C250231_RFP_Exhibit_A_Scope_of_Work.pdf

RFP 250231

EXHIBIT A

Scope of Work

OC ACCESS PARATRANSIT CONTRACT ASSESSMENT

OVERVIEW

The Orange County Transportation Authority (OCTA) holds statutory responsibility for the planning, management, administration, and operation of transportation and public transit services throughout Orange County. In addition to the operation of fixed-route bus services countywide, OCTA provides complementary paratransit service, known as OC ACCESS, in accordance with the provisions of the Americans with Disabilities Act of 1990 (ADA) and the final rule for 49 CFR Parts 27, 37, and 38 issued by the U.S. Department of Transportation (DOT) in the 9/6/1991 Federal Register.

The ADA guarantees equal opportunity for individuals with disabilities in employment, public accommodations, transportation, state and local government services, and telecommunications. The transportation provisions of the ADA focus on acquisition of accessible vehicles by public and private entities, the provision of nondiscriminatory accessible transportation service, and requirements for complementary paratransit service. The ADA mandates that each public entity operating a fixed-route transit system provide complementary paratransit service to individuals whose functional disabilities prevent use of accessible fixed-route bus. The level of service for these individuals is to be comparable to the level of service provided to individuals without disabilities and serves strictly defined categories of individuals with functional disabilities as described in the ADA.

OC ACCESS is part of the comprehensive public transportation system serving Orange County and is provided for people with disabilities who, because of their disability, are unable to independently ride fixed-route bus all or some of the time. OC ACCESS is a curb-to-curb service, for travel within the same areas and during the same hours as OCTA’s fixed route bus service for persons who have been certified as eligible. Eligibility is based on a person’s individual functional abilities and limitations, not a specific age, diagnosis, or disability.

In support of ongoing efforts to ensure that OC ACCESS service is delivered effectively, efficiently, and in full compliance with the ADA and Federal Transit Administration (FTA) requirements, OCTA has established a set of performance metrics and associated penalty and incentive structures, as outlined in Attachment A, OC ACCESS Paratransit and OC Flex Microtransit Services Scope of Work and Attachment B, Performance Standards.

OCTA is seeking a qualified consultant to conduct an evaluation of the appropriateness and effectiveness of these performance metrics and their corresponding financial incentives and penalties. The objective of this review is to ensure that the existing metrics are aligned with Federal Transit Administration (FTA) regulations and current industry best practices for complementary paratransit service, and that they are appropriately set to reflect OCTA’s operating environment. This analysis will also consider the practical enforceability of the metrics within the context of OCTA’s contract structure and how such measures compare to those used by peer agencies.

The selected consultant will be expected to provide actionable recommendations to refine or enhance OCTA’s performance management framework for OC ACCESS. These recommendations will support OCTA’s goals of ensuring accountability, promoting contractor performance, and improving service delivery. The scope of work requires a detailed review of existing metrics, benchmarking against comparable paratransit programs, evaluation of penalty and incentive levels, and presentation of findings to OCTA staff.

WORK PLAN

Task 1 – Evaluate Performance Metrics

Conduct a thorough review of the current OC ACCESS performance metrics as outlined in Attachment A. This task includes evaluating each performance metric to determine whether it is:

• Aligned with the specific nature and objectives of OCTA’s paratransit operations.

• Capable of accurately measuring the quality, efficiency, safety, and customer satisfaction of OC ACCESS service delivery.

• Reasonably set to reflect both industry norms and OCTA’s operating environment, including an evaluation of whether the numerical thresholds for each metric are appropriate, achievable, and aligned with current service expectations and standards.

Assess whether the metrics comply with FTA and ADA guidelines and industry best practices. The Consultant shall also determine whether each metric is reasonably structured in the context of OCTA’s operating environment, contract model, and service design. This includes evaluating whether the numerical thresholds associated with each performance standard are appropriate, achievable, and aligned with OCTA’s current and future service expectations and goals.

Benchmark OCTA’s performance metrics and associated incentive/penalty structure against a minimum of five (5) peer transit agencies. Peer agencies must operate ADA complementary paratransit services that are similar in complexity and volume to OC ACCESS. At least three (3) of the peer agencies shall be from large urban regions (as defined by the Federal Transit Administration), and no more than two (2) may represent mid-sized systems. The Consultant shall submit a proposed peer agency list to OCTA for review and approval before beginning this comparative analysis.

Deliverable 1:

Consultant shall present findings and recommendations for each performance metric. The report shall include: (1) an assessment of whether the metric is appropriate, measurable, and in line with industry standards and regulatory requirements; (2) an evaluation of whether the associated numerical thresholds are reasonable and reflect OCTA’s operating realities; and (3) specific recommendations to revise, retain, remove, or supplement metrics, including rationale for each. The presentation shall include a comparative matrix summarizing findings from the peer agency benchmarking.

Deliverable is due no later than thirty (30) days following the project kick-off meeting.

Task 2 – Evaluate Appropriateness of Penalty and Incentive Structures

Assess whether the penalty and incentive levels associated with each performance metric are appropriate, effective, equitable, and allowable under federal regulations. Evaluation shall include:

• Examine whether any penalties could be considered unallowable liquidated damages under federal rules, including those found in 2 CFR § 200.403 and FTA Circular 4220.1F (or current applicable guidance).

• Assess whether the size and structure of each penalty or incentive is appropriate given the type of service performance being measured.

• Evaluate how well the existing penalty and incentive framework impact contractor performance and support OCTA’s goals for service quality, cost-effectiveness, and accountability.

• Comparison of peer transit agencies' paratransit contract models and performance accountability frameworks.

Benchmark OCTA’s performance metrics and associated incentive/penalty structure against a minimum of five (5) peer transit agencies. Peer agencies must operate ADA complementary paratransit services that are similar in complexity and volume to OC ACCESS. At least three (3) of the peer agencies shall be from large urban regions (as defined by the Federal Transit Administration), and no more than two (2) may represent mid-sized systems. The Consultant shall submit a proposed peer agency list to OCTA for review and approval before beginning this comparative analysis. Proposed peer agencies may be similar to those used in Task 1.

Deliverable 2:

Consultant shall present findings and recommendations for any changes to penalties or incentives. The presentation must explain how each recommendation aligns with FTA procurement and grant management rules, particularly with regard to what is considered an allowable contract remedy when using federal funds. This deliverable is due no later than 60 days after the project kick-off meeting.

Task 3 – Presentation of Findings

Prepare and deliver a presentation summarizing findings and recommendations from Tasks 1 and 2 to OCTA staff. Consultant shall address questions and incorporate feedback into a final report that includes an executive summary.

Deliverable 3:

Presentation materials (PowerPoint) and a final written report that incorporates OCTA’s feedback. Deliverable is due no later than ninety (90) days following the project kick-off meeting.

General Requirements:

• Consultant shall meet with OCTA staff at project initiation and on a bi-weekly cadence or as needed throughout the project (anticipated up to eight meetings total, including kick-off meeting).

• Consultant shall have demonstrated expertise in ADA paratransit performance management, transit service contracting, and industry benchmarking.

• OCTA shall provide access to relevant historical reports, contracts, performance data, and comparative agency information as needed.