HomeMy WebLinkAboutR-2004-093 Washington State Department of Transportation (DOT) Grant Agreement (re: commute trip reduction - Washington Beef)RESOLUTION NO. R-2004- 93
A RESOLUTION authorizing and directing the City Manager to execute a contract between the City of
Yakima and the Washington State Department of Transportation regarding the
receipt of state funds for a commute trip reduction performance grant program for
local citizens employed by Washington Beef, Inc.
WHEREAS, the Transportation Budget, ESHB 1163, Laws of 2003 provides funding to the
Washington State Department of Transportation ("Department") for the Commute Trip Reduction
Performance Grant program; and
WHEREAS, the Transportation Budget authorizes the Department to coordinate the development
and implementation of the Commute Trip Reduction Performance Grant program; and
WHEREAS, the Department has selected the City of Yakima's project as one that best meets the
purpose and criteria of the Commute Trip Reduction Performance Grant program and is willing to provide
appropriated funds in the amount of $16,700.00 in accordance with terms and conditions substantially
similar to the terms and conditions of the attached agreement; and
WHEREAS, the City Council of the City of Yakima deems it to be in the best interest of the City
of Yakima to enter into a contract with the Department for the receipt of said state funds, now, therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute a contract substantially similar to
the attached and incorporated Washington State Department of Transportation Agreement No. GCA -4110
for the receipt of state funds for a commute trip reduction performance grant program for local citizens
employed by Washington Beef, Inc. The City Attorney will approve the final form of the agreement.
ADOPTED BY THE CITY COUNCIL this 22nd day of June 2004.
ATTEST:
City Clerk
aul P. George, Mayor
Washington State Department of Transportation
Yakima Transit
310 Maple Park Avenue
2301 Fruitvale Blvd
PO Box 47387
Yakima, WA 98902-1298
Olympia, WA 98504-7387
Federal
ID Number:
Contact: Hiep Tran, (360) 705-7875
Contact:
Gary Pira 509-576-6422
Agreement
Start Date
Completion
Project
Project Title
No.
Date
Amount
Commute Trip Reduction Performance
GCA -4110
June 30, 2005
$16,700.00
Grant Program
THIS AGREEMENT is between the Washington State Department of Transportation, hereinafter called the
"Department" and the legal entity as shown above hereinafter referred to as the "Contractor", WITNESS
THAT:
WHEREAS, the Transportation Budget, ESHB 1163, Laws of 2003 provides funding to the Department for
the Commute Trip Reduction Performance Grant program; and
WHEREAS, the Transportation Budget authorizes the Department to coordinate the development and
implementation of the Commute Trip Reduction Performance Grant program; and
WHFREAS, SS, theDepartment coordinated with Commute Trip Reduction Task Force; and
1 1\L'JA
WHEREAS, the Contractor, in response to the Department's request, submitted an application for
consideration of funding; and
WHEREAS, the Department, has selected the Contractor's project as one that best meets the purpose and
criteria of the Commute Trip Reduction Performance Grant program.
NOW, THEREFORE, the Department and the Contractor agree as follows:
Section 1
Purpose of Agreement
The purpose of this Agreement is for the Department to provide the Contractor with financial incentives to
reduce the number of vehicle trips and vehicle miles traveled for commuting. The amount granted is based on
the projected reductions in commute vehicle trips and commute vehicle miles during the grant period.
Section 2
Scope of Work
The Scope of Work is described in Exhibit I, which by this reference is incorporated herein.
The project implemented by the Contractor shall be conducted as outlined in the approved grant application
incorporated by reference in Exhibit III.
Section 3
Time of Performance
The term of this Agreement shall be determined by the Start Date and Completion Date indicated on page 1 of
this Agreement, unless terminated sooner as provided herein.
Section 4
Project Reimbursement and Payment
Based on the reductions in commute trips and vehicle miles traveled, or if applicable, start-up costs, as
defined in Chapter 468-60 WAC, the Contractor shall sign and submit invoices to the Department for
payment. Upon receipt of the signed invoices, the Department shall reimburse Contractor for eligible start-up
costs and pay the Contractor for reductions in actual commute vehicle trips or commute vehicle miles traveled
Commute Trip Reduction Performance Grant Program Agreement Page 1
during the grant period. The method for measurement of reductions in commute vehicle trips and employee
vehicle miles traveled is described in Exhibit II, which by this reference is incorporated herein. The amount
of funds to be provided to the Contractor is established in the Scope of Work. Any payment request received
after fifteen (15) days of the termination date of this Agreement will not be eligible for reimbursement. The
Department shall remit warrant for payment to the Contractor within thirty (30) days after receipt and
approval of the invoice.
Section 5
Waiver
In no event shall any payment of grant funds to the Contractor constitute or be construed as a waiver by the
Department of any Contractor breach or default and shall in no way impair or prejudice any right or remedy
available to the Department with respect to any breach or default.
Section 6
Reports
At the request of the Department, the Contractor shall prepare reports detailing what it did to reduce employee
commute trips, vehicle miles traveled, and the costs incurred in the program implementation. The Department
shall provide forms for these reports. The Contractor shall deliver any required final program report along
with its final invoice to the Department no later than fifteen (15) days after the termination date of this
Agreement.
Section 7
Agreement Modifications
Either party may request changes to these provisions, including changes to the Scope of Work. Such changes
that are mutually agreed upon shall be incorporated as written amendments to the Agreement. No variation or
alteration of the terms and conditions of this Agreement shall be valid unless made in writing and signed by
authorized representatives of the parties hereto.
Section 8
Termination
The Department, at its sole discretion, may suspend or terminate this Agreement in whole, or in part, for the
following reasons:
1. The Contractor materially breaches or fails to perform any of the requirements of this Agreement and,
fails to remedy the condition(s) causing that breach within fourteen (14) days after receiving written
notice. Conditions of breach may include, but not be limited to:
a. Any action of the Contractor, which under the procedures of this Agreement would have required
the approval of the Department, taken without such Department approval;
b. Failure to perform according to the terms of this Agreement; or
c. Failure to comply with any provision of this Agreement;
2. The Contractor is prevented from proceeding with the Scope of Work by reason of a temporary
preliminary, special, or permanent restraining order or injunction of a court of competent jurisdiction
where the issuance of such order or injunction is primarily caused by the acts or omissions of persons
or agencies other than the Contractor;
3. The requisite state funding is reduced or becomes unavailable through failure of appropriation or
otherwise;
4. The Department determines that the continuation of the project would not produce beneficial results
commensurate with the further expenditure of funds; or
5. The Department determines that such termination is in the best interests of the state.
Commute Trip Reduction Performance Grant Program Agreement Page 2
The Contractor may not unilaterally terminate this Agreement. However, a request to terminate in whole or in
part shall be made in writing by the Contractor to the Department, and the Department may either accept or
reject that request, at its sole discretion. If this Agreement is terminated prior to fulfillment of the terms stated
herein, the Contractor shall be reimbursed only for actual and eligible expenses incurred prior to the date of
termination, and only to the extent of appropriated funds.
Section 9
Compliance with Laws and Regulations
The Contractor agrees to abide by all applicable state and federal laws and regulations, including but not
limited to those concerning employment, equal opportunity employment, nondiscrimination assurances,
project record keeping necessary to evidence agreement compliance, and retention of all such records. The
Contractor shall adhere to all of the nondiscrimination provisions in Chapter 49.60 RCW
Section 10
Audits, Inspections, and Retention of Records
The Department, the State Auditor, and any of their representatives shall have full access to and the right to
examine, during normal business hours and as often as they deem necessary, all of the Contractor's records
with respect to all matters covered by this Agreement. Such representatives shall be permitted to audit,
examine and make excerpts or transcripts from such records, and to make audits of all contracts, invoices,
materials, payrolls, and other matters covered by this Agreement. In order to facilitate any audits and
inspections, the Contractor shall retain all documents, papers, accounting records, and other materials
pertaining to this Agreement for six (6) years from the date of completion of the project or the project final
payment date. However, in case of audit or litigation extending past that six (6) year period, then the
Contractor must retain all records until the audit or litigation is completed. The Contractor shall be
responsible to assure that it, the Department, the State Auditor, and any of their representatives, retain
comparable audit rights with respect to subcontractors to the Contractor within the scope of this Agreement.
Section 11
Limitation of Liability
No liability shall be attached to the Depai (anent or the Contractor by reason of entering into this Agreement,
except as expressly provided herein. The Contractor shall indemnify and hold harmless the Department, its
agents, employees, and/or officers from and shall process and defend at its own expense, any and all claims,
demands, suits at law or equity, actions, penalties, losses, damages (both to persons and property), or costs of
whatsoever kind or nature (hereafter referred to collectively as "claims") of whatever kind or nature brought
against the Department arising out of, in connection with, or incident to the execution of this Agreement
and/or the Contractor's performance or failure to perform under this Agreement; provided, however, that if
such claims are caused by or result from the concurrent negligence of (a) the Contractor, its agents,
employees, and/or officers and (b) the Department, its agents, employees, and/or officers, this indemnity
provision shall be valid and enforceable only to the extent of the negligence of the Contractor, its agents,
employees, and/or officers; and provided further that nothing herein shall require the Contractor to hold
harmless or defend the Department, its agents, employees, and/or officers from any claims arising from the
sole negligence of the Department, its agents, employees, and/or officers. This indemnification and hold
harmless provision shall survive the termination or expiration of this Agreement.
The Contractor specifically assumes potential liability for the actions brought by Contractor's employees, or
subcontractors' employees, and solely for the purposes of this indemnification and defense, the Contractor
specifically waives any immunity under the State Industrial Insurance Law, Title 51 RCW. The Contractor
recognizes that its waiver was the subject of mutual negotiations.
In the event either the Contractor or the Department incurs attorney's fees, costs or other legal expenses to
enforce the provisions of this section of the Agreement against the other Party, each Party agrees to bear and
be responsible for all such fees, costs and expenses.
This section shall survive the termination or expiration of this Agreement.
Commute Trip Reduction Performance Grant Program Agreement Page 3
Section 12
Dispute Resolution
In the event that a dispute arises under this Agreement which can not be resolved between the Parties, the
dispute shall be settled in the following manner: Each Party to this agreement shall appoint a member to a
dispute board. The members so appointed shall jointly appoint a third member to the dispute board who is not
employed by or affiliated in any with the two Parties to this Agreement. The dispute board shall evaluate the
facts, contract terms, and applicable statutes and rules and make a determination of the dispute. The
determination of the dispute board shall be final and binding on the Parties hereto.
Section 13
Independent Contractor
The Contractor shall be deemed an independent contractor for all purposes, and the employees of the
Contractor or any of its subcontractors and employees thereof, shall not in any manner be deemed to be
employees of the Department.
Section 14
The Department Advice
The Contractor bears complete responsibility for the administration and success of the Scope of Work as it is
defined by this Agreement and any amendments thereto. Although the Contractor is allowed to seek the
advice of the Department on questions that may arise, the offering of the Department advice shall not shift the
responsibility of the Contractor for the correct administration and success of the Scope of Work, and the
Department shall not be held liable for offering or providing advice to the Contractor.
Section 15
Forbearance by the Department Not a Waiver
Any forbearance by the Department in exercising any right or remedy hereunder, or otherwise afforded by
applicable law, shall not be a waiver of or preclude the exercise of any such right or remedy.
Section 16
Section Headings
All section headings are inserted for convenience only and shall not affect any construction or interpretation
of this Agreement.
Section 17
Execution and Acceptance
This Agreement may be simultaneously executed in several counterparts, each of which shall be deemed to be
an original having identical legal effect. The Contractor does hereby ratify and adopt all statements,
representations, warranties, covenants, and agreements and their supporting materials contained and/or
mentioned herein, and does hereby accept the Department's grant and agrees to all of the terms and conditions
thereof.
Section 18
Severability
If any covenant or provision of this Agreement shall be adjudged void, such adjudication shall not affect the
validity or obligation of performance of any other covenant or provision, or part thereof, that in itself is valid
if such remainder conforms to the terms and requirements of applicable law and the intent of this Agreement.
No controversy concerning any covenant or provision shall delay the performance of any other covenant or
provision except as herein allowed.
Commute Trip Reduction Performance Grant Program Agreement Page 4
Section 19
Execution
This Agreement is executed by the Director of the Public Transportation and Rail Division, of the
Washington State Department of Transportation or the Director's designee, not as an individual incurring
personal obligation and liability, but solely by, for, and on behalf of the State of Washington, Department of
Transportation, in his/her capacity as Director of the Public Transportation and Rail Division.
IN WITNESS WHEREOF, the parties hereby execute this Agreement the day and year last written below. :
STATE OF WASHINGTON CONTRACTOR
DEPARTMENT OF TRANSPORTATION
By:
Jud'," Giniger, Director
Pu Transportation and Rail Division Print Name: R. A. Zais, Jr.
itslo�
By:
• Date:
Approved as to form
By Susan Cruise, Assistant Attorney General
May 20, 2004, as a blanket Agreement.
No further approvals are required unless the
provisions of this Agreement are modified.
Title: City Manager
Who certifies proper authority to execute this
Agreement on behalf of the Contractor
Date: (0-atf-fl``
CITY CONTRACT NO. t") 74,
7-V,_ 7
RESOLUTION NO. / 1-°�69U'Y'13
Commute Trip Reduction Performance Grant Program Agreement Page 5
EXHIBIT I
Scope of Work
Commute Trip Reduction Performance Grant Program
The purpose of this Agreement is for the Department to reimburse the Contractor for eligible start-up costs and
actual reductions in commute vehicle trips and Vehicle Miles Traveled (VMT).
WSDOT will pay the contractor a maximum of $442.00 per annualized trip reduced. Total payment to the
contractor will not exceed $16,700.00.
Contractor Tasks:
1. The Contractor shall implement a project to reduce employee commute vehicle trips and commute VMT
as described in the grant application in Exhibit III.
2. The Contractor may request reimbursement for start-up costs (up to 50 percent of the total project award)
prior to completion of the project. To request this reimbursement, the Contractor must sign and submit to
the Department an invoice and records of start-up expenditures.
3. The Contractor shall measure commute trips and VMT by employees in the project at least twice, at the
beginning and end of the project. The Contractor shall provide this information at the Department's
request for calculations of the reduction in commute trips and VMT by the employees.
4. The Contractor may conduct a mid -project measurement survey. If the Contractor conducts a mid -project
measurement survey, the Contractor may be eligible to receive up to half of the total performance funding
based on the vehicle trips or VMT reduced (the sum of the amount of funds received for start-up
reimbursement and mid project performance may not exceed 50 percent of the total project award).
5. The Contractor's performance in reducing vehicle trips and employee vehicle miles traveled shall be
measured using either the Department's survey instrument (CTR Employee Survey) or an alternate
method as outlined in the approved grant application.
6. The Contractor shall provide data on project performance to the Department within fifteen (15) days of
the termination date of this Agreement.
7. The Contractor shall participate, at the Department's request, in follow-up discussions on the project and
the grant program.
Commute Trip Reduction Performance Grant Program Agreement Page 6
EXHIBIT II
Commute Trips Reduction Performance Grant Program
Method for Calculating Reductions in Vehicle Trips, Vehicle Miles Traveled, and Payments
The Department uses the CTR Employee Survey to measure changes in employee commuting to worksites. The
data collected using this methodology is the basis for calculations of changes in commute vehicle trips and
commute vehicle miles traveled (VMT). When the Contractor uses the Department's survey instrument, (CTR
Employee Survey) the Department shall calculate changes in numbers of commute trips and payment for the
number of commute trips reduced based on the methodology outlined in this Exhibit.
For the Performance Grant Program the Department will assume a one-way commute trip is 13 miles in length. If
the Contractor reduces commute trips with commute distances shorter than 13 miles one-way, each trip shall be
counted as a full trip. If the Contractor reduces commute trips with commute distances greater than 13 miles, the
Department will divide the average one-way commute distance by 13 to calculate an adjusted trip reduction
number for purposes of grant payment.
The Department shall calculate changes in numbers of commute vehicle trips and payment for the number of
commute vehicle trips reduced as follows:
1 Baseline survey. At the beginning of the project, the worksite shall survey its employees about their
commuting behavior using the Department's standard CTR Employee Survey form. This initial survey is
called the baseline survey. The Department shall calculate a baseline mode split, based on results from the
baseline survey. In calculating this mode split, the Department shall adjust for missing data, days reported by
employees as not worked, inconsistency between commute mode and vehicle occupancy data, and reported
use of compressed workweeks.
2. Mid-project measurement survey. The worksite may choose to survey its employees mid-way through the
project to receive a mid-project performance payment (Exhibit I). This survey is called the mid-project
measurement survey.
a. The Department shall calculate the mode split based on the results of the mid-project measurement
survey.
b. Using the number of employees at the site during the mid-project measurement survey and the mode split
from the mid-project measurement survey, the Department shall calculate the average number of vehicle
trips that employees took per day, during the period covered by the mid-project measurement survey.
Using this same number of employees, the Department also shall calculate the average number of trips the
employees would have taken per day during the period covered by the mid-project measurement survey if
the mode split had been the same as the one calculated from the baseline survey.
c. The difference between the two numbers calculated under 2(b) is the change in the average number of
trips per day at the site between the two surveys. These calculations take into consideration changes in
employment at the site; the employer shall not be entitled to increased payments due to a reduction in
force or be penalized because of an increase in employment.
3. Calculation of mid-project payment.
a. If the average number of trips per day at the worksite has been reduced between the baseline and mid-
project measurement surveys, the Department shall:
(1) Multiply the average number of trips reduced per day by half of the contracted amount per trip
(2) Add this amount to any reimbursed start-up costs, from this total,
(3) Subtract one-half of the total project award.
If the result is greater than zero, the Department shall prepare an invoice in an amount equal to the lesser of:
(1) One-half of the contracted amount per trip times the average number of trips reduced per day, or
Commute Trip Reduction Performance Grant Program Agreement Page 7
(2) One-half of the total project award minus any reimbursed start-up costs.
The Department shall mail the invoice to the Contractor to sign and submit for payment.
b. If the average number of trips per day at the worksite has not changed, or has increased, between the
baseline and the mid -project measurement survey, the Department shall report this to the Contractor, and
the Contractor shall not be entitled to a mid -project payment.
4. Final measurement survey. The worksite shall survey its employees at the end of the project. This survey is
called the final measurement survey.
a. The Department shall calculate the mode split based on the results of the final measurement survey.
b. Using the number of employees at the site during the final measurement survey and the mode split from
the final measurement survey, the Department shall calculate the average number of trips that employees
took per day, during the period covered by the final measurement survey. Using this same number of
employees, the Department also shall calculate the average number of trips the employees would have
taken per day during the period covered by the fmal measurement survey if the mode split had been the
same as the one calculated from the baseline survey.
c. The difference between the two numbers calculated under 4(b) is the change in the average number of
trips per day at the site between the two surveys (baseline and final measurement survey). These
calculations take into consideration changes in employment at the site; the employer shall not be entitled
to increased payments due to a reduction in force or be penalized because of an increase in employment.
5. Calculation of final payment.
a. If the average number of trips per day at the worksite has decreased between the baseline and the final
measurement surveys, and if the Contractor has received a mid -project payment, the Department shall:
(1) Multiply one half of the contracted amount per trip times the average number of trips reduced per day.
(2) Add this amount to any reimbursed start-up costs and the mid -project payment, and
(3) Subtract from this total the total funds to be awarded under the project.
If the result is greater than zero, the Department shall prepare an invoice in an amount equal to the lesser of:
(1) One-half of the contracted amount per trip times the average number of trips reduced per day, or
(2) One-half of the total project award minus the sum of any reimbursed start-up costs and any mid -
project payment.
The Department shall mail the invoice to the Contractor to sign and submit to the Department for payment.
b. If the average number of trips per day at the worksite has decreased between the baseline and the final
measurement surveys, and if the Contractor has not received a mid -project payment, the Department shall:
(1) Multiply the contracted amount per trip by the average number of trips reduced per day,
(2) Add this amount to any reimbursed start-up costs, and
(3) Subtract from this total the total funds to be awarded under the project.
If the result is greater than zero, the Depai tiuent shall prepare an invoice in an amount equal to the lesser of:
(1) The contracted amount per trip times the average number of trips reduced per day, or
(2) Total project award minus the sum of any reimbursed start-up costs.
The Department shall mail the invoice to the Contractor to sign and submit to the Department for
payment.
c. If the average number of trips per day at the worksite has not changed, or has increased, between the
baseline and the final measurement surveys, the Department shall report this to the Contractor, and
the Contractor shall not be entitled to a fmal payment.
Commute Trip Reduction Performance Grant Program Agreement Page 8
EXHIBIT III
Commute Trips Reduction Performance Grant Program
Approved Grant Application
Commute Trip Reduction Performance Grant Program Agreement Page 9
WeiWashington State
Department of Transportation
Douglas B. MacDonald
Secretary of Transportation
July 23, 2004
Mr. Gary R. Pira
Transit Project Manager
Yakima Transit
2301 Fruitvale Blvd
Yakima, WA 98902-1298
Transportation Building
310 Maple Park Avenue S.E.
P O Box 47300
Olympia, WA 98504-7300
360-705-7000
TTY 1-800-833-6388
www wsdot.wa.gov
Subject: 2004-2005 Commute Trip Reduction Performance Grant
Agreement GCA4110.
Dear ra:
Enclos:is /completely executed copy of Agreement GCA4110 in the amount of
$16,700 in State Commute Trip Reduction Grant funds. These funds are to be used by
Yakima Transit to implement a commute trip reduction program to reduce the number of
employee vehicle commute trips and vehicle miles traveled as specified in this
Agreement.
Reimbursement Request forms and instructions will be sent by email in the next few
days. To receive payment, send your completed forms to David Chenaur at:
WSDOT
PO BOX 47387
Olympia, WA 98504-7387
If you have any questions or need technical assistance regarding reimbursement, you may
contact David Chenaur at (360) 705-7839 or by email at chenaud.(cr)wsdot.wa.gov. All
other inquiries should be directed to TJ Johnson, CTR Program Manager, at (360) 705-
7508. We look forward to working with you during the course of your project.
Sincerely,
s, Con
JA:dlc
Enclosures
acts and Grants Administrator
sport tion and Commute Options Office
WIWashington State
Department of Transportation
Douglas B. MacDonald
Secretary of Transportation
April 21, 2004
Mr. Gary R Pira
Transit Project Planner
Yakima Transit
2301 Fruitvale Blvd
Yakima WA 98902-1298
RE: CTR Performance Grant Application
Dear Mr. Gary Pira,
Transportation Building
310 Maple Park Avenue S.E.
P O Box 47300
Olympia, WA 98504-7300
360-705-7000
TTY. 1-800-833-6388
www wsdot.wa.gov
This letter is to formally accept your application for a Commute Trip Reduction
Performance Grant, and to notify you that we are initiating a contract with Yakima
Transit in the amount of $16,700.00. This contract will have an effective start date of
June 1, 2004 and will run through June 30, 2005.
Hiep Tran is the contract administrator for WSDSOT's Public Transportation and
Commute Options Office. Please contact Hiep at (360) 705-7875 to discuss the
development of your contract. If you have other questions about your project, please
contact me at (360) 705-7508.
The Performance Grant Review Committee was impressed with the quality of your
application, and we look forward to working with you on this innovative program to
reduce vehicle trips.
Sincerely,
TJ Johnson
Trip Reduction Administrator
cc: Judith Giniger, Chair, CTR Task Force
11 March 2004
CTR Performance Grant Award Committee
Washington State Department of Transportation
Public Transportation and Commute Options Office
Post Office Box 7387
Olympia, WA 98504-7387
Dear Sirs or Madam:
Yakima Transit is submitting a Commute Trip Reduction Performance Grant Application
that will partner Washington Beef and their Vanpool program together to subsidize the
implementation of two vans into our operation for our employees to use. We have been
in discussion over the past few years on bringing this program into the Toppenish area,
so we are hopeful that the approval of this funding request will allow us to start the
process.
We have identified 118 employees that live in the targeted area of Yakima where
logistically it works best for on-going vanpool maintenance and fueling. These
individuals then received in their pay envelope a flyer announcing our intentions to set
up a program and to encourage them to participate. We believe that a small fee should
be charged to reduce the associated monthly costs for the vanpool. That would also
allow a financial incentive for the driver who will assume the fueling and reporting
responsibility for the group.
Washington Beef will provide oversight, payroll deductions and coordination with
Yakima Transit and the Commute Trip Reduction Coordinator for Yakima County, Mr.
Brian Curtin. We think this is a win-win request for our operation and our employees.
Sincerely,
_--JimrColepau
Manager, Emp e
ee Relations
WASHINGTON BEEF LLC
201 ELMWOOD ROAD
P O BOX 832
TOPPENISH WA 98948
PHONE 509.865.2121 - FAX 509.865.2827
� Washington State
V// Department of Transportation
Commute Trip Reduction Program
Application for Performance Grants
For instructions, award criteria, and definitions, refer to "How to Apply for a CTR Performance Grant."
Lead Organization and Contact Information
Yakima Transit
91-6001293
Organization Name
Federal ID Number
2301 Fruitvale Boulevard Yakima WA 98902-1298
Address
Gary R. Pira
City
State Zip
Transit Project Planner
Contact Name Contact Title
509/576-6422 509/576-6414
Contact Phone
Contact Fax Contact Email
Is this grant application for more than one organization? Yes XX (if yes, please list all) No Fl
Washington Beef, Incorporated/Toppenish, WA 98948
Is this organization required to implement CTR?
This organization is (check all that apply)
Yes XX No ❑ Ifyes, CTR ID: E20156
Private XX Non-profit ❑ Public ❑
Federal, state or local government ❑
How many full-time employees will be included in the program? 30* (two vans)
Award Criteria
To be eligible for the grant, your organization must provide financial incentives to your own or other
employees for ridesharing, using public transportation, car sharing, or non -motorized commuting. Your
project will be reviewed against the criteria of predictability, measurability, cost effectiveness, sustainability,
thoroughness, and avoidance of redundancy. For more information about the criteria, refer to "How to Apply
for A CTR Performance Grant."
Project Information
As you provide information about your project, be sure that you have considered the criteria listed above.
Project title: Vanpool Service to Worksite/Return (Yakima Area)
Is this project New XX An enhancement to an existing project ❑ If your project is an
enhancement to an existing project, explain in your narrative below.
PTCO Form—February 20, 2004
Projected annualized vehicle commute trips to be reduced over the course of the project? 9, 750
Projected commute trips reduced per day 30 Number of weeks in project 65
Projected average daily VMT to be reduced over the course of the project? 780
How much funding are you requesting? $16,700.
How do you plan to continue the project after the grant funding is spent?
Yakima Transit Vanpools are operated on a monthly cost re-
covery basis with the riders sharing the operating expenses.
This project would be a new phase in Commute Trip Reduction
activity for this company as there are not a lot of available
options for their employees except to carpool. Funding would
be used to initially introduce vanpools into their multi -cultural
workforce by subsidizing the dollar difference between the
employee contributions and the current vanpool costs. At the
end of the contract, contributions by either the employer,
the vanpool riders or both can be adjusted to continue with
the program depending upon it's usage.
Project Narrative
Describe the strategies you will use to reduce commute trips and VMTs, addressing the criteria listed above.
In addition, your description should (a) identify the worksites included in the project; and (b) explain if your
project is an enhancement to an existing project. Attach additional sheet(s) if necessary.
See Attached Project Narrative
Measuring Project Performance
Describe how you will measure changes in trips and
miles and adjust for changes in employee population.
Attach additional sheets if necessary.
D Will use state provided survey process
Yakima Transit Vanpool Accounting/Reporting form keeps track
of the ridership and mileage figures on a monthly basis. We can
easily measure the results of the project.
PTCO Form—February 20, 2004
Transit Project Planner
Title
Applications must be delivered or
postmarked by 5:00 pm on Friday,
March 13.
Mail, hand deliver, or fax.
Gary R. Pira 11 March 2004
Print name Date
Washington State Department of Transportation
Public Transportation and Commute Options Office
PO Box 7387
310 Maple Park Avenue SE
Olympia WA 98504-7387
Fax: (360) 705-6862
Questions? For information, phone 360-705-7846.
PTCO Form—February 20, 2004
VANPOOL SHUTTLE PROPOSAL
TO WASHINGTON BEEF, INC.
This is Washington Beef's second attempt to obtain a funding
subsidy through Commute Trip Reduction grants. A similar van -
pool proposal request was submitted back in April 2001, but was
not selected for funding at the time.
Washington Beef, Incorporated, located just west of the City of
Toppenish in Yakima County, processes boxed beef products for
the wholesale trade. The company employs 630 people operating
on two shifts and is not serviced by any public transit agency. The
operation has agreed to participate, support and promote the im-
plementation of at least two Yakima Transit vanpools through the
assistance of this grant.
Preliminary employee counts show 118 workers that live in the ur-
ban Yakima city area. Even if only two thirds of those workers
showed an interest in riding the vans, we still have 50 additional
riders that could be shifted into an expanding vanpool fleet in the
future.
Transportation issues are a big concern for this company. Quite
a few of their employees reside in areas that require round trip
commutes of 40 miles or more. Additionally, the Washington Beef
operation offers many entry-level positions for people looking to
leave the seasonal agricultural work environment.
Individuals beginning their employment with the company, find
that even with their higher than average wage scale, it is difficult
for some employees to obtain dependable transportation. A num-
ber of otherwise reliable workers lost positions because of their
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VANPOOL SHUTTLE PROPOSAL
TO WASHINGTON BEEF, INC.
inability to adhere to their production line's start times because
of transportation to work issues.
Yakima Transit has been the County's only vanpool provider for
the past several years. Currently, we have nine vans on the road
commuting daily to the Hanford site. Our successes with this pro-
gram have encouraged us to consider expanding the operation to
other areas of Yakima County.
We can provide Washington Beef with two fifteen -passenger vans
at our regular fee schedule (the driver is free) that will allow us
and Washington Beef, Incorporated, an opportunity to partner in
the introduction of the vanpool program into their facility.
Washington Beef has agreed to promote the program by identify-
ing potential riders among their employees; encouraging them to
participate in vanpooling by offering subsidies and payroll deduc-
tions to oversee the success of the program. Should this occur,
there are other options such as the Worker/Driver arrangement
or utilizing larger sized vehicles like 22 passenger mini -buses.
The company has begun to solicit employees on their interest in
the program (see attached pay envelope stuffer) and Yakima
Transit has agreed to park one of their spare vans at their faci-
lity to help promote the introduction of the Vanpool program and
would utilize this grant funding to financially support this fifteen
month vanpool trial period.
Yakima Transit/Washington Beef, Inc.
CTR Performance Grant Budget
A cost breakdown of the funding request is as follows:
Vanpool Operating Costs from Yakima to Toppenish (labor, fuel
and maintenance) for 15 months for two fifteen -passenger vans.
This would cover the period April 2004 through July 2005 for
a total of 975 roundtrips $30,000.
Driver Training & Orientation, Marketing Promotions, Securing
Additional Vans and Miscellaneous Set Up Costs $ 3,500.
Less: Employee Contributions for Participation
(28 employees @ $40/month/Driver is free) ($16,800.)
Total Contract Award $16,700.
Share the Rid
e
As you know, getting to work is one of the
major expenses we face as employees.
And, it is becoming more expensive every
day. In addition, more cars on the road
damage the environment, increase stress
and, possible problems at work when there
is a problem getting a ride to work.
Washington Beef and Yakima County have
been working together to find solutions. It
may be possible to arrange two vanpools
from Yakima to Washington Beef
everyday. The Company and the County
would get the vehicles. The riders would
pay a small monthly fee.
The riders would meet in a specific location every morning,
such as a park and ride lot, and be driven to work every day.
In case of an emergency there would be a guaranteed ride
home.
Cc.mparte el
We would like to start a pilot program if there is enough
interest. We have identified you because you live in Yakima,
If you are interested in participating, please see Jim no later
than Monday, March 15 to express your sincere interest.
This will be first come, first serve basis.
Even if you don't wish to participate in this program, the
Company encourages you to participate in car pools or use
an alternate way to get to work. If you need help finding a car
pool, come to Personnel.
Thank you.
Como usted sabe, vigiando al trabajo es uno
de los costos principales que tenemos como
empleados. Y cada dia cuesta mas. Ademas,
mas carros en la carretera resultan en dant) al
ambiente, mas estras y, a veces, problemas
con el trabajo cuando hay dificultad para
consiguir un paseo al trabajo.
Washington Beef y el Condado de Yakima
han estado trabajado juntos para encontrar
solutiones. Puede ser posible arreglar dos
vanpools de Yakima a Washington Beef. La
Compania y el Condado conseguirian los
vehiculos. Los pasajeros pagarian un
honorario mensual pequeno..
Los pasajeros se juntaran en una localization especifica cada
mat'iana, tal como un lote "Park and Ride" y seran conducidos al
trabajo cada dia. En caso que occure una emergencia, hubiera un
paseo garantizado a la casa.
Se comenzara este programa experimental si hay suficiente interes.
Hemos identificado a usted porque vive en Yakima. Si usted esta
interesado en participar, favor de hablar con Jim no mas tarde de el
lunes, 15 de marzo, para expresar su interns sincero. Lo haremos
en un base de el que primero viene, primero se sirve.
Incluso si usted no desea participar en este programa, la Compania
le anima a que participe en su propio programa de compartir el viaje
o utilice una manera alterna de venir al trabajar. Si usted necesita
ayuda para encontrar un viaje, venga a la oficina de Personal.
Gracias.
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. *024Z
For Meeting of: June 22, 2004
ITEM TITLE: A resolution authorizing the execution of a contract with the Washington State
Department of Transportation regarding the receipt of state funds for a commute
trip reduction performance grant program for local citizens employed by
Washington Beef, Inc. and a companion appropriation ordinance.
SUBMITTED BY: Chris Waarvick, Director of Public Works
Ken Mehin, Transit Manager
Cindy Epperson, Financial Services Manager
CONTACT PERSON/TELEPHONE: Ken K. Mehin, 576-6415
SUMMARY EXPLANATION:
The attached resolution authorizes and directs the City Manager to execute the attached agreement
with the Washington State Department of Transportation (WSDOT) for vanpool services to
Washington Beef in Toppenish, Washington. The amount of this grant is $16,700. This service will
continue for one year.
The attached Appropriation Ordinance authorizes including the grant funds into the City's 2004
Transit appropriation and allows expenditure of the same.
Resolution X Ordinance X Other (Specify) Appropriation Contract X Mail to
(name and address):
Funding Source: Commute Trip Reduction (CTR) Grant $1600 & Ridership Ridership User Fees
APPROVED FOR SUBMITTAL:,/j 2. a //it/pity Manager
STAFF RECOMMENDATION:Staff respectfully requests City Council adoption of the resolution
authorizing execution of a contract, read ordinance by title only at the June 22, 2004 meeting, and
pass ordinance after second reading at the July 6, 2004 meeting.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
Resolution adopted. RESOLUTION NO. R-2004 -93