TO: TRANSPORTATION AND FROM: Kip Harkness
ENVIRONMENT COMMITTEE
SUBJECT: See Below DATE: October 11, 2024
Approved Date
______
SUBJECT: City Infrastructure Strategy Quarterly Status Report
RECOMMENDATION
Accept a quarterly status report on key workstreams, project highlights, and any updates on key workstreams.
OUTCOME
Staff will provide an update on the City Infrastructure Strategy workstreams, the results of the previous Quarter’s commitments (July – September 2024), and committed deliverables for the current Quarter (October – December 2024). The Committee will provide feedback to staff on their update.
BACKGROUND
In July 2024, the City of San José completed the first year of the City Infrastructure Strategy, launched in FY 2023-24 to guide critical infrastructure work across five key objectives: Disaster Ready and Climate Smart, Transportation and Aviation, Clean Energy Resilience, Water Resilience, and Natural Environment Restoration. With the completion of the first year, the strategy has been refined to better align with new opportunities, evolving needs, and the FY 2024-25 Operating and Capital Budget.
The five updated Objectives that now make up our strategy are: Climate Ready & Climate Smart, Modern & Sustainable Mobility, Clean Energy Resilience, Water Resilience, and Natural Environment Restoration (Figure 1). This updated Infrastructure Strategy streamlines the city’s focus, adding new workstreams and adjusting existing ones to maintain momentum while addressing emerging priorities. The 19 updated and T&E AGENDA: 11/4/24
ITEM: (d) 1
10/25/2024
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
2 new workstreams supporting these five objectives as illustrated below. The updated slate of workstreams strengthens collaboration across city departments and builds on partnerships with external agencies like Valley Water and PG&E to address the city’s infrastructure goals more effectively.
Figure 1: City Infrastructure Strategy for Fiscal Year 2024-2025 This refreshed Infrastructure Strategy positions the City of San José to address current and future infrastructure challenges more effectively, emphasizing resilience, sustainability, and innovation. The Analysis section below describes the City’s achievement status of our Q1 Key Results.
ANALYSIS
As a reminder, each workstream is led by workstream drivers who are empowered to define clear and specific Key Results that align with the delivery of each workstream.
These Key Results should be measurable, attainable, relevant, and time-bound to a quarterly delivery cycle. Workstream drivers are individuals or teams with the necessary expertise and authority to execute the initiatives and projects related to the objectives.
Each quarter, the workstream drivers and their respective departments develop their committed Key Results for each initiative within the City Infrastructure Strategy. At the
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
3 end of the quarter, we evaluate each workstream on completing their planned Key Results and assign an overall rating of Green, Yellow, or Red. Green means the workstream is solidly on track with no course corrections required, Yellow means the workstream is largely on track but requires minor course correction or problem-solving, and Red means the workstream is off track or has experienced a significant shift in work during the last quarter.1 Staff uses these scores as part of execution as learning and use these ratings to identify where teams need additional support or a change in direction to be successful.
The image below illustrates the color-coded Red, Yellow, and Green status across the 19 workstreams. In the first Quarter of FY 2024-2025, eleven workstreams finished Green (58%), seven were Yellow (37%), and one was Red (5%).2 The one red workstreams and three of the yellow workstreams are new workstreams to the City Infrastructure Strategy, and we attribute their delays to the learning curve associated with using OKRs.
Figure 2: Key Result Completion Status for City Infrastructure Strategy Workstreams (July – September 2024) Highlighting a Few City Infrastructure Workstream Results 1 Each Key Result is individually scored as Red, Yellow, or Green and then given a score of 0, 1, or 2, respectively. The Average of the Key Results across a work stream are scored as Red if the average is less than 1, Yellow if the average is 1 or greater, and Green if the average is 1.6 or greater. 2 If we dig down one level deeper to the Key Result level, there were 55 Key Results across the 19 workstreams. Of these 55 Key Results, teams completed 35 (64%), partially completed another 17 (31%), and did not complete 3 (5%).
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
4 We want to discuss in detail a few key workstreams in the City Infrastructure Strategy to highlight progress made to date.
• RWF Land Use/Construction Coordination: The Regional Wastewater Facility Capital Projects and Land Use Coordination Meeting was initially scheduled for September, and rescheduled to October. Thus earning a red status because the single key result was not completed. However, the coordination meeting held in October is worth highlighting. Staff from ESD, DOT, OEDCA, CMO, and PW gathered to review 11 different capital construction projects in the vicinity of the Regional Wastewater Facility over the next decade. From this meeting, staff identified the need for enhanced internal coordination between the various departments. Key outcomes included improved communication on land use priorities, understanding overlapping project timelines, and de-conflicting roadway and traffic impacts on plant operations and construction projects. The meeting also provided a platform for staff to learn about the various projects and raise potential issues for the group to continue working collaboratively. • Partnership with PG&E: In Q1, the team achieved several key results. As part of our monthly coordination meeting with PG&E, staff from PW and ED conducted an informative session on the Electric Vehicle (EV) fleet and charging infrastructure needs to enhance collaboration on future charger buildout. Staff also hosted a Downtown Electrification Needs Session with PG&E and City Representatives from PW, ED, OED, PBCE, CMO, and DOT to explore major development projects impacting electrical demand growth. Lastly, staff from our Development Services division prepared for an October Process Improvement Permit Streamlining Retreat with PG&E's New Business Team, aiming to improve the permitting processes for energization projects.
• Climate Adaptation and Resilience Plan: The team completed a comprehensive review of existing plans and policies to ensure alignment with current resilience goals. A preliminary vulnerability assessment was also developed, providing valuable insights into where potential climate-related risks are more likely to occur in specific areas of the City. Additionally, a draft Citywide vision statement for climate resilience was created, setting the foundation for a unified approach to strengthening the city's ability to withstand and adapt to climate-related challenges. Over the next few months, the team will begin stakeholder engagement through focus groups and a community survey. The team will continue to partner with SPUR and Valley Water and coordinate internally with PBCE, DOT, ED, PW, and OEM. This item will be heard on its own at the February 3, 2025, T&E Meeting.
The completion status for all the Q1 individual Key Results within each workstream is detailed in Appendix A.
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
5 The in-progress October through December 2024 (Q2) Key Results are detailed in Appendix B.
CONCLUSION
Staff continues to make progress on the 19 Workstreams in the City Infrastructure Strategy and pending available resources. Staff will return to the Transportation & Environment Committee in February 2024 to provide an update on our Q1 Key Results.
COORDINATION
This memo has been coordinated with the Planning, Building, and Code Enforcement Department, Environmental Services Department, Department of Public Works, Airport Department, Energy Department, Department of Transportation, the City Attorney’s Office, the City Manager’s Budget Office, and Office of Emergency Management. /s/
KIP HARKNESS
Deputy City Manager,
City Manager’s Office
For questions, please contact Erica Garaffo, Lead Resilience Strategist (Assistant to the City Manager), at [email protected].
ATTACHMENTS
Appendix A – City Infrastructure Objectives and Key Results Q1 Scored (July - September 2024)
Appendix B – City Infrastructure Objectives and Key Results Q2 In Progress (October – December 2024)
Appendix A – City Infrastructure Objectives and Key Results Q1 Scored (July – September 2024) City Infrastructure
Objectives
Work Stream
(Dept Director/ Driver) Q1 Key Results (July - Sept) Q1 Scored Climate
Ready +
Climate
Smart
Shoreline Levee (Sea
Level Rise)
Kevin Ice
1. Deliver a project update to the Transportation and
Environment Committee.
2. Sign LOI
1. Complete
2. Complete
Climate Adaptation
and Resilience Plan
Erica Garaffo
1. Completed review of existing plans and policies
relevant to the Adaptation and Resilience Plan
2. Develop a preliminary vulnerability assessment
3. Develop a draft Citywide vision statement for climate resilience.
1. Complete
2. Complete
3. Complete
Climate Smart
(Mitigation &
Decarbonization)
Julie Benabente
1. Complete draft of Climate Smart San Jose plan
update 1. Complete
Modern &
Sustainable
Mobility
Airport Asset
Preservation Plan
Fai Ali
1. Execute a Task Order with Consultant for the Airport Asset Preservation Plan scope of services using a
phased approach
2. Consultant to conduct and complete interviews with
key SJC personnel, focused on condition of assets,
planned and ongoing projects and state of current
infrastructure.
3. Perform comprehensive document and data review
to analyze SJC Terminals A & B infrastructure
systems.
1. In process
2. In process
3. In process
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
7 Airport Expansion
Enabling Projects
Fai Ali
1. Final completion for the Airport’s new Facilities
Division building.
2. Complete the RFP submittals review for the Airport’s new Belly Freight and Receiving Center project and
prepare draft council award memo.
3. Complete the rebid package for the Airport’s Waste
Disposal and Fueling Relocation project and prepare
for advertising.
4. Complete the Consolidated Rental Car Facility
(CONRAC) Electric Vehicle Supply Equipment (EVSE)
Capacity Assessment Technical Memo
1. In process
2. In process
3. Complete
4. In progress.
Diridon Station
Modernization
Jessica Zenk
1. Finalize and bring to JPAB 2 alternaives for sation
design 2.
launch engagement effort
3. Diridon + Aiport Connector - Council Study session
(8/16)
1. Complete
2. Complete
3. Complete
BART Silicon Valey
Extention
Jessica Zenk/J.
Guevara
1a. Develop, coordinate and implement CTMPs for the
project - Implement Contract Package 2 - Construction
Transportation Management Plan (CTMP) 1 at Newhall
Yard
1b. Develop, coordinate and implement CTMPs for the
project - Develop Contract Package 2 - Construction
Transportation Management Plan (CTMP) 2 at
Diridon/Downtown Stations
2. Coordinate multi-department reviews of VTA design
Packages and maintain 30-working days on-time
reviews
3a. Implement work plan in support of Right-of-Way
Management - Utilization of tunnel GIS model
3b. Implement work plan in support of Right-of-Way
Management - Establish development review protocols
1a. Complete
1b. In Process
2. Complete
3a. In Process
3b. In Process
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
8 Airport Diridon
Connector
Jessica Zenk/ Ryan
Sheelen
1. Complete review of Final Feasibility Validation
Report
2. Prepare draft City Council Memo and Presentation
for report on Diridon to Airport Connector
1. In progress
2. In progress
Clean
Energy
Resilience
Municipal Electrical
Service
Erica Garaffo
1. Go/No-Go on each potential use case
2. Business Case, Financial Model and Staffing Plan
Consultant Selected
3. Standup SJ Power Working Team and develop Q1
OKRs
1. Complete
2. Complete
3. Complete
Electric Vehicle Fleet/
Charging
Infrastructure
Kate Ziemba/ Walter
Lin/ Ramses Madou
1. Apply for CFI grant for EVSE for public and fleet
2. Develop internal plan and RACI chart governing
charger maintenance requests and recordkeeping of
maintenance, uptime/reliability (will continue into Q2)
3. Assemble tiger team to claim tax credit for chargers and EVs installed citywide in FY23-24
4. Initiate engagement activities for the Mobility Hubs project on San Fernando St
5. Final scope of work of GIS EV infrastructure siting
tool to enable analytics
6. Seek exemption for procurement of EV charging
management systems
1. Complete
2. Complete
3. Complete
4. Complete
5. In process
6. In process
City Wide Building
Electrification
Kate Ziemba
1. Execute contract with program implementer, kick off
HP incentive program development, and finalize
program design.
2. Finalize on-bill financing pilot loan documents with CAO.
3. Achieve reservation of 20% of total available
incentive funding in Electric Homes San Jose program
1. Complete
2. Complete
3. Complete
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
9 Attracting Skilled
Technical Workforce
Erica Garaffo/Zach
Struyk
1. Execute agreement with firm to conduct salary
benchmarking study
2. Receive first draft of study
1.Complete
2. Not Started
Partnership with
PG&E
Erica
Garaffo/J.Guevara/Kate
Ziemba
1. Conduct EV Fleet and Inrastructure learning session
with PG&E and CSJ
2. Host Downtown Electrification Needs Session with
stakeholders
3. Coordinate and schedule Process Improvement
Permit Streamlining Retreat with PG&E New Business
Team
1. Complete
2. Complete
3. Complete
Water
Resilience
Diverse Water Supply/
Direct Potable Reuse
Jeff Provenzano
1. Finalize negotiations and execute the CSJ/VW
funding agreement to fund staff costs associated with
development of a Purified Water project.
2. Finalize and execute a recycled water sales
agreement between CSJ and SJWC
1. Complete
2. Complete
Regional Wastewater
Facility (RWF)
Transformation
Mariana Chavez/Kapil
Verma
1. Participate in and provide feedback to the Regional
Water Board’s Nutrient Permit Adoption Hearing in July
in relation to the proposed Nutrient Watershed Permit.
2. Hold a vendor open house at the RWF in September
for industry partners to learn about the upcoming
Additional Digester and Facility Upgrade Project’s
procurement specifics and timeline.
1. Complete
2. Complete
RWF Land Use &
Construction
Coordination
Jennifer VoccolaBrown/Kevin Ice
1. Hold Regional Wastewater Facility Capital Projects
and Land Use Coordination Meeting in September to
improve internal coordination across departments.
1. Deferred to
Oct. 15
Natural
Environment
Restoration
Ensure Clean Creeks
& Rivers
(Stormwater Permit)
Rajani Nair
1. Obtain Q4 data , Finalize an approve Annual and
Direct Discharge Progress report from departments
2. Seek council approval of City’s Stormwater Permit
Annual Report
3. Submit City’s Stormwater Permit to Water Board to
meet City’s compliance requirements.
1. Complete
2. Complete
3. In Progress
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
10 Community Forest
(Urban Tree Canopy)
Sara Davis
1. Exicute agreement with the US Forest Service.
2. Plan planting with Community Strong Strategies in
the districts they manage.
1. Complete
2. Not started
Protect Coyote Valley
Open Space
Brent Carvalho
1. Draft Design/Development Standards
2. Revise Draft Reports (Baseline Assessmentand
Land use/Economic Assessment)
3. Initiate Environmental Review
4. Host Focus Group #4
1. Deferred to
next quarter
2. In progress
3. Complete
4. Deferred to
next quarter
Appendix B – City Infrastructure Objectives and Key Results Q2 In Progress (October - December 2024) City Infrastructure
Objectives
Work Stream
(Dept Director/ Driver) Q2 Key Results (Oct - Dec)
Climate
Ready +
Climate
Smart
Shoreline Levee (Sea
Level Rise)
Kevin Ice
1. Conduct in-person working group with Valley Water, Coastal Conservancy, and Santa Clara to outline MOU deal points
2. Develop 30% draft of MOU
Climate Adaptation
and Resilience Plan
Erica Garaffo
1. Develop Climate Adaptation and Resilience Plan Framework
2. Conduct one stakeholder workshop
3. Design and publish online survey to begin taking public feedback Climate Smart
(Mitigation &
Decarbonization)
Julie Benabente
1. Complete update to draft plan content and draft graphics and layout
2. Complete draft of updated Climate Smart model
Modern &
Sustainable
Mobility
Airport Asset
Preservation Plan
Fai Ali
1. Execute a Task Order with Consultant for the Airport Asset Preservation Plan scope of services using a phased approach
2. Consultant to conduct and complete interviews with key SJC personnel, focused on condition of assets, planned and ongoing projects and state of current infrastructure.
3. Perform comprehensive document and data review to analyze SJC Terminals A & B infrastructure systems.
4. Consultant will perform a visual facility condition assessment (FCA) for the Systems in Terminals A and B
5. Consultant will prepare and submit to City a draft “Findings Report” detailing the current state of Airport terminal infrastructure including a ROM level capital investment plan.
6. Consultant will prepare and submit a final Comprehensive Investment Plan.
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
12 Airport Expansion
Enabling Projects
Fai Ali
1. Final completion for the Airport’s new Facilities Division building
2. Complete contract negotiations and prepare draft council award memo.
3. Complete the advertising process for the project and evaluate bids
4. Complete the Consolidated Rental Car Facility (CONRAC) Electric Vehicle Supply Equipment (EVSE) Capacity Assessment Technical Memo Diridon Station
Modernization
Jessica Zenk
1. Lead engagement on two chosen Diridon Station alternatives
2. Present Diridon Station project updates at Nov. JPAB meeting
3. Sign new Diridon Station cooperative agreement
BART Silicon Valey
Extention
Jessica Zenk/J.
Guevara
1a. Develop, coordinate and implement CTMPs for the project - Implement Contract Package 2 - Construction Transportation Management Plan (CTMP) 1 at Newhall Yard
1b. Develop and coordinate CTMPs for the project - Develop Contract Package 2 - Construction Transportation Management Plan (CTMP) 2 at Diridon/Downtown Stations
2. Coordinate multi-department reviews of VTA design Packages and maintain 30-working days on-time reviews
3a. Implement work plan in support of Right-of-Way Management - Utilization of tunnel GIS model
3b. Implement work plan in support of Right-of-Way Management - Establish development review protocols
Airport Diridon
Connector
Jessica Zenk/ Ryan
Sheelen
1. Airport Connector - Finalize Council Memo and presentation to bring recommendation to City Council (expected November 2024)
2. Determine feasibility for starting PDA Phase 2 based on Council recommendation and funding needs.
Clean
Energy
Resilience
Municipal Electrical
Service
Erica Garaffo
1. Finalize and execute Technical Engineering Service Order with Worley for Class 5 Engineering Estimates for 2 Interconnection Points.
2. File Interconnection Amendments based on updated CAISO decision
3. Draft Business Case Developed
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
13 Electric Vehicle Fleet/
Charging
Infrastructure
Kate Ziemba/ Walter
Lin/ Ramses Madou
1. Finalize fleet electrification master plan
2. Develop mid-year budget request with PRNS for EVSE at Kirk Community Center
3. Meet with Charging as a Service providers
4. Final scope of work of GIS EV infrastructure siting tool to enable analytics
5. Seek exemption for procurement of EV charging management systems City Wide Building
Electrification
Kate Ziemba
1. Launch SJCE Heat Pump incentive program
2. Market SJCE heat pump program to Electric Homes San Jose waitlist customers
3. Launch SJCE On-bill Financing Pilot
Attracting Skilled
Technical Workforce
Erica Garaffo/Zach
Struyk
1. Execute agreement with firm to conduct salary benchmarking study
2. Develop first draft of study
Partnership with
PG&E
Erica
Garaffo/J.Guevara/Kate
Ziemba
1. Conduct Energy Programs and Diridon Station Energization needs learning sessions with PG&E and CSJ
2. Work with PG&E to receive guidance on distribution capacity available for EV charging at critical City sites
3. Conduct Process Improvement Permit Streamlining Retreat and identify target improvements to pilot
Water
Resilience
Diverse Water Supply/
Direct Potable Reuse
Jeff Provenzano
1. Participate and advance a multi-agency project charter process with Valley Water, San Francisco Public Utilities Commission, City of Santa Clara, and City of San Jose to develop a regional Purified Water project.
Regional Wastewater
Facility (RWF)
Transformation
Mariana Chavez/Kapil
Verma
1. Provide status report on Plant Master Plan Technical Update activity to members of TPAC in November.
2. Review report on RWF Process Modeling activity to help inform future CIP Projects.
TRANSPORTATION & ENVIRONMENT COMMITTEE
October 11, 2024
Subject: City Infrastructure Strategy Quarterly Status Report
14 RWF Land Use &
Construction
Coordination
Jennifer VoccolaBrown/Kevin Ice
1. Hold Regional Wastewater Facility Capital Projects and Land Use Coordination Meeting in September to improve internal coordination across departments.
Natural
Environment
Restoration
Ensure Clean Creeks
& Rivers
(Stormwater Permit)
Rajani Nair
1. Provide update on Direct Discharge progress to Water Board by December 2024
2. Develop and initiate approach to remove trash within in channel of waterways Community Forest
(Urban Tree Canopy)
Sara Davis
1. Plan planting with Community Strong Strategies in the districts they manage.
Protect Coyote Valley
Open Space
Brent Carvalho
1. Draft Design/Development Standards
2. Revise Draft Reports (Baseline Assessment and Land use/Economic Assessment)
3. Host Focus Group #4