,602 1,832,577 ($1,630,025) 53% $4,717,010 2,296,901 49% Total Pass Revenues 10,418,155 5,465,076 (4,953,079) 52% 12,614,728 5,952,332 47% Advertising Income 828, ,462 (413,905) 50% 755, ,951 77% Interest Income 80, ,930 87, % 84,466 77,917 92% Other Income 774, ,154 (452,176) 42% 476, ,672 78% Ad Valorem 40,112,746 39,221,488 (891,258) 98% 34,788,573 36,004, % Federal Operating Grants 11,411, ,832 (11,063,776) 3% 12,342, ,768 3% State Operating Grants 5,379,360 1,998,952 (3,380,408) 37% 5,827,256 3,042,529 52% Local Operating Contributions 650,000 2,796,670 2,146, % 650, ,504 74% Tampa Historic Streetcar, Inc. 633, ,082 (249,646) 61% 458, ,072 89% Fund Balance - Operating (3,183,506) 0 3,183,506 0% 0 0 0% Total Operating Revenues $70,567,390 $52,951,225 ($17,616,165) 75% $72,715,363 $49,591,126 68% All Mode Major Expenses Fiscal Year 2018 Fiscal Year 2017 % of Budget % of Budget Annual YTD Budget to expended Annual YTD expended Budget Actual Actual to date Budget Actual to date Operating Expenses: Salaries and Wages $36,399,248 $22,889,859 ($13,509,389) 63% $36,735,562 $24,608,994 67% Fringe Benefits 13,059,708 $7,847,355 (5,212,353) 60% 10,529,491 $8,991,541 85% Fuel and Oil 3,324,951 2,173,177 (1,151,774) 65% 5,199,962 2,348,465 45% Parts and Supplies 3,504,584 2,364,834 (1,139,750) 67% 4,720,991 2,329,703 49% Operational Contract Services 4,925,243 3,370,309 (1,554,934) 68% 4,600,701 2,907,412 63% Administrative Contract Services 1,612, ,382 (873,151) 46% 1,882, ,060 35% Legal Services 690, ,745 (554,160) 20% 610, ,985 30% Marketing and Printing 533, ,353 (327,582) 39% 691, ,722 41% Insurance Costs 3,447,475 1,787,977 (1,659,498) 52% 3,042,804 1,067,293 35% Utilities 1,061, ,820 (518,325) 51% 1,010, ,992 63% Taxes and Fees 145,351 63,454 (81,897) 44% 229, ,611 44% Other Expenses 2,007,663 1,236,868 (770,796) 62% 3,461,656 2,285,607 66% Total Operating Expenses $70,567,390 $43,359,133 ($27,208,257) 61% $72,715,363 $46,399,386 64% 3-2

27 May 21, 2018 HART s cash is managed in two accounts; for the primary account HART utilizes the State of Florida s local government investment pool, Florida PRIME, as its primary source of cash holdings. Considered low-risk and conservative in its investment strategy, Florida PRIME allows HART to attain a higher yield compared to that of a typical bank cash-flow concentration account. The second account is a concentration account at Bank of America for receiving deposits and managing Payroll and Accounts Payable disbursements. The graphic below depicts the cash on hand as of the day listed, as it is fluid and changes day to day. CASH ON HAND (as of 4/30/18) Account Total Bank of America $ 1,205, Florida Community Bank $ 1,972, SBOA $ 18,380, Total $ 21,558, CURRENT CASH BALANCE $ 21,558, Prepared by: Reviewed by: Approved by: Joan Brown, Director of Financial Operations Lucien Campillo, Interim Chief Financial Officer Jeffrey C. Seward, Interim Chief Executive Officer 3-3