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HomeMy WebLinkAboutReg 2003-11-17 Item 6B - Interlocal Agreement - 2003-2005 Commute Trip Reduction with WSDOTRecommendations: 1 Cost Impact: I Fund Source (if lrnown): WSDOT Meeting Date 1 C: \WINDOWS \TEMP \CAS 2003.doc COUNCIL AGENDA SYNOPSIS Initials 1 Prepared b) 1 Mayor's review 1 Council review 1 Meeting Date I 11/17/03 I SL 1 ee.,f I _Lee. I I I I ITEM INFORMATION ITEM NO. CAS Number: 03-145 I Original Agenda Date: 11/17/03 Agenda Item Title: CTR Interlocal Agreeement with WSDOT I Original Sponsor: Council Admin. DCD Sponsor's Summary: Review and approve CTR Implementation Interlocal Agreement with WSDOT for Biennium 2003 -2005 Sponsor: Authorize Mayor to sign agreement with WSDOT to insure funding source for CTR Committee: Forward to Council 11/12/0 Administration: Same as sponsor. None, Grant revenue to be received $39,279, 2003 -2004, additional tbd 2004 -2005 4RECORD OF =COUNCIL ACTION Action APPENDICES MeetineDate 1 Attachments 11/12/03 I Memoradum to CAP from Steve Lancaster dated 10/27/03 and CAP Meeting minutes dated 11/12/03. October 27, 2003 City of Tukwila Department of Community Development Steve Lancaster, Director To: From: Steve Lancaster, DCD Subject: Memorandum Community Affairs and Parks Committee (CAP) i l Briefing on Renewal of Commute Trip Reduction Contracts Introduction The Commute Trip Reduction Implementation Contract with the Washington State Department of Transportation for the biennium 2003 -2005 provides secure funding for administering the City's CTR program. The allocation for the fiscal year July 1, 2003 is for one year only at this time and is for $39,279.00. For the following year (July 1, 2004 -June 30, 2005), the funds will be determined by CTR affected employer counts as of April 2004. For 2003, we have 23 CTR affected employers. The actual contract amount for the two -year period is anticipated to be approximately $80,000.00. The second contract, Commute Trip Reduction Act Implementation Agreement, is with King County. This contract is for the City to spend funds from the state allocation for CTR data collection and promotional activities. The contract is essentially the same as previous contracts with King County Metro. For the fiscal year July 1, 2003 -June 30, 2004, the amount expended will be $21,979.00. Backaround Commute Trip Reduction legislation (RCW 70.94.521 -551) was passed by the State in 1991 to reduce the number of Single Occupant Vehicles (SOV's) arriving at employer worksites during the hours of 6:00 am and 9:00 am. The requirement is directed at employers with 100 or more employees arriving at the target time period. These employers are considered to be "affected employers" under the state regulations and are required to adhere to state legislation and local ordinance in achieving planned reductions in single occupancy vehicle trips. The City of Tukwila adopted and amended Ordinance #1868 to comply and implement the requirements of State law. The Washington State Department of Transportation (WSDOT) handles the administration of the State regulation. The WSDOT prefers to contract directly Steven M. Mullet, Mayor 6300 Southcenter Boulevard, Suite #100 Tukwila, Washington 98188 Phone: 206-431-3670 Fax: 206 -431 -3665 Attachments: 1. GCA -3661 Commute Trip Reduction Implementation Contract with Washington State Department of Transportation 2. King County Metro Implementation Contract 10/27/03 with the jurisdiction to provide direct funding to fulfill the requirements of RCW 70/94.521 -551. King County Metro provides technical assistance to the City for purposes of data collection and analysis as well as employer Commute Trip Reduction program review functions. Administrative consistency in implementing the state requirements of the Commute Trip Reduction Act along with King County Metro's technical resources and skills is the primary reason for this agreement with Metro. By contracting services with King County Metro, coordination of employer plans and consistency with the state guidelines for CTR is continued. We have contracted for services since 1995. Administration The program administration for commute trip reduction is paid for by the funds received from WSDOT. Funding for this program is made through WSDOT on a reimbursement basis rather than a quarterly allotment. The City of Tukwila's allocation for the first year of the biennium is $39,279.00. In March 2004, determination for the second half of the biennial allocation will be made as determined by the number of affected employers in the city limits. It is possible that the number of affected employers will increase or decrease and the funding allocation will reflect those numbers in 2004 -2005. We had a decrease of three sites in 2003 and have three more sites on a watch list due to decreasing numbers of employees in employment. The allocation is also based on a performance measure throughout the state. That measure is based on reducing trips. The City of Tukwila met the performance goal at the end of 2003 for the last biennium. The City must spend the monies allocated by the state or lose the allocation. The funds are used for the staff Commute Trip Reduction Coordinator, implementation of the CTR Program for Tukwila and development of incentives. A contract with Metro for state required program review and data services are part of the program. Chances noted Both contracts are essentially similar to previous contracts with the WSDOT and King County Metro. The contract with WSDOT enables the city to secure funding for the program. The performance measure is increased from 20% of the allocation to 25% for the biennium. This means the affected City employers need to show progress in the CTR programs over the next two years. The required CTR survey will be the measurement tool. The WSDOT contract is for two years and the King County Metro contract is for one year. Next Steo The contracts need to be sent to COW for authorization for the mayor to sign both agreements. Washington State Department of Transportation 310 Maple Park Avenue PO Box 47387 Olympia, WA 98504 -7387 Key Contact Person: T.J. Johnson Agreement Number City of Tukwila 6300 Southcenter Blvd Tukwila, WA 98188 -2545 Key Contact Person: Maggi Lubov Employer Federal ID 91- 6001519 Project Amount lProject Title Start Date Completion Date Commute Trip Reduction GCA3661 July 1, 2003 June 30, 2005 $39,279 Imple This Agreement is made and entered into this 1st day of July, 2003, between the Washington State Department of Transportation, acting by and through its Secretary of Transportation, (hereinafter called "WSDOT and City of Tukwila (hereinafter referred to as "Contractor and said parties WITNESS THAT: WHEREAS, RCW 70.94.521 through 70.94.551 requires cities, counties and towns containing "major employers," in counties with populations over 150,000, to develop ordinances, plans and programs to reduce Vehicle Miles Traveled (VMT) and Single Occupant Vehicle (SOV) commute trips, and thereby reduce vehicle related air pollution, traffic congestion and energy use; 'WHEREAS, RCW 70.94.541 (2) provides for technical assistance to counties, cities, and towns in developing and implementing Commute Trip Reduction (CTR) plans and programs; WHEREAS, RCW 70.94.544 provides for distribution of funds for local CTR implementation efforts; WHEREAS, WSDOT desires to achieve trip reduction in order to improve the efficiency of the state transportation system and the quality of life for citizens of the State of Washington; WHEREAS, the Washington State Legislature's delay in approving continued funding for the CTR program requires this contract to be effective retroactive to July 1, 2003 to preserve continuity of program funding. NOW, THEREFORE, in consideration of covenants, conditions, performances and promises" herein contained, the parties agree to the following terms and conditions: Section 1 Purpose of Agreement The purpose of this Agreement is for WSDOT to provide funding to the Contractor to be used solely for activities undertaken to fulfill the requirements of RCW 70.94.521, et. seq, and to implement tasks as described in Exhibit II, Scope of Work. This Agreement consists of the terms and conditions, and Exhibits I, II and III, which by this reference are incorporated herein. Section 2 Scope of Work The Contractor and WSDOT will perform all their designated tasks under this Agreement as described in Exhibit II, Scope of Work. Section 3 Time for Beginning and Completion The work to be performed under this Agreement shall commence July 1, 2003, and tenninate on June 30, 2005, unless terminated sooner as provided herein. Section 4 Reimbursement and Payment WSDOT shall reimburse the Contractor for eligible expenditures not to exceed S39,279 during the first fiscal year of the contract period. The maximum amount of funding for the Contractor was determined using the methodology contained in Exhibit I, Funding Allocation Methodology. WSDOT will reimburse the Contractor only for actual and eligible direct project costs. Payment will be made on a reimbursable basis Payment is subject to the submission to and approval by WSDOT of properly prepared invoices accompanied by progress reports and financial summaries. The Contractor shall submit an invoice (state form A -19) or WSDOT approved invoice format to WSDOT in order to receive reimbursement. The Contractor shall submit invoices up to 4 times per fiscal year, or up to eight times during the course of this contract. The Contractor shall submit a final invoice to WSDOT no later than July 15, 2005. Any payment request received after July 15, 2005 or fifteen (15) days of the termination date, whichever is applicable, will not be eligible for reimbursement,. Within thirty (30) days after receiving the invoice and upon approval, WSDOT shall remit to the Contractor a warrant for payment. All invoices and warrants shall be based on and paid on actual work performed and actual costs incurred up to the maximum amount identified in this Agreement. Section 5 Project Records The Contractor agrees to establish and maintain for the project either a separate set of accounts or accounts within the framework of an established accounting system, in order to sufficiently and properly reflect all eligible direct and indirect project costs claimed to have been incurred in the performance of this Agreement. Such accounts are referred to herein collectively as the "Project Account". All costs claimed against the Project Account must be supported by properly executed payrolls, time records, invoices, contracts, and payment vouchers evidencing in proper detail the nature and propriety of the charges. Section 6 Progress Reports The Contractor shall submit to WSDOT progress reports as described in Exhibit II, Scope of Work, so that WSDOT may adequately and accurately assess the progress made by the Contractor and third parties to this Agreement in implementing RCW 70.94.521 et. seq. These reports shall be submitted to WSDOT along with any request for reimbursement submitted pursuant to Section 4, Reimbursement and Payment. Page 2 GCA3661 Section 7 Audits, Inspections, and Records Retention WSDOT, 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 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 years period, then the Contractor must retain all records until the audit or litigation is completed. The Contractor shall be responsible to assure that it, WSDOT, 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 8 Agreement Modifications 1. Either party may request changes to this Agreement, including changes in 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 of this Agreement shall be valid unless made in writing and signed by authorized representatives of the parties hereto. 2. Any additional funding secured by WSDOT beyond the amount identified in Section 4, Reimbursement and Payment will be allocated to the Contractor for the period July 1, 2004 to June 30, 2005 in accordance with the methodology described in Sections 1 and 2 of Exhibit I, Funding Allocation Methodology. If an increase in funding by the funding source augments the Contractor's allocation of funding under this Agreement, the Contractor and WSDOT agree to enter into an amendment to this Agreement providing for an appropriate change in the Scope of Work and/or the project amount in order to reflect any such increase in funding. 3. If a reduction of funding by the funding source reduces the Contractor's allocation of funding under this Agreement, the Contractor and WSDOT agree to enter into an amendment to this Agreement providing for an appropriate change in the Scope of Work and/or the project amount in order to reflect any such reduction of funding. Section 9 Recapture Provision In the event that the Contractor fails to expend state funds in accordance with state law and/or the provisions of this Agreement, WSDOT reserves the right to recapture state funds in an amount equivalent to the extent of noncompliance. Such right of recapture shall exist for a period not to exceed three (3) years following termination of the Agreement. Repayment by the Contractor of state funds under this recapture provision shall occur within thirty (30) days of demand. Page 3 GCA3661 Section 10 Disputes Any disputes between WSDOT and the Contractor with regard to this Agreement that are not disposed of by the project administrators assigned to supervise this Agreement shall be referred for determination to the Secretary of WSDOT, or his/her designee, as a condition precedent to the commencement of any legal action, accept as necessary to avoid the preclusive effects of any applicable contractual deadlines or statutes of limitation. Section 11 Termination WSDOT, 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 after fourteen (14) days written notice, has failed to cure the condition(s) causing that breach; The Contractor materially breaches and, fails to remedy after fourteen (14) days written notice. Conditions of breach may include, but not be limited to: Any action of the Contractor, which under the procedures of this Agreement would have required the approval of WSDOT, taken without such WSDOT approval; Failure to perform in the manner called for in this Agreement; and Failure to comply with any provision of this Agreement. 2. The Contractor is prevented from proceeding with the Project 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. WSDOT determines that the continuation of the project would not produce beneficial results commensurate with the further expenditure of funds; 5. WSDOT, at its sole discretion, determines to accept a request made in writing by the Contractor to terminate the Agreement in whole or in part; or 6. WSDOT determines that suspension or termination is in the best interests of the state. If this Agreement is terminated under subsections 2, 3, 4, 5, and/or 6 of this Section, then the Contractor may be reimbursed only for actual and eligible direct expenses under this Agreement incurred prior to the date of termination, and then only to the extent of appropriated funds. If this Agreement is terminated under subsection 1 of this Section, then WSDOT shall not be obligated to provide any additional reimbursement past the effective date of that termination and WSDOT shall also retain all rights to seek recapture or damages from the Contractor. If an appropriate judicial authority determines that the Agreement was improperly terminated under subsection 1 of this Section, then the termination shall be deemed a termination under subsection 6 of this Section with all attendant rights and limitations. Page 4 GCA3661 Section 12 Forbearance by WSDOT Not a Waiver Any forbearance by WSDOT 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 13 Waiver In no event shall any WSDOT payment of grant funds to the Contractor constitute or be construed as a waiver by WSDOT of any Contractor breach, or default which and shall in no way impair or prejudice any right or remedy available to WSDOT with respect to any breach or default. Section 14 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 the employees thereof, shall not in any manner be deemed to be employees of WSDOT. Section 15 WSDOT Advice The Contractor bears complete responsibility for the administration and success of the Project as it is defined by this Agreement and any amendments thereto. Although the Contractor is allowed to seek the advice of WSDOT on problems that may arise, the offering of WSDOT advice shall not shift the responsibility of the Contractor for the correct administration and success of the Project, and WSDOT shall not be held liable for offering advice to the Contractor. Section 16 Limitation of Liability and Indemnification No liability shall be attached to WSDOT or the Contractor by reason of entering into this Agreement except as expressly provided herein. This Agreement is not intended to benefit any third party. The Contractor shall indemnify and hold WSDOT, its agents, employees, and/or officers harmless from, and shall process and defend at its own expense, any and all claims, demands, suits, penalties, losses, damages, or costs of whatsoever kind or nature (hereafter "claims brought against WSDOT arising out of or incident to the execution, performance or failure to perform of or 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) WSDOT, 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 WSDOT, its agents, employees, and/or officers from any claims arising from the sole negligence of WSDOT, its agents, employees, and/or officers. Page 5 GCA3661 Section 17 Hold Harmless It is understood and agreed that this Agreement is solely for the benefit of the parties hereto and gives no right to any other party. No joint venture or partnership is formed as a result of this Agreement. Each party hereto agrees to be responsible and assumes liability for its own negligent acts or omissions, or those of its officers, agents or employees, and agrees to save, indemnify, defend, and hold harmless the other party from such liability. Each contract for service or activities utilizing funds provided in whole or part by this Agreement shall include a provision that WSDOT and the State of Washington are not liable for damage or claims for damages arising from any city, town, designee or subcontractor's performance or activities under the terms of those contracts. Section 18 Governing Law, Venue, and Process This Agreement shall be construed and enforced in accordance with, and the validity and performance thereof shall be governed by the laws of the State of Washington. In the event that either party deems it necessary to institute legal action or proceedings to enforce any right or obligation under this Agreement, the parties hereto agree that any such action shall be initiated in the Superior Court of the State of Washington situated in Thurston County. The Contractor hereby accepts service of process by registered mail consistent with RCW 4.28.080(1). Each party shall bear its own legal costs and expenses, including attorney fees, in any such litigation. The parties may bilaterally elect to submit their dispute to mediation or arbitration on such terms as are agreed upon by the parties. Section 19 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 will adhere to all of the nondiscrimination provisions in Chapter 49.60 RCW. The Contractor will also comply with the Americans with Disabilities Act (ADA), Public Law 101 -336, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment public accommodations, state and local government services and telecommunication. Section 20 Section Headings All section headings are inserted for convenience only and shall not affect any construction or interpretation of this Agreement. Section 21 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. Page 6 GCA3661 Section 22 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 State funds and agrees to all of the terms and conditions thereof. Section 23 Execution This Agreement is executed by the Director of the Public Transportation and Rail Division, State of Washington, 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 hereto have executed this Agreement the day and year first above written. STATE OF WASHINGTON CONTRACTOR DEPARTMENT OF TRANSPORTATION By: By: Judith Giniger, Director Print Name: Public Transportation and Rail Division Title: Who certifies proper authority to execute this agreement on behalf of the Contractor Date: Date: Approved as to form by: Jeanne A. Cushman Assistant Attorney General Counsel to WSDOT Date: July 30, 2003 Page 7 GCA3661 Exhibit I Funding Allocation Methodology Funding allocated by WSDOT for local implementation of CTR activities is based on the following formula. 1. Each county is provided 1,200 per affected worksite as a base allocation to ensure sufficient funding to meet jurisdiction obligations pursuant to RCW.70.94.521 -551. The number of affected worksites in each county shall be based on information contained in WSDOT database as of May 1 of each year. 2. The remaining funding will be allocated based on the number of commute trips reduced per day in each county between each worksite's base year survey and its most recent survey, provided that every county receives at least 580,000 per year. For the period July 1, 2003 through June 30, 2004, the most recent survey period will be 2001. For the period July 1, 2004 through June 30, 2005, the most recent survey period will be 2003. July 1, 2003 -June 30, 2004 Allocation Trips Number Reduced/ of Sites Day County Benton Clark 47 1 654 Ring 552 1 11,575 Kitsan 32 1 0 Pierce 83 1 4,278 Snohomish 84 1 1,050 Spokane 99 1 2,255 Thurston 65 1 579 Whatcom 23 1 329 Yakima 20 1 304 TOTAL 1,005 1 21,024 Worksite Base Allocation 1 $56,4001 $662,4001 $38,4001 $99,60(4 $100,8001 5118,8001 $78,0001 $27,60(4 $24,00(4 51,206,000 Additional to Achieve Performance $80,00 Allocation Floor 1 $20,2661 $280,2701 $01 $103,5851 325,4241 $54,6011 $14,0201 $10,1951 $9,4201 $517,7811 Total Allocation I $50,00C, $3,3341 $80,0001 1 $942,670 $41,6001 $80,000.00 $203,185 1 3126,2241 1 $173,401 1 592,0201 $42 2051 580,0001 $46,5801 $80,0001 5133,7191 $1,907,500.001 Any distribution of funds to jurisdictions within a county shall be done on the basis of the number of affected worksites in each jurisdiction. For example, if there are two jurisdictions in a county, each with fifty percent of the total number of affected worksites in the county, any division of funds within the county should provide each of the two jurisdictions with fifty percent of the total county funding allocation. Page 8 GCA3661 CONTRACTOR TASKS EXHIBIT II SCOPE OF WORK Implementation of Commute Trip Reduction (CTR) Plans and Program 1. General Administration The Contractor will administer a Commute Trip Reduction (CTR) ordinance and implement a CTR program for major employers as required by RCW 70.94.521 et. seq. 2. Funding Distribution and Reporting The Contractor may distribute funds to affected jurisdictions, or their designees, within the county implementing CTR plans and ordinances as required by RCW 70.94.544 by entering into agreement as appropriate with other jurisdictions, Local transit agencies, regional transportation planning organizations, or other organizations. The Contractor shall submit to WSDOT a list of dollar amounts to be disbursed by the Contractor to local jurisdiction(s,) local transit agencies, regional transportation planning organizations, or independent contractors, or a fund dispersion methodology within thirty (30) days of approval of any agreements between the Contractor and other parties. 3. Implementation Plans The Contractor, the affected jurisdictions, or its designee, shall implement all of the provisions listed below. The Contractor shall include all of these provisions in interlocal agreements with other jurisdictions, local transit agencies, regional transportation planning organizations, or other organizations, as necessary, to coordinate the development, implementation, and administration of CTR plans and ordinances. 3.1 Appeals, Exemptions, and Modifications Maintain an appeals process. This process must be consistent with RCW 70.94.534(6) and procedures contained in the Commute Trip Reduction Task Force Guidelines. The Contractor, or their designees, will submit requests for exemptions or modifications, including requests for goal modifications, to WSDOT for review and comment within five (5) days of receiving such requests, and shall allow WSDOT five (5) working days to provide comments prior to approving or denying the request. 3.2 Survey Processing Notify WSDOT prior to sending any surveys to the University of Washington, Office of Educational Assessment for processing. The notification must include the name of the worksite, employer identification code, and type of survey for each survey being submitted for processing. The notification shall be submitted as an electronic spreadsheet via electronic mail. The Contractor agrees to wait for confirmation from WSDOT prior to sending or delivering the surveys for processing. Page 9 GCA3661 3.3 Database Updates Provide WSDOT with updated lists of affected worksites and jurisdiction contacts on a quarterly basis. These updates will be submitted electronically in a format specified by WSDOT. 3.4 Employer Annual Reports Within 30 days from the date of approval, submit to WSDOT one electronic or hard copy of any approved employer annual reports. 3.5 Employer Exemptions and Goal Modifications Within 30 days from the date of approval, submit to WSDOT the name and employer identification code for any worksite that has been granted an exemption or goal modification. Include information about the duration of all exemptions and information on the type of goal modification granted. 3.6 Progress Report and Invoice Submit to WSDOT periodic progress reports, as detailed in Exhibit III, along with any invoice or request for reimbursement. WSDOT TASKS 1. General Technical Assistance WSDOT will provide support to the Contractor, or their designees, in developing and implementing CTR plans and programs, including providing training, informational materials, and assistance in CTR evaluation. WSDOT will also assist with overall CTR marketing and promotion on a statewide basis. 2. Exemptions and Modifications WSDOT will review and comment on employer requests for waivers and modifications, including requests for goal modifications, within five (5) working days. Failure to review and comment on such requests within five (5) working days shall be considered a forfeiture of the right to comment on the request. 3. Database Management WSDOT will maintain a current database of all affected worksites in Washington State. WSDOT will input new and/or updated worksite information within fifteen (15) working days of receipt from local jurisdictions. WSDOT will employ an internal verification process to ensure all new and/or updated information is input in a timely and accurate manner. Information from the WSDOT database will be used to determine funding allocation consistent with the methodology contained in Exhibit I, Funding Allocation Methodology. 4. Training WSDOT will develop and maintain employer and jurisdictions training materials to support local implementation of the CTR program Page 10 GCA3661 5. Public Awareness WSDOT will develop and implement statewide public awareness and recognition programs to support local implementation of the CTR program in affected jurisdictions. 6. Annual Reporting Assistance WSDOT will distribute in sufficient quantities the State "Program Description Employer Annual Report" form to the Contractor, affected jurisdiction, or its designee, as requested. WSDOT will also maintain an internet -based annual report system, and will provide information and ongoing technical assistance to employers and jurisdictions using the system. 7. Survey Assistance WSDOT will: 7.1 Provide the Contractor, or their designees, with summary survey information as requested. 7.2 Distribute the Employee Questionnaires in sufficient numbers to the Contractor, or its designees, as requested. 7.3 Maintain an internet -based survey tool, and provide information and ongoing technical assistance to employers and jurisdictions using the system. 7.4 Provide survey processing at no cost to the Contractor, or their designees, and affected employers, during the base year and all subsequent surveys required by the Contractor. 7.5 Provide technical assistance to the Contractor, or their designees, and employers, on surveying, as requested. 7.6 Work with the Contractor, or their designees, to calculate goal measurement information and track measurement survey history for all CTR affected worksites. 7.7 Return the processed Employee Questionnaires and survey reports to the Contractor, or their designees, within thirty (30) days of the date the forms are delivered for processing. 7.8 Maintain and periodically update the "CTR Guide for Employer Surveys." WSDOT will review survey guide /instructional materials developed by the Contractor or its designees for consistency with the state developed "CTR Guide for Employer Surveys." 7.9 Review all electronically submitted survey notifications and respond to the Contractor within five (5) working days. Page 11 GCA3661 Exhibit III Progress Report Format Name of the Organization Submitting Report: Submitted on behalf of following Jurisdiction(s): Contact Name: Contact Phone and Fax Number: Contact E -mail: 1. CTR Activities A brief summary of activities undertaken during the period for which reimbursement is requested. 2. State CTR Funds Disbursed Disbursed Total Disbursed Jurisdiction Since Last Report Fiscal Year to Date Jurisdiction A I$ IS Jurisdiction B IS IS (etc) 1 I I I I f Total Disbursement IS IS Page 12 GCA3661 3. Expenditures This Period List actual total expenditures on the last line of the following table. Estimate expenditures by category as indicated. Local Fiscal Year Other Fiscal Year Funds to Date Funds to Date State CTR Fiscal Year Spent on Local Spent on Other Funds To Date CTR Funds CTR Funds Spent State CTR Activities Spent on Activities Spent on Since Last Funds Since Last CTR Since Last CTR Categories Report Spent Report Activities Report Activities Required Activities, including: 1. Notification of New Worksites 2. Administering CTR Surveys 3. Employer Annual Report Review 4. Exemptions and Modifications 5. Record Maintenance 6. Enforcement Employer Service Activities Employer Training IS 13 13 IS 13 13 Incentives 13 13 13 13 13 13 Promotion and I$ .1 I I I I Marketing Guaranteed Ride I I I IS S IS Home Other(Specify) 13 13 13 IS 13 13 Totals 1$ 1$ 1$ Is Is Is 4. Jurisdiction(s) Contact Names, Address, and Phone Numbers Jurisdiction A John Who City of X PO Box 1234 X, WA 98000 Phone (206) 999 -9999 5. List of contact information for affected worksites in the Jurisdiction. The information will be submitted in the electronic format approved by WSDOT. 6. Employer Annual Reports Approved During This Period Provide the name and worksite identification number for all employer annual reports approved during this period. Attach a hard copy or electronic (disc) copy of any employer annual reports approved by the jurisdiction during the quarter. If the jurisdiction approved employer annual reports submitted via WSDOT's web -based reporting system, indicate the name and worksite identification number for each worksite report approved. Page 13 GCA3661 7. Employer Exemptions and Goal Modifications Granted During This Period Provide the name and worksite identification number for any worksite that has been granted an exemption or goal modification during this period. Include information about the duration of all exemptions and information on the type of goal modification granted. Page 14 GCA3661 Community and Parks November 12, 2003 DRAFT Present: Joan Hernandez, Chair; Richard Simpson, Jim Haggerton Steve Lancaster, Maggie Lubov, Nick Olivas, Rhonda Berry, Cyndy Knighton, Lucy Lauterbach 1. Commute Trio Reduction Contracts Maggie explained there are two contracts. The first is from the State, and it is money allocated to the City's CTR program. The fiscal year for CTR is on a July 1 -June 30 basis, so this contract runs from July 2003 -June 2004. The grant will be for $39,279, and is based on both the number of affected employers and on the performance of those sites' improvement in reducing single car occupant trips. The contract is fairly clear. Maggie said the City had lost three sites in the last year, with the economy declines and Wade Cook leaving the City. She said, however, that Tukwila has lost fewer sites than other areas throughout the State, which seem to have been hit harder than we have been hit. The second contract is with King County, and is a contract for them to do some data collection and monitoring. Maggie thought it was well worth the $21,979 of the contract as it results in unassailable numbers and saves much work by the City. Maggie had put together a notebook with maps and data about commuting in the region, the South end, and Tukwila. She noted that use of the rail has gone up markedly, though it is still a small percentage of trips. Tukwila employees who live in Tacoma, Puyallup, or Auburn use it daily, which helps our numbers. Some CTR sites in Tukwila have met their goals through carpools, vanpools, compressed work weeks, buses, and other commutes. Tukwila's single car driver rate is 80 Recommend contracts to Council. 2. Museum of Flight Renaming Nick explained the Museum of Flight has asked to change the name of S.96`" Place to Museum of Flight Street. It is less a street than a driveway at the Museum. The Committee talked about the implication of granting this request, and whether it would encourage other businesses to make similar requests. The committee wanted to know if there were any criteria to consider in making this recommendation. They talked about whether Costco should be allowed to rename Saxon Drive, which is a street name that could have historical significance. Recommend resolution to COW aouroving new street name.