The SORTA Board of Trustees may go into Executive “Closed” Session under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee…; Section 121.22(G)(2) To consider the purchase of property for public purposes….; Section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action; Section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees…, Section 121.22(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues; Section 121.22(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office; Section 121.22(G)(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets…

SORTA PLANNING AND OPERATIONS COMMITTEE MEETING

TUESDAY, OCTOBER 12th, 2021 - 9:00 A.M. SORTA/METRO AT HUNTINGTON CENTER,

23rd FLOOR CONFERENCE ROOM, 525 VINE STREET,

CINCINNATI, OHIO 45202

General Items:

Call to order Pledge of Allegiance

1. Approval of Planning and Operations Committee Minutes: September 14th, 2021

Briefing Items

2. Good News (Executive Team) 3. Monthly CPS Update (John Ravasio) 4. Ridership Report as of September 30th, 2021 (Matt Moorman)

Action Items:

5. Proposed Resolution: Approval of Contract Garage Door Maintenance (Jeff Mundstock) 6. Proposed Resolution: Agreement With Cincinnati Bell for Microsoft Enterprise Licensing (Pat Giblin)

Other Items: New Business Adjournment

The next regular meeting of the Planning & Operations Committee has been scheduled for

November 9th, 2021 at 9:00 a.m.

1

PLANNING AND OPERATIONS COMMITTEE TUESDAY, SEPTEMBER 14TH, 2021 – 9:00 A.M.

COMMITTEE MEMEBERS APPOINTED: Blake Ethridge (Chair), Maurice Brown (Vice Chair), Alyson Beridon, Brendon Cull, Gwen Robinson, Larry Thompson, and Kathy Wyenandt COMMITTEE/BOARD MEMBERS PRESENT: Alyson Beridon, Chelsea Clark, Blake Ethridge, Robert Harris, Kreg Keesee, Gwen Robinson and Larry Thompson COMMITTEE MEMBERS ABSENT: Maurice Brown and Sonja Taylor STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Steve Anderson, Pat Giblin, Adriene Hairston, Jennifer Jackson, Brandy Jones, Caprice Jones, Natalie Krusling, Kathleen McKeon, Matt Niehaus, Shannel Satterfield and Khaled Shammout OTHERS PRESENT: Kim Schaefer (Vorys, Sater, Seymour & Pease, LLP) 1. Call to Order

Mr. Ethridge called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. Approval of Minutes of August 10th, 2021

Mr. Ethridge made a motion and Mr. Thompson second that the minutes of the August 10thmeeting be approved as previously emailed.

4. Good News!

The Executive Team presented the Good News! Report. Ms. Hairston discussed July Silver Award recipients. Mr. Ravasio then congratulated the recent retirees and thanked them for their service. He also thanked the Metro staff from various departments for their assisted CPS staff, parents, and student during the first two weeks of school. Mr. Weil informed the Committee the mask mandate has extended to January 18, 2022 and ODOT donated 20,000 to CPS. Mr. Ravasio shared CEO Darryl Haley spoke to high school student from various city in Ohio at the “My Brother’s Keepers” program on August 30th. He then welcomed Chris Cole, VP of Transit Operations and Amy Rasmussen, Ridership Development Director. Ms. Jones shared Car Free Day Cincy will take place on September 22nd. Mr. Ravasio then concluded the report.

The Committee accepted the report as presented.

5. ERM Board Update

Mr. Keesee provided a brief overview of the ERM Board update. He recommended the presentation move to the October or November committee meeting.

The Committee agreed and accepted the report as presented.

6. DBE Presentation

Ms. Walker presented the DBE Presentation. She discussed the small and disadvantage business participation: year to date $613,175 spent with SBEs, MBEs, WBEs and DBEs, 7 “XBE” firms

2

awarded a prime contract, 8 subcontracts awarded to “XBE” firms, and “XBE” firms accounted for 35 of the total number of bids or proposals received. She then reviewed DBE contract goals and FTA goal settings requirements. Lastly, she mentioned the programs SORTA will participate and implementing DBE technology to improve the DBE program. Ms. Walker then concluded the report.

The Committee accepted the report as presented.

7. CPS Update

Mr. Anderson presented CPS Update. This report included the new service models (compared to prior years service), adjustments and ongoing assessments, and CPS parent feedback.

The Committee accepted the report as presented.

8. Ridership Report as of August 31st,2021

Mr. Moorman presented the August 2021 ridership reports. Total ridership for the month of August was 666,406 or 291,017 below budget.

Mr. Moorman presented the August 2021 ridership for Access. Total ridership for the month of August was 12,834 or 1,204 below budget.

The Committee accepted the report as presented.

9. Proposed Resolution: Approval of Contract for Property Maintenance

Mr. Mundstock recommended a three (3) year contract with Four Seasons Supply, as the proposal most advantageous to SORTA, price and other factors considered, at a cost not to exceed $139,850 for property maintenance at five (5) SORTA owned Right of Way locations.

The Committee agreed to recommend the resolution to the full Board.

10. New Business

The next regular meeting of the Planning and Operations Committee has been scheduled for Tuesday, November 9th, 2021 at 9:00 A.M.

11. Adjournment The meeting adjourned at 10:30 A.M.

PLANNING & OPERATIONS: GOOD NEWS

October 12, 2021

August Silver Award Recipients

Queensgate Maintenance Employee of the Month

James Inman

Bond Hill Maintenance Employee of the Month

Jacob Sparks

Leadership Employee of the Month

Steve Doan

August Silver Award Recipients

Administrative & Support Employee of the Month

Natalie Krusling

Access/BH

Operator of the Month Vincent Best

Queensgate Operator of the Month

Harry Fowler

Congrats on your Retirement, Jon! Farewell and all the best to Customer Care Agent Jon Oliver! Jon began his career in 1974 as a coach operator until he retired in 2004. Upon his return he held the positions of Information Specialist, as well as, Call Center Agent and has done a tremendous amount in service to his colleagues and community and will be missed!

Congrats on your Retirement, Mary! Farewell and all the best to Director of Procurement Mary Moning after 32 years of service! Mary has served in many roles at Metro including Programmer Analyst, Programmer, System Analyst, Project Manager, Interim Access Service Manager, Director of Paratransit Services, Director of ADA/Accessible Services, Chief Operating Officer, Executive Director of Administration and Vice President of Strategic Management. She will be missed tremendously!

Congrats on your Retirement, Brenda!

Farewell and all the best to Dispatcher Brenda Bingamon! Brenda previously served in several roles including Transit Traffic Controller and Coach Operator and will be missed tremendously!

Welcome, Pat! Pat LaFleur has joined Metro as our new External Affairs Manager. Pat most recently served as the Senior Real-Time Editor for WCPO and previously as the Transportation reporter for the network.

Mobile Ticket Validators are Live Mobile ticketing validators recently went live for customers to scan their tickets from their mobile devices onboard each bus. Thank you to our Maintenance, PMO and IT teams for all of their work getting the units installed, programmed and tested.

Ready Valid Invalid

New Buses Have Arrived

31 new Gillig Buses Build will be going into service soon. 18 buses have already arrived and will be taking to the road this month.

Congratulations Darryl Haley on your National COMTO Award!

The Conference of Minority Transportation Officials (COMTO) awarded CEO Darryl Haley the 2021 Thomas G. Neusom Founders’ Leadership Award for outstanding contributions towards the growth and development of people of color within the transportation industry.

…and that’s the news!

October 2021

BRIEFING ITEM – MONTHLY RIDERSHIP REPORT- SEPTEMBER 30TH, 2021

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence RECOMMENDATION This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

• This report provides a summary of monthly ridership information, both on fixed route (Local/Express) and Access services.

• Key Performance Indicators (KPIs) such as: Average Fixed Ridership, Passenger per Hour, Passenger per Trip, and Cost per Passenger are provided to show ridership trends and variances.

SUBMITTED BY:

Matt Moorman Scheduling Manager

Attachments: Presentation

September 2021 Ridership Report

1

Local/Express Ridership

ACTUAL

BUDGET

VARIANCE (%/#)

2020

VARIANCE (%/#)

TOTAL 777,806 1,220,163 -36.3% -442,357 540,459 43.9% +237,347

LOCAL 755,475 1,147,130 -34.1% -391,655 526,796 43.4% +228,679

EXPRESS 22,331 73,033 -69.4% -50,702 13,663 63.4% +8,668

YTD TOTAL 5,321,928 7,422,925 -28.3% -2,100,997 5,749,720 -7.4% -427,792

+No School Service Provided in December/January

*COVID-19 Impact 2

* * * + * * + * * * * * * *

3

Local/Express Ridership

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Fixe

d-Ro

ute

Ride

rshi

p

Monthly Fixed-Route Ridership 2019 - Present 2019 Actual 2020 Actual 2021 Actual

3

Local/Express KPIs

ACTUAL KPI/BUDGET VARIANCE

PASSENGERS PER HOUR (LOCAL) 12.5 20.7 -8.2

PASSENGERS PER TRIP (EXPRESS) 4.7 16.2 -11.5

AVERAGE RIDERSHIP (WD) 31,907 51,259 -19,352

AVERAGE RIDERSHIP (SA) 14,374 19,785 -5,411

AVERAGE RIDERSHIP (SU) 10,050 12,916 -2,866

Current year Prior year KPI/Budget

4

Local/Express Missed Trips

Current year Prior year

ACTUAL TOTAL TRIPS % OF TRIPS OPERATED

MISSED TRIPS (ALL SERVICE) 2,014 66,729 97.0%

REASON FOR MISSED TRIP ACTUAL % of MISSED TRIPS

NO OPERATOR AVAILABLE 1,808 90.7%

MECHANICAL ISSUE 0 0.0%

TRAFFIC INCIDENT 27 1.3%

LATE OPERATIONS 41 2.0%

OTHER 138 6.9%

5

7

0

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40

60

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120

140

160

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2021

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2021

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September 2021 Daily Missed Trips

Missed Trips

Local/Express Daily Missed Trips

7 7

Local/Express Daily Average Missed Trips

Access Ridership

8

ACCESS PARATRANSIT ACTUAL BUDGET VARIANCE (%/#) 2020 VARIANCE (%/#)

TOTAL 12,687 14,128 -10.2% -1,441 7,577 67.4% +5,110

WD 11,705 6,967 68.0% +4,738

SA 505 296 70.6% +209

SU 477 314 51.9% +163

YTD 92,776 109,356 -15.2% -16,580 79,083 17.3% +13,693

Current Year Prior Year Budget

*COVID-19 Impact

9

Access Ridership

* * * * * * * * * * * *

8

10

Access Ridership

0

5,000

10,000

15,000

20,000

25,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Para

tran

sit R

ider

ship

Monthly Paratransit Ridership 2019 - Present 2019 Actual 2020 Actual 2021 Actual

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BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2021-xx

APPROVAL OF CONTRACT FOR GARAGE DOOR MAINTENANCE AND REPAIRS WHEREAS:

1. SORTA requires preventative maintenance and repairs for one-hundred and thirty (140) garage doors located at the Queensgate, Bond Hill and Access facilities.

2. An Invitation for Bid (“IFB”) was sent to vendors within Public Purchase with relevant NAICS

codes, including thirty-four (34) D/M/S/WBE firms. 3. Two (2) bids were received. Staff reviewed the bids and recommends the Board accept the bid

from Bushelman Supply Company for a three (3) year contract, at a total cost not to exceed $157,170 as the lowest responsive bid from a responsible bidder.

4. This expenditure will be funded with 100% operating funds. THEREFORE, BE IT RESOLVED:

5. The Board hereby finds the bid of Bushelman Supply Company as recommended by the SORTA staff to be the lowest responsive bidder from a responsible bidder and awards to it a contract for garage door preventative maintenance and repairs for at a total cost not to exceed $157,170.

6. The Board authorizes the CEO/General Manager/Secretary-Treasurer, CAO, Interim CFO or the

COO, to execute such contract with Bushelman Supply Company on behalf of SORTA.

Attachments: Action Item

Procurement Summary

October 2021

ACTION ITEM- APPROVAL OF CONTRACT FOR GARAGE DOOR MAINTENANCE AND REPAIRS

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence RECOMMENDATION Approval of a resolution authorizing the CEO/General Manager/Secretary-Treasurer, CAO, Interim CFO or the COO to execute a three (3) year contract on behalf of SORTA with Bushelman Supply Company, for the preventive maintenance and repairs of the facilities garage doors, at a cost not to exceed $157,170.

FINANCIAL CONSIDERATIONS

• This is a new 3-year contract that allows SORTA to continue to maintain the 140 garage doors at all three garages (Queensgate, Bond Hill and Access).

• The cost of this contract is a firm-fixed cost of $157,170.

• The expenditures for this agreement will be funded with 100% operating funds.

BUSINESS PURPOSE

• To reduce potential cost of replacement by having preventive maintenance conducted on all 130 overhead garage doors.

PROCUREMENT CONSIDERATIONS

• This is a firm-fixed unit price contract.

• This is a contract for 3 years.

• The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

• This solicitation was sent to thirty-four (34) D/M/WBE firms with 0 bid submittals.

LEGAL CONSIDERATIONS

• Section 306.43 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Jeff Mundstock Darryl Haley Director of Maintenance CEO/General Manager

Attachments: Procurement Summary Report

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2021-xx

APPROVAL OF AGREEMENT WITH CINCINNATI BELL (CBTS) FOR MICROSOFT ENTERPRISE LICENSING

WHEREAS:

1. In support of the strategic plan, SORTA requires an upgrade from Microsoft 2010 to Microsoft 365 to provide increased cross organizational communication capabilities and improved software security.

2. An Invitation for Bid (“IFB”) was sent to vendors within Public Purchase with relevant

NAICS codes, including one (1) D/M/S/WBE firms.

3. Nine (9) bids for Microsoft Enterprise Licensing were received. Staff recommends the Board accept the bid submitted by Cincinnati Bell (CBTS), at a total contract amount of $522,488 as the lowest responsive bid from a responsible bidder.

4. This expenditure will be funded with operating funds. THEREFORE, BE IT RESOLVED:

5. The Board hereby finds the bid of Cincinnati Bell (CBTS), Inc. for software licensing, as recommended by the SORTA staff, to be the lowest responsive bid from a responsible bidder, and awards it a contract at a total cost not exceed $522,488.

6. The Board authorizes the CEO/General Manager/Secretary-Treasurer, CAO, Interim CFO, or the COO to execute a contract with Cincinnati Bell (CBTS) on behalf of SORTA.

Attachments: Action Item

Procurement Summary

October 2021

ACTION ITEM- APPROVAL OF AGREEMENT WITH CINCINNATI BELL (CBTS) FOR MICROSOFT ENTERPRISE LICENSING

STRATEGIC PLAN GOAL / OBJECTIVE

• Operational Excellence • Innovation

RECOMMENDATION Approval of a resolution authorizing the CEO/General Manager/Secretary-Treasurer, CAO, Interim CFO or the COO to execute a three (3) year Microsoft Enterprise Agreement with Cincinnati Bell (CBTS) on behalf of SORTA at a cost not to exceed $522,488.

FINANCIAL CONSIDERATIONS

• This is a three (3) year agreement with a total expenditure of $522,488.

• This agreement will start in November 2021 and has been included in the operating budget.

BUSINESS PURPOSE

• The move to Microsoft 365 enables us to upgrade our MS Office productivity tools (Excel, Word, PowerPoint, etc.) from version 2010 to the latest release.

• The Microsoft 365 product suite and license includes additional security software to help protect the organization.

• This project moves all email from an on premise GroupWise to cloud hosted with Microsoft and changes our desktop email application from GroupWise to Outlook.

• This includes licensing to add basic email and other limited functionality (intranet and forms) for all employees (including drivers and mechanics).

PROCUREMENT CONSIDERATIONS

• This is a contract for three (3) years

LEGAL CONSIDERATIONS

• Section 306.43 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Patrick Giblin Darryl Haley Director of IT CEO/General Manager/Secretary-Treasurer

Attachments: Procurement Summary