MTC IDEA SAV Technical Assistance Grant Program Pre-Submittal Meeting on Zoom – June 22, 2021 Please note this transcript has been edited and shortened for clarity. This transcript is an information summation of the meeting only. Please refer to the Call For Projects, Addenda and Q&A documents on the MTC website for definitive guidance on submitting an application. 00:09:52.380 --> 00:11:51.090 Robert Rich (MTC): So first off welcome, thank you for joining my name is Robert Rich with the Metropolitan Transportation Commission and this is the Pre-Submittal Meeting the IDEA SAV technical assistance grant program. The posted slide deck will hopefully be a reference for you. In the event that is discrepancy or in the ambiguity between these presentation materials and the Call for Projects document please do defer to the Call for Projects document. 00:11:55.680 --> 00:12:11.850 Robert Rich (MTC): Slide 3. This is the IDEA SAV web page and it has the most up to date materials, as well as future meeting information. https://mtc.ca.gov/our-work/operate-coordinate/intelligent-transportation-systems/connected-automated-vehicles-0 00:12:32.040 --> 00:12:36.840 Robert Rich (MTC): Slide 4. I want to say a brief word about this program and what we see as MTC’s larger role in shared automated vehicle technology. In the last Plan Bay Area 2050 process the agency went through a planning process known as Horizon which produced an autonomous vehicle perspective paper that laid out some potential priority strategies. Our project delivery group is trying to incorporate these into the IDEA SAV program. The slide shows one vision, not the only vision necessarily, in which automated vehicle technology is helping transit operators and other infrastructure owner operators resolve issues they have. It is one which is inclusive of Equity Priority communities Robert Rich (MTC): If you’ve been following MTC regional planning you’ve probably heard of Communities of Concern. Equity Priority Communities are the new Communities of Concern, and they are key focus of this program as is making sure that automated vehicle services are accessible to all people regardless of ability. So those are two equity lenses that we keep in mind as we move, not just through this program but through other efforts that we're making to coordinate with regional pilots. Preparedness is the underlying goal here. 00:14:03.270 --> 00:14:15.810 Robert Rich (MTC): Slide 5 please. You may be familiar with our earlier IDEA program focused on arterial technologies and include which included some connected and automated vehicle technology. However, there's a larger vision that is incorporated into our thinking about how to deploy IDEA SAV and that concerns what comes after. This is really at the pilot stage, even if we are hoping to incorporate these technologies into our production system, as a lot of these technologies are new. So a key part of the program is to evaluate them. To see not only if they work, but if they actually improve access and mobility in an equitable fashion and try to synthesize those lessons learned for future policy action. This is a stepping stone that you're seeing today on this slide. 00:15:12.390 --> 00:15:28.080 Robert Rich (MTC): Slide six, please. We have a pretty high level goal for the program but there's a variety of different objectives which I’m not going to go over verbally in their entirety here, but which, which is consistent with what you've heard about trying to really improve our preparedness and our knowledge. This is focused on mass transit, particularly in this post COVID era, and on improving the accessibility for both for disadvantaged communities as well as for users with disabilities. 00:15:43.020 --> 00:15:54.840 Robert Rich (MTC): Improvements are meant to serve the larger regional transit system, whether that means they are on board transit or they improve first mile last mile connectivity. Our hope and our vision for how this is implemented is that AV technology is going to improve the existing mass transit system that we rely on. 00:16:06.750 --> 00:16:07.620 Robert Rich (MTC): Slide seven, please. With all that said I’m going to say a few brief words with the grant program, some of which may be familiar with the to you and, some of which may not particularly if you are not familiar with the prior IDEA Program. Eligibility for the program is restricted to public agencies within the nine county Bay Area. A single agency is to be our counterparty and solely responsible for the project. Now we recognize there may be multiple team members involved and its OK if the work is distributed it's about a single point of accountability and contracting. There are some different guidelines here, some of which are part of our program at the MTC level, and some of which are imposed upon us by law. We always aim to be flexible and meet our goals in a way that you know can accommodate different types of projects and agencies approaches. So we are open to variances, however, we want to start the conversation on those soon so it's something you see here either in the funding or the delivery guidelines doesn't work and would prohibit you from getting an award or submitting a proposal. We really do ask that if you can you work with and submit a request for a variance in Stage1. No what we approve has to be in compliance with the law, but there are different approaches to compliance and we will work with you on that through the award process to see if that is feasible At the end of the day, once the award is made compliance is on the awardee, because this is a federal grant. I’ll get into that a little bit more, but it's covered in some detail on the call for projects document. That there are federal requirements with federal grant for procurements. In some cases a Public Interest Finding can provide some flexibility. These requirements include those for systems engineering and if you are looking to buy hardware, Buy America requirements. 00:18:44.430 --> 00:18:49.020 Robert Rich (MTC): Slide 8. Now, with regards to what we are willing to fund and how I’ve tried to simplify the call for projects document a little here. We are looking to deploy a transportation service asset or application within a 16 month period. That goes from February 2022 - Jun 2023 again these dates are in the Call for Projects. The deployment is a deployment either of a shared autonomous vehicle or an assistive technology, what we've called complimentary technologies. That final deliverable needs to be a deployment - not a design or planning document In terms of that deployment itself and the overall project concept, we hope that it aligns with the project goal and at least two of the objectives and that will address the needs of at least one of the program target user groups who are referenced in the objectives but. I am going to go into a little more detail on the target user groups, they are covered at length in the CFP document, the call for projects. 00:20:15.030 --> 00:20:29.070 Robert Rich (MTC): We would like to address identified transportation gaps or challenges, which is to say that there has been a study and analysis at some point that indicates that there is a need for this particular deployment and then it is serving a group of stakeholders that can be defined, not technology doing deployed for technology's sake. So I think that's a really important thing to keep in mind as we go through your evaluation process, it's something that we look at. 00:20:43.680 --> 00:20:52.470 Robert Rich (MTC): You heard me reference, the evaluation component of the program it's very important to the overall mission of the program So hopefully there's knowledge that can be gained - we will learn something, that will be learned about within that deployment period and information can be shared between all the parties involved Finally we are looking to enhance or expand existing transit but have a very broad definition of what transit is 00:21:16.650 --> 00:21:17.400 Robert Rich (MTC): Slide nine, please. Alright, so the technologies. The most obvious technology is the SAV itself. We have defined this as a highly automated vehicle and though this term isn't used in the call for projects document that refers to an SAE Level three to five vehicle. If you are not up on your automotive standards we've provided this infographic for you, which indicates those different levels that are commonly accepted. In reality is there is no level five vehicle that I’m aware of so and most firms’s won't want to label their vehicles as Level three. This vehicle must be designed to carry multiple passengers. That is for reasons for that should be fairly obvious from the title of the program - they are shared automated vehicles and that’s helping us meet our transportation goals. The vehicles must be accessible to all users, putting people with disabilities and if that poses a concern for you, I believe there are no existing SAV ADA standards that have been formalized. But the overarching premise of the program is to make such services, inclusive and accessible so this is something you should really give some thought to in terms of how you ensure that the folks can access the SAV. 00:23:26.040 --> 00:23:30.510 Robert Rich (MTC): Slide 10. These eligible activities are specifically defined by how. they improve or an SAV service or trip, and so this is not an exclusi8e list, it is something that we are definitely still learning about and are very curious to hear what ideas, you may have. But we have put together some different ideas related to. as needs gaps that exist. A sensor deployment has obvious benefit as complementary technology, as do connected vehicle applications that use V2X communications to assist the AV. We are starting to see signage and striping and other traffic control devices committees thinking about how to support automated vehicles so that is also a developing area. Pertinent to our particular program focus, we are looking at different improvements, whether that be on board a typical transit stop or an intermodal mobility transfer hub that can accommodate those SAV users. I think that's key, that the focus isn't always on the automated driving system but also on how people interact with the service when you start to change the nature of that service and change the role of onboard employees or operators. Also look at what the USDOT ITS Joint Program Office is doing with the Complete Trip solutions, they are in a concept development phase.That’s about how to really organize partnering agencies and technology solution to serve all users through all phases for a trip from planning through to even indoor travel. We really do want to look in an integrated fashion at how these vehicles can help particular populations who don't have access to an automobile. Robert Rich (MTC): As a part of that, although distinct, I think, is the mobility as a service software services that offer planning booking payment services. And we look forward to hearing from you about what you're hearing from different AV OEMs on the needs are. We also hope that you're talking to your stakeholders about what those needs are beyond what the private sector has been focused on. 00:27:10.710 --> 00:27:11.790 Robert Rich (MTC): Slide 11 please. Target user groups should be integrated in the planning and the deployment should serve the needs of that target user group within the project area. These include equity priority communities, people with disabilities and disadvantaged communities. Equity Prior Communities is a term from MTC and there are links and documentation for it in the Call for project, including a pretty detailed github page. People with disabilities is defined by US DOT in this case. Disadvantaged Communities is state designation. We have tried to provide multiple options for you here, and if you have any questions pertinent to this, you know, we look forward to hearing them either offline or within the Q&Aa portion of this event or before the agenda. 00:28:31.470 --> 00:28:33.900 Robert Rich (MTC): Slide 12 please. The money is from a federal STP grant and is not a large amount of funds. We have 750,000 set aside for our technical assistance component, which includes helping agencies shape the award and the funding agreement stipulations as well as for later for MTC evaluation services. This may or may not be all the evaluations that you would want. As a result, we are left with 1.75 million for the actual grants themselves and of course there are match requirements so we do hope that agencies bring sufficient resources to the table to make sure that they are appropriately funded. The minimum grant award is $.5M the maximum is $1.25M and the local cash match is 25% as you can see I’m not going to go into great detail about the cash match here/ I highly encourage you to read the call for projects documents which will give you a case study for how to calculate that based off of the total grant eligible costs. Not all items are eligible for the grant and, specifically, given the nature of the award to MTC from FHWA and Caltrans construction and engineering design will not be funded. We understand the you may have some of these improvements in your projects and we want to understand if they are necessary for us to deploy but we're not going to calculate them in to the match. We are trying to keep those funds segregated because these grant funds will federalize your project and you may not wish to do that for your construction work. Local cash match needs to be for grant reimbursable expenses. And again, if there are any questions on this, I really do highly encourage you to check out the Call for Projects before submitting the questions. But please reach out early to us to clarify any issues that may emerge for you. We encourage you to partner with the private sector on this as there are a lot of advantages to that. You can bring the infrastructure and they can bring their technology expertise. But be aware of the federal procurement rules that apply and that those cannot just be simply waived so you need to engage in that conversation with us early on as well. 1300:31:34.530 --> 00:31:37.110 Robert Rich (MTC): Slide 13. Regarding the Stage 1 application - this is the higher-level stage of the program. When we get into the evaluation criteria we will, this will probably become a little more apparent. For Stage 1 we will be focused on the concept and the feasibility of the concept, rather than the details of the implementation. We do hope that you have some ideas and prior planning that applies. And we encourage you, if you think you have a viable concept, to submit a Stage 1 application, even if it's not fully fleshed out because there is opportunity to develop that as a part of the next steps here. So, after Stage 1 applications are submitted we will do an internal assessment of those applications and we will make a version of that project concept available in a public virtual RFI workshop for discussion. That's what you see in the mid August period. It’s meant to collect feedback and ideas and is meant to be a constructive process for you, but it will also let us know if there are stakeholders that are engaged or concerned or in support of your project. The RFI workshops will help inform our shortlist, up to five applicants, and we will be giving more detailed feedback to that shortlist. In order to be eligible for Stage 2 you need to have submitted a Stage 2 application, so I will say again: In order to be able to be eligible for Stage 2 you need to submit a Stage 1 application. Stage 2 will have a similar process that we go through. We do have a fixed schedule point to get projects launched so we're looking to get those Stage 2 applications in the fall and hope they offer a higher level of detail. We aim to make award decisions in December and adopt formal award recommendation in February. During that December- February period, we would be working on our fund agreement and the details of that so that shortly after the funding was approved we would be able to enter in to a funding agreement with you, and indeed start work relatively soon. So that award deadline should be relatively close to NTP. 00:35:32.850 --> 00:35:47.070 Robert Rich (MTC): Slide 14. A brief word about the RFI workshops and our outreach list. If if you want to be added to the outreach list please do email the program box. Adding full contact information is preferred. There are going to be three workshops for different target audiences from community stakeholders to the technology industry and then one based on the proposals that we receive in Stage one1 00:36:32.550 --> 00:36:35.310 Robert Rich (MTC): Slide 15 please. The evalution criteria are in some detail in the CFP. We evaluate these differently in Stage one, as opposed to stage two. In case it's not obvious why, if your project doesn't meet our key goals and objectives you're unlikely to proceed to stage two. So we deemphasize alignment in Stage 2 and focus on a better approach to implementation, because we realized that you may not have worked out all the details of the implementation by Stage 1. 00:37:23.880 --> 00:37:24.930 Robert Rich (MTC): Slide 16 please. On correspondence: applications and formal questions should go to program box in general. Cambridge is on this account so if you want to have an offline conversation with me please email me. My contact information for the next slide. In terms of the files itself please use standard formatting know it is very helpful to get fewer files. The key part here is you're looking at the page limits. We hope they helps you and also us in terms of you formulating a more succinct Stage 1 application. Now there is a form and there are requirements for what you need to hit so it's not it's an excuse to skip over the details and you still need to use the budget template that is required. But we're hopeful that this is a relativelys treamlined process. It’s something we're working towards, and we always accept feedback, how we can make it better. Robert Rich (MTC): Slide 17. Here's my contact information and that for Ms. Farah Hassan as well as for Mark Jensen if you can't get ahold of me. The process here is fluid, so I really do urge you to reach out to me, is there any questions that you have. We've reached the end of the presentation phase now 00:40:07.530 --> 00:40:11.940 Farah Hassan: So we have a question from Steve Adams: Is there a minimum service area? 00:40:14.280 --> 00:40:14.550 Robert Rich (MTC): No. Whatever is required to meet the goal. You know your areas better than us. We haven't defined that in the past and I don't think we will for this, as long as it meets the program objectives. 00:40:58.950 --> 00:41:04.260 Farah Hassan: Another question about the vehicles. Do they need to be proven technology or can they be experimental? 00:41:08.490 --> 00:41:16.620 Robert Rich (MTC): There is not a requirement on that in our CFP. I don't know if there is a definition of proven as it relates to automated driving systems. There are permitting and safety regulations that apply to automate a vehicle deployment, both in the United States, and specifically in California. So the first question is if it meets that's the National Highway Traffic Safety Administration’s rules. They oversee the federal motor vehicle safety standards and vehicle safety and they don't necessarily have applicable standards for all AVs, but in some cases, like with imports, their approval is required. So you should know if you need to have this as well as state permits and if you’re willing to take responsibility for the vehicle. But we don't have a specific requirement for you to have certain standards or certifications or to meet a certain life cycle in their development. Frankly I don't think those have been defined for AVs in a useful or commonly accepted way. 00:42:55.800 --> 00:43:11.250 Farah Hassan: Here’s a question on whether or not consultants can be involved in the proposal team or not, if they're prohibited because of the MTC connected automated vehicle bench the 2021 bench. 00:43:12.510 --> 00:43:19.920 Robert Rich (MTC): Right and actually, that is an excellent point that I should have made in this presentation and is made in the CFP. We are asking grantees to the systems engineering phase of the pilot and you're likely to need consultant support there. As a result there might be some concern due to the fact that this is federal grant and you need to onboard a consultant with federal funding. One of the resources that we have through this program, that we didn't have with IDEA the first time around, is a MTC 2021 Transportation Engineering and Planning Bench or on-call that has a cooperative use clause for other agencies’ use. This bench will have a service category of firms pre-qualified for connected and automated vehicle planning/systems engineering work. This means that, if your procurement department and counsel sign off on it, you could make streamlined awards and potentially even direct selects off of what should be a fairly extensive pre-qualified list of consultants that MTC is going to announce on July 9. This is referenced in the Call for Projects document. If you have questions we are happy to answer and also to provide the appropriate bid documents, once the RFQ awards are made Now I understood the question to be: ‘If one of those firms wants to be involved in the application does being on the MTC bench conflict them out?’ I believe the answer is ‘no” Please reach out to us about specific other perceived conflicts of interest. We will definitely address the question in Q&A. And you shouldn't be afraid potentially enter those partnerships, because I think those firms have a lot to offer as evidenced by their qualification through the bench. 00:46:02.310 --> 00:46:15.900 Farah Hassan: Okay, another question: For or those of us with complementary technologies that may not yet be known to submitting agencies is there a means to push out our information via your main list? 300 00:46:19.830 --> 00:46:25.140 Robert Rich (MTC): So this is from a potential technology provider who wants to make their solutions known. I would have to say that I don't know of a way to do that which is fair to all different firms that may have solutions. One thing you could do is look around at this current event and see which are present, which agencies are represented, and you can reach out to. But we have to a little careful how we help promote different firms. 00:47:22.050 --> 00:47:33.360 Farah Hassan: We will posting the sign in sheet for this event on the webpage so that could be an opportunity for you to know who's attending and maybe start the conversation there. 00:47:35.070 --> 00:47:44.490 Robert Rich (MTC): That’s an excellent point and I’ll note that the RFI Workshops are probably going to be a little more interactive and another place for vendors to find out about needs that agencies have. We will have keep that discussion so that it doesn’t become a place for commercial solicitation, but I think there's a little bit more opportunity for back and forth discussion at the upcoming August workshops. 00:48:16.260 --> 00:48:31.410 Farah Hassan: So, for those of you attending the event and have not submitted information to the IDEASAV@bayareametro.gov please do so, because then we would have all the names and also the organizations that you're presenting. Robert Rich (MTC): Through that web address you can also tell us about your firm’s concept and solutions. 00:48:45.870 --> 00:48:52.320 Farah Hassan: So the next question is, do we have a map of Equity Priority Communities located in the nine county Bay Area 00:48:54.300 --> 00:48:59.640 Robert Rich (MTC): Yes it is in Call for Projects document both as a static image as well as a link to a layer to ArcGIS Online. 00:49:43.230 --> 00:49:57.900 Farah Hassan: Next question, maybe more specifically on the consulting side if a consultant assists a city with submitting an application with the consultant be conflicted out of assisting the city with implementation, if they are successful in winning the grant. 329 00:50:00.600 --> 00:50:07.950 Robert Rich (MTC): I would need to know more about the consultant services and the affiliations but I think the greater concern is that they're selling their own product as a vendor, not systems engineering or planning services. We will address in the Q&A. 00:50:50.850 --> 00:50:57.060 Farah Hassan: Alright, another question: Are we allowed to budget for spare vehicles in case vehicles malfunctions or is being maintained? 00:51:00.120 --> 00:51:01.110 Robert Rich (MTC): There is nothing in the CFP to address this but it would seem a good precaution, so yes. 00:51:10.650 --> 00:51:14.130 Farah Hassan: Another question: Is there a minimum number of passengers per vehicle? 00:51:17.280 --> 00:51:18.810 Robert Rich (MTC): I don’t believe we defined it any more than that that the SAV should be designed for multiple passengers. Multiple typically refers to at least 3 and one of those is taken by the safety operator in most instances, and I imagine for this program that will be the case. I think three would be the bare minimum. Probably more is preferable, but again no there is no strict requirement, other than the SAV being designed for multiple passengers. Farah Hassan: Another question: Do the vehicles need to travel exclusively in the public right of way? Robert Rich (MTC): There is not a requirement related to that, so no they do not. 00:52:44.490 --> 00:52:48.090 Farah Hassan: And: Is there any interest in seeing an operation without safety operators? Robert Rich (MTC): I think safety is the first and foremost priority but the Call for Projects is silent on this. Most of the deployments that I’m aware of have a safety operator outside of very limited type of operational environment. Certainly we are interested in seeing the path to automation, to removing that safety operator, and I know that that's come up on a few projects. So I think it's good to evaluate whether or not you know full automation and/or remote monitoring is feasible, but there are safety concerns that come in come into play. So if you propose a deployment without an on-board attendant that's fine, but there will be additional questions from us as to how you're going to keep the passengers and the public safe. 00:54:08.310 --> 00:54:12.330 Farah Hassan: A question: D does the project needs to be integrated with 511. 00:54:17.070 --> 00:54:22.590 Robert Rich (MTC): No, although it can be and that would certainly be interesting, but it is not required. 00:54:39.450 --> 00:54:40.500 Farah Hassan: No more questions. Robert Rich (MTC): Alright, you you may still submit written questions either to me or to the IDEASAV@bayareametro.gov email box that was showing earlier. We appreciate your participation in the event and encourage you to consider applying to Stage 1. I want to thanks the Cambridge Systematics team for their assistance through our technical issues today and encourage you to check out the MTC website for updates related to this event, and to access the Call for Projects. Let’s please adjourn the meeting. 372 00:56:01.530 --> 00:56:02.250 Farah Hassan: Thanks everyone.