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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 Page 2: 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