Access Services Board of Directors November 17, 2014 ...accessla.org/uploads/files/Board111714_Handouts.pdf · Peachtree Accounting ... Reporting ERP software implementation costs

Access Services Board of DirectorsNovember 17, 2014

PowerPoint Handouts

Financial Software ERP Migration


What is Financial Software/ERP?

• Financial & Procurement are key modules

• A Suite of integrated business applications

• Two separate contracts –Implementation and Software

Existing Systems

• Sage 50 Complete Accounting & 500+ spreadsheets

• Acquired 20 years ago as Peachtree Accounting

• No procurement application in place

Proposed Financial ERP System

• Request for Proposal issued in July• Three finalists were chosen from six proposers

• Oracle earned the highest score• Cloud based

Cost

Implementation Cost: $149,320

7 Year Average Subscription Yearly Cost: $45,540

7 Year Subscription Total Cost: $318,780

Grand Total: $468,100

Impact on budgetFY14/15 $100,000 BudgetedFY15/16 – FY21/22 $368,100 Incorporated

Project Timeline

Board Approval November 17th, 2014

Contract Award November 28th, 2014

Contract Begins January 2nd, 2015

Oracle System Starts May 1st , 2015

Sage 50 System phase out June 30th, 2015

Oracle Fusion Live July 1st, 2015

Recommendation

• Authorize staff to execute a contract for Financial Reporting ERP software services beginning January 1, 2015 through December 31, 2021 with Oracle America, Inc. in an amount not to exceed $318,780.

• Authorize staff to execute a contract for Financial Reporting ERP software implementation costs beginning January 1, 2015 through December 31, 2021 with Intelenex, Inc. in an amount not to exceed $149,320.

Questions/Comments?

Metro Logo IntegrationAccess Services Board of Directors

November 17, 2014

FY 14/15 Memorandum of Understanding

In conjunction with LACMTA's Communications - MarketingDepartment, Grantee shall place a notice in its vehicle designand marketing materials for the purposes of communicatingthat the Grantee receives financial support through LosAngeles County sales taxes approved by voters. The vehicledesign shall display LACMTA's "Metro" logo on all Grantee-owned vehicles and service vehicles owned/operated by theGrantee's contractors. LACMTA shall approve final logo sizeand location. The final vehicle design is subject to approval bythe Access Services Board of Directors.

Access is c to safety.

You’ll see that commit as you talk to our team board the vehicles an destination. And we n committed as well. He things you can do to e of yourself and others:

> Take extra care gettiof the vehicle> Please ask for assist> Cooperate with youproperly securing ydevice and belongi> Do not distract the dresponsibility is drivi> Check that your seashoulder harness ar andworn correctly> Stay seated while th inmotion

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As an Access customer, you are eligible for the Free Fare program, so you can ride most bus and rail systems within Los Angeles County, including Metrolink, for free. Just present your Access Rider ID Card as fare whenyou board. You don’t have to register, and using the Free Fare program does not affect your eligibility for Access paratransit.

For a list of Free Fare participants, please see our website at asila.org/ FreeFare. For help planning your trip, call 323.GO.METRO (323.466.3876)or visit metro.net.

Please note that some systems charge personal care assistants (PCAs) a fare when traveling with an Access customer.

Access ServicesPO Box 5728El Monte, CA 91734asila.org

Free Fare meansfreedom to go.

Help us make Access a safe and enjoyable experience for everyone.

> Abusive behavior, including sexual harassment, will not be permitted

> Do not remove or refuse to properly wear your seatbelt

> No eating, drinking or smoking in vehicles

> Anyone under the influence of alcohol or illegal drugs will not be allowed to ride

> Do not operate or tamper with any Access Services equipment on board a vehicle

The mission of Access Services is to promote access to all modes of transportation and provide qualityand safe ADA paratransit service on behalf of public transit agencies in Los Angeles County. Your safety is a priority for Access.

For more information, visitasila.org/riding_access.

Access Rider’s Rules ofConduct

Access ServicesPO Box 5728El Monte, CA 91734asila.org

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Even though you may not be eligible for our full services, we understand you still need to get around. Andwe can help. As part of the Access Mobility Management Program,a Mobility Counselor will be calling you to discuss:

> Learning how to use bus and rail> Bus and rail routes near you> Discounted senior/disabledID cards> CityRide, Dial-A-Ride and other services

If you have questions about these options and have not received a call from a Mobility Counselor, please feel free to call us at 213.270.6066. Your questions are important to us, so if we don’t pick-up, please leave us a message and we will return your call.

We still have options for you.

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mmunity South Coast AQMD21865 Copley Dr Diamond Bar, CA 91765

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Access Services2014 Community Meeting Schedule

Santa Clarita Region Southern Region Eastern Region

Saturday, February 1 12pm– 2pmNewhall Library24500 Main StSanta Clarita, CA 91321

Antelope Valley Region

Wednesday, February 5 12pm– 2pmLancaster Library 601 W Lancaster Bl Lancaster, CA 93534

Access Services PO Box 5728 El Monte, CA91734-

Saturday, February 811am–1pm (English)3pm– 5pm (Spanish)

Barbara J. Riley Co Center7810 Quill DrDowney, CA 90242

Northern Region

Saturday, February 10am–12pm (Eng 2pm– 4pm (Spanis Encino Community 4935 Balboa BlEncino, CA 91316

Saturday, February 22 11am–1pm (English) 3:30pm– 5:30pm (Spanish)

Come to a Community Meeting in your area.Meet the Access Team.

These meetings are not mandatory and free rides will be provided. To request

special accommodations including Braille,Sign Language or Spanish translation, call Access Customer Support at 1.800.827.0829, TDD 1.800.827.1359at least three (3) business days in advance of your meeting.

Information is also online at accessla.org.

Non-Profit OrgU.S. Postage PAIDEl Monte, CAPermit No. 34

Access ServicesPO Box 5728El Monte, CA 91734-1728

Access Services2014 Community Meetings

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We wish to extend our sincere apologies for any negative ex you may have had while using Services. This postcard will ser confirmation that we have rece your concern. Please know tha complaint will be investigated a as a tool to improve service qu

If you have additional questio concerns, or would like to kno

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Access ve as ivedt your nd used ality.

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ns or w howyour complaint was resolved, feel freeto contact Access Customer Support at1.800.827.0829, TDD 1.800.827.1359,Monday– Friday, 8am– 5pm. Be sure to mention your complaint number and date shown on the label.

Thank you for contacting Access Services.

Access ServicesPO Box 5728El Monte, CA 91734

Thank you.Your feedback helps us provide better service.

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How do I apply to use Access?To apply, download an application online at accessla.org or call Access Customer Service at 800.827.0829 or800.827.1359 (TDD).

Questions? Please call Access Customer Service at 800.827.0829;800.827.1359 (TDD).

What is Access Services? Access Services is a public transit agency dedicated to providing quality transportation services for people with disabilities in Los Angeles County who are unable to use the bus or train for some or all of their trips. Our services and programs are mandated bythe Americans with Disabilities Act (ADA). Access is a formof public transportation and is a shared ride, curb-to-curb service.

Who is eligible to use Access?Eligibility to use Access is based upon one’s abilityto use accessible buses and trains. Eligibility is determined by an in-person evaluation, which assesses the ability ofa person to:

> Get to and from the bus;

> Get on and off an accessible bus;

> Understand which bus to get onand when to get off a bus.

Eligibility to use Access isnot based solely on disability, age, or medical diagnosis.Someone’s perceived inconvenience, their real inconvenience, or their desire to simply use analternate form of transportation are not criteria used toassess eligibility.

What else should I know about Access?> Access is a curb-to-curb shared ride service, meaning several riders may ride in the same vehicle and riders must meet the vehicle at their curb instead ofat their door.

> The one-way fare is based on the distance you travel. Visit our website at accessla.org for current fares.

> Access is a “next day” service; you must call and make a reservation the day before you ride.

> Access provides service within ¾ mile on either side of fixed-route bus and rail lines in L.A. County. The address that you want to travel from or to might not be in our service area.

How do I apply to use Access?To apply, download an application online at accessla.org or call Access Customer Service at 800.827.0829 or800.827.1359 (TDD).

Questions? Please call Access Customer Service at 800.827.0829;800.827.1359 (TDD).

Access gives me the freedom to go.

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Access Services2009 Federal Reauthorization Priorities

Access Services is seeking additional funding to complete its integration into the Los Angeles County Transit Access Pass (TAP) system. This funding would pay for equipment and other costs that would enable our customers to use their TAP cards on Access vehicles to pay their fares.

Access is in the process of completing phase one of this project, which will provide our customers with a joint Access ID/TAP card that will enable them to use the TAP-enabled fixed route in Los Angeles County. The card has been designed and is waiting for final approval from Metro. It will be issued shortly to our 70,000 customers as they renew their Access eligibility or upon request.

Access Services is seeking federal funding to begin the conversion of its 520 vehicle, gasoline-fueled fleet to compressed naturalgas (CNG) vehicles. Access plans to convert one of its four major Los Angeles basin regional operators to CNG which will require the purchase of 110 vehicles and fueling infrastructure. To our knowledge, this would be one of the first large-scale deployments of CNG paratransit minivans in the country.

We anticipate, given that CNG offers a substantial fuel cost savings over gasoline, that we will realize significant operational savings from the use of CNG vehicles. Further, CNG offers a 20- 30% reduction in greenhouse gases and, since it is domestically- produced, lessens our reliance on foreign oil.

Access Services is a public transit agency that provides Americans with Disabilities Act (ADA) transportation in Los Angeles County on behalf of 46 fixed-route transit agencies.

First Priority Request

$1.865 million for the second phase of the Transit Access Pass (TAP) integration project

Second Priority Request

$4.4 million for the Compressed Natural Gas (CNG) Fleet Conversion project

About Access Services

Access ServicesPO Box 71684Los Angeles, CA 90071-0684

Shelly VerrinderExecutive Director213.270.6000

[email protected]

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Access Services2009 Federal Reauthorization Priorities

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Access ServicesPO Box 71684Los Angeles, CA 90071-0684

Shelly VerrinderExecutive [email protected]

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Access Services

2014 Community Meetings

Santa Clarita RegionSaturday, February 1 12pm– 2pmNewhall Library 24500 Main StSanta Clarita, CA 91321

Antelope Valley RegionWednesday, February 5 12pm– 2pmLancaster Library 601 W Lancaster Bl Lancaster, CA 93534

Southern RegionSaturday, February 8 11am–1pm (English) 3pm– 5pm (Spanish) Barbara J. Riley Community Center 7810 Quill DrDowney, CA 90242

Northern RegionSaturday, February 15 10am–12pm (English) 2pm– 4pm (Spanish) Encino Community Center4935 Balboa BlEncino, CA 91316

Eastern Region

Saturday, February 22 11am–1pm (English) 3:30pm–5:30pm (Spanish)South Coast AQMD 21865 Copley Dr Diamond Bar, CA 91765

West/Central RegionSaturday, March 8 11am–1pm (English) 3pm– 5pm (Spanish) Westchester Senior Citizen Center8740 Lincoln BlLos Angeles, CA 90045

Come to a Community Meeting in your area. Meet the Access Team.

These meetings are not mandatory and free rides will be provided. To request special accommodationsincluding Braille, Sign Language or Spanish translation, call Access Customer Support at 1.800.827.0829, TDD1.800.827.1359 atleast three (3) business days in advance of your meeting.

Information is also online at accessla.org.

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Access Services

Reuniones comunitarias 2014

Región de Santa ClaritaSábado, 1ro de febrero 12pm– 2pmNewhall Library 24500 Main StSanta Clarita, CA 91321

Región del Valle de Antelope

Miércoles, 5 de febrero 12pm– 2pmLancaster Library 601 W Lancaster Bl Lancaster, CA 93534

Región del SurSábado, 8 de febrero 11am–1pm (inglés) 3pm–5pm (español) Barbara J. Riley Community Center 7810 Quill DrDowney, CA 90242

Región del NorteSábado, 15 de febrero 10am–12pm (inglés) 2pm– 4pm (español) Encino Community Center4935 Balboa BlEncino, CA 91316

Región del Este

Sábado, 22 de febrero 11am–1pm (inglés) 3:30pm– 5:30pm (español)South Coast AQMD 21865 Copley Dr

Diamond Bar, CA 91765

Región del Oeste/CentroSábado, 8 de marzo 11am–1pm (inglés) 3pm– 5pm (español) Westchester Senior Citizen Center8740 Lincoln BlLos Angeles, CA 90045

Access Services PO Box 5728 El Monte, CA 91734-1728 accessla.org

Asista a una reunión en su área.Conozca el equipo de Access.

Estas reuniones no son obligatorias y viajes gratuitos a las reuniones estarán disponibles cuando haga su reservación. Para solicitar adaptaciones especiales, incluyendo braille, lenguaje de señas o traducciónen español, llame al Servicioal Cliente al1.800.827.0829,TDD 1.800.827.1359,por lo menos tres (3) días hábiles antes de su reunión.

La información también está disponible en nuestro sitio web accessla.org.

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Access Rider’s Guide Access Quick-Start Guide

How to Schedule Your Ride

1Call the Reservation Line the day

before you need a ride:

1.800.883.1295

TDD 1.800.826.7280

> Call between 6am and 10pm

> Be sure you know the number of

your service region (see

p. 35 of your Rider’s Guide)

2We will ask you for:

> Your Access Rider ID Number

(p.7)

> Your street address (where you

want to be picked up)

> Your destination address

(where you are going)

> Information about your mobility

device (p. 23) and/or service animal

(p.18)

> The number of people

traveling with you, if any

> The day and time you want to be

picked up

> The cross-street or landmarks at

your pick-up address

> Your phone number, if you want a

“Call-Out” (p. 9)

3Remember that you must ask for a

return trip, if you need one.

4You will receive:

> Your pick-up time (p. 8)

> Your confirmation number

(continued)

Access ServicesPO Box 5728

El Monte, CA 91734 ®

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Questions?

2014 Triennial Audits


What is a Triennial Review?

• Triennial review of federal grantees• Access participates annually

• Ensure grantees and contractors are compliant with federal rules• 14 categories, hundreds of rules

• Conducted by consultants selected by FTA

Trends in Triennials

• Current FTA is much more strict

• Civil Rights statutes a point of emphasis• ADA• Title VI• Disadvantaged Business Enterprise (DBE)• Equal Employment Opportunity (EEO)

Item 11No Show Policy Revisions


No Show Policies

• Current No Show policies• Late cancellation• Not at the curb• 6 No Shows in 60 day rolling period• Possible suspension

• FTA Findings• Policy does not take into account frequency of

travel• Suspension policy is not reasonable• Subscription trip cancellation policy is not

reasonable• First time these policies have been questioned

No Show Policies

• Proposed schedule:

Take the issue and options to our advisory committees inNovember and December.

Take the issue and options to our Member Agencies at aproposed meeting in December.

Based on this feedback, staff will present a proposedpolicy to the Access Services Board of Directors forapproval at the February Board meeting.

From there we would submit the No Show policy for FTAapproval and implement accordingly after receivingapproval.

Questions/Comments?

Item 12Access Fares


Fare Policies

• Access has had a coordinated fare for the last 20 years

• Benefits:• Simple to administer• Easy for customers to understand

• 2005 Triennial Findings led to current methodology• Sample of 1,200 trips

Fare Policies

• Methodology communicated to FTA Office of Civil Rights in 2006

• No findings until now

• Finding that Access fare is more than twice the fixed-route base fare for some member agencies

Fare Policy Options (Dynamic Fare)

Move to a dynamic fare system in which fares foreach trip will be calculated using the trip planneron www.metro.net or www.go511.com. TheAccess fare may be double the lowest farequoted. Trips that cannot be provided by fixedroute services may be denied.


• Impact of a dynamic fare system

• Strict compliance with current regulations

• Higher fares?• Varying fares for same trip• Regional trip denial?• Coupon issues• Technical issues/Fare rules


Metro.net found 12 trips leaving from EL MONTE to WESTWOOD at 8 am.

Lines Depart Duration Fare TransferFoothill Transit 481/Metro Rapid Line 720 810 1:25 $3.25 $0.50Metro Silver Line/Metro Rapid Line 720 800 1:40 $2.50 TAP ‐ FreeFoothill Transit Silver Streak/Metro Rapid Line 720 809 1:35 $2.95 $0.50Foothill Transit 481/Metro Local Line 20 810 1:50 $3.25 $0.50Metro Silver Line/Metro Local Line 20 800 1:49 $2.50 TAP ‐ FreeFoothill Transit Silver Streak/Metro Local Line 2 809 1:54 $2.95 $0.50Metro Silver Line/Metro Local Line 2 800 1:55 $2.50 TAP ‐ FreeFoothill Transit Silver Streak/Metro Local Line 20 809 2:04 $2.95 $0.50Metro Silver Line/Metro Local Line 4 800 2:12 $2.50 TAP ‐ FreeMetro Rapid Line 770/Metro Rapid Line 720 802 2:10 $1.75 TAP ‐ FreeFoothill Transit Silver Streak/Metro Local Line 4 809 2:03 $2.95 $0.50

Fare Policy Options (Regulatory Change)

Given that the Americans with Disabilities Act (ADA)regulations encourage a coordinated paratransitplan but do not address a coordinated paratransitfare, direct staff to seek legislative or regulatorychanges to allow for a coordinated fare whenoperating under a coordinated plan.

Fare Policy Options (Regulatory Change)

• ADA regulations encourage coordinatedsystems but are “silent” on coordinatedfares

• Legislative/regulatory change wouldsolve the problem but there is noguarantee of success

• Meeting with FTA on December 2nd

Fare Policy Options (Member Agency Fares)

Require all member agencies to have aminimum base fare or adopt a unifiedfare structure in order to set a compliantregional fare for ADA paratransit service.

Questions/Comments?

Item 13Origin to Destination


Origin to Destination

• Access must provide “Origin to Destination” service

• Door to door

• Based on 2005 DOT “guidance”

• If the region funds the added cost, Access is prepared to comply

Recommendations

Create an Ad Hoc Regional Paratransit WorkingGroup comprised of riders, transportation serviceproviders, member agencies, interestedstakeholders, and Access staff. The AccessChairperson will make the final determination on theappointment of members to the ad hoc group.

Direct the ad hoc group to develop policies andprocedures on how origin to destination will beimplemented throughout Los Angeles County. Theresults shall be presented to the Access ServicesBoard of Direction for concurrence.

Recommendations

Once the policies and procedures have beenapproved, Access will retain HDR Engineering, Inc. todevelop cost projections. The cost estimates will bedeveloped by using the proposed policy and bystudying the experiences of other agencies who haveimplemented origin to destination service. The costprojections will be presented to the Access Board ofDirectors for approval.

Submit a request for funding to the Los AngelesCounty Metropolitan Transportation Authority (Metro)in their role as the regional planning and fundingauthority for full funding of the implementation oforigin to destination service.

Recommendations

Conduct a thorough public participation process asrequired by the ADA regulations on the proposedchange of adding origin-to-destination service to theexisting service model.

Present an amendment to the Los Angeles CountyCoordinated Paratransit Plan to the membership ofAccess Services. If approved, submit to the FederalTransit Administration and begin the process ofimplementing origin to destination service.

Proposed Metro Long Range Strategic Plan for ADA Paratransit


Background

• Metro would like to conduct a long rangestrategic plan on ADA paratransit

• The plan would look at a variety of topics,including funding and governance

• Metro has proposed to work in coordination withAccess Services, the municipal operators andother stakeholders

Recommendation

• Direct staff to agendize this item at aproposed meeting of the membership inDecember for review and comment.

Questions/Comments?

Documents

Access Services Board of Directors November 17, 2014 ...accessla.org/uploads/files/Board111714_Handouts.pdf · Peachtree Accounting ... Reporting ERP software implementation costs