REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement for Services with Hexagon Transportation Consultants, Inc. for Preparation and Application of a Transportation Demand Management Monitoring and Administration Program for Development Projects
Report
COUNCIL PILLAR
Promote and Enhance Economic, Housing, and Transportation Development
BACKGROUND
Transportation Demand Management (TDM) measures can be either infrastructure improvements or activities that reduce single occupancy vehicle trips associated with land development. The City’s adopted Climate Action Plan (CAP) and Transportation Analysis Policy establish goals related to reductions in Vehicle Miles Traveled (VMT) regarding new development or expansion projects. These VMT reduction goals for individual projects are often achieved through the requirement of TDM measures with a project such as multimodal supportive infrastructure or offerings such as bicycle racks, showers with changing rooms, bicycle repair facilities, provision of transit vouchers to employees or residents, remote work offerings, operation of shuttles, or guaranteed ride home programs.
The implementation of TDM measures is a multistep process and monitoring compliance typically occurs over the life of the project. First, VMT reduction requirements are established through conditions of approval or through the California Environmental Quality Act (CEQA) process during entitlement. Next, project representatives identify specific TDM measures to achieve VMT reduction requirements. Some, such as on-site infrastructure measures, will be addressed through the issuance of a Building Permit and expected to be complete before a project is occupied. Other TDM measures are implemented after occupancy and, for these, it may be necessary to demonstrate compliance with annual monitoring throughout the life of the project. Compliance review of TDM measures for a single project can thus span multiple years and involve City oversight by Community Development staff and also require technical support by Public Works staff.
The City currently has 53 approved development projects with TDM requirements and an additional 13 projects in the pipeline. Compliance monitoring has historically been conducted on an individual basis with each project owner preparing and submitting reports to the City independently. As part of the Adopted Biennial FY 2022/23 and 2023/24 Capital Improvement Program Budget, the City Council approved $200,000 to be allocated for consultant services for the preparation and application of a TDM monitoring and administration program for development projects which would formalize the City’s oversight and review of these reports.
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted as the solicitation method for this procurement, with the final award recommendation based on “best value.” The City published the RFP for Transportation Demand Management Consulting Services on the City’s e-procurement system. A joint proposal from Hexagon Transportation Consultants, Inc. (Hexagon) and TDM Specialists, Inc. (TDM Specialists) was received by the proposal deadline.
DISCUSSION
At the conclusion of the RFP process, staff recommends award of the contract to Hexagon. Hexagon will serve as the primary consultant and TDM Specialists will serve as a subconsultant.
Under the proposed agreement, Hexagon will provide all necessary services to monitor and administer TDM requirements for the City’s development projects. Prior to occupancy, Hexagon will review approved development projects for compliance with TDM obligations including reviewing the project’s built TDM infrastructure (e.g., bike lockers, showers, carpool facilities, etc). After occupancy, Hexagon will monitor compliance through annual review of post occupancy implementation of TDM measures which are required through the project’s life. Hexagon will also obtain from project contacts an annual TDM commuter survey report if applicable. Hexagon will track compliance through communication with property owners and developers, utilizing a customer relationship manager platform, OneCommute. Hexagon will provide monitoring and compliance information to the City quarterly, or sooner if non-compliance issues arise.
In addition, Hexagon will create and maintain a website that will contain development project TDM reports that will allow data to be queried for information on individual project compliance and show development project trends based on project type. This will allow the City to identify VMT reduction percentages for pending and future projects.
The maximum compensation in the proposed agreement is $200,000 over three years. The fees for establishing TDM parameters, tracking compliance, communicating with owners and developers, maintaining a website, and submitting annual reports will be assessed on a fixed fee basis. The consultant may also conduct site visits as necessary to collect data and verify compliance as needed on a time and materials basis.
The TDM monitoring and administration program is ongoing, and therefore, staff is also requesting approval to extend the term of the agreement and increase compensation as required.
Approval of this contract will allow the City to proceed with the establishment of a formal TDM compliance and monitoring program to promote the achievement of the City’s TDM goals for new land development projects.
ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Funding for this service is appropriated in the Transportation Demand Management project in the Adopted Biennial Fiscal Year 2022/23 and 2023/24 Capital Improvement Program Budget.
The intent is for the City to establish new fee(s) for private development to cover the cost of services to provide oversight of TDM compliance in projects. This will be brought forward in the coming years.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager’s Office, consistent with properly delegated authority or existing policy, to execute an agreement with Hexagon Transportation Consultants, Inc. for preparation and application of a Transportation Demand Management (TDM) monitoring and administration program for development projects for a three year term starting on May 1, 2023 and ending on April 30, 2026 for a total maximum compensation amount not to exceed $200,000; and
2. Approve and authorize the City Manager’s Office to execute amendments to the agreement to extend the term and increase compensation as may be required to support the requirements of the TDM monitoring and administration program, subject to appropriation of funds.
Staff
Reviewed by: Andrew Crabtree, Director of Community Development
Approved by: Office of the City Manager
ATTACHMENTS
1. Agreement for Services with Hexagon Transportation Consultants