Hillsborough Transit Authority AGENDA

Finance and Audit Committee Meeting

Committee Members Wallace Bowers Mickey Jacob Karen Jaroch Commissioner Pat Kemp C John Melendez, Chair Rich McClain, Vice Chair Commissioner Stacy White

HART Administrative Office 1201 E. 7th Avenue, 3rd Floor

Florida Conference Room Tampa, Florida 33605

Monday, June 19, 2017 9:00 a.m.

AGENDA Information not viewable is available upon request through the Clerk of the Board

phone: 813-384-6552 or e-mail: petitl@goHART.org TAB

CALL TO ORDER AND PLEDGE OF ALLEGIANCE

ELECTION OF CHAIR AND VICE CHAIR David L Smith, HART General Counsel

Overview: The first order of business is to elect a temporary Finance and Audit Committee Chair in the absence of both the Chair and Vice Chair. This appointment will be effective for only the June 19 Committee meeting.

1. APPROVAL OF MINUTES Minutes from the April 17, 2017 Finance and Audit Committee meeting .................................... 1-1

PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER)

PRESENTATIONS

Hillsborough MPO -HART Operations and Maintenance Facility Study Introduction: Steve Feigenbaum, HART Director of Service Development Presentation: Kasey Cursey, AECOM and Allison Yeh, Hillsborough MPO

Overview: During the Go Hillsborough process, it became evident that HART could not engage in any significant expansion of service without providing for either expansion of the current 21st avenue facility or to seek additional space outside of the current facility. In order to move forward with any future TDP programmed expansion, HART would need to first answer basic questions on facility footprint, requirements, location, basic layout, and cost. The Hillsborough MPO, in coordination with HART, contracted with AECOM to provide answer to the questions which will be included into the TDP process for future planning.

Memorandum of Understanding between Hillsborough Transit Authority (HART) and Tampa Bay Area Regional Transportation Authority (TBARTA) for the Provision of Vanpool Services in FDOT Funded Transit Corridors Steve Feigenbaum, HART Director of Service Development Michael Case, TBARTA

This presentation supports Committee Action Item ~ Approve a Memorandum of Understanding between Hillsborough Transit Authority (HART) and Tampa Bay Area Regional Transportation Authority (TBARTA) for the Provision of Vanpool Services in FDOT Funded Transit Corridors.

Hillsborough Transit Authority AGENDA

Finance and Audit Committee Meeting Continued…

Overview: HART, as a recipient of FDOT Transit Corridor funds, and TBARTA, as the regional vanpool coordinator, propose to jointly, promote and provide vanpool services within two transit corridors currently served by HART Routes 20X (Lutz Express) and 51X (New Tampa Express), as a pilot project. This is one part of a broader HART program with FDOT funding to offer ‘Customer Choice’ within these corridors that will also include local HyperLINK service and potential UberPool or LyftLine ridesharing services. Under this Memo of Understanding, TBARTA will promote and administer the vanpool service. HART will support the vanpool operation via 100% FDOT Corridor Grant funding.

2. COMMITTEE ACTION ITEMS

a. Authorize the Chief Executive Officer to Award the Facilities Condition Assessment Project to GLE Associates, Inc. for $92,530 Plus a 20 Percent Contingency of $18,506 for a Total Not-to-Exceed Amount of $111,036 for a 365 Day Period ............................................................... 2-1 Jeffrey C. Seward, Chief Financial Officer

Overview: The intent of this project is to provide a Facilities Assessment Study that will identify the existing conditions of HART facilities and develop a capital improvement plan that will describe the costs and improvements required to maintain the integrity of the facility systems and bring the facilities to current life safety, health, code compliance, environmental and energy standards over the next five, ten, fifteen, and twenty years.

Recommendation: That the Finance and Audit Committee review this action item authorizing the Chief Executive Officer to award the facilities condition assessment project to GLE Associates, Inc. for $92,530 plus a 20 percent contingency of $18,506 for a total not-to-exceed amount of $111,036 for a 365 day period; and advance this item to the full Board of Directors at the July 17, 2017 regular Board meeting.

b. Approve a Memorandum of Understanding between Hillsborough Transit Authority (HART) and Tampa Bay Area Regional Transportation Authority (TBARTA) for the Provision of Vanpool Services in FDOT Funded Transit Corridors ............................................................ 2-5 Ruthie Reyes-Burckard, Chief Operating Officer

Overview: HART and TBARTA propose a pilot project for the provision of vanpool services in the 20X (Lutz Express) and 51X (New Tampa Express) corridors. HART presently operates these routes via 100 percent FDOT Transit Corridor grant funding.

Recommendation: That the Finance and Audit Committee review the action item authorizing a Memorandum of Understanding between HART and TBARTA for the provision of vanpool services in FDOT funded transit corridors; and advance this item to the full Board of Directors at the July 17, 2017 regular Board meeting.

ADJOURNMENT

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Committee Members Present (6) Staff Present Wallace Bowers Lisa Barco Mickey Jacob Sylvian Berrien Commissioner Pat Kemp Greg Brackin C John Melendez Joan Brown Rich McClain Christina Buchanan Commissioner Stacy White Ruthie Reyes Burckard Al Burns Committee Members Absent (1) Lucien Campillo Karen Jaroch Katharine Eagan Thomas Jones Other Board Members Present (1) Kenyatta Lee Kathleen Shanahan Lena Petit Marco Sandusky Jeff Seward Brooke Stearns Cynthia Zambella Others Present David Smith, GrayRobinson

Sign-in sheets are attached. CALL TO ORDER The meeting was called to order at 9:01 a.m. by previous Committee Chair John Melendez. PLEDGE OF ALLEGIANCE Pledge of Allegiance followed. APPROVAL OF MINUTES Committee member Jacob moved and Committee member McClain seconded the approval of the Minutes from the February 20, 2017 Finance and Audit Committee meeting. All Committee members present voted aye. The motion passed unanimously. PUBLIC COMMENT ON AGENDA ITEMS (3 MINUTES PER SPEAKER) No one signed up to speak. PRESENTATIONS

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Comprehensive Annual Financial Report This presentation is in Support of the Committee Action Item 2h - To Receive and File the Fiscal Year Ending September 30, 2016 Comprehensive Annual Financial Report (CAFR). Andrew Laflin, CPA, Principal, CliftonLarsonAllen provided an overview of their audit of the Authority’s financials and the presentation of those financials in conformity with Generally Accepted Accounting Principles. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director Bowers arrived at 9:04 a.m. Director Shanahan inquired what percentages were reviewed for claims and purchasing cards. She asked what CLA considers a material number. Mr. Laflin explained that the materiality calculations used for audit purposes are based on a benchmark used for the total assets of the organization. He reported that management may have their own materiality threshold provided by internal analytical procedures; however, CLA uses their metric. Mr. Laflin added that he would need to follow-up regarding Director Shanahan’s questions about the percentages. Director Shanahan advised that stating that reviewing 22 purchasing cards does not provide any perspective as it could be 22 cards out of 100 or 22 out of 1,000 and suggested that next year the presentation include more context. She also suggested that the presentation should focus on what the agency is able to control. Director Shanahan stated that she is alarmed at the agency’s spending and that locating additional revenue streams will not help if HART is not spending what is already there well. She noted that it is important for the Board to know and understand the numbers and to voice opinions on the aspects that can be controlled. Director Shanahan reiterated that from an auditory perspective, it is important for the context of percentages to be reported. Director McClain agreed with Director Shanahan and reported that after the last Finance and Audit Committee meeting, he asked Mr. Seward to routinely report on the budget. Committee Chair Melendez noted that Mr. Seward’s presentation will be next on the agenda. Director Shanahan stated she would like to see the percentages for the claims and asked if the 225 claims referenced were separate individuals or separate claims. CLA explained that the claims were selected at random and there could have been more than one claim per individual. Director Shanahan asked for follow-up as she would like to see the number base as it is important from a management perspective and KPIs. She commented that she does not see any urgency to understand the bottom line of cost savings. Committee Chair Melendez asked for the 41 recommendations and the responses as an agency. Director Shanahan noted that the Committee is getting a report today; however, hopes there are already changes made as well as track savings that would impact the bottom line.

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Ms. Eagan reported that this was the first time an HR audit has been conducted during her tenure and explained that the Director of Human Resources, Brooke Basquit, started employment December 21 and Chief Administrative Officer, Kenyatta Lee, began in September and there were changes being made prior to the start of the audit. Committee Chair Melendez asked if CLA did a deeper dive than in the past. He added that he agrees with Director Shanahan that HART’s response to the audit findings is important. Director Shanahan explained that, from a Board perspective, she would expect a cycle of deep dive audits. She stated that she assumed it was included in the audit. Director Shanahan commented that big numbers in the organization can get out of control quickly, especially regarding health care and pension costs. She advised ensuring the cyclical deep dive audits should be included in the contract and conducted every three to five years. Committee Chair Melendez asked Ms. Eagan to follow-up in the CEO Weekly regarding the results of the audit as well as with the schedule and highlights or findings from previous years. Committee member McClain requested the recommendations and assignments from the current audit results also be included. Monthly Financial Review At each scheduled Finance and Audit Committee meeting, HART Financial staff will present and review the previous month’s financial and cash balance report prior to submitting to the full Board of Directors. The discussion will focus on Year to Date performance, cost drivers, and overall financial stewardship management. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Director McClain explained that he had a conversation with Mr. Seward and Ms. Eagan suggesting that the information on the monthly Board report be provided to the Finance and Audit Committee first. He agreed with Director Shanahan about adding percentages as they help put numbers in context. Director Shanahan asked whether FY2016 was an appropriate year to compare to due to the spending as it is important to normalize comparable year-to-year spending. Mr. Seward stated that he will explain that further along and resumed the presentation. Committee Chair Melendez clarified that ridership declines are not specific or unique to HART. Mr. Seward confirmed and added that the ridership decrease is also a national trend in all modes of public transportation. Ms. Eagan noted that the national trends will be discussed at the Legislative and Strategic Planning Committee TDP Workshop. She explained that this is the second year of the ridership trend and advised that the TDP is being developed in conjunction with the Comprehensive Operations Analysis which is perfect opportunity to do an overhaul of the revenues, usage, and service improvements as it all ties into the budget conversation. Ms. Eagan explained that austerity

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measures were done previously and they were not as effective as was necessary, so FY2018 is being viewed as an opportunity to recalibrate going forward to invest in the future. Mr. Seward resumed the presentation. Ms. Eagan clarified that the philosophy is to measure where the mitigation efforts have gone to build the foundation to move forward with even better processes. She added that salaries and wages appear to be trending higher as that line absorbed the impact of the new bargaining contracts which had a payout in December. Committee Chair Melendez clarified that moving to CNG is a savings. Mr. Seward responded affirmatively and stated that a cost that will need to be absorbed in the future is electric usage for the CNG compressors; however, there will still be an overall reduction in electric costs which will still result in a huge net savings. Ms. Eagan clarified that payroll costs in the presentation is $3 million per month, not pay period. Committee Chair Melendez asked what the anticipated financial impact of the austerity measure will be. Mr. Seward indicated that his goal is $2 million. Committee member White noted that the salaries and wages line is tracking high due to retroactive payments for ATU and asked why the fringe benefits line also appears to be tracking high. Mr. Seward explained that the fringe benefits are health care claims and some ATU retroactive payments. He stated that the majority of expenditures are of healthcare claims. Committee member White confirmed that the insurance line is for liability. Ms. Eagan clarified that healthcare expenses are typically elevated from November to January as employees are trying to spend down their FSA. Committee member McClain asked about the end of year cash flow amount. Mr. Seward explained that the target is to be flat from FY2016, or under. He noted that with the mitigation strategies in place, the intent is to control and keep the balance in place for next year. Mr. Seward added that if healthcare costs begin to outweigh, the fund may need to be utilized. Director Shanahan noted that the fund balance was $28 million four years earlier. Ms. Eagan clarified it was $21 million. Director Shanahan stated that 50% of the fund balance was spent in two years. She indicated that she has been discussing healthcare costs since she joined the Board and although there is no blame, she feels that the sense of urgency is still only building as opposed to already being present. Director Shanahan suggested that an incentive to participate in the wellness aspects should be

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mandatory, not voluntary, or there should be a significant disparity in cost. She added that the fund balance reduction is concerning to her both from a Board perspective as well as regarding the viability of the organization. Mr. Seward reported that if the Agency stays flat, then with next year’s ad valorem, there should be $13 million in the fund balance. Director Shanahan reported that there may be a viable option for healthcare through the county. She noted that an 80/20 split is not realistic anymore, and most organizations have moved to 60/40. Director Shanahan stated that she does not know where HART is in terms of absorbing health costs into this year’s budget or next year’s, but noted that there are five months left in the current fiscal year. She asked what percentage $2 million is compared to the overall budget. Ms. Eagan responded that it is 3%. Director Shanahan advised that everyone should have a number that they will be responsible for saving which will be tied into their performance as opposed to an assumptive 3% increase in base pay. She added that she would like to see some urgency as these are issues she has discussing for three years and the numbers are very concerning. Director Shanahan commented that HART is not running efficiently and those issues need to be addressed before increasing the millage rate. Committee member Kemp agreed with Director Shanahan’s concerns and looking at healthcare costs as healthcare is effecting all other agencies and not just HART. She added that she has discussed this with Ms. Eagan and hopes that there can be solutions to move forward. Committee member White noted that most of the expenditures go towards labor and the austerity measures impact the non-bargaining members of the workforce. He suggested reexamining the routes to the extent that some can be eliminated as an opportunity to reduce the workforce in bargaining to decrease the percentage. Committee member White acknowledged that this is easier said than done. Ms. Eagan confirmed that 85% of employees are bargaining and explained that there is a relatively inflexible labor situation as the work of a missing mechanic can be absorbed by other staff; however, there needs to be one person driving one bus. She noted that what can be sustained and how to measure productivity for what can be sustained in order to make the case for taxpayers. Ms. Eagan commented that there are some services that can be cut or changed in favor of alternatives such as flex vans replacing express buses. She stated that these are the discussions that will be the focus of the TDP workshop. Ms. Eagan reported that once services are realigned, then attrition will do the staffing. She stated that FY2018 will be the reality for changing how HART provides service and structured administratively moving forward. Ms. Eagan indicated that HART has services now, but there are no strategies for managing and leveraging them for long term investments with opportunities to build and transform in the future. Committee member White agreed with Director Shanahan’s statement that she cannot support an ad valorem tax hike without first addressing the current budgetary issues. Committee member Kemp reported that she recently travelled to St. Louis where there were three transit agencies combined together serving approximately 1.5 million people over a similar area.

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She stated that the director has a budget of $300 million and is still reporting a struggle. Committee member Kemp indicated that the resources available to HART are low compared to comparable areas. Committee member Bowers commented that the community is diverse in their service needs and the funding is not available to meet all those needs. He indicated that it may not be time for a tax increase; however, in addition to cutting costs and streamlining services, something needs to be done. Committee member Bowers agreed with Director Shanahan and noted that a lot has been done, but not enough to stop the downward trend. Committee Chair Melendez agreed with the comments made. He noted that Wifi incurred an expense and asked if that was anticipated when it was initially brought before the Board. Ms. Eagan explained that Wifi was introduced as part of the Regional Farebox project and it resulted in tangential benefits for the patrons. Director Shanahan reiterated that healthcare costs in the private sector is split 60/40 with some agencies at 50/50. She agrees with Committee member Bowers about balancing services and costs and suggested examining alternative services such flex versus traditional buses. Director Shanahan stated that these analyses should be completed on a monthly basis as opposed to waiting until the five year update. Committee member Kemp noted that the cost savings of operating a van over a bus are not significant and discussed the van pool program offered by TBARTA and mentioned the ferry as proposed alternatives for transportation. Committee member Jacob agreed with Committee members Shanahan and White that the solution is not to incur an additional cost to shareholders. He added that as a member of the private sector, he understands the issues and difficulties of healthcare and that looking at programs like wellness are important. Committee member Jacob cautioned that decreasing service is a big decision and effects taxpayers. Committee Chair Melendez asked what amount should be the total target of discussion with the Board outside of the $2 million target mentioned. Mr. Seward advised that his question will be addressed in the next presentation. Budget Overview HART staff is in the early development process of the FY2018 Operating and Capital budgets. Jeffrey C. Seward, Chief Financial Officer, provided a presentation focused on early identified internal and external pressures on the development of the budget, plans to mitigate those pressures, and key revenues/expenditures. A full copy of the presentation is available upon request from the Clerk of the Board at petitl@gohart.org. Ms. Eagan noted that there will be changes in the way HART has done business and this year is the first step in the process.

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Director Shanahan inquired whether the bargaining pay can be recalibrated based on ridership or if it is irrespective. Mr. Seward responded that it is irrespective. Director Shanahan suggested that the next contract account for recalibration. She asked if the taxi voucher program creating competition with other services such as Uber or Lyft decrease the cost. Director Shanahan observed that it is a great program with a significant impact in the community and would like to ensure that it is as competitively based as possible. Ms. Ruthie Reyes Burckard, Chief Operating Officer, explained that the program itself is contractual and up for renewal next year. She stated that staff will be examining how the actual mileage compares to what was originally bid out as a possible opportunity to renegotiate. Director Shanahan asked if HART pays per trip. Ms. Reyes Burckard stated that the contract gets a per trip payment of $16 from HART and the customer pays $4 per trip. Ms. Eagan added that staff has discussed with other entities and was advised that until the nuances in data were available, it was more efficient to do a flat rate. Mr. Seward resumed the presentation. Ms. Eagan noted that agencies around the country are having the same conversation and HART’s intent is not to cut services, but to center the discussion on how to redo transportation in the county. Committee member McClain agreed and thanked Ms. Eagan and Mr. Seward for the briefings. He commented that the presentation was able to initiate a discussion regarding the nuts and bolts on the finance aspect as HART remains one of the lowest funded agencies. Committee member McClain commented that the Board will need to decide whether the intent is to fund HART to a level that will support enhanced services. He noted that a year earlier, HART was going to implement several innovative options and now the discussion is regarding what will be cut. Committee member McClain stated that he would rather be on the innovation side. Director Shanahan also thanked Ms. Eagan and Mr. Seward and stated that having conversations about numbers is not a bad thing. She added that there is not discussion about cutting innovation, rather about right-sizing service models in an effort to be more cost efficient. Director Shanahan emphasized that the focus over the next three to five years should be to efficientize processes and maximize services which will lead to taxpayers’ support. Committee Chair Melendez asked Director Shanahan if she would prefer the Committee report her concerns to the full Board or if she would like to draft something to be handed out. Director Shanahan stated that she does not think she has raised any concerns at this meeting that she has not previously brought up at the Board.

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Committee member Melendez indicated that he appreciates the private sector perspective and noted that one of the tasks of the private sector Board members is applying those principals to the public sector. He noted that staff has done a fair job articulating the issues and part of the challenge will be navigating the path of policies and constraints. Committee Chair Melendez reviewed that the austerity measures are expected to generate approximately $2 million in potential savings or reductions and asked what number will be considered the “right sizing number” and if there are other internal options to consider for FY2018 for further savings. Ms. Eagan stated that additional information will be available after the TDP Workshop on April 25 and there will be opportunities to transition to more effective delivery. She added current ballpark is $8.5 million; however, it will fluctuate based on the current activities of HR and Risk as a result of the audit and research into health plan options for next year. Committee Chair Melendez asked what will be going before the Board. Ms. Eagan responded the presentation will go to the May 1 Board. Committee member Bowers noted that there were many things discussed and asked how close staff is to zeroing out. Committee Chair Melendez observed that the challenge as a Committee will be that the full Board will need to consider a strategy to address the $8.5 million deficit. Ms. Eagan reported that there will be continued examination into both administration and service and the first scrub has been done with the Legal and Risk departments. Committee Chair Melendez clarified that staff is looking at a $4.5 million mitigation strategy; however, the Board needs to efface $8.5 million. Director Shanahan left at 11:20 a.m. COMMITTEE ACTION ITEMS

a. Authorize the Chief Executive Officer to execute a Joint Participation Agreement (JPA)

between the Hillsborough Transit Authority (HART) and the Florida Department of Transportation (FDOT) to accept Transportation Regional Incentive Program (TRIP) funds to assist with the costs associated with the Regional Inter-Jurisdictional Mobility Project Committee member Kemp moved and Committee member McClain seconded advancement of this item to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously.

b. Authorize the Chief Executive Officer to Exercise the Second and Final One-Year Option of the Existing Contract with Barbas, Nunez, et al for Workers’ Compensation Legal Services Expiring on May 28, 2017

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c. Authorize the Chief Executive Officer to Exercise the Second and Final One-Year Option of the Existing Contract with Allen Norton & Blue, P.A. for Labor and Employment Legal Services Expiring on May 29, 2017

d. Authorize the Chief Executive Officer to Exercise the Second and Final One-Year Option of the Existing Contract with GrayRobinson, P.A. for General Counsel Legal Services Expiring on May 29, 2017 Committee member Bowers moved and Committee member Kemp seconded advancement of items b-d to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously.

e. Authorize the Chief Executive Officer to Award a Contract for Marketing Services Strategic Development to Jones Worley Design, Inc. for a Term of Three-years Indefinite Quantity-Indefinite Delivery with Two One Year Options for a Total Contract Period Not to Exceed Five Years in the Amount of $400,000 David Smith, HART General Counsel, advised that he was asked by Ballard Partners to be withdrawn from consideration. Committee member Jacob stated that his understanding is that Jones Worley Design, Inc. is not a local company. Ms. Eagan stated that the prime is in Atlanta and the subs are local. Committee member Jacob asked how a marketing company that is not local can address the concerns of the community. Ms. Eagan explained that staff is active in local neighborhood events and with patrons; however, HART lacks the ability to do large-market campaigns. She added that next year will be the full deployment of Flamingo, and a large firm provides the opportunity to take advantage of national campaigns and lower costs while partnering with local sources. Ms. Eagan noted that the sub-contractors are minority and veteran owned. Committee member McClain asked how many bids Al Burns, Director of Procurement and Contracts Administration, stated there were nine total with eight responsive. He indicated that the evaluation process narrowed the offerors down to three with presentations and discussions from the two highest ranked firms. Committee member Kemp moved and Committee member Bowers seconded advancement of this item to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously.

f. Authorize the Chief Executive Officer to Execute the Interlocal Agreement for the Regional Inter-Jurisdictional Mobility Project between HART and Hernando County Committee member Kemp left at 11:29 a.m.

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Committee member McClain moved and Committee member Bowers seconded advancement of this item to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously.

g. Approve the Banking Resolution and Certificate of Incumbency Committee member McClain moved and Committee member Jacob seconded advancement of this item to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously.

h. To Receive and File the Fiscal Year Ending September 30, 2016 Comprehensive Annual Financial Report (CAFR) Committee member McClain moved and Committee member White seconded advancement of this item to the full Board of Directors at the May 1, 2017 regular Board meeting. All Finance and Audit Committee members present voted aye. The motion passed unanimously. ADJOURNMENT The meeting adjourned at 11:32 a.m.

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COMMITTEE ACTION ITEM Authorize the Chief Executive Officer to Award the Facilities Condition Assessment Project to GLE Associates, Inc. for $92,530 Plus a 20 Percent Contingency of $18,506 for a Total Not-to-Exceed Amount of $111,036 for a 365 Day Period OVERVIEW The intent of this project is to provide a Facilities Assessment Study that will identify the existing conditions of HART facilities and develop a capital improvement plan that will describe the costs and improvements required to maintain the integrity of the facility systems and bring the facilities to current life safety, health, code compliance, environmental and energy standards over the next five, 10, 15, and 20 years. RECOMMENDATION That the Finance and Audit Committee review this action item authorizing the Chief Executive Officer to award the facilities condition assessment project to GLE Associates, Inc. for $92,530 plus a 20 percent contingency of $18,506 for a total not-to-exceed amount of $111,036 for a 365 day period; and advance this item to the full Board of Directors at the July 17, 2017 regular Board meeting. FINANCIAL IMPACT This contract is funded through the FTA FY2016 Section 5307 Formula grant and is currently appropriated in the HART FY2017 Capital budget. BACKGROUND HART is responsible for all planning, construction, reconstruction, improvements, and repairs of buildings and transit facilities administered by the Authority. In order to facilitate this responsibility, it is necessary to establish an organized body of information for each of the major facilities. This list includes but is not limited to: Ybor Facility including the Streetcar Barn, all Buildings at 21st Avenue, Marion Transit Center, Netp@rk Transfer Center, Northwest Transfer Center, University Area Transit Center, West Tampa Transfer Center, Yukon Transfer Center, South County Transit Center, Streetcar Stations, North and South Traction Substations, Hidden River and Westshore Plaza. The intent of this project is to provide a Facilities Assessment Study that will identify the existing conditions of HART facilities and develop a capital improvement plan that will describe the costs and improvements required to maintain the integrity of the facility systems and bring the facilities to current life safety, health, code compliance, environmental and energy standards over the next five, ten, fifteen, and twenty years. Items to be assessed shall include, but not be limited to: Architectural, roofing systems, HVAC, communication systems, security systems, fire protection and detection systems, electrical distribution systems, parking and pavement, structural components, Environmental and ADA compliance as applicable.

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PROCUREMENT CONSIDERATIONS On March 14, 2017, RFP-24431 was issued in compliance with HART procurement policies and included all federally required clauses. The solicitation was posted on HART website and DemandStar with direct notices sent to 342 firms. Sixty-five firms represent HART A&E prequalified firms and 277 DBE firms that could provide the services. The solicitation was accessed from HART’s website by 60 firms and/or individuals and from DemandStar by 36 firms and/or individuals.

Eight proposals were received by the deadline of April 18, 2017, at 3:00 p.m. The proposals were found to be responsive to the solicitation requirements. The proposals were evaluated by an evaluation committee of members from HART Facilities and PMO. The evaluation criteria, specified below, was used to identify the most qualified firm to perform the services:

350 Points - Qualifications of the Firm and/or Team 500 Points - Work Plan 150 Points - Relevant Projects

Total Technical Points – 1,000 The eight firms scored as follows:

GLE POND EMG Wilder Architecture

Long & Associates KPI

Vivid Consulting Group

NOVA

882 858 857 782 738 685 575 520

1 2 3 4 5 6 7 8

Following independent evaluation and discussion, the Evaluation Team recommended that HART request a price proposal from GLE, the number one ranked firm. The price proposal submitted was 36.6% below the Independent Cost Estimate and had 16% DBE participation, exceeding the 6% project goal established. On May 25, 2017, Procurement and the Evaluation Team met with GLE for clarifications to assure understanding of their firm’s project approach and the expectations of HART to complete the project. GLE provided their firms approach of HART’s multiple site walk thru process for the condition assessment phase and detail of the Capital Improvement Plan (CIP) phase. Further, the property condition assessment pre-survey and a property condition assessment field worksheet were provided in addition to sample property condition and CIP projects completed for other entities. GLE was verified to have an active business license and able to conduct business in the State of Florida. There were no exclusions on SAM.gov for and it was determined that GLE has the capacity to perform the work and are, therefore, eligible for award. The term of the contract is one year from date of award and includes all of HART standard contract provisions.

Hillsborough Transit Authority Finance and Audit Committee Meeting

June 19, 2017

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NEXT STEPS Present recommendation by the Finance and Audit Committee to the full HART Board of Directors at the July 17, 2017 regular Board Meeting.

Prepared by: Lucien Campillo, PMO Senior Manager Review by: Jeffrey Seward, Chief Financial Officer

Approved by: Katharine Eagan, AICP, Chief Executive Officer Attachments: Proposed Resolution # R2017-07-XX

ATTACHMENT

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RESOLUTION NO. # R2017-07-XX

A RESOLUTION AUTHORIZING THE CHIEF EXECUTIVE OFFICER TO AWARD THE FACILITIES CONDITION ASSESSMENT PROJECT TO GLE ASSOCIATES, INC. FOR $92,530 PLUS A 20 PERCENT CONTINGENCY OF $18,506 FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $111,036 FOR A 365 DAY PERIOD

WHEREAS, Hillsborough Regional Transit (HART) has a need for a Facilities Assessment Study that will identify the existing conditions of HART facilities and develop a capital improvement plan; and

WHEREAS, HART is responsible for all planning, construction, reconstruction, improvements, and repairs of buildings and transit facilities administered by the Authority; and

WHEREAS, HART issued Request for Proposals in compliance with HART procurement policies; and

WHEREAS, eight proposals were received and found to be responsive to the solicitation requirements; and

WHEREAS, the proposal submitted by GLE Associates, Inc. rated highest overall technically and adequately demonstrated that they have the capacity to perform the work and is, therefore, eligible for award; and

WHEREAS, following independent evaluation and discussion, the Evaluation Team recommended that HART request a price proposal from GLE, the number one ranked firm; and

WHEREAS, prices were determined to be fair and reasonable; and

WHEREAS, this contract is funded through the FTA FY2016 Section 5307 Formula grant and is currently appropriated in the HART FY2017 Capital budget.

NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT:

Section 1. The Chief Executive Officer is authorized to award the facilities condition assessment project to GLE Associates, Inc. for $92,530 plus a 20 percent contingency of $18,506 for a total not-to-exceed amount of $111,036 for a 365 day period.

Section 2. Proper officers of the Hillsborough Transit Authority are authorized to do all things necessary and required in order to implement the terms of the aforementioned agreement.

Section 3. This resolution shall take effect immediately upon its adoption.

PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JULY 17, 2017.

ATTEST: Commissioner Lesley “Les” Miller, Chairperson HART Board of Directors Councilmember Mike Suarez, Secretary HART Board of Directors

David L. Smith, Esquire

HART Board General Counsel

Hillsborough Transit Authority Finance and Audit Committee Meeting

June 19, 2017

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COMMITTEE ACTION ITEM Authorize a Memorandum of Understanding between Hillsborough Transit Authority (HART) and Tampa Bay Area Regional Transportation Authority (TBARTA) for the Provision of Vanpool Services in FDOT Funded Transit Corridors

OVERVIEW HART and TBARTA propose a pilot project for the provision of vanpool services in the 20X (Lutz Express) and 51X (New Tampa Express) corridors. HART presently operates these routes via 100 percent FDOT Transit Corridor grant funding.

RECOMMENDATION That the Finance and Audit Committee review the action item authorizing a Memorandum of Understanding between HART and TBARTA for the provision of vanpool services in FDOT funded transit corridors; and advance this item to the full Board of Directors at the July 17, 2017 regular Board meeting.

FINANCIAL IMPACT The entirety of the project will be funded by the current FDOT Transit Corridor grants. There will be no impact to the HART budget. These grants must be used within the currently identified 20X and 51X corridors.

BACKGROUND HART presently has in place FDOT 100 percent and renewable Transit Corridor grants for Routes 20X (Lutz Express) and 51X (New Tampa Express). Both routes have been losing ridership and future renewals of the grant is in doubt.

In order to reinvigorate these corridors and to improve the quality of service, HART has proposed to FDOT that a pilot ‘Customer Options’ program to provide alternatives in the corridors be established. The program is multi-faceted and includes:

• Vanpool • Local HyperLINK service • Potential pooling using ridesharing services • Targeted marketing of these services

This Memorandum of Understanding concerns only the vanpool service and will authorize HART and TBARTA to jointly create a vanpool program that targets commuters. Routes 20X and 51X will be maintained for at least one-year and would be discontinued if vanpool proves to be a satisfactory alternative to express bus.

HART strategic goals are to ‘Embrace Innovative Practices and Systems’ and ‘Connect the County and Region’. Providing alternative solutions to transportation problems address both of these goals. This project represents HART’s aspiration to be in the forefront of new and innovative strategies to address the provision of transportation alternatives.

The Transit Corridor funding is 100 percent FDOT and will not require HART local funds.

Hillsborough Transit Authority Finance and Audit Committee Meeting

June 19, 2017

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NEXT STEPS Present recommendation by the Finance and Audit Committee to the HART Board of Directors at the July 17, 2017 Board meeting.

Prepared by: Steve Feigenbaum, Director of Service Planning Reviewed by: Ruthie Reyes-Burckard, Chief Operating Officer

Approved by: Katharine Eagan, AICP, Chief Executive Officer

Attachments: I Proposed Resolution #R2017-07-XX II Memorandum of Understanding between HART and TBARTA

ATTACHMENT I

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RESOLUTION NO. #R2017-07-XX

A RESOLUTION TO APPROVE THE MEMORANDUM OF UNDERSTANDING BETWEEN HILLSBOROUGH TRANSIT AUTHORITY (HART) AND TAMPA BAY AREA REGIONAL TRANSPORTATION AUTHORITY (TBARTA) FOR THE PROVISION OF VANPOOL SERVICES IN FDOT FUNDED TRANSIT CORRIDORS WHEREAS, HART presently has in place FDOT 100 percent and renewable Transit Corridor grants for Routes 20X (Lutz Express) and 51X (New Tampa Express); and WHEREAS, HART and TBARTA propose a pilot project for the provision of vanpool services in the 20X (Lutz Express) and 51X (New Tampa Express) corridors; and WHEREAS, the entirely of the project will be funded by the current FDOT Transit Corridor grants, and there will be no impact to the HART budget; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY THAT: Section 1. The HART Board of Directors approves the Memorandum of Understanding between Hillsborough Transit Authority (HART) and Tampa Bay Area Regional Transportation Authority (TBARTA) for the Provision of Vanpool Services in FDOT Funded Transit Corridors. Section 2. Proper officers of HART are authorized to do all things necessary and required in the aforementioned MOU. Section 3. This resolution shall take effect immediately upon its adoption.

PASSED AND ADOPTED BY THE BOARD OF DIRECTORS OF THE HILLSBOROUGH TRANSIT AUTHORITY ON JULY 17, 2017.

ATTEST:

Commissioner Lesley “Les” Miller, Chairperson HART Board of Directors

Councilmember Mike Suarez, Secretary HART Board of Directors

David L. Smith, Esquire

HART Board General Counsel

ATTACHMENT II

MEMORANDUM OF UNDERSTANDING BETWEEN HILLSBOROUGH TRANSIT AUTHORITY (HART) AND TAMPA BAY REGIONAL TRANSIT AUTHORITY (TBARTA) FOR PROVIDING VANPOOL SERVICE This Memorandum of Understanding (MOU) made and entered into this _______ day of _______________, 2017, by and between the Hillsborough Transit Authority, (HART), a regional transit authority under the laws of the State of Florida, and The Tampa Bay Area Regional Transit Authority, or TBARTA, a regional transportation agency under the laws of the State of Florida, as amended.

W I T N E S S E T H: WHEREAS, HART and TBARTA are actively engaged in improving mobility in the Tampa Bay area; and WHEREAS, Vanpools provide more opportunities to match people with diverse needs for destinations and times; Vanpools, though in regular traffic same as a bus, will have a travel time edge by limiting stops and; WHEREAS, an agreement between HART and TBARTA increases efficiency across the region and fosters regional connectivity benefiting transit riders; and WHEREAS, HART and TBARTA staff have jointly met to identify and commit to coordination to bring transportation alternatives to existing HART express riders. NOW, THEREFORE, in consideration of such further collaboration set forth herein, the parties hereby memorialize the following understandings: Section 1. The above recitals are true and correct and are incorporated herein by reference. Section 2. HART and TBARTA will continue to coordinate to bring alternatives to express system riders whose collective needs may not be met via a limited number of express bus trips HART currently provides. Section 3. HART will maintain the existing 20X and 51X express routes for one-year (Oct. 1, 2017 – Sept. 30, 2018). Section 3a. 2. During this year HART and TBARTA will develop and implement the marketing of a vanpool program for express patrons in the 20X and 51X corridors and provide current express route users an alternative other than 20X and 51X. Section 3b. HART/TBARTA will offer vanpool alternatives by October 1, 2017 or earlier. Section 3c. HART/TBARTA marketing plan for the alternative service will be completed by September 30, 2017.

ATTACHMENT II

Section 3d. The FDOT Corridor funding will incentivize the vanpool program by providing the vans and an operating stipend for each van pool. Section 4. This MOU shall be effective on the first day and year written above and shall continue in full force and effect through December 31, 2017. For this MOU to be so extended, it must be re-approved annually by each governing body, subsequent to a submittal by respective staff summarizing the actions taken in furtherance if this MOU on or before December 1 of each year so considered, unless terminated sooner pursuant to its terms, or extended by mutual written agreement of the parties. Either party may terminate this MOU without cause upon one hundred twenty (120) days’ written notice to the other party. Upon termination or expiration, this MOU shall be of no further force or effect. IN WITNESS WHEREOF, the parties hereto have caused this MOU to be executed below by their duly authorized representatives as of the date first above written. ATTEST: HILLSBOROUGH AREA REGIONAL TRANSIT AUTHORITY ______________________________________________ KATHARINE EAGAN, AICP, CHIEF EXECUTIVE OFFICER APPROVED AS TO FORM: ______________________________________________ DAVID L. SMITH, HART GENERAL COUNSEL (OFFICAL SEAL) ______________________________________________ CLERK OF THE HART BOARD ATTEST: TAMPA BAY REGIONAL TRANSPORTATION AUTHORITY _______________________________________________ RAMOND CHIARAMONTE, EXECUTIVE DIRECTOR _______________________________________________ TBARTA GENERAL COUNSEL (OFFICIAL SEAL)