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Agenda 10/09/2012 Item #16D 710/9/2012 Item 16.D.7. EXECUTIVE SUMMARY Recommendation to approve a Resolution and provide after the fact approval for tl�e submittal of Shirley Conroy Rural Area Capital Equipment Support Grant in the amount of $70,000 to the Florida Commission for Transportation Disadvantaged for the procurement and installation of a Call Center Software Telephone System and Certification Module for the paratransit system and authorize the Chairman of the Board to sign the grant and all applicable documents. OBJECTIVE: To obtain a call center telephone system and a certification module to improve the customer service provided to the community for the paratransit system. CONSIDERATION: The Shirley Conroy Rural Area Capital Equipment Support Grant is used to help provide rural transportation in Collier County and is made available each year through an application process administered by the Florida Commission for the Transportation Disadvantaged. As the paratransit system grows the demand on existing personnel increases. With a reducing budget and staffing it remains a challenge to continue to provide quality customer service. An option to increasing personnel is the introduction of technology. Through the Community Transportation Coordinator (CTC) Evaluation process, it was recommended that a call center system should be purchased to improve on the customer service and on -hold time provided to the public. In response to that recommendation, this grant is being sought in order to procure a Call Center Software that would provide valuable data related to call volumes, customer hold time, measure Customer Service perfonnance, including the Capability to send blast messages to customers about important changes to the system. The software system should include features that offer more user friendly access to transportation to our citizens such as easy access to allow immediate contact with the paratransit customer service and information related to the customer's reservation when needed. Additionally, the grant request includes procurement of a software system that will: • automate the paratransit application process, • precisely model agency- specific assessment questions, • store vital milestone dates, • record appeals processes to confirm and document completion for government audits, and • automatically generate reminder letters for re- certification based on renewal dates, saving staff time and effort. The cost of purchase and installation software systems is a grant allowable cost. The paratransit system manager processes a very large call volume and has no way to adequately monitor the quality of customer service being provided. A call center system will allow management to better monitor the number of calls received, the time it takes to address the standard call; and review customer service conduct during calls, etc. Additionally, most call centers include features that provide its customers with direct access to their account infonmation without having to wait for a customer service representative, providing improved access to the transportation system. Automation of the paratransit application process will also provide for consistent and timely reviews with electronic notification of acceptance to the program, if needed for those more medically sensitive applications. The ability to provide the public with blast messages to address important changes to the service will also be an enhancement to our customer service. The announcement for the Grant was received August 24, 2012, with a deadline for submittal of September 24, 2012; which did not allow a sufficient opportunity to place the grant application on the next available Board of County Commissioner Meeting. Collier County's Administrative Procedure CMA # 5330 authorizes the County Manager to approve the submittal of grant applications with subsequent Board of County Commissioners' action at the next available Board meeting to ratify the approval as "after- the - fact." The BCC Packet Page -1084- 10/9/2012 Item 16.D.7. has the authority to ratify the filing of this grant application and to authorize its Chairman to sign the grant agreement and all other documents required with the issuance of the grant. FISCAL IMPACT: This FY13 grant request of $70,000 will require a 10% local match. The local match amount of $7,000 is available from Collier Area Transit (CAT) Operating Fund (426) through an annual FYI 3 operational support from Gas Taxes. Additionally, the estimated annual software support and maintenance of $12,500 will be budgeted as part of the Transportation Disadvantage fund 427. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office, is legally sufficient for Board action and only requires a majority vote for approval —SRT. GROWTH MANAGEMENT IMPACT: This item has no growth management impacts. RECOMMENDATION: That the Board provide after the fact approval for the submittal of the attached Shirley Conroy Rural Area Capital Assistance Support Grant application in the amount of $70,000.00 for the purchase and installation of a Call Center Software Telephone System and Certification Module for the paratransit system and authorize the Chairman to execute the grant, the attached Resolution and all applicable documents. Prepared by: Michelle E. Arnold, Director for ATM /CAT Attachment: (1) Shirley Conroy Rural Area Capital Assistance Support Grant Application; (2) Resolution Packet Page -1085- 10/9/2012 Item 16.D.7. COLLIER COUNTY Board of County Commissioners Item Number: 16.D.7. Item Summary: Recommendation to approve a Resolution and provide after the fact approval for the submittal of Shirley Conroy Rural Area Capital Equipment Support Grant in the amount of $70,000 to the Florida Commission for Transportation Disadvantaged for the procurement and installation of a Call Center Software Telephone System and Certification Module for the paratransit system and authorize the Chairman of the Board to sign the grant and all applicable documents. Meeting Date: 10/9/2012 Prepared By Name: CardesoYousi Title: Administrative Assistant,Alternative Transportatio 9/24/2012 9:51:52 AM Submitted by Title: Director - Alt Transportation Modes,Alternative Tr Name: ArnoldMichelle 9/24/2012 9:51:53 AM Approved By Name: AlonsoHailey Title: Operations Analyst, Public Service Division Date: 9/24/2012 12:20:49 PM Name: SotoCaroline Title: Management /Budget Analyst,Transportation Administr Date: 9/25/2012 12:07:17 PM Name: ArnoldMichelle Title: Director - Alt Transportation Modes,Alternative Tr Date: 9/25/2012 1:34:29 PM Packet Page -1086- Name: Joshua Thomas Title: Grants Support Specialist, Date: 9/25/2012 2:26:16 PM Name: CarnellSteve Title: Director - Purchasing /General Services,Purchasing Date: 9/25/2012 2:38:32 PM Name: TeachScott Title: Deputy County Attomey,County Attorney Date: 9/27/2012 3:44:06 PM Name: StanleyTherese Title: Management /Budget Analyst, Senior,Office of Management & Budget Date: 10/1/2012 8:51:53 AM Name: FinnEd Title: Senior Budget Analyst, OMB Date: 10/1/2012 9:51:11 AM Name: KlatzkowJeff Title: County Attorney Date: 10/1/2012 10:55:43 AM Name: OchsLeo Title: County Manager Date: 10/2/2012 3:54:34 PM Packet Page -1087- 10/9/2012 Item 16.D.7. v 10/9/2012 Item 16.D.7. RESOLUTION NO. 2012 - A RESOLUTION OF THE COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS APPROVING THE AFTER THE FACT FILING OF AN APPLICATION FOR A SHIRLEY CONROY RURAL CAPITAL EQUIPMENT GRANT APPLICATION WITH THE FLORIDA COMMISSION OF THE TRANSPORTATION DISADVANTAGED. WHEREAS, staff requests the Collier County Board of County Commissioners (the `Board ") approve the after the fact filing and execution of an application for a Shirley Conroy Rural Capital Equipment Grant from the Florida Commission of the Transportation Disadvantaged in the amount of $70,000; and WHEREAS, the Board has the authority to approve the after the fact filing of grant applications pursuant to Collier County's Administrative Procedures, CMA # 5330; which includes the execution and filing of this grant application and to undertake a transportation disadvantaged service project as authorized by Section 427.0159, Florida Statues, and Rule 41 -2, Florida Administrative Code. NOW, THERFORE, BE IT RESOLVED BY THE BOARD THAT: 1. The Board has the authority to approve the after the fact filing of this grant application. 2. The Board authorizes and approves staff's execution and filing of the Shirley Conroy Rural Capital Equipment Grant application on behalf of the Collier County Board of County Commissioners with the Florida Commission for the Transportation Disadvantaged. 3. The Board's Registered Agent in Florida is: Jeffery A. Klatzkow, County Attorney, whose address is 3299 East Tamiami Trail, Naples, FL 34112. 4. The Board authorizes its County Manager to sign the Standard Assurances associated with the grant application submitted. The Board authorizes its Chairman to sign any and all assurances, warranties, certifications, agreements, any subsequent amendments, contracts and other such documents that may be required in connection with the grant application. This Resolution adopted this 9t' day of October, 2012, after motion, second and majority vote in favor of adoption. ATTEST: Dwight Brock, Clerk BOARD OF COUNTY COMMISIONERS COLLIER COUNTY, FLORIDA ,Deputy Clerk By: Fred W. Coyle, CHAIRMAN Approved As To Form and Legal S . nc By � '% Scott Teach, Deputy County A orne Packet Page -1088- CoLt7er Coi4nty Mice of Management & Beget TO: Leo Ochs, County Manager CC: Michelle Arnold, Director, ATM FROM: Joshua Thomas, Grant Support Specialist DATE: September 19, 2012 10/012012 Item 16.D.7. Grant Application Reviewed and Approved CounrtyIanager, or designee County Manager d_.- ,. f r— r '—(date) After- the -Fact Approval by the BCC is required the October 9, 2012 BCC meetiniz. SUBJECT: County Manager review and approval of a 2012 Shirley Conroy Rural Area Capital Equipment Support Grant sponsored by the Florida Commission for the Transportation Disadvantaged in the amount of $63,000 The Alternative Transportation. Modes Department (ATM) is applying for a Shirley Conroy Capital Equipment Support Grant in order to obtain a call center telephone system and a certification module to improve customer service provided to the community for the paratransit system in Collier County. The Shirley Conroy grant program is used to help provide rural transportation throughout Collier County and is made available each year. As the paratransit system grows, the demand on existing personnel increases. With budget and staffing changes increasing, it remains a challenge to continue to provide quality customer service. The implementation of a call center system will reduce the time customers are put on -hold. If awarded the grant, software will be purchased that will provide valuable data related to call volume, customer hold time, and customer service performance. The software will provide the ability to send blast messages to customers about important changes to the system. The software also includes a system that will automate the paratransit application process. The grant requires a 10% local match in the amount of 57,000 and is available from County Fund 426 CAT Operations Reserves. Additionally, the estimated annual software support and maintenance of S12,500 will be budgeted as part of the Transportation Disadvantage Fund 427. Due to recent changes in staff level, staff was unable to complete the application in time for the September 25, 2012 BCC meeting. Therefore. your approval is necessary to submit the application, followed by after- the -fact approval by the BCC at the October 9, 2012 BCC meeting. Once you have reviewed the application, please sign in the box above and call me for pickup at 2' 9- _," � %8989. Thank you, and please let me know if you have any questions regarding this request. 3209; Tanlla , Trail fast_ Swte 201 . Naples, rlonda 341, - 12 -5746 _„ 1i -25_ %-fin �.,, � _� v 2v Packet Page -1089- 10/9/2012 Item 16.D.7 PART III APPLICATION FORMS Shirley Conroy Rural Area Capital Assistance Program Grant Application Rev. 8/22/2012 Packet Page -1090- 10/9/2012 Item 16.D.7. EXHIBIT A Commission for the Transportation Disadvantaged Grant Application Information Form for the Shirley Conroy Rural Area Capital Assistance Program Grant 1. DATE SUBMITTED: 2. LEGAL NAME OF APPLICANT: Collier County Board of County Commissioners 3. FEDERAL IDENTIFICATION NUMBER: 59- 6000558 4. REMITTANCE ADDRESS: 2885 South Horseshoe Drive 5. CITY AND STATE: Naples ZIP CODE: 34104 6. CONTACT PERSON FOR THIS GRANT: Yousi Cardeso 7. PHONE NUMBER: 239 -252 -5886 FAX NUMBER: 239 - 252 -6754 S. E -MAIL ADDRESS: YousiCardeso(a)colliergov.net 9. PROJECT LOCATION [County(ies)]: Collier County, Naples - Florida 10. PROPOSED START DATE: May 2013 ENDING DATE: December 31 2013 11. ESTIMATED PROJECT FUNDING REQUESTED: Grant Funds $ 63 000.00 Local $ 7,000.00 TOTAL $ 70 000.00 12. I hereby certify that this document has been duly authorized by the governing body of the applicant, and the applicant intends to complete the project, and to comply with any attached assurances if the assistance is awarded. Leo E. Ochs Jr. County Manager TYPED NAME OF AUTHORIZED REPRESENTATIVE AND TITLE SIGNATURE OF AUTHORT'ZEDfREPRESENTATIVE 6= 1 13, Local Coordinating Board Approval must be prior to grant execution) I hereby certiiff that this graft has been reviewed in its, entirety by the COORDINATING BOARD CHAIRPERSON'S SIGNATURE Wa Shirley Conroy Rural Area Capital Assistance Program Grant Application Rev. 8/22/2012 Packet Page -1091- County Coordinating Board. Appred as to for" le 6 sttffteiency Deputy County Attorney I II 10/9/2012 Item 16.D.7. EXHIBIT B PROPOSED PROJECT FUNDING Project Description and Cost Capital equipment - Prioritize based on need. If vehicle, specify type of vehicle and fuel type (gas, diesel, alternative) 1.Call Center software that will provide valuable data $55,000.00 related to customer hold time, call volumes, conduct of Customer Service Representatives, including the capability to send blast messages to customers about important changes to the system. 2.Certification Module to assist with processing $15.000.00 applications for complying with Americans with Disability Act (ADA) certification requirements. Precisely model agency - specific assessment questions, store vital milestone dates, and record appeals processes to confirm and document completion for government audits. Automatically generate reminder letters for re- certification based on renewal dates, saving staff time and effort. 3 Total Project Cost Funding Participation A. Transportation Disadvantaged Trust Funds B. Local Match C. Total Project Cost Shirley Conroy Rural Area Capital Assistance Program Grant Application Rev. 8/22/2012 Packet Page -1092- $70.000.00 (90 %) $63,000.00 (10 %) $7,000.00 $70,000.00 3 10/9/2012 Item 16.D.7. EXHIBIT C SCOPE Who: Collier County Government's Alternative Transportation Modes Transportation Department - Collier Area Transit & Paratransit sections serves as the Community Transportation Coordinator (CTC) for Collier County. Collier County CTC is considered a complete brokerage, contracting all fixed -route and paratransit operations to Keolis Transit America, Inc. who operates as Collier Area Transit (CAT). CAT staff obtains prior authorization for all trips (ADA, and TD), schedules the trip(s) and invoices Collier County Board of County Commissioners, Alternative Transportation Modes (ATM) Department on a monthly basis. Collier Area Transit operates ten routes on a fixed -route system which serves both the rural and urban areas of the county. The entire fleet is equipped with lifts that are compatible with the Americans with Disabilities Act of 1990 (ADA). As the management company for the CTC, CAT also performs all the elements of coordination for the paratransit program in Collier County, e.g., call intake, certification, eligibility, reservations, scheduling, transportation, reporting, cost - sharing and information sharing. Collier County provides administrative support such as grant writing, planning, budgeting, and public information and also program approval for all aspects of the Fixed and Paratransit programs. Two transportation programs are provided under Collier Area Transit's Paratransit Program: Americans with Disabilities Act (ADA), and Transportation Disadvantaged (TD). The ADA program provides service to people who reside within 3/4 miles of an existing CAT bus route and have transportation needs that fall within the service schedule of CAT, but cannot access the bus system due to a disability. The TD program provides service to people residing in areas where CAT bus routes are not available and have no other means of transportation. What: Collier County's Goal is to provide quality customer service to all its citizen. The provision of customer service starts with each contact that we have with the public. A large portion of customer contact is made over the phone. In order to enhance the type of service we are providing Collier County management would like to implement a call center in order to monitor the quality of service being provided to passengers while they make their reservations or simply call in for general information. With a call center software system, there would be an enhanced capability to send messages to your customers or addresses when the need arises. Customer Service also includes the ability to make the contact with Collier County Transit staff as user friendly as possible. With the implementation of a Certification Module, Collier County will be able to capture all certification compliance data in conjunction with the approval and continued eligibility determination of applicants. The automation of the certification process will make the application process much easier for applicants by minimizing the information required on the application to only new data. The process may also prove to be a cost savings to the applicant by reducing the needs for annual physicians certifications. Shirley Conroy Rural Area Capital Assistance Program Grant Application 4 Rev. 8/22/2012 Packet Page -1093- 10/9/2012 Item 16.D.7. Where: Collier Area Transit (CAT) provides services to urban and rural areas of Collier County. The rural area of Collier County located in the northeast portion of the county covers the Golden Gate Estates and the township of Immokalee. Rural Florida continues to have lower earned income, higher unemployment, lower property values and fewer opportunities for employment. Located in northeastern Collier County, the Immokalee Community is located approximately 45 miles from the County seat of Naples. This rural un- incorporated area is primarily agricultural but also includes a rural area referred to as the Golden Gate Estates that incompasses larger rural lots that some of the residents in Collier County find to be a more affordable option to housing than in the urban area. There is one major roadway, Immokalee Road (CR 846), into the Immokalee community from Naples. State Road 29 also provides access into the Community from the northern counties of Lee and Hendry. 60% of the land is currently used for agricultural purposes. The remaining land is a mixture of residential, commercial and industrial uses. According to the Collier County Immokalee Area Community Redevelopment Agency; the estimated 1998 permanent population of Immokalee is 17,806. However, the population nearly doubles during the winter months due to the agricultural industry. This increase occurs when the harvest season for vegetables and citrus is at its peak. The 1998 projected peak season population for Immokalee is 32,929. The Immokalee population is considerably different from Collier County as a whole. The 1990 median age in Immokalee is estimated at 21 while the Collier County median age is estimated 41. Approximately 65% of Immokalee's population is of Hispanic origin, which may be of any race, in comparison to 8% of the remainder of Collier County's population being of Hispanic origin. This rural area is considered part of the Florida's Heartland Regional Economic Development Initiative ( FHREDI). The www.city- data.com website states that Immokalee's median household income in 2009 was $23,616, which is less than the average annual wage listed in FHREDI for communities in 2008. The per capita income was listed as $8,738 in 2009. 45% of the population is considered to be below poverty level. Immokalee has long been considered isolated from the coastal county both in location and demographics. Immokalee's development is based on its agriculture resources, which made Immokalee the leading producer of winter vegetables in the United States. However, as the economics of agriculture changed, the social problems associated with low wages, an unskilled labor force, and a transient multicultural population grew. One of the results has been a lack of reinvestment into the area. The economy of rural Southwest Florida has been and continues to be based primarily on agriculture, which has not kept pace with job growth throughout the state of Florida. Regionally, the major economic contributors are retirement, tourism, construction, agriculture and the environment. Although tourism has a major impact on the regional urban economy, the Immokalee Community has yet to recoup the benefits from this industry. Collier Area Transit transports approximately the equivalent of 35% of the total population of Immokalee. Ridership in the township of Immokalee shows a steady increase every year. The service to this area is critical to ensure the transportation needs in the rural areas of our Shirley Conroy Rural Area Capital Assistance Program Grant Application Rev. 8/22/2012 Packet Page -1094- 5 10/9/2012 Item 16.D.7. County the elderly, disabled, and low income citizen's of Immokalee are met. The Golden Gate Estates rural area serves as an affordable alternative for housing in Collier County. The larger lot provides for singles family housing with some options for a guest house on the lot which has been used as housing for many of the homeowners elderly parents. Because of the remote nature of this protion of the County, many of its residents are transporation dependent and require paratransit service to get to work and access to nutritional resources. When: It is anticipated that Collier will commence this project in May 2013 and will complete by December 2013. How: Collier County will evaluate other existing systems within the County Government Agency to identify specific feastures required and determine reasonable cost for the system to set the budget. A separate competitive procurement process will be performed to solicit bids in order to receive the best value for the system. Why: Call Center Software - Collier County strives to provide excellent customer service to its customers. As the system grows the demand on existing personnel increases. With a reducing budget it remains a challenge to continue to provide quality customer service. An option to increasing personnel is the introduction of technology. Collier County has an adequate phone system but it does not have the capability to provide valuable data about the service being provided to our customers. The purchase of a software program with the following capabilities will enhance customer service and personnel productivity. The software program will provide reports on the customer hold time; call volumes; provide information on upcoming trips and give customers an easy means to cancel unwanted reservations in advance of costly no -shows and late - cancellations. It will also give customers a friendly reminder reducing dwell time and unnecessary vehicle idling; including flood -gate messaging capabilities to allow large groups of customers to receive user - defined calls regarding service changes or emergency events. Certification Module - Collier County's paratransit system has a total of 2,446 customers who should be re- certified on a regular basis. Additionally, over 600 new appications are received and reviewed annually. The purchase of a software system would provide enhanced management of the application process and ensure consistent reviews for complaince with Americans with Disability Act (ADA) certification requirements. The software should precisely model agency - specific assessment questions; store vital milestone dates; and record appeals processes to confirm and document completion for government audits. The system should also be capable of automatically generate reminder letters for re- certification based on renewal dates, saving staff time and effort. Shirley Conroy Rural Area Capital Assistance Program Grant Application Rev. 8/22/2012 Packet Page -1095- C1 10/9/2012 Item 16.D.7. EXHIBIT E STANDARD ASSURANCES The recipient hereby assures and certifies that: (1) The recipient will comply with the federal, state, and local statutes, regulations, executive orders, and administrative requirements which relate to discrimination on the basis of race, color, creed, religion, sex, age, and handicap with respect to employment, service provision, and procurement. (2) Public and private for - profit, transit and paratransit operators have been or will be afforded a fair and timely opportunity by the local recipient to participate to the maximum extent feasible in the planning and provision of the proposed transportation planning services. (3) The recipient has the requisite fiscal, managerial, and legal capacity to carry out the Transportation Disadvantaged Program and to receive and disburse State funds. (4) The recipient intends to accomplish all tasks as identified in this grant application. (5) Transportation Disadvantaged Trust Funds will not be used to supplant or replace existing federal, state, or local government funds. (6) Capital equipment purchased through this grant meets or exceeds the criteria set forth in the Florida Department of Transportation's equipment specifications, "Guidelines for Acquiring Vehicles dated October 1993 (or as updated), "Part 1, Bid Documents," dated July 1995 (or as updated), and "Part 2, Specification Guidelines for Specialized Vehicles," dated July 1993 (or as updated), or criteria set forth by any other federal, state, or local government agency. (7) Capital equipment purchased through this grant comply with the competitive procurement requirements of Chapter 287 and Chapter 427, Florida Statutes. (8) If capital equipment is purchased through this grant, the demand response service offered to individuals with disabilities, including individuals who use wheelchairs, is equivalent to the level and quality of service offered to individuals without disabilities. Such service, when viewed in its entirety, is provided in the most integrated setting feasible and is equivalent with respect to: (a) response time, (b) fares, (c) geographic service area, (d) hours and days of service, Shirley Conroy Rural Area Capital Assistance Program Grant Application 8 Rev. 8/22/2012 Packet Page -1096- 10/9/2012 Item 16.D.7. (e) restrictions on trip purpose, (f) availability of information and reservation capability, and (g) contracts on capacity or service availability. In accordance with 49 CFR Part 37, public entities operating demand response systems for the general public which receive financial assistance under 49 U.S.C. 5310 or 5311 of the Federal Transit Administration (FTA) have filed a certification with the appropriate state program office before procuring any inaccessible vehicle. Such public entities not receiving FTA funds have also filed a certification with the appropriate program office. Such public entities receiving FTA funds under any other section of the FTA have filed a certification with the appropriate FTA regional office. This certification is valid for no longer than the contract period for which the grant application is filed. Date: r` Signature: Name: Leo E. 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