BOARD OF DIRECTORS MEETINGMONDAY, FEBRUARY 22, 2010

Closed Session: 12:00 – 1:00 P.M.General Session: 1:00 – 3:00 P.M.

Los Angeles County MTAOne Gateway Plaza, 3rd Floor

729 Vignes Street, Los Angeles CA 90012

MISSION STATEMENTAccess Services promotes access to all modes of transportation and provides quality and safe ADA

paratransit service on behalf of public transit agencies in Los Angeles County.

DISPOSITION

1. CALL TO ORDER ACTION

2. PUBLIC COMMENT WITH RESPECT TO CLOSED SESSION ITEMS

3. CLOSED SESSION DISCUSSION/POSSIBLE ACTION

A) CONFERENCE WITH LEGAL COUNSEL: CAL. GOV. CODE §54956.9

II. Anticipated Litigation: Gov. Code §54956.9 (b)(i) Significant exposure to litigation pursuant to subdivision (b) of Gov. Code §54956.9(ii) Initiation of Litigation pursuant to

subdivision (c) of Gov. Code §54956.9

B) CALIFORNIA GOV. CODE §54957 – PERSONNEL ISSUES

C) CALIFORNIA GOV. CODE §54956.8 – REAL PROPERTY NEGOTIATIONS:

Property: 3449 Santa Anita Avenue, 3rd Floor

El Monte, CA 91731 (Lease of portion of 2nd and all of 3rd Floor for administrative headquarters)

Agency Negotiators: Shelly Verrinder, F. Scott Jewell

Negotiating Parties: Access Services - Los Angeles County Metropolitan Transportation Authority

Under Negotiation: Price and terms, authority to finalize agreement negotiated

4. SUPERIOR SERVICE AWARDS PRESENTATION

5. REVIEW & APPROVAL OF MINUTES FROM THE BOARDMEETING OF JANUARY 11, 2010 AND SPECIAL BOARD MEETING JANUARY 15, 2010 (page 5 & 17)

[Staff Recommendation: Approve]

ACTION[Vote Required: majorityof quorum by voice vote]

6. REPORT FROM EX-OFFICIO BOARD MEMBERS INFORMATION

7. GENERAL PUBLIC COMMENT INFORMATION

8. CONSENT CALENDAR

a. Approval to Extend Term and Increase Funds- Accurate Telecom Telephone Maintenance Contract (ASI-1751) (page 20)

b. Approval to Purchase Up to 63 Replacement Vehicles for Paratransit Service (page 22)

c. Approval to Award Consulting Services Contract For Local Advocacy and Communications Consultant (ASI-2798) (page 24)

d. Support For Transit Funding Initiative (page 28)[Staff Recommendation: Approve Consent Calendar]

ACTION[Vote Required: majorityof quorum by roll call]

9. APPROVAL OF EXTENSION OF SERVICE CONTRACT WITH GLOBAL PARATRANSIT, INC. (ASI-2017) (page 32)

[Staff recommendation: Authorize an additional $16,250,000.00 in funds and an extension in the period of performance for one year, from September 2, 2010 through September 1, 2011.]

ACTION[Vote Required: majorityof quorum by roll call]

10. SIX MONTHS OPERATION PERFORMANCE REVIEW (page 34)

PRESENTATION

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11. TAP CARD PRESENTATION

12. STATUS UPDATE OFFICE OF THE INSPECTOR GENERAL’S AUDIT RECOMMENDATIONS (page 35)

[Staff Recommendation: Receive and file the attached status report on the implementation of the audit recommendations from the “Report on the Evaluation of the Paratransit Eligibility Process; Administration, Performance, and Management of Paratransit Operations; and Compliance with Memorandum of Understanding.”]

RECEIVE/ FILE

13. EXECUTIVE DIRECTOR’S REPORT INFORMATION

14. BOARD MEMBER COMMUNICATION INFORMATION

15. NEW BUSINESS SUBSEQUENT TO THE POSTING OF THE AGENDA

DISCUSSION/POSSIBLE ACTION

16. ADJOURNMENT ACTION

Access Services does not discriminate on the basis of disability. Accordingly, Access Services seeks to ensure that individuals with disabilities will have an equal opportunity to participate in the range of Access Services events and programs by providing appropriate auxiliary aids and services to facilitate communication. In determining the type of auxiliary aids and services for communication that will be provided, primary consideration is given to the request of the individual with disabilities. However, the final decision belongs to Access Services. To help ensure availability of those auxiliary aids and services you require, please make every effort to notify Access Services of your request at least three (3) business days (72 hours) prior to the meeting in which you wish to utilize those aids or services. You may do so by contacting (213) 270-6000.

Note: ASI board meetings are held pursuant to the Ralph M. Brown Act [Cal. Gov. Code §54950] and are open to the public. The public may view and obtain all written information supporting this agenda provided to the board both initially and supplementally prior to the meeting at the agency’s offices located at 707 Wilshire Blvd., 9th Floor, Los Angeles California and on its website at http://asila.org. Documents, including Power Point handouts distributed to Board Members by staff or Board members at the meeting will simultaneously be made available to the public. Three opportunities are available for the public to address the board during a board meeting: (1) before closed session regarding matters to be discussed in closed session, (2) before a specific agendized item is debated and voted upon regarding that item and (3) general public comment. The exercise of the right to address the board is subject to restriction as to time and appropriate

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decorum. All persons wishing to make public comment must fill out a yellow Public Comment Form and submit it to the Secretary to the Board. Public comment is generally limited to three (3) minutes per speaker and the total time available for public comment may be limited at the discretion of the Chairperson. Persons whose speech is impaired such that they are unable to address the board at a normal rate of speed may request the accommodation of a limited amount of additional time from the Chair but only by checking the appropriate box on the Public Comment Form. Granting such an accommodation is in the discretion of the Chair.

The Board of Directors will not and cannot respond during the meeting to matters raised under general public comment. Pursuant to provisions of the Brown Act governing these proceedings, no discussion or action may be taken on these matters unless they are listed on the agenda, or unless certain emergency or special circumstances exist. However, the board may direct staff to investigate and/or schedule certain matters for consideration at a future Board of Directors Meeting and the staff will respond to all public comment in writing prior to the next board meeting.

"Alternative accessible formats available upon request."

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ITEM 5

MINUTESACCESS SERVICESBOARD MEETING

JANUARY 11, 2010

The Access Services Board of Directors meeting convened at 12:00 p.m. on Monday, January 11, 2010, in the third floor Board Room of the Los Angeles Metropolitan Transportation Authority (Metro) Building located at One Gateway Plaza in the City of Los Angeles. The presiding Board Member was Dolores Nason, Chairperson. Board Members present included: Jano Baghdanian, Vice Chair, Joseph Stitcher, Treasurer, Theresa DeVera, Secretary, Michael Greenwood, Kurt Hagen, Doran Barnes, Sandy Varga, Marlen Garcia, Ex-Officio’s, Michael Williams, Jesse Valdez and Jim Jones, Access Services Legal Counsel.Access Services’ staff members present included: Shelly Verrinder, Donna Cisco, Araceli Camuy, F Scott Jewell, Evie Palicz, Steve Chang, Luis Pacheco, Luis Garcia, David Foster, Brian Selwyn, Geoffrey Okamoto, Kandy Kuo, Nicole Leiva, Steve Montes, Susanna Cadenas, Torrance Johnson, Linda Ross, Sean Frye, Andre Colaiace, Matthew Avancena, Geetu Banerjee and Arun Prem.

PUBLIC COMMENT WITH RESPECT TO CLOSED SESSION ITEMS

No public comments were heard regarding the closed session items.

CLOSED SESSION REPORT

The Board met in Closed Session and reconvened the general portion of the meeting at 1:36 p.m. at which time Michael Williams, Chair of the CAC, and Jesse Valdez, Chair of TPAC, joined the general session. Chairperson Nason asked Mr. Jones, Access Services Legal Counsel, to brief the audience on the outcome of the closed session.Mr. Jones reported that the Board met in closed session and discussed anticipated litigation, personal issues and real property negotiations; the Board took no reportable actions during closed session. Mr. Jones explained the right for public comment during open session and how it could be exercised. He mentioned the general 3 minute limitation on public comment and that anyone who by reason of a specific disability which prevented them from speaking with normal rapidity and who wished to request an accommodation should so indicate on the speaker request form so that the Chairperson could consider and potentially grant additional time to make their statement.

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SUPERIOR SERVICE AWARDS

Rickie Bachen a Driver for Santa Clarita Transit was the recipient of the Superior Service Award for the month of December 2009.

REVIEW & APPROVAL OF THE MINUTES FROM THE BOARD MEETING OF OCTOBER 26, 2009

Motion: Director Greenwood moved approval of the October 26, 2009 meeting minutes.

Second: Director Varga seconded the motion.Discussion: None. Vote: Via Voice Vote.In Favor: Directors Greenwood, Varga, Barnes, Baghdanian, DeVera,

Stitcher, Garcia and Hagen.Opposed: None.Abstention: None.Pass/Fail: The motion carried.

REPORT FROM EX-OFFICIO BOARD MEMBERS Michael Williams, Chair of the Community Advisory Committee (CAC), submitted his report. Access Services Senior Administrative Assistant, Araceli Camuy read his report to the Board. Mr. Williams reminded the Board that at the last Board meeting he reported that the CAC came up with eight goals and objectives that they were going to achieve during 2010. Mr. Williams announced that the first of the goals and objectives would be completed at tomorrow’s CAC meeting regarding Access Services infrastructure and CAC orientation activities. Mr. Williams stated that he looked forward to the New Year with great anticipation and excitement. He also stated that the second goal called for the CAC to support, implement and maintain an immediate line of communication between the Board of Directors and their appointees. Jesse Valdez, Chair of the Transportation Professionals Advisory Committee (TPAC), reported that TPAC met on December 11, 2009 and the committee discussed a few agenda items regarding Access Services identity program. He stated that Access Services Director of Governmental Services, Andre Colaiace provided information regarding the material that was being updated. Mr. Colaiace stated that the new information brochures would be

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available in both English and Spanish and would cover what types of service Access Services could and could not provide.Mr. Valdez also added that staff would continue to work on the photo library, the customer perception project and the riders guide. Another issue discussed was an information item that was not voted on but TPAC supported, was agenda item nine, which covered the driver incentive program. He stated that TPAC thought it was a good idea because it gave the inventive to the driver to prevent accidents.Mr. Valdez concluded his report by stating that TPAC tends to meet every other month and some time the timing was off with certain issues, TPAC would like to be more in line with the Board of Directors meetings in case the Board was looking to them for advice on certain issues, so TPAC decided to meet monthly as needed.

GENERAL PUBLIC COMMENT

Cynthia Coleman stated that she was an Access rider and in the previous year, she received several letters stating that she was misusing her Access privileges because she had restricted eligibility. She stated that she had tried to use public transportation but because of the dimensions of her wheelchair, she could not access public transportation.Ms. Coleman stated that she contacted Mr. Calderon, Access Services Appeals Coordinator and explained her situation, she also explained it to her Assistant Living General Manager who wrote a letter to Access Services and until this date, she had not received a response from anyone. Ms. Coleman concluded her public comment by requesting that Access Services lift her restrictions so she could use Access Services unconditionally.Chairperson Nason informed Ms. Coleman that Access Services Project Administrator, Evie Palicz would meet with her after the meeting to discuss this issue.

CONSENT CALENDAR

Public Comment on Item 8 (Consent Calendar)

Daniel Garcia stated that he made a mistake with the item numbers and this should have been for item seven, public comments. Mr. Garcia informed the Board that he was a member of the Southern California Transit Advocate named SOCATA. He added that he was also a member of the Taxi Coalition and he had been educating individuals on paratransit and Access Services. Mr. Garcia stated that he would like a few of the Board members to attend one of their meetings to explain what services Access Services provides in order to obtain more of their support with bus issues and other issues that Access Services was working on and to provide transparency.

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Chairperson Nason thanked Mr. Garcia for all the advocacy work he provided on behalf of Access Services. She also stated that Andre Colaiace, Access Services Director of Governmental Services would meet with him after the meeting to discuss his issues. Director DeVera pulled Item 8-a, for purposes of discussion. Director Varga pulled Item 8-b, for purposes of discussion. Motion: Director Garcia moved approval of item 8-c on the consent

calendar.Second: Director Stitcher seconded the motion.Discussion: None.Roll Call: Chairperson Nason asked for a roll call.In Favor: Directors Barnes, Baghdanian, DeVera, Stitcher, Garcia, Hagen,

Greenwood, and Varga.Opposed: None.Abstention: None.Pass/Fail: The motion carried.DISCUSSION: Item 8-a (Approval to Award Consulting Services Contract For State Advocacy Services (ASI-2796 and 2010 State Legislative Program

Director DeVera asked if the contract was for a five year term. Mr. Colaiace replied “yes.” Director DeVera also asked if the contract would be for $57,600 per year. Mr. Colaiace replied, “that was correct.” Director DeVera stated the way the economy was right now, would it be possible to make this an annual contract renewal.Mr. Colaiace replied that he would need to check with the procurement department but it might be possible to make this a one-year contract with four one-year options that way the contract would be brought back to the Board every year for approval. Chairperson Nason asked how many years has Access Services had a contract with Gonsalves and Son. Mr. Colaiace replied “five years,” Chairperson Nason stated, so staff was asking for an additional five years which would make it a total of ten years, she asked if there was a limit on the amount of time a private contractor could hold a contract with Access Services. Mr. Colaiace replied that there may be a limit with the Federal Government but staff was using local funds so there was no limit.Mr. Jones added that the Federal Government recently changed its terms. It used to be five years then ten and now it’s not specifically limited anymore. In public entities there was a benefit to periodically checking to ensure that you were getting your monies worth, but there was no specific limitation

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currently. Ms. Verrinder added, with the state advocacy contract Access Services never really looked for money from the state but for influencing the issues of social services and transportation in general. Motion: Director Barnes moved approval of item 8-a on the consent

calendar.Second: Director Baghdanian seconded the motion.Discussion: Director Barnes thanked staff for taking another look at the

contract because they were able to get a slightly lower fee and a very robust work plan.

Roll Call: Chairperson Nason asked for a roll call.In Favor: Directors Baghdanian, DeVera, Stitcher, Garcia, Hagen,

Greenwood, Varga and Barnes.Opposed: None.Abstention: None.Pass/Fail: The motion carried.DISCUSSION: Item 8-b (Increase in 2009/2010 Corvel Enterprises Contract) Director Varga decided not to make any comments on this item.Motion: Director Baghdanian moved approval of item 8-b on the

consent calendar.Second: Director DeVera seconded the motion.Discussion: None.Roll Call: Chairperson Nason asked for a roll call.In Favor: Directors Stitcher, Garcia, Hagen, Greenwood, Varga, Barnes,

Baghdanian, and DeVera.Opposed: None.Abstention: None.Pass/Fail: The motion carried.

DRIVER INCENTIVE PROGRAM

Access Services Director of Strategic Planning, Arun Prem provided a brief presentation on Item 9, Access Services proposed Driver Incentive Program.Public Comment on Item 9

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Daniel Garcia stated that he appreciated what staff and the Board intended for this program because they needed a program like this for the drivers. He added that he felt that something else was missing, a rider incentive program, a program that would work with the drivers and riders to be more polite to each other, getting the rider out on time and sharing their opinions. Mr. Garcia concluded his public comment by requesting that the Board consider the riders too.

Board Questions & Clarification: Chairperson Nason stated that Mr. Prem mentioned during

his presentation that the driver had to pass a proficiency test she asked if this was a requirement when the driver was first hired. Mr. Prem replied “yes they do,” Chairperson Nason asked if this was a different test from the original that was given. Mr. Prem replied that there was a requirement for the driver to periodically take the test and pass it. Chairperson Nason asked if it was the same test they would be taking.Ms. Verrinder added that a proficiency test is given at the end of their training before a driver is released into full service but what this program would provide is periodically the driver(s) would be given different tests to test their proficiency in areas such as securement of a mobility devise, passenger assistance and defensive driving. This could also be a way for staff to see what types of safety meetings were needed or where changes needed to be made to improve in specific areas. Director Baghdanian asked if each of the providers were going to keep track of driver’s miles, if they had any violations or complaints and report the information to Access Services staff. Mr. Prem replied that the administration would be a joint effort, so Access Services staff as well as the providers would be involved. The provider would track the mileage and the customer service record for complaints but Access Services staff would verify the information periodically to ensure that it was constant because this was a system wide program.Director Garcia asked if this was the first program that Access Services staff had developed and considered for the drivers. Ms. Verrinder replied that this was the first incentive based program aimed at the drivers. Director Garcia asked where the funding of $100,000 for this program was coming from. Ms. Verrinder replied that it was coming from Prop C funding and was already included in the approved budget for this year.Director Garcia stated that she just wanted to ensure that this would not be considered a gift of public funds in any way,

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shape, or form. Mr. Jones replied that this was an incentive program and not a gift it would be considered a reward for performance.Ms. Verrinder stated that Access Services also had a rider incentive program, “Helping Hands” and with the recent safety study one of the consultants found that the area that staff really needed to focus on was rider distractions of drivers while they were driving. The riders need to understand that the driver is there to drive and not to distract the driver from his/her duties. Ms. Verrinder stated that staff will be looking to improve the “Helping Hand” rider incentive program and what Daniel Garcia mentioned in his public comment was critical, the synchronicity between the driver and the rider had to be improved because they need to work together as one.

Motion: Director Garcia moved approval of item 9.Second: Director DeVera seconded the motion.Discussion: None. Roll Call: Chairperson Nason asked for a roll call.In Favor: Directors Garcia, Hagen, Greenwood, Varga, Barnes,

Baghdanian, DeVera, and Stitcher.Opposed: None.Abstention: None.Pass/Fail: The motion carried.

SELF-INSURED RETENTION COST SHARING PROGRAM

Access Services Executive Director, Shelly Verrinder provided a brief overview on Item 10, Self-Insured Retention Cost Sharing Program.Board Questions & Clarification: Director Stitcher stated that he read the staffs report and

asked if the second adjustment was six months after the first adjustment or three months after the first adjustment. Ms. Verrinder replied that it would be every six months so the next one would be at one year, so it would be six months, staff will evaluate claims at one year and will calculate 50% of the incentive less whatever was paid out at 6 months.Director Baghdanian asked if there would be any amendments to the provider contracts or could this be done automatically. Ms. Verrinder replied that it would need Board approval and it

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would require a contract amendment in order for staff to pay out the funds.Director Baghdanian asked if the contractors had a choice not to participate in the program. She also stated that staff was bringing this item to the Board because all the contractors reluctantly agreed. Director Baghdanian asked what the contractors concerns were. Ms. Verrinder replied that their concerns were if they received two big claims, it would turn the positive into a negative. She added that some of the contractors wanted to continue to provide their own insurance. One of the reasons Access Services changed the insurance structure because it was confusing and Access Services and the contractors spent more time in litigation than defending the claim. There has been a substantial reduction in lawsuits during the first six-month period of the new insurance structure.Director Baghdanian stated after a year if staff exceeds the $1.38 million then there would be no money to share. Ms. Verrinder replied the contractor cap per incident and Access Services cap per incident was currently at $50,000, if there were ten accidents coming in at $50,000. There is a maximum cap on the SIR payout at the $1.38 million.Director Baghdanian stated that at the end of the year if this does not work for whatever reason and the Board takes action, staff will not have to do this next year. Ms. Verrinder replied “no” staff would not have to do this next year because the new insurance program will come back to the Board for reauthorization sometime in April 2010. Furthermore if staff finds that the cost sharing program was not working, staff may come back to the Board with adjustments to the program based upon what is happening with the contractors.

Motion: Director Stitcher moved approval of item 10.Second: Director Hagen seconded the motion.Discussion: Director Baghdanian asked what period would this come back

to the Board. Ms. Verrinder replied that it could come back to the Board sometime in July 2010 for a cost sharing update but the insurance structure would come back in April 2010.

Roll Call: Chairperson Nason asked for a roll call.In Favor: Directors Greenwood, Varga, Barnes, Baghdanian, DeVera,

Stitcher, Garcia, and Hagen.Opposed: None.

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Abstention: None.Pass/Fail: The motion carried.

RECOMMENDATION TO SCHEDULE THE FISCAL YEAR 2009-2010 ANNUAL MEMBERSHIP MEETING

Access Services Director of Strategic Planning, Arun Prem provided a brief presentation on Item 11, staff’s recommendation to schedule the fiscal year 2009-2010 Annual Membership Meeting.Board Questions & Clarification: Director DeVera asked if this would interfere with any of

the existing programs such as CTSA. Mr. Prem replied that it was only a name change to clarify the status of the agency, since it did not change the structure, organization or the legal status it would clarify it so staff did not expect it to have that effect. Director DeVera asked what about the grant funding. Mr. Prem replied that the CTSA status clarifies Access Services status as a public entity, which makes Access Services eligible for federal grants, so this would not have any effect to comprise it.

Public Comment on Item 11

Daniel Garcia stated that Access Services is a non-profit and as a non-profit they have the power to do certain things that no one else has. Mr. Garcia also stated that there was no mention in the title of Access Services that it was a non-profit, he felt that the name Access should be bigger with non-profit added to it. He concluded his public comment by stating that if anyone wanted to contribute money, Access Services would have the validity to ask for money with the word non-profit in their name. George Layton stated that it really should not matter whether Access Services removes the Incorporated from their name or not it was still going to be Access Services no matter what happened. Access Services has done a lot for the community and has been one of the best transportation companies that he had seen around over the past 15 years or so. He concluded his public comment by stating that staff needed to ensure that they do the name change for the right reasons not the wrong ones. Motion: Director Baghdanian moved approval of item 11.Second: Director DeVera seconded the motion.Discussion: None. Roll Call: Chairperson Nason asked for a roll call.

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In Favor: Directors Varga, Barnes, Baghdanian, DeVera, Stitcher, Garcia, Hagen, and Greenwood.

Opposed: None.Abstention: None.Pass/Fail: The motion carried.

SOFTWARE UPDATE

Access Services Director of Administration, F Scott Jewell provided a brief update on Access Services Software.Public Comment on Item 12

Daniel Garcia stated that one of the key implementation pieces of the software should include training for the drivers on the GPS system. He added that GPS systems had been around for years but many drivers do not know how to use them. Mr. Garcia stated that he had asked some of the drivers if they knew how to use the GPS system and most of them reply “no” or they made excuses for not using it. He concluded his public comment by stating that he would like to see more drivers using the GPS system because it would save money. Shawn Solomon stated that he had experienced some problems using the Strategen system, so he talked it over with Director Greenwood. Director Greenwood suggested that they have a meeting with the contractor and the software people to discuss the issues. Mr. Solomon stated that he felt that the problems came from not having a timeline or an enforcement of a timeline and that there was no criteria for milestones. Mr. Solomon added that other issues discussed were the long ride and the reasons behind them and the parameters/attributes. Mr. Solomon stated that he did not feel comfortable with the choice of software that staff made because it was alleged that this software would work with several cities in the East but they did not match in terms of the size of the area. George Layton stated that the new software allowed a rider to call in and make a reservation without speaking to a representative. He asked if Access Services made any plans on how they were going to assist someone that could not communicate verbally.Ms. Verrinder stated that one of the goals for the sub-committee that Mr. Jewell mentioned during his presentation was “how do you define success with any software.” Staff needs to answer this question recommending to move on to the next step. Staff will bring this issue back to the Board before any further implementations at other contractors are made.

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Ms. Verrinder also added that the purpose of the presentation was to let everyone know that the problems were not all related to the ADAPT software. The problems were due to misunderstanding on the part of staff, issues that Global Paratransit had within the course of everyday business and communication issues with full dynamic mode. Mr. Jewell responded to George Layton’s public comment by stating that the Inter Active Voice Response (IVR) system allowed for keyboard or touchtone access and additionally the software would also be internet based so someone could book and manage their trips via website rather than calling reservations or using the IVR system. Director Greenwood asked if the dynamic mode addressed the issue that Mr. Solomon mentioned during his public comment regarding making changes, inserting trips after cancellations on the day of service. Mr. Jewell replied that if a change was made it would have a direct impact the systems software would prevent the dispatcher from taking that action unless it was cleared through a supervisory level, which requires multiple steps. Director Greenwood stated that the last Board Box that was issued in late December 2009 included September data that showed their on-time performance at 83.0% in Global Paratransits area. He asked if it was correct that their on-time performance was now in the low 90 percentile. Mr. Jewell replied for November and December 2009 were both above 90% for Global Paratransit.Chairperson Nason reminded everyone that this was an information item only she thanked Mr. Jewell for his presentation.STATUS UPDATE OFFICE OF THE INSPECTOR GENERAL’S AUDIT RECOMMENDATIONS

Chairperson Nason stated that Item 13 was a standing agenda item related to the implementation of the recommendations in the OIG Audit and that Access Services Director of Contract Administration, Steve Chang was available to answer any questions or comments regarding this item.

EXECUTIVE DIRECTORS’ REPORT

Access Services Executive Director Shelly Verrinder reported on the operational statistics for the month of December 2009 by stating that the number of trips remained fairly steady with a small decrease around the holidays, on-time performance had increased and exceeded the standards systemwide at 92.6%. Hold time was still very low at 45 seconds and cost per trip for November 2009 was holding steady at $35.08.Ms. Verrinder reminded the Board that in the Board Box and during previous Board meetings staff discussed the Wheelchair Tether Strap Program that would begin implementation on January 15, 2010. Two vehicles were moved into CARE’s facility over the weekend, every applicant using a mobility

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device would participate in the orientation and actually board one of the vehicles and have their mobility device secured. With the rider’s approval, electrical tape would be applied to where the tie-down strap should be applied and/or the tether strap would be applied, which would work on an Access Service vehicle or fixed route.She stated that a two-sided safety brochure was sent to the printer and would be out in all of the Access Services dedicated vehicles in brochure holders. The brochure would address the new Access Services safety campaign and highlight issues such as riders using precaution getting in and out of the vehicles, riders being at the curb and ready to board the vehicle, not distracting the driver and remain seated while vehicle is in motion.Ms. Verrinder concluded her report by stating that rear-end collisions make-up about 50% of all of Access Services collisions systemwide, of the 50% half were preventable and 50% non-preventable. To address this issue Access Services Vehicle Maintenance Administrator Rick Streiff, came up with a rear-window decal, which is also transparent from the inside of the vehicle that is being added to the vehicles along with the red lettering “Frequent Stops, Please Keep Your Distance,” and a light bar at the top back end of the vehicle. When the vehicle breaks are applied, the light bar will flash six times before staying sold red.

BOARD MEMBER COMMUNICATION

Director Barnes stated that the California Transit Association (CTA) in partnership with the league of California Cities and the Alliance for Jobs was moving forward with the placement of a ballot measure. There was a press conference this morning to announce the signature gathering effort. He stated that Director DeVera joined him at the press conference to support him. Director Barnes stated that the purpose of the press conference was to announce the signature gathering effort and the ballot measure would read, “Prohibits the state from taking funds used for transportation or local government projects and services.” Director Barnes stated what would make this ballot different then prior efforts was in the past there were protections put forward but always included things like “protects transit funding, except when there is a state of emergency.” The new ballot measure would protect the funds period and in order to get the measure placed on the ballot they need to collect over a million signatures, he encouraged everyone to sign. Mr. Williams stated that on January 7, 2010 the visitor hotline in Pasadena was looking for volunteers to help answering phone to answer questions regarding the Rose Parade, the Rose Bowl game and other events. He stated that he had been a volunteer for over twenty-years and for the last few years’ he had been trying to get volunteers from METRO. This year he asked Access Services staff for volunteers and would like to thank Sean Frye,

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Torrance Johnson, Susanna Cadenas and Giovanna Gogreve for helping out this year. Chairperson Nason stated that there were several CAC members that had perfect attendance, Michael Arrigo, James Hogan, Gary Jansen, Tommy Johnson, Terri Lantz, Gay Parrish, Shawn Solomon and Hugh Hallenberg, she thanked them all and stated that she also requested the attendance record for the Board of Directors for the year and would announce it at the next Board meeting. NEW BUSINESS SUBSEQUENT TO THE POSTING OF THE AGENDA

No new business was heard subsequent to the posting of the agenda.

ADJOURNMENT

Motion: Director Greenwood moved to adjourn the meeting.Second: Director Baghdanian seconded the motion.Vote: Via Voice Vote.Pass/Fail: All were in favor and the meeting adjourned at 3:25 p.m.

Approval

Theresa DeVera, Secretary Date

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ITEM 5

MINUTESACCESS SERVICES

SPECIAL BOARD MEETINGJANUARY 15, 2010

The Access Services Board of Directors meeting convened at 9:25 a.m. on Friday, January 15, 2010, in the third floor Council Chamber Room of the Los Angeles Metropolitan Transportation Authority (Metro) Division 9 Building located at 3449 Santa Anita Avenue, City of El Monte. The presiding Board Member was Dolores Nason, Chairperson. Board Members present included: Jano Baghdanian, Vice Chair, Theresa DeVera, Secretary, and Sandy Varga. Ex-Officio’s, Michael Williams, and Jim Jones, Access Services Legal Counsel. Directors Joseph Stitcher, Treasurer, Michael Greenwood, Kurt Hagen, Marlen Garcia, Doran Barnes and Ex-Officio Jesse Valdez were not in attendance. Access Services’ staff members present included: Shelly Verrinder, Donna Cisco, Araceli Camuy, F Scott Jewell, Steve Chang, Linda Ross, Sean Frye, Andre Colaiace, and Arun Prem.

ACCESS SERVICES LEGAL COUNSEL

Access Services Legal Counsel Jim Jones explained that the meeting was scheduled as a Special Board of Directors Meeting and only the items on the agenda would be discussed. He also stated that since there was not a quorum of the Board, no action could be taken except to adjourn the meeting however, discussion could be heard. Access Services Executive Director, Shelly Verrinder asked Legal Counsel for clarification as to what could be discussed during open session. Mr. Jones explained that any information that could potentially affect the negotiations between Access Services and Metro, or Access Services and the current landlord should not be discussed. Board Questions&Clarification: Ms. Verrinder stated that Access Services lease with the

AON building was due to expire in March 2010. She explained that approximately nine months ago, Access Services retained a real estate broker to scout locations for the new office space. Staff also spoke with METRO regarding the possibility of bringing the administrative offices into one of their buildings. She also stated that several options were reviewed and Access Services was in the process of negotiating a new lease. Ms. Verrinder added that METRO was working on consolidating their 5 Service Sectors and moving them back into METRO’s

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headquarters, which would make Division 9 in El Monte available for Access Services staff.Metro’s General Manager for the Westside/Central Service Sector, Mark Maloney explained that Division 9, in the City of El Monte was a 24 hour, 7 day a week operating facility. He stated that the first floor was occupied by the Metro bus operators and they would have a separate check in/out area. He also stated that part of the second floor was contracted to the Los Angeles County Sheriffs Department for their operations in the San Gabriel Valley region. Mr. Maloney added that the third floor had a large boardroom, which facilitates the San Gabriel Valley Governance Council monthly meetings and would be available for Access Services meetings. He concluded his comment by stating that the building was also accessible to public transit, which made it an ideal space for Access Services staff to relocate.Access Services Director of Governmental Services, Andre Colaiace asked what percentage of the building would be occupied by Access Services. Mr. Maloney replied that approximately 60% of the building would be occupied by Access Services staff. Ms. Verrinder added that Access Services would occupy approximately 1 ¾ floors. She also added that Metro’s Board Room was booked for the entire year for Access Services Board of Directors meetings if the Board wished to continue to meet there. Metro also has a smaller conference room by the cafeteria that was available for the Community Advisory Committee (CAC) or Transportation Professional Advisory Committee (TPAC) meetings if needed. Michael Williams, Chair of the Community Advisory Committee (CAC) expressed his concerns regarding Access riders visiting the administrative offices and being a distraction to METRO’s bus operators. Ms. Verrinder replied that the building had a separate entrance to access the 2nd and 3rd floors. Mr. Maloney added that the bus operators enter the building through the yard side. Ms. Verrinder also stated that the property would be undergoing a complete renovation and the parking structure that is currently open to the public would be for the building’s use only. Director Baghdanian asked if the commute to El Monte would be an issue for Access employees and what percentage of the employees used public transit. Access Services Manager of Human Resources, Linda Ross replied about 65 to 70% of the employees are transit users.

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Ms. Verrinder also added that the Silverline buses operated throughout the day providing transportation for staff attending meetings in downtown. She concluded her comments by stating that a TAP card was issued to all employees who us public transit.

Mr. Williams expressed his concern regarding the limited number of bus routes leaving from the El Monte station going to Pasadena after 7:00 p.m. He also mentioned the issue regarding evacuations for persons with disabilities in the event of an emergency. He concluded his comment by stating that there was not been a lot of discussion on this issue and he felt that it should have been looked into further.

CLOSED SESSION

The Board recessed to Closed Session at 9:52 a.m.

ADJOURNMENT

Motion: Director Varga moved to adjourn the meeting.Second: Director DeVera seconded the motion.Vote: Via Voice Vote.Pass/Fail: All were in favor and the meeting adjourned at 10:45 a.m.

Approval

Theresa DeVera, Secretary Date

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ITEM 8-a

FEBRAURY 12, 2010

TO: BOARD OF DIRECTORS

FROM: F SCOTT JEWELL, DIRECTOR ADMINISTRATION AND INFORMATION TECHNOLOGY

RE: APPROVAL TO EXTEND TERM AND INCREASE FUNDS – ACCURATE TELECOM TELEPHONE MAINTENANCE CONTRACT (ASI-1751)

ISSUE:

Board action is required for the extension and increased funding of the telephone maintenance contract (ASI-1751) that covers the system in use at Access Services’ administrative facility.

RECOMMENDATION:

Authorize staff to extend the maintenance contract with Accurate Telecom through 03/24/2011 and increase funding by $40,000.00 for a total not-to-exceed amount of $291,000.00.

EFFECT OF APPROVAL OF STAFF RECOMMENDATION:

If this staff recommendation is approved by the board, the staff would be authorized, but not required, to negotiate and enter into a written extension of the existing contract upon terms and conditions no less favorable to Access Services than those proposed above. Access Services would not be legally bound to the extension herein proposed unless and until it is incorporated into a formal written agreement executed by all parties thereto and approved as to form by this entity’s legal counsel.

IMPACT ON BUDGET:

The estimated costs associated with this contract have been included in the budget for FY2009/2010 and will be in the subsequent fiscal year.

ALTERNATIVES CONSIDERED:

This contract is in the final option year of its original term. Due to the accelerated schedule of Access’ administrative office relocation it was not considered feasible to conduct a procurement process for the services

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necessary to relocate and maintain the phone system and related components and under Access’ procurement policy this exception is permitted.

BACKGROUND:

The phone system in use at Access Services’ administrative facility was installed and has been maintained by Accurate Telecom since March 2005. The existing maintenance agreement covers not only the existing hardware (phone system, handsets, servers, etc.) but also covers software maintenance including version updates. The recommended action will cover the maintenance of the system for one additional year as well as the labor and equipment required for the relocation.

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ITEM 8-b

FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: BRIAN SELWYN, MANAGER OF PROCUREMENT AND CONTRACTS, RICK STREIFF, FLEET

ADMINISTRATOR RE: APPROVAL TO PURCHASE UP TO 63 REPLACEMENT

VEHICLES FOR PARATRANSIT SERVICE

ISSUE:

Board approval is required to purchase a maximum of 63 vehicles for paratransit service during Fiscal Year 2009-10.

RECOMMENDATION:

Authorize staff to purchase up to 63 ADA-accessible paratransit vehicles through a contract with the CalACT/Morongo Basin Transit Authority (MBTA) Vehicle Purchasing Cooperative for an estimated cost of $2,674,761.84.

IMPACT ON BUDGET:

The FY 2009-10 budget specified funds for the purchase of 13 mini-vans through a FTA Section 16 grant. Due to the lower year-to-date agency purchased transportation costs, staff anticipates enough funding to purchase up to 50 more vehicles. As the fiscal year has not concluded staff will only purchase the Section 16 vehicles and 30 additional vehicles at this time. In April staff will evaluate the financial position of the agency to determine whether to move forward with purchasing up to 20 additional vehicles as authorized by this item if adopted

The estimated total expenditure for the three procurements includes applicable sales tax, license and fees.

ALTERNATIVE CONSIDERED:

Purchasing vehicles through state or, as is the case with this procurement, state-approved contracts, has proven to be cost effective and fully compliant with Access Services’ grant programs. Based on past experience, purchasing from cooperative contract schedules – a practice encouraged by the FTA -

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expedites the purchasing process while ensuring that a competitive price is paid for goods and services.

EFFECT OF APPROVAL OF STAFF RECOMMENDATION:

If this staff recommendation is approved by the board, the staff would be authorized, but not required, to negotiate and enter into a written contract(s) for the purchase of vehicles upon terms and conditions set forth in the aforementioned cooperative contract and no less favorable to Access Services than those proposed above. Access Services would not be legally bound to the vehicle purchase contract(s) unless such contract(s) is incorporated into a formal written agreement executed by all parties thereto and approved as to form by this entity’s legal counsel.

BACKGROUND:

The paratransit vehicles scheduled for replacement have each accumulated approximately 200,000 miles. The FTA assumes that vehicles the size of Access minivans and cutaways have a useful life of four (4) years or 100,000 miles.

The recommended action will permit staff to undertake three separate procurements:

13 Dodge Caravan El Dorado National Accessible Mini-Vans, purchased with 5310 and Proposition C funds at an estimated cost of $554,900.84.

30 Dodge Caravan El Dorado National Accessible Mini-Vans, purchased with Proposition C funds at an estimated cost of $1,271,917.00.

Up to an additional 20 ADA-accessible paratransit vehicles, purchased with Proposition C funds, at an estimated cost of $847,899.00.

The aforementioned vehicles will replace existing vehicles in our fleet, which have exceeded their useful life.

MBTA, a member of CalACT, is the lead agency in the CalACT/MBTA Vehicle purchase Cooperative. The Cooperative was formed because many of the CalACT member agencies felt that an alternative to the traditional state bid process was necessary in order to create a more competitive marketplace for vehicle purchases in the State of California. The type of procurement used by the cooperative entails the development of a Local Government Schedule, as defined in the FTA third party procurement guidelines (Circular 4220.1F, Chapter V, Part 4), wherein the FTA extends to local governments the opportunity to purchase goods or services at established prices. At this time,

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there is no contract schedule available from the state of California, which includes ADA accessible vehicles.

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ITEM 8-c

FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: ANDRE COLAIACE, DIRECTOR OF GOVERNMENTAL SERVICES

RE: APPROVAL TO AWARD CONSULTING SERVICES CONTRACT FOR LOCAL ADVOCACY AND COMMUNICATIONS CONSULTANT (ASI-2798)

ISSUE:

Board approval is required to award a consulting and communications services contract for local advocacy services to Cerrell Associates.

RECOMMENDATION:

Approve the award of a consulting services contract to Cerrell Associates for the period May 1, 2010 through April 30, 2015 at an amount not to exceed $270,000 for the five-year period. The contract rate would be $4,500 per month in all five years of the contract.

Approve the 2010 local legislative program.

IMPACT ON BUDGET:

There are funds in the current year budget and funds to be included in subsequent years’ budgets to pay for this contract for its entire term.

The fully-loaded monthly rate is in fact 16% lower than the current rate which will save the agency in excess of $42,000 over the term of the contract.

ALTERNATIVES CONSIDERED:

No alternatives were considered.

BACKGROUND :

Procurement Background

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Access staff released an RFQ on November 9, 2009 and received proposals from three firms interested in working as a local consultant. The three respondents and their proposals were all deemed responsive and responsible. Based on a review of their qualifications and experience, as well as their competitive cost proposal, Access selected Cerrell Associates to continue their work as our local consultant.

Cerrell Associates Background

Staff has been pleased with the work of Cerrell Associates over the last two years. Cerrell has helped improve the Agency’s relationship with local elected officials, particularly from the City of Los Angeles, and also helped with emergency preparedness activities, specifically the development of a crisis communications plan for the agency, and media relations activities.

Access Services main contact at Cerrell Associates has been Mr. David Gershwin who most recently served as Chief of Staff to Los Angeles City Council President Eric Garcetti. Before joining President Garcetti’s office, Mr. Gershwin served as Communications Director for then Council President Alex Padilla. He has nearly two decades of experience in both politics and local government. We have also been working with Patty Salazar who has served in the offices of Los Angeles City Councilmembers Alex Padilla and Jose Huizar.

Cerrell’s recent accomplishments include:

In conjunction with community members Daniel Garcia and Michael Arrigo and Board Member Theresa DeVera, Cerrell worked with key staff at Los Angeles International Airport to advocate for and ultimately place stand signs with the Access logo at pickup points outside of baggage claim. (Community members had long complained that it was difficult to locate an Access vehicle when you return to LAX because there is no set meeting place and our vans are not allowed to idle at the curb.) Given that Access had tried for years to get stand signs at LAX with little success, this is a major success that will greatly benefit our riders.

Cerrell has helped to establish a positive dialogue with Mayor Antonio

Villaraigosa’s office and the offices of Los Angeles City Councilmembers and other elected officials. We have had a number of meetings with key staff members to help them learn more about Access Services and also to listen and respond to any concerns they may have about our agency.

Mr. Gershwin and staff met with Los Angeles DOT General Manager and METRO Board Member Rita Robinson to discuss how the agencies can work together on various initiatives and also how potential cuts in DOT services would affect Access Services riders. Mr. Gershwin helped

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staff draft a letter that will be going out to the METRO Board stating that cuts in local services have the potential to increase Access Services ridership and could also reduce mobility options for people with disabilities who don’t qualify for Access.

Mr. Gershwin recently conducted a media training with Executive staff that was well-received. The training looked at past coverage of Access and discussed how best to respond to future media inquiries. There are plans to hold additional trainings for both Access and contractor staff.

Mr. Gershwin also created a draft crisis communications plan that will ultimately be integrated into the Agency’s emergency preparedness plan. The purpose of a crisis communications plan is to ensure the Agency has set protocols in place to deal with the media and other stakeholders in the event of a natural disaster or other emergency.

Cerrell obtained letters of support from City Councilmember Wendy Greuel’s office for our FY 2010 $1.5 million Congressional appropriation request.

EFFECT OF APPROVAL OF STAFF RECOMMENDATION:

If this staff recommendation is approved by the board, the staff will be authorized, but not required, to negotiate and enter into a written contract with Cerrell Associates for consulting services on terms that are no less favorable to Access Services than those proposed above. Access Services would not be legally bound to this contract unless it is incorporated into a formal written agreement executed by all parties thereto and approved as to form by this entity’s legal counsel.

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2010 Local Legislative Program

Local government affairs

Work with Cerrell Associates to continue to raise the profile of Access Services with local elected officials and government officials. While we will continue to reach out and meet with Mayor Villaraigosa’s office and the offices of other Los Angeles elected officials, we plan on expanding our meetings to other cities in Los Angeles County.

o During these difficult economic times, we will be advising both the City of Los Angeles and other cities that any reductions in local services for people with disabilities will result in growing ridership on Access Services (and greater regional costs) and reduced transportation options for those individuals with disabilities who don’t qualify for Access.

Work with larger public and private entities as needed on issues of concern. Specifically, work with community groups to place stand signs at other regional destinations, like Dodger Stadium.

Monitor local government agendas throughout Los Angeles County for items that may affect Access Services and its riders.

Communications

Hold additional media trainings with Access and contractor staff. Consult with the Executive Director and other staff as needed to effectively

respond to media inquiries. Develop a media kit that can be given as needed to media outlets.

Work, as needed, with the news media to propose stories about how Access makes a positive difference in its rider’s lives to raise awareness of the availability of ADA paratransit.

Work with emergency preparedness consultant to integrate the draft crisis communications plan into the final Agency emergency preparedness plan.

Investigate the use of social media (Twitter, Facebook etc.) as a means of disseminating critical information about Access Services to riders and other stakeholders.

Other duties as assigned.

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ITEM 8-d

FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: ANDRE COLAIACE, DIRECTOR OF GOVERNMENTAL SERVICES

RE: SUPPORT FOR TRANSIT FUNDING INITIATIVE

ISSUE:

The California Transit Association (CTA), of which Access Services is a member, is part of a coalition working to place on the ballot the Local Taxpayer, Public Safety and Transportation Protection Act of 2010. The CTA has asked its member agencies to officially support this initiative, which would protect future transit funding.

RECOMMENDATION:

Approve the attached resolution in support of the initiative.

IMPACT ON BUDGET:

N/A

BACKGROUND:

If passed, the Local Taxpayer, Public Safety, and Transportation Act of 2010 would:

•    Prohibit the state from borrowing local government property tax funds, which are vital for public safety and other local services.

•   Prohibit the state from borrowing or taking gasoline taxes which are dedicated to transportation and transit improvements and services, including the state sales tax on gasoline (Prop. 42 funds), and the Highway User Tax on gasoline (HUTA).

•   Prevent the taking of locally levied taxes, including parcel taxes, sales taxes, and other locally imposed taxes that are currently dedicated to cities, counties and special districts.

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•   Prohibit the state from taking, borrowing or redirecting existing funding for public transit, including existing taxes on gas and “spillover” funds dedicated to the Public Transportation Account.

•   Add additional constitutional protections to prevent the state from raiding redevelopment funds or shifting redevelopment funds to other state purposes.

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BEFORE THE BOARD OF DIRECTORS OF ACCESS SERVICES

Resolution No. On the Motion of Director: Duly Seconded by Director: The Following Resolution is Adopted.

RESOLUTION OF ACCESS SERVICESSUPPORTING THE LOCAL TAXPAYER, PUBLIC SAFETY, AND

TRANSPORTATION PROTECTION ACT OF 2010, TO BE PLACED BEFORE THE VOTERS OF THE STATE OF CALIFORNIA FOR THEIR CONSIDERATION

WHEREAS, Access Services was formed to provide Americans with Disabilities Act paratransit for people with disabilities in Los Angeles County; and

WHEREAS, in Fiscal Years 2008 and 2009 the Governor of California and the California State Legislature diverted approximately $3 billion combined from transit programs and placed the funds instead into the State General Fund; and

WHEREAS, in 2006, the voters of California approved the sale of $3.6 billion in State General Obligation Bonds to support the funding of the Public Transportation Modernization, Improvement, and Service Enhancement Account (PTMISEA); and

WHEREAS, the State Legislative Analyst Office has recommended that the State of California refrain from selling the voter-authorized bonds and eliminate the State Transit Assistance Program, based upon their conclusion that transit investments do not contribute to the economy of the state; and

WHEREAS, the California State Budget signed into law by the Governor on February 20, 2009 eliminates the State Transit Assistance Program and prohibits reconsideration of transit funding until after 2013; and

WHEREAS, the Governor’s Proposed California State Budget for 2010-11 eliminates the state sales tax on gasoline, which is a main source of state funding for public transportation; and

WHEREAS, the loss of the STA and PTIMSEA programs would result in the loss of $11 billion in statewide transit investment between Fiscal Years 2009 and 2013; and

WHEREAS, the voters of the State of California have repeatedly passed measures designed to preserve and protect transportation funds; and

WHEREAS, the California Transit Association, as part of a coalition oftaxpayers, public safety, local government, transportation, business and labor, seeks to place the

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Resolution No. Page 33

Local Taxpayer, Public Safety, and Transportation Protection Act of 2010 before the voters of the State of California; and

WHEREAS, it is necessary for the California Transit Association to have the public support of as many of its Public Transit System member agencies as possible.

NOW, THEREFORE, BE IT RESOLVED, that the Board of Directors of Access Services does hereby support the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010 that would preserve and protect funding for public transit investments.

BE IT FURTHER RESOLVED that we hereby authorize the listing of Access Services in support of the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010, and that a copy of this resolution be transmitted to the California Transit Association and be entered into the official records of Access Services.

PASSED AND ADOPTED this 22nd day of February 2010 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:APPROVED

Dolores Nason, Board Chair

ATTEST Shelly Verrinder, Executive Director

APPROVED AS TO FORM:

James Jones, General Counsel

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ITEM 9

FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: BRIAN SELWYNMANAGER, PROCUREMENT AND CONTRACTS

RE: APPROVAL OF EXTENSION OF SERVICE CONTRACT WITH

GLOBAL PARATRANSIT, INC. (ASI-2017)

ISSUE:

Board approval is necessary to exercise the second option year of contract ASI-2017 with Global Paratransit, Inc. (GPI) for service in the Southern Region.

RECOMMENDATION:

Authorize an additional $16,250,000.00 in funds and an extension in the period of performance for one year, from September 2, 2010 through September 1, 2011. This action will result in an increase in the current contract not-to-exceed amount of $83,170,677.00 to $99,420,677.00 and, based on the proposed increase in contract rates, an increase in the overall annual cost of 2.2%. The per trip rate will increase from $23.02 to $23.35 and the fixed monthly rate will increase from $490,574.00 to $511,265.00, for the final year of the contract.

IMPACT ON BUDGET:

While staff expects that the proposed rate increases will be accommodated by the FY 10-11 and FY 11-12 budgets, the Contractor understands that these rates may have to be adjusted downward if warranted by future budget constraints.

ALTERNATIVES CONSIDERED:

No alternatives were considered. Staff is confident that the contractor has met the terms of the Contract and thus merits consideration for an extension of its term.

EFFECT OF APPROVAL OF STAFF RECOMMENDATION:

If this staff recommendation is approved by the Board, the staff would be

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authorized, but not required, to negotiate and amend the written contract with GPI for specialized transportation services on terms and conditions set forth in the existing contract and modified as in this item proposed. Access Services would not be legally bound to the revised terms or the extension period unless and until they are incorporated into a formal written amendment to the contract executed by all parties thereto and approved as to form by this entity's legal counsel.

BACKGROUND

GPI has been providing paratransit service in the Southern Region since 2000 and continues to maintain a positive and productive working relationship with Access Services ten years later. Since the introduction of Access Services’ Self Insurance Retention (SIR) program in June 2009, GPI has worked closely and collaboratively with Access Services to improve their accident reporting and investigation processes. GPI has made a concerted effort to raise safety awareness and facilitate the safety culture that Access Services is working hard to instill both internally and among our service providers. Since April 2009, GPI has worked with ASI to implement the Adept Strategen scheduling software. Recently, GPI activated the final and most important piece of the software, which allows the provider to operate in full dynamic mode. With the full implementation of Stratagen, On Time Performance (OTP) rates continue to rise. Over the past six months, GPI has maintained an average OTP rate of 90.88% while reducing their average rate of late 4’s to below 0.05%.

Finally, GPI has made great strides in bolstering customer perception based on real achievement. GPI staff is taking a new, proactive approach to community forums and outreach and they are already reaping the benefits of an increase in rider commendations, a great indicator of customer satisfaction.

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ITEM 10

FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: STEVE CHANG, DIRECTOR OF CONTRACT ADMINISTRATION

RE: SIX MONTHS OPERATION PERFORMANCE REVIEW

ISSUE:

Wild local mountain fires, repeater communication system issues, computer server problems, implementation of new fare structure, and outstanding software implementation issues were all major challenges presented to the Access operation during the first six months of this fiscal year. Despite these operation challenges, our service providers were able to safely transport over 1.05 million trips and achieve a system on-time performance of 91.11%.

Compared to the same period last fiscal year, there has been a 4.5% drop in ridership. Average initial telephone hold time performance is at 45 seconds and holding steady. Excessive late trips, customer complaints, denials and no shows are all showing positive improvement.

As part of the agency wide safety initiative, first edition of the provider monthly Safety Newsletter was launched. This publication is used to promote safety awareness among the provider staff while they transport and service Access customers. Some of the other safety related operation projects include weekly regional joint safety staff meetings, risk management procedure, risk management reporting, driver operation assessment, and Access driver safety rodeo.

Between October and November 2009, Access hosted six regional community meetings to meet with our customers, their families, and other interested community members. We are continuing our efforts to improve customers’ perception of Access Services by working closely with our service provider staff to promote positive customer interaction behaviors over the phone and/or in person. We are looking forward to meeting or exceeding all performance expectations during the remainder of the fiscal year.

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ITEM 12FEBRUARY 12, 2010

TO: BOARD OF DIRECTORS

FROM: STEVE CHANG, DIRECTOR OF CONTRACT SERVICES

RE: STATUS UPDATE OFFICE OF THE INSPECTOR GENERAL’S AUDIT RECOMMENDATIONS

ISSUE:

The audit of Access Services Incorporated conducted on behalf of the Metro Office of Inspector General (OIG) in FY 07 – 08 confirmed Access Services system design and operational compliance with the ADA and funding requirements and the general satisfaction of Access Services riders with that service. The audit contained no negative findings, but the auditors did make sixteen recommendations and the audit report contains Access Services affirmative responses to these recommendations.

This item comprises the monthly update for November 2009. Of the sixteen recommendations, fourteen items have been completed. RECOMMENDATION:

Receive and file the attached status report on the implementation of the audit recommendations from the “Report on the Evaluation of the Paratransit Eligibility Process; Administration, Performance, and Management of Paratransit Operations; and Compliance with Memorandum of Understanding.”

BACKGROUND:

At the recommendation of the Board of Directors the Status Report only contains updates on the two open audit recommendations. A complete status report on all sixteen recommendations can be found on the Access Services website at www.asila.org.

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STATUS REPORT ON THE IMPLEMENTATION OFTHE AUDIT RECOMMENDATIONS

Recommendation 6

ASI should evaluate whether the service providers are using the most efficient methodology for scheduling vehicles and drivers and whether there are opportunities to shift resources from low demand to peak demand periods.

Apr - 08 Prior to the audit in January 2006, ASI retained the services of the IBI Group to perform a Needs Analysis on ASI’s Access Paratransit service. The recommendations from the analysis were presented to the Access Services Board of Directors in March 2007. One of the principal recommendations was the design and implementation of a centralized reservation/scheduling software to be used by all of ASI providers. The Board approved the award for that reservation/scheduling software in November 2007. The first phase of the implementation of this recommendation is scheduled to begin in August 2008. The implementation of the first service region, with phase--in to other regions as contracts renew, is scheduled for fall of 2008.

May - 08

The centralized reservation/scheduling software will be implemented within the first service region in September 2008 and will be phased in by region as contracts are renewed. Staff is anticipating system wide implementation will be completed in 2010.

Jun - 08 A notice to proceed was issued to the software contractor on June 9, 2008 and a kick off meeting was held with Global Paratransit.

July - 08 The project team has begun the implementation period for the software installation in the Southern Region. As the system is implemented relevant ride statistics such as travel times, will be reported monthly in the Operations Report contained in the Board Box.

Aug – 08

No status update to report.

Feb - 09 Due to beta testing and related infrastructure issues the implementation of the new software has taken longer than expected. The first phase of implementation will begin in the Southern Region in Spring 2009.

May – 09

Implementation began in the Southern Region. The contractor is working to fine tune all of the scheduling parameters within the software and things are moving accordingly.

Aug – 09

A modification of the software that’s related to the scheduling of stand-by trips and pick-up times being changed has been completed and installed. The next region scheduled for implementation is MV Transit in the San Fernando Valley in early 2010.

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Sep – 09

Access IT staff has been working closely with StataGen and GPI to review and resolve open issues with the software before moving forward into the last phase of the software implementation, which includes the dispatching module.

Nov-09 All stakeholders have agreed to move forward with the last phase of the software implementation, which is to include the dispatching module making it a “Dynamic” system.

Dec-09 Made first attempt to implement dispatching module in the ADEPT software so it can operate in a “Dynamic” environment. The implementation had to be pulled back due to problems identified during the implementation. Software engineers will work on resolving the conflicts before another attempt is made.

Recommendation 8

ASI should evaluate the scheduling system to minimize or eliminate circuitous routing of share rides and to ensure that the routing/dispatching methodology minimizes wait times and trip times.

See Recommendation 6 above.

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