TO:        TAC  Members                                  DATE:     Wednesday, November 24, 1999

FROM:  Sue Ann Fitch                                              (HAPPY THANKSGIVING!!)

_____________________________________________________________________

     The monthly meeting of the Transit Advisory Committee (TAC) was held at the Grand County EMS Offices, Granby, Colorado on November 4, 1999.  In attendance were:  Sue Ann Fitch, Wm. Kent Crowder, Dennis V. Brinker, Gary N. McGraw, Ingrid Karlstrum, Barbara Hopwood Douglas, Kent Meyer, Lurline Underbrink Curran, Janet Aley, Andrew Cuckney, Debbie Campbell, Chuck Swanson, Jim Gerton, Becky Swatzell, Denise Hiscocks, James Newberry, Duane E. Dailey, Jim Cervenka, Tom Sifers and Gary Steffens.

1.                Formalities:  The TAC meeting minutes for October 7, 1999 were reviewed & these corrections made:

         Page 1, under Committee Business, following approval of the September 8, 1999 meeting minutes.  Add  ìDecisions of the TAC will be made by consensus, not majority.î 

         Page 1, as to Funding the TDP consultant, the funds committed by the TAC members will be held in a separate interest-bearing account of the Grand County Board of County Commissioners and funds disbursed therefrom after TAC consideration and approval.

         Page 2, first paragraph, second sentence, Revise sentence to read ìDenise Hiscosks agreed to draft up a letter of commitment for use by Ad Hoc TAC members.î

         Page 2, first paragraph.  Add sentence, ìSue Ann will follow up on obtaining resolutions from voting members.î

         Page 2, add to other, ìConsideration of a consultant's approach to environmental issues will be a part, but not the focus, of the selection.î

James Newberry made a motion to accept the meeting minutes; Kent Crowder seconded the motion.  The meeting minutes, as amended, were accepted by unanimous vote.  Whether or not bylaws need to be created for the TAC was discussed and it was decided by consensus that bylaws were not necessary at this time.

2.                Confidentiality of RFP bid/proposals.  The need for keeping confidential information received from bidders/consultants during the RFP response process was discussed & as was the idea of a letter of confidentiality signed by TAC members.  The pros and cons were discussed; it was decided that a letter will not be required.  However, each TAC member is reminded to keep confidential information received in bids/proposals until (at least) the selection process is complete.  The internal financial disclosures made by bidders/proposers will remain confidential.

3.                Participation in TDP by Jackson County.  Jackson County wishes to join Grand County and participate in the TDP process, Dennis Brinker (County Commissioner) and Kent Crowder (County Administrator) attended this meeting.  Consensus was that it was to the mutual benefit of both counties to proceed in a joint, regional transit planning, process.  The RFP will be modified to include Jackson County in all tasks (except for the coordination of existing transit service providers/services), but to emphasize that each task will be greatly simplified by Jackson County's smaller population, fewer population centers and limited number of existing transit providers (2).  The GIS capabilities and coordination possibilities of both counties was discussed.  As to a working organizational structure incorporating both counties, James Newberry suggested reviewing the Routt/Moffat County structure --  Debbie Campbell will contact George Kwazoff of Steamboat Springs Transit  (SST) with regard to this issue.  Meanwhile, Jackson County will be a voting adjunct member of the Grand County Transit Advisory Committee.

4.             TDP Consultant Contract/Funding:  Sue Ann will contact NWCCOG and NWRTPC, and Debbie Campbell will contact SST, to obtain examples of TDP consultant contracts from which we can work to generate ours.  Sue Ann indicated that CDOT cost estimates for the TDP range from $20,000-$30,000 even for a two-county TDP.  Sue Ann informed the members of what happened during her various fund-raising/information spreading efforts to the town meetings of Granby, Fraser and Kremmling.  Granby is unlikely to participate to the requested amount of $3920; Fraser, WP, Grand Lake have committed to the requested amount & assuming budget approvals.; Kremmling is still discussing its contribution [Note:  now known to be $1000];  HSS has not been heard from; the total private entity contributions remain $15,000 ($12,000 WPRA, $1000 YMCA, $2000 SCRA).  It was decided to include Jackson County in the formula on the same basis (%population & sales tax), with a resulting contribution of $3500 to which Jackson County will commit.

5.                NWCCOG/CDOT Grants.  NWCCOG grant requests are due by 11/19 and are for a maximum of $3000.  Denise Hiscocks offered to help Sue Ann write the grant request which, it was decided, would be to assist in the expected additional survey costs necessary to prepare the TDP.  WPRA and SCRA agreed to conduct their own ridership surveys in early 2000 at their own cost.  James Newberry offered to help Sue Ann with the NWCCOG presentation on 12/9/99.  CDOT ß5313 fund applications are due 11/30/99.  The purpose of the funds is for planning, and updating existing TDPs gets first priority.  We are somewhere between an update (of the Grand County 1986-1990 TDP) and a new TDP (Jackson County has never had a TDP), so it is unknown where our request will fall in the priorities.  The total program allocation for the entire state is $145,000.  It was decided by consensus that since we have the TDP consultant's costs covered by commitments, to request $15,000 (estimated to be or less of the expected total) for the administrative support (training, etc.) and expenses which the TAC members will incur to support getting the highest quality TDP.   A first draft has been circulated among the voting members and will be discussed after adjournment of the regular TAC meeting.  [Note:  after that discussion, a second draft application will be circulated]

6.             AD HOC TAC MEMBER LETTER OF COMMITMENT.  The draft commitment letter prepared by Denise Hiscocks was approved by consensus without changes.  Every ad hoc TAC member is asked to complete one of these letters and return it to the BOCC, P. O. Box 264, HSS, CO  80451 immediately.  We still need regularly attending representatives of the towns of Granby and Hot Sulphur Springs, as well as Walden if possible.

7.                NWRTP:  Sue Ann indicated that the draft NorthWest REGIONAL Transportation Development Program was approved with some specific changes (including a Central Grand County Circulator).

8.             Existing Transit Providers Subcommittee.  Steve Saffle is the subcommittee chair.  No meetings have yet been held and it was hoped that at least one or two meetings would occur in 1999.  Gary McGraw will contact Steve about setting up a meeting.  Suggesting times preferred by other subcommittee members include at 8:30a.m. in Granby on a Monday, Thursday or Friday.

9.                Questions on RFP from Prospective Bidders:  After discussion, the TAC decided to inform prospective consultants that the range of ìproposed budgetî for the TDP is $35,000-$40,000.  This would hopefully ensure that the proposals will be targeted to our tasks/needs, provide a more consistent submittal by the consultants, and eliminate consultants who are not interested at this price range.  It was also decided that we would not take out the printing costs; this will be used during th4e contract negotiation if required.  Ditto survey costs.  The committee discussed the other questions submitted by prospective consultants and approved various responses.  Deadlines revised to:   RFP bids due 12/10/99 and contract awarded by 2/15/00.  Each bid will be reviewed and evaluated by a minimum of 3 TAC members.  Ingrid Karlstrom and Gary Steffens volunteered to help the existing RFP group, if needed.

10.                Bid/Proposal Evaluation Form  The TAC discussed various ideas on simplifying the bid/proposal evaluation draft form prepared for its consideration.  The following changes were agreed to:

         Understanding of Project:  Change each to 1-5 pts; add ìDemonstrates recognition of Grand/Jackson Counties' unique needs/character.î

         Overall Technical Approach:  Change ëEach of Identified Tasks,' ëClarity,' and ëOriginality' to 1-5 points each; Combine the eight tasks under ëConcise plan to develop' and make the entire group eligible for 1-5 points; Retain the optional ± 0-2 points for ranking ëexcellence of proposed technical approach.'

         Personnel Qualifications:  Combine the first two elements for a total of 1-10 points; Revise text for remaining element to read:  ìStated commitment of appropriate quality/quality of personnel for primary consultant and subcontractorsî and increase points for this subsection to 1-10.

         Cost of Service and Schedule:  Change first element to 1-5 point value; change second element to 1-15 point value; revised second element to read:  Meetings and data collection scheduled to meet Grand and Jackson County, and TAC, needs.î

         References:  Eliminate ëoverpromise/underdeliver?' and ëtimeliness of product delivery;' Revise points for three remaining elements to 1-5 points each.

11.                Adjournment/Next Meeting.  The meeting was adjourned at 8:20p (and the voting members met thereafter to discuss the draft CDOT ß5313 grant application0.  The next meeting will be held at 6:00 p.m. on Thursday, December 2, 1999 at the Grand County EMS Offices, 81 W. Agate, Granby, Colorado.