future communities pilot program€¦ · future communities pilot program available funding: $2.7 m...
TRANSCRIPT
Future Communities Pilot Program
Application Workshop & Webinar
Rye Baerg
Program Manager, SCAG
December 4, 2018
FCI & FCPP Overview
Case Study Research
FCPP Application + Scoring Criteria Overview
Q + A
Agenda
Communities within the SCAG Region:
70% have limited or minimal staff resources to analyze data43% have no in-house GIS services84% share data through direct communications
SCAG’s Future Communities Initiative
*SCAG Regional Data Survey, Fall 2017
Future Communities Pilot Program
Available Funding: $2.7 M
25% local match requirement
Maximum project request $500,000
Pilot Projects must be located in South Coast Air Basin
Research and Best Practices inform Connect SoCal (2020 RTP/SCS) and serve as local resource
Key Dates
Call for Projects
Pilot Programs
CFP Opens
Nov 1, 2018
CFP Closes
Mid-Dec 2018
CFP Recommendations
Jan 2019
SCAG BoardApprovalFeb 2019
Launch
Summer 2019
Wrap-up
Nov 2020
Final Reporting
Dec 2020
Overview
Apply new technologies and data analytics to reduce emissions-producing VMT from local travel and municipal operations
Explore opportunities for projects in a variety of contexts/communities (with consideration for disadvantaged communities)
Improve efficiency and reduce costs of county and municipal services
Identify and quantify relative impacts of a variety of technology-based VMT reduction strategies
Promote replicable Pilot Projects
Program Goals
SB1 and MSRC funding constraints:
Agencies from within the South Coast Air Quality Management District (SCAQMD) Portions of San Bernardino, Riverside, Los Angeles, and Orange Counties
Agencies may submit multiple applications
Sub-applicant partnerships will be considered if the partnership will improve likelihood of successful implementation
Sub-regional
Outside departments or municipal agencies (e.g. schools, law enforcement)
Private sector mobility, technology, or analytics specialists
SB1 State Housing Element Law
Collaboration between multiple partners allowed, provided the implementation and completion timeline can be met.
Eligible Applicants
Eligible Project Types—Examples
Analysis of Current PolicyContributions to VMT Fleet Telematics
Internet of Things (IoT)Applications
Paratransit ServiceOptimization
Asset Management & FleetDispatch
Foundational Data/ITInfrastructure
Mobility as a Service(MaaS)
Remote Services
Curbside ManagementIncentives for
Non-Auto TripsNew/EmergingVMT Sources Route Optimization
FCI & FCPP Overview
Case Study Research
FCPP Application + Scoring Criteria Overview
Q + A
Agenda
Gather information on innovative opportunities from experts Engage local municipalities to gauge capacity for successDevelop Call for Projects to identify solutions and test pilot projectsProvide guidance and conduct evaluation on the performance of pilot programs
Scope projects with clear goalsStart small and expand upon successUnderstand timeline and budget constraintsInnovate on tried and true methodsProvide strong leadership and policy support
VMT and Emissions Reduction Research
Projects that reduce VMT generated by municipal operations
Remote/teleconference services Fleet telematicsRoute optimizationInternet of Things (IoT) or asset management applications
Projects that reduce VMT by using technology to maximize benefits of new mobility services
Curbside management projectsSmart parking projectsMobility as a Service projectsMobile apps that implement direct incentives
Other innovative or outside-the-box solutions
What is a Promising Practice?
Case Study Examples: Municipal fleet telematics(Sacramento, CA) - $60,000 in fuel savings in the month by reducing unnecessary vehicle miles
(Riverside County, CA Water District) Employees drove 165,000 fewer miles and saved $354,000 ($79,000 in fuel) in the first six months
Support in-service dispatch needs and route optimization
Aim to reduce the number of fleet vehicles operating and vehicle trips by identifying underutilization and/or inefficient use
Takeaways
Although telematics systems are not primarily aimed at municipal VMT reduction projects now, the technology and systems are well-suited to VMT reduction goals and readily available today
Many secondary benefits, including cost reduction and safety. Driver behavior data recorded by telematics system can be used to reduce incidents and liability claims where municipal vehicles are involved
Pricing packages available to reduce recurring costs of data usage
Fleet Management & Fleet Telematics
Boston Public Schools (BPS)
Routes were inefficient, poor quality of service not meeting the needs of students + desire to focus limited funds on academic priorities
MIT lab created custom software -
Individualized walk-to-stop maximums for each student when strategically relocating bus stop to maintain coverage
Takeaways
Eliminated 50 routes (20% fewer stops), while increasing of the number of students taking bus
Potential cost savings of $3 million to $5 million in 2018 + 13,000 lbs. daily reduction in carbon emissions
Key outside resource: MIT Operations Research Center access to mathematicians who specialize in optimization algorithms.
Route Optimization
Case Study Example: Bus Route Optimization and Stop Consolidation
Missoula County, MT; Columbia County, OR; Central VA; Benton County, AR
VMT reduction for all attendees, including prisoner transport, lawyers, law enforcement
Increased prisoner security, access to expert and witness testimony and translator services; improved due process
More suitable for some court types (e.g., civil court meetings)
Requires some changes to court protocol and procedures
Takeaways
Many related opportunities: improved web services, improved remote customer support, online appointments, increased automation of some municipal processes, and videoconferencing technology
Approach must enhance rather than diminish access to services
Must be supported by municipal polices and IT infrastructure to allow remote work
Remote Services
Case Study Example: Video Conferencing for Court Appearances
Durham, NC
Program designed to encourage transit, provide customized trip counseling and then reward participants who were taking transit.
City of Durham partnered with private sector employers, using eligibility for weekly cash personal vehicles
Tested concept on city employees with $100,000 grant, then awarded +$1 million to fine tune before scaling up
Trip counseling tool that created personalized routes including mapped options, time comparisons, and benefits.
Takeaways
Rigorous communications/outreach strategy to encourage participation
Exceeded goal of reducing SOV trips into the core by 5%
Commuters who received personalized travel alternatives drove alone 12% less often
Commuters playing the bus lottery game used non-drive alone commute options 19% more often happier and less stressed
Incentives for Non-Auto Trips
Case Study Example: Mayors Challenge -- Nudge
MaaS Interim Project
Portland, OR
Transit agency (TriMet) contracted vendor to develop app to offer transit users access to: bike share, carshare, TNCs
Set the stage for collaboration across mobility service providers
Aim at optimizing/improving passenger experience to keep transit competitive with private mobility options
Multimodal menu accessible by main drop down menu.
Mode options appear in a carousel and a ride card carousel that is intuitively swipeable -- the recommended ride option appears first.
Takeaways Similar integrated mobility platforms can be deployed in other communities, where public / private partnerships will support
MaaS projects can be impactful if they serve to emphasize sustainable modes
Growth in shared modes increases likelihood of using transit, positioning them to support transit
Case Study: RideTap Mobile Ticket App
Internet of Things (IoT) Applications
Santa Clarita, CA; Pittsburgh, PA; Baltimore, MD
City councils and urban waste collecting companies look to save cost by reducing operating hours, trucks maintenance, road wear and CO2 emissions
Ultrasonic sensors deployed in commercially available smart waste bin products:Measure the level of waste in a bin and utilize Wi-Fi to transmit information for as-needed servicingDigital platform conducts historical data and predictive analytics to make insights like optimized collection routes for maximum efficiency
Takeaways
Better information about need for city services allows for fleet optimization and decrease of unnecessary trips -- allowing smart resource reallocation
Global smart waste collection technology market expected to grow rapidly, from $57 million in 2016 to $223 million in 2025
Wi-Fi can double as a hotspot to connect nearby devices, growing IoTconnectivity and data collection/analytics opportunities
Waste collection VMT reduction and others goals clearly measurable and well-documented
Case Study: Garbage Bin Sensors and Fleet Operations (multiple)
State of the PracticeIncreased curb pressure from competition
parking, loading / unloading, on
Enforcing curb policies becoming more difficult
On-demand mobility and delivery services contributing to congestion and VMT generation
Ideation
Use Geofences to designate specific loading zones, passenger pickup/drop-off locations
How to tie to curb space management to VMT reduction goals and measure impacts?
Curbside or Parking Management
FCI & FCPP Overview
Case Study Research
FCPP Application + Scoring Criteria Overview
Q + A
Agenda
Application Deadline Dec. 13, 2018 - 5:00 pm
Application Evaluation CommitteeMultidisciplinary team of SCAG staff will identify short-list of qualified applications
Scoring rubric (100-pt scale)
Geographic representation and regional equity
Short Listed Applicants1-on-1 interviews (Jan. 7 Jan. 11, 2019)
Scoring rubric (25-pt scale)
SCAG Adopts FCPP Project ListFeb. 7, 2019
Pilot Launch Spring 2019
FCPP Application and Selection Process
Supporting DocumentsFCPP Guidelines
Overview of goals, eligibility, funding limits, schedule constraints, application evaluation and scoring
Application Instructions Detailed document formatting and submittal instructions
Additional GuidancePractical advise on Pilot project typologies, application expectations, quantifying VMT generation and reduction potential
Case Study Research, Promising Practices for VMT/Emissions Reduction
Real-world example projects for reference
Frequently Asked QuestionsResponses to questions that have been asked by applicants
FCPP Call for Projects
Application DocumentsSignatory Page
Fillable Word template
FCPP ApplicationFillable PDF form
SOW and Management Plan TemplateFillable Word template
Project Schedule and Proposed BudgetFillable Excel templates
http://www.scag.ca.gov/opportunities/Pages/Grants.aspx
SCAG roleWork with agency to draft RFP package (scope of work, specifications, and contracting docs)Procurement and funding administrationScope, schedule, budget audits (as needed)
Agency roleTailoring RFP package for pilot operations, equipment / IT specs, and other local needsManagement oversight of selected contractor/consultant during pilot planning, implementation, and operationsRegular performance reporting
Administration and Procurement
Rubric divided into 3 components (Value: 100 pts)
1. Project Rationale (15 pts)Problem statement and baseline conditions
Proposed VMT / emission reduction strategy
2. Project Design (60 pts)Goal setting
Use of innovation and data analytics
Project management approach
Scope of work (SOW), schedule, and budget
Performance reporting
3. Readiness and Sustainability (25 pts)Policy and agency support
Expansion potential
Resource commitments
Equity impacts
FCPP Application Scoring
What is the area/market of VMT production that it will address?
What are the major components/resource needs of the project?
How will it incorporate innovation and/or technology?
Project Description and Background
Establishing Pilot Project needWhat is the current activity or municipal service generating VMT and emissions?
What mitigation / reduction measures have been implemented to-date and what have been the results?
Demonstrate understanding of VMT and emissions calculationBaseline calculations
How will the proposed Pilot Project reduce VMT and emissions?
What data will be collected in order to calculate performance and VMT and emissions reduction?
Explain how your project will reduce these baseline emissions
Project Rationale
Application (fillable PDF doc)
Goals, objectives, outcomes
Innovation and state of the practice
Data and technology
Organization and staffing plan
Project management and risk
Project launch
VMT reduction estimate and cost reduction potential
Performance reporting
SOW Template (fillable Word doc)
Discrete technical tasks and strategic deliverables
Framework for procurement of professional services
tasks
Project Design
PlanningRFP development, procurement and selectionIT and systems integration planningEquipment and/or vehicle specificationsInteragency agreementsOperational plansAdvanced marketing and communications
ImplementationCapital construction, equipment installation IT and systems testing Service operations, maintenance, and enforcement Data collection and post-processingPerformance tracking and reporting
Project Planning and Implementation
SB-1 funds are only eligible for use on planning activities
Schedule TemplateTask alignment with SOW
Demonstrate work flow understanding
Identify key milestone execution and delivery dates
Budget TemplateTask alignment with SOW
Projecting labor costs
Comprehensive cost estimating approach (capital, operating)
Appropriate use of contingency
Set reasonable expectations
Project Design
FUTURE COMMUNITIES PILOT PROGRAMLINE ITEM BUDGET
Project Name:Complete the fields with blue text only
Use a fully-burdened hourly rate that incorporates fringe and overhead.Warning! If you add or delete any columns make sure all formulas are still functioning to give correct totals.
(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) (s) (t)
Cost CategoriesFully-
Burdened Hourly Rate
Task 1 Task 2 Task 3 Task 4 Task 5 Task 6 Task 7
Grand Total(All tasks)
Ex - Project Management Ex - Project Planning XXX XXX XXX Ex - Evaluation Ex - Final Report
Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount
Direct Labor Classification(s):Principal-in-Charge $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Project Manager $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Sr. Planner/Modeler/Engineer $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Assistant Planner/Modeler/Engineer $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Programmer $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Data Scientist $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
*Add additional as needed
Subtotal - Direct Labor 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Other Direct Costs ( ODCs)Travel $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Printing - Directly Chargeable only $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Data Purchases $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Software Purchases/Licensing (Create new rows for each type) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Equipment (Create new rows for each type) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
*Add additional as needed.
Subtotal - ODCs: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Subconsultant(s)*Other 0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Subtotal - Subconsultant(s): 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
GRAND TOTAL 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00 0.00 $0.00
Fully Burdened hourly rate assumes employee base hourly rate; fringe, benefits, and overhead; profit (if applicable)
Schedule
Key Dates
SCAG will work with municipalities to develop procurement packages and administer selection process
Target Pilot launch by mid-year 2019
6 month evaluation to gauge/tweak performance
Allow 2 to 3 months for compiling evaluation results in late 2020
Overview
Pilot Planning
Pilot Implementation
SCAG BoardApprovalFeb 2019
RFP ReleaseApr 2019
VendorSelection May 2019
Mobilization,Collect Data
Jun 2019
ProjectLaunchJul 2019
Final AnalysisNov 2020
Final ReportingDec 2020
Project
Fall 2020
Project
Jan 2020
Policies and CommitmentsSupportive policies currently adopted
Partnerships Needed critical agreements Provision of goods or servicesShared resourcesJurisdictional considerations
Expansion and Replicability
Match and Resource LeveragingIdentify match funds and resources
Cash match vs In-kind matchMunicipal budget line items
Staff labor and materials
Demonstrate availability and commitment of resources
Readiness and Sustainability
applicants are required to provide justification in their grant application for how the project area meets their definition
of a disadvantaged community
SB 535 (Cal Enviroscreen 3.0)
AB 1550
SB 1000
Public Health Alliance - Healthy Places Index
Climate Change and Health Profile Reports
SCAG Communities of Concern or Environmental Justice Areas
Disadvantaged Communities
Suggest a minimum of 6 months recorded performance data
Month over month VMT/emissions reduction and fuel consumption vs baseline
Month over month pilot cost vs baseline service costs
Operational productivity (sites served), resource utilization
Public/end user/operator feedback
Project specific indicators
Performance Tracking and Reporting
Constrain the evaluation
Controlled experiment approach
Identify project specific key performance indicators (KPIs) that inform VMT calculations and Pilot efficacy
Simplify/automate data collection and easily replicable calculations
Additional ConsiderationsGoal setting target VMT reduction levels or other benefits
Midstream adjustments; behavior changes take time
Tangential impacts stakeholders, employers, workers, operators, and end users
Lessons learned and future scaling, sustainability potential
Evaluating Effectiveness
Calculating Baseline conditionsCurrent VMT and emissions generating activity
Available data (odometer readings, fuel logs, etc)
Average VMT over time period (daily, weekly, or monthly)
Quantify target operator/user market (typical operations, trip types or purpose)
Trip frequency of occurrence (average volume) and typical/average trip length
Fuel types (for emissions reduction calculations only)
Calculating Pilot impactsKPIs track number of vehicles or trips reduced by Pilot and typical/average trip length
KPIs may vary by Pilot projectMonthly KPIs may not be VMT, but can report/log factors that contribute to Final VMT reduction calculations
Some projects my only be able to evaluate VMT reduction at discrete points in time (long term data collection and analysis required)
Ex: fleet telematics vs remote services
VMT and Emission Calculation
FCI & FCPP Overview
Case Study Research
FCPP Application + Scoring Criteria Overview
Q + A
Agenda
