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