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CALTRANS; 2017-03-01; 74A0915
City of Carlsbad Agreement Number 7 4A0915 Page 1 of 16 SUSTAINABLE COMMUNITIES GRANTS (STATE) RESTRICTED GRANT AGREEMENT THIS RESTRICTED GRANT AGREEMENT (RGA), between the State of California acting by and through its Department of Transportation, referred to herein as CAL TRANS and the City of Carlsbad, herein after referred to as AGENCY, will commence on March 1, 2017, or approval by CAL TRANS, whichever occurs later. This RGA is of no effect unless approved by CAL TRANS. AGENCY shall not receive payment for work performed prior to approval of the RGA and before receipt of notice to proceed by the CAL TRANS Contract Manager. This RGA shall expire on February 28, 2019. RECITALS 1. Under this RGA, CAL TRANS intends to convey State grant funds to AGENCY, pursuant to Budget Act Line Item 2660-102-0042T, who will conduct transportation studies and planning within the regional area under the jurisdiction of AGENCY under the terms, covenants and conditions of this RGA. 2. CAL TRANS and AGENCY intend that only funds that are authorized as grants will be subject to this RGA, and that no funds that should be the subject of a Joint Powers Agreement, lnteragency Agreement, or other non-grant agreement shall be subject to this RGA. SECTION I AGENCY AGREES: To timely and satisfactorily complete all Project Work described in Attachment II within the project budget and in accordance with the items of this RGA. SECTION II CAL TRANS AGREES: That when conducting an audit of the costs claimed by AGENCY under the provisions of this RGA, to conduct the audit in accordance with applicable laws and regulations. SECTION Ill IT IS MUTUALLY AGREED: In consideration of the foregoing and the mutual promises of the parties hereto, AGENCY and CAL TRANS agree as follows: 1. Under this RGA, CAL TRANS will convey State grant funds to AGENCY, pursuant to Budget Act Line Item 2660-102-0042T, who will conduct transportation studies and planning within the regional area under the jurisdiction of AGENCY. The funds subject to this RGA must be (a) identified as available for a grant in CAL TRANS' budget and (b) for the purpose of conducting transportation studies or planning or to a CAL TRANS City of Carlsbad Agreement Number 74A0915 Page 2 of 16 organization that is responsible for conducting transportation studies or planning. 2. Under this Restricted Grant, funds may be only used for the purpose set forth in this paragraph and funds may only be used for costs and expenses that are directly related to such purpose. 3. AGENCY shall perform all the duties and obligations described in the Sustainable Mobility Plan, hereinafter the Project, subject to the terms and conditions of this RGA. The Approved Project Grant Application (Scope of Work and Project timeline), which are attached hereto as Attachment II. 4. The resolution authorizing AGENCY to execute this RGA pertaining to the above described Project is attached hereto as Attachment I. 5. All services performed by AGENCY pursuant to this RGA shall be performed in accordance with all applicable State and AGENCY laws, regulations, ordinances, policies and procedures and CAL TRANS published manuals, including Grant Application Guide (Attachment Ill). In case of conflict between State and AGENCY laws, regulations, ordinances, policies or procedures, the order of precedence applicability of these laws shall be established by prevailing California laws and regulations; CAL TRANS policies and procedures; ordinances; and, AGENCY policies and procedures. This RGA may not include any federal funds. 6. Project funding is as follows: FUND TITLE SHA LOCAL MATCH (Cash) LOCAL MATCH (In-Kind) FUND SOURCE State Agency Provided Agency Provided Total Project Costs DOLLAR AMOUNT $300,000.00 $375,000.00 $30,000.00 $705,000.00 No in-kind contributions may be made unless the amount and type of the contribution is identified above. 7. This RGA is exempt from legal review and approval by the Department of General Services, pursuant to AG Opinions: 58 Ops. AG 586 (1974), 63 Ops. AG 290 (1980), 74 Ops AG 10 (1991 ), and 88 Ops AG 56.] 8. Notification of Parties a. AGENCY's Project Manager for PROJECT is Lolly Sangster. b. CAL TRANS' Contract Manager is Barby Valentine, "Contract Manager'' as used herein includes his/her designee. c. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when made in writing and received by the parties at their respective addresses: City of Carlsbad Traffic & Mobility Division Attention: Lolly Sangster, Program Manager Phone Number: (760) 602-2772 Email: lolly.sangster@carlsbadca.gov 1635 Faraday Avenue Carlsbad, CA 92008 California Department of Transportation District 11 /Planning Attention: Barby Valentine, Contract Manager ( 619) 688-6003 barbara.valentine@dot.ca.gov 4050 Taylor Street San Diego, CA 92110 9. Period of Performance City of Carlsbad Agreement Number 7 4A0915 Page 3 of 16 a. Reimbursable work under this RGA shall begin no earlier than on March 1, 2017, contingent upon the approval by CAL TRANS and receipt of the Notice to Proceed letter of this RGA by the CAL TRANS Contract Manager, and will expire on February 28, 2019. b. AGENCY will attend a kickoff meeting with CAL TRANS to be scheduled within one (1) week from receipt of Notice to Proceed letter by the CAL TRANS' Contract Manager. 10.Changes in Terms/Amendments This RGA may only be amended or modified by mutual written agreement of the parties. 11. Cost Limitation a. The total amount reimbursable to AGENCY pursuant to this RGA by CAL TRANS shall not exceed $300,000.00. b. It is agreed and understood that this RGA fund limit is an estimate and that CAL TRANS will only reimburse the cost of services actually rendered as authorized by the CAL TRANS Contract Manager at or below that fund limitation established hereinabove. 12. Termination a. CAL TRANS reserves the right to terminate this RGA upon written notice to AGENCY at least thirty (30) days in advance of the effective date of such termination in the event AGENCY fails to proceed with PROJECT work in accordance with the terms of this RGA. b. This RGA may be terminated by either party for any reason by giving written notice to the other party at least thirty (30) days in advance of the effective date of such termination. In the event of termination for convenience, CAL TRANS will reimburse City of Carlsbad Agreement Number 74A0915 Page 4 of 16 AGENCY for all allowable, authorized and non-cancelled costs up to the date of termination. c. AGENCY has sixty (60) days after the Termination Date to submit invoices to CAL TRANS to make final allowable payments for Project costs in accordance to the terms of this RGA. Failure to submit invoices within this period may result in a waiver by AGENCY of its right to reimbursement of expended costs. 13. Budget Contingency Clause a. It is mutually agreed that if the U.S. Congress or the State Legislature fail to appropriate or allocate funds during the current year and/or any subsequent years covered under this RGA does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, CAL TRANS shall have no liability to pay any funds whatsoever to AGENCY or to furnish any other considerations under this Agreement and AGENCY shall not be obligated to perform any provisions of this RGA. b. If funding for any fiscal year is reduced or deleted by the U.S. Congress or the State Legislature for purposes of this program, CAL TRANS shall have the option to either terminate this Agreement with no liability occurring to CAL TRANS, or offer a RGA Amendment to AGENCY to reflect the reduced amount. 14.Payment and Invoicing a. The method of payment for this RGA will be based on actual allowable costs. CAL TRANS will reimburse AGENCY for expended actual allowable direct costs and including, but not limited to labor costs, travel, and contracted consultant services costs incurred by AGENCY in performance of the Project work. Indirect costs are reimbursable only if the AGENCY has an approved Indirect Cost Allocation Plan or an Indirect Cost Rate Proposal as set forth in Section Ill -Cost Principles, Item 16.d. The total cost shall not exceed the cost reimbursement limitation set forth in Section Ill -Cost Limitations, Item 11.a. Actual costs shall not exceed the estimated wage rates, labor costs, travel and other estimated costs and fees set forth in Attachment II without an amendment to this RGA, as agreed between CAL TRANS and AGENCY. b. Reimbursement of AGENCY expenditures will be authorized only for those allowable costs actually incurred by AGENCY in the performance of the Project work. AGENCY must not only have incurred the expenditures on or after the start date and the issuance of the Notice to Proceed letter for this RGA and before the Expiration Date, but must have also paid for those costs to claim any reimbursement. c. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Human Resources for similar employees (i.e. non-represented employees) unless written verification is supplied that government hotel rates were not then commercially available to AGENCY, its sub-recipients, contractors, and/or subcontractors, at the time and location required as specified in the California Department of Transportation's Travel Guide Exception Process at the following link: http://www.dot.ca.gov/hq/asc/travel/ap b/bu1 .htm Also see website for summary of travel reimbursement rules. City of Carlsbad Agreement Number 7 4A0915 Page 5 of 16 d. AGENCY shall submit invoices to CAL TRANS at least quarterly but no more frequently than monthly in arrears for completion of milestones in accordance with the Project Timeline in Attachment II to the satisfaction of the CAL TRANS' Contract Manager. Invoices shall reference this RGA Number and shall be signed and submitted to the CAL TRANS' Contract Manager at the following address, as stated in Section Ill -Notification of Parties, Item 8.c. e. Invoices shall include the following information: 1) Names of the AGENCY personnel performing work 2) Dates and times of project work 3) Locations of project work 4) Itemized costs as set forth in Attachment 11, including identification of each employee or subcontractor staff that provided services during the period of the invoice, the number of hours and hourly rates for each employee or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and subcontractor invoices. 5) AGENCY shall submit written progress reports with each set of invoices to allow the CAL TRANS' Contract Manager to determine if AGENCY is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed. f. Incomplete or inaccurate invoices shall be returned to the AGENCY unapproved for correction. Failure to submit invoices on a timely basis may be grounds for termination of this RGA for material breach per Section Ill -Termination, Item 12. g. CAL TRANS will reimburse AGENCY for all allowable Project costs at least quarterly but no more frequently than monthly in arrears as promptly as CAL TRANS fiscal procedures permit upon receipt of an itemized signed invoice. h. The RGA Expiration Date refers to the last date for AGENCY to incur valid Project costs or credits and is the date the RGA expires. AGENCY has sixty (60) days after that Expiration Date to make final allowable payments to Project contractors or vendors, submit the Project's Final Product(s) as defined in Attachment II and final invoice to CAL TRANS for reimbursement for allowable Project costs. Any unexpended Project funds not invoiced by the sixtieth (60th) day will be reverted and will no longer be accessible to reimburse late Project invoices. 15. Local Match Funds a. AGENCY shall contribute not less than a proportional cash amount toward the services described herein on a monthly or quarterly basis. The frequency of the payments shall be agreed upon by the parties in a document signed by both parties. Notwithstanding the foregoing, to the extent that in-kind contributions are permitted under this Agreement, the contributions may be counted as cash when they are actually received by CAL TRANS. Except where expressly allowed in City of Carlsbad Agreement Number 74A0915 Page 6 of 16 writing herein, reimbursement of credits for local matching funds will be made or allowed only for work performed on and after the date of issuance of the Notice to Proceed and prior to the Expiration Date of this RGA. b. Local cash and in-kind match requirements can be found in Attachment Ill, Grants Application Guide. AGENCY agrees to contribute the statutorily required local contribution of matching funds if any is specified within this RGA or in any Attachment hereto, toward the actual cost of the services described in Attachment II. AGENCY shall contribute not less than its required match amount toward the services described herein. Local cash and in-kind match requirements can be found at the Office of Regional Planning (ORP) website: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/grants.html 16. Cost Principles a. AGENCY agrees to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. b. AGENCY agrees, and will assure that its contractors and subcontractors will be obligated to agree, that (a) Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual Project cost items and (b) and (b) all parties shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Every sub-recipient receiving Project funds as a sub-recipient, contractor, or subcontractor under this RGA shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards to the extent applicable. c. Any Project costs for which AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, and/or Part 48, Chapter 1, Part 31, are subject to repayment by AGENCY to CAL TRANS. Should AGENCY fail to reimburse moneys due CAL TRANS within thirty (30) days of discovery or demand, or within such other period as may be agreed in writing between the parties hereto, CAL TRANS is authorized to intercept and withhold future payments due AGENCY from CAL TRANS or any third-party source, including, but not limited to, the State Treasurer, the State Controller or any other fund source. d. Prior to AGENCY seeking reimbursement of indirect costs, AGENCY must prepare and submit annually to CAL TRANS for review and approval an indirect cost rate proposal and a central service cost allocation plan (if any) in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Chapter 5 of the Local Assistance Procedures Manual which may be accessed at: http://www.dot.ca.gov/hq/LocalPrograms/lam/lapm.htm. City of Carlsbad Agreement Number 7 4A0915 Page 7 of 16 e. AGENCY agrees and shall require that all of its agreements with consultants and sub-recipients contain provisions requiring adherence to this section in its entirety except for section c, above. 17. Americans with Disabilities Act By signing this RGA, AGENCY assures CAL TRANS that in the course of performing Project work, it will fully comply with the applicable provisions of the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. ( 42 U.S.C. 12101 et seq.) 18. Indemnification Neither CAL TRANS nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents or its subcontractors under or in connection with any work, authority or jurisdiction conferred upon AGENCY under this RGA. It is understood and agreed that AGENCY, its officers, employees, agents, or subcontractors shall fully defend, indemnify and save harmless CAL TRANS and all its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents or subcontractors under this RGA. 19. Nondiscrimination Clause (2 CCR 11105 Clause b) a. During the performance of this RGA, the AGENCY, and its Subcontractors shall not deny the contract's benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. AGENCY shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. b. AGENCY shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code,§ 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, § 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, §§ 11135-11139.5), and the regulations or standards adopted by CAL TRANS to implement such article. c. AGENCY shall permit access by representatives of the Department of Fair Employment and Housing and CAL TRANS upon reasonable notice at any time during the normal business hours, but in no case less than twenty four (24) hours' notice, to such of its books, records, accounts, and all other sources of information --------·---~----------------------------------------- City of Carlsbad Agreement Number 74A0915 Page 8 of 16 and its facilities as said Department or CAL TRANS shall require to ascertain compliance with this clause. d. AGENCY and its Subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. e. AGENCY shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the RGA. 20. Retention of Records/Audits a. AGENCY, its contractors, subcontractors and sub-recipients shall establish and maintain an accounting system and records that properly accumulate and segregate incurred Project costs and matching funds by line. The accounting system of AGENCY, its contractors, all subcontractors, and sub-recipients shall conform to Generally Accepted Accounting Principles (GAAP), enable the determination of incurred costs at interim points of completion, and provide support for reimbursement payment vouchers or invoices. All accounting records and other supporting papers of AGENCY, its contractors, subcontractors and sub-recipients connected with Project performance under this RGA shall be maintained for a minimum of three (3) years from the date of final payment to AGENCY and shall be held open to inspection, copying, and audit by representatives of CAL TRANS, the California State Auditor, and auditors representing the federal government. Copies thereof will be furnished by AGENCY, its contractors, its subcontractors and sub- recipients upon receipt of any request made by CAL TRANS or its agents. In conducting an audit of the costs and match credits claimed under this RGA, CAL TRANS will rely to the maximum extent possible on any prior audit of AGENCY pursuant to the provisions of State and AGENCY law. In the absence of such an audit, any acceptable audit work performed by AGENCY's external and internal auditors may be relied upon and used by CAL TRANS when planning and conducting additional audits. b. For the purpose of determining compliance with applicable State and AGENCY law in connection with the performance of AGENCY's contracts with third parties pursuant to GC Section 8546.7, AGENCY, AGENCY's sub-recipients, contractors, subcontractors, and CAL TRANS shall each maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All of the above referenced parties shall make such materials available at their respective offices at all reasonable times during the entire Project period and for three (3) years from the date of final payment to AGENCY under this RGA. CAL TRANS, the California State Auditor, or any duly authorized representative of CAL TRANS or the United States Department of Transportation, shall each have access to any books, records, and documents that are pertinent to a Project for audits, examinations, excerpts, and transactions, and AGENCY shall furnish copies thereof if requested. c. AGENCY, its sub-recipients, contractors, and subcontractors will permit access to all records of employment, employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment City of Carlsbad Agreement Number 7 4A0915 Page 9 of 16 Practices and Housing Commission, or any other AGENCY of the State of California designated by CAL TRANS, for the purpose of any investigation to ascertain compliance with this RGA. d. Additionally, all grants may be subject to a pre-award audit prior to execution of the RGA to ensure AGENCY has an adequate financial management system in place to accumulate and segregate reasonable, allowable and allocable costs. e. Any contract with a consultant or sub-recipient entered into as a result of this Agreement shall contain all the provisions of this article. 21. Disputes a. Any dispute concerning a question of fact arising under this RGA that is not disposed of by agreement shall be decided by the CAL TRANS Contract Officer, who may consider any written or verbal evidence submitted by AGENCY. The decision of the CAL TRANS Contract Officer shall be the CAL TRANS's final decision regarding the dispute. b. Neither the pendency of a dispute nor its consideration by the CAL TRANS Contract Officer will excuse AGENCY from full and timely performance in accordance with the terms of the RGA. 22. Third-Party Contracts a. AGENCY shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted without prior written authorization by CAL TRANS Contract Manager unless expressly included (sub-recipient identified) in Attachment II as part of the identified Project work. b. All State-government-funded procurements must be conducted using a fair and competitive procurement process. AGENCY may use its own procurement procedures as long as the procedures comply with the local AGENCY's laws, rules, and ordinances governing procurement and all applicable provisions of state law, including without limitation the requirement that the AGENCY obtain at least three (3) competitive bids for solicitation of goods, services and consulting services (see Part 2, Chapter 2, Articles 3 and 4 of the Public Contract Code); a qualifications-based solicitation process, for which statements of qualifications are obtained from at least three (3) qualified firms for architecture and engineering services (see Title 1, Division 5, Chapter 10 of the Government Code); and, the provisions of the Local Assistance Procedures Manual (LAPM), Chapter 10, which are not inconsistent with this section 23, Third Party Contracts. The LAPM can be found and the following link: http://www.dot.ca.gov/hq/LocalPrograms/lam/lapm.htm#LAPMop1. c. Any subcontract entered into as a result of this RGA shall contain all the provisions stipulated in this RGA to be applicable to AGENCY's sub-recipients, contractors, and subcontractors. Copies of all agreements with sub-recipients, contractors, and subcontractors must be submitted to the CAL TRANS Contract Manager. d. CAL TRANS does not have a contractual relationship with the AGENCY's sub- recipients, contractors, or subcontractors and the AGENCY shall be fully responsible for all work performed by its sub-recipients, contractors, or City of Carlsbad Agreement Number 7 4A0915 Page 10 of 16 subcontractors. e. Prior authorization in writing by the CAL TRANS Contract Manager shall be required before AGENCY enters into any non-budgeted purchase order or sub- agreement for supplies, or consultant services. AGENCY shall provide an evaluation of the necessity or desirability of incurring such costs. AGENCY shall retain all receipts for such purchases or services and shall submit them with invoices per Section Ill, Item 14e.4, above. f. Any subcontract entered into by AGENCY as a result of this RGA shall mandate that travel and per diem reimbursements and third-party contract reimbursements to subcontractors will be allowable as Project costs only after those costs are incurred and paid for by the subcontractors. Travel expenses and per diem rates for subcontractors shall be reimbursed pursuant to Section Ill, Item 14c, above. 23. Drug-Free Workplace Certification By signing this RGA, AGENCY hereby certifies under penalty of perjury under the laws of California that AGENCY will comply with the requirements of the Drug-Free Workplace Act of 1990 (GC Section 8350 et seq.) and will provide a Drug-Free workplace by doing all of the following: a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by GC Section 8355(a). b. Establish a Drug-Free Awareness Program as required by GC Section 8355(b) to inform employees about all of the following: 1) The dangers of drug abuse in the workplace. 2) The person's or organization's policy of maintaining a Drug-Free workplace; 3) Any available counseling, rehabilitation, and employee assistance programs. 4) Penalties that may be imposed upon employees for drug abuse violations. c. Provide, as required by GC Section 8355(c), that every employee who works on the proposed contract or grant: 1) Will receive a copy of the company's Drug-Free policy statement. 2) Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant. d. Failure to comply with these requirements may result in suspension of payments under this RGA or termination of this RGA or both, and AGENCY may be ineligible for the award of any future state contracts if CAL TRANS determines that any of the following has occurred: (1) AGENCY has made a false certification or, (2) AGENCY violates the certification by failing to carry out the requirements as noted above. 24. Relationship of Parties City of Carlsbad Agreement Number 74A0915 Page 11 of 16 It is expressly understood that this RGA is an agreement executed by and between two independent governmental entities and is not intended to, and shall not be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party. 25. State-Owned Data a. AGENCY agrees to comply with the following requirements to ensure the preservation, security, and integrity of State-owned data on portable computing devices and portable electronic storage media: 1) Encrypt all State-owned data stored on portable computing devices and portable electronic storage media using government-certified Advanced Encryption Standard (AES) cipher algorithm with a 256-bit or 128-bit encryption key to protect CAL TRANS data stored on every sector of a hard drive, including temp files, cached data, hibernation files, and even unused disk space. 2) Data encryption shall use cryptographic technology that has been tested and approved against exacting standards, such as FIPS 140-2 Security Requirements for Cryptographic Modules. 3) Encrypt, as described above, all State-owned data transmitted from one computing device or storage medium to another. 4) Maintain confidentiality of all State-owned data by limiting data sharing to those individuals contracted to provide services on behalf of the State, and limit use of State information assets for State purposes only. 5) Install and maintain current anti-virus software, security patches, and upgrades on all computing devices used during the course of the Agreement. 6) Notify the CAL TRANS Contract Manager immediately of any actual or attempted violations of security of State-owned data, including lost or stolen computing devices, files, or portable electronic storage media containing State-owned data. 7) Advise the owner of the State-owned data, the AGENCY Information Security Officer, and the AGENCY Chief Information Officer of vulnerabilities that may present a threat to the security of State-owned data and of specific means of protecting that State-owned data. b. AGENCY agrees to use the State-owned data only for State purposes under this RGA. c. AGENCY agrees to not transfer State-owned data to any computing system, mobile device, or desktop computer without first establishing the specifications for information integrity and security as established for the original data file(s). (State Administrative Manual (SAM) Section 5335.1 ). 26. Project Close Out/Final Product City of Carlsbad Agreement Number 74A0915 Page 12 of 16 a. AGENCY will provide two (2) copies and two (2) electronic versions of the Final Product(s) to the CAL TRANS Contract Manager. b. CAL TRANS reserves the right to withhold final payment to AGENCY pending receipt of Final Product(s) to the CAL TRANS Contract Manager. 27.0WNERSHIP OF PROPRIETARY PROPERTY a. Definitions 1) Work: The work to be directly or indirectly produced by AGENCY under this RGA. 2) Work Product: All deliverables created or produced from Work under this Agreement including but not limited to, all Work and Deliverables conceived or made, or made hereafter conceived or made, either solely or jointly with others during the term of this Agreement and during a period of six (6) months after the termination thereof, which relates to the Work commissioned or performed under this Agreement. "Work Product" includes all deliverables, inventions, innovations, improvements, or other works of authorship Contractor may conceive of or develop in the course of this Agreement, whether or not they are eligible for patent, copyright, trademark, trade secret, or other legal protection. 3) Inventions: Any idea, methodologies, design, concept, technique, invention, discovery, improvement or development regardless of patentability made solely by the Contractor or jointly with the Contractor's Subcontractor and/or the Contractor's Subcontractor's employee's with one or more employees of the Department of Transportation (herein after referred to as "the Department"), during the term of this Agreement and in performance of any Work under this Agreement, provided that either the conception or reduction to practice thereof occurs during the term of this Agreement and in performance of Work issued under this Agreement. b. OWNERSHIP OF WORK PRODUCT AND RIGHTS 1) Ownership of work product: Except in regard to Pre-existing Works, all Work Product derived by the Work performed by the Contractor, its employees or by any of the Contractor's Subcontractor's employees under this Agreement, shall be owned by the Department and shall be considered to be works made for hire by the Contractor's Subcontractor for the Department. The Department shall own all United States and international copyrights in the Work Product. As such, all Work Product shall contain, in a conspicuous place, a copyright designation consisting of a "c" in a circle followed by the four-digit year in which the Work Product was produced, followed by the words "California Department of Transportation." For example, a Work Product created in the year 2012 would contain the copyright designation © 2012 California Department of Transportation. City of Carlsbad Agreement Number 74A0915 Page 13 of 16 2) Vesting of copyright rights: Contractor, its employees or any of Contractor's Subcontractor's employees agrees to perpetually assign, and upon creation of each Work Product automatically assigns, to the Department, its successors and assigns, ownership of all United States and international copyrights in each and every Work Product, insofar as any such Work Product, by operation of law, may not be considered work made for hire by the Contractor's Subcontractor from the Department. From time to time upon the Department's request, the Contractor's Subcontractor and/or its employees, shall confirm such assignments by execution and delivery of such assignments, confirmations or assignment, or other written instruments as the Department may request. The Department, its successors and assigns, shall have the right to obtain and hold in its or their own name(s) all copyright registrations and other evidence of rights that may be available for Work Product. Contractor hereby agrees to waive all moral rights relating to identification of authorship restriction or limitation on use, or subsequent modifications of the Work. c. INVENTIONS 1) Vesting of patent rights: The Contractor, its employees and any Contractor's Subcontractor hereby agrees to assign to the Department, its successors, and assigns, all Inventions, together with the right to seek protection by obtaining patent rights therefore and to claim all rights or priority there under, and the same shall become and remain the Department's property regardless of whether such protection is sought. The Contractor, its employees and Contractor's Subcontractor shall promptly make a complete written disclosure to the Department of each Invention not otherwise clearly disclosed to the Department in the pertinent Work Product, specifically pointing out features or concepts that the Contractor, its employees and Contractor's Subcontractor believes to be new or different. The Contractor, its employees and Contractor's Subcontractor shall, upon the Department's request and at the Department's expense, cause patent applications to be filed thereon, through solicitors designated by the Department, and shall sign all such applications over to the Department, its successors, and assigns. The Contractor, its employees and Contractor's Subcontractor shall give the Department and its solicitors all reasonable assistance in connection with the preparation and prosecution of any such patent applications and shall cause to be executed all such assignments or other instruments or documents as the Department may consider necessary or appropriate to carry out the intent on this Agreement. 2) Agency: In the event that the Department is unable for any reason whatsoever to secure the Contractor's, its employees' and/or Contractor's Subcontractor's signature to any lawful or necessary document required or desirable to apply for or prosecute any United States application (including renewals or divisions thereof), Contractor, its employees and Contractor's City of Carlsbad Agreement Number 7 4A0915 Page 14 of 16 Subcontractor hereby irrevocably designates and appoints the Department and its duly authorized officers and agents, as its agent and attorney-in-fact, to act for and on Contractor, its employees and Contractor's Subcontractor's behalf and stead, to execute and file such applications and to do all other lawfully permitted acts to further the prosecution and issuance of any copyrights, trademarks or patents thereon with the same legal force and effect as if executed by Contractor, its employees and/or Contractor's Subcontractor. The Department shall have no obligations to file any copyright, trademark or patent applications. d. ADDITIONAL PROVISIONS 1) Avoidance of infringement: In performing services under this Agreement, Contractor and its employees agree to avoid designing or developing any items that infringe one or more patents or other intellectual property rights of any third party. If Contractor or its employees becomes aware of any such possible infringement in the course of performing any Work under this Agreement, Contractor or its employees shall immediately notify the Department in writing. 2) Pre-existing works and license: Contractor acknowledges that all Work Product shall be the sole and exclusive property of the Department, except that any pre-existing works created by Contractor and third parties outside of the Agreement but utilized in connection with the Agreement (the "Pre-existing Works") shall continue to be owned by Contractor or such parties. Contractor agrees to notify the Department in writing of any Pre-existing Works used in connection with any Work Product produced under this Agreement and hereby grants to the Department a non-exclusive, perpetual, royalty-free license to utilize the Pre-existing Works in connection with the Work Product. 3) Subcontractors: Contractor shall affirmatively bind by contract any of its subcontractors or service vendors (hereinafter "Contractor's Subcontractor") providing services under this Agreement to conform to the provisions of this Exhibit. Contractor's Subcontractor shall then provide the signed contract to the Contractor, who shall provide it to the Department's Contract Manager prior to the commencement of any work. In performing services under this Agreement, Contractor's Subcontractor agrees to avoid designing or developing any items that infringe one or more patents or other intellectual property rights of any third party. If Contractor's Subcontractor becomes aware of any such possible infringement in the course of performing any Work under this Agreement, Contractor's Subcontractor shall immediately notify the Contractor in writing, Contractor will then immediately notify the Department in writing. e. OWNERSHIP OF DATA 1) Upon completion of all work under this Agreement, all intellectual property rights, ownership and title to all reports, documents, plans, specifications, and estimates, produced as part of this Agreement will automatically be vested in CAL TRANS and no further agreement will be necessary to transfer ownership to CAL TRANS. The Consultant shall furnish CAL TRANS all necessary copies of data needed to complete the review and approval process. City of Carlsbad Agreement Number 7 4A0915 Page 15 of 16 2) It is understood and agreed that all calculations, drawings, and specifications, whether in hard copy of machine readable form, are intended for one-time use in the construction of the project for which this Agreement has been entered into. 3) The Consultant is not liable for claims, liabilities or losses arising out of, or connected with, the modification or misuse by CAL TRANS of the machine readable information and data provided by the Consultant under this Agreement; further, the Consultant is not liable for claims, liabilities or losses arising out of, or connected with, any use by CAL TRANS of the project documentation on other projects, for additions to this project, or for the completion of this project by others, excepting only such use as may be authorized, in writing, by the Consultant. 4) Any sub-agreement in excess of $25,000.00, entered, into as a result of this Agreement, shall contain all of the provisions of this clause. City of Carlsbad Agreement Number 7 4A0915 Page 16 of 16 SECTION IV ATTACHMENTS: The following attachments are incorporated into and are made a part of this RGA by this reference and attachment. I. AGENCY Resolution II. Scope of Work and Project Timeline Ill. Grant Application Guide IN WITNESS WHEREOF, the parties hereto have executed this RGA on the day and year first herein above written: STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION By:p }2~ ~q.~ e~ Printed Name: Kathleen Stonetakai ~ Title: Contract Officer Date: CITY OF CARLSBAD By:~ Printed Name: c _ , ~ \ CW-/lt.--v-U-\i~ Title: ~ VLLhl\0 \,I\Jctc~ ~rech:v Date: ~J;),/ ll By: Printed Name: Title: Date: By: Printed Name: Title: Date: City of Carlsbad Agreement Number 74A0915 Attachment I RESOLUTION NO. 2016-171 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE APPOINTMENT OF THE DIRECTOR OF PUBLIC WORKS AS AN AUTHORIZED REPRESENTATIVE TO ENTER INTO CONTRACTS WITH THE STATE OF CALIFORNIA FOR A SUSTAINABLE . TRANSPORTATION PLANNING . GRANT, _ ACCEPT _ THE GRANT, AND APPROPRIATE GRANT FUNDS IN THE AMOUNT OF $300,000 FOR THE SUSTAINABLE MOBILITY PLAN. ., P.a11e 1 of 2 WHEREAS, the City Council of the City of Carlsbad, California has applied for Grant funding from the State of California Department ofTransportation through the Sustainable Transportation Planning Grant Program to develop the Sustainable Mobility Plan within the City of Carlsbad; and WHEREAS, the State of California Department of Transportation has selected the project for Grant funding; and WHEREAS, the State of California Department ofTransportation requires the City of Carlsbad to appoint an authorized representative to enter into contract with the State of California; and WHEREAS, the City Council of the City of Carlsbad, California accepts the Grant; and WHEREAS, an appropriation of General Funds in the amount of $125,000 for the transportation component ofthe Climate Action Plan and $250,000 from the Public Works General Fund was approved in the Fiscal Year 2016-17 Operating Budget to match the Grant funds in the amount of $375,000; and WHEREAS, the scope of the current project has been expanded to complete a more comprehensive sustainable mobility plan; and WHEREAS, there are sufficient funds available in the Public Works general fund allocation to support the increased scope of the project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. ltem#2 August 23, 2016 Page 4 of 7 City of Carlsbad Agreement Number 74A0915 · Attachment I Page 2 of 2 2. That the Director of Public Works or designee is hereby authorized to enter into contract with the State of California Department of Transportation for the Sustainable Mobility Plan, funded in part through the su·stainable Tran_sportation P.lanning Grant Program. 3. --That the City of.Carlsbad hereby-agrees and further does authorize the aforementioned- representative or their designee to certify that the Agency has and will comply with all applicable state and federal statutory and regulatory requirements related to Grants received. 4. That the City of Carlsbad hereby accepts the Grant. 5. The Administrative Services Director ·is authorized to appropriate $300,000 to the Sustainable Mobility Plan project. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of August, 2016, by the following vote, to wit: AYES: NOES: ABSENT: Item #2 Hall, Wood, Schumacher, Blackburn, Packard .. None. None. August 23, 2016 Page 5 of7 SCOPE OF WORK: Sustainable Mobility Plan INTRODUCTION: City of Carlsbad Sustainable Mobility Plan City of Carlsbad Agreement Number 7 4A0915 Attachment II Page 1 of 13 As is evidenced by the following statistics, Carlsbad has many of the right ingredients for a sustainable transportation system, and the City has looked at various modes of transportation at various times over the past decade. Yet today, with the recent passage of a new General Plan, a very progressive Mobility Element, as well as Climate Action Plan, Carlsbad needs a truly holistic view of sustainable transportation options, wrapping in bikes and pedestrians (including physically-challenged pedestrians), commuter rail, bus, electric vehicles, electric bikes, bike share, mobility hubs, and not only safe routes to school, but also safe routes to parks, safe routes to the coast and safe routes for seniors. This proposal for a Sustainable Mobility Plan will allow the City to take a close look at what it takes to provide its residents, workers and visitors a set of reasonable travel options for their daily trips. We want to give our residents an 8-80s network that truly allows our population viable options for 'leaving their keys at home.' And we want to prepare this document is a way that is transferable to other cities in California who would like a 'head-start' on developing their own Sustainable Mobility Plan. Carlsbad occupies an area of39.l square miles along the northern coast of San Diego County, approximately 30 miles north of San Diego and 90 miles south of Los Angeles, and is home to approximately 110,000 people and 4,000 businesses. Public infrastructure and land use patterns in the City of Carlsbad favor vehicular transportation, which negatively influences traffic circulation and speed, the health and safety of pedestrians and bicyclists, public transit and multi-modal choices. The City of Carlsbad California has a reputation for attracting successful businesses and residents with a high quality of life. Carlsbad is home to a vibrant economy with over 4,000 business licenses and numerous international companies such as Taylor Made Golf, Callaway Golf, ViaSat, and LEGOLAND, among others. Carlsbad's vibrant economy is supported with an educated population-according to the 2013 American Community Survey, 30.9 % of Carlsbad residents have obtained a college degree. Median household incomes are among some of the region's highest, and the overwhelming majority of households have a vehicle available. According to the 2013 American Community Survey 85.7% of Carlsbad residents commute to work in personal vehicles. According to the 2013 ACS survey, roughly six of every 10 residents in Carlsbad has a commute time of less than 30 minutes. The preponderance of evidence indicates that residents are "choice" users of transportation systems-that is, they are not dependent on transit, and have the means to make use of transportation alternatives, provided those alternatives are competitive to their personal vehicle, in terms of time, convenience, and perceived safety. Carlsbad has the opportunity to improve quality of life for current and future residents, attract new employers and employees, through the development of a well-rounded array of transportation options for residents and area employees. The City has invested significantly in improving the City of Carlsbad Agreement Number 74A0915 Attachment II Page 2 of 13 walking and biking networks in the City as a way to improve VMT and GHG metrics, and is working with regional transportation providers to increase transit ridership, particularly feeder services to the NCTD Coaster Commuter Rail service, which currently serves 5,000 passengers daily, but compares to over 240,000 daily vehicle trips on the adjacent Interstate 5 corridor. Regarding safety, according to 2012 data from the Statewide Integrated Traffic Records System (SWITRS), Carlsbad had four fatalities, two of which involved pedestrians (50%). This same year, there were 401 injury collisions in Carlsbad. Approximately 14.4% of these collisions involved pedestrians (7.7%) and bicyclists (6.7%). High traffic speeds, wide arterial streets and short pedestrian signal timing contributes to a greater potential for pedestrian and/or bicycle vs. vehicle conflicts, making it difficult, for example, for students to safely walk or bike to and from school, or for seniors to walk to the nearly community center. Leaders in Carlsbad recognize the quality of life benefits that multi-modal transportation options can provide to successful businesses and residents. This realization has allowed the City to formulate catalytic transportation changes, such as the recent addition of a Mobility Element to the City's General Plan. Regionally, the development and improvement of additional transportation options are necessary to address several challenges-converting single-occupant vehicle trips to bicycle and pedestrian trips, and combating the 23% increase in hours of delay on the region's freeways from 2013 to 2014 as measured by the San Diego Association of Governments. A successful assessment and expansion of transportation options as identified in the Sustainable Mobility plan will develop blueprints to plan, expand, and fund initiatives such as a Transportation Demand Management effort, bicycle and pedestrian improvements, mobility hubs featuring carshare and bikeshare services, autonomous vehicle planning, and improvements in underserved communities such as the "Barrio" in Carlsbad Village. This effort will make use of extensive community input from a diverse cross-section of residents and stakeholders and help Carlsbad plan for a sustainable future. RESPONSIBLE PARTIES: City of Carlsbad OVERALL PROJECT OBJECTIVES: Produce a Sustainable Mobility Plan to guide the development and implementation of a series of mobility choices for Carlsbad residents, employees, and visitors. 1. Project Initiation and Administration Task 1.1 Project Kickoff Meeting with Cal trans Staff The City will hold a kick-off meeting with Caltrans and City staff to discuss grant procedures and project expectations, including invoicing, quarterly reporting, and all other relevant project information. • Responsible Party: City of Carlsbad Task 1.2 Development of Scope of Work and RFP The City will develop a clear scope of work based on the following tasks and complete an RFP process for selection of a consultant using the proper procurement procedures. • Responsible Party: City of Carlsbad Task 1.3 Consultant Selection City of Carlsbad Agreement Number 74A0915 Attachment II Page 3 of 13 The City will select and contract with the selected consultant using the proper procedures. • Responsible Party: City of Carlsbad Task 1.4 Stakeholder Working Group Development Community leaders and local organizations will be engaged into the Stakeholder Working Group to prepare for and monitor project activities. In addition to City staff, the Steering Committee may include members of Caltrans, the County of San Diego Health and Human Services Agency, City Traffic Safety and Parks and Recreation Commissions, Carlsbad Police Dept, Carlsbad Unified School District, Carlsbad Village Association, North County Transit District, Carlsbad Senior Commission, Tourism Bureau, Chamber of Commerce, Bike/Walk Carlsbad, the ADA community, and local business associations, among others. • Responsible Party: Consultant Task 1.5 Stakeholder Working Group Meetings The Stakeholder Working Group will meet bi-monthly to provide guidance regarding the direction of the project and to review progress. • Responsible Party: City/Consultant Task 1.6 Caltrans Invoicing and Quarterly Reports The City will submit complete invoice packages to Caltrans District Staff based on milestone completion -at least quarterly, but no more frequently than monthly. The City will submit quarterly reports to Cal trans District staff providing a summary of project progress and grant/local match expenditures. • Responsible Party: City of Carlsbad Task 1.7 General Project Administration The City will manage all aspects of the project, including managing the consultant team and all work products, responding to community or elected officials' questions, and ensuring adequate project progress. • Responsible Party: City of Carlsbad Task Deliverable 1.1 Agenda, minutes, and meeting materials 1.2 Request for Proposals document 1.3 Selection of Consultant 1.4 Stakeholder Working Group list of contacts 1.5 Agenda, minutes, and meeting materials 1.6 Invoicing and Quarterly Reports 1.7 Project Correspondence 2. Community Outreach Task 2.1 Outreach Framework Report City of Carlsbad Agreement Number 74A0915 Attachment II Page 4 of 13 The consultant will develop an Outreach Framework Report outlining the selected approach to community outreach throughout the project. The report will detail key outreach events, timelines, social and traditional media engagement opportunities, and language/translation needs, among other elements. • Responsible Party: Consultant Task 2.2 Project Webpage and Social Media The consultant will work with City communications staff to develop and implement a project webpage and social media presence for the project. The City will host the project webpage on its City webpage, and will work with the consultant to develop, refine, and post content. The webpage will feature links to project deliverables and project outreach elements (surveys, comment forms, etc.), and will feature a web-mapping application, where users can identify mobility challenges and desired mobility options within the City. • Responsible Party: City/Consultant Task 2.3 School-based Outreach The consultant will visit each of the fourteen (14) public schools in the study area. These visits will feature presentations which focus on potential City policy and infrastructure recommendations related to Safe Routes to School Planning, with an emphasis on identifying issues within City right-of-way for documentation and prioritization as part of the Sustainable Mobility Plan's Priority Projects. Consultant team will also propose a method to assess public facilities adjacent to private schools in the City. Suggested Routes to School Maps will be developed for each of the schools. The consultant will work with the School District to find the best avenue with which to engage the respective school sites. Options include meetings with Administrative Staff, presentations to the school Parent-Teacher Organizations, or English Language Advisory Committees (ELAC). Another goal of these events will be to drive attendance to the public workshops outlined in Task 2.4 below. • Responsible Party: Consultant Task 2.4 Public Workshops The project will feature traditional public workshops at three (3) phases over the life of the project. Workshops will be advertised using the multimedia approach outlined in the Outreach Framework Report, and will feature bi-lingual materials where appropriate. Digital kiosks will be available to record information, as will traditional methods such as exhibits, boards, large-format prints, and comment cards. ► The first phase will focus on identifying mobility challenges and issues residents and stakeholders have in the City of Carlsbad, and will inform the development of the subsequent recommendations. ► The second round of workshops will provide residents with a series of potential mobility recommendations and improvements, and will ask attendees to react and prioritize the options to arrive at a community consensus. City of Carlsbad Agreement Number 74A0915 Attachment II Page 5 of 13 ► The third round of workshops will present the results of the community ranking and prioritization process, and will seek to ensure that the recommended active transportation networks and mobility recommendations will be accepted by City Council and community members. • Responsible Party: Consultant Task 2.5 Employer Outreach The consultant will work with the City to identify up to eight (8) large employers/business associations which could benefit from the recommendations of the Plan. The goal of this effort would be to identify mobility and TDM issues faced by employer, employee, and entire industries in the City, propose mobility and TDM solutions, and assess the feasibility and willingness to use transportation alternatives such as carsharing, vanpooling, subsidized transit passes, employer shuttles, bikesharing, etc. These employer outreach efforts will also promote the overall Sustainable Mobility Plan effort, and will encourage employees to attend the traditional outreach events found elsewhere in Task 2. The sites will be diverse in geography, industry, and employee demographics to ensure the widest- possible range of outreach audiences. • Responsible Party: City/Consultant Task 2.6 Ongoing Community Events The consultant will present the project at three (3) ongoing community events to increase awareness of the Sustainable Mobility Plan, identify issues, and solicit feedback. Momentum for this type of outreach has been established through the recent Walk+Bike Carlsbad project, and the success will be carried forward. Ideas include the Carlsbad Farmers Market, the Carlsbad BeachFest, Movies/Jazz in the Park, and the Carlsbad Adventure Run. At least one of these events will take place in the Barrio, and will feature Spanish-language materials. • Responsible Party: Consultant Task 2.7 Stakeholder Charrette The consultant will conduct a multi-day charrette of stakeholders to solicit their feedback on the Plan. The Stakeholder Working Group will review the potential stakeholders to be invited, and will facilitate the arranging of the interviews, if needed. The charrette format will be developed by the consultant and reviewed by the City prior to implementation. All responses will be documented for inclusion in the Appendix of the Final Report. • Responsible Party: Consultant Task Deliverable 2.1 Draft and Final Outreach Framework Report 2.2 Project webpage, webmap, and summary of comments received City of Carlsbad Agreement Number 74A0915 Attachment 11 Page 6 of 13 2.3 Up to fourteen (14) school-based events and all materials, including meeting notice, exhibits, and summary of comments received 2.4 Up to three (3) community workshops and all materials, including meeting notice, exhibits, and summary of comments received 2.5 Up to eight (8) employer outreach events and all materials, including meeting notice, exhibits, and summary of comments received 2.6 Up to three (3) community events and all materials, including meeting notice, exhibits, and summary of comments received 2.7 Charrette materials, including meeting notice, exhibits, and summary of comments received 3. Mobility Assessment and Gap Analysis Task 3.1 Active Transportation Infrastructure Assessments and Inventory The consultant will work with the City's GIS department to assess the current Active Transportation Network shapefiles and verify for accuracy. Elements to be inventoried include bicycle and pedestrian networks, trails, curb ramps, bicycle parking facilities, typical origins and destinations, such as schools, civic centers, churches, etc., and any other items determined appropriate by the consultant. The consultant will develop a data needs assessment memo based on the findings, and will work with the City to collect the data needed to support the development of the Sustainable Mobility Plan. The consultant will propose performance measures designed to align with the outcomes of the Caltrans Sustainable Communities Grant Program. • Responsible Party: City/Consultant Task 3.2 Multi-Modal Level of Service Analysis Consultant will develop and implement a Multi-Modal Level of Service (MMLOS) Analysis Methodology designed to evaluate the performance of the existing roadway network and form the baseline for potential changes to the roadway network. MMLOS will be consistent with federal and statewide guidelines. Results will be included as a chapter in the Existing Conditions Report. • Responsible Party: Consultant Task 3.3 Mobility Audits Consultant will conduct mobility audits with members of the community and Stakeholder Working Group. The efforts will be focused on assessing areas of the City which have not received similar assessments within the last two years, areas with significant mobility challenges, and address social equity concerns, such as access to work for low-income workers in Carlsbad Village. The consultant will work with the City to determine the scope, scale, and implementation of the audits, but at a minimum, traditional paper evaluations will be supplemented with digital assessments using the BestW ALK phone application. City of Carlsbad Agreement Number 74A0915 Attachment II Page 7 of 13 Data will be compiled and utilized to create neighborhood-specific maps that identify preferred alternative transportation networks, existing deficiencies, and inform the prioritization process. Results will be included as a chapter in the Existing Conditions Report. • Responsible Party: Consultant Task 3.4 Transit and TDM Baseline Assessments The consultant will assess existing transit service in the City, including fixed route, demand response, and commuter rail services. Route ridership, stop and route performance, and a physical assessment of high-volume stops will be noted and documented to identify first/last-mile gaps, evaluate and inform the feasibility and competitiveness of non-motorized access improvements around the station/stop areas within the City's jurisdiction. In addition, the consultant will propose and implement a survey methodology to assess existing TDM programs among the City's employers. The City will assist with implementing the survey. Results will be included as a chapter in the Existing Conditions Report. • Responsible Party: Consultant Task 3.5 Existing Conditions Report Consultant will develop a Draft Existing Conditions Report using the chapters developed in Tasks 3.1-3.3. City will review the document and provide one set of internally-consistent comments. Consultant will review the comments and incorporate into the Final Existing Conditions Report. • Responsible Party: Consultant Task Deliverable 3.1 Updated database of Sustainable Mobility Plan digital files in ESRI shapefile and/or ?;eodatabaseformat 3.2 Multi-modal Level of Service Analysis 3.3 Mobility Audit forms and a summary of all comments received 3.4 Transit and Transportation Demand Management Assessment methodology and baseline assessment documents 3.5 Draft and Final Existing Conditions Report 4. Sustainable Mobility Plan Development Task 4.1 Bicycle and Pedestrian Master Plan Updates Using input from the Stakeholder Working Group, public comment, and recent developments in the world of active transportation planning, consultant will develop updated Bicycle and Pedestrian Master Plans consistent with Caltrans requirements. • Responsible Party: Consultant Task 4.2 TDM and Transit Access Blueprint Based on the findings of Task 3, the consultant will develop a TDM and Transit Access Blueprint designed to identify preferred TDM strategies (bikeshare, carshare, autonomous vehicles, shared City of Carlsbad Agreement Number 74A0915 Attachment II Page 8 of 13 mobility, etc.) programs, and first-last mile improvements, and GHG/VMT benefits to the City and local residents of all ages and mobility needs. Mobility recommendations will also include specific strategies and approaches designed to improve mobility choices for residents without access to a personal vehicle, including seniors, the disabled, and children. • Responsible Party: Consultant Task 4.3 Citywide Safe Routes to School Blueprint The consultant will take the findings of Task 3 and develop a list of priority projects within¼ mile of school sites for inclusion in a Citywide Safe Routes to School Plan. Each school featured in the plan will receive a list and visual exhibit of infrastructure deficiencies within its respective study area, as well as potential engineering solutions and planning-level cost estimates. The Plan will also feature education, enforcement, and encouragement program and school-site recommendations (those outside the City right-of-way), as well as Suggested Routes to School Maps developed with school representatives. Finally, the Plan will provide an evaluation framework for the City and School District to monitor and evaluate project performance over time. • Responsible Party: Consultant Task 4.4 Coastal Mobility Implementation Blueprint The consultant will develop a series of multi-modal project recommendations focusing on the Carlsbad Village and Barrio coastal areas. The recommendations will be informed by the findings of Tasks 4.1-4.3 as appropriate, and will evaluate the conceptual findings of the recently- completed Village and Barrio Master Plan effort. • Responsible Party: Consultant Task 4.5 Mobility Hub Blueprint The consultant will develop a conceptual site plan for a proposed Mobility Hub concept in Carlsbad Village, and one that is scalable to other high-activity areas of the City. The plan will include typical space requirements, mode-specific treatments, design concepts, fare media and wayfinding recommendations, cost estimates, and any other specifics as determined by the consultant. • Responsible Party: Consultant Task 4.6 Trails Plan Integration The consultant will review the recommendations of Tasks 4.1 -4.6 to ensure consistency with the Trails Master Plan, and will include trail alignment and project recommendations found in the Plan within the larger Sustainable Mobility and Active Transportation network and project recommendations. • Responsible Party: Consultant Task Deliverable 4.1 Updated Bicycle and Pedestrian Master Plans consistent with Ca/trans requirements 4.2 Chapter in Sustainable Mobility Action Plan 4.3 Chapter in Sustainable Mobility Action Plan 4.4 Chapter in Sustainable Mobility Action Plan 4.5 Chapter in Sustainable Mobility Action Plan 4.6 Chapter in Sustainable Mobility Action Plan 5. Complete Streets Design Guidelines and Action Plan Task 5.1 Complete Streets Design Guidelines City of Carlsbad Agreement Number 7 4A0915 Attachment II Page 9 of 13 The consultant will develop a series of Complete Streets Design Guidelines. Using the recently- adopted Mobility Element of the General Plan as a starting point, the Design Guidelines will provide conceptual guidance on how to accommodate Complete Streets policies within the existing City right-of-way. The guidelines will feature recommendations found in recent iterations of the MUTCD, NACTO Urban Street Design Guide, and other publications deemed appropriate. • Responsible Party: Consultant Task 5.2 Complete Streets Action Plan and Project Prioritization The consultant will take all project and program recommendations from previous tasks and develop a ranking and prioritization framework. This exercise will develop up to four (4) tiers of priority projects across modes and will be informed by community and Stakeholder Working Group feedback, objective criteria, and any other measures as appropriate. The consultant will develop an Action Plan outlining priority project phasing and funding sources. • Responsible Party: Consultant Task 5.3 Conceptual Designs for Priority Projects The consultant will develop conceptual designs for up to ten ( 10) priority projects using graphic design or similar software. Design drawings should be concise and easy to understand for a public audience, and should be developed in such a way that they can support grant funding applications with little or no additional revisions from City staff. • Responsible Party: Consultant Task 5.4 Cost Estimates for Priority Projects Consultant will develop detailed cost estimates for each of the priority projects in Task 5.3. Unit costs will be provided by the City of Carlsbad where available. Where unit costs are not available, consultant will make use of comparable, recent local estimates. • Responsible Party: Consultant Task Deliverable 5.1 Complete Streets Design Guidelines Document 5.2 Project Prioritization scoring matrix and list of priority projects 5.3 Conceptual Design drawings for priority projects 5.4 Cost Estimates for priority projects 6. Program Sustainability and Transferability Action Plan Task 6.1 Plan Presentation City of Carlsbad Agreement Number 74A0915 Attachment II Page 10 of 13 A critical piece of the overall planning effort will be the Plan's ability to be adapted by other California cities. The consultant and City staff will present the project at statewide conferences and other professional development opportunities to "push out" the data and lessons learned to educate communities on the City of Carlsbad's Sustainable Mobility Plan effort, and will initiate a dialogue as to how to share findings and lessons learned to ensure additional value for the plan. • Responsible Party: City/Consultant Task 6.2 Economic Development and Business Outreach Blueprint The Economic Development and Business Outreach Plan will provide City staff with guidance on how to engage the business community to develop and implement TDM program recommendations, and will also provide the educational elements necessary to assist local businesses in promoting walking and biking to work, as well as how encouraging and promoting walking and biking can help grow businesses. The City has laid the groundwork for this plan as part of its recently-completed Walk+Bike Carlsbad Encouragement Campaign, which developed strategies for promoting walking and biking in Carlsbad Village. The consultant will make use of campaign materials and lessons learned to develop a strategy for the City at large. • Responsible Party: Consultant Task 6.3 Sustainability Plan Monitoring Framework The Sustainability Plan Monitoring Framework will establish a protocol for measuring Plan implementation, evaluating success, and documenting benefits. Elements could include a non- motorized users counting methodology, VMT or GHG-reduction calculations, sample stated- preference or opinion surveys, funding guidelines, or other metrics as determined by the consultant. • Responsible Party: Consultant Task Deliverable 6.1 Presentations on the Plan at statewide planning conferences or other venues 6.2 Outreach approach document and all promotional materials, including flyers, presentations, or other media 6.3 Monitoring and Framework Document 7. Draft and Final Reports Task 7.1 Prepare Draft Sustainable Mobility Plan Based on analyses of compiled input from community workshops, Stakeholder Working Group, inventory assessments, MMLOS analyses, TDM and Mobility Hub Assessments, network and project recommendations, design guidelines, and all other component pieces, a Draft Sustainable Mobility Plan will be prepared and presented at the phase three Community Meetings, as well as the Stakeholder Working Group for public comment. • Responsible Party: Consultant Task 7.2 Prepare Final Sustainable Mobility Plan City of Carlsbad Agreement Number 74A0915 Attachment II Page 11 of 13 Consultant will respond to comments on the draft plan to develop a Final Sustainable Mobility Plan which outlines project priorities and recommendations for future action, including analyses of existing conditions and City Plans, infrastructure improvement prioritization with funding estimates; potential funding sources, and an outline of implementation and sustainability strategies • Responsible Party: Consultant Task 7.3 Council Presentations, Adoption, and Project Close-Out The consultant will support the presentation of the Final Sustainable Mobility Plan at the City's Traffic Safety Commission, and City Council meetings. Resolve any critical issues. Adopt final City of Carlsbad Sustainable Mobility Plan. Eight (8) hard copies and Eight (8) CD's of the Final Sustainable Mobility Plan will be submitted to Caltrans District Contract Manager in order to initiate close-out of the project. • Responsible Party: Consultant Task Deliverable 7.1 Draft Sustainable Mobility Plan and list of comments received, response to comments document 7.2 Final Sustainable Mobility Plan 7.3 Presentation Materials and Final Document deliverables Project Title Sustainable Mobility Plan Fund Source Task Responsible Grant Number Party Total Cost Amount 1 Project lnlfiaflon and Admlnlaflatlon 1.1 Project Kickoff Meeting with Caltrans Staff Citv $2.350 $1.000 1.2 Development of RFP City $2,350 $1,000 1.3 Consultant Selection City $2,350 $1,000 1.4 Stakeholder Working Grol.4) Development City/Consultant $2,350 $1,000 1.5 Stakeholder Working Grol.4) Meetinos City/Consultant $11,750 $5.000 1.6 Caltrans Invoicing and Quarter1y Reports City $5,875 $2,500 1.7 General Project Administration Citv $7,050 $3,000 2 Comm,_ uunaaeh 2.1 Outreach Framewor1< Report Consultant $5,875 $2,500 2.2 Project Webpage and Social Media Consultant $5,875 $2,500 2.3 School-based Outreach Consultant $23,500 $10,000 2.4 Public Wor1<shops Consultant $23,500 $10,000 2.5 Employer Outreach Consultant $5,875 $2,500 2.6 Ongoing Comm'-'lity Events Consultant $11,750 $5,000 2.7 Stakeholder Charrette Consultant $23,500 $10,000 3 Mom,mr AsseNment and...., Analvsrs Active Transportation lnfrastructl.l"e 3.1 Assessments and Inventory Consultant $11,750 $5,000 3.2 Multi-Modal Level of Service Analysis Consultant $23,500 $10,000 3.3 Mobility Audits Consultant $11,750 $5,000 3.4 Transit and TDM Baseline Assessments Consultant $23,500 $10,000 3.5 Existing Conditions Report Consultant $23,500 $10,000 California Department of Transportation Sustainable Transportation Planning Grants Fiscal Year 2016-17 PROJECT TIMELINE Grantee City of Carlsbad Fiscal Year 2016/17 FY 2017/18 LULd> LULd> Cash In-Kind Match Match JAS NDJF A JJAS NDJF A J J $1.250 $100 $1,250 $100 $1,250 $100 $1,250 $100 $6.250 $500 $3,125 $250 $3,750 $300 $3,125 $250 $3,125 $250 $12,500 $1,000 $12,500 $1,000 $3,125 $250 $6,250 $500 $12,500 $1,000 $6,250 $500 $12,500 $1,000 $6,250 $500 $12,500 $1,000 $12,500 $1,000 FY 2018119 s ND J F City of Carlsbad Agreement Number 74A0915 Attachment II Page 12 of 13 A J Deliverable Agenda, minutes, and meetino materials RR<u•st for Proposals document Selection of Consultant Stakeholder Working Group list of contacts Agenda, minutes, and meeting materials Invoicing and Quartertv Reports Project Correspondence Draft and Final Outreach Framework Report Project webpage, webmap, and summary of comments received Up to fOU"teen (14) scllool-<>ased events and all materials, including meeting notice, exhibits, and summary of comments received Up to three (3) community wor1<shops and all materials, including meeting notice, exhibits, and summary of comments received Up to eight (8) employe< outreach events and an materials. including meeting notice, exhibits, and summary of comments received Up to three (3) community events and all materials, inciuding meeting notice, exhibits, and sunmary of comments received Charrette materials, including meeting notice, exhibits, and summary of comments received Updated database of Sustainable Mobility Plan digital files in ESRI shapefile and/or nA<Viatabase format Multi-modal Level of Service Analysis Mobillty Audit fonns and a summary of all comments recerved Transit and Transportation Demand Management Assessment methodology and baseline assessment docunents Draft and Final Existing Conditions Report 4 Sustainable llobl/lfN ,..,,,,, .,, 4.1 B,cycie and Pedestnan Master Plan Consultant $58,750 $25,000 $31,250 $2,500 Uodates 4.2 TOM and Trans rt Access B luepmt Consultant $58,750 $25,000 $31,250 $2,500 4.3 Citywide Safe Routes to School Bluepmt Consultant $70,500 $30,000 $37,500 $3,000 4.4 Coastal Mobility Implementation Blueprint Consultant $58,750 $25,000 $31,250 $2,500 4.5 Mobilrtv Hoo BkJepmt Consultant $58,750 $25,000 $31,250 $2,500 4.6 Trails Plan lntearation Consultant $11,750 $5,000 $6,250 $500 & com-~,,._ n...-and A-l'fan 5.1 Complete Streets Design Guidelines Consultant $11,750 $5,000 $6,250 $500 5.2 Complete Streets ACIJOn Plan and Prorect Consultant $23,500 $10,000 $12,500 $1,000 PrioritizaUon 5.3 Conceptuaf Designs far Prionty Projects Consultant $23,500 $10,000 $12,500 $1,000 5.4 Cost Estimates for Priority Proiects Consultant $23,500 $10,000 $12,500 $1,000 6 -ms •nd I Action,.,_, 6.1 Plan Presentation Consultant $1,175 $500 $625 $50 Econom,c Development and Business 6.2 Consultant $34,075 $14,500 $18,125 $1.450 Outreach Plan 6.3 Susta,nabifitv Plan Mon,tonno F ramewor1< Consultant $11,750 $5,000 $6,250 $500 7 Oratr •nd Final......,,.,. 7.1 Prepare Draft Sustainable Mobility Plan Consultant $11,750 $5,000 $6,250 $500 7,2 Prepare Final Sustainable Mobility Plan Consultant $11,750 $5,000 $6,250 $500 7.3 COU'1Cil Presentations, Adoption, and City $7,050 $3,000 $3,750 $300 Pmiect Close-Out TOTALS $705,000 $300,000 $375,000 $30,000 Reimbursement of indirect costs is allowable upon approval of an Indirect Cost Allocation Plan for each year of project activities. Provide rate if indirect costs are included in the project budget Approved Indirect Cost Rate: ___ %_ City of Carlsbad Agreement Number 74A091 5 Attachment II Page 13 of 13 Updated Bicycle and Pedestrian Master Plans consistent with Caltrans r= wements Chapter in Sustainable Mobility Action Plan Chapter in Sustainable Mobility Action Plan Chapter in Susta,nable Mobility Action Plan Chapter in Sustainable Mobilitv Action Plan Chapter n Sustainable Mobility Action Plan Complete Streets Design Guidelnes Document Project Prioritization sconng matnx and list of lmornv oroiects Conceptual Design drawings far priority l~niects Cost Estmates foc pnar,ty projects Presentations on the Plan at statewide lolannina conferences ar other venues Outreach approach dOcunent and all promotional materials, including flyers, presentations, ar other media Monitocng and Framewor1< Docunent Draft Sustainable Mobol~y Plan and list of comments received, response to comments docunent Fnal Sustainable Mobility Plan Presentation Materials and Final Docunent deliverables Note: Each task must contain a grant amount and a local cash match amount local cash match must be proportionally distributed by the same percentage throughout each task. local in-kind match needs to be indicated where in-kind services will be used. Please review the grant program section that you are applying to for details on local match requirements. The project timeline must be consistent with the scope of worlc. City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 1 of 44 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING GRANT PROGRAM .•..............•......•••....••.•......••.......••..••................•.....••.......•.•.. 0oeoeoeo FY 2016-201 7 Grant Application Guide STRATEGIC PARTNERSHIPS SUSTAINABLE COMMUNITIES Application Deadline October 30, 201 5 at 5:00 PM California Department of Transportation Division of Transportation Planning City of Carlsbad Agreement Number 7 4A0915 Attachment Ill Pa e 2 of 44 Table of Contents Sustainable Transportation Planning Grant Program................................................... 1 Sustainable Transportation Planning Grant Summary Chart........................................ 4 General Information and Requirements.................................................................... 5 Grant Program Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Application Preparation........................................................................................... 14 • Application Submittal Instructions............................................................... 15 • Tips and Pointers for Writing a Successful Grant Application ....................................... . 16 • Grant Application Checklist and Sample ........................................................ . 17 • Scope of Work Checklist and Sample .......................................................... . 25 • Project Timeline Checklist and Sample .......................................................... . 31 • Third Party In-Kind Valuation Plan Checklist and Sample .................................... . 33 • Local Resolution Checklist and Sample.......................................................... 35 Caltrans District and Regional Agency Boundaries Map..................................................... 37 Caltrans Sustainable Transportation Planning Grant District Contact List......................... 38 ADA Notice: For individuals with sensory disabilities, this document is available in alternate fonnats. For information call (916) 654-6410 or TDD (916) 654-3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814. City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 3 of 44 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 4 of 44 Sustainable Transportation Planning Grant Program The Sustainable Transportation Planning Grant Program was created to support the California Department of Transportation's (Caltrans) current Mission: Provide a safe, sustainable, integrated and efficient transportation system to enhance California 's economy and livability. Current significant efforts were also considered during Grant Program development, such as: • California Transportation Infrastructure Priorities Vision and Core Concepts; • State Smart Transportation Initiative Assessment and Recommendations; • Caltrans Program Review Major Actions; • California Transportation Plan (CTP) 2040 Vision and Goals; and, • Smart Mobility 2010 Principles. Grant Program Overarching Objectives were also identified to ensure consideration of these major efforts in transportation planning, including: Sustainability, Preservation, Mobility, Safety, Innovation, Economy, Health, and Equity. In addition, grant administration processes have been streamlined and made consistent to benefit our partners. Most notable is the earlier release date of this Grant Application Guide, the earlier application deadline, and an earlier grant award announcement date. With this advanced process, grant recipients can anticipate starting project activities early in Fiscal Year (FY) 2016-2017, pending State Budget approval. The original intent and available budget of the Grant Program remains unchanged from previous years. Although dedicated grants no longer exist for Environmental Justice, Community-Based Transportation Planning, and Transit Planning, these important areas are still eligible for funding under the new Grant Program. Caltrans still provides transportation planning grants to promote a balanced, comprehensive multimodal transportation system. However, starting in FY 2014-15, Caltrans revised the Grant Program to reflect current goals that direct us to emphasize more transportation planning efforts that promote sustainability. These grants may be used for a wide range of transportation planning purposes that address local, regional, and interregional transportation needs and issues. The implementation of these grants should ultimately lead to the adoption, initiation, and programming of transportation improvements. The Caltrans Division of Transportation Planning provides the following transportation planning grants: ❖ Strategic Partnerships ❖ Sustainable Communities State Transportation Planning Goals 1 1. Improve Multimodal Mobility and Accessibility for All People: Expand the system and enhance modal choices and connectivity to meet the State's future transportation demands. 2. Preserve the Multimodal Transportation System: Maintain, manage, and efficiently utilize California's existing transportation system. 3. Support a Vibrant Economy: Maintain, manage, and enhance the movement of goods and people to spur the economic development and growth, job creation, and trade. 1 Source: California Transportation Plan 2040 Page 1 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 5 of 44 4. Improve Public Safety and Security: Ensure the safety and security of people, goods, services, and information in all modes of transportation. 5. Foster Livable and Healthy Communities and Promote Social Equity: Find transportation solutions that balance and integrate community values with transportation safety and performance, and encourage public involvement in transportation decisions. 6. Practice Environmental Stewardship: Plan and provide transportation services while protecting our environment, wildlife, historical, and cultural assets. Federal Transportation Planning Goals2 1. Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency. 2. Increase the safety of the transportation system for motorized and non-motorized users. 3. Increase the security of the transportation system for motorized and non-motorized users. 4. Increase the accessibility and mobility of people and freight. 5. Protect and enhance the environment, promote energy conservation, improve the quality of life, and promote consistency between transportation improvements and state and local planned growth and economic development patterns. 6. Enhance the integration and connectivity of the transportation system, across and between modes, for people and freight. 7. Promote efficient system management and operation. 8. Emphasize the preservation of the existing transportation system. California Transportation Plan 2040 Vision California's transportation system is safe, sustainable, and globally competitive. It provides reliable and efficient mobility and accessibility for people, goods, and services while meeting our greenhouse gas emission reduction goals and preserving community character. This integrated, connected, and resilient multimodal system supports a prosperous economy, human and environmental health, and social equity. Integrating Goals and Objectives All grant applications must align with the Caltrans Mission, Grant Program Overarching Objectives, and the CTP 2040 Vision. The State and Federal goals provide the framework for the Strategic Partnerships and Sustainable Communities grants. A competitive grant application addresses and articulates how the project relates to the Caltrans Mission, Grant Program Overarching Objectives, CTP 2040 Vision, and multiple State and Federal goals. The Grant Specific Objectives on Page 12 indicate the specific purpose of each grant, and must also be considered when preparing an application. Overall, successful grant applications clearly demonstrate how the proposed project integrates the goals and objectives. Promoting Sustainable Communities in California Caltrans supports Senate Bill 375 (SB 375, 2008) Sustainable Communities Strategy (SCS) efforts. Applications should complement SCS efforts, if they exist in the geographical region. The SCS is a tool that is intended to help communities reduce transportation related greenhouse gas emissions and assist local and regional governments in creating sustainable communities for residents throughout the State. Information on SCS efforts can be found at: http://www.arb.ca.gov/cc/sb375/sb375.htm. 2 Source: Title 23, United States Code, Section 134 Page 2 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 6 of44 Although most rural areas of the State are not subjected to SB 375/SCS requirements, Caltrans still promotes the development of sustainable communities in these areas of the State. Eligible rural agencies are strongly encouraged to apply for Sustainable Communities grants. Addressing Environmental Justice and Disadvantaged Communities3.4 Caltrans strives for environmental justice in all of its activities. In the past, low-income and minority communities bore many of the negative impacts of transportation projects. It is the goal of environmental justice to ensure that when transportation decisions are made, low-income and minority communities have a full opportunity to participate in the decision-making process, and they receive an equitable distribution of benefits and not a disproportionate share of burdens. Caltrans encourages eligible applicants to apply for Sustainable Communities grants to address transportation needs and deficiencies in disadvantaged communities. CalEnviroScreen Version 2.0 is used to verify the disadvantaged communities that will benefit from awarded grant projects. Information about environmental justice and disadvantaged communities can be found at: CalEnviroScreen Version 2.0: http://oehha.maps.arcgis.com/appsNiewer/index.html?appid=dae2fble42674c12a04a2b302a080 598 Desk Guide -Environmental Justice in Transportation Planning Investments: http://www.dot.ca.gov/hq/tpp/offices/ocp/documents/ ej_ titlevi _ files/EnvironmentalJusticeDesk GuideJan2003.pdf Community Primer on Environmental Justice & Transportation Planning: http://www.dot.ca.gov/hq/tpp/offices/ocp/documents/ej_ titlevi_ files/EJ _Primer_ 4 _ 10 _ WEB.pdf Complete Streets and Smart Mobility Framework Caltrans also supports complete streets and the Smart Mobility Framework (SMF). If applicable, Caltrans encourages applicants to consider the tools and techniques contained in the SMF as well as typical components of complete streets. Specifically, this might include how the project addresses components of community design, regional accessibility, place types, and priority activities to achieve smart mobility outcomes, community transition, and associated multimodal performance measures for the appropriate context of the problem. Information on these efforts can be found at: Complete Streets: SMF: http://www.dot.ca.gov/hq/tpp/offices/ocp/complete _ streets.html http://www.dot.ca.gov/hq/tpp/offices/ocp/smf.html 3 Source: Desk Guide-Environmental Justice in Transportation Planning Investments (2003) 4 Source: Community Primer on Environmental Justice & Transportation Planning (2008) Page 3 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 7 of 44 Sustainable Transportation Planning Grant Summary Chart GRANT FUND SOURCE PURPOSE WHO MAY APPLY LOCAL MATCH The following are eligible to apply as a primary applicant: • Metropolitan Planning Organizations and Regional Transportation Planning Federal Highway Agencies Administration-20% minimum (in non-The following are eligible to apply as a federal funds or an in-State Planning and Funds transportation sub-applicant: kind* contribution). The Research, Part 1 planning studies of • Metropolitan Planning Organizations and entire minimum 20% Strategic Budget interregional and Regional Transportation Planning local match may be in the Partnerships Federal funds statewide significance, Agencies form of an eligible in- $1,500,000 in partnership with • Transit Agencies kind contribution. Grant Min Caltrans. Universities and Community Colleges Additional local funds • above the minimum local $100,000 • Native American Tribal Governments tinatch are desired . Grant Max $500,000 • Cities and Counties • Community-Based Organizations • Non-Profit Organizations (501.C.3) • Other Public Entities** The following are eligible to apply as a primary applicant: • \.1etropolitan Planning Organizations and Federal Transit Regional Transportation Planning Administration, Agencies Section 5304 • Transit Agencies; Cities and Counties; Funds studies of Native American Tribal Governments & multimodal 11.47% minimum (in transportation issues The following are eligible to apply as a State Highway having statewide, sub-applicant: cash or an in-kind* Sustainable Account contribution). The entire Communities interregional, regional • Metropolitan Planning Organizations and minimum 11.47% local Budget or local significance to Regional Transportation Planning match may be in the form Federal/State funds assist in achieving the Agencies of an eligible in-kind $8,300,000 Caltrans Mission and • Transit Agencies contribution . Grant Min overarching Universities and Community Colleges objectives. • $50,000 • Native American Tribal Governments Grant Max $500,000 • Cities and Counties • Community-Based Organizations • Non-Profit Organizations (501.C.3) • Other Public Entities** * For in-kind contribution requirements, refer to Page 11 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2). Page4 General Information and Requirements City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 8 of44 This section provides a brief overview of the financial, subcontracting, and legal requirements pertaining to all grant programs. The content of this section should be notably considered in the development of grant applications, as it lays the foundation for what to expect when applying for these grant funds. Upon award, grantees will receive more specific guidelines, including administrative and reporting requirements. Accounting Requirements Grantees are required to maintain an accounting and record system that properly accumulates and segregates incurred project costs and matching funds by line item. The accounting system of the grantee, including its sub-applicants and subcontractors, must conform to Generally Accepted Accounting Principles that enable the determination of incurred costs at interim points of completion and provides support for reimbursement payment vouchers or invoices sent to or paid by Caltrans. Allowable project costs must comply with 2 Code of Federal Regulations (CFR), Part 200. It is the grantee's responsibility, in conjunction with Caltrans District staff, to monitor work and expenses to ensure the project is completed according to the contracted Scope of Work and Project Timeline. Grantees must monitor work and costs to ensure invoices are submitted on a regular and timely basis (monthly or quarterly as milestones are completed). Grantees must communicate with their local Caltrans District Office to ensure any issues are addressed early during the project period. Indirect and Direct Costs Indirect costs require an Indirect Cost Allocation Plan (ICAP). For example, reproduction costs, computer rental and office supplies are considered indirect costs. However, if these costs are tied to a specific task or activity, they are considered direct costs. If a grantee, including sub-recipients and third party contractors/consultants, are seeking reimbursement of indirect costs, they must submit an ICAP or an Indirect Cost Rate Proposal (ICRP) to Caltrans Audits and Investigations annually for review and approval prior to reimbursement. An ICAP or ICRP must be prepared and submitted in accordance with 2 CFR, Part 200. For more information visit the following website: Indirect Cost Allocation Plan: http://www.dot.ca.gov/hq/audits/icap_icrp.html Due to the competitive nature of the grant award process, applications must include any indirect costs in the Project Timeline. Indirect costs can only be reimbursed if they are identified in the Project Timeline submitted with the initial application. Eligible Activities and Expenses Direct costs must be used only for transportation planning-related activities. Consult with Caltrans District staff for more information. Some eligible costs include: • Data gathering and analysis • Planning consultants • Conceptual drawings and design • Community surveys, meetings, charrettes, focus groups • Bilingual services for interpreting and/or translation services for meetings Page 5 Travel Expenses City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 9 of 44 Grantees may be eligible to claim travel expenses if they have been approved in the Scope of Work and Project Timeline. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Personnel Administration for similar employees (i.e. non-represented employees). For more information on eligible travel expenses, visit the following website: Cal trans Travel Guide: http://www.dot.ca.gov/hq/asc/travel/ Ineligible Activities and Expenses Some activities, tasks, project components, etc. are not eligible under these grant programs, regardless of funding source. If an application has any of the following elements, it will be disqualified. Ineligible activities and expenses include: • • • • • • • • • • • • • • • Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act Engineering plans and design specification work Project Initiation Documents (Pills) Regional Transportation Plans (RTP) or updates to the RTP Economic development plans or studies Land use plans or studies General Plans or updates to elements Construction projects, such as the building of a facility, or maintenance Purchasing of office furniture, or other capital expenditures Decorations Acquisition of vehicles or shuttle programs Organizational membership fees Unreasonable incentives such as prizes for public participation Charges passed on to sub-recipient for oversight of awarded grant funds Other items unrelated to the project Third Party Contracts The agreements between a grantee and a sub-recipient, consultant, or sub-consultant are referred to as "third party contracts." An eligible sub-applicant will be identified by an eligible applicant on the onset of the application. If a grantee or a sub-recipient is going to hire a consultant to perform work during the project, then proper procurement procedures must be used. Grantees may use their agency's procurement procedures as long as they comply with 2 CFR, Part 200 and Local Assistance Procedures Manual, Chapter 10. In addition, work can only be contracted if it has been stated in the applicant's Scope of Work and Project Timeline. A grantee is fully responsible for all work performed by its sub-recipient, consultant, or sub-consultant. Caltrans only enters into a contract directly with the grantee; therefore, the grantee is responsible to ensure that all third parties adhere to the same provisions included in the contractual agreement between Caltrans and the grantee. All government funded consultant procurement transactions must be conducted using a fair and competitive procurement process that is consistent with 2 CFR, Part 200. Page 6 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 10 of 44 All documentation of third party contract procurements must be retained and copies of all agreements must be submitted to Caltrans. For more information on third party contracting, visit the following links: Code of Federal Regulations: 2 CFR, Part 200 Local Assistance Procedures Manual: http://www.dot.ca.gov/hq/LocalPrograms/lam/lapm.htm Title VI Non-Discrimination Requirement Title VI of the U.S. Civil Rights Act prohibits discrimination on the basis of race, color, or national origin in programs or activities receiving federal financial assistance. Specifically Title VI provides the following: No person in the United States shall, on the ground of race, color, national origin, religion, sex, age, or disability be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving financial assistance from the Federal government. The Federal Highway Administration (FHWA) and the Federal Transit Administration (FTA) each have requirements that recipients must demonstrate continued compliance with Title VI. Compliance with Title VI includes conducting meetings in a fair and reasonable manner that are open to all members of a community. Compliance reflects not only the law, but is also a good policy that builds the kind of trust and information sharing upon which successful planning is done. Even where a city or county may not be receiving federal funding for transportation, the Civil Rights Restoration Act of 1987 also obligates that a city or county comply with Title VI, if it receives any other federal funding for any program. Caltrans is responsible for complying with Civil Rights requirements and for monitoring funding compliance of any sub-applicants. Grant recipients of federal funds, primarily Metropolitan Planning Organizations (MPOs) and Regional Transportation Planning Agencies (R TP As), are required to comply with FT A Circular 4 702.1 B, and must submit a copy of the agency's governing board- approved Title VI Program. Caltrans staff will contact grantees to ensure this requirement is satisfied. Disadvantaged Business Enterprise Reporting Grant recipients of federal funds, primarily MPOs and RTPAs, are required to report any Strategic Partnerships and/or Sustainable Communities contracting opportunities that may involve Disadvantaged Business Enterprise (DBE) participation. DBE reporting is required twice a year: April 1st and October 1st. For details about DBE requirements, visit the Office of Regional Planning (ORP) DBE website at: http://www.dot.ca.gov/hq/tpp/offices/orip/D BE/DBE.html. Pre-Award Audit The Strategic Partnerships and Sustainable Communities grants are available in amounts up to $500,000. However, any awarded grant in excess of $250,000 may require a pre-award audit. The pre-award audit is to ensure that recipients of state and federal funds maintain adequate financial management systems prior to receiving the funds. Pre-award audits may be required of new grantees, agencies that have not recently been audited, agencies that have undergone prior audits with significant weaknesses or deficiencies in their financial management systems, or those determined to be a higher risk to Caltrans. Page 7 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 11 of 44 If a pre-award audit is needed, the local Caltrans District Office will contact the grantee to facilitate the appropriate action. This has the potential to delay the start of the project and applicants are encouraged to determine if the delay will hinder their ability to complete the project by the terms specified in the agreement. Past Performance Previous grant performance will be considered during the evaluation process. Applicants with a history of inadequate performance such as poor project management, failure to achieve project milestones, untimely invoice submittals, or an overall poor quality of the final product may be at a competitive disadvantage in the application review process. Grant funds may not be awarded to prior grant recipients with unresolved past performance issues. Award Terms Cal trans is committed to being an active partner. If awarded a grant, the applicant should include Caltrans District staff when planning both technical advisory and community meetings. In addition, Caltrans District staff will help to ensure that the approved Scope of Work, Project Timeline, and project funding will be maintained throughout the life of the contract. If an agency does not demonstrate adequate performance and timely use of funds, Caltrans may take appropriate actions, which can include termination of the grant. Inadequate performance by grantees, sub-recipients, or consultants may hinder the grantee's ability to leverage future grant awards. Ownership Any technologies or inventions that may result from the use of these grants are in the public domain and may not be copyrighted, sold, or used exclusively by any business, organization, or agency. Caltrans reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for public purposes. Page 8 Grant Program Overview City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 12 of44 The Sustainable Transportation Planning Grant Program is state and federal funded. The role of the Metropolitan Planning Organization (MPO) and Regional Transportation Planning Agency (RTPA) is to facilitate a fair and open competitive application and outreach process. For an MPO or RTPA to influence the applicant pool either formally or informally by pre- screening applications is contrary to both state and federal administration of these grant programs. Sub-applicants are encouraged to work far in advance of the application deadline with the appropriate MPO or R TP A to coordinate application development. It is also beneficial for sub-applicants to be informed of the appropriate MPO or RTP A process and schedule, as they may differ slightly from those of Cal trans. R TP As residing within MPO boundaries should also coordinate application development with the MPO, as it is critical to ensure that proposed studies align with the RTP/SCS for the entire MPO region. Who May Apply -Strategic Partnerships Only MPOs and RTPAs that have a current Master Fund Transfer Agreement (MFTA) with ORP may apply directly for the Strategic Partnerships grants. Eligible sub-applicants include: MPOs and RTPAs, universities and community colleges, Native American Tribal Governments, cities and counties, community-based organizations, non-profit organizations ( 501.c.3 ), and public entities. Who May Apply -Sustainable Communities Eligible primary applicants for the Sustainable Communities grants include: MPOs and RTPAs; transit agencies; cities and counties; and, Native American Tribal Governments. Eligible sub- applicants include: MPOs and RTPAs, universities and community colleges; Native American Tribal Governments; cities and counties; community-based organizations; non-profit organizations (501.c.3), and public entities. Caltrans will contract directly with eligible primary grant recipients that do not have a current MFTA with ORP. The method of contracting for these grant recipients is known as the Restricted Grant Agreement (RGA). Project Start Dates All awarded grant funds must be encumbered during the first fiscal year after the State Budget is approved. The project start date depends on the method of contracting with Caltrans. For MPOs and RTPAs with a current MFTA, work may begin as early as July 2016. For other grant recipients that will undergo the RGA contracting process, work may begin as early as September 2016, assuming the grantee has received a fully executed contract and has been notified by Caltrans to begin work. State Budget approval would also need to occur prior to starting any project activities. It is important for applicants to reflect the estimated project start date in the Scope of Work and Project Timeline. The next page provides the project timeline constraints for both methods of contracting with Caltrans. Page 9 Restricted Grant Agreement Project Timeline Consider these dates when developing the Scope of Work and Project Timeline: September 2016 • Anticipated start date, pending State Budget approval February 28, 2019 • Contract expires (no time extensions will be granted) • Reimbursable work must be completed April 28, 2019 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 13 of 44 • All final invoices must be submitted to Caltrans for approval and reimbursement. This allows Caltrans sufficient time to comply with the State Controller's Office payment requirements. Master Fund Transfer Agreement Project Timeline (MPOs/RTPAs Only) Consider these dates when developing the Scope of Work and Project Timeline: July 2016 • Anticipated start date, pending State Budget approval June 30, 2019 • Project end date • Reimbursable work must be completed Final Request for Reimbursement • A Final Request for Reimbursement must be filed no later than 60 days after the end of the fiscal year to coincide with the submission of the Overall Work Program (OWP) Final Expenditure Report. Overall Work Program (MPOs/RTPAs Only) All MPOs and RTPAs must have the entire grant award and local match programmed in the Fiscal Year 2016-17 OWP no later than May 1, 2017. Approved projects must be identified as individual Work Elements in the current OWP and in future OWPs until the project is complete. Requests for Reimbursements Grant payments are made only as reimbursements. Invoices or Requests for Reimbursements (RFR) need to be submitted no more frequently than monthly or at a minimum quarterly. Grantees must pay sub-recipients and subcontractors prior to submitting a RFR to Caltrans. A one-time, lump sum RFR for the entire grant is not allowed. Local match (cash and third party in-kind contributions) must be expended on a proportional basis coinciding with each grant Work Element (MPOs/RTPAs only) and/or RFR. The proportional expenditure of local match must be clearly identified in the Project Timeline. The minimum required local match (i.e., 11.47% or 20%) must be rendered during the invoicing period to which the matching requirement applies. The minimum required local match must also be satisfied with each RFR. Local Match Contribution All grants require a local match. Revenue sources for a local match can include local sales tax, special bond measures, private donations, private foundations, etc. The Strategic Partnerships grants require the applicant to provide a minimum 20 percent non-federal local match. The Sustainable Page 10 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 14 of44 Communities grants require the applicant to provide a minimum 11.47 percent local match-federal fund grant recipients, primarily MPOs, must provide a non-federal local match and other grantees may use any source of funds for the local match. The minimum local match is a percentage of the total project cost (i.e., minimum local match amount plus the grant amount). The local match can be all cash, all third party in-kind contributions, or a combination of the two. The Local Match Calculator is accessible at: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/2015/Match_Calculator.xlsx Third Party In-Kind Contributions Third party in-kind contributions are goods and services donated from outside the primary grantee's agency. Examples of third party in-kind contributions include donated printing, facilities, interpreters, equipment, advertising, time and effort, staff time, and other goods and services. The value of third party in-kind contributions must be directly benefiting and specifically identifiable to the project. The third party in-kind contribution information must be identified on the Grant Application Cover Sheet, the Project Timeline, and the project specific Work Element in the OWP, if applicable. If third party in-kind contributions are used for the local match, a third party in-kind valuation plan must be submitted to Caltrans for approval as a condition of grant acceptance. The third party in-kind valuation plan is an itemized breakdown by task and serves as documentation for the goods and/or services to be rendered. The Third Party fu-Kind Valuation Plan Checklist and Sample are provided on Pages 35-36. Quarterly Reporting For MPOs and RTPAs, the progress of each awarded grant project must be included as part of the OWP Quarterly Progress and Expenditure Report. If this method of reporting is not adequately satisfied, Caltrans staff will require separate quarterly reports for each awarded grant project. All other primary grant recipients shall submit progress reports every quarter for each awarded grant project. Caltrans staff will provide the brief report form and due dates. Final Product All final reports funded through the Sustainable Transportation Planning Grant Program shall credit the PTA, FHWA, or Caltrans' financial participation on the cover or title page. An electronic copy of all final reports shall be forwarded to the Caltrans District Office responsible for the administration and oversight of the grant. The electronic copy will be accessible on the ORP Grants website. Review Process All applications submitted to the Sustainable Transportation Planning Grant Program go through three levels of review--Caltrans Districts, Caltrans Headquarters functional area experts, and two State and Federal interagency review committees ( one for Strategic Partnerships and one for Sustainable Communities). District staff reviews all applications for content, submission of proper documentation, and overall relationship to regional and local planning efforts. The District rates each application and provides comments to inform the interagency review committee. The Caltrans Headquarters functional area experts review and provide comments pertaining to the application subject matter, which are also used to inform the interagency review committee. The interagency Page 11 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 15 of 44 review committees evaluate applications for content, completeness, meeting technical requirements, and the overall relationship to statewide planning efforts. Once the interagency review committees evaluate, rank, and select the best applications for grant funding, final recommendations are presented to Caltrans management for approval. Strategic Partnerships Funding The Strategic Partnerships grants are funded by the FHW A (State Planning and Research, Part I). The FHW A has authorized Caltrans to distribute these grant funds. Approximately $1.5 million will be available for the Fiscal Year 2016-17 grant cycle. The minimum grant is $100,000 and the maximum amount per grant cannot exceed $500,000. Grant Specific Objective The objective of Strategic Partnerships is to: achieve the Caltrans Mission and Grant Program Overarching Objectives on Page 1; encourage regional agencies to partner with Caltrans to identify and address statewide/interregional transportation deficiencies in the state highway system; strengthen government-to-government relationships; and, result in programmed system improvements. Example Project Types • Studies that identify interregional, inter-county, and/or statewide mobility and access needs • Corridor studies and corridor performance/preservation studies • Studies that evaluate transportation issues involving ground access to international borders, seaports, airports, intermodal facilities, freight hubs, and recreational sites • Studies for relinquishment of state routes • Statewide research or modeling tools • Transportation demand management plans • System investment prioritization plans Sustainable Communities Funding The Sustainable Communities grants are funded by the FT A (Section 5 304) and also the State Highway Account. The FT A has authorized Caltrans to distribute these grant funds. Funding distribution will depend on the quality and number of applications in each applicant pool, i.e., MPOs, RTPAs, cities and counties, transit agencies, and Native American Tribal Governments. Approximately $8.3 million will be available for the Fiscal Year 2016-17 grant cycle. The minimum grant is $50,000 and the maximum amount per grant cannot exceed $500,000. Grant Specific Objective The objective of Sustainable Communities grants is to: achieve the Caltrans Mission and Grant Program Overarching Objectives on Page 1; identify and address mobility deficiencies in the multimodal transportation system including the mobility needs of environmental justice and disadvantaged communities; encourage stakeholder collaboration; involve active public engagement; integrate Smart Mobility 2010 concepts; and, ultimately result in programmed system improvements. Page 12 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 16 of44 Student Internships Student internships in transit planning at rural public transportation agencies may be applied for under this grant. Only rural agencies may apply for student internships. The objective of student internships is to provide students an opportunity to gain work experience in transit planning at public transportation agencies. The intent is to foster the education of university and community college students with an interest in the field of transit planning. Internships are for students only. The application, including the Scope of Work and Project Timeline, should include administration of the internship program (i.e., recruitment, orientation, performance evaluation, etc.) and the specific intern assignments to be completed. However, the costs associated with administrative work shall be limited and the larger portion of costs shall be allocated to intern wages and activities. Example Project Types • Studies that advance a community's effort to reduce transportation related greenhouse gases • Studies that assist transportation agencies in creating sustainable communities • Community to school studies or safe routes to school plans • Studies that advance a community's effort to address the impacts of climate change and sea level rise • Jobs and affordable housing proximity studies • Context-sensitive streetscapes or town center plans • Complete street plans • Bike and pedestrian safety enhancement plans • Traffic calming and safety enhancement plans • Corridor enhancement studies • Health equity transportation studies • Climate change adaptation plans for transportation facilities • Transit plans, surveys, and research • Identification of policies, strategies, and programs to preserve transit facilities and optimize transit infrastructure • Studies that evaluate accessibility and connectivity of the multimodal transportation network • Short range transit development plans • Transit marketing plans • Social service improvement studies • Student Internships (Only for Rural Agencies) • Studies that address environmental justice issues in a transportation related context Page 13 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 17 of 44 Application Preparation The Sustainable Transportation Planning Grant Program is competitive. This section provides applicants with supplemental information as well as details on required documents that must accompany an application at the time of submittal. All applicants are strongly encouraged to adhere to these requirements in order to score competitively during the application evaluation process. Required Documents Use the samples and checklists provided for the following required documents: • Application • Scope of Work • Project Timeline A map of project area is also required to clearly identify the boundaries of the project area and to provide a sense of the context of the project. Additional Documents The following documents are not required, but enhance the overall application. • Letters of Support o Letters of support must be submitted with the application package. Letters received separate from the application package may not be considered. The letters should be addressed to the applicant. Such letters can come from community-based organizations, local governments, Native American Tribal governments, service agencies, and elected officials. • Photographs o Photographs of the proposed project area convey existing conditions and help to further explain the need for the grant. • Safety Data Page 14 o Provide statistical data of pedestrian-vehicle injuries/crashes or fatalities resulting from lack of safe infrastructure, unsafe pedestrian behavior, vehicle and driver factors or other road conditions that contribute to possible injuries. Statistical information may be obtained from police reports, transit agencies, National Highway Traffic Administration or the Governor's Highway Safety Association. City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 18 of44 Application Submittal Instructions An applicant may submit more than one application. However, any project can only be submitted to either Strategic Partnerships or Sustainable Connmmities. Cahrans Headquarters staff checks all applications between programs for duplication. All grant application packages are requrred to be submitted via e-mail. An agency may only submit one application package per e-mail. The Cahrans District Office contact must be copied (refer to the District Contact List on Page 38) and the subject line needs to identify the district number, grant program, and brief project title ( e.g., Dl, SP, City of Can Do Planning Project). The requrred items outlined on the Grant Application Checklist on Page 17 must be attached to the e-mail as separate documents. Please submit your application package to: Regional.Planning.Grants@dot.ca.gov APPLICATIONS MUST BE SUBMITTED VIA E-MAIL NO LATER THAN FRIDAY, OCTOBER 30, 2015 BY 5:00 PM HARD COPIES WILL NOT BE ACCEPTED LATE APPLICATIONS WILL NOT BE REVIEWED The Grant Application Guide and application form are available at the following website: http://www.dot.ca.gov/hq/tpp/grants. html Anticipated award announcements: Spring 2016 (contingent upon approval of the State Budget) Download the latest version of Adobe Reader DC® to complete the application form. This version of Adobe is available free of charge. Caltrans District Office staff is a valuable resource and will be available during the application period to answer questions and help interested groups complete their applications. Refer to the District Contact List on Page 38 for contact information. Page 15 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 19 of 44 Tips and Pointers for Writing a Successful Grant Application ✓ Consult with your District representative for technical assistance before the application deadline. ✓ Use the Samples and Checklists provided for the Application, Scope of Work, and Project Timeline. ✓ Include Caltrans as an active partner in the study. ✓ Provide letters of support and project area photographs to enhance the application. ✓ Overall Grant Application: Clearly demonstrate how the project promotes State and Federal Transportation Planning Goals, without stating the goals verbatim. Also demonstrate how the project fits the appropriate Grant Specific Objective. ✓ Project Summary: Concisely describe the project, in less than 100 words. Explain, "Who, what, when, where, and why. " ✓ Project Justification: Clearly define and explain the transportation problem or deficiency that the project will attempt to address. Why is it critical to address the problem now? Make the case for a critical need that the project will address and support it with concrete data, if available. ✓ Scope of Work: The grant application no longer has sections for project area demographics, public participation, and project implementation; ensure these sections are incorporated in the scope of work. ✓ Project Timeline: Identify the current indirect cost rate if indirect costs will be sought for reimbursement. Since indirect cost rates will not be approved until fiscal year 2015- 2016, the rate will be an estimate based on the currently approved rate. ✓ Keep administrative project tasks below 5 percent of the grant amount requested. ✓ Ensure the appropriate minimum local match amount, calculated as a percentage of the total project cost (grant plus local match), is provided. Page 16 City of Carlsbad Agreement Number 7 4A0915 Attachment 111 Pa e 20 of 44 GRANT APPLICATION CHECKLIST The following documents are required and must be submitted via e-mail as separate attachments. Please keep file names brief, as files become corrupted when the names are too long. Refer to the Grant Application Guide for additional information and/or samples. Failure to include any of the required documents will result in a reduced application score. D Application* (Complete the PDF form provided online at http://www.dot.ca.gov/hq/tpp/grants.html.) D Application Signature Page (print, sign, and scan this page in PDF format) D Scope of Work (Microsoft Word format) D Project Timeline (Microsoft Excel format) D Map of Project Area Supplemental Information: D Digital Photographs of Project Area (when applicable) D Letter(s) of Support □ Safety Data *Scanned or hard copies of the application will not be accepted. Page 17 Fiscal Year 2016-17 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 21 of 44 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION Check One Grant Program: □ Strategic Partnerships D Sustainable Communities PROJECT TITLE PROJECT LOCATION (city and county) APPLICANT SUB-APPLICANT SUB-APPLICANT Organization Mailing Address City Zip Code Executive Mr.DMs.OMrs.D Mr.DMs.DMrs.D Mr.OMs.OMrs.D Director/designee and title E-mail Address Mr.DMs.OMrs.D Contact Person Mr. OMs. OMrs.D Mr.DMs.DMrs.D and title Contact E-mail Address Phone Number FUNDING INFORMATION Use the Match Calculator to complete this section. Match Calculator Grant Funds Requested Local Match -Cash Local Match -In-Kind Total Project Cost $ $ $ $ Specific Source of Local Cash Match (i.e. local transportation funds, local sales tax, special bond measures, etc.) Page 18 City of Carlsbad Agreement Number 7 4A0915 Attachment Ill Pa e 22 of 44 Name(s) Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION LEGISLATIVE INFORMATION Information in this section must directly be tied to the applicant's address. All legislative members in the project area do not need to be listed. State Senator(s) Assembly Member(s) District Name(s) *Use the following link to determine the legislators. http://findyourrep.legislature.ca.gov/ (search by address) District Grant applications must clearly demonstrate how the proposed transportation planning project promotes State and Federal Transportation Planning Goals. Select all that apply. STATE TRANSPORTATION PLANNING GOALS D Improve Multimodal Mobility and Accessibility for All People: Expand the system and enhance modal choices and connectivity to meet the state's future transportation demands. D Preserve the Multimodal Transportation System: Maintain, manage, and efficiently utilize California's existing transportation system. D Support a Vibrant Economy: Maintain, manage, and enhance the movement of goods and people to spur the economic development and growth, job creation, and trade. D Improve Public Safety and Security: Ensure the safety and security of people, goods, services, and information in all modes of transportation. D Foster Livable and Healthy Communities and Promote Social Equity: Find transportation solutions that balance and integrate community values with transportation safety and performance, and encourage public involvement in transportation decisions. D Practice Environmental Stewardship: Plan and provide transportation services while protecting our environment, wildlife, historical, and cultural assets. Page 19 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 23 of44 Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION FEDERAL TRANSPORTATION PLANNING GOALS D Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency. D Increase the safety of the transportation system for motorized and non-motorized users. D Increase the security of the transportation system for motorized and non-motorized users. D Increase accessibility and mobility of people and freight. D Protect and enhance the environment, promote energy conservation, improve the quality of life, and promote consistency between transportation improvements and State and local planned growth and economic development patterns. D Enhance the integration and connectivity of the transportation system, across and between modes, for people and freight. D Promote efficient system management and operation. D Emphasize the preservation of the existing transportation system. Page 20 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 24 of 44 Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION 1. Project Description (100 words maximum) (25 points): Briefly summarize project. A good project description is one that can summarize the project in a clear and concise manner, including any connections to state or regional planning efforts. Page 21 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 25 of44 Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION 2. Project Justification (Do not exceed the space provided.) (25 points): Describe the problems or deficiencies the project is attempting to address, as well as how the project will address the identified problems or deficiencies. Page 22 This section needs to clearly define the existing issues surrounding the project ( e.g., transportation issues, inadequate transit services, impacts of heavy trucking on local streets, air pollution, etc). Competitive applications support the need for the project with empirical data. Also describe how this project addresses issues raised. City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 26 of 44 Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION 3. Project Management (50 points) A. Scope of Work in required Microsoft Word format (25 points) B. Project Timeline in required Microsoft Excel format (25 points) See Scope of Work and Project Timeline samples and checklists for requirements. Page 23 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 27 of44 Fiscal Year 2016-17 SUSTAINABLE TRANSPORTATION PLANNING GRANT APPLICATION Application Signature Page If selected for funding, the information contained in this application will become the foundation of the contract with Caltrans. To the best of my knowledge, all information contained in this application is true and correct. If awarded a grant with Caltrans, I agree that I will adhere to the program guidelines. Signature of Authorized Official (Applicant) Print Name Title Date Signature of Authorized Official (Sub-Applicant) Print Name Title Date Page 24 City of Carlsbad Agreement Number 7 4A0915 Attachment Ill Pa e 28 of44 SCOPE OF WORK CHECKLIST The scope of work is the official description of the work that is to be completed during the contract. The scope of work must be consistent with the project timeline. The scope of work must: □ Be completed using the Fiscal Year 2016-17 template provided and m Microsoft Word format. D List all tasks and sub-tasks using the same title as stated in the project timeline. D Have task and sub-task numbers m accurate and proper sequencmg; consistent with the project timeline. □ List the responsible party for each task and subtask and ensure that it is consistent with the project timeline (i.e. applicant, sub-applicant, or consultant). □ Have a thorough Introduction to describe the project and project area demographics. □ Have a thorough and accurate narrative description of each task and sub-task. D Include a task for a kick-off meeting with Caltrans at the start of the grant. D Include a task for procurement of consultants, if consultants are needed. D Include a task for invoicing. □ Include a task for quarterly reporting to Caltrans. D Include public participation and services to diverse communities. □ Include project implementation/next steps. D NOT include environmental, complex design, or engmeenng work and other ineligible activities. D List the project deliverable for each task in a table following each task and ensure that it is consistent with the project timeline. NOTE: Applications with missing components will be at a competitive disadvantage. Please use this checklist to make sure your scope of work is complete. Page 25 SAMPLE SCOPE OF WORK: City of Can Do Complete Street Plan City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 29 of 44 The City of Can Do Complete Street Plan will provide a conceptual multi-modal planning foundation for the City's downtown main street corridor. The Plan will be used to evaluate how different complete street features enhance or detract from the vision of the community. The city intends to gather public input through interactive community workshops which will be the driving factor of the planning process. The City of Can Do Complete Street Plan will contain conceptual design only. It is the City of Can Do's intent that once this plan is complete, it will lead to implementation and development. The scope of work shown below reflects the anticipated process and deliverables for the City of Can Do Complete Street Plan. RESPONSIBLE PARTIES The City of Can Do with the assistance of a consulting firm will perform this work. The City has not yet selected a consulting firm and the proper procurement procedures will be used through a competitive RFP process. City staff anticipates these figures will not differ substantially and will not exceed the grant request amount. OVERALL PROJECT OBJECTIVES • Reduce street crown and replace surface with enhanced and/or porous street pavers. • Sidewalk widening and fully accessible ramp improvements at intersections. • Add and improve bicycle lanes. • Installation of street trees with grates and tree grates for existing trees that can be preserved. • Installation of pedestrian-scale street lighting at intersections. • Installation of street furniture and other design features. • Application of "green street" concepts, such as storm water planter boxes and porous pavement where possible. • Conceptual designs for underground utilities. • Conceptual designs to improve drainage conveyance. 1. Project Initiation Page 26 Task 1.1: Project Kick-off Meeting • The City will hold a kick-off meeting with Caltrans staff to discuss grant procedures and project expectations including invoicing, quarterly reporting, and all other relevant project information. Meeting summary will be documented. • Responsible Party: The City City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 30 of44 Task 1.2: Staff Coordination • Monthly face-to-face project team meetings with consultants to ensure good communication on upcoming tasks and to make sure the project remains on time and within budget. Caltrans staff will be invited to the project team meetings. • Responsible Party: The City Task 1.3: RFP for Consultant Services • Complete an RFP process for selection of a consultant using the proper procurement procedures. • Responsible Party: The City Task 1.4: Identify Existing Conditions • Gather existing conditions and background data by identifying opportunities and constraints as well as standards that should be used to guide preparation of the plan such as existing and planned land uses, population characteristics, and travel projections within the City. • Inventory and evaluate existing bicycle and pedestrian facilities. • Responsible Party: Consultant Task Deliverable 1.1 Meetin~ Notes 1.2 Monthly Meetings Notes Copy of Procurement Procedures and 1.3 Executed Consultant Contract 1.4 Existing Conditions Report 2. Public Outreach Note: All meetings will be publically noticed to ensure maximum attendance. All public notices will be in English and Spanish. Spanish translators and sign language interpreters will be present at all workshops. Task 2.1: Community Workshop #1 • Walking tour and workshop. This workshop will introduce the project to the public, define project parameters, inform the community of project opportunities and constraints, and solicit opinions from the community to shape Task 3 .1, Develop Streetscape Concept. • Responsible Party: Consultant Page 27 Task 2.2: Community Workshop #2 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 31 of 44 • An interactive workshop that will use clicker technology, modeling tools, and maps to present the streetscape design concept alternatives. Community will decide on preferred alternatives. Continue to solicit feedback from the community to shape Task 3.3, Draft Complete Street Plan. • Responsible Party: Consultant Task 2.3: Community Workshop #3 • Present Draft Design Concept and Report and continue to solicit feedback for public comments to shape Task 3.3, Draft Complete Street Plan and Task 3.6, Final Complete Street Plan. • Responsible Party: Consultant Task Deliverable PowerPoint Presentation, Workshop Summary, 2.1 Photos PowerPoint Presentation, Workshop Summary, 2.2 Photos PowerPoint Presentation, Workshop Summary, 2.3 Photos 3. Streetscape Plan Page 28 Task 3.1: Develop Streetscape Concept • Based on the existing conditions report and the community input from Workshop # 1, a streetscape concept will be developed. Street scape conceptual design will incorporate complete streets concepts and will include plans, sketches, and photos. • Responsible Party: Consultant Task 3.2: Develop Conceptual Design Concept Alternatives • Up to three complete street conceptual design alternatives will be developed. Illustrations will be made in plan view, as street cross sections, and as sketches. A model simulation will be developed for each alternative. The alternatives will be prepared and presented at Community Workshop #2. • Responsible Party: Consultant Task 3.3: Draft Complete Street Plan City of Carlsbad Agreement Number 7 4A0915 Attachment Ill Pa e 32 of 44 • Based on the pref erred design alternative chosen in Workshop #2, a draft report will be prepared. The draft report will be presented at Workshop #3 for public comment. • Responsible Party: Consultant Task 3.4: Identify Potential Funding Sources • Review and identify potential funding sources for future implementation of the preferred alternative. • Responsible Party: Consultant Task 3.5: Joint Planning/Parking and Safety/Bicycle Advisory Commission Meeting • Coordinate a joint session among the three commissions to review the draft report and conceptual design alternative. Solicit feedback, respond to any questions, and resolve any critical issues. • Responsible Party: The City/Consultant Task 3.6: Final Complete Street Plan • Complete the final report that addresses the comments given from Workshop #3 and the Joint Commission Meeting. Four hard-copies and four electronic copies of the final report will be submitted to Caltrans. Credit of the financial contribution of the grant program will be credited on the cover of the report. • Responsible Party: Consultant Task 3.7: City Council Adoption • Present the final Complete Street Plan at the City Council meeting. Resolve any critical issues. Adopt final City of Can Do Complete Street Plan. • Responsible Party: The City/Consultant Task Deliverable 3.1 Sketches, illustrations 3.2 Sketches, illustrations 3.3 Draft Report 3.4 Funding Source Report 3.5 PowerPoint Presentation, Workshop Summary, Photos 3.6 Final Report 3.7 Meeting Notes Page 29 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 33 of 44 4. Fiscal Management Task 4.1: Invoicing Page 30 • Submit complete invoice packages to Caltrans District staff based on milestone completion-at least quarterly, but no more frequently than monthly. • Responsible Party: The City Task 4.2: Quarterly Reports • Submit quarterly reports to Caltrans District staff providing a summary of project progress and grant/local match expenditures. • Responsible Party: The City Task Deliverable 4.1 Invoice PackaKes 4.2 Quarterly Reports City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 34 of 44 PROJECT TIMELINE CHECKLIST The project timeline is the official documentation of the budget and time frame of the project. The project timeline must be consistent with the scope of work. The project timeline must: □ Be completed using the Fiscal Year 2016-17 template provided ( do not alter the template) and submitted in Microsoft Excel format. □ List all tasks and sub-tasks with the same title as stated in the scope of work. □ Have task and sub-task numbers in proper sequencing, consistent with the scope of work. □ Include a task for a kick-off meeting with Caltrans at the start of the grant. D Include a task for procurement of consultants, if consultants are needed. D Include a task for quarterly reporting to Caltrans. D Include a task for invoicing. □ List the responsible party for each task and sub-task, and ensure that it is consistent with the scope of work (i.e. applicant, sub-applicant, or consultant). □ Complete all budget columns as appropriate: Total Cost, Grant Amount, Local Cash Match, and if applicable, Local In-Kind Match. □ State a realistic total cost for each task based on the work that will be completed. Project management/administration costs should not exceed 5% of the grant amount requested. □ Include a proportional spread of local match amongst each task. The match amount must be at least the minimum amount required by the grant program. D Identify the indirect cost rate if indirect costs will be reimbursed. D Have a best estimate of the amount of time needed to complete each task. D Have the timeframe start at the beginning of the grant period (July 2016 for MPO/RTPAs or September 2016 for non-MPO/RTPAs). □ Have the timeframe extend all the way to the end of the grant period (June 2019 for MPO/RTPAs or February 2019 for non-MPO/RTPAs). □ List the deliverable for each task as stated in the scope of work. NOTE: Applications with missing components will be at a competitive disadvantage. Page 31 "O Q) '° (1) (.,l "' Project T ltle Task Responsible Number Task Title Partv 1.0 , _., /nJIJallon 1.1 IProject l<lcl<-off MHtlr-Q Tho Cly 12 Slllff Coonlnll1on Tho Cly 1.3 IRFP for CarmJlanl --Tho Cly 1.4 denllly~ Concalons Co<-.Uhrt 2.0 ,..,_ ... ......,.,. 2.1 lcommLrlyWor1<shap lJ1 Co<-.Ularl 22 lcommLrlyWorl<shap 11'2 Co<-.Ularl 2.3 ComminlyWarlcshop "3 eo .. 1.11ar1 3_n .o.a-eecsc-- 3.1 loovolop Slreolsc.,,. Co.-.:-i,t Co<-.Ularl 32 IOevolop Co.-.:oplllll o..Jgn Concopl 1 •• ...,.. ..... COrwUlarl 3.3 lo.aft Complete Sllff! Pion CorwUllrt 3.4 dertl'f Pdor1tal F~ Sot.Res eo .. 1.11ar1 IJolrt ~ end ThtCJ:y/ 3.5 ~/Beyt.,. Mvtst1ry Commission COnsUllrt 3.6 IF.. Complolo SlrNI Pia, Co<-.Ularl 3.7 lc1y Ccuncl Adcpllon ThtCll)f COnsUllrt 4 _n California Department of Transportation Sustainable Transportation Planning Grants Fiscal Year 2016-17 SAMPLE PROJECT TIMELINE City of Can Do Complete Street Plan Grantee The City of Can Do B•M-FY2011117 FY2017111 FY:zt'll/11 LOCM Local LIJJJLIJ.J.U IJjj JjJj1 JJJJJJ)JJ Total Gm Cash IIM<ind Cost AffllMft Mitch Mitch J $970 $776 $194 SCI $3.000 $2;100 $600 SCI $1,!!00 $1.200 $300 SCI S2 • .ac> $1.920 $480 St $17,743 $13.949 $3,200 S)I! $17,74-4 $13.99S $3,199 $3!5( $17.743 $14.194 $3,530 $18 52',000 $20,000 SMOO $C $12,000 S,,600 $2.400 St $18,000 S14;100 $3,600 St S1.500 $1.200 $300 St $2.200 $1,760 $440 St $7,000 S&.600 $1;100 SI: $!!00 $400 $100 SI: Del-able MHIIIVNol• ~~Mal•• c,,vyr,1-..-... Pnicoc11nsanct E)(eafed Corata:t CW.ad Elmll'lgOW-.Reporl l~oirtPrel...-..WMW,op ----.. -"'9--..Womhop SUMm-. Pllalo1 -"'9--..Womhop SUmrw-Pllalo1 Skolchos, -- stelchN.- llflllrepo,1 Funca,gs.n.R.,a,t -oirt Prnn61n. Womhop lUllfflary, Pllalol Flnll...,,..i 1o1o--.iNo1• 4 .1 IWdchi ' Tho~ I $1,0001 $800 $200 I SOI I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I II_P_ 42 OlartOftil Rtports I ThtCly $1,200 t960 $240 SOI I TOTAL.SI I $129-..... $1111541 S2S.1UI $1'171 Reimbul'$ement of lndreet costs is alowable upon lpproYII of an lndrect C091 Mocation Plan br Heh year of project acivtiH. PrOYide rale if indrect costs are Included In the project budget. Approved lncirect Cost Rate: _ji I I I I la..-.....A.-ts This sample timeline is for illustralive purposes only. Your scope ofwonc and timeline wl include <ilferent tasks, funding amounts, delillerables, etc. The pn)ject limeline must be consntent-" the scope of'Mltlc. .tklll.;. Each task must contain a grant amount aid a local cash maleh amount. Local cash match must be propo,tionaly dstribuled by lie at lust the minin'llln required match pen:entage througllout each lask. Local in-kind match needs to be lndcated w,ere in-kind services wl be used. Please review the grant program section that you are a~ng to br detah on local match ~- City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 36 of 44 THIRD PARTY IN-KIND VALUATION PLAN CHECKLIST The third party in-kind valuation plan is an itemized breakdown by task and sub- task and serves as documentation for the goods and/or services to be donated. The third party in-kind valuation plan must be consistent with the information provided on the Project Timeline and Grant Application Cover Sheet. This document is required upon grant award as a condition of grant acceptance. The third party in-kind valuation plan must: □ Be completed using the Fiscal Year 2016-17 template provided ( do not alter the format). □ Name the third party in-kind local match provider. D Describe how the third party in-kind local match will be tracked and documented for accounting purposes. □ Describe the fair market value of third party in-kind contributions and how the values were determined. □ Include an itemized breakdown by task and sub-task consistent with the project timeline. D Be consistent with the in-kind local match amount reflected on the grant application cover sheet. Page 33 "O ., co (l) (;) .... Srunplc Third Party ln-KJnd aluatlon Plan •-efl•KIM t'alrMarlll!I N...a..r EataoaW Tatk AdMly Tkle Fair l\larilitt Vai.. DtcermlaallM v ..... Makll P.-.vlller HMrty Rat~ wH•n CNC Donalcd Wor\:shop Conference Room CBO 1ne rental rate is established by CBO. S.50 4 $200 2.1 C0tm1wiity Wodwiop #I City of Can Do rcscarcilCd the cost for w01bhop laalilalon and Worl:she>p Volunle<r Joe smi1h, cno delennined the avera1te r.tt.i. S43 4 $170 Use of Proja:ior and 1.~1>100 coo 1ne mital rate is establi,hecl by COO. S.50 4 $200 2.2 Con-.nwlity W01bhop #2 City of Can Do researched lhe cost for wooa,hop facihlalOn wld \Vorl..·,hoo Volunteer Joo Smith. CBO dctcm,ined tlie IIVCf"'!\C mtc. S43 4 $170 Cop,cs and F1\-m coo A,..,,,..,., Coov Costs S0.3S S70 S200 2.3 Co,nmunity W01bhop #3 City of Can Do n,,.,an:hed tlie cost for worbhop facili1lllors and Woo'bhoo Volw11ccr Joo s,,-.tt~ COO dctcnmned d,e ava1111.c rate. $43 4 $170 Tt>loJ In.I/Ind !1/otdi : Sl,111 11.,,., the third party In-kind 1be Uunl p..ty in-land provider will submit a •talemcnt for donated ICMOCS rc:ndcred to Ute City of Can Do ,.,,lh Ute value ofU,ecstinucd cost for each ta<k n1atch will M doculllffl!H for llOled. atteuntlng purposn: LOCAL RESOLUTION (Not Applicable to MPOIRTPAs) City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 38 of 44 A local resolution is NOT required at the grant application stage; however, it is required upon award, as a condition of grant acceptance. The local resolution must: 1. State the title of the project. 2. State the job title of the person authorized to enter into a contract with Caltrans on behalf of the applicant. 3. Be no more than a year old or will not be accepted. 4. Be signed by the governing board of the grant applicant. Page 35 SAMPLE LOCAL RESOLUTION CITY OF CAN DO RESOLUTION NO. 009-2012 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 39 of 44 RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF CAN DO AUTHORIZING THE EXECUTIVE DIRECTOR TO EXECUTE AGREEMENTS WITH THE G) CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE CITY OF CAN DO COMPLETE STREET PLAN WHEREAS, the Board of Directors of the City of Can Do is eligible to receive Federal and/or State funding for certain transportation planning related plans, through the California Department of Transportation; and WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be claimed through the Transportation Planning Grant Programs; and WHEREAS, the City of Can Do wishes to delegate authorization to execute these agreements and any amendments thereto; 0 NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the City of Can Do, authorize the Executive Director, or designee, to execute all Restricted Grant Agreements and any amendments thereto with the California Department of Transportation. APPROVED AND PASSED this 4th day of August, 2015. 0 0 Jo&:. A~lv~ Eileen Wright, Executive Director Page 36 CALIFORNIA City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 40 of44 Metropolitan Planning Organizations(MPOs) and Regional Transportation Planning Agencies (RTPAs) ... ,_ a.TC SRTA -CTC I.M ... CTC DISTRICT2b ....... CTC ········ RTPAs within MPOs D MPOAreas Non-MPO Rural RTPA Areas D Caltrans District Boundary ,. Cslifomla Department of Tran$portalion Divi$ion of TrMsporlalion Planning February 2013 AMBAG' BCAG FCOG KCAG KCOG MCAG MCTC MTC2 SACOG' SANDAG SJCOG SLOCOG SBCAG SRTA SCAG' StanCOG TCAG TMPO' Association or Monterey Bay Area Govemments Butte County Association or Govemments Fresno Council of Govemments Kings County Association of Govemments Kem Council of Govemments Merced County Association of Govemments Madera County Transportation ConYTlission Metropolitan Transportation Commission Sacramento Area Councal of Govemments San Diego Association of Govemments San Joaquin Council of Govemments San Luis Obispo Council of Govemments Santa Barbara County Association of Govemments Shasta Regional Transportation Agency Southem Califomia Association of Govemments Stanislaus Council of Govemments Tulare County Association of Govemments Tahoe Metropolitan Planning Organization 1AMBAG includes SCCRTC, TAMC, and SBtCOG. All retain RTPA status. 2 MTC covers a nine county region. 3SACOG Is the RTPA for Sacramento. Sutter. Yolo, and Yuba Counties. It is the MPO for the federally designated ozone non-attainment area in Sacramento. Yolo, Yuba, Sutter. Placer, and El Dorado Counties. Placer and El Dorado Counties retain RTPA status up to the crest of the Sierras. 4 SCAG covers a six county region that serve IS County Transportation Commissions: ICTC, LAMTA, OCTA, RCTC, SANBAG, and VCTC. 6TMPO Is a multi-state MPO created by federal law. h covers portions of El Dorado and Placer counties as well as Washoe and Douglas counties In Nevada. and shares board members wtth the TRPA. --Auoc:'91N ~ SCAG DISTRICT a SANDAG -C1'C ---.,..... ... Page 37 DISTRICT DISTRICTl 1656 Union Street P.O. Box 3700 Eureka, CA 95502 DISTRICT2 1657 Riverside Drive Redding, CA 96001 DISTRICT 3 703 B Street Marysville, CA 95901 DISTRICT4 111 Grand Avenue P.O. Box 23660 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e41 of44 Caltrans Sustainable Transportation Planning Grant District Contact List CONTACT MPO/RTPA Mendocino and Lake Counties- Rex Jackman (707) 445-6412 • Del Norte LTC Email: rex.jackman@dot.ca.gov • Humboldt CAOG Del Norte and Humboldt Counties-• Lake CCAPC Kevin Tucker (707) 441-5770 • Mendocino COG Email: kevin.tuckerc@dot.ca.gov • Lassen CTC • Tehama CTC • Modoc LTC Kathy Grah (530) 229-0517 • Trinity CTC Email: kathy.grah@dot.ca.gov Plumas CTC • • Siskiyou CLTC • Shasta RTA • Butte CAG • Sierra LTC • Colusa CTC • Glenn CTC Beatriz Gonzalez (530) 741-5173 El Dorado CTC Ema ii: beatriz.gonzalez@dot.ca .gov • • Nevada CTC • Placer CTPA • Sacramento Area COG • Tahoe MPO Sustainable Communities- Becky Frank (510) 286-5536 Email: becky.frank(@dot.ca.gov Blesilda Gebreyesus (510) 286-5575 Metropolitan Transportation Email: blesilda.gebreyesus@dot.ca.gov • Commission Oakland, CA 94623-0660 Strategic Partnerships- Cameron Oakes (510) 622-5758 Email: cameron.oakes(@dot.ca.gov • Monterey TAMC • Santa Cruz CCRTC DISTRICT 5 San Benito COG • 50 Higuera Street Melissa Streder (805) 549-3800 Association of Monterey County San Luis Obispo, CA Email: melissa.streder@dot.ca.gov • 93401-5415 Bay Area Governments • Santa Barbara CAG • San Luis Obispo COG Page 38 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 42 of 44 Caltrans Sustainable Transportation Planning Grant District Contact List DISTRICT CONTACT MPO/RTPA Paul Marquez (559) 445-5867 • Fresno COG DISTRICT6 Email: paul.marguez@dot.ca.gov • Tulare CAG 1352 W. Olive Avenue • Kern COG P.O. Box 12616 Alec Kimmel (559) 488-4325 Kings CAG • Fresno, CA 93778-2616 Email: alec.kimmel@dot.ca.gov Madera CTC • DISTRICT7 Charles Lau (213) 897-0197 Southern California • 100 S. Main Street Email: charles.lau@dot.ca.gov Association of Governments Los Angeles, CA 90012 DISTRICT 8 464 W. 4th Street Rebecca Forbes (909) 388-7139 • ?Outhern California Mail Station 722 Email: rebecca.forbes@dot.ca.gov Association of Governments San Bernardino, CA 92401 DISTRICT9 • Inyo LTC Brandon Fitt (760) 872-0724 500 S. Main Street • Mono LTC Bishop, CA 93514 Email: brandon.fitt@dot.ca.gov Eastern Kern (COG) • Mountain Counties-• Alpine CTC Carl Baker(209)948-7325 • AmadorCTC DISTRICT 10 Email: carl.baker@dot.ca.gov • Calaveras COG 1976 E. Dr. Martin Luther King • Mariposa LTC Boulevard Merced, San Joaquin, Stanislaus • Merced CAG P.O. Box 2048 Counties-Tuolumne CCAPC Stockton, CA 95201 • Tom Dumas (209) 941-1921 • San Joaquin COG Email: tom.dumas@dot.ca.gov • Stanislaus COG DISTRICT 11 • San Diego Association of 4050 Taylor Street Mike Kent (619) 688-6822 Governments Mail Station 240 Email: mike.kent@dot.ca.gov • Southern California San Diego, CA 92110 Association of Governments DISTRICT 12 Maureen El Harake (949) 724-2086 3347 Michelson Drive Email: maureen.el.harake@dot.ca.gov • Southern California Suite 100 Aileen Kennedy (949) 724-2239 Association of Governments Irvine, CA 92612-0661 Email: aileen.kenned~@dot.ca.gov Page 39 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 43 of44 City of Carlsbad Agreement Number 74A0915 Attachment Ill Pa e 44 of 44