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

SORTA PLANNING AND OPERATIONS COMMITTEE MEETING

TUESDAY, APRIL 9TH, 2019- 9:00 A.M. SORTA/METRO BOARD ROOM 602 MAIN STREET, SUITE 1200

CINCINNATI, OHIO General Items: Call to order Pledge of Allegiance Recite Mission and Vision Statement 1. Approval of Planning & Operations Committee Minutes: March 12th, 2019 Briefing Items

2. Streetcar OMIGA Restructuring Update (Paul Grether) 3. SORTA Contract 43-14 Streetcar Operations & Maintenance Services with Transdev Services, Inc.

Assignment to the City of Cincinnati (Paul Grether) 4. Lobbying and Grants Update (Darryl Haley) 5. Ridership Reports for March 2019 (Mark McEwan)

Action Items: 6. Proposed Resolution: Approval of Contract Extension with Passport (Khaled Shammout)

Other Items: Adjournment

The next regular meeting of the Planning & Operations Committee has been scheduled for Tuesday, May 14th, 2019 at 9:00 a.m., the SORTA/Metro Board Room,

602 Main Street, Suite 1200, Cincinnati, Ohio

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PLANNING & OPERATIONS COMMITTEE TUESDAY, MARCH 12TH, 2019 – 9:00 A.M.

SORTA/METRO MT. ADAMS BOARD ROOM 602 MAIN STREET, SUITE 1200

CINCINNATI, OHIO COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Brendon Cull, Blake Ethridge, Allen Freeman, Robert Harris, Roderick Hinton, Kreg Keesee, Mary Miller, and Kathleen Wyenandt COMMITTEE MEMBERS ABSENT: none STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Lisa Aulick, John Edmondson, Dave Etienne, Dan Feldman, Heather Norris-Garcia, Pat Giblin, Paul Grether, Adriene Hairston, Caprice Jones, Maria Jones, Mark McEwan, Ted Meyer, Mike Nagy, Cindy Resor, John Ravasio, David Riposo, Shannel Satterfield, Khaled Shammout OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP) and Carolyn Miller (LWV) 1. Call to Order

Mr. Cull called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. SORTA’s Vision and Mission Statements

SORTA’s vision and mission statements were not recited.

4. Approval of Minutes of February 12th, 2019

Mr. Freeman made a motion that the minutes of the February 12th meeting be approved as previously emailed and Ms. Wyenandt seconded the motion. By voice vote, the Committee approved the minutes.

5. Fare Deal Program Update

Ms. Aulick shared the improvements of the Fare Deal program. The improvements include: new card designed for easy identification for operators, extended eligibility for people with permanent disabilities and aged 65 and older from 2 to 5 years, extended eligibility for all others from 2 to 3 years, added the Metro Sales Office across for dropping off applications and taking ID photos with extended hours, and monthly stickers are now available by mail, phone or in-person at Silverton center and still available in-person at Sales Office downtown. The Committee accepted the report as presented.

6. Transit Bus Stop Benches Update

Mr. Edmondson stated fifty (50) new bus stop benches will be installed by April 30th, 2019 in an effort to provide more amenities, improve the rider experience, and enhance Metro’s community image. Mr. Edmondson update included bench requirements, guidelines, and advertising spacing provided by the City of Cincinnati. He also included bench placement process, the community involvement, and next steps for the project. The Committee accepted the report as presented.

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7. Marketing and Communications Update

Mr. Etienne shared the new external and internal marketing campaigns which include: back of the bus ads (on 50 buses targeting commuters with the message “You should be riding this bus”), ceiling ads in buses (20 ads using clever copy to promote the mobile payment app, new Government Square banners (focusing on the many things that make riding Metro better than driving) , and final the internal attendance campaign (featuring real customers and driving home the connection between what we do and how it impacts people: We need you HERE so they can get THERE). The Committee accepted the report as presented.

8. Mobility as a Service Update

Mr. Shammout provided the project update which included: the purpose of the new mobile app (connects the region’s transit systems, improve the customers’ experience and purchasing fares, etc) and the need to replace the current app. Mr. Shammout included potential images of the new app, a total cost analysis, and next steps/timeline of the project. The Committee accepted the report as presented.

9. Ridership Reports for February 2019

Mr. Cull deferred the report; as it was provided in the board books.

10. Quarterly Rail Update and Letter Review

Mr. Grether presented the February 2019 rail update. The report included safety metrics, marketing communications highlights, ridership & operations summaries, and the current fleet status. In February, 7 citations were issued.

February ridership summary includes: weekday ridership at 15,016 riders, Saturday’s 6,927, and Sunday’s ridership 2,765, with a preliminary total of 24,708 for the month of February. The key statistics for the streetcar, included trips scheduled (2,116), trips operated (2,001), missed trips (115), blockages (183), signal failures (8), close calls (14), TAA (22) and charters (0). Current fleet status: Camera/Monitor issues ongoing, 1177 HVAC failure – software update, and Field Modifications (FMIs) ongoing by CAF scheduled until April 2019.

Mr. Grether also provided the 2019 Operations and Maintenance Budget for the streetcar.

The Committee accepted the report as presented.

11. New Business

The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, April 9th, 2019 at 9:00 a.m.

12. Adjournment The meeting adjourned at 10:40 A.M.

April 2019

BRIEFING ITEM – Cincinnati Streetcar Operations and Maintenance Intergovernmental

Agreement (OMIGA) Restructuring for Streetcar “Divorce “ STRATEGIC PLAN GOAL / OBJECTIVE

• Strategic Partnering • Cultural Alignment

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

BUSINESS PURPOSE

• The Board of Trustees and the City of Cincinnati have expressed a desire for the City to take the responsibility for ongoing management of the Cincinnati Bell Connector (Cincinnati Streetcar) from SORTA.

• To implement the change will require restructuring of the OMIGA with the City of Cincinnati. Regulatory agencies including the Federal Transit Administration (FTA) and the Ohio Department of Transportation (State Safety Oversight/SSO) are being consulted.

• Two guiding principles will be used to govern the OMIGA restructuring for SORTA:

o SORTA shall have no financial liabilities or financial involvement in the Cincinnati Bell Connector; and

o SORTA staff shall not be responsible for any ongoing responsibilities related to the management, operations and maintenance of the Cincinnati Bell Connector.

SUBMITTED BY:

Paul Grether Director of Rail Services

Attachments: N/A

April 2019

BRIEFING ITEM – Assignment of Contract 43-14 Streetcar Operations and Maintenance

Services with Transdev Services, Inc. to the City of Cincinnati STRATEGIC PLAN GOAL / OBJECTIVE

• Strategic Partnering • Cultural Alignment

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

BUSINESS PURPOSE

• The primary contract for the operations and maintenance of the Cincinnati Bell Connector is with Transdev Services, Inc.

• The contract contains an assignability clause that allows assignment to the City of Cincinnati.

• The City of Cincinnati has hired a Streetcar CEO in preparation for assignment of the

contract who will serve as the contract administrator.

• SORTA staff is working with the City of Cincinnati to target May 2019 for assignment of the contract at which time an action item will be brought to the Board of Trustees.

SUBMITTED BY:

Paul Grether Director of Rail Services

Attachments: none

Wasson Way Trail Potential Uptown Connection

Planning & Operations

April 9, 2019

Wasson Way Trail Uptown Connection

• Green Umbrella in partnership with other organizations (Ohio River Way, etc.)

• Potential June STP Application to OKI – Approx. $6M total

• Utilizes part of SORTA “Blue Ash South” RoW

April 2019

BRIEFING ITEM – WASSON WAY TRAIL POTENTIAL UPTOWN CONNECTION

STRATEGIC PLAN GOAL / OBJECTIVE

• Strategic Partnering RECOMMENDATION This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• SORTA has been approached by Green Umbrella requesting use of SORTA owned (FTA funded) right-of-way for a trail to connect Wasson Way with Uptown

• The trail would be funded through STP funds through OKI (June 2019 application) matched with private donations

• Use of FTA funded rights of way for non-transit purposes requires FTA concurrence

• The City of Cincinnati must concur to act as project sponsor

• If the project moves forward an agreement between SORTA and the City of

Cincinnati will be required

SUBMITTED BY:

Paul Grether Director of Rail Services

Attachments: Presentation – “Wasson Way Trail

Potential Uptown Connection”

April 2019

BRIEFING ITEM– LOBBYING AND GRANT OPPORTUNITIES STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

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

BUSINESS PURPOSE

• Presentation to discuss SORTA’s capital and operations needs and grant opportunities.

SUBMITTED BY:

Darryl Haley Interim CEO/General Manager

Attachments: Presentation

Lobbying and Grants

Funding

Planning & Operations Committee

Darryl Haley Interim CEO/General

Manager

Lobbying Entities • Holland Knight (federal representation) Provides counsel concerning federal issues and organizes meetings with federal delegation from Southwest Ohio and FTA. • Government Strategies Group LLC (state/local

representation) Provides counsel related to state and local government relations.

SORTA’s Capital and Operations Needs

Fixed Route Bus Grant Opportunities Grant Federal Award SORTA Match Year Funding is Available

5339 Formula $1.9 M in 2018 $398K Mid year 2019$621M Nationwide towards six 30' buses

2020 DERG $1.6 M in 2018 $1.1M 2020$10M Statewide towards five 40' buses

2020 OKI OTPPP Competitive $825 K in 2018 $206K 2020$27M Statewide towards two 40' buses

2023 CMAQ/STP Competitive $5.3 M in 2018 $2.3M 2023$10M CMAQ for the Region towards fourteen 40' buses

$25M STP for the Region

Infrastructure Competitive Grant Opportunities

Grant SORTA Potential UsesTypical Pre-Application

Requirements Typical Planning Period5339 Bus and Bus Facilities * Park and Rides * Planning 2 to 3 years

$ 482M Nationwide * Transit Centers * Design * Community Approval * NEPA

5339 Low Nox * Low Emissions Buses * Research & Analysis 1 to 2 years$ 85M Nationwide * Low Emissions Infrastructure * Strategy for organization

* Pilot project design * Partnering agreements

5309 Capital Investment Grant * Fixed Route (BRT) * Alternate route analysis 1 to 2 years$2.5 B Nationwide * LPA Selection with community (project development + 2-4 yrs)

* Early project design (Construction + 2-3 yrs) * ID capital and operations $ * NEPA

FRA CRISA * ROW Improvements * Engineering 6 months - 1 year$ 255 M Nationwide * Cost / Benefit Analysis

* Partnership structuring

Grant Funded Projects 2016-2018

2016 2017 2018 Project Federal Federal Federal

Buses $ 8,375,195 $ - $ - Paratransit Vehicles $ 4,358 $ 433,602 $ 358,137 Tire Lease/Mileage $ 485,839 $ 594,366 $ 403,686 Park and Rides $ 391,828 $ 113,141 $ 676,170 Park and Ride Leases $ 147,872 $ 153,512 $ 138,778 Security Systems $ 156,869 $ 65,980 $ 38,935 Fare Systems $ 57,539 $ 337,029 $ - Shelters $ 123,213 $ 42,029 $ 143,868

Total Grant Funds Available

Total Project Available

Security $ 402,213 Buses $ 9,032,702 Park and Rides (Northside/Walnut Hills) $ 4,306,637 Paratransit Vehicles $ 476,403

State Funding Developments • New State fuel tax -10.5¢ gas and 19¢ diesel • $70 mil generated increase of $24 mil • All other transit funding eliminated -Two (2) year Bill • ODOT determines distribution formula methodology

encouraged • Next steps (Senate approval and Governor signature)

Questions ?

April 2019

BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- MARCH 31ST

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

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

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

SUBMITTED BY:

Mark McEwan Manager of Service Analysis

Attachments: Presentation

March 2019 Ridership

Report

1

Local/Express Ridership

ACTUAL BUDGET VARIANCE (%/#) 2018 VARIANCE

(%/#)

TOTAL 1,070,339 1,079,646 -0.9% -9,307 1,157,816 -7.6% -87,477 LOCAL 999,055 1,008,771 -1.0% -9,716 1,080,061 -7.5% -81,006

EXPRESS 71,284 70,875 -0.6% 409 77,755 -8.3% -6,471

YTD TOTAL 3,172,154 3,192,177

-0.6% -20,023 3,344,689 -5.2% -172,535

Current Year

Prior Year

Budget

2

Local/Express KPIs

ACTUAL KPI/BUDGET VARIANCE

PASSENGERS PER HOUR (LOCAL) 19.5 20.7 -1.2

PASSENGERS PER TRIP (EXPRESS) 14.7 16.2 -1.5

AVERAGE RIDERSHIP (WD) 44,003 44,301 -298

AVERAGE RIDERSHIP (SA) 18,130 18,258 -128

AVERAGE RIDERSHIP (SU) 11,126 11,607 -481

Current year Prior year KPI/Budget 3

Local/Express KPIs

ACTUAL KPI VARIANCE

OTP (LOCAL)

OTP (EXPRESS)

COST PER PASSENGER (LOCAL) $6.0 $5.57 +$0.43

COST PER PASSENGER (EXPRESS) $12.79 $9.00 +$3.79

28.0%28.0 ++ COST RECOVERY (LOCAL) 32.7% 28.0% +4.7%

COST RECOVERY (EXPRESS) 30.4% 35.0% -4.6%

ON TIME PERFORMACE (LOCAL) 84% 88.0% -4%

ON TIME PERFORMANCE (EXPRESS) 85% 88.0% -3%

Current year Prior year KPI 4

Local/Express Missed Trips

ACTUAL TOTAL TRIPS % OF TRIPS OPERATED

MISSED TRIPS (ALL SERVICE) 246 58,795 99.6%

Current year Prior year

NO OPERATOR AVAILABLE 156 63%

MECHANICAL ISSUE 38 15.4%

TRAFFIC INCIDENT 24 9.8%

LATE OPERATIONS 22 8.9%

OTHER 6 2.4%

REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS

5

Access Ridership

ACCESS PARATRANSIT ACTUAL BUDGET VARIANCE (%/#) 2018 VARIANCE (%/#)

TOTAL 19,351 19,547 -1.0% -196 19,869 -2.6% -518 WD 17,810 18,395 -3.2% -585 SA 909 950 -4.3% -41 SU 632 524 20.6% 108

YTD 55,952 55,655 0.5% 297 56,006 -0.1% -54

Current Year Prior Year Budget

6

Access KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $36.00 $32.00 +$4

ON-TIME PERFORMANCE (OTP) 94% 93.0% -1%

PASSENGERS PER HOUR 2.25 2.20 +0.05

COST RECOVERY 11.5% 14.0% -2.5%

Current year KPI 7

Cincinnati Bell Connector

CB Connector Ridership

ACTUAL BUDGET VARIANCE (%/#) FY2018 VARIANCE (%/#)

TOTAL 35,481 37,254 -4.8% -1,773 37,471 -5.3% -1,990

FYTD TOTAL 345,188 371,359 -7.0% -26,171 384,201 -10.2% -39,013

Current Year

Prior Year

Budget

9

Current Year

Prior Year

Budget

CB Connector KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $8.17 $4.10 +$4.07

AVERAGE HEADWAY (PEAK/OFF-PEAK) 12:46/15:34 12:00/15:00 +0:46/+0:34

PASSENGERS PER HOUR 29.1 52.8 -23.7

COST RECOVERY 6.9% 14.3% -7.4%

Current Year

Prior Year

KPI

10

Current Year

Prior Year

KPI

Monthly Route Performance Measures

11

Route Passenger KPIs - March

12 KPI Av erage Minimum Standard Benchmark

Route Cost KPIs - March

KPI Av erage Minimum Standard Benchmark13

Route Revenue KPIs - March

KPI Av erage Minimum Standard Benchmark14

Route Revenue KPIs - March

KPI Av erage Minimum Standard Benchmark15

Route OTP KPI - March

KPI Av erage Minimum Standard Benchmark16

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO. 2019-xx

APPROVAL OF CONTRACT EXTENSION WITH PASSPORT

WHEREAS:

1. By Resolution No. 2016-14, the SORTA Board approved a three (3) year contract with Passport at a total cost of $253,600 to maintain and support the Cincy EZ Ride mobile ticketing application.

2. A one (1) year contract extension is needed to continue maintenance and

support for the mobile ticketing app. 3. Staff recommends an additional one (1) year extension with Passport at a

total cost up to $75,000 to cover technical maintain and support for a total contract value not to exceed $328,600. THEREFORE, BE IT RESOLVED: 5. The Board hereby approves the extension between SORTA and Passport and authorizes and directs the Interim CEO/General Manager, Interim COO, or the CFO/Secretary- Treasurer to execute it on behalf of SORTA for an additional one (1) at a total cost up to $75,000 for a total contract value not to exceed $328,600.

Attachments: Action Item

Contract Summary

April 2019

ACTION ITEM- APPROVAL OF CONTRACT EXTENSION WITH PASSPORT

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence • Innovation

RECOMMENDATION Approval of a resolution authorizing the Interim CEO/General Manager, Interim COO, or the CFO/Secretary-Treasurer to extend the current contract on behalf of SORTA for a one (1) year with Passport at a cost up to $75,000, for a total contract value not to exceed $328,600.

FINANCIAL CONSIDERATIONS

• The current three (3) year contract included technical maintenance and support at $75,000 per year with onboard and handheld validators for $28,600 bringing the total contract amount to $253,600 and expires May 2019.

• A one (1) year contract extension is needed to continue maintenance and support for the mobile ticketing application.

• The extension will begin June 2019 at a total cost up to $75,000 for a total contract value

not to exceed $328,600.

• This expenditure will be funded with operating funds.

BUSINESS PURPOSE

• SORTA will need a one (1) year extension with Passport to continue technical support for the Cincy EZ Ride app.

PROCUREMENT CONSIDERATIONS

• This is a contract extension for one (1) year.

• The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

• N/A

Attachments: Contract Summary

LEGAL CONSIDERATIONS

• Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Khaled Shammout Darryl Haley Director of Transit Development Interim CEO/General Manager

Procurement Summary Report

Contract Modification Contract No. 2016-C08

Contract Information

A. Description: Current mobile ticketing application.

B. Contractor: Passport

C. Original Contract Amount: Not to exceed $253,600

D. Amount of this Modification: $75,000

E. Revised Contract Amount: $328,600

F. Purpose of Contract Modification: This modification is needed to add time and funding to the contract. The modification extends the expiration date of the contract from May 19, 2019 to May 31, 2020. This modification is needed for continued mobile ticketing functions for passengers while an alternative application is developed, tested, and deployed.

G. Funding Source: 100% local funding

Recommendation to execute contract modification.

Reviewed and Approved: _______________________ Director of Procurement

P&O Agenda (4-19)Planning & Ops Minutes (3-19)Briefing Item -OMIGA Restructuring PO 042019Briefing Item -Transdev Assignment PO 042019Briefing Item- Lobbying and Grants (4-19)Attach- Lobbying and Grants Funding (4-19)Slide Number 1Lobbying EntitiesSlide Number 3Slide Number 4Slide Number 5Slide Number 6Total Grant Funds AvailableSlide Number 8Slide Number 9

Briefing Item - Ridership (4-19)2019-xx (4-19) Approval of Mobile Ticketing ApplicationAction Item- Approval of Contract Extension with Passport (4-19)2016-C08 Procurement Summary Report_v3ADPF1F1.tmpSlide Number 1Slide Number 2Wasson Way Trail Uptown Connection�

ADP716E.tmpMarch 2019�Ridership �ReportLocal/Express RidershipLocal/Express KPIsLocal/Express KPIsLocal/Express Missed TripsAccess RidershipAccess KPIsSlide Number 8Slide Number 9Slide Number 10Monthly Route Performance MeasuresSlide Number 12Route Cost KPIs - MarchRoute Revenue KPIs - MarchRoute Revenue KPIs - MarchRoute OTP KPI - March