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R-11-12-01-9C1 - 12/1/2011RESOLUTION NO. R -11-12-01-9C1 WHEREAS, the City of Round Rock has previously entered into a Planning Services Agreement ("Agreement") for consulting services for transportation planning from The Goodman Corporation, and WHEREAS, The Goodman Corporation has submitted Supplemental Agreement No. 4 to the Agreement to provide a scope of services change, and WHEREAS, the City Council desires to enter into said Supplemental Agreement No. 4 with The Goodman Corporation, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City Supplemental Agreement No. 4 to the Planning Services Agreement with The Goodman Corporation, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 1 st day of December, 2011. ALAN MCGRAW, Mayor City of Round Rock, Texas SARA L. WHITE, City Secretary O:\wdox\SCC1nte\0112\1104\MUNICIPAL\00238217.DOC/zmc 9 1 EXHIBIT "A,, SUPPLEMENTAL AGREEMENT NO.4 TO "PLANNING SERVICES AGREEMENT" FOR CONSULTING SERVICES FOR TRANSPORTATION PLANNING FROM THE GOODMAN CORPORATION (TGC) CITY OF ROUND ROCK THE STATE OF TEXAS COUNTY OF WILLIAMSON COUNTY OF TRAVIS FIRM: ADDRESS: § § § § § KNOW ALL BY THESE PRESENTS: The Goodman Corporation (TGC) 3200 Travis Street, Suite 200, Houston, Texas 77006-3654 This Supplemental Agreement No. 4 to "Planning Services Agreement" is made by and between the City of Round Rock, Texas (hereinafter called the "City"), and The Goodman Corporation (hereinafter called "TGC"). WHEREAS, the City and TGC executed the referenced Agreement (hereinafter called the "Agreement") on the l4th day of the month of February, 2008; and WHEREAS, the City and TGC executed Supplemental Agreement No. 1 to provide a scope of services change and add additional fees on the 27th day of the month of June, 2008; and WHEREAS, the City and TGC executed Supplemental Agreement No. 2 to provide a scope of services change and add additional fees on the 9th day of the month of January, 2009; and WHEREAS, the City and TGC executed Supplemental Agreement No. 3 to provide a scope of services change and add additional fees on the 26th day of the month of March, 2009; and WHEREAS, it has now become necessary to execute Supplemental Agreement No. 4 t� provide a scope of services change to the Agreement; and to add additional fees therefor to Exhibit `B" to the Agreement; NOW, THEREFORE, premises considered, the City and TGC agree that said Agreement is amended as follows: I. A scope of services addition shall be made to the "Planning Services Agreement," and said addition shall be entitled "Exhibit A Supplemental Planning Scope of Services." Said Exhibit A is attached hereto and incorporated herein for alt purposes as though recited verbatim II. An item shall be added to Exhibit "B" entitled "Supplemental Planning Budget" as follows: 00237788/jkg Task Budget Task 1: Service Analysis $13,425 Task 2: Service Policies and Procedures $ 9,895 Task 3: Public Outreach $14,800 Task 4: Administrative Policies and Procuedures $ 5,500 Task 5: Grant Assistance $ 3345 related to Round Rock Rail Link Total $46,965 All services described in the attached exhibits shall be performed for the originally -contracted total sum of $122,000.00, with an added fee of $33,350.00 for the scope of services addition made in Supplemental Agreement No. 1, and with an added fee of $20,000.00 for the scope of services addition made in Supplemental Agreement No. 2, and with an added fee of $92,000.00 for the scope of services addition made in Supplemental Agreement No. 3, and with an added fee of $46,965.00 for the scope of services addition made in this Supplemental Agreement No. 4, totaling $314,315.00. There shall be no reimbursable expenses allowed. An additional exhibit shall be added to the "Planning Services Agreement," and said addition shall be entitled "Exhibit C Supplemental Planning Schedule." Said Exhibit C is attached hereto and incorporated herein for all purposes as though recited verbatim IN WITNESS WHEREOF, the City and TGC have executed this Supplemental Agreement No. 4 in duplicate originals. CITY OF ROUND ROCK, TEXAS THE GOODMAN CORPORATION 13y. Printed Name: Printed nted Name!�'?A' (.74 Title. Title: �y�7. Date Signed: Date Signed: //,'Q // ATTEST: By: Sara L. White, City Secretary FOR CITY, APPROVED AS TO FORM: By: Stephan L. Sheets, City Attorney 2 THE GOODMAN /.ri.,.' CORPORATION MEMORAND UM TO: David Bartels, City of Round Rock Caren Lee, City of Round Rock FROM: Barry M. Goodman DATE: November 7, 2011 SUBJECT:: Supplemental Planning Agreement — Demand Response Bus Service Plan (ROR101) The Goodman Corporation (TGC) proposes to provide transit planning services to the City of Round Rock (CORR) in order to prepare CORR to offer demand response bus service through a new third -party contractor. Prior to this time, demand response services had been delivered under contract by the region's rural transit agency, Capital Area Rural Transportation System, or CARTS. Beginning in fiscal year 2012, the contract between CARTS and CORR will not be renewed and CORK will contract with a new third -party provider. Until the third party provider is operational, CARTS will continue to provide demand response bus services. It is anticipated that the departure of CARTS will result in changes to the demand response bus services available to individuals both living in and travelling to Round Rock and the surrounding area. The goal of this scope of services is to assist city administrators and officials to address these changes: • To identify those passengers who will be affected by service changes and how; • To identify potential service alternatives for transit -dependent individuals who are at -risk for losing transportation; • To define the parameters and policies of a new demand response bus service; • To conduct public outreach to "get the word out" to affected individuals and agencies and to gather needed input and feedback; • To develop policies and procedures for service delivery and administrative monitoring, oversight, and reporting; • To provide grant development assistance for transit operating and capital needs. Supporting documentation attached to this proposal includes Exhibit A, Scope of Services; Exhibit B, Budget; and Exhibit C: Schedule. THE GOODMAN /. CORPORATION Exhibit A Supplemental Planning Scope of Services Task 1: Service Analysis The purpose of this task is to identify significant CARTS rider -segments that are using the transit service within, from, and to the Round Rock area. TGC will identify rider -segments based. on frequency of common origins and/or destinations, and types of trips. TGC will map where riders are beginning and ending their trips; when they are making these trips; and the purpose of the trip. This analysis will try to distinguish among transit riders who are originating within the Round Rock city limits, the Round Rock extra jurisdictional area, and the surrounding urbanized area. TGC will use the CARTS FY2011 database for this task. The degree to which analyses can be completed may be influenced by the CARTS database format, its size, content and uniformity. Analyses may be based on sample data in order to complete the task within budget and provide CORR with information that is most representative of the bulk of transit activity. • Organize and analyze the CARTS ridership database to identify the number and location of passengers originating within the Round Rock city limits (both in and outside of the urbanized area), and within the Round Rock ETJ. To the extent that data is available, trip purposes and high frequency origins and destinations will be identified. • Identify high frequency ridership days of week and times. The purpose of this task will be to identify periods in which a higher or lower level of service may be warranted. • Quantify the frequency of CARTS inter -city trips that are currently being provided between Round Rock and Austin, Cedar Park, Temple, and Georgetown and identify trip purposes and significant destinations. For example, trips to the Veterans Administration and dialysis centers may be frequent inter -city trips.These are trips that are at -risk for being discontinued. • Identify high -frequency origins that are outside the CORR city limits and travelling to Round Rock. To the extent that information is available, identify common destinations and trip frequency of high transit -dependent passengers. For example, CARTS is currently providing a reverse -commuter service from the Capital Metro Tech Ridge Park -and -Ride lot to employment centers such as the Sears Call Center, the Round Rock Independent School District and Austin Resource Center for Independent Living (ARCIL). These locations employ andlor serve individuals with disabilities. These trips may be at -risk unless alternative funding, such a Job Access Reverse Commute or New Freedom, can be secured. • Similarly, CARTS provides trips for congregate meals at the Allen R. Baca Center for Community and Senior Activities. CARTS has funded this service with a $90,000 grant from the Capital Area Council of Governments (CAPCOG). Under this sub -task, TGC 2 THE GOODMAN CORPORATION would map the location of seniors currently using this service in order to understand the potential impact to riders from the elimination of this subscription service to riders outside the service area. To the extent data is available, TGC will also identify other subscription trips that are currently being provided by CARTS. • Identify Round Rock -based trips that are non -emergency medical trips, provided by CARTS under its Medicaid contract. It is anticipated that CARTS will continue to provide these trips within Round Rock and its ETJ. • Identify other trips that originating from the CARTS station in Round Rock and research to what extent these transportation providers may fill a service gap for inter -urban trips. • Using GIS, map the location and trip density of the ridership data. • Based on these analyses, update the CARTS database to reflect needed categories and to create a database tool that will be of future use to CORR in its program monitoring. Deliverable: TGC will produce a technical memo, accompanied by appropriate GIS -based maps, to document the number, location, and trip characteristics of transit riders. Ridership will be defined by origin in order to quantify those individuals that may be affected by a future change in service. Transit gaps generated by the change in contractor will be identified. TGC will update the CARTS database to provide a useful tool for service monitoring and adininistration. Task 2: Changes to Services, Policies and Procedures Affecting the Public The purpose of this task is to identify: the changes to service characteristics, policies and procedures; how the change in service provider may affect individuals currently receiving service; and service alternatives available from other transportation providers and social service agencies for those individuals who are at -risk of losing service. To the extent service policies and procedures are not defined by the Round Rock Demand Response Bus Service Request for Proposal (RFP), TGC will identify and define service policy areas. In addition, TGC will identify alternative transportation solutions for some types of critical trips that are at -risk of being discontinued. Under this task, TGC will: • Define Service Delivery Policies and Procedures: o Hours and Days of Service: CARTS provides service from 7 am to 6 pm, Monday to Friday. TGC will evaluate the potential impact to ridership if hours are changed to 8 am to 5 pm. TGC will also identify time periods with low ridership and the potential impact to riders if service is curtailed during these times. o Service Eligibility: Currently, CARTS provides service to the general public. TGC will evaluate the impact to individuals if services are restricted based on eligibility (e.g. persons with disabilities and/or age) including eligibility for personal care assistants to ride free -of -charge; and the administrative impact to CORK to oversee and monitor an eligibility -based system. 3 THE GOODMAN CORPORATION o Reduced Fare Policy: Currently, CARTS provides reduced fares for persons with disabilities and elderly riders. If service is proved to the general public, then reduced fares must be made available to persons with disabilities and elderly riders. TGC will develop the procedure for qualifying persons with disabilities and elderly riders for reduced fares, including eligibility for personal care assistants to ride free -of -charge. o Reservation, Scheduling and Dispatch Policies: Currently, CARTS takes reservations up to 4 hours prior to a trip (based on availability), but encourages reservations made 24 -hours prior. CORR is considering changing the policy to allow reservation up to 4:00 pm the previous day; this change would enable a trip manifest to be completed prior to the next working day. Similarly, some recurring trips are scheduled in advance. These are called subscription trips. Reservations are made by phone. TGC will assist the CORR to define its reservation policy regarding the reservation window and subscription trips, and its reservation system. o Customer Service Procedures and Rules for Riders: CORR will need to define its procedures for complaints, resolution of complaints, on -board passenger behavior, consequence of cancellations and no-show trips, lost and found, etc. TGC will assist the CORK to define and develop rules and procedures and prepare content for a guide for riders.(The cost of printing the rider guide is not included in the pricing for this scope of services.) o Information and Marketing: TGC will assist the CORR to define the best portal(s) for the dissemination of information about the new service. This may include CARTS, Capital Metro, other transportation providers, social service agencies, etc. • Define Regional Service Altematives: To the extent that some transit -dependent riders will lose service, TGC will identify potential service alternatives available from other regional transportation providers and social service agencies. The purpose of this task is to provide the CORR with transportation suggestions and alternatives, which it can in tum provide to riders. Deliverable: TGC will produce a technical document outlining recommended service rules and procedures. This document will provide the basis for the CORR Demand Response Bus Service rider guide. Task 3: Public Outreach The purpose of this task will be to define and execute a public outreach program that will help prepare transit riders, Round Rock citizens, and public administrators and officials to transition from CARTS to a new service provider. For example, there may be a future restriction on service 4 THE GOODMAN�j.; CORPORATION eligibility, based on an origin and destination within the Round Rock city limits. While CARTS hail both the contract authority and the funding mix to serve individuals residing in either the rural or urbanized areas, the City of Round is focused on financially supporting transit services within its city limits. However, prior to any public policy decisions on future service eligibility, TGC will assist the CORR to conduct public outreach to affected individuals, agencies, and the general public in order to educate the public about the need for change; to provide a forum for discussions; to learn from the public how .the change may affect individuals and communities; to foster discussions on barriers to service and alternatives to service; and to help define future service policies and procedures. Under this task, TGC will: • Develop a contact database of current CARTS riders and other targeted audience groups including social service agencies. Update the database to allow coding for reduced fare eligibility. • Define a strategy to inform riders of the CARTS contract termination and CORR's efforts to obtain a replacement service provider, the proposed service changes, how the change in service provider may affect individuals currently receiving service, service alternatives based on other regional programs for those individuals who are at -risk of losing service, the public meetings and opportunities for comments and the schedule for the transition to the new service provider. For example, it has been suggested to mail a postcard to individuals within the CARTS database who have either a Round Rock origin or destination. The postcard would inform the individual of the proposed service changes and provide information on where to get more information and/or provide comments. Similarly, postcards could also be distributed by CARTS drivers to passengers. TGC will prepare and coordinate information communicated to the public with the City. (The cost of printing and mailing postcards is not included in the pricing for this scope of services.) • Provide information to CORK staff to support their efforts to draft public service announcements and/or news stories; and provide support for other activities that will promote awareness of upcoming public meetings. • Plan and facilitate up to six public meetings to inform the public and solicit public comments regarding changes to demand response service in the Round Rock area. The first series of three meetings will focus on specific proposed changes to transit service, transportation alternatives for those individuals at -risk of losing service and gathering feedback, as well as communicating service policies and procedures. During these meetings, the goal is to educate the public as to the need for a change in transit service, gather feedback, and foster discussion. information from these meetings will be used to help guide service policies. The second series of meetings will focus on specific changes to transit service, transportation alternatives for those individuals losing service, as well as communicating service policies and procedures. • Coordinate with CORR to determine the best location and times for the meetings. TGC will identify meeting locations that are adjacent to a larger number trip origins or 5 THE GOODMAN /.�i. ' CORPORATION destinations in order to facilitate higher attendance. TGC will prepare and coordinate the presentation materials for the public meetings with CORR and will document the process, attendee comments, etc. • Conduct phone or face-to-face interviews with social service agencies whose clients are likely to be affected by the proposed and final service changes. Deliverable: TGC will produce a technical document which outlines the process and outcomes of the public outreach effort including infoimation communicated to the public. TGC wi11 document meeting materials, announcements and outreach efforts, public attendance, and comments. Task 4: Administrative Policies and Procedures for the City and Service Provider TGC will assist the CORR in the development of policies and procedures that are compliant with its internal guidelines, consistent with the Round Rock Demand Response Bus Service RFP, and meet FTA requirements. Peer systems, the Round Rock RFP, CARTS policies and procedures, the CORK city code, and FTA regulations will aid in the development of its internal policies The purpose of this task will be to create a tool (checklist and schedule) which will help CORR administer its contract with the provider. Where appropriate, the recommendations will include an estimate of administrative effort to facilitate future federal reimbursement from eligible activities. The administration of the contract may involve the input of different city departments, such as: city manager, legal, finance, procurement, planning, and public information. Administrative policies and procedures may include but are not limited to: • Perfoimance Reporting: This may include the maintenance of daily, monthly and annual operations reporting such as nuinber of riders, vehicle hours and miles, and on-time performance. These reports are generated by the contractor and maintained by the CORK. CORR may be limited to ensuring the accuracy of the reporting. • Vehicle and Equipment Maintenance: CORR will be responsible for ensuring that vehicles, ADA, communications, safety, and other equipment is properly maintained in accordance with the Demand Response Bus Service RFP, FTA regulations, etc. and that equipment failure is properly noted. TGC will provide the CORK with guidelines for maintenance oversight. • Personnel: CORR will be responsible for ensuring the third -party contractor meets its obligations to hire and drive its drivers properly, to test for drugs and alcohol; maintain proper qualifications and training, etc. TGC will provide the CORR with guidelines for personnel oversight. • Other Internal Policies: This may include reduced fare policy and complaint resolution; DBE participation 6 THE GOODMAN A#'CORPORATION Deliverable: TGC will produce a document which can be used to implement future transit service administration and monitoring efforts. The document will outline recommended CORR administrative policies, procedures, and administrative checklist. Task 5: Grant Assistance TGC will provide grant assistance to the CORK as it relates to the operating and capital needs of the new Demand Response Bus Service. TGC will develop submittals for the grant application_ and provide intergovertunental support for award of grant. Deliverable: Using the FTA TEAM database, TGC will create grant submittals, budgets, and provide intergovernmental support as needed to support grant requests. 7 THE GOODMAN #' CORPORATION PROPOSED BUDGET Exhibit B Supplemental Planning Budget The total budget of $46,965, inclusive of all fees and expenses, shall be paid on a lump sum, percent of completion fee basis for the performance of the Scope of Services. Task Budget Ti — Service Analysis $13,425 T2 — Service Policies and Procedures $9,895 T3 — Public Outreach $14,800 T4 - Administrative Policies and Procedures $5,500 T5 — Grant Assistance $3,345 TOTAL $46,965 8 THE GOODMAN /m...1' CORPORATION Exhibit C Supplemental Planning Schedule PROPOSED SCHEDULE Note: The CORR has initiated planning steps to meet a service start date no later than June 1, 2012. These steps include a request to include the Demand Response Bus Service in the CAMPO Transportation Improvement Plan (TIP) and the State TIP, both prerequisites for grant award by the FTA. The proposed schedule is intended to meet the June 1, 2012 deadline but can be responsive should the grant be awarded earlier. Task Dec Jan Feb Mar April May T1— Service Analysis T2 — Service Policies and Procedures T3 — Public Outreach T4 - Administrative Policies and Procedures T5 — Grant Assistance 9 'ROUND ROCK TEXAS PURPOSE. SON. PROSPERITY s t i City Council Agenda Summary Sheet Agenda Item No. 9C1. Agenda Caption: Consider a resolution authorizing the Mayor to execute Supplemental Agreement #4 to the Planning Services Agreement for consulting services for transportation planning with The Goodman Corporation. Meeting Date: December 1, 2011 Department: Transportation Staff Person making presentation: Gary Hudder Transportation Director Item Summary: This supplemental planning agreement will provide transit planning services to the City in preparation for the transition of the Demand Response Bus Service from the Capital Area Rural Transit System (CARTS) to a third party contractor. The transition will result in numerous changes, so this supplemental agreement will assist City administrators and officials with addressing the impacts of these changes. This agreement will provide: - service analysis; - service policies and procedures; - public outreach; - administrative policies and procedures; and - grant assistance Strategic Plan Relevance - Mobility & Connectivity High Priority - Develop public transportation to address citizen needs Cost: $46,965 Source of Funds: General Fund Date of Public Hearing (if required): N/A Recommended Action: Approval EXECUTED DOCUMENTS FOLLOW SUPPLEMENTAL AGREEMENT NO.4 TO "PLANNING SERVICES AGREEMENT" FOR CONSULTING SERVICES FOR TRANSPORTATION PLANNING FROM THE GOODMAN CORPORATION (TGC) CITY OF ROUND ROCK THE STATE OF TEXAS COUNTY OF WILLIAMSON COUNTY OF TRAVIS FIRM: ADDRESS: KNOW ALL BY THESE PRESENTS: The Goodman Corporation (TGC) 3200 Travis Street, Suite 200, Houston, Texas 77006-3654 This Supplemental Agreement No. 4 to "Planning Services Agreement" is made by and between the City of Round Rock, Texas (hereinafter called the "City"), and The Goodman Corporation (hereinafter called "TGC"). WHEREAS, the City and TGC executed the referenced Agreement (hereinafter called the "Agreement") on the 14th day of the month of February, 2008; and WHEREAS, the City and TGC executed Supplemental Agreement No. 1 to provide a scope of services change and add additional fees on the 27th day of the month of June, 2008; and WHEREAS, the City and TGC executed Supplemental Agreement No. 2 to provide a scope of services change and add additional fees on the 9th day of the month of January, 2009; and WHEREAS, the City and TGC executed Supplemental Agreement No. 3 to provide a scope of services change and add additional fees on the 26th day of the month of March, 2009; and WHEREAS, it has now become necessary to execute Supplemental Agreement No. 4 to provide a scope of services change to the Agreement; and to add additional fees therefor to Exhibit "B" to the Agreement; NOW, THEREFORE, premises considered, the City and TGC agree that said Agreement is amended as follows: I. A scope of services addition shall be made to the "Planning Services Agreement," and said addition shall be entitled "Exhibit A Supplemental Planning Scope of Services." Said Exhibit A is attached hereto and incorporated herein for all purposes as though recited verbatim II. An item shall be added to Exhibit `B" entitled "Supplemental Planning Budget" as follows: 00237788/jkg/revised Q. ,t-, t24 Vv - 1 Task Budget Task l: Service Analysis $13,425 Task 2: Service Policies and Procedures $ 9,895 Task 3: Public Outreach $14,800 Task 4: Administrative Policies and Procedures $ 5,500 Task 5: Grant Assistance $ 3,345 Total $46,965 All services described m the attached exhibits shall be performed for the originally -contracted total sum of $122,000.00, with an added fee of $33,350.00 for the scope of services addition made in Supplemental Agreement No. 1, and with an added fee of $20,000.00 for the scope of services addition made in Supplemental Agreement No. 2, and with an added fee of $92,000.00 for the scope of services addition made in Supplemental Agreement No. 3, and with an added fee of $46,965.00 for the scope of services addition made in this Supplemental Agreement No. 4, totaling $314,315.00. There shall be no reimbursable expenses allowed. An additional exhibit shall be added to the "Planning Services Agreement," and said addition shall be entitled "Exhibit C Supplemental Planning Schedule." Said Exhibit C is attached hereto and incorporated herein for all purposes as though recited verbatim IN WITNESS WHEREOF, the City and TGC have executed this Supplemental Agreement No. 4 in duplicate originals. CITY OF ROUND ROCK, TEXAS By: Printed Name: Title: Date Signed: ATTEST: By: c Sara L. White, City Secretary FOR CITY, ' ' ROVED AS O FORM: By: Step . ' L. Sheets, City A orney 2 THE GOODMAN CORPORATION By: -y Printed Name: Bdrr y M. 600,1 rru t Title: RA1e/l, t - Date Signed: ! i( 2.e (11 THE GOODMAN 4 CORPORATION MEMORANDUM TO: David Bartels, City of Round Rock Caren Lee, City of Round Rock FROM:: Barry M. Goodman DATE: November 7, 2011 SUBJECT:: Supplemental Planning Agreement — Demand Response Bus Service Plan (ROR101) The Goodman Corporation (TGC) proposes to provide transit planning services to the City of Round Rock (CORR) in order to prepare CORR to offer demand response bus service through a new third -party contractor. Prior to this time, demand response services had been delivered under contract by the region's rural transit agency, Capital Area Rural Transportation System, or CARTS. Beginning in fiscal year 2012, the contract between CARTS and CORR will not be renewed and CORR will contract with a new third -party provider. Until the third party provider is operational, CARTS will continue to provide demand response bus services. It is anticipated that the departure of CARTS will result in changes to the demand response bus services available to individuals both living in and travelling to Round Rock and the surrounding area. The goal of this scope of services is to assist city administrators and officials to address these changes: • To identify those passengers who will be affected by service changes and how; • To identify potential service alternatives for transit -dependent individuals who are at -risk for losing transportation; • To define the parameters and policies of a new demand response bus service; • To conduct public outreach to "get the word out" to affected individuals and agencies and to gather needed input and feedback; • To develop policies and procedures for service delivery and administrative monitoring, oversight, and reporting; • To provide grant development assistance for transit operating and capital needs. Supporting documentation attached to this proposal includes Exhibit A, Scope of Services; Exhibit B, Budget; and Exhibit C: Schedule. THE GOODMAN #' CORPORATION Task 1: Service Analysis Exhibit A Supplemental Planning Scope of Services The purpose of this task is to identify significant CARTS rider -segments that are using the transit service within, from, and to the Round Rock area. TGC will identify rider -segments based. on frequency of common origins and/or destinations, and types of trips. TGC will map where riders are beginning and ending their trips; when they are making these trips; and the purpose of the trip. This analysis will try to distinguish among transit riders who are originating within the Round Rock city limits, the Round Rock extra jurisdictional area, and the surrounding urbanized area. TGC will use the CARTS FY2411 database for this task. The degree to which analyses can be completed may be influenced by the CARTS database format, its size, content and uniformity. Analyses may be based on sample data in order to complete the task within budget and provide CORR with information that is most representative of the bulk of transit activity. • Organize and analyze the CARTS ridership database to identify the number and location of passengers originating within the Round Rock city limits (both in and outside of the urbanized area), and within the Round Rock ETJ. To the extent that data is available, trip purposes and high frequency origins and destinations will be identified. • ldentify high frequency ridership days of week and times. The purpose of this task will be to identify periods in which a higher or lower level of service may be warranted. • Quantify the frequency of CARTS inter -city trips that are currently being provided between Round Rock and Austin, Cedar Park, Temple, and Georgetown and identify trip purposes and significant destinations. For example, trips to the Veterans Administration and dialysis centers may be frequent inter -city trips.These are trips that are at -risk for being discontinued. • Identify high -frequency origins that are outside the CORR city limits and travelling to Round Rock. To the extent that information is available, identify common destinations and trip frequency of high transit -dependent passengers. For example, CARTS is currently providing a reverse -commuter service from the Capital Metro Tech Ridge Park -and -Ride lot to employment centers such as the Sears Call Center, the Round Rock Independent School District and Austin Resource Center for Independent Living (ARCIL). These locations employ and/or serve individuals with disabilities. These trips may be at -risk unless alternative funding, such a Job Access Reverse Commute or New Freedom, can be secured. • Similarly, CARTS provides trips for congregate meals at the Allen R. Baca Center for Community and Senior Activities. CARTS has funded this service with a $90,000 grant from the Capital Area Council of Governments (CAPCOG). Under this sub -task, TGC 2 THE GOODMAN J CORPORATION would map the location of seniors currently using this service in order to understand the potential impact to riders from the elimination of this subscription service to riders outside the service area. To the extent data is available, TGC will also identify other subscription trips that are currently being provided by CARTS. • Identify Round Rock -based trips that are non -emergency medical trips, provided by CARTS under its Medicaid contract. It is anticipated that CARTS will continue to provide these trips within Round Rock and its ETJ. • Identify other trips that originating from the CARTS station in Round Rock and research to what extent these transportation providers may fill a service gap for inter -urban trips. • Using GIS, map the location and trip density of the ridership data. • Based on these analyses, update the CARTS database to reflect needed categories and to create a database tool that will be of future use to CORR in its program monitoring. Deliverable: TGC will produce a technical memo, accompanied by appropriate GIS -based maps, to document the number, location, and trip characteristics of transit riders. Ridership will be defined by origin in order to quantify those individuals that may be affected by a future change in service. Transit gaps generated by the change in contractor will be identified. TGC will update the CARTS database to provide a useful tool for service monitoring and administration. Task 2: Changes to Services, Policies and Procedures Affecting the Public The purpose of this task is to identify: the changes to service characteristics, policies and procedures; how the change in service provider may affect individuals currently receiving service; and service alternatives available from other transportation providers and social service agencies for those individuals who are at -risk of losing service. To the extent service policies and procedures are not defined by the Round Rock Demand Response Bus Service Request for Proposal (RFP), TGC will identify and define service policy areas. In addition, TGC will identify alternative transportation solutions for some types of critical trips that are at -risk of being discontinued. Under this task, TGC will: • Define Service Delivery Policies and Procedures: o Hours and Days of Service: CARTS provides service from 7 am to 5 pm, Monday to Friday. TGC will evaluate the potential impact to ridership if hours are changed to 8 am to 5 pm. TGC will also identify time periods with low ridership and the potential impact to riders if service is curtailed during these times. o Service Eligibility: Currently, CARTS provides service to the general public. TGC will evaluate the impact to individuals if services are restricted based on eligibility (e.g. persons with disabilities and/or age) including eligibility for personal care assistants to ride free -of -charge; and the administrative impact to CORR to oversee and monitor an eligibility -based system. 3 THE GOODMAN lily CORPORATION o Reduced Fare Policy: Currently, CARTS provides reduced fares for persons with disabilities and elderly riders. If service is proved to the general public, then reduced fares must be made available to persons with disabilities and elderly riders. TGC will develop the procedure for qualifying persons with disabilities and elderly riders for reduced fares, including eligibility for personal care assistants to ride free -of -charge. o Reservation, Scheduling and Dispatch Policies: Currently, CARTS takes reservations up to 4 hours prior to a trip (based on availability), but encourages reservations made 24 -hours prior. CORR is considering changing the policy to allow reservation up to 4:00 pm the previous day; this change would enable a trip manifest to be completed prior to the next working day. Similarly, some recurring trips are scheduled in advance. These are called subscription trips. Reservations are made by phone. TGC will assist the CORR to define its reservation policy regarding the reservation window and subscription trips, and its reservation system. o Customer Service Procedures and Rules for Riders: CORR will need to define its procedures for complaints, resolution of complaints, on -board passenger behavior, consequence of cancellations and no-show trips, last and found, etc. TGC will assist the CORK to define and develop rules and procedures and prepare content for a guide for riders.{The cost of printing the rider guide is not included in the pricing for this scope of services.) o Information and Marketing: TGC will assist the CORR to define the best portal(s) for the dissemination of information about the new service. This may include CARTS, Capital Metro, other transportation providers, social service agencies, etc. • Define Regional Service Alternatives: To the extent that some transit -dependent riders will lose service, TGC will identify potential service alternatives available from other regional transportation providers and social service agencies. The purpose of this task is to provide the CORK with transportation suggestions and alternatives, which it can in tum provide to riders. Deliverable: TGC will produce a technical document outlining recommended service rules and procedures. This document will provide the basis for the CORR Demand Response Bus Service rider guide. Task 3: Public Outreach The purpose of this task will be to define and execute a public outreach program that will help prepare transit riders, Round Rock citizens, and public administrators and officials to transition from CARTS to a new service provider. For example, there may be a future restriction on service 4 THE GOODMANCORPORATION eligibility, based on an origin and destination within the Round Rock city limits. While CARTS had both the contract authority and the funding mix to serve individuals residing in either the rural or urbanized areas, the City of Round is focused on financially supporting transit services within its city limits. However, prior to any public policy decisions on future service eligibility, TGC will assist the CORR to conduct public outreach to affected individuals, agencies, and the general public in order to educate the public about the need for change; to provide a forum for discussions; to learn from the public how .the change may affect individuals and communities; to foster discussions on barriers to service and alternatives to service; and to help define future service policies and procedures. Under this task, TGC will: • Develop a contact database of current CARTS riders and other targeted audience groups including social service agencies. Update the database to allow coding for reduced fare eligibility. • Define a strategy to inform riders of the CARTS contract termination and CORR's efforts to obtain a replacement service provider, the proposed service changes, how the change in service provider may affect individuals currently receiving service, service alternatives based on other regional programs for those individuals who are at -risk of losing service, the public meetings and opportunities for comments and the schedule for the transition to the new service provider. For example, it has been suggested to mail a postcard to individuals within the CARTS database who have either a Round Rock origin or destination. The postcard would inform the individual of the proposed service changes and provide information on where to get more information and/or provide comments. Similarly, postcards could also be distributed by CARTS drivers to passengers. TGC will prepare and coordinate information communicated to the public with the City. (The cost of printing and mailing postcards is not included in the pricing for this scope of services.) • Provide information to CORK staff to support their efforts to draft public service announcements and/or news stories; and provide support for other activities that will promote awareness of upcoming public meetings. • Plan and facilitate up to six public meetings to inform the public and solicit public comments regarding changes to demand response service in the Round Rock area. The first series of three meetings will focus on specific proposed changes to transit service, transportation alternatives for those individuals at -risk of losing service and gathering feedback, as well as communicating service policies and procedures. During these meetings, the goal is to educate the public as to the need for a change in transit service, gather feedback, and foster discussion. Information from these meetings will be used to help guide service policies. The second series of meetings will focus on specific changes to transit service, transportation alternatives for those individuals losing service, as well as communicating service policies and procedures. • Coordinate with CORR to determine the best location and times for the meetings. TGC will identify meeting locations that are adjacent to a larger number trip origins or 5 THE GOODMAN /,��� CORPORATION destinations in order to facilitate higher attendance. TGC will prepare and coordinate the presentation materials for the public meetings with CORR and will document the process, attendee comments, etc. • Conduct phone or face-to-face interviews with social service agencies whose clients are likely to be affected by the proposed and final service changes. Deliverable: TGC will produce a technical document which outlines the process and outcomes of the public outreach effort including information communicated to the public. TGC will document meeting materials, announcements and outreach efforts, public attendance, and comments. Task 4: Administrative Policies and Procedures for the City and Service Provider TGC will assist the CORR in the development of policies and procedures that are compliant with its internal guidelines, consistent with the Round Rock Demand Response Bus Service RFP, and meet FTA requirements. Peer systems, the Round Rock RFP, CARTS policies and procedures, the CORR city code, and FTA regulations will aid in the development of its internal policies The purpose of this task will be to create a tool (checklist and schedule) which will help CORR administer its contract with the provider. Where appropriate, the recommendations will include an estimate of administrative effort to facilitate future federal reimbursement from eligible activities. The administration of the contract may involve the input of different city departments, such as: city manager, legal, finance, procurement, planning, and public information. Administrative policies and procedures may include but are not limited to: • Performance Reporting: This may include the maintenance of daily, monthly and annual operations reporting such as number of riders, vehicle hours and miles, and on-time performance. These reports are generated by the contractor and maintained by the CORK. CORR may be limited to ensuring the accuracy of the reporting. • Vehicle and Equipment Maintenance: CORR will be responsible for ensuring that vehicles, ADA, communications, safety, and other equipment is properly maintained in accordance with the Demand Response Bus Service RFP, FTA regulations, etc. and that equipment failure is properly noted. TGC will provide the CORR with guidelines for maintenance oversight. • Personnel: CORR will be responsible for ensuring the third -party contractor meets its obligations to hire and drive its drivers properly, to test for drugs and alcohol; maintain proper qualifications and training, etc. TGC will provide the CORR with guidelines for personnel oversight. • Other Internal Policies: This may include reduced fare policy and complaint resolution; DBE participation 6 THE GOODMAN A ' CORPORATION Deliverable: TGC will produce a document which can be used to implement future transit service administration and monitoring efforts. The document will outline recommended CORR administrative policies, procedures, and administrative checklist. Task 5: Grant Assistance TGC will provide grant assistance to the CORR as it relates to the operating and capital needs of the new Demand Response Bus Service. TGC will develop submittals for the grant application and provide intergovernmental support for award of grant. Deliverable: Using the FTA TEAM database, TGC will create grant submittals, budgets, and provide intergovernmental support as needed to support grant requests. 7 THE GOODMAN 4 CORPORATION Exhibit B Supplemental Planning Budget PROPOSED BUDGET The total budget of $46,965, inclusive of all fees and expenses, shall be paid on a lump sum, percent of completion fee basis for the performance of the Scope of Services. Task Budget T1— Service Analysis $13,425 T2 — Service Policies and Procedures $9,895 T3 — Public Outreach $14,800 T4 - Administrative Policies and Procedures $5,500 T5 — Grant Assistance $3,345 TOTAL $46,965 8 THE GOODMAN #i' CORPORATION PROPOSED SCHEDULE Exhibit C Supplemental Planning Schedule Note: The CORR has initiated planning steps to meet a service start date no later than June 1, 2012. These steps include a request to include the Demand Response Bus Service in the CAMPO Transportation Improvement Plan (TIP) and the State TIP, both prerequisites for grant award by the FTA. The proposed schedule is intended to meet the June 1, 2012 deadline but can be responsive should the grant be awarded earlier. Task Dec Jan Feb Mar April May T1— Service Analysis T2 — Service Policies and Procedures T3 — Public Outreach T4 - Administrative Policies and Procedures T5 — Grant Assistance