C250310_RFP_Exhibit_A,_SOW.pdf

RFP 250310

EXHIBIT A

SCOPE OF WORK

Employer Transportation Survey / Average Vehicle Ridership Calculation Consultant Services

BACKGROUND

The Orange County Transportation Authority (Authority), located in Southern California, is a state-mandated, countywide transportation agency. The Authority was formed in June 1991 to develop, implement, and fund transportation programs designed to improve mobility and air quality for Orange County. As a consolidated transportation agency, the Authority provides Orange County with a single point of accountability and a greater voice/solution for residents for all transportation issues. The Authority also serves as the County Transportation Commission (CTC) for Orange County.

Southern California Rideshare (SCR) was operated by Southern California Association of Governments (SCAG) and was replaced effective July 1, 2003 by the CTCs. The CTC works to coordinate regional commuter services and support while assisting the transportation needs of commuters and employers within each County.

The Authority is seeking a Consultant to provide services to support the Employer Transportation Survey / Average Vehicle Ridership (AVR) Calculation, one (1) of the key services OCTA provides for the Authority’s Rideshare Program.

As a result of ongoing efforts to provide rideshare support services for commuters and employers, facilitate public transportation planning, improve vanpool formation and retention, and serve all Orange County employers with two hundred fifty (250) or more employees who are South Coast Air Quality Management District (SCAQMD) Rule 2202 compliant, the AVR calculation program has grown significantly in recent years. Since Fiscal Year (FY) 17-18, individual commuter surveys processed has grown by sixty five percent (65%) from 68,271 to 112,724 and personalized RideGuides generated by ten percent (10%) from 10,871 to 11,832. There are currently sixty-two (62) employers across three hundred sixty (360) worksites utilizing the Authority’s Employer Transportation Survey/AVR service. In Orange County, a total of two hundred ninety-seven (297) employers are required to comply with SCAQMD Rule 2202.

The Authority utilizes the results generated from the Employer Transportation/AVR surveys to identify potential users of the Authority’s programs and services, such as the Orange County Transportation Authority (OCTA) Perk (Bus) Pass Program, Vanpool Program and Metrolink Corporate Pass Program to encourage ridesharing and reduce trips of single-occupant-vehicle (SOV).

PROGRAM OBJECTIVES

Consultant shall be responsible for implementing the program tasks described in this Scope of Work, under the direction and approval of the Authority. Consultant shall ensure that all program tasks are conducted in a professional, accurate, effective, and efficient manner. Confidentiality is required at all times for any and all data collected. It is envisioned that the bulk of the services will be performed offsite at Consultant’s facility/location. Consultant shall provide the computer systems and software capable of supporting and maintaining the program tasks as described hereunder.

Orange County commuters have a variety of options to make their daily home-to-work trip including driving alone, carpooling, vanpooling, using the bus and rail transit, bicycling, walking, and telecommuting.

The purpose of the Authority’s Rideshare Program is to reduce SOV trips by providing commute information and services on alternatives to driving alone and to encourage the use of Orange County’s extensive carpool lane network.

The Authority’s Rideshare Program works with Orange County employers with more than two hundred fifty (250) employees, to encourage use of alternative modes of transportation by their employees.

Employer services include Transportation/AVR surveying for compliance with air quality mandates, ride matching, processing and distributing RideGuides, which provides Rideshare participants with personalized ride matching and transportation/transit information based upon commute patterns.

One (1) major desired outcome of the AVR Survey Program is to identify employers that are viable leads for the Authority’s employer programs so that they can be enrolled. Any company with ten (10) or more bus riders identified from the survey can be pursued for the OCTA Perk Pass Program. All companies with long-distance commuters clustered in groups of five (5) or more by origin with common shifts can be approached for vanpool formation. Companies that have five (5) or more Metrolink train riders can be good candidates for the Metrolink Corporate Pass Program.

Other important objectives of the AVR survey include utilizing data to facilitate vanpool rider lead collection which can be used for the OC Vanpool formation and retention, enabling commuters to identify carpool partners and providing public transportation options for commuters both through customized RideGuides and interactive trip planning via the Ridematch website.

SCOPE OF SERVICES – PROGRAM TASKS

Consultant shall perform the following tasks:

Task 1 – Employer Transportation Survey/AVR Calculation Support Services

Consultant shall provide Transportation Survey/AVR Calculation support services to Orange County employers to comply with SCAQMD’s Rule 2202.

Task 1 Deliverables:

A. Contact employer representatives to discuss scheduling of their annual survey.

B. Present employer representatives with mandatory employer agreement that shall be signed before AVR survey process is approved to begin. Agreement states that employer shall schedule a meeting up to one (1) hour with OCTA and/or OCTA contractors to discuss potential for employer programs within thirty (30) days of the completed AVR survey output report being sent.

C. Provide employer representatives with all necessary materials to conduct the annual survey (i.e., personalized paper surveys, survey samples, Survey Authorization, Survey Processing Form and/or electronic Survey Instructions, access to electronic survey portal).

D. Schedule one-on-one meetings with first time employer representatives and teleconference with recurring employer representatives to review all survey materials, scheduling deadlines, and the Authority’s Share the Ride programs. The Authority staff may or may not attend the meetings/teleconference based on availability.

E. Provide customer service support to assist employer representatives with any questions during survey collection process.

F. Follow up with the employer representatives once surveys are received in office for processing or once surveys are expected in office.

G. Provide error reports and finalize/email AVR Survey Reports to employer representatives when complete.

H. Provide updates/training to employer representatives at the Authority’s employer transportation coordinator (ETC) Marketing Class twice a year.

Task 2 – Implement Transportation Survey and AVR Calculation

Consultant shall implement the Employer Transportation Survey and AVR calculation for employers in the Orange County region as defined below:

Task 2 Deliverables:

A. Paper Survey Form Process

1. Shall register client in the regional rideshare database to commence the survey form process. Once registration has been completed, Consultant shall notify the Authority.

2. Send the survey to the client. When completed, the client will return the completed surveys to Consultant. It will be Consultant’s responsibility to send the surveys to a keypunch service to data enter survey information. Data from the keypunch services will be downloaded into RidePro (the regional data software program) by Consultant.

3. Produce error reports and notify the Authority of any such errors. It shall be the Authority’s responsibility to resolve such errors with the clients. The Authority shall provide Consultant with corrections to the error reports.

4. AVR shall be calculated per SCAQMD procedures by Consultant and reports shall be produced and forwarded to the Authority.

5. Home addresses shall be geo-coded (i.e., the address is attached to X and Y map coordinates) and RideGuides produced.

6. Personalized RideGuides shall be processed (folded and stuffed in envelopes) and sent to the Authority within fourteen (14) business days from receipt of the order.

7. Produce an output summary report and forward to the Authority within ten (10) business days from receipt of the order.

8. Additional reports generated and forwarded to the Authority shall include alphabetical listing and zip code listing.

B. Electronic Survey Process

The Electronic survey shall be offered to clients who have the ability to survey their employees via the Internet. This survey eliminates the need for data entry and paper surveys, as well as saving time during the survey processing. Required steps in the process include:

1. Register client in the regional rideshare database to commence the survey form process.

Client shall have access to their survey link(s) and shall oversee the survey collection process until the target survey response rate is achieved, with assistance from Consultant.

2. Once survey collection is completed, Consultant shall provide client with Code Verification List, and client shall make all revisions in the RidePro system.

3. Final AVR shall be calculated by South Coast AQMD procedures by Consultant using RidePro software. Reports are produced and forwarded to the client.

4. AVR data will be exported to the RidePro ridematching database for further processing.

Task 3 – Employer Transportation Survey/AVR analysis, report and RideGuide production

Consultant shall perform analysis necessary based on survey data to generate final reports and individual RideGuides. The analysis and report shall identify opportunities for use of alternative mode of transportation including driving alone, carpooling, vanpooling, taking the bus and rail transit, bicycling, walking, and telecommuting.

Task 3 Deliverables:

A. Employer survey data is geocoded in RidePro ridematching database.

B. Verify and utilize most current, accurate transportation service information, mapping tools, etc., to generate user-friendly, customized RideGuides for employees who requested one when completing their AVR survey. Email electronic RideGuides to employees who provided an email address on their AVR survey. A printable RideGuide shall be produced for employees who did not provide an email address.

C. Produce Survey Analysis Report, Employee List and AVR survey back up data file. Provide client with all aforementioned materials and printable RideGuides in PDF format (if applicable) within ten (10) business days from date final AVR was emailed to client.

D. Inform the Authority once the survey process is completed. Supply the Authority with the Survey Analysis Report, Employee List, and the final counts of surveys processed and RideGuides produced.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits Consultant’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit OCTA to any course of action or enter into any contractual agreement on behalf of OCTA. In addition, Consultant’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.