REPORT TO COUNCIL
SUBJECT
Title
Action on a Grant Agreement with the California Office of Traffic Safety and Amendment No. 1 to the Agreement with Kimley-Horn and Associates, Inc. for the Santa Clara Vision Zero Plan and Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Vision Zero is a strategy aimed at eliminating traffic fatalities and severe injuries while also enhancing safe, healthy, and equitable mobility for all. Initially introduced in Sweden in the 1990s, Vision Zero programs have since been implemented around the world and locally in California and Santa Clara County. The City’s Bicycle Plan and Pedestrian Master Plan both include objectives related to exploring the implementation of a Vision Zero Plan. Staff have been actively pursuing various funding sources for a Santa Clara Vision Zero Plan (Plan).
In December 2023, the City Council accepted Federal Safe Streets and Roads for All (SS4A) grant funding to establish the Plan. The City Council also authorized the City Manager to execute all documents related to accepting the federal funding and approved a budget amendment of $570,000 for the Plan. By January 2024, the grant agreement with the Federal Highway Administration (FHWA) was fully executed.
In May 2024, the City Council approved an agreement with Kimley-Horn and Associates, Inc. (Kimley-Horn, Attachment 2) for professional services to assist with the development of the Plan. In July 2024, the City of Santa Clara received an additional $77,800 grant from the California Office of Traffic Safety (OTS) for the promotion and development of the Plan. OTS is the agency responsible for administering traffic safety grants made available to California by the National Highway Traffic Safety Administration (NHTSA). These grant funds will be used for communications and media campaigns, including the design of a Vision Zero logo, as well as the distribution of educational, promotional, and safety materials. Additionally, the funds will support the acquisition of multi-modal citywide transportation data to complete a comprehensive transportation safety analysis.
The purpose of this report is to request Council authorization for the City Manager to execute the Grant Agreement with OTS (Grant Agreement, Attachment 1) and Amendment No. 1 to the agreement with Kimley-Horn (Attachment 3). Both documents are required to be executed prior to OTS’ release of the grant funds.
DISCUSSION
As a condition of receiving the grant, the City is required to execute the Grant Agreement before OTS can approve the award of $77,800. The Grant Agreement specifies that the grant funds must be expended between October 1, 2024, and September 30, 2025. Therefore, staff is requesting that the City Council authorize the City Manager to execute the Grant Agreement as the Authorizing Official on behalf of the City.
Additionally, staff is seeking authorization to execute Amendment No. 1 to the agreement with Kimley-Horn. Amendment No. 1 will allocate $24,299 of the $77,800, bringing the total not-to-exceed compensation to $580,835. The funds will be used for the purchase of safety items and to support additional community engagement workshops/events and Santa Clara Vision Zero Plan promotions.
ENVIRONMENTAL REVIEW
The 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
The recommended budget action recognizes OTS grant funding in the amount of $77,800 and allocates those funds to a new Santa Clara Vision Zero - 2024 OTS Grant project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 1 with Kimley-Horn.
Amendment No. 1 with Kimley-Horn and Associates, Inc. for the Santa Clara Vision Zero Plan will increase the current $556,536 agreement by $24,299 for a total not to exceed amount of $580,835.
The table below summarizes the budget action for FY 2024/25.
Budget Amendment
FY 2024/25
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund |
|
|
|
|
|
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$27,692,361 |
$77,800 |
$27,770,161 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
|
|
|
|
|
Expenditures |
|
|
|
|
Santa Clara Vision Zero - 2024 OTS Grant (New Project) |
$0 |
$77,800 |
$77,800 |
COORDINATION
This report has been coordinated with the City Manager’s Office, the Finance Department and the 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. Authorize the City Manager to execute and take all necessary steps to implement the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $77,800 for the Santa Clara Vision Zero Plan, in a final form approved by the City Attorney;
2. Authorize the City Manager to negotiate and execute Amendment No. 1 to the Agreement with Kimley-Horn and Associates, Inc. to increase the maximum compensation by $24,299 for a revised not-to-exceed amount of $580,835, to provide promotional materials and additional support services for the Santa Clara Vision Zero Plan, in a final form approved by the City Attorney;
3. Authorize the City Manager to make minor modifications to both agreements and to extend the terms, if needed, in a final form approved by the City Attorney; and
4. Approve the FY 2024/25 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $77,800 to recognize grant funding for the OTS grant and establish the Santa Clara Vision Zero - 2024 OTS Grant Project in the amount of $77,800. (Five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Office of Traffic Safety Grant Agreement
2. Original Agreement with Kimley-Horn and Report to Council 24-222
3. Draft Amendment No.1 to Agreement with Kimley-Horn