Workshop # 2, Day 1 - February 16, 2010 Presented by · Centralized Fleet Models Model 4: An entity...
Transcript of Workshop # 2, Day 1 - February 16, 2010 Presented by · Centralized Fleet Models Model 4: An entity...
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Workshop # 2, Day 1 - February 16, 2010
Presented by:
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Overview Second of two workshops:
Workshop # 1 focused on strategies and tools effective in early phases of coordination continuum
Workshop # 2 focuses on the nuts and bolts of implementing more complex coordination projects.
Objective: Turn attendees into Mobility Managers!
The Goal: To Improve Access & Mobility for All
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Re-Introductions Name Region Something MM related of which you are proud that
has occurred since Oct.
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The Goal: To Improve Access & Mobility for all!
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Opening Discussion What has been helpful since our last meeting?
What new challenges are you facing?
What are your goals/resolutions (MM related) for 2011?
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The Goal: To Improve Access & Mobility for all!
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Agenda – Day 1 Vehicle Sharing & Cost Allocation Intros, etc. 8:00 a.m. – 8:45 a.m. Vehicle Sharing 8:45 a.m. – 11:30 a.m. Lunch 11:30 a.m. – 12:30 p.m. Detailed Cost Allocation 12:30 p.m. – 4:30 p.m. Debrief 4:30 p.m. – 5:00 p.m.
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The Goal: To Improve Access & Mobility for all!
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Agenda – Day 2 Leadership & Marketing Skills Team Building 8:00 a.m. – 10:45 a.m. Break 10:45 a.m. – 11:00 a.m. Gaining Commitment 12:00 a.m. – 12:00 p.m. Lunch 12:00 p.m. – 1:00 p.m. Negotiations 1:00 p.m. – 2:30 p.m. Break 2:30 p.m. – 2:45 p.m. Marketing Skills 2:45 p.m. – 3:45 p.m. Debrief/Wrap-up 3:45 p.m. – 4:30 p.m.
The Goal: To Improve Access & Mobility for all!
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The Goal: To Improve Access & Mobility for all!
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The Goal: To Improve Access & Mobility for all!
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Simple Sharing
Agency A
Agency B
Single Vehicle Sharing
Agency A
Agency B
Agency X
Multi-Vehicle Sharing
Agency A
Agency B
Agency X
v1 v2 Public Exchange
Entity A
Entity B
Agency X
vi vn
Inter-Agency Exchange
Agency A
Agency B
Agency X
vi vn
Inter-Agency Exchange; Administrator Lead
Agency A
Agency B
Agency X
vi vn
Inter-Agency Virtual Exchange
Agency A
Agency B
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Key Defining Characteristics Vehicle Ownership: Does one entity own a large fleet
or are a few vehicles owned by many organizations?
Operations: Are vehicle operations centralized and provided by one entity or distributed among multiple entities?
Vehicle users: Do the primary vehicle users own the vehicles? Do they share them with other users (secondary users)?
The Goal: To Improve Access & Mobility for all!
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Key Program Elements Vehicle Procurement Insurance Maintenance Coordinated Scheduling Recruiting and Certifying Drivers Record Keeping
Common to all vehicle sharing programs
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The Goal: To Improve Access & Mobility for all!
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Centralized Fleet Models Model 4: An entity owns a centralized fleet of vehicles, is the primary
user, and shares them with secondary users.
Model 1: An entity owns a centralized pool of vehicles, assigns them to partner agencies, and coordinates vehicle sharing among partner agencies and secondary users.
Model 2: An entity owns a centralized pool of vehicles, assigns them to partner agencies, and provides program support with no secondary users.
Model 3: An entity that is not a primary or secondary user owns a centralized fleet of vehicles and makes them available to secondary users. The Goal: To Improve Access & Mobility for all!
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Decentralized Fleet Models • Model 5: Entity transfers vehicle titles to a primary
user and provides technical support.
• Model 6: Entity coordinates vehicle-sharing cooperative and provides direct transportation services with pooled fleet.
• Model 7: Multiple entitles own multiple vehicles, extra capacity is made available to secondary users through coordinated system.
The Goal: To Improve Access & Mobility for all!
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Model 4 Entity owns and uses a fleet and is the primary user Entity shares vehicles with secondary user Common among school districts, transit agencies, and
municipalities Addresses need for transportation services where there is
occasional need or limited resources. Arrangements are often found where there are good personal
relationships between agencies/organizations. Where there are informal arrangements, potential for problems
in event of accident/incident.
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Centralized Decentralized Primary, Secondary
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Model 4 Best Practice Jefferson High School District, Daly City, CA High school district shares vehicles with other districts
and local municipalities District awarded grant to purchase vehicles in
conjunction with Daly City; two entitles share vehicles, but District retains ownership
More formal arrangement (contract) between District and Daly City; informal arrangement when lending vehicles to municipalities
The Goal: To Improve Access & Mobility for all!
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Model 1 • Host entity owns the fleet of vehicles • Host entity could be public transit agency or non-profit
organization • Host entity may or may not provide transportation services
directly • Primary vehicle users make vehicles available to secondary
users when they aren’t otherwise being used • Requires that primary and secondary users’ schedules don’t
conflict
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Centralized Decentralized Primary and secondary
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Model 1 Advantages: The host retains some control over vehicles and maintains some
leverage over how the vehicles are used. Centralized oversight of the fleet may provide more efficient
approach to maintenance, program administration, insurance provision, and grant administration. May result in cost savings.
Decentralized operations, especially if provided by volunteers, often allows providers to deliver transportation services more efficiently and cost effectively.
Disadvantages: Making vehicles available to secondary users requires an additional
level of administration and coordination, but provides expanded mobility to the community.
The Goal: To Improve Access & Mobility for all!
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Model 1 Best Practice Ride Connection, Portland, OR Umbrella agency for 30 service partners providing transportation
to older adults and people with disabilities Applies for funding on behalf of partners, but retains vehicle
ownership Responsible for distributing vehicles to partners, overseeing
driver and fiscal compliance, managing driver training, and coordinating vehicle sharing arrangements.
Primary vehicle users use vehicles throughout the week, but make them available to secondary users (special events, occasional use)
Primary and secondary users sign a Shared Vehicle Agreement
The Goal: To Improve Access & Mobility for all!
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Model 1 Best Practice Ride Connection’s Successes Total rides in 08/09: 371,000 Annual estimated cost savings to TriMet: $3.7 Million Active role in coordinating vehicle sharing Centralized fleet allows them to maintain control over how vehicles are
used Proactive approach with driver screening
and training has made obtaining insurance easier
Program has grown incrementally and attracts new partners based on success
Organization is committed to mission and finding solutions to potential vehicle-sharing obstacles
The Goal: To Improve Access & Mobility for all!
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Model 2 Host entity owns the fleet of shared vehicles, but does not use
them Host entity could be public transit agency or non-profit
organization May or may not provide additional support (maintenance, driver
training, insurance, etc.) Suitable for situations in which complementary ADA paratransit
can be more effectively delivered by human service providers Similar to Model 1, but no secondary users reduces complexity,
but may result in unused capacity
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Centralized Decentralized Primary only
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Model 2 Best Practice King County Metro’s Community Access Transportation Program (CAT) • Public transit and paratransit provider provides used
and new vehicles to non-profit organizations at no cost • Agencies agree to provide 50 trips/month to ADA-
registered customers in addition to their own clients • Agencies provide drivers, scheduling, insurance,
and transportation services. • CAT provides maintenance subsidy for those
providing 100/trips month.
The Goal: To Improve Access & Mobility for all!
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Model 2 Best Practice CAT’s Benefits • Agencies benefit by providing clients’ transportation
needs directly and having additional capacity • In 2008, the average cost for a CAT trip was $4.80,
compared to an ACCESS trip of $39.17 • The annual cost savings to Metro is estimated at more
than $1 million annually
The Goal: To Improve Access & Mobility for all!
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Model 3 Entity owns a fleet of vehicles and makes them available to
many users through vehicle-sharing structure No primary vehicle users, wider group of secondary users Requires efficient scheduling system to all potential users Centralized oversight of the fleet may provide more
efficient approach to maintenance, program administration, and insurance provision.
Allows for more flexible and inclusive approach to expanding mobility.
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Centralized Decentralized Secondary only
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Model 3 Best Practice City CarShare, San Francisco Bay Area City CarShare is a non-profit organization which seeks to provide
convenient access to vehicles to residents so that they can reduce individual car ownership
Organization owns fleet of vehicles that can be rented and reserved by members using an on-line or telephone-based reservation system
City CarShare provides insurance and pays for fuel Two local programs have added special vehicles to fleet:
City of Berkeley (Added lift-equipped vehicles, made available to members on evenings and weekends)
Bay Area Wilderness Training (Retained ownership of minivans, but gave to City CarShare to manage them)
The Goal: To Improve Access & Mobility for all!
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Model 3 Best Practice City CarShare Benefits • Enhances mobility within the
community • Centralized oversight provides
effective approach to maintenance, management, insurance, and scheduling
• Most individual and organizational members realize savings compared to owning and maintaining a fleet of vehicles
The Goal: To Improve Access & Mobility for all!
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Other programs: Zipcar, UCarShare, Others?
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Model 5 Vehicle fleet owner transfers vehicle title to another organization
(primary difference between this model and Models 1 & 2) Appropriate for transit agencies that would like to supplement
complementary paratransit and need to dispose of older vehicles A benefit of this model is that it relieves sponsor organization of
liability issues A challenge is maintaining control over how vehicles are used Decentralized operations may allow providers to deliver
transportation services more cost effectively than can be done by host organization
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Decentralized Decentralized Primary only
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Model 5 Best Practice Contra Costa County’s Community Connection Program, Contra Costa County, CA Manage demand for ADA trips Vehicles competitive application process to four social
service agencies Each organization agreed to provide at least 50 trips per
month CCCTA provides maintenance reimbursement Agency signed a contract with each organization, but
retained no legal rights to vehicles and how they are used The Goal: To Improve Access & Mobility for all!
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Model 5 Best Practice Program is a Win-Win CCTA dramatically lowered cost of ADA trips, saving
approximately $366,000 since program initiation. Cost per trip to CCCTA: 79 cents/trip vs. $26.13/trip (cost
for CCCTA paratransit trip) Social service organizations provide higher level of service
to clients. Program benefited from strong
local relationships and active support from contracted service provider, which provided technical assistance.
The Goal: To Improve Access & Mobility for all!
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Model 6 Entity operates transportation services using fleet
partially or wholly comprised of vehicles from a cooperative vehicle-sharing agreement
Fleet ownership is decentralized Operations are centralized Requires active role by a coordinating body Requires significant number of underutilized vehicles
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Decentralized Centralized Primary
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Model 6 Best Practice Ride-On Transportation, San Luis Obispo County, CA Private non-profit organization provides a wide variety of
transportation services Ride-On formed cooperative to access larger fleet; approximately
40% of fleet comes from transportation cooperative Vehicles are owned by other agencies Ride-On serves as broker, scheduler, and administrator; it hires,
trains, and pays drivers; pays for fuel, registration fees and insurance; responsible for fuel and maintenance
Ride-On “rents” vehicles from agencies for 25 cents/mile Requires that participating members have vehicles with
sufficient downtime; however, Ride-On has developed menu of participation levels and variety of contracts
The Goal: To Improve Access & Mobility for all!
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Model 7 Multiple entities share vehicles with multiple users Arrangement requires a centralized administrator and
vehicle-sharing structure No examples of this model were found, although may
still be viable option for Southwest Idaho
The Goal: To Improve Access & Mobility for all!
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Fleet ownership Operations Vehicle Users Decentralized Decentralized Secondary
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Best Practices | Findings Significant benefits were identified for vehicle-
sharing partners, both hosts and recipients of vehicles and their clients
Centralized fleet oversight/ownership may provide more efficient approach to maintenance, program administration, insurance provision, and grant administration. May result in cost savings.
Strongest and most established programs have a relatively large fleet that can be shared, as well as sufficient resources for administration and oversight.
The Goal: To Improve Access & Mobility for all!
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Best Practices | Findings • A strong program coordinator that can identify
willing partners and broker agreements between them is essential for success.
• Making vehicles available to secondary users requires an additional level of administration, but provides expanded mobility to the community.
• Decentralized fleet ownership models can work, but it requires some degree of central administration and coordination.
The Goal: To Improve Access & Mobility for all!
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Key Program Elements Vehicle Procurement Insurance Maintenance Coordinated Scheduling Recruiting and Certifying Drivers Record Keeping
Common to all vehicle sharing programs
1/5/2010
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The Goal: To Improve Access & Mobility for all!
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The Goal: To Improve Access & Mobility for all!
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Breakout Groups Small-Group Discussions Organize by region or model type Facilitated by Will, Rich & Ross Objective: Identify an opportunity & discuss how to
pursue it. Think about your local resources. Are vehicles being used as
effectively as possible? What immediate opportunities are there? What is the optimal arrangement? What intermediate steps are necessary to get there? What are your next steps? Who do you need to contact?
The Goal: To Improve Access & Mobility for all!
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Return at 12:30
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The Goal: To Improve Access & Mobility for all!
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Link to Rich’s Presentation
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The Goal: To Improve Access & Mobility for all!
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The Goal: To Improve Access & Mobility for all!
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Discussion Questions Are there commonalities among regions? Are there opportunities for inter-regional vehicle
sharing or cost allocation developments? What role does your existing infrastructure play in
facilitating implementation of vehicle sharing & cost allocation? Cost Sharing, Joint Procurement, Training, Insurance
Pooling?
The Goal: To Improve Access & Mobility for all!
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