The SORTA Board of Trustees may go into Executive “Closed” Session under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee…; Section 121.22(G)(2) To consider the purchase of property for public purposes….; Section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action; Section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees…, Section 121.22(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues; Section 121.22(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office; Section 121.22(G)(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets…

SORTA PLANNING AND OPERATIONS COMMITTEE MEETING

TUESDAY, FEBRUARY 11TH, 2020 - 9:00 A.M.

SORTA/METRO BOARD ROOM 602 MAIN STREET, SUITE 1200

CINCINNATI, OHIO

General Items:

Call to order Pledge of Allegiance Recite Mission and Vision Statement

1. Approval of Planning and Operations Committee Minutes: January 14th, 2019

Briefing Items

2. Good News! (John Ravasio) 3. Presentation 4. Ridership Reports for January 2020 (Matt Moorman) To be presented at meeting… 5. Presentation

Action Items

6. Proposed Resolution: Approval of Contract for Bus Bench and Shelter Advertising (Dave Etienne) 7. Action Item 8. Presentation 9. Procurement Summary 10. Proposed Resolution: Approval to Purchase WiFi for Buses (Pat Giblin) 11. Action Item 12. Procurement Summary

Other Items: Adjournment

The next regular meeting of the Planning & Operations Committee has been scheduled for

March 10th, 2020 at 9:00 a.m., the SORTA/Metro Board Room, 602 Main Street, Suite 1200, Cincinnati, Ohio

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PLANNING AND OPERATIONS COMMITTEETUESDAY, JANUARY 14TH, 2020 – 9:00 A.M.SORTA/METRO MT. ADAMS BOARD ROOM

602 MAIN STREET, SUITE 1200CINCINNATI, OHIO

COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Brendon Cull, Blake Ethridge, Mary Miller, Gwen Robinson, Kathy Wyenandt

COMMITTEE MEMBERS ABSENT:

STAFF MEMBERS PRESENT: Darryl Haley, Dave Etienne, Pat Giblin, Adriene Hairston, Brandy Jones, Caprice Jones, Maria Jones, Michelle Jeng, Matt Moorman, Jake Murray, Liz Norvell, Cindy Resor, and Shannel Satterfield

OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP)

1. Call to Order

Mr. Cull called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. SORTA’s Vision and Mission Statements

SORTA’s vision and mission statements were recited.

4. Approval of Minutes of December 10th, 2019

Mr. Cull moved and Ms. Robinson second that the minutes of the December 10th meeting be approved as previously emailed.

5. Good News!

Mr. Ravasio presented his Good News! report.

The Committee accepted the report as presented.

6. Ridership Report as of December 31st, 2019

Mr. Moorman presented the December 2019 ridership reports. Total ridership for the month of December was 115, blow budget. On-time performance was 84.5 % for local routes, against a goal of 86%. Local routes are carrying 18.8 passengers per hour, against a goal of 20.7 and express routes are carrying 13.87 passengers per trip, against a goal of 16.2. Missed Trips for the month was 112 against 60,474 total trips. The Committee accepted the report as presented.

7. Proposed Motion: Approval of Agency Safety Plan-Bus

Mr. Thorn requested approval of the SORTA Agency Safety.

The Committee agreed to recommend the motion to the full Board and on the consent agenda.

8. Proposed Resolution: Approval of Contract for Trapeze Management

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2

Mr. Giblin requested approval of a three (3) year contract with Trapeze Software Group, Inc. for cloud base management at a total cost not to exceed $438,686.

The Committee agreed to recommend the resolution to the full Board and on the consent agenda.

New Business

The next regular meeting of the Planning and Opertions Committee has been scheduled for Tuesday, February 11th, 2020 at 9:00 A.M.

9. Adjournment

The meeting adjourned at 9:30 A.M.

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Planning and Ops:

Good News February 11,

2020

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January OTP Metrics

Our BEST month for OTP since March…

…of 2017 2016!!!

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January OTP Metrics

• 28 of 31 days in the month were above the KPI of 86.5%• QG: 88.2% for the month!• To celebrate, we are currently planning breakfast for both Garages

₋ Once a date is finalized, we will invite the SORTA Board

Early OTP Late

2020: 3.7% 87.7% 8.6%2019: 5.9% 84.5% 9.7%

2018: 4.1% 85.2% 10.7%

2017: 3.1% 86.8% 10.1%

2016: 2.3% 88.9% 8.8%

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January 2020 OTP Stars Top 10 at BH Top 10 at QG

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Missed Trips, January• 97 Missed Trips

o That’s 99.4% of trips completedo January 2019: 140 trips

• Due to No Operator: o 25 trips, all occurring on four (4) total days

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More January KPI highlightsOperator absenteeism:• 13.1% (vs. 15.0% in Jan. ‘19)

Maintenance absenteeism:• 7.5% (vs. 11.0% in Jan. ’19)

Miles between Mechanical Service Interruptions (MSI)• 8,672 (vs. 7,326 in Jan. ‘19)

That’s an 18% improvement!!!

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Thank you!

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Ohio Loves Transit Week

• Transit with EZFare app promotion – All who download Transit with EZFare and make a purchase by Wednesday,

Feb. 12 receive a free 1-ride ticket in their account• Government Square outreach

– Hand out “Ohio Loves Transit” buttons at Government Square along with valentine-themed candy Thursday, Feb. 13

• Social Media Campaign– Invited community to use #OhioLovesTransit to share why Metro is important

to their lives for a chance to win prizes.• OPTA legislative reception at Ohio Statehouse Feb. 12• Guest column from rider to run in Enquirer

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February 2020

BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- JANUARY 31ST, 2020

STRATEGIC PLAN GOAL / OBJECTIVE

Operational Excellence

RECOMMENDATION

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

BUSINESS PURPOSE

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

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

SUBMITTED BY:

Matt MoormanInterim Scheduling Manager

Attachments:Presentation

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January 2020

Ridership Report

1

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Local/Express Ridership

ACTUAL BUDGET VARIANCE(%/#) 2019 VARIANCE

(%/#)

TOTAL 1,115,678 1,020,777 9.3% 94,901 1,048,156 6.4% 67,522

LOCAL 1,038,284 953,567 8.9% 84,717 975,560 6.4% 62,724

EXPRESS 77,394 67,210 15.2% 10,184 72,596 6.6% 4,798

YTD TOTAL 1,115,678 1,020,777 9.3% 94,901 1,048,156 6.4% 67,522

2

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Local/Express KPIs

ACTUAL KPI/BUDGET VARIANCE

PASSENGERS PER HOUR (LOCAL) 18.5 20.7 -2.2

PASSENGERS PER TRIP (EXPRESS) 15.2 16.2 -1.0

AVERAGE RIDERSHIP (WD) 45,127 41,341 3,786

AVERAGE RIDERSHIP (SA) 16,446 15,662 784

AVERAGE RIDERSHIP (SU) 11,415 9,722 1,693

Current year Prior year KPI/Budget3

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Local/Express KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER (LOCAL) $6.36 $5.57 +$0.79

COST PER PASSENGER (EXPRESS) $11.76 $9.00 +$2.76

COST RECOVERY (LOCAL) 29.2% 28.0% 1.2%

COST RECOVERY (EXPRESS) 30.0% 35.0% -5.0%

ON TIME PERFORMANCE (LOCAL) 87.7% 86.5% 1.2%

ON TIME PERFORMANCE (EXPRESS) 86.8% 86.5% 0.3%

Current year Prior year KPI 4

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Local/Express Missed Trips

Current year Prior year

ACTUAL TOTAL TRIPS % OF TRIPS OPERATED

MISSED TRIPS (ALL SERVICE) 97 64,328 99.8%

REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS

NO OPERATOR AVAILABLE 25 25.8%

MECHANICAL ISSUE 20 20.6%

TRAFFIC INCIDENT 15 15.5%

LATE OPERATIONS 23 23.7%

OTHER 14 14.4%

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Access Ridership

ACCESSPARATRANSIT ACTUAL BUDGET VARIANCE (%/#) 2019 VARIANCE (%/#)

TOTAL 19,206 18,431 4.2% 775 18,431 4.2% 775

WD 17,986 17,045 5.5% 941

SA 700 653 7.2% 47

SU 520 733 -29.1% -213

YTD 19,206 18,431 4.2% 775 18,431 4.2% 775

Current Year Prior Year Budget   

  6

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Access KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $33.20 $32.00 +$1.2

ON-TIME PERFORMANCE (OTP) 93.0% 93.0% 0.0%

PASSENGER PER HOUR 2.26% 2.20% +0.06%

COST RECOVERY 12.4% 14.0% -1.6%

Current year KPI7

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Monthly Route Performance Measures

8

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Route Passenger KPIs - January

9

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Route Cost KPIs - January

10

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Route Revenue KPIs - January

11

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Route Revenue KPIs – January

12

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Route OTP KPI - January

13

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BOARD OF TRUSTEESSOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2020-xx

APPROVAL OF CONTRACT FOR TRANSIT SHELTER AND BENCH ADVERTISING, MAINTENANCE/REPAIR, INSTALLATION AND CLEANING

WHEREAS:

1. Currently, SORTA has fifty-five (55) shelters and fifty (50) benches for advertising and desires to add new shelters and benches to stops to improve customers’ experiences while waiting for buses to arrive. 2. A request for proposals based on a scope of work developed by staff was released to eleven (11) potential proposers, including four (4) D/M/WBE firms. 3. Four (4) proposals for transit advertising, procurement, installation and maintenance of the shelter and benche project were received. Staff recommends the SORTA Board accept the proposal submitted by Advertising Vehicles (Adsposure) for a ten (10) year revenue contract with five (5) one (1) year optional extensions, at a total economic impact projected at $1,483,707. THEREFORE, BE IT RESOLVED: 4. The Board hereby finds the proposal of Advertising Vehicles (Adsposure) as recommended by SORTA staff, to be the proposal most advantageous to SORTA, revenue and other factors considered and awards to it a contract for transit advertising, procurement, installation and maintenance of shelters and benches, at a total economic impact projected at $1,483,707. 5. Either the CEO/General Manager/ Secretary -Treasurer or the CFO shall execute the contract on behalf of SORTA.

Attachments:Action Item

PresentationProcurement Summary

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Bus Bench & Shelter

Advertising ContractPlanning & Operations Committee

MeetingFeb. 11, 2020

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Objectives• Generate revenue

• Improve riders’ experience with additional amenities

• Minimize or eliminate cost and staff time managing shelters and benches

• Enhance overall perception of Metro

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Background• RFP issued June 2019

• Covers all existing and new assets

• 11 solicited, including 4 DBEs, 4 proposals received

• Two in-person presentations

• Final decision: enter into negotiation with Adsposure

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Adsposure• Current contractor for Metro bus fleet

• Serving seven other transit markets– Des Moines, IA– Fort Worth, TX– Kansas City, KS– Lexington, KY– Nashville, TN– Transit Authority of Northern KY– San Antonio, TX

• Headquartered in Cincinnati, OH

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Contract Details• 10-year contract with five (5) one-year renewal options

– Adsposure will sell ads, clean and maintain existing assets and install new benches and shelters

– Adsposure will manage all permitting requirements with city, municipalities, etc.

• Shelters – install a total of 205 new shelters in first six years at no cost to SORTA

• Benches – install a total of 400 new benches first six years at no cost to SORTA

• Revenue share: The higher of $40,000 or 8% of total gross income per year

• Total projected revenue to SORTA: $1.4 million over 10 years

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Proposed Shelter and Bench

• Manufactured by Tolar, a leader in street furniture

• Both meet City of Cincinnati standards for design, ad sizes

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Thank you

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February 2020

ACTION ITEM- APPROVAL OF CONTRACT FOR BUS SHELTER AND BENCH ADVERTISING

STRATEGIC PLAN GOAL / OBJECTIVE Operational excellence Strategic partnering

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager or the CFO to execute a ten (10) year revenue contract with five (5) one (1) year optional extensions with Advertising Vehicles (Adsposure) on behalf of SORTA for transit advertising, procurement, installation and maintenance of shelters and benches.

FINANCIAL CONSIDERATIONS

This is a revenue contract with Advertising Vehicles (Adsposure), a projected revenue of $1,483,707 over a 15 year period.

The revenue is based on a percentage of the gross advertising sales. The percentage shared to SORTA shall be a minimum annual guarantee of $40,000 or eight (8%) percent of gross income per year, whichever is greater.

BUSINESS PURPOSE

Metro currently has 55 shelters and 50 benches for advertising and desires to add new shelters and benches to stops to improve customers’ experiences while waiting for buses to arrive. SORTA has determined that the 55 shelters will be replaced with new shelters procured by Adsposure.

These shelters and benches provide attractive locations for advertising.

Adsposure is responsible for the management of the bench and shelter program in its entirety.

Proceeds from bus shelter and bench advertising will be used to offset SORTA operating expenses.

The Contractor proposes adding new shelters and benches each year during the first six years of the contract to a total of 205 shelters and 400 benches.

PROCUREMENT CONSIDERATIONS

This is a request for proposal (RFP).

This is a contract for ten (10) years with five (5) one (1) year options.

The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

Attachments:Procurement Summary

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This solicitation was sent to eleven (11) firms, including four (4) Minority Business Enterprises and Disadvantaged Business Enterprises.

Four total responses were received; no MBE/DBE firms responded.

LEGAL CONSIDERATIONS

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

APPROVAL OF CONTRACT OPTION

Dave Etienne Darryl HaleyDirector of Marketing & Communications CEO/General Manager/ Secretary -Treasurer

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BOARD OF TRUSTEESSOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2020-02

APPROVAL TO PURCHASE WI-FI FOR BUSES WHEREAS:

1. Currently, SORTA offers WI-FI on one-hundred and eighty-nine (189) buses. SORTA staff has identified the need to offer WI-FI on additional fixed route and access service, in an effort to increase ridership and improve the customer experience.

2. This is a sole source procurement.

3. SORTA staff recommends a three (3) year purchase order with Verizon Wireless, Inc. for WI-FI services on the current fleet and the addition of sixty-one (61) retrofitted buses, as well as forty (40) buses being delivered in 2020, at a total cost not to exceed $381,615.

4. The expenditure will be funded with operating funds.

THEREFORE, BE IT RESOLVED:

5. The SORTA Board hereby authorizes the CEO/General Manager/Secretary-Treasurer or the CFO to execute a purchase order with Verizon Wireless on behalf of SORTA, at a total cost not to exceed $381,615.

Attachments:Action Item

Procurement Summary

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February 2020

ACTION ITEM- APPROVAL TO PURCHASE WI-FI FOR BUS

STRATEGIC PLAN GOAL / OBJECTIVE

Operational Excellence Innovation

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager/Secretary-Treasurer or the CFO to procure bus WI-FI services with Verizon Wireless, on behalf of SORTA at a cost not to exceed $381,615.

FINANCIAL CONSIDERATIONS

This is a three (3) year purchase order with a total expenditure not to exceed $381,615 for the period of January 1, 2020 through December 31, 2022.

This expenditure has been budgeted and will be funded with operating funds.

BUSINESS PURPOSE

This procurement supports the ongoing cost of WIFI on the current Metro buses with service it is installed on, as well as an additional 61 buses being retrofitted to support WIFI and partial year operation of an additional 40 buses being delivered in 2020.

This purchase order assumes an annual increase in deployment of WIFI on thirty (30) fixed route and ten (10) para-transit vehicles per year.

PROCUREMENT CONSIDERATIONS

This is a procurement leveraging previously utilized government pricing.

The contract procurement summary is attached.

LEGAL CONSIDERATIONS

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

SUBMITTED BY:

Patrick Giblin Darryl Haley Director of IT CEO/General Manager/ Secretary -Treasurer

Attachments:Procurement Summary

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