AMENDMENT #3 TO AGREEMENT 1024 FOR THE MARICOPA COUNTY TRIP REDUCTION PROGRAM FOR FY 2023 (2).PDF
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August 16, 2022 Ms. Kristen Weston-Smith, Supervisor Travel Reduction Program Maricopa County Air Quality Department 301 West Jefferson Street, Suite 410 Phoenix, Arizona 85003 Dear Ms. Weston-Smith: In May 2021, the Maricopa Association of Governments Regional Council, approved the FY 2022-2023 MAG Biennial Unified Planning Work Program (UPWP) and Budget that includes $962,347 for the Trip Reduction Program for FY 2023. We are forwarding an amendment for your consideration to provide this funding to your agency. Attachment One contains a new Appendix A-1 for the FY 2022-2023 Work Program element and a new Appendix A-2 for a revised scope of services, schedule, and budget for work to be conducted by Maricopa County. To expedite the amendment process, the work element from the UPWP is used to revise the scope of services, schedule and budget for the program. Please sign and return to the MAG office both copies of Attachment Two containing Amendment 3 to Agreement 1024. A fully executed amendment will be transmitted to your office. If you have any questions, please contact Dean Giles at 602-452-5013. Sincerely, Eric J. Anderson Executive Director Enclosures Attachment One Appendix A-1 FY 2022-2023 Unified Planning Work Program 302 North First Avenue, Suite 300, Phoenix, Arizona 85003 FY 2022-2023 Biennial Unified Planning Work Program and Budget May 2021 500: Program Implementation 500-123 Trip Reduction Program 0500-0110 Support the implementation of the Maricopa County Trip Reduction Program. The Maricopa County Air Quality department administers the Trip Reduction Program to reduce single occupancy vehicle use by all major employers and schools with 50 or more employees or students, based on the trip reduction ordinance. The Trip Reduction Program is a transportation control measure in several MAG air quality plans. Continuing Objectives for FY 2022-2023 and Results From FY 2020-2021 OBJECTIVE: Provide employers with training, technical assistance, and promotion of alternative transportation modes and strategies to reduce single occupancy vehicle travel and achieve trip reduction program goals. Outcome Measure 1 FY 2020-2021 Results Increase by two percent the number of alternative Vehicle Miles Traveled by Trip Reduction Program participants from the level achieved in FY 2019. For FY 2020, the number of alternative Vehicle Miles Traveled by “All” sites decreased by 49.74% from the previous fiscal year. “Employee” sites had a decrease of 51.20%, while “Student” sites decreased by 35.88%. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID- 19 Variance employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data are available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by two percent the number of alternative vehicle miles traveled by Trip Reduction Program participants from the level achieved in FY 2021. Outcome Measure 2 FY 2020-2021 Results Increase by two percent the “tons of pollution saved” for those commuters using an alternative mode of travel to get to their workplace from the level achieved in FY 2019. For FY 2020, the amount of “tons of pollution saved” annually by “All” site types for this fiscal year was 3,574 tons. “Employee” sites saved 3,141 tons, while “Student” sites saved 433 tons. For “All” site types, this was a decrease of 48.84%, when compared to last year. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data are available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by two percent the “tons of pollution saved” for those commuters using an alternative mode of travel to get to their workplace from the level achieved in FY 2021. 500-124 FY 2022-2023 Biennial Unified Planning Work Program and Budget Outcome Measure 3 FY 2020-2021 Results Increase by 36 percent the annual commuter use of alternative modes one or more days per week from the level achieved in FY 2019 based on the TRP survey. For FY 2020, the commuter use of alternative modes for one or more days per week decreased from 39.15% to 37.16%, a change of -5.10% when compared to last fiscal year. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the TRP COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020 and no data are available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by two percent the annual commuter uses of alternative modes one or more days per week from the level achieved in FY 2021 based on the TRP survey. Outcome Measure 4 FY 2020-2021 Results Increase by five the annual number of employers who subsidized the bus/ light rail for employee commuter programs from the number achieved in FY 2019. For FY 2020, the number of employers subsidizing the bus/light rail decreased by 133, from 491 to 358. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data is available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by five the annual number of employers who subsidized the bus/ light rail for employee commuter programs from the number achieved in FY 2021. Outcome Measure 5 FY 2020-2021 Results Increase by two the annual number of subsidized vanpools for employee commuter programs from the number achieved in FY 2019. For FY 2020, the number of employers who have a vanpool program decreased by 31, from 92 to 61. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data is available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by two the annual number of subsidized vanpools for employee commuter programs from the number achieved in FY 2021. 500: Program Implementation 500-125 Outcome Measure 6 FY 2020-2021 Results Increase by five the annual number of employers who subsidized a carpool for employee commuter programs from the number achieved in FY 2019. For FY 2020, the number of employers subsidizing the carpool program decreased by 57, from 231 to 174. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data is available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by five the annual number of employers who subsidized a carpool for employee commuter programs from the number achieved in FY 2021. Outcome Measure 7 FY 2020-2021 Results Increase by five the annual number of employers that start telecommuting programs from the number achieved in FY 2019. For FY 2020, the number of employers who have a telecommuting program decreased by 62, from 454 to 392. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data is available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by five the annual number of employers that start telecommuting programs from the number achieved in FY 2021. Outcome Measure 8 FY 2020-2021 Results Increase by five the annual number of employers that start compressed work week programs from the number achieved in FY 2019. For FY 2020, the number of employers subsidizing a compressed work week program decreased by 128, from 651 to 523. These results were lower than expected due to the Trip Reduction Program (TRP) COVID-19 Variance. For FY 2021, due to the Trip Reduction Program COVID-19 Variance, employers were not required to survey, submit a plan, and/or distribute incentives from March 20 to September 30, 2020, and no data is available for reporting at this time. Surveying employers were not required to submit their completed surveys until November and December 2020. TRP is presently gathering and processing surveys. FY 2022-2023 Goals Increase by five the annual number of employers that start compressed work week programs from the number achieved in FY 2021. July 18, 2022 Mr. Dean Giles Air Quality Planning Project Manager Maricopa Association of Governments 302 N. First Avenue, Suite 300 Phoenix, AZ 85003 RE: FY 2023 Trip Reduction Program Dear Dean: On May 26, 2021, the MAG Regional Council approved the FY 2022-2023 MAG Biennial Unified Planning Work Program and Budget. The Work Program contains $962,347 in consultant funding for the Maricopa County Trip Reduction Program for FY 2023. If you have any questions, please contact me at 602-452-5052 or SPhegley@azmag.gov. Thank you. Sincerely, Somer Phegley Fiscal Services Director Appendix A-2 FY 2023 Scope of Services Travel Reduction Program 301 W. Jefferson St., Suite 410, Phoenix, AZ 85003 Phone: 602-506-6750 Email: TRP@maricopa.gov Maricopa.gov/AQ SCOPE OF SERVICES TRIP REDUCTION PROGRAM October 1, 2022 – September 30, 2023 Task 1: Trip Reduction Program Maricopa County staff will: Administer the Travel (Trip) Reduction Program (TRP) to major employers within Maricopa County who have 50 or more employees. Issue approximately 994,573 surveys to employers taking part in the TRP during the fiscal year. Process and analyze TRP surveys for participating employers. Provide summary analyses to employers participating in the TRP regarding their employee commuting habits based on the employee survey results and assist employers in formulating annual plans that will reduce single occupancy vehicle (SOV) trips and single occupancy vehicle miles traveled (SOVMT). Research and identify new major employers that are legally required to take part in the TRP. Submit completed trip reduction plans to the Maricopa County Travel Reduction Program Regional Task Force for approval. Review and monitor employer trip reduction plans and conduct program audits, technical and program assistance. Task 2: Trip Reduction Program Training and Assistance Maricopa County staff will negotiate a sub-award agreement with the Regional Public Transportation Authority (RPTA)/Valley Metro Commute Solutions for assistance with training, technical assistance, and promotion of the TRP, including promotion of alternative transportation modes and strategies. RPTA Commute Solutions staff will provide online and in-person training, support and technical assistance, e-newsletters, and webinars to TRP employers. Activities covered under the sub-award will include: online and in-person training, support and technical assistance, e-newsletters and webinars, development of promotional materials, and production and distribution of kits that encourage the use of alternative modes for employers up to four times per year. Brochures, informational and promotional materials, and items to promote trip FY23 TRP MAG Scope of Services Page 2 of 3 reduction strategies will be developed pursuant to MAG Considerations Guidelines for Promotional Items (Attachment B). Provide technical assistance to TRP employers in achieving the prescribed reductions in SOV trips and SOV miles traveled through one-on-one assistance, promotion, and educational materials. Provide general training to TRP employer transportation coordinators (TCs) on the requirements of the law including the survey process, annual plans, associated documentation, types of alternative modes, and trip reduction strategies. Design and provide additional training, including tutorial videos. Schedule and facilitate transportation coordinator monthly webinars. Conduct a year-round campaign for Valley employees that encourages weekly use of trip reduction solutions undertaken by RPTA and designed to meet the outcomes of the scope of work, which may include print materials, paid advertising, public relations, and events. Design and implement ongoing enhancements for the new ShareTheRide.com Transportation Demand Management (TDM) platform to support TCs’ trip reduction plan tracking and record keeping. Continue promotion of online contests that encourage commuters to register with the new online matching system. Implement up to three employer challenge contests per year. Launch and facilitate two Transportation Coordinator Associations to collaborate and share best practices in TDM, office-based/remote work strategies, addressing trip reduction plan challenges, and location transitions throughout Maricopa County.” Reporting Maricopa County staff will: Section II of the Agreement, Project Costs and Billing Procedures, indicates that “all costs incurred in preparing invoices and progress reports shall be included in the general and administrative expenses or the overhead.” Send monthly progress reports and invoices to MAG in the prescribed format and document work performed in each task. Deliver semi-annual reports regarding achievement of Outcome Measures to MAG 45 days following the end of the six months(e.g., first semi-annual report for the period October 1, 2022 – March 31, 2023 is due May 15, 2023). At a minimum, the semi-annual report will include documentation regarding the following: • Accomplishments FY23 TRP MAG Scope of Services Page 3 of 3 • Methods used to achieve outcome measures • Status of achieving outcome measures • Methodology used to quantify measures • Comparison of status in achieving the outcome measures for FY2023 versus FY2022 Deliver a draft TRP annual report to MAG by November 3, 2023 for the period October 1, 2022 – September 30, 2023. In general, the annual report will be a compilation of the semi-annual reports. In addition, the following items will be addressed: • Methodology used to quantify outcome measures and status of achieving outcome measures. A comparison will be provided regarding the status achieving the outcome measures for FY2023 versus FY2022 • Estimated program effectiveness including dollars per trip reduced • Comparison with similar programs being implemented in other urban areas • Impacts of program on characteristics of peak commute travel in Maricopa County Deliver the final TRP annual report by November 30, 2023. Schedule • TRP implementation – ongoing • Negotiate sub-award agreement with the Regional Public Transportation Authority – October – December 2022 • Submit semi-annual progress report – 45 days following close of six months (October 1, 2022 – March 31, 2023) • Program annual report – draft – November 3, 2023 • Program annual report – final - November 30, 2023 FY2023 TRP Budget (TRMAG FFY23) Continued MAG Considerations/Guidelines for Promotional Items Should be appropriate to target audience. Should have call to action - Web site/phone number at minimum. Should advance the mission. According to the Cost Principles for State, Local, and Indian Tribal Governments (2 CFR Part 225, formerly known as OMB Circular A-87), unallowable advertising and public relations costs include costs of advertising and public relations designed solely to promote the governmental unit. Cost considerations – Is the cost appropriate and effective for the number of impressions/influence achieved? Would an alternate advertising strategy reach more people for the same or a lesser amount of funding? Should be items that are business related and could be used in the office, where feasible. Should be recyclable or made from recycled or renewable materials, where feasible. Agencies should exercise good judgment and be sensitive to the appearance and perception of the item. Attachment B Attachment Two MAG Agreement No. 1024, Amendment #3 FY 2022-2023 Unified Planning Work Program The Agreement entered into by and between the Maricopa Association of Governments and Maricopa County, effective October 1, 2019, states that the scope of work to be accomplished by the parties pursuant to the agreement will be set forth annually by MAG in the Unified Planning Work Program and that the element from the Work Program will be conducted by Maricopa County and the basis for payment shall be provided to Maricopa County by MAG. As required by the Agreement, attached is the funding for the elements to be conducted by Maricopa County from the FY 2022-2023 Unified Planning Work Program (July 1, 2021 – June 30, 2023). The new Appendix A-1 and Appendix A-2 supersedes the previous Appendix A-1 and Appendix A-2 to MAG Agreement No. 1024. ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED. MARICOPA COUNTY MARICOPA ASSOCIATION OF GOVERNMENTS SIGNATURE SIGNATURE Bill Gates Eric J. Anderson NAME PRINTED NAME PRINTED Chairman, Maricopa County Board of Supervisors Executive Director TITLE TITLE DATE DATE ATTEST: APPROVED AS TO FORM: CLERK OF THE BOARD DEPUTY COUNTY ATTORNEY Kim Miles STATE OF ARIZONA ) ) ss. County of Maricopa ) On this ___________ day of __________________________, 2022, before me personally appeared ____________________________________________, the Chairman of Maricopa County Board of Supervisors, for and on behalf of MARICOPA COUNTY, a political subdivision of the State of Arizona, whose identity was proven to me on the basis of satisfactory evidence to be the person who he or she claims to be, and acknowledged that he or she signed the above/attached document. __________________________________________________ ________________________________________ Notary Public Date Seal: