ARLINGTON COUNTY, VIRGINIA County Board Agenda Item Meeting of April 18, 2015 DATE: April 10, 2015 SUBJECT: Fiscal Year 2016 Commuter Services Program Grant Applications; Project Agreements between the County Board and the Virginia Department of Rail and Public Transportation (DRPT); and Execution of Agreements and Related Documents Necessary to Accept Funds Granted. C. M. RECOMMENDATIONS: 1. Adopt the attached Resolution (Attachment 1) authorizing the County Manager to execute and file an application to the Virginia DRPT totaling $1,861,699 from the Transportation Demand Management (TDM) Operating Assistance Grant Program. 2. Adopt the attached Resolution (Attachment 2) authorizing the County Manager to execute and file an application to the Virginia DRPT totaling $634,120 from the Transportation Management Project (TMP) Assistance Grant Program. 3. Adopt the attached Resolution (Attachment 3) authorizing the County Manager to execute and file an application to the Virginia DRPT totaling $353,000 from the Technical Assistance Grant Program. 4. Authorize the County Manager to execute, on behalf of the County Board, a Project Agreement for Use of Commonwealth Transportation Funds Fiscal Year (FY) 2016 and related documents, for each Application, accepting funds granted to the County Board pursuant to such Application, provided that: A. the Project Agreements are in the form attached to this Board Report as Attachments 4, 5, and 6; B. the funds granted do not exceed the corresponding Application amount; and, C. all conditions of each grant are consistent with the conditions of the respective Application and the Master Agreement between the County Board and the Commonwealth of Virginia, DRPT, existing on the date of the Application; subject to approval of such Agreements and documents as to form by the County Attorney. 5. Appropriate $607,725 in additional grant revenues ($-289,505 to 101.364004.41150.0000.0000.0000; $160,000 to 101.364000.41150.APS.TMP.0000; $132,000 to 101.364000.VANP.TMP.0000; $500,000 to 101.364000.TTI.TA.PHS2; $38,670 to 101.364005.41150.0000.0000.0000; $33,280 to 331.47001.PADM.TTAX.0000; and 33,280 to 101.41103.0000.0000.0000) to the FY 2015 Commuter Services Program, Transportation Planning (101.456000.41150). County Manager: ##### County Attorney: ***** 25. Staff: Chris Hamilton, DES Transportation, Commuter Services Bureau
ISSUES: This is an annual request for authorizing grant submissions and accepting any funds awarded for the Arlington County Commuter Services (ACCS). No issues have been identified. SUMMARY: Staff recommends that the County Board authorize the County Manager to execute and file applications in three categories to DRPT as the Department of Environmental Services (DES) Transportation Division s Commuter Services annual funding grant requests. Application filing is the first step in the process to receive State funding. These grants serve as a major source of funding for Arlington s efforts to facilitate and market transportation options such as transit, biking, walking and shared rides. Final amounts, which the County will receive corresponding to each grant application, will be determined by the Commonwealth Transportation Board (CTB) as part of the Virginia Transportation Development Program. BACKGROUND: The ACCS program is primarily funded by State and Federal grants. To obtain these funds, the County Board must, by resolution, authorize the execution of annual grant fund applications. The following provides an overview of the DRPT funding sources for DES Transportation s Commuter Services. The Virginia General Assembly, with approval by the Governor, appropriates State funds to support public transportation and TDM/Commuter Assistance within the Commonwealth. DRPT is charged with the responsibility of administering and managing these State funds. Revenues to support the State Aid programs come from a combination of State sales and transportationrelated taxes. Special Programs account for a small percentage of the State s transit funds and is used to award State aid grants in three special grant program categories for which ACCS is eligible: Public Transportation Intern; Demonstration; and Technical Assistance. These Special Program funds are awarded on a discretionary basis and the total amount of money available State-wide for these two programs is about $2 million. Transportation Efficiency Improvement Fund (TEIF), are authorized by the General Assembly in each year s budget bill for discretionary grants to TDM projects designed to reduce the use of single-occupant vehicles (SOVs) and increase the use of high occupancy modes. TEIF is used to fund both TDM Operating and Transportation Management Project (TMP) Assistance. TDM Operating supports the operating costs of existing local or regional programs and TMP assistance that is intended for new or expanded TDM programs. The total amount of money available Statewide for these two programs is about $4 million. These amounts are what was available in FY2015. FY2016 amounts are still being considered but are expected to be similar to FY2015. DISCUSSION: In FY2015, the County received a total allocation of $1,490,869 from these sources. In FY2014 the County received $635,637 and in FY2013 the County received $1,483,090. It is not anticipated that funding for all of the FY2016 requests (i.e., totaling $2,848,819), which are consistent with prior years, will be received. However, if there is more money available to DRPT to dispense, it is believed that having additional grant requests submitted to the State can help in case funding becomes available post award, or from other Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 2
sources. In the past, the County has received supplemental funding from the State using this strategy. Grant Summary Table Grant Category Project State share County share Total 1. TDM Operating ATP base $1,489,359 $372,340 $1,861,699 2. TMP Bike Corrals & Fix-it $227,296 $56,824 $284,120 3. TMP Outreach for CarFreeAtoZ $120,000 $30,000 $150,000 4. TMP ATP Non-Site Plan Bldgs $160,000 $40,000 $200,000 5. Technical Assistance Multi-Modal Research $176,500 $176,500 $353,000 Total All $2,173,155 $675,664 $2,848,819 For each of the grant funding sources, the following is a discussion of the proposed expenditures for each: #1: TDM Operating. Staff recommends applying for funding for the following project: Arlington Transportation Partners (ATP) Employer Services Base Program ($1,861,699) Arlington Transportation Partners has provided TDM and transportation services, expertise and products to the Arlington marketplace for 16 years. At the end of FY2014, ATP engaged 692 employer clients representing 136,589 Arlington based employees, of which 437 provided transit benefits to over 116,500 employees. Thirteen employers moved to Level 3 and 4 status and 85 new employer prospects were added to the network. ATP assisted 310 residential properties and moved 24 residential clients to higher levels. ATP Developer Services assisted 12 new site plans and brought 85 site plans back into TDM compliance and sold 14 transportation kiosks to developers. The Champions recognition program was launched in all programs and engaged 122 clients. ATP will build on its success in the upcoming year by committing to the following: Employer - move 70 employers into higher levels, add 125 new prospects, acquire six new Capital Bikeshare Corporate members, and three new Bicycle Friendly Businesses, as well as gain commitment from 75 clients to participate in National Walk @ Lunch Day. The ATP Residential Program plans to maintain 98% penetration rate with current customers, move 20 clients into higher levels and acquire 100 new Capital Bikeshare annual members. ATP Developer Services plans to engage 100% of the site plans, move 13 site plans into higher levels and create one new event. ATP Hotel Services plans to continue to engage all 42 sites. Across all programs, ATP will promote Champions and increase participants to 150, 28 more than 2014. #2: Transportation Management Program (TMP). Staff recommends applying for funding for the following projects: Bike Corrals and Fix-it Stations at Transit Hubs ($284,120) Purchase, install and measure the impact of on-street bike corrals (50) and fix-it stations (20) at locations throughout Arlington County, concentrating on transit hubs, retail centers and secondary schools. Bike corrals are on-street bike parking options with five to ten racks (for 10 to 20 bikes), often protected by bollards or railings, contained within a car parking space. They Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 3
are common in downtown areas with lots of shopping and dining options. Fix-it stations are freestanding bike service stations for use 24/7. The stations have two metal bars allowing riders to secure a bike off the ground while working, with an array of tools including screwdrivers, wrenches, tire levers (to replace a flat tire tube) and a heavy-duty tire pump. The stands enable riders to make many basic bike repairs, from fixing flats to adjusting brakes. Planned locations include Metro stops, transit hubs, dense retail corridors, secondary schools, libraries, community centers and parks. Some fix-its can be sited at corrals; others will be near existing bike parking areas. The grant would cover the cost of the equipment and installation, and a staff person to work with government agencies and the business community to manage the siting and measure community impact (both to transit accessibility and benefits to nearby businesses). Outreach to Expand Transit Options Using CarFreeAtoZ ($150,000) In 2013, ACCS received a grant from DRPT for a Transit Tech Initiative. Through this funding, CarFreeAtoZ (www.carfreeatoz.com) was developed. It is the Washington region s first fully multimodal trip planning and comparison tool. This tool allows users to enter a start point and an end point to compare their trip options transit, walking, biking or combinations of each to determine their best choice. (Google Maps for example only gives one mode at a time.) It also gives turn-by-turn directions, costs, times and calories burned. CarFreeAtoZ makes it easy to adapt smart transportation choice to daily life. By expanding the marketing outreach efforts for this tool, we want to help people realize that it is possible, by either walking or biking, to reach transit and decrease SOV trips. Personal customer engagement at outreach events is needed to spread the word about CarFreeAtoZ to demonstrate all the tool s capabilities. This project would be added to ACCS current marketing program with a specific, targeted effort aimed at those who live within one or two miles of transit. ACCS will work with our existing Street Team contractor to develop an outreach program and materials to effectively promote CarFreeAtoZ and provide one-on-one education. County staff will attend existing events and create new opportunities, as well as target the area along the new ART 55 route that will run from Lee Highway to Rosslyn. ATP Non-Site Plan Buildings Program ($200,000) Arlington County established the TDM for site plans program in 2003 to work with developers during the design and implementation of large building projects to ensure they meet Arlington s requirements to include commuter and transit infrastructure and services. Currently, site plan staff work only with developers and property managers to implement on-site transportation amenities and services at buildings in the site plan process. ATP has identified 70 commercial properties (approximately 20,000 employees) and 15 property management companies not in the site plan process that would benefit from the same sales and marketing expertise that site plan properties receive. To include non-site plans, ATP would hire one FTE to expand the Property and Development Services program to include the identified non-site plan commercial properties. This new employee would work with the 70 commercial properties to hold outreach events educating both building staff and tenants regarding transportation options and amenities. They would assist property managers and owners with incorporating new infrastructure conducive to increasing the non-drive-alone rate at buildings such as bike racks, showers or onsite preferential pooling parking along with providing bike/pooling signage and transportation Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 4
information displays. ATP would also survey populations to collaboratively create realistic shortand long-term goals for reducing the SOV rate at the buildings. #3: Technical Assistance. Staff recommends applying for funding for the following project: Multimodal Trip-Generation, Parking Demand, and TDM: Leveraging Local Building Requirements ($353,000) This project will: 1) Leverage County-mandated building-level transportation performance monitoring requirements for which developers pay the cost by collecting similar data from nine buildings that do not have monitoring requirements, thereby expanding the sample for purposes of analysis and generalization. 2) Advance our trip-generation data-collection protocols to capture all modes accessing residential, office and hotel land uses. 3) Establish new datacollection and analysis methods for measuring the TDM impact on trips and parking occupancy at retail land uses. 4) Streamline data collection protocols to achieve lowest cost and highest value, as well as transferability to jurisdictions across Virginia. 5) Analyze the aggregate sample to determine how County TDM requirements, land use and transportation infrastructure are influencing trip-making behavior. 6) Publicize findings among local decision-makers, to other TDM and transportation-planning professionals in the region and nationally. 7) Make widely and publicly available final deliverables including: survey questionnaires and data-collection protocols, aggregate data sets, reports on analytical findings, presentations of findings for conferences and articles derived from the reports for submission to industry publications. 8) Submit results to the Institute of Transportation Engineers to update their influential Traffic Generation Manual and Parking Generation Manual. #4. In the interest of the County receiving all grant funds as soon as possible after award, the proposed County Board action will authorize the County Manager to execute, on behalf of the County Board, a Project Agreement for Use of Commonwealth Transportation Funds FY2016 and related documents, for each Application, accepting funds granted to the County Board pursuant to such Application, provided that: A. the Project Agreements are in the form attached to this Board Report as Attachments 4, 5 and 6; B. the funds granted do not exceed the corresponding Application amount; and, C. all conditions of the grant are consistent with the conditions of the Application and the Master Program Agreement between the County Board and the Commonwealth of Virginia, DRPT, existing on the date of the Application; subject to approval of such Agreements and documents as to form by the County Attorney. This will not require the County staff to return to the County Board between the award and the acceptance of grants for authorization to accept the grants and sign a Standard Project Agreement for use of the funds. #5. The total grant funds awarded to ACCS for the grants discussed in this Board Report totals $5,532,516 (see table). Of such total amount, $4,924,791 previously has been included by the County Board in the FY2015 Adopted Budget. Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 5
FY Grant County Board Grants Amount Difference to be Appropriated Approved ACCS Spending Awarded By County Board 15 CMAQ 4,842,291 4,552,786-289,505 TDM Schools 0 160,000 160,000 ATP Vanpool 0 132,000 132,000 Transit Tech Phase 2 0 500,000 500,000 VDOT Employer Services 82,500 121,170 38,670 ART Intern 66,560 66,560 TOTAL: 4,924,791 5,532,516 607,725 For FY2015, it is recommended that the County Board appropriate an additional $607,725 in Federal and State transportation grant monies to fund TDM Schools; ATP Vanpool; Transit Tech Initiative Phase 2; VDOT Employer Services TCM; ART Intern projects and CMAQ funding of on-going ACCS operations. As previously explained in the Discussion section of this Board Report, there are sufficient local expenditures to meet match requirements. FISCAL IMPACT: The TDM Operating grant is funded at an 80/20 State/local split. Therefore, the County match which would be required if the County were to receive the total amount requested ($1,861,699) would be $372,340. TMP grants are funded at an 80/20 State/local split, therefore the County match which would be required if the County were to receive the total amount requested ($634,120) would be $126,824. The Technical Assistance grant program is funded at an 50/50 split meaning that the County match which would be required if the County were to receive the total amount requested ($353,000) would be $176,500. The total grant request is $2,848,819. The total maximum potential County share is $675,664. The local match requirement is included in the FY2016 proposed operating budget from feebased revenue sources (not net tax support) including, commissions, fees and developer contributions. Once the grants are awarded, any grant awards that exceed the FY2016 proposed budget will require a supplemental appropriation and will be brought to the County Board for approval as is being done for the FY2015 grants (Item #5). Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 6
Attachments: 1. Resolution FY16 Request for State Aid for TDM Operating Assistance 2. Resolution FY16 Request for State Aid for Technical Assistance 3. Resolution FY16 Request for State Aid for Demonstration Project Assistance 4. Project Agreement for the Use of Commonwealth Transportation Funds Fiscal Year 2015 (TDM Schools) 5. Project Agreement for the Use of Commonwealth Transportation Funds Fiscal Year 2015 (TMP Vanpool) 6. Project Agreement for the Use of Commonwealth Transportation Funds Fiscal Year 2015 (Transit Tech Initiative Phase 2) 7. Agreement for the use of Federal Highway Administration Congestion Mitigation Air Quality Fiscal Year 2015 funds 8. Project Agreement for the Use of Commonwealth Transportation Funds Fiscal Year 2015 (TMP Intern Program) 9. VDOT Employee Outreach Agreement Fiscal Year 2016 Commuter Services Grant Applications to DRPT - 7
ATTACHMENT #1 RESOLUTION Request for State Aid for TDM Operating BE IT RESOLVED BY THE County Board of Arlington County, Virginia, that the County Manager is authorized, for and on behalf of Arlington County, to execute and file an application to the Virginia Department of Rail and Public Transportation (DRPT), Commonwealth of Virginia, for a grant of financial assistance in the amount of $1,861,699 for the fiscal year commencing July 1, 2015, to defray costs borne by Arlington County for ongoing implementation of the County's Arlington Transportation Partners TDM program (ATP) and to accept from DRPT grants in such amount as may be awarded, and to execute and furnish to DRPT such documents and other information as may be required for submitting and processing the grant request. The County Board of Arlington County, Virginia, certifies that the funds shall be used in accordance with the requirements of Section 58.1-638A.4 of the Code of Virginia; that Arlington County will provide funds in the amount of $372,340 which will be used to match the state funds in the ratio as required in such Code Section, that the record of receipts of expenditures of funds granted to Arlington County may be subject to audit by the Virginia Department of Rail and Public Transportation and by the State Auditor of Public Accounts; and that funds granted to Arlington County for defraying the expenses of the Commuter Services program of Arlington County shall be used only for such purposes as authorized in the Code of Virginia. I hereby certify that the foregoing is a true and correct copy of a Resolution adopted by the County Board of Arlington, Virginia, at its April, 18 2015 Meeting. Given under my hand this day of April, 2015. Hope Halleck, Clerk County Board of Arlington County, VA
ATTACHMENT #2 RESOLUTION Request for State Aid for Transportation Management Project Assistance BE IT RESOLVED BY THE County Board of Arlington County, Virginia, that the County Manager is authorized, for and on behalf of Arlington County, to execute and file an application to the Virginia Department of Rail and Public Transportation (DRPT), Commonwealth of Virginia, for a TMP grant of financial assistance in the amount of $634,120 for the fiscal year commencing July 1, 2015, to defray costs borne by Arlington County for the implementation of Bike Corrals and Fix-it Stations, Outreach for CarFreeAtoZ, and ATP Services at Non-Site Plan Buildings and to accept from DRPT grants in such amount as may be awarded, and to execute and furnish to DRPT such documents and other information as may be required for submitting and processing the grant request. The County Board of Arlington County, Virginia, certifies that the funds shall be used in accordance with the requirements of Section 58.1-638A.4 of the Code of Virginia; that Arlington County will provide funds in the amount of $126,824, which will be used to match the state funds in the ratio as required in such Code Section; that the record of receipts of expenditures of funds granted to Arlington County may be subject to audit by the Virginia Department of Rail and Public Transportation and by the State Auditor of Public Accounts; and that funds granted to Arlington County for defraying the expenses of the Commuter Services program of Arlington County shall be used only for such purposes as authorized in the Code of Virginia. I hereby certify that the foregoing is a true and correct copy of a Resolution adopted by the County Board of Arlington, Virginia, at its April 18, 2015 Meeting. Given under my hand this day of April, 2015. Hope Halleck, Clerk County Board of Arlington County, VA
ATTACHMENT #3 RESOLUTION Request for State Aid for Technical Assistance BE IT RESOLVED BY THE County Board of Arlington County, Virginia, that the County Manager is authorized, for and on behalf of Arlington County, to execute and file an application to the Virginia Department of Rail and Public Transportation (DRPT), Commonwealth of Virginia, for a TMP grant of financial assistance in the amount of $353,000 for the fiscal year commencing July 1, 2015, to defray costs borne by Arlington County for the implementation of Multimodal Trip Generation, Parking Demand, and TDM Leveraging Local Building Requirements and to accept from DRPT grants in such amount as may be awarded, and to execute and furnish to DRPT such documents and other information as may be required for submitting and processing the grant request. The County Board of Arlington County, Virginia, certifies that the funds shall be used in accordance with the requirements of Section 58.1-638A.4 of the Code of Virginia; that Arlington County will provide funds in the amount of $176,500, which will be used to match the state funds in the ratio as required in such Code Section; that the record of receipts of expenditures of funds granted to Arlington County may be subject to audit by the Virginia Department of Rail and Public Transportation and by the State Auditor of Public Accounts; and that funds granted to Arlington County for defraying the expenses of the Commuter Services program of Arlington County shall be used only for such purposes as authorized in the Code of Virginia. I hereby certify that the foregoing is a true and correct copy of a Resolution adopted by the County Board of Arlington, Virginia, at its April 18, 2015 Meeting. Given under my hand this day of April, 2015. Hope Halleck, Clerk County Board of Arlington County, VA