Transportation District Commission of Hampton Roads

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Location

https://zoom.us/webinar/register/WN_I154NSMGSlGYgcppiMPZag

Agenda

  1. Call to Order & Roll Call
  2. Approval of April 9, 2020, Telephonic Meeting Minutes
  3. President’s Monthly Report – William Harrell
    1. Board Updates
  4. Committee Reports
    1. Audit & Budget Review Committee – Commissioner Gray/Conner Burns, Chief Financial Officer
      • April 2020 Financial Report
      • Recommendation to approve FY 21 Operating Budget
    2. Management/Financial Advisory Committee – Commissioner Cipriano/Conner Burns, Chief Financial Officer
      • Recommendation to approve: A RESOLUTION TO AMEND THE COST ALLOCATION AGREEMENT BETWEEN THE CITIES OF CHESAPEAKE, HAMPTON, NEWPORT NEWS, NORFOLK, PORTSMOUTH, VIRGINIA BEACH AND THE TRANSPORTATION DISTRICT COMMISSION OF HAMPTON ROADS.
    3. Operations & Oversight Committee – Commissioner Rowe/Sonya Luther, Director of Procurement
      • Purchase Order No: PO0002502 – Automatic Electronic Air Sanitizers
        Recommending Commission Approval: Award of a Purchase Order to Climate Comfort Technologies to provide automatic electronic air sanitizers to HRT in the total amount of $336,600.
      • Contract No: 19-00050R Elizabeth River Ferry III Welding Repair Services
        Recommending Commission Approval: Award of a contract to Fairlead Boatworks, Inc. to provide welding repair services for the Elizabeth River Ferry III in the not-to-exceed amount of $130,255.43.
      • Purchase Order No: PO0001208 – Emergency Laptop Purchase
        Recommending Commission Approval: Award of a Purchase Order to CDW-g to provide seventy-five (75) laptops to HRT in the not-to-exceed amount of $108,705.
      • Contract No: 19-0059 – General Planning Consultant
        Recommending Commission Approval: award of a contract to Foursquare Integrated Transportation Planning, to provide general planning services. The cumulative amount of all TOs issued under this contract will not exceed $1,600,000 over the three-year period.
      • Contract No: 20 – 00070 – Hybrid Bus Allison Transmission Diagnostic and Repair Services
        Recommending Commission Approval: Award of a sole source contract to Western Branch Diesel to provide hybrid bus and Allison transmission diagnostic and repair services in the amount of $319,860 for three (3) years.
      • Contract No: 20 – 00064 – Light Rail Track Work
        Recommending Commission Approval: Award of a contract to to H & B Railroad Company, Inc. to perform track work associated with the Norfolk Light Rail Transit. The cumulative amount of all Task Orders issued under this Contract will not exceed $300,000.
      • Contract No: 20 – 00085 – Light Rail Vehicle Brake Caliper Overhaul
        Recommending Commission Approval: Award of a contract to to Knorr Brake Company to provide brake caliper overhaul services for the State of Good Repair maintenance of HRT’s LRVs in the total amount of $128,000.
      • Contract No: 19-00054R – Passenger Amenities Pressure Washing and Condition Assessment Services
        Recommending Commission Approval: Award of a contract to to ETI Environmental, Inc. to perform passenger amenities pressure washing and condition assessment services in the amount of $127,137 over a three-year period.
      • Contract No: 20-00068 Seven (7) 35’ Low Floor Diesel Buses
        Recommending Commission Approval: Award of a contract to Gillig to procure seven (7) heavy duty 35’ low floor diesel buses in the total amount of $3,533,579.
      • Contract No: 19-00057 – System Safety Support Services
        Recommending Commission Approval: Award of a contract to to ADS System Safety Consulting, LLC to provide technical safety support services. The cumulative amount of all TOs issued under this contract will not exceed $450,000 over the three-year period.
      • Contract No: 20-00067 – Thirteen (13) 40’ Low Floor Diesel Buses
        Recommending Commission Approval: Award of a contract to Gillig to procure thirteen (13) heavy duty 40’ low floor diesel buses in the total amount of $6,698,406.
      • Contract No: 20-00069 – Thirty (30) 29’ Low Floor Diesel Buses
        Recommending Commission Approval: Award of a contract to Gillig to procure thirty (30) heavy duty 29’ low floor diesel buses in the total amount of $14,727,570.
      • Contract No: 20-00063 – Vehicle Wash Equipment Maintenance, Inspections and Repair Services
        Recommending Commission Approval: Award of a contract to to Dubois Chemicals, Inc. to perform vehicle wash equipment maintenance, inspections and repair services in the amount of $132,643.50 over a five-year period.
      • COVID Recovery Plan, Keeping HRT Operational
        Recommending Commission Approval.
    4. Planning/New Starts Development Committee – Commissioner Ross-Hammond/Ray Amoruso, Chief Planning & Development Officer
    5. External/Legislative Advisory Committee – Commissioner Kanoyton/Joe Dillard, Government Relations Liaison
    6. Smart Cities & Innovation Committee – Commissioner McClellan/Michael Price, Chief Information/Technology Officer
    7. Paratransit Advisory Subcommittee – Chair Paul Atkinson Jr./Keith Johnson, Manager of Paratransit
    8. Transit Ridership Advisory Sub-Committee – Ms. Denise Johnson, Chair/Rodney Davis, Director of Customer Relations
      Written Report included in package
  5. Old and New Business
    1. Second Reading of Revision to TDCR by-laws for ARTICLE II, MEETINGS
      Section 2. Alternate Commissioners (This is in response to the direction from the Commonwealth regarding the inability of the Governor to appoint alternate Commissioners and the inability of city alternates to serve when the Governor appointee is absent).
    2. Transit Strategic Plan
  6. Comments by Commission Members
  7. Closed Session (as necessary)
  8. Adjournment

Meeting Minutes – April 9, 2020

Call to order

A quorum was attained, and Chairman Hunter called the meeting to order at 1:00 p.m.

Commissioners in attendance via Phone:

Commissioner Hunter, Portsmouth
Commissioner Gray, Hampton
Commissioner Fuller, Chesapeake
Commissioner Hamel, Chesapeake
Commissioner Pittard, VDRPT
Commissioner Kanoyton, Hampton
Commissioner Woodbury, Newport News
Alt. Commissioner Cipriano, Newport News
Commissioner McClellan, Norfolk
Commissioner Parnell, Norfolk
Commissioner Rowe, Portsmouth
Commissioner Rouse, Virginia Beach
Alt. Commissioner Reel, Virginia Beach

Hampton Roads Transit Staff in attendance:

Ray Amoruso, Chief Planning and Development Officer
Debbie Ball, Director of Finance
Amy Braziel, Manager of Operations Administration
Conner Burns, Chief Financial Officer
David Burton, General Counsel, Williams Mullen
Gene Cavasos, Director of Marketing & Communications
Brian Smith, PhD, Chief of Staff
Angela Glass,
William Harrell, President and CEO
Tom Holden, Media Relations Specialist
Keith Johnson, Paratransit Services Contract Administrator
Sibyl Pappas, Chief Engineering & Facilities Officer
Jim Price, Chief of Bus Operations
Michael Price, Chief Technology & Information Officer
Luis Ramos, Sr. Executive Assistant/Commission Secretary
Benjamin Simms, Director of Transportation & Security
Robert Travers, Corporate Counsel
Kim Wolcott, Chief of Human Resources

Others in attendance via phone:

Brian DeProfio, City of Hampton
Alt. Commissioner Inman, Norfolk
Alt. Commissioner Jackson, Portsmouth

The TDCHR meeting package was distributed electronically to all Commissioners in advance of the meeting. The meeting package consisted of:

  • Agenda
  • Summary of supporting information for Agenda
Public Comments

There were no public comments due TDCHR Meeting being held telephonically for emergency purposes.

President’s Monthly Report

Mr. William Harrell welcomed everyone to the meeting. Comments were made by Chairman Hunter and CEO William Harrell prior to the meeting starting.

Mr. Robert Travers stated that only items related to the COVID-19 and the related Essential Service Plan can be discussed on the call.

Mr. Harrell called on key staff members to provided updates on agency activities related to the COVID-19. The reports by staff included the following:

  • Ridership updates: Essential Service Plan
  • Service Adjustments
  • Future Meetings

Staff recommended to the Commission to approve the fare change effective Friday, April 10, 2020, and continuing until Wednesday, June 10, 2020, unless modified or rescinded by subsequent Motion, the Transportation District Commission of Hampton Roads, in response to the coronavirus pandemic emergency and guidance from the state, will cease charging passenger fares for its current fixed route and complementary paratransit services and that the Transportation District Commission of Hampton Roads will utilize available COVID-19 emergency state and federal funds to satisfy each Participating City’s FY20 budgeted ridership for the duration of this free fare period.

Commissioner Rouse made a motion to adopt the fare change effective Friday, April 10, 2020, and continuing until Wednesday, June 10, 2020, unless modified or rescinded by subsequent Motion, the Transportation District Commission of Hampton Roads, in response to the coronavirus pandemic emergency and guidance from the state, will cease charging passenger fares for its current fixed route and complementary paratransit services and that the Transportation District Commission of Hampton Roads will utilize available COVID-19 emergency state and federal funds to satisfy each Participating City’s FY20 budgeted ridership for the duration of this free fare period. The motion was properly seconded by Commissioner Fuller. A roll call vote resulted as follows:

Ayes: Commissioners Hunter, Gray, Fuller, Hamel, Pittard, Kanoyton, Woodbury, Cipriano, McClellan, Parnell, Rowe, Rouse, and Reel.
Nays: None
Abstain: None
Approval of the March 26, 2020 telephonic TDCHR Meeting Minutes

A motion to approve the March 26, 2020, telephonic meeting minutes was made by Commissioner Woodbury and properly seconded by Commissioner McClellan. A roll call vote resulted as follows:

Ayes: Commissioners Hunter, Gray, Fuller, Hamel, Pittard, Kanoyton, Woodbury, Cipriano, McClellan, Rowe, and Reel.
Nays: None
Abstain: Commissioners Parnell and Rouse
Old and New Business

None

Comments by Commissioners

Chesapeake– Commissioner Hamel thanked the board and HRT staff, appreciates the updates and the frequent communication.

Commissioner Fuller asked what size buses the agency is using during the limited service.

Hampton– Commissioner Gray asked what steps were being taken by staff to protect the operators.

Newport News– Commissioner Woodbury stated that her concern is with riders just riding for free and not for essential trips, how will agency prevent and monitor.

Commissioner Cipriano asked how HRT contracts are moving forward. Mr. Travers stated that HRT has the ability stated in its procurement manual to authorize the President and CEO to approve those contracts in these emergency conditions. Per the policy such contracts are also to be brought forward to be affirmed by the Commission once normal business resumes.

Commissioner Woodbury asked if a list of those contact would be provided to the Operation & Oversight Committee. Mr. Harrell stated that a list of any approved contracts during this emergency period would be provided to the entire Commission.

Norfolk– Commissioner McClellan asked what the plan was with shelters and transfer stations, will there be signage to the public and what action plans is staff doing for the bus operators.

Ms. Pappas stated that HRT is providing enhanced cleaning and disinfecting in all facilities during the day and wiping down frequently touched surfaces, including ticket vending machines. In addition, we’re doing electrostatic cleaning in every occupied facility, all transit centers, and transit vehicles. HRT has ordered 25,000 masks and face shields for operators and mechanics. Signage to encourage social distancing is also being posted. Enhanced security support in facilities will be utilized to help and encourage social distancing. Mr. Price stated that drivers are being provided additional cleaning supplies and gloves. In support of social distancing, Operations has tied off the front seats near the front of buses closest to operators and passengers are boarding the bus via the rear door. Mr. Price noted that if a crowding situation occurs, additional buses are being put in service.

Commissioner Parnell asked about the new federal funding that has been awarded and the financial forecast for the agency. Mr. Harrell stated that staff will have a comprehensive strategic approach to the utilization of these funds during the COVID crisis, which is expected to have both near-term and longer-term operating and financial impacts.

Portsmouth– Commissioner Hunter thanked staff for their updates and diligence.

Alt. Commission Jackson asked if the Health Department was aware that HRT is considering having free ridership and noted this could increase passenger loads and create a difficulty with social distancing.

Mr. Harrell stated HRT has implemented appropriate policies in alignment with state guidance and which transit properties across the country are also doing.

Virginia Beach– Commissioner Rouse thanked HRT staff for all their hard work.

Alternate Commissioner Reel thank HRT staff and is working with Ray and Planning staff with coordinate of the trolley services.

DRPT– Commissioner Pittard had no comments.

Adjournment

The meeting adjourned at 2:07 pm.

Meeting Date

May 28, 2020 1:00pm

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Location
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