The Planning Division is presenting contract amendments and modifications to the City Council to continue its contract for services with Active Transportation Alternatives, LLC for Alternative Modes Coordinator Services. The Alternative Modes Coordinator staff position was cut on March 31st, 2009, due to budget limitations in the Planning Division. The City Council approved an intitial four month contract on June 8, 2009, for Alternative Modes Coordinator Services with Active Transportation Alternatives, LLC. The contract was only for four months initially to meet Montana Department of Transportation (MDT) and the Federal Highway Administration (FHWA) requirements so the contract would align with the Federal Fiscal Year that ended September 30, 2009. Since approval of the short term contract, the Division has had extensive discussions with the MDT and the FHWA to modify this contract and continue funding it to provide Alternative Modes Coordinator services through the 2010 Federal Fiscal Year. The Planning Division is preparing its annual Unified Planning Work Program (UPWP) for the 2010 Federal Fiscal Year that starts October 1, 2009. The Division anticipates that with the 2010 UPWP approval by MDT and FHWA the contract may be continued for one year for Alternative Modes Coordinator Services to align with the Federal Fiscal Year and the 2010 UPWP. The short term contract specified that any modifications or amendments be approved through the City and so these amendments to the contract are for the same services specified in the previous contract but continues the services for one year (See Contract Amendment attached).

The Council may:

• Approve the amendments to the contract to have non-motorized transportation planning services continue to be provided for the Billings community and leverage a portion of Federal Planning Funds to continue the services; or
• Deny the contract amendments and cease, or severely limit, the non-motorized transportation planning services provided for the Billings community and reduce the amount of Federal Planning Funds used locally for transportation planning.

This amended contract will be funded from the FY 2010 Unified Planning Work Program (UPWP). The breakdown of funding includes $40,800 in PL funds (Federal) and $27,200 in local match. The local match is expected to come from Planning Division revenues in FY 2010. The local match for FY2010 is higher than the Planning Division anticipated following extensive discussions with MDT and FHWA on the contract scope and the PL reimbursement levels. The Divison will continue to assess the local costs of the contract throughout the City FY2010 to ensure that local match is available or adjustments will be made to the UPWP and/or the contract.

Staff recommends that the City Council approve and direct the Mayor or Mayor's designee to sign the amendments to the contract for Alternative Modes Coordinator Services with Active Transportation Alternatives.