City Council
Report
City Council Meeting: April 23, 2024
Agenda Item: 5.E
1 of 6
To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Mobility (DOT) Subject: Approval of First Modification of Agreement #11250 with Steer for Rideshare Program Administration and Outreach
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute a first modification to agreement #11250 in the amount of $96,200 with Steer, Inc. for rideshare program administration and outreach for the Department of Transportation, resulting in a three-year amended agreement (with two one-year optional extensions) with a new total amount not to exceed $1,497,698.48, with future year funding contingent on Council budget approval; and
3. Authorize budget amendment as outlined in the Financial Impacts and Budget Actions section of this report (requires 5 votes).
Summary
The City’s rideshare program reduces employee commutes in single-occupancy vehicles (SOV) during morning and evening peak periods through the implementation of the City’s trip reduction plan as required by the South Coast Air Quality Management District’s (AQMD) Rule 2202 and the City’s Transportation Demand Management (TDM) Ordinance. TDM is the implementation of strategies that encourage individuals to either change their mode of travel from SOV, reduce trip length, eliminate the trip altogether, or commute outside of peak periods. The first modification of agreement #11250 with Steer would provide enhanced rideshare program administration to benefit City employees. Providing and encouraging other commute options not only positively 2 of 6
impacts recruitment efforts, but also supports employee retention. Additionally, enhancing the employee rideshare program aligns with the City’s sustainable and connected council priority. Agreement #11250 includes a task titled “Additional Services - fee-for-service” that allows Steer to administer on-site TDM programs at local employers. Staff recommends utilizing additional restricted transportation funds to enhance rideshare program administration for City employees.
Discussion
During COVID-19, many rideshare program elements were suspended due to the transition of many City staff to working from home. Additionally, as a result of citywide restructuring in 2020, the Mobility Assistant position was eliminated as part of the reduction in force. The Mobility Assistant helped to further reduce work-related vehicle trips by assisting in the implementation of the City’s trip reduction plan through employee education, events, and outreach, as required by the AQMD’s Rule 2202 and the City’s TDM Ordinance, and coordinated various commuter programs for the City.
Further restoration and enhancement of the City’s employee rideshare program is necessary to ensure continued compliance with AQMD’s Rule 2202. While required, the City’s employee rideshare program also positively impacts recruitment and retention efforts.
Additionally, enhancing the employee rideshare program is in line with the City’s sustainable and connected council priority. The rideshare program supports the City’s sustainable mobility objective of converting 25% of commuter trips to transit outlined in the 2019 Climate Action and Adaptation Plan. This objective is particularly important for the City as it is the largest employer in Santa Monica. Due to a longstanding commitment to climate resiliency, the City has achieved a 48% reduction in carbon emissions since 1990. However, 68.5% of our current greenhouse gas (GHG) inventory is from the transportation sector. Therefore, the City needs to make a sustained effort to address transportation-related emissions, and enhancing the employee rideshare program will help to reduce GHG emissions.
When comparing staff commute data from 2019 and 2023, there has been a decrease 3 of 6
in green commutes (e.g., bus, rail, walk, bike, carpool) and an increase in SOV commutes. During COVID-19, there was a significant increase in teleworking, however, as staff has returned to office, teleworking has decreased and staff are opting for SOV commutes rather than green commutes. The enhancement of the employee rideshare program will educate employees on green commuting options to reduce SOV commutes.
As staff has returned to office, the City has partially reinstated rideshare services for City staff, but still lacks resources for dedicated staff to administer the employee rideshare program at an optimal level.
In March 2022, the City awarded Steer a three-year contract (with two additional oneyear renewal options) to operate a citywide Transportation Management Organization (TMO). The TMO is a representative membership organization of employers, residents, and other stakeholders that works in collaboration with the City to achieve the mobility goals set forth in the Land Use and Circulation Element (LUCE) such as increasing transportation options, reducing SOV trips, and encouraging active transportation use.
Given the financial condition of the City, it is not currently feasible to restore the Mobility Assistant position. However, effectively administering the employee rideshare program is necessary, and the City can implement these services through our existing contract with Steer. Additionally, enhanced administration of the City’s employee rideshare program aligns with the current services Steer provides through the TMO. A task outlined in the current contract allows Steer to provide additional services, including the administration of on-site TDM programs at local employers, through a fee-for-service model. By allocating additional restricted transportation budget to Steer’s current contract, the City will be able to enhance and further restore the following rideshare program elements:
• Support administration of the annual average vehicle ridership (AVR) survey and submission of TDM plan to AQMD
• Assist education and outreach efforts to new and existing City employees about 4 of 6
commute options and limited rideshare programs
• Administer guaranteed ride home program and guidelines • Support provision of parking cash out benefit
• Bicycle program support (e.g., bike locker administration, Bike@Work promotion, provision of bike pump and repair tools)
• General outreach and communication (e.g., bike month, staff lunch and learns, staff email/newsletter)
Contracted rideshare program administration is an eligible use of Proposition A Local Return Funds in the restricted Rideshare and Parking Programs Fund. Staff recommends utilizing additional funds to enhance rideshare program administration for City employees as a cost-effective way to partially restore rideshare program elements.
Further, the previously approved contract with Steer for TMO administration and outreach services would be adjusted by 2% to account for a cost-of-living adjustment (COLA) increase with funding from the Transportation Management Plan Special Revenue Source Fund.
Environmental Review
The contract modification is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA guidelines. The modification is covered by the common sense exemption which states that CEQA does not apply where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The modification will allow the Mobility Division enhanced rideshare program administration.
Therefore, it can be seen with certainty that the contract modification would not result in adverse physical impacts to the environment, and as such, is categorically exempt from CEQA.
Past Council Actions
Meeting Date Description
5 of 6
1/26/2016 (attachment
A)
Council authorized the City Manager to execute a contract with Steer for the development and activation of a Santa Monica Transportation Management Organization.
3/22/2022 (attachment
B)
Council authorized the City Manager to execute a contract with Steer for the continued administration of transportation and outreach services through the Santa Monica
Transportation Management Organization.
Financial Impacts and Budget Actions
Staff seeks authority to appropriate available funds from the Special Revenue Source Fund (TDM fees collected from employers and developers) to cover the COLA to the contract with Steer for continued administration of transportation and outreach services through the Santa Monica TMO. Approval of the recommended action requires the following budget amendment:
FY 2023-24 and FY 2024-25 Budget Amendment
Fund Balance Release Appropriate Funds
Account Number Amount Account Number Amount
10.365501 – TDM Fees $15,100 10600002.550010 $15,100
Staff also seeks authority to approve funding from the Local Return Fund (Prop A) to increase the amount of the Agreement with Steer for rideshare program administration and outreach.
Contract Modification Request
Agreement # Current
Authorized
Amount
FY 2023-24
Budget Modified
Request Amount
FY 2024-25
Budget Modified
Request Amount
Dept Account # Total Revised
Contract
Amount
11250 $750,000 $5,000 $10,100 10600002.550010 $765,100
- $25,000 $56,100 27600001.525190 $81,100
Total $750,000 $30,000 $66,200 $846,200
Future year funding is contingent on Council budget approval. 6 of 6
Prepared By: Kate Edgerley, Transportation Management Specialist Approved Forwarded to Council
Attachments:
A. Staff Report for 2016 Award of TMO Contract (Web Link) B. Staff Report for 2022 Award of TMO Contract (Web Link) C. Steer Contract 11250 PSA - Fully Executed (2022)
D. Oaks Initiative Form - Steer
E. Levine Act Disclosure Form - Steer
F. PowerPoint Presentation