HomeMy WebLinkAboutAgenda 04-02-24; 8-i - Orange County FY 2024 Quarter 4 Annual Work Program Amendments 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 2, 2024
Action Agenda
Item No. 8-i
SUBJECT: Orange County FY 2024 Quarter 4 Annual Work Program Amendments
DEPARTMENT: Orange County Transportation Services (OCTS)
ATTACHMENT(S): INFORMATION CONTACT:
1. FY 2024 Q4 AWP Amendments Darlene Weaver, Transportation Planning
Manager, 919-245-2002
PURPOSE: To approve FY 2024 Quarter 4 Amendments to the Annual Work Program (AWP).
BACKGROUND: Orange County Transportation Services (OCTS) and Chapel Hill Transit (CHT)
are requesting the following amendments to operating and capital projects included in the FY 2024
Orange County Annual Work Program. The amendments completed a 21-day public review
period, and no comments received.
March 20, 2024 — Staff Work Group (SWG)
The SWG recommended approval.
Trapeze
OCTS is requesting the approved FY 2024 Q3 amendment for Trapeze—a transit service tracking
software — be moved from Operating to Capital. OCTS anticipates completing this project in FY
2025 Q1, and no later than Q2.
Short Range Transit Plan (SRTP) Update
Chapel Hill Transit (CHT) requests funding for an updated SRTP. The last SRTP was completed
in early 2020, prior to the COVID-19 pandemic. The impacts of COVID, including a nationwide
shortage of transit operators, significantly impacted CHT's ability to implement planned
improvements. Additionally, post-COVID patterns of development, ridership, and employment are
challenging the feasibility of assumptions in the 2020 SRTP. Updating this plan provides an
opportunity to revisit the current plan and its assumptions, and to make changes to planned
improvements to better serve Chapel Hill, Carrboro, Orange County, and the 40,000 people who
commute into Chapel Hill each day.
Safe Streets for All Supplement Grant
Chapel Hill Transit (CHT) requests funding to conduct a safety study along Martin Luther King, Jr.
Boulevard to identify short-term and long-term solutions for road user safety. The project will
address safety along the town's busiest transit route and will complement existing planning for the
North-South Bus Rapid Transit (NSBRT) project. Funding is requested for the Town of Chapel
Hill's required local match.
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FINANCIAL IMPACT: The amendments have a net zero impact on the approved FY 2024
Orange County Annual Work Program.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable
to this item:
• GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND
INEQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex, gender, or sexual orientation; national origin or ethnic
background; age; military service; disability; and familial, residential, or economic status.
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs, and funding necessary
for residents to provide shelter, food, clothing and medical care for themselves and their
dependents.
ENVIRONMENTAL IMPACT: The following Orange County Environmental Goal impact is
applicable to this item:
• CLEAN OR AVOIDED TRANSPORTATION
Implement programs that monitor and improve local and regional air quality by: 1)
promoting public transportation options; 2) decreasing dependence on single-occupancy
vehicles, and 3) otherwise minimizing the need for travel.
RECOMMENDATION(S): The Manager recommends that the Board approve the Orange County
FY 2024 Quarter 4 amendments.
Attachment 1
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REQUEST# FY 2024 FY START DATE
Orange Transit Work Plan Jul 2023
Request Form Total Project Cost
Operating and/or Capital $ 250,000
Project Name Requesting Agency Project Contact Orange Transit Estimated Operating Cost
Orange County Transportation FY 2024/Base Year* $ 200,000
Trapeze Services Nishith Trivedi FY 2025 $
Cumulative $ 200,000
Estimated Start Date Estimated Completion Notes Orange Transit Estimated Capital Cost
Ian-24 Jun-24
Software transition to mirror other transit provider FY 2024/Base Year* $ 200,000
Cumulative $ 200,000
Project Description/Scope Enter below a summary of the project that may later be used as the project description in the FY 2024 Work Plan.
Converting EcoLane to Trapeze to improve data quality,service,and coordination with other transit providers in the County and region.
Project Justification/Business Case Provide responses to EACH of the questions below. Answer the questions as fully as possible. Enter Not
Applicable(N/A)as appropriate.
1. Is this a New Project,Scope Change or Financial Change? New ❑ Scope E Financial
See Instructions for definitions
1a.If Scope Change or Financial Change-Indicate previous project ID
2. Is this project Operating,Capital or Both? Operating ❑ Capital E] Both ❑
3. Is this a one-time request? Yes 121 No ❑
4. What is the timeframe for the request? Are you requesting a full year of funds in FY24 or a partial year to be annualized in future fiscal years?
One time request to improve transit operations.
5. Where is this project located,who will this project serve and how will it improve service or overall implementation of the Orange Transit Plan?
Orange County Transportation Services Administration building and County transit fleet
6. Is this project programmed in the adopted Transit Plan FYs 2024-2030 Multi-Year Operating Program or Yes Q No ❑I
8. What is the expected outcome(s)if this request is funded? What is the alternative if the request is not funded?
All residents and businesses in rural Orange County will continue receiving public transit services.If discontinued,it will have significant and detramental impact all
incoroporated portions of the County.
10. For bus operating projects,please provide:
a) Target Start Date
b) Assets Used(Vehicles,etc.)
c)Geographic Termini
d) Major Destinations Served
e) Annualized Revenue Hours
FY24 Orange Transit Work Program
Page I of3 Request Forn
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f) Span of Service
TIME PERIOD
AM Peak
g)Frequency Midday
PM Peak
Evening
11. If this is a bus operating project,which organization will operate the service?
Orange County Transportation Services
12. If applicable,describe proposed responsibilities and duties for new staffing requests.Provide each major intended function,and the percentage of time devoted to
each function.
13. List any other relevant information not addressed.
14. Please enter estimated revenues below. If there are other revenues besides Orange County Tax Revenue to support this request,please enter the anticipated
revenue amounts next to the appropriate funding source for each fiscal year shown below.
Revenue
Tax Revenue FY24 FY25 FY26 FY27 FY28 FY29 FY30
Orange County Transit Tax Revenue 200,000
Other Revenue
Federal -
State
Other
Subtotal Other
TOTAL REVENUE E200,000 -
16. Please enter estimated appropriations to support expenses. Enter FY 2024 and the estimated annualized cost in FY 2025 using the 2.5%growth factor,if applicable.
The spreadsheet will calculate 2026 and beyond by 2.5%. If your project is not expected to have recurring costs in FY 2026 and/or beyond,delete the calculation(s)in
columns E-H.
Cost Break Down of Project Request
OPERATING COSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Growth Factors 2.50% 2.50% 2.50% 2.50% 2.50% 2.50%
Salary&Fringes
Contracts
Bus Operations:
Estimated Hours
Cost per Hour
Estimated Operating Cost
Bus Leases
Park&Ride Lease
Other
Other
Subtotal:Bus Operations
Other(Describe)
Other(Describe)
Other(Describe)
TOTAL OPERATING COSTS
17. Please enter Operating category that best represents the project above(This will be reviewed during Work Plan development)
Bus Operations 0 Transit Plan Administration ❑ Tax District Administration ❑
FY24 Orange Transit Work Program
Page 2 of 3 Request Form
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18. Please enter estimated appropriations to support contractual commitments and other expenses related to proposed capital projects.
CAPITAL COSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Design
Construction
Equipment
Land-Right of Way
Other 200,000
TOTAL CAPITAL COSTS 200,000
20. Please enter Capital category that best represents the project above (This will be reviewed during workplan development)
Transit Infrastructure 0 Vehicle Acquisition❑ BRT ❑ CRT❑ Other ❑
Assumptions for Costs and Revenues Above:
21.Please state any assumption(s)used to calculate the capital and operating dollars and revenues shown above.
One time request based on quote received from vendor
*Base year is the year of this project sheet submission.
FY24 Orange Transit Work Program
Page 3 of 3 Request Form
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REQU EST# FY 2024 FY START DATE
Orange Transit Work Plan Apr 2024
Project Amendment Request Farm
Operating and/or Capital
Type of Amendment Minor ❑ Major n
Minor Amendments:
a.An amendment that requires a transfer between budget ordinance appropriations but requires less than a 20%change to a project appropriation for projects equal to or less than$250,000;
b.Changes to any adopted financial assumptions supporting the applicable Work Program that does not have a significant impact on the overall revenue or expenditure forecast,which is
defined to be no more than a one percent(1%)over the life of the plan;
c.Changes in reporting requirements for performance on implementation elements authorized in the applicable Work Program;
d.Changes in funding amounts less than$250,000 for implementation elements programmed in future fiscal years;
e.Any other change that does not meet any of the criteria of a Minor Amendment is a Major Amendment.
Major Amendments are required when:
a.A project requested to be added to the Work Plan
b.A project requested to be removed from the Work Plan
c.Changes to any adopted financial assumptions supporting the applicable Work Program that does have a significant impact on the overall revenue or expenditure forecast,which is defined
to be over one percent(1%)over the life of the plan;
d.Changes in scope for implementation elements programmed in current and future fiscal years;
e.Any amendment that requires a transfer of funds between capital or operating funding categories
f.Any change that requires a change in budgeted reserves or fund balance.
These definitions are based on the Orange County Transit Work Plan Amendment Policy Update,which gives more clarity to the definitions without changing their meaning.
New/Amended Project Name Requesting Agency Project Contact Estimated Operating Cost
Chapel Hill Transit Short Range Transit Plan Caroline Dwyer Base Year
Update Chapel Hill Transit FY 2025
cdwyer@townofchapelhill.orR Cumulative
Estimated Start Date Estimated Completion Notes Capital Cost
Apr-24 N/A Base Year $ 150,000
Cumulative
Project Description/Scope Enter below a summary of the project amendment and impact on approved plan.
Amend project appropriation category from Operating to Capital.
1.Enter Orange Transit Project ID(s)to Increase
Appropriation
Project ID Project Category Amount Recurring Amount Notes
TOTAL
2.Orange Transit Project ID(s)to Reduce
Project ID Project Appropriation Amount Recurring Amount Notes
Category
TOTAL
3.Impact on Transit Plan Project Costs
From above,indicate whether amounts impact operating or capital budgets in Orange Estimated Operating Cost Current Year -150,000
Transit Plan. Recurring $ -
Estimated Capital Cost Base Year 150,000
Cumulative
Net zero impact
4. Is this project Operating,Capital or Both? Operating n Capital i.�l Both ❑
S. What is the timeframe for the request?Are you requesting a full year of funds or a partial year to be annualized in future fiscal years?
FY24 Q4
6.What is the expected outcome(s)if this request is funded?What is the alternative if the request is not funded?
Funding for the SRTP will remain unused at the end of FY24
7. List any other relevant information not addressed.
This amendment request has no financial impact on the adopted transit plan.
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8.Please enter estimated appropriations to support expenses. Enter FY 2024 and the estimated annualized cost in FY 2025 using the 2.5%growth factor,if applicable.The spreadsheet will
calculate 2026 and beyond by 2.5%.If your project is not expected to have recurring costs in FY 2026 and/or beyond,delete the calculation(s)in columns E-H.
Cost Break Down of Project Request
OPERATING COSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Growth Factors 2.50% 2.50% 2.50% 2.50% 2.50% 2.50% 2.50%
Salary&Fringes
Contracts
Bus Operations:
Estimated Hours
Cost per Hour
Estimated Operating Cost - - - - - -Bus Leases
Park&Ride Lease - - - - -
Other
Other - - - - -
Subtotal:Bus Operations - - - - - -Other(Describe)
Other(Describe) - - - - -
TOTAL OPERATING COSTS
9.Please enter estimated appropriations to support contractual commitments and other expenses related to proposed capital projects.
CAPITALCOSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Planning 150,000
Design
Construction
Equipment
Land-Right of Way
Other
TOTAL CAPITAL COSTS 150,000
Assumptions for Costs and Revenues Above:
10.Please state any assumption(s)used to calculate the capital and operating dollars and revenues shown above.(include details)
Capital funding for SRTP update is based on recently executed competitive planning contracts.
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REQU EST A FY 2024 FY START DATE
Orange Transit Work Plan Apr 2024
Project Amendment Request Farm
Operating and/or Capital
Type of Amendment Minor ❑ Major n
Minor Amendments:
a.An amendment that requires a transfer between budget ordinance appropriations but requires less than a 20%change to a project appropriation for projects equal to or less than$250,000;
b.Changes to any adopted financial assumptions supporting the applicable Work Program that does not have a significant impact on the overall revenue or expenditure forecast,which is
defined to be no more than a one percent(1%)over the life of the plan;
c.Changes in reporting requirements for performance on implementation elements authorized in the applicable Work Program;
d.Changes in funding amounts less than$250,000 for implementation elements programmed in future fiscal years;
e.Any other change that does not meet any of the criteria of a Minor Amendment is a Major Amendment.
Major Amendments are required when:
a.A project requested to be added to the Work Plan
b.A project requested to be removed from the Work Plan
c.Changes to any adopted financial assumptions supporting the applicable Work Program that does have a significant impact on the overall revenue or expenditure forecast,which is defined
to be over one percent(1%)over the life of the plan;
d.Changes in scope for implementation elements programmed in current and future fiscal years;
e.Any amendment that requires a transfer of funds between capital or operating funding categories
f.Any change that requires a change in budgeted reserves or fund balance.
These definitions are based on the Orange County Transit Work Plan Amendment Policy Update,which gives more clarity to the definitions without changing their meaning.
New/Amended Project Name Requesting Agency Project Contact Estimated Operating Cost
Town of Chapel Hill FY24 Safe Streets for All Josh Mayo Base Year
(SS4A)Supplemental Grant Town of Chapel Hill FY 2025
jmayo@townofchapelhill.org Cumulative
Estimated Start Date Estimated Completion Notes Capital Cost
May-24 Dec-24 Base Year $ 50,000
Cumulative
Project Description/Scope Enter below a summary of the project amendment and impact on approved plan.
This project provides a local match for an awarded SS4A grant.The Town of Chapel Hill will conduct a safety study along Martin Luther King Jr.Boulevard to identify short-term and long-term
solutions for road user safety.This project will address safety along the town's busiest transit route,and will complement existing planning around the North-South Bus Rapid Transit project.
1. Enter Orange Transit Project ID(s)to Increase
Appropriation
Project ID Project Category Amount Recurring Amount Notes
Safe Streets for All
TBD (SS4A)Supplemental Capital $50,000
TOTAL
2.Orange Transit Project ID(s)to Reduce
Project ID Project Appropriation Amount Recurring Amount Notes
Category
TBD CHT Short Range Capital $ 50,000
Transit Plan Update
TOTAL
3.Impact on Transit Plan Project Costs
From above,indicate whether amounts impact operating or capital budgets in Orange Estimated Operating Cost Current Year
Transit Plan. Recurring $ -
Estimated Capital Cost Base Year
Cumulative
Net zero impact
4. Is this project Operating,Capital or Both? Operating n Capital i.�l Both ❑
5. What is the timeframe for the request?Are you requesting a full year of funds or a partial year to be annualized in future fiscal years?
FY24 Q4
6.What is the expected outcome(s)if this request is funded?What is the alternative if the request is not funded?
If the Town of Chapel Hill cannot provide a local match,the federal SS4A will be forfeited.
7. List any other relevant information not addressed.
This amendment request has no financial impact on the adopted transit plan.
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8.Please enter estimated appropriations to support expenses. Enter FY 2024 and the estimated annualized cost in FY 2025 using the 2.5%growth factor,if applicable.The spreadsheet will
calculate 2026 and beyond by 2.5%.If your project is not expected to have recurring costs in FY 2026 and/or beyond,delete the calculation(s)in columns E-H.
Cost Break Down of Project Request
OPERATING COSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Growth Factors 2.50% 2.50% 2.50% 2.50% 2.50% 2.50% 2.50%
Salary&Fringes
Contracts
Bus Operations:
Estimated Hours
Cost per Hour
Estimated Operating Cost - - - - - -Bus Leases
Park&Ride Lease - - - - -
Other
Other - - - - -
Subtotal:Bus Operations - - - - - -Other(Describe)
Other(Descri be) - - - - -
TOTAL OPERATING COSTS
9. Please enter estimated appropriations to support contractual commitments and other expenses related to proposed capital projects.
CAPITALCOSTS FY24 FY25 FY26 FY27 FY28 FY29 FY30
Planning 50,000
Design
Construction
Equipment
Land-Right of Way
Other
TOTAL CAPITAL COSTS 50,000
Assumptions for Costs and Revenues Above:
10.Please state any assumption(s)used to calculate the capital and operating dollars and revenues shown above.(include details)