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Non-Discrimination Agreement Annual Report Population Under 100,000 Washington State Department of Transportation City of Redmond (Name of Recipient) 2017 (Reporting Year, based on end date of reporting period) October 1, 2016 - September 30, 2017 (Reporting Period) As stipulated in this agency's Title VI Program Non-Discrimination Agreement, WSDOT"s approval letter to that agreement, and WSDOT's Highways and Local Programs Local Agency Guidelines Manual (Chapter 28), the annual accomplishment and update report for the reporting period reflected above is hereby submitted. Current Chief Executive Officer: • Name : • Title: Ma or Planning or Public Works Director: • Name: • Title: Planning Director Title VI Coordinator: • Name: • Title: Transportation Engineer Angie J. Venturato Typed/Printed Name Transportation Engineer Title Jan 31, 2018 Date OEO: NOA Annual Report Form City of Redmond 2017 ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 2 1. Report any changes in the organizational structure since the last reporting period. (Example: New Title VI Coordinator, new planning or public works director, etc.). a. Report should identify the changes in the racial/gender composition of those persons involved in the transportation decision making, including planning and advisory staff. b. If no changes have been made, please indicate that accordingly. New planning director, Karen Anderson, started June 6, 2017 (Caucasian female). 2. Using the most current data available (through Census or Washington State Office of Financial Management), describe the demographics within your jurisdiction. The demographic data in Table 1 is based on the 2011-2015 American Community Survey 5-Year Demographic and Housing Estimate, prepared by the U.S. Census Bureau. The City will be conducting a more thorough demographic analysis in 2018 as part of its budgeting process with additional information from the 2017 Household Travel Survey (discussed below). The City has a diverse, growing and well-educated population due to strong economic sectors in technology, manufacturing and healthcare. 4.4% of the population is unemployed with 3.9% of household on food stamps. Table 1. City Demographics based on 2015 U.S. Census Data Category Count Percentage General City Population 55,505 City Households 23,613 Gender Female 26,471 47.7% Male 29,034 52.3% Age Senior (+65) 5,333 9.6% Older Adult (40-64) 16,347 29.5% Younger Adult (22-39) 20,348 36.7% College Age (18-21) 1,428 2.6% Child (0-17) 12,049 21.7% Ethnicity/Race White (Non-Hispanic) 32,581 58.7% White (Hispanic) 4,692 8.5% Black 1,227 2.2% Asian 14,482 26.1% Mixed 2,162 3.9% Other 361 0.7% Citizenship U.S. Citizen 42,239 76.1% Non-U.S. Citizen 13,266 23.9% Limited English Proficiency Chinese 1,477 2.7% Spanish 1,459 2.6% Russian 519 0.9% Other Asian 416 0.7% Portuguese 271 0.5% Low Income Threshold (based on average household size) Low-Income 5,710 24.2% ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 3 a. Describe any required Title VI activities and/or studies conducted that provided data relative to minority persons, neighborhoods, income levels, physical environment, and travel habits. b. How was the information utilized or Title VI provisions and needs applied in each study or activity? The City of Redmond conducts an annual citizen survey to shape City priorities. This information is used to evaluate concerns regarding affordable housing/cost of living, transportation and other issues. The survey also provides information about how the public obtains information about City projects and activities, which will be used to evaluate Title VI needs and priorities as part of the 2018 Title VI Program update. In the spring of 2017, the City participated in the biennial Household Travel Survey conducted by the Puget Sound Regional Council (PSRC). The City coordinated with PSRC to obtain an additional 580 household surveys focused within City limits. These data will be used in conjunction with demographics to evaluate Title VI needs. The results of the survey are anticipated in the spring of 2018. 3. List any Public outreach activities during the reporting period such as, public announcements and/or communications for meetings, hearings, project notices. See Attachment A for examples of public outreach activities. Table 2 provides public outreach activities that are in addition to the regular activities described below. Redmond City Council Meetings: All City of Redmond construction contracts, consultant agreements and right of way acquisition are approved at City of Redmond Council meeting, which are open to the public and held on the first and third Tuesday of each month at Redmond City Hall. • Agendas, notices and minutes of all meetings are available via the City of Redmond website (http://www.redmond.gov/). • Audio tapes of the meetings are available at the City of Redmond Library or online via the City of Redmond website. • Meetings are also broadcast live on Redmond City TV Comcast Channel 21 and Frontier Channel 34. Meetings are replayed on Wednesdays at 1:00AM and 3:00PM, Thursdays at 1:00AM and 7:30PM, Fridays at 1:00AM and Sundays at 9:00PM. They are also available on demand for 24/7 viewing. • Anyone can sign up to speak at the meeting directly to the Mayor and City Council at the beginning of each meeting. Speakers are generally limited to three minutes; however, accommodations are made for persons with disabilities or use English as a second language. • Assistance for the hearing or visually impaired is available at Council and public meetings with one week advance notice made by contacting the City Clerk’s office at [PHONE REDACTED]. All transportation plan and project activities are available on the City of Redmond website, and public announcements and communications for public outreach events are provided in a manner akin to that of City Council Meetings. ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 4 Other public outreach activities and events related to transportation options, incentives and resources are provided through the Go Redmond! Commuter assistance site (http://www.goredmond.com/) and associated staff that post announcements throughout the city for upcoming events and activities. Table 2. Transportation-related public outreach activities during reporting period Project Public Outreach Activities Website 148th Ave NE & 51st St Pavement Preservation May/June – Postcard mailing July – Flyer distribution redmond.gov/148th51stPavement Safe Routes to School Mar – Neighborhood Drop-In Meetings in local area of project redmond.gov/134th redmond.gov/51st-Improvements Couplet Conversion Regular updates to community and business owners in region affected including weekly meetings and reports Aug - Press release and flyer on two-way travel opening redmond.gov/TwoWayConversion Architectural, Engineering and Surveying services are advertised via the shared electronic roster maintained by Public Purchase. Public Works transportation projects are advertised in the online Shared Procurement Portal, which provides a public solicitation board. Projects that are greater than $300,000 are also advertised for two consecutive weeks in the Daily Journal of Commerce and the Seattle Times. For more details about advertising projects, see the City of Redmond website. a. How were special language needs assessed? List the special language needs assessments conducted. The City of Redmond is proud of its diverse communities and is continuing to make improvements to meet special language needs. The City conducts a demographic review to evaluate the potential for special language needs associated with a given activity. For Citywide outreach, two languages have been identified as meeting the Safe Harbor threshold: Chinese and Spanish (Table Special language assessments are also conducted with each new project to determine if language assistance may be needed for outreach services. This methodology is being reviewed as part of the 2018 Title VI Program update to ensure that we are assessing needs properly. b. What outreach efforts did you utilize to ensure that minority, women, low-income, and LEP population groups were provided equal opportunity to participate in those outreach activities. (Examples: provided materials in other languages, met with local social services agencies, advertised in a minority publication). City of Redmond staff are available to provide special languages services when requested with advance notice at public outreach activities and Council meetings. Additionally, the City of Redmond provides a number of dynamic visual map viewers online to provide point and click access to all of the latest projects and traffic impacts going on in the City. The City Council adopted Resolution 1465 on January 17, 2017, affirming its commitment to cultural inclusivity. A cultural inclusion workgroup started workshops in September 2017 to address issues including outreach to LEP and low income populations. ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 5 Additionally, several activities are going on in 2018, including the opening of the new Customer Service Center and new public meeting spaces to improve access to City services. The City of Redmond’s Human Services division has partnered with several local social services agencies to ensure that minorities, seniors, women and low-income groups are included in outreach activities. The City is reviewing its processes to improve access to publications and materials for those with limited English proficiency. c. List the special language services provided – note the professional language service provided including the name of the service, date provided, number of persons served, and any other relevant information. The City website is equipped with translator software to convert content into multiple language. The site is being updated in 2018 to make multiple improvements to provide better accessibility for LEP populations. The City of Redmond has thirty-six (36) staff members that are available to speak sixteen (16) different languages to provide services to the public. If City staff are unable to provide direct communication, staff connect the person to LanguageLine Solutions through the City Police Department. Languages provided include Cantonese, Mandarin, Shanghai, Czech, Dutch, French, German, Haitian Creole, Hindi, Italian, Kannada, Korean, Marathi, Portuguese, Romanian, Russian, Sign Language, Spanish, Telugu, and Vietnamese. Because staff directly communicate with those needing special languages, the City does not maintain a formal list of the number of persons served. However, the City is in the process of reviewing this in the 2018 year given its new Customer Service Center and as part of its Title VI program update. Table 3 provides information about known language services provided during the reporting period. Assistance is also provided at Council and Public meetings for the hearing and visually impaired with advance notice to the City Clerk’s office. During the reporting period, there was one request for hearing impairment services, which was provided via the City’s ADA Program services. Table 3. Special languages services provided in reporting period. Name of Service Persons Served Language Needed Action Taken Timeframe Development Services 2 Hindi Staff proficient in Hindi provided service 3rd Qtr, FY2017 Development Services 2 Spanish Staff proficient in Spanish provided service 2nd Qtr, FY2017 Information Services 1 Spanish Staff proficient in Spanish provided translation 4th Qtr, FY2017 ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 6 d. List any costs incurred for translations and interpreters for each activity. Because staff directly communicate with those needing special languages, costs are included as part of general staff labor and benefits. Professional language services cost $14,800 during this reporting period. 4. List all the transportation related contracts (Federal and others) that were executed during the reporting period. (Please include construction, consultant agreements for planning, design, engineering, environmental, research, maintenance, etc.) a. Include dollar value of each See Attachment B. b. Other than advertising in your local legal publication, what outreach was made to DMWBE firms that a contracting opportunity existed within your agency? In addition to including the Title VI statement when advertising in local publications, the City of Redmond uses the Shared Procurement Portal to notify vendors of contracting opportunities. The Portal provides discounted half-price fees to certified DMWBE firms. As part of the City of Redmond’s outreach efforts to use minority and female contractors, when appropriate, proposals include a Disadvantaged Business Enterprise (DBE) goal. As a condition of award, the successful bidder must make good faith efforts to meet this DBE goal. A description of bidding and contracting policies are available online http://www.redmond.gov/business/biddingContracting/. c. Identify the DMWBE contracts that were awarded and their dollar amount. See Attachment B. d. Is there a Title VI Non-Discrimination statement included in all contracts and public notices? The City’s non-discrimination policy is included in all contracts, including federally-funded and all other contracts. All federally funded contracts administered by the City of Redmond contain additional Title VI provisions (FHWA form 1273) defining Title VI requirements included in the contract documents with a requirement that these provisions be included in all amendments, supplements and lower tier contracts entered into by the contractor. Contract documents also include GSP 01-07.11 language relating to the Requirements for Non-discrimination. Goals are established for the participation of Disadvantaged Business Enterprises, where applicable. The Title VI Policy is posted on the city website with reference to it on all site pages, including public notices, contracts and contract opportunities. The policy is also available in Spanish and Simplified Chinese. The City is in the process of reviewing its contract and public notice language as part of its 2018 Title VI Program update. ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 7 e. How did your organization ensure that minority, women, and disadvantaged firms were provided equal opportunity to participate in the contracting arena? All City of Redmond contracts contain non-discrimination provisions to ensure and heighten awareness that the City of Redmond will not tolerate discriminatory practices. As part of the City of Redmond’s outreach efforts to use minority and female contractors, when appropriate, proposals include a Disadvantaged Business Enterprise (DBE) goal. Certified DBE firms can encompass small minority and women-owned firms. As a condition of award, the successful bidder must make good faith efforts to meet this DBE goal. The proposer establishes good faith efforts when it documents that it has obtained enough DBE participation to meet the DBE goal: or documents that it has made adequate efforts to do so although unsuccessful. 5. Summarize any transportation projects that identify potential impacts to minority and/or low- income Environmental Justice (EJ) populations impacts such as displacements, increased noise, bisecting neighborhoods, et al). Note the following: a. How impacts were minimized/mitigated. b. Also include a statement, if applicable, on projects that specifically benefit community cohesion such as: adding sidewalks, improving access to properties that improve access for EJ populations. No negative impacts to minorities and/or low-income EJ populations were identified during this reporting period. Projects during this period that improve access for minority and low-income populations by providing sidewalks, creating and updating ADA- accessible ramps, creating non-motorized connections and access to transit include: • Targeted Safety Improvements & Traffic Calming • Safe Routes to Schools • Redmond Central Connector Phase II • Cleveland St Couplet Conversion and Street Scape • 31st and 51st St Improvements • 152nd Ave Main St • SR 530 Trail Grade Separation at 40th St The City of Redmond has multiple budgeted programs to improve access to all populations, including: • funding transportation services for low-income, elderly and disabled populations, adding sidewalks, trails, bicycle lanes, crosswalks and pedestrian safety signals from low-income and minority communities to provide safe access to schools and social services • working with King Country Metro and Sound Transit to improve access to transit by strategically adding bus stops and services to multicultural and low-income neighborhoods ---PAGE BREAK--- Non-Discrimination Agreement Annual Report Population Under 100,000 OEO: NDA Annual Report Form 8 • launching mid-day shuttle service known as the Redmond Loop in 2016, which provides mid-day shuttle service to Redmond neighborhoods, providing access to social services, medical care, schools, parks and retail centers • providing multiple transportation options for minority and low-income persons through Go Redmond incentives and events 6. If Right of Way has been acquired for a transportation project, please describe: a. Identify the number of minority, low-income, elderly and disabled persons affected. b. The efforts that were made to address Limited English Proficiency issues (including use and cost of translators, outreach efforts for each reported activity). c. Describe any concerns raised by minorities and women regarding appraisals, negotiations, relocation assistance, and payments. What actions were taken to resolve those issues? One vacant parcel was acquired for a future roadway extension project within a commercial area. No minority, low-income, elderly, disabled, or LEP persons were affected by this acquisition. No other property was acquired during this reporting period. Table 4. Property acquisitions for transportations projects during reporting period. Project Property Activity Recording Number Tax Parcel Present Land Use Households Affected NE 70th St from Redmond Way and 180th Ave NE (Future Extension) Statutory Warrant Deed 20170126001081 [PHONE REDACTED] Vacant (Commercial) 0 7. List and describe any Title VI related complaints, as a result of transportation activities and projects. Include: d. What was the allegation or concern? e. Procedures used f. Action taken g. Resolution No Title VI related complaints were received during this period. The City is in the process of reviewing our complaint process as part of its 2018 Title VI Program update. ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 1 Samples The City of Redmond is in the process of reviewing its communications and outreach materials to ensure that it is in compliance with Title VI and LEP requirements based on Title VI training provided in January 2018. This includes a Title VI Program update to its non-discrimination agreement by February 23, 2018 as requested by WSDOT, a major overhaul to its website for completion by summer 2018 to include language translation services for vital documents and outreach activities, and an assessment of its Title VI organizational structure given recent changes in the past year. The City is also reviewing its complaint process and changes needed in communications (for example, inclusion of Title VI policy and language options on postcards and flyers to the community) and customer service. ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 2 Title VI Program Policy ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 3 Go Redmond! – Commute Trip Reduction Program (Spanish version) ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 4 Cultural Inclusion Resolution 1465 (Chinese version) ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 5 Postcard Mailer Open House Notification ---PAGE BREAK--- Attachment A City of Redmond Title VI Report – FY2017 6 Flyer ---PAGE BREAK--- Attachment B City of Redmond Title VI Annual Report - Pop. Under 100,000 1/31/2018 FFY 2017 Design Consultant Contracts (period from 10-1-2016 to 9-30-2017) Project Name Consultant Sub-Consultant Date Executed Contract Value Federally Funded Sub-Contract MWBE Contract Value Non Discrimination Washington Certified Federal Certified 1 SR 520 Trail Grade Separation at 40th Street David Evans and Associates 10/17/2016 1,331,459.00 $ N Y N N Historical Research Associates 7,621.00 $ Y N N Associated Earth Sciences 22,741.00 $ Y N N PanGeo 87,126.00 $ Y N N Roland Resources 12,722.00 $ Y N N Enviroissues 33,583.00 $ 33,583.00 $ Y Y Y Meng Analysis 29,390.00 $ Y N N 2 Willows Road Overlay and Culvert Replacement Tetra Tech 9/27/2017 851,845.00 $ N Y N N GeoEngineers 46,979.00 $ Y N N 1-Alliance 49,255.00 $ 49,255.00 $ Y Y Y Parametrix 99,103.00 $ Y N N Willamette 8,575.00 $ Y N N 3 2017 Safe Routes to School Reid-Middleton 6/21/2017 22,737.00 $ Y Y N N Supplemental Agreement 1 no subs on SA1 4 CFD #2 - 31st St and 51st St Huitt-Zollars 8/15/2017 192,504.00 $ N Y N N Supplemental Agreement 1 TENW 39,011.00 $ Y N N 5 152nd Avenue Main Street Perteet 11/23/2016 781,753.00 $ Y Y N N Supplemental Agreement 1 Alta Planning + Design 63,641.00 $ Y N N CG Engineering 18,210.00 $ Y N N Hough Beck & Baird 57,809.00 $ 57,809.00 $ Y Y Y HWA GeoSciences 61,624.00 $ 61,624.00 $ Y Y Y Universal Field Services 107,097.00 $ Y N N 6 148th Ave NE and NE 51st St Pavement Preservation David Evans and Associates 5/16/2017 101,876.00 $ Y Y N N Supplemental Agreement 2 HWA GeoSciences 2,298.00 $ 2,298.00 $ Y Y Y 7 Redmond Central Connector Phase II Otak 7/26/2017 142,914.00 $ Y Y N N Supplemental Agreement 4 Berger Partnership 5,000.00 $ N N N 8 Union Hill Road Phase III and SE Redmond Regional Ponds Reid-Middleton 1/5/2017 7,060.00 $ N Y N N Supplemental Agreement 3 no subs on SA3 ---PAGE BREAK--- Attachment B City of Redmond Title VI Annual Report - Pop. Under 100,000 1/31/2018 FFY 2017 Construction Contracts (period from 10-1-2016 to 9-30-2017) Project Name Contractor Subcontractor Date Executed Contract Value Federally Funded Sub-Contract MWBE Contract Value Non Discrimination Washington Certified Federal Certified 1 148th Ave NE and NE 51st Street Pavement Preservation Watson Asphalt Paving Co. 5/16/2017 1,853,152.90 $ Y Y N N Agostino Construction 278,335.00 $ Y N N Belarde 130,347.00 $ 130,347.00 $ Y Y Y Equipment Maintenance Inc 42,500.00 $ Y N N G & G Inc 199,300.00 $ 199,300.00 $ Y Y Y Obunco Engineering 12,710.00 $ 12,710.00 $ Y Y Y Silverstreak 23,017.50 $ 23,017.50 $ Y Y Y Stripe Rite 47,637.36 $ Y N N 2 West Lake Sammamish Parkway and NE 36th St Paving Watson Asphalt Paving Co. 6/2/2017 22,000.00 $ N Y N N (no subs) 3 2015-2016 Targeted Safety Improvements & Traffic Calming Trinity Contractors 12/14/2016 451,469.86 $ N Y N N Advanced Government Services 10,000.00 $ 10,000.00 $ Y Y Y Apollo Concrete Sawing 3,195.00 $ Y N N DBE Electric 146,051.50 $ 146,051.50 $ Y Y Y Gaige Construction 13,125.00 $ Y N N Highmark Concrete 33,718.80 $ Y N N JB Asphalt 10,683.25 $ Y N N PLS Inc. 4,030.00 $ Y N N PR Systems 8,700.00 $ Y N N Stanley Patrick Striping 9,996.00 $ Y N N West Coast Signal 38,478.00 $ Y N N