Loading...
HomeMy WebLinkAboutMINUTES - 10251994 - TC.1 J . . TO: BOARD OF SUPERVISORS Contra/_ f' Contra FROM: TRANSPORTATION COMMITTEE Co(�� ulty DATE: October 10, 1994 SUBJECT: Annual TDM Report for Pleasant Hill BART Station Area and Agreement with the Contra Costa Centre Association for the 1994-95 TDM program at the Pleasant Hill BART Station area SPECIFIC REQUEST(S) OR RECOMMENDATIONS) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS - 1. ECOMMENDATIONS -1. Accept the Annual Report by the Contra Costa Centre Association on the Pleasant Hill BART Station Area Transportation Demand Management (TDM) Program (Exhibit A) . 2 . Approve an agreement with the Contra Costa Centre Association to manage the Transportation Demand Management (TDM) program for the Pleasant Hill BART Station Area during 1994-95, in an amount not to exceed $294 , 558 . 00 (Exhibit B) and authorize the Chair of the Board to sign the agreement. 3 . Authorize the Director of Community Development to charge up to $20,000 to the Pleasant Hill BART Station Area TDM Fee Account during 1994-95 for staff costs related to monitoring the TDM program, staffing the TDM Advisory Committee, and, if needed, for a financial audit of the program. 4 . Direct the Auditor-Controller to deposit $25, 600 from the Pleasant Hill BART Station Area TDM Fee Account to the Contra Costa Centre Association Van Replacement Account for van depreciation costs for the 1994-95 fiscal year. FISCAL IMPACT None to County general funds. The Pleasant Hill BART Station Area TDM Program is funded by the Pleasant Hill BART Station Area TDM Fee Account, which was established in 1983 by a voluntary CONTINUED ON ATTACHMENT: X YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR X RECOMMENDATION OF BOARD COMMITTEE APPROVE / OTHER SIGNATURE(S) : Gayle Bishop Tom Torlakson ACTION OF BOARD ON UL I APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN AYES: NOES: _ ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Or g Dept: Community Development ATTESTED OCT 2 5 1994 Coni act: Ernest Vovakis, 646-2131 PHIL BATCHELOR, CLERK OF cc: Contra Costa Centre Assn. (via CDD) THE BOARD OF SUPERVISORS Val Alexeeff, GMEDA AND COUNTY AD N STRATOR Jim Kennedy, Redev. Agency BYcit.,>..t... , DEPUTY 7 Annual Report for Pleasant Hill BART October 10, 1994 Page 2 assessment of the property owners for transportation purposes. With the commitment of funds made with this Board order for $340, 158 . 00, approximately $1, 200, 000 remains in this account for allocation in future years. BACKGROUND/REASONS FOR RECOMMENDATIONS Since 1986, the County has required a Transportation Demand Management (TDM) program for the Pleasant Hill BART station area, intended to encourage the use of alternative modes of transportation by station area employees in order to mitigate the traffic impacts resulting from the develoment of the area. Each year since 1990, the County has entered into an agreement with the Contra Costa Centre Association to manage the TDM program for the Pleasant Hill BART Station area. The most recent agreement expired on September 30, 1994. The County requires submittal of an annual report, including the results of an employee transportation survey. The 1994 transportation survey indicates an improvement in the use of commute alternatives, while the employment population of the area has increased to 2 , 900. Under the Air District' s Trip Reduction Rule, which became effective in Contra Costa County on July 1, 1994, work sites of 100 or more employees should attain a specified performance objective, known as "vehicle employee ratio" or VER. Generally, VER means the number of vehicles used by employees to travel to work during weekdays from 6 a.m. to 10 a.m. Under the Air District rule, the VER objective for 1994 is 0. 87, and it decreases each year, reaching 0.74 in the year 1998. In 1994, the Centre Association achieved a raw VER of 0.77, which significantly exceeds the County's and the Bay Area Air Quality District's 1994 objective. However, the "adjusted VER" , which assumes that all non-responding employees drove alone, was 0. 87, exactly equal to the 1994 objective. The commute mode of station area employees between 1991 and 1994 is summarized as follows: Mode 1991 1992 1993 1994 Drive Alone 70% 73% 71% 67% Carpool 13% 11% 10% 13% Transit 11% 11% 8% 10% Vanpool 4% 2% 3% 2% Other 2% 4% 8% 8% The overall response rate to this year's survey declined to 54% as compared to 70% in 1993 , and ranged from 30% to 91% for individual employers. The declining response rate may reflect a saturation level in the transportation information being directed to Centre employees. The average commute distance increased to 18.2 miles from last year's 16. 1 miles. While 27% of the Centre employees commute 5 miles or less, 29% commute over 21 miles to work each way. This represents the highest proportion of long distance commuters during the last six years of surveys. 64% of the employees live in Contra Costa County, 15% in Alameda County, and 9% in Solano County. In approving the 1993-94 project agreement, the Board of Supervisors requested the Centre Association to develop new strategies for increasing the use of commute alternatives and to report on them in the 1994 annual report. The Centre Association has worked closely with new employers relocating to the area, has obtained a grant to provide onsite transit ticket sales at a discount, and has continued to evaluate the operation of a noontime shuttle service intended to alleviate the need for private autos for errands. The Annual Report appears in Exhibit A. The transportation survey results are available at the Community Development Department. The project agreement for 1994-95 has been reviewed for form by the County Counsel 's office; it continues funding for operating eight vanpools, including three new vanpools acquired with Measure C funds during 1992-93, and for operating a noontime shuttle service to nearby commercial areas, also started during 1992-93 . $75, 000 is allocated to match a Caltrans grant, which provides for on-site kiosks and bonded staff to sell high-volume transit tickets. Other costs are for staffing the program, marketing, holding transportation fairs, and replacing aging vans. EXHIBIT B PROJECT AGREEMENT PLEASANT HILL BART STATION AREA TDM PROGRAM 1994-95 1. Agreement Identification. Department: Community Development Department Subject: 'Allocation of Pleasant Hill BART Station Area TDM Fee Account for TDM Program 2 . Parties. The County of Contra Costa, California, hereinafter called "County" , and the following named Contractor mutually agree and promise as follows: Contractor: Contra Costa Centre Association Address: 1350 Treat Boulevard, Suite 180 Walnut Creek, California 94596 3 . Term. The effective date of this Agreement is October 1, 1994 and it terminates September 30, 1995 unless sooner terminated as provided herein subject to all terms, conditions, and assurances contained or incorporated herein. 4 . Payment Schedule. County's total payments to Contractor under this agreement shall not exceed $294,558.00. County shall make quarterly payments to Contractor equivalent to actual expenditures for the preceding quarter except that County will advance $75,000.00 to contractor to fund operations during the first quarter. Payments shall be made in accordance with the following schedule: October 20, 1994 advance payment of $75,000.00 February 20, 1995 reimbursement for October 1 - December 31 May 22 , 1995 reimbursement for January 1 - March 31 August 21, 1995 reimbursement for April 1 - June 30 November 20, 1995 final reconciliation for 1994-95 agreement County reserves the right to withhold any part or all of any payment if questions regarding expenditures arise which cannot be resolved to the satisfaction of the County. 5. County's Obligation. County shall make those allocation payments to the contractor described in Section Four, ("Payment Schedule") , for the work described in Attachment A hereto, subject to all terms, conditions, and assurances contained or incorporated herein. County shall perform program monitoring and financial oversight. 6. Contractor's Obligations. Contractor shall provide thise services and carry out that work as described in the "TDM Project Work Program, 1994-1995, Pleasant Hill BART Station Area, " a copy of which is attached hereto as Attachment A and incorporated herein by this reference, subject to all the terms, conditions and certifications contained or incorporated herein. Contractor shall provide a quarterly statement of expenditures to the County with appropriate backup documentation within twenty days following the end of each calendar quarter. 7 . Status. Contractor is an independent contractor, and shall not be considered an employee of the County; any person(s) employed by the Contractor shall not be considered an employee(s) of the County. Any program established or operated by the Contractor as part of the "TDM Project Work Program" shall not be considered a program of the County. 8. Insurance. Contractor shall obtain and maintain during the term hereof comprehensive automobile liability insurance protection against liability for damages for personal bodily injuries (including death) and for property damage, whether the property of one or more claimants, in an amount not less than $5,000, 000.00 per occurrence (combined single limit) for combined bodily injury and property damage liability as required under the State of California Vanpool Acquisition Grant Program. In addition, both the County of Contra Costa and the State of California are to be named as additional insureds, with thirty (30) days written notice of policy lapse or cancellation required. The Contractor shall also obtain collision and comprehensive (fire, theft, etc. ) insurance (deductible not to exceed $500.00) for amounts equal to the actual cash value of each vehicle that is part of the PROJECT equipment. This insurance shall include a provision designating the State of California, Department of Transportation, as the Loss Payee for all purposes of adjusting, settling, or paying claims for damage to the insured vehicle(s) . 9 . Indemnification. Contractor shall defend, save and hold harmless both the County and the State of California, their officers, agents and employees from any and all claims, costs and liability for any damages, injury, or death arising directly or indirectly from or connected with the services provided hereunder, due to claimed or alleged to be due tonegligent or wrongful acts of the Contractor or arising from the Contractor's implementation and management of the services 2 provided hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of the County, and will make good to and reimburse the County for any expenditures, "including reasonable attorneys fees the County may make by reason of such matters and, if requested by the County, will defend any such suits at the sole cost and expense of the Contractor. 10. Depxreeiation. County will deposit $25,600.00 into the fixed asset reserve account in the Pleasant Hill BART Station Area TDM Fee Account for replacement of the vans operated by the Contractor. 11. Project_ This Agreement implements in whole or in part the TDM Program for the Pleasant Hill BART Station Area as provided for under the Pleasant Hill BART State Area Assessment District TDM Fee Account, and as more particularly described. in the "TDM _PPrx-oj_e t_ Work Program, " attached hereto. 12 . Changes to Work Program. Any changes to the attached work program shall be mutually agreed upon in writing by the Director of Community Development and the contractor, and may include reallocations of funds within the project budget to reflect the revised work program. 13 . Disputes._ Disagreements between County and Contractor concerning the meaning, requirements, or performance of this Contract shall be subject to final determination in writing by the head of the County Department for which this Contract is made or his designee or in accordance with the applicable procedures (if any) required by the state or Federal Government. 14 . Termination. County shall have the right to terminate this Agreement, upon providing written notice to Contractor, for failure to carry out the terms of this Agreement. Upon such termination, Contractor shall, without delay, deliver to County all materials and records prepared or obtained in the performance of this Agreement, and shall be paid, without duplication, all amounts due for the services rendered up to the date of termination. 3 15. Sicrnatur hese signatures attest the parties' agreement hereto: CO TY OF OSTA LIFORNIA CONTRACTOR Ri-s'. Chair Robert Russell, President Supervisors Contra Costa Centre Association DATE:_QCT 2 .5 199+ DATE: ATTEST: Phil Batchelor, Clerk of the BY: Board of Supervisors ette Tanner, and County Executive Director Administrator Contra Costa Centre Association BY: / DATE: Deputy Recommended by D partme t H rvey a don, irector CotCo uni velopment Dep Form Approved: County Counsel A BY: Deputy Attachments A. Work Program, 1994-95 B. Budget, 1994-95 C:\PHBART\94AGREE 4 ATTACHMENT A TDM PROJECT WORK PROGRAM, 1994-95 PLEASANT HILL BART STATION AREA A. PROJECT DESCRIPTION Operate and expand the Transportation Demand Management (TDM) Program required as traffic mitigation for the Pleasant Hill BART Station Area including implementing a vanpool program for employees in the Pleasant Hill BART Station Area; providing an on-site TDM Coordinator; conducting special events and recognition awards activities; updating the TDM Program; and conducting marketing for vanpooling, carpooling, and other alternatives to single occupant vehicle commutes. B. PROJECT GOALS 1. To achieve, as a minimum, a vehicle employee ratio (VER) of 0.83 by July, 1995 in compliance with Regulation 13 , Rule 1 of the Bay Area Air Quality Management District. 2 . To comply with the provisions of TDM Ordinance No. 94-27 and to effectively use the TDM Fee Account to mitigate traffic impacts of development at the Pleasant Hill BART Station Area. C. PROJECT ACTIVITIES Project activities of the Contra Costa Centre Association' s Transportation Demand Management Program (TDM) include but are not limited to the following: - TDM information and promotion program - assistance in forming carpools and vanpools - vanpool program marketing, operations and maintenance - promotional events at employment sites - annual employee survey - update Contra Costa Centre Association TDM Program - promote transit use, through subsidies and other methods - promote use of telecommuting, bicycling and walking as alternatives to driving to work 5 D. QUARTERLY REPORTS Contractor shall submit quarterly reports to the County on the status of funds expended, balances remaining, and a brief narrative of the project/activity status as required in Section Six of the Project Agreement. Reports shall be submitted twenty (20) days following the end of each calendar quarter. E. PERFORMANCE STANDARDS Contractor will attain a vehicle employee ratio of 0. 83 among Contra Costa Centre Association member employees within the Pleasant Hill BART Station Area by July, 1995. Contractor will submit quarterly financial and activity reports to the County. F. PROJECT ADMINISTRATION The Pleasant Hill BART Station Area TDM Program will be administered by Lynette Tanner, Executive Director of the Contra Costa Centre Association, and implemented by Linda Young, TDM Coordinator of the Contra Costa Centre Association, with the assistance of clerical staff. Monitoring will be performed by the County TDM Coordinator. A financial audit may be requested and performed under the direction of the County. G. PROJECT BUDGET The project budget appears in Attachment B. 6 ATTACHMENT B CONTRA COSTA CENTRE TDM PROJECT BUDGET FISCAL YEAR 1994-95 Salaries $ 45,500.00 Exec. Director 616 hrs. @ 23.00 = 14,168.00 TDM Coord. 1,248 hrs. @ 19.00 = 23,712.00 Clerical 624 hrs. @ 12.00 = 7,488.00 Overhead $ 30,030.00 (66 of salaries) Retirement Account $ 2,371.00 TDM Coordinator - 10% of$23,712.00 Payroll Taxes $ 3,450.00 TDM Program Marketing $ 25,000.00 Newsletter/flyers/printing Guaranteed Ride Home Driver/Rider Incentive Program Promotion Marketing Incentives Survey Promotion TDM Program Contingency $ 5,000.00 RiDES Consulting $ 3,000.00 Annual Commute Survey data analysis and report Employer Matching Grant Program* $ 75.000.00 TDM Events $ 10,000.00 On-site events at each building Shuttle Operations $ 55,000.00 Operators Fuel Maintenance Marketing -7- Contra Costa Centre Association TDM Program FY 1994-95 Budget Vanpool Operations $ 65,000.00 Fuel Insurance Maintenance Tires Equipment Purchase** $ 12,000.00 Financial Services $ 2,000.00 TOTAL ESTIMATED EXPENSES FOR THE P.H. BART $333,351.00 STATION AREA/CONTRA COSTA CENTRE TDM PROGRAM-FISCAL YEAR 1994-95 Less 1993-94 Program Carry-over $ 38,793.00 FY 1994-95 AGREEMENT TOTAL $294,558.00 (1) County will transfer $25,600.00 from the TDM Fee Account to the fixed asset reserve account for vanpool (eight vehicles) depreciation expenses. (2) County will be authorized to charge the TDM Fee Account up to $20,000.00 for County Staff time and Annual Program Audit. *The Employer Matching Grant (a Caltrans I680/24 project) was budgeted for the 1993-94 Fiscal Year, however, due to a delay of the signing of the contract, the program will not start until September, 1994. Funds were not expended in the 1993-94 Fiscal Year and are, therefore, a carryover. **This is an estimated amount which will be required to purchase and convert two new vans for commute service, the vanpool fleet contains several vehicles with over 100,000 miles of service. It is anticipated that the vanpool depreciation account contains approximately $48,000.00 to be used towards the purchase of replacement vehicles.