BOARD OF DIRECTORS’ MEETING NOTICE

The regular Board meeting of the Snohomish County Public Transportation Benefit Area Corporation has been scheduled for:

Date: Thursday, August 6, 2020 Location: Remote Meeting* 3:00 PM Phone: 1-253-215-8782 Meeting ID: 860 9495 0251 Passcode: 948358 Join Zoom Meeting https://us02web.zoom.us/j/86094950251?pwd=ck5NRExCbklIanlpQ0RrMTRGR09Edz09

Meeting visuals will be posted online in advance of the meeting.

AGENDA

I. CALL TO ORDER II. ROLL CALL III. PUBLIC COMMENT – Accepting written comments For remote meeting efficiency, we ask that anyone interested in providing public comment to email their comments to [email protected] or mail to Executive Office, , 7100 Hardeson Rd, Everett, WA 98203. Providing by 5:00 pm August 5 will ensure comments are distributed to Board members. IV. PRESENTATION A. Leonard Kelley Service Recognition – Emmett Heath B. Washington State Transit Insurance Pool (WSTIP) Award – Tracey Christianson V. INFORMATION A. COVID-19 Update – Emmett Heath B. COVID-19 Financial Update – Geri Beardsley VI. COMMITTEE REPORTS A. Executive Committee – Mayor Jon Nehring B. Finance, Performance & Oversight Committee – Council Member Mike Todd VII. CONSENT CALENDAR** A. Approval of minutes of the July 2, 2020, Board of Directors’ Meeting. B. Approval of vouchers dated June 05, 2020, in the amount of $1,184,640.07. C. Approval of vouchers dated June 15, 2020, in the amount of $982,453.54. D. Approval of vouchers dated June 22, 2020, in the amount of $2,064,012.04. E. Approval of vouchers dated June 29, 2020, in the amount of $3,319,802.16. F. Approval of June 2020 Payroll: 1. Direct Deposits Issued, #s 376408 – 377976 in the amount of $3,598,494.36. 2. Paychecks Issued, #s 105713 – 105799 in the amount of $73,470.21.

*Due to the Governor’s Stay Home–Stay Healthy Order, Proclamation 20-28, Open Public Meeting Act, this meeting will be held remotely. **Indicates attachments

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3. Employer Payroll Tax Deposits in the amount of $410,755.73. 4. Employer Deferred Compensation for IAM in the amount of $10,529.09. VII. ACTION ITEMS VIII. CHAIR’S REPORT IX. CHIEF EXECUTIVE OFFICER’S REPORT X. BOARD COMMUNICATION XI. EXECUTIVE SESSION XII. ELECTION OF BOARD OFFICER XIII. OTHER BUSINESS RELATED TO THE CORPORATION XVI. ADJOURN

**Indicates attachments

Consent Agenda

Board of Directors’ Meeting Thursday, July 2, 2020 Remote Meeting* 3:00 p.m.

Board Members Present Council Member Kim Daughtry City of Lake Stevens Mayor Leonard Kelley City of Stanwood Council Member Mike Gallagher City of Brier, Board Alternate Mayor Jon Nehring City of Marysville Council Member Nate Nehring Snohomish County Lance Norton Labor Representative, non-voting Council Member Jan Schuette City of Arlington Mayor Nicola Smith City of Lynnwood Council Member Mike Todd City of Mill Creek Council Member Stephanie Wright Snohomish County

Board Members Excused Council Member Tom Merrill City of Snohomish

Others Present ** Geri Beardsley CT-Director of Administration Chris Beck CT-HR Programs Manager Roland Behee CT-Director of Planning & Development Tim Chrobuck CT-Chief Technology Officer June DeVoll CT-Deputy Director of Planning Director Emmett Heath CT-CEO Al Hendricks CT-Legal Counsel Steve Kim CT-Director of Transportation Mary Beth Lowell CT-Director of Comms & Public Affairs Molly Marsicek CT-Director of Customer Experience Council Member Jared Mead Snohomish County, Board Alternate Council Member James McNeal City of Bothell, Board Alternate Deb Osborne CT-Chief of Staff Cesar Portillo CT-Director of Employee Engagement Dave Richards CT-Director of Maintenance Juanita Shuler CT-Exec. Support/Records Mgmt. Specialist Brian Vallene CT-Digital Product Owner

Call to Order Mayor Jon Nehring, Chair, called to order the July 2, 2020 Board of Directors’ regular meeting at 3:01 p.m. by phone and by web meeting.

Roll Call of Members The Executive Support Specialist called roll. Attendance was as noted above. A quorum was present.

*In response to COVID-19 and per the Proclamation by the Governor 20-28 Open Public Meetings Act, the meeting was held remotely. **Names of those who were confirmed as attendees are included, others who attended remotely are not included.

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Public Comments Public comments were submitted in writing and distributed to all Board Members in advance of the meeting.

Information COVID-19 Response Update Emmett Heath, CEO, reported a slow, steady return to ridership to the system. The numbers were still far from pre-COVID numbers but inching up. Fare collection for all routes went into effect July 1. To ensure driver safety, face shields, cloth masks, and KN95 masks were made available to all drivers. Disposable masks were supplied on every coach to be handed out to riders without a mask. Driver compartment barriers were receiving mixed reviews from drivers and were still being evaluated.

COVID-19 Financial Update Geri Beardsley, Director of Administration, provided a financial update. The June revenue report was received, reflecting purchases made in April. Spending was better than projected, down 11%. The news was encouraging but the number of unknowns about revenue recovery was being pushed out to the coming months. Staff was modeling two recovery scenarios; one was a slow recovery and the other a more rapid recovery. It was still too early to tell the depth and duration of the recession. The 2021 Budget would use the slow recovery scenario with decreased revenue. Staff would monitor this carefully.

Committee Reports Executive Committee Mayor Jon Nehring reported on the June 18, 2020 Executive Committee meeting. The CEO reported on the status of the agency’s response and plans for COVID-19 and provided the CEO report. The Committee agreed to cancel the July 16 Quarterly Board Workshop. The next Quarterly Board Workshop was scheduled for October 22. The next Executive Committee meeting was scheduled for July 16 at 11:30 a.m.

Finance, Performance & Oversight Committee Council Member Mike Todd reported on the June 18, 2020 Finance, Performance & Oversight Committee meeting. The Committee recommended approval of the May payroll and monthly expenditures, E through K, on the consent agenda. The Committee reviewed and recommended approval of action items:  Resolution No.04-20 Amending the 457(b) Deferred Compensation Plan. Chris Beck would provide a summary on amending and superseding Resolution No. 09-87 later in the meeting.  RFP #2020-014, Website Redesign and Related Services. Brian Vallene would provide a summary on the RFP and the redesign of the agency website later in the meeting. The Committee received a COVID-19 financial update and reviewed the May sales tax and diesel fuel reports. Geri Beardsley’s COVID-19 financial report superseded the sales tax report in the Board packet. The next meeting was scheduled for July 16, 2020 at 2:00 p.m.

Strategic Alignment & Capital Development Committee Mayor Leonard Kelley reported on the June 17, 2020 Strategic Alignment & Capital Development Committee. The Committee previously reviewed with the Board the agency’s Facility Master Plan as a priority to support future growth. The Committee reviewed Phase I of the plan and three items were recommended for approval on the consent agenda:  ITB #2020-004 Casino Road Building Renovation  RFQ #2017-079 Task Order for Casino Road Building Renovation – Construction Management Services.

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 RFQ #2017-079 Task Order for Casino Road Building Renovation - Construction Administrative Services. The Committee reviewed and recommended approval of action item, RFP #2020-009, and ADA Eligibility Services Contract. June DeVoll would give a brief summary later in the meeting. The next meeting was scheduled for July 15, 2020 at 2:00 p.m.

Consent Calendar Council Member Mike Todd moved to approve items A through K.

A. Approval of minutes of the June 4, 2020, Board of Directors’ Meeting. B. Award of ITB #2020-004 Casino Road Building Renovation. C. Award of RFQ #2017-079 Task Order for Casino Road Building Renovation – Construction Management Services. D. Award of RFQ #2017-079 Task Order for Casino Road Building Renovation – Construction Administration Services. E. Approval of vouchers dated May 01, 2020, in the amount of $1,702,395.65. F. Approval of vouchers dated May 08, 2020, in the amount of $843,048.38. G. Approval of vouchers dated May 12, 2020, in the amount of $489,807.47. H. Approval of vouchers dated May 18, 2020, in the amount of $2,583,043.18. I. Approval of vouchers dated May 21, 2020, in the amount of $1,686,690.55. J. Approval of vouchers dated May 31, 2020, in the amount of $3,504,349.13. K. Approval of May 2020 Payroll: 1. Direct Deposits Issued, #s 374850 – 376407 in the amount of $3,652,830.14. 2. Paychecks Issued, #s 105601 – 10712 in the amount of $82,261.57. 3. Employer Payroll Tax Deposits in the amount of $419,656.83. 4. Employer Deferred Compensation for IAM in the amount of $10,286.15. The motion was seconded by Council Member Kim Daughtry and passed unanimously.

Action Items Award of RFP #2020-014, Website Redesign and Related Services

Brian Vallene, Digital Program Owner, stated the current website served more than 2,500 customers each day, and the last redesign was over 10 years ago. Technology had changed and the website was the foundation for all things digital. It was important for the website redesign to begin now to be prepared for the significant changes coming to our service in 2024.

Motion was made by Council Member Mike Todd to award RFP #2020-014, Website Redesign and Related Services. The motion was seconded by Council Member Jan Schuette and passed unanimously.

Approval of Resolution No. 04-20, Revising the 457(b) Retirement/Deferred Compensation Plan

Chris Beck, HR Programs Manager, stated the 457(b) plan was much like a 401(k) plan in the private sector. This was a voluntary benefit program employees could use to save for retirement. Plan assets were owned by plan participants, not by the company. International City Management Association Retirement Corporation (ICMARC) had been the third-party administrator for the past 30 years. It was time to update the resolution. Community Transit had a fiduciary obligation to oversee the plan. Our new financial advisement firm, Hyas, performed a review of our fees and investments and determined employees could get better rates by issuing a request for proposal for a 457 third-party administrator. 3

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Resolution No. 04-20 would amend and supersede Resolution No. 09-87 and authorize the CEO to make plan changes. The CEO would create a committee to establish oversight of the plan and make recommendations to add options and improve performance to benefit plan participants.

Motion was made by Council Member Mike Todd to approve Resolution No. 04-20, Revising the 457(b) Retirement/Deferred Compensation Plan. The motion was seconded by Mayor Leonard Kelley and passed unanimously.

Award of RFP #2020-009, Paratransit and ADA Eligibility Services

June DeVoll, Deputy Director of Planning, stated the request for proposals #2020-009 was issued on March 9 in a national procurement to re-procure the Paratransit contact, improve contractual and technology concerns, and to enhance the service provided. Transdev Services Inc. was the top ranked firm, reflecting a strong management team, sound vehicle maintenance plan, and upgraded technology that would greatly improve the customer’s experience. Over the duration of the contract, costs would be $1.6 million less than the existing contract.

Motion was made by Council Member Kim Daughtry to award RFP #2020-009, Paratransit and ADA Eligibility Services. The motion was seconded by Council Member Jan Schuette and passed unanimously.

Chief Executive Officer’s Report Emmett Heath thanked all presenters and their teams for their excellent work. On Legislative Action, Congressman Rick Larsen had requested to meet to hear how Community Transit was doing during the COVID crisis and discuss the INVEST Act (Surface Transportation Reauthorization). Mr. Heath stated they had a productive meeting and he was hopeful the INVEST Act would move forward. On the State level, the Washington State Supreme Court heard oral arguments on June 30 regarding the appeal of I-976. It would be up to the Court’s decision when there would be a final ruling.

Board Communications Council Member Kim Daughtry shared the new Lake Stevens War Memorial dedication would take place on July 4 at 10:00 a.m.

Council Member Schuette stated that Puget Sound Regional Council (PSRC) had not met since February, a Zoom meeting was scheduled for next week.

Jenny Anderson, public attendee, stated she was now attending the Community Transit Board meetings as an Advocate for the Blind. Mayor John Nehring thanked her for the information.

Executive Session An Executive Session was called to review the performance of public employee, at 3:57 p.m. for 20 minutes, it was extended for 5 minutes.

Adjourn The regular meeting resumed and was immediately adjourned at 4:22 p.m.

Juanita Shuler, Executive Support Specialist 4

Miscellaneous

Board of Directors’ Calendar of Events August—October 2020

Tuesday, August 4 Small Cities Selection Meeting – 4 p.m. Thursday, August 6 Board Meeting – 3 p.m. Wednesday, August 19 Strategic Alignment & Capital Development Committee – 2 p.m. Thursday, August 20 Executive Committee – 11:30 a.m. Thursday, August 20 Finance, Performance & Oversight Committee – 2 p.m.

Thursday, September 3 Board Meeting – 3 p.m. Wednesday, September 16 Strategic Alignment & Capital Development Committee – 2 p.m. Thursday, September 17 Executive Committee – 11:30 a.m. Thursday, September 17 Finance, Performance & Oversight Committee – 2 p.m.

Thursday, October 1 Board Meeting – 3 p.m. Wednesday, October 14 Strategic Alignment & Capital Development Committee – 2 p.m. Thursday, October 15 Executive Committee – 11:30 a.m. Thursday, October 15 Finance, Performance & Oversight Committee – 2 p.m. Thursday, October 22 Quarterly Board Workshop – 3 p.m.

Public Meetings Calendar

Transit Police Report Second Quarter, 2020

Unit News

Personnel Update: No changes to the Transit Police Unit during the 2nd quarter. Transit Police have responded well to the COVD-19 emergency. Despite drastic changes to the workplace, morale has been positive.

COVID-19 Impacts to Transit Police: Like many agencies and entities, Transit Police initially were short of Personal Protective Equipment (PPE), notably N95 masks. We had some immediately available in our vehicles and office, and fortunately did not need them. Our stocks were replenished quickly and we never ran out. We now have adequate stocks. During the period of no fare collection, Transit Police transitioned to a phase of being highly visible along the SWIFT route and at transit stations to help prevent/mitigate problems in the system. We worked closely with Community Transit leadership to troubleshoot and problem-solve issues that arose. This included ridership outreach and planning/assisting with the phased in approach to fare collection in June.

Transit Police Assistance to Everett Police: On 5/26/20, Everett Police requested Transit Police to assist in identifying a John Doe who was unconscious in the hospital in Everett. The male had been the victim of a car-vs-pedestrian collision in Everett. He had received a severe brain injury and was not expected to survive. Detectives had not been able to identify him. By acquiring MobileID fingerprint technology, Transit Police had, for our use, a way to positively identify people in the field without a trip to jail. Sgt. Zelaya was able to respond to the hospital and identify the male. Detectives were then able to locate the man’s family. While a tragic event, the assistance we provided, allowed the man’s family to be with him in the hospital before he passed away. The Transit Police Unit offers our assistance to build partnerships with agencies in the Community Transit service area and to leverage local police help with transit-related incidents.

Quarterly Data

Activity* 1Q 2Q 3Q 4Q YTD 2020 YTD 2019** Calls for Service 447 891 1338 1127 Self-Initiated Calls 5369 9377 14746 11809 Motor Vehicle Thefts 13 4 17 28 Fare Evasion - Warnings 100 351 451 218 Fare Evasion - Citations 216 76 292 423 Unlawful Transit Conduct 48 107 155 86 Exclusions 31 9 40 163 Criminal Trespass 53 37 90 224 Arrests 114 59 173 289 *Definitions below **Previous year for same reporting period

Definitions

Calls for Service: A call received by the Transit Police Unit and initiated by someone in the Community Transit service area that resulted in a deputy responding to the call and rendering assistance.

Self-Initiated Call: Through the process of patrolling and/or observation, a Transit Police deputy witnessed something that caused them to take action.

Motor Vehicle Theft: The theft of any motor vehicle, to include automobiles, trucks, , motorcycles and motor scooters from our transit centers and park & ride lots.

Fare Evasion – Warning: A warning given to someone who has knowingly failed to pay their fare or failed to show proof of payment. Warnings are documented and further violations could lead to a citation.

Fare Evasion – Citation: A citation given to someone who has failed to pay their fare or show proof of payment. This is a civil infraction under RCW 36.57A.230. Fines are currently set at $124 under Board Resolution No. 7-09.

Unlawful Transit Conduct (UTC): Any violation of RCW 9.91.025 Unlawful Transit Conduct is a misdemeanor crime. Examples of Unlawful Transit Conduct include smoking, littering, loud obnoxious behavior, spitting, open alcohol containers, obstructing transit vehicles, skating or skateboarding, etc.

Exclusion: A civil process where Transit Police prohibit someone from being on Community Transit property or using its services. Anyone violating a notification of exclusion commits the crime of criminal trespass.

Criminal Trespass: Anyone who violates a notification of exclusion and knowingly enters or remains unlawfully in or upon Community Transit premises. This results in a charge of criminal trespass in the second degree and is a misdemeanor crime.

Arrests: The arrest of an individual for a crime instigated in the Community Transit service area. This could include someone that is arrested for an outstanding warrant.

Community Transit Sales Tax Report

Sales Tax Receipts: Dollars in Millions

June Cumulative Year to Date

12.0 12.2 10.5 71.3 73.3 70.7

2019 2020 2020 2019 2020 2020 Actual Budget Actual Actual Budget Actual

June 2020 Results Cumulative Results June 2019 Actuals $ 11,971,940 2019 Actuals $ 71,254,299 June 2020 Budget $ 12,177,414 2020 Budget $ 73,252,876 June 2020 Actuals $ 10,544,054 2020 Year to Date $ 70,674,395

Comments:

* Sales tax receipts reported for the month of June 2020 reflect purchases made in April 2020. * The growth rate for June 2020 as compared to June 2019 is -11.9%. * The growth rate for year to date vs. prior year to date is -0.8%.

Sales Tax: Actual, Budget, and TDP Estimates

$180.5 $173.5 $166.8 $160.4 $151.1 $154.3 $140.5 $129.2 $109.0

$83.4

2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Blue = Prior Year Actuals Orange = Current Year Budget Purple = Future Year TDP Estimates Updated: 07/28/2020 Blocked Wireless Communications Program By: Elena Petrova

In terms of scope, schedule, and budget: On Track At Risk Blocked Accomplishments Timeline  VoIP Implementation:  Fleet installations are at 55%.  All Swift coaches are installed. Team prioritizing commissioning of this fleet for extended live testing.  Batch commissioning process is improving. Currently onsite IT presence two days a week to support commissioning.

 LMR Decommissioning Feasibility:  Communication template for lessor contact finalized.  Market valuation complete. Assumed zero value due to high decommissioning costs.  Internal memorandum for communicating with Federal Transit Administration (FTA) executed.

8 Week Look-Ahead Issues & Risks  VoIP Implementation:  COVID-19 response is blocking some activities. Onsite presence is  Finalize Kasch Park Minifleet schedule and task list. limited and impacts ability to fully commission installed vehicles.  Last equipment order delivery.  Swift Extended Live test  VoIP Fleet installation schedule impact risk:  Finalize and approve a detailed plan.  Vehicle installations may slow down due to equipment delivery  Communicate plan with all parties involved. delays. Following closely to minimize impact with vendor.  Run live VoIP test to ensure system reliability.  LMR Decom Feasibility schedule extension:  LMR Decommissioning Feasibility:  Due to dependency to VoIP Implementation, this effort will not be  Start conversations with lessors on our intentions. finalized until after Go-Live for the new VoIP system has been  Begin discussion with Radio System support vendor on completed. contract extension. Wireless Communications Program Overview Program Manager: Jay Heim

Department Owner: Information Technology Program Sponsor: Tim Chrobuck Wireless Communications Program Portfolio Owner: De Tapia Program Support: Elena Petrova

CURRENT PROJECTS & INITIATIVES  Voice Communications Implementation (VoIP) – This project focuses on replacing the existing end-of-life Land Mobile Radio (LMR) system with a Voice over Internet Protocol (VoIP) system provided by Clever Devices. The VoIP solution is an application that communicates via the Mobile Access Router and cellular data service. This system will save operational costs, and will provide the benefit of being integrated with our Computer-Aided Dispatch / Automatic Vehicle Locator (CAD/AVL) system provided by INIT.

PROGRAM GOALS & OBJECTIVES  Land Mobile Radio (LMR) Decommissioning Feasibility – Planning, research, and feasibility phase  The Wireless Communications Program (WCP) provides of this final step in the replacement of our current land strategic planning, procurement, and implementation of mobile radio project. This feasibility project will allow us innovative technology to replace and improve to determine cost, timeline, resources, and scope communications onboard our coaches and for staff in the necessary to complete decommissioning. field and operations centers.

 The Wireless Communications Program aligns with ITS  Land Mobile Radio (LMR) Decommissioning – strategic priorities, including innovation and maximizing Carry out the recommended plan that comes out of the technology investments by providing more reliable, higher- feasibility study to complete the decommissioning of the quality communications and richer, more efficient tools for LMR system with minimal cost and operational impact. staff to deliver service.

To: Interested Agencies and Organizations

From: Kristen Ryan, Vanpool Customer Service & Sales Specialist

Date: August 7, 2020

Subject: Application for Surplus Vehicles

At the regular board meeting on August 6, 2020, Community Transit’s Chief Executive Officer, Emmett Heath, presented to the Board of Directors his intent to grant, in accordance with Board Resolution No. 08-02, up to twelve surplus vehicles to the community to enhance transportation services to Snohomish County residents. These vehicles, which were earmarked for retirement and scheduled for auction, instead will be awarded to eligible 501(c)3 non-profit organizations who serve the Snohomish County Public Transportation Benefit Area.

Attached is an application and other information that describe how to apply for one of these vehicles. Only one vehicle will be awarded per organization. Please note: completed applications must be postmarked no later than September 30, 2020.

The attached application overview provides specific information on the submittal process and schedule.

If you have any questions about this program or the application process, please contact Kristen Ryan at [email protected] or (425) 348-7196.

Definitions of Terminology Used in This Document

501(c)3 Status: A 501(c)3 Status is a designation issued by the Internal Revenue Service. A 501(c)3 nonprofit is exempt from federal income tax if it has these purposes: charitable, religious, educational, scientific, literary, testing for public safety, fosters amateur sports competition, or prevents cruelty to children or animals. A 501(c)3 is also able to receive grants. Providing your Washington State Certificate of Non-Profit is not proof of the 501(c)3. You must present the certificate or letter issued by the Internal Revenue Service for your organization to be eligible for the Van GO program.

Dial-A-Ride Transportation (DART): Dial-A-Ride Transportation (DART) is a paratransit service that provides transportation for people whose disability or condition prevents them from using Community Transit regular route buses. DART paratransit service can take a qualified customer to locations within 3/4 of a mile of a Community Transit local, non-commuter route, during the hours that the bus route runs in that area. A DART trip will take about as long as that bus ride. For more information on DART visit www.dialaride.org

Passenger Trips: A passenger trip is one round-trip made by one person. If you have 6 people that you take to the grocery store and back home again, that is 6 passenger trips.

Primary Applicant: The primary applicant is the lead agency applying for this grant. Vehicle title, if awarded, will be in the primary applicant’s name.

Public Transportation Benefit Area: The Public Transportation Benefit Area is an agency created by the voters to provide transit services to their city. All cities in Snohomish County except Everett have voted to join the agency: Formed by Lynnwood, Edmonds, Mountlake Terrace, Brier, Woodway, Marysville and Snohomish in 1976; Monroe and Lake Stevens joined in 1977; Stanwood, Granite Falls, Mukilteo and Sultan joined in 1979; Arlington joined in 1980; Gold Bar, Index and Startup joined in 1981; Oso and Darrington joined in 1982; Mill Creek joined in 1983 and Bothell joined in 1992.

Surplus Vehicles: Surplus vehicles are commuter vehicles no longer in service for a variety of reasons.

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Community Transit Rules/Requirements and Selection Criteria for Surplus Vans

Background On August 6, 2020, Community Transit’s Chief Executive Officer, Emmett Heath, presented to the Board of Directors his intent to grant, in accordance with Board Resolution No. 08-02, up to twelve 15-passenger vans to the community to enhance transportation services to Snohomish County residents. This packet contains the application, rules/requirements and selection criteria developed by Community Transit staff to implement that plan.

Vehicle Descriptions Up to twelve surplus vehicles will be granted as described below:

 Twelve 15-passenger vehicles (no lifts). Comprised of 2007 & 2008 Chevrolet Express 1500 and 2011 Ford E150, gas engines, automatic transmissions, with approximately 100,000 miles. Fair Market Value of the vehicles is approximately $7,500 each.

Eligibility All non-profit organizations and agencies with 501(c)3 status, who primarily serve residents of the Snohomish County Public Transportation Benefit Area (PTBA), are eligible. The PTBA serves all incorporated cities and towns in Snohomish County with the exception of the City of Everett. The PTBA also includes the Tulalip Reservation and portions of unincorporated Snohomish County. Questions about eligibility, limits of the PTBA and other questions about the program should be directed to: Kristen Ryan, Van GO Program, at (425) 348-7196.

Other Rules and Requirements

 Vehicles must be used for a transportation-related purpose for citizens who live within Community Transit’s public transportation benefit area.

 Only one vehicle will be awarded per agency/organization in an 18 month time frame.

 If partnering with another agency, applicant must include clear designation of primary applicant who will be named as buyer on vehicle title, if selected as a recipient.

 Applicant must certify they have the financial and management capacity to insure granted vehicle, if selected as a recipient.

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 Applicant must certify they have the financial and management capacity to maintain vehicle in good working condition.

 Applicant must provide a copy of the IRS 501(c)3 non-profit certification letter.

 Successful applicant will be required to sign an agreement relating to the exchange of vehicles for transit-related services. A sample agreement is included in this packet.

 Successful applicant will be required to report vehicle usage each quarter for the first year after receiving the vehicle.

Application Schedule August 7, 2020 Begin accepting applications September 30, 2020 Deadline for submitting applications October 2020 Review and scoring of applications by Community Transit staff November 2020 Vehicle awards will be announced December 2020 Estimated date of vehicle delivery to recipients

Application Submittal A paper copy of the application is attached. The application is also available on Community Transit’s website: www.communitytransit.org/VanGO or via e-mail from Kristen Ryan at the e-mail address below.

Please answer each question as completely as possible to accurately portray your agency, how you would use a Van GO vehicle if you are awarded and how this grant would help offset transportation difficulties within your agency.

Paper applications must be postmarked no later than September 30, 2020. Electronic or hand-delivered applications must be received no later than 5:00 p.m. on September 30, 2020. Electronic applications must be followed by a hard copy containing the appropriate certification signatures. Applications should be sent to:

Kristen Ryan, Van GO Program Community Transit 7100 Hardeson Road Everett, WA 98203-5834 Phone/Fax: (425) 348-7196 E-mail: [email protected]

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Selection Criteria Summary The selection process is competitive and involves a review and evaluation process using the criteria identified below. In addition to these specific criteria, geographic equity, diversity in population groups served, and whether an agency has received a grant vehicle previously will be used as balancing factors in making final selections.

CRITERIA: WEIGHT: 1. Demonstrated Community Benefit 50% 2. Total Number of Trips Provided 20% 3. Clarity and Quality of Application 15% 4. Coordination of Services 15%

Selection Criteria

1. Demonstrated Community Benefit Explain clearly the scope and nature of your agency’s transportation need and what data you have to support that need. Include what service you currently utilize, what other options are available to your organization and how your program will meet that need and coordinate with other programs to get maximum use.

2. Total Number of Trips Provided Clearly define and document the number of trips to be provided annually.

3. Clarity and Quality Applications will be rated on content, clarity, presentation and quality of application proposal – based on legibility, completeness, provision of data and clear definition of transportation needs and planned vehicle use.

4. Service Coordination Describe how your current and proposed service coordinates with public and private transportation services in the area to ensure broad community benefit.

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SAMPLE

AGREEMENT RELATING TO THE EXCHANGE OF VEHICLE FOR TRANSIT RELATED SERVICES

THIS AGREEMENT between the Snohomish County Public Transportation Benefit Area Corporation, (hereinafter called “Community Transit”), and ______, hereinafter referred to as the “Vehicle Recipient”) as follows:

In consideration of the mutual promises of the parties, it is hereby agreed as follows:

1. Community Transit shall provide to the Vehicle Recipient the following described vehicle:

Make: Year: Model: VIN : Fair Market Value:

2. The Vehicle Recipient shall provide the following services in consideration for the aforementioned vehicle: To provide enhanced transportation services for citizens who live within Community Transit’s Public Transportation Benefit Area.

3. If the Vehicle Recipient does not use the vehicle for the above transportation service for a period of one (1) year, the Vehicle Recipient shall forfeit the vehicle and the vehicle shall be returned to Community Transit or the Vehicle Recipient shall remit Fair Market Value of the vehicle (as listed above) to Community Transit.

4. Community Transit is giving the Vehicle Recipient the aforementioned vehicle AS IS, WHERE IS, and WITH ALL FAULTS and WITHOUT RECOURSE regarding the condition of the aforementioned vehicle. Community Transit makes NO EXPRESSED or IMPLIED WARRANTIES or GUARANTEES of any kind regarding the aforementioned vehicle.

5. The Vehicle Recipient shall hold Community Transit harmless from any and all liability or damages arising from Community Transit’s performance of this agreement.

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6. The Vehicle Recipient shall be responsible for all licensing, permits and insurance of the aforementioned vehicle. Proof of insurance shall be provided to Community Transit as a condition of delivery of the aforementioned vehicle.

7. The Vehicle Recipient shall provide to Community Transit a report, quarterly for one year, containing vehicle odometer readings, number of passengers carried, and description of current use of vehicle. Reports will be due March 30, 2021, June 30, 2021, September 30, 2021, and December 30, 2021. Report form will be provided. Information shall be submitted to Kristen Ryan, Community Transit, 7100 Hardeson Rd, Everett, WA 98203 or emailed to [email protected]

DATED: ______

SNOHOMISH COUNTY PUBLIC TRANSPORTATION BENEFIT AREA CORPORATION

By: ______

Title: ______

ATTEST: Vehicle Recipient

By: ______

Title: ______

ATTEST:

______Witness

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COMMUNITY TRANSIT Application for Surplus Vans

Section 1: General Information

1. Name of Primary Applicant Agency/Organization: ______

2. Mailing Address: ______

City, Zip: ______

3. Contact Person/Telephone: ______

4. Contact Person Email 00 Address: ______

5. (if applicable) Partner Agency/Organization: ______

6. (if applicable) Partner Agency/Organization: ______

7. Type of Applicant(s) (check all that apply): ___ Church ___ Public Agency ___ School/Daycare ___ Community Service ___ Senior Center/ ___ Other, please specify Organization Convalescent ______Center

8. Type of Vehicle Requested: ___ 15-passenger vehicle (no wheelchair lift) – All vehicles offered for 2020 grant period will be 15 passenger vans.

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Section 2: Description of Proposed Vehicle Use

1. Describe the community transportation problem you are proposing to solve with this vehicle and the benefit you want to achieve. Include in your answer the population you will serve, the area of Snohomish County you will serve, type of service you will provide, purpose of the transportation, extent of vehicle use and any other information you want us to know. (Attach an additional sheet, if needed.)

2. How many passenger trips do you expect to carry over the course of the next year? For the purposes of this application, a passenger trip is defined as a round trip for one person i.e. to/from their destination. Please show how you arrived at your estimate and describe the basis of your projection.

The hypothetical example below illustrates the type of information we are looking for in this question. In this example, the van would be utilized to support several programs within one organization.

Example Our group expects to utilize the van to provide 1518 passenger trips over the next year based on the following:

 4 people to church each Sunday = 4 people x 52 Sundays = 208 Basis: average number of people carried last year in old van

 5 people to place of employment each workday = 5 people x 250 work days = 1250 Basis: current number of developmentally disabled clients lacking daily transportation to work

 5 seniors on field trip one Saturday per month = 5 people x 12 field trips = 60 Basis: attendance at last year’s field trip.

3. Please describe the profile of the passengers you anticipate serving with this vehicle. Profiles include, but are not limited to, disabled, senior citizens, low income, at risk youth, and general public.

4. Please describe your service area. Include in your answer the percentage of Everett residents, residents outside of Everett but within Snohomish County, and residents outside of Snohomish County that you propose to serve.

5. What method of transportation does your program currently use to meet your organization’s transportation needs?

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6. a) To what extent does Community Transit’s existing bus and Dial A Ride Transportation (DART) service meet your organization’s transportation needs?

b) If current Community Transit service does not work for your organization, why not?

c) The demand for Community Transit’s DART service continues to grow. How would your organization help to relieve some of this demand by being awarded a vehicle from Community Transit? (For more information about Community Transit routes and services please visit www.communitytransit.org.)

7. Recipients of Van GO vehicles are expected to consider coordinating with other agencies both public and private in order to further expand transportation services for people with special needs. a) Please describe how your organization coordinates transportation efforts with other community programs outside your organization or parent organization. b) Please describe how your organization coordinates transportation services with Community Transit bus service. (For more information about Community Transit’s routes and services please visit www.communitytransit.org.) Note: For information about other community organizations interested in coordinating transportation resources, contact the Snohomish County Special Needs Transportation Coalition (SNOTRAC) at [email protected]

8. a) Will the vehicle be used to expand service (such as, establishing a new service, increasing the frequency of an existing service, etc.), to replace an existing service or both?

Expand Service_____ Replace Existing_____ Both_____

b) If the vehicle will be used to expand service, estimate the number of new trips that will be provided and/or explain how the vehicle will be used to expand service.

c) If the vehicle will replace existing service, please state the age and mileage of your current vehicle(s) and estimate the number of trips that will be provided with the vehicle.

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9. Is this application in coordination with any other agencies? Yes___ No___ If yes: a) List the name of the primary applicant who will be named as buyer on vehicle title if selected as a vehicle recipient, and

b) Briefly explain how the use of the vehicle will be divided among the agencies/ organizations involved. (All participating agencies/organizations are required to sign the certification and should also be identified on Page 1 of this application).

Section 3: Certification

I certify that, to the best of my knowledge, the information in this application is true and accurate and that this agency/organization has the necessary financial and managerial capability to adequately operate, maintain and insure the vehicle for which this application is being made.

Signature of Lead Agency/Organization Board Chair/Executive (person authorized to enter into legal agreement for your agency/organization)

Officer: ______Date:______

Typed Name/Title:______

Signature of Partner Agency/Organization (if applicable) Board Chair/Executive

Officer ______Date:______

Typed Name/Title:______

Signature of Partner Agency/Organization (if applicable) Board Chair/Executive

Officer ______Date:______

Typed Name/Title:______

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Application Submission Check List

 Include the Completed Application

 Identify the Primary Applicant

 Get All Required Signatures

 Include a Copy of Agency’s 501(c)3 Non-Profit Certification

 Postmark No Later Than September 30, 2020

Return all items to:

Kristen Ryan, Van GO Program Community Transit 7100 Hardeson Road Everett, WA 98203

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