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HomeMy WebLinkAboutR-1996-013 commute trip reductionRESOLUTION NO. R-96- 13 A RESOLUTION authorizing and directing the City Manager and the City Clerk of the City of Yakima to execute a Professional Services Agreement with Yakima Valley Conference of Governments for commute trip reduction planning. 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, both commute trip reduction planning and this Contractual Agreement are in the City's best interest, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKTh {A: The City Manager and City Clerk of the City of Yakima are hereby authorized and directed to execute the attached and incorporated "Contract for Technical Planning Assistance" with the Yakima Valley Conference of Governments for commute trip reduction planning. ADOPTED BY THE CITY COUNCIL THIS A34 day of ATTEST: City Clerk CITY OF YAKIMA COMMUTE TRIP REDUCTION CONTRACT FOR TECHNICAL PLANNING ASSISTANCE THIS CONTRACT, entered into this 23rd day of January, 1996 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 Arvel Eshleman , 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 Richard Zais ,- ay -or, City Manager 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 mutually agree 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, 1996, and shall end on December 31, 1996. 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 545,613.00 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 estiaate of those expenses. However, aaounts may be shifted between various line items to cover costs incurred. The final invoice shall be submitted on or before January 15, 1997. 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 teraination, written notice to the other of such teraination 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 teras 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 1997, at least thirty (30) days prior to the completion of this contract. YAKIMA VALLEY CONFERENCE OF CITY OF YAKIMA GOVERNMENTS YAKIMA COUNTY -_i BY: 41, :tCpnf rence 'C"h ATTEST: Zit -s Secretary Date: CITTctr.ip City Manager ATTEST: f � City Clerk 1 f) CITY CONTRACT NO. �' `1 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 descrip- tion 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 employers should be required to modify their program and/or if penalties should be imposed. 1.3 Quarterly and Annual Reports Submit to the City quarterly and annual reports. Quarterly reports shall summarize CTR events within the City of Yakima and list CTR events scheduled next quarter. Annual reports shall also be submitted to Washington State Energy Office. 1.4 Employer and Survey Data Base Provide the City 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 the 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 pro- grams, and explanations of how to achieve CTR goals. Distribute state -provided forms, questionnaires, and reports to the 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, including a week-long CTR promotional event. For a list of CTR events, please see Attachment B, Schedule of Work. 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 values, and/or VMT values. CTR BUDGET FOR CITY OF YAKIMA / YVCOG CONTRACT For Period of January 1, 1996 to December 31, 1996 WAGES & SALARIES BENEFITS INDIRECT CHARGE SUPPLIES & EQUIPMENT GRAND TOTAL Planner I Planner II Clerical/Admin. Subtotal 519,653 $2,928 $1,558 524,139 Planner I S6,092 Planner II $908 Clerical/Admin. $700 Subtotal $7,700 512,871 $903 $45.613 ATTACHMENT B City of Yakima Commute Trip Reduction Technical Assistance Contract Schedule of Work January July - Site Visits - Program Reviews - State Worksite Annual Report - Be Cool, Carpool Promo - Quarterly Report February August - Begin Pilot Projects - Find Another Way Day March Sept } ber - 011 Smart Wednesdays - Pilot Project Awards - CW Fair Booth - Bike Commuting Competition - WSRO Rideshare Week April October - Bike Rack Promo - Quarterly Report - WSRO Rideshare Week - Quarterly Report MgY - Bike to Work Day - Try Transit Day November June - Local Rideshare Week - Walk to Work Wednesdays - Yearly Wap -lip - Annual Reporting - Contract Issues /h/i/CTR/worksched.wp ANNUAL ACTIVITY REPORT YAKIMA_COMMUTE TRIP REDUCTION PROGRAM 1995 (4th Quarter Inclusive) 1) PUBLIC AWARENESS/EDUCATION: Coordinated Yakima "Find Another Way Day", including: o City Proclamation - Mayor Pro Tem Clarence Barnett issued a proclamation at the Tuesday, August 8, meeting of the Yakima City Council naming Wednesday, August 16th, the second annual Yakima "Find Another Way Day" and requested that residents of the city carpool, take the bus, ride a bike, or walk to work. o Live Radio Broadcasts and Drawings- During the morning of August 16th, Yakima Valley Conference Of Governments staff and K-105.7 FM hosted a live "Find Another Way Day" radio broadcast at Godfrey's Espresso on Nob Hill Blvd. During this broadcast, commuters were asked to sign up for a drawing for prizes including unique Find Another Way Day T-shirts, "smart commuter" packs, lunches, bike tune-ups and accessories, and a one hundred dollar savings bond. YVCOG staff also participated in live promotional broadcasts, both prior to Find Another Way Day, and a live prize drawing at it's conclusion. YVCOG staff will continue to meet with representatives of area media outlets (radio, television and print) to determine what strategy will be used for upcoming promotions. o T.V. interviews -Three local television stations (KIMA, KAPP and KNDO) did stories on Yakima "Find Another Way Day" and the Commute Trip Reduction program in the city of Yakima. Yakima Valley Conference Of Govemments staff answered questions and helped explain the reasons for "Find Another Way Day". 1995 Annual CTR Report 1 Coordinated Yakima °Rideshare Week", including: o City Proclamation - Mayor Pro Tem Clarence Barnett issued a proclamation at the Tuesday, June 20, meeting of the Yakima City Council naming the week of June 19 through the 23, "Yakima Rideshare Week" and requested that residents of the city carpool, take the bus, ride a bike, or walk to work during that week. o K-105.7 FM radio advertisements and promotions - K-105.7 FM radio ran a series of advertisements promoting Rideshare Week and the benefits of using an alternative commute mode. They also conducted an on -air interview with Conference of Govemments staff prior to Rideshare Week. Yakima Valley Conference of Governments staff will continue to meet with representatives of area media outlets (radio, television and print) to determine the best strategy to be used for upcoming promotions. o T.V. interviews -Two local television stations (KAPP and KNDO) did stories on "Yakima Rideshare Week" and the Commute Trip Reduction program in the city of Yakima. Yakima Valley Conference Of Governments staff answered questions and outlined the motivation behind the City's decision to host "Rideshare Week'. o Promotional Drawing- City residents were encouraged to "take the pledge" and use an altemative commute mode during Rideshare Week. Participants were asked to fill out a simple form containing blanks for their name, address, etc.; they were also asked to pledge to use some type of altemative to their Single Occupant Vehicle (SOV) at least two days during the week. Persons who filled out the survey were automatically entered in prize drawings which were held on K-105.7 during Rideshare Week. Some of the prizes included: lunches for two, lattes, sport bottles, gift certificates for gasoline (for carpoolers, of course), gift certificates from area bike shops, and a $100 savings bond. All of the prizes were donated by local area merchants. Information gathered from completed entry forms will be used to help Conference of Govemments staff target those alternative commute modes that people are most likely to utilize as well as the areas of the city where non -SOV commuting is the most (and least) popular. Provided assistance in the coordination of 'Yakima Bike to Work Day"; sponsored by Yakima County. This assistance included the securing of prizes 1995 Annual CTR Report 2 from local merchants, distribution of information to media outlets, and the coordination of assistance to riders who broke down on the day of the event. Presented information on ridesharing and altematives to Single Occupant Vehicle (SOV) commuting at "Earthfest'95", sponsored by the Yakima Valley Community College. This event was part of a week-long celebration of the 25th anniversary of Earth Day. Assisted Yakima Transit staff in promoting and implementing "Try Transit Week'. A "thank you" to riders was part of this week. Transit staff gave away cookies, juice and coffee to morning commuters, and asked riders to complete a survey on their perception of the service that Yakima Transit provides. Coordinated the Yakima activities associated with the Washington State Ridesharing Organization's state-wide Rideshare Week. These activities included a drawing for prizes by persons who utilized an alternative commute mode during the week of October 16th through the 20th. II.) PROGRAM REPORTING AND COORDINATION: Coordinated 1995 Commute Trip Reduction employee survey for affected companies in the City of Yakima. It appears from preliminary information that the majority of Yakima's affected employers have made significant progress in reducing their SOV and VMT rates. o Affected employers are required by state law and local ordinance to undertake a survey of their employees who arrive at work two or more days per week between the hours of 6:00 a.m. and 9:00 a.m. on a full- time (at least twelve months) basis. These employees are asked what type of transportation they used to get to work on each day of the survey week, and how many miles they travel on their trips to work. This information is then used to compile reports for each employer detailing their worksite's Single Occupant Vehicle (SOV) percentage and Vehicle Miles Traveled (VMT). o These results are then compared with the SOV and VMT reduction goals for each City of Yakima employer (10% for SOV and 15% for VMT for 1995). If the employers SOV and VMT rates do not meet the 1995 goals for their worksite, YVCOG staff meet with those employers to help shape trip reductions strategies which will make greater progress toward meeting those goals in the future. o Developed an employer's CTR survey workbook for affected 1995 Annual CTR Report 3 Yakima employers. The workbook is a condensation of information contained in the state CTR survey guidelines, but is Yakima County specific and is published in a more readable format. o The results of the survey are then distributed to affected employers with a workbook detailing the proper interpretation of the results. Attended meetings and engaged in telephone conversations with City of Yakima planning staff regarding promotional campaigns for Commute Trip Reduction. Coordinated a meeting between City of Yakima staff and Yakima Valley Conference Of Governments staff to discuss the second annual Yakima "Find Another Way Day" August 16th 1995. Wrote articles describing the success of the 1995 Yakima "Find Another Way Day" for quarterly Washington State Commute Trip Reduction newsletter. Distributed information from the Washington State Commute Trip Reduction (CTR) 8 -County Group meeting to affected jurisdictions, including the City of Yakima. Created maps and mode choice reports using information from Yakima "Rideshare Week" and "Find Another Way Day" registration forms. These forms were completed by participants throughout the City of Yakima. Address and mode choice information was then geo-coded and maps detailing participation and preferences for different alternative commute modes (by geographic area) were generated. This information can now be used by affected employers to help better shape their Commute Trip Reduction promotions. Continued work with Yakima County on coordination of reporting functions for Yakima employers III.) TECHNICAL ASSISTANCE: Developed a Commute Trip Reduction survey guidebook for the 1995 Yakima CTR survey. This guidebook, in conjunction with the official state CTR guidebook, was used in the survey training workshop described below. The guidebook was also given to employers to be used as a reference in the future. Conducted a Commute Trip Reduction survey training workshop for affected Yakima employers on August 9th, 1995. This workshop explained the survey process, correct surveying procedures, and how to interpret survey results to 1995 Annual CTR Report 4 Yakima employers. Conducted a orientation and new Employee Transportation Coordinators (ETC) training on September 29th, 1995. This workshop gave newly affected employers and those Employee Transportation Coordinators (ETC) who have not received training an opportunity to leam about the background of the CTR law, what an affected employer in the City of Yakima is required to do to comply with the law, and the meaning of SOV and VMT goals. As this training is required for affected employers under the City of Yakima's CTR ordinance, it is presented periodically. Provided technical assistance to 2 potentially affected employers. These employers anticipate possibly meeting the threshold of 100 affected employees by the end of the calendar year. Worked with Yakima County to help create a CTR Technical Advisory Committee. This committee is made up of employees of Yakima County. The committee's purpose is to provide the county with helpful ideas and alternatives for employees who commute to work. Yakima Valley Conference of Governments staff provided information on policies and procedures for establishing Guaranteed Ride Home, carpooVvanpool, and employee parking programs. Assisted the Yakima office of the Department of Ecology (a non -affected employer participating in the CTR program) to develop a promotional campaign for their employees. This effort came about as a result of the Department's move to a new location in downtown Yakima. Worked with affected employers to ensure their compliance with annual reporting as required by the Washington State Energy Office. This work included site visits with each employer and a follow-up visit to provide promotional materials or technical assistance 1995 Annual CTR Report 5 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON ITEM NO. i 5 -6 FOR MEETING OF: 1/23/96 ITEM TITLE: RESOLUTION FOR CONTRACT WITH YAKIMA VALLEY CONFERENCE OF GOVERNMENTS FOR COMMUTE TRIP RED - ON PLANNING ASSISTANCE SUBMITTED BY: Glenn Valenzuela, Direct John Elsden, Senior Proj CONTACT PERSON / TELEPHONE John Elsden, 575-6162 SUMMARY EXPLANATION: In response to City Council's direction during 1994 and 1995 to contract with the Yakima Valley Conference of Governments to administer the City's Commute Trip Reduction Plan, attached please find a Resolution and Contract for Technical Planning Assistance to continue to perform this task during 1996. The Agreement is for the period from January 1,1996 to December 31,1996, totaling $45,613, the same amount as in 1995. Funding will be from the Commute Trip Reduction state grant as noted on the Interlocal Agreement for Commute Trip Reduction h 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 distriibution, 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 1996. Attachment B provides a summary of CTR events scheduled for 1996. Also included with this item is the 1995 Annual Report of Commute Trip Reduction activities coordinated by YVCOG for the City of Yakima, Attachment C Resolution X Ordinance Contract X Other(Specify) Funding Source: Washington State Commute Trip Reduction Funding, disbursed through Yakima County. APPROVED FOR SUBMITTAL: �.., . City Manager STAFF RECOMMENDATION: Valley Conference of Governments BOARD RECOMMENDATION: COUNCIL ACTION: Adopt attached Resolution to contract with Yakima