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APPENDIX D Typical Data Collection and Reporting Requirements in Contracts for Transportation Services The following (or similar) language is in use at this time in contracts between local transporta- tion systems and the independent organizations (contractors) that provide transportation ser- vices. These statements refer to the kinds of data to be collected and reported by the contractor to the transportation system. Example A 1. Contractor shall prepare and submit a comprehensive Monthly Report for presentation to [the Transportation System]. This Monthly Report will include: · A management summary highlighting recent achievements, upcoming efforts, and signif- icant issues affecting the Transportation System. · Information regarding accidents, incidents, complaints, and commendations. · A statistical summary showing agencies participating, miles driven, trip performance data, system costs, surcharges, average fuel costs, breakout of rates charged per agency, system costs per day and per trip, fleet and maintenance information, and other statistical data as requested. · Other information as appropriate for [Transportation System] Board consideration as detailed in the Records and Reports Section of the Request for Proposals. 2. Notwithstanding the above reporting requirements, the Contractor shall give same-day noti- fication to [Transportation System] staff of all major vehicle accidents, driver citations, or pas- senger incidents/complaints. The Contractor must fully investigate all accidents, passenger injuries, and significant service complaints, and file a written report with the [Transportation System] Board Chairman within 48 hours of occurrence. The Contractor will endeavor to repair all physical damage to the vehicles within 30 days of occurrence. Example B 1. Contractor shall invoice [the Transportation System] participating agencies for services pro- vided to [the Transportation System] no later than the fifth working day following the end of each month. It is understood that the agencies shall pay Contractor within 15 days of the sub- mission of the invoice. It is also understood that the County and [the Transportation System] will assist with Contractor's efforts to collect invoiced amounts from the member agencies in a timely manner. 2. Contractor shall prepare and submit the following comprehensive monthly and cumulative year-to-date reports to the [Transportation System Advisory Committee]. 68
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Typical Data Collection and Reporting Requirements in Contracts for Transportation Services 69 A monthly management summary highlighting system achievements, setting system goals, identifying significant issues that must be addressed, and providing information on any acci- dents, incidents, complaints, and commendations. A monthly year-to-date "system report" on the following performance measures: operating days, number of accounts, fuel consumed, fuel cost, average wholesale cost per gallon, fuel adjustment in rate/mile, total miles, total trips, total hours, average passenger per mile, aver- age passenger per hour, average miles per day, average miles per trip, average cost per mile, average cost per hour, average cost per day, average cost per trip. All of this is to be presented in a concise one page report. A list of system agencies with coded billing accounts: Most agencies have a need to keep sep- arate operating information on several billing accounts. The operating system must be able to track each billing account. Monthly statistics per "billing account" stating the number of operating days, number of trips, total mileage, rate per mile charge, total cost, average cost per trip, average miles per trip and any fares that may have been collected. Grand totals per column must add up to the monthly totals shown on the System Report. Year-to-Date Area Report per "billing account" with the same factors as above but now reflecting the data for a year-to-date report. Other report data that is considered essential in the industry: What are other industry per- formance factors that are typically being monitored across the state or nation? Data should include ambulatory and non-ambulatory trips, vehicle accidents and breakdowns, training hours provided, non-service miles, non-service hours that are in your reporting tool. These data should also be reported in the Year-to-Date System overview of performance measures. 3. Contractor will implement a Customer Comment Card Program and routinely visit system agencies to assess the level of satisfaction and will report such results to the [Transportation System Advisory Committee] at their monthly meetings.