Backup Documents 04/10/2018 Item #16D 7 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 16 D 7
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s)(List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office JAK 4/10/18
4. BCC Office Board of CountyN4�
Commissioners 1 4\Vp\\�
5. Minutes and Records Clerk of Court's Office Pin ho rr
8 (4102.01
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Tess Sillery,Pu is Transit Phone Number 252-5840
Contact/Department
Agenda Date Item was 4/10/18 Agenda Item Number 16-D-7
Approved by the BCC
Type of Document Amendment to Contract#15-6424 Number of Original One
Attached Documents Attached
PO number or account n/a
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature JAK
2. Does the document need to be sent to another agency for additional signatures? If yes, JAK
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be JAK
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's JAK
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the JAK
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's JAK
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip JAK
should be provided to the County Attorney Office at the time the item is input into
MinuteTraq. Some documents are time sensitive and require forwarding to Tallahassee
within a certain time frame or the BCC's actions are nullified. Be aware of your
deadlines!
8. The document was approved by the BCC on 4/10/18 and all changes made during the JAK N/A is not
meeting have been incorporated in the attached document. The County Attorney's an option for
Office has reviewed the changes,if applicable. is line.
9. Initials of attorney verifying that the attached document is the version approved by t K 'A is not
BCC,all changes directed by the BCC have been made,and the document is ready r e a option for
Chairman's signature. s line.
PLEASE PROVIDE A CERTIFIED COPY TO TESSIE SILLERY(5840)
[04-COA-01081/1344830/l]I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04, • . 6.05,Revised 2.24.05;
Revised 11/30/12
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MEMORANDUM
Date: April 11, 2018
To: Tessie Sillery, Operations Coordinator
PTNE Division
From: Martha Vergara, Sr. Deputy Clerk
Minutes & Records Department
Re: Amendment to Contract #15-6424
Certified Copy
Attached, for your records, please find a scanned copy of the document
as referenced above, (Item #16D7) adopted by the Board of County
Commissioners on Tuesday, April 10, 2018.
The Minutes and Record's Department has kept the original of the
referenced document as part of the Board's Official Records.
If you have any questions, please contact me at 252-7240.
Thank you.
Attachment
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AMENDMENT TO CONTRACT#15-6424 MANAGEMENT SERVICES CONTRACT FOR THE COLLIER
AREA TRANSIT(CAT) FIXED ROUTE AND PARATRANSIT PROGRAM
(Scheduling and Dispatch)
THIS AMENDMENT TO AGREEMENT("Amendment")is made and entered into thisk.) t1ay of April
2018, by and between Medical Transportation Management, Inc. dba Southeast MTM, Inc., whose
address is 1E Hawk Drive, Lake St. Louis, Missouri 63367(hereinafter referred to as the"Contractor"),and
The Board of County Commissioners of Collier County, Florida, as the governing body of Collier County
("County").
RECITALS:
WHEREAS, the parties entered into an Agreement dated November 10, 2015 ("Agreement"),
wherein the Contractor agreed to provide Transit System Service and Support to Collier County in
accordance with the terms and conditions of Contract #15-6424 the Management Services Contract for
the Collier Area Transit (CAT) Fixed Route and Paratransit Program Scheduling and Dispatch); and
WHEREAS, based upon lessons learned through the implementation of the Agreement and future
Intelligent Transportation System (ITS) planned for the enhancement of the transit system, the County
and the Contractor agree that the addition of a part-time Scheduler/Dispatcher to assist with covering
absentees relief to avoid impacting the operations, and a Senior ITS professional to assist with the
implementation and maintenance of those systems will promote the efficient operation of the transit
system and is in the public interest; and
WHEREAS,the pricing structure of the contract (Exhibit II) will be amended to include the added
cost for adding the 1.5 positions (a part-time Scheduler/Dispatcher and a Senior ITS professional) noted
above; and
WHEREAS, upon recommendation by the Public Services Department Head and after reasoned
consideration by the Board of Commissioners, the Board finds that this Amendment enhances the
County's transportation system and is in the public interest.
NOW,THEREFORE,in consideration of the mutual covenants and agreements set forth herein and
for other valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the
County and Contractor agree that the Agreement shall and hereby is amended and modified on the terms
provided herein:
Terms and Conditions
1. Recitals.The preceding recitals are true and correct and are incorporated into this Amendment
by reference.
2. The following changes are being made to the below contract sections (deletions struckthrough,
additions underscored). All other sections and subparts of Contract # 15-6424 not addressed
below shall remain unchanged.
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APPENDIX 1
PERFORMANCE STANDARDS
In order to ensure a high standard of performance,services provided by the Contractor are to be operated
in a manner that maximizes productivity without negatively impacting service quality for CAT & CAP
patrons. To assure quality and a high level of customer satisfaction, all performance standards shall be
reviewed on an on-going basis and are subject to change as CAT & CAP's needs change. If performance
standards set forth below are changed by PTNE, the Contractor's performance standards will be
immediately changed to meet the new performance standards, upon notice by PTNE to the Contractor.
PTNE will review each performance factor and reward high achievement (incentives)or make deductions
for substandard performance (disincentives). Generally, performance standards reviews will occur
monthly. - -- - "1"• e _. _ . • - ' _ . e-:•
-• . if
30). Cash payments or deductions shall be calculated on the Net Contract Amount Paid to the Contractor
for Service Operated for the corresponding review period. All incentives achieved or incentive payments
success of the Contract during the review period being evaluated. In order to be included in the incentive
payments,the employee must be on the payroll the date the payments are distributed. PTNE may require
documentation to ensure that all incentives arc distributed according to the Contract.
The following performance standards establish a range of performance that provides quality service
delivery to CAT patrons. The Contractor shall attain the following performance standards:
1.0 Total # of passenger trips per revenue vehicle hour. The following outlines the incentives or
disincentives for total#of passenger trips per revenue vehicle hour:
Total Passenger trips per Performance Incentive/
revenue vehicle hour Indicators <Disincentive>
15%above Goal 19.55 14.95 and above $1,000
10%above Goal 18.7 19.54 14.3 - 14.94 $500
5%above Goal 17.85 18.6 13.95- 14.29 $250
PTNE Goal—17.0 13.0 16.16 17.84 13.00- 13.64 None
Up to 5% below Goal 15.1 16.15 12.35- 12.99 <-$250>
Up to 10% below Goal 15.11 15.3 11.70- 12.34 <-$500>
11% below Goal 15.13 11.05 or below <-$1,000>
2.0 On-time Performance is defined as the percentage of time that the vehicle departs no earlier than and
no more than 5 minutes after the published departure times as shown in the AVAIL schedule
adherence report. Incentives and disincentive shall be assessed per route.The following outlines the
incentives and disincentive for on-time performance per route:
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On-Time Performance Performance Incentive/
Per Route Indicators <Disincentive>
3%above Goal Above 97.85 92.1% $1,000
2% above Goal 96.9 97.81 89.1-92.0% $500
1%above Goal 95.95 96.8 87.1-89.0% $250
PTNE Goal-9-5 87% 91.06 95.94 85-87% None
Up to 1% below Goal 93.2 94.05 83.0-84.9% <-$250>
Up to 2% below Goal 92.16 93.1 81.0-82.9% <-$500>
3% below Goal 92.15 83.0%or below <-$1,000>
3.0 Customer Satisfaction is defined as the overall passenger rating based on a semi-annual customer
service report.The response categories are very poor(1), poor(2),fair(3),good (4)and very good (5).
The following outlines the incentives and disincentive for customer satisfaction:
Semi -Annual Customer Performance Incentive/
Satisfaction Indicators <Disincentive>
15%above Goal Above 4.6 $1,000
10% above Goal 4.4-4.5 $500
5% above Goal 4.2-4.3 $250
PTNE Goal-4.0 3.9-4.1 None
Up to 5% below Goal 3.7-3.8 <-$250>
Up to 10% below Goal 3.57-3.6 <-$500>
11% below Goal 3.56 or below <-$1,000>
The following performance standards establish a range of performance that provides quality service
delivery to CAP patrons.The Contractor shall attain the following performance standards:
1.0 On-time Performance is defined as the percentage of trip time that the completed late as defined by
the trip timing preference drop off trip is no more than 0 minutes late vehicle as shown in the schedule
adherence report.The following outlines the incentives and disincentive for on-time performance:
On-Time Performance Performance Incentive/
Per Route Indicators <Disincentive>
3%above Goal Above 97.85 98.5% $1,000
2%above Goal 96.9 97.81 97.1 -98.4% $500
1%above Goal 95.95 96.8 96.1 -97.9% $250
PTNE Goal-9-5 96% 91.06 95.9194-96% None
Up to 1% below Goal 93.2 94.05 92.0-93.9% <-$250>
Up to 2% below Goal 92.16 93.1 89.0-91.9% <-$500>
3% below Goal 92.15 88.9%or below <-$1,000>
2.0 Customer Satisfaction is defined as the overall passenger rating based on a semi-annual customer
service report.The response categories are very poor(1), poor(2),fair(3),good (4)and very good (5).
The following outlines the incentives and disincentive for customer satisfaction:
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Semi-Annual Customer Performance Incentive/
Satisfaction Indicators <Disincentive>
15%above Goal Above 4.6 $1,000
10%above Goal 4.4-4.5 $500
5%above Goal 4.2-4.3 $250
PTNE Goal-4.0 3.9-4.1 None
Up to 5% below Goal 3.7-3.8 <-$250>
Up to 10% below Goal 3.57-3.6 <-$500>
11% below Goal 3.56 or above <-$1,000>
3.0 Average Passengers per Vehicle Revenue Hour rating based on monthly reports.The following outlines
the incentives and disincentive for average passenger per Vehicle Revenue Hour:
Semi-Annual Monthly Performance Incentive/
Average PPVRH Indicators <Disincentive>
15%above Goal 2.01 and Above 2.3 $1,000
10%above Goal 2.2 2.29 1.93-2.0 $500
5%above Goal 2.1 2.19 1.84- 1.92 $250
PTNE Goal-2.0 1.75 1.91 2.09 1.75-1.83 None
Up to 5% below Goal 1.9 1.81 1.66-1.74 <-$250>
Up to 10% below Goal 1.8 1.71 1.58- 1.65 <-$500>
11% below Goal 4•4 1.49 or below <-$1,000>
4.0 % of Active Paratransit Passengers Transitioned from Paratransit to Fixed Route rating based on
monthly reports.The following outlines the incentives and disincentive for#of passengers transition
from Paratransit to Fixed Route:
Semi-Annual Percentage of
Ac ive Paratransit Performance Incentive/
` Indicators <Disincentive>
Passengers Transitioned
15%above Goal Above 4% $1,000
10% above Goal 3%-3.9% $500
5%above Goal 2%-2.9% $250
PTNE Goal-1% _ 0.76%-1.9% None
Up to 5% below Goal 0.51%-0.75% <-$250>
Up to 10% below Goal 0.26%-0.50% <-$500>
11% below Goal 0.25%or below <-$1,000>
APPENDIX 2
LIQUIDATED DAMAGES
Liquidated damages will be assessed for Contractor deficiencies specified herein. Liquidated Damages are
not punitive but intended to recover Collier County's cost for the Contractor's deficiencies, lost service or
additional work by PTNE for service delivery to the patron. PTNE will consider extenuating circumstances
in assessing damages. The Contractor has the ability to control liquidated damages through well trained
drivers, re-fresher training, and effective communications with staff. Liquidated damages shall be
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deducted from any monies due, or which may thereafter become due, to the Contractor under this
Contract. Liquidated damages will not be assessed for the above described occurrences arising from
causes beyond the control of Contractor as determined by PTNE. In the event the Contractor fails to
comply with the following standards, PTNE shall assess liquidated damages as follows:
Requirements Liquidated Damage Amount _
Contractor must submit complete and accurate reports by the PTNE $100.00 for each calendar day late for the
established due dates. monthly and/or quarterly reports.
$500.00 for each calendar day late after
the pre-established date for the yearly
report.
The Contractor shall notify PTNE of every accident or incident immediately, $100.00 for each hour beyond the initial
but no more than two hours after the occurrence. The Contractor shall 2-hour window for notification.
submit information accurately and complete. _
The Contractor shall provide written documentation for any vehicle $250.00 for each calendar day late after
accident or incident. The County shall receive written copies of incident the pre-established timeframe for a
and accident reports within 24 hours of occurrence. The Contractor shall report and full report inclusive of photos.
provide a full report inclusive of photos and police report within seven
calendar days of the accident/incident.The Contractor shall submit reports
accurately and complete. _
The Contractor shall be required to develop and administer EEO,Title VI,& Liquidated damages shall be assessed on
Drug and Alcohol policies and programs consistent with Federal, State & a daily basis from the date of the written
Local rcquirements. notice until either PTNE or FTA deems
compliance has been met and issues a
written notification.
First violation $500 daily
Second violation $1,000 daily
Third violation $1,500 daily
Fourth violation $2,000 daily _
The Contractor shall ensure farebox collections are reconciled on a daily $250 per occurrence of farebox receipts
basis(Monday through Friday). not being reconciled as required. _
The Contractor is expected to care for all County provided equipment and $50.00 plus the cost of repair if
establish policies and procedures to ensure that equipment is not Communication Equipment is found
tampered with,abused or neglected. tampered with,abused and/or neglected
as identified by PTNE Staff and/or PTNE's
repair Contractor. _
The contractor is expected to coordinate with the Operating vendor to Excessively late Fixed Route trips will be
ensure that the Fixed Route and Paratransit Services are performed on- assessed $50 per loop for any late time
time. The services are incentivized when Performance measures are point that is late 10 minutes or more. Fixed
exceeded and dis-incentivized when stated performance measure aren't Route trips that depart a time point early
met. On-time performance is an important element to an efficient transit will be assessed$100 per occurrence.
system and will affect ridership if not managed. Excessively late Paratransit trip will be
assessed $50 per trip if the trip time is 15
minutes or more passed the timing
preference criteria. _
A Closed Run is when a driver is not available to perform scheduled trips Closed runs due to the lack of timely
assigned to a run causing the trips to go in unscheduled status. written notification to Operations Vendor
will result in a $250 assessment per run
closed. _
The Contractor is expected to submit accurate,complete reports within the $50.00 per day per occurrence for
PTNE established timeframes. Infractions may include failure to submit Reporting Infractions. _
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reports by established dates, submission of inaccurate or incomplete
reports,or maintaining proper records.
Examples of reporting infractions include,but are not limited to:
a. Failure to maintain current records for training documentation,
in personnel files for all personnel.At a minimum,this includes:
o Drivers'License records
o Defensive Driving records
o Motor Vehicle records
c Background records
o Customer Comments and/or other Incident reports
b. Failure to maintain and submit any requested reports as
required and/or requested.
c. Failure to report incomplete and inaccurate driver manifests.
The Contractor shall faithfully adhere to all standard MVR, background $1,000.00 per incident discovered where
screening reviews and driver licensing and registration requirements. the Contractor failed to adhere to all
review requirements. _
PTNE requires full staffing by the Contractor. 25%of the salary for the time that a key
personnel position is vacant for over 14
days.
$100.00 per day per vacancies in
Supervisory Personnel. All required
supervisory positions (starters, street
supervisors, service supervisor, and
safety personnel) must be covered each
day in case of turnover,sickness,vacation
or other absences with a qualified
replacement.
$100.00 per day for any non PTNE-
approved personnel operating a route
without PTNE's prior written approval. _
County vehicles are to be used for approved purposes only. $500 for any occurrence of Contractor
using Collier County vehicles for other
than an explicit PINE approved purpose.
The Contractor shall process all paratransit eligibility applications within 21 $250.00 per occurrence of the Contractor
days of receiving a complete application. not processing completed paratransit
eligibility applications with the required
21-day timeframe. _
The Contractor shall perform schedule a minimum of 20%scheduled trips $5,000 per month of less than 20% of
on non-County-owned vehicles. (This percentage may be revised on an total paratransit trips performed by non-
annual basis). County owned vehicles.
The Contractor shall be responsible for securing all facilities each evening. $1,000 per door or gate that is left
unsecured in the evening.
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EXHIBIT II -PRIC
ING STRUCTURE
Fixed Route
•r... . $ . s i . I • FY 020
Scope Scope Description 72,842 73,935 75,044 76,170 77,313
Item
1 System Planning and Administration $40,964 $40,503 $41,267 $42,048 $42,845
Management Labor&Fi inge,Administrative
Clerical Labor&Fringe,Office Materials&
Supplies,Reports,Administrative/Corporate
Support,capital Depreciation,Interest Expense,
Internet/Cell,Employee Welfare,Employee
Recruiting,Business Licensing,Payroll
Processing,Printing and Graphics,Postage,
Dues and Subscriptions,Buy America Program,
EEO/Affirmative Action Program,Overhead
2 Insurance $570 $58.7 $605 $623 $641
Auto Liability,Business Practices,Workers
Compensation,Other Insurance,Insurance
Deductible,Accident Repairs
3 Customer Service $69,297 $7.0,385 $7.1,537 $72,717 $73,923
Reservationists Wages and Fringe,Dispatcher
Wages and Fringe
4 Scheduler $7,139 $7,256 $7,375 $7,497 $7,622
Schedulers Wages and Fringe
5 Planner/Mobility Manager $11,016 $11,220 $11,429 $11,641 $11,858
Planner I Mobility Manager Wages and Fringe
6 Safety Program $0 $0 $0 $0 $0
Development and Implementation of all
requires safety and security plans,table top
exercises,etc.
7 Drug&Alcohol Testing Program $1,081 $1,113 $1,146 $1,181 $1,216
Employee Testing,Random Testing,Post-
Accident&Reasonable Suspicion Testing,
Employee Assistance Program
8 Start Up Costs $13,523 $0 $0 $0 $0
Expenses
9 Other(If any other,please specify) $3,550 $3,598 $3,672 $3,749 $3,827
Travel,Uniforms,Materials,Management Fee
SUBTOTAL FIXED ROUTE $147,139.88 $134,661.80 $137,032.00 $139,455.33 $141,932.93
L $588,559.52 $648,447,44 $548,4-28.88 $557,82.1.30 S6677731.72
$735,699+40 $673,398,138 $685,16946 $647724-644 89r4445
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Paratransit
I . V s I . s • 020
Scope Scope Description Minimum 20%of trips to be provided on non-County owned vehicles
Item
1 System Planning and Administration $163,857 $162,012 $165,069 $168,191 $171,380
Management Labor&Fringe,Administrative
Clerical Labor&Fringe,Office Materials&
Supplies,Reports,Administrative/Corporate
Support,capital Depreciation,Interest Expense,
Internet/Cell,Employee Welfare,Employee
Recruiting,Business Licensing,Payroll
Processing,Printing and Graphics,Postage,
Dues and Subscriptions,Buy America Program,
EEO/Affirmative Action Program,Overhead
2 Insurance $2,280 $2,348 $2,418 $2,491 $2,566
Auto Liability,Business Practices,Workers
Compensation,Other Insurance,Insurance
Deductible,Accident Repairs
3 Customer Service $277,187 $281,540 $286,149 $290,866 $295,692
Reservationists Wages and Fringe,Dispatcher
Wages and Fringe
4 Scheduler $28,557 $29,024 $29,501 t' $307488
$41,731 $59,929 $61016
Schedulers Wages and Fringe
5 Planner/Mobility Manager $44,063 $44,881 $45,716 $46,566 $47,433
Planner I Mobility Manager Wages and Fringe
6 Safety-Rregraa Sr.ITS Coordinator $0 $0 $32,771 $80,224 $81,797
requires safety and security plans,table top
exercises,etc. Responsible for planning,
implementing and supporting enterprise wide
information systems and technologies,
including enterprise system operations,
technical services,and data collection.
Collaborate with the client and other key
stakeholders to establish goals and define the
strategies for successful proiect
implementations.
7 Drug&Alcohol Testing Program $4,322 $4,452 $4,585 $4,723 $4,865
Employee Testing,Random Testing,Post-
Accident&Reasonable Suspicion Testing,
Employee Assistance Program
8 Start Up Costs $54,091 $0 $0 $0 $0
Expenses
9 Other(If any other,please specify) $14,202 $14,391 $14,689 $14,995 $15,308
Travel,Uniforms,Materials,Management Fee
SUBTOTAL PARATRANSIT $588,560 $538,647 $.548,4-24 $66$5-5 $ 4
$593,129 $667,985 $680057
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SUBTOTAL FIXED ROUTE $147,140 $134,662 $137,032 $139,455 $141933
TOTAL FIXED&PARATRANSIT $735,700 $673,309 $730,161 $807,440 $8211990
IN WITNESS WHEREOF,the parties hereto, have each, respectively, by an authorized person or
agent, have executed this Amendment on the date and year first written above.
ATTEST:
Dwight E. Brock, Clerk of Courts BOARD OF CO . 'TY COMMISSIONE:
,; COLLIER ! NTY ORIDA
. e
B /e tom . __ /
Y aw_` t:'JAL. � By A
,, � Andy Solis, Chairman
I ` r
Dated: r. 10 :y
(SEAL) Aft st asto'Chairman's
signature only.
Contractor's Witnesses: Medical T'.n ortat'. anagement, Inc.
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/ By:
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Type/print witness name
Ap• . -• a; . .rm and Legality:
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Jeffrey A ` la ,ow, County Attorney
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