Meeting - Shared Mobility Sprint Review

[SurbhiBakshi]

@dianamartin and @johnclary - Please add your notes from this meeting here, thanks!

[dianamartin]

Diana's Notes

30 day permit expiration notification Account Management - SMO responsible

• Add Provider form
  • Add Provider Contact (up to 3 contacts)
• Provider TBL - list of provider companies
• Provider Details
  • Provider Contact TBL - inline edit Status (Active/Inactive)

Add New License form

• Associated new Provider Contact to license
• Edit License form

Add New Permit - (associated to license)

• Amount Paid (free entry, ex. Prorate amount)
• Payment Notes Permit TBL on License details

Notification email - can set email expiration date within 30 days sent to provider contacts

Payment Amount would be valid would be for full 6 months Email looks awesome! @SurbhiBakshi

Question: There a way to archive old providers? that are no longer operational

• Suggestion: Add Status to Providers list
• Archive, can we pull reports for them? Yes, data will live in application. Not visible, but can always show you the data you need
• John's Suggestion: Adjust filters on a table
• Andrea: it's happened a lot, but can go 1-2 months. A few weeks, gotten 3-4 requests
• can be easily built out

When a provider isn't operational, will they still get notification. Shut off notifications to them. Make sure the provider contact is inactive - not be able to log into the application if they're in an inactive status

Surbhi:

If non-operational does that mean their license is suspended? Andrea: yes, but the terms suspend operations if they're not in compliance but still in operational in the city. Surbhi: suggestion: Status as "Non-Operational" - status that describes that situation

Questions

• Q1: Provider holds more than 1 license, can combine contact information of provider contact to put it on license.

• Mary: license allows vending from ROW

• Permits address the device types, align to the same start and end dates

• Be the one license

• Andrea: provider to hold one license, operating in Austin. Left non-operational, came back to the city. That does happen.

• Provider will only have 1 active license, to capture that historical information

• Main thing: provider is only ever holding 1 active license? Yes.

Q2: When a license is renewed? Do they let zones go

• never have a no zones, but paused operations
• status in permits - particular zone allowed to expire
• they rename the zones..
• bring back older zones, might need to rename zone
• standardization of zones? Director rules? On the table
  • Big case for that
  • Near term to accommodate for zone renaming

Q3: What changes in permits with expiration of zones?

• Ask you to make changes mid way?
• SMO, doesn't allow it
• Provider needs to have a very valid reason
• Would have to wait for that permit to expire
• Adjustments during renewal period

Q4: Separate license fee that provider pays? Any other fees in fee schedule? $30/ device fee

• maybe future: license fee

Q5: Maintaining historical records, renewed. Older records, audit trail

• What would you want to see?
• Would like to track?
  • see changes in permits over time, might be more complicated
  • new sheet in spreadsheet:
  • When they increased, they decreased, researchers interested in the trends
  • How many they permitted, maximum
  • Total permits in city? depends on device type.
  • Provider, already have this many.. 20k number - arbitrary
• kick scooters, sit scooters, dockless bikes
• Don't want DAPCZ to be large percent of maximum number

Q6: When a provider account? When would they know they have an account? or only when they have expiration email

• might be SMO interest, when they send approval letters
• will use to notify renewals
• trip fees
• considered on-boarding process - when license is approved.

John's Questions

JQ1: Permit expiration v. license renewal process?

• Same issuance? they are on the same cycle (new concept)
• Were able to align it, Jun 1st, Dec 1st
• They can't add new permits mid cycle (prevent them now)
  • only new providers can change JQ2: Insurance Bond expiration?
• no haven't
• What was the next thing to build out Bonds and Insurance, reviewing applications?
• New provider enters market - needs to have Bonds, Insurance with their permit
  • their expiration date might now align with their permits, license
• can't dictate bc managed by Risk Mgmt - Jacob C.'s group
• Coverage are sufficient
• Applying for coverage - need to be active
• Shorter coverage

They set the standards what can be met, not much wiggle room to ask about providers

• Boils down to cost, convenience.
• Pay for those documents
• Providers will put for 3 mo, 1 yr, 2 yr
• Bonds typically a year

Certificate of Insurance

• automobile liability
• can choose different coverages

Sounds like a Nice to have rather than Must Have

JQ3: Director's rules, the new rules, do you need anything from us?

• On a hold, should pick up on it soon
• Ordinance changes?
• Resume draft edit process
• Group reviews in the fall

RFP - Data Manager

• run by DTS
• Data Aggregator Vendor
• Ride Report is doing

Technical MDS - we helped with invoicing side of things

• Automated invoices
• Ride Report meetings, what are SMO's process?
• they've been talking to Crystal in Finance

CSR Issues

• Provider resolve 311 requests
• Found out new 311 integrations on hold, no timeline
• a few months to start maybe?