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How to Contract for Services Beverly G. Ward, Ph.D. Coordination-UWR Ambassador 26 August 2008 16th Annual Florida Transportation Training & Technology.

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Presentation on theme: "How to Contract for Services Beverly G. Ward, Ph.D. Coordination-UWR Ambassador 26 August 2008 16th Annual Florida Transportation Training & Technology."— Presentation transcript:

1 How to Contract for Services Beverly G. Ward, Ph.D. Coordination-UWR Ambassador 26 August th Annual Florida Transportation Training & Technology Conference

2 Introductions and Objectives Self-introductions – Who you are, what you do, where you do it – One challenge Goal & Objectives – Goal: Provide attendees an overview of general contracting language, purpose, and examples of contract language related to providing human service and public transportation – Objectives Understand what is being said, who is to do what, and how to resolve differences Identify contracting solutions Interact with and learn from each other Have fun!

3 Overview Why? Definitions Regulations Scope of Work Monitoring What if….? Other

4 Why Contract? Improve productivity – Provide more access/mobility Decrease administrative costs – High eligibility/reservation/dispatching costs – Other admin costs, e.g., bookkeeping, etc. Decrease operating costs – Large service area – High operating costs, e.g., labor, fuel, etc.

5 Definitions of Key Terms Contract 1.an agreement between two or more parties for the doing or not doing of something specified. 2.an agreement enforceable by law. 3.the written form of such an agreement… Dictionary.com Unabridged (v 1.1) Based on the Random House Unabridged Dictionary, © Random House, Inc

6 Definitions of Key Terms (contd) Agreement 1.the act of agreeing or of coming to a mutual arrangement. 2.the state of being in accord. 3.an arrangement that is accepted by all parties to a transaction. 4.a contract or other document delineating such an arrangement. 5.unanimity of opinion; harmony in feeling: … 7.collective agreement. 8.Law. a. an expression of assent by two or more parties to the same object. b.the phraseology, written or oral, of an exchange of promises Dctionary.com Unabridged (v 1.1) Based on the Random House Unabridged Dictionary, © Random House, Inc

7 Definitions of Key Terms (contd) Driver- or vehicle-hours: when the vehicle is on its way to pick up or is actually carrying a passenger. Passenger- or revenue-hours : when the vehicle is actually carrying a passenger. Passenger- or revenue-miles: first pick-up to last drop-off minus driver breaks and lunch. Vehicle-miles: pullout to pull-in.

8 USDOT, FTA, and State Regulations USDOT – 49 CFR 18 - Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, ml ml Other federal programs, depending on funding sources – Examples, AOA, DOE, DOL, HHS, TANF, etc. FTA – C E, Third Party Contracting Requirements, – Urbanized & Nonurbanized Urbanized Area Formula Program: Grant Application Instructions, Nonurbanized Area Formula Program Guidance and Grant Application Instructions,

9 USDOT, FTA, and State Regulations (contd) Florida Statutes – Title XXVI: Public Transportation, Chapter 337, Contracting; Acquisition, Disposal, and Use of Property, _mode=Display_Statute&URL=Ch0337/titl0337.ht m _mode=Display_Statute&URL=Ch0337/titl0337.ht m Administration of public contracts Purchases by department subject to competitive bids; advertisement; emergency purchases; bid specifications.

10 USDOT, FTA, and State Regulations (contd) Florida Statutes – Title XXVI, Public Transportation, Chapter 341,Public Transit, de=Display_Statute&URL=Ch0341/titl0341.htm de=Display_Statute&URL=Ch0341/titl0341.htm – Title XXX, Social Welfare, Chapter 427, Special Transportation and Communications Services, de=Display_Statute&URL=Ch0427/titl0427.htm de=Display_Statute&URL=Ch0427/titl0427.htm Local regulations – County, city, agency…

11 Florida Commission for the Transportation Disadvantaged (CTD) TD Handbook, dhandbook.htm dhandbook.htm – Commission Information – Finance Section – Quality Assurance Section – Program Administration Section

12 Why Are You Doing This to Us? Awareness of the regulatory environment and guidance Awareness of resources – FTA – CTD – Local government(s) – Peers – Trade associations

13 Scope of Work Heart of the contract – Data driven – Build up – Clear statements Services Deliverables/products Performance measures Period of performance Flow – Contracting out – Contracting in

14 Scope of Work (contd) Types of services – Administration Reservations Scheduling Dispatching – Operation Operating the vehicles Maintenance

15 Scoping Questions to Answer What is to be done? Who will do it? – Who will provide what? How will it be done? Where will it take place? When is it done? How will the quality of the services be measured? What happens if agreement is/not met? – How will you know?

16 Scoping Examples What is to be done? Administration – Reservations Intake hardware/software, e.g., telephone, computers, software, etc., is provided by ________ Eligibility, if applicable, is determined ________ Trip assignments are made by ________ Complaints, comments, general inquiries, etc., are handled by ________ Data is collected, reported, and submitted by ________ Transytems (formerly Multisystems). Innovative Practices in Paratransit Services (2002). Washington, DC: Easter Seals Project ACTION. Electronic,

17 Scoping Examples What is to be done? Vehicle Operations – Passenger Trip Demand Data # Passengersannual # Weekday trips per dayaverage # Weekday passengers per dayaverage # Passengers per tripaverage # Percent wheelchair trips # Passenger trips per hour for typical day or all five weekdays # Passenger trip length distribution Nelson\Nygaard Consulting Associates (2007). Toolkit for Integrating Non- Dedicated Vehicles in Paratransit Service. TCRP Report 121, Washington, DC: Transit Cooperative Research Program, Transportation Research Board. Electronic:

18 Scoping Examples (contd) Vehicle Operations (contd) – Service Area Characteristics Service area size (square miles) Effective service area size (square miles) Vehicle average speed when traveling (excluding pickup and dropoff time) Excess ride time standardpolicy for system Time window for pickup time estimate (minutes) policy for system Average dwell time ambulatory trips Average dwell time wheelchair trips Nelson\Nygaard Consulting Associates (2007). Toolkit for Integrating Non- Dedicated Vehicles in Paratransit Service. TCRP Report 121, Washington, DC: Transit Cooperative Research Program, Transportation Research Board. Electronic:

19 Scoping Examples (contd) Deliverables/Products – Administration: Reservations Hardware/software to provide services – Adequacy of hardware/software # Trip requests # Reservations made # Unmet requests # Other calls – Operations: Vehicle Operations # Passengers servedactual # Trips per dayactual # Weekday passengers per dayaverage # Passengersactual # Percent wheelchair trips # Passenger trips per hour/mile # Passenger trip length distribution Total revenue # Complaints – Reporting Frequency

20 Monitoring Effectiveness : a desired level of service as measured by predetermined standards... Efficiency: maximum service for minimum cost, subject to minimum service criteria... Productivity: the relative operating efficiency of a transportation service, usually expressed as the number of passengers carried per hour or per mile of vehicle operation. Reliability: the variability of predicted and actual waiting times, punctuality and arrival times; also dependability.

21 Monitoring (contd) Administration – Intake hardware/software standards met/unmet Reliability of telephone access Reporting intervals – Comment/complaint/suggestion process – Overall customer service – Requests denied

22 Monitoring Operations – Driver qualification/performance – Safe operation – Vehicle standards and conditions – Pick-up and drop-off times – Comments, complaints, and commendations – Trip lengths – Missed trips – Accidents/incidents

23 What if….? Undesirable performance – Consider incentives for desired performance, and… – Penalties, if baselines are not met It just cant be fixed – Termination clause Transitioning to another provider/vendor – Minimize impact on users

24 Other Subsidized taxi service Shuttle services Vehicle cleaning/maintenance Long trips Non-emergency medical trips – ½ non-emergency medical trips

25 References/Resources Innovative Practices in Paratransit, pdf?docID=3196 pdf?docID=3196 Synthesis of Transit Practice 31, Paratransit Contracting and Service Delivery Methods, Community Transportation Association of America (CTAA), Information Station, asp?a=1&z=40 asp?a=1&z=40 Project ACTION Clearinghouse Store, https://secure2.convio.net/es/site/Ecommerce/ ?FOLDER=1060&store_id=3863 https://secure2.convio.net/es/site/Ecommerce/ ?FOLDER=1060&store_id=3863

26 , Ext x735 THANK YOU!


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