Operations & Finance Committee Meeting Agenda Nashville MTA Committee Meetings Music City Central Meeting Room 400 Charlotte Ave., Nashville, TN 37219 Thursday, April 26, 2018 The Operations & Finance Committee will begin at 1:30 p.m. Operations & Finance Committee Walter Searcy, Chair Hannah Paramore Breen, Member 1. Call to Order 2. Discussion Items a. Monthly Financial Report Compared to Budget Ed Oliphant, Chief Financial Officer b. Debt Obligation Notification Ed Oliphant, Chief Financial Officer c. Monthly Operating Statistics India Birdsong, Chief Operating Officer d. Operations Improvement Plan India Birdsong, Chief Operating Officer; Carolyn Riggs-Farrar, Operations Director; & Rick Dooley, Maintenance Director 3. Action Items a. Cisco Systems, Inc. Presidio Networked Solutions Rob McElhaney, IT Manager 4. Other Business 5. Adjourn OF-D-18-008 OF-D-18-009 OF-D-18-010 OF-D-18-011 OF-A-18-002
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-18-008 Meeting Date: 04/26/18 Item Title: MONTHLY FINANCIAL REPORT COMPARED TO BUDGET BACKGROUND Attached is a statement of operations for the month of February 2018 compared to the budget and a balance sheet as of February 28, 2018. CURRENT STATUS Chief Financial Officer Ed Oliphant will review the statements at the committee meeting. Approved: Chief Financial Officer April 20, 2018 Date 1
Metropolitan Transit Authority Statement of Operations Compared to Budget For the Period Ending February 28, 2018 UNAUDITED Actual Month Month End F / Prior Year Actual Budget Y-T-D F / Original Month Budget Variance U Y-T-D Y-T-D Y-T-D Variance U Budget Revenue form Operations: Passenger Fares $472,063 $570,500 ($98,437) U $6,470,380 $4,831,323 $4,857,100 ($25,777) U $7,217,000 Access Ride 79,960 62,200 17,760 F 564,469 559,598 575,750 (16,152) U 864,900 Contract Revenues 206,687 212,815 (6,128) U 1,651,254 1,686,053 1,702,530 (16,477) U 2,553,800 Advertising 76,996 92,000 (15,004) U 689,549 741,427 729,000 12,427 F 1,100,000 Other Non-Trans Revenue 81,922 84,679 (2,757) U 779,444 708,007 708,733 (726) U 1,062,450 Total Operating Revenue 917,628 1,022,194 (104,566) U 10,155,096 8,526,408 8,573,113 (46,705) U 12,798,150 Federal/State/Local Income: Local Assistance 5,300,000 4,300,000 1,000,000 F 37,250,000 41,850,000 40,850,000 1,000,000 F 48,635,900 State Assistance 0 0 0 F 4,653,700 4,723,500 4,723,500 0 F 4,723,500 Federal Assistance - CMAQ 161,426 158,500 2,926 F 1,270,856 1,280,165 1,266,500 13,665 F 1,900,000 Federal Assistance - JARC/New Free 108,079 107,610 469 F 265,741 867,242 860,880 6,362 F 1,291,320 Total Assistance Income 5,569,505 4,566,110 1,003,395 F 43,440,297 48,720,907 47,700,880 1,020,027 F 56,550,720 Capital Revenue: Capital Operating Reimbursement 0 0 0 F 0 0 0 0 F 9,563,300 Capital ADA Reimbursement 0 0 0 F 0 0 0 0 F 2,750,000 Total Capital Income 0 0 0 F 0 0 0 0 F 12,313,300 Total Revenue $6,487,133 $5,588,304 $898,829 F $53,595,393 $57,247,315 $56,273,993 $973,322 F $81,662,170 Expenses from Operations: Labor and Fringes $4,629,210 $4,636,591 $7,381 F $36,231,329 $38,130,091 $38,463,435 $333,344 F $57,850,140 Services 699,006 662,973 (36,033) U 4,890,777 5,463,484 5,297,609 (165,875) U 7,970,200 Fuel 309,472 428,614 119,142 F 2,330,378 2,855,426 3,368,067 512,641 F 5,142,785 Parts, Materials and Supplies 685,038 514,696 (170,342) U 3,530,662 4,254,280 4,206,475 (47,805) U 6,357,220 Utilities 124,773 119,445 (5,328) U 850,891 833,645 969,310 135,665 F 1,430,850 Casualty and Liability 173,950 176,817 2,867 F 1,481,912 1,460,676 1,414,536 (46,140) U 2,121,800 Other 24,823 59,318 34,495 F 372,226 403,260 573,377 170,117 F 789,175 Total Operating Expenses 6,646,272 6,598,454 (47,818) U 49,688,175 53,400,862 54,292,809 891,947 F 81,662,170 Surplus / (Deficit) before GASB 33 ($159,139) ($1,010,150) $851,011 F $3,907,218 $3,846,453 $1,981,184 $1,865,269 F $0 Capital Grant Revenue 954,924 954,924 F 2,868,048 12,159,592 12,159,592 F 0 Rental income - MCC Amortization 49,167 49,167 F 393,336 393,336 393,336 F Gain/(Loss) on Sale of Property 256 256 F (2,801) (25,464) (25,464) U Comp Op Analysis & Traincaster 0 0 F 0 (72,354) (72,354) U Depreciation (1,251,548) (1,251,548) U (10,862,219) (9,941,343) (9,941,343) U 0 Surplus / (Deficit) ($406,340) ($1,010,150) $603,810 F ($3,696,418) $6,360,220 $1,981,184 $4,379,036 F $0 2
Metropolitan Transit Authority Comparative Balance Sheets Month Ended Month Ended February 28, 2018 June 30, 2017 (unaudited) (unaudited) CURRENT ASSETS Cash and cash equivalents $5,940,991 $2,254,719 Receivables from federal, state and local government 2,055,290 5,028,295 Accounts receivable 1,476,361 1,744,529 Materials and supplies 2,916,164 3,096,646 Prepaid expense and other 1,215,011 754,835 Pension Deferred Outflow 6,412,991 6,412,991 Total Current Assets 20,016,808 19,292,015 PROPERTY AND EQUIPMENT Land 14,733,025 14,733,025 Building, shelter and benches 96,201,867 93,878,816 Revenue equipment and parts 127,418,234 121,291,561 Office furniture and equipment 4,247,230 4,098,720 Other 11,054,320 8,540,355 253,654,676 242,542,477 Less: Accumulated Depreciation (124,046,494) (115,814,900) Total Property and equipment, net 129,608,182 126,727,577 OTHER ASSETS Cash and investments for self-insurance and other 9,051,682 13,664,028 TOTAL ASSETS $158,676,672 $159,683,620 LIABILITIES AND NET ASSETS CURRENT LIABILITIES Accounts payable $2,481,888 $3,277,698 Accrued expenses 6,110,739 6,089,065 Deferred revenue 47,081 46,466 Note Payable 0 2,850,000 Total Current Liabilities 8,639,708 12,263,229 NON-CURRENT LIABILITIES Deferred Revenue 8,754,129 9,147,465 Refundable Grants 1,235,641 5,185,951 Net Pension Liability 16,972,784 16,972,784 Pension Deferred Inflow 1,262,057 1,262,057 Net other postemployment benefits obligations 42,936,147 42,936,147 NET ASSETS Invested in capital assets 120,854,053 114,730,112 Reserve for capital purchases 8,701,682 13,314,038 Unrestricted (57,039,749) (46,502,782) Current Year Surplus / (deficit) 6,360,220 (9,625,381) Total Net Assets 78,876,206 71,915,987 TOTAL LIABILITIES AND NET ASSETS $158,676,672 $159,683,620 Current Ratio 2.32 1.57 Quick Ratio 1.10 0.74 Working Capital 4,964,109 615,795 3
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-18-009 Meeting Date: 04/26/18 Item Title: DEBT OBLIGATION NOTIFICATION BACKGROUND In March 2018, the Nashville Metropolitan Transit Authority (Nashville MTA) Board authorized the Nashville MTA to enter into a temporary loan for $12.4 million with Fifth Third Bank with the possibility of increasing the loan up to $13 million once Metro Council increases the Nashville MTA s borrowing limit through the FY2019 budget resolution process, which will become effective July 1, 2018. The loan was needed due to delays in receiving the FY2018 Section 5307 formula capital grant funding. The Nashville MTA uses a portion of this grant funding to pay preventive maintenance and paratransit operating costs. The State of Tennessee Comptroller s Office requires any public entity to submit a report of debt obligations to be filed within 45 days of entering into any debt agreement. It must also be presented to the governing body of the public entity and be included in a public meeting. A copy of the submission, which is included for your reference, was filed with the Comptroller s Office on April 5, 2018. CURRENT STATUS We signed a renewal of our Revolving Credit Promissory Note with Fifth Third Bank effective April 1, 2018, increasing our borrowing capacity from $11.2 million to $12.4 million with an expiration of the note on April 1, 2019. This loan is needed to cover our cash flow needs through the remainder of the fiscal year ending June 30, 2018. The terms of the loan are as follows: Term 1 year Maturity Date April 1, 2019 Interest Rate Variable LIBOR Rate plus 1.75% Legal Fee $729 paid to Butler Snow Law Firm representing Fifth Third Bank Non-Use Fee 20 basis points on the daily unused principal amount of the note, charged quarterly. Maximum fee will not exceed $24,800 on $12.4 million and $25,700 if the loan is increased to $13 million. We are in the process of submitting our grant application to the Federal Transit Administration (FTA) in order to gain access to this funding as it relates to our preventive maintenance and Americans with Disabilities Act (ADA) paratransit services. The grant application process typically takes anywhere from 60 to 90 days. As soon as we receive these grant funds, the loan will be paid down to minimize our interest expense. Approved: Chief Financial Officer April 20, 2018 Date 4
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Page 2 of 3 REPORT ON DEBT OBLIGATION (Pursuant to Tennessee Code Annotated Section 9-21-151) State Form No. CT-0253 Revised Effective 1/1/14 10. Maturity Dates, Amounts and Interest Rates*: I Interest Year Amount Rate Year I 2018 $12 400 000.00 % $ $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ $ % $ I Amount I Interest Rate % % % % % % % % % % % If more space is needed, attach an additional sheet. If (1) the debt has a final maturity of 31 or more years from the date of issuance, (2) principal repayment is delayed for two or more years, or (3) debt service payments are not level throughout the retirement period, then a cumulative repayment schedule (grouped in 5 year increments out to 30 years) including this and all other entity debt secured by the same source MUST BE PREPARED AND ATTACHED. For purposes of this form, debt secured by an ad valorem tax pledge and debt secured by a dual ad valorem tax and revenue pledge are secured by the same source. Also, debt secured by the same revenue stream, no matter what lien level, is considered secured by the same source. * This section is not applicable to the Initial Report for a Borrowing Program. 11. Cost of Issuance and Professionals: ONo costs or professionals Ml l11 1 (Round to nearest$) Financial Advisor Fees $ 0 Legal Fees $ 729 BUTLER SNOW LLP Bond Counsel $ 0 Issuer's Counsel $ 0 Trustee's Counsel $ 0 Bank Counsel $ 0 Disclosure Counsel $ 0 $ 0 Paying Agent Fees $ 0 Registrar Fees $ 0 Trustee Fees $ 0 Remarketing Agent Fees $ 0 Liquidity Fees $ 0 Rating Agency Fees $ 0 Credit Enhancement Fees $ 0 Bank Closing Costs $ 0 Underwriter's Discount ----% Take Down $ 0 Management Fee $ 0 Risk Premium $ 0 Underwriter's Counsel $ 0 Other expenses $ 0 Printing and Advertising Fees $ 0 Issuer/Administrator Program Fees $ 0 Real Estate Fees $ 0 Sponsorship/Referral Fee $ 0 Other Costs $ FIRM NAME TOTAL COSTS $ 729 6
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NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-18-010 Meeting Date: 04/26/18 Item Title: MONTHLY OPERATING STATISTICS BACKGROUND Attached are monthly operating statistics through February 2018. CURRENT STATUS Chief Operating Officer India Birdsong will review the statistics at the committee meeting. Approved: Chief Operating Officer April 20, 2018 Date 8
MTA Operations Dashboard Report February 2018 February 2017 Pct. Change Average Monthly Goals Ridership Total Passengers Bus 742,023 742,157 0.0% AccessRide (MTA) 25,539 23,949 6.6% AccessRide (Overflow/Taxi) 10,889 13,211-17.6% AccessRide Total 36,428 37,160-2.0% Total 778,451 779,317-0.1% 850,000 Passengers per Revenue Hour Bus 17.9 19.1-6.1% 20 AccessRide 2.14 2.08 2.9% 2.15 Total Scheduled Revenue Hours 53,417 50,476 5.8% Total Cost Per Scheduled Revenue Hour of Service $118.81 $113.06 5.1% Safety Miles Between Total Accidents 30,622 34,707-11.8% 40,000 Miles Between Preventable Accidents 673,676 164,857 308.6% 325,000 Preventable Accidents 0 4-100.0% Non-Preventable Accidents 22 15 46.7% Internal Accidents 0 2-100.0% External Accidents 22 17 29.4% Service Quality Bus Trip Completion Percentage 99.4% 99.6% -0.3% 99.9% AccessRide Trip Denials 0 0 0.0% 0.0% Miles Between Road Calls 3,223 6,106-47.2% 7,000 On-Time Performance Bus 86.3% 86.8% -0.5% 90.0% AccessRide 81.5% 87.1% -5.6% 90.0% Customer Care Passengers Carried Per Complaint Bus 6,871 6,872 0.0% 8,000 AccessRide 311 1,062-70.7% 950 Total Calls Received 26,189 24,226 8.1% Percent of Calls Answered 93.1% 96.8% -3.8% 95.0% 9
MTA Operations Dashboard Report FY 2018 February FY 2017 February Pct. Change Average Monthly Goals Ridership Total Passengers Bus 6,159,081 6,241,437-1.3% AccessRide (MTA) 208,605 198,440 5.1% AccessRide (Overflow/Taxi) 90,078 103,296-12.8% AccessRide Total 298,683 301,736-1.0% Total 6,457,764 6,543,173-1.3% 6,800,000 Passengers per Revenue Hour Bus 17.7 18.8-5.9% 20 AccessRide 2.05 2.04 0.5% 2.15 Total Scheduled Revenue Hours 449,603 428,741 4.9% Total Cost Per Scheduled Revenue Hour of Service $111.81 $108.88 2.7% Safety Miles Between Total Accidents 34,772 36,244-4.1% 40,000 Miles Between Preventable Accidents 316,813 295,674 7.1% 325,000 Preventable Accidents 18 19-5.3% Non-Preventable Accidents 146 136 7.4% Internal Accidents 3 7-57.1% External Accidents 158 148 6.8% Service Quality Bus Trip Completion Percentage 99.5% 99.7% -0.2% 99.9% AccessRide Trip Denials 0 0 0.0% 0.0% Miles Between Road Calls 2,585 5,529-53.2% 7,000 On-Time Performance Bus 85.8% 84.7% 1.1% 90.0% AccessRide 83.5% 85.6% -2.0% 90.0% Customer Care Passengers Carried Per Complaint Bus 7,306 7,404-1.3% 8,000 AccessRide 494 857-42.4% 950 Total Calls Received 224,358 207,930 7.9% Percent of Calls Answered 92.6% 96.3% -3.6% 95.0% 10
MTA Operations Dashboard Glossary Metric Ridership Total Passengers Bus AccessRide (MTA) AccessRide (Overflow/Taxi) AccessRide Total Passengers per Revenue Hour Bus AccessRide Total Scheduled Revenue Hours Definitons Total fixed route passenger boardings on all MTA operated services Total paratransit passenger boardings on MTA vans Total paratransit passenger boardings on 3rd party service providers Total paratransit boardings (MTA vans and 3rd party service providers) Total fixed route passenger boardings divided by total scheduled fixed route revenue vehicle hours. Total paratransit boardings on MTA vans divided by total scheduled paratransit revenue vehicle hours. Total fixed route and paratransit scheduled revenue vehicle hours. Note: Revenue vehicle hours are total vehicle in-service hours excluding vehicle travel from the garage to the first timepoint (or pickup for paratransit) and from the last timepoint (or pickup) to the garage. Total Cost Per Scheduled Revenue Hour of Service Total fully allocated cost to deliver service divided by the total scheduled revenue hours. Safety Miles Between Total Accidents Miles Between Preventable Accidents Preventable Accidents Non-Preventable Accidents Internal Accidents External Accidents Total number of miles travelled by all MTA revenue vehicles (fixed route and paratransit) divided by the total number of accidents. Total number of miles travelled by all MTA revenue vehicles (fixed route and paratransit) divided by the total number of preventable accidents. A motor vehicle collision, in which the Operator did not do everything reasonable to avoid a collision, committed an error or failed to react to the errors of others. A motor vehicle collision in which the Operator committed no driving error and reacted reasonably to the errors of others. A motor vehicle collision that occurs on Nestor or Myatt yard. A motor vehicle collision that occurs outside of Nestor or Myatt yard. Service Quality Bus Trip Completion Percentage Percentage of one-way fixed route revenue trips completed versus scheduled. 11
MTA Operations Dashboard Glossary Metric Definitons AccessRide Trip Denials Miles Between Road Calls Total number of paratransit trips that cannot be scheduled within one hour before or after the customer's requested pick-up time. Any mechanical failure, excluding farebox and accidents. Bus and AccessRide metrics will be reported separately. Bus On-Time Performance Percentage of total scheduled fixed route timepoint departures occurring between 59 seconds early and 5 minutes 59 seconds late. Customer Care Passengers Carried Per Complaint Bus AccessRide Total fixed route passengers divided by total fixed route customer complaints. Total paratransit (MTA and 3rd Party service providers) passengers divided by total paratransit customer complaints. Total Calls Received Percent of Calls Answered Percentage of calls received that were answered. Unanswered calls are calls that are lost for any reason once in the customer call phone queue. 12
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: OF-D-18-011 Meeting Date: 04/26/18 Item Title: OPERATIONS IMPROVEMENT PLAN BACKGROUND In an effort to improve the delivery of safe and reliable service to our customers, Nashville Metropolitan Transit Authority management continues to assess key areas of improvement and set corresponding performance goals for both immediate and long-term development. In reviewing customer complaints, staff logs, and available data, staff has identified several trailing key performance indicators to develop upon, including but not limited to: vehicle cleanliness, preventative maintenance/inspection timeliness, repeat maintenance failures and road call validation, trip completion and on-time departures from the garage, and employee headcount and attrition mitigation strategies. While departmental data is available to the Board monthly via the operations dashboard, management would like to push the analysis a step further by evaluating root cause and offering process change solutions for direct results. CURRENT STATUS Management (India Birdsong, Chief Operating Officer; Richard Dooley, Director of Maintenance; and Carolyn Riggs-Farrar, Director of Operations) will present the Operations Improvement Plan at the committee meeting for discussion. Approved: Chief Operating Officer 13 April 20, 2018 Date
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: OF-A-18-002 Meeting Date: 04/26/18 Item Title: CISCO SYSTEMS, INC. PRESIDIO NETWORKED SOLUTIONS BACKGROUND Nashville MTA has previously used Presidio Networked Solutions, LLC for our network communications products and services and Presidio has a demonstrated long standing successful relationship with both Nashville MTA and Metro Nashville ITS. Current Nashville MTA projects that require network engineering and hardware include: Next Generation Fare Collection Systems, Tiger 5 Murfreesboro Road Transportation Signal Priority, Trapeze Multi Mode Vehicle Communications (4G and Data Radio), and back office network improvements. Presidio currently has a contract with the State of Tennessee which may be utilized by Nashville MTA for engineering, software, hardware, and related services. Funding will be based on project scope at the time of procurement. STAFF RECOMMENDATION We request the Operations & Finance Committee recommend the Board provide the Chief Executive Officer the authority to utilize the State contract to purchase network communications products and services with an amount not-to-exceed $1.5 million dollars through May 31, 2019. Metro Capital funds and 5307 funds will be assigned by task order. Approved: Chief Administrative Officer 14 April 20, 2018 Date
New Initiatives & Community Engagement Committee Meeting Agenda Nashville MTA Committee Meetings Music City Central Meeting Room 400 Charlotte Ave., Nashville, TN 37219 Thursday, April 26, 2018 Committees begin meeting at 1:30 p.m. The NICE Committee will immediately follow the Operations & Finance Committee. NICE Committee Janet Miller, Chair Glenn Farner 1. Call to Order 2. Discussion Items a. MCC Wayfinding Design Concept Review Trey Walker, Director Engineering & Project Management b. MCC Construction Schedule and Service Impact Trey Walker, Director Engineering & Project Management 3. Action Items a. Gresham Smith & Partners A&E Contract Extension Julie Navarrete, Chief Development Officer b. Approval of Approach to Rebranding Concept Jason Minser, Director of Marketing c. Bus Procurement Contract Adjustment Rick Dooley Director of Maintenance d. Van Procurement Contract Adjustment Rick Dooley Director of Maintenance e. Nashville MTA Surface Park & Ride Lot Development & Management Julie Navarrete, Chief Development Officer 4. Other Business 5. Adjourn NICE-D-18-003 NICE-D-18-004 NICE-A-18-005 NICE-A-18-006 NICE-A-18-007 NICE-A-18-008 NICE-A-18-009
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: NICE-D-18-003 Meeting Date: 04/26/18 Item Title: MCC WAYFINDING DESIGN CONCEPT REVIEW BACKGROUND As a compliment to the upcoming renovations, Nashville Metropolitan Transit Authority (Nashville MTA) and Gresham Smith & Partners (GS&P) are advancing design for a new wayfinding and signage system throughout Music City Central. Using public and staff outreach comments, Nashville MTA and GS&P developed design objectives and a draft concept for the new wayfinding system. CURRENT STATUS Nashville MTA staff and GS&P will present the objectives and draft concept for the new wayfinding and signage system for Music City Central for NICE Committee review and comment. Approved: Chief Development Officer April 20, 2018 Date 1
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE DISCUSSION ITEM Item Number: NICE-D-18-004 Meeting Date: 04/26/18 Item Title: MCC CONSTRUCTION SCHEDULE AND SERVICE IMPACT BACKGROUND In February 2018, the Nashville Metropolitan Transit Authority (Nashville MTA) Board authorized the Chief Executive Officer to enter into a construction contract with Batten & Shaw Construction for the planned renovations at Music City Central. The renovations include the demolition and reconstruction of the public restroom facilities, the renovation of the current customer care window and adjacent office space, and an extensive waterproofing and concrete repair program throughout the building. Nashville MTA staff has worked with Batten & Shaw Construction to develop a phasing plan and preliminary construction schedule for the upcoming renovation. Given the thorough scope of the renovation, Nashville MTA anticipates impacts to operations, customer care window, parking areas, and public meeting space. Nashville MTA staff is utilizing the phasing plan and construction durations provided by Batten & Shaw to develop a project management plan for the upcoming renovations to minimize disruptions and service impacts throughout the duration of construction. CURRENT STATUS Nashville MTA staff will present the development of the project management plan and highlight the areas affected by the construction, the anticipated durations of construction, and actions taken to minimize service impacts during the renovation. This presentation will include an overview of the anticipated construction phasing, temporary operations plan, communications plan for construction activities, and impacts to parking and other third party vendors. Approved: Chief Development Officer April 20, 2018 Date 2
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: NICE-A-18-005 Meeting Date: 04/26/18 Item Title: GRESHAM SMITH AND PARTNERS A&E CONTRACT EXTENSION BACKGROUND In December of 2015, the Nashville MTA awarded Gresham Smith and Partners (GS&P) an Indefinite Delivery, Indefinite Quantity Contract for three years for a not-to-exceed amount of $2 million with two additional one-year options. This contract allows Nashville MTA to retain a qualified professional architectural and engineering (A&E) firm to perform services associated with any projects or lease holding improvements necessary to maintain and improve the Nashville MTA operations on a task order basis. The agreement contains reasonable and competitive hourly rates that were negotiated prior to contract execution. CURRENT STATUS The original three year term will expire on December 17, 2018. Current allocation is at $1,550,000 and is projected to surpass the not-to-exceed limit of $2 million as additional projects are advanced in support of our growth and capital project plan. The Nashville MTA is currently engaged in multiple projects utilizing these services and expects to continue these projects through completion. Key task orders that require supplemental funding and Board Authorization include Murfreesboro Pike Transit Signal Priority (TSP) project, MCC Renovation, and Nestor Phase 1 Renovation. Project Management support for the Murfreesboro Pike TSP project has been overseen by GS&P for several years. The project schedule has been extended until December 2019. The Nashville MTA utilizes GS&P to provide a consistent level of professional project management and coordination of the project and the Federal Transit Administration along with maintaining a collaborative team environment with all stakeholders under the oversight of Nashville MTA. The initial task order for this work was in the amount of $160,210. Additional support is required through 2018 and 2019 in the amount of $325,000 for a not-to-exceed value of $500,000 to run concurrent with construction through project close-out. Funding for this project has been identified and is included as part of the total project funding need through Tiger V federal grant, 5307 funding, and local funding. The Engineering and Design Task Order for MCC renovation is proposed to be expanded to include oversight of Wayfinding, Digital Display Design, and design of MCC Outdoor Pavilions. The design and wayfinding were originally tasked separately for a total value of $282,073. The additional support for the MCC renovation project would require supplemental funding of up to $275,000 for a not-to-exceed value over two or more task orders of $560,000. The funding source for facilities rehab was previously identified with 5307 funds and Clement Landport funds. 3
The Engineering and Design for the Nestor renovation project was originally tasked at $198,878.90. Additional design, construction administration, and construction design for removal of storage tanks, ancillary building demolition, and sewer abandonment projects were being identified as individual projects. Together, these needs are expected to require an additional $300,000 for completion for a not-to-exceed value over one or more task orders of $500,000. The funding source for facilities rehab was previously identified with 5307 funds and Clement Landport funds. Other small task orders are likely to be recommended for award by staff through 2019 to support shelter surveys, studies at Myatt, and similar support needs. STAFF RECOMMENDATION We request the committee recommend the Board provide the Chief Executive Officer the authority to execute a one year contract extension through December 31, 2019 with Gresham, Smith and Partners and increase the not-to-exceed value of the entire contract from $2 million to $3 million. Additionally, we request the New Initiatives and Community Engagement Committee recommend the Board provide the Chief Executive Officer the authority to execute task orders under this contract for the continued support of Murfreesboro Pike TSP, MCC Renovation, and Nestor Renovation in the not-to-exceed limits of $500,000, $560,000, and $500,000 respectively. Funds are available in the previously identified funding sources to cover the additional costs of these task orders. Approved: Chief Development Officer April 20, 2018 Date 4
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: NICE-A-18-006 Meeting Date: 04/26/18 Item Title: APPROVAL OF APPROACH TO REBRANDING CONCEPT BACKGROUND During the nmotion strategy development process and ensuing public discussion about mass transit through the Let s Move Nashville ballot initiative, we received numerous observations from throughout the community relative to brand image and the desire to enhance the visibility of mass transit. In response, the MTA engaged Bohan Advertising to examine these issues and present recommendations for improvement. This effort included outreach to Nashville MTA Board Members, as well as focus groups with various cross-sections of riders and non-riders in the community. Recommendations that arose out of this process included a re-examination of the Authority s current advertising policies and practices, an updating of the look and feel of the transit brand in Nashville, and a more modern communication strategy; all designed to improve the user experience and to attract more customers. STAFF RECOMMENDATION We request the committee recommend to the Board the approval and adoption of the rebranding concept including a new, uniform, brand name and appearance. Staff will provide a more detailed brand conversion strategy to the Board later this summer to include options associated with the Nashville MTA Advertising Policy. Approved: Chief Development Officer 5 April 20, 2018 Date
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: NICE-A-18-007 Meeting Date: 04/26/18 Item Title: BUS PROCUREMENT CONTRACT ADJUSTMENT BACKGROUND The Nashville Metropolitan Transit Authority (Nashville MTA) has existing purchase contracts for the procurement of thirty one (31) 40 heavy duty transit coaches from the Gillig Corporation scheduled for delivery in 2018, and twenty (20) 40 heavy duty transit coaches from the Gillig Corporation scheduled for delivery in 2019. These buses will replace equipment that has reached the end of its useful life. Both original purchase agreements were approved by the Board of Directors previously (A-16-035 and A-17-035, respectively). As part of a wide range of improvements identified in the nmotion long range strategic service plan, new buses will require a revised paint and service presentation process that will result in contract value increases for these purchases, while remaining within the overall fleet replacement budget. Overall, this change would impact our unit pricing by $1,987 per bus, or approximately 0.27% per bus. The two purchase orders issued that are impacted by this adjustment are as follows: a thirty one (31) bus order scheduled for delivery in 2018 (A-16-035) and twenty (20) buses scheduled for delivery in 2019 (A-17-035). The additional expense for the revised package over the next three years totaling the 51 buses is $101,358, an average of $1,987 per bus. These changes will be included in all future revenue vehicle procurements submitted for consideration as part of a base price. STAFF RECOMMENDATION We request that the committee recommend to the Board that the authorized amount for the 2018 (A- 16-035) buses be increased to a not-to-exceed cost of $734,097 per bus, and the total purchase notto-exceed $22,757,007. In addition, the staff requests the committee recommend to the Board that the 2019 (A-17-035) bus authorization be increased to a not-to-exceed cost of $731,033 per bus, and the total purchase not to exceed $14,620,660. Metro Capital funds for replacement buses have been identified to cover the cost of this project. Approved: Chief Operating Officer 6 April 20, 2018 Date
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: NICE-A-18-008 Meeting Date: 04/26/18 Item Title: VAN PROCUREMENT CONTRACT ADJUSTMENT BACKGROUND The Nashville Metropolitan Transit Authority (Nashville MTA) has an existing purchase contract for the procurement of six (6) low-floor and thirteen (13) standard floor AccessRide vans from the Champion Corporation, scheduled for delivery in 2018. These vans will replace equipment that has reached the end of its useful life. Both original purchase agreements were approved by the Board of Directors previously (A-17-029). As part of a wide range of improvements identified in the nmotion long range strategic service plan, new vans will require a revised paint and service presentation process that will result in contract value increases for these purchases, while remaining within the overall fleet replacement budget. Overall, this change would impact our unit pricing by $3,475 per van, or approximately 3% per van. The purchase order issued that is impacted by this adjustment is as follows: a nineteen (19) van order scheduled for delivery in 2018 (A-17-029). The additional expense for the revised contract value for this purchase increases by $66,025, an average of $3,475 per van. These changes will be included in all future revenue vehicle procurements submitted for consideration as part of a base price. STAFF RECOMMENDATION We request the committee recommend to the Board that the authorized amount for the 2018 (A-17-029) low-floor paratransit vans be increased to a not-to-exceed value of $134,650 per van, and the standard-floor paratransit vans be increased to a not-to-exceed value of $98,050 per vehicle, for a total contract not-to-exceed limit of $2,082,550. Metro capital funds for fleet replacement are available to cover the additional costs. Approved: Chief Operating Officer 7 April 20, 2018 Date
NASHVILLE METROPOLITAN TRANSIT AUTHORITY OF NASHVILLE AND DAVIDSON COUNTY, TENNESSEE COMMITTEE ACTION ITEM Item Number: NICE-A-18-009 Meeting Date: 06/28/18 Item Title: NASHVILLE MTA SURFACE PARK & RIDE LOT DEVELOPMENT & MANAGEMENT BACKGROUND On April 3, 2017, the Nashville Metropolitan Transit Authority (Nashville MTA) and the Regional Transportation Authority of Middle Tennessee (RTA) published a request for proposals from qualified firms to manage agency-owned Park & Ride surface lots. The primary objective of the proposal was to provide the agencies with management and revenue options for agency owned-and-operated surface Park & Ride lots. The solicitation would also allow for the advanced development of future surface parking and ride facilities throughout each agency s jurisdictional areas. A total of three proposals were received on or before the May 17, 2017 deadline. Responsive bidders were: 1. Premier Parking 2. Republic Parking System 3. Hudson & Associates An evaluation committee was made up of Development, Finance, and Operations/Facilities Maintenance staff. Evaluations were conducted on May 22 and presentations and interviews by all three firms were conducted on May 26 and May 31. In their submittals, proposers outlined approaches to space management and oversight, specials events, as well as maximizing lot usage and future lot development. Based on the information presented, the evaluation team determined that the Republic Parking System proposal provided the most balanced approach to managing and monitoring parking resources as well as proposed fees, revenues, and expenses. In their proposal and presentation, Republic Parking System offered a complete and comprehensive approach to lot management, outlined the role of new technologies, and highlighted their broad experience in the industry. The Republic Parking System plan also allowed for the most flexible event accommodations for noncommuter-based-use of RTA lots during weekends and holidays. Further, the Republic Parking System team presented task order-based costs to allow for development of other surface parking facilities within each agency s jurisdiction. As a result, they received the highest overall scores from the evaluation team. Nashville MTA staff deferred formal recommendation of award to the Committee and Board until other RTA-specific conversations on Park & Ride management were completed. STAFF RECOMMENDATION Based upon the results of the comprehensive solicitation and evaluation processes, we request that the committee recommend the Board give the Chief Executive Officer authority to enter into a contract with Republic Parking System for an initial three-year term with an option to exercise two 8
additional one-year options to provide the following: Park & Ride management services at designated lot when deemed necessary and prudent by the MTA Board; and, Exercise of Optional Tasks for professional services to identify and begin development of regional Park & Rides to support commuter bus services, van pool services, car pool activities, and other related activities for the improvement of transportation demand management in the Davidson County service area. Any specific parking management service would come before the Board for fiscal review and final approval prior to implementation. Any task order greater than $300,000 or not previously authorized through adoption of an annual capital plan would come before the Board for review and approval of funding levels and funding sources prior to authorization. Approved: Chief Development Officer April 20, 2018 Date 9