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, SEPTEMBER 10TH, 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 Vision and Mission Statement 1. Approval of Planning & Operations Committee Minutes: August 13th, 2019 Briefing Items

2. Annual ODOT Report (T.J Thorn) 3. Marketing and Communication Update (Dave Etienne) 4. Ridership Reports for August 2019 (Matt Moorman)

Action Items: 5. Proposed Resolution: Approval of Government Square and Cincinnati Business District Bus Stop and Shelter

Cleaning Contract (John Ravasio)

Other Items: Adjournment

The next regular meeting of the Planning & Operations Committee has been scheduled for Tuesday, October 8th, 2019 at 9:00 a.m., the SORTA/Metro Board Room,

602 Main Street, Suite 1200, Cincinnati, Ohio

1

PLANNING & OPERATIONS COMMITTEE TUESDAY, AUGUST 13TH, 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, Robert Harris, Thaddeus Hoffmeister, Pete McLinden, Mary Miller, Gwen Robinson, and Kathleen Wyenandt COMMITTEE MEMBERS ABSENT: STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Dan Feldman, Pat Giblin, Paul Grether, Adriene Hairston, Mary Huller, Caprice Jones, Maria Jones, Matt Moorman, Cindy Resor, John Ravasio, Cindy Resor, Shannel Satterfield and Khaled Shammout OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP) 1. Call to Order

Mr. Cull called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. SORTA’s Vision and Mission Statements

SORTA’s vision and mission statements were not recited.

4. Approval of Minutes of May 14th, 2019

Mr. Harris made a motion that the minutes of the May 14th meeting be approved as previously emailed and Ms. Miller seconded the motion. By voice vote, the Committee approved the minutes.

5. Good News! Transit Ops and Maintenance

Mr. Ravasio shared his Good News! Report which included: Transit Ops OTP for the month of July was 84.8%, it’s “coolest” month since September 2017. Paul Grether transitioned to VP of Transit Operations beginning August 1st. Off-Day Sign-Up we’ve ended the 30+ years’ requirement of operators staying on property overnight to line up for overtime assignments—now operators can sign up for overtime by 5:30 P.M. instead of 4:00 A.M.

He reported 2018 was an historic year for the Maintenance teams regarding safety—the garages & storerooms had either zero accidents or zero lost-time accidents! Employees have asked to use these achievements as a marketing tool for buses and as a recruiting measure.

The Committee accepted the report as presented.

6. FaStops Project Update

Mr. Shammout briefly discussed the FaStops Project. He reported Phase 1 was a major success—both bus operators and customers noticed a decrease in travel times with fewer stops and on-time performance had improved. The Phase 2 Pilot began on August 19th which included the analyses of twenty-three (23) routes and so far SORTA has received fifty-two (52) email/comments and one-hundred and sixty-two (162) online surveys. Lastly, Phase 3 will begin on December 1st, 2019 and will include twenty-three (23) routes.

2

The Committee accepted the report as presented.

7. Northside Transit Center Update

Mr. Shammout shared current layout, proposed route alignments, park setting, and safety & visibility designs of the Northside Transit Center. He mentioned staff will take the construction contract to the September meeting for Board approval and break ground in October 2019.

The Committee accepted the report as presented.

8. Ridership Reports for July 2019

Mr. Moorman presented the July 2019 ridership reports. Total ridership for the month of July was 985,794 above budget. On-time performance was 84.7% for local routes, against a goal of 86%. Local routes are carrying 17.5 passengers per hour, against a goal of 20.7 and express routes are carrying 15.3 passengers per trip, against a goal of 16.2. Missed Trips for the month was 186 against 59,878 total trips.

The July Access ridership report; total ridership for Access was 18,974, 3.8% below budget. On-time performance was 94.0% against a goal of 93.0%.

The Cincinnati Bell Connector ridership report for July 2019; total preliminary ridership was 58,382 0.6% or 373 above budget. Average Headway (Peak/Off Peak) was 13:28/15:55 against a goal of 12:00/15:00.

The Committee accepted the report as presented.

9. Proposed Motion: Approval to Purchase Hogan Alley As A Part of the Northside Transit Center

Mr. Shammout requested approval to purchase the Hogan Ally from the City of Cincinnati, allowing the sale of the ally to SORTA, at an appraisal cost of $31,448. Acquisition of Hogan Alley is critical for the construction of Northside Transit Center as it lies in the middle of the project area.

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

10. Proposed Resolution: Approval of Lease Agreement Kenwood Baptist Church Park and Ride

Mr. Shammout requested approval to enter a five (5) year parking space lease agreement with Kenwood Baptist Church for the period of October 1, 2019 through September 30, 2024, at a total annual cost not to exceed $6,600, for a total cost of $33,000. The monthly cost of the lease is $550 (75 spaces x $7.33 per space).

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

11. New Business

The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, September 10th, 2019 at 9:00 a.m.

12. Adjournment The meeting adjourned at 9:37 A.M.

September 2019 BREFINF ITEM- ODOT ANNUAL STATE SAFET OVERSIGHT PROGRAM STATUS REPORT STRATEGIC PLAN GOAL/ OBJECTIVE

• Operational Excellence

RECOMMENDATION

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

BUSINESS PURPOSE

• To satisfy 49 CFR §674.13 and 49 U.S.C. 5329 the State Safety Oversight Agency (ODOT) must report the status of the safety of each rail fixed guideway public transportation system to the Governor, the FTA, and the board of directors, or equivalent entity, of the rail fixed guideway public transportation system.

• Accompanying this briefing item is the annual report for the preceding year for

both Cleveland (GCRTA) and Cincinnati Streetcar beginning on page 12 of the document.

• According to the status statement on page 12: "From the ODOT SSO program

perspective, the Cincinnati Streetcar project team and rail system safety program are being managed properly and all deadlines for developing documentation for the safety program are being met. The working relationship with the City of Cincinnati, SORTA, Transdev management staff continues to be excellent."

SUBMITTED BY:

TJ Thorn, OHST, TSSP-Bus/Rail VP, Safety & Security/CSO

Attachments: Letter

September 2019

BRIEFING ITEM –MARKETING AND COMMUNICATIONS UPDATE

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence • Innovation

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

BUSINESS PURPOSE

• Presentation to discuss commuter campaign objectives, new messaging, and internal initiatives.

SUBMITTED BY:

Dave Etienne Director of Marketing and Communications

Attachments: Presentation

Marketing and Communications Update

Retro Metro objectives

• Increase social media engagement and media coverage

• Generate excitement about riding the bus

• Provide loyal riders with a spontaneous discount that minimizes revenue impact

• Take advantage of current interest in transit nostalgia

The concept

• Two wrapped buses (one from each garage) in 1986 branding

• Assign them randomly to routes throughout the system

• All riders on these buses pay $.65 (the base peak fare from 1985 – 1993)

• Interim CEO will randomly ride these buses to interact with customers – all rides are free while he is on board

• Customers won’t know where these buses will be assigned

Extending the brand

Promotion

• Boosted ads on social media

• Website

• News release

• Word-of-mouth

• The buses themselves

Riding is Believing objectives

• Increase ridership by focusing on “new and improved” Metro o New buses with WiFi, charging ports and vinyl seats o New app with real-time information and bus tracking o New Northside Transit Center

• Entice non-riders to consider riding Metro

• Increase awareness of improvements Metro is making

in advance of possible funding initiative

Promotion

• Contest to win $30 stored-value cards drives engagement

• Maximum reach and frequency within budget by using digital media and radio o Launched Sept. 9

Highly targeted through station selection and geo-fencing o Animated and static digital ads

Transit App with EZFare objectives

• Introduce the new app to Metro riders focusing on its new features and benefits: o Plan your trip, pay your fare and

track your bus in one app o Buy tickets for Metro, TANK and

BCRTA

• Position Metro as innovative, regionally focused and responsive to customers’ needs

Promotion

• Launch event on Government Square Oct. 23 featuring radio remote, giveaways, prizes, demos, etc.

• Paid ad campaign launching Oct. 7 (digital & radio)

• Begun “teasing” new app on social media, website, text alerts, emails, etc.

• Transit advertising, window decals, news releases, social media, public outreach, etc.

Questions?

August 2019

BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- JULY 31ST, 2019

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:

Matt Moorman Interim Scheduling Manager

Attachments: Presentation

August 2019 Ridership

Report

1

Local/Express Ridership

ACTUAL BUDGET VARIANCE (%/#) 2018 VARIANCE

(%/#)

TOTAL 1,134,542 1,182,225 -4.0% -47,683 1,233,110 -8.0% -98,568 LOCAL 1,053,942 1,102,336 -4.4% -48,394 1,147,868 -8.2% -93,926

EXPRESS 80,600 79,889 0.9% 711 85,242 -5.4% -4,642

YTD TOTAL 8,619,329 8,723,466 -1.2% -104,137 9,006,965 -4.3% -387,636

Current Year

Prior Year

Budget

2

Local/Express KPIs

ACTUAL KPI/BUDGET VARIANCE

PASSENGERS PER HOUR (LOCAL) 19.4 20.7 -1.3

PASSENGERS PER TRIP (EXPRESS) 15.4 16.2 -0.8

AVERAGE RIDERSHIP (WD) 44,205 46,743 -2,538

AVERAGE RIDERSHIP (SA) 21,157 19,903 +1,254

AVERAGE RIDERSHIP (SU) 14,057 13,591 +466

Current year Prior year KPI/Budget 3

Local/Express KPIs

ACTUAL KPI VARIANCE

OTP (LOCAL)

OTP (EXPRESS)

COST PER PASSENGER (LOCAL) $6.21 $5.57 +$0.64

COST PER PASSENGER (EXPRESS) $12.50 $9.00 +$3.5

28.0%28.0 ++ COST RECOVERY (LOCAL) 17.6% 28.0% -10.4%

COST RECOVERY (EXPRESS) 26.1% 35.0% -8.9%

ON TIME PERFORMACE (LOCAL) 81.7% 86.5% -4.8%

ON TIME PERFORMANCE (EXPRESS) 78.4% 86.5% -8.1%

Current year Prior year KPI 4

Local/Express Missed Trips

ACTUAL TOTAL TRIPS % OF TRIPS OPERATED

MISSED TRIPS (ALL SERVICE) 221 62,647 99.6%

Current year Prior year

NO OPERATOR AVAILABLE 83 37.6%

MECHANICAL ISSUE 61 27.6%

TRAFFIC INCIDENT 23 10.4%

LATE OPERATIONS 37 16.7%

OTHER 17 7.7%

REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS

5

Access Ridership

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

TOTAL 19,502 20,020 -2.6% -518 20,847 -6.5% -1,345 WD 18,293 19,560 -6.5% -1,267 SA 741 699 6.0% 42 SU 468 588 -20.4% -120

YTD 152,776 156,550 -2.4% -3,774 155,562 -1.8% -2,786

Current Year Prior Year Budget

6

Access KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $35.84 $32.00 +$3.84

ON-TIME PERFORMANCE (OTP) 93.0% 93.0% 0%

PASSENGERS PER HOUR 2.29 2.20 +0.09

COST RECOVERY 11.6% 14.0% -2.4%

Current year KPI 7

Cincinnati Bell Connector

CB Connector Ridership

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

TOTAL 56,402 48,178 14.7% 8,224 47,358 19.1% 9,044

FYTD TOTAL 114,784 107,187 7.1% 7,597 105,786 8.5% 8,998

Current Year

Prior Year

Budget

9

Current Year

Prior Year

Budget

CB Connector KPIs

ACTUAL KPI VARIANCE

COST PER PASSENGER $5.18 $4.10 +$1.08

AVERAGE HEADWAY (PEAK/OFF-PEAK) 13:18/15:49 12:00/15:00 +1:18/+0:49

PASSENGERS PER HOUR 42.6 52.8 -10.2

COST RECOVERY 11.1% 14.3% -3.2%

Current Year

Prior Year

KPI

10

Current Year

Prior Year

KPI

Monthly Route Performance Measures

11

Route Passenger KPIs - August

12 KPI Av erage Minimum Standard Benchmark

Route Cost KPIs - August

KPI Av erage Minimum Standard Benchmark13

Route Revenue KPIs - August

KPI Av erage Minimum Standard Benchmark14

Route Revenue KPIs - August

KPI Av erage Minimum Standard Benchmark15

Route OTP KPI - August

KPI Av erage Minimum Standard Benchmark16

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2019-xx

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS:

1. Since 1996, Downtown Cincinnati Incorporated (DCI), who recently merged with 3CDC, has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnati’s Central Business District (CBD).

2. DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID), a quasi-government entity leading a revitalization team that is dedicated to a cleaner, safer, friendlier and more vibrant downtown experience. Intergovernmental agreements are excluded from competition under Ohio law.

3. SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnati’s CBD at a total cost not to exceed $623,606. THEREFORE, BE IT RESOLVED:

4. The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options, as recommended by SORTA’s staff, to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623,606.

5. The Interim CEO/General Manager/ Secretary Treasurer, Interim COO, or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA.

Attachments: Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEO/General Manager/Secretary-Treasurer, Interim COO, or the Interim CFO/Secretary-Treasurer to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA, at a cost not to exceed $623,606.

FINANCIAL CONSIDERATIONS

• This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623,606 beginning July 1, 2019 ending December 31, 2022.

• This agreement replaces a prior six (6) month agreement from January 1, 2019- June 30, 2019 at a total cost of $86,853 and one year contract which totaled $149,496 for 2018 year.

• In order to maintain cleanliness and safety standards, gum and snow removal services were added, resulting in overall increase of approximately 3% from the previous contract.

• This expenditure will be funded with 100% local operating funds.

BUSINESS PURPOSE

• Government Square is the main transit hub in Cincinnati, SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons.

• Since 1996, Downtown Cincinnati Incorporated (DCI), who recently merged with 3CDC, has been under contract with SORTA/Metro for the janitorial cleanliness of the government square facility, bus stops and shelters in Cincinnati’s downtown Business District (CBD). DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID), a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner, safer and more vibrant downtown experience.

• DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD. The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 6:00 a.m. to 10:00 p.m. Monday - Saturday. DCI will also provide 6 high pressure washings of Government Square and Shelters A-H.

Attachments: Procurement Summary

PROCUREMENT CONSIDERATIONS

• This is a Sole Source purchase.

• This is a contract for eighteen (18) months with two (2) one (1) year options.

• The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

• Downtown Cincinnati Incorporated is a quasi-government non-profit entity.

• No DBE/WBE considerations were made on this contract.

LEGAL CONSIDERATIONS

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

SUBMITTED BY:

John Ravasio Darryl Haley Interim COO Interim CEO/General Manager

Procurement Summary Report Intergovernmental Agreement

Contract No. 60-2019

Contract Information

A. Description: Cleaning of bus stops and shelters for Government Square and downtown Central Business District.

B. Contractor: Downtown Cincinnati Inc. (DCI)

C. Contract Amount: Not to exceed $623,606 (includes 2 one-year options)

D. Determination of Price Reasonableness: A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship, DCI is committed to providing Metro with the most cost effective services. The previous contract was for a term of six months. This contract is for eighteen months and two one-year options (42 mos.) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3%.

E. Contract Type: Firm Fixed Price

F. Performance Period: July 1, 2019 – December 31, 2020 (Eighteen Months)

G. Options Available: Two (2) One-year options

H. Funding Source: Local operating funds

I. Type of Procurement: Sole Source

Recommendation for Award

Downtown Cincinnati Inc. has merged with 3CDC. 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner, safer, friendlier and more vibrant downtown experience. Downtown Cincinnati Inc. is determined to have submitted pricing acceptable to SORTA, cost and all other factors considered; it has the capacity to perform this contract in all respects and is recommended for award.

Concur: _____________________________________ Date 9/6/2019 Project Manager Prepared by: _________________________________ Date 9/6/2019 Buyer/Purchasing Agent Reviewed and Approved: _______________________ Date 9/6/2019 Director of Procurement

P&O Agenda (9-19)Planning & Ops Minutes (8-19)Briefing Item - ODOT Annual State Safety Oversight Program Status Report (9-19).docRECOMMENDATIONBUSINESS PURPOSESUBMITTED BY:

Attach- Safety Oversight Letter (9-19)Briefing Item -Marketing and Communications (9-19)Attach-Marketing and Communications Update (9-19)Slide Number 1Retro Metro objectives The concept Extending the brandPromotionRiding is Believing objectivesPromotionTransit App with EZFare objectives PromotionSlide Number 10

Briefing Item - Ridership (8-19)2019-xx (9-19) Approval of Government Square CleaningAPPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING

Action Item-Approval of Government Square Cleaning (8-19)Procurement Summary Report vf1Recommendation for Award

ADPDE30.tmpAugust 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 - AugustRoute Revenue KPIs - AugustRoute Revenue KPIs - AugustRoute OTP KPI - August