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HomeMy WebLinkAboutR-1994-004 Commute Trip Reduction• r • RESOLUTION NO R-94- 4 A RESOLUTION authorizing and directing the City Manager and the City Clerk of the City of Yakima to execute a Professional Services Agreement with Yakima Valley Conference of Governments for commute trip reduction planning WHEREAS, the City is required by RCW 70 94 to implement a plan to reduce commute trips of major employers within its jurisdiction, and WHEREAS, the Yakima Valley Conference of Governments has been designated the Regional Transportation Planning Organization for Yakima County in accordance with RCW 47 80 020, and is responsible for development of a regional transportation plan, and WHEREAS, funding for this contractual agreement to administer the City's Commute Trip Reduction Plan is available from a Commute Trip Reduction state grant in the amount of $102,000 for the biennium ending " June 30, 1995, and WHEREAS, both commute trip reduction planning and this Contractual Agreement are in the City's best interest, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA. The City Manager and City Clerk of the City of Yakima are hereby authorized and directed to execute the attached and incorporated "Contract for Technical Planning Assistance" with the Yakima Valley Conference of Governments for commute trip reduction planning. ADOPTED BY THE CITY COUNCIL THIS 25th day of January ,1994. ATTEST City Clerk C;7ai M'ayor CONTRACT FOR TECHNICAL PLANNING ASSISTANCE THIS CONTRACT, entered into this 25th day of January, 1994 by and between the Yakima Valley Conference of Governments, a regional association having its territorial limits within Yakima County, State of Washington (hereinafter called the "Conference"), acting herein by Richard C. Calahan, Conference Chair, acting hereunto duly authorized, and the City of Yakima, a municipal corporation, located within Yakima County, State of Washington (hereinafter called the "City"), acting herein by Richard A. Zais, Jr., City Manager, hereunto duly authorized: WITNESSETH THAT: WHEREAS, the City has determined that a need exists to secure assistance in addition to normal Conference activities; and, WHEREAS, the City is desirous of contracting with the Conference for certain technical planning assistance; and, WHEREAS, the Conference possesses the technical planning staff with the necessary expertise to provide the required services; NOW THEREFORE, the parties do mutually agree as follows: 1. Scope of Services. The Conference shall perform all of the services and program activities as outlined in the attached Scope of Work in accordance with reasonable professional standards. 2. Time of Performance. The services provided by the Conference pursuant to this contract shall commence on January 25, 1994, and shall end on December 31, 1994. 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 total amount of compensation and reimbursement to be paid to the Conference by the City hereunder shall not exceed $45,613.00 for all services, work, fees, time, costs, and expenses provided or incurred, provided, however, that the City 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, amounts may be shifted between various line items to cover costs incurred. The final invoice shall be submitted on or before January 15, 1995. 6. Independent Contractor. It is agreed and understood that the Conference is an independent contractor, and none of the Conference's employees shall be considered an employee of the City. The Conference and the Conference's employees shall make no claim of City employment or claim any related employment benefits from the City, including but not limited to, medical benefits, social security, and retirement. The Conference's employees shall not be subject to the control or direction of City officers or City employees. The Conference shall protect, defend, indemnify, and hold the City, its agents, and employees harmless from and against any damages or costs incurred by the City as a result of any claim for employee status. 7. Termination. 7.1. Termination of Contract for Cause. If, through any cause, the City of 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. 7.2. Termination for Convenience. Either the City of the Conference may terminate this contract upon thirty (30) days written notice by either party to the other party. If the contract is terminated the City will compensate the Conference for that portion of services extended unto the City through the effective date of termination. 8. 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. 9. Contract for Continuation. The City shall give notice of their intent to continue or discontinue the contractual agreement for the year 1995, at least thirty (30) days prior to the completion of this contract. YAKIMA VALLEY CONFERENCE OF CITY OF YAKIMA GOVERNMENTS IM • COUNTY &- TC. - BY: (13,,,,,,g.cw() ia a BY:,g.1w() i �`crR-in cti. Conference Chair ATTEST:4C.. Secretary t ATTEST: ,. j" CITt C0MICT 160. - ATTACHMENT A WORK PROGRAM AND BUDGET YVCOG Technical Assistance Contract Commute Trip Reduction (CTR) Planning For the City of Yakima 1.1 CTR Ordinance and Plan Maintain and administer the CTR ordinance and plan for affected major employers within the City. 1.2 CTR Document Review and Evaluation Review and evaluate each employer's CTR program descrip- tion and annual report to determine if the program is likely to meet CTR goals. Provide the County and City copies of employer trip reduction programs. Suggest that employers modify their program if goal(s) are not met. Coordinate with the City if employers should be required to modify their program and/or if penalties should be imposed. 1.3 Quarterly and Annual Reports Submit to the County and the City quarterly and annual reports. Quarterly reports shall summarize CTR events within the City of Yakima and list CTR events scheduled next quarter. Annual reports shall also be submitted to WSEO. 1.4 Employer and Survey Data Base Provide the County and the City updated or new employer, jurisdiction, or zone CTR survey database information for the City of Yakima. Provide an annual worksite listing to WSEO and the County. 1.5 Survey Results Provide to the County and the City results of formal employer or employee surveys accomplished in cooperation with the County. 1.6 Other Information Provide to the County and the City other pertinent CTR information. 1.7 Technical Guidance and Support A. CTR Program Assistance Help employers set up and maintain their CTR programs and reach their program goals. Provide guidance for employers to prepare their CTR program descriptions and annual program reports. B. CTR Information Distribution Provide informational materials to employers regarding basic CTR requirements, model employer pro- grams, and explanations of how to achieve CTR goals. Distribute state -provided forms, questionnaires, and reports to the employers. C. ETC Training Coordinate initial basic training for employee transportation coordinators. 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 for exemption of all CTR program requirements or penalties or to modify CTR program goals, or if an employer proposes changes to CTR zone boundaries, SOV values, and/or VMT values. CTR BUDGET FOR CITY OF YAKIMA CONTRACT For Period JanuarY25, 1994 - December 31, 1994 WAGES & SALARIES Planner I Planner II Clerical/Admin. $19,653 $2,928 $1,558 Subtotal $24,139 BENEFITS Planner I Planner II Clerical/Admin. $6,092 $908 $700 Subtotal $7,700 INDIRECT CHARGE $12,871 SUPPLIES & EQUIPMENT $903 GRAND TOTAL $45,613 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT ITEM NO 'g •4 FOR MEETING OF: 1/25/94 ITEM TITLE: PROFESSIONAL SERVICES AGREEMENT FOR TECHNICAL PLANNING ASSISTANCE WITH YVCOG FOR COMMUTE TRIP REDUCTION PLANNING SUBMII'1'LD BY: Glenn Valenzuela, Director, Community & Econo Development CONTACT PERSON / TELEPHONE: Glenn Valenzuela, 575-6113 SUMMARY EXPLANATION: In response to City Council's direction to request the Yakima Valley Conference of Governments to administer the City's Commute Trip Reduction Plan, attached please find a Resolution and Professional Services Agreement to perform this task. The Agreement is for the period from January 25, 1994 to December 31, 1994, totaling $45,613. Funding will be from the Commute Trip Reduction state grant of $102,000 as noted on the Interlocal Agreement for Commute Trip Reduction adopted by Council on November 29, 1993. Accomplishment of this task will require YVCOG to hire an additional staff member. 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. Please note that since Dowty Aerospace and Northwest Aluminum are no longer affected employers (see attached letters), the City's share of CTR grant funding has been reduced from $118,000 to approximately $102,000. This figure may again change with the addition or loss of affected employer(s). Resolution X Ordinance Contract Other Professional Services Agreement Funding Source: State Grant for Commute Trip Reduction Planning APPROVED FOR SUBMITTAL: CitIanager STAFF RECOMMENDATION: Adopt attached Resolution for Professional Services with Yakima Valley Conference of Governments for Commute Trip Reduction Planning BOARD RECOMMENDATION: COUNCIL ACTION: Resolution No. R-94-4 January 5, 1994 John Elston Senior Project Planner City of Yakima 129 No. Second Street Yakima, WA 98901 RECEIVED JAN 71994 CITY PLANN NG D DIVii V SUBJECT: COMMUTE TRIP REDUCTION Dear Mr. Elston: Dowty Aerospace Yakima 2720 W Washington Avenue PO Box 9907 Yakima, Washington 98909 Telephone 509 248 5000 Telex 510 777 5352 Fax 509 452 7022 Dowty Aerospace Yakima must withdraw from the city's CTR Program. Since the 1992 survey of our workplace was completed, a severe decline in the aerospace industry has reduced our workforce by 87 people. The reduction in force coupled with a change in shift hours shows that 86 people now arrive between the hours of 6 a.m. and 9 a.m. Unfortunately, there is no change expected during the 1994 calendar year. Should aerospace pick up again and we are fortunate enough to once again expand our workforce, we will notify you and comply with CTR. Bette Taylor and Betty Rohrich in our personnel department want me to thank you for your assistance to them in understanding and evaluating C7R. Sincerely, DOW7Y AEROSPACE YAKIMA William A. Wheeler President A Dowty Aerospace company Dowty Decoto, Inc., dba Dowty Aerospace Yakima "X NORTHWEST WINDOWS & PATIO DOORS ADMsiono( JELD-WEN January 18, 1994 1015 East Liicoln P.Q. Box 271 1'akina, WA 98901-0271 John Eldsen, Senior Project Planner Commute Trip Reduction Program Department of Community & Economic Development 129 North Second Street Yakima, Washington 98901 Dear John. (509) 248-4346 In WA (800) 562-3466 outside WA (800) 228-1260 RECEIVED JAN 2 1994 CITY tr rkniMA COMMUNITY DEVELOPMEN-i This letter is to inform you that Northwest Windows & Patio Doors no longer meets the criteria necessary to qualify as a major employer as set forth in the Commute Trip Reduction Act (CTR) and in the subsequent Yakima City Ordinance No. 93-28, also known as the Commute Trip Reduction Plan Several factors, detailed below, have contributed to this change in status. • After further research into our payroll records, I have discovered a pattern of regular arrival times of 5 00 a.m. for many of our day -shift employees, particularly during the months from April through October. What I had previously interpreted as a temporary change in start -time proved to be the norm rather than the exception. Previously, I had included those employees as affected employees Removing those employees from affected status places the total number of affected employees in our facility well below the criteria of 100 or more. • The addition of a third shift to the existing two makes a 5:00 a.m. start time necessary for our day shift during the "busy" months mentioned above. In order for the day crew to finish their work before the next shift arrives, they must start earlier to avoid overlapping hours. This indicates a significant number of employees will continue to be exempt for the foreseeable future, keeping the total number of affected employees well below the minimum criteria even during peak employment months. Commute Trip Reduction Plan Status—page 2 • During non -peak employment months, the total number of affected employees remains below the minimum criteria regardless of start times. • Currently, the number of affected employees stands at less than 50 in spite of a record employment high for the month of January. The most recent new hires have been added to our night shifts with no day shift openings currently available. Additional new hires for day shift will require us to move our morning start time to 5:00 a.m. or we will have people bumping into each other during overlapping hours. Given the history, current state, and future plans for our day shift production start times, we believe we will fall outside the scope of the CTR Plan for some time to come. I have deeply appreciated the help and comprehensive support you have given me in my efforts to develop and implement a plan for our facility. The service you provide to this community, I believe, is critical for this program's success. I will continue to pursue various ways to promote "leaving your car at home," however, it will be without a formal company program for the time being. Please keep my name in your files for the distribution of resource material and I will see to it that it will get used Also, please advise me on any further action necessary by Northwest regarding our exemption. If you need to contact me, the best day to reach me is Fridley. On any other weekday I can be reached after 4 00 p m at 248-4346. Sincerely, i) A Burry E. LaDuke Ernployee Traffic Coordinator