JARED CHOC, MANAGER OF PLANNING AND TECHNOLOGY STEVE DICKEY, DIRECTOR OF TRANSPORTATION DEVELOPMENT

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1 For Board Meeting of January 22, 2014 Agenda Item #J.1 MEMO TO: FROM: THRU: SUBJECT: BOARD OF DIRECTORS JARED CHOC, MANAGER OF PLANNING AND TECHNOLOGY STEVE DICKEY, DIRECTOR OF TRANSPORTATION DEVELOPMENT ALLAN POLLOCK, GENERAL MANAGER FLEXTRANSIT IMPLEMENTATION REPORT Issue Presentation of FlexTransit Implementation Report. Background and Findings The Board reviewed the work of Paradigm Planning s Capturing the Ride research and discussed the possibility of flexible transit at the June 9, 2014 work session. The Capturing the Ride final report was formally accepted at the June 26, 2014 board meeting. On August 28, 2014, the Board directed the General Manager to implement a flexible transit pilot project in West Salem, and to provide an implementation report at the December board meeting. Final details were not at a point to present in December and this report was delayed until the January meeting. A FlexTransit proposal and implementation plan is included with this memo as Attachment A (to be provided under separate cover). The FlexTransit service will provide connectivity between many Flex Stops located throughout the West Salem community. Flex Stops are bus stops which are only served when customers request service. The bus will connect these stops together and to the regular Cherriots service through a demand-response (Dial-A-Ride) type service. This service will rely heavily on in-vehicle and back-office technology. Customers will likely interact with the scheduling system predominantly through electronic methods -- via a smartphone app or web page. Customers will receive pickup time estimates and will be able to track the location of the bus. Customer service staff will receive training on the FlexTransit service, and will be able to help customers through the process as needed. This service is estimated to cost around $200,000 per year. Costs will be predominantly driven by service hours and miles. This estimated cost is significantly less than regular Cherriots fixed-route service while providing a substantially larger coverage area. FlexTransit service is scheduled to begin service in June, This will provide overlap with existing Cherriots service in West Salem before Phase I of the Moving Forward project is implemented in September Recommendation Receive and File. Proposed Motion None J.1 MEMO Flex Tran Imp Plan.Docx 1/16/ :16 AM

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3 FlexTransit Pilot Project

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5

6

7 Taxi 10 min Fixed Route 15 min Flexible Route 30 min Completely Flexible min

8 Customer Experience Glen Creek Transit Center o o walk up to stop during bus recovery time without reservation no guarantee there is enough room on the bus or time in the schedule Flex Stop o requires reservation

9 Fares No cost until transferring to Cherriots

10 Flex Stops

11 Fleet

12 Scheduling Software

13 Service Marketing Neighborhood and rider education Extensive marketing on fixed routes o overlap with Routes 22 & 23 Direct mail to West Salem residents Notices on RED Line and CherryLift Website & social media

14 Costs Item Cost-Estimate 1 Vehicle 2 Vehicles First Year Costs Scheduling Software $20,000 $20,000 Bus Branding $3,000 $6,000 Bus Technology $3,000 $6,000 Revenue Miles $2.39) $35,750 $71,500 Revenue Hours $40) $140,000 $280,000 Vehicle Preparation $1,500 $3,000 Total First Year Costs $203,250 $386,500

15 Costs Item Cost-Estimate 1 Vehicle 2 Vehicles Subsequent Year Costs Scheduling Software $20,000 $20,000 Revenue Miles $2.39) $35,750 $71,500 Revenue Hours $40) $140,000 $280,000 Total Subsequent Year Costs $195,750 $371,500

16 Timeline Planning Board Approval of Pilot Project August 2014 Develop Pilot Proposal August-December 2014 Implementation Report for the Board January 2015 Finalize Proposal February 2015 Finalize Implementation Plan March 2015

17 Timeline Implementation Training April-May 2015 Marketing April-September 2015 Bus and Technology Implemented May 2015 Start of Service June 2015

18 Timeline Updates & Continuation Board Update October 2015 Board Update December 2015 Board Update / Continuation Decision April 2016 Pilot Phase Completion May 2016

19 Success Measures 3-5 boardings/hr Similar cost to fixed route with more coverage Positive customer support, as measured through surveys

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21 Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx For Board Meeting of January 22, 2015 Agenda Item #J.1

22 West Salem Flex Pilot For Board Meeting of January 22, 2015 Agenda Item #J.1 The Salem-Keizer Transit Board of Directors authorized a pilot project for flexible transit in West Salem at their August 28, 2014 meeting. This was a result of the recognition of the need for a new concept of transit service to an area of the city that has traditionally been difficult to serve with fixed-route buses. Low-density suburban environments where streets are not connected by a grid network and steep topography make it a challenge for riders to access traditional fixed-route transit. Cherriots has tried many times to configure routes to work for West Salem residents, but ridership has been consistently low with every iteration, even when half-hourly frequencies were offered. Flexible transit offers a fresh approach to transit in West Salem. With this service, we aim to cover a much larger area at a lower cost than Cherriots fixed-route service. The flexible service will respond to demand and use a smaller bus that can get closer to residents homes. This new service will be operated under the contracted RED Line program. This project represents an experiment in public transportation for Salem-Keizer Transit. Over the course of the 12-month pilot, Salem-Keizer Transit will be constantly monitoring, reviewing, and modifying the system to make sure it works best for our riders. Some elements of this project may demonstrate success; other aspects may not. The goal of the flexible transit pilot is both to add useful service to the West Salem community and to provide research into alternatives to the traditional fixed-route transit model that could potentially be used in other neighborhoods in Salem and Keizer in the future. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

23 For Board Meeting of January 22, 2015 Agenda Item #J.1 The Service A refurbished CherryLift bus will be used during the pilot project as the Flex vehicle. Throughout the day, this bus will pick riders up and drop them off at pre-located, accessible flex stops that are uniquely identifiable and clearly branded. At a minimum, this bus will return to Glen Creek Transit Center every hour so riders can transfer to and from frequent fixed-route service. This is also where the layover and recovery time for the bus will take place. Rider s Experience In order for riders to use the service, they need to first book a trip. Requests for flex stop service will be limited to the capability of the scheduling software, but it is expected that requests may occur in real-time. Riders will be encouraged to book their trips as far in advance as possible to ensure there is room on the bus and time in the schedule to make their trip at the time they want. How to Book a Trip There will be several ways riders can book a trip. Ideally, most riders will use an online form on a desktop computer or mobile device to book their trip. To reduce cost and maximize efficiency, customers should expect most interactions to occur with automated systems. Additionally, customer service staff will be trained and prepared to assist customers with bookings over the phone and to answer questions. Riders without access to the Internet or a phone will be able to arrive at Glen Creek Transit Center during the bus s recovery time and have the driver enter their trip into the system. Account Creation The first time a rider takes a trip, they will need to register for an account using an address or a phone number. For all subsequent trips, they will log into that account to book their trip. Repeated missed trips or other service abuse may result in account deactivation. Selecting Stops & Times Once the rider is logged into their account, they will select the flex stop they wish to get picked up at, and the flex stop (or fixed stop) they are traveling to. They will then pick a time either when they want to get picked up or when they need to be at their destination. The system will immediately give the rider suggested trip time windows to choose from. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

24 For Board Meeting of January 22, 2015 Agenda Item #J.1 Notifications From there, riders can decide if they want a notification once the bus is 10 minutes away. They can request either a call or a text message. At this time, riders should also book their return trip, unless they wish to do so via their smartphone or a computer later in the day. Subscription Subscription service, allowing scheduling of recurring bookings, may be implemented mid-project and will be closely monitored to determine effects on route performance. For the start of the project, subscription trips will not be allowed. Riders wishing to have recurring trips will need to make a reservation for each trip. Pick-Up When the rider receives the notification that their bus is 10 minutes away, they will head to their flex stop. Every flex stop is at an intersection and the bus could approach from any direction. Riders will have to be willing to cross the street once the bus arrives, unless they cannot for mobility reasons. In that case the bus might need to adjust the pull up approach to pick the rider up on the side of the street where they are standing. Drop-Off The driver will then continue driving, picking up some passengers and dropping off others. Eventually, the rider will be dropped off at their destination. Driver s Experience Layover and Recovery Time The flex service s layover and recovery time is at Glen Creek Transit Center. For the 8 or 9 minutes the bus sits there, the driver can accept walk-on riders. The driver will have a tablet computer to enter in the destinations of those riders so the software can plan their trips. Itinerary & Driving Directions Once the layover and recovery time is over, the driver can pull up the itinerary and route for the next hour. They will see a list of all the drop-offs and pick-ups, and can switch views to see map-based driving directions for their recommended path of travel. Drivers will have the freedom to take the path they think is best to pick up and drop off riders, but they will be expected to make pick-ups and drop-offs in the order the system Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

25 For Board Meeting of January 22, 2015 Agenda Item #J.1 recommends. This will help the bus keep to its schedule and help riders feel confident their pick-up and drop-off times are accurate and predictable. Pick-Ups & Drop-Offs The driver will drive the route and make their pick-ups and drop-offs. When making a pick-up, if there is no one at the stop the bus driver will wait up to 60 seconds after the scheduled time for that person before reporting them as a no-show and moving on. Since the route is flexible, the bus might approach a flex stop from a different intersection than the rider expects. Riders may need to cross a street to board the bus, and the bus may need to adjust its approach to accommodate mobility devices. Dispatching Dispatching will be done by the scheduling software. There will be no need for a manual dispatcher. As riders make reservations, the system will determine when they will get picked up, how long the pick-up will take, and what the path of the trip will be. Over time, the scheduling software may learn road speeds at various times of the day in order to more accurately determine the amount of time it will take to make pick-ups. Though pick-up and drop-off scheduling will occur primarily on a first-come, first-served basis, the software will incorporate methods of grouping similar origins or destinations to maximize efficiency. It is likely that the scheduling software will be hosted by a software service provider. While the bus is on its route, the scheduling software will constantly be monitoring the location of the bus using GPS. This signal will be used to determine when the bus is 10 minutes away from the next pick-up, which will be used to notify the riders of their approaching pick-ups using their preferred method (text message or automated call). Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

26 For Board Meeting of January 22, 2015 Agenda Item #J.1 Proposed Service Area & Stop Locations The flexible transit service area will generally be in the areas 1/2 mile north of Edgewater Street NW, west of Orchard Heights / Linwood NW, and East of Burley Hill Road NW (see Figure 1). This is an area of about two square miles. Figure 1. Proposed flexible transit service area. More importantly, however, are the locations of the flex stops, as these are the places where riders can actually get picked up and dropped off. A map of the flex stops can be found below in Figure 2. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

27 For Board Meeting of January 22, 2015 Agenda Item #J.1 Figure 2. Proposed flex stops and fixed stops in relation to fixed-route service. The locations of flex stops were chosen by identifying intersections that would allow most residents in the service area to walk less than a quarter of a mile (around a five minute walk). Intersections with sidewalks were prioritized. Flex stops will be uniquely identified and highly visible. Stops on the major streets of Glen Creek and Orchard Heights Roads are not recommended at this time since many of those stops exist today and do not have much ridership. It is thought that more people will use the stops that are closer to their homes. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

28 For Board Meeting of January 22, 2015 Agenda Item #J.1 Hours of Operation The flexible service will operate during the same hours as Cherriots fixed route service. Hours may be expanded or contracted during the pilot if there is low ridership in the early mornings or evenings. Fares During the initial 6 months, there will be no fares associated with the flexible service to attract new riders. Riders will pay for a Cherriots ticket once they get on the fixed-route service. If demand is too high or after 6 months, a fare may be introduced. Title VI Since this project will only last twelve months and is considered an experiment, the District will not be required to prepare a Title VI fare or service equity analysis. This is in accordance with the current Title VI Program accepted by the Board on May 22, Fleet The fleet will contain distinctly branded, cut-away type vehicles. Vehicles will accommodate approximately 14 passengers. Each vehicle will be equipped with a tablet computer, allowing for real-time scheduling. The pilot project will require one vehicle for operation and one additional vehicle as a spare. It is expected that two CherryLift vehicles will be repurposed for this service. An increase in demand or ridership may warrant the addition of another vehicle for all or peak times. Marketing & Education A concerted effort of neighborhood and rider education will precede service implementation. During the months when the flexible service and the current Cherriots fixed routes 22 and 23 run simultaneously, extensive marketing on fixed-route buses will inform customers of this new service. Notices on all RED Line and CherryLift buses will also provide information on the new flexible service, which may be particularly attractive to customers due to its lower fare. Also, information about the proposed service will appear on the cherriots.org website, and invitations to open houses will be advertised via and social media. Additionally, a direct mailer will be sent to all houses in the West Salem service area. Any homes near proposed stop locations will receive notification describing the service and outlining any potential impacts to the immediate area. Costs Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

29 For Board Meeting of January 22, 2015 Agenda Item #J.1 Flexible service will provide a dramatic increase in coverage and more than triple the number of service hours presently offered in the hills of West Salem. Costs for the service are estimated at $195,000for the pilot year for one vehicle; $370,000 if two vehicles are used. If service continues at this level, it is estimated that continuation would cost $188,000 annually for one vehicle; $355,000 for two vehicles. These estimates are similar to, and based off of, other contracted service costs. Following is a detailed breakdown of cost estimates: Item Cost Estimate (1- vehicle) Cost Estimate (2- vehicles) First Year Costs Scheduling Software $20,000 $20,000 Bus Branding $3,000 $6,000 Bus Technology $3,000 $6,000 Revenue Miles $.65) $35,750 $71,500 Revenue Hours $37.67) $131,845 $263,690 Vehicle Preparation $1,500 $3,000 Total First Year Cost $195,095203,250 $370,190 Subsequent Year Costs Scheduling Software $20,000 $20,000 Revenue Miles $.65) $35,750 $71,500 Revenue Hours $37.67) $131,845 $263,690 Total Subsequent Year Cost $187,595 $355,190 Other cost considerations: stop placement, advertising, schedule production, map production, operator training, etc. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

30 For Board Meeting of January 22, 2015 Agenda Item #J.1 Timeline The flexible service will likely begin operation in June This provides more than two months of service before expected service changes in September Milestone / Stage Date Board Approval of Pilot Project August, 2014 Develop Pilot Proposal August, December, 2014 Implementation Report for the Board January, 2015 Finalize Implementation Plan February, 2015 Procure technology, prepare vehicles March, May, 2015 Contractor Training April, May, 2015 Marketing and Education Campaign (ongoing) April, September, 2015 Bus and technology implemented May, 2015 Start of Service June, 2015 Board Update (June-September) October, 2015 Board Update (October-December) December, 2015 Board Update (January-March) Pilot Review Decision April, 2016 Pilot Phase Completion May, 2016 Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

31 For Board Meeting of January 22, 2015 Agenda Item #J.1 Future Modifications The largest benefit of having such a flexible system is that we can closely monitor travel patterns. If we find the bus has more than enough time to serve the areas it s serving, the number of flex stops or the area of service could be expanded. Likewise, if no one from a particular area is traveling using flexible transit, those stops could be removed. A possible scenario is that trip patterns cement so much that we find having a fixed route actually does work, and that we were just traveling on the wrong streets. Or maybe we will find that having a fixed route would make sense during the peak commute periods, but the system should be completely flexible the rest of the day. In these cases, Cherriots may expand to provide fixed-route coverage. Measuring Success Success will require total ridership which meets or exceeds 3 to 5 boardings per hour. These are similar to ridership numbers found by agencies with similar flexible systems. Ultimately, though, success will be measured not by boardings per hour, but by the feedback from riders and the greater West Salem community. If this service does a good job of serving everyone who wishes to use transit, then it will be considered a success. This measure will be determined by surveying West Salem residents during the pilot period, in particular those riding flexible transit. This project has the potential to change how Salem-Keizer Transit serves areas that are difficult to serve with traditional fixed route service. If successful, this model could be used in difficult-to-serve areas of South Salem or Keizer. However, we may find that this model is not a good fit for our community. If, despite mid-pilot alteration, the service does not meet success measures, alternatives such as fixed-route or service removal will be considered. Z:\District Share\BOD Agenda Items\BD \FINAL\ J.1 Flex Tran Imp Plan.Docx

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