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LUTC PKT 09-12-2011City of Federal Way City Council Land Use/Transportation Committee September 12, 2011 City Hall 6:00 .m. Council Chambers MEETING AGENDA Electronic Version 1. CALL TO ORDER 2. PUBLIC COMMENT (3 minutes) 3. COMMITTEE BUSINESS Topic Title/Description A. Approval of Minutes: August 1, 2011 B. 20 Ave S Sidewalk Improvements Project (S 314 St to S 316 St) — Project Acceptance C. 2010 Pedestrian Safety Project — Project Acceptance D. 2011 Asphalt Overlay Project — Project Acceptance E. Transportation Demand Management Implementation Agreement with WSDOT F. Commute Trip Reduction (CTR) Program Implementation Contract with King County 4. OTHER Presenter Page LeMaster 2 Mulkey 4 Mulkey 6 Huynh 8 Action or Info Action Action Action Action Long 10 Action Long 15 Action Council Date Time N/A 5 min. 9/20/11 5 min. Consent 9/20/11 5 min. Consent 9/20/11 5 min. Consent 9/20/11 5 min. Consent 9/20/11 5 min. Consent 5. FUTURE MEETINGS/AGENDA ITEMS: The next LUTC meeting will be held on Monday, October 3, 2011 at 6:00 PM in City Hall Council Chambers. 6. ADJOURN Committee Members City Staff Linda Kochma� Chair Cary M. Roe, P. E., Director of Parks, Public Wo�ks and Emergency Management Jim Ferrel% Member Darlene LeMaster, Administrative Assistant II Jack Dovey, Membe� 153-835-2701 G.ILUTCILUTCAgendasandSummaries1011�9-11-2011 LUrCAgenda.doc Cfty of Federal Way City Council Land Use and Transportation Committee August 1, 2011 City Hall 6:00 PM City Council Chambers MEETING SUMMARY Committee members in Attendance: Committee Chair Linda Kochmar, Committee member Jim Ferrell and Committee member Jack Dovey Staff in Attendance: Public Works Director Marwan Salloum, Planning Manager Isaac Conlen, Street Systems Project Engineer John Mulkey, Associate Planner Matt Herrera, Assistant City Attorney Peter Beckwith, and Administrative Assistant II Darlene LeMaster. 1. CALL TO ORDER Committee Chair Kochmar called the meeting to order at 6:00 PM. 2. PUBLIC COMMENT There was no public comment. 3. BUSINESS ITEMS Forward Topic Title/Description to Council A. B. Approval of the July 18, 2011 LUTC Minutes Committee approvQd the Jixly 1$, 2011 L��JTC rninutes as presented. iVloved: Dovey Seccanded: Ferrell Passed: Unar►imously, 3-0 Ordinance to Vacate a Portion of SW 340`� Street The Committee immediately moved to forward Option #1. There was no presentation, public comment or discussion. Committee tarwarded �ption #1 as prssented. Maved: D�vey. �Sec�n�leds Fer�r�ll Pessed: Unanimously; 3-0 C. Twin Lakes Sub-Area Plan Associate Planner Matt Herrera presented information on this item. There was no public comrnent. Mr. Herrera also acquainted the committee members with the social media site for this project. Committee member povey commented that in regards to healthy eating and the idea of a weekday farmer's market that he would be concerned that a sub-area farmer's market would compete with the downtown Saturday Farmer's Market. The City is trying to encourage small business. Committee member povey's other concern is that staff doesn't undo the work that has been done to date studying the Michigan Left turn intersections. And finally, Committee rnember povey expressed concern that the BN zoning in the Twin Lakes sub-area may compete with the mixed use area in the downtown core. Mr. Herrera responded to each of these concerns. The organizers of the Saturday Famer's Market are in support of a weekday farmer's market in the Twin Lakes sub-area. As well, staff N/A Sept. 6, 2011 Ordinance l Reading N/A Information Only Land Use/Transportation Committee Page 2 August 1, 2011 has minimized discussion regarding the Michigan left turn application to the subject intersection. Staff will be encouraging residents to attend one of the Public Works' open houses and other public outreach on this project. Lastly, staff involved in this sub-area project doesn't want the two areas to be competing with each other for various uses. As this project continues, staff intends to preserve the integrity of the downtown core. No action was taken on this issue as it was presented as information only. PUBLIC COMMENT Resident Jerry Galland arrived after public comment had been called for. The Committee invited him to the podium to address the committee. Jerry Galland, Resident of Unincorporated King Cozrnty — Mr. Galland requested documentation of tax revenue, if any, that the residents of unincorporated King County receive by means of services (ie. police, fire, utilities, etc.). Mr. Galland spoke as the commzrnicator between the City and residents of unincorporated King Counry. Mr. Galland referenced the PAA measure on the 2007 ballot. He said that citizens feel the FW ordinances are too restrictive. If annexing the area were to surface again in the future, could it be worked out to where residents could be grandfathered in and allowed, for example, to keep their existing livestock. As livestock died, they would not be able to replace it unless they fell below the allowed numbers in the current ordinance. Conversation ensued between committee members on the idea of incorporating the PAA. Chair Kochmar noted that $1M annual funds from the state for annexation of the PAA are still available to apply for until 2014. Committee member povey stated he did not support annexing the eastside area and that it did not make good business sense. Chair Kochmar and Committee member Ferrell thought a study session may be a good idea. These residents are concerned about level of services available to them. This area has been reserved for Federal Way. No other jurisdiction can take them in without permission from Federal Way. Committee member Ferrell asked Mr. Galland as to the status of his community's effort to form a township and stated that he was concerned about this area's lack of a tax base. The Committee encouraged Mr. Galland to go back to his neighbors and encourage them to make a formal request for annexation if they seriously want Council to reconsider them for annexation. The Committee spoke very assertively that FW tax dollars were not supporting PAA services, but asked staff to look into whether or not any tax dollars from the City are allocated to the PAA for services and get back to Mr. Galland. Mr. Galland was also encouraged to request a meeting with the Mayor to discuss these issues. 4. OTHER Due to the upcoming holiday on the date of the first LUTC meeting scheduled in September, Deputy Director Salloum asked the Committee to consider holding a LUTC meeting on September 12 instead of September 19. Staff knows of quite a few items for the agenda that would benefit by being able to get approved by Council on September 20 if recommended for approval at the September 12 LUTC. 5. FUTURE MEETING The next LUTC meeting will be Monday, September 12, 2011 at 6:00 PM in City Hall Council Chambers. 6. ADJOURN The nneeting adjourned at 6:33 PM. Attest: Darlene LeMaster, Administrative Assistant II COMMITTEE APPROVAL: Linda Kochmar, Chair Jim Ferrell, Member Jack Dovey, Member G:\LUTC\LUTC Agendas and Summaries 201 I\B-Ol-I1 Minutes.doc COUNCIL MEETING DATE: September 20, 2011 CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUS.IEC'r: 20`" Ave S Sidewalk Improvements Project — S 316` St to S 314`�' St — Final Acceptance POLICY QLTESTION Should the Council accept the 20 Ave S Sidewalk Improvements Project — S 316'�' St to S 314 St as complete? COMMTTTEE Land Use and Transportation Committee CATEGORY: � Consent ❑ City Council Business ❑ Ordinance ❑ Resolution MEETING DATE: September 12, 2011 ❑ Public Hearing ❑ Other STAFF REPORT BY: Marwan Salloum, P.E., Deputy Public Works Director DEPT: Public Works Attachments: Land Use and Transportation Committee memorandum dated September 12, 2011. Options Considered: 1. Authorize final acceptance of the 20`�' Ave S Sidewalk Improvements Project — S 316` St to S 314` St. constructed by T. Miller Construction in the amount of $138,448.40. 2. Do not authorize final acceptance of the 20`" Ave S Sidewalk Improvements Project — S 316` St to S 314"' St constructed by T. Miller Construction as complete and provide direction to staff. MAYOR'S RECOMMENDATION The Mayor recommends forwarding Option 1 to the September 20, 2011 City Council consent agenda for approval. MAYOR APPROVAL: �� j��A,,,� DIRECTOR APPROVAL: �� t omm' tee Council Committee Council COMMITTEE RECOMMENDATION Forward Option 1 to the September 20, 2011 City Council consent agenda for approval. Linda Kochmar, Chair Jim Ferrell, Member Jack Dovey, Member PROPOSED COUNCIL MOTION "I move to Authorize final acceptance of the 20`" Ave S Sidewalk Improvements Project — S 316`" St to S 314` St. constructed by T. Miller Construction in the amount of $138,448.40. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFlCE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 4 CITY OF FEDERAL WAY MEMORANDUM DATE: TO: VIA: FROM: SUBJECT: September 12, 2011 Land Use and Transportation Committee Skip Priest, Mayor {� Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management ��' John Mulkey, Street Systems Project Engineer '�� 2 � 20` Ave S Sidewalk Improvements Project (S 316`" St to S 314`" S) — Project Acceptance BACKGROUND: Prior to release of retainage on a Public Works construction project, the City Council must accept the wark as complete to meet State Department of Revenue and State Department of Labor and Industries requirements. The 20` Ave S Sidewalk Improvements Project (S 316 St to S 314` S) contract with T. Miller Construction is complete. The final construction contract amount is $138,448.40 this is $26,421.60 below the $164,870.00 (including contingency) budget that was approved by the City Council on May 3, 2010. cc: Project File Centrai File K:\LUTC\20l I\09-12-1 I 20th Ave sidewalks Improvement Project - Project Acceptaoce.doc 5 COUNCIL MEETING DATE: September 20, 20ll CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUB.TECT: 2010 Pedestrian Safety Projects — Project Acceptance POLICY QUESTION Should the City Council accept the 2010 Pedestrian Safety Projects constructed by Construct Company, LLC. and completed by their Surety Company , as complete? COMMITTEE Land Use and Transportation Committee MEETING DATE: September 12, 2011 CATEGORY: � Consent ❑ Ordinance ❑ Public Hearing ❑ C ity C B us in ess ❑ Resolution ❑ O ther STAFF REPORT BY Marwan Salloum, P.E., Deputy Public Warks Director DEPT Public Works Attachments: Memorandum to Land Use and Transportation Committee dated September 12, 2011. Options Considered: 1. Authorize final acceptance of the 2010 Pedestrian Safety Projects constructed by Construct Company, LLC. and completed by their Surety Company , in the amount of $256,408.52 as complete. 2. Do not authorize final acceptance of the completed 2010 Pedestrian Safety Projects constructed by Construct Company LLC. as complete and provide direction to staff. MAYOR'S RECOMMENDATION Mayor recommends forwarding Option 1 to the September 20, 2011 City Council Consent Agenda far approval. MAYOR APPROVAL: ��/Z� DIRECTOR APPROVAL: �� Comm tee Council Committee Council COMMITTEE RECOMMENDATION Committee recommends forwarding Option 1 to the September 20 2011 City Council Consent Agenda for approval. Linda Kochmar, Cha Jim Ferrell, Member Jack Dovey, Member PROPOSED COUNCIL MOTION "1 move approval of final acceptance of the 2010 Pedestrian Safery Projects constructed by Construct Company, LLC., and completed by their Surety Company, in the amount of $256, 408. 52 as complete. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1sT reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUT[ON # � CITY OF FEDERAL WAY MEMORANDUM DATE: September 12, 2011 TO: Land Use and Transportation Committee VIA: Skip Priest, Mayor FROM• Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Management �� ' John Mulkey, Street Systems Project Engineer �QJ�''� SUBJECT: 2010 Pedestrian Safety Projects — Project Acceptance BACKGROUND: Prior to release of retainage on a Public Warks construction project, the City Council must accept the work as complete to meet State Department of Revenue and State Department of Labor and Industries requirements. The 2010 Pedestrian Safety Projects contract with Construct Company, LLC and their Surety Company is complete. The final construction contract amount is $256,408.52. This is $50,971.48 below the $307,380.00 (including contingency) budget that was approved by the City Council on November 2, 2010. cc: Projec[ File Central File K:\LUTC\20l I\09-12-1 I 2010 Pedestrian Safety Projects - Project Acceptance.doc COUNCIL MEETING DATE: September 20, 2011 CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUB.TECT: 2011 Asphalt Overlay Project — Final Acceptance POLICY QUESTION Should the Council accept the 2011 Asphalt Overlay Project constructed by Tucci and SOriS, IriC. aS COTT1Ulete� COMMITTEE Land Use and Transportation Committee CATEGORY: � Consent ❑ City Council Business ❑ Ordinance ❑ Resolution MEETING DATE: September 12, 2011 � � Public Hearing Other STAFF REPORT BY: Marwan Salloum, P.E., Deputy Public Works DireL�t��EPT: Public Works Attachments: Memorandum to Land Use and Transportation Committee dated September 12, 2011 Options Considered: 1. Authorize final acceptance of the 2011 Asphalt Overlay Project constructed by Tucci and Sons, Inc., in the amount of $2,071,586.21 as complete. 2. Do not authorize final acceptance of the completed 2011 Asphalt Overlay Project constructed by Tucci and Sons, Inc. as complete and provide direction to staff. MAYOR'S RECOMMENDATION The mayor recommends Option 1 be forwarded to the September 20, 2011 Council Consent Agenda for approval. MAYOR APPROVAL: + n DIRECTOR J�� APPROVAL: �� l Com � ee Council Committee Council COMMITTEE RECOMMENDATION Forward Option 1 on the September 20, 2011 Council Consent Agenda for approval. Linda Kochmar, Chair Jim Ferrell, Member Jack Dovey, Member PROPOSED COUNCIL MOTION "I move approval of final acceptance of the 2011 Asphalt Overlay Project constructed by Tucci and Sons, Inc., in the amount of $2, 071, 586.21 as complete. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1 reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 02/06/2006 RESOLUTION # � CITY OF FEDERAL WAY MEMORANDUM DATE: TO: VIA: FROM: SUBJECT: September 12, 2011 Land Use and Transportation Committee Skip Priest, Mayor f� �� Cary M. Roe, P.E., Director of Parks, Public Works and Emergency Managemen� JeffHuynh, Street Systems Engineer�l, 2011 Asphalt Overlay Project — Project Acceptance BACKGROUND: Prior to release of retainage on a Public Works construction project, the City Council must accept the work as complete to meet State Department of Revenue and State Department of Labor and Industries requirements. The 2011 Asphalt Overlay Project contract with Tucci and Sons, Inc. is complete. The final construction contract amount is $2,071,586.21. This is $156,882.44 below the $2,228,468.65 (including 5% contingency) budget that was approved by the City Council on March 15, 201 l. cc: Project File Cen[ral File K:\LUTC\201 I\09-12-11 Asphalt Overlay project - Project Acceptance.doc COUNCIL MEETING DATE: September 20, 2011 CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUB.TECT: 2011 - 2013 Transportation Demand Management Implementation Agreement with WSDOT POLICY QUESTION Should the Council authorize the Mayor to enter into an agreement with the Washington State Department of transportation (WSDOT) allowing the State to reimburse the City its proportionate share of the technical assistance funding for implementing the State Commute Trip Reduction (CTR) law? COMMITTEE Land Use and Transportation Committee CATEGORY: � Consent ❑ City Council Business ❑ Ordinance ❑ Resolution MEETING DATE Sept. 12 , 2011 ■ � Public Hearing Other STAFF REPORT BY: Rick Perez P E Cit Traffic En meer �� DEPT Public Works _ .... . . ...... . � �...... Y. ....... � ___. .... _. _. Attachments: Memorandum to the Land Use and Transportation Committee dated September 12, 201 l. Options Considered: l. Authorize the Mayor to enter into an agreement with WSDOT to accept the state CTR technical fund in amount of $38,869 for the 2011 — 2013 biennium. 2. Do not authorize the Mayor to into an agreement with WSDOT and Implement CTR program as required by state law and local CTR ordinance without the State CTR technical fund. The City would need to allocate budget in the amount of $38,869 for the 2011 — 2013 biennium. MAYOR'S RECOMMENDATION Mayar recommends forwarding Option 1 to the September 20, 2011 City Council Consent Agenda for approval. MAYOR APPROVAL: �__�� DIRECTOR APPROVAL: �Z%� Commit e Council Committee Council COMMITTEE RECOMMENDATION Forward Option 1 to the September 20, 2011 City Council Consent Agenda for approval. Linda Kochmar, Chair Jim Ferrell, Member Jack Dovey, Member PROPOSED COUNCIL MOTION "I move approval and authorize the Mayor to enter into an agreement with WSDOT to accept the state CTR technical fund in amount of $38, 869 for the 2011 — 2013 biennium. " (BELOW TO BE COMPLETED BY CITY CLERKS OFF[CE) COUNCIL ACTION: ❑ APPROVED COUNCIL B[LL # ❑ DENIED 1 reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 10 CITY OF FEDERAL WAY MEMORANDUM DATE: September 12, 2011 TO: Land Use and Transportation Committee VIA: Skip Priest, Mayor ��/�� FROM• Cary M. Roe, P.E., Director of Parks, Public Warks, and Emergency Management ' Sarady Long, Senior Transportation Planning Engineer �- SUBJECT: Transportation Demand Management Implementation Agreement with WSDOT BACKGROUND: The Washington State Department of Transportation (WSDOT) provides technical assistance funding to the City for developing and implementing the Commute Trip Reduction (CTR) programs as required by State law. The CTR program requires a two-year agreement with WSDOT from July 1, 2011 to June 30, 2013. The purpose of the agreement is to allow the State to reimburse the City its proportionate share of the technical assistance funding. The work performed under this agreement is as described in the attached EXHIBIT I, Project Scope of Work Commute Trip Reduction (CTR). The City's current CTR agreement with WSDOT has expired and a new agreement is required. Based on eleven (11) affected warksites, the agreement capped funding allocation to the City at $38,869.00 for the July 1, 2011 through June 30, 2013 biennium. As in the past, due to workload and expertise the City will continue to use the funding allocation from WSDOT to contract with King County for their CTR support services. Staff will present this contract to the LUTC and Council committee as a separate agenda item. cc: Project File Day File t�.�l�R.� , H ��r'_I ll i� A i. _.- ' I: f�i��.! �;:uncnt In�A�i;(i�d,�c 11 EXHIBIT I Project Scope of Work Commute Trip Reduction (CTR) 1. Scope of Work A. Administrative Work Plan The CONTRACTOR agrees to submit to WSDOT an administrative work plan by the end of the first quarter of this agreement or when the CONTRACTOR submits its first invoice, whichever is sooner. 1. The work plan shall identify the deliverables, schedule, expected outcomes, performance measures and the budget specific to strategies associated with this AGREEMENT and other strategies as defined in approved and locally adopted CTR or GTEC plans. These may include, but are not limited to, recruiting new employer worksites, reviewing employer programs, administering surveys, reviewing program exemption requests, providing employer training, providing incentives, performing promotion and marketing, and providing emergency ride home and other commuter services. 2. The administrative work plan budget shall identify how the CONTRACTOR will use the state funds provided in this AGREEMENT for each task. The work plan shall also provide an estimate of the other financial resources not provided in this AGREEMENT will be used to complete each task. 3. The administrative work plan must be approved in writing by the WSDOT Project Manager and signed by the CONTRACTOR, and shall be incorporated as a written amendment to the AGREEMENT. The work plan may be amended based on mutual written agreement between the WSDOT Project Manager and the CONTRACTOR. B. Work to be Performed The county or city, whichever applies, has enacted or will enact a Commute Trip Reduction (CTR) ordinance in compliance with RCW 70.94.521-.555. The CONTRACTOR agrees to implement a CTR program based on the approved administrative work plan and the draft or adopted local CTR plan and to comply with all provisions of the applicable county or city ordinance. C. Quarterly Progress Reports and Invoices The CONTRACTOR agrees to submit to WSDOT complete quarterly progress reports, as specified by WSDOT in Section 7— Progress Reports of the AGREEMENT, in Exhibit II, "Project Progress Report", and as integrated with the deliverables indentified in the administrakive work plan, along with all invoices in accordance with Section 5— Reimbursement and Payment of the AGREEMENT. All invoices shall be complete and accurately reflect actual State funded expenditures. GCA6888 12 Page 9 of 14 Only those activities identified in the CONTRACTOR'S approved administrative work plan will be reimbursed by WSDOT. D, Final Progress Report The CONTRACTOR agrees to subr�iit to WSDOT a final progress report as shown in Exhibit III, "Final Project Progress Report", to replace the last quarterly progress report in the period of the AGREEMENT. The final progress report shall provide an estimate of the other financial resources not provided in this AGREEMENT that were used to complete each task and shall provide a list of the funds provided in this AGREEMENT that were disbursed by the CONTRACTOR to its eligible contracting partner(s). E. Funding Distribution The CONTRACTOR may distribute funds to local jurisdictions to include counties, cities, transit agencies, Transportation Management Associations, and Metropolitan Planning Organizations or other eligible organizations authorized to enter into agreements for the purposes of implementing CTR/GTEC plans and ordinances as authorized by RCW 70.94.527(5) and RCW 70.94.544 . F. Implementation P1ans The CONTRAC`TOR shall incorporate appropriate sections of the Project Scope of Work and Incentives Guidance, as well as the approved Work Plan, in all agreements with eligible contracting partner(s), as necessary, to coordinate the development, implementation, and administration of the CTR/GTEC plans, and compliance with applicable ordinances. G. Appeals and Modifications The CONTRACTOR shall maintain an appeals process consistent with this AGREEMENT and applicable ordinances, and procedures contained in the Commute Trip Reduction Guidelines which may be obtained from WSDOT or found at http: //www.wsdot.wa. gov/tdm/. H. Coordination with Regional Transportation Planning Organizations (laTPO) The CONTRACTOR shall coordinate the development and implementation of its CTR/GTEC plan and programs with the applicable regional transportation planning organization (RTPO). The CONTRACTOR agrees to notify the RTPO of any substantial changes to its plans and programs that could impact the success of the regional CTR plan. The C(�NTRACTOR agrees to provide information about the progress of its CTR/GTEC plan and programs to the RTPO upon request. I. Survey Coordination The CONTRACTOR agrees to coordinate with WSDOT and its contracting partners for commute trip reduction employer surveys. J. Planning Data The CONTRACTOR agrees to provide WSDOT with the program goals established for newly affected worksites when they are established by the local jurisdiction. The CONTRACTOR agrees to provide WSDOT with updated progr�.m goals for affected GCA6888 13 Page 10 of 14 worksites and jurisdictions as requested. These updates shall be submitted electronically in a format specified by WSDOT. K. Database Updates The CONTRACTOR agrees to provide WSDOT and the CONTRACTOR's contracting partners with updated lists of affected or participating worksites, employee transportation coordinators, and jurisdiction contacts, as requested. These updates will be submitted in a format specified by WSDOT. K:\TRAFFIC\ctr\2011-2013\WSDOT Agreement\GCA688$.docx GCA6888 14 Page 11 of 14 COUNCIL MEETING DATE: September 20, 20ll CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL ITEM #: SUB.TECT: 2011 - 2013 Commute Trip Reduction (CTR) Program Implementation Agreement with King County POLICY QUESTION Should the Council authorize the Mayor to enter into an agreement with King County for CTR program implementation? COMMITTEE Land Use and Transportation Committee CATEGORY: � Consent ❑ Ordinance ❑ City Council Business ❑ Resolution MEETING DATE Sept. 12 , 2011 ❑ Public Hearing ❑ Other STAFF REPORT BY: Rick Perez P E, City Traffic Engineer fi+ � DEPT: Public Works _. .... _�.. _. _..._ . . Attachments: Memorandum to the Land Use and Transportation Committee dated September 12, 201 l. Options Considered: 1. Authorize the Mayor to execute Professional Services Contract with King County Metro in the amount of $33,646 for CTR implementation. 2. Do not authorize the Mayar to sign an agreement with King County and hire part-time (0.60 FTE) CTR Coordinator. The City will need to identify and supplement additional budget on a yearly basis to cover employee cost and program start up. MAYOR'S RECOMMENDATION Mayor recommends forwarding Option 1 to the September 20, 2011 City Council Consent Agenda for approval. MAYOR APPROVAL: Counc�l DIRECTOR APPROVAL: �� Committee Council COMMITTEE RECOMMENDATION: Forward Option 1 to the September 20, 2011 City Council Consent Agenda for approval.. Linda Kochmar, Chair Jim Ferrell, Member Jack Dovey, Member PROPOSED COUNCIL MOTION "I move approval and authorize the Mayor to enter into an agreement with King Counry Metro in the amount of $33, 646 for CTR program implementation. " (BELOW TO BE COMPLETED BY ClTY CLERKS OFF/CE) COUNCIL ACTION: ❑ APPROVED COUNCIL BILL # ❑ DENIED 1 reading ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinnnces only) ORDINANCE # REVISED — 08/12/2010 RESOLUTION # 15 CITY OF FEDERAL WAY MEMORANDUM DATE: September 12, 2011 TO: Land Use and Transportation Committee VIA: Skip Priest, Mayar ��. FROM• Cary M. Roe, P.E., Director of Parks, Public Works, and Emergency Managemen'� ' Sarady Long, Senior Transportation Planning Engineer �,. SUBJECT: Commute Trip Reduction (CTR) Program Implementation Agreement with King County BACKGROUND: The City of Federal Way has 11 worksites affected by the Washington State's Commute Trip Reduction (CTR) Law. The law requires major employers with one hundred (100) or more full-time employees scheduled who arrive at a single worksite between 6:00 am to 9:00 am to develop plans and programs to reduce drive alone commuting trips. Over the last 14 years, the City has contracted with King County for their CTR support services to implement the CTR program. The existing agreement with King County has expired and staff proposes to enter into a new, two-year Professional Services Agreement. The work to be performed under this agreement is described in the attached Exhibit A, Commute Trip Reduction Services Contract Scope of Work - July 1, 2011 through June 30, 2013. The proposed 2011-2013 Professional Service Agreement would be fully funded by the state CTR grant. Based on 11 affected worksites, the City of Federal Way will receive approximately $38,869.00 for the 2011 to 2013 biennium. The State CTR grant would be sufficient to fund the 2011-2013 Agreement with King County Metro, which is estimated at $33,646.00. Please see attached Exhibit B for assumptions of the state grant and expenditures. The two-year agreement period would match with the State CTR Technical funding biennium period. Staff believes this is a cost-effective way to implement the CTR program, as most cities have a full-time CTR coardinator. cc: Project File Day File , ,.. � ��,,, �� _ti: , «�,�i �� , _ . ,i�� _�,._ _„� 16 City of Federal Way — Exhibit A Commute Trip Reduction Services Contract Scope of Work Period: July 1, 2011, through June 30, 2013 King County will implement all elements of the City of Federal Way CTR workplan through the following activities I. Required Activities A) Notification of new worksites and consultation with new ETCs: 1) Notify new sites a. Identify contact for potential sites b. Send notification inquiry letter c. Follow up with site d. Confirm status and send second letter e. Secure state code f. Create timeline and legal file 2) Meet/consult with ETC at new sites a) Discuss CTR timeline and requirements of the law b) Assist with baseline survey c) Assist with program development and submittal of initial program report 3) 1Vleet/consult with new ETCs at existing sites a) Discuss the requirements of the law, provide copy and discuss survey results and current approved program report, assist with updating CTR program summary, describe training and networking opportunities b) Assist with program element implementation (when necessary) B) Administration of CTR Surveys: 1. Prepare and send survey notifications and an enhanced survey response form (SRF) to each site 2. Schedule and hold survey briefings 3. Follow up with phone calls and emails for sites with late SRFs 4. Review and grant extensions 5. Set up and assist sites in the online survey system 6. Mail surveys to, and assist sites with paper surveys 7. Track survey completion and processing 8. Generate and send next steps letter and survey results report to site 9. Analyze survey results and make recommendations for program improvements for sites not making progress; recommendations based on review of survey data, site characteristics, worksite policies and zip code data 10. Meet with ETCs and PM or management to discuss program recommendations, explain product and incentive opportunities and program promotion i�l C) Employer Report: 1. Send report reminder letters 2. Monitor program report receipt 3. Follow up with sites with late program reports via phone or email 4. Review and grant extensions 5. Provide ongoing assistance to ETCs with the online report system 6. Review all program reports for completeness and potential for trip reduction • Incentives/Subsidies or Pre-Tax benefit • Parking Management • Guaranteed Ride Home • CTR Program Summary and program promotion plan 7. Assist with development or updating of CTR Program Summary 8. Provide jurisdiction with summary of programs and recommended actions 9. Generate approval letter for City signature 10. Complete report entry and approve in the online system D) Review of Exemptions: 1. Inform ETCs about process and criteria 2. Receive requests and copy to city 3. Review and analyze request and provide comments to City 4. Contact employer as needed, generate and send response per city E) Record Maintenance: 1. Maintain database on all affected sites 2. Maintain database on all ETCs 3. Maintain master file records on all affected sites 4. On a quarterly basis, provide WSDOT with hard copy of each employer program report approved within the quarter 5. Pr�vide WSDOT with an electronic copy of the CTR database of the City's CTR- affected employers, quarterly or as required by WSDOT 6. Provide quarterly report information in format consistent with WSDOT requirements for City to complete state funds billing F) Enforcement: 1. Non-compliance issues with approval by Jurisdiction a. Review legal guidelines (ordinance, municipal code and RCV�I) b. Document infractions (emails sent, legal files, phone calls) and assemble information for review c. Determine next steps with jurisdiction d. Provide legal files for jurisdiction to review e. Consult with jurisdiction f. Prepare and send correspondence to site g. Follow up with site and negotiate steps for compliance 182 II. Employer Service Activities A) Employer Training: 1. Schedule, promote, register and conduct ETC Training: a. Part 1 of Basic Training (Orientation to the CTR Law) b. Part 2 of Basic Training (Program Implementation and Promotion) c. Survey briefings 2. Track training attendance and notify ETCs of training requirement 3. Provide other training (as applicable) B) Incentives: Purchase incentives for worksites as directed by the City C) Promotion, Marketing and Employer Outreach: 1. Respond to ETCs questions and requests regarding CTR requirements, surveying, reporting, transit service, commute options, commute products 2. Utilize tools and resources available on the internet provided by CTR 3. Conduct employer commute and relocation events a. Conduct origin and destination analysis and provide solution/recommendations b. Conduct route planning and/or van and carpool formations 4. Schedule, promote, engage speakers and facilitate Employer Network group meetings 5. Update and maintain CTR website and printed with current information about transportation infrastructure, commute products and commute related tax information. 6. Send transportation related news/announcements via email to all ETCs 7. Coordinate, promote and mail Wheel Options/Bike to Work Day packets to sites 1� CITY OF FEDERAL WAY Commute Trip Reduction Services Period: July 1, 2011 through June 30, 2013 FUNDING State CTR Funds TOTAL FUNDS AVAILABLE NUMBER OF SITES Exhibit B $ 38,869.00 11 CTR SERVICES CONTRACT Required Activities A. Notification of new worksites $ 624 B. Administration of CTR Surveys $ 5,720 C. Employer Report $ 3,718 D. Review of Exemptions $ 624 E. Records Maintenance $ 10,296 F. Enforcement with approval by Jurisdiction $ 624 Total Re uired Activities $ 21,606 Employer Service A. Employer Training $ 600 B. Incentives $ - C. Promotions, Marketing and Employer Outreach $ 11,440 Total Employer Service $ 12,040 CONTRACT TOTAL $ 33,646 Zo