AGENDA - Tampa Hillsborough Expressway Authority...2018/03/03 · If any person wishes to address...

TAMPA - HILLSBOROUGH COUNTY EXPRESSWAY AUTHORITY

BOARD MEETING March 26, 2018 at 1:30 P. M.

1104 East Twiggs Street, First Floor Board Room Tampa, Florida 33602

AGENDA

If any person wishes to address the Board, a sign-up sheet has been provided at the entrance of the meeting room. Presentations must be limited to three minutes. When addressing the Board, please state your name and address and speak clearly into the microphone. If distributing additional backup materials, please furnish 10 copies for the Authority members and staff. Any person who decides to appeal any decision of the Authority with respect to any matter considered at its meeting or public hearing will need a record of the proceedings and, for such purpose, may need to hire a court reporter to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which an appeal is to be based. I. CALL TO ORDER, INVOCATION and PLEDGE OF ALLEGIANCE II. PUBLIC INPUT / PRESENTATIONS

III. APPROVAL OF MINUTES OF THE FEBRUARY 26, 2018 BOARD MEETING IV. INFORMATIONAL / ACTION ITEMS

A. Operations & Maintenance Committee – Bennett Barrow, Chair

1. Selmon West Extension - (Attachments) – David May, P.E., Staff Purpose: To amend the Selmon West Extension Contract with Atkins Global to

reflect conditions of the Design Build Contract. The original CEI contract was developed and approved prior to the finalization of the Design Build Contract. The CEI contract needs to be amended to account for construction methods and schedules contained in the Design Build contract. The amended contract amount is $11,077,814.

Funding: Capital Budget: $11,077,814 Action: Authorization to amend Atkins CEI Contract No. O-00616 to reflect

conditions of the Design Build Contract and account for construction methods and schedules with the amended contract amount.

2. HNTB Task Work Orders for South Selmon Safety Project RFP Development-

(Attachments) – David May, P.E., Staff

Purpose: To develop a Request for Proposal for the Selmon South Safety Project. Preliminary information development has previously been authorized through sub consultants to HNTB. This task work order is to have HNTB incorporate the preliminary information into an RFP and assist with procurement.

Tampa-Hillsborough County Expressway Authority Agenda March 26, 2018

Funding: Capital Project - $100,000 Action: Approval of the task work order $100,000 for HNTB to develop an RFP

for the South Selmon Safety Project.

3. HNTB Task Work Orders for Meridian Improvements Project - (Attachments) – David May, P.E., Staff Purpose: To authorize HNTB to develop the scope for the Meridian

Improvements at Twiggs Street project. Included are subconsultant task orders for utilities location, survey and geotech necessary to finalize the scope of work.

Utilities - $115,000 Survey - $60,000 Geotech - $18,000

Funding: Capital Budget: $193,000 Action: Approval of HNTB Task Work orders for utilities location, survey

and geotech.

4. Wrong Way Driver Equipment & Installation (Attachment) – David May, P.E., Staff

Purpose: To purchase and install wrong way driver detection and local notification devices for specific locations on the general-purpose lanes of the Expressway. Equipment is compatible with wrong way driver devices installed by FDOT District 7. Installation quotes were obtained through normal procurement practices.

Equipment - Universal Signs & Accessories - $82,409 Installation - AKCA Inc. - $55,150 Funding: Capital Budget: $137,559 Action: To authorize Executive Director to approve purchase orders to

Universal Signs and Accessories and AKCA Inc. for the wrong way driver equipment and installation.


5. Toll Operations Work Program Support / New Position Request: Toll Systems

Manager (Attachment) – Rafael Hernandez., Staff

Purpose: To strengthen the Authority’s executive bench, implement a succession plan in accordance with the Authority’s Strategic Plan and add skills and experiences with the creation of a Toll Systems Manager position.

Funding: Administrative Budget: $90,000 - $140,000 Action: Authorize the Executive Director to create a Toll Systems Manager

position based on the recommended criteria outlined in the cost benefit analysis and undertake recruitment pursuant to THEA policy.

6. Update Toll Operations Business Rules to Accommodate CCSS Operations

(Attachment) – Rafael Hernandez., Staff Purpose: Update THEA’s toll operations business rules according to CCSS

documentation; support future CCSS Change Management initiatives; and train toll-operations staff to maintain CCSS deliverable document library.

Funding: Capital Budget: $93,585

Action: Authorize THEA staff to issue a task order to Milligan Partners for the amount not to exceed of $93,585 for Milligan Partners to perform the tasks and provide THEA with the deliverables outlined in the attached Scope of Work document.

B. Audit/Finance Committee (Attachment) – Commissioner Les Miller, Chair

1. FY2018 Revenue Sufficiency Certification (Attachment) - Amy Lettelleir, Esq., Staff Purpose: To comply with Section 5.07 Toll Covenant of the Amended Restated

Master Bond Resolution Action: Adoption of Resolution #659, authorizing the Chief Financial Officer

to certify, on behalf of the Authority, that pledged funds are sufficient to meet the Toll Covenant requirements of the Amended Restated Master Bond Resolution for Fiscal Year 2019.

2. Investment Advisory Services – (Attachment) - Amy Lettelleir, Esq., Staff

Purpose: To provide investment advisory services from a qualified firm for the Authority’s operating and capital funds.


Funding: Administrative Budget Action: Approval of the rankings from the Evaluation Committee and authorize

staff to negotiate a contract for Investment Advisory Services with the highest ranked firm. If negotiations are unsuccessful, staff shall negotiate with the next highest ranked firm, if necessary. Contract execution is subject to final review and approval of THEA General Counsel.

Rank Firm Name Total Score

1 Public Trust Advisors 274 2 Chandler Asset Management 263 3 Hilltop Securities 240

V. STAFF REPORTS

A. Operations & Maintenance (Dave May, P.E.)

B. Communications (Sue Chrzan) C. Financial / Traffic & Revenue (Amy Lettelleir)

1. Finance Report 2. Traffic & Revenue Report

D. Toll Operations (Rafael Hernandez)

1. Update Toll Operations Report as of January 2018

VI. EXECUTIVE REPORTS

A. Executive Director (Joe Waggoner) 1. Toll Index Report (Attachment)

2. Contracts Reporting

a. Contract Increases & Changes (No Report) - Construction / Capital Improvements - Continuing b. Upcoming Renewals & Expirations (No Report)


c. Contract Close-out Report (Attachment) d. Deputy Director of Planning – Selection Approval

B. General Counsel (Patrick Maguire)

C. Chair (Vincent Cassidy, Chair)

1. Upcoming Meetings - 2018 Board Meeting Schedule (Attachment)

THEA Committees as a Whole – April 9, 2018 Cancelled THEA Board Meeting–April 23, 2018 Moved to April 16, 2018 THEA Board Workshop – May 7, 2018 (Budget Review & Toll Analysis

Update) THEA Board Meeting – May 21, 2018

VII. OLD BUSINESS

X. NEW BUSINESS

XI. ADJOURNMENT

III.

Approval of Minutes

February 26, 2018 Board Meeting

Chairman – Vincent J. Cassidy

DRAFT Tampa-Hillsborough County Expressway Authority

Minutes of February 26, 2018 Board Meeting 1104 E. Twiggs Street

Tampa, FL 33602

The Tampa-Hillsborough County Expressway Authority held a public meeting at 1:30 p.m. on February 26, 2018, at the Authority’s Transportation Management Center, 1104 E. Twiggs Street, Tampa, Florida. The following were present:

BOARD: Vincent Cassidy, Chairman Bennett Barrow, Vice Chair Danny Alvarez, Secretary Shaun Oxtal Mayor Bob Buckhorn Commissioner Les Miller FDOT District VII Secretary David Gwynn

STAFF: Joe Waggoner, Patrick Maguire, Amy Lettelleir, Sue Chrzan, David May, Bob Frey, Rafael Hernandez, Debbie Northington, BJ Lamb, Man Le, Sue Chase, Shari Callahan, Anna Quinones, S. Morgan Holmes, Elizabeth Gray, Donna Obuchowski

HDR: Steve Ferrell HILLTOP SECURITIES: Ed Stull HNTB: Jim Drapp, Al Stewart H&M CONSULTANTS: J. Raoofi J.P. MORGAN: Nathaniel Johnson PLAYBOOK: Sally Dee RS&H: Michael Coleman STOKES CREATIVE GROUP: John Melendez WSP: Christina Kopp

I. CALL TO ORDER, INVOCATION and PLEDGE OF ALLEGIANCE

Chairman Vincent Cassidy called the meeting to order at 1:30 P.M., followed by General Counsel Maguire leading in the Invocation and recitation of the Pledge of Allegiance.

II. PUBLIC INPUT/PRESENTATIONS

There were no individuals signed up to publicly address the Board at this meeting of February 26,2018.

III. APPROVAL OF MINUTES OF THE JANUARY 22, 2018 BOARD MEETING

Mr. Alvarez moved for approval of the January 22, 2018 Board Meeting Minutes, seconded by Mayor Buckhorn. The motion passed unanimously.

Tampa-Hillsborough County Expressway Authority Minutes of February 26, 2018

Page 2 of 9

IV. INFORMATIONAL / ACTION ITEMS

A. Operations & Maintenance Committee

1. Bridge Aesthetic Lighting Contract – David May, P.E.

Mr. May addressed the Board noting the first item is a design contract for the aesthetic lighting of the REL. The short-listed firm was Kimley-Horn as a result of the procurement process. A rendering was provided with Mr. May highlighting that most of the underside of the REL will be lit as will the columns, which is improved lighting and will provide uniformity for the entire facility. The negotiated contract with Kimely-Horn is $552,284.

Mr. Alvarez made the following motion, seconded by Mr. Barrow for authorization for the Executive Director to execute the contract for the bridge aesthetic lighting concepts and plans project with Kimley-Horn in an amount not to exceed $552,284. Contract execution is subject to final review and approval of THEA General Counsel.

Chairman Cassidy questioned if the same technology will be used as that for the Selmon West Extension? Mr. May explained although we are not controlling that technology, THEA is encouraging them, and of note, they do have the same lighting designer. Essentially, although we cannot guarantee it will be exactly the same, it should be similar. This contract is expected to last 5-6 months for the design; therefore, the Operations & Maintenance Committee will be coming back to the Board this summer with an RFP for the installation through the procurement protocol.

There being no additional questions, comments or concerns, the motion passed unanimously.

2. Task Work Orders with HNTB for the Selmon South Safety Project – David May,P.E.

Mr. May explained this item involves three separate Task Work Orders for HNTB andtheir passthroughs to perform preliminary work on the South Selmon Safety Project. Thefirst task order is for Tierra to provide geotechnical services to include borings of themedian and shoulders and pavement borings to determine exactly what is presently thereand to provide the future design build firm a baseline of where to start and what isinvolved. This will alleviate the need for each firm to conduct their own individualgeotechnical work and will improve the quality of the proposals. The second Task WorkOrder not to exceed $201,000 for preliminary surveying. The original survey done on thisproject was performed in 1970 and not electronic; therefore, there is a need to recreate asa baseline. The last Task Work Order in the amount not to exceed $234,200 forShenandoah, a company under contract through DOT and which THEA is piggybackingoff that contract, to clean out and video all drainage lines. This item is again a preventative


Page 3 of 9

item to guard against claims during the construction process. These items will be drawn from the capital budget for a total amount of $633,900.

Commissioner Miller made the following motion, seconded by Mr. Oxtal for authorization for staff to issue Task Work Orders with HNTB and approval of the recommendation to authorize the Executive Director to execute these Task Work Orders for the South Selmon Design Build Project as follows: a) HNTB Task Work order for geotechnical services by Tierra, Inc. not to exceed $198,700; b) HNTB Task Work Order for preliminary survey files not to exceed $201,000 performed by Element Engineering Group; and c) HNTB Task Work Order for storm sewer video inspection by Shenandoah Construction not to exceed $234,200.

Mr. Alvarez questioned if this request is different than the previously approved $200,000 for draining/inspection of the retention pond? Mr. May clarified the borings will include drainage ponds to find out what is underneath. Chairman Cassidy requested clarification on if this was Bay to Bay to Gandy and this project was the Safety Improvements being done on the southern portion of the facility. Mr. May responded this is essentially from just south of the Himes Bridge to the Hillsborough River. This is the safety project where a barrier wall in the median is being placed to prevent crossover accidents.

Mr. Alvarez questioned the liability aspect to THEA for providing the data versus if the firm doing the work themselves gathered the data. General Counsel Maguire noted if THEA is producing it for contractor, they will have insurance to protect THEA. This accelerates the process and also gives THEA the chance to doublecheck what is going in on the project. Mr. May explained that although we are providing this data, it is up to the contractors to do their own research and their own analysis and will be clearly defined in the RFP that all THEA is providing is enough information in order for vendors to prepare their proposals only.


B. Planning Committee

1. Jacobs Toll Analysis – Bob Frey, Staff

Mr. Frey explained this item relates to the January 8, 2018 Board Workshop for Jacobs to conduct analysis testing of various toll schedules, toll rate programs and video/SunPass differential ratios and to present findings in a series of Board Workshops, culminating in a final report documenting the process, findings and recommendations. The Capital Budget for Jacobs to do this toll analysis is not to exceed $120,000.

Chairman Cassidy requested Mr. Frey continue with the next item since they are both related to the January 8, 2018 Board Workshop.


Page 4 of 9

2. Steve Reich Toll and Policy Analysis Support – Bob Frey, Staff

Mr. Frey explained Mr. Reich was the gentleman who narrated and facilitated the THEABoard Workshop on January 8, 2018. Per the January 8th THEA Board Workshop, Mr.Reich will be providing Toll and Organizational Policy analysis for the toll analysis testing.As part of this study, Mr. Reich will investigate different organizational changes requiredto meet THEA’s strategic goals and then presenting the findings in a series of BoardWorkshops, culminating in a final report documenting the process, findings, andrecommendations. Mr. Reich will be working with the Executive Director as well as theBoard to develop policies. Funding for Mr. Reich not to exceed $40,000.

Chairman Cassidy summarized items 1 and 2 for the Planning Committee total $160,000looking at strategies with regards to tolling as discussed at the January 8, 2018 THEA BoardWorkshop.

Mr. Oxtal made the following motion, seconded by Mr. Alvarez for: 1) Authorization of Task Work Orders not to exceed $120,000 for Jacobs Engineering to conduct analysis testing of various toll schedules, toll rate programs and video/SunPass differential ratios; and 2) Authorize adding $40,000 to the existing Task Work Order for Steve Reich to provide Toll and Organizational Policy analysis for the toll analysis testing. There being no questions or need for clarification the motion passed unanimously.

3. Work Program Support Planning / New Position Request – Deputy Director –Bob Frey, Staff

Mr. Frey explained this item is a work program support item for planning which is a newposition request of a Deputy Planning Director. In an effort to strengthen the Authority’sexecutive bench and implement a succession plan in alliance with the Authority’s StrategicPlan, the skills and experiences to allow this forward direction is the creation of a DeputyDirector of Planning. The salary range would be in the area of $75,000 to $130,000. Mr.Frey explained with the current work program and projects going forward THEA hasreached a point where additional staff are needed and it is feasible to bring someone on in-house as opposed to outsourcing.

Commissioner Miller made the following motion, seconded by Mr. Barrow to authorize the Executive Director to create a Deputy Planning Director position based on the recommended criteria outlined in the cost benefit analysis and hire the ideal candidate.

Chairman Cassidy noted he has requested a plan from both General Counsel Maguire and Mr. Waggoner to insure continuity and succession planning, so this is just another example of the Authority planning for succession within the organization.



Page 5 of 9

4. Hillsborough Transit Authority (HART) Memorandum of Understanding –Connected Vehicle Support – Bob Frey, Staff

Mr. Frey explained as part of the Connected Vehicle Program, ten transit buses will beoutfitted with connected vehicle technology as well as the trolleys. There is also discussionof the autonomous shuttles when they come on board on the Marion Transitway that theCV Pilot will be outfitting them as well which would make them the first automatedconnected project. The purpose of this Memorandum of Understanding between THEAand HART is documenting the roles and responsibilities for the transit portion of the TampaCV Pilot. This MOU provides a written commitment from HART they will be onboardfor the entire 18-month remainder timeframe of the CV Pilot. No funding is required.

Mr. Alvarez made the following motion, seconded by Mr. Oxtal to authorize the Executive Director to execute the Memorandum of Understanding with the Hillsborough Transit Authority (HART) to continue its role serving as a limited CV Pilot Partner with THEA in accordance with provisions set forth in the agreement. MOU execution is subject to final review and approval of THEA General Counsel. There being no questions or need for further clarification the motion passed unanimously.

C. General Counsel

1. Authorize THEA to join as Co-Petitioners in a Quiet Title Action with GasWorxLLC – Patrick Maguire, Esq.

General Counsel explained this request is for THEA’s ability to join in a quiet title action. General Counsel provided an illustration of the property in question, noting the red line on the illustration is the Greenway path and the checkered area up the middle is an old railroad right-of-way (ROW). GasWorx has THEA property (blue on the illustration) under a lease option. As part of discussions regarding future options the Mechanik Nuccio Firm asked if THEA would join with them in clearing that abandoned ROW. GasWorx will bear all costs.

Mr. Alvarez made the following motion, seconded by Mayor Buckhorn to authorize THEA to join as co-petitioner in a quiet title action with GasWorx, LLC to clear title to abandoned rail road ROW abutting and running through THEA property.

Chairman Cassidy clarified we are still in communication with GasWorx regarding lease negotiations.

There being no questions or need for further clarification the motion passed unanimously.


Page 6 of 9

D. Audit/Finance Committee

1. Financial Audit Services – Amy Lettelleir, Esq.

Ms. Lettelleir reminded the Board at the last meeting the ranking of the auditor proposals was approved and authorized staff to negotiate a contract with Rivero Gordimer & Company. This contract has been negotiated and today we are requesting authorization of a Task Order not to exceed $55,000 with the contract with Rivero, Gordimer & Company to provide financial audit services for the fiscal year ending June 30, 2018.

Mayor Buckhorn made the following motion, seconded by Commissioner Miller to authorize a task order not to exceed $55,000 under the contract with Rivero, Gordimer & Company to provide financial audit services with the fiscal year ending June 30, 2018. There being no questions or need for clarification the motion passed unanimously.

V. STAFF REPORTS

A. Operations & Maintenance - (Dave May, P.E.)

Mr. May provided an update on the Selmon West Extension Design Build Project noting today is day 153 out of the 1,000 day contract and progressing nicely. The schedule has not changed from the last meeting; although there is an updated schedule in the works with holiday time granted to the contractor. Currently, the design has been approved for the western segment to proceed with the roadway up to the first end-wall. They are currently working on widening out the roadway to enable them to work in the median to construct the ramp and the end-wall which is their delivery location for all the segments for the first viaduct. Chairman Cassidy requested clarification on what an “end-wall” means. Mr. May explained where the ramp stops is a vertical wall, which is supported the same as the viaduct piers although it is called an end-wall. Review of the piers (2 through 14) is underway. There are permits for the western segment and permits for the remainder of the project have been submitted. During the next three weeks they will be working on blowing out the western edge and paving so two lanes can go around the work zone.

Chairman Cassidy questioned if Mr. May has heard anything about getting access to talent from the contractors or subcontractors? Mr. May has not heard any complaints and noted the contractor is a big player in this market and can obtain the resources they need. They have skilled superintendent staff. Mr. May noted there have been minimal complaints from the community noting there have been several discussions with the public and give credit to Sue Chrzan and her team regarding the whole process and their communications with the public which has been outstanding and has led to the minimal complaints.

The next Maintenance Rating Analysis (MRP) is scheduled for April 2nd and 3rd. THEA will be double checking to be sure all bolts are still in place prior to the scheduled MRP. THEA


Page 7 of 9

has verification that all the lighting deficiencies were due to bolts and that all lamps were burning.

B. Communications - (Sue Chrzan)

Ms. Chrzan reported the Communications Team recently met and talked with Culbreath Key to keep them informed regarding updates on the SWE. They had requested THEA come out to take pictures and create a rendering to show the completed project. Mr. Drapp and THEA’s consultants also attended. The event went very well, and they were very excited. In addition, THEA was featured in the Tampa Downtown Partnership Monday Morning Memos. Communications is working on new banners to place on Gandy Boulevard to entice the public to visit the businesses as well.

Ms. Chrzan provided an update on the media mentions noting approximately 13 million people saw online news which includes the Discovery Channel Canada CV Pilot Project feature which was shown to the Board as part of Ms. Chrzan’s report.

The USF/Selmon Expressway Balsa Bridge Building Competition was held February 17, 2018, with the most bridges registered and the largest crowd in attendance since inception. Chuck Henson with Bay News 9 was the emcee again this year and did a fantastic job. The middle school winner’s bridge held 400 pounds of pressure.

C. Financial / Traffic & Revenue (Amy Lettelleir)

Ms. Lettelleir announced she is reporting for December 2017 and to date toll revenue collected totals $37,752,101 for the first six months in FY 2018. Of note, the general administrative expenses are tracking right on budget. The capital projects, also six months in, are tracking just a little more than 50% above at $45,757,271.

Chairman Cassidy questioned based on current traffic volume, if THEA anticipates catching up from the deficit experienced during Hurricane Irma. Mr. Waggoner assured the Chairman there is no issue with regard to THEA covering costs for the year. Chairman Cassidy questioned whether THEA still expects to hit the topline revenue number despite the revenue loss experienced as a result of Hurricane Irma. Mr. Waggoner noted THEA is tracking approximately 6% above and are climbing closer to the projected figure.

D. Toll Operations (Rafael Hernandez)

Mr. Hernandez reported an update regarding a question raised at the January Board Meeting on October 2017 revenue numbers when he reported a 95% increase as compared to October 2016. An analysis revealed in 2016 Hillsborough County closed the administrative offices due to the Hurricane Matthew and in 2017 there was one extra weekday and four more major events at the Amalia Area that contributed to the increase reported in October. As of November 2017, there is a 6.8% increase from 2017 and December 2017 year to year increase was 4.9%. The analysis of traffic reveals more events at the Amalia Arena contributing to the added traffic.


Page 8 of 9

November 2017 average daily traffic in summary reveals an 8.6% increase in the west group and a 5% increase in the east group. December 2017 reveals a 6.1% increase for the west group and the east group a 4.3% increase. The decrease on the REL for December 2017 of 2.6% is attributed to the Christmas Holiday falling on a Tuesday for 2017.

VI. EXECUTIVE REPORTS

A. Executive Director (Joe Waggoner)

1. Contracts Reporting

Mr. Waggoner explained on the Continuing Contracts Report there is Techstaff contract,which is our toll imaging/processing, whereby Mr. Waggoner executed a task order for anadditional $25,000 against the $475,000 budgeted for the year. This directly reflects thefact THEA has had a significant growth in video tolls for the year.

Mr. Waggoner reported on the Contract Renewal and Expiration Report noting thePatterson Bach Communications Contract for marking and communication services listed.Its initial three-year term has expired, and we are asking the Board to provide anycomments with regard to THEA’s anticipated one-year extension of the first-year renewalfor that contract. This is the six-month notice and unless we hear differently from theBoard within the next month, THEA will move forward with those above-mentionedintentions to extend the contract for an optional year.

The contract close-out report was reviewed noting the University of South Florida Centerfor Urban Transportation Research (CUTR) contract was executed three years ago whichhas been fully spent primarily for their assistance with the Connected Vehicle andAffiliated Test Bed. Other contracts have already been approved by the Board and areunderway as part of that project to carry through the testing phase.

B. General Counsel (Patrick Maguire)

Mr. Maguire had no new report.

C. Chair (Vincent Cassidy, Chairman)

1. Upcoming Meetings

Chairman Cassidy indicated the upcoming March 12, 2018 Committees as a Whole Meeting is not needed and will be cancelled. In addition, the April 9th Committees as a Whole Meeting will also be cancelled.

The Board Meeting for April 23rd will be moved to April 16, 2018. The next Board Meeting will be held on Monday, March 26, 2018.


Page 9 of 9

VII. NEW BUSINESS

A. Item to be Added to the Informational / Action Items

1. Connected Vehicle (CV) Pilot Deployment – Phase 2 & 3 – Board Member Travel –Vincent J. Cassidy, Chairman

USDOT Identified Outreach Events for the CV Pilot Deployment - Phase 2 & 3 includeTHEA’s participation in the exhibitor’s booth at the 2018 SXSW Interactive Festival inAustin, Texas March 10-14, 2018. As newly appointed Chair of the Planning Committee,Mr. Shaun Oxtal would attend the CV Pilot presentation providing Board Member’srepresentation as well as perspective on the CV Pilot Deployment at this USDOT outreachevent.

Mr. Barrow made the following motion, seconded by Mr. Alvarez to authorize Board Member, Mr. Oxtal, to attend the 2018 SXSW Interactive Festival in Austin, Texas, March 11, 2017 to March 13, 2018 to achieve a Board perspective on the CV Pilot Deployment not to exceed $2,500 in travel expenditures. There being no questions or need for clarification the motion passed unanimously.

VIII. ADJOURNMENT FOR ATTORNEY-CLIENT CLOSED SESSION

A. General Counsel Desires Advice Regarding Pending Litigation in the Matter of:

IN THE CIRCUIT COURT OF THE THIRTEENTH JUDICIAL CIRCUIT IN AND FOR HILLSBOROUGH COUNTY, FLORIDA Tropical Trailer Leasing, LLC v. Tampa-Hillsborough Expressway Authority et al, Case No. 14-CA-010366, Division C.

IX. ADJOURNMENT

There being no further business to come before the Board, Chairman Cassidy adjourned the meeting at 2:39 p.m.

MINUTES OF THE FEBRUARY 26, 2018 AUTHORITY BOARD MEETING

APPROVED: _____________________________ ATTEST:___________________________ Chairman: Vincent J. Cassidy Secretary: Daniel Alvarez

DATED THIS __26th ____DAY OF _March _, 2018

IV. A. 1.

Selmon West Extension Operations & Maintenance Committee

Purpose: To amend the Selmon West Extension Contract with Atkins Global to reflect conditions of the Design Build Contract. The original CEI contract was developed and approved prior to the finalization of the Design Build Contract. The CEI contract needs to be amended to account for construction methods and schedules contained in the Design Build contract. The amended contract amount is $11,077,814.

Funding: Capital Budget: $11,077,814

Action: Authorization to amend Atkins CEI Contract No. O-00616 to reflect conditions of the Design Build Contract and account for construction methods and schedules with the amended contract amount.

Selmon West Extension CEI Cost Increases

2016 Negotiated Fee- $7,003,939 (partial amount)Unknown construction durationUnknown design and methods of constructionIntended to be adjusted after schedule submitted and Design Build team Selected

Selmon West Extension CEI Cost Increases

2018 Negotiated Amendment Total- $11,077,814

Construction Duration- 24 months to 36 months (estimated)5.5% Labor Rate increase due to Contract Duration Adjustment Factor

Construction Design and Methods2 bridge designs increased to 32 foundation crews increased to 33 casting beds increased to 51 shift in casting yard increased to 2

OtherFDOT requiring Materials Acceptance & Certification (MAC) use Additional utility coordination due to relocation delays (TECO, Frontier, COT San Sewer)Additional FDOT coordination, including use of ERCAdditional CSX coordination

IV. A. 2.

HNTB Task Work Orders for South Selmon Safety Project RFP Development

Operations & Maintenance Committee

Purpose: To develop a Request for Proposal for the Selmon South Safety Project. Preliminary information development has previously been authorized through sub consultants to HNTB. This task work order is to have HNTB incorporate the preliminary information into an RFP and assist with procurement.


Action: Approval of the task work order $100.000 for HNTB to develop an RFP for the South Selmon Safety Project.

SUMMARY FEE SHEET

PROJECT DESCRIPTION: Tampa-Hillsborough Expressway Authority O-00416-XXGEC CONTRACT NO. O-00416-XX South Selmon Project- Preliminary & Scope Development Support (3/27/18 - 6/30/18)

PRIME CONSULTANT: HNTB Corporation

Sr. Technical Advisor Chief Eng./Planner Clerical TOTALACTIVITY Sr. Proj. Eng. Manhours Salary Cost Avg.

Man Hourly Rate Man Hourly Rate Man Hourly Rate Man Hourly Rate Man Hourly Rate Man Hourly Rate Man Hourly Rate Man Hourly Rate By By Hourly Hours $ 125.00 Hours $ 120.24 Hours $ 83.68 Hours $ 62.16 Hours $ 48.56 Hours $ 40.32 Hours $ 35.04 Hours $ 24.80 Activity Activity Rate

South Selmon Project-Prel & Scope Dev Support 0 $0.00 80 $9,619.20 80 $6,694.40 98 $6,091.68 100 $4,856.00 100 $4,032.00 70 $2,452.80 32 $793.60 560 $34,539.68 $61.68

Total Total SalaryMan Hours [(MHxHR)] 0 $0.00 80 $9,619.20 80 $6,694.40 98 $6,091.68 100 $4,856.00 100 $4,032.00 70 $2,452.80 32 $793.60 560 34,539.68$ $61.68

Basic Activities Maximum Limiting Fees (Salary Costs) $34,539.68Cost Elements & Additives

(a) 2.82 Multiplier $97,401.90

Direct Expenses 7.51% 2,593.93$ SUBTOTAL (Cost Elements applied to Basic Activities Fee): $97,401.90(d) Direct Reimbursables $2,593.93

Subconsultant-

Total Project Cost: $99,995.83Maximum Limiting Amount: $100,000.00

Project Manager Sr. TechnicianSr. Eng./Planner Engineer/PlannerProj. Eng./Planner

3/16/2018

O-00416-XXSouth Selmon Project- Preliminary & Scope Development Support (3/27/18 - 6/30/18)Scope Of Services

Purpose & Need

Provide support for the THEA operations for preparation of RFP for the South Selmon Project. This work will include activities relating to the improvements to the expressway system. This task work order is for the period from 3/27/17 -6/30/19.

Scope

Preliminary investigation and scope development will be performed to provide information for the preparation of the RFP for the first phase of the South Selmon Project.

3/16/2018

IV. A. 3.

HNTB Task Work Orders for Meridian Improvement Project


Purpose: To authorize HNTB to develop the scope for the Meridian Improvements at Twiggs Street project. Included are subconsultant task orders for utilities location, survey and geotech necessary to finalize the scope of work.

Utilities - $115,000 Survey - $60,000 Geotech - $18,000


Action: Approval of HNTB Task Work orders for utilities location, survey and geotech.

SUMMARY FEE SHEET

PROJECT DESCRIPTION: Tampa-Hillsborough Expressway Authority O-00416-XXGEC CONTRACT NO. O-00416-XX Meridian Ultimate Project- Preliminary & Scope Development Support (3/27/18 - 6/30/18)




Meridian Ultimate Project-Prel & Scope Dev Support 0 $0.00 80 $9,619.20 80 $6,694 100 $6,216.00 100 $4,856.00 80 $3,225.60 40 $1,401.60 33 $818.40 513 $32,831.20 $64.00

Total Total SalaryMan Hours [(MHxHR)] 0 $0.00 80 $9,619.20 80 $6,694 100 $6,216 100 $4,856 80 $3,226 40 $1,401.60 33 $818.40 513 32,831.20$ $64.00

Basic Activities Maximum Limiting Fees (Salary Costs) $32,831Cost Elements & Additives

(a) 2.82 Multiplier $92,584

Direct Expenses 7.51% 2,465.62$ SUBTOTAL (Cost Elements applied to Basic Activities Fee): $92,584(d) Direct Reimbursables $2,466

Subconsultant Utilities- Omni (SBE) $19,938

Total Project Cost: $114,987Maximum Limiting Amount: $115,000


3/15/2018

O-00416-XXMeridian Ultimate Project- Preliminary & Scope Development Support (3/27/18 - 6/30/18)Scope Of Services

Purpose & Need

Provide support for the THEA operations for preparation of Design Build RFP for the first phase of the Meridian Ultimate Project. This work will include activities relating to the improvements to the connections to the expressway system. This task work order is for the period from 3/27/17 -6/30/19.

Scope

Preliminary Utilities investigation and scope development will be performed to provide information for the preparation of the RFP for the first phase of the Meridian Ultimate Design Build Project.

3/15/2018

SUMMARY FEE SHEET

PROJECT DESCRIPTION: Tampa-Hillsborough Expressway Authority O-00416-XXGEC CONTRACT NO. O-00416-XX Meridian Ultimate Project- Preliminary Survey Support (3/27/18 - 6/30/18)




Meridian Ultimate Project-Prel Geotechnical Suppor 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 #DIV/0!

Total Total SalaryMan Hours [(MHxHR)] 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 -$ #DIV/0!

Basic Activities Maximum Limiting Fees (Salary Costs) $0.00Cost Elements & Additives

(a) 2.82 Multiplier $0.00

Direct Expenses 7.51% -$ SUBTOTAL (Cost Elements applied to Basic Activities Fee): $0.00(d) Direct Reimbursables $0.00

Subconsultant Survey- Element (SBE) $59,900.00



3/15/2018

O-00416-XXMeridian Ultimate Project- Preliminary Survey Support (3/27/18 - 6/30/18)Scope Of Services

Purpose & Need


Scope

Preliminary Survey investigation will be performed to provide information for the preparation of the RFP for the first phase of the Meridian Ultimate Design Build Project.

3/15/2018

SUMMARY FEE SHEET

PROJECT DESCRIPTION: Tampa-Hillsborough Expressway Authority O-00416-XXGEC CONTRACT NO. O-00416-XX Meridian Ultimate Project- Preliminary Geotechnical Support (3/27/18 - 6/30/18)




Meridian Ultimate Project-Prel Geotechnical Suppor 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 #DIV/0!

Total Total SalaryMan Hours [(MHxHR)] 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 $0.00 0 -$ #DIV/0!

Basic Activities Maximum Limiting Fees (Salary Costs) $0.00Cost Elements & Additives

(a) 2.82 Multiplier $0.00

Direct Expenses 7.51% -$ SUBTOTAL (Cost Elements applied to Basic Activities Fee): $0.00(d) Direct Reimbursables $0.00

Subconsultant Geotechnical-Tierra (SBE) $17,945.94



3/15/2018

O-00416-XXMeridian Ultimate Project- Preliminary Geotechnical Support (3/27/18 - 6/30/18)Scope Of Services

Purpose & Need


Scope

Preliminary Geotechnical investigation will be performed to provide information for the preparation of the RFP for the first phase of the Meridian Ultimate Design Build Project.

3/15/2018

IV. A. 4.

Wrong Way Drivers Equipment & Installation


Purpose: To purchase and install wrong way driver detection and local notification

devices for specific locations on the general-purpose lanes of the Expressway.

Equipment is compatible with wrong way driver devices installed by FDOT

District 7. Installation quotes were obtained through normal procurement

practices.

Equipment - Universal Signs & Accessories - $82,409

Installation - AKCA Inc. - $55,150


Action: To authorize Executive Director to approve purchase orders to Universal Signs

and Accessories and AKCA Inc. for the wrong way driver equipment and

installation.

Universal Signs & Accessories

3001 Orange Ave.

Fort Pierce, FL 34947

Quote # 18-014

DATE: February 15, 2018

TO: Tampa Hillsborough Expressway Authority

ATTN: Anna Quinones

FROM: Bret McCain

PH: 772.461.0665

FX: 772.461.0669

RE: Vehicle Activated Wrong Way BlinkerSign

PH: 813.422.8125

EMAIL: [email protected]

QNTY DESCRIPTION UNIT TOTAL

8 Wrong Way Warning System, Radar, 2 Assemblies, Solar Powered $7,558.00 $60,464.00

System to include the following items:

(1) BlinkerSign, R5-1a, 42" x 30", Wrong Way, DG3, 8 Red LEDs, Direct Fire

(1) BlinkerSign, R5-1a, 42" x 30", Wrong Way, DG3, 8 Red LEDs, 13W/14Ah, Beam Config

(1) Radar Kit, ULP, Poly Cabinet, No Battery, Flared Leg Bracket

(1) Controller, Legacy, 12V, Radio, 108045 Cabinet, 4.5"OD mount

(1) BlinkerBeam Upgrade, Poly Cabinet, Multiple Outputs, Radio

(1) Solar Package, 30W/12V Top of Pole, 35Ah

(2) FDOT Sign Mounting Kit, 4.5"OD, Anti Vandal, to mount one BlinkerSign

(1) Pole, 13' x 4.5"OD, Threaded on End, S40


(2) Pedestal Base, Square, Aluminum, with Access Door

(8) Jbolt Assembly, 18" x 3/4", HDG, with nut and washer

(1) Cap, 4C, 4.5"OD, Signal

(2) Reflective Post Panel, 4" x 72", Red, DG3

PROJECT NOTES:

** Includes the following ramps: Selman WB @ S Falkenburg Rd, Selman WB @ US 301,

Selman EB @ US 301, Selman EB @ S. 78th St, Selman WB @ 50th Street, Selman EB @ 50th Street,

Selman WB @ N 22nd St, Selman WB @ W Euclid Ave

1 Wrong Way Warning System, Radar, 3 Assemblies, Solar Powered $9,535.00 $9,535.00


(1) BlinkerSign, R5-1a, 42" x 30", Wrong Way, DG3, 8 Red LEDs, Direct Fire


(1) Radar Kit, ULP, Poly Cabinet, No Battery, Flared Leg Bracket

mailto:[email protected]

(2) Controller, Legacy, 12V, Radio, 108045 Cabinet, 4.5"OD mount










PROJECT NOTES:

** Includes the following ramps: Selman EB @ N 22nd Street

1 Wrong Way Warning System, Loop, 3 Assemblies, Solar Powered $12,410.00 $12,410.00



(1) Controller, Legacy, 12V, Radio, 120652 Cabinet, 6 Channel Loop Rack, 4.5"OD mount

(1) Four Channel Canoga Traffic Monitoring Card, 944










(6) Loop, Saw-Cut, 6'x6', w/ 500' Lead-In

(3) Gal, Flexible Sealant, Bond, P-606, Traffic Wire Loop Sealer, incl hardner

PROJECT NOTES:

** Includes the following ramps: Selman WB @ Bay to Bay

** Above loop configuration to be 3 sets of dual 6' x 6' arrays

GENERAL NOTES:

** Solar equipment requires no shading or obstructions

** Layout points are recommendations from review of aerial images.

** Universal to conduct a site review to determine final placement and configuration prior to equipment

production

** On site system testing and calibration is included, 5 days, flat rate

** Ramp closure, test vehicles and drivers to be supplied by others

** Estimated completion time +/- 6 weeks

** Above pricing includes full freight to Tampa, FL

** No bid installation, foundation, directional vehicle testing, alerts, conduit, or additional items not listed above

** Sales tax is not included in this estimate. If tax exempt certificate is not provided, sales tax will be

added at time of order

Subtotal $82,409.00

If you have any questions or require additional information Tax $0.00

please don’t hesitate to contact me. Fgt $0.00

Bret R. McCain Total $82,409.00

IV. A. 5.

Toll Operations Work Program Support / New Position Request: Toll Systems Manager


Purpose: To strengthen the Authority’s executive bench, implement a succession plan in

accordance with the Authority’s Strategic Plan and add skills and experiences with the creation of a Toll Systems Manager position.

Funding: Administrative Budget: $90,000 - $140,000

Action: Authorize the Executive Director to create a Toll Systems Manager position

based on the recommended criteria outlined in the cost benefit analysis and undertake recruitment pursuant to THEA policy.

Tampa-Hillsborough County Expressway Authority

Job Description

Toll Systems Manager

Summary Description:

The Toll Systems Manager reports to the Director of Toll Operations and assists the Tampa Hillsborough County Expressway Authority (“THEA”) senior staff with the management of THEA’s toll operations department including but not limited to the transfer of toll transactions in excess of $80 million in indicated toll revenues from THEA’s tolling systems to outsourced financial back office systems, and Operations and Maintenance (O&M) budgets in excess of $4 million on a per fiscal year basis. This leadership position will establish and maintain a team minded working relationship with other THEA staff, vendors and key personnel in order to mutually support all toll operations related activities and THEA’s mission; ensure adequate resources and clear communication is provided to accomplish assigned tasks; support and encourage personnel by fostering an atmosphere focused on customer service and continuous employee and vendor development; and perform the duties of the Director of Toll Operations when required in his/her absence and respond to requests of the Executive Director or other THEA staff.

Work assignments include:

Coordinate day-to-day toll-operations activities with THEA’s Toll Operations Manager to ensure business continuity and consistency in business rules and procedures.

Manage and supervise THEA toll-operations business analyst’s day-to-day duties. Manage and supervised outsourced toll-operations project managers, supervisors and staff’s

day-to-day duties. Monitor day-to-day software development and/or hardware implementation activities to

support THEA’s tolling needs, directing, managing or supervising the contractors, vendors and THEA staff assigned to the tasks.

Maintain inventory records for all hardware/software used by THEA’s toll operations department and monitor maintenance schedules to minimize disruption to THEA’s toll operations services.

Assist in the evaluation of emerging technological changes to provide THEA management with recommendations that reduce business risk and improve operations.

Manage assigned toll operations contracts, directing the activities and tasks required by the contracts. Have complete knowledge of all contract requirements falling under the control and supervision of this position.

Report status of overall toll operations to appropriate staff within THEA in a timely manner. Assist in the development of the annual toll operations budgets. Utilize available resources to

project equipment, personnel, and operating costs for the next fiscal year. Review and approve invoices for payment related to assigned toll-operations active contracts

as required. Assist in the development of contractual scope of work and requirements relating to all toll

operations contracts. Assist in monitoring the efficiency of staff and systems in all areas of toll operations to ensure

excellent service is provided to THEA customers. Review documents and provide feedback to various departments as needed.

Participate on the review and selection committees of contracts within all THEA departments as required.

Conduct research, data collection and analysis of information for use in reports, presentations, and meetings.

Serve as one of THEA’s Toll Enforcement Officers to manage the dispute resolution process for toll violation notices and to prepare materials and represent THEA in Hillsborough County Court hearings on Uniform Traffic Citations (UTC) for unpaid tolls.

Recommend and manage the implementation of procedural changes and actions to facilitate the accomplishment of overall authority goals and objectives related to THEA toll collection systems.

Provide input on the strategic vision for toll operations by staying abreast with current industry trends and best practices.

Analyze THEA’s reporting requirements and develop a portfolio of reports using Microsoft Office.

Review daily, weekly and monthly reports to track video toll production. Maintain a working knowledge of strategic concepts, the Authority’s mission, and budgetary

limitations. Analyze toll transaction data using daily transaction processing reports, diagrams, and flow

charts to determine if THEA's toll systems are performing in accordance with established guidelines, business rules, and operating procedures; track any anomalies and to determine compliance with toll system design specifications.

Lead the execution of assigned toll operations projects to improve the performance, efficiency, and effectiveness of THEA toll operations services.

Continuously identify and evaluate opportunities to drive process improvements that have a positive impact the customer’s experience with THEA.

Assist the Toll Operation Director with meeting schedules, minutes and other administrative support tasks.

Handle requests from executive-level management and THEA customers in a courteous, professional manner and ensure that all issues are resolved promptly and completely.

Interpret and respond to customer issues over the phone and in person, and use THEA’s toll operations systems to analyze customer accounts.

Perform other duties as required.

Knowledge, Skills and Abilities include:

Experience in software design, development, integration, testing and operations and maintenance of LAMP stack software systems.

Experience in evaluating Information Technology (IT) hardware needs to support THEA’s tolling software applications.

Experience in the design, procurement, implementation, integration, testing and operations and maintenance of IT hardware components.

Experience in operations management which includes planning, directing, coordinating, controlling and evaluating external units typically through subordinates or contractors and identifying operational, fiscal, and procedural problems and developing solutions.

Basic knowledge of fiscal management practices. Project Management skills. Experience in Business Intelligence and Analytics. Contractor and vendor management skills. Leadership skills.

Ability to successfully complete a level-two background screening. Working knowledge of JIRA and Microsoft Project software applications. Working knowledge of Microsoft Office, including the ability to write macros and formulas in

Microsoft Excel to automate data entry and create summary reports. Working knowledge of database management tools such as MySQL and/or others. Working knowledge of Microsoft, Apple, Linux and UNIX Operating Systems. Working knowledge of Cisco network equipment. Excellent writing skills and the demonstrated ability to develop written reports and

documentation in support of issue evaluation, corrections and resolutions. Considerable interpersonal skills and the ability to establish and maintain effective working

relationships with others. Excellent organizational and presentation skills. Ability to manage time and prioritize workload effectively. Ability to effectively work in a team environment or independently. Ability to multi-task and meet established deadlines. Ability to identify and escalate issues where appropriate. Ability to collect, organize and evaluate data and make logical conclusions. Ability to communicate effectively both orally and in writing.

The ideal candidate will exhibit the following experience:

Experience in tolling software design, development, integration, testing and operations and maintenance.

Experience in leading tolling software development team(s). Experience in managing transaction-based electronic collection systems, electronic point-of-sale

operations, electronic funds settlement or electronic transaction processing which includes planning, directing, coordinating and implementing the collection, deposit, reconciliation, and reporting of revenues.

Basic knowledge and application of laws, regulations and operating practices related to toll collection operations and procedures, revenue management, and toll violations (including general knowledge of electronic tolls technology).

Candidates must have excellent interpersonal skills to work with toll customers, toll-operations service providers and THEA staff.

Experience in budget development and management which includes developing a budget, analyzing financial data and making long and short range plans, updates and projections.

Leading multifunction teams, including external vendors and contractors.

Minimum Qualifications:

Graduation from a recognized and accredited four-year college with a bachelor’s degree in business, public administration, transportation, engineering or related field; and five years of experience in operations management, toll-related transportation planning, or toll-related financial operations. OR A master’s degree in business, public administration, transportation, engineering or related field, and three years of experience in operations management, toll-related transportation planning or toll-related financial operation.

Justification questions Answer FY15 FY18 FY20Selmon Expressway toll transactions growth? Yes 48M 56M 58M5-years Toll Operations Department Capital Work Program growth? Yes $3.5M $7.5M $7.5M

Toll-operations service contracts growth? Yes

Q-FreeTransCoreFL DHSMVLGBSFTEAtkinsHNTB

KYRATransCoreFL DHSMVETANFTE (CCSS project)AtkinsHNTBMilligan PartnersKenyon and PartnersZabattNeologyPresidioInfotectCiscoVerizonDELL/EMCJIRAACME Barricades

THEA tolling back-office applications growth? YesEnhanced Image ProcessingImage Concentrator

Tolling Operational Back Office (System of records)Manual Image Review SystemCentralized Customer Service SystemFASTLane System

Full Time Equivalent Cost Analysis Number of Resources Yearly Cost Notes

Consultant Services 1 $249,600 Estimated at a fully loaded rate of $120 per hour.

In-house Toll Systems Manager 1 $167,305MID Point Salary based on a nationwide salary benchmark, including a 45% fringe rate.

Cost Savings Analysis Savings

In-house vs. Outsourced 82,295$ The in-house approach also represent indirect savings in capitalized knowledge, which is naturally migrated overtime by the outsourced approach.

Notes

Toll Operations Department Cost Analysis: In-house Toll Systems Manager vs. On-site Consultant Support

IV. A. 6.

Update Toll Operations Business Rules

to Accommodate CCSS Operations


Purpose: Update THEA’s toll operations business rules according to CCSS

documentation; support future CCSS Change Management initiatives; and train

toll-operations staff to maintain CCSS deliverable document library.


Action: Authorize THEA staff to issue a task order to Milligan Partners for the amount

not to exceed of $93,585 for Milligan Partners to perform the tasks and provide

THEA with the deliverables outlined in the attached Scope of Work document.

January 12, 2018

Scope of Work: Task 2 - Update THEA Business Rules according to CCSS documentation;

support the Change Management initiative; and maintain CCSS deliverable

document library.

1. Background

THEA is a participant in the Centralized Customer Service System (CCSS) with Florida’s Turnpike

Enterprise, the Miami-Dade Expressway Authority, and the Central Florida Expressway Authority.

Milligan Partners reviewed the CCSS deliverables and provided comments to improve the project

through a technical memorandum to THEA. The work included a review of the documentation from

the perspective of the requirements, processes, technology, and operational impacts to THEA. The

Work highlighted opportunities for improvement in all applicable aspects of operations, including a

baseline, business process management model. A major finding from the review is the need for a

formal and automated THEA change management program.

2. Task Description

A. Update THEA Business Rules According to CCSS Documentation

● Analysis

○ Review each CCSS operational deliverables in detail for process identification and

effects on THEA business rules.

○ Include related THEA operational processes outside of the CCSS to build a more

complete process picture.

○ Identify gaps in documentation and verify what needs to be updated for THEA

operations and THEA business rules.

● Update Documentation

○ Update the THEA business rules document with new rules.

○ Clean up the business rule anomalies in IDs and assignments.

○ Identify the business rules that are vague or that need clarity.

○ Link THEA rules to CCSS rules.

○ Create a practical working copy of all business rules for THEA operations.

1

B. Support the Change Management Initiative

● Analyze the current THEA Change Management processes.

● Incorporate the effects of changes on business rules and documentation into the change

management process.

● Evaluate options for automation within Jira.

● Recommend an operational template for using Jira for change management.

C. Train THEA Staff on CCSS Document Library Maintenance and Monitoring

● How to monitor updates to the CCSS SharePoint library.

● How to update the working library files for THEA.

● How to maintain a copy of the library for THEA.

3. Deliverables

● Meeting agendas and minutes

● Revised THEA Business Rules

● Change Management operational template

4. Assumptions

● THEA will provide timely access to all CCSS and THEA documentation for this task.

● THEA will provide policy, process, and other related agency documentation.

● The estimated schedule will does include THEA document review time.

● The task will be complete upon acceptance of the final Milligan Partners deliverable, and

may be extended in time and/or scope at THEA’s discretion.

2

The following budget is proposed to conduct the work. The work has an estimated schedule of

three months, and all tasks are concurrent.

Table 1: Labor Hours and Budget for Three-Month Schedule

Staff Position Update THEA

Business Rules

Support Change

Management Maintain CCSS

Library Total Hours

Tyler Milligan Managing

Partner 48 24 0 72

Matt Milligan Managing

Partner 68 40 12 120

Zachery Brown Toll Ops

Specialist 136 80 24 240

Barb Jewell Toll Ops

Consultant 0 40 0 40

Susan Buse Toll Ops

Consultant 58 14 0 72

Rate Budget

Tyler Milligan $235.78 $16,976.16

Matt Milligan $235.78 $28,293.60

Zachery Brown $119.29 $28,629.60

Barb Jewell 1 $140.00 $5,644.80

Susan Buse 2 $195.00 $14,040.00

$93,584.16

1 Change Management Resource 2 Financial Operations Resource

3

5. Project Staff New for Task 2

Susan Buse, SBuse Consulting

Financial Operations Resource

SBuse Consulting is where toll finance meets toll operations. After 30 years in public service

with growing toll agencies and 5 years with a consulting engineer, Susan Buse started a

boutique firm in July 2015 specializing in management consulting for the toll industry. Susan is

a toll finance professional, acting as a trusted advisor and extension of staff, developing

strategic plans, researching and preparing reports, training and mentoring staff, facilitating

creative conversations. She also provides business development and marketing support to

private companies with toll-related services. The firm holds DBE certification in Texas, Florida,

and other states.

Ms. Buse will apply her knowledge and expertise in feasibility studies, financial analysis, and toll

operations to this task as assigned. Through her long-time involvement with IBTTA, Susan

will bring a national and international perspective to problem-solving and innovation to THEA. Ms.

Buse is regularly involved in research, report writing, policy development, cost-benefit analysis,

interviews, presentations, and other forms of communication within the scope of the contract.

Barb Jewell, MBI Consulting

Change Management Resource

MBI Consulting, Inc., established in 2000, is a small, woman-owned business enterprise

providing consulting services as supplemental staff. Skills include requirement specifications,

business rule development, data analysis, reconcilement, testing, problem solving and many

others. MBI Consulting, Inc. often bridges gaps between departments within an agency and

assists in providing solutions to meet the requirements of every department. MBI Consulting,

Inc. has been involved in every level of toll collection, from toll collection audit and reconciliation

to interoperability.

MBI Consulting, Inc. has two employees. Robin Carty has over 30 years of experience with toll

collection working for VDOT prior to joining MBI Consulting, Inc. Barb Jewell has over 25 years

of experience and has worked for many systems Integrators (Automatic Toll Systems, Cubic

Toll Systems, MFS TransTech) and consulting firms (HNTB and Parsons Transportation Group)

before establishing MBI Consulting, Inc. Barb has hands-on experience with change management

and will provide oversight to the work in this task.

4

IV. B. 1.

FY2018 Revenue Sufficiency Certification Audit/Finance Committee

Purpose: To comply with Section 5.07 Toll Covenant of the Amended Restated Master

Bond Resolution

Action: Adoption of Resolution #659, authorizing the Chief Financial Officer to certify, on behalf of the Authority, that pledged funds are sufficient to meet the Toll Covenant requirements of the Amended Restated Master Bond Resolution for Fiscal Year 2019.

RESOLUTION 659

A RESOLUTION OF THE TAMPA-HILLSBOROUGH COUNTY EXPRESSWAY AUTHORITY CERTIFYING THAT PLEDGED FUNDS HAVE BEEN DETERMINED TO BE SUFFICIENT FOR FISCAL YEAR ENDING JUNE 30, 2019 TO COMPLY WITH THE TOLL COVENANT PROVISIONS REQUIRED BY SECTION 5.07 (E) OF THE AMENDED AND RESTATED MASTER BOND RESOLUTION AND PROVIDING FOR AN EFFECTIVE DATE.

WHEREAS, an Amended and Restated Master Bond Resolution (the "Master Resolution") of the Tampa-Hillsborough County Expressway Authority ("the Authority") was originally adopted November 19, 2012, authorizing the issuance by the Authority of its revenue bonds (various series) to provide for the financing or refinancing of the costs of acquisition, construction, and equipping of capital improvements to the Authority's expressway system and other purposes of the Authority, and

WHEREAS, Section 5.07(E) of the Master Resolution specifies that on or before February

1, in each fiscal year, the Authority will review the financial condition of the Expressway System and the Bonds in order to estimate whether the Net System Revenues for the following Fiscal Year will be sufficient to comply with the provisions stated in Section 5.07(B) of the Master Resolution, and shall by resolution make a determination with respect thereto, and

WHEREAS, the Authority has reviewed the revenue sufficiency certificate prepared by the

Traffic Engineer who has determined that Net System Revenue will be sufficient to comply with the provisions stated above for fiscal year ending June 30, 2019.

NOW, THEREFORE, BE IT RESOLVED by the Tampa-Hillsborough County Expressway Authority as follows:

1. The Chief Financial Officer is hereby authorized on behalf of the Authority to certify

that Net System Revenues are sufficient to meet the Toll Covenant requirements of the Master Resolution for Fiscal Year Ending June 30, 2019 (the "Toll Covenant Certification").

2. The Toll Covenant Certification may be based upon and given in reliance upon a

revenue sufficiency certificate prepared by the Traffic Engineer.

PASSED and ADOPTED by the Tampa-Hillsborough County Expressway Authority this 26th day of March, 2018. TAMPA-HILLSBOROUGH COUNTY EXPRESSWAY AUTHORITY By:___________________________________ Vincent J. Cassidy Chairman ATTEST:

_____________________________________ Joe Waggoner Executive Director

Approved as to legal form and sufficiency By:__________________________________ Patrick Maguire General Counsel

IV. B. 2.

Investment Advisory Services

Audit/Finance Committee

Purpose: To provide investment advisory services from a qualified firm for the

Authority’s operating and capital funds.

Funding: Administrative Budget

Action: Approval of the rankings from the Evaluation Committee and authorize staff to

negotiate a contract for Investment Advisory Services with the highest ranked

firm. If negotiations are unsuccessful, staff shall negotiate with the next highest

ranked firm, if necessary. Contract execution is subject to final review and

approval of THEA General Counsel.

Rank Firm Name Total

Score

1 Public Trust Advisors 274

2 Chandler Asset Management 263

3 Hilltop Securities 240

V. A.

Staff Reports

Operations & Maintenance

Dave May, P.E.

V. B.

Staff Reports

Communications

Sue Chrzan

V. C.

Staff Reports

Financial / Traffic & Revenue

Amy Lettelleir, Esq.

TAII'I PA-H I LLSBOROUG H

EXPRAUTHORITY

Internal Financial Reports(Preliminary and Unaudited)

For Period 07 /OL/L7 - L/3I/LBMarch26,2018

Tampa-Hillsborough County Expressway AuthoritySTATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND NET POSITION

As of Januarv 3L,?OLB

accounts ; inclu de s fees

PRELIMINARY UI{AUDITED

Year-to-Date%o Variance

83.80/o0.Oo/o

72.00/o13.70/o

t3B.9o/o

90.70/o

100 00/"4.q 10/"

LL0.5o/o75.Lo/o91 10/"qR qol^

10q Rol"

q7 ñ0/^

530.7o/o

LL7.0o/o

R4 îo/^

122.to/o

145.60/o

10-2 70/^

Year-to-DateVariance

(4,679,4t0)

1535,2841

1604,5651(5,637,1,19\

L37,176

0(6 6"q 7q?\

t93,873(L97,089)

r2q q1 0lt"" 1?6)

1.993 50R

1.,678,684

109,97584.874

46î 4F.?? ??"q9,6

4 61? 1r¡q

4,327,494

L Ã1? 1nq

8,940,603

R 940 60?

Year-to-DateBudget

50,153,833

2.1,59.7776,534,500

352,9I7

^9.6 Ã9'¿

3,308,911

13.O47..7P'P

1,839,563790,9063?5745

?.96671"

?L 1LL p.C,)

498,3L3(15.444 5BC1

389,755

(14 gS6 S?j1

19,588,311

19,588.311

314,0I9,406

333.607.717

Year-to-DateActual

45,474,423

2,773.626

7,555,2L2897,381490,092

69,6 6RA.

6 4ñ2 qq6

2,033"436593,817?oq R?4

2 q?? ñR7

36 1 ?R ?40

2,068,439

109,975583,187

(14qR4 1"61(1? ??2 q,"q\

4 ^1?

1nq

23,915,805

4.6'1? 1OC

28,528,9L4

3t4.0L9,406

?47 q¿g, ??(l

Operating expensesToll & Roadwav OperationsRoadwav OperationsMaintenanceRenewal & ReplacementMarketingOther ExpensesDepreciation

Total operating expenses

General and administrative expensesPavroll ExÞenseOutside ServicesOccupancv and Office Expense

Total general and administrative exÞenses

Non-operating revenues f expenseslInvestment IncomeNet fdecrease'l increase

in the fair value of investmentsMiscellaneous lexpensel revenueInterest expense

Total non-operating revenues lexpensesl

Income before contributed capital

Contributed CapitalCV Pilot Contract

Total contributed capital

Net postion at beginning of vear

Toll revenues'

Income from OperatÍons

Increase in net position

Net oosition month-to-daterevenue has not been adjusted for øIlowance

Tampa-Hillsborough County Expressway AuthorityCash and InvesünentsAs offanuary 3l,2O1A

Balance

131

4,335,6781,452,5137.042.4256,830,747$

20,091,654$

20,097,654$

9,9BB,OB9

70,856,173

203,949,874556,059687,630875,537934,342

45,577

$

$

$

$

$

$

$

$

5 287,887,220

2,677,7 4513,697,532

13,476,3127,387,876

57,985,8272,140,035

1,501,0072,507,007

$

$

$

$

$

$

$

$

10

$

$

$

1,262,5793,249,4916,378,239

10,890,309$

$ 4z7,oss,zzz

or Investment

Cash

Cash

Investmentlnvestment

Investment

InvestmentInvestmentInvestmentCash

Cash

Cash

Cash

Cash

Cash

lnvestmentfnvestmentInvestmentlnvestmentInvestment

Investmentlnvestment

Cash

InvestmentInvestment

7 Master Bond Resolutionin the Series 2072 &

inthe Series 2072 &2077 Master Resolution

in the Sertes 2072 & 2077 Master Bond Resolution

Cash on HandOM&A CheckingAdministrative ReserveOperation and Maintenance Reserve

Renewal & Replacement Fund,,3

($10m reserue - Series 2012 bond funds)

System 2012 Project Fund,System 201"7 Project Fund"

2077 & 201-7C Construction Fund2017 Construction FundGeneral Systems Project FundProject Reserve FundRenewal & Replacement FundCV Pilot Contract Checking

Surplus Account CheckingRevenue Fund,

OM&A Reserve Fund32012/2017 Debt Service Payment Fund.2012/2017 Debt Service Reserve Fund'General Reserve Fund"

General ProjectProject Reserve Fund

Unrestricted Cash

Unrestricted FundsUnrestricted Funds

asbeCan

Maintenance and Administration Fund,Petty Cash-SafeSunTrust BankState TreasurerSunTrust Robinson Humphrey

Subtotal

Renewal&US Banks

Subtotal

- Can asbeBondsUS Banks

US Banks

US Bank & FL Class

SunTrust BankSunTrust BankSunTrust BankSunTrust BankSunTrust Bank

Subtotal

be used as- CanSunTrust BankUS Banks

US BanksUS BanksUS BanksUS Banks

US BanksUS Banks

Subtotal

Unrestricted Fund

Subtotal

BankTreasurer

Robinson Humphrey

Cash Investnents

AND CAN ONLY BE

17C Bond Funds

ITS INTENDED PURPOSEFUNDS ARE RESTRICTED OR2TolI Revenue funded

or part of the reserve funded with Series 2012, 2017 & 20

U:\FINANCE\Ch¡ef Financial Officer\Management Report\MONTHLY REPORTS FY2018\Cash Balances Fy2o18 January,1s NEW

Tampa Hillsborough County Expressway AuthorityRevenue

As of fanuary 31,20Lf3

$ 45,474,423

343,750

150,55249,0602,9005,20L

1.3,500L2,03t

2,2227,782\,756

534

4,6\3,L09

2,068,439

52,739,158$

Toll Revenue'Leases:

ConAgra - Lease of Railroad TrackHillsborough County School Board - Parking LeaseCity of Tampa - Parking LeasesUSF Health Professions Conf Corp. - Parking LeasesA Few Tampa Properities - Parking LeaseSmokehouse on Platt - ROW LeaseInternational Ship - Parking LeaseSprint - Nextel - Utilities ROW LeaseWillow & Platt Parking Lease

facobs Real Estate Services -ROW LeaseECI Capital LeaseTampa Pavement [Hubbard)

Application FeesCV Pilot ContractTiger GrantInterest on Checking & Investment Accounts

Total Revenueue not ts

T,lNñ PA-}I I LT.ISBO ROUG H

EXPRAUTHORITY

Traffic and Revenue (unauditedfFor Period, 07 IOL I LZ - OL 131/ 18

March 261 zOLg

%

3.38%

s.83%-4s.97%

IO.t6%

6.83%

8.84%

3.02%-o.92%

Total

4,311,,757

4,669,2094,389,535

4,522,475

4,393,969

4,499,659

4,947,4033t,734,OO5

SunPass

2,952,230

3,2r3,L17

3,026,745

3,L43,456

3,0o9,572

3,099,934

3,850,044

22,285,O99

FY20t7

Video

L,359,527

L,456,O92

L,362,790

t,37g,otg1_,384,396

1_,409,724

'J,,097,359

9,449,9073t,44O,566

Total

4,457,3404,94L,266

2,37L,68O

4,gg2,ogg

4,694,r944,997,369

5,096,629

SunPass + l-4

3,127,3853,440,176

L,569,34t3,497,O55

3,277,r6L

3,300,066

3,470,49021,68t,674

Video

t,329,9551,501,090

802,339

L,495,O34

1_,4L7,033

1_,597,3O2

'J,,626,L39

9,758,892

Tampa Hillsborough County Expressway AuthorityTransact¡ons (January 2018)

FY2018

July

August

SeptemberOctober

November

December

January

TotalTraff¡c

I

%

2.63%

4.47%

-24.77%

L1,.67%

ro.88%9.1,4%

-2.68%

2.33%

Total

$ 4g,gs7,6L1-

6,301_,063

6,749,3434,901_,364

6,265,363

6,O52,482

6,267,6227,321_,374

s

s

s

s

s

s

s

1.38

SunPass

5,01_7,893

5,401,91-8

3,960,977

5,285,r77

5,ro2,746

5,232,856

5,468,819

s

s

s

s

s

s

s

$ 35,370,3751.59

FY2OL7

Video

l_,283,1_90

L,346,425'J,,O4O,387

980,1_86

949,736'J,,034,766

1,852,555

s

s

s

s

s

s

s

5 9,497,2360.90

Total

6,466,978

7,050,264

3,687,24r6,996,495

6,7I0,7666,940,367

7,L25,267

s

s

s

s

s

s

s

S 44,977,367L.43

S 36,644,109

SunPass + l-4

s

s

s

s

s

$

s

5,342,392

5,870,438

2,762,878

5,862,498

5,503,119

5,531_,09L

5,771,,703

1.69

Video

I,124,585t,L7g,g26

924,363

L,133,997

1,207,647

L,3og,2g6

1,353,564

s

s

s

s

s

s

s

$ 9,233,2590.84

Tampa Hillsborough County Expressway AuthorityRevenue (January2018)

FY2018

July

August

September

October

NovemberDecember

January

Total Revenue

Avg Transoction T

3/16/2or8 Unaudited

V. D.

Staff Reports

Toll Operations

Rafael Hernandez

Tampa Hillsborough Expressway Authority – Toll Operations DepartmentCustomer Base – January 2018

January 2018 2017 Y2Y Y2Y (%)Unique SunPass Accounts 320,590 299,401 21,189 7.1%Unique Toll-By-Plate Accounts 175,240 182,534 -7,294 -4.0%

Total Accounts 495,830 481,935 13,895 2.9%Indicated SunPass Transaction Count 3,387,744 3,231,543 156,201 4.8%Indicated Toll-By-Plate Transaction Count 1,643,043 1,542,818 100,225 6.5%

Total Transactions 5,030,787 4,774,361 256,426 5.4%

Tampa Hillsborough Expressway AuthorityAverage Daily Traffic (ADT) for January 2018 (Avg. Tue/Wed/Thu)

VI. A. 1.

Executive Reports

Executive Director – Joe Waggoner

Toll Index Report

PENDING FINALIZED REPORT

VI. A. 2.

Executive Reports

Executive Director – Joe Waggoner

Contracts Reporting

Upcoming Renewals & Expirations and

Contract Close-Out Report

of 1

Contract Close-Out Report

March 2018

Contractor

SBE

Deliverable

Term

Total

Contract Amount

Total

Expended

Under/ Over

Contract Budget

Rivero Gordimer & Company

100%

Audit

Financial Services

June 2012

~

January 2018

$289,000.

$269,050.

Under

Budget

$19,945.

VI. C.

Executive Reports

Chair – Vincent Cassidy, Chairman

Upcoming Meetings

Tampa-Hillsborough Expressway Authority

Meeting Schedule

2018

Note: Meetings of Committees as Whole will be held in the Expressway’s 3rd floor conference room.

Monthly Board meetings will be held in the Expressway’s 1st floor Board room.

Board Workshop held at USF CAMLS 124 S. Franklin Street, Tampa, FL 330602

January

1/08/18 Committees as a Whole Board Workshop 1:30 p.m.

1/22/18 Board Meeting 1:30 p.m.

February

2/12/18 Committees as Whole 1:30 p.m.


March



April


Date Changed 4/23/18 4/16/18 Board Meeting 1:30 p.m.

May



June



July



August 8/13/18 Committees as a Whole 1:30 p.m.


September



October

10/15/18 Committees as a Whole 1:30 p.m.


November



December



AGENDA - Tampa Hillsborough Expressway Authority...2018/03/03 · If any person wishes to address...

Documents

Transcript of AGENDA - Tampa Hillsborough Expressway Authority...2018/03/03 · If any person wishes to address...