Agenda Date: 12/15/2020
Subject:
Title
Resolution 79-2020: Approving the plan for future operation of the Omnibus Program for 2021 in accordance with a 2021 budget proviso
Body
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Prepared by: |
Ashley Bolton, Administrative Services Director |
PURPOSE:
Does council support the release of the 2021 budget proviso and approve the plan for the future operation of the Omnibus program?
PRESENTATIONS:
Staff Presenter(s): Ashley Bolton, Administrative Service Director
Additional Presenter(s): N/A
SUMMARY:
During the 2021 budget process, the omnibus program, among other city services, was impacted directly by COVID-19 and the early retirement incentive program offered by the city in response to the loss of revenues due to COVID-19. Services have been reduced, suspended, re-established, and suspended yet again. Limited resources required assessment of several programs within the city. Staff assessed this program and has developed an operating plan for 2021 through a contractual agreement with a third party.
PRIOR ACTIONS OR DISCUSSIONS:
The omnibus program was discussed as part of the 2021 budget sessions held on September 8, 9, and 24.
ANALYSIS:
Staff Analysis
This program was heavily affected by COVID-19 and the early retirement incentive program. This resulted in the need to re‐evaluate what service level is appropriate to continue providing in light of not only personnel impacts, but also the realities of COVID‐19, such as the need for social distancing and risks to vulnerable populations, and the elimination of the Shopping Cart program, which also provided transportation options to senior and special needs citizens. It was determined the Omnibus schedule would be reduced and provide transportation prioritizing medical appointments, with the possibility of increasing service and accommodating other appointments if public health conditions improve in 2021. While all three transportation specialist positions were maintained in the budget and one refilled initially as restrictions lessened mid-year 2020, it became clear that staff needed to continue to research potential cost saving opportunities, such as outsourcing and partnerships. In addition, priority based budgeting (PBB) places the Omnibus program is in quartile two, showing a strong alignment with community goals. However, the PBB basic program attributes show is not a mandate (we are not required to offer this program), serves a low percentage of the population, and there are other service providers available. Considering this together, the PBB data suggests this program is a strong candidate for a partnership or outsourcing opportunity.
In analyzing historical data relative to the program, such as ridership and location destination, staff was able to ascertain that the program provides services to a very small population of the city and with limited resources and competing needs, staff has reached out to Via Mobility Services (Via) and has developed a plan to continue to provide Omnibus services through a contract with this organization. Via Mobility Services has also recently taken over the transportation services for the Senior Resource Center, which ceased operating its transportation offering in June.
Paper Omnibus records from 1/1/2020 - 3/18/2020 were analyzed in detail and revealed the following observations:
• 134 unique riders completed 1054 round trips (2108 one-way)
• 36 of these 134 riders completed 10 round trips or more each
• These 36 riders took 693 of the completed 1054 trips (66%)
• 421 of the completed 1054 trips were “group shuttles” (i.e., Blind School, Buck, Food Bank, Luncheon) (40%)
o These group shuttles are used by ~50 “regular” riders (of the 134 total)
• The remaining 633 trips were mostly single riders
• 288 trips were cancelled
The Omnibus ceased operations 3/19/2020 due to COVID-19 impacts. It was restarted 10/1/2020 and shut down again 11/24/2020 due to COVID-19 impacts. Additional data was collected during this time period, revealing the following observations:
• 49 unique riders completed 198 one-way trips
• 7 of these 49 riders completed 10 one-way trips or more each
• These 7 riders took 75 of the completed 198 trips (38%)
• 44 trips were cancelled
• 89% of trips took place between 8am - 2pm; 11% took place after 2pm
Via Mobility Services has proposed a turn-key solution under an hourly rate, where Littleton staff choose the hours, with the following features:
• Via provides the driver(s), training, and compliance per FTA guidelines, as well as driver supervision. Via offers competitive wages and an excellent benefit package. Although Via would dedicate the drivers necessary to deliver the service, they can also utilize other professional driver resources to cover missed shifts, sickness, vacations, etc. Via drivers are trained in paratransit first and foremost; they are ready and able to handle fragile riders with care.
• Via provides maintenance, insurance, and upkeep on the vehicle(s). They City can retain ownership of the vehicles or transfer them. Via asks that the City provide a secure place locally where they can park the vehicles to minimize “ghost” trips to Littleton before and after shifts.
• Via provides the fuel.
• Via provides the call center and customer support.
• Via provides the software. It is possible to book trips by phone or online with their current RouteMatch software. In the future it will be possible to book trips through a smart-phone app, on demand.
• Via can provide reporting as needed.
Benefits of outsourcing to Via:
• The City will not have the fixed costs of drivers and buses it has today.
• The City can be nimble and increase or decrease service hours in response to demand and unforeseen circumstances; the City only pays for hours used.
• Technology is included in the solution that the City does not have available to it today; RouteMatch will offer citizens additional flexibility and options to schedule; it will also provide staff route optimization insights and trip/rider analytics for better decision-making.
• The City can free up the current dispatch resource (who does everything manually by hand today) for more strategic focus areas.
Council Goal, Objective, and/or Guiding Principle
Goal 2: Evaluate and prioritize Existing Programs and Services.
Fiscal Impacts
The 2021 budget included $207,940 in direct costs related to the omnibus program; however, the method of providing service was unknown at the time of the budget development; thus, a budget proviso was added.
The agreement with Via will be an amount not to exceed $200,000 annually. This is slightly below the amount already in the 2021 budget. With a $200,000 budget, the City could afford approximately 48 chargeable hours/week, 52 weeks per year. Service hours in a lesser amount will provide additional savings to the city.
Alternatives
Option 1: Support the operating plan for Omnibus through a contractual agreement with Via in 2021 and thus releasing the 2021 budget proviso for staff to move forward with an agreement for 2021.
Option 2: Do not support the operating plan to outsource this service and maintain service inhouse.
Option 3: Discontinue service.
STAFF RECOMMENDATION:
Staff recommends continuing the omnibus service through an agreement with Via in 2021 in an amount not to exceed $200,000 annually.
PROPOSED MOTION:
Proposed Motion
I move to approve Resolution 79-2020 approving the plan for future operation of the Omnibus Program for 2021 in accordance with a 2021 budget proviso.