Loading...
HomeMy WebLinkAboutAgenda - 08-19-2003-8tORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 19, 2003 Action Agenda Item No. ~~ SUBJECT: Proposal Award/Contract Approval: CTIP Update Consultant DEPARTMENT: Purchasing and Central Services PUBLIC HEARING: (Y/N) No Department on Aging ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, (919) 245-2652 Jerry Passmore, (919) 245-2000 AI Terry, (919) 245-2000 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a proposal and approving a contract with Wilbur Smith Associates (WSA) to update the County's Community Transportation Improvement Plan (CTIP). BACKGROUND: Pursuant to the Board's approval on May 6, 2003, proposals were received from consultants qualified to conduct the update of the County's CTIP covering the period 2003-2007. Over thirty firms were solicited nationwide; however, only two responses were received. Both firms are well qualified to conduct the work, and following interviews, the selection team unanimously agreed to recommend that WSA of Raleigh, NC be retained to conduct the study. WSA has proposed to partner with Cherry Consulting of the Carolinas, Inc. (3C) to conduct parts of the study that focus primarily on the customer sentiment and human resources component. WSA and 3C have collaborated on 12 of the recent Community Transportation Service Plans (CTSP) conducted in the state and most recently have completed the CTIP for Cabarrus County. As the Board is aware, the purpose of the proposed study is to: 1.) Evaluate the system's management and operational policies and procedures; 2.) Review the organization's mission, vision, goals and objectives; 3.) Identify organizational strengths and target opportunities for improvement; 4.) Assist the North Carolina Department of Transportation (NCDOT) Public Transportation Division in aligning available resources to facilitate each local system's continuous improvement process. A related by-product of the study should be a broader base of knowledge and information, from a strategic sense, for determining in the future whether or not Orange Public Transportation (OPT) should remain a division within the Department on Aging, seek to merge with another transportation system, or pursue other options as may be prompted by growing interest statewide in regional coordination and/or consolidation. To fulfill its principal purpose, the study will encompass six major areas as identified in the Department of Transportation System Management Plan Review Handbook: • Leadership: Reviews policies and procedures currently used by OPT to assess the organizational approach to human services and public transportation. • Customers and Market Focus: Reviews such areas as the organization's understanding of customer needs, methods whereby those needs were determined, marketing efforts to customers, etc. • Financial Management: Reviews include, but are not limited to the financial health of the system, the rate/fee structure, record-keeping policies/procedures. • Human Resources/Operations: Employee motivation techniques employed by the organization, performance review procedures, and mechanisms to ensure effective communication among work groups are representative examples of study in this area. • Information and Analysis: Reviews the types of performance measures used, how they are used, data collection methodology and the correlation of performance measures to improvement strategies. • Operations Management/Service Delivery: Reviews operational policies and procedures in a variety of areas. Representative examples include vehicle maintenance and compliance with State and Federal regulations. Data will be collected for the study via a variety of means, one of which includes interviews with staff, riders and human service agencies who contract with OPT for transportation services. The consultant will work extensively with OPT staff and in addition has proposed the formation of a steering team, which will meet with the consultants during the course of the study to provide information and feedback. Steering Team members are suggested as follows: North Carolina Department of Transportation Staff Consultant Les Twible Orange County Assistant County Manager Gwen Harvey Town of Hillsborough Planning Director Margaret Hauth Orange County Department of Social Services Director Nancy Coston or selected alternate Orange County Department on Aging Director Jerry Passmore Faith-Based Organizations Representative -Sharon Freeland (Orange Community in Missions) or selected alternate Orange County Transportation Planner Karen Lincoln Orange County School Systems Representatives - To Be Determined Orange County Latino Population Representative - To Be Determined Orange Public Transportation Manager AI Terry In addition to the Steering Team members, it is recommended that Commissioners Alice Gordon and Barry Jacobs serve as BOCC representatives, given their longstanding interest and participation on the consultant selection team. Completion time for the study is estimated to be seven months, although preliminary information will be available within a quicker timeframe in order that certain NCDOT submittal deadlines may be met. Assuming a September 1, 2003 Notice to Proceed date, the study results are anticipated on April 1, 2004. The study will begin with an initial meeting of Steering Team, the two Commissioners, and all interested stakeholders, such as Chapel Hill Transit, to ensure that all concerns have been voiced and that the study can proceed efficiently and effectively. FINANCIAL IMPACT: WSA proposes to complete the study for $24,992, including travel costs. The 10% required local match ($2,500) is included in the Orange Public Transportation budget. The balance of the study is funded through Federal Transportation Administration funds ($20,000) and North Carolina Department of Transportation funds ($2,500) and is available on a reimbursement basis to Orange County. If the Board chooses to approve this item, a budget amendment to accept the grant will be brought forward at a subsequent meeting. RECOMMENDATION(S): The Manager recommends that the Board: • Award a proposal for the Community Transportation Improvement Plan (CTIP) to Wilbur Smith Associates of Raleigh, NC, pursuant to WSA's proposal dated May 2003; and • Authorize the Purchasing Director to work with the consultant and OPT staff to finalize terms of an agreement; and • Authorize the Chair to sign the resulting agreement on behalf of the Board; and • Endorse the Steering Team members as indicated; and • Appoint Commissioners Alice Gordon and Barry Jacobs to represent the Board's interests during the Steering Team meetings with the consultants.