MPR_Statement_of_Work_(Feb_2021_-_Jan_2023).docx.pdf

Statement of Work

Management Performance Review Contract

(February 2021 – January 2023)

RFP # 510345 / Contract # 395002-O21-0510345-000-01

A. SCOPE OF WORK

1) Overview

a. The Contractor will conduct seven (7) transit management performance reviews (MPRs) during Contract Year 1 (February 1, 2021 through January 30, 2022) on behalf of the Wisconsin Department of Transportation (Department).

b. Consistent with Attachment C to Department RFP # 510345, transit agencies subject to Contract Year 1 MPRs are:

Bay Area Rural Transit Commission (BART), based in Ashland

Bad River Transit, based in Odanah

Lac du Flambeau Transit

Milwaukee County Transit System (MCTS), based in the City of Milwaukee

Onalaska/Holmen/West Salem Public Transit (OHWSPT), based in

Sawyer County/Lac Courte d’Oreilles Transit Commission (dba Namekagon Transit), based in Hayward

Stevens Point Central Transportation

c. The Department may elect to revise the list of agencies as circumstances dictate. In such cases, the Department and Contractor will jointly assess whether the contract budget warrants revision.

d. For each agency, the Contractor will perform a desktop review followed by an onsite assessment1.

e. The Contractor will begin work on MPRs for the specified agencies within thirty (30) days of contract execution.

f. The Contractor will conduct either seven (7) or eight (8) MPRs during Contract Year 2 (February 1, 2022 through January 30, 2023) on the Department’s behalf.

g. Consistent with Attachment C to Department RFP # 510345, transit agencies tentatively subject to Contract Year 2 MPRs are:

Duluth Transit Authority (serving the City of Superior), based in Duluth, MN

La Crosse County, based in La Crosse

City of Manitowoc

City of Madison

City of Merrill

Dunn County Transit Commission, based in Menomonie

Menominee Department of Public Transit, based in Keshena

The Department will verify which agencies will be subject to these reviews no later than December 31, 2021.

1 Based on considerations related to the ongoing COVID-19 pandemic, the Department and Contractor may mutually agree to substitute remote, web-based assessments for any or all of the agencies to be reviewed.

DocuSign Envelope ID: 7ED2F7EF-A8C3-431D-BC0A-121F329A350A

2) Desktop Reviews

a. Each desktop review will entail:

1. performing a peer analysis per Sections A. 2) b. through A. 2) d.

2. preparing and issuing a questionnaire that solicits information relevant to the corresponding onsite assessment

3. reviewing the completed questionnaire and following up with the transit agency as necessary in order to adequately prepare for the onsite assessment

b. For each peer analysis, the Contractor will assess the agency’s transit system performance over time in relation to those of systems in two peer groups: one comprised of comparable public transit systems operating in Wisconsin, the other comprised of comparable public transit systems operating elsewhere within the U.S.

c. The Contractor will base peer group assessments on the performance indicators specified by Wisconsin Administrative Rule Trans 4.09 (2), namely:

the ratio of passengers, as expressed in unlinked trips, to service area population the ratio of operating expenses to passengers, as expressed in unlinked trips the ratio of operating expenses to revenue hours the ratio of revenues to operating expenses the ratio of passengers, as expressed in unlinked trips, to revenue hours the ratio of revenue hours to service area population

Additionally, the Contractor will assess transit system performance relative to any other performance measures that the Contractor identifies as being particularly relevant to such assessment.

d. The Contractor will construct each peer group to consist of between six and twelve transit systems that it determines to be most comparable to the agency’s system in terms of service model, service area size, service area population and population density, and climate.

3) Onsite Assessments

a. Each onsite assessment will entail:

1. interviewing appropriate management personnel

2. observing all fundamental administrative and operational processes and functions

3. observing facilities and rolling stock

4. reviewing relevant documentation

b. The Contractor will perform each of these activities to an extent sufficient to 1) draw clear conclusions about the transit agency’s policies, decision-making processes, management structure effectiveness, and each’s consistency with industry norms; and 2) to identify any deficiencies in administrative structures or function.

c. Subject to Department approval, the Contractor may conduct additional onsite activities it deems necessary to evaluate the target system’s policy decision-making processes and management structure.

4) Peer Analysis Reports

a. The Contractor will prepare a peer analysis report for each reviewed transit agency.

b. The content of the report will include, at a minimum:

1. a description of the methodology used to conduct the analysis

2. a compilation of ridership and budget performance data in tabular and graphic formats for both target and peer systems, summarizing work performed to satisfy the requirements of Sections A. 2) b. through A. 2) d.

3. a brief statement highlighting any notable conclusions to be drawn from compiled data

c. Each peer analysis report may be included in the corresponding management performance review report per Section A. 5) rather than as a stand-alone document.

5) Management Performance Review Reports

a. The Contractor will prepare a management performance review report for each reviewed transit agency.

b. The content of the report will include, at a minimum:

1. the content of the corresponding peer analysis report per Section A. 4)

2. descriptions of the transit service(s) that the agency provides and the area(s) that its transit system serves

3. a discussion and assessment of policy and decision-making processes

4. a discussion and assessment of administrative and operational capabilities and practices

5. an improvement plan that identifies management, service, and system improvements that the Contractor recommends the agency pursue assigns to each such improvement a relative degree of urgency and timeframe specifies for each such improvement any intermediate actions the agency must take in order to pursue the improvement

6. a summary of any actions the Contractor recommends the Department take in conjunction with recommended agency improvements

c. For each agency that has been subject to a previous MPR, the report also will include the status of the agency’s response to any recommendations contained in the previous review.

6) Meetings and Briefings

a. The Contractor will schedule and host a contract kickoff meeting with appropriate Department staff within twenty-one (21) days of the contract effective date.

b. The Contractor will provide the Department with a minimum of one in-person briefing per contract year.2 These briefings may occur at the Department’s Hill Farms office building in Madison, Wisconsin, or at a different site agreed upon by the parties. The parties mutually may agree to schedule additional in-person briefings.

c. The required in-person briefings will occur no earlier than July 1, 2021 and July 1, 2022, and will address progress on Contract Year 1 and Contract Year 2 reviews, respectively, to include findings associated with work completed to date and plans for upcoming reviews.

d. The Contractor will provide the Department with status updates via phone- or web-based meetings regularly and upon request throughout the contract term.

2 Based on considerations related to the ongoing COVID-19 pandemic, the Department and Contractor may mutually agree to conduct the in-person briefing(s) remotely.

B. DELIVERABLES

1) Work Completion Dates

a. The Contractor will submit all Contract Year 1 deliverables no later than one year from the contract effective date or execution date, whichever is later.

b. The Contractor will submit all Contract Year 2 deliverables no later than two years from the contract effective date or execution date, whichever is later.3

2) Deliverables

a. For each transit agency reviewed, the Contractor will provide the Department with a peer analysis report and a management performance review report.

b. The content of the reports must meet the requirements of Sections A. 4) and A. 5), respectively.

c. The format of the work products, and the timeliness of their deliveries, must conform to the requirements of Sections B. 3) and B. 4).

3) Peer Analysis Report Delivery

a. The Contractor will submit a draft of each transit agency’s peer analysis report to both the Department and the agency within fifteen (15) days of completing the corresponding analysis.

b. Within two (2) weeks of receiving any feedback from the Department and/or agency, the Contractor will submit a corresponding final report to the Department.

c. Alternatively, if the Contractor elects to include the peer analysis results in the corresponding MPR report rather than as a stand-alone document, per Section A. 4) c., the submittal requirements of Section B. 4) will apply.

d. Draft and final reports are to be submitted to the Department as PDF or MS Word documents.

4) Management Performance Review Report Delivery

a. The Contractor will provide the Department with a draft management performance review report for each agency within thirty (30) days of completing the corresponding onsite assessment, or within forty-five (45) days of completing the onsite assessment if the Contractor has not already submitted a separate peer analysis report.

b. The Contractor will distribute a final draft report to the agency’s manager or management team within two (2) weeks of receiving any Department feedback on the draft report.

c. The Contractor will provide the Department with a final report for each agency within two (2) weeks of receiving all comments on the corresponding draft report from the agency’s manager or management team.

d. Draft reports are to be submitted to the Department as PDF or MS Word documents. Final reports are to be submitted to the Department as PDF documents.

C. CONTRACT ADMINISTRATION

1) Invoices and Progress Reports

a. The Contractor will prepare and submit to the Department monthly billing invoices. Each invoice must include:

3 This deadline presumes that the Department and target systems return comments on draft reports the to the Contractor within two (2) weeks of receipt. The Department will make reasonable accommodations in case of lengthier review times.

a cost summary that categorizes expenses as either direct labor, consultant fees, or other direct expenses employee and contractor timesheets rate billed per employee records for travel and other direct expenses any additional supporting documentation requested by the Department in order to satisfy its administration functions

b. The Contractor will prepare monthly progress reports and will submit them to the Department in conjunction with its monthly invoices. Monthly progress reports will summarize work performed since the Contractor’s previous invoice, and the status of peer analyses, data collection, onsite assessments, and other pertinent work activities.

c. To the extent that workload permits, the Department will review each invoice within five (5) business days of receipt, and either approve it for payment or return it to the Contractor for revisions.

2) Contract Budget

a. The budget shown in Table 1 applies to both Contract Year 1 and Contract Year 2. The budget reflects the cost proposal submitted by the Contractor as Attachment F to its response to Department RFP No. 510345.

3) Other Provisions

a. The Contractor will notify the Department promptly if, at any time during the contract performance period, a municipality or transit agency listed in Section A. 1) b., or a third-party agent thereof, awards it a contract.

Table 1. Management Performance Review Contract (# 395002-O21-0510345-000-01) Budget Contract Term Runs from February 1, 2021 to January 31, 2023

Contract Year

Projected Vendor Work Hours

Labor-Related Contract Costs Travel Expenses Budget

1 728 $98,820.00 $4,135.00 $102,955.00

2 668 $90,684.00 $2,907.00 $93,591.00

CONTRACT TOTALS $189,504.00 $7,042.00 $196,546.00

D. ACCEPTANCE

The Department and the Contractor agree to the terms herein and understand this agreement is a sub-agreement of the Management Performance Review Contract # 395002, and therefore subject to the terms and conditions therein.

Authorized Department Representative Authorized Contractor Representative

Name: Name:

Title: Title:

Signature: Signature:

Date: Date:

Email: Email:

Phone: Phone:

651-333-4133 melabbady@srfconsulting.com

Vice President

1/15/2021 | 3:49 PM CST

Mona ElabbadyJoseph Nestler joseph.nestler@dot.wi.gov

1/25/2021 | 7:21 AM CST

Administrator, DTIM

608-266-6885

c. Each peer analysis report may be included in the corresponding management performance review report per Section A. 5) rather than as a stand-alone document.

c. For each agency that has been subject to a previous MPR, the report also will include the status of the agency’s response to any recommendations contained in the previous review.

D. Acceptance