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MINUTES OF THE REGULAR MEETING OF THEBOARD OF COMMISSIONERS OF

ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITYAND ITS SUBSIDIARIES

June 4, 2015

A. Roll Call and Determination of QuorumThe meeting was called to order by Chairman James Redmond who determined that a quorumwas present.

Present on Roll Call:

County of Monroe Stephen Carl = 5 votes County of Monroe James H. Redmond = 5 votes County of Monroe Robert Fischer = 5 votes City of Rochester Thomas R. Argust = 2 votes City of Rochester Barbara Jones = 2 votes City of Rochester Karen Pryor = 2 votes County of Genesee Paul Battaglia = 2 votes County of Livingston Milo I. Turner = 2 votes

County of Orleans Henry Smith = 1 voteCounty of Seneca Edward W. White = 1 voteCounty of Wayne Michael P. Jankowski = 3 votes

County of Wyoming Frank Vitagliano = 1 voteAmalgamated Transit Union Tracie Green = 0 votes

Total Votes Possible 31Total Votes Present 21Votes Needed for Quorum 16

B. Adoption of the Agenda

On motion of Commissioner Argust, seconded by Commissioner Jones, the Agenda wasunanimously adopted.

C. Approval of Minutes

On motion of Commissioner Vitagliano, seconded by Commissioner Turner, the followingminutes were approved.

Special Board Meeting Minutes of April 28, 2015 Quarterly Meeting Minutes of May 7, 2015

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Following the motion Chairman Redmond stated it is the last meeting for Commissioner FrankVitagliano, Jr., who has served us as the representative for Wyoming County for the past 13years. Chairman Redmond thanked Commissioner Vitagliano for his public service on behalf ofthe residents of Wyoming County.

D. CEO Report

Bill Carpenter, Chief Executive Officer, presented the monthly CEO Report as reflected in thepower point presentation, a copy of which shall be attached to these Minutes.

Commissioner Argust asked if there is a point at which we just can’t go any higher withOn-time performance? Chris Dobson, VP of Finance, responded that there is alwaysroom for continuous improvement. At some point in the future, we may find that we hitthat threshold.

Commissioner Fischer asked how much increased revenues have we received from theinterlining? Chris Dobson, VP of Finance, responded right now we’re not seeing theincreased ridership that we anticipated seeing, so we are not yielding additional revenueat this time.

Chairman Redmond asked if it is time to tighten the window on what is considered earlyand late for On-time Performance? Bill Carpenter, CEO, responded we are working onconnection points, that is what is more important to the customer. So we do measurereliability but as we talk about the schedule and what needs to be done, it’s getting thoseconnection points so that customers are not missing the next bus because it was early ortheir current bus was late.

Commissioner Pryor asked about the Reshaping Rochester Lectures that Bill Carpenterattended. Bill Carpenter, CEO, responded that the lecture that Dr. Norman Garrick gavethe night before described how the design of your transportation system will influencewhat your community will become. During the community leaders’ breakfast thatmorning the point was made that there are 190 unique municipalities in the 9 countyregion, as well as a variety of private developers, and the transportation system we havehas to be used by all. So how do you get to a holistic view/plan of the entire region whena developer wants to do a suburban mall and someone else wants a great urbancommunity? Dr. Garrick made the point in the morning conversation that there’s adifference between the City of Rochester doing well and there being a great urbanenvironment for the community (i.e. just because the City does well does not necessarilymean the urban environment is great). And great transit planning does not need toencompass the entire 9 county area.

On motion of Commissioner Battaglia, seconded by Commissioner Vitagliano, the CEO Reportwas accepted by unanimous vote.

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E. Financial Report

Scott Adair, Chief Financial Officer, presented the financial report, a copy of which shall beattached to these Minutes.

On motion of Commissioner Vitagliano, seconded by Commissioner Pryor, the Financial Report wasaccepted by unanimous vote.

F. Proposed Resolutions

Resolution Amending Resolution RGRTA 22-2015 Establishing the Guaranteed MaximumPrice for the Design Build Contract and Authorizing a Contract Amendment with LeChaseConstruction Service for Design Build Services for the RTS Campus Improvement Project,

RGRTA 33-2015

In response to a question from Commissioner Argust, Dave Belaskas, Deputy Director ofEngineering, stated that the board has already authorized the purchase of the lifts.

In response to a question from Commissioner Battaglia, Dave Belaskas, Deputy Director ofEngineering, stated that the reason we didn’t have the board approve the GMP forinstallation of the lifts back when the board approved the purchase of the lifts was thatthis project was moved up in the schedule in order to get the work completed in July andAugust. In order to still meet that schedule, and because there’s a long lead time to orderand receive the lifts, we had to get that authorized at the prior board meeting in order tomeet the revised schedule.

RGRTA 33-2015: On motion of Commissioner Battaglia, seconded by Commissioner Argust, theaforementioned Resolution, a copy of which shall be attached to these Minutes, was unanimouslyapproved.

Resolution Authorizing the Award of a Contract for Parts Management Services for RTS,RGRTA 34-2015

In response to a question from Chairman Redmond, Rusty Korth, VP of Maintenance, statedthat yes we have an incentive for MANCON so that that are incentivized to be sure we willalways have parts that we use on a regular basis in stock in the parts room.

In response to a question from Commissioner Battaglia, Rusty Korth, VP of Maintenance,stated that yes we are currently contracting this out and have been for 10 years. We had acontract with NAPA for 5 years, and then we had a five year contract with Neopart. TheVMI industry is an ever maturing business model; it is not easy to do. We feel that MANCONis doing it right and has been with Virginia DOT for the last 13-14 years.

RGRTA 34-2015: On motion of Commissioner Pryor, seconded by Commissioner Argust, theaforementioned Resolution, a copy of which shall be attached to these Minutes, was unanimouslyapproved.

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G. Consent Resolutions

Resolution Authorizing the Execution of the Federal Aid Community Solutions forTransportation Grant Agreement with NYSDOT, RGRTA 35-2015

RGRTA 35-2015: On motion of Commissioner Battaglia, seconded by Commissioner Jones, theaforementioned Resolution, a copy of which shall be attached to these Minutes, was unanimouslyapproved.

Resolution Authorizing the Award of a Contract for HVAC Services, RGRTA 36-2015

RGRTA 36-2015: On motion of Commissioner Argust, seconded by Commissioner Pryor, theaforementioned Resolution, a copy of which shall be attached to these Minutes, was unanimouslyapproved.

Resolution Amending Resolution RGRTA 59-2014 Authorizing the Award of a Contract forVehicle Maintenance Services for RTS Seneca, RGRTA 37-2015

RGRTA 37-2015: On motion of Commissioner Vitagliano, seconded by Commissioner Battaglia,the aforementioned Resolution, a copy of which shall be attached to these Minutes, wasunanimously approved.

H. Motion to Adjourn the Monthly and Move into Annual Meeting

There being no further matters on the adopted Agenda, the regular monthly meeting wasadjourned on motion of Chairman Redmond, seconded by Commissioner Jones.

Respectfully submitted,

_______________________________________Edward W. White, Esq., Secretary

Approval Date: August 5, 2015

CEO Report

Presented by: Bill Carpenter, CEO

Chief Executive Officer Report

• TOPS Report

• Project Highlight

• Miscellaneous

Fiscal Year 2014-15 Fiscal Year 2015-16

Metrics for Success

SCORE SCORE

1st & 3rd 2nd & 4th

FPI FINANCIAL PERFORMANCE INDEX 40.0 40.0

CSI CUSTOMER SATISFACTION INDEX 30.0 25.0

TOTAL 100.0 100.0

SPI SERVICE PERFORMANCE INDEX 30.0 25.0

EEI EMPLOYEE ENGAGEMENT INDEX 0.0 10.0

SCORE

100.0TOTAL

EEI

FINANCIAL PERFORMANCE INDEX

CUSTOMER SATISFACTION INDEX

SERVICE PERFORMANCE INDEX

35.0FPI

CSI

SPI

EMPLOYEE ENGAGEMENT INDEX

25.0

20.0

20.0

2015-16 TOPS Overview

Increased Focus on Financial Results

More Importance Given to Customer Satisfaction & On-Time Performance

Employees will be Surveyed Once per Year Half in 2nd Quarter

Half in 4th Quarter

TOPS

SCORE SCORE

1st & 3rd 2nd & 4th

FPI FINANCIAL PERFORMANCE INDEX 40.0 40.0

CSI CUSTOMER SATISFACTION INDEX 30.0 25.0

TOTAL 100.0 100.0

SPI SERVICE PERFORMANCE INDEX 30.0 25.0

EEI EMPLOYEE ENGAGEMENT INDEX 0.0 10.0

OTP: Most Important to Customers

RTS Monroe Quarterly Goals: Q1: 92.0%

Q2: 91.0%

Q3: 91.5%

Q4: 92.5%

RTS April Results: 94.8%

RTS Monroe 95.0%

RTS Access 1.5%

RTS Regionals

3.5%

Goal Points Breakdown by Company

TOPS Report

CHRIS DOBSON

VICE-PRESIDENT OF F INANCE

On-Time Performance

Most Important Characteristic of Customer Satisfaction

Measured Window 2:59 early to 5:59 late

Goal: 92.0%

April 2015: 94.8% … Best Month Ever!

April 2014: 94.0%

90%

91%

92%

93%

94%

95%

April 2014 April 2015

Goal

On-Time Performance: RTS Monroe

75%

78%

81%

84%

87%

90%

93%

96%

April May June July August September October November December January February March

FY 09-10 FY 13-14 FY 14-15 FY 15-16

On-Time Performance: RTS Monroe

-1.4%

-1.9%

-1.5%

-1.1%

-1.5%

-1.0%

7.0%

6.1%

5.1%

9.9%

4.9%

4.3%

-10% -5% 0% 5% 10% 15%

Nov

Dec

Jan

Feb

Mar

Apr

% Early % Late

On-Time Performance: April by Company

Apr. 2015

Goal Apr. 2015

Actual

RTS Monroe 92.0% 94.8%

RTS Access 93.5% 93.2%

RTS Genesee 91.0% 85.9%

RTS Livingston 95.0% 96.6%

RTS Ontario 85.0% 86.3%

RTS Orleans 94.0% 89.2%

RTS Seneca 95.0% 98.3%

RTS Wayne 95.0% 96.1%

RTS Wyoming 95.0% 98.1%

Takeaways

On-Time Performance has been improving year-over-year.

We have been doing this by tightening both our late and early arrivals.

Even as we continue to improve, OTP remains a focus of the organization.

We drive this focus at all companies.

We also focus on how changes, like interlining, impact OTP.

Chief Executive Officer Report

• TOPS Report

• Project Highlight

• Miscellaneous

On-Time Performance: Focus on Interlining

What is interlining? Interlining ….

Refers to the practice of combining two routes end-to-end

Relies on a fixed transfer point between the routes, in our case: the Transit Center.

Allows the use of the same vehicle and/or operator on more than one route without going back to the garage.

Allows for a better matching of schedules and frequency based on ridership/demand.

Considered as a means to minimize vehicle requirements as well as a method to provide transfer enhancement for customers.

On-Time Performance: Focus on Interlining

The Transit Center and Interlining have changed our system…

What effect has this had on our On-Time Performance?

On-Time Performance: Focus on Interlining

On-Time Performance: Focus on Interlining

Articulated buses are linked through interlining the Routes #10 & #24

Allows more recovery time on heavily boarded routes

Gives us an intervention point for fill-ins when the bus starts running behind

75%

80%

85%

90%

95%

100%

Route #10 and Route #24

#10 #24

On-Time Performance: Review Process

By Block

By Week

By Day

Information

Operator Performance

Issues

Scheduling Issues

Technology Issues

Multi-Departmental On-Time Performance Committee

Technology Corrections

Scheduling Adjustments

Constructive Operator Coaching

-or- Planning Overhaul

Review by Service Development

Committee

Revised Schedule

Service Development Committee

Takeaways

OTP has increased from 84% in 2009 to 94.8% in 2015

Integrated improvement process yielded results

System change from through routing to interlining has yielded added reliability for our customers

If we identify that the schedule needs to be adjusted, interlining makes it easier to modify it

When a route is running late (ex. Road closure, accident, weather), interlining permits more flexibility to insure the next trip starts on time

Chief Executive Officer Report

• TOPS Report

• Project Highlight

• Miscellaneous

RTS Employee Recognition Day May 20th 2015

JP Morgan Chase Corporate Challenge May 26th 2015

Miscellaneous

• RDDC Meeting with local business owners to discuss the Transit Center • Co-Chaired FLREDC Infrastructure & Transportation including Broadband meeting • RCSD Press Conference about Summer School Transportation • Attended FLREDC Upstate Revitalization Initiative (URI) Workshop • Met with U of R Students at the Transit Center • Attended Panel Discussion on STAND-UP NY program by Governor’s staff and RIT President

Destler • Attended Annual Meeting of the Greater Rochester Community Transportation Foundation • Hosted a Reshaping Rochester tour at the Transit Center • Participated in ROC Transit Day discussion on 1370 Connections with Evan Dawson (ROC

Transit Day will be held June 18th) • Attended Reshaping Rochester events “The Transit Revolution”

Financial Report

Presented by: Scott Adair, CFO

RGRTA - Consolidated Budget Status Report - FY 2015-2016

As of 4/30/15 (In Thousands)

Budget FYTD Projected Budget

Revenues 2015-16 4/30/2015 3/31/2016 Variance

Total Locally Generated * 32,192$ 2,578$ 32,162$ (30)$

Total Government Subsidies 50,275$ 4,362$ 50,275$ -$

Mortgage Tax 8,020$ 548$ 8,020$ -$

Grand Total Revenue 90,488$ 7,488$ 90,458$ (30)$

Expenses

Personnel

Salary & Wages 41,082$ 3,544$ 40,845$ 237$

Fringe Benefits 24,714$ 1,762$ 24,714$ -$

Total Personnel 65,796$ 5,306$ 65,559$ 237$

Non-Personnel

Services 6,450$ 310$ 6,733$ (283)$

Fuel/Lubricants 6,706$ 393$ 6,706$ -$

Parts 3,389$ 398$ 3,389$ -$

Other 8,147$ 518$ 8,071$ 76$

Total Non-Personnel 24,692$ 1,619$ 24,899$ (207)$

Grand Total Expenses 90,488$ 6,925$ 90,458$ 30$

Net Income/Deficit From Operations & Subsidies -$ 563$ -$ -$

* Use of OPEB reserve was budgeted at $2,506,003; the amount included in the projected 3/31/2016 column is $2,506,003.

Financial Report

BOARD OF COMMISSIONERSAGENDA ITEM COVER SHEET

Board MeetingDate:

June 4, 2015

Presenter: Dave BelaskasSubject: Resolution amending Resolution RGRTA 22-2015 establishing

the Guaranteed Maximum Price for the Design Build Contractand Authorizing a Contract Amendment with LeChaseConstruction Services for Design Build Services for the RTSCampus Improvement Project

Background: In September 2014, per RGRTA Resolution 56-2014, the RGRTABoard authorized a Design Build Contract with LeChaseConstruction Services to design and build the RTS CampusImprovement Project (the “Project”). Subsequently, in February2015 per RGRTA Resolution 1-2015 the contract was amendedto secure and manage the properties being purchased by theAuthority. Furthermore, in May 2015, per RGRTA Resolution 22-2015, the contract was amended to undertake services for PhaseI.

RGRTA currently desires to proceed with installation of heavyduty lifts as part of the RTS Campus Improvement Project. Toaccomplish this phase of the project, LeChase ConstructionServices undertook a competitive process to establish aGuaranteed Maximum Price (GMP) to proceed with the work.

In May 2015, prequalified subcontractor bids were opened for theconstruction work. Popli Design Group, the Authority’sconsultant, and LeChase Construction Services performed post-bid interviews to insure that the full scope of work was included inthe low bids. Popli Design Group has reviewed the proposedGMP and has recommended approval.

The GMP includes allowances for project requirements, bondsand insurances and a five percent construction contingency onthe bids.

The proposed GMP value is $373,308. The breakdown for theGMP is shown below.

Guaranteed Maximum PriceProject Security and Safety (allowance) $2,875

Temporary Facilities and Controls (allowance) $1,900

Construction Cost $344,778

Construction Contingency (5%) $17,239

Bonds and Insurance $6,516

Total GMP $373,308

The Authority has found the proposed GMP for these services inthe amount of $373,308 to be fair and reasonable.

Financial Impact: The Authority will amend the contract with LeChase ConstructionServices, increasing the authorized amount of $4,695,953 by$373,308 to $5,069,261. In addition, the project contingency forwork authorized to date is increased by $37,405. As such,RGRTA’s Chief Executive Officer will be authorized to executejustified orders on contract in an amount not to exceed $507,000for additional design build services. The total authorized amountfor the contract will be increased from $5,165,548 to $5,576,261.

There is no fee increase to LeChase Construction Servicesdesign build fees.

The project will be funded with Federal (80%), New York State(10%) and RGRTA (10%) funds.

Recommendation: That the Chief Executive Officer or his designee be authorized toamend the Design Build Contract with LeChase ConstructionServices establishing the Guaranteed Maximum Price at$373,308 for installation of heavy duty lifts as part the Project,resulting in the maximum authorized amount of the agreementincreasing from $4,695,953 to $5,069,261. Further, that the ChiefExecutive Officer or his designee be authorized to amend theDesign Build Contract for justified orders on contract up to

$507,000, for a total authorized contract amount of $5,576,261.

Resolution: RGRTA 33-2015

AMENDING RESOLUTION RGRTA 22-2015 ESTABLISHING THE GUARANTEED MAXIMUMPRICE FOR THE DESIGN BUILD CONTRACT AND AUTHORIZING A CONTRACT AMENDMENTWITH LECHASE CONSTRUCTION SERVICES FOR DESIGN BUILD SERVICES FOR THE RTS

CAMPUS IMPROVEMENT PROJECT

WHEREAS, in September 2014, the Rochester Genesee Regional Transportation Authority (the“Authority”) authorized per Resolution RGRTA 56-2014 a Design Build Contract with LeChaseConstruction Services in the amount of $1,754,232 for the RTS Campus Improvement Project (the“Project”); and

WHEREAS, in February 2015, per RGRTA Resolution 1-2015, the Authority authorized LeChaseConstruction Services to undertake services to secure and manage the properties beingpurchased by the Authority resulting in a revised contract amount of $1,817,532; and

WHEREAS, in May 2015, per RGRTA Resolution 22-2015, the Authority authorized LeChaseConstruction Services to undertake services for the construction of Phase I as part of the DesignBuild Contract resulting in a revised contract amount of $4,695,953; and

WHEREAS, the design of the heavy duty lift installation portion of the Project and the procurementof the associated construction subcontracts have been completed by LeChase ConstructionServices and reviewed and recommended by the Authority’s consultant, Popli Design Group; and

WHEREAS, this work will be managed and performed by LeChase Construction Services as partof its contract for Design Build Services; and

WHEREAS, the Guaranteed Maximum Price (GMP) for the installation of heavy duty liftsproposed by LeChase Construction Services and recommended by Popli Design Group is$373,308; and

WHEREAS, the Authority finds the proposed GMP for these services of $373,308 to be fair andreasonable; and

WHEREAS, the Project will be funded with Federal (80%), New York State (10%) and RGRTA(10%) funds;

NOW, THEREFORE, BE IT RESOLVED, that the Chief Executive Officer or his designee beauthorized to amend the Design Build Contract with LeChase Construction Services establishingthe Guaranteed Maximum Price at $373,308 for the installation of heavy duty lifts portion of theProject resulting in the maximum authorized amount of the agreement increasing from $4,695,953to $5,069,261; and

BE IT FURTHER RESOLVED, that the project contingency is increased by $37,405 resulting in atotal contingency of $507,000; and

BE IT FURTHER RESOLVED, that the Chief Executive Officer or his designee be authorized toutilize the project contingency to increase the value of the Design Build Contract with LeChase

Construction Services by up to $507,000 for justified orders on contract resulting in a totalauthorized amount of $5,576,261; and

BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee be authorized,empowered and directed, for and on behalf of the Authority, to perform any and all actions and toexecute any and all documents on behalf of the Authority as may be deemed necessary,appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of aRegular Meeting of the Rochester-Genesee Regional Transportation Authority, which was held onJune 4, 2015 and that the Resolution is still in full force and effect.

__________________________________

James H. Redmond, ChairmanDate: June 4, 2015

Rochester, New York

R G R TA 3 3 - 2 0 1 5P r e s e n t e d b y D a v e B e l a s k a s , D e p u t y D i r e c t o r o f E n g i n e e r i n g

Resolution Amending Resolution RGRTA 22-2015 Establishing the GuaranteedMaximum Price for the Design Build Contract and Authorizing a Contract

Amendment with LeChase Construction Services for Design Build Services forthe RTS Campus Improvement Project

GARAGE A - LIFT REPLACEMENT AND REMOVAL

LIFTS REPLACED IN KIND LIFTS REPLACED

WITH MOBILE UNITS

Project Timeline

Task Complete

Environmental Approval August 2013

Design Builder Selection September 2014

Securing Acquired Property February 2015

Establish GMP - Demolition and Parking Lot May 2015

Establish GMP - Parallelogram Lift Replacement June 2015

Establish GMP - Operations Building Renovation October 2015

Subcontractor bids were received by LeChase ConstructionServices (LCS)

Popli Design Group (PDG) and LCS performed post-bid interviewsto insure that the full scope of work was included.

PDG prepared an independent cost estimate and hasrecommended approval.

Guaranteed Maximum Price (GMP)

Guaranteed Maximum Price

Guaranteed Maximum Price

Project Security and Safety (allowance) $2,875

Temporary Facilities and Controls (allowance) $1,900

Construction Cost $344,778

Construction Contingency (5%) $17,239

Bonds and Insurance $6,516

Total GMP $373,308

Recommendation

That the Chief Executive Officer or his designee be authorized to amendthe Design Build Contract with LeChase Construction Services establishingthe Guaranteed Maximum Price at $373,308 for the installation of theheavy duty lifts portion of the Project resulting in the maximumauthorized amount of the agreement increasing from $4,695,953 to$5,069,261.

That the project contingency be increased by $37,405 resulting in a totalproject contingency of $507,000 for work authorized to date.

That the Chief Executive Officer or his designee be authorized to utilizethe project contingency to increase the value of the Design Build Contractwith LeChase Construction Services by up to $507,000 for justified orderson contract resulting in a total authorized amount of $5,576,261.

BOARD OF COMMISSIONERSAGENDA ITEM COVER SHEET

Board MeetingDate:

June 4, 2015

Presenter: Rusty KorthSubject: Authorizing the Award of a Contract for Parts Management

Services for RTSBackground: The Authority desires the services of a parts management firm to

provide vendor managed inventory (VMI) services for RegionalTransit Service. These services include the acquisition,inventorying and delivery of bus parts necessary to support theday-to-day operations of RTS’ Maintenance Department andstaffing of the RTS parts room which includes the dispensing ofparts to RTS maintenance technicians.

The Authority sought proposals from VMI firms by issuing aRequest for Proposals (RFP) and publicly advertising forproposals in the New York State Contract Reporter and TransitIntelligence on December 24, 2014 and the Rochester BusinessJournal on January 2, 2015. Twenty-nine (29) sets of the RFPdocument were distributed to proposers. On January 14, 2015eight (8) firms attended a Pre-bid Meeting and a tour of the RTSmaintenance facilities and parts room. Subsequently, three (3)proposals were received and opened on February 13, 2015.Proposals were received from the following firms:

1. Genuine Parts Company DBA NAPA Auto PartsEastern Division, Albany, New York

2. Management Consulting, Inc. (MANCON), VirginiaBeach, VA

3. Neopart, LLC, Honeybrook, PA

Proposals were then reviewed and all three (3) firms were invitedin for interviews to enable RGRTA staff to seek additionalclarification regarding their respective proposals.

The contract award recommendation was based on the followingscoring criteria:

Qualifications and Experience of the Firm Project Plan for Providing the Specified Services Cost of Services and Parts Pricing Experience and Qualifications of the Staff

Based on a review of each firm’s proposal, reference checks andthe in-person interviews, the evaluation team arrived at thefollowing scores, based on a maximum score of 100

Management Consulting, Inc. (MANCON) 92Genuine Parts Company DBA NAPA Auto Parts 88Neopart, LLC 72

The evaluation team determined that the proposal submitted byManagement Consulting, Inc. (MANCON) was the most favorableto the Authority. The proposal and proposers demonstratedexperience in providing parts management services andinventory management dealing with a variety of clients includingCharlotte Douglas International Airport, Ohio Department ofTransportation, Virginia Department of Transportation andFederal Department of Defense Facilities. MANCON proposed abusiness model with fixed fees for VMI services and no markupon parts that was unique among the three (3) proposals and wasjudged to be most beneficial to the Authority. Further, theevaluation team concluded that MANCON has a highly qualifiedmanagement team with a strong analytics background to supportthe efficient provision of VMI services.

The proposal submitted by MANCON featured a fixed fee of$634,455 for its services. The services fee includes the labor

cost for the dedicated on-site staff and non-labor costs consistingof necessary equipment and operating expenses.

RTS will be charged the same price that MANCON pays for theparts, inclusive of transportation and handling costs.

Beyond the fixed fees for labor and non-labor expenses, a PartsFulfillment Incentive has been established in the maximumamount of $22,000 per year. MANCON can earn the incentive ona month-to-month basis if it satisfactorily fills 100% of RTS partsorders associated with a list of critical and frequently used parts.The Authority chose to implement such an incentive program dueto the savings associated with having parts readily availableresulting in more efficient utilization of RTS’ maintenance staffand the reduction in the amount of time that buses are out ofservice while waiting for a critical part.

Also, beyond the fixed fees for routine services provided byMANCON, an annual allowance in the amount of $10,000 hasbeen established for emergency services requested by RTS.

The Authority determined that MANCON appears to be aresponsible proposer and its price proposal is fair andreasonable.

Financial Impact: Based on the specified services set forth in the Request forProposals and the anticipated transition costs, MANCONsubmitted a fixed fee in the amount of $634,455 for the first yearof service, including transition costs of $26,284. The fixed fee(minus the transition costs) shall be adjusted annually subject tochanges to the Consumer Price Index (Northeast Urban, NotSeasonally Adjusted, All Items Less Food and Energy) for thepreceding twelve (12) month period with a 3.0% annual cap.

Further, allowances have been established for the PartsFulfillment Incentive and emergency services totaling $32,000annually.

The estimated cost for services and allowances for the initialthree-year term of the contract is $1,955,738, assuming amaximum annual escalation of 3.0%. RGRTA estimates that the

annual cost of the parts will be $2,900,000, escalating at anestimated rate of 3.0% per year resulting in a total combined costof $10,919,348 for services, allowances and parts for the initialthree-year term.

Assuming the cost of MANCON’s services and the cost of partsand supplies for the optional two-year term continue to escalateconsistent with the terms above, the estimated total cost for theoptional two-year term is $7,827,534.

The table in Exhibit “A” to the resolution sets forth the anticipatedfive-year cost of the services and parts, estimated at$18,746,882.

Actual annual expenditures will be based on the fixed fee forservices, incentive payments, charges for emergency servicesand the value of parts consumed. The project will be funded fromthe Authority’s operating budget.

Recommendation: That the Chief Executive Officer or his designee be grantedauthority to enter into a contract with Management Consulting,Inc. (MANCON) for parts management services for an initialthree-year contract with one (1) optional two-year renewal.

RESOLUTION: RGRTA 34-2015

AUTHORIZING THE AWARD OF A CONTRACT FOR PARTS MANAGEMENTSERVICES FOR RTS

WHEREAS, the Rochester Genesee Regional Transportation Authority (the “Authority”)desires to engage a firm to provide vendor managed inventory (VMI) services for RegionalTransit Service (RTS) which will include purchasing and inventory management servicesfor its bus parts and supplies; and

WHEREAS, the Authority has determined that having the purchasing and inventorymanagement of bus parts performed by a VMI contractor provides the most efficient andeffective purchasing and delivery method to the Authority; and

WHEREAS, the Authority publicly advertised a Request for Proposals (RFP) in the NewYork State Contract Reporter and Transit Intelligence on December 24, 2014 and theRochester Business Journal on January 2, 2015 for proposals to perform partsmanagement services; and

WHEREAS, twenty-nine (29) RFP packages were issued and three (3) proposals werereceived and opened on February 13, 2015; and

WHEREAS, the Authority thoroughly reviewed each of the proposals and conducted on-siteinterviews with each of the proposers and concluded that Management Consulting, Inc.(“MANCON”) of Virginia Beach, Virginia submitted a proposal that was responsive and wasthe most favorable to the Authority based on the Authority’s requirements and the selectioncriteria specified in the RFP; and

WHEREAS, the proposal submitted by MANCON sets forth a fee structure that includes thereimbursement of direct labor and benefit costs associated with staffing the bus partspurchasing and inventory management positions, start-up and ongoing operational costs,inventory carrying costs and profit ; and

WHEREAS, allowances have been established for a Parts Fulfillment Incentive andemergency services; and

WHEREAS, parts acquired by MANCON shall be sold to RTS at MANCON’s cost inclusiveof transportation and handling costs; and

WHEREAS, RTS anticipates that the average annual expenditure for bus parts andsupplies will be $2,900,000 (exclusive of MANCON’s operating fees) and the annual cost ofthe operating fees under this arrangement will be $634,455, adjusted annually subject tochanges to the Consumer Price Index (Northeast Urban, Not Seasonally Adjusted, AllItems Less Food and Energy) for the preceding twelve (12) month period, with a 3.0%annual cap; and

WHEREAS, the attached table in Exhibit “A” sets forth the anticipated annual costs of theservices and parts; and

WHEREAS, the contract will have an initial term of three (3) years with an estimated totalthree-year cost of $10,919,348; and

WHEREAS, the contract will have an option for one (1) two-year renewal with an estimatedtotal two-year cost of $7,827,534; and;

WHEREAS, RTS has concluded that MANCON appears to be a responsible firm and thatthe proposed fees are fair and reasonable.

NOW, THEREFORE BE IT RESOLVED that the Chief Executive Officer or his designee isauthorized to enter into a contract with Management Consulting, Inc. for the provision ofVMI Services for an initial three-year period, commencing on the date of execution, for anamount not to exceed $10,919,348; and

BE IT FURTHER RESOLVED, that the Chief Executive Officer or his designee isauthorized to exercise a renewal option for one additional two-year period for an amountnot to exceed $7,827,534; and

BE IT FURTHER RESOLVED, that the Chief Executive Officer or his designee is herebyauthorized, empowered and directed, for and on behalf of the Authority, to perform any andall actions and to execute any and all documents on behalf of the Authority as may bedeemed necessary, appropriate or advisable to carry out the intent and purposes of theforegoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of aRegular Meeting of the Rochester Genesee Regional Transportation Authority, which washeld on June 4, 2015 and that the Resolution is still in full force and effect.

_________________________________James H. Redmond, Chairman

Date: June 4, 2015Rochester, New York

YR1 YR2 YR3 YR4 YR5 Total

Labor 462,192.26$ 476,058.03$ 490,339.77$ 505,049.96$ 520,201.46$ 2,453,841.49$

Non-Labor 113,978.35$ 117,397.70$ 120,919.63$ 124,547.22$ 128,283.64$ 605,126.54$

Start-up 26,283.92$ 26,283.92$ 26,283.92$ 26,283.92$ 26,283.92$ 131,419.62$

Emergency Services 10,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 50,000.00$

Fufillment Incentive 22,000.00$ 22,000.00$ 22,000.00$ 22,000.00$ 22,000.00$ 110,000.00$

Total Administrative 634,454.54$ 651,739.65$ 669,543.33$ 687,881.11$ 706,769.02$ 3,350,387.65$

Parts & Consumable Cost 2,900,000.00$ 2,987,000.00$ 3,076,610.00$ 3,168,908.30$ 3,263,975.55$ 15,396,493.85$

Total 3,534,454.54$ 3,638,739.65$ 3,746,153.33$ 3,856,789.41$ 3,970,744.57$ 18,746,881.50$

Exhibit A

Resolution RGRTA 34-2015

R G R TA 3 4 - 2 0 1 5P r e s e n t e d b y R u s t y K o r t h , V i c e P r e s i d e n t o f M a i n t e n a n c e

Resolution Authorizing the Award of a Contract for Parts ManagementServices for RTS

Scope of Services

Provide vendor managed inventory (VMI) services for RTS. Theseservices include the acquisition, inventorying and delivery of busparts necessary to support the day-to-day operations of RTS’Maintenance Department and staffing of the RTS parts room.

Initial term of three (3) years with one optional renewal of two(2) years.

Procurement Process

Advertised in New York State Contract Reporter, Transit Intelligence and Rochester BusinessJournal.

Request for Proposals (RFP) method used Twenty-nine (29) RFP Packages sent out and three (3) proposals received and opened on

February 13, 2015. Proposals were received from the following firms:

o Genuine Parts Company DBA NAPA Auto Parts, Eastern Division, Albany, New Yorko Management Consulting, Inc. (MANCON), Virginia Beach, VAo Neopart, LLC, Honeybrook, PA

Proposals were then reviewed and all three (3) firms were invited in for interviews toenable RGRTA staff to seek additional clarification regarding their respective proposals.

Evaluation criteria used to evaluate proposals:o Qualifications and Experience of the Firmo Project Plan for Providing the Specified Serviceso Cost of Services and Parts Pricingo Experience and Qualifications of the Staff

Procurement Results

After reviewing the proposals, the evaluation team determined that the proposalsubmitted by Management Consulting, Inc. (MANCON) was judged to be the mostfavorable to the Authority. The proposal and proposers demonstrated experience inproviding parts management services and inventory management dealing with a varietyof clients including Charlotte Douglas International Airport, Ohio Department ofTransportation, Virginia Department of Transportation and Federal Department ofDefense Facilities.

MANCON proposed a business model with fixed fees for VMI services and no markup onparts that was unique among the three (3) proposals and was judged to be mostbeneficial to the Authority. Further, the evaluation team concluded that MANCON has ahighly qualified management team with a strong analytics background to support theefficient provision of VMI services.

Financial Impact

Estimated cost of initial three-year term is $10,919,348

Estimated cost of optional two-year renewal is $7,827,534

Estimated five-year total cost is $18,746,882

YR1 YR2 YR3 YR4 YR5 Total

Labor 462,192.26$ 476,058.03$ 490,339.77$ 505,049.96$ 520,201.46$ 2,453,841.49$

Non-Labor 113,978.35$ 117,397.70$ 120,919.63$ 124,547.22$ 128,283.64$ 605,126.54$

Start-up 26,283.92$ 26,283.92$ 26,283.92$ 26,283.92$ 26,283.92$ 131,419.62$

Emergency Services 10,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 10,000.00$ 50,000.00$

Fufillment Incentive 22,000.00$ 22,000.00$ 22,000.00$ 22,000.00$ 22,000.00$ 110,000.00$

Total Administrative 634,454.54$ 651,739.65$ 669,543.33$ 687,881.11$ 706,769.02$ 3,350,387.65$

Parts & Consumable Cost 2,900,000.00$ 2,987,000.00$ 3,076,610.00$ 3,168,908.30$ 3,263,975.55$ 15,396,493.85$

Total 3,534,454.54$ 3,638,739.65$ 3,746,153.33$ 3,856,789.41$ 3,970,744.57$ 18,746,881.50$

Recommendation

That the CEO or his designee be granted authority to enter into a contractwith Management Consulting, Inc. (MANCON) for vendor managedinventory services for an initial term of three (3) years with an optionalrenewal of two (2) years.

BOARD OF COMMISSIONERS AGENDA ITEM COVER SHEET

Board Meeting Date:

June 4, 2015

Presenter: Scott Adair

Subject: Resolution Authorizing the Execution of the Federal Aid Community Solutions for Transportation Grant Agreement with NYSDOT

Background: The United States has provided Federal funds to the State of New York for the purpose of carrying out U.S. Department of Health and Human Services projects pursuant to the Temporary Assistance for Needy Families (TANF) Program. New York State appropriations and associated bill language provide for the funding of TANF services through public transportation providers such as the Rochester-Genesee Regional Transportation Authority (the “Authority”) under contract with the New York State Department of Transportation (NYSDOT). The Authority has been awarded $82,000 in the SFY 2014-2015 Budget and $82,000 in the SFY 2015-2016 Budget to support the continuation of the Authority’s Welfare to Work Transportation Program. Board authorization is required for execution of the grant agreement with NYSDOT.

Financial Impact: The Authority will receive two grants of $82,000 each, for a total of $164,000.

Recommendation: That the Chief Executive Officer or his designee be authorized to enter into a grant agreement with the State of New York and to take any other actions necessary to access these funds.

Resolution: RGRTA 35-2015

AUTHORIZING THE EXECUTION OF THE FEDERAL AID COMMUNITY SOLUTIONS FOR TRANSPORTATION GRANT AGREEMENT WITH NYSDOT

WHEREAS, the United States has provided Federal funds to the State of New York for the purpose of carrying out U.S. Department of Health and Human Services projects pursuant to the Temporary Assistance for Needy Families (TANF) Program; and

WHEREAS, New York State appropriations and associated bill language provide for the funding of TANF services through public transportation providers such as the Rochester Genesee Regional Transportation Authority (the “Authority”) under contract with the New York State Department of Transportation (NYSDOT);

WHEREAS, the Authority has been selected by NYSDOT to provide TANF transportation services to eligible participants as such eligibility is from time to time defined by procedures established by NYSDOT and the New York State Department of Labor; and

WHEREAS, the Authority has been awarded $82,000 in the SFY 2014-2015 Budget and $82,000 in the SFY 2015-2016 Budget to support the continuation of the Authority’s Welfare to Work Transportation Program; and

WHEREAS, a program and narrative with details of proposed expenditures is required to be submitted by the Authority for approval to OTDA; and

WHEREAS, approval by OTDA will result in a grant agreement between the Authority and the New York State Department of Transportation; and

WHEREAS, Board authorization is required for execution of said grant agreement.

NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners hereby authorizes the Chief Executive Officer or his designee to prepare the budget and narrative and to submit the same to OTDA for its approval; and

BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee is authorized to execute the resulting grant agreement between the NYSDOT and the Authority; and

BE IT FURTHER RESOLVED, that the Chief Executive Officer or his designee is hereby authorized, empowered and directed, for and on behalf of the Authority, to perform any and all actions and to execute any and all documents on behalf of the Authority as may be deemed necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester-Genesee Regional Transportation Authority, which was held on June 4, 2015 and that the Resolution is still in full force and effect.

__________________________________ James H. Redmond, Chairman

Date: June 4, 2015 Rochester, New York

BOARD OF COMMISSIONERS AGENDA ITEM COVER SHEET

Board Meeting Date:

June 4, 2015

Presenter: Dave Belaskas

Subject: Resolution Authorizing the Award of a Contract for HVAC Services

Background: The Authority requires HVAC Services for all Authority owned facilities. These services include inspections, preventative maintenance/repair, systems operations, and mechanical systems improvements. The Authority conducted a request for proposals for HVAC services at Authority owned facilities. Initially the services will be for the Main Street Campus, the Transit Center, RTS Access Campus and RTS Livingston Campus. As new RTS owned facilities are completed, this service contract will be utilized for the new facilities. The procurement was advertised in the Rochester Business Journal and the New York State Contract Reporter on February 27, 2015. A total of thirty-three (33) packages were sent out and five (5) proposals were received on March 26, 2015. Emcor Services Betlem, Rochester, New York Johnson Controls, Victor, New York LMC Industrial, Avon, New York Pipitone Enterprises, Rochester, New York VanHook Service, Rochester, New York The Evaluation Team reviewed the proposals and evaluated them based on:

Qualifications and Experience of the Firm

Qualifications of the Technical Team assigned to RTS

Price

After consideration of the proposals, references, and interviews with the two firms found to be in competitive range, it has been determined that Emcor Services Betlem submitted a responsive proposal that best serves the interests of the Authority, as it is a highly qualified firm performing the services at the lowest cost. The scoring of the firms was as follows:

Emcor Services Betlem 86 Johnson Controls 74 LMC Industrial 72 Pipitone Enterprises 42 VanHook Service 63

The Authority has determined that the pricing proposed by Emcor Services Betlem is fair and reasonable and that Emcor Services Betlem appears to be a responsible proposer.

Financial Impact: Projected initial annual expense based on inspections, preventative maintenance/repair, and systems operations services are estimated at $149,700. In addition to the routine services described above, we wish to establish an annual authorized allowance of $30,000 for justified orders on contract for anticipated mechanical systems improvements resulting in a total authorized annual contract amount of $179,700. The services will also include mechanical system improvements that will be performed on a time and material basis. The initial contract term is three (3) years, with two (2) one-year extensions, at the request of RGRTA. Price increases may only occur at the time of renewal and shall not exceed the Consumer Price Index, All Urban Consumers, as published by the US Department of Labor for the preceding 12-month period. The services will be funded from the Authority’s operating budget or capital funding.

Recommendation: That the CEO or his designee be authorized to execute a contract with Emcor Services Betlem for HVAC Services.

Resolution: RGRTA 36-2015

RESOLUTION AUTHORIZING THE AWARD OF A CONTRACT FOR HVAC SERVICES

WHEREAS, the Rochester Genesee Regional Transportation Authority (the “Authority”) desires to engage a professional Heating Ventilation and Air Conditioning (HVAC) firm for HVAC Service to perform regular inspections, preventative maintenance and repair, systems operation, and mechanical systems improvements on HVAC equipment located at Authority owned facilities; and WHEREAS, the Authority sought proposals from firms by issuing a Request for Proposals (RFP) and publicly advertising for proposals in the New York State Contract Reporter and the Rochester Business Journal on February 27, 2015; and WHEREAS, thirty-three (33) Request for Proposal packages were sent out, and five (5) proposals were received and opened on March 26, 2015; and WHEREAS, the Authority conducted a thorough evaluation of the proposals that were received and concluded that Emcor Services Betlem of Rochester, New York, submitted the strongest and most favorable proposal that was responsive to the Authority’s requirements; and WHEREAS, the Authority has determined that Emcor Services Betlem appears to be a responsible firm; and WHEREAS, the Authority has determined that the cost proposal submitted by Emcor Services Betlem is fair and reasonable; and WHEREAS, the services will be funded from the Authority’s operating budget or capital budget with an estimated annual cost for HVAC Services of $149,700 with maximum justified orders on contract of $30,000 for a total authorized annual contract amount of $179,700; and WHEREAS, the term of the contract shall be from contract commencement for a period of three (3) years with two (2) optional one-year renewals, any rate change at the time of renewal shall not exceed the change in the Consumer Price Index (All Urban Consumers) for the preceding twelve- (12) month period at the time of renewal. NOW, THEREFORE, BE IT RESOLVED, that the Chief Executive Officer or his designated representative is authorized to enter into a three (3) year contract with Emcor Services Betlem for the provision of HVAC services for an amount not to exceed $179,700 annually, and BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee is authorized to execute up to two (2) optional one-year renewals with contract amounts indexed to the Consumer Price Index (All Urban Consumers) for the previous 12-month period; and

BE IT FURTHER RESOLVED that the Chief Executive Officer or his designee is hereby authorized, empowered and directed, for and on behalf of the Authority, to perform any and all actions and to execute any and all documents on behalf of the Authority as may be deemed necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester Genesee Regional Transportation Authority, which was held on June 4, 2015 and that the Resolution is still in full force and effect.

__________________________________ James H. Redmond, Chairman

Date: June 4, 2015 Rochester, New York

BOARD OF COMMISSIONERS AGENDA ITEM COVER SHEET

Board Meeting Date:

June 4, 2015

Presenter: Miguel Velazquez

Subject: Resolution Amending RGRTA 59-2014 Authorizing the Award of a Contract for Vehicle Maintenance Services for RTS Seneca

Background: The Authority adopted Resolution RGRTA 59-2014 on September 11, 2014, authorizing the Chief Executive Officer of the Authority to enter into an agreement with Eagle Auto Center, Inc. (Eagle) for Vehicle Maintenance Services for RTS Seneca for a period of one (1) year with four (4) optional one-year extensions. We are currently in year one (1) of this contract. This resolution authorized expenditures estimated to be $50,000 based on rates and anticipated usage. At the time of the original procurement, RGRTA desired to include towing services. However, Eagle did not possess equipment capable of safely and reliably towing RTS Seneca’s Revenue Vehicles and thus, we had to utilize an out of county vendor at an additional cost. Since the procurement, Eagle has purchased a tow truck capable of safely and reliably towing RTS Seneca Revenue Vehicles. Towing rates will be assessed based on distance: $95.00 per tow for any vehicle towed within a 15-mile radius and $125.00 per tow for any vehicle towed outside a 15-mile radius and less than one hour. The standard contract labor rate of $75/hour will apply for each additional hour after the first hour in 15-minute increments. These towing and standard contract labor rates proposed have been determined to be fair and reasonable. The Authority has found Eagle’s maintenance services to be reliable and cost effective during this contract period and has had to use them for several extensive and unanticipated repairs due to the aging fleet of revenue vehicles. This unanticipated work to

the RTS Seneca Fleet, along with the estimated cost for towing for the remainder of the current contract year, requires us to request an amendment of $25,000 to the current contract value. This will amend only the first year of the contract with Eagle raising the total value of this year’s contract to $75,000. RTS Seneca anticipates replacing several buses within the next twelve (12) months and does not anticipate the level of extensive repairs incurred these last few months due to the age of the current fleet of revenue vehicles.

Financial Impact: Resolution RGRTA 59-2014 is amended to allow for towing services and to increase the contracted amount of $50,000 to $75,000 for the first year of service. The subsequent contract years remain at the $50,000 previously authorized amount. Funding for this contract is available in the RGRTA 2015-2016 operating budget.

Recommendation: That the CEO be authorized to amend the Authority’s agreement with Eagle Auto Center, Inc.

Resolution: RGRTA 37-2015

Resolution Amending RGRTA 59-2014 Authorizing the Award of a Contract for Vehicle Maintenance Services for RTS Seneca

WHEREAS, the Rochester Genesee Regional Transportation Authority (the “Authority”) adopted Resolution RGRTA 59-2014 on September 11, 2014, authorizing the Chief Executive Officer of the Authority to enter into an agreement with Eagle Auto Center, Inc. for vehicle maintenance services for RTS Seneca; and

WHEREAS, Resolution RGRTA 59-2014 authorized an agreement with Eagle Auto Center, Inc. for an estimated annual amount of $50,000 based on estimated hours and rates for a period of one (1) year with four (4) optional one-year extensions; and

WHEREAS, RGRTA has found Eagle Auto Center, Inc.’s services to be beneficial and cost effective for RTS Seneca’s maintenance needs; and

WHEREAS, RTS Seneca has been able to utilize Eagle Auto Center for extensive and unanticipated vehicle repairs; and

WHEREAS, RTS Seneca also desires to utilize Eagle Auto Center for towing services; and

WHEREAS, the anticipated additional cost of these additional repairs and towing services is $25,000.

NOW THEREFORE BE IT RESOLVED that Resolution RGRTA 59-2014 is hereby amended such that the Chief Executive Officer is authorized to amend the Authority’s agreement with Eagle Auto Center, Inc. to include towing services and increasing the estimated contract amount for year one to be $75,000; and

BE IT FURTHER RESOLVED, that the Chief Executive Officer or his designee is hereby authorized empowered and directed, for and on behalf of the Authority, to perform any and all actions and to execute any and all documents on behalf of the Authority as may be deemed necessary, appropriate or advisable to carry out the intent and purposes of the foregoing resolution.

C E R T I F I C A T I O N

The undersigned hereby certifies that the above is an excerpt from the Minutes of a Regular Meeting of the Rochester Genesee Regional Transportation Authority, which was held on June 4, 2015 and that the Resolution is still in full force and effect.

__________________________________ James H. Redmond, Chairman

Date: June 4, 2015 Rochester, New York