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Home My WebLink AboutR-1998-002 Agreement / Commute Trip Reduction / Conference of Governments / PlanningRESOLUTION NO. R-98- 0 2 A RESOLUTION authorizing the Mayor and City Clerk Yakima to execute a Contract with Yakima Valley Conference of Governments for Commute Trip Reduction Technical Planning Assistance. WHEREAS, the City is required by RCW 70.94 to implement a plan to reduce commute trips of major employers within its jurisdiction; and WHEREAS, the Yakima Valley Conference of Governments has been designated the Regional Transportation Planning Organization for Yakima County in accordance with RCW 47.80.020, and is responsible for development of a regional transportation plan; and WHEREAS, funding for this contractual agreement to administer the City's Commute Trip Reduction Plan is available from a Commute Trip Reduction state grant; and WHEREAS, It is in the best interest of the City that the City contract with the Yakima Valley Conference of Governments for technical planning assistance during 1998 relative to Washington State's Commute trip Reduction Program, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The Mayor and City Clerk of the City of Yakima are hereby authorized and directed to execute the attached and incorporated "Commute Trip Reduction Contract for Technical Planning Assistance" between the City and the Yakima Valley Conference of Governments for 1998. ADOPTED BY THE CITY COUNCIL THIS 1 J day of -� t4'N �-t jl 1998. ATTEST: City Clerk ohn Puccinelli, Mayor CITY OF YAKIMA COMMUTE TRIP REDUCTION CONTRACT FOR TECHNICAL PLANNING ASSISTANCE THIS CONTRACT, entered into this ,o day of , 199T by and between the Yakima Valley Conference of Governments, a regional association having its territorial limits within Yakima County, State of Washington (hereinafter called the "Conference"), acting herein by Elaine Snow, Conference Chair, acting hereunto duly authorized, and the City of Yakima, a municipal corporation, located within Yakima County, State of Washington (hereinafter called the "City"), acting herein by Lynn Buchanan, Mayor, hereunto duly authorized: WITNESSETH THAT; WHEREAS, the City has determined that a need exists to secure assistance in addition to normal Conference activities; and, WHEREAS, the City is desirous of contracting with the Conference for certain technical planning assistance; and, WHEREAS, the Conference possesses the technical planning staff with the necessary expertise to provide the required services; NOW THEREFORE, the parties do mutuallyagree as follows: 1. Scope of Services. Services performed under this contract will consist of those program activities as outlined in the attached schedule and scope of work. Upon mutual agreement by the City and the Conference of a detailed work program and time schedule, the Conference shall, in a satisfactory and proper manner, perform the outlined services. 2. Time of Performance. The services provided by the Conference pursuant to this contract shall commence on January 1, 1998, and shall end on December 31, 1998. 3. Access to Information. It is agreed that all information, data, reports, records and maps as are available and for the carrying out of the work outlined above, shall be furnished to the Conference by the City. No charge shall be made to the Conference for such information, and the City will cooperate with the Conference in every way possible to facilitate the performance of the work described in this contract. 4. Compensation and Method of Payment. The maximum amount of compensation and reimbursement to be paid by the City hereunder shall not exceed $34,877.25 for all services required. In addition, the compensation and reimbursement to be paid by the City hereunder shall provide, at no charge to the Conference, photocopy service and secretarial assistance in typing reports for submittal to the Council and Planning Commission. The Conference shall assume full responsibility for payments of federal, state and local taxes or contributions imposed or required under the Social Security, Workmen's Compensation and Income Tax Laws for persons other than City employees performing services pursuant to this contract. 5. Invoicing. The Conference shall submit monthly billings to the City for payment based upon work completed for the City. Billing for work shall be based upon actual expenses incurred. The detailed budget and work program attached will provide an estimate of those expenses. However, amounts may be shifted between various line items to cover costs incurred. The final invoice shall be submitted on or before January 15, 1999. 6. Termination. 6.1. Termination of Contract for Cause. If, through any cause, the City or the Conference shall fail to fulfill in a timely and proper manner the obligations contained within this contract, the non -defaulting party shall, thereupon, have the right to terminate this contract by giving, at least fifteen (15) days before the effective date of such termination, written notice to the other of such termination specifying the effective date thereof. 6.2. Termination for Convenience. Either the City or the Conference may effect termination of this contract upon thirty (30) days written notice by either party to the other party. If the contract is terminated the City will compensate the Conference for that portion of services extended unto the City. 7. Modification. The terms of this contract may be changed or modified by mutual agreement of the City and the Conference in the form of written amendments to this contract. 8. Contract for Continuation. The City shall give notice of their intent to continue or discontinue the contractual agreement for the year 1999 at least thirty (30) days prior to the completion of this contract. YAKIMA VALLEY CONFERENCE OF GOVERNMENTS BY: 64:124:,/,' �_; (>''. ' - -- Conference Chair ATTEST: Secretary Date: l4--/-"5" 97 Contract #98-01 Resolution .#R-98-02 CITYctr.wp BY: May CITY OF YAKIMA YAKIMA COUNTY City Clerk • ATTACHMENT A WORK PROGRAM AND BUDGET YVCOG Technical Assistance Contract Commute Trip Reduction (CTR) Planning for the City of Yakima 1.1 CTR Ordinance and Plan Maintain and administer. the CTR ordinance and plan for affected major employers within the City. 1.2 CTR Document Review and Evaluation Review and evaluate each employer's CTR program description and annual report to determine if the program is likely to meet CTR goals. Provide the City copies of employer trip reduction programs. Suggest that employers modify their program if goal(s) are not met. Coordinate with the City if penalties should be imposed. 1.3 Quarterly and Annual Reports Submit to the Washington State Department of Transportation quarterly and annual reports. Quarterly reports shall summarize CTR events within the City and list CTR events scheduled for the next quarter. 1.4 Employer and Survey Database Provide the City with updated or new employer, jurisdiction, or zone CTR survey database information for the City of Yakima. 1.5 Survey Results Provide to the City results of formal employer or employee surveys accomplished in cooperation with Yakima. County_ 1.6 Other Information Provide to the City other pertinent CTR information. 1.7 Technical Guidance and Support A. CTR Program Assistance Help employers set up and maintain their CTR programs and reach their program goals. Provide guidance for employers to prepare their CTR program descriptions and annual program reports. B. CTR Information Distribution Provide informational materials to employers regarding basic CTR requirements, model employer programs, and explanations of how to achieve CTR goals. Distribute state -provided forms, questionnaires, and reports to employers. C. ETC Training Coordinate and provide initial basic training for employee transportation coordinators. D. CTR Community Education Coordinate city-wide and affected employer -hosted CTR educational activities throughout the contract year; in cooperation with other affected jurisdiction within Yakima County. 1.8 Appeals, Exemptions, and Modifications Coordinate with the City if an employer requests a waiver or modification of CTR requirements, if an employer requests an exemption from all CTR program requirements or penalties or to modify CTR program goals, or if an employer proposes changes to CTR zone boundaries, SOV and/or VMT values. • • Wages • t Position Rate ($/hour) Exec Dir $30.26 Planner 1 $14.44 Admin Asst $15.00 Secretary $12.75 Hours Cost Total 50.00 hrs. $1,513.00 1000.00 hrs. $14,440.00 10.00 hrs. $150.00 75.00 hrs. $956.25 TOTAL WAGES $17,059.25 Benef its Exec Dir $469.03 Planner I $4,476.40 Admin Asst $46.50 Secretary $296.44 TOTAL BENEFITS $5,288.37 Other. Direct Supplies $500.00 Postage $125.00 Communications $375.00 Travel $500.00 Advertisinng and promotions $2,500.00 TOTAL OTHER $4,000.00 Indirect * Based upon state and federally approved formula. $8,529.63 TOTAL INDIRECT $8,529.63 GRAND TOTAL: $34,877.25 * Indirect costs are those incurred for a common or joint purpose benefiting more than one cost objective and not directly assignable to cost objectives benefited without effort disproportionate to the results achieved. Indirect costs include space rental, utilities, repairs and maintenance, janitorial services, insurance and personnel administration. • t • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT ITEM NO. FOR MEETING OF: 1/13/98 ITEM TITLE: RESOLUTION FOR CONTRACT WITH YAIUMA VALLEY CONFERENCE OF GOVERNMENTS FOR COMMUTE TRIP REDUCTION PLANNING ASSISTANCE SUBM1'i i ED BY: Glenn Valenzuela, DirectoJj, John Elsden, Senior Proje4it ner CONTACT PERSON / TELEPHONE: John Elsden, 575-6162 SUMMARY EXPLANATION: Attached please find a Resolution and. Contract for Technical Planning Assistance with the Yakima Valley Conference of Governments, to perform commute trip reduction tasks for the City, as required by Washington State, during 1998. The Contract was approved by the Conference of Government's Executive Committee on December 15, 1997. The Agreement is for the period from January 1, 1998 to December 31, 1998. The contract amount for this period has been reduced to $34,877, which is closer to actual 1997 expenditures than the 1997 approved budget of $45,613. Funding will continue to be from the Commute Trip Reduction state grant as noted on the Interlocal Agreement for Commute Trip Reduction with Yakima County. CTR funding has been provided by the state since 1991, and is expected to continue for the next two biennial funding cycles. YVCOG responsibilities will include CTR document review and evaluation, quarterly and annual reports, employer and survey base data, CTR program assistance for major employers, CTR information distribution, and administration of the CTR ordinance and plan for major employers. Attachment A, Work Program and Budget, lists tasks to be performed by YVCOG during 1998. Resolution X Ordinance Contract X Other(Specify) Funding Source: Washington State Commute Trip Reduction Funding, disbursed through Yakima County. APPROVED FOR SUBMITTAL: ty Manager STAFF RECOMMENDATION: Adopt attached Resolution to contract with Yakima Valley Conference of Governments BOARD RECOMMENDATION: YVCOG Executive Committee approved December 15, 1997 COUNCIL ACTION: