Best Practice: Otsego County – Cost Sharing with Partner Providers

TRANSPORTATION COORDINATIONTRANSPORTATION COORDINATION“RECIPES FOR SUCCESS”“RECIPES FOR SUCCESS”

PRESENTED BY THE COST SHARING CHEFS PRESENTED BY THE COST SHARING CHEFS OF OTSEGO EXPRESSOF OTSEGO EXPRESS

OTSEGO COUNTY PLANNING DEPARTMENTCast of Characters: Chef Elizabeth Fury

Chef Karen Sullivan Chef Claire Hawthorne

Otsego County, NY

Annual STOA eligible ridership

~ 90,000 (2009 figure)

RECIPE FOR SUCCESSRECIPE FOR SUCCESS Decide what to bake for the occasion Review the recipe and bring all the

ingredients together Organize, Prepare and Measure the

ingredients Pre-Heat the oven for baking Bake and let cool Icing on the cake Eat and Enjoy!!!

Ingredients = Agencies

NEMT/Public System Driver Incentive- Farebox Share ARC Otsego/Public Partnership Oneonta Public Transit/ ARC/ County cost

share for shelter Public- Private Partnership

Recipe for: Liz Fury Presenter

Cooking up Something Special

What to bake:– Otsego County has been putting out a single

RFP for operation and management of transportation for NEMT and the County Public fixed route and on demand service since the 90’s.

– Originally DOT “suggested” that we do this coordination.WHY????

NEMT-Public Coordination

Benefits of collaboration: NEMT & Public

Green initiative– Reduces vehicles used for

transport

Leverage Federal $$$$– Make the fed $ work for you – Transparency and

accountability

Symbiotic relationship

Medicaid Transport (NEMT)

Public Transit

Measuring:

Cost per Trip:

Ridership Base:

Table 2

Table 1

Pick up

Drop OffMiles

Contractor cost (Taxi)

Coop B Hospital 5 $14.00

Oneonta B Hospital 22 $30.00

Milford F Hospital 16 $20.00

Cost per trip $21.33

A Recipe for Coordination

Review the cost of NEMT- Find the average cost per trip

Using DSS trip data, determine how many trips could be provided by the public system

Compare that number to the number of general public riders to come up with a cost share percentage

Compare the cost of the current method with the new cost share model

Icing on the cake = DOT approval

Step by Step Directions:

Recipe for: Driver Incentive ProgramKaren Sullivan, Presenter


Fare Box Incentive Program

20% or 20 cents on a dollar of the monthly fare box collected is distributed back to the drivers each month.

Based on each drivers fare collection individually.

Routes offered through seniority

Each quarter 80% of the total collected fares remaining are then dispersed quarterly to drivers of the Public and Medicare trips.

EXAMPLE MONTHLY

- Ten (10) drivers collect $5,500 in fares for the month of September- 20% of the $5,500 is $1,100- One driver collects $200 in September- His share is $ 40 additional pay for the month or $.20/dollar x $200 = $40 Quarterly- 80% of the remaining total collected fare is then dispersed to all drivers both

public and Medicaid- The total hours of each driver for the quarter is divided by the remaining fare

revenue and distributed at a dollar per hour rate for each driver.- Example: 80% of the first quarter fare revenue equals $20,000- Total # of hours driven by all drivers is 7,800 - The hourly rate of reimbursement per driver would be$2.56/hour

A driver with 300 hours in the first quarter would receive an additional $768 in pay. ($2.56/hr x 300 hrs)

The Recipe: Driver Incentive- Fare Box Exchange

Decide what to bake for the occasion – An incentive plan for employees that benefits both the riders and the drivers and will be an asset to the system

Review the recipe and prepare the ingredients – Bring together the transit operator, (in this case Otsego County), transportation contractor (currently Birnie Bus Inc.) and key personnel. Review proposals for legal and contract adherence.

The Recipe: continued…

Organize, Prepare and Measure the ingredients - Organize a plan for the fare box exchange and prepare a systematic and fair approach to the distribution of revenue. Measure the benefits of the proposal and how it will be funded and distributed to your drivers.

Pre-Heat the Oven for Baking – Pre-Heat the program by getting the drivers on board and excited about the incentive.


Bake and Let Cool – Bake the idea with the NYS DOT and other overseeing agencies, the municipal legislators and other involved agencies to walk through a pilot program before initiating the proposal to full scale in order to work out the “kinks” in the program

Icing on the Cake – Finalize and implement the program to your employees.

Enjoy!! – Enjoy the benefits of providing an incentive program to your employees to encourage their long term commitment to your service

The Recipe: Shared Service Cost- Rt.5

Karen Sullivan- Presenter

Route 5 Corridor


ARC-Public Integration

The Recipe: Rt. 5 Coordination

Decide what to bake for the occasion – A recipe for a cost share approach to improve the service along a public transportation route with an existing non-public agency providing transportation to clients along the same corridor.

Review the recipe and prepare the ingredients – Bring together the riders to better understand their unmet needs; Blend in the non-public operator to see if a coordinated service is feasible; Stir together the concept with the current public operator (Otsego Co.), NYSDOT, and transportation contractor (currently Birnie Bus Inc.) and key personnel. Prepare the ingredients and review proposals for legal and contract adherence and cost share.


Organize, Prepare and Measure the ingredients - Organize a plan for vehicle use and maintenance, equipment use and insurance, fare box exchange and operational cost share for each agency.

Pre-Heat the Oven for Baking – Pre-Heat the program by informing and involving NYSDOT of a potential coordinated plan; Keeping the public riders informed of the upcoming change; and obtaining all necessary resolutions and operating

approvals within a reasonable time frame.


Bake and Let Cool – Bake the plan to make it rise to it’s potential of a shared service and cost. Obtain all approvals and have agreements ready for signatures and a starting date for the new service to begin.

Icing on the Cake – Spread the news of the new service through your local media. Get the word out to the public by radio, newspaper, flyers and bus advertisements.

Enjoy!! – Enjoy the reward of addressing a problem with a solution that involves multiple agencies with similar needs and services to provide for an efficient and cost effective approach for everyone involved.

ARC CoordinationJoseph Judd- Executive Director, The ARC Otsego

The Recipe: Shared Service Cost- Rt.6Claire Hawthorne- Presenter


NYS DOT

The Recipe: Shared Service Cost- Rt.6Map of Otsego Express Route 6


“Whereas, BIRNIE is bound by separate contract to the COUNTY to act as the primary operator of public bus transportation specifically for the Management, Operation and Maintenance Services of the Otsego County Public Transportation System including Non-Emergency Medicaid Transportation Services (hereinafter referred to as the “CONTRACT”) and thus holds a senior position to other public operators in the COUNTY. By entering into this agreement the ARC understands its subordinate position to BIRNIE and agrees that both the COUNTY and/or BIRNIE have the ability to alter agreements, now and in the future, deemed not in their best interest.”

The Recipe: Rt. 6 CoordinationARC/Otsego County

The Recipe: continued…Contract Components

• ARC will operate as an independent contractor

•ARC will relinquish all rights to compete for transportation services currently contracted between the County and Birnie Bus

•ARC will operate as a public transit provider in the specified areas

•Birnie Bus will supply vehicles and support service as outlined in the contract

•ARC will provide passenger and vehicle mile information on a regular monthly basis

•ARC to comply with all applicable statutes, rules and regulations of NYSDOT and the Federal government

•The County will prepare and submit STOA reports and annual operating budget

Some of the firsthand benefits…Joel Habbercorn, The ARC Otsego

The Recipe: Rt. 6 Coordination

Decide what to bake for the occasion A cost sharing coordinated route to replace the OPT Oneonta to Otego Route that was going to close the end of 2009.

Review the recipe and prepare the ingredients Bring the three agencies together; ARC, Otsego County/Contractor Birnie Bus, and the Oneonta Public Transit (OPT) to meet and discuss the unmet needs of the system and decide on a cost share approach and contractual agreement. Notify NYSDOT of proposal for involvement in the initial planning stages.


Organize, Prepare and Measure the ingredients Organize a plan with a deadline for a start up date and advertising. Review contract agreements, cost share agreements, STOA reimbursement, maintenance and vehicle leasing, and a clear understanding of the responsibilities of each involved agency. MOST IMPORTANTLY! Keep Communication Open and Clear.

Pre-Heat the Oven for Baking Pre-Heat the plan with NYSDOT for review of contract agreements and necessary operating authority. Have contract agreements reviewed by legal council. Finalize the cost share and underwriting agreement. Plan for public announcement and awareness of changes to system.


Bake and Let Cool – Bake the plan to make it rise to it’s potential of a shared service and cost. Obtain all approvals and have agreements ready for signatures and a starting date for the new service to begin.

Icing on the Cake – Spread the news of the new service through your local media. Get the word out to the public by radio, newspaper, flyers and bus advertisements.

Enjoy!! – Enjoy the reward of addressing a problem with a solution that involves multiple agencies with similar needs and services to provide for an efficient and cost effective approach for everyone involved.

RT 6 Transfer

Paul PattersonPartner at OPT

The Recipe for: Shared Cost of Bus ShelterClaire Hawthorne- Presenter

Route 6 Bus Shelter


A Happy Passenger…A Satisfied Rider

The Recipe: Shared Cost of Bus Shelter

Decide what to bake for the occasion- An improvement in the accommodation of the riders our main

priority! This initiated the decision to construct a bus shelter along our new route (6).

- The funds were available through a 5311 contract award that the County had received.

- Review the recipe & bring all of the ingredients together- Again, ingredients = agencies! The County, OPT & ARC were all asked

to contribute to this project, due to the collaborative effort of this route.

- The best location was determined the NYSDOT property on State Highway 7 in the Town of Oneonta. This site was where OPT and Otsego Express/ARC were already transferring passengers.

- Gained approval from resident engineer at the DOT property our plans worked well with his to expand the driveway where the shelter would be placed.


Organize, prepare & measure the ingredients

- The County took the lead with its contract and began procurement. In this case, the following was required: at least 3 written/faxed quotes for the shelter; at least 2 written/faxed estimates for the labor.

- The shelter specs included: rectangular 5’ x 10’ all glass aluminum shelter

- The labor required: prep, form & pour new concrete slab (6’ x 12’); erect already furnished shelter upon delivery; clean up resulting debris

- Vendors selected: shelter Austin Mohawk & Company, Inc.

(Utica, NY) labor Eastman Associates, Inc.

(Oneonta, NY)


Pre-heat the oven for baking- We involved and informed NYSDOT of the plans and County

procurement. The necessary steps for reimbursement were also assured.

- Set schedule for work and delivery to be made

- Site preparation

- Obtain any necessary permits. In this case, a highway work permit was required.

Bake and let cool- Shelter delivery, construction and labor.

- Make sure agreements are in place in order to successfully execute the cost share! In this case, an MOU was used.


Icing the cake

-Provided a news release to the media- making all aware of the new project.

-Finalize billing & paperwork for reimbursement/cost share

-Establish a maintenance agreement for the shelter

-In this case, ARC consumers will provide the necessary maintenance and upkeep to the shelter through an MOU between

the County and ARC


Eat and enjoy!

- Enjoy the fact that you have provided another service for your riders- they are what comes first!

- The benefits of cost-sharing can be reaped from any project

The Recipe: Public Private Public Private PartnershipPartnership

Liz Fury


Recipe notes:

Baseball park -

KEY

Cooperstown Dreams Park

Diamond Dreams

All Star Village

More notes:

•Baseball

•Museums

•Breweries

•Opera

•Beaches

•Bassett Medical Center

Village AreaNew Route:

from Baseball Park (Diamond Dreams)

to Cooperstown

The Recipe: Continued

Preheat the oven for baking: – Identify an unmet need with high ridership (ex. Tourist

attraction: Baseball park→Baseball Hall of Fame) – Approach the stakeholders with an opportunity to save

money Orginize, Prepare & Measure:

– Bring the appropriate people to the table to develop a fair cost share model.

Bake & Let Cool:– Get legislator approval

Example 1 - OUR WAY

NY MOBILITY MANAGERS FORUM

http://groups.google.com/group/nymobilitymanagers?hl=en

Liz Fury (Otsego County) and Dwight Mengel (Tompkins County) cordially invite you to join us to discuss, discover, share, learn, help, and meet people with a mutual goal of efficient mobility management. Over a month ago, a mobility management forum was created with the intent of enabling two-way communication between mobility managers and transportation providers from all around New York State. After starting the e-mail forum we learned quickly that as the forum expands it is more difficult to communicate easily. Therefore we created a Google Group website for our collective use. This website is very functional with great features but more importantly it is easy to use.

QUESTIONS?

For more information…Otsego County Planning Department

(607) 547-4225

Karen Sullivan, Senior Planner

[email protected]

Liz Fury, Planner Trainee

[email protected]

Claire Hawthorne, Planning Intern

[email protected]

www.otsegoexpress.com

Best Practice: Otsego County – Cost Sharing with Partner Providers

Documents

cost of nemt

nemtpublic coordination

public transportation

fare box incentive program

cost share percentage

average cost

current public operator

drivers fare collection