2012 polk transit disadvantaged service plan by PolkTPO

2012 Polk County Transportation Disadvantaged Service Plan and Human Service Transportation Coordinated Plan

Transportation Disadvantaged Local Coordinating Board Adopted May 14, 2012

Prepared by:

Polk County Transportation Disadvantaged Program PLANNING AGENCY: ADDRESS: CONTACT: PHONE:

CTC: ADDRESS: CONTACT: PHONE:

Polk Transportation Planning Organization P.O. Box 9005, Drawer TS05 Bartow, FL 33831-9005 Diane Slaybaugh, Senior Transportation Planner 863/534-6495

Polk County BOCC, Transit Services Division P.O. Box 9005, Drawer HS09 Bartow, FL 33831-9005 Paul Simmons, Director 863/534-5368

Transportation Disadvantaged Coordinating Board Quorum Form

Meeting Location: Call Date:

Meeting Date: May 14, 2012

Member

Jurisdiction

Comm. Melony Bell Chair

Polk BoCC Comm.

863-534-6450

√

Jan Parham

FDOT Alternate

863-519-2390

√

James George

Children & Families

863-413-3602

√

Vacant

Polk County School Board 863-634-7309

Roll Call Vote Phone #

Avail?

Present Absent

YES

863-534-7311 Katie Kummer

Div. Voc Rehab.

863-291-5280

Mike Mason

Veterans Service

863-534-5225

Vacant

Economically Disadvantaged

Christy Martin-Wright

Florida Dept. of Elderly Affairs

813-676-5610

Ms. Donnette Waul

AHCA

813-871-7600

Tom Phillips Dean Kirkland

LAMTD Alternate

863-688-7433

Robert Halpern

Elderly Population

Shaneal Allen

Children at Risk Healthy Families Citizen Advocate #2 (User of the System) Blind Services

Rebecca Leng

√ √

√

Abstained

√

863-651-3062

√

603-6461

√

√ √

863-318-9669

Shela Stewart-Lucas Stacy Campbell-Domineck . Vacant

Workforce Board Rep Alternate

863-508-1600

Disabled Citizen Rep.

863-255-9275

Thomas Presley Vice Chair

Local Private Operators

533-0024

√

SECA Vacant 5 needed for Quorum

Local Medical Community

TOTAL

TABLE OF CONTENTS Certification ..................................................................................................................... iii Table of Contents ............................................................................................................iv List of Tables ................................................................................................................... 5 Section 1. Development Plan .......................................................................................... 6 Introduction of Service Area ........................................................................................ 6 Background of TD Program ......................................................................................... 6 Community Transportation Coordinator Designation History ....................................... 6 Organization Chart....................................................................................................... 7 Consistency Review of Other Plans............................................................................. 7 Strategies to Address Unmet Needs and Coordination Opportunities ......................... 7 The Coordinated Human Services Transportation Plan............................................... 7 Public Participation ...................................................................................................... 8 Continuing Activities .................................................................................................. 10 Service Area Profile and Demographics .................................................................... 10 Service Analysis ........................................................................................................ 15 Goals, Objectives, and Strategies.............................................................................. 21 Performance Measures ............................................................................................. 23 Section 2. Service Delivery Plan ................................................................................... 24 OPERATIONS ........................................................................................................... 24 Types, Hours and Days of Service ............................................................................ 24 Accessing Services.................................................................................................... 24 Section 3. Quality Assurance ........................................................................................ 57 Appendix 1: Complaint & Grievance Procedures .......................................................... 59 Appendix 2: Client No Show Policy ............................................................................... 61 Appendix 3: Acronyms .................................................................................................. 62 Appendix 4: Glossary of Terms ..................................................................................... 63 Appendix 5: Organizational chart .................................................................................. 65 Appendix 6: Vehicle Inventory ....................................................................................... 67 Appendix 7: SSPP Certification Form............................................................................ 69 Appendix 8: Rate Calculation Model ............................................................................. 71 Appendix 9: Memorandum of Agreement ...................................................................... 73

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

LIST OF TABLES Table 1. Population Characteristics ....................................................................... 12 Table 2. Population Trends for Cities, Towns, and Unincorporated Areas ................. 12 Table 3. Polk County Potential TD Population Category I ........................................ 16 Table 4. Polk County TD Population Category II ...................................................... 16 Table 5. Polk County TD General Trip Demand ....................................................... 17 Table 6. Planned Service Improvements................................................................. 18 Table 7. TD Program Performance Measures ......................................................... 23 Table 8. Contract Providers ................................................................................... 27 Table 9. Transportation Disadvantaged Trust Fund Service Rates ............................ 55 Table 10. Flat Rates ............................................................................................. 55 Table 11. Bus Fares ............................................................................................. 56 Table 12. Bus Passes ........................................................................................... 56

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

SECTION 1. DEVELOPMENT PLAN Introduction of Service Area Background of TD Program Pursuant to Chapter 427, Florida Statutes, the purpose of the Commission for the Transportation Disadvantaged (CTD) is to arrange for the provision of transportation services to the transportation disadvantaged. In accomplishing this, the CTD approves a Community Transportation Coordinator (CTC) for each service area of the state. The CTC is responsible for certain requirements regarding the arrangement of cost-effective, efficient, unduplicated, and unfragmented transportation disadvantaged services within its respective service area. The contractual administration for transportation disadvantaged services by a CTC is accomplished through a Memorandum of Agreement (MOA) between the CTD and the CTC. The MOA is a contract through which the CTD delineates the statewide minimum standards and requirements by which the CTC must operate. An important component in the delivery of services is the Transportation Disadvantaged Service Plan (TDSP). The TDSP is developed by the CTC and the planning agency under the guidance and approval of the local coordinating board (LCB). The plan is an annually updated tactical plan with components of development, service and quality assurance. Through the local LCB's involvement in the review and approval of the TDSP the LCB is able to guide and support the CTC in implementing coordination efforts or locally developed service standards that are consistent with the needs and resources of the community. Community Transportation Coordinator Designation History The Polk County Board of County Commissioners (BoCC) Transit Services Division serves as the CTC for Polk County. The BoCC was originally recommended as the CTC on October 25, 1990 and the Florida CTD approved the designation with an effective date of December 6, 1990. The BoCC has been designated as the CTC every three years through a Memoranda of Agreement (MOA). The most recent agreement designates the BOCC as the CTC through December 2011. The Polk Transportation Planning Organization (TPO) serves as the designated planning agency for the Transportation Disadvantaged (TD) Program in Polk County. As such, the TPO is responsible for developing the TDSP and conducting an annual evaluation of the CTC. The CTC uses a partial brokerage system to coordinate transportation. Transportation operators are contracted through a Request for Qualifications (RFQ) process with the CTC setting the minimum criteria for interested parties to become part of the system. Operators responding to the RFQ indicate that they meet the minimum requirements and agree to provide trips for no more than the maximum rates set forth in the RFQ. The CTC also contracts with agencies that have vehicles for the primary purpose of transporting their own clients. These trips are also part of the coordinated system. Polk County has three transit systems that provide fixed-route services -- the Polk County Transit Services Division (PCTS), the Lakeland Area Mass Transit District (LAMTD) and Winter Haven Area Transit (WHAT). PCTS and LAMTD are the transit service operators for the WHAT system. In order to provide cost effective and efficient 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

transportation, the CTC seeks to ensure that TD trips with origins and destinations in the areas served by these transit systems are provided by the fixed route service for clients able to access the fixed routes. Under the Polk County TD program, clients contact the CTC, which schedules a trip with its least cost provider available in the area at the time of the request. To ensure a trip reservation, requests for service must be received from the client or client’s care provider at least 72 hours in advance. This allows ample time to authorize the trip and determine the most appropriate method of delivery. If the schedule permits, requests made for service less than 72 hours in advance may be granted. Organization Chart The organizational chart for the Polk County Community Transportation Coordinator may be found in the Appendix of this report. Consistency Review of Other Plans Countywide Transit Planning In Polk County there is growing demand for TD services. Though there has been an increase in the cost, particular fuel and labor cost, there has not been an adequate increase in financial support for the TD program. The county’s large land area, geographically concentrated medical and social services and increasing congestion on main roads increases trip time, makes scheduling more difficult and causes the cost per trip to rise. The CTC has responded to these circumstances by implementing a real-time dispatch, routing, and scheduling system, in an effort to enhance operations, coordination and cost-effective delivery of services. Pertinent portions of the following plans have been reviewed and this Transportation Disadvantaged Service Plan is consistent with the referenced plans. • Polk County 2060 Transportation Vision Plan • Polk Consolidated Transit Development Plan • Polk Transportation Planning Organization 2035 Mobility Vision Plan (Long Range Transportation Plan) • Polk County Transportation Improvement Program STRATEGIES TO ADDRESS UNMET NEEDS AND COORDINATION OPPORTUNITIES The Coordinated Human Services Transportation Plan In August 2005, Congress passed the Safe, Accountable, Flexible, Efficient Transportation Equity Act: Legacy for Users (SAFETEA-LU), a reauthorization of the Surface Transportation Act. The act required the development of a coordinated human services transportation plan in order to be eligible for certain federal funds (Section 5310 – Elderly Individuals and Individuals with Disabilities; Section 5316 – Job Access and Reverse Commute; and Section 5317 – New Freedom Initiative). Coordination will 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

enhance transportation access and minimize duplication of services within Polk County. This plan will cover Polk County, Florida, and is designed to improve transportation services for persons with disabilities, older adults and individuals with lower incomes and meet transportation gaps in service to all residents of Polk County. This plan is part of the Polk Consolidated Transit Development Plan and an ongoing process between Polk County Transit Services, Polk Transportation Planning Organization, Winter Haven Area Transit and the Lakeland Area Mass Transit District. SAFETEA-LU requires that the Coordinated Public Transit-Human Service Transportation Plan be developed through a local process that includes representatives from public and private transportation providers, human service agencies, interested parties, and the general public. Polk County Transit Services (PCTS) developed a county-wide meeting process to comply with this requirement. PCTS staff developed and hosted a county-wide meeting to give the general public as well as local non-profit human services organizations all reasonable opportunities for their input on the development of the plan. Senior Planners from the Polk County Human Services Department and the Polk Transportation Planning Organization (TPO) were chosen to write the final report. Successful coordination of transportation services depends on an effective planning process that establishes a clear vision and sets goals and objectives. The Polk County Human Services Transportation Plan has three parts: 1. Inventory of existing transportation resources 2. Identification of service gaps/barriers 3. Priorities for funding review Public Participation The identification of service gaps/barriers to services and solutions to the unmet needs is an ongoing process. To obtain public input and meet SAFETEA-LU criteria for public input in the development of the Human Services Coordination Transportation Plan, county-wide formal and informal meetings were held with different agency representatives, advocates who work with various population groups, people with disabilities, and County officials. Communication and input was received during the following meetings: Transportation Summit â&#x20AC;&#x201C; A day long workshop was attended by over 170 individuals, a diverse group of stakeholders included transportation providers, government, planners, and state agencies. A special presentation was given by Jo Ann Hutchinson, the United We Ride Coordination Ambassador with the National Resource Center for Human Services Transportation Coordination, administered by the Community Transportation Association of America. Ms. Hutchison provided national updates and facilitated the afternoon sessions where groups met and an action plan was developed.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Open group discussions were held so that all stakeholders and general public participants could share their views and experiences. A draft Action Plan was developed on “what areas have been done well” and “what areas need to be done” in the following categories: 1. 2. 3. 4. 5.

Making Things Happen By Working Together Taking Stock Of Community Needs And Moving Forward Putting Customers First Adapting Funding For Greater Mobility Moving People Efficiently

Priorities Extend Fixed-Route Hours More Stops Extend Service for Rural Areas (East – Four Corner area) Services outside city limits for demonstrated need (survey) Advocacy Volunteer Drivers Bus Passes Use School/Church buses Transportation Disadvantaged ADA Services Expansion Obtain additional grants Connection to other counties

Lead Responsibility Polk Transit Authority

Timeline Three to Five Years

Polk Transit Authority Polk Transit Authority Incentives for Taxi Companies TPA

Three to Five Years Three to Five Years

Three to Five Years

Faith-based

Three to Five Years

None provided None provided

No timeline established No timeline established

PTA

Ongoing

PTA PTA PTA

Ongoing Ongoing 2011-2015

Transportation Partners Polk County Transportation Planning Organization Lakeland Area Mass Transit District Independent Community Transport Southeast Christian Assembly Transportation Peace River Center for Personal Development, Inc. Winter Haven Hospital – Esteem Program Alliance for Independence Passenger and Advocacy Groups West Central Florida Area Agency on Aging American Cancer Society Polk County Coalition on Aging Think Tank 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Tampa Lighthouse for the Blind Human Service Partners and Others United We Ride Community Transportation Association of America Polk Vision United Way Polk Works Volunteer Resource Center Faith in Action in Lakeland Polk County Veteran Services Continuing Activities Since the Transportation Summit, PCTS has continued to work closely with the community partners and FDOT for New Freedom funding in developing a program designed to provide transportation services to seniors and persons with disabilities. A 10-member Steering Committee was formed and monthly meetings were held. This Steering Committee developed statements of mission, vision, and values for a countywide, coordinated volunteer transportation program. The administrative and financial responsibilities of the program were transferred from PCTS to the selected non-profit lead agency, ElderPoint Ministries, which was selected through a competitive RFP process in 2010. As part of the 2012 major update to the Polk Consolidated Transit Development Plan, a Transit Forum was held on April 24, 2012, which was similar to the one held in 2008. There were over 100 attendees with the keynote speakers being Dr. Eileen Holden, Polk State College, and Mr. Steve Holmes, Executive Director of the Florida Commission for the Transportation Disadvantaged. Again, breakout sessions were held to identify gaps, barriers, and challenges to coordinated transportation in Polk County.

Service Area Profile and Demographics Land Use Polk County is located in the center of Florida, 35 miles west of Orlando and 25 miles east of Tampa. It is bordered on the north by Lake and Sumter counties, on the south by Hardee and Highland counties, on the west by Hillsborough and Pasco counties, and on the east by Osceola County. Covering 2010 square miles, it is the fourth largest county in land area in the state, which is larger than the state of Rhode Island. Providing coordinated transportation is challenging because of the large land area and uneven and generally concentrated locations of medical/social services and employment opportunities. Although non-hospital medical care is provided at clinics in almost every community, the larger hospital facilities are located only in Lakeland, Bartow, Winter Haven, and Haines City. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Specialized medical services are limited and there are no veterans’ hospitals. As a result, it is often necessary to transport clients needing specialized services to the Tampa or Orlando areas. The average length of a trip to these areas is 50-60 miles (one way). Population According to the U.S. Census, the total population for Polk County was 602,905 in 2010. There are 17 incorporated municipalities in Polk County. Cities with a population of more than 10,000 in 2010 include the Lakeland, Winter Haven, Bartow, Haines City, Lake Wales, and Auburndale. Table 1 shows the population levels for Polk County and Florida. The county population increased from 483,924 in 2000 to 602,905 in 2010, a growth of 24.4 percent over the 10-year period. It should be noted that the population growth of Polk County outpace3d the population growth of Florida by 6.8 percent. A similar trend is true for growth in the number of households and the number of workers. Although Polk County surpassed Florida in terms of population density growth, the 2010 Polk County population density was still 9 percent less than that of the state. Table 2 presents population and population change data between 1990, 2000, and 2010 for incorporated and unincorporated areas in Polk County. Davenport, Haines City, and Dundee experienced the top three population changes between 1990 and 2010, with 88.9 percent, 75.8 percent, and 59.2 percent, respectively. From 1990 to 2010, the population growth rate of incorporated municipalities (38.8%) exhibited a slower increase than the population growth rate of the unincorporated area (55.4). Minority Population When compared to Florida, Polk County’s minority and non-minority populations are nearly the same as the state average. Polk County’s minority population is 24.9 percent while the state of Florida is 25.0 percent. Age Distribution The age distribution of Polk County is similar to the age distribution of Florida as a whole. The transit-dependent population cohort, persons under 18 years old and persons 65 years old and over, represents 41.6 percent of the total population in Polk County.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Table 1. Population Characteristics 2000

2010

Population Data

Persons Households Number of Workers (employed) Land Area (square miles) Water Area (square miles) Persons per Household Workers per Household Person per Sq. Mile of Land Area Workers per Sq. Mile of Land Area

Polk County 483,924 187,233 194,695 1,874.9 135,.3 2.58 1.04 258.1 103.8

Florida 15,982,824 6,337,929 7,221,000 53,926.8 11,827.8 2.52 1.14 296.4 133.9

Polk County 602,095 227,485 240,903 1,874.9 135.3 2.65 1.06 321.1 128.5

Florida 18,801,310 7,420,802 8,159,000 53,926.8 12,132.9 2.53 1.10 350.6 152.1

% Change (2000-2010) Polk Florida County 24.42% 17.63% 21.50% 17.09% 23.73% 12.99% 0.00% 0.00% 0.00% 2.58% 2.71% 0.40% 1.92% -3.51% 24.41% 18.29% 23.80% 13.59%

Table 2. Population Trends for Cities, Towns, and Unincorporated Areas Municipality Auburndale Bartow Davenport Dundee Eagle Lake Fort Meade Frostproof Haines City Highland Park Hillcrest Heights Lake Alfred Lake Hamilton Lake Wales Lakeland Mulberry Polk City Winter Haven Incorporated Unincorporated Total

1990

2000

2010

8,858 14,716 1,529 2,335 1,758 4,976 2,808 11,683 155 221 3,622 1,128 9,670 70,576 2,988 1,439 24,725 163,187 242,195 405,382

11,032 15,340 1,924 2,912 2,496 5,691 2,975 13,174 244 266 3,890 1,304 10,194 78,452 3,230 1,516 26,487 181,127 302,797 483,924

13,507 17,298 2,888 3,717 2,255 5,626 2,992 20,535 230 254 5,105 1,213 14,225 97,422 3,817 1,562 33,874 226,520 376,385 602,905

% Change (1990-2000) 24.5% 4.2% n/a 24.7% 42.0% 14.4% 5.9% 12.8% n/a n/a 7.4% 15.6% 5.4% 11.2% 8.1% 5.4% 7.1% 11.0% 25.0% 19.4%

% Change (2000-2010) 22.4% 12.8% 50.1% 27.6% -9.7% -1.1% 0.6% 55.9% -5.7% -4.5% 31.2% -7.0% 39.5% 24.2% 18.2% 3.0% 27.9% 25.1% 24.3% 24.6%

% Change (1990-2010) 52.5% 17.5% 88.9% 59.2% 28.3% 13.1% 6.6% 75.8% n/a n/a 40.9% 7.5% 47.1% 38.0% 27.7% 8.5% 37.0% 38.8% 55.4% 48.7%

Standard of Living The distribution of household incomes for Polk County is similar to that of Florida. The biggest difference between Polk County and the State are in the “$50,000 and Over” household income category, with Florida at 44.8 percent and Polk County at 39.9 percent. Income includes earnings from work, wealth earnings from dividends, interest and rent, and transfer payments from the government such as welfare and social security. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Poverty Level Based on historical analysis combined with short-term projects, the number of families and female heads of household living below the poverty level increased an average 1.5% annually since 1990. The total percentage of families that are below the 1990 poverty rate is approximately 12.9% for the county. The U.S. Census Bureau’s 2004 American Community Survey Profile for Polk County illustrates that approximately 34.5% of families with female head of households are below the poverty level and 54% of those households have children under the age of 5 years. Health Insurance The Quality of Life in Polk County, A Needs Assessment, 2003, University of South Florida, estimated that based on the pattern of Polk County’s demographics compared to the state, the number of uninsured may be as high as 25%. Although this figure is probably high, a conservative estimate is that 16% of the children and 23% of the adults, approximately 100,000 people, have no health insurance. Education In 2002-2003, the graduation rate was 65.7% compared to Florida’s 69.0%.³ In the 2000 Census, 41% of residents age 25+ had some college or a higher degree compared to 51.7% in the U.S. and 14.9% had a Bachelor’s degree or higher compared to the U.S. at 24.4%.1 Employment In 2010, the percentage of population 16 years of age and older in the labor force was at 58.2 percent compared to the state average of 60.4 percent. The percent of labor force employed is 85.7 percent for Polk County with the state at 86.1percent. It should be noted, however, that the unemployment rate in Polk County was 14.3 percent in 2010 which is higher than the state average at 13.9 percent. Major Trip Generators and Attractors Polk County contains several types of facilities that serve as trip generators and attractors. Trip generation centers have historically centered around nursing homes, assisted living facilities and high-density residential developments including traditional apartment complexes and low-income subsidized housing developments. There are

¹ US Department of Commerce, Bureaus of Economic Analysis ² Ibid ³ Florida Department of Education web site 1 Central Florida Development Council, Florida Agency for Workforce Innovation 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

forty-eight (48) nursing homes and assisted living facilities, and fifty-two (52) apartment complexes in the county. Trip attractors include medical complexes, shopping facilities, and two theme parks. Medical complexes include five area hospitals, three of which are regional medical centers. There are also four (4) medical groups that operate twenty-six (26) individual locations throughout Polk County. The four medical groups are Clark & Daughtry Group, Bond Clinic, Gessler Clinic, and Watson Clinic. These groups have major and satellite facilities in Lakeland, Bartow, Winter Haven, Haines City, and Lake Wales. Three major shopping facilities are located in Polk County and include the Lakeland Square Mall, Lakeside Village, and the Eagle Ridge Mall. The two theme parks in Polk County include Legoland (opened in the fall of 2011) in Winter Haven and Fantasy of Flight in Polk City. Inventory of Available Transportation Services As described in the Consolidated Transit Development Plan, Polk County has three transit systems that provide fixed-route services. Polk County Transit Services (PCTS), the Lakeland Area Mass Transit District (LAMTD) and Winter Haven Area Transit (WHAT). PCTS and LAMTD are the transit service operators for the WHAT system. Polk County first implemented public transportation services in 1975 to provide transportation to the Polk General Hospital in Bartow, Florida for residents who were unable to obtain transportation to the facility. In 2000, the Board of County Commissioners approved the transformation of the system to provide public transportation to underserved areas of Polk County. In the early 1980’s, PCTS became involved in the coordinated transportation disadvantaged services program. In the 1990’s, PCTS became the Community Transportation Coordinator (CTC) for the County. In order to provide cost effective and efficient transportation, the CTC seeks to ensure the Transportation Disadvantaged (TD) trips with origins and destinations in the areas served by these transit systems are provided by the fixed route service for clients able to access the fixed routes. The CTC uses a partial brokerage system to coordinate transportation. Transportation operators are contracted through a Request for Qualification process with the CTC setting the minimum criteria for interested parties to become part of the system. The CTC also contracts with agencies that have vehicles for the primary purpose of transporting their own clients. These trips are also part of the coordinated system. Polk County has provider agreements or contracts with:  Independent Community Transport (ICT) - for-profit provider serving anyone eligible  Peace River Center (PRC) – non-profit provider serving the mentally ill  Alliance for Independence – non-profit serving disabled individuals  Southeast Christian Assembly Transportation (SCAT) – non-profit serving anyone eligible 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Under the Polk County TD program, clients contact the CTC, which schedules a trip with its least cost provider available in the area at the time of the request. To ensure a trip reservation, requests for services must be received from the client or the client’s care giver at least 72-hours in advance. If the schedule permits, requests made for service less than 72-hours in advance may be granted. The Lakeland Area Mass Transit District (LAMTD) was created in 1980 by County Ordinance and approved by public referendum with the purpose of providing transit services in the Lakeland, Florida urbanized area. Services began in 1982. LAMTD is an independent transit authority which has been expanded to serve Pierce, Bradley, Pinedale and Mulberry areas over the past few years based on several successful referendums in those areas. LAMTD’s routes serve portions of the City of Lakeland, with connections to Auburndale and Bartow. The service area covers approximately 77 square miles and a service area population of 110,000 individuals. The Winter Haven Area Transit (WHAT) was established in 1997 through an Interlocal agreement between the City of Winter Haven and the Polk County Board of County Commissioners. Under the Interlocal agreement, Polk County serves as the administrative agent and the PCTS Director acts as the project manager. The following is a list of private transportation service providers operating in Polk County:              

Charly’s Taxi Alliance for Independence Independent Community Transport Southeast Christian Assembly Transportation Peace River Center Imperial Cab Checker Cab Need-a-Ride Yellow Cab Luxury Cab Affordable Transport Burd’s Handi-Van H & H Transport Hughes Transportation

Service Analysis The Center for Urban Transportation Research (CUTR) developed the initial Transit Development Plan for the Winter Haven Urbanized Area. As part of the plan, CUTR included TD population forecasts for Polk County using their Methodology Guidelines for Forecasting TD Transportation Demand at the County Level. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Tables 1 and 2 present updated estimates based on the CUTR forecasts for two TD population groups. The first group, referred to as the Potential TD Population or Category I, includes disabled, elderly and low income persons as well as children who are â&#x20AC;&#x153;high riskâ&#x20AC;?. These persons are eligible to receive government subsides for program trips. Program trips are made by clients of social service agencies to participate in agency programs. The second group, referred to as the TD Population or Category II, is a subset of the Potential TD Population. Only those persons who are unable to transport themselves or to purchase transportation are classified as members of the TD Population. Persons so classified may receive the same subsides as those in the Potential TD Population plus they are eligible to receive TD trust fund monies for general trips. General trips are trips to destinations and activities of individual choice, not to agency programs. Only persons in Category II are eligible for general trips purchased through the TD Trust Fund. Table 3. Polk County Potential TD Population Category I Population Segments 2010 Estimates Disabled, Non-Elderly, Low Income

4,275

2.1%

27,146

13%

4,690

2.3%

Disabled, Elderly, Non-Low Income

34,350

16.6%

Non-Disabled, Elderly, Low Income

9,049

4.4%

Non-Disabled, Elderly, Non-Low Income

75,048

36.2%

Non-Disabled, Non-Elderly, Low Income

52,676

25.4%

207,234

100.0%

Disabled, Non-Elderly, Non-Low Income Disabled, Elderly, Low Income

Total Potential Transportation Disadvantaged

Based on CUTR forecasts prepared for previous year TDSP, adjusted by the 2007 population estimates from the University of Florida Bureau of Economic and Business Research.

Table 4. Polk County TD Population Category II Population Segments 2010 Estimates Disabled, Non-Elderly, Low Income, No Transport Disabled, Non-Elderly, Non-Low Income, No Transport Disabled, Elderly, Low Income, No Transport Disabled, Elderly, Non-Low Income, No Transport Non-Disabled, Low Income, No Auto, No-FixedRoute Transit Total Transportation Disadvantaged

1,602

3.4%

9,734

21.0%

3,037

6.5%

24,186

52.1%

7,881

17.0%

46,440

100.0%

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Demand for Non-sponsored Trips The estimate of the demand for general trips is based on trip rates derived in a study of paratransit demand conducted in 1990 for the San Francisco Bay Area Metropolitan Transportation Commission. Total demand is simple the TD Population (Category II) multiplied by a trip rate of thirteen (13). Table 3 summarized the demand estimate. Table 5. Polk County TD General Trip Demand TD Population (Category II) Trips 46,439

603,713

Polk County Public Transportation System Analysis The TDSP was developed with an emphasis on addressing recommendations from the Polk County Public Transportation System Analysis (a.k.a. “Countywide Transit Study”). The Countywide Transit Study was created for the Polk Transportation Planning Organization (TPO). The study findings and recommendations will have a substantial impact on transportation disadvantaged service planning since they will guide the future of public transportation in Polk County. Based on the review of base data, transit services, and public and agency comments, the study developed the following statement of transit service needs. Polk County is an urbanizing county with over 70 percent of the county’s population residing in the Lakeland and Winter Haven Urbanized Areas, though substantial portions of the county are expected to remain rural in character. Polk County’s location between the Tampa Bay and Orlando metropolitan areas creates a need to address connections to adjacent transit systems. An appropriate mix of transit services is needed to serve and connect urban, suburban, and rural areas of the county. Transit services in Polk County are provided by three separate and individual systems. This fragmented approach limits the continued development of an effective and efficient countywide transit system. It has resulted in the potential for redundant administrative and operational functions, a complicated web of transit roles and responsibilities for local governmental bodies, and transit services that are overly constrained by the jurisdictional boundaries and funding sources for each of the three systems. Cross county transit trips require extremely long travel times and transfers between two or three different systems, making transit an unattractive choice to meet the countywide mobility needs of residents. There is a continuing need to improve the efficiency and effectiveness of recently implemented transit services, especially those that serve the more rural areas of the county. For many service initiatives deemed to be successful, the lack of a stable and long-term source of local funding may jeopardize the continuation of the newly implemented transit services. The statement of transit needs formed the basis for the development of short and longrange plans for public transportation services in Polk County. The plans identified the potential revenue shortfalls to maintain the existing services, the revenue shortfalls for the planned expansion of services in the short-, mid-, and long-term, and identified and 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

evaluated potential funding strategies to support the expansion of transit services. The analysis also assumed the establishment of a Polk Transit Authority (RTA) and the consolidation of existing transit service providers. System Consolidation A Polk County Regional Transportation Organization (RTO) Board was established in 2004. The transit stakeholders in Polk County established the RTO to develop and implement a strategy for the transition to a regional, or countywide, transportation authority. The RTOâ&#x20AC;&#x2122;s major responsibility was to create the Polk Transit Authority (PTA) by 2008. Legislation to form the PTA passed successfully in the 2007 legislature and Governor Crist signed the Authority into law on June 27, 2007. This allowed for strategy development and implementation of alternative local funding sources when federal transit operating funds cease due to the release of Census 2010 data in 2012. The population numbers released in the 2010 Census indicate that both the Lakeland and Winter Haven urbanized areas now exceed 200,000 in population, 262,596 and 201,289 respectively. Urbanized areas that exceed 200,000 in population are no longer eligible for federal transit operating funds as they shift to capital only. Under either existing law or special state legislation, the PTA in Polk County will provide countywide transit services by consolidating existing providers, coordinate with other regional providers, and provide the potential for a long-term and stable source of transit funding. The Polk Transit Authority Board has been seated and meets on a monthly basis. In 2010, the Polk County Board of County Commissioners placed a referendum on the general election ballot which would provide a half-cent sales tax through the Charter County System Surtax to fund transit projects. Unfortunately, this effort was unsuccessful and with constrained funding looming over the existing transit agencies, this will have an impact on the delivery of fixed-route services within Polk County which ultimately will have a profound impact on paratransit services in the coordinated system. Public Transportation Improvement Program The following Polk transit service improvements outlined in the Polk TPOâ&#x20AC;&#x2122;s 2035 Mobility Vision Plan and the Polk County Consolidated Transit Development Plan (TDP) 2008-2017 will enhance the effectiveness and efficiency of community transportation coordination. Their implementation will be actively supported by the CTC.

Name

Table 6. Planned Service Improvements Description SERVICE IMPROVEMENTS (2008-2017)

Centralized Scheduling and Provide for the scheduling and dispatch of all door-to-door trips Dispatch of Door-to-Door under a central system using an advanced scheduling software Trips system such as TRAPEZE.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Name

Description

Open Brokerage of Door-toDoor Trips in the Urban Transit Service Area (UTSA).

Broker door-to-door trips in the UTSA on a minimum cost basis. Schedule trips with the provider that can serve a trip in the most cost-effective and efficient manner. Identify the opportunities and constraints for LAMTD to provide door-to-door trips in the WHAT service area and for PCTS to provide trips in the LAMTD service area. Common Marketing Plan for Implement a common marketing plan for the provision of “Seamless” Transit “seamless” transit services (seamless to the customer). The Services. marketing plan should address the following aspects of service: bus stop signs; names of service, rider information, e.g., route schedules; and types of benches/shelters. Urban Transit Service Area Use a single operator for the fixed-route transit services (UTSA) and Rural Transit currently provided within the UTSA. Service Area (RTSA) Use a single operator to provide deviated fixed-route services in Operators the RTSA. Achieve Minimum Level-ofDefine 6:00 a.m. to 7:00 p.m. as the minimum service hours Service (LOS) in UTSA (minimum standard) for weekday and Saturday service in the UTSA. Define Category II Transit Service (Headway 60 minutes) as the minimum standard for service frequency. Longer Evening Hours Reintroduce LAMTD “Night Ride” type service to include the WHAT service. Bus Stop Improvement Program

UTSA Service Expansion

RTSA Service Expansion

Construct 15 new shelters per year over a 5-year period. Construct “Super Stops” or Transfer Centers at the following Candidate Super Stop Locations:  Haines City Mall  Eagle Ridge Mall  Bartow  Florence Villa Area  Lakeland Square Mall Extend fixed-route transit services to selected areas with a Medium-High or High Transit Potential. Target Mulberry, North Lakeland, Polk City and the Winter Haven Urbanized Area. Include capital cost of acquiring 1 bus and 1 mini-bus for each expansion area and the associated costs for the operation of these vehicles. Implement deviated fixed-route service in the RTSA by zone or geographic area. Establish service zones for rural areas: Southwest (Fort Meade and Bradley); Southeast (Frostproof and Babson Park); and Northeast (Loughman and Four Corners). Estimate capital and operating costs for providing deviated fixed route service on one or more routes per area.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Name Enhanced Service on Core Transit Routes

Sunday Service

Description Implement 30-minute frequency during p.m. peak hours on “core” transit routes (routes with highest productivity or routes in corridors with a heavy travel demand). Expand service hours on these “core” routes. Add one hour in the morning (5 a.m. - 6 a.m.) and two hours in the evening (7 p.m. - 9 p.m.). Estimate costs (operating and capital) of implementing 30 minute service frequency during p.m. peak hours (4 p.m. - 7 p.m.) on the following routes: LAMTD Routes 10, 20, 22X, 41; WHAT Route 10; and Lakeland-to-Winter Haven Route 12. Estimate cost of expanded service hours on routes identified above and cost for expanding service hours on LAMTD routes that already have a 30 minute service frequency (Routes 31, 50, 51, & 52) Implement Sunday service on an abbreviated schedule of from 8 a.m. - 2 p.m.

Regional Express Bus Service in Interstate 4 Corridor

In participation with Hartline and LYNX, implement express bus service on Interstate 4 between Tampa and Orlando with stops at existing and proposed park-n-ride lots in Polk County. There is an existing park-n-ride lot on Interstate 4 at SR 33 interchange. Park-n-ride lots have been proposed at County Line Road, CR 582, SR 559 and US 27 interchanges.

Premium Transit Service Corridors

Provide premium transit services in corridors with a heavy travel demand. Some of these corridors may have existing or projected traffic congestion. Define premium transit services to include: High Frequency Service (15 minute headway); Express Service (frequent service with limited stops); and Bus Rapid Transit (dedicated bus lane). Provide a descriptive comparison of the similarities and differences for these three (3) options including integration of Intelligent Transportation Systems (ITS).Make recommendation on appropriate service for the respective corridors. Estimate order of magnitude costs (capital and operating) for implementing these services on the following corridors:  US 98/Bartow Road from SR 60A (Bartow) to LAMTD terminal;  SR 37 from SR 60 (Mulberry) to LAMTD terminal;  SR 37/SR 35/US 98 from LAMTD terminal to Lakeland Square Mall;  US 17 from SR 60A (Bartow) to WHAT terminal;  US 92/SR 544 from LAMTD terminal to WHAT terminal;  US 27 from Eagle Ridge Mall to proposed park-n-ride lot at US 27/Interstate 4; and  SR 60 from SR 37 (Mulberry) to US 27 (Lake Wales).

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

The 2012 major update to the Polk Consolidated Transit Development Plan is currently underway which is entitled “My Ride” and expected to drive the vision of future public transportation in Polk County. Goals, Objectives, and Strategies The five goals identified by the Polk County Transportation Disadvantaged Local Coordinating Board help guide the program towards producing a more efficient and effective coordinated transportation system for the disadvantaged population of Polk County. Goal 1. Enhance the availability of transportation services to meet the mobility needs of transportation disadvantaged persons. Objective 1.1 Maximize transportation resources by using contract operators under a partial brokerage system and encouraging clients the use of fixed-route systems. 

Policy 1.1.1: Initiate Requests for Qualification/Requests for Proposal to acquire additional contract operators as necessary.



Policy 1.1.2: Maintain agreements with all transportation operators participating in the trip brokerage system.



Policy 1.1.3: Maintain performance standards for monitoring contract operators.



Policy 1.1.4: Require clients who live within three-quarters of a mile of a fixed route and can access a transit bus to use the fixed-route service.



Policy 1.1.5: Coordinate inter-county transportation disadvantaged services with surrounding counties.

Goal 2. Provide transportation disadvantaged services in a cost-effective and efficient manner. Objective 2.1 Evaluate Open Brokerage of Door-to-Door Trips in the Urban Transit Service Area (UTSA) 

Policy 2.1.1: The CTC will coordinate with the Polk Transit Authority (PTA) to conduct an evaluation of potential cost savings and service efficiencies of brokering ADA or other paratransit trips within the UTSA—including those in the LAMTD and WHAT service areas—on a minimum cost basis.

Objective 2.2 Evaluate Centralized Scheduling and Dispatch of All Door-to-Door Trips 

Policy 2.2.1: The CTC will coordinate with the PTA to conduct an evaluation of providing scheduling/dispatch of all door-to-door trips under a central system using Trapeze advanced scheduling software system.



Policy 2.2.2: Reduce the no-show rate by consistently enforcing the no-show policy.

Objective 2.3 Evaluate Establishing a Garage/Maintenance Facility in East Polk Area 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION



Policy 2.3.1: The CTC will coordinate with the PTA to evaluate establishing a garage/maintenance facility in East Polk County for buses, paratransit vans, and other public transit vehicles as needed.

Goal 3. Improve public awareness of the Transportation Disadvantaged Program. Objective 3.1 Participate in Implementing a Common Marketing Plan for “Seamless” Fixed Route Transit and Paratransit Services 

Policy 3.1.1: The CTC will work jointly with the PTA on the development, production, and distribution of a single transit system map for customers indicating how the routes relate to each other and a new “Ride Guide” explaining how to access all of the fixed route and paratransit services in Polk County.



Policy 3.1.2: The CTC shall serve as a clearinghouse for information about services and funding sources for the transportation disadvantaged.



Policy 3.1.3: Provide presentations to inform the public about the Transportation Disadvantaged Program.



Policy 3.1.4: Distribute the new “Ride Guide” and other print material explaining the transportation disadvantaged program and other public transit services.

Goal 4. Provide transportation services in a safe and reliable manner. Objective 3.1 Require that transportation operators provide safe, reliable and courteous service. 

Policy 3.1.1: Ensure that all transportation operators maintain a System Safety Program Plan pursuant to Section 341.061, F.S. and Rule 14-90, FAC.



Policy 3.1.2: Ensure that all contracted operators provide adequate passenger assistance training for their drivers.



Policy 3.1.3: Use real-time demand responsive scheduling and dispatching system to ensure trips are provided “on time”.



Policy 3.1.4: Monitor the CTC’s routing, scheduling, and dispatching operations.



Policy 3.1.5: Maintain standards to promote courteous service and monitor customer satisfaction.



Policy 3.1.6: Monitor transportation operators to ensure a reliable and adequate fleet of vehicles is maintained for the coordinate system.

Goal 5. Ensure program accountability by collecting and reporting system and provider data in an accurate and timely manner. Objective 5.1 Document compliance with procedures, rules and regulations established by the Commission for the Transportation Disadvantaged and the Florida Legislature. 

Policy 5.1.1: Produce an Annual Operating Report (AOR) that meets State standards.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION



Policy 5.1.2: Complete an annual evaluation of the Community Transportation Coordinator and the Coordinated System that includes an evaluation of the standards and performance measures adopted by the Coordinating Board.



Policy 5.1.3: Provide a report at each Coordinating Board meeting outlining the activities and accomplishments relative the TDSP Goals, Objectives and Policies.

Performance Measures The performance measures are derived from the Polk Transportation Disadvantaged Program’s goals, objectives, and policies and provide the basis for an annual evaluation of the Community Transportation Coordinator. Table 7. TD Program Performance Measures Performance Measure Previous Target

New Target (2008)

Potential TD Population Served

At least 9%

Percent of Trips on Fixed-Route

At least 25% No greater than $13.75 No greater than $18.00

At least 25% No greater than $14.60 No greater than $19.10

No more than 1.2

N/A

No more than 1.0

At least 30,000

N/A

At least 10,000

No more than 2.0

At least 90%

Average Cost per Trip Average Cost per Paratransit Trip Accidents per 100,000 Vehicle Miles (Paratransit) Accidents per 110,000 Vehicle Miles (Fixed-Route) Vehicle Miles between Road Calls (Paratransit) Vehicle Miles between Road Calls (Fixed-Route) Complaints per 1,000 Paratransit Trips On-Time Performance

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

SECTION 2. SERVICE DELIVERY PLAN OPERATIONS Types, Hours and Days of Service The CTC maintains a partial brokerage system. Service is provided Monday - Saturday from 5 a.m. to 6:00 p.m. Sunday service is available on a pre-arranged case by case basis only. Reservations should be made a minimum of 72 hours in advance and may be made up to 7 days in advance. Door to door TD service is provided for ambulatory, wheelchair, and stretcher clients. The service is provided by the Polk County Transit Services (PCTS), the school board, one (1) for-profit, and two (2) non-profit organizations. Accessing Services Subscription trips will be allowed on a first-come, first-served basis, to the extent of scheduling availability. Please allow a minimum of five (5) business days to process initial subscription requests or changes to an existing subscription order. ADA trips may be scheduled up to one (1) day in advance of the trip date. All trips may be scheduled up to 7 calendar days in advance. PCTS trips may be scheduled one (1) business day in advance. Please call no later than Saturday for Monday, or one (1) day before a holiday for the service the day after a holiday. All other trips require a minimum of 72 hours advance scheduling. Out of area trips will only be provided to the requested service areas on the days that transportation is provided to the specific service area (See Out of Area Transport Policy). The LAMTD and PCTS are the operators for the WHAT fixed route service. The LAMTD provides its own ADA complementary paratransit service in the Lakeland area and PCTS provides this service for WHAT fixed-routes. It is the sole responsibility of the applicant, or responsible party representing the applicant, to apply or reapply for transportation eligibility and ADA privileges in a sufficient amount of time to complete the application process. All forms and assessments must be completed fully. Expiration dates are clearly noted on identification cards. Please allow minimum processing time of 14-21 days for applications. Notification will be forwarded to the applicant via the regular US mail. PCTS has the right to require additional information as deemed necessary before making a final decision on eligibility. Additional information may be requested in the form of a functional assessment by a qualified facility. Clients are instructed to schedule trips during identified off peak hours whenever possible. Trips to out-of-county facilities are scheduled in multi-loaded vehicles and may be scheduled on specific days and times of the week for different geographic areas. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

The CTC’s policy is that requests for TD services are to be received at least seventytwo hours prior to the date service is needed. However, consideration is given to any request made at any time, depending on availability. In accordance with the “No-Show” Policy, the CTC will notify habitual no-show clients that they may be suspended from service delivery. Arrival Window Time Passengers are required to be ready for departure 15 minutes before the scheduled pick up. If the passenger is not ready the Wait Time Policy would take effect. Wait Time Policy Any passenger violating this policy will be given one (1) letter of warning. A second occurrence will result in future denial of transportation services until corrective measures have been agreed upon by the transportation agency. Pick Up Passengers are expected to be ready and waiting for their ride at the door of their home or in the lobby of a complex, apartment building or other facility. There is no requirement to wait if the operator arrives after the originally scheduled time of the trip. Passengers in facilities where the passenger will be at risk in the lobby are expected to be ready to be boarded by the driver when the driver arrives for the pickup. Operators are required to wait no more than 5 minutes for a passenger if they arrive within the Arrival Window Time. The No Show Policy would take effect if the passenger does not utilize the scheduled ride. Return Trips Passengers should be ready to be dropped off at the scheduled destinations and allow the operator to move on. Passengers in apartment complexes, assisted living facilities, health care facilities, etc., are expected to be received from the driver when the driver arrives on the premises. Operators are not permitted to enter private quarters or residences for ambulatory or wheelchair transports. Eligibility Determination for Non-Sponsored Trips TD funds are allocated as follows: a.) to those most in need, b.) for trips deemed most necessary, c.) using transportation services/modes that are most cost effective and d.) In a leveraged manner to receive the greatest benefit from available funds. “Those Most in Need” The CTC will use an enrollment process that verifies that a customer meets the following criteria: 1. Transportation Disadvantaged. (Is the person “transportation disadvantaged”?) 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

2. No Other Transportation Available. (For example, a family member is not able to provide the transportation?) 3. No Other Funding Available. (That is, there is no agency responsible for the transportation requested, e.g. transportation of an agency client to an agency sponsored program?) 4. No Public Transit. (Is the trip origin and destination within a fixed route service area? If yes, the client will be advised of the route location and schedule. ADAeligible clients will be offered an application for complementary door-to-door service.) 5. Ability to Pay. (Determine the individual’s ability to pay and use the income/percent of full fare sliding scale table to advise on the required co-pay per one-way trip.) “Trips Deemed Most Necessary” (Medical/Medical Related are the highest priority, etc.) It has been established that Medical/ Medical Related services followed by Training for Critical Life Skills will be funded as the top two priorities. If funding allows, the other trip purposes may be considered. 1. Medical/Medical Related 2. Specific Education and Training Determined by the CTC to be for Critical Life Skills 3. Nutrition and Life Sustaining Activities 4. Other Education and Training 5. Employment 6. Social/Recreational and Other Activities “Using Cost-Effective Transportation Services/Modes” The Polk County CTC, the TD Trust Fund Program, and the Medicaid Program require that services be provided by the least cost mode and the most efficient means (e.g., maximizing the use of fixed-route transit and multi-loading of vehicles). Door-to-Door Service Priorities: 

1st Priority - Polk County BoCC door-to-door services provided by PCTS and non-profit providers under CTC Coordination Agreements.



2nd Priority - For-profit operators under contract to the CTC.

“Leverage Non-Sponsored Trip Funds” A sliding scale will be used to determine co-payments. It will show the required of copayment based on a client’s verified disposable net income and liquid assets. The minimum co-payment is $1.50 and the “ceiling” or maximum co-payment is the full mileage-based cost calculated at the fully-allocated operating cost per mile, per oneway trip. The CTC may establish a lower co-payment on a trip by trip basis.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Program Allocation for Bus Passes - The CTC will set-aside funds for bus passes under the Non-Sponsored Trip Program. The initial allocation shall not exceed 5% of the annual TD Trip/Equipment Grant. Individual Requests for Bus Passes - If a qualified TD client can use fixed-route services and cannot afford bus fare, then CTC may issue bus passes from this allocation. Agency Requests for Bus Passes - Agency requests will be considered at the beginning of the funding year. Agencies must provide appropriate documentation that their clients meet eligibility criteria 1, 2, 3 and 5 listed on page 15 under â&#x20AC;&#x153;Those Most in Needâ&#x20AC;?. Bus passes will be issued to agencies based on documented need and availability of funding. Preference will be given to agencies with a need for medical/medical related trips; therefore agencies should identify the portion of clients' trip needs which are medical or medical-related. Agencies should also demonstrate that clients cannot afford bus fare. Additional Program Allocation of Bus Passes - If there is a carry-over of monthly allocated funds, then the CTC may purchase additional bus passes for distribution to agencies and individuals. Transportation Operators and Coordination Contractors The CTC operates a partial brokerage system that includes transportation for nonsponsored clients. Social service agencies that have their own vehicle fleet and provide their own transportation services are required to submit a fully-allocated transportation cost budget to the CTC. If their cost per mile is less than the rates charged by private operators and/or their service requirements go beyond those of the coordinated system, that agency will be permitted to continue operating their own service under an executed agreement with the CTC. Table 8. Contract Providers Contact Person Service For-Profit Operator

Name Independent Community Transport, Inc.

Steve Wolfe

A, W

Clients

TD, Medicaid

Not For-Profit Operator Southeast Christian Assembly Transportation

Tom Presley

Peace River Center

Mary Blevens

A, W

TD, Medicaid TD, Medicaid, Clients

Agencies with Coordination Contracts Alliance for Independence

Shirley Balogh

A, W

Clients

ElderPoint Ministries

Jane Hammond

Clients

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Name

Contact Person

Service

Clients

Faith in Action

Mildred McMillan

A, W

Clients

Polk Training Center

Sherrie Holbrook

A, W

Clients

Quality of Life Community Services

Michael J. Moses

A, W

Clients

Reese Group Home

Helen Reese

A, W

Clients

Fixed-Route Transit Lakeland Area Mass Transit District, Winter Haven Area Tom Phillips All within A, W Transit and Polk County Paul Simmons service areas Transit Services Polk County Board of County Commissioners Polk County Transit Paul Simmons A, W, S All Services (Polk County CTC) Fellowship Polk County Elderly Dining Services (Fellowship Dining Hope Jones A Program Program) Clients Polk Emergency Medical David Cash S All Services Public Transit Service contracts exist with the Lakeland Area Mass Transit District (LAMTD) to provide transportation for several public and private agencies. In addition, the CTC purchases bus passes from LAMTD. School Bus Utilization Currently the CTC does not have an agreement in place with the Polk County School Board for any services beyond emergency operations such as mass evacuations. Numerous attempts have been initiated by the CTC via written correspondence, telephone calls, and person-to-person meetings with School Board staff. The primary barrier appears to be the School Boardâ&#x20AC;&#x2122;s lack of knowledge of the coordination goals. There is also a level of uncertainty regarding actual availability of School Board resources should a request for assistance be made. Further attempts to coordinate are on-going. Vehicle Inventory The vehicle inventory for the CTC may be found in the Appendix of this report. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

System Safety Program Plan Certification The annual System Safety Program Plan Certification form may be found in the Appendix of this report. Inter-County Services Intelligent Transportation Systems (ITS) Agreement in place with the Central Florida Regional Transportation Authority (Lynx). This is an FTA Demonstration Project that shows how technology can be used to enhance coordination efforts across jurisdictional boundaries. Through the use of Mobile Data Terminals (MDTs) and Automatic Vehicle Location (AVL) technology, accurate information is exchanged between the drivers in the field back and their dispatch centers. With this information’s being available to the dispatchers, more capacity is available for brokered trips to and from either jurisdiction. Enhanced coordination is made possible through a Memorandum of Agreement between Lynx and the Polk County Board of County Commissioners. Natural Disaster/Emergency Preparedness PCTS plays an important role in Polk County’s Emergency Response Plan, and is classified as ESF-1 for emergency operations. When an evacuation requiring transportation is declared by Polk County Emergency Management, the Polk County School Board, PCTS, and the LAMTD will activate their plans to ensure that transportation services are provided in a timely manner. The following vehicles are available to provide transportation to primary and special care shelters or appropriate medical care facilities. 

Standard School Buses and Vans/Buses - The School Board will provide school buses and the PCTS and LAMTD will provide vans and/or buses to transport ambulatory people.



Lift-Equipped Vehicles - The School Board, PCTS, the LAMTD and WHAT will provide buses equipped with lifts to transport individuals confined to wheelchairs.



Ambulances - Polk County Emergency Medical Services (EMS) ambulances will transport individuals requiring medical attention during transportation. PCTS and Southeast Christian Assembly (SECA) Transportation will provide stretcher service for those who do not need medical attention during transport.

Education Efforts/Marketing Presentations on the TD program and services are made at agency meetings and at county and city sponsored events. Ride Guide information is distributed for target groups like senior citizens and new comers. The objective for 2006/07 is to implement a common marketing plan for the provision of “seamless” transit services. Plan implementation will be guided by the Polk Transportation Authority Board consisting of representatives from the Polk County BoCC, LAMTD, WHAT and the municipalities of Polk County. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

SERVICE STANDARDS Drug and Alcohol Policy Each CTC, and any transportation operators from whom service is purchased or funded by local government, state or federal transportation disadvantaged funds shall assure the purchaser of their continuing compliance with the applicable state or federal laws relating to drug testing (specifically, Section 112.0455, Florida Statutes; Rule 14-17.012 and Chapters 59A-24 and 60L-19, F.A.C.; and 41 U.S.C. 701; 49 C.F.R., Parts 29 and 382; and 46 C.F.R., Parts 4, 5, 14, and 16). The Polk County Coordinated System adheres to the Florida Department of Transportation Drug and Alcohol Policy established and approved by the Polk County BoCC and incorporated within each contract. Drug and alcohol testing for safety sensitive job positions within the coordinated system regarding pre-employment, randomization, post-accident, and reasonable suspicion as required by the Federal Highway Administration and the Federal Transit Administration. The Polk County Coordinated System adheres to the Florida Department of Transportation Drug and Alcohol Policy established and approved by the Polk County Board of County Commissioners and incorporated within each contract. Transportation of Escorts and Dependent Children An escort of a passenger and dependent children are to be transported as locally negotiated and identified in the local Transportation Disadvantaged Service Plan. For paratransit trips within the Polk County Coordinated System, children under the age of 16 and individuals requiring special assistance will be accompanied by an escort, unless waived in writing prior to boarding by the parent/guardian and verbally by the operator/provider and in agreement with the CTC Program Manager. In cases where it is not evident the individual needs special assistance requiring an escort, a medical document stating the reason an escort is needed will be required. The escort must be able to provide the necessary assistance to the passenger and will be transported without co-pay. Typically, one escort is authorized for each scheduled passenger with additional escorts considered on a case-by-case basis. A parent or guardian escorting an under age child may not bring additional children unless the other children have a scheduled reservation and are being transported to receive a service. Agencies who schedule under age children for services will be responsible for providing escorts or bus aides if a parent or guardian does not accompany the child. Child Restraint Devices Use of child restraint devices shall be determined locally as to their responsibility, and cost of such device in the local Transportation Disadvantaged Service Plan. For paratransit trips within the Polk County Coordinated System, all children under the age of three (3) shall be in an appropriate child restraint carrier during transport. Children who are the ageâ&#x20AC;&#x2122;s three (3) to five (5) shall be in a child restraint seat or in seat 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

belts during transport. Due to sanitary reasons related to transmittal of communicable diseases, the child restraint seat must be provided by the accompanying adult or escort. Passenger Property Passenger property that can be carried by the passenger and/or driver in one trip and can safely be stowed on the vehicle shall be allowed to be transported with the passenger at no additional charge. Additional requirements may be negotiated for carrying and loading rider property beyond this amount. Passenger property does not include wheelchairs, child seats, stretchers, secured oxygen, personal assistive devices, or intravenous devices. Passenger property that can be carried by the passenger and/or driver in one trip and can safely be stowed on the vehicle shall be allowed to be transported with the passenger at no additional charge. Additional requirements may be negotiated for carrying and loading rider property beyond this amount. Passenger property does not include wheelchairs, child seats, stretchers, secured oxygen, personal assistive devices, or intravenous devices. Within the Polk County Coordinated System, passengers must be able to independently carry any items brought onto the vehicle. Drivers will not be allowed to carry passenger property, other than on and off of the vehicle, unless prior approval has been made through central schedule/dispatching and with the CTC Program Managerâ&#x20AC;&#x2122;s approval. Regarding oxygen units, only personal/portable oxygen units accompanying the passenger shall be transported and must be properly secured or stowed during transit. Lost and Found Found items will be placed in a plastic bag and turned into to the Lead Driver or Assigned Supervisor at the end of the shift in which the item was found. Passengers claiming lost property should contact Customer Service at 534-5500 to report and identify lost property. Property will be returned to identifiable owner upon request. Drivers are not permitted to independently return found property. Vehicle Transfer Points Vehicle transfer points shall provide shelter, security, and safety of passengers. The Polk County Coordinated System does not currently use vehicle transfer points for paratransit trips. In the event that transfer points are needed, the transfer will take place at a location that provides shelter, security, and safety of passengers. Local Toll Free Phone Number A local toll free phone number for complaints or grievances shall be posted inside the vehicle. The local complaint process shall be outlined as a section in the local Transportation Disadvantaged Service Plan including, advising the dissatisfied person about the Commission's Ombudsman Program as a step within the process as approved by the local Coordinating Board. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Vehicles providing paratransit service within the Polk County Coordinated System shall have signs posted within sixty (60) days of contract execution listing the CTC’s toll free telephone number for comments/complaints (fixed route public transit operators within the Coordinated System may instead post their local toll free telephone number) and a toll free telephone number for comments/complaints to the Commission for the Transportation Disadvantaged Ombudsman. The CTC’s and the Ombudsman’s toll free numbers will also be listed in the CTC’s users guide along with information on how to file a complaint. The CTC has an adopted grievance procedure approved for the Polk County Coordinating System. Any complaints or grievances not resolved between both parties within 30 calendar days will be referred to the Grievance Subcommittee of the Polk County Transportation Disadvantaged Coordinating Board. Out of Service Area Trips Medicaid reimburses for a recipient to be transported to sources of medical care within his/her locality, except when the required medical care is not available within that locality. For the purpose of this policy, the locality is defined as the recipient’s county of residence. When the required medical care is not available within the recipient’s county of residence, Medicaid authorizes reimbursement for out-of-county transportation to the closest facility that can provide those Medicaid compensable services. All transportation provided must be the most cost-effective and most appropriate method of transportation available to each transportation-eligible Medicaid recipient. Out-of-service area medical appointments must be scheduled at least seventy-two (72) hours in advance and not more than one week in advance. Exceptions to the seventytwo (72) hour or less scheduling rule include extenuating circumstances such as:  post-operating procedures  follow up appointments in less than seventy-two (72) hours  urgent care  hospital and emergency room discharges  transportation to appointments made to replace missed appointments that were not caused by the Medicaid recipient’s negligence Out-of-service area transportation for extenuating circumstances will be provided within three workdays or less. Customers may be multi-loaded with other customers traveling in the same general vicinity. Medical documentation is required to verify the service cannot be received locally. All out-of-county trips of more than 100 miles must be prior-approved by the Transit Services Division Director or Program Supervisor. Polk County Transit Services will only coordinate Medicaid transportation for residents of Polk County. Residents of other counties will not be handled through Polk County.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Trip reservations for out-of-county transportation are accepted Monday through Friday, 7:00 a.m. to 6:30 p.m.; and Saturdays, 8:00 a.m. to 5:00 p.m. Out-of service- area trips requested for same day is not available. Days, Service Hours and Areas of Service for Out-of-Area Trips: Locations:

Days of Travel:

Osceola and Orange Counties ----------------

Tuesdays and Thursdays

Tampa Area ------------------------------------

Monday through Friday

Gainesville Area --------------------------------

Thursdays

Other Areas --------------------------------------

Wednesdays

Customers requiring out-of-county transportation must schedule appointments so that they are cared for or treated between the hours of 9:00 AM and 12:00 Noon. Customers traveling to Osceola and Orange counties as well as the Gainesville area will be connected with Lynx or Access Lynx Paratransit Services where possible, at the discretion of PCTSâ&#x20AC;&#x2122; Customer Service Representatives. Out of Area Pick-up and Drop-off Windows: There is a minimum 2 hour pick-up and drop-off window on out-of-county trips. This means that a person could be picked-up as early as 2 hours before his or her requested pick-up time. Trips may be and most likely will be multi-loaded in vehicles with other passengers who share common pickup and/or travel destinations. Necessary & Convenience Trips Necessary trips are defined as trips for the purpose of Medical, Medical Related or other Life Sustaining. Convenience trips are defined as any trip that does not fall under the categories listed above as Necessary trips. Taking the passenger to the nearest bus stop to utilize fixed route service bus and diala-ride options will be used at the discretion of the transit agency whenever suitable and reasonable. PCTS will reserve the right to restrict service due to capacity and funding constraints. Requested trips may not always be able to be accommodated. Alternatives to requested dates and times for trips will be offered wherever possible. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Non-Emergency Stretcher Transport Stretcher Vehicle: A stretcher vehicle is an enclosed vehicle that accommodates bedbound passengers and is equipped with locking devices to secure the passenger during transit. Stretcher service is available for Medicaid beneficiaries who are non-ambulatory and need assistance to be transported to and from their homes and the vehicle receive health care treatment in a reclining position and requires the attention of an attendant. No flashing lights, sirens or emergency equipment are required to be installed on a nonemergency stretcher vehicle. Stretcher services are only provided in non-emergency situations where: The Medicaid beneficiary needs to remain in a lying position but do not require the administration of life support; or The Medicaid beneficiary has severe mobility disabilities that render them unable to sit in any upright position for prolonged periods of time. A medical professional’s verification or documentation of the beneficiary’s need for transport by a stretcher vehicle may be required. An otherwise ambulatory Medicaid enrollee requires radiation therapy, chemotherapy, or dialysis treatments which result in a disabling physical condition after treatment, making the enrollee unable to access transportation without personal assistance such as that which is provided by an Nonemergency stretcher service; If a person is able to ambulate without assistance; or if wheelchair is the usual mode of transport and there are no disabling conditions that require transport in a reclining or lying position; and if personal assistance as described above is not necessary and/or not provided, then Stretcher transport service should not be requested and Paratransit services should be requested. A prior authorization is required for the stretcher transport and may require the support of documentation such as the order of a practitioner who is the Medicaid enrollee’s:  Attending physician;  Physician’s assistant;  Nurse practitioner;  Attending physician;  Other type of medical practitioner. Non-emergency stretcher transportation may be ordered if any of the following conditions is present: The Medicaid enrollee has a disabling physical condition other than one described above or a disabling mental condition requiring personal assistance provided by Non-emergency stretcher services; and, 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

The ordering practitioner certifies that the enrollee cannot be transported nonemergency Paratransit service, bus or private vehicle and there is a need for Nonemergency stretcher service. The ordering practitioner must identify the condition which qualifies the use of Nonemergency stretcher services. Non-emergency stretcher service is bed-to-bed; from the enrolleeâ&#x20AC;&#x2122;s place of residence through the door of the qualified Medicaid treatment facility. The enrollee must be transferred from the transport providerâ&#x20AC;&#x2122;s stretcher when receiving medical treatment. Transport from place of residence to a routine medical appointment: Ensure that residence has clear access at the entryways and travel paths of the residence. A ramp is preferred at the residence. If there is no ramp in place, and the entryway is not flat, the number of steps must not exceed three (3), with each step not exceeding 9 inches in height and 12 inches in depth. All steps must be stationary, stable and in good repair. The receiving facility must be prepared to provide treatment upon arrival of the stretcher transport vehicle, and have a treatment room available for the patient to be transferred to. The stretcher transport team will be prepared to make the necessary transfer. Non-emergency stretcher vehicles may also be multi-loaded with wheel chair and ambulatory transports for Paratransit eligible enrollees in the same vehicle as Non-emergency stretcher service enrollees. Transport to or from a skilled nursing facility or hospital or other medical treatment facility: Assistance from the Nurse in charge will be requested to assist the driver and attendant in locating the recipient scheduled for transport. The recipient must be ready to be transferred onto the non-emergency stretcher transport vehicle at the time of arrival for the driver and the attendant. The receiving facility must be prepared to receive the recipient upon arrival and provide necessary assistance to the non-emergency stretcher transport driver and attendant to make the transfer from the stretcher.

Personal Assistance An enrollee who can walk to and from a vehicle, his or her home, and a place of medical services without such assistance is deemed not to require personal assistance. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

In providing personal assistance, the non-emergency stretcher driver and attendant may physically assist the recipient, guiding the recipient in close proximity to prevent any potential injury due to a fall or other sudden loss of steadiness or balance. No personal assistance will be provided that requires installation, removal, adjustment or other interference with medical equipment or devices. Portable oxygen apparatus may be lifted or carried by the non-emergency stretcher driver or attendant. Personal assistance will not be provided when hazards and harmful situations exist such as uncontained secretion of bodily fluids, open wounds, etc. The direction of the non-emergency stretcher driver and attendant will be accepted when an on-site assessment and observation of potential harmful situations exist. Transportation may be denied when such uncorrectable situations exist. We are committed to providing the non-emergency stretcher transport service with a high regard for the person’s safety, dignity and respect. Ensuring the patient’s dignity allows the patient to feel as if they are being treated respectfully. To avoid sensitivity issues and misunderstandings, patients are required to be covered with sheets and appropriate clothing at all times during transport. The weight capacity for a routine non-emergency stretcher (cot) is 600 pounds. However, if an individual’s weight is at 350 pounds or more, the driver and attendant will request additional assistance to make the transfer safe. If professional assistance is not on site, the transport may be delayed until additional assistance is made available by either the support of another non-emergency stretcher team, Non-emergency EMS or Fire Rescue. The stretcher transfer will be done by the conventional sheet method (see attached diagram). Scheduling and Pick-Up Window Except for subscription service, routine appointments may be scheduled with a minimum of three (3) days advance notice, and up to 7 days in advance. Same day requests may be made when the transport is to or from an urgent care treatment facility. Same day trips will be granted with a minimum three (3) hour response time for local trips. Out of area requests will be granted with an additional 30 minutes response time for each 15 miles of travel out of the local area (County). Polk County Transit Services scheduling staff may be reached during normal office hours at (863) 534-5500 (Monday through Friday, from 7:00 a.m. through 6:30 p.m., and Saturdays from 8:00 a.m. through 5:00 p.m.). Trips may also be scheduled through an After-Hours Operator by calling (863) 5345500. The stretcher transport may be provided by Polk County Transit Services’ staff or through a contracted transport provider. All trips that are Medicaid reimbursed must be 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

arranged and prior-authorized by Polk County Transit Services which serves as the Community Transportation Coordinator (CTC). Vehicle Cleanliness Interior of all vehicles providing service in the Polk County Coordinated System shall be free from dirt, grime, oil, trash, torn upholstery, damaged or broken seats, protruding metal or other objects or materials which could soil items placed in the vehicle or provide discomfort for the passenger. Billing Requirements Billing requirements of the CTC to subcontractors shall be determined locally by the local Coordinating Board and provided in the local Transportation Disadvantaged Service Plan. All bills shall be paid within 7 calendar days to subcontractors, after receipt of said payment by the CTC, in accordance with Chapter 287.0585, Florida Statutes. All Polk County Coordinated System for-profit operators will invoice the CTC by the end of the week following service delivery, on the appropriate invoice forms made a part of the operator’s contract. Invoices will be logged in by the CTC Fiscal Unit and will be handled invoice by invoice, first come, first reviewed. The operator will be reimbursed within 45 days of receipt of an approved, final, corrected invoice. This is covered in the operator’s contract. Passenger/Trip Database Passenger/trip data base must be maintained or accessible by the CTC on each rider being transported within the system. For all trips provided by the Polk County Coordinated System, including trips provided by the CTC or brokered to coordinated operators, passenger/trip data will be collected and entered into the CTC’s automated scheduling and dispatch system. Each coordinated operator will keep the appropriate information necessary to satisfy the CTC in making eligibility assessments and fulfilling reporting requirements as determined by any and all funding agencies. These requirements are outlined in each contract. Adequate Seating Adequate seating for paratransit services shall be provided to each rider and escort, child, or personal care attendant, and no more passengers than the registered passenger seating capacity shall be scheduled or transported in a vehicle at any time. For transit services provided by transit vehicles, adequate seating or standing space will be provided to each rider and escort, child, or personal care attendant, and no more passengers than the registered passenger seating or standing capacity shall be scheduled or transported in a vehicle at any time.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

The Polk County Coordinated System will ensure that vehicle seating will not exceed the manufacturer's recommended capacity or, when applicable, the Florida Department of Transportation seating guidelines. Driver Identification and Uniform Requirements Each driver must have photo identification that is in view of the passenger. Name patches, inscriptions or badges that affix to driver clothing are acceptable. For transit services, the driver photo identification shall be in a conspicuous location in the vehicle. All drivers for the Polk County Coordinated System will have a picture identification displayed at all times when transporting passengers. The driver may also be identified by a standard uniform. Drivers providing Polk County Coordinated System paratransit services, including coordination contractors, shall be required to announce and identify themselves by name and company in a manner that is conducive to communications with the specific passenger, upon pickup of each rider, group of riders, or representative, guardian, or associate of the rider, except in situations where the driver regularly transports the rider on a recurring basis. General Passenger Assistance Drivers providing Polk County Coordinated System paratransit services shall provide the passenger with boarding assistance, if necessary or requested, to the seating portion of the vehicle. The boarding assistance shall include opening the vehicle door, fastening the seat belt or utilization of wheel chair securement devices, storage of mobility assistive devices, and closing the vehicle door. In the door-through-door paratransit service category, the driver shall be required to open and close doors to buildings, except in situations in which assistance in opening/closing building doors would not be safe for passengers remaining on the vehicle. Assisted access must be in a dignified manner. At no time shall the vehicle leave the sight of the operator. The operator will not enter the residence. Operators will assist with bags for elderly and disabled persons pursuant to the adopted Bag Policy. Assistance will not be given if the operator determines the area from the door to the vehicle to be unsafe for the passenger and themselves. This includes walkways that are not clear of objects and/or debris. Drivers may not assist wheelchair up or down more than one step, unless it can be performed safely as determined by the passenger, guardian, and driver. Assistance will not be given if steps or ramps appear not to be properly constructed or maintained. If the passenger does not concur with the operatorâ&#x20AC;&#x2122;s professional determination of the area, he or she may call into the dispatch office and a supervisor will be dispatched to the address in question for a second opinion of the area in question. The supervisor will notify the passenger when the determination is made and proper documentation of the determination will be maintained in the clientâ&#x20AC;&#x2122;s file.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Bags Policy Operator will assist with three (3) large or six (6) small bags per trip, per elderly or disabled passenger. Assistance with bags would be given upon request of the passenger. A bag would be define4d as one large paper or plastic sack (weight not to exceed 10 pounds) or two small plastic bags (weight not to exceed 5 pounds each). Any item meeting the preceding requirements may be substituted for a “bag.” Any passenger violating this policy will be given one (1) letter of warning. A second occurrence will result in denial of transportation. Smoking, Eating and Drinking Smoking is prohibited in any vehicle. Requirements for drinking and eating on board the vehicle will be addressed in the local Transportation Disadvantaged Service Plan. There will be no smoking in any vehicle serving the Polk County Coordinated System. Eating and drinking by the client in the vehicle will be at the discretion of the driver. No Show Policy The CTC and the Local Coordinating Board has established the following no-show policy for Polk County Coordinated System: The CTC shall adhere to ADA no-show policies regarding ADA Complimentary Paratransit trips. For other paratransit trips, trips should be canceled in enough time to inform the driver before leaving to pick up the client, i.e. a minimum of two hours notice. Cancellations at the door will be considered a “no show”, and if frequent, may result in temporary suspension from the program. Same day cancellations should be called to the CTC’s or operator’s office during regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Cancellations for future dates must be called to the CTC’s office. If it is necessary to cancel a trip outside of regular business hours (i.e. weekends and evenings), the client should call (863) 534-5360, and an answering service operator will take the call and record the information. If a client fails to notify the appropriate entity, and an expense is incurred due to a vehicle being dispatched for that client, and that client is not available, or has decided not to go, then the client is classified as a “no show”. On the first “no show”, the driver will leave a “no show” notice on the client’s door. On the second “no show” occurrence, a letter of warning will be sent from the CTC. If a third infraction occurs within 60 days, a letter notifying the client that he/she has been suspended from service for a 30 day period will be sent by the CTC. When the client is again reinstated to the program, and if three infractions occur within 60 days, the suspension will be extended to 45 days. When the client is again reinstated to the program and if three infractions occur within 60days, the suspension will be extended to 90 days. A “no show” infraction occurring within 30 days of reinstatement after the third infraction will result in automatic suspension with the possibility of no reinstatement. Sponsoring agencies may request a reinstatement for their clients by written request. The reinstatement will be considered with the provision that documentation is provided stating that the habitual “no show” client has been counseled on the policies and responsibilities of using the coordinated transportation 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

system (i.e., canceling trips appropriately, shared ride, costs to the CTC, future loss of transportation). After an agency’s request for reinstatement has been granted, a “no show” that occurs within 30 days of reinstatement will result in automatic suspension with the possibility of no reinstatement. Appeals to suspensions must be made through the adopted grievance procedure. Late Cancels Policy Trips not cancelled at least 45 minutes prior to scheduled pick up time will result in a noshow and the No Show Policy would be effective.

Personal Care Attendants (PCA) and Companions ADA defines a PCA as someone who provides assistance in activities of daily living for the passenger that he or she is unable to provide for him or herself. One (1) PCA must be allowed to ride at no charge per ADA law. All PCTST/ADA passengers shall be allowed one companion rider regardless of age to accompany them at the current rate of the passenger fare when prearranged. This companion must be made known to the Scheduler at the time the request for transportation is made. A companion may not be another PCTS eligible rider. All eligible PCTS riders must schedule their trip separately under PCTS scheduling guidelines. Service Animals PCTS vehicles will allow service animals to board their vehicles. Pets or companion animals will not be transported on PCTS vehicles, caged or otherwise. The ADA defines a service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. Service animals perform some of the functions and tasks that the individual with a disability cannot perform for him or her. "Seeing eye dogs" are one type of service animal, used by some individuals who are visually impaired. The care or supervision of a service animal is solely the responsibility of his or her owner. The passenger and the service animal may be asked to exit the vehicle if the service animal’s behavior poses a direct threat to the health or safety of others. Mobility Devices, Ramps, Curbs & Steps Operators will assist passengers in manual mobility devices up or down one curb or standard size step. Operators will take an unoccupied, "common" (30"X48"), manual mobility device up or down no more than 3 steps.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

All ramps and walkways must be cleared of clutter or debris and properly maintained to allow a safe area for the operator to assist. If the area is deemed unsafe, assistance for the passenger will not be given and transportation will be denied for that trip unless the passenger can meet the operator at the vehicle. Mobility Devices The Americans with Disabilities Act (ADA) prohibits discriminating against individuals with disabilities in providing transportation services. All "common wheelchairs" and their users must be transported. A "common wheelchair" is defined by the ADA as a mobility device (including three-wheeled scooters), which safely fits on a standard passenger lift, has maximum dimensions of 30" by 48" and a maximum combined weight of 600 pounds of both passenger and common wheelchair. Operators must require that a passenger permit his/her common wheelchair to be secured, if the common wheelchair can be properly secured. If the bus securement system cannot be used properly on a particular common wheelchair, operators must use their "best efforts" to restrain or confine the common wheelchair to the securement area and advise the common wheelchair passenger of a potential hazard. At the userâ&#x20AC;&#x2122;s request, Operators may not deny transportation to common wheelchair users because his/her common wheelchair cannot be secured satisfactorily by the bus securement system. Operators are to assist passengers in using passenger seat and/or shoulder belts upon request. The use of seat/shoulder belts is at the option of the passenger, but is strongly recommended by the transit agency. If an operator asks the common wheelchair passenger to use the seat/shoulder belt and the passenger refuses, the operator should immediately notify the dispatcher/supervisor that the operator did make an attempt to have the common wheelchair passenger use the seat/shoulder belt, and the passenger refused. While the operator may recommend that passengers using "scooters" transfer from the "scooter" to a bus seat if the person is willing to do so, the passenger is not required to transfer. Intending passengers using a mobility device not a common wheelchair shall not be transported by PCTS vehicles. Operators are not permitted to drive or operate a motorized mobility device. Operation of the device is the sole responsibility of the passenger or their designee. Inclement Weather Inclement weather (including but not limited, hurricane conditions, torrential rain, high winds) may result in the PCTS system operating behind schedule or ceasing service for a period of time. If PCTS deems that the service is running behind schedule due to inclement weather, PCTS reserves the right to prioritize trips on these days in the following order; medical, medical related, life sustaining, support group, other. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Reporting Elderly and Disabled Abuse Polk County Transit Services is committed to report abuse, neglect and exploitation. Employees of Polk County Transit Services are mandated to report any suspected or known abuse, neglect or exploitation to the State of Florida Central abuse Registry.

All employees of Polk County Transit Services who know or have reasonable cause to suspect that a child, elderly person or disabled adult is or has been abused, neglected or exploited, shall immediately report such knowledge or suspicion to the State of Florida Abuse Registry and Tracking System by calling the statewide toll free telephone number 1-800-96ABUSE or by faxing this information to Registry and Tracking System (1-800-914-0004) using the Department of Children and Families Abuse/Abandonment /Neglect/Exploitation Fax Transmittal Form. The employee’s direct supervisor should be notified in writing.

Two-way Communication All vehicles providing service within the Polk County Coordinated System shall be equipped with two-way communications in good working order and audible to the driver at all times to the base. Bus Operator Wireless Communication Device Policy Purpose This policy is intended to ensure the safe operation of Transit and Paratransit vehicles used to transport clients. Personal Cell Phone Usage To ensure the safety of PCTS staff, other employees and the general public. Transit Staff are prohibited from using “wireless communication devices” [i.e. mobile/cell phones hands-on or hands-free, head sets, personal digital assistants (PDA’s), portable computers] to conduct oral communications; to place or receive telephone calls; to send or read electronic mail or text messages; to play games; to navigate the Internet; to play, view or listen to television broadcasts or music; to execute computational functions, or to perform any other function that is not necessary for the health or safety of the person and that entails the risk of distracting the driver from a safety critical task while driving Transit or Para-transit vehicles used to transport clients. “Wireless communications devices” must be turned off while operating county vehicles or when performing other transit critical functions such as conducting pre/post trip inspections. Should employees need to make business or personals call, they must locate a lawfully designated area to park and make the call.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Two-Way Radios, Transit issued Pages and Mobile Data Terminals (MDTs) This policy does not apply to the use of vehicle’s two-way radios; Transit issued pagers or mobile data terminals (MDT’s). The use of these communication devices is essential for the safe and effective operations of Transit and Para-transit services. However, the use of two-way radios must be brief and limited to business purposes only (i.e. emergencies, problems, unusual traffic congestion or detours, delays or late arrivals and transfer coordination). The use of Transit issued pagers and mobile data terminals (MDT’s) must not take place while vehicles are in motion. Communications through the use of Transit issued pagers and MDT’s must take place while vehicles are at a complete stop at a safe and lawful area. Out-of-County Company Provided Cell Phones Out-of County cell phones are provided to allow two-way communication between dispatch and operators who are driving outside the reach of the vehicle’s two-way radio. Nevertheless, unless otherwise authorized, company provided cell phones must be used only for transit related purposes. Should employees need to make a transit related call; they must locate a lawfully designated area to park and make the call. Employees must fully reimburse the Polk County Board of County Commissioners for any personal use of a company provided cell phone. Discipline Since the use of “wireless communication devices” while driving commercial vehicles may be extremely hazardous to drivers, other employees and the general public, in order for Polk County Transit Services to ensure the use of sound safety practices, any violations of this policy will result in the following disciplinary actions: 1. First Violation of this policy will result in a minimum of a Written Reprimand. 2. Second Violation of this policy within a three year period will result in a minimum of a Three (3) day suspension without pay. 3. Third Violation of this policy within a three year period will result in an Immediate Termination. Reference: BOCC Employee Handbook, Section 10.15 (Disciplinary Policies and Procedures), Item #10 (Violating a Safety Rule or Safety Practice) Air Conditioning/Heating All vehicles providing service within the coordinated system shall have working air conditioners and heaters in each vehicle. Vehicles that do not have a working air conditioner or heater will be scheduled for repair or replacement as soon as possible. If the heat or air-conditioning malfunctions in a vehicle providing service within the Polk County Coordinated System, the driver must have CTC permission to finish the day. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Vehicles with malfunctioning heater or air conditioning systems must be repaired before the next service day. CPR and First Aid First Aid policy and Cardiopulmonary Resuscitation policy shall be determined locally and provided in the local Transportation Disadvantaged Service Plan. Within the Polk County Coordinated System, operator contracts will state that training will include, at a minimum, first aid and Cardiopulmonary Resuscitation (CPR). Pick-up Windows and On-Time Performance The Polk County Coordinated System has established a standard of 90% on-time performance for all completed trips. “On-time” has been defined as no more than nine (9) minutes later than the scheduled arrival time for a scheduled appointment. “Will Call” or trips for return pick-up, between the hours of 6:00 a.m. and 6:00 p.m., will be evaluated on the one (1) hour return time of pick-up for trips in Polk County, unless another time is agreed upon. Trips for return pick-up, between the hours of 6:00 p.m. and 6:00 a.m., will be evaluated on the two (2) hours return time of pick-up for trips in Polk County, unless another time is agreed upon, and within a reasonable time for return trips for pick-up outside the County. Advance Reservation Requirements Within the Polk County Coordinated System, except for ADA paratransit trips, a minimum of 72 hours (3 days) notification is required for scheduling trips. With the exception of ADA paratransit trips, trips that are requested less than 72 hours in advance may be scheduled only on a space available basis. ADA paratransit trips will be provided in accordance with the Americans with Disabilities Act. Public Transit Ridership The CTC and the Local Coordinating Board should jointly establish a percentage of total trips that will be placed on the fixed route system. A Polk County Coordinated System standard has been jointly established by the CTC and the local Coordinating Board that fixed-route trips will equal at least 25% of total trips. Complaint Standard The Polk County Coordinated System standard is no more than two (2) complaints per 1,000 trips. Accidents/ Roadcalls

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

The CTC and local Coordinating Board will review accident and road call history at least annually. CTC Performance Standards are no more than 1.0 accident per 100,000 miles and at least 30,000 miles between road calls. Call Hold Time Within the Polk County Coordinated System, all calls should be answered by the third ring and callers should not be placed on hold for longer than two minutes without status announcements. Vehicle Securement Vehicles will not be left running and unattended; however, vehicles with passengers may be locked with the windows down and the key removed. Liability Insurance The Community Transportation Coordinator (CTC) shall ensure compliance with the minimum liability insurance requirement of $100,000 per person and $200,000 per incident, which are comparable to Section 768.28(5), Florida Statutes, limits for all transportation services purchased or provided for the transportation disadvantaged through the CTC. The CTC will indemnify and hold harmless the Local, State, and Federal governments and their entities, departments, and the Commission from any liabilities arising out of or due to an accident or negligence on the part of the CTC and all Transportation Operators under contract to them. Any liability insurance coverage in excess of $1 million per incident, where its cost is included in the service rate, must be approved by the Commission before its cost is included in any purchase of service contract. Documentation from the CTC must fully justify the need for the additional insurance coverage. The justification will identify the reasons for the additional coverage, the incremental cost of the additional coverage on each unit of transportation service and the estimated additional annual cost to each contracting agency/entity. The Polk County Coordinated System has established a $300,000/combined single limit. This is a Polk BOCC requirement. Safety Requirements Each CTC, and any transportation operators from whom transportation service is purchased with local government, state or federal transportation disadvantaged funds, shall ensure the purchaser that their operations and services are in compliance with the safety requirements as specified in Section 341.061(2)(a), Florida Statutes, and Chapter 14-90, F.A.C. Weapons & Contraband or Illegal Activity Weapons, concealed or otherwise, contraband and illegal activity are prohibited on PCTS vehicles. Violators will be removed from the vehicle, lose all future ride privileges, and will be reported to proper law enforcement without hesitation. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Abusive Behavior Abusive behavior of any type, directed towards PCTS employees or passengers, will not be tolerated. Instances of abuse will be thoroughly investigated on a case-by-case basis and transportation services may be interrupted while the investigation is pending. The severity of the instance will determine the penalty and may range from a letter of warning to criminal prosecution. PCTS reserves the right to suspend and/or revoke transportation privileges in cases of abusive behavior when the safety and well being of the employees and/or passengers is compromised. (See additional Code of Conduct and Trespass Guidelines) Under Florida Statute 784, assault against a Transit employee while engaged in the performance of his or her duties is a misdemeanor of the second degree or a misdemeanor of the first degree depending on the gravity of the offense. Battery against a transit employee while engaged in the performance of his or her duties could be constituted as a misdemeanor of the first degree or a felony of the third degree depending on the gravity of the offense.

Code of Conduct and Trespass Guidelines To help ensure the safety, security, comfort and convenience of all those who use our services, Polk County Transit Services has established a Code of Conduct and Trespass Guidelines to regulate conduct on Polk County Transit property. Our aim is for transit passengers to enjoy a safe, secure, comfortable and inviting atmosphere, and to improve the overall efficiency of the transportation system. The bus driver's primary job is to operate the bus safely. If problems arise on the bus, the bus driver's first priority is to determine if a person’s safety or security is at stake. The driver will assess the severity of the problem and resources available, and respond accordingly. The bus driver, at his/her discretion, may choose to talk to the passenger, call for assistance, submit a report on the incident at the end of their shift, or take no immediate action. In the case of minor infractions of the code of conduct, Polk County Transit’s general guideline for the driver would be to continue on the route rather than inconvenience other riders by delaying service. The bus driver is the person in authority onboard the vehicle at all times. Enforcement of the code of conduct is handled through a network of professionals that can be called upon by the bus driver, if and when needed. The Code of Conduct guidelines apply to all activities that occur in or on: 

Polk County transit buses and vehicles or those of its contracted transportation providers



Transit Service Centers

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

  

Park and ride lots Bus Terminals or Bus Shelters Other passenger facilities

Those in violation will be asked to leave the vehicle or facility immediately. Polk County Transit’s Rider Rights and Responsibility and Code of Conduct:             

Respect other passengers' privacy Do not cause safety problems (i.e., distract the driver in any way) Use headphones No eating, smoking or littering No alcoholic beverages No open beverage containers No weapons of any kind Do not harass driver or other riders Do not lie down on the seats Respect property of the transit agency Bring correct change Be ready to board and unboard safely Use Polk County Transit services and facilities for transportation purposes only

A. Prohibited Conduct The following conduct is prohibited on PCTS vehicles (owned or operated), within or upon PCTS facilities and properties, and in connection with PCTS provision of public transportation services: 1. Committing any act which tends to create or incite, an immediate breach of peace, including, but not limited to (a) fighting, (b) obscene language, and (c) personally abusive epithets, words or language of an offensive, disgusting or insulting nature to a PCTS operator or Administrative staff. 2. Discarding litter other than in designated receptacles; 3. Allowing any animal to run at large, to unreasonably disturb others, or interfere with transit-related activities; 4. Roller-skating, roller-blading or skateboarding; 5. Riding bicycles, unicycles, mopeds and motorcycles, except where vehicle travel and access is permitted; 6. Eating or drinking on PCTS vehicles or in prohibited areas of PCTS facilities and properties; 7. Operating, stopping, standing or parking a vehicle in any roadway or location restricted for use only by PCTS vehicles or otherwise restricted; 8. Extending an object or a portion of one’s body through the door or window of a PCTS vehicle while it is in motion; 9. Hanging or swinging on bars or stanchions, with feet off the floor, inside a PCTS vehicle or other PCTS property; hanging onto or otherwise attaching oneself at any time to the exterior of a PCTS vehicle or other PCTS property; 10. Using a PCTS facility for residential or commercial parking purposes; 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

11. Performing non-emergency repairs or cleaning of a vehicle on PCTS property; 12. Failing to present a valid, un-expired pass, transfer or ticket or otherwise failing to pay the appropriate fare as established by PCTS; 13. Possessing an un-issued transfer or tendering an un-issued transfer as proof of fare payment; 14. Bringing onto PCTS property odors which unreasonably disturb others or interfere with their use of the PCTS system, whether such odors arise from oneâ&#x20AC;&#x2122;s person, clothes, articles, accompanying animal or any other source; 15. Engaging in illegal activity 16. Except at a designated place, smoking or carrying a lighted or smoldering pipe, cigar, or cigarette; 17. Playing any radio, recorder, or other sound-producing equipment, except that nothing herein shall prohibit the use of such equipment when connected to earphones that limit the sound to individual listeners or the use of communication devices by PCTS employees, PCTS contractors or public safety officers in the line of duty; 18. Spitting, urinating or defecating on PCTS properties or vehicles; 19. Carrying any flammable liquid, explosive, acid, or other article or material likely to cause harm to others except that nothing herein shall prevent a person from carrying a cigarette, cigar, or pipe lighter or carrying a firearm or ammunition in a way that is not otherwise prohibited by law; 20. Intentionally obstructing or impeding the flow of PCTS vehicles or passenger traffic, hindering or preventing access to PCTS vehicles, facilities, and properties, or otherwise unlawfully interfering with the provision or use of public transportation services; 21. Disturbing others by engaging in loud, raucous, unruly, harmful, or harassing behavior; 22. Destroying, defacing, or otherwise damaging property of PCTS; 23. Carrying any alcoholic beverages or controlled substances, unless otherwise authorized by law; 24. Drinking an alcoholic beverage or possessing an open container of the same. 25. Carrying, exhibiting, displaying, or drawing any firearm, dagger, sword, knife or other cutting or stabbing instrument, club, or any other weapon apparently capable of producing bodily harm, in a manner, under circumstances, and at a time and place that either manifests an intent to intimidate another or that warrants alarm for the safety of other persons; 26. Manufacturing, selling, delivering, or possessing with the intent to manufacture, sell, or deliver a controlled substance or who sells for profit any controlled substance or counterfeit substance on a PCTS vehicle, properties or facilities to include but not limited to; transfer center, bus shelter, bus stop, or park and ride lots; 27. Entering a PCTS vehicle with live pets or other animals, with the exception of service animals, that are not in a suitable pet carrier; 28. Entering a PCTS vehicle not wearing any type of footwear, with the exception of passengers using a wheelchair or similar device or children that are being carried; 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

29. Using a public address system, loudspeaker or other sound amplifying device; 30. Sleeping, camping or storing personal property on benches and floors on or within PCTS vehicles or PCTS facilities and properties, unless otherwise authorized by law; 31. Entering or remaining upon any non-public areas of PCTS facilities and properties, including, but not limited to, staging areas, work areas and equipment rooms, except when authorized by PCTS or its designee; 32. Engaging in commercial activities, except as such activities are authorized by PCTS or its designee in a written permit, license, concession contract, lease or other written authorization; 33. Engaging in public communication activities. 34. Engaging in any civic, cultural and other special event, not included in the definitions of commercial or public communication activities, except as such activities are authorized by PCTS or its designee in a written permit, license, concession contract, lease or other written authorization; 35. Committing any act which tends to create or incite, or creates or incites, an immediate breach of peace, including, but not limited to (a) fighting, (b) racing, (c) obscene language and noisy or boisterous conduct tending to cause a breach of the peace, and (d) personally abusive epithets, or words or language of an offensive, disgusting or insulting nature, which epithets, words or language when addressed to the ordinary citizen are, as a matter of common knowledge, inherently likely to provoke a violent reaction of fear, anger or apprehension; 36. Using of PCTS vehicles, facilities, and properties for non-transit-related activities, except as authorized by PCTS; 37. Entering PCTS vehicles, facilities, and properties when lacking the ability, because of illness or intoxication, to care for one's self; 38. Dumping any materials whatsoever on PCTS property, including but not limited to chemicals and automotive fluids; 39. Throwing an object at PCTS property or at any PCTS person in PCTS property; 40. Falsely representing oneself as eligible for a special or reduced fare or obtaining any permit or pass related to the PCTS system by making a false representation; 41. Falsely claiming to be a PCTS bus operator or other PCTS employee; or through words, actions, and/or the use of clothes, insignia, or equipment resembling department issued uniforms and equipment, creating a false impression that he or she is a PCTS operator or other PCTS employee; 42. Violating any federal, state, or municipal civil and criminal laws. B. Trespass Enforcement 1. Removal from PCTS Vehicles, Facilities, and Properties. Any person engaging in prohibited conduct under the provisions in Section A may be refused entrance upon or ordered to leave PCTS vehicles, facilities and properties by a law enforcement official, PCTS personnel as 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

authorized by the Division Director, or authorized personnel of a contracted service provider. Failure to immediately comply with such a removal order may be grounds for prosecution for criminal trespass and/or unlawful bus conduct. 2. Exclusion from Service. (a) Basis for Exclusion. Engaging in prohibited conduct as described under Section A shall be cause for excluding or restricting a person from entering and using all or any part of PCTS vehicles, facilities, and properties for a period of time not to exceed one year, unless otherwise authorized by Division Director or their designee. (b) Notice Procedure. PCTS shall give a person to be excluded from PCTS vehicles, facilities, and properties written notice, by personal delivery or by mailing a copy, by U.S. mail, return receipt requested, addressed to the person's last known address. The notice shall specify the reason for exclusion, identify the scope, duration, and effective date of the exclusion, and explain the appeal process. (c) Constructive Notice. Receipt of a notice is construed to have occurred if the person knew or reasonably should have known from the circumstances that he/she is excluded from PCTS vehicles, facilities and properties. Receipt of a notice is also presumed to have been accomplished three (3) calendar days after the notice has been placed in the U.S. mail to the personâ&#x20AC;&#x2122;s last known mailing address. (d) Immediate Refusal or Removal. A person may be immediately reseated, refused transportation, or removed from PCTS vehicles, facilities, and properties without prior written notice if the person has engaged in prohibited conduct under Section A or at PCTSâ&#x20AC;&#x2122; discretion, poses a safety or security risk, interferes with or impinges on the rights of others, impedes the free flow of the general public, or impedes the orderly and efficient use of PCTS vehicles, facilities, and properties. (e) Length of Exclusion. The following guidelines shall be used in determining the duration of a particular exclusion for engaging in prohibited conduct under the provisions of Section A. The actual exclusion period imposed may be shorter or longer depending on the circumstances of each case. The following lengths of exclusion: First Offense: up to 30 days Second Offense: up to 90 days Third Offense: up to 120 days Fourth Offense; up to 365 days 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Subsequent Offense: Indefinite length of time (f) Types of Exclusion. Exclusion may be limited to bus stops, super-stops PCTS Central Station or PCTS vehicles. Exclusion may include all of the above if warranted. The actual exclusion period imposed may be shorter or longer depending on the circumstances of each case Group Trips PCTS will accommodate group trips on a first come-first served availability basis. All passengers in the group must meet PCTS qualifications and adhere to the policies and procedures of the transit agency. All passengers and assistants must pay the fare agreed upon at the time the trip is arranged. The fare is due upon entrance of the vehicle unless other arrangements have been previously arranged and agreed upon by the transit agency. PCTS is unable to transport group trips for students attending primary, secondary, high school or other education facilities as an alternative to school board transportation. Group trips that cannot be accommodated by PCTS have the option of contacting private transportation organizations to inquire into chartering services. Student Transportation Under State provisions, local Boards of Education are required to provide transportation for students attending primary, secondary and high school facilities including, but not limited to, public, private and charter schools. Due to limited availability, PCTS is unable to assist in the provision of this transportation. ADA Compliance An agency or operator within the Polk County Coordinated System shall assure compliance with the Americanâ&#x20AC;&#x2122;s with Disabilities Act of 1990, as it is amended from time to time. Driver Criminal Background Screening All drivers in the Polk County Coordinated System must submit to a Florida Department of Law Enforcement background screening. Upon determination of an unfavorable report, the driver will be terminated. Contract Monitoring The CTC should have a written contract monitoring process in place to evaluate its coordination contractors and transportation operators. Contract compliance monitoring within the Polk County Coordinated System is done by an independent Contract and Compliance Officer in the Countyâ&#x20AC;&#x2122;s Human Services 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Department and includes on-site visits. Monitoring of standards is done on a monthly basis using reports required from providers and reports generated by the CTC’s computer assisted scheduling program. Monitoring results are available to assist in the local Coordinating Board’s annual review of contract conformance with TDSP standards. Monitoring Procedure The CTC is responsible for assuring that operators and contractors are monitored at least once a year. Monitoring will include annual inspections for the following: 

Vehicles,



Insurance renewals and updates,



Staff training,



License and permit checks,



Client feedback on performance,



Non-discrimination policies,



Invoice verification to include, o actual trip length verification, o cost per trip verification,



Accident records,



Fully allocated cost review,



System Safety Plan adherence,



Client complaints, and



Trip logs.

Polk County Transit Services Community Transportation Coordinator Vehicle Compliance Policy 1. SCOPE

a. To make sure that Coordinating Agencies are in full compliance with 14-90 regulations. b. Identify responsibilities of the CTC, Coordinating Agency and Monitor. 2. PROCESS

a. Upon completion of a vehicle inspection the Monitor will provide a monitoring report to both the CTC and the Coordinating Agency. b. A formal letter will be sent by the CTC to the Coordinating Agency stating the corrective actions required and the time frame allowed for corrective actions. c. After inspection for compliance, the Monitor will send a formal finding to the CTC and Coordinating Agency. 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

d. If corrective actions have still not been completed by the agency with in the time frame identified, the CTC will send a formal letter requesting the vehicle be removed from services until which time the Monitor gives their formal response that the vehicle is in full compliance. e. If discrepancies require immediate removal of vehicle from revenue operations, the CTC will send a formal request for the removal of the identified vehicle from service until which time the Monitor submits a formal response that the vehicle is in full compliance. 3. DISCREPANCY CATEGORIZATION

1. Discrepancies requiring immediate removal of vehicle from revenue operations: (a). Any defect that will jeopardize the safe operation of the vehicle, including, but not limited to, tires, brakes, steering gear, and exhaust system. (b). A lack of or defects in securement devices, including, but not limited to, seats, seat belts, wheelchair restraints, and child restraints. (c). A lack of or defects in safety devices, including fire extinguishers, first-aid kits, and reflective triangles. (d). Carrying a number of passengers on board the vehicle exceeding the manufacturer’s designated rating for the vehicle. (e). Any unsafe transport or stowage of passenger property or any of the following: wheelchairs, child seats, stretchers, personal/portable oxygen, personal assistive devices, or intravenous devices. (f). Absence of any form of communication between the driver and his/her dispatcher. 2. Discrepancies that must be corrected within eight hours before the vehicle may be returned to revenue service: (a). Malfunctioning vehicle air conditioning systems, if applicable for the season. (b). Malfunctioning vehicle heating systems, if applicable for the season. 3. Discrepancies that must be corrected within seven calendar days: (a). Evidence that the vehicle’s driver is not following accepted passenger assistance techniques or providing courteous service. (b). Failure to have the provider’s identification and vehicle number affixed to the exterior of the vehicle; to have the required placarding on board the vehicle in view of the passengers; and, for the drivers to have proper identification and/or uniforms. (c). Evidence that passengers’ consumption of food or beverages is creating an unsafe or unsanitary condition. (d). Vehicle interiors with dirty or damaged seats that could soil items placed in the vehicle or provide discomfort to the passenger. (e). Damage to the vehicle through accidents or wear and tear that does not present a professional image for passengers transported by Polk Countysponsored providers. Contract Evaluation 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

At the time the CTC receives applications for funding under Federal Transit Administration Section 5310, the LCB, Polk TPO, and the CTC review the reasonableness of the application and whether or not the trips could be provided by the CTC. Coordination contracts are only extended to those agencies that can provide transportation more efficiently and cost effectively. Coordination contracts are then reviewed prior to renewal. Fare Collection Policy All clients provided transportation services sponsored by the Transportation Disadvantaged Non-Sponsored Trust Fund Program will be required to pay a minimum of $1.50 for each one-way trip. (Round trip cost will be a minimum of $3.00.) The actual trip cost will be determined when the trip request is made. The co-pay will be deducted from the total cost of the trip, upon invoicing.

Request for Bids/Proposals/Qualifications The CTC will use the Request for Qualifications process in procurement of service providers under the coordinated system. The process is in accordance with Polk County government policies. Complaints and Grievance Procedures The CTC has an adopted complaint and grievance procedure. Any complaints or grievances not resolved between both parties within 30 calendar days will be referred to the Grievance Subcommittee of the LCB. (See Grievance Policy in the Appendix) Cost/Revenue Allocation and Rate Structure Justification The Commission has established the Rate Calculation Model, a standard process for the development of rates for the transportation services that are arranged or provided by the CTC. This model has been used to develop the local rate for all purchasing agencies, except fixed route bus passes. The Rate Calculation Model worksheets and rates for services are reviewed and updated annually, and may be found in the Appendix of this report. This process allows for annual changes based on fluctuating expenditures and revenues. Periodically, for-profit operators are provided the opportunity to respond to a Letter of Interest that has been publicly noticed by the CTC. Through a request for qualifications process, operators are evaluated to determine those who are qualified to apply for a contract with the CTC. As operator contracts expire, each existing operator has an opportunity to renew their contract, based upon contract fulfillment. An evaluation of each operator is completed by determining satisfactory contract compliance. The following tables provide rate structures to be effective July 1, 2012.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Table 9. Transportation Disadvantaged Trust Fund Service Rates Type of Service Unit *Cost / Unit Ambulatory

Passenger Mile

$2.11

Wheelchair

Passenger Mile

$3.62

Stretcher

Passenger Mile

$7.53

Escort Fee

Boarding Fee

$7.00

Flat Rate

Boarding Fee

$5.00

Bus Passes

Boarding Fee

$47.00

Vehicle Mile plus Flat Rate

Group Rates

Mileage plus $4.00 per person oneway

*Note: These are, â&#x20AC;&#x153;not-to-exceedâ&#x20AC;? rates. Some reimbursement billings may be less than approved rates and will be annotated as such on invoices.

Medicaid Service Rates The CTC receives a capitated allocation from ACHA through the CTD for the provision of medically necessary, but non-emergency, services within Polk County. The CTC negotiates the lowest, most cost-effective means to transport those clients with contracted providers. Flat Rates On occasion, flat rates are negotiated with agencies as the lowest, most cost-effective means to transport clients. The current negotiated flat rates (but does not limit future agency contracts) are as follows: Table 10. Flat Rates Agency

One-Way Rate

Peace River Center

$5.00

No wheelchair or stretcher add-on fees will be paid.

Bus Passes Bus passes are utilized whenever possible as a cost-effective means of transporting clients. They will be reimbursed at the current published rates provided in schedules. Current published rates for the Lakeland Area Mass Transit District (LAMTD) and Winter Haven Area Transit (WHAT) in their respective service areas are presented in the following table.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Table 11. Bus Fares Fare Type

One-Way Fare

Regular Adult

$1.50

Students (all ages)

$1.25

Senior Citizens* (65 years and older)

$0.80

Disabled Citizens*

$0.80

Children (under 7 years with adult)

Free

ADA/Handy Bus

$2.00

*These fares are available to senior citizens and handicapped individuals (including those who have illness, injury, or other temporary or permanent incapacity or disability). Anyone who presents a Medicare Card is also eligible for these discount fares during these times.

Table 12. Bus Passes Pass Type

Price

Unlimited Monthly Pass (31 days)

$47.00

Unlimited Weekly Pass

$12.00

Adult Day Pass

$3.00

Student Day Pass

$2.50

Senior/Disabled Day Pass

$1.60

Adult Day Pass (10 ride pack)

$27.00

Student Day Pass (10 ride pack)

$22.00

Senior/Disabled Day Pass (10 ride pack)

$16.00

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

SECTION 3. QUALITY ASSURANCE Service effectiveness standards should be jointly established by the CTC and the Local Coordinating Board. Those standards should give the Local Coordinating Board information on how effectively the CTC is operating. The CTC tracks the performance standards adopted for the Polk County Coordinated System by the Local Coordinating Board. The standards are included in the TDSP Goals, Objectives and Policies section. Quality Assurance monitoring and evaluation occurs at least annually and includes: 

Service Effectiveness



Cost Efficiency and Effectiveness



Vehicle Utilization



Service Availability



Reliability



Safety and Training

CTC Evaluation Process A primary task of the TD LCB is to continually evaluate the services provided by the CTC. The TD LCB must provide the TPO with an annual evaluation of the CTC’s performance, including a recommendation as to whether to retain the current coordinator. The purpose of this evaluation is to ensure that the most cost-effective, efficient, nonfragmented, unduplicated, appropriate, reliable, and accountable transportation services are provided to the local TD population. The CTC is evaluated according to the required sections of the Quality Assurance and Program Evaluation LCB/CTC Evaluation Workbook, which was developed by the CTD. The CTC is also evaluated by locally adopted performance standards, which have been described previously in this document. After the Board establishes the evaluation period, staff requests the necessary statistical data from the CTC. In addition, staff requests output from on-board MDTs, a select sample of driver logs to review on-time and travel-time performance, and a select sample of eligibility files to ensure compliance and performance in all areas of CTC practices. The CTC Evaluation Subcommittee will also conduct client satisfaction surveys to users of the door-to-door service and the bus pass program. Staff may also contact clients or funding agencies to determine their satisfaction with the TD services received. Polk TPO staff will tabulate this information and draft a report for the review of the TD LCB CTC Evaluation Subcommittee. Staff revises the document per the committee’s 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

request and gathers any additional information needed to fully evaluate the CTCâ&#x20AC;&#x2122;s performance. Next, the evaluation is presented to the full TD LCB for their review and approval, directs staff to make any appropriate revisions, and recommends the adoption of the document. Finally, the evaluation report is forwarded to the CTD and Polk County BOCC.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 1: COMPLAINT & GRIEVANCE PROCEDURES The CTC will provide a toll free telephone number for comments/complaints to the CTC and disclose the toll free telephone number for comments/complaints to the Commission for Transportation Disadvantaged Ombudsman. These toll free numbers will be listed in the users guide along with information on how to file a complaint. The purpose of this grievance procedure is to provide participating users, funding agencies and transportation providers with a local impartial body to hear unresolved complaints and make recommendations on disputes concerning services. The CTC’s complaint process includes advising dissatisfied persons about a second impartial body to hear complaints, i.e., the Commission’s Ombudsman Program. An appeal to the Grievance Committee may be filed only after the complainant has sought satisfaction from the Polk County Community Transportation Coordinator (CTC). A complaint or appeal to the Commission’s Ombudsman Program may be made anytime. The Polk County Transportation Disadvantaged Coordinating Board (Coordinating Board) has established a Grievance Committee (Committee) consisting of five (5) of its voting members with one of the voting members designated as a chairperson. The Committee processes, investigates and assists in the resolution of formal grievances. In addition, the Committee verifies that the CTC implements and follows these grievance procedures. The CTC Program Manager is on the Committee as an advisory member and the Committee receives staff support form the Polk Transportation Planning Organization (TPO). In accordance with the CTC complaint process, if a complaint is not resolved within thirty (30) calendar days, the CTC will inform the grievant about the availability of the Coordinating Board’s grievance procedure and that he or she may contact the TPO for additional information on how the grievance procedure in initiated. The TPO will inform the grievant requesting the information that they may present their grievance to the Committee by completing a grievance form provided by the TPO. The grievance form constitutes a written appeal to the Committee and shall include the following: 1. Name and address of the complainant; 2. Statement of the ground(s) for the grievance specifying areas of disagreement with the CTC’s decision regarding the complaint; 3. Supplemental supporting documents, as available; 4. Appropriate, a statement regarding a possible violation of a specific law, regulation, or contractual arrangement; and 5. Explanation of the relief desired by the complainant. Upon receipt of the completed form, the TPO has ten (10) working days to contact Committee members and set a hearing date. The grievant will be notified at least seven (7) working days prior to the hearing date by certified mail, return receipt requested. At the grievance proceedings, a quorum (three voting members) of the Committee shall be present for any official actions. No member will vote on an issue that is deemed a 2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

conflict of interest. The committee will gather information and take testimony relating to the grievance. Committee meetings are open to the public and minutes shall be kept for the public record. The committee reviews the material presented and recommends a resolution to the parties involved. A written copy of the Committee’s decision will be forwarded to the Coordinating Board and the parties involved within ten (10) days from the date of the decision. The written decision will include the following information: 1. Statement that a meeting was held at which the involved parties were given an opportunity to present their positions; 2. Description of the issues discussed; and 3. Committee’s recommendation and reasons for the Committee’s decision. If the grievance cannot be resolved by the Committee process, the grievant may notify the TPO that he or she wants to file an appeal with the Coordinating Board. Once an appeal has been filed with the TPO, the Coordinating Board shall meet to render its decision within thirty (30) days of the date the appeal was filed. The grievant shall be notified in writing of the date, time and place where the appeal shall he heard. The written notice shall me mailed at least ten (10) working days in advance of the meeting. Following the meeting where the appeal was heard, a written copy of the Coordinating Board’s decision will be forwarded to the grievant and all parties involved within ten (10) days from the date of the decision. If the grievant is still unsatisfied, he or she may continue the appeal process with the TD Ombudsman Program.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 2: CLIENT NO SHOW POLICY Trips should be canceled with a minimum of 24 hours notice. Cancellations within two hours of the scheduled pick-up time or at the door will be considered a “no show”. Cancellations should be called to the CTC office during regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. If it is necessary to cancel a trip outside regular business hours (i.e. weekends and evenings), the client may do so through the after-hours operator. If a client fails to notify the CTC and an expense is incurred due to a vehicle being dispatched for that client and that client is not available or has decided not to go, then the client is classified as a “no show.” On the first “no show,” the driver will leave a “no show” notice on the client’s door. On the second “no show” occurrence, a letter of warning will be sent from the CTC. If a third infraction occurs within 90 days of the first “no show”, a letter notifying the client that he/she has been suspended from service for a 30-day period will be sent by the CTC. When the client is reinstated to the program, if three (3) infractions occur within 90 days, the suspension will be extended to 45 days. When the client is again reinstated to the program, if three (3) infractions occur within 90 days, the suspension will be extended to 60 days. Clients who have been suspended will be counseled on the policies and responsibilities of using the coordinated system. If a client who has been reinstated a second time is again a “no show” within 30 days, the result may be an automatic permanent suspension. Appeals to suspensions must be made through the adopted grievance procedure.

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 3: ACRONYMS ABE

Annual Budget Estimate

AOR

Annual Operating Report

APR

Annual Performance Report

BOCC

Board of County Commissioners

CDL

Commercial Driver's License

CTC

Community Transportation Coordinator

CTD

Commission for the Transportation Disadvantaged

CUTR

Center for Urban Transportation Research

DOPA

Designated Official Planning Agency

FAC

Florida Administrative Code

FCTS

Florida Coordinated Transportation System

FDOT

Florida Department of Transportation

Florida Statutes

FTE

Full-time Equivalent

LAMTD

Lakeland Area Mass Transit District

LCB

Local Coordinating Board

MIS

Management Information System

MOA

Memorandum of Agreement

MPO

Metropolitan Planning Organization

PCTS

Polk County Transit Services

POS

Purchase of Service Contract

RFP

Request for Proposals

RFQ

Request for Qualifications

SSPP

System Safety Program Plan

Transportation Disadvantaged

TDSP

Transportation Disadvantaged Service Plan

TPO

Polk Transportation Planning Organization

USDOT

U. S. Department of Transportation

WHAT

Winter Haven Area Transit

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 4: GLOSSARY OF TERMS Annual Budget Estimate - a budget estimate of funds available for providing transportation services to the transportation disadvantaged that is prepared annually and covers a period of one state fiscal year. Annual Operating Report - an annual report prepared by the community transportation coordinator detailing its designated-area operating statistics for the most recent operating year. Annual Performance Report - an annual report issued by the Commission for the Transportation Disadvantaged that compiles all the data submitted in the Annual Operating Reports. Chapter 427, FS - the Florida statute establishing the Commission for the Transportation Disadvantaged and prescribing its duties and responsibilities. Commission for the Transportation Disadvantaged - an independent organization created in 1989 to accomplish the coordination of transportation services provided to the transportation disadvantaged population. Replaced the Coordinating Council for the Transportation Disadvantaged. Community Transportation Coordinator (CTC) - a transportation entity recommended by a designated official planning agency to ensure that coordinated transportation services are provided to the transportation disadvantaged population in a designated service area. Formerly known as a coordinated community transportation provider. Complete (or Full) Brokerage - type of CTC network in which the CTC operates no transportation service and contracts with other operators for the delivery of all transportation services. Coordinated Trips - passenger trips provided by or through a CTC Demand-Responsive Service - a transportation service characterized by flexible routing and scheduling that provides door-to-door or point-to-point transportation at the user's request. Designated Planning Agency (DPA) - the agency or official body designated by the Commission for the Transportation Disadvantaged appoint the community coordinating board and recommend the community transportation coordinator for each service area. Metropolitan planning organizations are automatically the official planning agencies in urban areas. Designated Service Area - the geographical area, consisting of one or more counties, in which the CTC is the designated provider. Economies of Scale - cost savings resulting from combined resources (e.g., joint purchasing agreements that result in a lower cost per gallon or quantity discount for fuel).

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Effectiveness Measure - a performance measure that indicates the level of consumption per unit of output. Passenger trips per vehicle mile are an example of an effectiveness measure. Efficiency Measure - a performance measure that evaluates the level of resources expended to achieve a given level of output. An example of an efficiency measure is operating cost per vehicle mile. Fixed-Route Service - transit service in which the vehicles follow a prescribed schedule over a prescribed route. Full Time Equivalent (FTE) - a measure used to determine number of employees based on a 40-hour work week. One FTE equals 40 work hours per week. Fully Allocated Costs - the total cost, including the value of donations, contributions, grants or subsidies, of providing coordinated transportation, including those services which are purchased through transportation operators or provided through coordination contracts. General Trips - passenger trips by individuals to destinations of their choice, not associated with any agency program. Local Coordinating Board (LCB) - entity in each designated service area composed of representatives appointed by the official planning agency. Its purpose is to provide assistance to the community transportation coordinator concerning the coordination of transportation services. Memorandum of Agreement (MOA) - a binding standard contract between the Commission for the Transportation Disadvantaged and a CTC. This contract and its provisions serve as a performance and reporting standard to guide the delivery of services by all agencies or entities that provide transportation disadvantaged services. Metropolitan Planning Organization (MPO) - the organization responsible for transportation planning and programming in urban areas. Also serves as the official planning agency referred to in Chapter 427, FS. Missed Trip â&#x20AC;&#x201C; If the driver is running late for the pickup and the client had to arrange for another ride (either through the CTC or personal) to keep from being late; or, if the client arrives at the appointment too late to be treated. (May apply to original trip or return trip.) No Show â&#x20AC;&#x201C; The client is not there when driver arrives at location. (No answer at the door; family member says not there, etc.).

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 5: ORGANIZATIONAL CHART

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Notee: Communications Speccialist position 75/25 Transit & Communication ns

Driivers (Fixed Route)) (8))

Traans. Lead Driver (Fixxed Route)

Jo di Lehman

Winteer Haven Area Transsit Supervisor

Chhris Crowell

SSecretary I

Driivers (11)

Leaad Driver

Pam Roberts

Stretccher & Special Servicce Supervisor

Custtomer Service Rep ps. (10)

Heath her McElwee

Office e Manager II

Fiscal Specialist I (2)

Fiscal Specialist II (2)

Fiscal Specialist III (1)

(6)

Walt Smith

Accountant II

FY10 FY11 FYY12 FY1 13 Sociall Services – Tran nsit FTE 64.75 69.00 688.50 68.5 50

Trransportation Drrivers (13)

Le ead Driver

Bo onnie Ewing

Ruby Holley

Vacant Transportation Drivers (4)

Para‐‐Transit Service Supervisor S

Rural Fixed Route Supervisor

Vehicle Maintenan nce Coordinator

Vehicle Maintenance Coordinator Assisttant

Gw wen Johnson

Ro odney Wetzel

Kimberly Siler

Progrram Supervisorr

Se enior Planner

Daave Walters

Com mmunications Specialist

U Unit Chief Clerk

Jen nnifer Herman

Secretary II

Social Services‐Transiit Paul Sim mmons, Managger (68.5)

APPENDIX 6: VEHICLE INVENTORY

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

2009

2010

S-38

S-93

S-94

Para-Transit

TOTALS

T-79

T-80

T-81

T-82

T-83

T-84

T-85

T-86

Para-Transit

2005

1059

T-96

T-97

T-99

T100

Cit-Con

BJG316081234STRETCHER

DIESEL

24' BUS

20' BUS

CHEVY BJG312461264

BJG16791140

CHEVY BJG316791164

CHEVY BJG316781231

CHEVY BJG316191149

CHEVY BJG316X91150

CHEVY BJG316391150

CHEVY BJG316791150

CHEVY BJG316691149

20'BUS

WE35PX4HA9

DIESEL

DIESEL DIESEL DIESEL DIESEL DIESEL DIESEL

30' BUS

GE271XA1092 30' BUS

30' BUS

GILLIG GCA201821112

GE2715A1092

63602

104555

179286

80220

96890

89601

153

8105

29380

38106

49192

45306

56342

63458

51230

64211

92390

67862

70643

90689

99357

74816

67361

154650

150262

144516

165144

178968

129673

169252

164476

160386

155246

127929

148704

7586

5653

5419

137773

192683

198127

167914

238929

320884

308478

246684

181485

53694

32917

32354

48107

45666

122870

85400

49000

131295

12278

6398

755

5125

2659

291

1206

1162

43908

2583

2243

2154

2628

2008

2530

2192

609

3592

4117

4498

2364

1634

2792

2295

1453

1410

1837

1371

1197

1027

515

274

423

757

231

30105

1908

2565

3962

7668

3029

2028

4445

3986

793

3369

4048

392

347

3375

2524

2612

2752

623

1778

880

280

618

66041

108131

178236

81843

94161

93757

7500

10412

30712

38397

50510

46517

59799

69774

55779

68219

93228

72214

75000

92025

100100

78725

71527

158400

154945

149502

166582

183200

132731

172536

167736

165511

156987

128144

152965

12930

7500

139560

197618

198661

171698

243004

321578

312320

251088

186703

60125

38837

38818

48754

50014

128610

90915

50611

135552

2439

3576

-1050

1623

-2729

4156

7347

2307

1332

291

1318

1211

3457

6316

4549

4008

838

4352

4357

1336

743

3909

4166

3750

4683

4986

1438

4232

3058

3284

3260

5125

1741

215

4261

5344

1847

2081

1787

4935

534

3784

4075

694

3842

4404

5218

6431

5920

6464

647

4348

5740

5515

1611

4257

VEHICLE DATE OF LAST PM

2510.7

1214.3

645.4

651

3552.8

134.6

131

353.4

302.5

249.1

318.4

241.2

189.9

277.3

228.4

129.9

166.6

223.1

189.1

153.8

98.9

48.3

32.9

11.4

2868

622

594.7

464.8

440.7

172.7

279

84.9

209.2

210.5

VEHICLE FUEL USAGE DIESEL

248.5

26.1

111.4

111

2126.4

256.7

183.3

418.7

341.7

485.9

347.1

105

423.7

156.8

706.5

45.8

59.2

1172.2

616

505.8

50.4

74.4

26.6

33.7

14.1

9375.6

4565.81

2392.14

2417.65

872.49

90.86

390.33

391.3

20616.29

148.26

487.06

898.86

647.81

1435.76

1203.9

1701.96

1228.6

487.48

1295.26

1125.58

930.66

1185.48

904.59

705.88

1010.98

849.45

477.45

626.65

825.41

709.39

573.69

366.67

176.36

271.16

121.65

178.22

42.07

15551.98

1487.84

549.66

2454.56

2269.9

2234.57

1737.36

1665.23

651.85

1037.48

315.07

782.53

160.03

205.9

4916.47

2187.37

1775.45

774.57

179.08

262.11

95.47

117.73

48.91

4086.16

70.62

2007.77

189.07

67.35

81.43

40.29

5489.45

25.41

377.17

25.41

51.22

330.89

377.11

377.17

262.03

377.11

5037.53

25.41

51.22

330.89

337.24

2038.73

337.24

483.92

383.04

686.77

25.41

51.22

483.92

667.41

106.85

76.64

483.92

2107.63

358

350

947.99

451.64

17.76

VEHICLE VEHICLE FUEL VEHICLE VEHICLE ADDITIONA L FEES USAGE GAS FUEL COST FIXED FEES

94103

9142

3726.5

51594.94 16156.39

2158.44

57204

103800

174161

79929

95684

88439

150

5522

27137

35952

46564

43298

53812

61266

50621

60619

88273

63364

68279

89055

96565

72521

65908

153240

150262

142679

163773

177771

129673

168225

163961

160112

154823

127172

148473

5678

3088

1457

130105

189654

196099

163469

234943

320091

305109

242636

181093

53347

30393

29742

45355

45666

122247

84520

48720

130677

VEHICLE MILEAGE UNTIL NEXT PM DUE

FLT TOTA

210249

199552

209828

240047

207253

207252

210257

207250

2072251

228009

210248

226720

226704

227980

199521

212329

230541

230540

230539

230538

230536

230537

230531

230533

230532

240005

240003

240002

224952

224953

224954

224957

228011

228010

158762

224953

200178

210270

210251

230542

220306

220305

220304

237953

237951

237950

237952

216349

224052

216478

200094

30534

230535

216347

199748

209848

200096

VEHICLE NEXT PM MILEAGE

33.05

4710-7805

4710-7804

4710-7802

4710-7801

4002-0002

4002-0001

4710-7803

4002-0004

4002-0003

2101-5412

2102-3401

2101-5415

3311-2601

3105-2808

3110-3405

3109-3413

3109-3412

3109-3411

3109-3410

3109-3409

3309-3409

3309-3408

3309-3407

3309-3406

3309-3405

3309-3404

3309-3403

3309-3402

3309-3401

3306-2608

3306-2606

3306-2607

3306-2605

3105-2803

3105-2807

3105-2802

3105-2805

3105-2811

3105-2810

2302-2101

3105-2804

3112-3403

3112-3402

3112-3401

3309-2601

3407-2603

3407-2602

3407-2601

3306-2604

3306-2602

3306-2603

3306-2601

2103-3406

2105-8003

3110-3404

3110-3403

3308-3401

3308-3402

2103-3408

2105-2807

2103-5409

2101-3476

TOTAL VEHICLE MILEAGE FOR THE MONTH

33.05

GE2717A1092

N/A

94166

96137

96136

96135

96134

96133

96108

96110

96019

95123

95121

95122

95110

94160

94162

94161

94163

94164

94168

94100

94159

96173

96171

96170

95169

95171

95170

95103

95101

95102

95100

94122

96139

96112

96111

94129

N/A

93153

VEHICLE MILEAGE CURRENT MONTH

GILLIG

GE2711A1092

DIESEL

30' BUS DIESEL

30' BUS

GILLIG

30' BUS

DIESEL

GAS

DIESEL

GE2713A1092

GILLIG GCA201421111

GAS GAS

GCA20162111

30' BUS

ESCAPE

E250-VAN

ESCAPE

24' BUS

22' BUS

XE45LX9DA0

XE4FL3ADA9

GILLIG GCA201821110

FORD

CHEVY

FORD

CHEVY

DIESEL

GAS

20' BUS

CHEVY BJG312961264

22' BUS

20' BUS

CHEVY BJG312161263

DIESEL

XE45L19DA0

20' BUS

GAS

20' BUS

WE35P55HA2

FORD

XE45L19DA06 22' BUS

20' BUS

WE35P75HA2

CHEVY BJG312161262

DIESEL

GAS

20' BUS

WE35P45HA2

GAS

20' BUS

WE35P45HA2

DIESEL

GAS

DIESEL

GAS

XE45L79DA06 22' BUS

20' BUS

WE35P75HA2

FORD

DIESEL DIESEL

XE45L59DA06 22' BUS

20' BUS

WE35P84HA9

FORD

MINI-VAN

20' BUS

24' BUS

XE4FS8BDB2

WE35P95HA2

24' BUS

XE4FS6BDB2

XE4FSXBDB2

29' BUS

BE5V1917F425

29' BUS

29' Bus

BE5V1917F424

407934

DIESEL

29' BUS

BE5V1977F422 DIESEL

DIESEL

BE4V12X6F407 24' BUS

DIESEL

24' BUS

BE4V1226F407

DIESEL

24' BUS

BE4V1276F407

GAS

DIESEL

BE4V1266F407

SS34L63HB33 MAXI-VAN

F350

22' BUS

XE4FL1ADA9

WF30585EA49

22' BUS

XE45LX9DA0

BJG316X81232STRETCHER

VEHICLE

VEHICLE MILEAGE VEHICLE COUNTY VEHICLE PREVIOUS MONTH FDOT # TAG # #

TOTALS

2010

2002

2010

2002

GAS

YU92133KA49 ESCAPE

CU92705KB37 ESCAPE

SS34L13HB37STRETCHER

GAS

SS31L21HA34 PASS/VAN

DX03E22D12

CHEVY

FORD

CHEV

FORD

CHEV

FORD

FUEL TYPE

Misc Charges

Mike's Master Fuel Key

George's Master Fuel Key

T98

Cit-Con

1057

1058

WHAT

1056

EROY

TOTALS

WHAT

2002

GEORGE

VEH MAINT

2001

2012

MIKE

T-101

T-105

Para-Transit

Para-Trans

2010

2009

2006

2005

2004

2002

2005

2012

2009

2008

2006

TOTALS

T-95

Para-Transit

2005

2003

VEH MAINT

T-91

T-92

Para-Transit

T-90

T-78

Para-Transit

T-74

Para-Transit

T-88

T-73

Para-Transit

T-89

T-72

Para-Transit

T-71

Para-Transit

T-57

T-58

Para-Transit

T-54

T-53

Para-Transit

T-56

T-51

Para-Transit

T-50

Para-Transit

T-49

TOTALS

Para-Transit

T-104

WHAT

Para-Transit

T-102

T-103

WHAT

T-77

T-87

WHAT

T-76

WHAT

T-69

T-68

WHAT

T-75

T-67

WHAT

T-66

WHAT

T-70

T-47

WHAT

2010

2009

S-37

STRETCHER

2003

S-04

2003

2001

STRETCHER

T-61

T-62

ADMIN

TOTALS

T-05

ADMIN

VEHICLE VEHICLE VEHICLE VEHICLE MAKE ID # TYPE SECTION VEHICLE # YEAR

VEHICLE OUT OF SERVICE DAYS

VEHICLE ROAD CALL

(WO#94121) Install step and Ranger receiver

Towed to fleet on 3/22 for coolant loss

Accident on 3/26

(WO#92907) Replace cut seat belt

Towed to fleet on 3/29 for broken belt

REMARKS / COMMENTS / ISSUES / ACCOMPLISHMENTS

Fuel & fixed rates from 3/1/12 to 3/31/12

(WO#94216) UREA fluid for T-98

Citrus Connection

(WO#94120) Install step

(WO# 93606) Install step

(WO#94085) Install door step, Install Ranger fm old bus

VEHICLE VEHICLE REMOVED ACCIDENT ACCIDENT AT-FAULT / NO-FAULT / FROM $ $ SERVICE

APPENDIX 7: SSPP CERTIFICATION FORM

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

APPENDIX 8: RATE CALCULATION MODEL

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION

Preliminary Information Worksheet

Version 1.4

Polk County Board of County CTC Name: Commissioners County (Service Area): Polk County Contact Person: Paul Simmons Phone # 863-

Check Applicable Characteristic: ORGANIZATIONAL TYPE:

NETWORK TYPE:

Governmental

Fully Brokered

Private Non-Profit

Partially Brokered

Private For Profit

Sole Source

Once completed, proceed to the Worksheet entitled "Comprehensive Budget"

Page 1 of 9 Polk2012-13RateModel from Rod Appendix 8: Preliminary Information

Comprehensive Budget Worksheet

CTC: Polk County Board of County Commissioners County: Polk County

Version 1.4

1. Complete applicable GREEN cells in columns 2, 3, 4, and 7

Prior Year's ACTUALS

Current Year's APPROVED Budget, as amended

Upcoming Year's PROPOSED Budget

from

July 1st of

2010

2011

2012

June 30th of 2011 2

June 30th of 2012 3

June 30th of 2013 4

Proposed % Change from % Change Current from Prior Year to Year to Upcoming Current Year Year 5 6

Confirm whether revenues are collected as a system subsidy VS a purchase of service at a unit price.

Explain Changes in Column 6 That Are > Âą 10% and Also > Âą $50,000 7

REVENUES (CTC/Operators ONLY / Do NOT include coordination contractors!) Local Non-Govt Farebox Medicaid Co-Pay Received Donations/ Contributions In-Kind, Contributed Services Other Bus Pass Program Revenue

$ $

38,818 5,000

$ $

42,845 4,202

$ $

42,000 3,800

10.4% -16.0%

-2.0% -9.6%

Farebox and copays from rural fixed routes and TD are included in total funding available for services to offset cost. Revenues from bus passes are derived from LAMTD urban fixed routes under Sctn 5307 and not reported in this model as instructed.

Local Government District School Board Compl. ADA Services County Cash County In-Kind, Contributed Services City Cash City In-kind, Contributed Services Other Cash Other In-Kind, Contributed Services Bus Pass Program Revenue

556,810

1,011,865

976,938

81.7%

186,634

372,451

$ $

999,736 27,921

990,320

22.3%

-3.5%

County share includes Sctn 5310 10% share, admin subsidy and match for operations of the rural paratransit services. Other cash is from prior year program income.

99.6%

CTD Non-Spons. Trip Program Non-Spons. Capital Equipment Rural Capital Equipment Other TD (specify in explanation) Bus Pass Program Revenue

-0.9% -100.0%

Reflects 2013 funding. TD funding does not purchase fixed route passes as all TD is for paratransit services in rural Polk County. Fixed route service is provided in urban areas and is funded via Sctn 5307.

817,627

363,169

$ $

323,887 365,462

$ $

405,000 315,360

0.6%

25.0% -13.7%

Sctn 5311 trips are dial a ride and rural paratransit; Sctn 5310 requires a 10% cash match from county and is included in their contribution. No bus pass revenue.

1,997,683

2,062,080

1,729,176

3.2%

-16.1%

CTD formula distribution.

$ $

5,000 10,345

$ $ $

1,498 1,968 6,047

$ $ $

1,000 1,900 6,000

-60.6% -41.5%

-33.2% -3.4% -0.8%

Client transportation for health care by individual paratrans vehicles. None listed buyers are Haines city health care, Auburndale Oaks, Center for Independent Living, Grove Center. No bus pass revenue!

10,000

38,711

35,000

287.1%

-9.6%

Lighthouse for the blind purchases trips for schooling and work transportation. No bus pass revenue!

3,504

3,500

-0.1%

177,211

200,000

12.9%

USDOT & FDOT 49 USC 5307 49 USC 5310 49 USC 5311 (Operating) 49 USC 5311(Capital) Block Grant Service Development Commuter Assistance Other DOT (specify in explanation) Bus Pass Program Revenue

AHCA Medicaid Other AHCA (specify in explanation) Bus Pass Program Revenue

DCF Alcoh, Drug & Mental Health Family Safety & Preservation Comm. Care Dis./Aging & Adult Serv. Other DCF (specify in explanation) Bus Pass Program Revenue

DOH Children Medical Services County Public Health Other DOH (specify in explanation) Bus Pass Program Revenue

DOE (state) Carl Perkins Div of Blind Services Vocational Rehabilitation Day Care Programs Other DOE (specify in explanation) Bus Pass Program Revenue

AWI WAGES/Workforce Board Other AWI (specify in explanation) Bus Pass Program Revenue

DOEA Older Americans Act Community Care for Elderly Other DOEA (specify in explanation) Bus Pass Program Revenue

These funds are used for adult health care transportation to centers. No bus pass revenue.

DCA Community Services Other DCA (specify in explanation) Bus Pass Admin. Revenue

Page 2 of 9 Polk2012-13RateModel from Rod Appendix 8: Comprehensive Budget

Comprehensive Budget Worksheet

CTC: Polk County Board of County Commissioners County: Polk County

Version 1.4

1. Complete applicable GREEN cells in columns 2, 3, 4, and 7

Prior Year's ACTUALS

Current Year's APPROVED Budget, as amended

Upcoming Year's PROPOSED Budget

from

July 1st of

2010

2011

2012

June 30th of 2011 2

June 30th of 2012 3

June 30th of 2013 4

Proposed % Change from % Change Current from Prior Year to Year to Upcoming Current Year Year 5 6

Confirm whether revenues are collected as a system subsidy VS a purchase of service at a unit price.

Explain Changes in Column 6 That Are > Âą 10% and Also > Âą $50,000 7

APD Office of Disability Determination Developmental Services Other APD (specify in explanation) Bus Pass Program Revenue

DJJ (specify in explanation) Bus Pass Program Revenue

Other Fed or State ARRA Sctn 5311 capital xxx xxx Bus Pass Program Revenue

20,590

25,000

-100.0%

Other Revenues Interest Earnings LAMTD ADA Assessment xxxx Bus Pass Program Revenue

29,575

30,000

37,824

18.3%

1.4%

Balancing Revenue to Prevent Deficit Actual or Planned Use of Cash Reserve

Balancing Revenue is Short By =

Total Revenues =

$3,850,042

Reserves to offset cost of healthcare premiums

None

$5,283,145

$5,150,269

37.2%

-2.5%

EXPENDITURES (CTC/Operators ONLY / Do NOT include Coordination Contractors!) Operating Expenditures Labor Fringe Benefits Services Materials and Supplies Utilities Casualty and Liability Taxes Purchased Transportation: Purchased Bus Pass Expenses School Bus Utilization Expenses Contracted Transportation Services Other Miscellaneous Operating Debt Service - Principal & Interest Leases and Rentals Contrib. to Capital Equip. Replacement Fund In-Kind, Contributed Services Allocated Indirect

$ $ $ $ $

1,270,475 355,749 105,340 366,261 22,000

$ $ $ $ $

1,378,864 688,789 390,746 465,600 21,626

$ $ $ $ $

1,716,573 348,646 373,152 321,258 22,000

8.5% 93.6% 270.9% 27.1% -1.7%

24.5% -49.4% -4.5% -31.0% 1.7%

1,603,333

1,943,026

1,915,612

21.2%

-1.4%

3,500

-2.6%

-18.5%

3,410

2,778

187

250

Depreciation is not an allowable cost. Vendors for brokered trips are Indepentent Community Transport; Southeast Christian Assembly Transportation, Peace River Center for Personal Development, Citrus Connection.

33.7%

$ $

102,794 20,590

$ $

351,808 39,090

$ $

405,000 45,000

242.2% 89.8%

15.1% 15.1%

$5,150,269

37.2%

-2.5%

Capital Expenditures Equip. Purchases with Grant Funds Equip. Purchases with Local Revenue Equip. Purchases with Rate Generated Rev. Capital Debt Service - Principal & Interest

Total Expenditures =

$3,850,042

$5,283,146

Once completed, proceed to the Worksheet entitled "Budgeted Rate Base"

Page 3 of 9 Polk2012-13RateModel from Rod Appendix 8: Comprehensive Budget

Budgeted Rate Base Worksheet

CTC:

Version 1.4

County:

Polk County Board of County Commissioners Polk County

1. Complete applicable GREEN cells in column 3; YELLOW and BLUE cells are automatically completed in column 3 2. Complete applicable GOLD cells in column and 5 Upcoming Year's BUDGETED Revenues from July 1st of 2012 to June 30th of 2013 2

What amount of the Budgeted Revenue in col. 2 will be generated at the rate per unit determined by this Budgeted Rate spreadsheet, OR used as local match Subsidy Revenue EXcluded from for these type the Rate Base revenues? 3 4

What amount of the Subsidy Revenue in col. 4 will come from funds to purchase equipment, OR will be used as match for the purchase of equipment? 5

REVENUES (CTC/Operators ONLY) Local Non-Govt Farebox Medicaid Co-Pay Received Donations/ Contributions In-Kind, Contributed Services Other Bus Pass Program Revenue

$ $ $ $ $ $

42,000 3,800 -

$ $

42,000 3,800

$ $ $ $ $ $ $ $ $

976,938 372,451 -

$ $ $ $

64,236 -

$ $

$ $ $ $ $

990,320 -

$ $ $

990,320 -

$ $ $ $ $ $ $ $ $

405,000 315,360 -

$ $

$ $ $ $

$ $ $

1,729,176 -

1,729,176

$ $ $ $ $

$ $ $

$ $ $ $ $ $

$ $ $ $ $ $ $ $ $

912,702 372,451 -

$ $ $ $ $

$ $ $ $ $ $ $ $ $

405,000 315,360 -

$ $ $

$ $ $ $ $

YELLOW cells are NEVER Generated by Applying Authorized Rates

BLUE cells Should be funds generated by rates in this spreadsheet $

45,000

$ $ $

CTD Non-Spons. Trip Program Non-Spons. Capital Equipment Rural Capital Equipment Other TD Bus Pass Program Revenue

local match req. $ 110,036 $ $ -

USDOT & FDOT 49 USC 5307 49 USC 5310 49 USC 5311 (Operating) 49 USC 5311(Capital) Block Grant Service Development Commuter Assistance Other DOT Bus Pass Program Revenue

AHCA Medicaid Other AHCA Bus Pass Program Revenue

DCF Alcoh, Drug & Mental Health Family Safety & Preservation Comm. Care Dis./Aging & Adult Serv. Other DCF Bus Pass Program Revenue

DOH Children Medical Services County Public Health Other DOH Bus Pass Program Revenue

$ $ $ $

1,000 1,900 6,000 -

$ $ $ $

1,000 1,900 6,000 -

$ $ $ $

$ $ $ $ $ $

35,000 3,500 -

$ $ $ $

35,000 3,500

$ $ $ $ $ $

$ $ $

$ $ $ $

200,000 -

$ $

200,000 -

$ $ $ $

$ $ $

DOE (state) Carl Perkins Div of Blind Services Vocational Rehabilitation Day Care Programs Other DOE Bus Pass Program Revenue

405,000

45,000

GREEN cells MAY BE Revenue Generated by Applying Authorized Rate per Mile/Trip Charges Fill in that portion of budgeted revenue in Column 2 that will be GENERATED through the application of authorized per mile, per trip, or combination per trip plus per mile rates. Also, include the amount of funds that are Earmarked as local match for Transportation Services and NOT Capital Equipment purchases. If the Farebox Revenues are used as a source of Local Match Dollars, then identify the appropriate amount of Farebox Revenue that represents the portion of Local Match required on any state or federal grants. This does not mean that Farebox is the only source for Local Match. Please review all Grant Applications and Agreements containing State and/or Federal funds for the proper Match Requirement levels and allowed sources.

GOLD cells Fill in that portion of Budgeted Rate Subsidy Revenue in Column 4 that will come from Funds Earmarked by the Funding Source for Purchasing Capital Equipment. Also include the portion of Local Funds earmarked as Match related to the Purchase of Capital Equipment if a match amount is required by the Funding Source.

AWI WAGES/Workforce Board AWI Bus Pass Program Revenue

DOEA Older Americans Act Community Care for Elderly Other DOEA Bus Pass Program Revenue

DCA Community Services Other DCA Bus Pass Program Revenue

Page 4 of 9 Polk2012-13RateModel from Rod Appendix 8: Budgeted Rate Base

Budgeted Rate Base Worksheet

CTC:

Version 1.4

County:

Polk County Board of County Commissioners Polk County

What amount of the Subsidy Revenue in col. 4 will come from funds to purchase equipment, OR will be used as match for the purchase of equipment? 5

APD Office of Disability Determination Developmental Services Other APD Bus Pass Program Revenue

$ $ $ $

DJJ

Bus Pass Program Revenue

$ $ $ $

30,000 -

$ $

$ $ $ $

30,000 -

37,824

3,076,932

2,073,337

DJJ

Other Fed or State ARRA Sctn 5311 capital xxx xxx Bus Pass Program Revenue

Other Revenues Interest Earnings LAMTD ADA Assessment xxxx Bus Pass Program Revenue

Balancing Revenue to Prevent Deficit Actual or Planned Use of Cash Reserve Total Revenues =

37,824

5,150,269

EXPENDITURES (CTC/Operators ONLY) Operating Expenditures Labor Fringe Benefits Services Materials and Supplies Utilities Casualty and Liability Taxes

$ $ $ $ $ $ $

1,716,573 348,646 373,152 321,258 22,000 -

Purchased Transportation: Purchased Bus Pass Expenses School Bus Utilization Expenses Contracted Transportation Services Other Miscellaneous Operating Debt Service - Principal & Interest Leases and Rentals Contrib. to Capital Equip. Replacement Fund In-Kind, Contributed Services Allocated Indirect

$ $ $ $ $ $ $ $ $ $

1,915,612 2,778 250 -

$ $ $ $

405,000 45,000 -

450,000

1,623,337

Amount of Budgeted Operating Rate Subsidy Revenue

1 Rate

Base Adjustment Cell

Capital Expenditures Equip. Purchases with Grant Funds Equip. Purchases with Local Revenue Equip. Purchases with Rate Generated Rev. Capital Debt Service - Principal & Interest

Total Expenditures = $

5,150,269

minus EXCLUDED Subsidy Revenue = $ Budgeted Total Expenditures INCLUDED in Rate Base = $

2,073,337 3,076,932

1 Rate Base Adjustment =

Adjusted Expenditures Included in Rate Base = $

3,076,932

If necessary and justified, this cell is where you could optionally adjust proposed service rates up or down to adjust for program revenue (or unapproved profit), or losses from the Actual period shown at the bottom of the Comprehensive Budget Sheet. This is not the only acceptable location or method of reconciling for excess gains or losses. If allowed by the respective funding sources, excess gains may also be adjusted by providing system subsidy revenue or by the purchase of additional trips in a period following the Actual period. If such an adjustment has been made, provide notation in the respective exlanation area of the Comprehensive Budget tab.

The Difference between Expenses and Revenues for Fiscal Year:

2010 - 2011

Once Completed, Proceed to the Worksheet entitled "Program-wide Rates"

Page 5 of 9 Polk2012-13RateModel from Rod Appendix 8: Budgeted Rate Base

Worksheet for Program-wide Rates

CTC: County:

Polk County Board Version 1.4 Polk County

1. Complete Total Projected Passenger Miles and ONE-WAY Passenger Trips ( GREEN cells) below Do NOT include trips or miles related to Coordination Contractors! Do NOT include School Board trips or miles UNLESSâ&#x20AC;Ś........ INCLUDE all ONE-WAY passenger trips and passenger miles related to services you purchased from your transportation operators! Do NOT include trips or miles for services provided to the general public/private pay UNLESS.. Do NOT include escort activity as passenger trips or passenger miles unless charged the full rate for service! Do NOT include fixed route bus program trips or passenger miles!

PROGRAM-WIDE RATES Total Projected Passenger Miles =

Rate Per Passenger Mile = $ Total Projected Passenger Trips =

Rate Per Passenger Trip = $

1,178,437

2.61

Fiscal Year 2012 - 2013

107,252

28.69

Avg. Passenger Trip Length =

11.0 Miles

Rates If No Revenue Funds Were Identified As Subsidy Funds Rate Per Passenger Mile = $

4.37

Rate Per Passenger Trip = $

48.02

Once Completed, Proceed to the Worksheet entitled "Multiple Service Rates"

Vehicle Miles The miles that a vehicle is scheduled to or actually travels from the time it pulls out from its garage to go into revenue service to the time it pulls in from revenue service. Vehicle Revenue Miles (VRM) The miles that vehicles are scheduled to or actually travel while in revenue service. Vehicle revenue miles exclude:

Deadhead Operator training, and Vehicle maintenance testing, as well as School bus and charter services. Passenger Miles (PM) The cumulative sum of the distances ridden by each passenger.

Page 6 of 9 Polk2012-13RateModel from Rod Appendix 8: Program-wide Rates

Worksheet for Multiple Service Rates

CTC: County:

1. Answer the questions by completing the GREEN cells starting in Section I for all services

Polk County Boa Version 1.4 Polk County

2. Follow the DARK RED prompts directing you to skip or go to certain questions and sections based on previous answers

SECTION I: Services Provided 1

Ambulatory

Yes

1. Will the CTC be providing any of these Services to transportation disadvantaged passengers in the upcoming budget year?........................................................................................

Wheelchair

Yes

Go to Section II for Ambulatory Service

Go to Section II for Wheelchair Service

Stretcher

Group

Yes

Go to Section II for Stretcher Service

STOP! Do NOT Complete Sections II - V for Group Service

SECTION II: Contracted Services 2

Ambulatory

Yes

1. Will the CTC be contracting out any of these Services TOTALLY in the upcoming budget year?....

Yes No

Leave Blank

Yes No

Leave Blank

Stretcher

Group

Yes

No Do Not Complete Section II for Group Service

Skip # 2, 3 & 4 and Go to Section III for Stretcher Service

Skip # 2, 3 & 4 and Go to Section III for Wheelchair Service

Skip # 2, 3 & 4 and Go to Section III for Ambulatory Service

Yes

2. If you answered YES to #1 above, do you want to arrive at the billing rate by simply dividing the proposed contract amount by the projected Passenger Miles / passenger trips?.....

Wheelchair

Yes No

Leave Blank

Yes No

Do NOT Complete Section II for Group Service $

3. If you answered YES to #1 & #2 above, how much is the proposed contract amount for the service? How many of the total projected Passenger Miles relate to the contracted service? How many of the total projected passenger trips relate to the contracted service? Effective Rate for Contracted Services:

0 0

Ambulatory

Wheelchair

Stretcher

Group

Go to Section III for Ambulatory Service

Go to Section III for Wheelchair Service

Go to Section III for Stretcher Service

Do NOT Complete Section II for Group Service

per Passenger Mile = per Passenger Trip =

Combination Trip and Mile Rate

4. If you answered # 3 & want a Combined Rate per Trip PLUS a per Mile add-on for 1 or more services, INPUT the Desired per Trip Rate (but must be less than per trip rate in #3 above = Rate per Passenger Mile for Balance = Leave Blank and Go to Section III for Ambulatory Service

Leave Blank and Go to Section III for Wheelchair Service

Leave Blank and Go to Section III for Stretcher Service

Do NOT Complete Section II for Group Service

Page 7 of 9 Polk2012-13RateModel from Rod Appendix 8: Multiple Service Rates

Worksheet for Multiple Service Rates

CTC: County:

1. Answer the questions by completing the GREEN cells starting in Section I for all services

Polk County Boa Version 1.4 Polk County

2. Follow the DARK RED prompts directing you to skip or go to certain questions and sections based on previous answers

SECTION III: Escort Service

1. Do you want to charge all escorts a fee?.................................................................

Yes No Answer # 2, 3 & 4

2. If you answered Yes to #1, do you want to charge the fee per passenger trip OR ………....

Pass. Trip

Pass. Mile

per passenger mile?......................... 3. If you answered Yes to # 1 and completed # 2, for how many of the projected Passenger Trips / Passenger Miles will a passenger be accompanied by an escort?

11,579

Passenger Trips $

4. How much will you charge each escort?....................................................................

7.00

81,053.00

per Passenger Trip

Do NOT Complete Section IV

SECTION IV: Group Service Loading 1. If the message "You Must Complete This Section" appears to the right, what is the projected total number of Group Service Passenger Miles? (otherwise leave blank)............................

Loading Rate 0.00

………. And what is the projected total number of Group Vehicle Revenue Miles?

to 1.00

SECTION V: Rate Calculations for Mulitple Services: 1. Input Projected Passenger Miles and Passenger Trips for each Service in the GREEN cells and the Rates for each Service will be calculated automatically * Miles and Trips you input must sum to the total for all Services entered on the "Program-wide Rates" Worksheet, MINUS miles and trips for contracted services IF the rates were calculated in the Section II above * Be sure to leave the service BLANK if you answered NO in Section I or YES to question #2 in Section II RATES FOR FY: Ambul

Wheel Chair

2012 - 2013 Stretcher

Group Leave Blank

Projected Passenger Miles (excluding totally contracted services addressed in Section II) =

1,178,437

Rate per Passenger Mile =

908,307 +

243,898 +

$2.11

$3.62

26,231 +

$7.53

$0.00

per passenger Ambul

Projected Passenger Trips (excluding totally contracted services addressed in Section II) =

107,252

Rate per Passenger Trip =

Wheel Chair

78,747 +

26,796 +

$22.91

$39.27

Stretcher

per group

Group Leave Blank

1,709 + $81.81

$0.00

per passenger

2 If you answered # 1 above and want a COMBINED Rate per Trip PLUS a per Mile add-on for 1 or more services,…

per group

Combination Trip and Mile Rate Ambul

Wheel Chair

Group

Stretcher

Leave Blank

…INPUT the Desired Rate per Trip (but must be less than per trip rate above) = Rate per Passenger Mile for Balance =

$0.00 $2.11

$3.62

$7.53

$0.00

per passenger

per group

Rates If No Revenue Funds Were Identified As Subsidy Funds Ambul

Rate per Passenger Mile =

Rate per Passenger Trip =

$3.63

Wheel Chair

Stretcher

$6.22

$12.95

Ambul

Wheel Chair

Stretcher

$39.38

$67.51

$140.64

Group

$0.00

per passenger

per group

Group

$0.00

per passenger

per group

Page 8 of 9 Polk2012-13RateModel from Rod Appendix 8: Multiple Service Rates

Worksheet for Multiple Service Rates 1. Answer the questions by completing the GREEN cells starting in Section I for all services

CTC: County:

Polk County Boa Version 1.4 Polk County

2. Follow the DARK RED prompts directing you to skip or go to certain questions and sections based on previous answers Program These Rates Into Your Medicaid Encounter Data

Page 9 of 9 Polk2012-13RateModel from Rod Appendix 8: Multiple Service Rates

APPENDIX 9: MEMORANDUM OF AGREEMENT

2012 TRANSPORTATION DISADVANTAGED SERVICE PLAN AND HUMAN SERVICE TRANSPORTATION COORDINATED PLAN POLK TRANSPORTATION PLANNING ORGANIZATION