HomeMy WebLinkAboutR-1998-157 Agreement Extension / Conference of Governments / Commute Trip / Planning•
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RESOLUTION NO. R-98-157
A RESOLUTION: authorizing the term extension of a Contract For Technical Planning
Assistance with Yakima Valley Conference of Governments through June 30, 1999.
WHEREAS, the City of Yakima is required by RCW 70.94 to implement a plan to
reduce commute trip 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, the Technical Planning Assistance contract is currently scheduled to end on
December 31, 1998, and the Yakima City Council considers that a six month extension of the
current agreement would align the term of the agreement with the State fiscal cycle, and
WHEREAS, the City Council considers that a six month extension of the current
agreement with the Yakima Valley Conference of Governments for technical planning assistance
is in the best interest of the City, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager and City Clerk of the City of Yakima are hereby authorized and
directed to extend the term of the attached "Contract For Technical Planning Assistance" with
the Yakima Valley Conference of Governments from December 31, 1998 to a revised term
expiration of June 30, 1999; except for this six month term extension, all other terms and
conditions of the attached Contract shall remain in full force and effect until the contract expires.
ADOPTED BY THE CITY COUNCIL this /5-7" day of - 1998
ATTEST:
City Clerk
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CITY OF YAKIMA
COMMUTE TRIP REDUCTION
CONTRACT FOR TECHNICAL PLANNING ASSISTANCE ,
THIS CONTRACT, entered into this 2b day of , 199i -by and between the
Yakima Valley Conference of Governments, a regional ass cration having its territorial limits within
Yakima County, State of Washington (hereinafter called the "Conference"), acting herein by Elaine
Snow, Conference Chair, acting hereunto duly authorized, and the City of Yakima, a municipal
corporation, located within Yakima County, State of Washington (hereinafter called the "City"),
acting herein by Lynn Buchanan, Mayor, hereunto duly authorized:
WITNESSETH THAT;
WHEREAS, the City has determined that a need exists to secure assistance in addition to
normal Conference activities; and,
WHEREAS, the City is desirous of contracting with the Conference for certain technical
planning assistance; and,
WHEREAS, the Conference possesses the technical planning staff with the necessary expertise
to provide the required services;
NOW THEREFORE, the parties do 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, 1998, and shall end on December 31, 1998.
3. Access to Information. It is agreed that all information, data, reports, records and maps as are
available and for the carrying out of the work outlined above, shall be furnished to the Conference by
the City. No charge shall be made to the Conference for such information, and the City will
cooperate with the Conference in every way possible to facilitate the performance of the work
described in this contract.
4. Compensation and Method of Payment. The maximum amount of compensation and
reimbursement to be paid by the City hereunder shall not exceed 534.877.25 for all services required.
In addition, the compensation and reimbursement to be paid by the City hereunder shall provide, at
no charge to the Conference, photocopy service and secretarial assistance in typing reports for
submittal to the Council and Planning Commission. The Conference shall assume full responsibility
for payments of federal, state and local taxes or contributions imposed or required under the Social
Security, Workmen's Compensation and Income Tax Laws for persons other than City employees
performing services pursuant to this contract.
5. Invoicing. The Conference shall submit monthly billings to the City for payment based upon
work completed for the City. Billing for work shall be based upon actual expenses incurred. The
detailed budget and work program attached will provide an estimate of those expenses. However,
0
amounts may be shifted between various line items to cover costs incurred. The final invoice shall be
submitted on or before January 15, 1999.
6. Termination.
6.1. Termination of Contract for Cause. If, through any cause, the City or the Conference
shall fail to fulfill in a timely and proper manner the obligations contained within this
contract, the non -defaulting party shall, thereupon, have the right to terminate this contract by
giving, at least fifteen (15) days before the effective date of such termination, written notice to
the other of such termination specifying the effective date thereof.
6.2. Termination for Convenience. Either the City or the Conference may effect termination
of this contract upon thirty (30) days written notice by either party to the other parry. If the
contract is terminated the City will compensate the Conference for that portion of services
extended unto the City.
7. Modification. The terms of this contract may be changed or modified by mutual agreement of the
City and the Conference in the form of written amendments to this contract.
8. Contract for Continuation. The City shall give notice of their intent to continue or discontinue the
contractual agreement for the year 1999 at least thirty (30) days prior to the completion of this
contract.
YAKIMA VALLEY CONFERENCE OF
GOVERNMENTS
CITY OF YAKIMA
YAKIMA COUNTY
ATTEST:
Secretary
Date:/a/-/5- 97
Contract #98-01
Resolution #R-98-02
CITYctr.wp
ATTEST: 44-4"--.'
City Clerk
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of 12/15/98
ITEM TITLE: Resolution authorizing extension of an agreement with the Yakima
Valley Conference of Gov nn Re.____ duction
p�ianning services
SUBMITTED BY: Chris Waarvick, Director of Public Works
CONTACT PERSON/TELEPHONE: Bill Schultz, Transit Manager/575-6005
SUMMARY EXPLANATION: It is proposed that the existing agreement with the Yakima
Valley Conference of Governments (YVCOG), for Commute Trip Reduction (CTR), planning
services be extended for six (6) months. This program is funded by the State which budgets
biennially on a July 1 fiscal year. Since July, 1999, begins the new biennial budget year, a six
(6) month extension would make the contract coterminous with the State fiscal year. It also
avoids the rush of new contracts and contract renewals which must be dealt with at the end of
each year, at a time when we are trying to focus on the City's budget process.
EXHIBITS
Resolution X Ordinance Contract Other (Specify)
Funding Source: State funded CTR program through the Transit Division Operating
Budget
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Approve resolution authorizing extension of the YVCOG
contract for CTR planning assistance.
TRANSIT COMMITTEE RECOMMENDATION: This issue was presented at the 11/24/98
committee meeting.
COUNCIL ACTION:
ATTACHMENT A
WORK PROGRAM AND BUDGET
YVCOG Technical Assistance Contract
Commute Trip Reduction (CTR) Planning for the City of Yakima
1.1 CTR Ordinance and Plan
Maintain and administer the CTR ordinance and plan for
affected major employers within the City.
1.2 CTR Document Review and Evaluation
Review and evaluate each employer's CTR program
description and annual report to determine if the program is
likely to meet CTR goals. Provide the City copies of
employer trip reduction programs. Suggest that employers
modify their program if goal(s) are not met. Coordinate with
the City if penalties should be imposed.
1.3 Quarterly and Annual Reports
Submit to the Washington State Department of
Transportation quarterly and annual reports. Quarterly
reports shall summarize CTR events within the City and list
CTR events scheduled for the next quarter.
1.4 Employer and Survey Database
Provide the City with updated or new employer,
jurisdiction, or zone CTR survey database information for
the City of Yakima.
1.5 Survey Results
Provide to the City results of formal employer or
employee surveys accomplished in cooperation with Yakima
County
1.6 Other Information
Provide to the City other pertinent CTR information.
1.7 Technical Guidance and Support
A. CTR Program Assistance
Help employers set up and maintain their CTR
programs and reach their program goals. Provide
guidance for employers to prepare their CTR program
descriptions and annual program reports.
B. CTR Information Distribution
Provide informational materials to employers
regarding basic CTR requirements, model employer
programs, and explanations of how to achieve CTR goals.
Distribute state -provided forms, questionnaires, and
reports to employers.
C. ETC Training
Coordinate and provide initial basic training for
employee transportation coordinators.
D. CTR Community Education
Coordinate city-wide and affected employer -hosted
CTR educational activities throughout the contract
year; in cooperation with other affected jurisdiction
within Yakima County.
1.8 Appeals, Exemptions, and Modifications
Coordinate with the City if an employer requests a
waiver or modification of CTR requirements, if an employer
requests an exemption from all CTR program requirements or
penalties or to modify CTR program goals, or if an employer
proposes changes to CTR zone boundaries, SOV and/or VMT
values.
Wages
Position Rate
($/hour)
Exec Dir $30.26
Planner | $14.44
Admin Asst $15.0O
Secretary $12.75
Hours Cost Total
50.00 hrs.
1000.08 hrs.
10.00 hrs.
75.00 hrs.
*1,513.00
$14,440.00
$150.00
*850.25
TOTAL WAGES $17,059.25
Benefits
Exec Dir $468.08
Planner | $4,476.40
Admin Asst $46.50
Secretary $206.44
TOTAL BENEFITS $5'288.37
Other Direct
Supplies $500.00
Postage $125.00
Communications $375.00
Travel $500.00
Advertisinng and promotions $2,500.00
TOTAL OTHER $4,000.00
Indirect *
Based upon state
and federally approved formula.
$8,529.63
TOTAL INDIRECT $8,529.63
GRAND TOTAL: $34,877.25
* Indirect costs are those incurred for a common or joint purpose
benefiting more than one cost objective and not directly assignable
to cost objectives benefited without effort disproportionate to the
results achieved. Indirect costs include space rental, uti | itieo,
repairs and maintenance, janitorial services, insurance and
personnel administration.
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
ITEM NO.
FOR MEETING OF: 1/13/98
ITEM TITLE: RESOLUTION FOR CONTRACT WITH YAKIMA VALLEY CONFERENCE
OF GOVERNMENTS FOR COMMUTE TRIP REDUCTION PLANNING
ASSISTANCE
SUBMI'itFD BY: Glenn Valenzuela, Directo
John Elsden, Senior Proje4,ner
CONTACT PERSON / TELEPHONE: John Elsden, 575-6162
SUMMARY EXPLANATION:
Attached please find a Resolution and Contract for Technical Planning Assistance with the
Yakima Valley Conference of Governments, to perform commute trip reduction tasks for the
City, as required by Washington State, during 1998. The Contract was approved by the
Conference of Government's Executive Committee on December 15, 1997.
The Agreement is for the period from January 1, 1998 to December 31, 1998. The contract
amount for this period has been reduced to $34,877, which is closer to actual 1997 expenditures
than the 1997 approved budget of $45,613. Funding will continue to be from the Commute Trip
Reduction state grant as noted on the Interlocal Agreement for Commute Trip Reduction with
Yakima County. CTR funding has been provided by the state since 1991, and is expected to
continue for the next two biennial funding cycles.
YVCOG responsibilities will include CTR document review and evaluation, quarterly and
annual reports, employer and survey base data, CTR program assistance for major employers,
CTR information distribution, and administration of the CTR ordinance and plan for major
employers. Attachment A, Work Program and Budget, lists tasks to be performed by YVCOG
during 1998.
Resolution X Ordinance Contract X Other(Specify)
Funding Source: Washington State Commute Trip Reduction Funding, disbursed through
Yakima County.
APPROVED FOR SUBMITTAL:
ty Manager
STAFF RECOMMENDATION: Adopt attached Resolution to contract with Yakima Valley
Conference of Governments
BOARD RECOMMENDATION: YVCOG Executive Committee approved December 15, 1997
COUNCIL ACTION:
RESOLUTION NO. R-98- 02
A RESOLUTION authorizing the Mayor and City Clerk Yakima to execute a
Contract with Yakima Valley Conference of Governments
for Commute Trip Reduction Technical Planning
Assistance.
WHEREAS, the City is required by RCW 70.94 to implement a plan to reduce
commute trips of major employers within its jurisdiction; and
WHEREAS, the Yakima Valley Conference of Governments has been
designated the Regional Transportation Planning Organization for Yakima
County in accordance with RCW 47.80.020, and is responsible for
development of a regional transportation plan; and
WHEREAS, funding for this contractual agreement to administer the City's
Commute Trip Reduction Plan is available from a Commute Trip Reduction
state grant; and
WHEREAS, It is in the best interest of the City that the City contract with the
Yakima Valley Conference of Governments for technical planning assistance
during 1998 relative to Washington State's Commute trip Reduction
Program, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The Mayor and City Clerk of the City of Yakima are hereby authorized and
directed to execute the attached and incorporated "Commute Trip Reduction
Contract for Technical Planning Assistance" between the City and the Yakima
Valley Conference of Governments for 1998.
-771
ADOPTED BY THE CITY COUNCIL THIS ; day of
,1998.
S/ JOHN PUCCINELLI
John Puccinelli, Mayor
ATTEST:KR FITS
City Clerk
Certified to be a true and correct fupy of the
original find in my office /A-5/./
i, CITY CLERK
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