Cincinnati Bell connector CINCINNATI STREETCAR TRANSITION PLAN August 28, 2019 eayot (® g0*METRO CINCINNATI Cc SORTA/Metro City of Cincinnati 602 Main Street, Suite 1100 801 Plum Street Cincinnati, Ohio 45202 Cincinnati, Ohio 45202ic) §0*METRO CINCINNATI Cc Document Revisions Revision Number Effective Date 1- Original Plan Report ‘July 1, 2019 '2- Update, SORTA Changes ‘August 1, 2019 ‘3 Update, FTA & ODOT Edits August 28, 2019(@ g0*METRO Table of Contents 1.0 APPROVAL AND AUTHORIZATIO! 20 INTRODUCTION AND SCOPE. sates 3.0 TRANSITION MANAGEMENT AND ORGANIZATION. 3.1 TRANSITION COMMUNICATION AND PLANNING City/SORTA Bi-Weekly Transition Steering Commi City Project Management Team..... Integrated City/SORTA Weekly Transition Steering Committee. Monthly SSRC Committee... ‘Ad Hoc Working Groups. 4.0 TRANSITION TASKS.. 44 SCHEDULE 4.2 TRANSITION DELIVERY - DOCUMENTATION. Identify O&M Contractual Records and Maintenance Work Orders Identify and Coordinate Transfer of Assets and Spare Parts. Contract Warranties.. Coordinate Transfer of All Safety and Security Certification Documentation Maintain Emergency Operating Procedures Develop and Implement Technology Pan 43 STAFFING. Develop Staff Requirements. Develop Hiring Schedule 4.4 TRAINING. Transition Training Requirements . Develop City Transition Training Schedule . Maintain Streetcar Training Program. 4.5 OPERATIONS PLANNING Service Plan & Schedule "1 Review and Integrate SOPs ~ Streetcar Operations. 1" 46 MAINTENANCE Maintain Vehicles, Facilities and MOW Procedures. Maintain O&M Manuals sonnet veers 2, Equipment Maintenance Procedures ...... . 12 Develop EquipmentSystem Modification Procedures 12 47 SAFETY AND SECURITY... Update System Safety Program Plan (SSPP) and Subordinate Documents Update Security and Emergency Preparedness Plan and Subordinate Documents. (SEPP} Develop Public Transit Agency Safety Plan (PTASP).... Develop Security Operating Plans..(@ g0*#METRO cincinnati 5.0 6.0 48 49 4.10 an 412 413 APPENDIX A: DEPARTMENT SPECIFIC ACTIVATION PLANS.. 54 5.2 53 5.4 55 56 APPENDIX B: TRANSITION PLAN SPREADSHEET. Designate Accountable Executive, Chief Safety Officer, Key Leadership and Staff. 13. Coordinate System Expansion Readiness Review. Develop Track Entry Certification Program Identify & Prepare Agreements w/ Government Agencies and Partners. FARE POLICY, STRUCTURE AND COLLECTION.. Develop Fare Structure Develop Revenue Handling Procedures. Develop Fare Data Management Program Determine Ticket Vending Machine Plan... PUBLIC INFORMATION AND MARKETING. Plan Launch Events.. Develop Customer Information... Develop Customer Service Procedures. FINANCE... Prepare Transition Budget... Prepare First Five Years of Operating Maintenance Budget. Develop Non-Fare Revenue Procedures Develop Streetcar Expenses Procedures ... Develop Streetcar Reporting Procedures. FTA ASSETS AND PROGRAMS. Identify and Develop Transer of FTA Asset Share....... Identify and Develop Transfer of Existing Grant Progams UPDATE FTA GRANTEE STATUS. Obtain FTA Grantee Info and Develop Schedule. File Updates with FTA LEGAL. Legal Representation During Transition... Legal Representation Following Transition Insurance Coverages.. STAFFING AND TRAINING TRANSITION PLAN FINANCE DEPARTMENT TRANSITION PLAN. MAINTENANCE DEPARTMENT TRANSITION PLAN.. OPERATIONS DEPARTMENT TRANSITION PLAN. ‘SAFETY AND SECURITY DEPARTMENT TRANSITION PLAN. 25 PUBLIC INFORMATION AND MARKETING DEPARTMENT TRANSITION PLAN25() 20*METRO cincinnati 1.0 APPROVAL AND AUTHORIZATION The Cincinnati Streetcar Transition Plan ("STP") has been developed to ensure the timely and successful transition of management of the Cincinnati Bell Connector (‘Cincinnati Streetcar’) from the Southwest Ohio Regional Transit Authority (‘SORTA’) to the City of Cincinnati (‘City’) ‘The Cincinnati Streetcar is owned by the City, currently managed by SORTA and operated and maintained by Transdev. It began revenue service on September 9, 2016. The Amended and Restated Operations and Maintenance Intergovernmental Agreement (COMIGA’), effective as of March 16, 2015, established a formal structure governing the roles and responsibilities of SORTA and the City in connection with the Cincinnati Streetcar. ‘The STP identifies and schedules all Streetcar operations and maintenance, policies and procedures, system safety and security, and all tasks associated with the transition and assigns esponsibility for each task. Execution of each task will be carried out in a cooperative, systematic, integrated manner on or before the scheduled dates to assure the successful transition of this project. The STP also identifies the areas of responsibility for the Streetcar Transition Committee, which is jointly represented by SORTA and the City. Co be PZ €fes|201 Patrick Duhaney Date City Manager, City of Cincinnati Haley Date Interim CEO, SORTA/Metro Cineinnali Streetcar Transition Plan@® go»METRO cincinnati © 2.0 INTRODUCTION AND SCOPE ‘The Cincinnati Streetcar is comprised of a 3.6-mile loop that connects Cincinnati riverfront at The Banks, Downtown and Over-the-Rhine. The Cincinnati Streetcar has eighteen (18) passenger stops, providing convenient access to Music Hall, Findlay Market, the Aronoff Center, the National Underground Railroad Freedom Center, Great American Ballpark (home of the Cincinnati Reds), Fountain Square and access to SORTA bus service at Government Square. Co-existing with vehicular traffic along the route, five (5) vehicles (CAF low-floor Urbos 3 streetcars) provide service at approximately 12-15 minule intervals. The vehicles are stored at the Cincinnati Streetcar Maintenance and Operations Facility ("MOF") located at 1927 Race Street at its most northem terminus. The MOF also serves as the operating and maintenance depot for the Cincinnati Streetcar. Cincinnati Bell purchased naming rights to the streetcar system in August 2016 for $3.4 milion over 10 years, All branding and logos have been changed to reflect this agreement. The naming rights sponsorship helps to offset the operating costs of the streetcar system. On July 21, 2015, SORTA, which also manages and operates the regional bus system, entered into an agreement with Transdev Services, Inc., to operate and maintain the Cincinnati Streetcar service ‘on a“tumkey’ basis (‘Transdev Agreement’), with the City listed as a third-party beneficiary to the agreement. The term of the agreement is separated into three phases: a startup phase estimated to last about 13 months, which included all preparations for revenue service and ended on the day revenue service began; a base operating term of five (5) years, which started on the first day of revenue service (September 9, 2016) and will end on September 8, 2021; and an option term consisting of five (5) one-year extensions, all at SORTA’s sole discretion. On June 27, 2018, City Council submitted a motion asking the City Administration to evaluate options for removing SORTA from its role as the operator of the City's streetcar system and establish direct City management ‘Soon thereafter, the SORTA Board of Trustees passed a motion on September 18, 2018, that stated “the (SORTA) Administration (will) continue to work to understand, vet and communicate all the necessary steps that would be involved in transitioning to new models of operating the Streetcar. We urge the Administration to work closely with the City, the FTA and other partners and be open to new and alternative models of operating the Streetcar that would be best for public transit and the region.” On March 10, 2019, City Manager Patrick Duhaney appointed Travis Jeric to be the Interim Deputy Director of Streetcar Services. ‘SORTA (represented by its Interim CEO Darryl Haley and its former Director of Rall Services Paul Grether) and the City (represented by Mr. Duhaney and Mr. Jeric) began to meet in Spring, 2019 to develop a SORTA to City Transition Plan ‘As a first step in the transition process, SORTA and the City executed a Memorandum of Understanding (‘MOU") on July 9, 2019, thereby allowing the City's Deputy Director of Streetcar Services to report directly to both SORTA’s CEO and the City Manager beginning on August 1, 2019. SORTA's former Director of Rail Services, Paul Grether, transitioned out of his streetcar role and into a bus-oriented position, thereby transferring his streetcar responsibilities to the Deputy Director of Streetcar Services. Pending Council and Board approval, negotiations to amend the OMIGA and assign the Transdev ‘Agreement from SORTA to the City will be forthcoming. As proposed, the transition agreement between the City and SORTA would ideally allow the transfer of management fo occur on or around January 1, 2020. Cincinnati Streetcar Transition Plan(@® go*METRO cincinnati Under this proposed agreement, the City will assume complete management of all assets tied to the operation and maintenance of the Cincinnati Streetcar and integrate the management thereof within the organizational structure of the City. ‘As part of the amendment to the OMIGA, the City’s management of the Cincinnati Streetcar will be incumbent upon the City confirming that all FTA grantee information is current. The City of Cincinnati is currently a grantee of the FTA and has a vendor code number in the FTA's awards system TrAMS, A specific schedule with specific required tasks will be forthcoming as part of the transition plan ‘Successful transition of the Cincinnati Streetcar requires that all tasks necessary for the initiation of City management be comprehensively identified, tracked, and completed in a systematic, well- integrated and timely manner. The STP addresses these requirements and identifies many of those operations and maintenance tasks requiring completion by City staff with support (direct and indirect) from SORTA. Support will also be necessary from both SORTA and Transdev as they transfer Cincinnati Streetcar information, documentation and/or assets to the City The primary objective of this document is to serve as the baseline document for management of the transition. It establishes responsibilities and staff assignments. The STP outlines the requirements for the development of plans and procedures as well as providing an overall process context for the transition. The Streetcar Transition Plan identifies major task categories. These are: Schedule Transition Delivery Staffing Training Operations Planning Maintenance Safety and Security Fare Policy, Structure and Collection Public Information/Marketing Finance FTA Assets and Programs. Update FTA Grantee Status © Legal The STP assigns responsibility for accomplishment of each identified task and provides timelines that assure project schedule compliance. It also includes a brief description for each task to assist those assigned with the responsibilty of completing them and a deadline. ‘The general description of the tasks contained in the STP provides the framework for transition. It is understood that a more detailed breakdown of sub-tasks, and possible definition of additional tasks, will be required to manage the transition and complete the work. Those assigned the responsibilty for task accomplishments have both the latitude and the responsibility to identify detailed requirements to assure that all requirements are met. Cincinnati Streetcar Transition Plan(# g0*METRO cincinnati 3.0 TRANSITION MANAGEMENT AND ORGANIZATION Overall project management is assigned to City’s Interim Deputy Director of Streetcar Services, Mr. Travis Jeric. In addition to Mr. Jeric, the following individuals will form the core Project, Management Team (PMT): ‘+ City of Cincinnati, City Manager (Patrick Duhaney) ‘© City of Cincinnati, Director of Department of Transportation and Engineering (John Brazina) * City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Communications Director (Casey Weldon) * City of Cincinnati, Senior Assistant City Solicitor (Drew Marksity) ‘* SORTA CEO (Darryl Haley) ‘+ SORTA VP/Chief of Staff (Donna Adkins) ‘+ SORTA Senior Director of Project Management (Phil Beiting) * SORTA Vice President, Safety and security/Chief Safety Officer (TJ Thom) © SORTA Vice President of External Affairs (Brandy L. Jones) The PMT will resolve coordination issues and make recommendations regarding resource allocation decisions for support functions, such as communications, marketing, finance, service integration and public information, Each office assigned the responsibilty for a task is required to maintain and report up-to-date information on the status of the task, task work products, and the anticipated completion date during the bi-weekly Streetcar Transition Steering Committee meetings. The STP is a dynamic document and will be expanded and revised as the transition progresses toward completion and as transition requirements become more distinct. It is, therefore, essential ‘that work move forward expeditiously with all critical path issues effectively and routinely ‘communicated for resolution, Cincinnati Streetcar Transition Plan(@ go*METRO CINCINNATI Cc 3.4 Transition Communication and Planning City/SORTA Bi-Weekly Transition Steering Committee This committee, comprised of representatives from SORTA and the City, has met regularly to develop a plan and check on statuses regarding the Streetcar Transition Plan task items. The agenda is also devoted to addressing specific elements of the Streetcar Transition Plan outlined in this document. The committee began meeting in April 2019. * City of Cincinnati, City Manager (Patrick Duhaney) ‘* City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * SORTA CEO (Darryl Haley) * SORTA Director of Rail Services (Paul Grether) in June 2019, this group has met each week. The agenda is focused on City's transition effort for week period prior to the meeting, with a week look-ahead. is core duty was to develop the Cincinnati Streetcar Transition Plan and the accompanying Transition Plan spreadsheet. The idea is for this team to {old into the Integrated Steering Committee. * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, DOTE Deputy Director (Bob Vickrey) © City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Communications Manager, Depariment of Transportation & Engineering (Ursula Miller) Integrated City/SORTA Weekly Transition (Rail Activation) Committee This committee, comprised of representatives from SORTA and the City, meets to develop a plan and check on statuses regarding the Streetcar Transition Plan task items. The agenda is also devoted to addressing specific elements of the Streetcar Transition Plan outlined in this document. The committee began meeting in August 2019. * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘+ City of Cincinnati, Assistant to the City Manager (Kelly Carr) ‘+ City of Cincinnati, DOTE Deputy Director (Bob Vickrey) + City of Ci + City of Cincinnati, Communications Director (Casey Weldon) * SORTA VP/Chief of Staff (Donna Adkins) * SORTA Senior Director of Project Management (Phil Beiting) ‘+ SORTA Grants Administration & Development Manager (Mary Huller) + SORTA Vice President, Safety and security/Chief Safety Officer (TJ Thom) ‘+ SORTA Vice President of External Affairs (Brandy L. Jones) innati, Transit Coordinator (Paul Conway) Cincinnati Streetcar Transition Plan* g0*METRO CINCINNATI Monthly SSRC Committee This group comprised of representatives from SORTA, the City, Transdev, the Ohio Department of ‘Transportation ("ODOT") and its consultants, Vital Assurance, has been mesting since 2016, The SSRC ‘Committee added a standing transition agenda item in June 2019, Representatives from ODOT's State ‘Safety Oversight group have been a regular attendee, ‘Ad Hoc Working Groups ‘These groups may be established to recommend policy actions to City/SORTA: working group areas may include fare policy, technology planning and human resources. Cincinnati Streetcar Transition Plan(@® 20*METRO cincinnati 4.0 TRANSITION TASKS This section describes the tasks necessary for the transition, as well as the responsible parties and the timeline for each task. The successful transition of the Streetcar will require close coordination with and superior performance from all aspects of SORTA and City organizations. This STP spans the work of all departments, from safety and security to human resources and operations planning. 41 Schedule The olements of this task define the necessary steps to validate the timeliness of the successful transition. The tasks in this category include the development and maintenance of tracking tools for management use to ensure tasks progress as planned. Tasks are both general in nature, as well as very specific to the milestones unique to the streetcar project, including The Transition schedule will be validated by all involved parties and continuously tracked through bi-weekly meetings of the Transition Steering Committee. This includes the Safety/Security Certification schedule, the personnel plan, the operations and maintenance procedures development, development of emergency operating procedures and the integration of City processes and procedures against the planned transition date. Beyond simply indicating generic activities for a successful transition, details and durations of these activities must be Identified, coordinated and scheduled. The detailed tasks and action items will be tracked in an Excel spreadsheet (attached hereto as Appendix B) and a status updates provided at all bi weekly Steering Committee meetings and Integrated City/SORTA Weekly Transition Steering Committee meetings. Responsible Parties: * City of Cincinnati, Assistant to the City Manager (Kelly Carr) * City of Cincinnati, City Manager (Patrick Duhaney) ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * SORTA CEO (Darry| Haley) ‘Schedule: Began late June 2019 and will be completed in January 2020. 4.2 Transition Delivery - Documentation The elements of this task include the tumover to the City of all documents related to safety, security, operations, assets, existing vendor contracts, underlying regulatory compliance reports and documents, safety and security records, daily operations logs. SORTA’s CEO will ensure that all documentation requests are submitted to the City in a timely manner to allow for smooth transition and minimal delay. Identify O&M Contractual Records and Maintenance Work Orders For this task, City will work with SORTA and its contractors to identify and secure all O&M records related to existing contracts and the history of the operations and maintenance function over the life of the Streetcar to date. This information will be used to anticipate needs prior to the transition and inform the future maintenance plans. These contractual records and maintenance work orders will validate the transition schedule, as well as to coordinate a master training schedule. SORTA employees are responsible for verifying and providing contractual records and maintenance work orders to the City. City employees will review and work directly with SORTA employees to ensure the data meets City, state, and federal requirements. Cincinnati Streetcar Transition Plan© g08sMETRO CINCINNATI Cc Responsible Parties: ‘© City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘© City of Cincinnati, Transit Coordinator (Paul Conway) ‘Schedule: Began late June 2019 and will be completed in January 2020. Identify and Coordinate Transfer of Assets and Spare Parts For this task, SORTA will identify, inventory, and provide a list of all assets currently owned by ‘SORTA for the streetcar for transfer of ownership. Inventory provided by SORTA will meet all state and federal requirements. If any assets have a federal interest (funded by the FTA) then the FTA will be notified and consulted on potential transfer during this the transition process. The City will provide guidance to SORTA for the format of all assets to be transferred. Responsible Parties: * SORTA CEO (Darryl Haley) + SORTA Grants Administration & Development Manager (Mary Huller) + SORTA Senior Director of Project Management (Phil Beiting) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, Transit Coordinator (Paul Conway) ‘Schedule: Began late June 2019 and will be completed in January 2020. Contract Warranties ‘SORTA has indicated there are no warranties under existing contracts and assets to City. Source: SORTA’s Director of Rail Services (Paul Grether - 7/15/2019). Coordinate Transfer of All Safety and Security Certification Documentation This task includes the review and sign-off on all safety plans and agency security certifications before accepting transfer of the streetcar system to the City. State Safety Oversight requirements are to be fulfilled as obligated by Federal and State guidelines. Responsible Parties: * SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Began late June 2019 and will be completed in January 2020. Maintain Emergency Operating Procedures The City will maintain/update SORTA's existing emergency operating procedures. Emergency operating procedures willbe in line with City, state, and federal standards. Responsible Parties: * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) "Cincinnati Streetcar Transition Plan() g0"METRO cincinnati * City of Cincinnati, Chief Safety Officer (New Hire) ‘* SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thom) ‘Schedule: Began late June 2019 and will be completed In January 2020. Maintain and Implement Technology Plan ‘SORTA and the City's DOTE IT Office will lead this task to develop or maintain (if via an MOU) the necessary technology platforms to support the transition and outfit the MOF and streetcar vehicles with necessary communications systems. Responsible Parties: * City of Cincinnati, DOTE IT manager (Revell Sherrer) * City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Deputy Director of DOTE (Bob Vickrey) * City of Cincinnati, Director of Enterprise Technology Solutions (Jack Johnson) ‘Schedule: Began late June 2019 and will be completed In January 2020. 43 Staffing This task includes the development of a comprehensive and unified organization and staffing plan necessary to continue to support the existing streetcar system, as well as for the City to operate and maintain the streetcar system following transition Develop Staff Requirements ‘The number of positions for each staff type will be determined solely by the City. The City will be absorbing streetcar operations into its current structure primarily with existing staff, except where exceptions are noted and new positions or contracted support is needed. The City will leverage the efficiencies of certain administrative positions that already exist at the City. Operators and maintenance staff shall continue to be managed by Transdev, which will assure continued operation of the system. All City departments will be responsible for identifying how, as applicable, they will Integrate the streetcar management into its systemwide functions. Responsible Parties: * City of Cincinnati, Assistant to the City Manager (Kelly Carr) * City of Cincinnati, Director of DOTE (John Brazina) © City of Cincinnati, Director of Human Resources (Joe Wilson) * City of Cincinnati, Director of Finance (Karen Alder) ‘Schedule: Begin in July 2019 and completed in December 2019. Develop Hiring Schedule This task will be completed following development of the staff requirements. The hiring plan will include start dates for the positions and staff identified as necessary for the start of streetcar operations and the ongoing management Responsible Parties: ‘+ City of Cincinnati, Assistant to the City Manager (Kelly Carr) Cincinnati Streetcar Transition Plan —ce) gO#METRO CINCINNATI Cc © City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, Director of DOTE (John Brazina) ‘* City of Cincinnati, Employment and Training Supervisor (Lisa Auciello) ‘Schedule: To begin in July 2019 following approval of staff requirements and be completed December 2019. 4.4 Training Define the necessary course and costs to ensure that all City streetcar employees and Transdev operations and maintenance staff receive proper orientation, training and provisioning. Transition Trait ing Requirements This task identifies and defines all elements of the training program for both operations, safety and ‘maintenance within the Cincinnati Streetcar organization that will be specifically necessary for streetcar transition and integration. The City will also plan long-term training programs for continuous streetcar management. Transdev will maintain its existing training curriculum in place and customize it to meet City standards, Responsible Parties: + Transdev, General Manager (Leslie Shaw) * City of Cincinnati, Employment and Training Supervisor (Lisa Auciello) © City of Cincinnati, Chief Safety Officer (New Hire) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Began in July 2019 and will be completed in December 2019. Develop City Transition Training Schedule ‘A Gity training schedule will be developed and maintained to ensure proper coordination of FTA and other training requirements for individuals having the need to interact with the transit system. Both existing City employees and new hires will be addressed as part of this transition. Responsible Parties: * City of Cincinnati, Employment and Training Supervisor (Lisa Auciello) ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) + City of iat, Transit Coordinator (Paul Conway) ‘* City of Cincinnati, Chief Safety Officer (New Hire) ‘Schedule: Began in July 2019 and will be completed by December 2019. Maintain Streetcar Training Program Maintain Transdev's comprehensive training program for streetcar operators, Streetcar supervisors and maintenance technicians that incorporates the existing training program of Transdev along with City, state, and federal requirements. Responsible Parties: ‘+ Transdev, General Manager (Leslie Shaw) + _Transdev Superintendent of Maintenance (Chris Bundy) Cincinnati Streetcar Transition Plan 10() g0*METRO cincinnati © ‘Schedule: Began in July 2019 and will be completed by December 2019. 4.5 Operations Planning The operations planning task involves maintaining the existing service plan and schedule, standard operating procedures, and the field operations plan, while investigating and determining whether an Updated service schedule should be implemented as part of the transition. Service Plan & Schedule Investigate and determine whether an updated service schedule should be implemented as part of the transition, Responsible Parties: * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) City of Cincinnati Transit Coordinator (Paul Conway) + Transdev, General Manager (Leslie Shaw) ‘Schedule: Began late 2019 and will be completed by March 2020. Review and Integrate SOP’s - SORTA Streetcar Operations SORTA has a comprehensive and integrated set of rules and procedures exist for revenue operations. They address normal, abnormal, and emergency conditions. These SORTA Standard Operating Procedures for Streetcar operations shall be reviewed and updated to reflect the transfer of responsibilities from SORTA to the City prior to the transition. SORTA will serve a supporting role, providing existing SOPs to the City and the context relative to their development. Responsible Parties: * Consultants (TBD) City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) City of Cincinnati, Transit Coordinator (Paul Conway) SORTA Vice President, Safety and Security/Chief Safety Officer, TJ Thom ‘Schedule: Began late August 2019 and will be completed In January 2020. 46 Maintenance The elements of this task address Streetcar facilities, vehicles and right-of-way maintenance, ‘most of which do not include a transition task, but rather are mentioned here to alleviate any concems, Maintain Vehicles, Facilities and MOW Procedures Under this task, Transdev will maintain and/or update its maintenance procedures and schedules for regular, corrective, and preventative maintenance of vehicles, facilities and maintenance of way along the Streetcar alignment. These procedures will be a combination of industry practice, current streetcar practice, and the procedures provided by the equipment/system suppliers. Responsible Parties: + Transdev, General Manager (Leslie Shaw) + __Transdev Superintendent of Maintenance (Chris Bundy) Cincinnati Streetcar Transition Plan "* gO*METRO cincinnati © Schedule: Ongoing. Maintain O&M Manuals O&M manual maintenance for the Streetcar will not be affected by the transition from SORTA to the City. Transdev will maintain the O&M manuals throughout the transition. The only change will be the assignment of the Transdev Agreement from SORTA to the City, which is currently scheduled to take effect on January 1, 2020. Equipment Maintenance Procedures Equipment maintenance for the Streetcar will not be affected by the transition from SORTA to the City. Transdev will maintain equipment responsibilty throughout the transition. The only change will be the assignment of the Transdev Agreement from SORTA to the City, which is currently scheduled to take effect on January 1, 2020. Develop Equipment/System Modification Procedures Based on a review of existing equipment and system, the City will review/update existing streetcar assets as necessary (.e, remove SORTA logos). Responsible Parties: * City of Cincinnati, Communications Director (Casey Weldon) © City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘+ City of Cincinnati, Transit Coordinator (Paul Conway) Schedule: Began late 2019 and will be completed by March 2020. 47 Safety and Security This task includes the various aspects of streetcar operations safety, starting with safety certfication for the City (or recertification of the system), continuing through public safety for the ongoing operations of the system and drafting of an Agency Safety Plan (ASP). Safety certification is the indicator of project readiness for transition of operations management, It also includes the security of the physical facilities and the surrounding areas, equipment, operators and customers. The elements included in this task are: Update System Safety Program Plan (SSPP) and Subordinate Documents The City will update SORTA's SSPP to transition Streetcar operations management. With the existing transit mode receiving new operations management, the City (and/or its consultants) will complete and update SSPP, as proscribed by FTA and ODOT regulations. Responsible Parties: * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘+ City of Cincinnati, Chief Safety Officer (New Hire) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thom) + SORTA Seourity Director (Mike Weil) + City consultants (TBD) ‘Schedule: The City issued a Request for Proposal (RFP) on June 7, 2019 to solicit information for “Consulting Services for Transition of Streetcar Management to the City of Cincinnati.” The City ~ Cincinnati Streetcar Transition Plan 12(@ 20*METRO cincinnati ‘will complete its initial draft document for management transition in Fall 2019 and thereafter update quarterly until approved by FTA & ODOT. Update Security and Emergency Preparedness Plan and Subordinate Documents (SEPP) Incorporate the streetcar into the systemwide SEPP and regularly update a comprehensive Safety and Security Management Plan for the streetcar. Responsible Parties: * City of Cincinnati, Chief Safety Officer (New Hire) ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘+ City of Cincinnati, Transit Coordinator (Paul Conway) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) * SORTA Security Director (Mike Weil) © City consultants Will complete initial document for management transition in Fall 2019 and update annually in the first quarter of each calendar year. Develop Public Transit Agency Safety Plan (PTASP) ‘The PTASP regulation implements a risk-based Safety Management System approach and requires recipients or subrecipients of financial assistance and rail transit agencies to have a safety plan in place no later than July 20, 2020. The City will work with SORTA to develop a PTASP for the streetcar. Responsible Parties: ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Chief Safety Officer (New Hire) * SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) ‘+ SORTA Security Director (Mike Weil) ‘City consultants (TBD) ‘Schedule: The City issued a Request for Proposal (RFP) on June 7, 2019 to solicit information for “Consulting Services for Transition of Streetcar Management to the City of Cincinnati.” The City will complete its initial draft document for management transition in Fall 2019 and thereafter begin drafting the PTASP with SORTA input. Develop Security Operating Plans In addition to normal operating procedures, special circumstances and security procedures for shall be reviewed for the streetcar operation and integrated into the City’s security operating plans. A tracking system through logs will be developed to document incidents. Responsible Parties: * City of Cincinnati, Chief Safety Officer (New Hire) ‘City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, Transit Coordinator (Paul Conway) Cincinnati Streetcar Transition Pian 13(@ go*METRO cincinnati + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) ‘+ SORTA Security Director (Mike Weil) ‘* Cincinnati Police Department (TBD) * Cincinnati Fire Department (TBD) ‘Schedule: Scheduled to begin in Fall 2019 and completed by March 2019. Designate Accountable Executive, Chief Safety Officer, Key Leadership and Staff Per 49 CFR § 673.23 (d); the transit agency must establish the necessary authorities, accountabilities, and responsibilities for the management of safety amongst the following individuals within its organization, as they relate to the development and management ofthe transit agency's Safety Management System (SMs): (1)__ The transit agency must identify an Accountable Executive. The Accountable Executive is accountable for ensuring that the agency's SMS is effectively implemented, throughout the agency's Public transportation system. The Accountable Executive is accountable for ensuring action is taken, as necessary, to address substandard performance in the agency's SMS. The Accountable Executive may delegate specific responsibilities, but the ultimate accountability for the transit agency's safely performance cannot be delegated and always rests with the Accountable Executive. (2) Chief Safety Officer or Safety Management System (SMS) Executive. The Accountable Executive may designate a Chief Safety Officer or SMS Executive who may be given authority and responsibility for day-to-day implementation and operation of an agency's SMS. The Chief Safety Officer or SMS. Executive must hold a direct line of reporting to the Accountable Executive. A transit agency may allow the Accountable Executive to also serve as the Chief Safety Officer or SMS Executive. (3) _ Agency leadership and executive management. A transit agency must identify those members of its leadership or executive management, other than an Accountable Executive, Safety Officer, or SMS Executive, who have authorities or responsibilities for day-to-day implementation and operation of an agency's SMS. (4) _ Key staff. A transit agency may designate key staff, groups of staff, or committees to support the Accountable Executive, Chief Safety Officer, or SMS Executive in developing, implementing, and ‘operating the agency's SMS. * City of Cincinnati, City Manager (Patrick Duhaney) ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Tr ‘* City of Cincinnati, Transit Coordinator (Paul Conway) «SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thom) ‘Schedule: Scheduled to begin in Fall 2019 and completed by March 2020, Jeric) Coordinate System Readiness Review The City will facilitate a pre-transition assessment by the State Safety Oversight group (ODOT SSO) to walk through the project and identify any shortcomings prior to transition. A list of issues will be developed and worked through to mutual resolution. This task serves as another layer of due diligence to safely transition management to the City Responsible Parties: Cincinnati Streetcar Transition Plan 14(@ 20#METRO cincinnati © * City of Cincinnati, Chief Safety Officer (New Hire) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, Transit Coordinator (Paul Conway) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) * SORTA Security Director (Mike Weil) ‘Schedule: This readiness review will be completed by December 31, 2019. Maintain/Update Track Access Certification Program ‘A training program currently exists which identifies safe practices and procedures for those individuals who will work on or near the track system. This City program and associated Procedures will be reviewed and updated to incorporate the unique aspects of City management. Responsible Parties: * City of Cincinnati, Transit Coordinator/Chief Safety Officer (TBD) * City of Cincinnati, Employment and Training Supervisor (Lisa Auciello) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thom) + SORTA Seourity Director (Mike Weil) + Transdev (Leslie Shaw) ‘Schedule: Began in June 2019 and will be ongoing, Identify & Prepare Agreements w/ Government Agencies and Partners The City will develop and implement agreements with other governmental agencies, including but not limited to SORTA, regarding provision of service and required support for the effective and efficient operation of the streetcar system. Agreements may include funding, fare collection, facilityiparcel leases, technical support, personnel and other service agreemeni(s) with project partners for operations and maintenance assistance. Responsible Parties: ‘+ City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘+ City of Cincinnati, Senior Assistant City Solicitor (Drew Marksity) + City of Cincinnati, Outside Counsel (TBD) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) * SORTA Outside Counsel ‘Schedule: Began in Summer 2018 and will be completed in March 2020 48 Fare Policy, Structure and Collection This task includes reviewing and/or updating policies and procedures regarding fare structure and collections. The City will put together an interdepartmental working group to consider all aspects of implementing any change to the current fare policy, structure, and collection. Develop Fare Structure The City will perform a comprehensive review of the fare policy and procedures. This will include working group of all affected City and SORTA offices. The City will carefully consider Cincinnati Streetcar Transition Plan 5* 20*METRO cincinnati any fare changes to ensure that they comply with requirements of Title VI of the Civil Rights Act of 1964. The City will coordinate with SORTA liaisons and conduct public outreach to communicate any changes to riders when the fare changes go into effect. Responsible Parties: * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) * City of Cincinnati, Transit Coordinator (Paul Conway) ‘+ City of Cincinnati, Chief Safety Officer (New Hire) + City of Cincinnati, Communications Director (Casey Weldon) * City Senior Assistant City Solicitor (Drew Marksity) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) + SORTA Secutity Director (Mike Weil) * SORTA Vice President of External Affairs (Brandy L. Jones) + SORTA Director, Marketing & Communications (Dave Etienne) ‘Schedule: Began in Summer 2019 and will be completed and finalized by March 2020, Develop Revenue Handling Procedures This task includes reviewing and/or updating policies and procedures regarding revenue handling procedures that account for the selected fare policy for the streetcar system, Responsible Partios: '* City of Cincinnati, Finance Director, Department of Finance (Karen Alder) ‘Schedule: Will begin in Summer 2019 and will be completed By March 2020. Develop Fare Data Management Program Dependent on the fare policy decision, this task may use the SORTA's existing Streetcar fare data management. This task includes reviewing and/or updating policies and procedures regarding fare data management procedures that will be applied to the Streetcar. A data share plan will be submitted for past Streetcar revenue data collection. Responsible Parties: * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) © City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Communications Director (Casey Weldon) * City of Cincinnati, Senior Assistant City Solicitor (Drew Marksity) + SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) + SORTA Seourity Director (Mike Weil) ‘+ SORTA Vice President of Extemal Affairs (Brandy L. Jones) * SORTA Director, Marketing & Communications (Dave Etienne) ‘Schedule: Began in Summer 2019 and will be completed in June 2020. Cincinnati Streetcar Transition Plan 16@® 20*METRO cincinnati Determine Ticket Vending Machine Plan Dependent on the fare policy decision, this task may use the SORTA's existing Streetcar ticket vending machines (TVMs). This task includes reviewing andior updating costs and benefits regarding fare collection procedures and effectiveness of the current TVMSs. It also analyzes use of Brinks as security pick-up, establishing a bank account for deposits, TVM maintenance, warranty and parts; pass sales and collection and counting of cash and change. Part of this effort will be to consult with the FTA to monitor and account for the federal interest in the TVMs if they are not used for transit purposes. Responsible Parties: + Cily of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) + City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Senior Assistant City Solicitor (Drew Marksity) * SORTA Vice President, Safety and Security/Chief Safety Officer (TJ Thorn) ‘+ SORTA Security Director (Mike Weil) ‘+ SORTA Vice President of External Affairs (Brandy L. Jones) * SORTA Director, Marketing & Communications (Dave Etienne) ‘Schedule: Began in Summer 2019 and will be completed in June 2020. 49 Public Information and Marketing ‘The public information and marketing tasks will focus on relaunching and rebranding the streetcar Under the City’s management. This task focuses on planning events surrounding the rebrand, developing customer information, and informing customers of the City’s service outlets. Information regarding the Streetcar will be integrated into the City’s existing systems for providing customer information and addressing comments and concems. These events may be planned in line with the possible launch of a new service schedule and/or possible fare changes. Plan Events ‘The rebranding of the streetcar under City management will be rolled out as part of the transition. Any new service schedules and/or fare policy changes would be coordinated with the roll out. These events will focus on the integration of streetcar services into the City and the new organizational structure for services as well as the City’s vision for the streetcar. Responsible Parties: * City of Cincinnati, Communications Director (Casey Weldon) City of I Specialist, ETS (Emily Heekin) * City of Cincinnati, Supervising Graphic Designer, Department of Transportation & Engineering (Laura Martin) ‘* City of Cincinnati, Director of Office of Environmental Sustainability (Larry Falkin) ‘Schedule: Will begin in July 2019 and be completed in March 2020. \cinnati, Graphic Designer/Di Cincinnati Streetcar Transition Plan 7(@ 20*METRO cincinnati Develop Customer Information The City will develop electronic, printed and on-street customer information about streetcar services in line with its existing systems for customer information. This will include online schedules, maps, integration into a mobile application, and printed schedules. Responsible Parties: * City of Cincinnati, Communications Director (Casey Weldon) + City of Cincinnati, Graphic Design & Communications, Department of Community and Economic Development (Kait Bell) ‘+ City of Cincinnati, Supervising Graphic Designer, Department of Transportation & Engineering (Laura Martin) ‘* City of Cincinnati, Graphic Designer/Digital Specialist, ETS (Emily Heekin) ‘© City of Cincinnati, Senior Administrative Specialist, Department of Public Services (Courtney Hauser or Jude Johnson) ‘Schedule: Will begin July 2019 and will be completed in December 2019. Develop Customer Service Procedures ‘The City will integrate streetcar information into its existing customer service procedures. This will include developing information and training for customer service representatives to be able to answer questions about the streetcar at the same level of detail they currently do for all City public services. Responsible Parties: * City of Cincinnati, CAGIS Representative (Raj Chundur) ‘+ City of Cincinnati, Communications Director (Casey Weldon) * City of Cincinnati, Director of Public Services (Jerry Wilkerson) * City of Cincinnati, Director of Enterprise Technology Solutions (Jack Johnson) * City of Cincinnati, Employment and Training Supervisor (Lisa Auciello) ‘Schedule: Will begin in July 2019 and be completed in December 2019. 4.10 Finance This task encompasses planning for streetcar finances in the future and the transition of financial information from SORTA to the City of Cincinnati It includes setting up the transition costs, first year operations budgets, transferring existing, relevant contracts, and future operations cost estimates. Prepare Transition Budget This task will estimate all transition personnel hours and activities, equipment, and security. Budget for items including, but net limited to staffing; security services; utilities for facilities: equipment for staff, tools, protective equipment, uniforms, technology equipment to integrate the City system and training supplies and contracted services. Responsible Parties: © City of Cincinnati, Director of Finance (Karen Alder) Cincinnati Streetcar Transition Plan 18( 20*METRO cincinnati © ‘+ City of Cincinnati, Assistant City Manager (Chris Bigham) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) © SORTA, Chief Financial Officer (Michelle Jeng) ‘Schedule: Began July 2019 and will be completed in December 2019. Prepare First Five Years of Operating Maintenance Budget The City's estimation of costs for operation and maintenance of the streetcar system will differ significantly from current costs to SORTA. By pursuing an embedded approach, the City will be able to leverage existing administrative staff to oversee various tasks of streetcar operations that do Not require a full-time employee. The City will also be able to leverage existing resources and facilities to support streetcar maintenance and operations. Therefore, the estimated operations and maintenance budget for the first five years of City management of the streetcar will be built using City equipment and staff costs. This budget should include costs for all direct, indirect and contracted services. Responsible Parties: * City of Cincinnati, Director of Finance (Karen Alder) ity of Cincinnati, Assistant City Manager (Chris Bigham) * City of Cincinnati, City Deputy Director of Streetcar Services (Travis Jeric) * SORTA, Chief Financial Officer (Michelle Jeng) ‘Schedule: Began July 2019 and will be completed in December 2019. Develop Non-Fare Revenue Procedures This task includes reviewing and/or updating policies and procedures regarding revenue handling procedures that account for other sources of revenue (other than fare) for the streetcar system; Which includes, but is not limited to, naming rights, advertising, FTA funds, VTICA payments, and charter service payments. Responsible Parties: ‘* City of Cincinnati, Finance Director, Department of Finance (Karen Alder) ‘* City of Cincinnati, Assistant City Manager (Chris Bigham) ‘© City of Cincinnati, City Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Will begin in Summer 2019 and will be completed By March 2020. Develop Streetcar Expenses Procedures This task includes reviewing and/or updating policies and procedures regarding expenses for the streetcar system; which includes, but is not limited to, paying vendors (Duke and Pixels and Dots), managing the Transdev contract, paying Transdev, managing the advertising contracts, and banking procedures related to the streetcar. Responsible Parties: * City of Cincinnati, Finance Director, Department of Finance (Karen Alder) * City of Cincinnati, Assistant City Manager (Chris Bigham) ‘+ City of Cincinnati, City Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Will begin in Summer 2019 and will be completed By March 2020. 19© g0*METRO cincinnati Develop Streetcar Reporting Procedures This task consists of Monthly financial statement preparations and reporting responsiblties related to the streetcar. Responsible Parties: of Cincinnati, Finance Director, Department of Finance (Karen Alder) ‘+ City of Cincinnati, Assistant City Manager (Chris Bigham) ‘© City of Cincinnati, City Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Will begin in December 2019 and will be completed By March 2020. 4.11 FTA Assets and Programs This task identifies existing FTA programs and assets applicable to the streetcar and transfers those grants, with corresponding responsibilities, to the City. Identify and Develop Transfer of FTA Asset Share This task will require close coordination with SORTA to transfer all assets, including but not limited to the floor wheel truing system, transit master equipment and TVMs, with all required information, such as original cost, federal share, and others deemed necessary. SORTA will provide assets and associated information for each asset as required by FTA standards. The City will integrate these assets into the City system. Responsible Parties: * SORTA Grants Manager (Mary Huller) '* City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) © City of Cincinnati, Transit Coordinator (Paul Conway) ‘Schedule: Began July 2019 and will be completed in March 2020. Identify and Develop Transfer of Existing Grant Programs This task will require close coordination with SORTA to transfer all open grants and grant applications, including current funding source for any matching funds. SORTA will provide assets and associated information for each asset as required by FTA standards. The City will integrate these assets into the City of Cincinnati system. Responsible Parties: ‘+ SORTA Grants Manager (Mary Huller) + City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘© City of Cincinnati, Transit Coordinator (Paul Conway) 412 Update FTA Grantee Status This task encompasses the City updating its status as an FTA Grantee and specific required tasks and steps with a detailed schedule. Cincinnati Streetcar Transition Plan© gO*#METRO CINCINNATI Cc Obtain FTA Grantee Info and Develop Schedule This task will require close coordination with the FTA to obtain all required information and develop a schedule to meet 2020 deadline. Responsible Parties: * City of Cincinnati, City Transit Coordinator (Paul Conway) * City of Cincinnati, City Deputy Director of Streetcar Services (Travis Jeric) ‘+ SORTA Grants Manager (Mary Huller) ‘Schedule: Began July 2019 and will be completed in December 2019. File Updates with FTA This task will require close coordination with the FTA to file completed paperwork on time for the City to update its FTA Grantee status and ensure everything is in good standing, Responsible Parties: ‘© City of Cincinnati, Transit Coordinator (Paul Conway) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Begin in November 2019 and complete in March 2020. 413 Legal ‘This task encompasses legal representation and legal issues with the City becoming an FTA Grantee and both the transition and ongoing management of the streetcar system, Legal Representation During Transition This task will require close coordination with the Deputy Director, FTA and SORTA’s legal counsel to obtain all required contractual amendments; including but not limited to assignment of the Transdev contract, amendment to the OMIGA, legal counsel to FTA and advice regarding application, possible litigation, assignment of all vendor contracts and adjustments to the VTICA process. This task also includes drafting and submitting all necessary Ordinances for City Council approval, Responsible Parties: * City of Cincinnati, Sr. Assistant City Solicitor (Drew Marksity) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘* City of Cincinnati, Chief of Staff / Managing Counsel (Andrew Garth) ‘© SORTA Outside Counsel (Vorys law firm) ‘Schedule: Began July 2019 and will be completed in December 2019. Legal Representation Following Transition This task will require close coordination with the Deputy Director to address all ongoing legal issues, possible litigation and contractual adjustments. This task also includes drafting and submitting all necessary Ordinances for City Council approval Responsible Parties: * City of Cincinnati, Sr. Assistant City Solicitor (Drew Marksity) Cincinnati Streetcar Transit 2(@) 20*METRO CINCINNATI Cc ‘* City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Begin in December 2019 and complete in March 2020. Insurance Coverages This task will require close coordination with the SORTA and the City’s Risk Management team to ‘ensure proper insurance coverage for the streetcar system. Responsible Parties: * City of Cincinnati, Risk Manager (Deborah Wyler Allison) ‘* City of Cincinnati, Sr. Assistant City Solicitor (Drew Marksity) * City of Cincinnati, Deputy Director of Streetcar Services (Travis Jeric) ‘Schedule: Begin in December 2019 and complete in March 2020. “Cincinnati Streetcar Transition Planic g0*METRO cincinnati 5.0 APPENDIX A: DEPARTMENT SPECIFIC ACTIVATION PLANS 5.1 Staffing and Training Transition Plan The responsibilities for determining staffing needs, coordinating with existing SORTA streetcar employees, onboarding, and training new City streetcar staff are shared across multiple departments and offices. The City has identified a transition committee to coordinate associated tasks across the various departments and offices within the City. City HR, DOTE, Public Services, Finance, Budget and Streetcar Services are working together to complete the following with regards to staffing prior to September 1, 2019: - Determine staffing needs within existing structures and making recommendations for new roles to be filled by existing staff, as needed - _ Transdev to maintain streetcar training programs for streetcar maintenance, operations, supervision, and dispatch - Incorporate all new staffing needs into the FY 2021 budget - Onboard any necessary new hires ‘The departments and offices managing the scope of responsibilities includes: * Human Resources * Transportation & Engineering ‘+ Public Services + Finance + Budget + Enterprise Technology Solutions/CAGIS + Economic & Community Development * Environmental Sustainability + Streetcar Services The City’s Budget Department will receive all requested new staff positions under the streetcar and begin working through the budget for FY 2020 and FY2021 Transdev will continue the training programs for Streetcar operations and is coordinating with the City to adapt and leverage existing training programs. Transdev supervisors are already in place who are knowledgeable and can operate the streetcar during transition. As part of the transition, the City does not anticipate any new represented positions for maintenance technicians or streetcar operators. However, City HR will identify eligible candidates for City hiring and develop a communications and onboarding plan for new City staff. Cincinnati Streetcar Transition Plan 23© 20*METRO cincinnati 5.2 ance Department Transi ‘The Budget and Finance Departments will play four critical roles during the transition of the Streetcar into the City: - Budgeting - Grants Management - Federal Share of Assets = Accounting The City's Budget Office will absorb the financial duties of the streetcar and integrate it with the existing structure of the City Finance Department, The City’s Budget Office will lead development of the annual cost estimates and 5-year capital budget for the Streetcar, with a goal of reducing annual costs from current levels. Many of the savings will come from embedding streetcar operations and administration into the City’s organizational structure. Budgeting and capital plans for the Streetcar will be based on City costs and input from manufacturers regarding the necessary preventative maintenance required on the various parts of the system. The City will work directly with SORTA’s grant office to determine which funds were provided to SORTA and the City that need to be transitioned completely to the City, whether it be the federal Congestion Management and Air Quality Improvement (CMAQ) program. SORTA's grant office will ead the transition of the grant obligations and responsibilities during the transition. The City will work to ensure they are set up according to FTA requirements as an FTA certified grant recipient to assume all grant obligations and responsibilities associated with the Streetcar, and that any transitioned grant funds are spent in accordance with grant requirements and the original award. As required by FTA, the City will review any and all assets acquired by SORTA during its. management of the streetcar system and incorporate them into the City’s asset management system with all required attributes. Using information provided by SORTA and various records, the City will standardize the reporting of all streetcar assets and record the federal share of applicable assets. The City’s accounting system will be set up to accurately reflect the costs of transition, mobilization, normal operations, and ongoing capital expenditures for the streetcar. These costs will be funded through an additional funding Ordinance to be submitted and passed by City Council, which will essentially authorize the City to proceed with the transition. 5.3 Maintenance Department Transition Plan Maintenance of the streetcar will not be affected by the transition from SORTA to the City. Transdev will maintain maintenance responsibilty throughout the transition. The only change will be the assignment of the Transdev Agreement from SORTA to the City, which is currently scheduled to take effect on January 1, 2020. “Cincinnati Streetcar Transition Plan 24@® go*METRO cincinnati 5.4 Operations Department Transi Operations of the streetcar will not be affected by the transition from SORTA to the City. Transdev wil maintain operations responsibility throughout the transition. ‘The only change will be the assignment of the Transdev Agreement from SORTA to the City, which is currently scheduled to take effect on January 1, 2020. 5.5 Safety and Security Department Transition Plan The City has critical tasks to complete prior to the final transition date. The City needs to identify its Chief Safety Officer who is certified to State/Federal requirements. The City anticipates itwill utilize a majority of SORTA’s state approved SOPs that will be modified to meet State/Federal requirements. 5.6 Public Information and Marketing Department Transition Plan The City is working to provide accurate information regarding the transition of the streetcar from SORTA to the City. There are three major areas the City will focus on with regards to Public information and marketing: - Customer Information = Customer Service Media Relations ‘The City will relay necessary information for using the streetcar with notice to riders and potential riders including any changes to fares, service hours, frequency, or other service impacts. Information will be provided in a timely and convenient manner so that all riders and Potential riders are aware of the impacts to usage of the streetcar. The City’s Citizen Service Request (CSR) representatives will take on inquiries regarding the streetcar as of January 1, 2020. This includes any customer calls with questions, comments, or issues regarding schedule, fare malfunction, safety concerns, or any other issues that arise for customers. The City’s CSR representatives are already trained in how to address customer questions and concerns. They will be trained on streetcar-specific issues prior to January 1, 2020. Information regarding the correct phone number to call for Citizen Service Requests will be published along with all customer information so itis clear that riders should no longer call the SORTA number. The City will work through its Office of Communications to announce, at several intervals, the transition and impacts to riding. This will be done in coordination with businesses along the alignment, various news and media outlets, and through social media to provide notice of the changes. Additionally, the City will work through a relaunch strategy and branding that will be announced after the January 1, 2020 transition. The relaunch and branding of the streetcar are not in the critical path for the January 1, 2020 transition, but will be completed within a year of the transition. 6.0 APPENDIX B: TRANSITION PLAN SPREADSHEET "Cincinnati Streetcar Transition Plan 25