CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: June 20, 2023
To: Honorable Mayor and City Councilmembers
From: Kari Svanstrom, Planning Director
Subject: Approval of Consultant for Vehicle Miles Traveled (SB743) Assessment Recommendation: Approve the Consultant and Authorize the City Manager or his designee to execute an Agreement
Funding: Currently Budgeted: ___X____ Yes ____ No _____ N/A Net General Fund Cost: $0
Total Cost: $29,085
Supplemental Planning Grants (247): $29,085
Account Code/Costs authorized in City Approved Budget (if applicable) __AK______ (verified by Administrative Services Department) INTRODUCTION/PURPOSE:
The item is to request Council approve the Consultant, Fehr and Peer, Inc, and authorize the City Manager or his designee to execute an Agreement with the firm to develop Vehicle Miles Traveled (VMT) standards for the City consistent with SB743.
BACKGROUND:
The State of California adopted SB743, effective 2020, which shifts transportation impact metrics for the California Environmental Quality Act (CEQA) from vehicle level of service (LOS), a measure of roadway capacity that assigns a letter grade to roadway performance, to vehicle miles traveled (VMT), a metric that accounts for the number of vehicle trips generated and the length or distance of those trips. For transportation impact analysis, VMT is generally expressed as VMT per capita for a typical weekday.
Under SB 743, the City must decide what level of VMT change caused by a project would constitute a significant transportation impact when a project undergoes CEQA analysis. Currently, VMT needs to be done individually on each project subject to CEQA review under overall State guidelines. Additionally, the City has not identified mitigations that would be appropriate to reduce VMT.
This project would develop VMT metrics/thresholds for the City to adopt, and also provide guidance on potential mitigations that could be applied to projects.
DISCUSSION:
City staff solicited proposals from consultants on the ABAG (Association of Bay Area Government) Planning Bench for these particular planning grants. These firms went through an RFP process at the ABAG level. Staff is recommending Fehr and Peers. Fehr and Peers has done a significant amount of work for the Sonoma County Transpiration Authority (SCTA), including travel modeling that included the City of Sebastopol and surrounding areas. They have also developed “SB743” screening maps for SCTA which includes VMT tools and screening maps.
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
Working with Fehr and Peers will save money as they have already developed background information on VMT within the County and Sebastopol, including VMT mapping tools (the contract scope reflects this savings already).
GOALS:
This action supports the following City Council Goals:
Goal 7 - Provide and Develop a Plan for the Future for the City of Sebastopol with the Implementation of the new General Plan
The following General Plan Actions:
Goal CIR 5: Reduce Vehicle Miles Traveled (VMT) in Order to Reduce Congestion and Help Achieve Regional Efforts to Reduce Greenhouse Gas (GHG) Emissions
Policy CIR 5-1: Actively support the Regional Climate Protection Authority (RCPA) in its efforts to reduce GHG emissions and strive to meet its regional goals.
Policy CIR 5-2: Ensure that the City’s Trip Reduction Program (Municipal Code Section 8.16) is implemented. The purpose of the City’s Trip Reduction ordinance is to reduce traffic and improve air quality within the City of Sebastopol by promoting the development of Trip Reduction Programs (also referred to as Transportation Demand Management Programs, or TDM) at existing and future work sites. Examples of TDM programs may include (but are not limited to) subsidized transit passes, guaranteed ride home, carpool matching, telecommuting, alternative work schedules, car sharing, employer-sponsored vanpools, priced workplace parking, preferential parking for carpools and/or low-emission vehicles, and shower facilities at workplaces to support bike riding.
Policy CIR 5-3: Support the establishment and expansion of a regional network of electric vehicle charging stations and encourage the expanded use of electric vehicles.
Actions in Support of Goal CIR 5
Action CIR 5a: Supply transportation data to the RCPA as requested to assist in the assessment of GHG reduction efforts.
Action CIR 5b: Establish specific TDM requirements that is consistent with the City’s Trip Reduction Program for projects and consider making requirements sector-based (e.g., residential, commercial, industrial).
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, staff anticipates receiving public comment from interested parties following the publication and distribution of this staff report.
Such comments will be provided to the City Council assupplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
Planning staff submitted and received State Planning Grant funding for this project (LEAP, Local Early Action Grant), so there would be no cost to the General Fund. This is a reimbursement basis type grant which the City Council approved. Costs associated with the project, until reimbursement occurs (based on grant milestone or quarterly) would be loaned from the General Plan Update Fund )Fund 208) and then reimbursed once grant funding is invoiced/received. This project would close out the currently awarded Supplemental Planning Grant (Fund 247) grants.
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
RECOMMENDATION:
Approve the Consultant and Authorize the City Manager or his designee to execute an Agreement with Feh & Peers for VMT analysis and threshold project.
Attachments:
Proposed Scope and fees
Qualifications
Other Links: https://www.fehrandpeers.com/vmt-impacts/
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
City of Sebastopol SB 743/VMT Support
Scope of Work
Fehr & Peers will support the City of Sebastopol in addressing SB 743 and the transition of CEQA Transportation analysis from congestion-based metrics (such as Level of Service) to the State-mandated metric of vehicle-miles traveled (VMT). The switch to the VMT metric enables the City to more closely align CEQA Transportation section analysis with goals and policies related to sustainability and climate; however, the VMT analysis methods and thresholds present unique challenges for agencies on the periphery of an MPO that are served by limited/infrequent transit services and/or that have a high driving mode share.
Task 1 – Kickoff Meeting
Fehr & Peers will participate in a (virtual) kickoff meeting with City staff to discuss the desired goals and outcomes of the project. The scope of work will be reviewed and revised, if necessary. Communication protocols and schedule will be confirmed. Fehr & Peers will prepare meeting minutes and submit to City staff for review and confirmation.
Task 2 – Informational Meetings with Planning Commission and City Council Fehr & Peers will prepare a PowerPoint presentation outlining the background behind SB 743, changes to the CEQA Guidelines made in response to SB 743, and their effect on future land use and transportation projects in Sebastopol. The purpose of the presentation is to be informational in nature and to provide a high-level background and summary about the topic. More detailed information can be provided verbally by Fehr & Peers or City staff during the presentation or can be provided during the CEQA threshold adoption process (Task 4). The presentation will be given at one Planning Commission meeting and one City Council meeting.
Task 3 – SB 743 Implementation Technical Memorandum
Fehr & Peers will prepare a brief technical memorandum summarizing implementation items (potential VMT metrics, calculation methods, screening criteria, and thresholds) for the Planning Commission and City Council’s consideration for adoption. The memorandum will also summarize the actions taken by nearby agencies, and summarize other regional efforts related to implementing VMT for CEQA (i.e. work being done by SCTA on the VMT mitigation topic). Additional guidance on potential VMT mitigation strategies will be provided.
Task 4 – Adoption Meetings with Planning Commission and City Council Fehr & Peers will update the PowerPoint from Task 1 to include data from the memo in Task 2 and develop draft recommendations for adoption of VMT metrics, calculation methods, screening criteria and thresholds. Fehr & Peers will assist City staff in the preparation of staff reports for the Planning Commission and City Council meetings (up to four hours of staff report preparation time per meeting); the staff reports will also include details about potential next steps regarding mitigation methods or other means of programmatically clearing future development in the City. Fehr & Peers will present at one Planning Commission meeting and one City Council meeting.
Task 5 – Conference Calls
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
Fehr & Peers will attend up to eight 30-minute conference calls over the course of the project. The purpose of these conference calls will be to check in on status of Fehr & Peers’ work and to coordinate on the development of presentations, staff reports, and other meeting materials.
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
Fee Proposal for Sebastopol SB 743/VMT Implementation Support Fehr & Peers
Associatein-Char
ge
Forecasting
Ex
pert
Sr. Engineer/
Planner
I. Barnes M. Watten A. Takushi
Tasks $305 $275 $195 $150
Task 1 - Kickoff Meeting 2 0 2 1 5 $80 $1,230Task 2 - Informational Meetings with Planning Commission and City Council Develop Presentation 4 2 8 2 16 $250 $3,880
Two Evening Meetings 8 0 0 2 10 $440 $3,180
Task 3 - SB 743 Implementation Technical Memorandum
Draft Memorandum 6 4 12 3 25 $2,650 $8,370
Final Memorandum 20 4 1 7 $110 $1,650
Task 4 - Adoption Meetings with Planning Commission and City Council Update Presentation 42 4 2 12 $200 $3,050
Staff Report Support 22 4 1 9 $150 $2,240
Two Evening Meetings 4 0 0 2 6 $360 $1,880
Task 5 - Conference Calls 4 0 0 15 $100 $1,470
Total for All Tasks (Including Task 4) 36 10 34 15 95 $4,340 $26,950Notes:
This fee proposal is valid for a period of 90 days from the proposal submittal date.
Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.
Rates and staff are subject to change at any time, without notice, and within the total budget shown Labor
Hours
Direct
Costs Total
Admin/
Graphics
1 Agenda Item Number 3
Agenda Number 3
City Council Meeting Packet of June 20, 2023
Fee Proposal for Sebastopol SB 743/VMT Implementation Support Fehr & Peers
Associatein-Char
ge
Forecasting
Ex
pert
Sr. Engineer/
Planner
I. Barnes M. Watten A. Takushi
Tasks $305 $275 $195 $150
Task 1 - Kickoff Meeting 2 0 2 1 5 $80 $1,230Task 2 - Informational Meetings with Planning Commission and City Council Develop Presentation 8 2 8 2 20 $250 $5,100
Two Evening Meetings 8 0 0 2 10 $440 $3,180
Task 3 - SB 743 Implementation Technical Memorandum
Draft Memorandum 9 4 12 3 28 $2,650 $9,285
Final Memorandum 20 4 1 7 $110 $1,650
Task 4 - Adoption Meetings with Planning Commission and City Council Update Presentation 42 4 2 12 $200 $3,050
Staff Report Support 22 4 1 9 $150 $2,240
Two Evening Meetings 4 0 0 2 6 $360 $1,880
Task 5 - Conference Calls 4 0 0 15 $100 $1,470
Total for All Tasks (Including Task 4) 43 10 34 15 102 $4,340 $29,085Notes:
This fee proposal is valid for a period of 90 days from the proposal submittal date.
Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.
Rates and staff are subject to change at any time, without notice, and within the total budget shown Labor
Hours
Direct
Costs Total
Admin/
Graphics
1 Agenda Item Number 3
Agenda Number 3
City Council Meeting Packet of June 20, 2023
National Projects
• FHWA Greenhouse Gas Handbook
• US EPA National Study of Travel Benefits of
Mixed-Use Development
State Projects
California
• Over 200 Senate Bill (SB) 743 Related
Implementation Projects throughout the
State (see map)
• Statewide Greenhouse Gas Targets and
Guidelines for Regional Transportation Plans,
California Air Resources Board and California
Transportation Commission
• CA Attorney General On-Call VMT & Travel
Demand Management Support
• Caltrans Smart Mobility Framework
• Transportation Section of California Air
Pollution Control Officers Association
(CAPCOA) Quantifying Greenhouse Gas
Emissions (2010 version and currently
updating)
• CalEEMod update
(The California Emissions Estimator Model®
(CalEEMod): A statewide land use emissions
computer model designed to provide a
uniform platform for government agencies,
land use planners, and environmental
professionals to quantify potential criteria
pollutant and greenhouse gas (GHG)
emissions associated with both construction
and operations from a variety of land use
projects)
Oregon
• Oregon DOT Statewide Transportation
Strategy on Climate Change
Washington
• Statewide Assessment of Greenhouse
Gas Analysis Tools, Washington State
Department of Commerce
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Fehr & Peers is a national leader in developing creative and innovative transportation solutions that improve communities, with a particular emphasis on sustainable climate, energy, and healthy lifestyles. We focus our broad range of transportation planning and engineering services on:
• Climate – Integrating multimodal transportation with urban development and activity patterns to reduce carbon and other emissions, and promote global climate stability.
• Energy – Planning and design for minimal consumption of nonrenewable energy for environmental and economic sustainability. • Livability – Creating living and travel environments that encourage a high quality of life, physical activity, healthy lifestyles, convenience, and safety.
The State of California is leading the way in establishing vehicle miles traveled (VMT) as a transportation environmental metric. The State has implemented several policies and bills over the last decade, the most recent is Senate Bill 743, which changes shifts the transportation environmental focus from congestion to VMT.
RELEVANT EXPERIENCE
Senate
Implementation
Bill743
Senate Bill (SB) 743 changes the metric used for
transportation environmental analysis from Level
of Service (LOS) to VMT in the State of California.
Fehr & Peers is leading SB 743 implementation
projects throughout California with a wide range
of state, regional, and local governments:
191 Jurisdictional
Projects
For both
California State
University (CSU)
campuses and
University of California
(UC) campuses
25 University
Projects
Vehicle Miles of Travel vs. Roadway Congestion:
Changing the Mobility Planning Paradigm
Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023
Regional and Local Agency Projects
(Guidelines and Implementation)
California
• Developed guidelines for evaluating and mitigating
VMT in transportation impact studies for over 200
agencies in California to address Senate Bill 743
requirements. This includes producing VMT and travel
demand management calculators (see map showing
jurisdictions)
• Developed programmatic VMT reduction programs
such as VMT banks and exchanges for LA Department
of Transportation, San Bernardino County, and San
Diego County. These programs include subsidized
transit pass programs, telecommute incentive
programs, land use transfer programs, etc.
• San Diego Association of Governments Guidelines for
Estimating Smart Growth Trip Generations and Parking
• Climate Action Plans for over 30 California Agencies
Oregon
• Portland Bureau of Transportation VMT metrics and
guidelines
Maryland
• Montgomery County VMT metrics and guidelines
Teaching
• Our staff teach courses on VMT evaluation and
reduction and travel demand management through
University of California Berkeley and Davis
• Staff serve as speakers for a variety of organizations to educate agencies, other consultants and the public
on VMT analysis and guideline development and
implementation
˄City of Temecula VMT Screening Tool and Traffic Impact Analysis Guidelines ˅Western Riverside Council of Governments VMT Screening Tool Agenda Item Number 3 Agenda Number 3
City Council Meeting Packet of June 20, 2023