table of contents agenda 2 accept 08/06/18 executive board … · 2019. 6. 27. · 2. on-call...

Table of Contents

Agenda 2Accept 08/06/18 Executive Board Minutes

08/06/18 Executive Board Minutes 4ACTION-Accept FY2018 Third Quarter Budget Report

Memo - FY2018 Third Quarter Budget Report 11FY2018 3rd Quarter Budget Report 12FY2018 3rd Quarter Budget Overall Assessment 13FY2018 3rd Quarter Budget Comments 15

ACTION-Accept FY2018 3rd Quarter Cash Balance ReportMemo-FY2018 3rd. Quarter Cash Balance Report 24FY2018 3rd. Quarter Cash Balance Report 25

ACTION-Approve FY2020 Budget Development CalendarMemo-FY2020 Budget Development Calendar 26FY2020 Budget Development Calendar 27

Downtown Mobility Collaborative MOUMemo-MOU Mobility Collaborative 28MOU Mobility Collaborative 30DMC Budget 37

PROCUREMENT - CWI Roundabout Design ServicesAFE-CWI Roundabout 38RESO VEB 18-008 - CWI Design 39Proposal Review 41

PROCUREMENT - On-Call Printing ServicesAFE-On-Call Printing Services 48RESO-VEB18-009-On-Call Printing Services 49Bid Summary-On Call Printing Services 51

Orchard HVAC CNG Renovation Project UpdateMemo-Orchard HVAC CNG Renovation Project 52

National Transit Database (NTD) Reporting & Federal FundingAllocation

Memo - NTD Project Status 53FY2018 Procurement Calendar

Procurement Calendar 56

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700 NE 2nd Street, Suite 100 • Meridian, ID 83642 • p: 208.846.8547 • f: 208.846.8564 • 1.855.345.7433

Executive Board Meeting Agenda Monday, September 24, 2018

11:00 a.m. VRT Board Room – 700 NE 2nd Street – Meridian, Idaho

I. CALLING OF THE ROLL Chair Jim Hansen

II. AGENDA ADDITIONS/CHANGES

III. PUBLIC COMMENTS (Comments will be limited to no more than three (3) minutes.)

IV. CONSENT AGENDA Items on the Consent Agenda will be enacted by one motion. There will be no separate discussion on these items unless an Executive Board Member requests the item be removed from the Consent Agenda and placed under Action Items.

A. Accept 08/06/18 Executive Board Minutes Ө Pages 4-10

V. FINANCE COMMITTEE A. Accept FY2018 Third Quarter Budget Report-ACTION Ө Pages 11-23 B. Accept FY2018 3rd Quarter Cash Balance Report-ACTION Ө Pages 24-25 C. Approve FY2020 Budget Development Calendar-ACTION Ө Pages 26-27

VI. EXECUTIVE BOARD - ACTION ITEMS

A. Downtown Mobility Collaborative MOU Ө Pages 28-37 Kelli Badesheim The Executive Board will review and make a recommendation to the VRT Board regarding a Memorandum of Understanding with the City of Boise, Capital City Development Corporation, Ada County Highway District, and Boise State University to design and implement an innovative approach to decrease the use of single occupancy vehicles and better utilize the infrastructure, services, and programs in Downtown Boise. This approach can serve as a model for future public-private partnerships to improve mobility choices and access in other parts of the region. B. PROCUREMENTS – ACTION

1. CWI Roundabout Design Services Ө Pages 38-47 Jake Hassard The Executive Board will review for approval Resolution VEB18-008 to approve the procurement for design services for the CWI Roundabout and Approach Road Reconstruction.

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2. On-Call Printing Services Ө Pages 48-51 Mark Carnopis The Executive Board will review for approval Resolution VEB18-009 for on-call printing services.

VII. EXECUTIVE BOARD - INFORMATION ITEMS

A. Orchard HVAC CNG Renovation Project Update Ө Page 52 Jake Hassard Jake Hassard will update the Executive Board on the Orchard HVAC CNG Renovation Project.

B. Revenue Generating Advertising on Transit Vehicles Update Kelli Badesheim

VRT put out a Request for Proposal (RFP) for transit vehicle advertising. There were no proposals received by the closing of the RFP process. VRT is currently evaluating options and will provide an update and action plan on this important revenue source. C. National Transit Database (NTD) Reporting & Federal Funding Allocation Ө

Pages 53-55 Rhonda Jalbert Staff will review the project status and objectives on the NTD reporting project.

D. FY2018 Procurement Calendar Ө Pages 56-57 Kelly Jakovac

The most current Procurement Calendar is attached.

VIII. EXECUTIVE SESSION The Executive Board may convene into Executive Session at this time Pursuant to Idaho Code 74-206, identifying one or more of the specific paragraphs (a) through (j).

An action by the Executive Board may follow the Executive Session.

IX. ADJOURNMENT

Ө = Attachment Agenda order is subject to change. NEXT VRT EXECUTIVE BOARD MEETING: Monday, November 5, 2018 at 11:00 a.m. - Joint Meeting Executive Board & RCC VRT Board Room - 700 NE 2nd Street - Meridian, Idaho

Mission Statement: Valley Regional Transit’s mission is to leverage, develop, provide, and manage transportation resources and to coordinate the effective and efficient delivery of comprehensive transportation choices to the region’s citizens. (ValleyConnect 2.0 Plan approved 04/02/18)

Arrangements for auxiliary aids and services necessary for effective communication for qualified persons with disabilities or language assistance requests need to be made as soon as possible, but no later than three working days before the scheduled meeting. Please contact Mark Carnopis, Community Relations Manager at 258-2702 if an auxiliary aid is needed

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Executive Board Meeting Minutes Monday, August 6, 2018

11:00 a.m. VRT Board Room – 700 NE 2nd Street – Meridian, Idaho

MEMBERS ATTENDING MEMBERS ABSENT OTHERS PRESENT

Luke Cavener, Meridian Dave Bieter, Boise Kelli Badesheim, VRT Elaine Clegg, Boise Corey Cook, Boise State University Linda Ihli, VRT Tom Dale, Canyon County Jim McMahon, VRT Jim Hansen, ACHD Rhonda Jalbert, VRT Debbie Kling, City of Nampa Billy Wingfield, VRT David Lincoln, ACCHD Stephen Hunt, VRT Garret Nancolas, Caldwell Mark Carnopis, VRT Darin Taylor, Middleton Leslie Pedrosa, VRT Jim Tibbs, Ada County Kelly Jakovac, VRT Kaitlin Justice, VRT Susan Powell, VRT Brian Parker, VRT Gregg Eisenberg, First Transit-Boise Nancy Lohr, First Transit-Caldwell Liisa Itkonen, COMPASS Matt Stoll, COMPASS Rocky Perkins, ATU 398 Ruben Santos, ATU 398 Ken Pidjeon, Citizen Tom Laws, City of Boise Karen Gallagher, City of Boise Maureen Gresham, ACHD

Chair Jim Hansen began the meeting at 11:01 a.m. with a quorum present. AGENDA ADDITIONS/CHANGES - none

PUBLIC COMMENTS Ken Pidjeon, Boise resident, commented regarding Information Item VII-B-3 – Changes to Quarterly Performance/Ridership Reporting and recommended statistical information be presented in fiscal year format rather than calendar year format. He noted he had talked to Rhonda Jalbert, and the issue has been resolved.

CONSENT AGENDA

• Approve Minutes of 07/09/18 Executive Board Meeting Tom Dale moved to approve the Consent Agenda; seconded by Garret Nancolas. The motion was approved unanimously.

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ITEM IV-A

FINANCE COMMITTEE ACTION -VRT Financial Management Policies Jim McMahon reviewed a handout noting the main points of the Financial Management Policies for Valley Regional Transit and recommended approval to the VRT Board of Directors to approve at the 09/24/18 VRT Board meeting. Jim noted the policies are in alignment with GFOA (Government Finance Officers Association) Best Practices.

Discussion included the following points:

• Balanced Budget and Reserves Policy o Undesignated reserves can’t be expended without further approval from

the Board o Report reserves semi-annually instead of annually (Section IV page 13 of

packet) • Fiscal Year-end Accounting, Audit, and Budget Amendment Processes Policy

o No changes noted • Annual Budget Development Policy

o Definitions – B. Budgetary Calendar and Process Checklist - add 60 day pre-budget comment period starting six months before the budget (page 20 of packet)

o Item II – Budget Development Calendar (page 21 of packet) • Financial Reporting Policy

o Under Section IV – Financial Reporting to External Entities – change “Entities” to “Stakeholders” to more fully recognize public is one of the stakeholders (page 31 of packet)

o List of things to-do Develop a document similar to Boise City’s CAFR (Comprehensive

Annual Financial Report) for a consolidated annual financial report and add to Financial Reporting Policy at a later date

Under definitions make reference required to follow GASB (Government Accounting Standards Board) bulletin requirements (page 26 of packet)

Clarification was made that the policies that will be brought to the Board will be in final format.

Darin Taylor moved to forward on to the Board the policies as reviewed today with a couple of additions: reference to GASB; also calendar timeframe Budgetary Calendar and Process Checklist – announce 60 day pre-budget comment period starting six months before the budget ending; report reserves “semi-annually” instead of “annually”; change external “entities” to external “stakeholders”. The motion was seconded by Elaine Clegg and approved unanimously.

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ITEM IV-A

FINANCE COMMITTEE INFORMATION - FY2018 Quarter 3 Budget to Actual Report Update Jim McMahon provided a high level review of the Quarter 3 Budget to Actual Report and noted it takes at least 17 days to get all the information in and complete the analysis so the final reports will be reviewed at the September 24th meeting. EXECUTIVE BOARD - ACTION ITEMS Transit Asset Management Policy Rhonda Jalbert reviewed the Transit Asset Management Policy (TAM) and the comments received from other participants. Rhonda requested the Executive Board recommend approval of the Transit Asset Management Policy to the VRT Board of Directors for approval at the 09/24/18 VRT Board Meeting. Discussion included:

• Add definition of ROI – Return on Investment • Work with COMPASS on performance measures and look at return on

investment • Have a goal of the region to improve all scores for a 2.5 benchmark and review

annually to determine progress • Incorporate into the Management Plan a review process that engages the Board • Identify cost to achieve that score over 10 years & bring to Finance Committee • The Regional TAM Policy will supersede the Scoring Criteria Policy from 2016 as

the scoring is talked about in the TAM Policy.

Tom Dale moved to recommend approval to the full Board of this policy that has just been discussed, with the additions (to be addressed in the Management Plan) as listed which include definition of ROI and work with Compass on how assets are used in the plan; seconded by Elaine Clegg. Kelli Badesheim clarified that some of the items discussed will be put in the Management Plan so her understanding was that no changes will be made to the policy, but the comments will be addressed in the Management Plan that will come to the Board. The maker of the motion and the seconder agreed. The motion was approved unanimously.

Regional National Transit Database Policy Rhonda Jalbert presented the Regional National Transit Database Policy for review and recommended approval to the VRT Board of Directors.

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ITEM IV-A

Following discussion, Elaine Clegg moved to recommend forwarding the NTD Policy to the VRT Board of Directors as presented today and ask the Board chair to follow up with ITD to ensure that both policies have the same definitions and requirements; seconded by Debbie Kling. The motion was approved unanimously.

Proposed Agenda for 09/24/18 VRT Board of Directors Meeting Kelli Badesheim presented the proposed agenda items for the 09/24/18 VRT Board meeting. The following changes were noted:

• NTD Policy & TAM Policy put under Action Items • Move Financial Management Policies to Action Items • Combine Quarterly Ridership Report with Performance Measures/Ridership • Move RCC Quarterly Report to Action under RCC Reorganization to RAC • Procurements add:

o Internet Service Provider o Emerging Mobility Solutions – another $90,000 o CWI Roundabout Design

Elaine Clegg proposed forwarding agenda items for 09/24/18 as presented and with changes suggested by moving the policy resolutions as Action Items and move Quarterly Ridership Report into Performance Measures/Ridership Report; seconded by Luke Cavener. The motion was approved unanimously. PROCUREMENTS Emerging Mobility Technology and Services On 04/02/18, the VRT Board authorized the Executive Board to approve the Emerging Mobility Technology and Services procurement. Kaitlin Justice presented a request for approval of a contract with Lyft and DoubleMap in the amount of $260,000 for the Emerging Mobility on-demand pilot program which includes two projects – First and Last Mile for shorter connections to get people to the bus service and Nite-Ride for after-hours rides. Following discussion, Garret Nancolas moved to continue this item (Emerging Mobility Technology and Services procurement) to time and day certain to the September 24 Board Meeting; seconded by Elaine Clegg. The motion was approved unanimously.

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ITEM IV-A

Elaine Clegg and Garret Nancolas expressed interest in meeting to review this item before the September 24th meeting to be sure the information needed to make an informed decision is provided. Set Dates for Fall 2018 Service Change Public Hearings Stephen Hunt requested the Executive Board set August 28 & 29, 2018 for Public Hearings regarding the Fall 2018 Service Changes. Elaine Clegg noted there are significant changes for the citizens of Boise and felt staff should work with the Boise City Council before going out to Public Hearing. It was suggested to have a special VRT Board meeting in October. Following discussion, Elaine Clegg moved to authorize August 28 & 29 for public hearings empowering staff to change those to a later date if needed; seconded by Garret Nancolas. Debbie Kling requested coming back to the discussion after the Canyon County Services discussion and the update on the service changes. The maker of the motion and the seconder were fine with waiting to act on the motion until after the report on the Service Change Update. INFORMATION ITEMS Canyon County Services Rhonda Jalbert presented the current estimated Canyon County Services Shortfall for discussion and noted she was presenting to the Nampa City Council that evening regarding the budget decision made and how that decision will affect services. ValleyConnect 2.0 Fall 2018 Service Change Update Stephen Hunt provided an update on the fall 2018 Service Changes, including revisions to the original concepts based on public input received during February and March and the revised 2019 budget for Canyon County. After the Service Changes update, the motion regarding setting dates for the fall 2018 Service Change Public Hearings was restated. Elaine Clegg moved to authorize August 28 & 29 (for public hearings on service changes) unless staff found a more amendable date; Darin Taylor seconded the motion (as Garret Nancolas had left the meeting at 12:28 p.m.) The motion was approved unanimously.

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ITEM IV-A

A date will be determined for a special Board meeting in October.

State Street Planning A memo from Stephen Hunt was included in the packet regarding the State Street planning that is in process and the need to reconvene the State Street Partners. Elaine Clegg noted part of the discussion should be whether other partners are willing to improve the service and will help with this budget shortfall, if that happens. Changes to Performance Measures/Ridership Report A memo from Brian Parker regarding changes in the Performance Measures/Ridership reporting was included in the packet.

RCC Strategic Reorganization Information regarding the strategic plan and reorganization of the Regional Coordination Council to place the customer at the center of the decision-making process was included in the packet.

Program Support An overview of the reorganization that has resulted in creating a new department supporting the area of program supports was included in the packet.

Idaho Advocates for Community Transportation (IACT) The Idaho Advocates for Community Transportation (IACT), is an independent nonprofit 501c3 organization that VRT staff assisted to set up in 2017, acts independently to VRT, and writes grants and provides funding for services and programs that assist a variety of populations and needs.

Procurement Calendar The most current Procurement Calendar was included for information.

Department/Staff Reports The most current Department/Staff Reports was included for information. EXECUTIVE SESSION AT 1:03 p.m., Elaine Clegg moved to go into Executive Session pursuant to Idaho Code 74-206 (b) Personnel Issues to discuss the Executive Director annual evaluation; seconded by Debbie Kling. Roll Call vote was Darin Taylor-yes; Debbie Kling-yes; David Lincoln-yes; Jim Tibbs-yes; Elaine Clegg-yes; Jim Hansen-yes; Tom Dale-yes. The motion was approved unanimously. At 1:10 p.m., the members convened in regular session.

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ITEM IV-A

No action was taken following the Executive Session. ADJOURNMENT Tom Dale moved to adjourn the meeting; seconded by Debbie Kling. The motion was approved unanimously. NEXT VRT EXECUTIVE BOARD MEETING: Monday, September 24, 2018 11:00 a.m. (followed by VRT Board of Directors Meeting at 12:00 p.m.) VRT Board Room 700 NE 2nd Street Meridian, Idaho

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ITEM IV-A


TOPIC: FY2018 Third Quarter Budget Report DATE: September 4, 2018 Summary: The third quarter of FY2018 was completed on June 30, 2018. Attached is the Budget Variance Report through the third quarter. Staff Recommendation/Request: Staff recommends acceptance of the report. Implication (policy and/or financial): Overall, the Budget Variance Report is within parameters. Attachment FY2018 3rd Quarter Budget Report FY2018 3rd Quarter Budget Overall Assessment FY2018 3rd Quarter Budget Comments More Information: Jim McMahon, Finance Director, 258-2709, [email protected]

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ITEM V-A

mailto:[email protected]

VALLEY REGIONAL TRANSITFY2018 THIRD QUARTER BUDGET REPORT

OCTOBER 2017 ‐ JUNE 2018

Category Budget Actual % Variance Budget Actual % Variance Budget Actual % Variance Budget Actual % VarianceDirectly Generated Revenues 537,039$ 577,235$ 107% 127,238$ 147,061$ 116% 49,350$ 11,562$ 23% 50,420$ 43,097$ 85%Auxiliary Revenues 49,288 71,203 144% 7,355 9,806 133%Non‐Transportation Revenues 138,924 (383) 0% 26 ‐ 1,518 Federal Operating Assistance 1,896,650 1,298,708 68% 737,038 252,920 34% 2,346,368 1,957,951 83%Federal Capital Assistance 5,258,158 2,899,543 55%Local Operating Assistance 4,124,599 4,578,569 111% 438,533 897,861 205% 1,535,407 1,391,789 91% 225,082 177,930 79%Local Capital Assistance 640,686 407,924 64%TOTAL REVENUE 6,746,500$ 6,525,332$ 1,310,164$ 1,307,674$ 9,829,969$ 6,670,286$ 275,501$ 221,027$

Wages and Salaries 2,495,014$ 2,687,783$ 108% 574,575$ 555,001$ 97% 928,355$ 894,404$ 96% 88,472$ 97,217$ 110%Fringe Benefits 2,459,334 2,379,369 97% 107,349 114,662 107% 609,073 560,190 92% 57,483 41,386 72%Professional Services 375,527 414,522 110% 185,738 142,208 77% 1,153,862 827,209 72% 77,946 24,284 31%Materials and Supplies 753,938 605,641 80% 261,303 326,739 125% 58,493 69,565 119% 11,475 22,760 198%Utilities 103,121 108,596 105% 25,665 40,181 157% 81,995 50,304 61% 2,250 1,873 83%Casualty and Liability Insurance 360,553 189,003 52% 125,359 124,642 99% 50,783 47,135 93% 3,750 3,750 100%Purchased Transportation 863,755 789,556 91%Miscellaneous 116,107 60,074 52% 23,063 5,727 25% 163,127 92,946 57% 11,625 4,928 42%Miscellaneous ‐ Subrecipient Pass‐thru 327,750 272,292 83%Interest 4,150 ‐ 0% 300 213 71%Leases and Rentals 82,906 79,763 96% 2,962 ‐ 0% 21,381 10,099 47% 22,500 22,341 99%Capital ‐ ‐ 5,571,094 3,050,746 55% ‐ ‐ TOTAL EXPENSE 6,746,501$ 6,524,751$ 1,310,163$ 1,309,160$ 9,829,968$ 6,664,660$ 275,501$ 218,539$ Check #'s ‐ ‐ ‐ ‐ Note 1: Varance percentages shown as whole percentages. Note 2: No percentage shown for null data or situations where division is by zero.

VALLEY REGIONAL TRANSITCAPITAL SPENDING

OCTOBER 2017 ‐ JUNE 2018

Capital Budget Expense Category Budget ‐ QR‐3 Budget ‐ Annual Actuals ‐ Thru QR‐3 Tickmarks ProjectsRevenue Vehicles ‐ ‐ ‐ ‐ 1,192,737$ 1,590,316$ ‐$ Revenue Vehicles Sub‐Recipients ‐ ‐ ‐ ‐ 386,012 514,682 68,942 Non‐Revenue Vehicle ‐ ‐ ‐ ‐ 49,658 66,210 55,744 Shop & Other Equipment ‐ ‐ ‐ 246,000 328,000 ‐ d1&K1&L1 Shop Eq. (July‐Cap. Bud. /Capital Facility Safety/Security/Communications ‐ ‐ ‐ ‐ 120,000 160,000 69,590 Fareboxes ‐ ‐ ‐ ‐ ‐ ‐ 143,649 Facility ‐ ‐ 688,748 918,331 18,482 IT Hardware ‐ ‐ ‐ ‐ 56,250 75,000 66,880 IT Software ‐ ‐ ‐ ‐ 24,200 Main Street Station ‐ ‐ ‐ ‐ 57,077 76,103 44,669 C1Systems Enhancements ‐ Stops/Shelters ‐ ‐ ‐ ‐ 33,750 45,000 36,272 Bike /Pedestrian Improvements 1,390,396 1,853,861 1,616,333 Regional Park & Ride Projects 414,467 552,622 897,362 Y1 & E1 Middleton Park‐N‐Ride ($466,622‐Fed.) / BSU ParkCapital Projects ‐ Subrecipients ‐ ‐ ‐ ‐ 936,000 1,248,000 8,624 TOTAL CAPITAL EXPENSE 5,571,094$ 7,428,125$ 3,050,746$

Ada County System Canyon County System Regional Boise GreenBike

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ITEM V-A


TOPIC: QR-3 Budget To Actual Revenue and Expense Variance Reporting DATE: September 4, 2018 Summary: As of June 30th, Fiscal Year 2018 is seventy-five percent (75%) complete. The QR-3 Financial Reports are being analyzed by Staff and Contractors for presentation at the September 24th Board Meeting. VRT Finance has performed a preliminary review of the third quarter Budget To Actual Report noting the following preliminary observations: Overall Impression: All Systems (Ada, Canyon, Regional and Boise GreenBike) appear to be within budget parameters through the end of QR-3 for FY2018.

Ada County: 95% of Budget. No major red flags were noted when reviewing how actual expenses are tracking to budget through June. • Professional Services expenses are 10% higher than budget due to higher repair &

maintenance, technical services and bus stop system costs. The overage is being covered by savings in Fringes, Materials and Supplies, Insurance and Miscellaneous Expense through the end of the third quarter.

Canyon County: 98% of Budget. Actual expenses are tracking just under budget.

• Fringe Benefits are 107% of Budget whereas Materials and Supplies are 125% of

Budget. Higher vacation/sick costs, parts and tire expenses are driving these unfavorable variances. Savings through June in Wages, Professional Services and Miscellaneous Expense allow for the System to be just under Budget through QR-3 on a net basis.

Regional: 85% of Budget. Although this System is under Budget, the next three (3)

months need to be monitored closely. Reference the Attachment.

• Lower Wages, Fringe Benefits, Professional Services, Purchased Transportation and Miscellaneous Expense levels are chiefly responsible for the net favorable position through June.

Boise GreenBike: 78% of Budget. No major red flags were noted when reviewing how

actual expenses are tracking to budget through June. Staff Recommendation/Request: This memorandum is for informational purposes. The QR-3 Reports will be presented at the September 24th Executive Board Meeting. Implication (policy and/or financial): Stewardship of financial resources. Compliance with VRT Financial Policies. Attachment Regional Budget To Actual Expense Analysis – Thru QR-3 More Information: Jim McMahon, Finance Director, (208) 258-2709, [email protected]

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ITEM V-A


Summary Account Name Sum of QR-3 Expense Sum of BudgetYtd Sum of VarianceLABOR SALARIES/WAGES (501) 894,404$ 928,355$ (33,951)$ FRINGE BENEFITS (502) 560,190 609,073 (48,883) PROFESSIONAL SERVICES (503) 827,209 1,153,862 (326,653) MATERIALS & SUPPLIES (504) 69,565 58,493 11,072 UTILITIES (505) 50,304 81,995 (31,691) CASUALITY & LIABILITY (506) 47,135 50,783 (3,648) PURCHASED TRANSPORTATION (508 789,556 863,755 (74,199) INTEREST EXPENSE (511) 213 300 (87) LEASE & RENTALS (512) 10,099 21,381 (11,282) MISCELLANEOUS EXPENSE (509) 92,946 163,127 (70,181) SUBRECIPIENT PASS-THRU 272,292 327,750 (55,458) CAPITAL SPENDING 3,050,746 5,571,094 (2,520,348) Grand Total 6,664,660$ 9,829,968$ (3,165,308)$

FY2018 REGIONAL BUDGET TO ACTUAL EXPENSE ANALYSIS - THRU QR-3

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ITEM V-A

VALLEY REGIONAL TRANSIT FY 2018 BUDGET REPORT COMMENTS

October 2017 - June 2018

At the end of June, Fiscal Year 2018 was seventy-five percent (75%) complete. The following is a review of the budgetary status of the Ada, Canyon, Regional and Boise GreenBike Systems as of June 30, 2018. A ten percent (+/- 10%) tolerance threshold is utilized for analysis purposes in this report. Ada County System Revenues Directly Generated Funds (107% of Budget) - This line item is favorably outside of budget parameters. The revenue associated with the Gowen Thunder Airshow was recorded in March ($18,084); contributing to the favorable variance in this revenue category. Factoring out this Charter Service; revenues exceed budget by 104%. Adjusted Directly Generated Revenues were $559,151 through the first nine months of FY2018. Directly Generated Revenues were $616,563 through June of FY2017. Directly Generated Revenues were 9.3% lower in comparison to the prior fiscal year. Auxiliary Revenues (144% of budget) - This line item favorably exceeded budgetary estimates due to greater amounts of advertising being sold for fixed line operations. This revenue source is lower in order of magnitude than some of the other revenue categories. Non-Transportation Revenues (0% of Budget) - The Alternative Fuels Rebate is the principal source of revenue in this category. Typically, this discretionary rebate is received late in the second quarter or early in the third quarter of the fiscal year. The budget for this revenue source is spread out evenly throughout the year. The rebate has not been posted into revenue as of June 30th although the cash of $184,305 has been received. By the end of QR-4, actual revenues earned in this category will be 100% of the established budget. Federal Operating Assistance (68% of Budget) - This line item is unfavorably outside of budget parameters principally due to FY2018 federal funds for Demand Response operations not being available. Three (3) revenue sources are contained within this category: Federal Assistance for Operations, Preventative Maintenance and Buildings & Grounds. The FY2018 Grants were executed during July 2018. Consequently, through the end of the third quarter, VRT utilized more Local Operating Revenues (Overmatch) to cover the Federal Operating amounts not available. Local Operating Assistance (111% of Budget) - This line item is outside of budget parameters. Lower amounts available in Federal Operating Revenues required more Local Operating Assistance to be recognized as revenue in order to match against total expenses

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ITEM V-A

that were incurred within the System through June. This is condition is defined as Overmatch and will reverse in the fourth quarter since the FY2018 Boise Operations grant for Preventative Maintenance and Demand Response operations was executed in July 2018. Expenses Total Ada County System operating expenses were 96.7% of budget through QR-3 (that included a third payroll in June). After factoring out the third payroll, the System operating expenses were 94.7% of budget. Wages and Salaries (108% of budget) - This line item is within budget parameters but on the higher end of the +10% threshold. June 2018 had three payrolls. The third payroll was $137,768 for the Ada County System. Factoring out the third payroll, the percentage variance drops from 108% to 102% for this expense category. Fringe Benefits (97% of budget) - This line item is within budget parameters. Professional Services (110% of Budget) - This line item is within the +/- 10% threshold but at the upper limit of the range. Expenses for Repair & Maintenance were -$43,058 higher (unfavorable) than the allocated budget amount. Expenses for Professional & Technical Services were -$16,875 higher than the budget amount. Expenses for the Bus Stop System and Drug Screen were -$5,400 and -$2,449 higher (respectively) than their established budgets. Those unfavorable variances (where actual expense exceeded budget through June) were offset by favorable variances in the following subcategories: Legal Services ($12,708), Contract Labor ($8,728), First Transit Operating Contract ($4,770), Uniforms ($1,205) and all Other ($1,084). The net overage across in this category (-$38,994) is presently being offset by favorable variances in other expense categories. Materials and Supplies (80% of Budget) - This line item is lower than budget parameters. Through June, favorable variances presently exist within the following line items: CNG-Diesel-Unleaded/Diesel Fuels ($64,387), Tires & Tubes ($42,836), Minor Equipment ($19,578), Printing & Binding ($17,502), Departmental Supplies ($15,112), Asset Disposal Revenue ($5,406) and Shelters ($2,066). These favorable variances were partially offset by unfavorable variances in Parts (-$13,893), Office Supplies (-$2,029) and Oils & Lubes (-$1,518). Utilities (105% of Budget) – This line item is within budget parameters. Casualty Insurance (52% of Budget) - This line item is significantly below budget parameters due to negotiating vehicular insurance coverage as a component of the First Transit Management Contract. Miscellaneous (52% of Budget) - This line item is favorably lower than the established budget. Through June, lower amounts have been spent in the Other Expenses ($44,135),

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ITEM V-A

Travel & Meetings/Personal Training ($5,630), Postage/Freight ($3,158), Other Unallowable ($1,276), Team Bus ($1,146) and Bank Service Charges ($688) line items. Leases and Rentals (96% of Budget) - This line item is within budget parameters. Canyon County System Revenues Directly Generated Revenues (116% of Budget) - This line item favorably exceeds budget parameters. Total Directly Generated Revenues were $147,061 whereas the established budget was $127,238. The Charter Service revenue associated with the Gowen Thunder Airshow was recorded in March ($22,641); contributing to this favorable variance. Factoring out the Charter Service; revenues were 98% of budget. Adjusted Directly Generated Revenues were $124,420 through the first nine months of FY2018. Total Directly Generated Revenues through the first nine months of FY2017 were $129,690. Directly Generated Revenues were 4.1% lower than the prior fiscal year through the first nine months of the fiscal year. Auxiliary Revenues (Advertising) (133% of Budget) - This line item is favorably outside budget parameters. Higher advertising revenues have been earned in the Canyon County System in relation to the established budget through the end of QR-3. Actual Advertising revenues were $9,806 through June whereas the Budget was $7,355. Non-Transportation Revenues The Alternative Fuels Rebate is the principal revenue source in this category. This discretionary source has typically been utilized by the Authority for capital match purposes. Therefore, it is not included as an operational revenue source. A small amount of other miscellaneous revenues ($26) was recorded in this category through June. Federal Operating Assistance (34% of Budget) - This line item is unfavorably outside of budget parameters. Four (4) revenue sources are contained within this category: Operations, Preventative Maintenance, Buildings & Grounds and Administration. Through June, limited Federal monies were presently available in executed grants to fund Canyon County System for Operations and Administrative expenses. Since lower amounts were available in these Federal Revenue sources, more Local Operating Assistance was required to be utilized as revenue (recognized) in order to match against total expenses within the Canyon County System through June. The Federal Small Urban Grants were executed in July 2018, reversing this situation. VRT Finance and Development are considering making changes in future programming and execution of grants to increase the amount available for small urban Operations and Administrative expenses. Local Operating Assistance (205% of Budget) - This line item is favorably outside of budget parameters. Due to funding limitations available in Federal Operating Assistance in

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ITEM V-A

the small urban area through June, more local funds had to be utilized in order to cover operating expenses (Overmatch). This overmatch situation reversed in the 4th quarter. Expenses Total Canyon County System operating expenses were 99.9% of budget through QR-3 (including a third payroll in June). After factoring out the third payroll, the System operating expenses were 97.5% of budget. Wages and Salaries (97% of Budget) - This line item is favorable being just outside the +/- 10% budget parameter threshold. June 2018 had three payrolls. The third payroll was $32,079 for the Canyon County System. Factoring out the third payroll, the percentage variance changed from 97% to 91% of budget for this expense category. Favorable variances in Administrative ($88,826) and Maintenance ($23,545) Wages were large enough to offset unfavorable variance in Operators/Supervisory (-$92,797) Wages. Fringe Benefits (107% of Budget) - This line item is within budget parameters. Professional Services (77% of Budget) - This line item is significantly lower than budget parameters. Actual expense through June was $142,208 whereas the established budget was $185,738. Through QR-3, the Canyon County System experienced lower Operating Contract expenses ($45,542), Repair & Maintenance ($5,814), Uniforms ($4,048), Other Professional Services ($1,305), Background Check-Drug Screen-Physicals ($1,223), and Advertising ($477). These favorable variances were partially offset by higher expenses in Professional & Technical Services (-$11,583), Contract Labor (-$1,812) and Bus Stop Sytem (-$1,486). Materials and Supplies (125% of Budget) - This line item exceeds budgetary parameters. Through June, unfavorable variances existed within the following line items of Materials and Supplies: Parts (-$29,031), Tires & Tubes (-$27,808), Printing (-$17,744) associated with the Canyon County Service Change that was not budgeted, Minor Equipment (-$2,878) and Office Supplies (-$483). These unfavorable variances were partially offset by the following favorable variances: CNG-Diesel-Unleaded Fuels ($4,355), Oils & Lubricants ($4,162) and Departmental Supplies ($3,993). This net unfavorable variance is being covered by favorable variances in other expense categories within the System. Utilities (157% of Budget) - This line item exceeds budgetary parameters. Higher Mobile Telecommunications /Data Plan/Cellular expenses (-$14,111) and Electric/Gas expenses (-$1,168) offset lower Sewer/Water ($762) expenses. This net unfavorable variance is being covered by favorable variances in other expense categories within the System. Casualty Insurance (99% of Budget) - This line item is within budget parameters. Miscellaneous (25% of Budget) - Favorable variances through QR-3 are evident in all line items within this category: Other Expenses ($8,637), Travel and Meetings ($5,569), Bank Service Charges ($2,544), Licenses-Fees ($253) and Freight-Postage ($334). Interest (0% of Budget) - No interest expenses have been incurred through June.

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ITEM V-A

Leases and Rentals (0% of Budget) - No expenses were incurred through June for the Radio Repeater Site Rental that constitutes the single expense item in this category. Regional Operations Revenues Directly Generated Revenues (23% of Budget) - This line item is unfavorably outside of budget parameters. This revenue category comprises fares from Division 41 - Community Transportation Operations. Community Transportation programs fares were $11,562 through QR-3; whereas the Budget was established at $49,350 through June. The Village Van program originally established a higher budget for fares from customers. The program was subsequently redesigned with the employer supporting the program contributing local match to cover the program costs. These revenues are accounted for in the Local Assistance revenue lines that have favorable variances vs what was budgeted. Non-Transportation Revenues A small amount ($1,518) of interest and miscellaneous income was earned through June. No FY2018 budget was established for this source. Federal Operating Assistance (83% of Budget) - This line item is unfavorably outside of budget parameters. Amounts recognized as revenue in this category are integrally tied to the availability of executed grants and the level of expenses incurred during the year. The FY2018 Grants were not executed and available for drawdown until QR-4 of the fiscal year. Until that time, VRT utilized more Local Operating Revenues to offset Regional expenses. Federal Capital Assistance (55% of budget) - This line item reflects lower levels of capital spending or subrecipient capital pass-thru transactions when compared to the QR-3 Budget. Local Operating Assistance (91% of Budget) - This line item is within budget parameters. Local Capital Assistance (64% of Budget) - This line item reflects lower levels of capital spending when compared to the QR-3 Budget through June. Expenses Regional operating expenses were 85.0% of budget through the third quarter of the fiscal year after removing Subrecipient Pass-Thru and Capital expenses. Subrecipient Pass-Thru expenses have an exact offset to the specific Federal revenues that are drawn down. Actual Capital expenses are lower than budget and are analyzed later within this report. Wages and Salaries (96% of Budget) - This line item is within budget parameters. June 2018 had three payrolls. The third June payroll was $46,865 for the Regional System. Factoring out the third payroll, the percentage variance changed from 96% to 91% of budget for this expense category. The variances by Division are as follows: Division 10 (Regional Overhead) was -$42,938 unfavorable; Division 19 (Community Programs Support) was

19

ITEM V-A

$64,934 favorable; Division 20 (Community Transportation Program Development) was $28,400 favorable, Division 23 (Regional Planning) was -$2,063 unfavorable; and Division 41 (Community Transportation Program Operations) was -$14,382 unfavorable. Fringe Benefits (92% of Budget) - This line item is within budget parameters. Professional Services (72% of Budget) - This net favorable variance is attributed to the following: Lower spending in Professional & Technical Services ($192,223), Advertising Services ($69,767), Contract Labor ($49,793), Legal Services ($8,274), Repair and Maintenance principally in Division 41 ($4,980), Community Relations ($1,185) and Background-Drug Screen Checks ($533). These favorable variances were minimally offset by an unfavorable variance in Other Services (-$101). Material and Supplies (119% of Budget) - This unfavorable variance is attributed to the following: Division 41 – Purchase of tires in FY2017 for which the expense had to be recognized in FY2018. This is due to to the tires not being installed as of September 30th of the prior fiscal year on vehicles. Also contributing to the unfavorable variance were higher Parts, Unleaded Fuel and Oil & Lubricants purchases vs. the established Budget through QR-3 for Division 41. Total unfavorable variances were -$42,598. These unfavorable variances were partially offset by favorable variances in Printing & Binding, Minor Equipment and Office/Departmental Supplies. The total favorable variances were $31,526. The net total unfavorable variance of -$11,072 was covered by favorable variances in other expense categories through QR-3. Utilities (61% of Budget) - This line item is favorably under Budget parameters. This favorable variance has been largely been driven by lower expenses through QR-3 in Tele/Communications expenses within Division 10 – Department 170 (IT). Casualty Insurance (93% of Budget) - This line item is within budget parameters. Purchased Transportation (91% of Budget) - This line item is within budget parameters. Miscellaneous (57% of Budget) - This line item is favorably under Budget parameters through June. This net favorable variance is attributed to the following: Lower spending in Dues & IT Subscription Services ($41,713), Travel/Meetings ($25,307), Personal Training ($9,526), Other Expenses ($493) and Postage/Freight ($398). These favorable variances were partially offset by an unfavorable variances in Licensing/Web Hosting (-$5,776) and Misc. Expenses (-$1,480). Miscellaneous – Subrecipient Pass-Thru Transactions (83% of Budget) - This line item is lower than budget parameters through June. Subrecipient Pass-Thru Transactional expenses are exactly offset by a specific line of federal revenues that are drawn down throughout the fiscal year. No income statement impact (revenues exceeding expense or expense exceeding revenues) occurs either quarterly or annually. Consequently, this line in the report is budget neutral.

20

ITEM V-A

Interest Expense (71% of Budget) - This line item is favorably under Budget parameters through June. Amounts in this expense category are relatively immaterial. Leases and Rentals (47% of Budget) - Lower Regional Customer Service (Division 20) and VRT Overhead (Division 10) copier lease expenses account for the favorable variance. Capital: (55% of Budget) - Through QR-3, lower levels of capital spending occurred in relation to capital carry-forwards and new capital projects scheduled in FY2018. It should be noted that the timing of capital projects throughout the year do not always align with how the Capital Budget is spread equally (monthly/quarterly) throughout the year. Often capital projects span multiple years requiring capital carryforward approvals by the Board.

• Revenue Vehicles & Subrecipient & Non-Revenue vehicles - Very little expense was incurred through QR-3 for these capital expense categories ($124,686). Typically, vehicle purchases involve fairly long timelines of approximately eighteen (18) months or so. The FY2017 Fixed Line and Demand Response vehicle purchases were delayed in order to more comprehensively analyze transit system vehicle needs. VRT Operations is now in a position to initiate the purchase of transit vehicles budgeted in this category. Regional staff are currently working on a vehicle procurement for Division 41.

• Shop/Other Equipment & Safety/Security & Fareboxes - Total expense incurred during the quarter for these capital expense categories was $213,239 whereas as the Budget through QR-3 was $366,000.

• Facility - Total expense thru the end of QR-3 was $18,482 whereas the Budget

through QR-3 was $688,748. Expenses recognized in this line item were for parking lot enhancements at the Happy Day Transit Center. Happy Day Transit Center capital budget for FY2018 will be carryforward to increase the FY2019 capital budget for facility improvement. HVAC/CNG construction is being bid in August for submission to the VRT Board of Directors in September 2018.

• Main Street Station (MSS) - Actual expenses were $44,669 whereas the Budget through QR-3 was $57,077. This line item accumulates expenses for the Main Street Station center located on the corner of Main and Capital in Boise.

• IT Hardware & Software - Total expenses incurred through the end of QR-3 were $91,080. This amount exceeds the total annual budget amount for these capital expense categories ($75,000) by $16,080. Upon further analysis, a small IT capital carryforward for $17,000 should have been included in the FY2018 Carryforward process approved by the Board in January 2018. The FY2019 Carryforward process will include this adjustment. This overage is presently being funded by available spending capacity within the FY2018 Capital Budget. VRT Finance is also reviewing

21

ITEM V-A

whether certain recorded capital expenses should have been accounted for in operations. Should this turn out to be the case, this reclassification will release budget availability in this capital line.

• Systems Enhancements – Stops/Shelters - Total expense incurred through the end of QR-3 was $36,272 whereas the Budget through QR-3 was $33,750. The total expense to date has not exceeded the annual budget of $45,000.

• Bike & Pedestrian Improvements - Total expense incurred through the end of QR-3 was $1,616,333 whereas the Budget through QR-3 was $1,390,396. The total expense to date has not exceeded the annual budget of $1,853,861.

• Regional Park & Ride Projects - Total expense incurred through the end of QR-3 was $897,362 for the City of Middleton Park-N-Ride whereas the Budget through QR-3 was $414,467. This amount exceeds the total annual budget for this capital expense category ($552,622) by $344,740. Additional funds were added to the project to cover the cost overruns of the original budget due to the current construction atmosphere in our region. This Capital project spanned 3 years with an additional $150,000 being added to the project after the FY2018 budget was finalized. The actual construction project was being billed out at the time of the FY2018 budget creation making it difficult to accurately project the cost for the year. While the FY2018 budget appears to have been projected too low, the Board provided authority for the construction portion of the effort to spend $990,000 under VBD17-013 and VEB17-007. However, this federal project and its associated grants in its entirety over 3 years is not over-budget. Additional controls are being evaluated by the Finance department and the Development department to avoid this issue in the future. Any overages are being covered in total budget capacity. The FY2019 Capital Carryforward process will include an adjustment to equate total 3-year project cost to what has been expensed to date.

• Capital Projects – Subrecipients - Actual expense through QR-3 were $8,624. The timing of Subrecipient capital projects depends upon construction and procurement scheduling and NEPA turnaround by FTA. Unspent amounts will be requested to be carried forward into FY2019.

Boise GreenBike Revenues Directly Generated Revenues (85% of Budget) - Revenues earned in this category through QR-3 were $43,097 whereas the Budget was $50,420. Boise Green Bike and VRT Finance staffs are analyzing this revenue shortfall and will be adjusting expenses accordingly to ensure that program revenues are sufficient to cover expenses through the end of the fiscal year. It should be noted that QR-1 (-$8,387) and QR-2 (-$4,702) shortages were typically

22

ITEM V-A

quarters in which the system has not generated significant amounts of ridership. QR-3 showed significantly more revenue at $30,008. Local Operating Assistance - (79% of Budget) Lower amounts of revenues were recognized in this category due to lower expenses incurred in the system incurred through June. Expenses Total Boise GreenBike System operating expenses are at 79.3% of budget through QR-3. (including a third payroll in June). After factoring out the third payroll, the System operating expenses were 77.5% of Budget. Wages and Salaries (110% of Budget) - This line item is within budget parameters through June; although at the upper end of the threshold range. After factoring out the third payroll in June, actual Wages and Salaries are 104% of budget through the end of QR-3. Fringe Benefits (72% of Budget) - This line item was favorable on a net basis through QR-3. The largest line items within this category that have been driving this favorable variance were Health ($10,390), Misc. Earnings – Admin ($4,075) which contain vacation and sick time utilized, Workers Compensation ($2,276) and Disability/Life ($140). Healthcare expenses for the new Bike Technician did not start until January of 2018; although the Budget was established based upon a full fiscal year. These favorable variances were partially offset by two unfavorable variances in FICA (-$407) and Retirement (-$376). Professional Services (31% of Budget) - Lower spending has occurred than what was budgeted through QR-3 on Advertising ($27,636), Professional & Technical ($19,966), Legal ($3,593), Other Services ($2,175) and Background-Drug Screen Services ($293). Material and Supplies (198% of Budget) - Higher spending on Bike Parts (-$12,380), Unleaded Fuel (-$1,177) and Office Supplies (-$189) were partially offset by lower spending on Minor Equipment ($1,500) and Printing & Binding ($962); resulting in a net unfavorable variance in this expense category. This unfavorable variance is being covered by favorable variances in other expense categories. Utilities (83% of Budget) - Since all utilities are presently being covered by the monthly rental amount of the space lease; the only line item being expensed in this category is Cellular Telephone charges that are $377 under budget through QR-3. Casualty Insurance (100% of Budget) - This line item is within budget parameters. Miscellaneous (42% of Budget) - All line items within Misc. Expense (Travel/Training, Other Exp., and Bank Charges) are running below their QR-3 established amounts. Leases and Rentals (99% of Budget) - This line item is within budget parameters.

23

ITEM V-A


TOPIC: Operating Cash Balance Report - FY2018 Qtr. 3 DATE: September 4, 2018 Summary: Attached to this memo is the Operating Cash Balance Report as of June 30, 2018. The following items are identified: • Regional Operating Cash Balance was $906,243 at the end of June. This amount was made

up of a Cash Account balance of $736,480 and $169,763 of Funds in Float. VRT utilizes Local Funds to pay for expenses that are related to certain amounts of Federal grant funding that were not readily available at the end of June. Once the Federal grants are executed, funding becomes available for drawdown, reversing Funds in Float into Cash.

Regional’s Cash Balance of $906,243 is higher than the Benchmark. The Regional Cash Balance Benchmark at the end of June has averaged $212,584 over the last three years.

• The Ada County System Operating Cash Balance was $1,497,100 at the end of June. This

amount was made up of a Cash Account balance of $1,033,975 and $463,125 of Funds in Float. The operating cash balance is above the Cash Balance Benchmark for the System.

• The Canyon County System Operating Cash Balance was $444,746 at the end of June. This amount was made up of a Cash Account balance of $2,536 and $442,209 of Funds in Float. The operating cash balance was above the Cash Balance Benchmark for the System. However, the Canyon County System was approximately out of cash at the end of June. This was due to the FY2018 Operations, Demand Response and Preventative Maintenance/ Administrative grants not yet being executed and available for drawdown. These grants were executed and drawn down in July. Consequently, The Funds In Float balance at the end of June reversed into cash by the end of July.

• Boise GreenBike Operating Cash Balance was $154,101. This System had no Funds in

Float at the end of June. The operating cash balance at the end of June is higher than the Cash Balance Benchmark for the System.

Staff Recommendation/Request: Request the Executive Board will review and accept the FY2018 Operating Cash Balance Report. Attachments FY2018 3rd Quarter Cash Balance Report For detailed information contact: Jim McMahon, Finance Director, 258-2709, [email protected].

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ITEM V-B


VALLEY REGIONAL TRANSIT

OPERATING CASH BALANCE ANALYSIS

June 30, 2018

Regional Operations

GL Cash Balance at 6/30/2018 736,480$

Funds in Float 169,763

Operating Cash Balance 906,243$

Cash Balance Benchmark (Note 1) 212,584$

Ada County System

GL Cash Balance at 6/30/2018 1,033,975$


Operating Cash Balance 1,497,100$

Cash Balance Benchmark (Note 1) 1,255,824$

Canyon County System





Boise GreenBike


Funds in Float



Note 1: Average of 2017, 2016 and 2015 balance at June 30th.

25

ITEM V-B


TOPIC: FY2020 Budget Development Calendar DATE: September 11, 2018 Summary: Staff has prepared a preliminary Budget Development Calendar for the FY2020 Budget. Please note that staff is recommending we move the final budget vote out to August. Staff Recommendation/Request: Staff requests acceptance of the FY2020 Budget Development Calendar. Implication (policy and/or financial): A calendar is necessary in order to meet all necessary budget development deadlines. Attachments FY 2020 Budget Development Calendar More information: Jim McMahon, Finance Director, 258-2709, [email protected].

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ITEM V-C


VALLEY REGIONAL TRANSIT FY2020 BUDGET DEVELOPMENT CALENDAR

TASK DUE

Staff Identification of Trends and Issues for 2020 Budget October 2018 – December 2018

Report on Issues and Trends for 2020 Budget to Executive Board January 7, 2019

VRT Executive Staff budget preparation meetings January 2019

FY2020 Budget Public Comment Period – 60 days Jan – Feb 2019

Executive Board reviews the Revenue Analysis and Sets Local Contribution Rates (dues and service support)

February 4, 2019

Budget Discussions with Executive Board Commence – Expense Projections

March 4, 2019

Budget Discussions with Executive Board Conclude – Expense Projections

April 1, 2019

Executive Board review Draft Preliminary Budget May 6, 2019

Executive Board Final Preliminary Budget and set public hearing date

June 3, 2019

Final budget presentation to the VRT Board with request for approval.

August 5, 2019

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ITEM V-C


TOPIC: Downtown Mobility Collaborative Memorandum of Understanding

DATE: September 14, 2018

Summary: Valley Regional Transit has been working with key partners in downtown Boise to design and develop solutions for reducing the use of single occupancy vehicles in downtown Boise and leverage the transportation infrastructure, services, and programs more effectively. The specific project was the Downtown Demand Challenge that was completed in February 2017. The public partners in the project include City of Boise, Capital City Development Corporation, Ada County Highway District, and Boise State. One of the solutions that came from the Downtown Demand Challenge was to create a “coordinating entity” to function in the way a Transportation Management Association (TMA) functions. A TMA is typically a member-controlled association that is established in a particular geography where members can collaborate on developing and implementing Travel Demand Management strategies and mobility solutions that meet the needs of the participants. Many TMAs are formed through public-private partnerships. In this solution, the partners would work together over the next two years to design and implement a Downtown Mobility Collaborative which would be financially sustained through contributions of the public and private partners in the downtown Boise area. Partners in the fully implemented Collaborative would include the agencies in the MOU, as well as major employers, developers, retailers, and other interested parties that want to support increasing the number and utilization of mobility choices other than the single occupancy vehicles. The MOU provides for contributions by the public partners to fund the start-up expenses for the Mobility Collaborative over the first two years. The funding that is being committed will be enough to fund a full-time staff position, professional services, and marketing for the first two years. Valley Regional Transit would administer the project, including the employee. Valley Regional Transit would use existing mobility management funding in the FY2019 budget to help support the activities in the MOU. Staff Recommendation/Request: The full draft MOU is attached to the memo. The MOU includes the scope of the project and timetable. The other MOU partners are also considering action on the MOU over the next several weeks. We will adjust the budget and scope of the project when final funding is secured. We should know the financial picture more clearly when the MOU is presented to the Board for final action on October 22. The draft budget is attached. Implication (policy and/or financial): The Mobility Collaborative approach in downtown will serve as an innovative pilot for a solution that could be applied to other geographies throughout the region. This has the potential of increasing private sector participation in funding new mobility choices, as well as increasing the utilization of the transportation services that already exist.

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ITEM VI-A

Downtown Boise has the highest concentration of jobs and bus services in the region. Using this collaborative approach will help ensure that all current and new transportation services, programs, and infrastructure are being leveraged to the maximum extent. To date, we anticipate the City of Boise and CCDC will each provide $100K for each of the first two years of the project. VRT will provide $50K for each of the first two years. The VRT contribution is from funding that was already going to be spent on downtown Boise mobility management activities. Using these funds as part of the collaborative development will help them to stretch farther. Attachments: Draft MOU Mobility Collaboration Draft Budget More Information: Kelli Badesheim, [email protected], 208-258-2712.

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ITEM VI-A


Memorandum of Understanding between VRT, City of Boise City, CCDC, ACHD, and Boise State for the Development and Implementation of the Downtown Mobility Collaborative Page 1

Memorandum of Understanding

Between

Valley Regional Transit, City of Boise City, Capital City Development Corporation, Ada County Highway District, and Boise State University

For Design and Implementation of Downtown Mobility Collaborative

This Memorandum of Understanding ("MOU") is between Valley Regional Transit (“VRT”), the City of Boise City ("City"), Capital City Development Corporation (CCDC), Ada County Highway District (ACHD), and Boise State University (Boise State), collectively referred to as the “Parties” and individually as a "Party," and outlines the Parties’ anticipated participation and responsibilities with respect to the future development, planning, and implementation of the Downtown Mobility Collaborative (“Program”).

Background Downtown Boise currently contains approximately 19,000 parking spaces and accommodates over 36,000 workers in a single day. The number of workers in Downtown is expected to exceed 56,000 by the year 2040. While current daytime on and off-street occupancy is around 70%, the waitlist for monthly structured parking is approximately 200 individuals. Even if the parking supply could keep up with the future demand, the road system has extremely limited options for capacity enhancements, resulting in ever more congestion in Downtown. Simply building more parking is not a sustainable approach for the future, but strategies to limit the demand side of the equation can help use our existing parking and road network more efficiently and limit the need for costly public infrastructure such as structured parking and widened roads. Building on the current work of the Downtown Transportation Demand Challenge, this MOU defines key partnership components for a two-year project to develop and implement the Program. This MOU outlines the Parties’ projected roles and financial commitments for the Program’s development and implementation. All Parties approached development of this MOU with a shared understanding of the following history and intent about the Program:

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ITEM VI-A


• The Program is limited to and covers the area from Boise Avenue to Fort Street and from Broadway to Whitewater Boulevard in Boise City (the “Downtown”);

• Coordinating Downtown mobility and transportation demand management is a critical need to a sustainable and economically viable Downtown;

• The parties have a vested interest in improving mobility options in the downtown area and have been working collaboratively since 2014;

• The Downtown Demand Challenge identified the Downtown Mobility Collaborative, to function as a transportation management association (TMA);

• Significant investments have been made and continue to be planned for Downtown parking infrastructure, roadway, sidewalk, bicycle and transit improvements in the near and long-term;

• The region has adopted a transit plan, called Valleyconnect 2.0 that features Downtown as a major hub for current and future services.

Purpose of MOU With the expected development and implementation of the Program, the Parties negotiated the development of this comprehensive partnership MOU to outline the expected Program elements and the Parties’ roles and financial commitments for the Downtown Mobility Collaborative, recognizing that each Party has an important role to play in the successful development and implementation of the Program. The Parties agree to the following set of goals to guide the partnership and the implementation of the Downtown Mobility Collaborative:

• Seek value for each partner when making project scope and delivery decisions; • Reduce single occupancy vehicle trips into and around Downtown; • Use current infrastructure in downtown more efficiently; • Create a financially sustainable Mobility Collaborative with a high level of buy-in and

funding support from major employers; • Establish the performance measures, organizational framework and operating

procedures for the Mobility Collaborative; and • Achieve reasonable financial sufficiency for the Program by Fiscal Year 2021.

Term of MOU This MOU will be in effect beginning (insert execution date) through September 30, 2020. The Parties agree to provide the necessary financial and other commitments outlined below to achieve the goals of the MOU. Any party wishing to withdraw their financial support or in-kind resources supporting the MOU, will provide each Party with sixty (60) days written notice.

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ITEM VI-A


Implementation of MOU 1. Activities Description.

a. Program Start Up The Parties will work collaboratively to identify an appropriate Program Manager to guide the Program in meeting the objectives defined above.

b. Program Design and Performance Measurement System The Parties will work collaboratively with the Program Manager to complete the Program’s design criteria and a final Program design with key activities, deliverables, and a schedule. This task will include developing clearly stated and measurable results for a successful Program. The Parties will establish a robust performance measurement system to include key measures that will be tracked and reported to elected officials and other project partners and stakeholders throughout the implementation of the Program.

c. Partner and Stakeholder Outreach and Engagement The Parties will develop a comprehensive outreach and engagement process to ensure adequate input from customer groups and partners for which the Program is being designed to serve. The sustainability of the Program is contingent upon the Program elements meeting the needs of a variety of customer groups and interests in the Downtown. The outreach and engagement process will take into consideration processes to obtain input from potential partners and customer groups.

d. Budget and Funding Plan The Parties will assist the Program Manager in the development of a two-year budget that represents all the costs associated with the Program and specific funding sources to cover those costs. The financial plan will outline specific tactics to achieve a financially sustainable Program by year three.

e. Program Implementation The Parties will assist the Program Manager in developing and implementing a detailed action plan with clearly defined objectives, activities, deliverables, responsible parties, and a schedule to achieve the overall objectives and performance measures of the program. The implementation plan will include quarterly milestones for the implementation that will demonstrate how the Program is achieving the stated objectives in the implementation plan.

f. Communication/Marketing Plan The Parties will assist the Program Manager in developing a

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ITEM VI-A


communication/marketing plan to include joint messaging that identifies the participating Parties and the benefits of the Program to the community. The Communications/Marketing Plan will also establish key communications and marketing tactics for the implementation of the Program, including establishing an effective brand and developing marketing tools required for a successful result.

2. MOU Steering Committee (SC). The Parties agree to provide staff to support to the

Program that will function as the MOU Steering Committee (SC). The commitment includes attending monthly steering committee meetings, reviewing and commenting on documents, and communicating information between the SC and the governing bodies of each of the Parties. The SC will support the development of a Program that is in alignment with the goals and objectives articulated in this MOU. The SC will negotiate the elements of the Program and will elevate specific issues to the governing bodies of the Parties when additional direction is required. The SC will create meeting minutes for each meeting of the SC and will distribute the minutes to the Parties.

The SC will also actively monitor for changes in conditions that materially impact the planning, design, implementation, procurement and management of the Program. Such changes could include technology improvements, innovative policy approaches, changes in investment strategies, etc. Upon analysis, the SC will make written recommendation to the Parties on how best to proceed.

In addition to development of the Program and the active monitoring of changed circumstances impacting the Program, the SC will ensure Program development is implemented in accordance with the principles reflected in this MOU by:

• Actively overseeing all components in the implementation of the Program, including management of the project scope and timeline;

• Coordinating closely on joint messaging with attention to creation of consistent external messaging such that the public recognizes this is a joint effort among the Parties and an efficient model for program delivery;

• Coordinating with executive management and elected officials; • Monitoring and incorporating any associated policy changes that impact the

Program; and • Aligning and coordinating the Parties' respective funding and grant strategies

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ITEM VI-A


to optimize return for the Program.

3. Administration and Financial Commitments. VRT will function as the administrative agent for the Program, including but not limited to hiring a Program Director. The Program Director will report to the SC and will be responsible for directing and achieving the activities defined in the MOU according to a work plan and guidance established and monitored by the SC. VRT will be responsible for all the employment responsibilities of the employee in close collaboration with the SC. The Parties agree to provide the financial support required to start the Program and support the first full year of operation pursuant to the budget and funding plan created by the Parties, with the goal that the program be self-sustaining after the first full year of operation. Exhibit A reflects the financial contributions and Program budget for the horizon of the MOU.

4. Schedule.

Activity Completion Quarter

Hire Program Director Q1 FY2019

Performance Measurement System Q2 FY2019

Partner/Stakeholder Engagement Q3 FY 2019

Program Design Q3 FY2019

Budget and Funding Plan Q3 FY 2019

Program Implementation Plan Q4 FY 2019

Program Communication/Marketing Plan Q4 FY 2019

Program Launch Q1 FY 2020

Program Monitoring Through FY 2020

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ITEM VI-A


5. Contact Information The contact information for the Parties are: Executive Director, Valley Regional Transit 700 NE 2nd St. Meridian, Idaho 83642 Comprehensive Planning Manager City of Boise 150 N. Capitol Blvd. Boise, Idaho 83702 Director of Parking & Mobility Capital City Development Corporation 121 N. 9th St., Ste. 501 Boise, ID 83702 Manager of Commuteride Ada County Highway District 5714 W. Fairview Ave. Boise, ID 83706 Director, Transportation, Parking, and Safety Systems Boise State University 1910 University Drive Boise, ID 83725

35

ITEM VI-A


Agreement and understanding is signified by signing and dating as provided below.

Date: Sara Baker President Ada County Highway District

Date: John Brunelle Executive Director Capital City Development Corporation

____________________________________ Date: David H. Beiter Mayor City of Boise City

____________________________________ Date: President Boise State University ____________________________________ Date: Kelli Badesheim Executive Director Valley Regional Transit

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ITEM VI-A

Downtown Mobility Collaborative Draft Budget2 Year BudgetRevenues 2019 2020City of Boise Direct 100,000 100,000 CCDC Direct 100,000 100,000 VRT Direct 50,000 50,000 ACHD Direct TBD TBDBoise State Direct TBD TBDPartners in-kind labor 80,851 80,851 Partners in-kind support 25,000 25,000 Misc Revenues 5,000 5,000 Employer Partners 10,000 Collaborative Members 2,000

Total Revenues 360,851 372,851

Labor Expenses 2019 2020Wages 77,000 79,310 Benefits 20,275 20,883 In-kind Labor* 80,851 83,277

Total Labor 178,126 183,470

M and O Expenses ** 2019 2020Administration 14,800 15,244 Marketing/Incentives 175,000 180,250 Professional Services 50,000 51,500

Total M and O 239,800 246,994 Total Expense 417,926 430,464

*Labor of partners reflect activities that are already being done to support DT mobility**M and O expenses would be adjusted to reflect actual revenues secured. There may be additional in-kind or direct funding secured by other MOU partners.

PDF created with pdfFactory Pro trial version www.pdffactory.com37

ITEM VI-A

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PROCUREMENT DESCRIPTION: CWI Roundabout Design Services

TOTAL COST: $155,000.00

PURPOSE/ACTION: VRT’s objective is to hire a design firm to support the roundabout redesign and construction project at the College of Western Idaho in Nampa, Idaho. SCOPE OF WORK: Firm shall provide design services for the CWI roundabout and approach road redesign project surrounding the CWI Park and Ride for an initial term of up to December 31, 2019. DISCUSSION: VRT uses professional design service providers for large projects or when staff time is unavailable to complete professional services in house. Due to the size of this project and the need to complete the construction during summer months, staff will need the assistance of a design consultant. ALTERNATIVES: Not hiring this service provider will cause undue delays to the project, costing the project and the network additional dollars and time. This project is necessary to make safe and more effective an area of significant transit use for Canyon County. FISCAL IMPACT: Funding for this project is included in the FY2019 budget per Resolution VBD18-009 approved 07/09/18 by the VRT Board of Directors. RECOMMENDATION/JUSTIFICATION: Valley Regional Transit staff has followed federal procurement guidelines and VRT’s policy for procuring services. Proposals were received and scored. Staff has completed negotiations with all qualified firms and determined that the most responsive and responsible firm is HDR Engineering, Inc. POST RFP/FINAL SELECTION OF PROJECT: Recommend: Staff recommends that the Executive Board approve Resolution VEB18-008 for Design Services with HDR Engineering Inc., for $155,000.00.

ROUTING # ORDER OF REVIEW DATE APPROVED RESOLUTION #

1 EXECUTIVE DIRECTOR Up to $49,999

2 EXECUTIVE BOARD Approves procurements over $50,000 to $200,000

On agenda 09/24/18 VEB18-008

3 VRT BOARD Approves procurements $200,000 and over

38

ITEM VI-B-1

VEB18-008

EXECUTIVE BOARD RESOLUTION

College of Western Idaho Roundabout Design Services RESOLUTION VEB18-008

BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT APPROVING A CONTRACT WITH HDR ENGINEERING INC. FOR DESIGN SERVICES AT THE COLLEGE OF WESTERN IDAHO FOR NEW ROUNDABOUT AND ROADWAY REDESIGN SERVICES.

WHEREAS, pursuant to Idaho Code, Chapter 21, Title 40, and as a result of the approval of the voters of Ada and Canyon Counties on November 3, 1998, a regional public transportation authority (now known as “Valley Regional Transit”) was created to serve Ada and Canyon counties; and

WHEREAS, Idaho Code § 40-2109(1) confers to Valley Regional Transit, as a

regional public transportation entity, exclusive jurisdiction over all publicly funded or publicly subsidized transportation services and programs except those transportation services and programs under the jurisdiction of public school districts and law enforcement agencies within Ada and Canyon Counties; and

WHEREAS, Idaho Code § 40-2108(2) and (5) provide that Valley Regional Transit,

as a regional public transportation entity, has power to raise and expend funds as provided in Idaho Code Chapter 21, Title 40 and to make contracts as may be necessary or convenient for the purposes of the Regional Public Transportation Authority Act; and

WHEREAS, VRT has identified a need for Design Services at the College of

Western Idaho for a new roundabout and roadway redesign services; and WHEREAS, the contract for this procurement will be through December 31, 2019 for

an amount not to exceed $155,000 total expended over the horizon of the contract; and WHEREAS, funding for this procurement is available in the FY2019 budget –

Resolution VBD18-009 on 07/09/18; and WHEREAS, subsequent year funding will be dependent on future budget dollars

being approved by the VRT Board of Directors; and WHEREAS, the Valley Regional Transit staff completed a competitive procurement

process through a Request for Proposal as required in the VRT Procurement Policies adopted by the Valley Regional Transit Board of Directors by Resolution VBD17-003 on 01/09/17 and updated by Resolution VBD17-022 on 09/25/17, and in compliance with all local and FTA requirements; and

39

ITEM VI-B-1

VEB18-008

WHEREAS, staff has completed a competitive procurement process and determined that the noted firms are the most responsive and responsible bidders that provide the best value to meet VRT’s needs; and

WHEREAS, Idaho Code § 40-2109(5) provides that the Board of Valley Regional

Transit may adopt resolutions consistent with law, as necessary, for carrying out the purposes of Chapter 21, Title 40, Idaho Code and discharging all powers and duties conferred to Valley Regional Transit Pursuant to Chapter 21, Title 40; and

WHEREAS, the Board of Valley Regional Transit has created an Executive Board,

conferring specific authority upon it to discharge its powers, pursuant to Resolution VBD11-011.

NOW THEREFORE, BE IT RESOLVED BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT:

Section 1. That the Executive Board approves a contract with HDR Engineering Inc. for Design Services at the College of Western Idaho for a new roundabout and roadway redesign services, not to exceed $155,000 through December 31, 2019.

Section 2. That the Executive Board delegates authority to the Executive Director to

finalize and execute the contract. Section 3. That this resolution shall be in full force and effective immediately upon

its adoption by the Executive Board of Valley Regional Transit and its approval by the Executive Board Chair.

ADOPTED by the Executive Board of Valley Regional Transit, this 24th day of

September, 2018. APPROVED by the Executive Board Chair this ___day of __________, 2018.

ATTEST: APPROVED:

________________________ __________________________________ EXECUTIVE ASSISTANT CHAIR OF EXECUTIVE BOARD

40

ITEM VI-B-1

Firm or Entity Name

Total Points Awarded

Total Points Available Score % Firm or Entity

NameTotal Points

AwardedTotal Points

Available Score % Firm or Entity Name

Total Points Awarded

Total Points Available Score %

CSHQA 453.5 550 82.5% CSHQA 454.2 550 82.6% CSHQA 409.9 550 74.5%

HDR 495.3 550 90.0% HDR 489.7 550 89.0% HDR 486.4 550 88.4%

Horrocks 373.8 550 68.0% Horrocks 396.7 550 72.1% Horrocks 345.0 550 62.7%

J‐U‐B 432.8 550 78.7% J‐U‐B 472.7 550 85.9% J‐U‐B 437.0 550 79.5%

Keller 428.8 550 78.0% Keller 457.0 550 83.1% Keller 425.0 550 77.3%

Lochner 455.0 550 82.7% Lochner 469.5 550 85.4% Lochner 426.5 550 77.5%

Paragon 424.3 550 77.1% Paragon 480.7 550 87.4% Parametrix 368.0 550 66.9%

Parametrix 349.5 550 63.5% Parametrix 407.3 550 74.1% Precision 436.6 550 79.4%

Precision 471.7 550 85.8%

Scored HighestScored SecondScored Third

Happy Day Transit Center CWI Roadway and Transit Improvements Middleton Park and Ride

41

ITEM VI-B-1

SECTION 1

Written Responses MV COMP CALD ITD Total MV COMP CALD ITD Total MV COMP CALD ITD Total MV COMP CALD ITD Total

Subtotal 400 305.0 351.3 298.8 288.8

SECTION 2

References EWING CCDC RIDLEY FRUITL BSU CWI GARD UVU CWI KUNA BOISE HAILEY

2.1

References: Provide three (3) references for similar types of work. References are worth 50 points each. Reference pages will not count against 4 page response limit. Include contact information (below) for reference checks. Confirm contact person is able and available to discuss project reference or points may not be counted by the scoring teams.

150 50 49 0 50 0 46 50 0 0 0 48 48

49 42Grand Total 550


453.5 495.3 373.8 432.8

Happy Day Transit Center

Reference Score Reference Score Reference Score Reference Score

Evaluator's Score Evaluator's Score Evaluator's Score Evaluator's ScoreHDR Horrocks J‐U‐BCSHQA

1Maximum available

Score

2Maximum available

Score

148.5

Total

144.0

Total Total

75.0 144.0

Total

42

ITEM VI-B-1

SECTION 1

Written Responses

Subtotal 400

SECTION 2

References

2.1


150

Grand Total 550


Happy Day Transit Center

1Maximum available

Score

2Maximum available

Score

MV COMP CALD ITD Total MV COMP CALD ITD Total MV COMP CALD ITD Total MV COMP CALD ITD Total

293.8 312.5 286.3 277.5

ITD MOSC NAMP MCAL NAMP WADS NAMP NAMP BANNO ITD KLEIN NAMP

49 0 41 50 0 45 50 0 42 0 48 0

39 44428.8 455.0 424.3 349.5

Reference Score Reference Score Reference Score Reference Score

138.0

Total

72.0

Total

Keller Lochner Paragon Parametrix

Evaluator's Score Evaluator's Score Evaluator's Score Evaluator's Score

Total

135.0 142.5

Total

43

ITEM VI-B-1

SECTION 1

Written Responses CWI NAMP VRT Total CWI NAMP VRT Total CWI NAMP VRT Total CWI NAMP VRT Total CWI NAMP VRT Total

Subtotal 400 305.7 345.7 321.7 328.7 322.0

SECTION 2

References EWING CCDC RIDLEY Total FRUITL BSU CWI Total GARD UVU CWI Total KUNA BOISE HAILEY Total ITD MOSC NAMP Total

2.1


150 50 49 0 148.5 50 0 46 144.0 50 0 0 75.0 0 48 48 144.0 49 0 41 135.0

49 42 39Grand Total 550

Scored Highest 1st 3rdScored SecondScored Third

454.2 489.7 396.7 472.7

Reference Score Reference Score

457.0

Evaluator's Score

2Maximum available

Score

Reference Score Reference Score Reference Score

1Maximum available

Score

Evaluator's Score Evaluator's Score Evaluator's Score Evaluator's ScoreKeller

College of Western IdahoCSHQA HDR Horrocks J‐U‐B

44

ITEM VI-B-1

SECTION 1

Written Responses

Subtotal 400

SECTION 2

References

2.1


150

Grand Total 550


2Maximum available

Score

1Maximum available

Score

College of Western Idaho

CWI NAMP VRT Total CWI NAMP VRT Total CWI NAMP VRT Total CWI NAMP VRT Total

327.0 342.7 335.3 333.7

MCAL NAMP WADS Total NAMP NAMP BANN Total ITD KLEIN NAMP Total MIDD ACHD LHTAC Total

50 0 45 142.5 50 0 42 138.0 0 48 0 72.0 0 45 47 138.0

44

2nd

407.3 471.7


469.5 480.7


Evaluator's Score Evaluator's Score Evaluator's Score Evaluator's ScoreLochner Paragon Parametrix Precision

45

ITEM VI-B-1

SECTION 1

Written Responses VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total

Subtotal 400 261.4 342.4 270.0 293.0

SECTION 2

References Total Total Total Total

2.1


150 148.5 144.0 75.0 144.0

49 42Grand Total 550

Scored HighestScored SecondScored Third 1st 2nd

50 0 0 0 48

UVU CWI

Reference Score Reference Score Reference ScoreHAILEYBOISEKUNAGARDNER

50 49 0

CWIBSUFRUITLAND

50 0 46

409.9 486.4 345.0 437.0

48

2Maximum available

Score

1Maximum available

Score


Reference ScoreEWING CCDC RIDLEY

Middleton Park and RideCSHQA HDR Horrocks J‐U‐B

46

ITEM VI-B-1

SECTION 1

Written Responses

Subtotal 400

SECTION 2

References

2.1


150

Grand Total 550


2Maximum available

Score

1Maximum available

Score

Middleton Park and Ride

VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total VRT ITD COMP MID D MID B Total

290.0 284.0 296.0 298.6

Total Total Total Total

135.0 142.5 72.0 138.0

39 44

3rd

MOSCOW

48 0 0 45

NAMPAITDMCALVAIN NAMPA WADSWORTHNAMP

0

425.0 426.5 368.0 436.6

470 41 50 0 45

Reference Score Reference ScoreReference Score


49

Reference ScoreITD KLEINER ACHD LHTACMIDDLETON

Lochner Parametrix PrecisionKeller

47

ITEM VI-B-1


AUTHORIZATION FOR EXPENDITURE EXECUTIVE BOARD APPROVAL

PROCUREMENT DESCRIPTION: On-Call Printing Services – RFB 2018-06-27

TOTAL COST: $185,000

PURPOSE/ACTION: Valley Regional Transit is in need of a contract for “on-call” printing services, including but not limited to, brochures, business cards, fliers, letterhead, and envelopes for ValleyRide bus operations in Ada County and Canyon County. SCOPE OF OBJECTIVE: Valley Regional Transit sought proposals from qualified vendors for On-Call Printing Services through a formal procurement process. VRT’s objective was to enter into a contract that would create a one-stop shop for printing projects that are not done in-house. These outside print jobs include printed route map and schedule brochures, informational brochures, reports, flyers, stationary (letterhead and envelopes), business cards, posters, and postcards. Two vendors, Alexander Clark Printing and ESP Printing & Mailing, submitted proposals that met VRT’s objective. Valley Regional Transit Solicitation RFB 2018-06-27 identified the specifications and contract terms and conditions. This contract will be a two (2) year agreement from October 1, 2018 through September 30, 2020 with the option to extend an additional one (1) year. DISCUSSION: Valley Regional Transit’s current printing contract expired on September 8, 2018 which required VRT to issue another procurement for these services. Based upon the VRT Executive Board approval for a new contract term, Alexander Clark Printing and ESP Printing & Mailing agreements will begin October 1, 2018 through September 30, 2020 with the provision allowing an option to extend the agreement for an additional one (1) year period of time. Valley Regional Transit believes it to be in the best interest of VRT to approve the contract. The total overall cost for this agreement (including the one (1) year extension, is estimated to be $185,000. ALTERNATIVES: Not having the contract in place would require Valley Regional Transit to secure the printing of route and schedule information brochures and other printed materials on the open market and could result in higher printing costs and would fall outside of FTA procurement guidelines. The contract with Alexander Clark Printing and ESP Printing & Mailing will provide stable and secured pricing for the production of printed materials and compliance. FISCAL IMPACT: The funding available for this print contract is found in the FY2019 budget in general ledger account numbers 21-5040716001 and 24-50407160001. RECOMMENDATION/JUSTIFICATION: Valley Regional Transit believes it is in the best interest of VRT to approve these contracts with Alexander Clark Printing and ESP Printing & Mailing for a two (2) year period of time commencing October 1, 2018 and expiring on September 30, 2020 including one (1) year option to extend the agreement upon both parties agreeing. POST RFP/FINAL SELECTION OF PROJECT: VRT staff recommends that the VRT Executive Board approve Resolution VEB18-009 and award the On-Call Printing Service contracts to Alexander Clark Printing, and ESP Printing & Mailing.

ROUTING # ORDER OF REVIEW DATE APPROVED RESOLUTION #

1 EXECUTIVE DIRECTOR Up to $49,000

2 EXECUTIVE BOARD Approves procurements over $50,000 to $199,999

On agenda 09/24/18 VEB18-009

3 VRT BOARD Approves all procurements $200,000 and over

48

ITEM VI-B-2

VEB18-009

EXECUTIVE BOARD RESOLUTION

ON-CALL PRINTING SERVICES RESOLUTION VEB 18-009

BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT APPROVING AWARD OF CONTRACTS FOR “ON-CALL” PRINTING SERVICES OF BUS ROUTE SCHEDULES AND OTHER MATERIALS FOR VALLEY REGIONAL TRANSIT TO ALEXANDER CLARK PRINTING AND ESP PRINTING & MAILING PER TERMS AND CONDITIONS OF VALLEY REGIONAL TRANSIT SOLICITATION NUMBER RFB 2018-06-27

WHEREAS, pursuant to Idaho Code, Chapter 21, Title 40, and as a result of the approval of the voters of Ada and Canyon Counties on November 3, 1998, a regional public transportation authority (now known as “Valley Regional Transit”) was created to serve Ada and Canyon counties; and

WHEREAS, Idaho Code § 40-2109(1) confers to Valley Regional Transit, as a

regional public transportation entity, exclusive jurisdiction over all publicly funded or publicly subsidized transportation services and programs except those transportation services and programs under the jurisdiction of public school districts and law enforcement agencies within Ada and Canyon Counties; and

WHEREAS, Idaho Code § 40-2108(2) and (5) provide that Valley Regional Transit,

as a regional public transportation entity, has power to raise and expend funds as provided in Idaho Code Chapter 21, Title 40 and to make contracts as may be necessary or convenient for the purposes of the Regional Public Transportation Authority Act; and

WHEREAS, Valley Regional Transit is in need of “on-call” printing services,

including route and schedule information maps; and WHEREAS, Valley Regional Transit issued a solicitation to a minimum of three (3)

Idaho vendors capable of providing the required goods and services; and WHEREAS, the Valley Regional Transit staff conducted a competitive procurement

process as required in the Procurement Policy Manual adopted by the Valley Regional Transit Board of Directors by Resolution VDB17-003 on 1/09/17 and updated by Resolution VDB17-022 on 9/25/2017, and in compliance with all local and FTA requirements; and

WHEREAS, Idaho Code § 40-2109(5) provides that the Board of Valley Regional

Transit may adopt resolutions consistent with law, as necessary, for carrying out the purposes of Chapter 21, Title 40, Idaho Code and discharging all powers and duties conferred to Valley Regional Transit Pursuant to Chapter 21, Title 40.

49

ITEM VI-B-2

VEB18-009

WHEREAS, the Board of Valley Regional Transit has created an Executive Board,

conferring specific authority upon it to discharge its powers, pursuant to Resolution VBD11-011;

NOW THEREFORE, BE IT RESOLVED BY THE EXECUTIVE BOARD OF VALLEY REGIONAL TRANSIT:

Section 1. That the Executive Board authorizes the award of contracts for “On-Call” Printing Services of bus route schedules and other materials for Valley Regional Transit to Alexander Clark Printing, 10801 Emerald Street, Boise, ID 83713 and ESP Printing & Mailing, 317 E. 37th Street, Boise, Idaho, 83714 per the terms and conditions of Valley Regional Transit’s Solicitation number RFB 2018-06-27.

Section 2. That the Executive Board delegates authority to the Executive Director to

finalize and execute the contracts. Section 3. That this resolution shall be in full force and effective immediately upon

its adoption by the Executive Board of Valley Regional Transit and its approval by the Executive Board Chair.

ADOPTED by the Executive Board of Valley Regional Transit, this 24th day of

September, 2018. APPROVED by the Executive Board Chair this ___day of __________, 2018.

ATTEST: APPROVED:

________________________ __________________________________ SECRETARY CHAIR OF EXECUTIVE BOARD

50

ITEM VI-B-2

RFB 2018-06-27 On-Call Printing Bid Summary:

51

ITEM VI-B-2


TOPIC: Programming and project budget – Orchard HVAC CNG Renovation project DATE: September 13, 2018 Summary Valley Regional Transit has competitively procured the renovation of the Orchard shop HVAC and CNG systems. The bids received were notably higher than the engineer’s estimate and more than the available project budget. As such, additional funds and considerations of how to value engineer the project will be undertaken in the coming weeks. After said re-evaluation and programming exercises are complete, the project will be returned to the VRT Board for contract approval. Issue Under Discussion

• HVAC & CNG System Renovation Project. o Project continually scores the highest of all items needing replacement on

TAM scores. o Has been a programming and funding exercise for several years. o Is a staff safety and comfort issue.

• Bids for construction are continually high in the Treasure Valley. o This project is unique and difficult to compare for similar work – there is no

similar work in the valley as the systems in questions are unique to VRT and Republic Services alone.

• The two bids for this project were 51% and 80% over the engineers estimate, responsive with the low bid at 27% more than all current available project funds.

Staff will work to provide programming solutions and value engineering suggestions to mitigate this issue. More Info: Jacob Hassard, Capital Infrastructure Projects Manager (208) 258-2705, [email protected]

52

ITEM VII-A



TOPIC: National Transit Database Reporting

DATE: September 14, 2018

Summary:

VRT initiated a project charter this year to better understand the existing National Transit Database reporting conditions within VRT’s jurisdiction and determine a path forward. The purpose of the project are to understand:

• What are the federal requirements for different funding sources? • What services are currently being reported? • What levels are the services being reported, full or reduced? • Who is reporting for each of the different services? • What services may not be currently reported? • Is there any duplication in services being reported?

The project objectives include:

1) Establish a regional approach to NTD reporting that meets federal regulatory compliance; a) NTD Policy will establish a regional approach to reporting. This is being

presented to the VRT Board of Directors for review and approval on September 24, 2018.

2) Determine what needs to be reported to maximize and leverage federal funding to the region; a) VRT staff has been working closely with NTD, ITD, and the Public

Transportation Provider Group to determine what needs to reported. i) It appears that all of the Specialized Transportation services can be

reported to FTA through NTD except for the “Rides to Wellness Program”. Rides to Wellness service restricts riders trip type (medical only) and therefore, cannot be reported. This service was not reported in the past.

ii) ACHD is now reporting its service. This service was not being reported in the past.

iii) Treasure Valley Transit is now reporting its service. This service was being reported by ITD in the past.

iv) Boise State currently reports as a reduced reporter. If Boise State became a full reporter it would add $4,476 to the region. (1) Bus Incentive Calculation – ((Bus Passenger x Bus Passenger

Miles)/Operating Costs) *.0120192 = additional appropriation (a) Passengers = 217,853 (b) Estimated Average length of trip = 2 miles

53

ITEM VII-C

(c) Operating Costs = $509,702 (d) (((217,853 x 2) x (217,853 x 2)) / 509,702) x .0120192 = $4,475.85

(2) Boise State has elected not to become a full reporter due to the fact that it would cost more in staff time to complete the full reporting than would be realized in additional appropriation.

3) Reconcile reporting with all entities and agencies to eliminate duplication and under-reporting; a) All reporting has been reconciled and determined who will report what

services. It appears that there was no duplication, but under reporting of services in the region, e.g. vanpool, specialized transportation, Boise State, etc.

4) Incorporate NTD reporting as one of the factors in the project prioritization process; a) This will be addressed in the Transit Asset Management Plan – Investment

Prioritization section which is ongoing. This section will be presented to the VRT Board for input, direction, and approval.

5) Address how best to report Specialized Transportation services into the reporting process; and a) Specialized Transportation will be reported to the FTA through NTD by means

of a separate NTD login identification number for VRT. These services will be reported in the reduced reporting format versus full reporting that is done for the tradition services, fixed route, and demand response. Full reporting of specialized transportation would be too burdensome based upon the amount of additional funding that may be realized. Also, the agencies that would need to collect information do not have the staffing to complete the full reporting requirements.

6) Include the information required for NTD to be incorporated in the uniform performance reporting for all public transportation within the region. a) VRT is currently collecting all of the required information and will be using

the information in the Performance Reporting Dashboard and Annual Report.

Staff Recommendation/Request:

This is for information. The Executive Board will be asked to adopt a regional policy pertaining to NTD reporting at the VRT Board of Directors Meeting on September 24, 2018.

Implication (policy and/or financial): Policy implications pertain to reporting requirements. Expanded NTD reporting could lead to additional federal funding resources for the region.

Project Schedule: March 2018

54

ITEM VII-C

• Executive Board - Information Item – Review and discuss project - Completed April 2018

• Board of Directors – Project update on initial findings - Completed July 2018

• Executive Board – Information Item - Project update and Draft NTD Policy - Completed

August 2018 • Executive Board – Action Item – Update on project & NTD Policy - Completed

September 2018 • Board of Directors

o Action Item - Approve NTD reporting policy VRT Board of Directors o Information Item – Performance Reporting

More Information: Rhonda Jalbert, Development Director, 208.258.2707, [email protected]

55

ITEM VII-C



FY2018 PROCUREMENT CALENDAR EXECUTIVE BOARD / VRT BOARD OF DIRECTORS

Goods/Service Total

Procurement Amount

Potential Executive Board Action

Potential VRT Board of

Directors Action

Comments

Capital Infrastructure Design – CWI Roundabout

$100,000 September 24, 2018 Amount is for design. Presently awaiting National Environmental Policy Act (NEPA) Report

On-Call Printing Services $185,000 September 24, 2018 Printing services for VRT brochures, business cards, signs and other items. Term: 2 years with one (1) one year option extension.

On-Call Legal Services $250,000 September 24, 2018 Procurement provides the services for on-call outside legal services. Term of agreement is three (3) years with two (2) additional one (1) year extensions.

ACCESS Services for Canyon County

$262,500 September 24, 2018 VRT is seeking to engage one or more transportation provider(s) to provide complementary ADA Paratransit services to eligible riders in the Canyon County fixed route service areas. Term: One year plus four – one year options. Requesting Board to defer decision to Exec. Board at November 5th meeting.

Internet Service Provider $298,000 September 24, 2018 Internet service provider for all facilities in Ada and Canyon County. Term: 2 years with 3 option years.

Emerging Mobility Transit Technology and Service

$450,000

$260,000 plus $190,000 -

Additional funding to complete overall

project

September 24, 2018

Implementation of pilot technology and services for first and last mile connections to transit and late night low income job access. Pilot Term: Up to 18 months. On April 2, 2018 VRT Board delegated approval to Executive Board. Executive Board reviewed 8/6/18 and continued to September 24, 2018 Board meeting.

Shared Vehicle for Harvest Transit

$68,000 November 5, 2018 Additional shared vehicle for growing Harvest Transit service in the Meridian area. Local match provided by City of Meridian.

ACCESS Services for Canyon County

$262,500 November 5, 2018 VRT is seeking to engage one or more transportation provider(s) to provide complementary ADA Paratransit services to eligible riders in the Canyon County fixed route service areas. Term: One year plus four – one year options. Board defer decision to Exec. Board at September 24h meeting.

Capital Infrastructure Construction – HVAC/CNG

Orchard Facility

$600,000 TBD Amount is for construction of the project.

Capital Infrastructure Construction – CWI

Roundabout

$875,000 April 2019

Amount is for construction of the project. Pending NEPA approval.

56

ITEM VII-D


FY2018 PROCUREMENT CALENDAR EXECUTIVE BOARD / VRT BOARD OF DIRECTORS

Transit Bus -Revenue Generating Advertising

Est. $600,000 return

TDB Seeking to contract with a vendor(s) to sell, install, maintain and remove advertising on all VRT transit vehicles.

Bus Bench - Revenue Generating Advertising

TBD TBD Seeking for contractor to provide, install and maintain bus benches and other amenities at designated Treasure Valley VRT bus stops. Term of agreement: will be four (4) years with five (5) one (1) year options to renew based upon performance.

State Street Study Consultant Services

$200,000 TBD

Evaluate transit routing alternatives and retest the traffic flow and transit operation assumptions and conclusions of High Occupancy Vehicle (HOV) lanes and transit pull outs

Upcoming Procurements:

• HR Consulting Services • CNG Compressor Overhaul • Transit Revenue Vehicles

Executive Board Approval Levels: $50,000 - $199,999 VRT Board of Directors Approval Levels: $200,000 and over Updated w/ li 9/14/18kj

57

ITEM VII-D

table of contents agenda 2 accept 08/06/18 executive board … · 2019. 6. 27. · 2. on-call...

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