Common use of Data Management and Reporting Clause in Contracts

Data Management and Reporting. The Contractor shall maintain all books, records, documents, accounting ledgers, and similar materials relating to work performed for HTA under this agreement on file for at least three (3) years following the date of final payment to the Contractor by HTA. Any duly authorized representative(s) of the HTA shall have access to such records for the purpose of inspection, audit, and copying at reasonable times, during the Contractor’s usual and customary business hours. The Contractor shall provide proper facilities to HTA representative(s) and HTA shall be permitted to observe and inspect any or all of the Contractor’s compliance with the provisions of this agreement. In such instances, HTA representative(s) shall not interfere with or disrupt such activities. The Contractor shall collect, record, and report to HTA on a quarterly basis all accounting data for the Dial- A-Ride operation in accordance with the National Dial-A-Ride Database, Section 99243 of the California Public Utilities Code, and/or as specified by the HTA and/or the Humboldt County Association of Governments. All worksheets and detail information used to prepare these reports shall be available to HTA within one month after the close of the applicable quarter. The Contractor shall collect, record and report all operational data required by HTA in a format approved by HTA. Such data shall be collected and maintained by service type and shall include at a minimum the following statistics required under the National Transit Database (NTD): passenger count, total vehicle hours, total vehicle miles, vehicle revenue hours, vehicle revenue miles, wheelchair boardings and Dial-A- Ride passenger no-shows and cancelations. The Contractor shall provide passenger mile sampling data in accordance with a method approved by the Federal Transportation Administration (FTA) for NTD purposes (i.e. an RU-20 form). Information concerning vehicle activity shall be collected daily on the Dial-A-Ride driver’s log, route drivers report, dispatch lot, and/or other formats as developed by the Contractor and approved by HTA. The operations data shall be collected and compiled daily, weekly, monthly, quarterly, and annually. Totals shall be provided for peak-hour services, weekdays, and Saturdays. Daily logs, reports, farebox revenue records and summaries shall be available, upon request, for HTA review at the operations facility by 3:00 PM of the next business day following data collection. Following the close of each calendar month, a Monthly Management Report shall be prepared by the Contractor and submitted to HTA no later than the 10th business day of the following month. The Monthly Management Report shall provide HTA with a clear and concise summary of Dial-A-Ride performance during the prior month. Within thirty (30) days, of the execution of this agreement, the Contractor shall submit a proposed format for this report to HTA for approval. HTA reserves the right to modify the Monthly Management Report at any time. Quarterly reports shall be compiled on a year-to-year cumulative basis and shall be submitted within 30 days after the close of each quarter.

Data Management and Reporting. The Contractor shall maintain all books, records, documents, accounting ledgers, and similar materials relating to work performed for HTA the City under this agreement on file for at least three (3) years following the date of final payment to the Contractor by HTAthe City. Any duly authorized representative(s) of the HTA City shall have access to such records for the purpose of inspection, audit, and copying at reasonable times, during the Contractor’s usual and customary business hours. The Contractor shall provide proper facilities to HTA City representative(s) and HTA the City shall be permitted to observe and inspect any or all of the Contractor’s compliance with the provisions of this agreement. In such instances, HTA City representative(s) shall not interfere with or disrupt such activities. The Contractor shall collect, record, and report to HTA the City on a quarterly basis all accounting data for the Dial- A-Ride Dial‐A‐Ride operation in accordance with the National Dial-A-Ride Dial‐A‐Ride Database, Section 99243 of the California Public Utilities Code, and/or as specified by the HTA City and/or the Humboldt County Association of Governments. All worksheets and detail information used to prepare these reports shall be available to HTA the City within one month after the close of the applicable quarter. The Contractor shall collect, record and report all operational data required by HTA the City in a format approved by HTAthe City. Such data shall be collected and maintained by service type and shall include at a minimum the following statistics required under the National Transit Database (NTD): passenger count, total vehicle hours, total vehicle miles, vehicle revenue hours, vehicle revenue miles, wheelchair boardings and Dial-A- Ride Dial‐A‐Ride passenger no-shows no‐shows and cancelations. The Contractor shall provide passenger mile sampling data in accordance with a method approved by the Federal Transportation Administration (FTA) for NTD purposes (i.e. an RU-20 RU‐20 form). Information concerning vehicle activity shall be collected daily on the Dial-A-Ride Dial‐A‐Ride driver’s log, route drivers report, dispatch lot, and/or other formats as developed by the Contractor and approved by HTAthe City. The operations data shall be collected and compiled daily, weekly, monthly, quarterly, and annually. Totals shall be provided for peak-hour peak‐hour services, weekdays, and Saturdays. Daily logs, reports, farebox revenue records and summaries shall be available, upon request, for HTA City review at the operations facility by 3:00 PM of the next business day following data collection. Following the close of each calendar month, a Monthly Management Report shall be prepared by the Contractor and submitted to HTA the City no later than the 10th business day of the following month. The Monthly Management Report shall provide HTA City with a clear and concise summary of Dial-A-Ride Dial‐A‐Ride performance during the prior month. Within thirty (30) days, of the execution of this agreement, the Contractor shall submit a proposed format for this report to HTA the City for approval. HTA The City reserves the right to modify the Monthly Management Report at any time. Quarterly reports shall be compiled on a year-to-year year‐to‐year cumulative basis and shall be submitted within 30 days after the close of each quarter.