HomeMy WebLinkAboutVRT Addendum No. 1 to 2016 Cooperative AgreementADDENDUM NO. 1 TO COOPERATIVE AGREEMENT
BETWEEN
VALLEY REGIONAL TRANSIT
AND
CITY OF MERIDIAN
FOR
LIFESTYLE SERVICE STARTUP COSTS
FOR OLDER ADULTS AND PERSONS WITH DISABILITIES
THIS ADDENDUM TO THE FY 2016 COOPERATIVE AGREEMENT
("Addendum") is entered into this -day of July, 2016 by and between VALLEY
REGIONAL TRANSIT, a regional public transportation authority authorized under Chapter 21,
Title 40, Idaho Code ("VRT"), and the City of Meridian, a municipal corporation organized,
existing and authorized under Chapter 1, Title 50, Idaho Code ("Member")
RECITALS
A. On the 4th day of November, 2015, VRT and Member entered into the FY 2016
Cooperative Agreement for financial support to VRT
B. Pursuant to Section 4(c) of the FY 2016 Cooperative Agreement, VRT and
Member agreed to cooperatively develop plans for the additional service within the City of
Meridian. The parties agreed to memorialize the details of the additional service and the exact
amount to be paid by member through the execution of an addendum to the Cooperative
Agreement in an amount not to exceed $60,000.00.
C. By this First Addendum, both VRT and Member desire to amend the 2016
Cooperative Agreement to memorialize Member's commitment to fund additional services.
NOW, THEREFORE, in consideration of foregoing recitals, which are made a part of
this Addendum and not mere recitals, and for other good and valuable consideration, the receipt
and sufficiency of which are hereby acknowledged, the Cooperative Agreement shall be
modified in the following particulars:
Section 4(c) of the Cooperative Agreement (Payment) shall be repealed and replaced
as follows:
For Lifestyle Service to be provided within the City of Meridian, VRT has developed a
business plan, attached hereto as Exhibit A. The amount to be paid by Member to VRT for
Lifestyle Service start-up costs shall be $60,000.00 for the Items listed in Exhibit B, attached
hereto and incorporated herein by this reference. Upon the execution of this Addendum, VRT
will provide an invoice to Member for the amount agreed upon herein.
Page 1 of 18
ALL OTHER TERMS OF THE COOPERATIVE AGREEMENT SHALL REMAIN
THE SAME.
Each party hereto represents and warrants that each person executing this 2016 FIRST
ADDENDUM on behalf of such party is, at the time of such execution, duly authorized to do so
by such party's governing body, and is fully vested with the authority to bind such party in all
respects.
EXECUTED and effective as of the date first above written.
Valley Regional Transit:
Kelli Fairless
Executive Director
City of Meri ian:
a
Page 2 of 18
EXHIBIT A
Lifestyle Service Business Plan
Page 3 of 4
EXHIBIT B
Meridian Lifestyle Service
Valley Regional Transit will partner with a local community organization to pilot a Lifestyle
Transportation service for Meridian residents. This new service is designed to address the daily
transportation needs of seniors and persons with disabilities by providing a reliable, direct, and easy to-
use service. The service will designate two service areas, dividing the Meridian community into a
southern and northern service area. Each service area will designate an accessible vehicle and driver(s)
to provide transportation free of charge to any location within the service area boundaries. Service
hours will run operate from 9am-3pm, Monday-Saturday and will be directly operated by the partnering
community organization acting as a service provider.
The service will also partner with the Cherry Lane Library to allow riders to transfer between the two
service areas if needed. Additionally, the service will connect riders to the fixed route system, allowing
riders access to downtown Boise. However, the main focus of the service will be to provide connectivity
and easy access within Meridian.
The service is targeted to begin operations in October 2016. Valley Regional Transit will work
throughout the summer of 2016 to train the new service provider and implemented a robust marketing
strategy to promote the service. Additionally, Valley Regional Transit will purchase two new accessible
vehicles to be dedicated to the Meridian Lifestyle Service.
Provided below are the projected startup costs needed to prepare the program to be fully operational in
October 2016.
Item/Activity Costs
Vehicle 1 *20% of new vehicle $13,000
Vehicle 2 *20% of new vehicle $13,000
Marketing and Administrative Support $28,500
Provider/Driver Training $4,000
Start Up Costs (Computer, phones, workstation) $1,500
Total $60,000
Page 4 of 4
Contents
Background...................................................................................
Purpose.....................................................................................
Problem/Need..............................................................................
Solution........................................................................................
Service Area Characteristics.....................................................
Service Providers......................................................................
Ride Request Process...............................................................
Rideline Staff Duties.................................................................
Customers Outreach................................................................
Marketing Size and Conditions.....................................................
Finances........................................................................................
Expenses...................................................................................
Revenue....................................................................................
Challenges....................................................................................
Implementation Criteria...............................................................
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Access to Independence Lifestyle Service- Business Plan
Background
Valley Regional Transit (VRT) is the regional public transportation authority (RPTA) for Ada and Canyon
counties. VRT was formed by citizen vote in 1998 per the provisions in Idaho Code Title 40, Chapter 21,
and the enabling statute for RPTA's. The enabling statutes states that an RPTA maintains exclusive
jurisdiction over all publicly funded public transportation services within the established boundary (IC
40-2109). It also outlines the authorities of an RPTA which includes the responsibility to provide
efficient and effective public transportation, to coordinate regional services and encourage the provision
of services through the private sector (IC 40-2104).
VRT adopted an update to the strategic plan in 2015 reiterating the organization's mission "to develop
and manage transportation resources and to coordinate the effective and efficient delivery of safe
transportation options to the region's citizens."
Purpose
The purpose of this document is to outline the service characteristics associated with a new mobility
option for seniors and persons with disabilities, Access to Independence Lifestyle Service (Lifestyle
Service). The new service is designed to address the daily transportation needs of this population sector
by providing reliable, direct, and easy to -use service within each community. The service will designate
an accessible vehicle and driver(s) to a specific service area. The Lifestyle service will provide service to
any location within the service area boundaries for a designated number of hours per week (35-40
hrs/week).
The Lifestyle Service will be implemented through a phased approach, originating with the communities
with the greatest need for transportation services. These services will work in coordination with the
existing Community Link mobility option for seniors and persons with disabilities in the early years of
operation, but will ultimately replace or redefine the majority of Community Link partnerships as they
currently exist. These same coordinating partners may continue to provide transportation services
under an adopted framework of the Lifestyle Service. The development of the Lifestyle Service will act
to:
• Increase coverage of high quality, consistent transportation services throughout the Treasure
Valley;
• Coordinate efforts of local champions in the community to reduce duplication of services;
• Free up capacity on existing services to take on additional riders;
• Enable existing services to satisfy the demand for long distance trips (beyond service area
boundaries);
• Standardize operations for Rideline staff incorporating a dedicated vehicle that will not leave the
service area, a standardized reimbursement rate for service operations, and software
applications t to facilitate scheduling activities;
• Improve access to "quality of life services" for residents, therefore, creating an increased
independence for Treasure Valley Residents.
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Problem/Need
A major barrier to independence for seniors and persons with disabilities is the lack of transportation
options to access daily activities in their community. VRT currently offers transportation service to help
address some of these needs through an Acquisition of Service program, CommunityLink. VRT has
traditionally experienced challenges with the CommunityLink service, as many of the service providers
are unable to provide consistent service to the community beyond their constituents. Additionally, each
service provider requires a different reimbursement rate for the trips provided, and have been
inconsistent in invoice methodology/submittal, thus, causing a number of accounting challenges. Each of
these programs receives 5310 Federal Funding to support up to 80% of the cost to deliver a ride. The
remaining 20% of funding comes from and state agencies or in-kind support.
These resources are made available to each service provider to support rides for certain characteristics
(i.e., veteran, senior, Meridian resident). The various resources and rider characteristics present
challenges in maximizing program efficiency as certain rider sponsorships limit the ability to use an
available service in a given community.
The demand for these lifestyle services has seen a sharp increase in recent months, placing a strain on
VRT staff and vehicles. This growing demand is quickly exhausting the supply of vehicles and personnel.
The demand significantly impacts VRT capabilities to meet the needs of this population and concurrently
diversify mobility programs beyond seniors and persons with disabilities. A more efficient and
coordinated effort is needed to establish dedicated services specific to certain geographies t to disperse
this demand to a more appropriate and localized scale.
Establishing these geographic service areas will provide more consistency in resource allocation and
enable VRT to efficiently schedule more riders onto fewer vehicles. The use of technology to assist with
scheduling and monitoring services will facilitate the level of coordination required to adequately
service this population. Furthermore, the designation of service areas will create a simplified and easy -
to -use delivery model for riders, service providers and transit administrators.
The fundamental element to the delivery of the Lifestyle Service involves identifying local community
organizations to provide services. Local organizations with extra capacity and resources will be identified
to help lower program costs and, more importantly, promote community engagement. Identifying
locally recognized service providers was identified as a major "service criteria" by customer groups
participating in the service.
Solution
The demand for transportation services by senior and persons with disabilities will substantiate the
implementation of approximately nine service areas in the Large Urban area, four service areas in the
Small Urban area, and eight service areas in the surrounding rural area by 2021. This business plan will
focus on the urban areas. A special rural plan will be developed once urban several urban services are
fully implemented.
Service area designations are based on the amount of existing transportation options and the projected
demand from the target population. These designations are based on the assumption that one service
area should be able to accommodate 20-25 one way trips per service day. Service area boundaries will
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need to be carefully defined to ensure maximum efficiency to satisfy these performance goals. Each
service area will be equipped with one accessible vehicle from the VRT vehicle share program. However,
vehicles assigned to each service area are designed to not leave the area for trip origination; unless
there is a need for maintenance as a part of a scheduled rotation. This criteria will significantly reduce
the burden on VRT staff to consistently shuttle vehicles across the region for various partners. For riders
and transportation providers, this designated accessible vehicle will ensure that reliable transportation
is available to satisfy rider needs.
Service Area Characteristics
Each service area will differ slightly based on existing services, demographics and general makeup of
each community. However, the target size for a service area will be roughly 10-15 sq miles. These
service area parameters should be expansive enough for an appropriate and diverse number of services
and amenities; however, each community will need to be carefully examined to ensure that density,
geography and amenities are taken into account. An in-depth analysis conducted by VRT of each
targeted community will reveal the individualized specific characteristics for planning purposes.
Provided below is an example of a potential service area in Southern Boise. This example is meant to
show solely the extent of a service area (10-15 sq miles).
Figure 1 Potential Service Area in South Boise
The geographic scale of this service areas is supported by a recent study from Boise State University
which identified the average distance to grocery stores in Ada County as 1.2 miles, and the average
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distance to a convenient store/ gas station are 2.5 miles. 'The projected trip characteristics will use the
later distance (2.5 miles) as the average one-way trip for Lifestyle service customers. The projected time
to accomplish a 2.5 mile trip will be approximately 15 minutes. Particular service hours are not yet
defined; however, in order to satisfy the yearly demand for trips, an average of 36-40 hours of service
per week is estimated. Recommended service hours will be for 6 hours through the middle of the day
and be provided 6 days a week. Community specific outreach efforts will help determine the desired
hours of operation of the service.
Service Providers
The service will be directly provided by organizations located within each service area (e.g. faith -based
organizations, human service agencies). These organizations will serve as a Community Hub and will
effectively take ownership over the service area and serve as the primary source for information
regarding the Lifestyle Service. These organizations will ensure that a community -oriented service is
provided, satisfying fundamental service criteria as identified by the target population.
Service Providers will need to dedicate personnel to process ride requests, educate the public, and
manage drivers. VRT will generate manifests detailing the daily schedule for Service Provider's drivers to
follow and will coordinate daily communications with the drivers. Service Providers will work closely
with VRT on the overall management of the service; however, the majority of operational activities will
be assumed by the Service Provider.
Service Providers will be responsible for:
• Providing and managing drivers
• Managing the facility portal, and entering ride requests that do not come through the Customer
Web portal
• Printing daily manifests (back up to GoRide Tablet)
• Verifying trips and documenting appropriate performance information
• Monitoring customer feedback
• Store vehicle during non-operating hours
• Charge and maintain GoRide Tablet
• Daily upkeep of vehicles (cleaning), and
• Coordinating with VRT to promote and educate riders of service characteristics and scheduling
options.
Service Providers will be reimbursed for all costs associated with providing the service. Please see the
Cost/Revenue Model section on page 15 for an overview of reimbursement process.
The fundamental role of the Service Provider will be to maintain a consistent supply of drivers. Each
service area will need to have at least two drivers identified to ensure reliable service. One service area
could potentially hire two par- time driving positions to support the needs of the community. If drivers
are not available to provide service, the service provider will be responsible for informing the
1 https://theb]uereview.org/food-access-and-food-deserts-in-ada-county-idaho/
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public/riders. VRT will assume the responsibility of training drivers, but will not be responsible to
provide drivers.
Service Providers will also assume administrative duties and will need to have personnel available to
monitoring ride requests and assist riders with navigating the ride request platform. Many of these
responsibilities may be spread across multiple staff positions, however; there should be a designated
Provider Administrator to work directly with VRT. The Provider Administrator will be responsible for
monitoring the program, ensuring driver availability, enforce GoRide passenger/driver policies and serve
as a liaison between VRT and riders. The Provider Administrator will be required to meet periodically
with VRT to discuss program operations.
Provided below is a basic breakdown of the duties for drivers and Provider Administrators of the Service
Provider.
Position
Drivers
Provider Administrator
Duties
• Operate Vehicle During
• Process Ride Requests
Service Hours
• Print out Daily Manifests
• Provide High Quality of
for Drivers
Customer Service
• Ensure proper
• Conduct Routine
documentation of
Maintenance Check Ups
performance data
• Maintain General Upkeep
• Ensure consistent supply
of Vehicle
of drivers
• Complete Trip
• Provide customer service
Verification using GoRide
as needed
Tablet
• Refer inquiries regarding
• Participate/Facilitate
day -of- service to Rideline
GoRide's customer
• Coordinate any vehicle
satisfaction outreach
maintenance needs with
• Communicate regularly
VRT
with Rideline dispatch
• Oversee program
operations with VRT and
customers to ensure high
quality reliable service is
provided.
Ride Request Process
Rideline will make considerable efforts to reduce the amount of administrative burden on behalf of the
Provider Administrator. These efforts include the generation of manifests based on the ride requests
entered by the Provider Administrator. Rideline staff has access to a sophisticated scheduling software
system that will enable rides to be seamlessly processed and scheduled. Rideline will use this software
to review ride requests and place them on their designated Lifestyle Service van. Additionally, Rideline
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staff will be responsible for all "day -of' communication regarding manifest changes and rides status
updates.
Riders can gain access to the Lifestyle Service through two options.
1) Riders call into Community Hub to request rides over the phone.
Riders can call into the Community Hub and speak with the Provider Administrator to directly
schedule rides. A vetting process will be conducted to ensure rider requests are within the
designated service areas. The Community Hub will process ride request and enter them into a web
portal. Figure 2 demonstrates customer's ride requests process.
2) Riders sign up to use the customer portal online -
Riders will be granted access to an online venue to request rides. Access to the online portal will be
provided by riders submitting an application to receive log -in information. Rideline staff will review
rider characteristics and grant access to qualified applicants/ trips. Once approved, riders can sign
into the online portal to request rides. Provided below is an example of the Portal User Registration.
Ride Request Process Flow
Marketing initiative
informscustomers of
service characteristics and
scheduling resources
(contact info)
CUStomel's contact
service providers to
schedule ride
Customer sends email
to Rideline requesting
access to Customer
Portal
Rideline reviews customer
information and provides
Customer Portal access
information (if home is within
caruira araal
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Service provider
enters ride request
into vreb portal
Customer logs onto
Customer Portal and
enters ride request
Rideline stall
processes trips and
places them on
designated Lifestyle
Service vehicle.
Rideline Staff Duties
Several applications will be made to facilitate the scheduling optimization and monitoring process for
Rideline staff and VRT. These new applications will require additional training of Rideline staff in some
cases. The following list provides an overview of the applications that will assist Rideline staff in
processing ride requests and scheduling rides on the Lifestyle service.
• Each service area will have a designated zone within the scheduling software. This zone will
indicate whether a trip request is eligible for a particular Lifestyle service van, or will need to
be placed on another GoRide service.
• Optimizing activities will utilize these zones to ensure manifests are generated accurately.
Rideline staff will work with the Provider Administer and drivers to ensure optimizing
characteristics are appropriately assigned.
• Each vehicle will be equipped with a tablet, providing a standardized approach to monitoring
service delivery and streamlining the trip verification process. Rideline staff will work with
provider administrator to ensure driver accuracy and consistency with tablet use.
• Reminder calls will be provided 24 -hours in advance through Rideline. Rideline staff will be
responsible to update manifest due to late cancellations, no show and/or late additions.
Rideline will work closely with Provider Administrator to handle any scheduling concerns or
adaptations. For example, specialized trips to local events or grocery stores may be incorporated
into the service areas. Regularly scheduled meetings will be held to ensure effective
communication between VRT and the Service Providers.
The daily operational tasks undertaken by Rideline Staff are provided below.
Rideline Staff receives a
ride request through
Customer or Facility Portals
and reviews for
completeness.
Daily Activities
Rideline staff processes
trip request and, using
the optimizing function,
places riders on
designated Lifestyle
Service Vehicle.
End of the Month
Rideline Staff reviews
monthly service and
generates performance
report
FV
Rideline sends manifests
for the following day's
service to Service
Provider via tablet or
email.
VRT's Mobility Manager
conducts regular status
meetings with Service
Providers to address concerns
or questions
VRT staff will also be responsible to address any maintenance needs of Lifestyle Service vehicles, and will
ensure there are back up vehicles to maintain service. VRT Mobility Coordinators will consistently
monitor all vehicles in the fleet and coordinate with Service Providers regarding vehicle's needs.
VRT's Mobility Manager will continue the role of identifying community partners and facilitating the
implementation and standard operating procedures with the Service Provider. As opposed to current
conditions in which the Mobility Manager attempts to tailor programs to meet the needs of the
transportation providers, the Mobility Manager will now be equipped with the structure of a viable
program tailored to meet the needs of the community and structured to ensure a successful and
consistent delivery of service. This framework will enable the Mobility Manager to engage a diverse
range of community organizations to become new partners, as well as, to provide a sound alternative
for many CommunityLink providers to adopt a new service model.
Customers Outreach
Riders will become aware of the system and its specific characteristics through a robust marketing
initiative. This marketing initiative will include partnerships with local businesses, human service
organizations, community organizations, local government and focused social media incorporation.
Fundamental to marketing efforts will be the customer's awareness of the service boundaries and
beneficial, applicable characteristics. These areas will need to be clearly defined to ensure customers do
not place ride requests that originate or terminate outside of the service area. Additionally, marketing
materials will provide information for interested riders to submit a request into Rideline to receive
access to a customer portal, enabling them to schedule their own rides online.
Each Lifestyle Service area will have its own marketing strategy based on the available resources.
However, all marketing initiatives will ensure a clear definition of service area boundaries and rider
requirements. Utilizing a coordinated marketing approach, there are also tremendous opportunities to
work with local businesses. By generating specialized trips to local stores and events, an opportunity
exists for collaborative marketing initiatives. Fundamental to the coordinated marketing strategy will be
to highlight and to promote the s service provided by the local Service Provider. Service Providers should
be recognized throughout the community for the value to enhanced quality of life they are providing
through the delivery of the Lifestyle Service.
Marketing Size and Conditions
The Treasure Valley's senior population is growing. The following table demonstrates the change in
population by age between 2010 and 2040. This table focuses on persons 65 years of age or older. In
raw numbers, the estimated number of seniors (age 65+) will grow from 61,444 in 2010 to 231,555 in
2040, which translates to 377% growth and an additional 170,111 new seniors beyond the 2010 level.
Looking at the senior growth from 2015 — 2020, the senior population is estimated to grow by 23,116
(almost 30%). Looking at the senior growth from 2015 — 2020, the senior population is estimated to
grow by 23,116 (almost 30%). This growth represents a demand for over 53,000 one way trips in the
large urban area and over 11,000 trips in the small urban area by year 2020.
Year
Population 65+
Total Population
% of Population 65+
2010
61,444
581,288
10.6%
2015
78,982
624,998
12.6%
2020
102,098
674,974
15.1
2040
231,555
1,022,000
22.7%
The current CommunityLink delivery model will be unable to comprehensively support this level of
service throughout the region. The proposed strategy will introduce nine service areas in the Large
Urban area and four services areas in the small urban area by the year 2021. These efforts provide an
approach to phase out current Community Link operations in favor of the new Lifestyle Service. Full
implementation of these service areas will address the demand in the region.
Finances
Expenses
The table below demonstrates the overall expenses associated with the growth of the Lifestyle Service
solution over the next five years. The growth of the program will include the transition of current
Community Link providers into Lifestyle Service Providers . For example, the large growth in 2018
represents CommunityLink providers: SHIP, Eagle Senior Center and Star Senior Center making the
transition into Lifestyle Service Areas. CCOA will go through a similar transition beginning in 2019. In
addition to CommunityLink transitions, the Lifestyle program will incorporate new Service Providers.
The Revenue Model on page 12 will demonstrate the proposed funding allocation to support the
Programs Expenses.
Expenses
Number of Service Areas
2017
2018
2019
2020
2021
3 8 10 12
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Operations
$229,026
$626,004
$802,068
$986,544
$1,095,475
Preventative Maintenance
$29,616
$80,950
$103,718
$127,573
$141,659
Capital
$27,900
$76,260
$97,708
$120,181
$133,451
Administration
$6,846
$18,712
$23,975
$29,490
$32,746
Total
$293,388
$801,927
$1,027,469
$1,263,787
$1,403,330
Operations costs consist of a $15/hour wage for the Service Provider's Program Administrator and
drivers. In addition to fuel, these costs are to be directly reimbursed to the Service Provider on a
monthly basis. Additional costs to support the ongoing operations of the service including: data plan,
marketing, and Rideline wages are to be allocated through VRT internally. The base operational costs
for one service area are provided below.
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Lifestyle Breakdown —1 Area
OP
Wages
$55,800*
OP
Fuel
$4,069*
OP
Data Plan
$198
OP
Driver Training
$1,200
OP
Rideline Scheduler
$10,075
OP
Marketing
$5,000
*Service Provider Reimbursements (see
page 12)
Preventative Maintenance costs are based the metrics used by VRT's ACCESS paratransit service. These
metrics assign $.50/mile to vehicles to ensure a healthy and reliable vehicle fleet. Based on the
projected demand and trip characteristics of Lifestyle services, each service will require $9,872 in
preventative maintenance. Annual capital costs for each program include a depreciation of $9,300.
These funds will go towards the purchase of a new replacement vehicle in 7 years. Administrative costs
consist of vehicle insurance ($2,222/year) and minor expenses associated with driver certification.
Revenue
Each Lifestyle program will be made eligible for either FTA 5310 AOS funding or FTA 5307 funds. Both
Federal funding sources will be utilized to help support the service throughout the region. In
determining a service area's Federal funding source, several criteria will be examined. This criterion
includes: current provider status, most immediate community need, service geography, and overall
availability of funding sources. The implementation of the Lifestyle Service concept in the Treasure
Valley presents an opportunity to reduce the region's reliance on Federal funds to support mobility
initiatives. Regardless of a program's Federal funding source, each service area will strive to achieve
equal from local funding sources. Local funding can come from a variety of resources, including local
government, local businesses, in-kind contributions and state agencies. Presented below is the proposed
funding allocation to address the first five years of the Lifestyle Service.
Revenue
2017
2018
2019
2020
2021
5307 LU
$156,475
$96,242
$98,648
$153,671
$216,200
5310 LU
X
$260,629
$248,620
$252,785
$264,706
5310SU
$78,238
$128,315
$180,766
$235,763
$220,500
Federal Funding
Total
$234,710
$485,185
$528,034
$642,219
$701,655
Local Funding
Total
$58,678
$316,742
$499,435
$621,568
$701,675
*If needed 5307 SU funding can be used to support Lifestyle Services in the Small Urban Area
The graphic below represents the flow of funds to support a Lifestyle Serivice for operations.
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Federal Funds:
5310/5307
Local Funds:
Local Government
Local Businesses
Community
Organizations
State Agencies (AAA)
Valley Regional Transit
receives full cost of
operations
Valley Regional Transit
retains remainder of
costs to support ongoing
operations
*Valley Regional Transit
reimburses service provider
for labor, fuel and
associated service costs
Challenges
There are several potential barriers that may impact the success of the Lifestyle Service on a regional
level. These barriers are detailed below, with solutions on how to address them moving forward.
1) Challenge -Rider demand
Despite the demographic trends indicating an aging population that is likely to have a need for
supportive transportation, there is the possibility that riders will not use public transit.
Solution- A robust outreach strategy and careful analysis should be conducted prior to a
Service's launch. These activities should provide enough details on the desirability and intended
use of a Service. Prior to service launch and throughout the Service's operations, marketing
efforts aimed towards generating ridership should be adopted, a marketing micro plan for each
community will be developed to ensure effective participation. Consistent communication with
riders and the community regarding new opportunities should also be considered. Coordinating
"social trips" to grocery stores and key destinations are one alternative to help booster the
programs visibility. VRT's Mobility Manager will facilitate these types of non-traditional
activities.
2) Challenge- Provider participation
Some communities may have difficulty establishing a community hub/service provider.
Solution- Extensive outreach is encouraged to ensure all potential organizations have an
opportunity to participate in the Service. In a worst case scenario, if there are no providers
available within a community, VRT could potential assume the role on a short term basis. The
option should only be made available after all other opportunities have been exhausted. For
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communities without a plan or vision to establish a community hub/ service provider, careful
consideration should be made before following through with service delivery.
3) Challenge- Funding
Local funding always has the potential to limit service.
Solution- Prior to a full adoption of a Lifestyle Service area, dedicated funding sources must be
identified. Additionally, throughout the implementation of a Service, new funding sources
should consistently be pursued. As provided in the Finances section, each new Service Provider
is supported with 80% of program costs provided through Federal funds for the first year.
However, after the first year this amount is reduced to 50%, requiring higher contributions from
local sources. This reduced reliance on Federal funds is fundamental to the sustainability for a
regional public transportation system, to ensure adequate coverage throughout the region.
Implementation Criteria
In order for a Service to be deemed eligible to begin opertations, the following criteria must be
addressed.
The Service Provider will be fully equipped with:
• At least two fully trained drivers
• A Provider Administratior fully trained on Portals software
• A workstation to process ride requests
• An accessible vehicle equipped with tablet
• Copy of rider policies and procedures
• Established accounting process to invoice and receive reimbursments
• Marketing material
• Formal proceess to refer day of service inquiries to Valley Regional Transit
Valley Regional Transit will distrubute a Provider Handbook detailing the steps and operating procedures
to implement the service.
Rideline will be equipped with:
• Service area zone installed in Software system
• Optimization function specific to each Service area
• Working relationship with Service Provider's Provider Administrator and drivers
• Processes in place to sign up riders for service
Customer base will be equipped with:
• Knowledge of Service area boundaries
• Knowledge of GoRide Passenger Policies
• Step by step guide to access to online portal
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• Contact information to reach service provider to schedule rides over the phone
Once the Lifestyle Service is fully operational, on a monthly basis,Service Providers will receive a
monthly reimbursment for service hours of drivers and provider administrators. These reimbursements
will be based on a predetermined level of service provided per week, approximately 36-40 hours/ week
and fuel ,and minor upkeep submitted through monthly invoices. Additional costs associated with
operation service (utilities, phones etc.) may also be discussed and incorporated into monthly
reimbursements.
<END>
14
(e) regional r o
TOPIC: Access to Independence: Meridian Lifestyle Service
DATE: July 20, 2016
Summary:
Valley Regional Transit will partner with a local community organization (Harvest Church) to pilot a
Lifestyle Transportation service for Meridian residents. This new service is designed to address the daily
transportation needs of seniors and persons with disabilities by providing a reliable, direct, and easy to -
use service. The service will designate two service areas, dividing the Meridian community into a
southern and northern service area (see Figure 1). Each service area will assign an accessible vehicle and
driver(s) to provide transportation free of charge to any location within the service area boundaries.
Service hours will run operate from 9am-3pm, Monday -Saturday and will be directly operated by the
partnering community organization acting as a service provider.
The service will partner with the Cherry Lane Library to allow riders to transfer between the two service
areas if needed. Additionally, the service will connect riders to the fixed route system, providing access
to Boise and Canyon County. However, the main focus of the service will be to provide connectivity and
easy access within Meridian.
The service is targeted to begin operations in October 2016. Financial support for the program's
implementation and first year operations will be requested from the City of Meridian. Additional
partners will be incorporated to support ongoing costs beyond the pilot year. Valley Regional Transit will
provide FTA funds to match local contributions at an 80/20 rate for the first year, and a 50/50 rate for
the following years.
Provided below is the cost distribution for the first 3 year for the two service areas. If needed, additional
service areas may be incorporated to support additional demand.
700 NE 2nd Street, Suite 100 0 Meridian, ID 83642 • p: 208.846.8547 • f: 208.846.8564 & 1.855.345.7433
2017
2018
2019
Total
Fed
Local
Total
Fed
Local
Total
Fed
Local
Meridian N
Lifestyle
$97,797
$78,238
$19,559
$96,242
$48,121
$48,121
$98,648
$49,324
$49,324
Meridian S
Lifestyle
$97,797
$78,238
$19,559
$96,242
$48,121
$48,121
$98,648
$49,324
$49,324
700 NE 2nd Street, Suite 100 0 Meridian, ID 83642 • p: 208.846.8547 • f: 208.846.8564 & 1.855.345.7433
In order to ensure the program's success, VRT is requesting $60,000 from the City of Meridian to
support a successful launch of the program. Provided below are the proposed expenditures.
Item/Activity
Costs
Vehicle 1 *20% of new vehicle
$13,000
Vehicle 2 *20% of new vehicle
$13,000
Marketing and Administrative Support
$28,500
Provider/Driver Training
$4,000
Start Up Costs (Computer, phones, workstation)
$1,500
Imperative to the success of the program will be to ensure there is marketing and administrative
support to guide the new service provider and educate Meridian residents on the new service.
Marketing initiatives will include approximately $6,000 towards add space in local newspapers, $3,000
in collateral design, $2,500 in printing expenses, and the remainder to be put towards outreach
initiatives and website development. These efforts will take place throughout the summer and fall of
2016.
Valley Regional Transit Planner, Tod Morris, will present the Meridian Lifestyle Service to the Meridian
City Council on July 26, 2016. For more information please contact Tod Morris at 208-258-2713,
tmorris@vallevregionaltransit.org.
COOPERATIVE AGREEMENT
BETWEEN
VALLEY REGIONAL TRANSIT
AND
CITY OF MERIDIAN
FOR
ANNUAL ASSESSMENT
AND
SERVICE CONTRIBUTION
1',
THIS COOPERATIVE AGREEMENT ("Agreement") is entered into this day of
N pVe—nAbelv' 20 0 by and between VALLEY REGIONAL TRANSIT, a regional public
transportation authority authorized under Chapter 21, Title 40, Idaho Code ("VRT"), and the
City of Meridian, a municipal corporation organized, existing and authorized under Chapter 1,
Title 50, Idaho Code ("Member")
RECITALS
A. VRT is the regional public transportation authority created to serve Ada and
Canyon Counties, pursuant to Chapter 21, Title 40, Idaho Code, and as a result of November 3,
1998 public referendum. VRT provides publicly funded or publicly subsidized transportation
services and programs in Ada and Canyon Counties.
B. Member is a municipal corporation authorized under Chapter 1, Title 50, Idaho
Code.
C. Idaho Code § 40-2109(7) provides that VRT may enter into cooperative
agreements with the state, other authorities, counties, cities and highway districts under the
provisions of Idaho Code § 67-2328, which expressly authorizes public agencies to enter into
agreements with one another for cooperative action for purposes within the power, privilege, or
authority of said agencies.
D. Idaho Code § 40-2110 provides that counties, cities, highway districts and other
governmental entities in the region may enter into cooperative agreements with the regional
public transportation authority in order to contribute funds from any source in recognition of
costs of the authority.
E. There are two primary programs which VRT budgets and funds each year. First,
VRT budgets and establishes annual assessments for its regular and special members, with
assessments for its regular members calculated pursuant to a population based formula, and
assessments for its special members calculated pursuant to a negotiated amount. Second, VRT
budgets and establishes service contribution requirements to support the operation of motor bus
services within the Nampa Urbanized Area and the Boise Urbanized Area.
F. VRT has budgeted $207,243 for Member to contribute for its annual assessment
and service contribution; Member has budgeted the same amount for its VRT annual assessment
and service contribution.
Page 1 of 5
G. Service contributions support the following modes:
1) Nampa Express Service (Routes 40 & 43): Operates between Nampa and Boise
making a limited number of designated stops in Caldwell, Meridian, and Boise.
The service operates Monday thru Friday from 5:35 A.M. to 6:25 P.M. The
service generally utilizes 24 passenger, 2 wheelchair capacity buses each
equipped with a bicycle rack.
2) Nampa Limited Stop Service (Route 42): Operates between Nampa and Boise
making several designated stops in Nampa, Meridian, and Boise. The service
operates Monday thru Friday from 5:35 A.M. to 8:27 P.M. The service generally
utilizes 20 passenger, 2 wheelchair capacity buses each equipped with a bicycle
rack.
3). Additional Meridian service (to be determined). VRT will bill the City of
Meridian up to $60,000 annually after the service is determined and implemented
pursuant to the terms of this Agreement.
4). The Community Link transportation network for Older Adults and Persons
with Disabilities. Member will provide up to $30,000 annually as local match for
this program.
AGREEMENT
NOW, THEREFORE, in consideration of foregoing recitals, which are made a part of
this Agreement and not mere recitals, and for other good and valuable consideration, the receipt
and sufficiency of which are hereby acknowledged, it is mutually agreed as follows:
Section 1. Term
This Agreement shall be in effect from the 1St day of October, 2015, and will terminate on
the 30th day of September, 2016, unless earlier terminated pursuant the mutual written agreement
of the parties hereto.
Section 2. Purpose
The purpose of this Agreement is:
a) For Member to pay annual assessment and a service contribution to VRT for
Fiscal Year 2016 in the amount of $117,243 in contribution to the costs of VRT and in support of
transportation services within the Boise Urbanized Area and the Nampa Urbanized Area.
b) For Member to pay monthly invoiced costs in support of the Community Link
network for Older Adults and Persons with Disabilities. Total payment by Member will not
exceed $30,000 annually.
c) For Member to pay for additional service within the City of Meridian. Upon
implementation of any additional service, VRT will bill Member for the cost of service. Total
cost of such additional service shall not exceed $60,000 annually.
Page 2 of 5
d) For VRT to use said annual assessment for costs budgeted under its regional
planning and program administration, and to use said service contribution for costs budgeted
under its regional operating plan.
Section 3. Compliance
VRT, in using said assessment and service contributions, shall comply with all conditions
required by applicable federal, state and local laws and regulations, and shall maintain, in
accordance with generally accepted accounting practices and principles, records and books of
account regarding said dues and operating costs.
Section 4. Payment
a) Member shall pay its annual assessment and service contribution up to the
aforesaid amount of $117,243 within 30 days of invoice to VRT at the following address, unless
Member is notified in writing by VRT of a new address:
Valley Regional Transit
700 NE 2nd St Suite 100
Meridian, Idaho 83642
b) For Community Link network trips, VRT will provide monthly invoices to
member indicating the number of trips completed during the billing period and Member's
portion of the cost of the trips. All trips will be purchased on a per ride basis. The current per
ride amount is $15. In the event that there is a planned increase in the per ride amount, VRT
shall notify member in writing of the amount of the increase. Documentation of the number of
rides being purchased will be included with each invoice. VRT will pay 80% of the cost of the
ride and member will pay 20% of the cost of the ride. Member will pay up to $30,000 annually
in support of the Community Link network.
c) For additional service provided within the City of Meridian, member and VRT
will cooperatively develop plans for the additional service. The parties shall memorialize the
details of the additional service and the exact amount to be paid by member through the
execution of an addendum to this Agreement. Upon the execution of an addendum, VRT will
provide an invoice for the additional service upon implementation of said service. Member will
pay the agreed upon amount, up to $60,000 annually for additional service.
d) Member's address, for the purpose of notice or correspondence, unless VRT is
notified in writing by Member of a new address, is as follows:
City of Meridian
33 E. Broadway
Meridian, Idaho 83642
Section 5. Miscellaneous
a) Each party hereto represents and warrants that each person executing this
Agreement on behalf of such party is, at the time of such execution, duly authorized to do
Page 3 of 5
so by such party's governing body, and is fully vested with the authority to bind such
party in all respects.
b) If any provision of this Agreement is held invalid, illegal, or unenforceable, the
remainder shall be construed to conform to the intent of the parties, and shall survive
the severed provisions.
c) Except as provided otherwise herein, this Agreement and any attachments hereto
constitute the entire Agreement between VRT and Member concerning the subject
matter hereof. The provisions of this Agreement shall be construed as a whole and
not strictly for or against any party.
d) The captions and headings in this Agreement are for reference only and shall not be
deemed to define or limit the scope or intent of any of the terms, covenants,
conditions or agreements contained herein.
e) This Agreement is not intended to create, nor shall it in any way be interpreted or
construed to create, any third party beneficiary rights in any person not a party hereto.
f) This Agreement shall be binding on the parties hereto, and their successors and
assigns.
Section 6. Indemnification
To the extent permissible by law, VRT shall indemnify, defend, protect and hold harmless
Member, and it's officers, agents and employees, from and against any and all liabilities, losses,
suits, claims, judgments, fines or demands arising by reason of injury or death of any person or
damage to any property, including all reasonable costs for investigation and defense thereof
including but not limited to attorney fees, court costs, and expert fees), of any nature whatsoever
collectively, "Claims") arising out of or incident to this Agreement, and any renewal or
extension thereof, and arising out of or caused by the negligent or intentional acts or omissions
of VRT, it's officers, agents and employees, regardless of where the injury, death, or damage
may occur, except to the extent any such Claims arise out of or are caused by the negligent or
intentional act or omission of Member or it's officers, agents and employees. Member shall give
to VRT reasonable notice of any such Claims. VRT shall notify Member of the counsel to be
used in carrying out its obligations hereunder. Member must state any reasonable objection that
it may have regarding the use of said counsel. The provisions of this section shall be deemed to
be a separate contract between the parties and shall survive the expiration or any default,
termination or forfeiture of this Agreement, and any renewal or extension thereof.
Notwithstanding anything to the contrary in the foregoing, Member's right to indemnification
pursuant to the foregoing shall be limited to indemnification for such Claims for which Member
incurs actual liability or expense. The foregoing indemnification includes, without limitation, any
Claim arising out of or caused by the noncompliance of any services, programs, or activities
provided by VRT under this Agreement with all applicable federal, state, and local statutes,
regulations, and requirements, including, but not limited to, the Americans with Disabilities Act
ADA). Notwithstanding anything to the contrary in the foregoing, (i) no employee or officer of
VRT shall be personally liable to Member under this Agreement, (ii) with respect to third party
Claims, both VRT and Member expressly reserve any and all of the privileges and immunities
available to them, if any, under Idaho law, and (iii) the agreement of VRT to hold harmless or
Page 4 of 5
indemnify Member shall be limited to, and be payable only from, VRT's available insurance or
self-insurance coverage for liability assumed by contract available as a part of its general liability
insurance program."
EXECUTED and effective as of the date first above written.
Valley Regional Transit:
Kelli Fairless
Executive Director
City of Meridian:
Page 5 of 5