tiger vii discretionary grant applicationmay 15, 2015 · tiger vii - transit tech ohio page in...

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TIGER VII Discretionary Grant Application

TIGER VII - Transit Tech Ohio Page

A. Project Description ………………………………………………………….............

B. Project Location……………………………………………………………................

C. Project Parties………………………………………………………………...............

D. Grant Funds and Sources/Uses of Project Funds……………………….............

E. Selection Criteria (Primary and Secondary)…………………………….............

a. State of Good Repair………………………………………………............. b. Economic Competitiveness………………………………………............. c. Quality of Life………………………………………………………............... d. Environmental Sustainability………………………………………............ e. Safety………………………………………………………………................. f. Innovation…………………………………………………………................. g. Partnership…………………………………………………………................

F. Results of Benefit-Cost Analysis…………………………………………................

G. Project Readiness………………………………………………………….................

a. Technical Feasibility……………………………………………................... b. Financial Feasibility…………………………………………….................... c. Schedule…………………………………………………………................... d. Approvals………………………………………………………….................. e. Risk Assessment and Mitigation………………………………..................

H. Federal Wage Rate Certification ………………………………………................

I. Changes from Pre-Application Submittal……………………………..................

Table of Contents

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“Transit agencies serving rural areas provide a vital link for many Americans. These organizations are the product of the communities they serve with demographics, geography, and economics dictating the services they provide and how they can be best delivered. Rural transit is about more than transporting people. It requires a commitment to safety and continual innovation to increase efficiency so that no feasible trip goes unserved. At the same time, growing demands of discretionary riders require that transit agencies provide high levels and high quality service. To meet the challenges of providing mobility to their community, many rural transit agencies use technology.1”

A. Project Description

Ohio’s Rural Transit Systems are challenged with a wide array of scheduling and dispatching approaches and operating in areas with limited or no cellular service. The goals for this project is, therefore, to provide a minimum set of standards for scheduling and dispatching by supplying capital funds for software and hardware to help align and streamline these systems. This would include Ground Positioning Systems (GPS) equipment, Automatic Vehicle Location (AVL) systems, tablets, and/ or MDT’s (Mobile Data Terminals) for each driver; purchasing multiple licensing and/ or off-site access capabilities; and eliminating base to vehicle communication gaps in rural areas of the state faced with limited or no connectivity by improving broadband access and two-way radio access. The very positive aspect of this application is its scalability.

The above goals will be implemented by awarding projects in two categories, targeted to rural areas of Ohio served by 5311-funded public transit systems:

1. Software and hardware access: Purchasing software and hardware for rural transit programs via capital grants to rural transit agencies in Ohio. This technology will be placed in vehicles and base stations for scheduling, routing and optimizing service.

2. Broadband Access: Introducing and/or improving broadband access in rural areas where public transit exists but broadband access is insufficient by providing capital project funds for public-private partnerships that optimize transit operations through equipment acquisition along with the installation of technology on existing towers and structures owned by the State, and new tower construction when necessary.

This innovative transportation project will spark community revitalization and create economic opportunity and ladders of opportunity particularly in Appalachian Ohio, by bringing broadband connectivity, two way radio access, and up-to-date technology to rural transit systems.

1David Ripplinger & Bethany Brand-Sargent, Introduction to “Technology Adoption by Small Urban and Rural Transit Agencies”(Small Urban and Rural Transit Center, Upper Great Plains Transportation Institute, North Dakota State University, Fargo, North Dakota, 2010)

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TIGER VII - Transit Tech Ohio Page 2

The project involves capital investments in technology for existing rural transit systems, while ensuring efficiency and cost-savings by utilizing technological resources already available in some areas. For example, the project will provide funds to physically install the requisite hardware to expand broadband where regional connectivity gaps exist by utilizing existing structures where already available. The project will also provide funds for the purchasing and installment of new or updated scheduling/dispatching/communication software and hardware for each rural transit provider’s central scheduling/dispatching center.

Project ChallengesUnder this project, Ohio’s rural transit systems will have flexibility to utilize specifications, procuring software and hardware that is most appropriate for their type of transit operation and their staff. However, ODOT will foster and encourage technology use on a regional basis to ensure coordinated efforts across wider geographic areas. ODOT will also seek to involve other passenger transportation agencies and/ or diverse organizations with interest in assuring reliable transportation in the community.

Challenges Solutions• Need for additional training and presentations to rural

transit decision makers• ODOT’s goal to demonstrate the power of technology

in cost-savings and coordinating service across established service areas

• Creating public-private partnerships with broadband service providers to combat connectivity gaps in rural communities

• Success of the project dependent upon the expansion projects, such as building towers and purchasing equipment for new and existing structures

Provide training sessions for Ohio’s rural transit

services

ODOT partnership with Connect Ohio as a grant

sub-recipient with their experience in broadband

infrastructure. Connect Ohio will manage all

broadband projects under this application

Other challenges in implementing this project are more thoroughly examined in the risk and mitigation discussion under the Project Readiness Section.

By enhancing efficiencies in Ohio’s rural transit operations, this project will connect people to jobs and economic opportunities through increased technology, greater access to services, and faster response times. For example, Eastern Ohio has experienced rapid population growth in response to local job opportunities in the expanding energy fields. This necessitates increased transportation to these rural jobs, as well as sufficient access to doctors and other human services for their families.

Ladders of Opportunity


In addition, the in-vehicle technology will require workforce development and technical skills training by the transit vehicle operators and schedulers/dispatchers. The increased technical skills obtained through this training will provide new opportunities for these individuals to advance and accumulate new responsibilities within their organizations. Further, jobs will be directly created for IT system maintenance and repair.

Passengers will also have access to technology while in transit as a result of this project, ensuring consistent access to resources and increasing productivity in a traditionally passive activity. We are confident that increased access to technology and the countless resources available online will encourage ridership. As evident through research from our partner, Connect Ohio, children and teachers may have Wi-Fi at school or at the local library, but many in rural Ohio may not have access anywhere else. This new opportunity for connectivity will make rural transit an attractive option to potential passengers.

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MUSKINGUM

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FRANKLIN

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GREENEMONROE

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CLERMONT

DEFIANCE

TUSCARAWAS

DELAWARE

LAWRENCE

CUYAHOGA

HAMILTON

AUGLAIZE

COLUMBIANA

WYANDOT

HARRISON

VAN WERT

MAHONING

SANDUSKY

CHAMPAIGN

JEFFERSON

CRAWFORD

MONTGOMERY

OTTAWA

Rural Transit Systems Unserved by Broadband

Updated May 15, 2015

All Rights Reserved. © Copyright 2015, Connect Ohio, Columbus, OH 43215.

Legend!( Rural Transit Address

Rural Transit Service Area

Unserved Area*

Unserved by Fixed Wireless or Mobile Broadband with AdvertisedSpeeds of at Least 10 Mbps Downstream and 1.5 Mbps Upstream

±

*This does not include satellite or fixed broadband services, which may be available.

B. Project LocationThe project will be located statewide in the thirty-four rural transit service areas. Please see the map of the rural transit office locations to the right for project locations.

C. Project PartiesThe Ohio Department of Transportation (ODOT) is the TIGER application sponsor of the project and the Office of Transit will be responsible for administering the TIGER funds for this project.

Ohio’s Rural Transit Systems-Partners and Sub Recipients

Rural Transit Systems in Ohio are in areas that have less than 50,000 in population. The sub recipient entities in this project include Boards of County Commissioners, a regional transit authority, county transit boards, City Councils, and private non-profit entities designated by local governmental entities. Most of the 34 rural transit systems provide demand-response service only, while 2 rural transit systems provide fixed route and demand-response service. Please see the Status of Public Transit in Ohio 2014 for an overview of all public transit included in each of the 34 rural systems in Ohio.

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Connect Ohio-Partner

Connect Ohio has served as the state’s leader and trusted advisor in Ohio’s broadband ecosystem, implementing effective strategies to expand broadband access and increase technology adoption, since 2007. Connect Ohio collects and validates granular broadband availability data in order to catalyze informed state and local action.

Connect Ohio’s Community Planning and Technical Assistance conducts infrastructure and local asset evaluations, and develops and coordinates local broadband planning teams and community projects to offer solutions to the barriers to broadband access, adoption, and use. Throughout its 8 year tenure, Connect Ohio has supported significant, local broadband planning and implementation projects across the state.

For the purposes of this project, Connect Ohio has identified the areas that pose to be the “weak links” in the rural transit service area. Connect Ohio’s history of negotiating and coordinating with private broadband service providers will enhance the likelihood of project success, as well as provide expertise previously not known to the public transit agencies.

D. Grant Funds and Sources/Uses of Project FundsThe total project budget is $7,339,860. The local share will consist of 6.8% of the total project cost with each of the 34 rural systems contributing $1,000.00 each and ODOT contributing $466,000.00 for a total local share of $500,000.00. The project respectfully asks for just under 94% to be funded through TIGER program. A list of all partners is included in section E. Selection Criteria, sub-section g.

ODOT will be responsible for administering the grant. Specifically the Office of Transit. The office of transit has extensive experience managing Federal Transit Administration and FHWA grants. The time to manage this grant will be paid through the existing administration dollars. In addition to ODOT, there will be project administration by each of the 34 rural transit systems and also by Connect Ohio.

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The estimates provided above are calculated based on existing ODOT transit service areas, the density of unserved census blocks along major routes, and estimated number of towers required to propagate signal over target areas. The costs are based on a number of assumptions including:

Tower Height Access to Power Accessibility to tower locationAvailability of space for tower placement Ability to obtain backhaul bandwidth


The total number of required towers may be reduced if existing suitable vertical assets can be identified. The tower costs are based on averages because of so many unknowns. A typical 120’ wireless internet service provider tower can cost as little as $30K to erect and install equipment under perfect conditions. The same tower could cost up to $150K in a worst case scenario. Tower height, access to power, and location will all impact cost. An extensive engineering analysis would need to be conducted for each proposed tower placement in order to estimate real cost and suitability.

Regarding provider and community outreach, planning efforts, GIS and technical assistance services, an average of 100 hours per community where a tower is to be placed is estimated. Connect Ohio estimates approximate $10,000 per community or $490,000 across all 49 communities.

E. Selection Criteria (Primary and Secondary)

Many of Ohio’s rural transit systems are using older two way radios for communication and are still utilizing paper and pencil or Excel Spreadsheets to develop daily driver manifests. These methods worked well for many years, but rural transit systems are beginning to see the increased efficiency and improved customer service brought about by transit technology. If left unimproved, the future transportation network is threatened with inefficiencies, lack of accessibility and mobility of people and goods, and stagnant economic growth.

A primary project goal is to bring all rural systems up to a minimum standard for scheduling/dispatching/communication to improve efficiency and customer service. It is expected this will include Mobile Data Terminals (MDTs) that allow base stations to communicate changes/ additions directly to the driver manifest and provide location information regarding each vehicle for safety and emergency response. In order to effectively use the MDTs, certain areas served by rural public transit will require expansion and improvement of access to broadband services. The project will use, as much as possible, the existing statewide MARCS system to incorporate public transit and other human service transportation assets into emergency planning activities, without having to use alternative communication devices.

a. State of Good Repair

The project will also include purchasing of up-to-date software and hardware to bring these rural systems into a state of good repair. Further, the project will include replacing out of date printers used to support transit operations.

The project is consistent with Ohio Statewide Transit Needs Study and Access Ohio 2040 long-range plan to “maintain transportation facilities or systems in a state of good repair and address current and projected vulnerabilities.”

The Safety Section of this document discusses the use of these assets in response to local, regional, and statewide emergencies in which smaller, accessible vehicles are needed to assist in evacuations or portable shelters for first responders.

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http://das.ohio.gov/Divisions/InformationTechnology/MARCSServices.aspx

http://www.dot.state.oh.us/Divisions/Planning/Transit/TransitNeedsStudy/Pages/StudyHome.aspx

http://www.dot.state.oh.us/Divisions/Planning/Transit/TransitNeedsStudy/Pages/StudyHome.aspx

http://www.dot.state.oh.us/Divisions/Planning/SPR/StatewidePlanning/access.ohio/Pages/default.aspx


b. Economic Competitiveness“The Congress hereby finds and declares that the Appalachian region of the United States, while abundant in natural resources and rich in potential, lags behind the rest of the Nation in its economic growth and that its people have not shared properly in the Nation’s prosperity.”2

Many of Ohio’s rural areas play a major role in the development and production of alternative fuels for the nation. In recent years, Appalachia has experienced an influx of new residents seeking employment in the fracking and energy industries not seen since the California gold rush. This overnight population growth requires access to jobs, education, healthcare, and other regional services; yet area schools, real estate, and local services, including rural transit, are at capacity and many remain unserved or underserved. As a result, rural transit operators will require a 21st century transit system that can efficiently move Ohio’s workforce to these booming jobs; and technology will be vital to do so.

Other tenants of this effort are to: (1) develop a knowledgeable and skilled population, (2) strengthen the region’s physical infrastructure, (3) build local and regional capacity and connect rural transit systems effectively, and (4) create a dynamic economic base to foster better access to healthcare.

To accomplish this mission, Ohio’s rural transit will:

1. Expand access to the public transit system for job access purposes by allowing for same day service in rural demand response transit service areas.

2. Improve efficiency of the current system and make better use of current assets, i.e., connecting vehicles to shared service software and fuel and time saving route algorithms.

3. Decrease transportation costs and improve access for citizens with transportation disadvantages through reliable and timely access to employment centers, education and training opportunities, healthcare services and other basic needs of workers

4. Improve long-term efficiency, reliability and costs in the movement of workers or goods

5. Increase the economic productivity of services, capital, and labor of rural transit providers.

6. Result in long-term job creation of bus drivers, base unit operators, construction and technology personnel and other economic opportunities through expanded services.

Rural Ohio cannot attract or support business and industry without two major items; a robust technology-enabled rural transit system to get the workforce to work, job training and healthcare and the broadband infrastructure to provide the connectivity needed for the rural transit system to communicate and coordinate effectively and efficiently.

2U.S.C. Title 40 Subtitle IV-Appalachian Regional Development Act of 1965. Section 141.01. 1965 Findings purposes.

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1. Improving customer satisfaction by providing same day service and reducing demand response transit service denials. Most rural Ohio Demand-Response transit systems require 24-hour notice in order to allow for the grouping of trips. When using traditional pencil and paper scheduling or even Excel Spreadsheets, the routes taken may not be the most efficient and there is little, to no, ability to provide same day service. Reliable, high speed broadband with wireless mobile access using Mobile Data Terminals in each public transit vehicle will allow the dispatcher to find the nearest vehicle to the same day request location with minimal diversions and time. The majority of riders in rural areas in Ohio are either low income or persons who are elderly and/or persons with disabilities. The ability to accommodate last minute schedule changes and add-ons will significantly enhance the perception of responsiveness of the system to customer needs.

c. Quality of Life

In the 21st century, it is difficult for Americans to imagine a place without the internet, without cellphone service, without broadband and data connections. In rural Ohio that is a geographic reality. There are large pockets of the region that are unserved, or underserved by technology. This project will correct that deficiency. By upgrading and installing hard capital infrastructure with Ohio’s partner Connect Ohio, along with in vehicle technology, GPS, software routing systems etc.; not only will rural transit systems be able to communicate effectively with the base station and coordinate with other systems, the secondary impact of installing these systems will upgrade the broadband capabilities of the entire region.

The regional technology upgrade required for the rural transit system will also allow for greater economic growth. Business and industry cannot thrived without the ability to communicate effectively.

Addressing rural transit needs has emerged as a major challenge for transit agencies, municipalities, and human services agencies as greater numbers of people in rural areas seek transit services for their daily trips. In rural areas, the absence of transit supportive development densities, segregated land uses, circuitous road networks, long distances between trip origins and destinations, and lack of coordinated transit systems can create substantial barriers for rural transit agencies and those who depend on the service.

Lack of mobility in rural areas impedes economic development, and challenges the ability of people to get where they need to go, whether it is to school, medical appointments, jobs, or errands. The patchwork of transit providers in rural areas – including public agencies, nonprofits, and private companies – creates inefficiencies, driving up costs to both provider and rider.3

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3Ebeling, Mary, “Investing in Transit Improves Quality of Life in Rural Areas”, State Smart Transportation Initiative Newsletter, June 11, 2012.


2. Coordinating out-of-county medical transportation across regions

This project creates an opportunity for regional coordination of out-of-county medical transportation if projects have interconnectivity and broadband access across a region.

3. Coordinating human service transportation programs within communities

Multiple licenses will be purchased for scheduling/dispatching software to allow various human service and private transportation programs to access all demand response transportation schedules directly thereby maximizing the use of existing routes, creating a single access scheduling program, and coordinating existing services more efficiently.

4. Improving the economic competitiveness of the community/county where the project is located

5. Most organizations are now dependent upon broadband access in order to conduct business effectively and efficiently.

While the primary goal of this project is enhanced broadband for improved public transit, additional positive economic impact is expected. According to the U.S. Department of Commerce, between 1998 – 2002 communities that gained access to broadband service experienced an employment growth increase of 1% to 1.4%, a business establishment increase of 0.5% to 1.2%, and a rental value increase of 6%. Targeting federal funding toward existing rural public transit systems to improve access and efficiency.The project enhances programs currently being funded using Federal Transit Administration 5311 funding by increasing efficiency and improving service quality. It is expected to increase ridership and customer satisfaction without increased cost.

6. Increasing broadband access for all members of affected communities

Increasing broadband access will improve the effectiveness of existing businesses and educational institutions, including public schools and small colleges, as well as enhance the quality of life for residents of rural Ohio by bringing information and access to online resources to the region.

An aspect of environmental sustainability is the ability to achieve efficiencies and not waste resources back tracking and taking longer routes than necessary in rural areas where there are frequently more ways than one to get to a destination. With enhanced GPS routing, coordinated services and the ability to access the Ohio DOT’s OHGO system which shows road construction, accidents and weather condition information; rural systems can enhance operational performance. The increased operational performance will decreased harmful air emissions and help maintain the rural quality of life with increased access to service.

d. Environmental Sustainability

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http://www.ohgo.com/


Reliable broadband coverage and optimal use of logistics and communications software through the use of Mobile Data Terminals will improve communications with rural transit vehicles. Communications and positioning intelligence are critical for addressing emergencies and providing rapid response solutions. In some areas, of Appalachian counties and other hilly areas, radio communications are spotty and cell phones and MDT’s have “dead zones”. Building new towers, accessing existing structures and purchasing equipment needed to increase mobile wireless access and broadband speeds in those areas will reduce the communication insufficiencies that currently exist. As a result, there will be no need for a driver involved in an emergency to leave that situation to get assistance, no matter what the circumstances. The safest location for most stranded vehicles, except in certain situations such as fire or bomb threat, is to remain with the vehicle and reach out for help. Continuous access with an MDT would allow immediate contact and response to emergency situations. In addition, providing repeaters on new or existing towers to increase coverage to two way radios could be an alternative communication system for emergencies where broadband expansion is not possible.

AVL systems can provide location information to the transit system’s operations base if the driver is incapacitated so that emergency assistance can be dispatched as quickly as possible. AVL technology can play a role in transit system safety and security by allowing for monitoring of vehicle location, which can result in reduced response times.4 Emergency functions tied into the system help everyone: drivers, dispatchers, customers, and management. The AVL adds a layer of safety and also supports the dispatcher.

Many of Ohio’s rural transit systems participate in the Local Emergency Planning Committee and have entered into agreements to provide accessible paratransit vehicles to assist with evacuations if necessary. Reliable communication systems will provide the most efficient dispatching of those vehicles to evacuation areas assigned by Emergency Operations Center personnel. This will increase the efficiency and speed of an evacuation by allowing direct communication between the Incident Command structure and the individual drivers of evacuation vehicles provided by the local rural transit system.

e. Safety

4Okunieff, P.E. (1997). AVL Systems for Bus Transit. Transit Cooperative Research Program (TCRP) Synthesis 24, published by Transportation Research Board, Washington.

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“Broadband is creating a paradigm shift... Its use for mission-critical communications is here to stay and will continue to grow...and incorporating mission-critical data into transportation systems is going to take a lot of time and money. If it is done right, it can save money, reduce response time and save lives.” - quote from Bill Brownlow

Incorporating broadband into their mission-critical communications, CCW 2015 June 1, 2015 | William (Bill) Brownlow, Telecommunications ManagerAmerican Association of State Highway and Transportation Officials (AASHTO)


f. Innovation“...Modernizing the U.S. Transportation System through technology and process innovation: Technological changes and innovation have the potential to transform vehicles and infrastructure, logistics, and delivery of transportation services to promote efficiency and safety. Likewise, process innovation has the potential to improve the way that the government operates in the service of the American people...5” - Anthony R. Foxx, Secretary, U.S. Dept. of Transportation

5Anthony R. Foxx, Secretary, U.S. Dept. of Transportation, Before the Committee on Transportation and Infrastructure, U.S. House of Representatives Hearing on Surface Transportation Reauthorization Bill: Laying the Foundation for U.S. Economic Growth and Job Creation Part I, February 11, 2015

This application supports The GROW AMERICA Act to increase deployment of broadband in rural areas by providing states adhering to best practices in unserved or underserved areas. The application will also foster better coordination between stakeholders at the federal, state, and local levels to expand the use of technology for transportation purposes.

Broadband access is essential to the Nation’s global competitiveness. Today, many communities across the country still lack adequate access to broadband while others require facility upgrades to accommodate growing traffic volumes.

Rural communities inherently struggle to obtain the same level of access to resources available to their urban and suburban counterparts. Both rural transit and broadband access are critical conduits to higher levels of access to resources such a healthcare, education, and employment. Deficiencies in either clearly pose a significant barrier for rural residents to improve their lives. Understanding this correlation, ODOT has partnered with Connect Ohio , a non-profit organization focused on improving broadband access, adoption, and use among all Ohio residents and businesses. Connect Ohio serves as Ohio’s single, comprehensive broadband data repository. From a technical stand point, the availability and capacity of broadband access, or lack thereof, limit the benefits and efficiencies that can be delivered through advanced technology. The ability of a rural transit system in Ohio to use technology is principally hindered by gaps in broadband coverage and/or insufficient capacity evident in certain rural areas. Connect Ohio has been collecting and validating broadband inventory data in Ohio for over eight years and has identified these areas that pose to be the “weak links” in the rural transit service area.

Moreover, Connect Ohio’s Community Planning and Technical Assistance conducts infrastructure and local asset evaluations, and develops and coordinates local broadband planning teams and community projects to offer solutions to the barriers to broadband access, adoption, and use. Throughout its tenure, Connect Ohio has supported significant, local broadband planning and implementation projects across the state. The existing data that will be provided by Connect Ohio is critical to our understanding of the projects that will need to be implemented in order to increase access for rural public transit in Ohio.

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http://connectohio.org/


From a non-technical stand point, Connect Ohio has a deep understanding of the barriers to technology adoption and meaningful use. While expanded access and enhanced investment in broadband infrastructure are important, without corresponding broadband adoption by end users, the build-out will be wasted. Barriers to broadband adoption are consistently delineated into three categories: (1) affordability of service and/ or device(s); (2) relevancy of online resources; and (3) digital skills to use the device and connectivity. Yet, these factors are not entirely independent and should not be considered in isolation. Partnering with Connect Ohio will ensure all potential barriers are considered and addressed.

In addition, this project will coordinate use of an existing communication tool that is already ahead of the curve compared to other states – Ohio MARCS.

Ohio MARCS (Multi-Agency Radio Communication Systems) are dedicated to providing Ohio’s first responders and public safety providers with state-of-the-art wireless digital communications, and to promote interoperability, in order to save lives and maximize effectiveness in both normal operations and emergency situations.6 Leveraging the resources available through the MARCS system will allow for an effective and efficient effort by ODOT to close the gaps needed to optimize the rural transit system communications.

This project will lay the foundation for statewide and regional coordination of all passenger transportation. Many rural residents have to travel to urban centers in order to access specialty medical services and rural public transit, human services agencies and private providers have all been involved in the effort to take rural residents to these essential services. Providing interoperability within counties and between counties will provide a platform for future coordination efforts including joint scheduling, shared vehicles, and billing capabilities.

Thirty-two of the thirty-four rural public transit systems in Ohio have agreed to share in this program by providing a monetary local match if ODOT is awarded the TIGER grant. In response to a recent questionnaire, all rural public transit systems in Ohio responded that they could see value in improving technology by funding the capital component of the scheduling/dispatching efforts, both hardware and software. There were many comments made about the lack of access to both wireless internet and speedy broadband that have prevented these systems from considering existing technology to improve service efficiencies and customer service. The project team’s proposal to partner with private broadband service providers to expand service by improving capital assets is one of the most innovative aspects to this grant application.Finally, the ability to enhance operational efficiencies through technology is a proven, researched process. Data collection will be improved and could be more easily expanded and tied to performance measures related to asset management and operating efficiencies. Improving data management in house will also enhance reporting capabilities.

And, having a base for future technology development is critical to continuous improvement of day to day operations of Ohio’s rural transit systems. It can be used to enhance coordination of all community transportation services. Further, add-on software and other payment tools could simplify fare payment process for customers and fare collection for the transit system.7

6http://das.ohio.gov/Divisions/InformationTechnology/MARCSServices/tabid/124/Default.aspx7TCRP Synthesis 94 http://www.nap.edu/catalog/14605/tcrp-synthesis-94-innovative-rural-transit-services


g. PartnershipThe following rural transit systems in Ohio are willing to partner with ODOT on this project:

Transit Agency Name Sub recipient entityAshland Public Transit City of AshlandAshtabula County Transportation System Ashtabula CountyAthens Transit City of AthensBowling Green Transit City of Bowling GreenCarroll County Transit System Carroll CountyChampaign Transit System Champaign CountyChillicothe Transit System City of ChillicotheCommunity Action Rural Transit System Community AA of Columbiana CountyCrawford County Transportation Program Crawford County Council on AgingFayette County Transportation Program Community Action Fayette CountyGeauga County Transit Ceauga CountyGreenville Transit System City of GreenvilleHancock Area Transportation Services HHWP Community ActionHarrison County Rural Transit Harrison County Rural Transit BoardHuron County Transit Services for Aging, IncKnox Area Transit Knox CountyLancaster Public Transit System City of LancasterTransportation for Logan County RTC IndustriesLogan Transit System HAP Community ActionMarion Area Transit City of MarionMonroe County Public Transit Monroe CountyMorgan County Transit Morgan CountyOttawa County Transportation Agency Ottawa County Transit BoardPerry County Transit Perry CountyPickaway Area Rural Transit Pickaway County Community ActionCommunity Action Transit System Community Action Pike CountySandusky Transit City of SanduskyAccess Scioto County Scioto CountySeneca County Agency Transportation Seneca County Transit BoardShelby Public Transit City of SidneySouth East Area Transit South East Area TransitTRIPS WSOS Community ActionWilmington Transit System City of Wilmington

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In preparation for this project application, we asked our rural transit systems for both information on the current state of their transit technology and, specifically, where there are partnering possibilities in the community. The primary partner agencies identified by the rural transit agencies included:

• County Job and Family Services (TANF, SNAP, Medicaid, Job Services) • County Boards of Developmental Disabilities • Local and regional hospitals and health care systems • Local Universities • Aging network agencies, both county and regional • Other private transportation providers including both non-profit and for profit • Preschool programs like Head Start • A variety of local, social service non-profit agencies • Local chapters of the American Red Cross • Other governmental entities

Connect Ohio:

The Ohio Department of Transportation is also partnering with Connect Ohio for this project. Connect Ohio serves as Ohio’s single, comprehensive broadband data repository. Connect Ohio’s Community Planning and Technical Assistance conducts infrastructure and local asset evaluations, and develops and coordinates local broadband planning teams and community projects to offer solutions to the barriers to broadband access, adoption, and use. Throughout its 8 year tenure, Connect Ohio has supported significant, local broadband planning and implementation projects across the state.

From a non-technical stand point, Connect Ohio has a deep understanding of the barriers to technology adoption and meaningful use. They have been involved in the development

of the grant application by providing technical information and cost estimates for broadband access expansion projects.

Connect Ohio has agreed to work as a grant sub recipient and coordinate with broadband service providers on specific projects to acquire tower space; acquire equipment; install and activate service needed to create sufficient access for transit systems to move forward with transit technology. In addition, they will serve as technical experts in the area of broadband access, and assist in development of partnerships with private broadband service providers in Ohio.


Regional Partnerships:

In July 2013, the Ohio Department of Transportation and five Ohio Rural Planning agencies began a two year pilot project to establish locally directed transportation planning programs in nonmetropolitan regions of Ohio. Each Regional (non metropolitan) Transportation Planning Organization (RTPO) was tasked with defining a vision for the RTPO program, engage decision makers at the federal, state and local levels and identify how this engagement will make positive improvements to the region’s economic, social and natural environments including rural transit needs.

These transportation planning programs were initiated based on longstanding interest from in planning agencies and in response to the federal transportation legislation – MAP21 – encouraging states to establish RTPO’s.

The RTPO pilot program was a success and ODOT will continue the program. The five agencies are:

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Attached as part of the Transit Tech Ohio TIGER application (Attachment 4) is a cost benefit analysis spreadsheet that shows how benefits and costs were calculated for the project. The summary tab is the net present value of both benefits and costs. Analysis was completed with a discount rate of both 3% and 7%.

The benefits of the project are clear and will be discussed in more detail in the cost benefit analysis attached as part of this application. The Transit Tech Ohio project produces large benefits in excess of cost. At a 3% discount rate, the benefits of the project exceed the costs by more than $1.7 million while at a 7% discount rate the benefits exceed the costs by more than $800,000.

F. Results of Benefit-Cost Analysis

• Buckeye Hills-Hocking Valley Regional Development District• Logan-Union –Champaign Regional Planning Commission (LUC)• Maumee Valley Planning Organization (MVPO)• Ohio Mid-Eastern Government Association (OMEGA)• Ohio Valley Regional Development Commission (OVRDC)

One of the key tasks from this program was to develop a long range transportation plan within these RTPO regional areas and to focus on rural transit needs. After development of their comprehensive plans with extensive public involvement, each agency listed assisting rural transit with technology and coordination enhancements as one of their top concerns. The RTPOs identified lack of coordinated services, technology and training as a concern.

http://www.dot.state.oh.us/Divisions/Planning/SPR/StatewidePlanning/Pages/RTPO.aspx

http://www.dot.state.oh.us/Divisions/Planning/SPR/StatewidePlanning/Pages/RTPO.aspx


G. Project ReadinessStatement of Work:

a. Technical Feasibility

While this project may require some engineering and design activities related to the construction of towers and use of existing structures for broadband equipment, it is an activity that has been ongoing for the past 15-20 years. The process of engineering and designing tower structures would be a part of the public-private partnership projects to expand broadband access.

The software and hardware projects for the rural transit agencies area based on recommendations from the Ohio Statewide Transit Needs Study and from TCRP reports that demonstrate efficiencies gained for rural transit when using more up to date technology for scheduling, dispatching and communication. This project will bring all of Ohio’s rural system to a minimum standard for hardware and software to support scheduling and dispatching. The work will include working with vendors to provide new software where there is none, and upgrading existing systems to meet the standards.

b. Financial Feasibility

ODOT receives just over $7 million annually from the States General Revenue Fund (GRF) that is dedicated to support public transit. ODOT is committed to this project and will commit to using the states dedicated GRF dollars to support ODOT’s contribution. The local transit systems are committed to their share in the cost. ODOT will be managing the grant and has extensive experience managing FTA grants for the State of Ohio.

To develop the project estimate each rural system was asked to complete a questionnaire to further understand the details of their existing software and dispatching equipment. Initially, each agency was asked if they have scheduling/dispatching software, and if they did, could they provide specifics about the parameters of their existing system. These parameters included asking if the systems have GPS, AVL’s, offsite access, report out and billing options, and if the system currently shares the software and license with other agencies. Each agency was asked to report on hardware they need to properly operate their system, and details about their vehicles and coverage areas. We assembled these responses into one large database which was used to help us complete this application and further define the scope of the project and develop independent cost estimates. Ultimately we phased the project into 4 categories:

1) Group 1 – agencies with no scheduling software and insufficient broadband access, 2) Group 2 – agencies with no scheduling software with sufficient broadband access, 3) Group 3 – agencies with scheduling software and insufficient broadband access, 4) Group 4 – agencies with scheduling software and sufficient broadband access.


Group 1:

• Monroe County Public Transportation • Pike County / Community Action Transit System (CATS) • Washington County / Community Action Bus Lines (CABL)

GROUP 1

No Scheduling Software and No Broadband

Access

GROUP 2

No Scheduling Software and Has Broadband

Access

GROUP 4

Has Scheduling Software and Has Broadband Access

GROUP 3

Has Scheduling Software and No

Broadband Access

Scheduling/Dispatching Software

Conn

ectiv

ityNo Software/

HardwareHas Software/

Hardware

Suffi

cien

t Co

nnec

tivity

Insu

fficie

nt

Conn

ectiv

ity

Group 2:

• Athens Transit • Bowling Green Transit • Crawford County Transpiration Program • Wilmington Transit System

Group 3:

• Carroll County Transit System • Harrison County Rural Transit (HCRT) • Morgan County Transit • Perry County Transit (PCT) • Scioto County / Access Scioto County (ACS) • South East Area Transit (SEAT)

Group 4:

• Ashland Public Transit • Ashtabula County Transpiration System (ACTS) • Champaign Transit System (Champaign County) • Chillicothe Transit System • Columbiana County / Community Action Rural Transit System (ACTS) • Fayette County Transportation Program • Geauga County Transit • Greenville Transit System • Hancock Area Transpiration Services (HATS) (Hancock County) • Huron County Transit • Knox Area Transit (KAT) (Knox County) • Lancaster Public Transit System • Logan County / Transpiration for Logan County (TLC) • Logan Transit System • Marion Area Transit (MAT) • Ottawa County Transpiration Agency (OCTA) • Pickaway Area Rural Transit (Pickaway County) • Sandusky Transit • Seneca County Agency Transpiration (SCAT) • Shelby Public Transit • Transportation Resources for Independent People of Sandusky County (TRIPS)


The project priority starts with group 1 through group 4. Groups 1 and 2 have no software/hardware for scheduling and dispatching, while groups 3 and 4 will only need upgrades on their scheduling and dispatching systems. Only groups 1 and 3 were identified to have insufficient broadband access to allow the mobile tablets to work effectively. The cost for each group was calculated separately, the cost for each group are outlined below.

Group 1Group 2Group 3Group 4

Total Cost$1,006,020$598,720

$2,585,480$3,149,640

The following outlines the assumptions behind the cost estimate and what was included within each estimate for each agency. The very positive aspect of this application is its scalability.

• New system – Average cost to purchase new scheduling and dispatching software • System upgrade – Average cost to upgrade an existing system to the minimum standards • Shared licensed cost – Cost for total number of potential shared license by other transportation agencies within the county that was identified by each agency • Computers – Cost per computer per agency that is older than 1 year • Servers – Cost per server per agency that is older than 1 year • Printer – Cost per printer per agency that is older than 2 years • Tablets – Cost per agency per number of tablets required to outfit each vehicle including spares • Vehicle equipment per tablet – Cost per agency per number of equipment to support each tablet in each vehicle • Tower – Cost per agency service area to build out the appropriate number of towers to provide sufficient broadband access

The full cost estimate analysis is attached to the application as Attachment 3.


c. Schedule

The schedule below includes all major milestones of the major work items that pertain to this project. The schedule is staggered as many of these functions can happen concurrently. Group 1 is the highest priority and is where the project will be initiated. The remaining groups will follow in order. As the schedule shows, only groups 1 and 3 include activities related to Broadband access. January 1 of 2016 is the project start date. The complete project lifecycle is 38 months from start to construction completed for group 4 (Feb of 2019.) The last contract to be signed is scheduled to be completed in April of 2017, two months prior to the pre-construction deadline and five months prior to the deadline to have grant money obligated.

There are seven major milestones established for the broadband activities, and 4 major milestones for the software activities. Below is a brief description of each major milestone;

Broadband • Environmental: time to properly establish all permits and requirements for a proposed tower site. Connect Ohio has current relationships with the broadband providers across the state and potential site locations. • Right of Way Acquisition: time to properly purchase, lease, or establish an agreement for property or access to potential towers or existing tower sites. • Final Design and Engineering: time for proper design of equipment to support each tower site. The equipment designed will be specific to each site and what infrastructure already exist. The towers and equipment to be added to towers are standard and don’t take too much individual design outside of determining equipment type. This also includes development of project estimates. • Procurement: time for proper procurement. • Contract Signed: milestone for signing a contractor with vendor/contractor to perform the work. • Construction Completed: time for actual construction of the project. Includes lead time for ordering materials.

Software / Hardware • Plan Specification and Estimate: time for proper design of software system requirements custom to each agency but consistent with the standard established for all systems. This also includes a site visit with each of the agencies to further define and hardware necessary to support the software. • Procurement: time for proper procurement. • Contract Signed: milestone for signing a contractor with vendor/contractor to perform the work. • Construction Completed: time for actual implementation of the hardware and software. Includes lead time for ordering materials and training.

18


2018 2019 2020 2021Project Activities Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Jan Jan Jan Jan Sep

Environmental 6 months

Right of Way Acqasition 6 months

Final Design and Engineering 4 months

Plan Specification and Estimate 2 months

Procurement 2months

Contract Signed

Construction Completed 24 months


Procurement 2 moths

Contracts Signed


Plan Specification and Estimate 6months

Procurement 2 months

Contracts Signed


Environmental 6 months

Right of Way Acqasition 6 months

Final Design and Engineering 4 months



Contract Signed




Contracts Signed

Construction Completed 18 Months



Contracts Signed


2022

Group 4 ‐ (21 systems)

Pre Construction CompletedMoney Obligated

2017

Broadb

and

Software /

Hardware

Group 1 ‐ (3 systems / 13 towers)

Group 2 ‐ (4 systems)

2016

Funds Expended

Broadb

and

Software /

Hardware

Software /

Hardware

Software /

Hardware

Group 3 ‐ (6 systems ‐ 36 towers)

d. Approvals

At this time, there does not appear to be any additional approvals other than assuring internal controls during procurement at the local level. MOU or sub recipient agreement with Connect Ohio


e. Risk Assessment and MitigationAs with most capital projects, there will be some risk that could interfere successful completion.

Risk: The local rural transit entities will be responsible for procurement of both software and hardware for their technology projects. Because these entities do not conduct a significant number of federally compliant procurements, there is risk associated with each procurement. Mitigation: ODOT will provide: • Additional procurement training for this type of project • Additional oversight activities provided through a service contract with an expert in procurement and, specifically, procurement of new transit technology. • Review and concurrence with each step of the procurement process

1)

Risk: If there are going to be significant rural transit systems using a single software vendor, there could be concerns related to the ability of the individual vendor to provide adequate service and training.

2)

Mitigation: In order to be responsive to this concern as well as the needs of the individual rural transit system, each will be conducting their own procurement and assuring compatibility within a region or within their own community. This will result in a more than one vendor being chosen for various projects and a distribution of the vendors who are chosen around the state.Risk: Training after software and hardware are installed and active will be a most critical aspect of the project and inadequate training can put the effectiveness of the project at risk. It could also result in a deterioration of the quality of service rather than an improvement because the focus would turn to trying to “work around” the software or hardware rather than having the technology provide better and faster communication and information.

3)

Mitigation: There are at least two ways ODOT will assure training is provided and adequate. • As ODOT staff and consultants review the specifications for the procurement, they will make sure training is included in any bid/proposal response. It will also be required that the specific training topics to be covered are included along with a training schedule and format (webinar, in person, telephone, etc.). • ODOT will use Rural Technical Assistance Program (RTAP) funds to develop a training oversight task for consultants. ODOT will be responsible for following up with rural transit management staff and vendors to assure training is being provided and is resulting in appropriate and successful use of the software and hardware.

Risk: There are possible impediments to accomplishing environmental clearance for tower construction projects.

Mitigation: • ODOT will prioritize locations to utilize existing ODOT outposts, county garages and highway patrol towers as well as existing community and private structures before considering construction of new towers. • Public involvement will be an important part of the process to assure community acceptance and to adjust decision making.

4)


H. Federal Wage Rate CertificationAttached to the application as Attachment 6

I. Changes from Pre-Application SubmittalThe increase in cost for this project budget from the original pre application is related, in toto, to the more in depth consultation with Connect Ohio. As the expert in the cost of towers and equipment related to broadband expansion, Connect Ohio provided the most current information regarding the estimated cost of these types of projects. Connect Ohio provided more accurate information regarding the placement of equipment in the areas where broadband service is insufficient to serve the rural public transit system in that area.

There are no other major changes in scope. The change noted above was a refinement of the cost estimate related to broadband expansion.

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