2003 NS Aging - Wilbur Smith Associates Proposal Award/Contract Approval: CTIP Update Consultant

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REVISED 8/19/03 2 • Leadership: Reviews policies and procedures currently used by OPT to assess the organizational approach to human services and public transportation. • Customers and Market Focus: Reviews such areas as the organization's understanding of customer needs, methods whereby those needs were determined, marketing efforts to customers, etc. • Financial Management: Reviews include, but are not limited to the financial health of the system, the rate/fee structure, record-keeping policies/procedures. • Human Resources/Operations: Employee motivation techniques employed by the organization, performance review procedures, and mechanisms to ensure effective communication among work groups are. representative examples of study in this area. • Information and Analysis: Reviews the types of performance measures used, how they are used, data collection methodology and the correlation of performance measures to improvement strategies. • Operations Manaaement/Service Delivery: Reviews operational policies and procedures in a variety of areas. Representative examples include vehicle maintenance and compliance with State and Federal regulations. Data will be collected for the study via a variety of means, one of which includes interviews with staff, riders and human service agencies who contract with OPT for transportation services. The consultant will work extensively with OPT staff and in addition has proposed the formation of a steering team, which will meet with the consultants during the course of the study to provide information and feedback. Steering Team members are suggested as follows: worth Carolina Department of Transportation Staff Consuitant Les Twible Orange County Assistant County Manager Gwen Harvey - -- Town of Hillsborough Planning Director Margaret Hauth Orange County Department of Social Services Director Nancy Coston or selected alternate Orange County Department on Aging Director Jerry Passmore Faith-Based Organizations Representative -Sharon Freeland (Orange Community in Missions) or selected alternate Orange County Transportation Planner Karen Lincoln Orange County School Systems Representatives - To Be Determined Orange County Latino Population Representative - To Be Determined Orange Public Transportation Manager AI Terry In addition to the Steering Team members, it is recommended that Commissioners Alice Gordon and Barry Jacobs serve as BOCC representatives, given their longstanding interest and participation on the consultant selection team. Completion time for the study is estimated to be seven months, although preliminary information will be available within a quicker timeframe in order that certain NCDOT submittal deadlines may be met. Assuming a September 1, 2003 Notice to Proceed date, the study results are anticipated on April 1, 2004. The study will begin with an initial meeting of Steering Team, the two Commissioners, and all interested stakeholders, such as Chapel Hill Transit, to ensure that all concerns have been voiced and that the study can proceed efficiently and effectively. FINANCIAL IMPACT: ~1NSA proposes to complete the study for $25,992, including travel costs associated with a total of four meetings on site. (Their original proposal was based upon three =meetings; a fourth was added by County staff in recognition of a greater need, affirmed in previous Board discussions; to build a broader base of involvement within the transit community.) The required local match (approximately $3500) is included in the DOA/Orange Public Transportation budget. The balance of the study is funded through Federal Transportation Administration funds ($20,000) and North Carolina Department of Transportation funds ($2,500) and is available on a reimbursement basis to