Covina City Council
February 15, 2022

City of Covina
Agreement Number 74A1281

through solicitors designated by CALTRANS and AGENCY, and shall sign all such applications over to CALTRANS and AGENCY, its successors, and assigns. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall give CALTRANS and AGENCY 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 CALTRANS and AGENCY may consider necessary or appropriate to carry out the intent on this RGA.
2) Agency: In the event that CALTRANS and AGENCY are unable for any reason whatsoever to secure the AGENCY’s, its employees’, and/or AGENCY’s contractor’s, subcontractor’s, and/or subrecipient’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), AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient hereby irrevocably designates and appoints CALTRANS and AGENCY and its duly authorized officers and agents, as its agent and attorney-in-fact, to act for and on AGENCY, its employees, and AGENCY’s contractor’s, subcontractor’s, and subrecipient’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 AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient.

CALTRANS and AGENCY shall have no obligations to file any copyright, trademark, or patent applications.
d. Additional Provisions
1) Avoidance of infringement: In performing services under this RGA, AGENCY and its employees agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY or its employees becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY or its employees shall immediately notify CALTRANS in writing.
2) Pre-existing Works and License: AGENCY agrees to require contractors, subcontractors, and subrecipients to acknowledge that all Work Product shall be the sole and exclusive property of CALTRANS and AGENCY, except that any Pre-existing Works created by AGENCY and third parties outside of the RGA but utilized in connection with the RGA (the “Pre-existing Works”) shall continue to be owned by AGENCY or such parties. AGENCY agrees to notify CALTRANS in writing of any Pre-existing Works used in connection with any Work Product produced under this RGA and hereby grants to CALTRANS a non-exclusive, irrevocable, worldwide, perpetual, royalty-free license to utilize the Pre-existing Works in connection with the Work Product. 3) Contractors, Subcontractors, and Subrecipients: Through contract with its subrecipients, contractors, and subcontractors, AGENCY shall affirmatively bind by contract all of its contractors, subcontractors, subrecipients, and service vendors (hereinafter “AGENCY’s Contractor/Subcontractor/Subrecipient”) providing services under this RGA to conform to the provisions of this Exhibit. In performing services under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY’s Contractor/Subcontractor/Subrecipient becomes aware of any such possible infringement in the course of performing any Work under this

City of Covina
Agreement Number 74A1281

RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall immediately notify the AGENCY in writing, and AGENCY will then immediately notify the Department in writing. e. Ownership of Data
1) Upon completion of all Work under this RGA, all intellectual property rights, ownership, and title to all reports, documents, plans, specifications, and estimates, produced as part of this RGA will automatically be vested in CALTRANS and AGENCY and no further agreement will be necessary to transfer ownership to CALTRANS and AGENCY. The AGENCY, its contractors, subcontractors, and subrecipients, shall furnish CALTRANS all necessary copies of data needed to complete the review and approval process. 2) It is understood and agreed that all calculations, drawings, and specifications, whether in hard copy or machine-readable form, are intended for one-time use in the Project for which this RGA has been entered into.
3) AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities or losses arising out of, or connected with, the modification or misuse by CALTRANS of the machine-readable information and data provided by AGENCY, its contractors, subcontractors, and subrecipients, under this RGA; further, AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities, or losses arising out of, or connected with, any use by CALTRANS 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 AGENCY, its contractors, subcontractors, and subrecipients.
4) Any sub-agreement in excess of $25,000.00 entered into as a result of this RGA shall contain all of the provisions of this clause.

34. Electronic Signatures
Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for this Agreement. Documents that are referenced by this Agreement may still require manual signatures.

Brian Quacchia
Contract Officer
12/14/2021

RESOLUTION CC 2021-101

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COVINA,

CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE

AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF

TRANSPORTATION FOR THE COVINA ACTIVE STREETS AND

MULTIMODAL CONNECTIVITY PLAN GRANT
WHEREAS, the Covina Active Streets and Multimodal Connectivity Plan (CASMCP) will seek to further regional and local sustainability through an improved active transportation network, transit connections, and transit-oriented development (TOD) supportive planning; and WHEREAS, The City of Covina applied for and is conditionally approved to received grant funds from the California Department of Transportation totaling Three Hundred and Nineteen Thousand and One Hundred and Fifty-One Dollars ($319,151) for the Covina Active Streets and Multimodal Connectivity Plan; and
WHEREAS, The City of Covina 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 Covina wishes to delegate authorization to execute these agreements and any amendments thereto; and
WHEREAS, said City Council being fully advised in the premise, does hereby proceed as follows.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COVINA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The foregoing recitals are true and correct, and are incorporated herein and made a part of this Resolution.

SECTION 2. The City Council approves this resolution to authorize the City Manager, or designee, to execute all Restricted Grant Agreements and any amendments thereto with the California Department of Transportation.

SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Original Resolutions.

SECTION 4. That this resolution shall take effect immediately.

Attachment I
City of Covina
Agreement Number 74A1281

APPROVED and PASSED this 17th day of August, 2021.

City of Covina, California
B
Mayor Pro Tern
ATTEST:

CERTIFICATION
I, Georgianna Nicole Alvarez, Chief Deputy City Clerk of the City of Covina, do hereby certify that Resolution CC 2021-101 was duly adopted by the City Council of the City of Covina at a regular meeting held on the 17th day of August, 2021, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

COUNCIL MEMBERS: ALLEN, KING, LINARES, CORTEZ
COUNCIL MEMBERS: NONE
COUNCIL MEMBERS: NONE
COUNCIL MEMBERS: MARQUEZ
Dated: August 18, 2021
Resolution CC 2021-101 Page 2 of 2
Attachment I
City of Covina
Agreement Number 74A1281

SCOPE OF WORK
Project Information
Grant Category Sustainable Communities Competitive
Grant Fiscal Year FY 2021-22
Project Title Covina Active Streets and Multimodal Connectivity Plan Organization
(legal name) City of Covina
Introduction:

The Covina Active Streets and Multimodal Connectivity Plan (CASMCP) will seek to further regional and local sustainability through an improved active transportation network, transit connections, and transit-oriented development (TOD) supportive planning. Major deliverables will include: Research and analysis of existing Market, Mobility, Infrastructure, Equity, and Urban Design conditions; Stakeholder engagement including Community Outreach Meetings and Workshops; and the Draft and Final Active Streets and Multimodal Connectivity Plan. Project partners will include Foothill Transit, Emanate Health Inter-Community Hospital, and the Covina Chamber of Commerce who can provide valuable data and outreach support during project development and implementation.

The project area is located in the City of Covina in heart of the San Gabriel Valley between two major freeway (I-10, I-210). Due to its central location, the area experiences significant cut-through traffic resulting in bicycle and pedestrian involved collisions, poor air quality, and congestion.

Additionally, despite the presence of multiple transit centers, there is a distinct lack of TOD housing and first-last mile connections to support increased further TOD development. Because of the multiple transit centers in the area (Foothill Transit, Metrolink, LA METRO) the projects central corridor (Citrus Avenue) is ideal for facilitating first-last transit connections via active transportation.

The CASCMP will alleviate the above safety and environmental trends by establishing priority transportation needs, identify feasible options to best implement Complete Street first-last mile connections to transit ,and facilitate further TOD’s through opportunity site analysis. This will further regional sustainability goals related to increased TOD housing, reducing GHG emissions through mode shift and creating more equitable communities by facilitating affordable transportation options.

The project will directly work to further the goals of the SCAG 2020-2045 RTP/SCS "Connect SoCal", State Planning Priorities, and Covina's Town Center Specific Plan area, all of which aim to reduce GHG emissions, concentrate development near transit centers, and create a safer active transportation network.

Project Stakeholders:

The project area is located in the City of Covina in heart of the San Gabriel Valley between two major freeway (I-10, I-210) and is centered around Citrus Avenue, a major arterial which contains multiple transit centers. Project area stakeholders will include residents in two AB 1550 and one SB535 communities, two census tracts within the 60-65% percentile of CalEnviroScreen 3.0, and thirteen Attachment II
City of Covina
Agreement Number 74A1281

Environmental Justice Areas (EJA) which account for the majority of the project area. EJA's are created by SCAG (the regional MPO) to identify high concentrations of minority population or lowincome households than are seen in the region as a whole to further regional equity goals. The project will benefit these stakeholders by directly addressing equity, mobility, environmental, and health challenges above by providing a safer, less car-dependent, and more affordable living environment through transportation infrastructure which facilitates transit use and the creation of transit-oriented developments (TODs)
Consultants will be used to assist the City with the following Project elements:
• Development of a Project Management Plan
• Project Team Meetings
• Conducting an Analysis of Existing Conditions
• Conducting a Market Study
• Conducting a Mobility and First/Last Mile Needs Study • Conducting an Infrastructure Study
• Conducting an Equity Study
• Conducting an Urban Design Study
• Developing a Stakeholder Engagement Plan
• Conducting Community Outreach Meetings and Workshops
• Creating a Project Website, performing Social Media outreach, hosting Interactive Town Halls, and distributing Surveys
• Preparing a Draft Active Streets and Multimodal Connectivity Plan • Releasing a Draft Active Streets and Multimodal Connectivity Plan • Finalizing the Active Streets and Multimodal Connectivity Plan Project partners will include Foothill Transit, Emanate Health Inter-Community Hospital, and the Covina Chamber of Commerce who can provide valuable data and outreach support during project development and implementation related to transit, health, and community development.

Overall Project Objectives:

The Project objectives are as follows:
• Develop a comprehensive plan informed by comprehensive community and stakeholder outreach;
• Encourage and promote a mix of transit-supportive land uses and amenities that serve the local community and economy;
• Preserve and enhance the cultural context and distinct character of the Downtown Covina Town Center;
• Support the economic growth and vitality of the community’s small-scale, locally-owned commercial businesses and institutional entities;
• Develop well-defined multimodal to improve active transportation safety and connectivity as well as to encourage non-motorized commuting;
• Promote equitable outcomes that serve and benefit local, historically underserved communities and businesses;
• Create affordable housing opportunities and policies that increases transit-oriented residential development and encourage active living aimed at encouraging walking and bicycling environments within the Project Area; and
• Integrate sustainable design standards, multimodal mobility and climate resiliency strategies.

Attachment II City of Covina
Agreement Number 74A1281

Summary of Project Tasks
Task 01: Project Administration
It is noted that this project administrative task shall only be charged by the City for the administration of this grant project. City understands that the costs associatedfor this task cannot exceed 5 percent of the grant award amount.

City will manage and administer the grant project in accordance with the Grant Application Guidelines, Regional Planning Handbook, and the executed grant contract between Caltrans and the City.

Kick-off Meeting with Caltrans (City/Caltrans)
Kickoff meeting between Caltrans and the City staff will set the schedule, terms, policies, reimbursements, expectations and requirements and well as an opportunity to provide suggestions in enhancing the scope of work to be included in the final request for proposal for acquiring consultant services. Meeting minutes will be documented and made available to Caltrans and City staff.

Quarterly Invoices and Progress Reports to Caltrans (City) The City will prepare seven (7) Quarterly Reports to be submitted to Caltrans until the Project is completed. The City shall prepare and submit seven (7) quarterly invoices and progress reports to Caltrans for review and approval of reimbursement payments.

Task Deliverables
Meeting Notes,
Quarterly Invoices (7) and Progress Reports (7)
Task 02: Consultant Procurement
The City will procure a consultant, consistent with state and federal requirements, Local Assistance Procedures Manual for procuring non-Architectural and Engineering consultants, the Grant Application Guide, Regional Planning Handbook, and the executed grant contract between Caltrans and the grantee.

A formal Request for Proposal (RFP) shall be prepared by the City and this RFP will be an open and competitive solicitation process. The RFP will be made available on the City’s website and other solicitation and advertisement sites.

The proposals shall be reviewed by the City and interviews with the most qualified consultants shall be invited to discuss their proposals. The interview panel will consist of staff from Caltrans and the City. Each consultant will be evaluated and scored as most qualified. Once a consultant is selected, the scope of work will be refined to clarify work efforts to ensure that the Project objectives are to be achieved and shall be within the established Project budget. Upon finalizing the scope, a Professional Services Agreement (PSA) shall be prepared, negotiated, and agreed to by the consultant and the City, in accordance with the City’s purchasing and contract services procedures and policies.

Attachment II City of Covina
Agreement Number 74A1281

Task Deliverables
Request for Proposal (RFP) Packets for Advertisement and Final Professional Services Agreement (PSA) with Scope of Work,
Copy of the Request for Proposal/Qualifications,
Copy of the contract between consultant and grantee, Copies of all amendments to the consultant contract, Meeting notes from project kick-off with consultant Task 1: Research and Analysis
Analysis of Existing Conditions (Consultant)
The consultant will evaluate the existing conditions of the Project Area and synthesize into a comprehensive land use, transportation/transit services and non-motorized network deficiencies report. This report will inform serve as a baseline for recommending land use changes and mobility and infrastructure improvements. As part of the existing conditions analysis, the consultant will inventory and map existing land uses, identify physical constraints to development, document existing transit ridership, identify existing non-motorized transportation networks, and identify nonconforming uses and zoning code violations. In addition, the Consultant will review and succinctly summarize applicable policy documents and zoning regulations and other related studies of local, regional, and statewide significance. Where relevant, land use analysis related to the downtown Town Center, Metrolink Station and Foothill Transit Center shall be included. City staff will work with the consultant to ensure access to all relevant materials and background studies, as well as help coordinate site visits within the Project Area.

Conduct Market Study (Consultant)
Building upon the analysis of existing conditions, the consultant will conduct a market study that analyzes the market potential for transit-oriented development (TOD) and land use opportunity sites in the Project Area, with a focus on the downtown Town Center, Citrus Valley Inter-Community Hospital, Covina Metrolink Station area and Foothill Transit Center. The consultant will explore land uses most conducive to a transit-oriented community, such as office, retail, light industrial commercial and residential mixed use, and multi-family residential. The market study will include a review of recent innovations and trends in transit-oriented developments, with an emphasis on innovative funding mechanisms, public-private partnerships, and fostering pedestrian-, bicycle- and transit-friendly neighborhoods. Where relevant, this market study will build upon data from several market and planning studies from the City’s Downtown Town Center Specific Plan, Bicycle Master Plan and SGV COG Arrow Highway Multimodal Regional Corridor Plan SGV COG Regional Active Transportation/Greenway Study and Foothill Transit’s Comprehensive Operational Analysis. The consultant will collect both qualitative and quantitative data to inform these planning studies, including field work, as needed. City staff will work with the consultant to ensure access to all relevant materials for research as well as to coordinate any site visits within the Project Area. Results of this task will help to revise and amend general plan elements, zoning map, land use policies, development standards, and street design guidelines.

Attachment II City of Covina
Agreement Number 74A1281

Conduct Mobility and First/Last Mile Needs Study (Consultant) The consultant will conduct a multi-modal mobility needs study detailing the mobility and connectivity strategies for the Plan. The focus of this study is to develop a specific list of implementation-ready mobility improvements necessary to support the proposed land uses, regional/local transit investments and first and last mile infrastructure needs in the Project Area. The goal of these improvements is to enhance active transportation and transit connectivity, safety and ease of navigation for non-motorized transportation modes, especially transit riders in need of reliable and affordable first-mile/last-mile connections from the Downtown Town Center and Citrus Valley Inter-Community Hospital to the three regional transit hubs (Covina Metrolink Station, Foothill Transit Center, and Azusa/Citrus Metro Gold Line Station) and Azusa Pacific University along Citrus Avenue. Overall, these improvements, will work together to promote active modes of transportation and provide opportunities for physical activity and improved public health in the community. The study will include a financing plan with cost share components for these improvements, indicating the responsible parties, including the City and prospective land use developers. The study will make recommendations on innovative funding mechanisms and special districts that enable cost-sharing (e.g., Covina Enhanced Infrastructure Financing District).

At a minimum, the study will analyze the following transportation elements: roadway network, pedestrian circulation, bicycle circulation, transit circulation, parking management, open spaces and transportation demand management and shared parking opportunities. In addition, an overview of existing transportation performance and safety data will be summarized in the Plan.

Consultant will provide and analyze data that includes pedestrian-involved and bicyclist-involved crashes, existing speed survey data, and existing traffic volume data. The City staff will also work with nearby regional transit hub centers such as Los Angeles Metro, Foothill Transit and Metrolink to obtain data on rail and bus ridership in the Project Area.

Conduct Infrastructure Study (Consultant)
The consultant will conduct an infrastructure study that assesses infrastructure supply and demand, as well as the specific improvements necessary to support active transportation, first and last mile and transit needs with an emphasis on sustainability and resiliency. At a minimum, the study will analyze the following infrastructure elements: sidewalk, bikeway, sewer, waste management, road, and pavement conditions; storm drain system; public water; and open space. Any roadway and pavement improvements not specified or beyond what is already identified in the City’s Five-Year Capital Improvement Plan will be specifically identified. As part of this task, the consultant will coordinate with City departments, local and County agencies to gather and provide any relevant data on the current state of the infrastructure elements as well as any planned major maintenance, improvement or replacements plans. One of the main goals of this study is to identify a specific list of implementation-ready infrastructure improvements necessary to support the planned land use amendments and transportation improvements in the Project Area. This list will include a financing plan with cost share components for these improvements, indicating the responsible parties, and prospective TOD developers. Innovative funding mechanisms and special districts that enable cost sharing (e.g., Enhanced Infrastructure Financing Districts) shall be explored within Covina’s Downtown Town Center and adjacent industrial districts.

Attachment II City of Covina
Agreement Number 74A1281

Conduct Equity Study (Consultant)
A vast disparity exists among neighborhoods and individual households in the City in their ability to access and seize opportunity in many forms – jobs, housing, education, health, safety and other essential quality of life elements. Historically, low-income and minority communities disproportionately borne many of the negative impacts of transportation projects. It is critical that these community members 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.

In accordance with best practices cited in the State’s 2017 RTP Guidelines, the consultant will lead an Equity Study to establish goals around a shared definition of equity specific and evaluate Project outcomes to ensure low-income and historically underserved populations in the Project Area are engaged in the Project’s decision-making process. This study will:
• Establish goals around a shared definition of equity specific to the community in the Project Area and actions to achieve these goals;
• Define metrics to evaluate outcomes, including investment decisions; • Ensure consideration at the front-end of the Project; and • Seek out and involve the diverse range of voices to collaborate on all the above.

Conduct Urban Design Study (Consultant)
The Project Area needs urban design improvements to support safe multimodal transit access from the three regional transit stations (Metro Gold Line, Foothill Transit Center, and Metrolink Commuter Rail Station) and adjacent and surrounding areas. These stations are all along the Citrus Avenue corridor that includes, in addition to the three regional transit stations, Azusa Pacific University, Citrus College, Covina City Hall, Downtown Town Center, Citrus Valley Inter-Community Hospital, and residential neighborhoods that surround the corridor. An urban design study would examine these destination sites and provide recommendations for physical elements such as enhanced crosswalks, wider sidewalks, bike lanes and paths, open spaces, pedestrian-level lighting, and drought tolerant landscaping to improve the overall public realm experience and encourage more active transportation and transit uses. Strategies for urban design improvements will include recommendations and design guidelines to promote a safer active transportation and transit experience, encourage greater investment for projects to beautify the site, and encourage commuters to utilize non-motorized and transit transportation to the three regional transit stations for local and regional travels. In addition, the Front Street/TOD/Food, Arts, Industrial and Residential District, also known as the F.A.I.R. District, is part of a design element from the Downtown Town Center Specific Plan that is projected to transform from mostly industrial land uses into a combination high-density housing and arts district. With many catalyst site opportunities, new residential and commercial/industrial uses will leverage proximity to the Covina Metrolink Station and create better connections to the Town Center’s commercial business core. The consultant will work to incorporate this design element into the Plan and propose infrastructure design improvements that encourages users to utilize active modes of travels to commute into and out of the F.A.I.R District.
• Responsible Party: City of Covina and Consultant
Task Deliverables
Existing Conditions Report
Market Study
Mobility Study
Infrastructure Study
Equity Study
Urban Design Study
Attachment II City of Covina
Agreement Number 74A1281

Task 2: Stakeholder Outreach
Develop Stakeholder Engagement Plan (City/Consultant)
The consultant, working closely with City staff, will develop a stakeholder engagement plan for the Project. The purpose of the Plan is two-fold: 1) develop an inclusive and organized approach to outreach that is equity-based, with an emphasis on disadvantaged and underserved communities in the Project Area; and 2) facilitate the creation of an Active Streets and Multimodal Connectivity Plan that is reflective of expected outcomes derived from community input.

At a minimum, the Plan will include: goals for the public input and review process for the Project, contact list of community-based organizations and local public and private schools, summary of engagement methods, and evaluation of events and locations to conduct the community outreach. Outreach will build upon efforts from the Downtown Town Center Specific Plan via engagement with the Chamber of Commerce and other business organizations. The stakeholders will be comprised of residents, merchants, chamber of commerce representatives, nonprofits, faithbased groups, City departments, and law enforcement officers.

Conduct Community Outreach Meetings and Workshops (Consultant) The purpose of this task is to implement the outreach strategy developed above. The consultant with support from City staff, will notify community groups, schools, religious institutions, property owners, residents, adjacent jurisdictions, and other stakeholders about the Project by email and postcards, developing a Project website, and online engagement through social media channels.

All printed/online materials should follow a consistent and thoughtful branding approach and will be available in English and Spanish. The consultant will work with community-based organizations and local public and private schools to encourage broad participation, as well as work with other City Departments, such as Library and Parks and Recreation Departments, that interact regularly within the local communities.

The consultant will conduct at least one public meeting and three public workshops to explain the project, identify community opportunities and challenges, discuss preliminary findings of the studies and analysis prepared for the project, develop a vision for the Project Area, and discuss strategies to realize this vision as a community. The meetings/workshops will be conducted in both English and Spanish. The engagement method for the three workshops should be varied and emphasize going out into the community to gather feedback at locations, times of day, and venues that are convenient to them.

Project Website, Social Media Interactive Town Hall, Surveys (Consultant) The consultant will create a project information page on the City’s website describing project status, updates and upcoming events and meetings throughout the duration of the project. This task will also create several social media sites, an interactive town hall event and a series of outreach surveys to better understand the needs of the community.
• Responsible Party: City of Covina, Consultant
Task Deliverables
Stakeholder Engagement Plan
Postcards, Project website, meeting notices, presentations and notes.

Project Website, Social Media Interactive Town Hall, Surveys Attachment II City of Covina
Agreement Number 74A1281

Task 3: Prepare Planning Documents
Prepare Draft Active Streets and Multimodal Connectivity Plan (Consultant) Incorporating the results of Tasks 2 and 3, the consultant will develop the Draft Active Streets and Multimodal Connectivity Plan. The Plan will include the following:
• Zoning Map Amendments
• Land Use Policy Map
• Development Standards
• Design Guidelines and Concept Plans
• Mobility/First Last Miles Strategy and List of Improvements • Economic Development Strategy
• Equity Outcomes
• Capital Improvement Plan
City staff will assist in the development of the zoning and other policy maps, as well as conduct a comprehensive review of the draft and provide comments to the consultant.

Release Draft Active Streets and Multimodal Connectivity Plan (City/Consultant) City staff will work with the consultant to release the Draft Active Streets and Multimodal Connectivity Plan to the public and provide them with the opportunity to comment. The consultant will hold public meetings to present the Draft Plan and to solicit feedback. In addition to in-person feedback at the community meetings, feedback will be welcomed via the Project website.

Finalize Active Streets and Multimodal Connectivity Plan (City/Consultant) The consultant will prepare the Final Active Streets and Multimodal Connectivity Plan based on feedback and comments from the public.
• Responsible Party: City of Covina, Consultant
Task Deliverables
Draft Active Streets and Multimodal Connectivity Plan
Public meeting agenda, presentation, minutes and notes
Final Active Streets and Multimodal Connectivity Plan
Task 4: City Council Meeting/Review/Approval
City Council Public Meeting (Consultant/City)
City will conduct one City Council public meeting to provide the City Council with public comments on the Active Streets and Multimodal Connectivity Plan. This City Council public meeting will include an agenda, staff presentation, and invite the public to comment on the Plan. Upon completion of the public meeting, staff will post-public meeting minutes and comments on the City’s website for public review.

Council Review and Approval (City)
City staff will prepare the City Council staff report to include Council agenda, presentation materials, and meeting minutes from the public meeting for City Council review and approval.

Delivery of Final Plan to Caltrans and Closeout Audit, if necessary (City) Upon approval, City will provide Caltrans with 1) Final Active Streets and Multimodal Connectivity Plan, 2) final quarterly report, 3) request for final reimbursement and 4) coordinate with Caltrans to complete the Closeout Audit, if necessary.

Attachment II City of Covina
Agreement Number 74A1281

Task Deliverables
City Council agenda, presentation materials, and post-public meeting minutes City Council, agenda, presentation materials, minutes of the public meeting, Council comments and approval of the Plan.

City will deliver the Final Active Streets and Multimodal Connectivity Plan to Caltrans, including final quarterly report, request for final reimbursement payment and arrange for Closeout Audit, if necessary.

Attachment II City of Covina
Agreement Number 74A1281

A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J 01 $15,935 $2,065 $0 $18,000
02 $5,312 $688 $0 $6,000
1 $216,899 $28,102 $0 $245,000
2 $44,708 $5,792 $0 $50,500
3 $27,444 $3,556 $0 $31,000
4 $8,853 $1,147 $0 $10,000
$319,151 $41,349 $0 $360,500
If yes, what is the estimated indirect cost rate?
Does your agency plan to use the Tapered Match approach for invoicing purposes? Project Administration ( kick-off meeting, quarterly reports, reimbursement requests, closeout aduit, CT Meetings)
(no more than 5% of the total Grant Award)
Consultant Procurement
Stakeholder Outreach
Prepare Planning Documents
City Council Meeting/Review/Approval
Totals
* Use only whole dollars in the financial information fields. Dollar amounts must be rounded up/down and decimals should not be shown.

Does your agency plan to request reimburesement for indirect costs? Research and Analysis
California Department of Transportation
Sustainable Transportation Planning Grant Program

PROJECT COST AND SCHEDULE
Task
#
Grant Fiscal Year
City of Covina
Project Title
Organization (legal name)
Estimated Grant
Amount*
Estimated
Local Cash
Match*
Estimated
Local
In-Kind Match*
Estimated Total
Project Cost* Task Title
Grant Category Sustainable Communities Competitive
2021/2022
Covina Active Streets and Multimodal Connectivity Plan
FY 2021/22 FY 2022/23 FY 2023/24
Yes No
Yes No
Attachment II
City of Covina
Agreement Number 74A1281

Fiscal Year 2021-22

GRANT APPLICATION GUIDE
Sustainable Communities and
Strategic Partnerships
California Department of Transportation
Division of Transportation Planning
Sustainable Transportation Planning
Grant Program
Grant Application Deadline
Friday, February 12, 2021 at 5:00 P.M.

Submit Applications to: [email protected] Attachment III
City of Covina
Agreement Number 74A1281

ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. 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.

Updated December 2020
Attachment III City of Covina
Agreement Number 74A1281

TABLE OF CONTENTS

1. GRANT PROGRAM OVERVIEW ....................................................................................... 1 Sustainable Transportation Planning Grant Summary Chart................................................... 2 Grant Program Objectives and Considerations........................................................................ 4

2. SUSTAINABLE COMMUNITIES COMPETITIVE AND TECHNICAL ..................................... 7 Purpose and Specific Objectives.................................................................................................. 7 Example Project Types.................................................................................................................... 8 Eligible and Ineligible Activities and Expenses.........................................................................11 Tips for Successful Sustainable Communities Grant Applications ........................................12

3. SUTAINABLE COMMUNITIES FORMULA ........................................................................ 16 Purpose and Specific Objectives................................................................................................16 Guidance, Tools, and Resources................................................................................................17 Example Project Types..................................................................................................................17 Eligible and Ineligible Activities and Expenses.........................................................................18 Formula Grant Allocations............................................................................................................18

4. STRATEGIC PARTNERSHIPS............................................................................................ 19 Purpose and Specific Objectives................................................................................................19 Federal Planning Factors..............................................................................................................19 Example Project Types..................................................................................................................20 Eligible and Ineligible Activities and Expenses.........................................................................21 Tips for Successful Strategic Partnerships Grant Applications...............................................22

5. GRANT PROJECT ADMINISTRATIVE REQUIREMENTS .................................................... 24 Coordination with Caltrans..........................................................................................................24 Third Party Contracts.....................................................................................................................24 Quarterly Reporting.......................................................................................................................25 Invoicing and Financial Requirements.......................................................................................25 Non-Discrimination Requirements...............................................................................................29 Final Product ...................................................................................................................................29 Project Close-Out Survey..............................................................................................................30

6. APPLICATION SUBMITTAL PROCESS ............................................................................. 31 Early Coordination and Technical Assistance for Primary Applicants................................. 31 Application Submittal Instructions...............................................................................................32 Attachment III City of Covina
Agreement Number 74A1281

7. APPLICATION REVIEW PROCESS .................................................................................. 33 Two-Tiered Application Review Process....................................................................................33 Application Evaluation/Scoring Process....................................................................................33 Past Performance Award Considerations.................................................................................33

8. APPLICATION AWARD PROCESS ................................................................................. 35 Award and Non-Award................................................................................................................35 Contracting with Caltrans............................................................................................................35 APPENDIX A. Guidance, Tools, and Resources for Preparing a Grant Applicaton ..... 39 GRANT PROGRAM CONSIDERATIONS .........................................................................................................39 RECOURCES TO ADVANCE SUSTAINABLE COMMUNITIES GRANT SPECIFIC OBJECTIVES ...................42 APPENDIX B. Sample Application Package ................................................................... 55 APPENDIX C. Caltrans/Regional Agency Boundaries Map .......................................... 77 APPENDIX D. Caltrans District Contact List ...................................................................... 78 Attachment III City of Covina
Agreement Number 74A1281

1. GRANT PROGRAM OVERVIEW
The Sustainable Transportation Planning Grant Program was created to support the California Department of Transportation’s (Caltrans) Mission: Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability.

The California Legislature passed, and Governor Edmund G. Brown Jr. signed into law, Senate Bill 1 (SB 1, Beall, Chapter 5, Statutes of 2017), the Road Repair and Accountability Act of 2017, a transportation funding bill that will provide a reliable source of funds to maintain and integrate the State’s multi-modal transportation system. In addition to the $9.5 million in traditional State and federal grants, approximately $25 million in SB 1 funds for Sustainable Communities Grants is available for the Fiscal Year (FY) 2021-22 grant cycle. The period of grant fund availability spans over three FYs and approximately 27 months for grant project activities after the grant agreement is executed and Caltrans issues a Notice to Proceed. Refer to Chapter 8.2 for details regarding the anticipated grant project start and expiration dates.

The SB 1 grant funding is intended to support and implement Regional Transportation Plan (RTP) Sustainable Communities Strategies (SCS) (where applicable) and to ultimately achieve the State’s greenhouse gas (GHG) reduction target of 40 and 80 percent below 1990 levels by 2030 and 2050, respectively.

Eligible planning projects must have a transportation nexus per Article XIX Sections 2 and 3 of the California Constitution. Therefore, successful planning projects are expected to directly benefit the multi-modal transportation system. These grants will also improve public health, social equity, environmental justice, the environment, and provide other important community benefits.

Attachment III City of Covina
Agreement Number 74A1281

Sustainable Transportation Planning Grant Summary Chart Grant Fund Source Purpose Who May Apply Local Match Sustainable Communities Competitive Budget
RMRA and SHA
State funds
Approx. $17 million
Approx. $3 million will be
set-aside for technical
projects such as data
acquisition or travel model
updates
Goal: 50% of grants should
benefit Disadvantaged
Communities***
Grant Minimum
$50,000 for Disadvantaged
Communities, including
Native American Tribal
Governments and rural
communities;
$100,000 for all others
Grant Maximum
$700,000
Funds local and
regional multimodal
transportation and
land use planning
projects that further
the region’s RTP SCS
(where applicable),
contribute to the
State’s GHG
reduction targets,
and assist in
achieving the
Caltrans Mission and
Grant Program
Objectives (See
Chapter 1.2).

The following are eligible to apply as a
primary applicant:
• MPOs with sub-applicants
• RTPAs
• Transit Agencies;
• Cities and Counties with compliant
Housing Elements and completed
Annual Progress Reports;
• Native American Tribal Governments
• Other Public Transportation Planning
Entities
The following are eligible to apply as a
sub-applicant:
• MPOs/RTPAs
• Transit Agencies
• Universities and Community Colleges
• Native American Tribal Governments
• Cities and Counties with compliant
Housing Elements and completed
Annual Progress Reports
• Community-Based Organizations
• Non-Profit Organizations (501.C.3)
• Other Public Entities**

11.47%
minimum (in
cash or an inkind*
contribution).

The entire
minimum 11.47
% local match
may be in the
form of an
eligible in-kind
contribution.

Staff time from
the primary
applicant
counts as cash
match.

Sustainable Communities Formula
Budget
RMRA
State funds
$12.5 million
Funds local and
regional multimodal
transportation and
land use planning
projects that further
the region’s RTP SCS
(where applicable),
contribute to the
State’s GHG
reduction targets,
and assist in
achieving the
Caltrans Mission and
Grant Program
Objectives (See
Chapter 1.2).

The following are eligible to apply as a
primary applicant:
• MPOs

11.47%
minimum (in
cash or an inkind*
contribution).

The entire
minimum

11.47% local
match may be
in the form of
an eligible inkind
contribution.

Staff time from
the primary
applicant
counts as cash
match.
* For third party in-kind contribution requirements, refer to Chapter 5.4 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). *** For purposes of this grant program, disadvantaged communities are the most vulnerable places that are facing disproportionate rates of economic, environmental, and health burdens, and are defined according to the tools in Appendix A.

Attachment III City of Covina
Agreement Number 74A1281

Grant Fund Source Purpose Who May Apply Local Match Strategic Partnerships Budget
FHWA
SPR, Part I
Federal funds
$1.5 million
Grant Minimum
$100,000
Grant Maximum
$500,000
Funds transportation
planning studies in
partnership with
Caltrans that
address the regional,
interregional and
statewide needs of
the State highway
system, and also
assist in achieving
the Caltrans Mission
and Grant Program
Objectives (See
Chapter 1.2).

The following are eligible to apply as a
primary applicant:
• MPOs
• RTPAs
The following are eligible to apply as a
sub-applicant:
• MPOs/RTPAs
• Transit Agencies
• Universities and Community Colleges
• Native American Tribal Governments
• Cities and Counties
• Community-Based Organizations
• Non-Profit Organizations (501.C.3)
• Other Public Entities**
20% minimum
(in non-federal
funds or an inkind*
contribution).

The entire
minimum 20%
local match
may be in the
form of an
eligible in-kind
contribution.

Staff time from
the primary
applicant
counts as cash
match.

Strategic Partnerships – Transit
Budget
FTA Section 5304
Federal funds
$3 million
Grant Minimum
$75,000 for rural RTPAs;
$100,000 for MPOs
Grant Maximum
$500,000
Funds multi-modal
planning studies,
with a focus on
transit, in partnership
with Caltrans, of
regional,
interregional and
statewide
significance, and
also assist in
achieving the
Caltrans Mission and
Grant Program
Objectives (See
Chapter 1.2)
The following are eligible to apply as a
primary applicant:
• MPOs
• RTPAs
The following are eligible to apply as a
sub-applicant:
• MPOs/RTPAs
• Transit Agencies
• Universities and Community Colleges
• Native American Tribal Governments
• Cities and Counties
• Community-Based Organizations
• Non-Profit Organizations (501.C.3)
• Other Public Entities**

11.47%
minimum (in
non-federal
funds or an inkind*
contribution).

The entire
minimum

11.47% local
match may be
in the form of
an eligible inkind
contribution.

Staff time from
the primary
applicant
counts as cash
match
* For third party in-kind contribution requirements, refer to Chapter 5.4 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).

Attachment III City of Covina
Agreement Number 74A1281

Grant Program Objectives and Considerations
Successful grant applications address and articulate how the project relates to the Caltrans Mission, Grant Program Objectives, and Grant Program Considerations. The Grant Specific Objectives identified in Chapters 2.1, 3.1, and 4.1 indicate the specific purpose of the Sustainable Communities Grants and Strategic Partnership Grants, respectively, and must also be considered when preparing an application.

Grant Program Objectives
The following Grant Program Objectives are focused on achieving the Caltrans Mission and are intended to inform application development, including:

Objective Description
Sustainability
Promote reliable and efficient mobility for people, goods, and services, while meeting the State’s GHG emission reduction goals, preserving the State’s natural and working lands, and preserving the unique character and livability of California’s communities.

Preservation
Preserve the transportation system through protecting and/or enhancing the environment, promoting energy conservation, improving the quality of life, and/or promoting consistency between transportation improvements and State and local planning growth and economic development patterns.

Accessibility Increase the accessibility of the system and mobility of people, inclusive of those with disabilities, and freight.

Safety Increase the safety and/or security of the transportation system for motorized and active transportation users.

Innovation
Promote the use of technology and innovative designs to improve the performance and social equity of our transportation system and provide sustainable transportation options.

Economy
Support the economic vitality of the area (i.e. enables global competitiveness, enables increased productivity, improves efficiency, increases economic equity by enabling robust economic opportunities for individuals with barriers to employment and for Disadvantaged Business Enterprise (DBE), etc.).

Health
Decrease exposure to local pollution sources, reduce serious injuries and fatalities on the transportation system, and promote physical activity across the lifespan, inclusive of those with disabilities, especially through transportation means.

Social Equity
All of these objectives should promote transportation solutions that focus on and prioritize the needs of disadvantaged communities most affected by poverty, air pollution and climate change, and promote solutions that integrate community values with transportation safety and performance while encouraging greater than average public involvement in the transportation decision making process.

Attachment III City of Covina
Agreement Number 74A1281

Grant Program Considerations
The Grant Program supports related State and federal mandated initiatives. The Plans and Programs listed below should be considered in grant application development. Definitions and links to these resources can be found in Appendix A.

Caltrans Strategic Management Plan
The purpose of the Strategic Management Plan is to be a roadmap of Caltrans’ role, expectations, and operations as we meet the challenges of modernizing Caltrans into a world-class Department of Transportation.

The tools we use to implement this Plan are performance management, transparency, accountability, sustainability, and innovation. The Plan serves a number of functions:
 Provides clear direction for meeting statewide objectives;  Creates and deepens strategic partnerships; and
 Provides performance measures that monitor success
This roadmap is used to guide and inform the development of the Sustainable Transportation Planning Grant Program.

California Transportation Plan 2040
The California Transportation Plan (CTP) 2040 vision is focused on sustain ability:

California’s transportation system is safe, sustainable, universally accessible, and globally competitive. It provides reliable and efficient mobility and accessibility for people, goods, and services while meeting the State’s GHG emission reduction goals and preserving the unique character of California’s communities. This integrated, connected, and resilient multimodal system supports a thriving economy, human and environmental health, and social equity. The next iteration of the CTP, the CTP 2050, is in the process of being finalized, with adoption expected at the end of 2020. The next Grant Application Guide will be updated to reflect the CTP 2050.

The CTP 2040 also aims to achieve the strategic goal to triple cycling and double walking and transit use statewide. Competitive grant applications will discuss how proposed projects will assist in reaching this goal established in the Caltrans Strategic Management Plan.

Competitive Sustainable Communities grant applications will integrate the appropriate CTP 2040 Transportation Greenhouse Gas Reduction Strategies outlined in the CTP 2040, Table 13 and Appendix 7 Technical Analysis. There are four categories of transportation GHG reduction strategies – demand management, mode shift, travel cost, and operational efficiency – that were developed based on input from the CTP 2040 advisory committees, and with input gathered from all of the State’s 18 MPOs and 26 RTPAs.

Modal Plans that Support the California Transportation Plan 2040 CTP 2040 is the umbrella plan that informs and pulls together the State’s long-range modal plans, described below, to envision the future system:
 Interregional Transportation Strategic Plan
 California Freight Mobility Plan
 California State Rail Plan
Attachment III City of Covina
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 California State Bicycle and Pedestrian Plan
 California High-Speed Rail Business Plan
 Statewide Transit Strategic Plan
 California Aviation System Plan
Title VI and Environmental Justice
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. A similar prohibition applies to recipients of state funds under California Government Code section 11135, which prohibits discrimination on the basis of race, color or national origin, as well as ethnic group identification, religion, age, sex, sexual orientation, genetic information, or disability.

Caltrans integrates Title VI as well as environmental justice in all activities. In the past, low-income and minority communities disproportionately 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 decisionmaking process, and they receive an equitable distribution of benefits and not a disproportionate share of burdens, which contribute to poor health outcomes.

Attachment III City of Covina
Agreement Number 74A1281

2. SUSTAINABLE COMMUNITIES COMPETITIVE AND

TECHNICAL
Approximately $12 million in State Road Maintenance and Rehabilitation Account (RMRA) funds and $5 million in State Highway Account (SHA) funds, or a combined total of $17 million will be distributed through a competitive program to Metropolitan Planning Organizations (MPOs) with a sub-applicant(s), Regional Transportation Planning Agencies (RTPAs), cities and counties, transit agencies, and Native American Tribal Governments. MPOs can apply to the Sustainable Communities Competitive Grants only in collaboration with a sub-applicant(s).

Approximately $3 million will be set-aside for a technical project sub-category. In accordance with the recent release of the guidance documents for the implementation of Senate Bill 743 (SB 743, Chapter 386, Statutes of 2013), there is a current need for improved tools to measure VMT and induced travel.

Funding distribution for the competitive program will depend on the quality and number of applications.

Purpose and Specific Objectives
The purpose of the Sustainable Communities grants is to fund local and regional multimodal transportation and land use planning projects that further the region’s RTP SCS (where applicable), contribute to the State’s GHG reduction targets, and assist in achieving the Caltrans Mission and Grant Program Objectives, and must be considered when preparing the grant application.

A minimum threshold of 50 percent of Sustainable Communities Competitive and Technical Grants has been identified for projects that benefit disadvantaged communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the State that are not included in urbanized areas of 50,000 in population or greater; refer to Appendix C. Caltrans/Regional Agency Boundaries Map, which indicates rural areas).

Sustainable Communities Competitive applicants must demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. The grant specific objectives for Sustainable Communities grants are listed below. Detailed information on how to achieve these objectives can be found in Appendix A:
• Encourage local and regional multimodal transportation and land use planning that furthers the region’s RTP SCS (where applicable)
• Contribute to the State’s GHG reduction targets and other State goals, including but not limited to, the goals and best practices cited in the 2017 RTP Guidelines • Address the needs of disadvantaged communities
• Assist in achieving the Caltrans Mission and Grant Program Objectives (See Chapter 1.2).

Sustainable Communities Technical project types do not require public engagement due to their technical nature, but applicants should explain how the public will be involved at later stages of the planning process. However, applicants are required to collaborate with and involve appropriate stakeholders with technical expertise. Technical applications are scored under the same criteria as all other project types, they are grouped with other technical projects, and they compete at the same level. Refer to Chapter 2.2 for Example Technical Project Types. Caltrans will screen applications submitted under this category to ensure they are in-fact technical projects. If it Attachment III City of Covina
Agreement Number 74A1281

is found that the project is not one of a technical nature, it will compete with the other Sustainable Communities Competitive applicant pool.

Applicants must demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. The following guidance, tools, and resources are provided to assist applicants in preparing a competitive grant application consistent with the grant program and specific objectives and the Plans and Programs outlined in the Grant Program Considerations. Guidance, tools, and website links for the list below are provided in Appendix A of this document.
• Advance Transportation Related GHG Reduction Project Types/Strategies • Addressing the Needs of Disadvantaged Communities
• Public Health Resources
• Active Community Engagement
• Integrated Housing, Land Use and Transportation Planning • Promote the Region’s RTP/SCS and State Planning Priorities, and Climate Adaptation Goals • Climate-Ready Transportation
Example Project Types
The examples below are organized in the following grant project types: Active Transportation; Climate Change; Corridor and Freight; Social Equity; Integrated Housing, Land Use, and Transportation; Multimodal; Safety; Technical; and, Transit.

Active Transportation
• Active transportation plans, including bicycle, pedestrian and trail master plans • Plans for bike parking facilities
• Rural planning studies or plans that provide rural counties the ability to develop active transportation plans with a rural context-sensitive focus and allow for rural regions to contribute to the State’s GHG reduction targets
• Studies or plans that include a temporary built environment demonstration, e.g., tactical urbanism
Climate Change
• Studies, plans or planning methods that advance a community’s effort to address the impacts of climate change, such as sea level rise, flooding, wildfires, and mudslides, which may include the use of natural infrastructure to reduce the impacts of climate change • Climate change adaptation plans for transportation facilities Corridor and Freight
• Corridor enhancement studies
• Studies or plans related to zero emissions vehicle goods movement • Freight/goods movement plans and studies
• Local or regional corridor plans
• Studies and plans that can help to quantify and highlight the value and importance of the rural State transportation system which connects large urban centers to rural open space, State and federal lands, and recreation and agriculture hubs.

Attachment III City of Covina
Agreement Number 74A1281

• Studies and plans to mitigate for impacts to the rural transportation system due to increased interregional tourism and visitor traffic
• Modeling improvements that address SB 743 implementation and induced travel (see Sustainable Communities – Technical grant-specific objectives in Chapter 2.1) • Complete street plans that consider last-mile freight • Curbside freight management plans
• Sustainable freight plans
• Agriculture goods movement plans
• Freight/supply chain resiliency studies
Social Equity
• Community Needs Assessments
• Health and transportation studies, including health equity transportation studies and other plans that incorporate health into transportation planning • Studies to improve access to social services and other community destinations for disadvantaged communities
• Studies, plans or planning methods that address environmental justice issues in a transportation related context
• Congestion pricing studies including plans that enhance social equity and avoid inequitable cost burdens
• Planning to remove or reduce barriers created by transportation infrastructure such as highways, overpasses and underpasses, that create disconnected communities • Studies or plans to ensure that infill and transit-oriented development benefits existing residents and businesses, low-income and disadvantaged communities, and minimizes displacement
• Outreach to educate disadvantaged communities on mode shifts to electric forms of transportation, as part of a plan or study as appropriate • Student internships for rural agencies and/or disadvantaged communities Integrated Housing, Land Use, and Transportation
• Studies, plans or planning methods that assist transportation agencies in creating sustainable communities and transit-oriented development
• SCS development
• Studies that promote greater access between affordable housing and job centers • Station area planning
• Integration of transportation and environmental planning • First Mile/Last Mile project development planning
• An update to a general plan land use element or zoning code that increases development opportunities around key transportation corridors or nodes • Creation of a Transit-Oriented Development overlay zone or other special zoning district around key transportation corridors or nodes
Attachment III City of Covina
Agreement Number 74A1281

• Studies, plans, and policies that address land use conflicts with major transportation corridors such as major highways, ports, shipping and freight corridors, etc. that are near sensitive land uses such as homes, schools, parks, etc. or potentially impacted by climate change Multimodal
• Complete streets plans
• Long range transportation plans for tribal governments • Studies, plans or planning methods that advance a community’s effort to reduce single occupancy vehicle trips and transportation related GHG through strategies including, but not limited to, advancing mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use • Context-sensitive streetscapes or town center plans
• Studies that evaluate accessibility and connectivity of the multimodal transportation network • Shared mobility services planning studies
• Community outreach plans for park-and-ride lots
Safety
• Bike and pedestrian plans with a safety enhancement focus, including Vision Zero plans • Community to school studies or safe routes to school plans • Traffic calming and safety enhancement plans
Technical
• Transportation modeling studies that address SB 743 implementation and induced travel, active transportation, emerging technology, public health, VMT and other impacts • Planning for zero or near zero emission vehicles
• Electric vehicle charging infrastructure network planning • Transit planning for zero emission bus fleets
• Planning for autonomous vehicles
• Road or parking pricing studies
• Transportation Demand Management studies
• Commute trip reduction studies and plans
• Data collection/data sharing initiatives
• Integration of transit, new emerging technologies, and shared mobility services • Educational outreach for mode shifts to electric forms of transportation, as part of a plan or study as appropriate
Transit
• Identification of policies, strategies, and programs to preserve transit facilities and optimize transit infrastructure
• Transit planning studies related to accessible transit, paratransit, mobility management, etc. • Studies, plans, or outreach for school public transit, school pool ridesharing Attachment III City of Covina
Agreement Number 74A1281

• Strategies to increase transit ridership
• Studies or plans that evaluate commuter rail or multi-modal connectivity • Studies or plans that evaluate first and last mile transit connectivity Eligible and Ineligible Activities and Expenses
Eligible Activities and Expenses
Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Applicants need to consult with Caltrans district staff for more information on whether costs are eligible for funding.

Some examples of eligible costs include:
• Data gathering and analysis
• Planning consultant procurement
• Advertising for consultant procurement
• Advertising for public workshops, e.g., flyers, paid media ads • Travel expenses (See Chapter 5.4 for details)
• Up to 30 percent design or conceptual drawings
• Equipment (as defined in 2 CFR Part 200.33)1 purchases must remain under $5,000 or depreciation will need to be taken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4362 provides the criteria for depreciation. • Community surveys, meetings, public workshop room rental, charrettes, focus groups • Virtual outreach activities and on-line meetings
• Bilingual services for interpreting and/or translation services for meetings • Community/stakeholder advisory groups
• Light snacks and refreshments for public workshops (no full meals), subject to Caltrans approval
• Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. If an application has any of the following elements, it will be disqualified.

Ineligible activities and expenses include:
1 Electronic Code of Federal Regulations, 2 Code of Federal Regulations, Part 200.33, 2020, https://www.ecfr.gov/cgi-bin/textidx?SID=c16296aecfef71d582e0634cf6658cf1&node=2:1.1.2.2.1.1.28.34&rgn=div8 2 Govinfo, 2 Code of Federal Regulations, Part 200.436, 2014, https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-sec200-436 Attachment III City of Covina
Agreement Number 74A1281

• 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
• Program or project implementation
• Repurposing unspent grant funds (not applicable to Sustainable Communities Formula) • Application development to pursue construction funds/project implementation • RTPs or updates to the RTP, excluding SCS development • Construction projects, capital costs, such as the building of a facility, or maintenance • Office furniture purchases, or other capital expenditures • Decorations, e.g., for public workshop events
• Acquisition of vehicles or shuttle programs
• Organizational membership fees
• Incentives for public participation, e.g., full meals, prizes, freebies, promotional/marketing items
• Charges passed on to sub-recipient for oversight of awarded grant funds • Other items unrelated to the project
Tips for Successful Sustainable Communities Grant Applications Criteria for Successful Sustainable Communities Grant Applications:

Some guidance is provided below however, it is not intended to be all inclusive. • Integrate Grant Program Considerations (See Chapter 1.2) • Advance transportation related GHG emission reduction project types/strategies (i.e., mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use, etc.) • Identify and address deficiencies in the multimodal transportation system, including the needs of environmental justice and disadvantaged communities, including Native American Tribal Governments and rural communities
• Encourage stakeholder collaboration
• Involve active community engagement
• Coordinate transportation, housing, and land use planning • Promote the region’s RTP SCS (where applicable), State planning priorities (Government Code Section 65041.1, and climate adaptation goals (Safeguarding California)
• Result in funded and programmed multimodal transportation system improvements

Attachment III City of Covina
Agreement Number 74A1281

General Tips
• Some sections of the grant application may seem redundant when discussing disadvantaged community engagement, overall public engagement, and stakeholder involvement. Although the general public and disadvantaged communities are stakeholders for any project, for application purposes, the strategy and methods for engaging these groups will be different, as described below. o Overall public engagement will describe the general strategy to engage the public at large;
o Disadvantaged communities engagement will explain how the project will go above and beyond business as usual to address the specific needs of disadvantaged communities and use unique methods to involve these groups in the decision-making process.
o Stakeholder engagement will explain how partner agencies, businesses, and/or non-profit community-based organizations will be involved throughout the project. • 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 Cost and Schedule.
• Include Caltrans as an active partner in the study.
• Provide tailored letters of support and project area photographs to enhance the application. If applicants/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in a simple table format that lists the supporters and specifically how supporters will benefit the proposed project will suffice.

Project Description
Concisely describe the project in less than 150 words. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.” Project Justification
• Clearly define and explain the transportation problem or deficiency that the project will attempt to address and how the project will address the problem. 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 verifiable data, if available. • Explain how the project area or portions of the project area are a disadvantaged community. The tools in the Grant Application Guide, Pages 11-13, are intended to help applicants define a disadvantaged community. Please cite data sources, the tools used, and include a comparison to the statewide thresholds that are established in each tool.
• If the applicant is a Native American Tribal Government or a rural area (outside of the urbanized areas with50,000 in population or greater) of the State, include population characteristics.

Attachment III City of Covina
Agreement Number 74A1281

Grant Specific Objectives
Demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. Some guidance is provided below, however it is not intended to be all inclusive. Applications should reference Appendix A for Resources to Advance Sustainable Communities Grant Specific Objectives.

Successful applications should include:

Planning for Housing and Housing Element Compliance
• In order to avoid a deduction of 5 points, applicants must demonstrate how they integrate housing
planning into their policies, programs and project, or
commit to coordinate housing and transportation in
future policies and programs throughout the
application (e.g. narrative and scope of work). See
Chapter 2.2 for a list of example projects that
coordinate housing, land use, and transportation.
• City and county primary/sub-grant applicants are
required to submit a housing element adopted by the
local government to HCD by the application due
date.

To be eligible for a funding award, HCD must find the
adopted housing element in substantial compliance
with state housing element law pursuant to
Government Code Section 65585 by the date of
award recommendation.
• City and county primary/sub-grant applicants are also required to submit completed Annual Progress Reports
(APRs) to HCD for at least the previous two years, 2018 and 2019.

Note: Charter cities are not exempt from this specific
program requirement and must submit an Annual Progress
Report for the calendar years mentioned above.

Community Engagement
• Refer to Appendix A. for Community Engagement Best Practices • Evidence of additional public outreach measures that promote access to decision-making and program implementation for all segments of the community, including special needs populations, disadvantaged communities, and a variety of socio-economic groups (e.g. households across the income and employment spectrum, ethnically and racially diverse households).
• The application narrative should outline specific outreach strategies that will be utilized, considering the current COVID-19 environment.

IMPORTANT TIPS:
 City and county
primary/sub-grant applicants
are required to submit a
housing element adopted
by the local government to
HCD by the application due
date.

Attachment III City of Covina
Agreement Number 74A1281

• Tailored letters of support with electronic signatures from community-based organizations or public
advocacy groups to demonstrate their support or
involvement in identifying the issues that the
proposed project is attempting to address.
• If applicants/supporters do not have the
time/resources to provide tailored letters of support,
a petition electronically signed by supporters in a
simple table format that indicates specifically how
supporters will benefit the proposed project will
suffice.

Integrated Housing, Land Use, and Transportation
Planning
• Application narrative and any relevant supporting or
illustrative data should describe how the proposed
project integrates land use and transportation,
including how transportation and land use agencies
or jurisdictions are actively collaborating on the
project in all project phases.
• Competitive grant applications should demonstrate
how the project furthers this coordinated and
integrated approach to planning.

Project Management
• Scope of Work: Refer to the Scope of Work Checklist in Appendix B. • Cost and Schedule (Project Timeline): Refer to the Cost and Schedule Checklist in Appendix B.

HELPFUL TIPS:

Tailored letters of support from
local agencies that not only
provide support for the project,
but also confirms that the
proposed project:
 Helps to implement the
RTP SCS and/or State
priorities
 Involves a coordinated
approach to integrating
land use and
transportation in all phases
of project planning and
implementation.

Attachment III City of Covina
Agreement Number 74A1281

3. SUTAINABLE COMMUNITIES FORMULA
$12.5 million will be distributed to the MPOs on a formula basis. The formula funds for the MPOs will reflect the same formula used to distribute Federal Highway Administration (FHWA) Metropolitan Planning PL funds.

The FHWA PL formula has three components:

1. A base allocation

2. A two-part population component which distributes funds by the proportion of the total population of each MPO based on California Department of Finance estimates each January

3. An Air Quality component based on the proportion of federal Congestion Mitigation Air Quality funds to total programmatic FHWA PL funds
Purpose and Specific Objectives
The purpose of the Sustainable
Communities Formula is to
fund local and regional
multimodal transportation and
land use planning projects that
further the region’s RTP SCS
(where applicable), contribute
to the State’s GHG reduction
targets, and assist in achieving
the Caltrans Mission and Grant
Program Objectives (See
Chapter 1.2).

The specific objectives,
eligibility requirements, and
performance considerations for the Sustainable Communities Formula Grants awarded to MPOs are consistent with the Sustainable Communities Competitive Grants.

The intent of the Sustainable Communities Formula Grants is to carry out the objectives of the region’s RTP SCS (where applicable) and the RTP Guidelines Appendices K and L. In addition, MPOs are strongly encouraged to administer Sustainable Communities Formula funding in a transparent manner and maintain non-profit eligibility, consistent with the legislative intent of SB 1 - The Road Repair and Accountability Act of 2017.

The intent of the Sustainable
Communities Formula Grants is to
carry out the objectives of the
region’s RTP SCS (where applicable)
and the RTP Guidelines Appendices K
and L.

Attachment III City of Covina
Agreement Number 74A1281

Guidance, Tools, and Resources
Minimum Eligibility Criteria
MPOs should meet the following minimum eligibility
criteria to apply for Sustainable Communities Formula
grants:
• Of the Consolidated Planning Grant, FHWA PL
carryover is at or below 100 percent of the
annual FHWA PL allocation
• Have an RTP SCS that meets the SB 375 GHG
reduction targets
• Meet civil rights and environmental justice
obligations, as summarized in Section 4.2 of the
RTP Guidelines
If an MPO does not meet the minimum eligibility
criteria listed above, their allocation will be
redistributed to the remaining MPOs that are eligible
and apply for the Sustainable Communities Formula
Grants.

Annual Draft Overall Work Program (OWP) Development and Approval Process Sustainable Communities Formula Grants are part of the annual draft Overall Work Program (OWP) development and approval process. The draft OWP process includes meaningful consultation with Caltrans district staff and ORP. MPOs are responsible for including a draft Work Element(s) for Sustainable Communities Formula Grant funds in the draft FY 2021-22 OWP and sending a list of activities using the provided template to Caltrans, no later than March 1, 2021. Draft OWPs are submitted to the district Regional Planning Liaison who will coordinate with ORP. The draft Work Element(s) should include an explanation of how the project supports the Sustainable Communities Grant Specific Objectives and provide the same level of detail included in the grant application Scope of Work and Cost and Schedule for the Sustainable Communities Competitive Grants. The Work Element name and number must remain unchanged until the project(s) is completed. If Work Elements do not provide enough detail, MPOs will need to submit the competitive grant application Scope of Work and Cost and Schedule. More information and detailed requirements are outlined in the SB 1 Guidance for OWPs and Requests for Reimbursements, available upon request.

Example Project Types
MPOs have flexibility for how the Formula Grant allocation is administered. For example, MPOs may use these funds for a regional competitive grant program, integrated land use and transportation planning activities related to developing their SCS, carrying out the best practices cited in the RTP Guidelines, or a combination thereof. If an MPO uses Formula Grant funds to administer a regional grant program, the MPO must submit their grant program criteria and list of eligible applicants and sub-applicants to the Caltrans district and Caltrans Office of Regional Planning (ORP). This step is to ensure the MPO’s grant program aligns with the Caltrans Sustainable Communities Competitive Grants, including city and county housing element compliance. MPOs will also submit a list of awarded grants to the Caltrans district and ORP. MPOs should coordinate the submittal of this information with the Caltrans district and ORP to avoid delays for releasing the call-for-projects and grant awards. For additional example project types, refer to Chapter 2.2.

IMPORTANT NOTE:
 If an MPO does not meet
the minimum eligibility
criteria, their allocation will
be redistributed to the
remaining MPOs that are
eligible and apply for the
Sustainable Communities
Formula Grants.

Attachment III City of Covina
Agreement Number 74A1281

Eligible and Ineligible Activities and Expenses
Refer to Chapter 2.3 for eligible and ineligible activities and expenses.

Formula Grant Allocations
The following funding table estimates how formula funds may be distributed to each MPO, contingent upon meeting the minimum eligibility criteria:

Sustainable Communities Formula Grants
Metropolitan Planning Organization Total Formula Grant
Allocation
Tahoe Metropolitan Planning Organization $160,750
Madera County Transportation Commission $164,209
Kings County Association of Governments $162,943
Shasta Regional Transportation Agency $163,172
Butte County Association of Governments $180,569
Merced County Association of Governments $197,424
San Luis Obispo Council of Governments $195,962
Tulare County Association of Governments $246,944
Santa Barbara County Association of Governments $224,579 Stanislaus Council of Governments $291,053
San Joaquin Council of Governments $341,671
Kern Council of Governments $374,899
Association of Monterey Bay Area Governments $315,537
Fresno Council of Governments $407,484
Sacramento Area Council of Governments $774,991
San Diego Association of Governments $1,021,553
Metropolitan Transportation Commission $2,106,140
Southern California Association of Governments $5,170,390 Total $12,500,000
Attachment III City of Covina
Agreement Number 74A1281

4. STRATEGIC PARTNERSHIPS
$1.5 million in FHWA State Planning and Research (SPR) Part 1 funds and $3 million in Federal Transit Administration (FTA) Section 5304 funds, or a combined total of $4.5 million, will be distributed through a competitive program to MPOs and RTPAs. Funding distribution for the competitive program will depend on the quality and number of applications.

Purpose and Specific Objectives
Strategic Partnerships are intended to fund planning projects that partner with Caltrans to address needs on the State Highway System (SHS), while the transit sub-category will address multimodal planning projects that focus on transit.

The objectives of the Strategic Partnerships and Strategic Partnerships - Transit grants are to:
• Accomplish the Federal Planning Factors
• Achieve the Caltrans Mission and the Grant Program Objectives Federal Planning Factors

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 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

9. Improve the resiliency and reliability of the transportation system and reduce or mitigate stormwater impacts of surface transportation

10. Enhance travel and tourism.

Attachment III City of Covina
Agreement Number 74A1281

Example Project Types
Example Project Types - Strategic Partnerships
• 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 • Development of planning activities intended to result in investment in sustainable transportation projects
• Enhanced tools to capture GHG benefits of Operations and System Management projects • Integration of transportation and economic development • Planning for sustainable freight
• Planning for transportation safety
• Studies for relinquishment of state routes
• Statewide or interregional research or modeling tools • Transportation demand management plans
• System investment prioritization plans
• Assessment and integration of new technology
• Complete street plans that consider last-mile freight • Curbside freight management plans
• Agriculture goods movement plans
• Freight/supply chain resiliency studies
Example Project Types - Strategic Partnerships Transit
• Identification of policies and procedures to integrate transit into the transportation system and planning process
• Statewide transit planning surveys and research
• Identification of policies, strategies, and programs to preserve transit facilities and optimize transit infrastructure
• Projects that evaluate accessibility and connectivity of the multi-modal transportation network
• Transit technical planning studies to optimize system performance • Studies or plans that evaluate commuter rail or multi-modal connectivity • Studies or plans that evaluate first and last mile transit connectivity Eligible and Ineligible Activities and Expenses
Attachment III City of Covina
Agreement Number 74A1281

Eligible and Ineligible Activities and Expenses
Eligible Activities and Expenses
Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Please consult with Caltrans district staff for more information on whether costs are eligible for funding.

Some examples of eligible costs include:
• Data gathering and analysis
• Planning consultant procurement
• Advertising for consultant procurement
• Advertising for public workshops, e.g., flyers, paid media ads • Virtual outreach activities and on-line meetings
• Travel expenses (See Chapter 5.4 for details)
• Up to 30 percent conceptual drawings and design
• Equipment (as defined in 2 CFR Part 200.33)3 purchases must remain under $5000 or depreciation will need to be taken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4364 provides the criteria for depreciation, at the Govinfo website.
• Community surveys, meetings, public workshop room rental, charrettes, focus groups • Bilingual services for interpreting and/or translation services for meetings • Community/stakeholder advisory groups
• Light snacks and refreshments for public workshops (no full meals), subject to Caltrans and federal approval
• Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. 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
3 Electronic Code of Federal Regulations, 2 Code of Federal Regulations, Part 200.33, 2020, https://www.ecfr.gov/cgi-bin/textidx?SID=c16296aecfef71d582e0634cf6658cf1&node=2:1.1.2.2.1.1.28.34&rgn=div8 4 Govinfo, 2 Code of Federal Regulations, Part 200.436, 2014, https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-sec200-436 Attachment III City of Covina
Agreement Number 74A1281

• Program or project implementation
• Repurposing unspent grant funds
• Consultant mark-ups
• Application development to pursue construction funds/project implementation • RTPs or updates to the RTP
• Economic development plans or studies
• Land use plans or studies
• General Plans or updates to elements
• Construction projects, capital costs, such as the building of a facility, or maintenance • Office furniture purchases, or other capital expenditures • Decorations, e.g., for public workshop events
• Acquisition of vehicles or shuttle programs
• Organizational membership fees
• Incentives for public participation, e.g., full meals, prizes, freebies, promotional/marketing items
• Charges passed on to sub-recipient for oversight of awarded grant funds • Other items unrelated to the project
Tips for Successful Strategic Partnerships Grant Applications Criteria for successful Strategic Partnerships grant applications:
• Partner with Caltrans to identify and address statewide, interregional, or regional transportation deficiencies in the State highway system (or multimodal transportation system for transit-focused projects)
• Strengthen government-to-government relationships, and • Result in programmed system improvements
General Tips
• 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 Cost and Schedule.
• Include Caltrans as an active partner in the study.
• Provide tailored letters of support and project area photographs to enhance the application. Project supporters should describe why they support the project and how they would benefit from the project.
• If applicants/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in a simple table format that lists the supporters and specifically how supporters will benefit the proposed project will suffice.

Attachment III City of Covina
Agreement Number 74A1281

Project Summary
• Concisely describe the project in less than 150 words. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.” 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 verifiable data, if available.

Grant Specific Objective
Demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type.

Project Management
• Scope of Work: Refer to the Scope of Work Checklist in Appendix B. • Cost and Schedule (Project Timeline): Refer to the Cost and Schedule Checklist in Appendix B.

Attachment III City of Covina
Agreement Number 74A1281

5. GRANT PROJECT ADMINISTRATIVE

REQUIREMENTS
The content of this chapter 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.

Coordination with Caltrans
Caltrans is committed to be 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, Cost and Schedule, and project funding will be maintained throughout the life of the contract. Applicants are also recommended to engage Caltrans district staff throughout the entire grant life, when applicable.

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.

Third Party Contracts
The agreements between a grantee and a sub-applicant/recipient, consultant, or sub-consultant are often referred to as “third party contracts.” An eligible sub-applicant should be identified by an eligible applicant at the onset of the application. Eligible sub-applicants/recipients may be added to an application after award with prior Caltrans approval. If a grantee or a sub-recipient is going to hire a consultant to perform work during the project, then proper procurement procedures must always be used.

Grantees may use their agency’s procurement procedures as long as they comply with the State Contracting Manual, Chapter 5, the Local Assistance Procedures Manual, Chapter 10, and the terms of the agreement with Caltrans. In addition, work can only be contracted if it has been stated in the applicant’s Scope of Work and Cost and Schedule. A grantee is fully responsible for all work performed by its sub-recipient, consultant, or sub-consultant. Caltrans solely 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 the State Contracting Manual, Chapter 5,5 the Local Assistance Procedures Manual, Chapter 10,6 and the terms of the agreement with Caltrans. 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 State Contracting Manual and the Local Assistance Procedures Manual Websites. 5 California State Contracting Manual Volume 1, Chapter 5, 2018, https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-ListFolder/State-Contracting 6 Caltrans Local Assistance Procedures Manual, Chapter 10, 2020, https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistanceprocedures-manual-lapm Attachment III City of Covina
Agreement Number 74A1281

Quarterly Reporting
Quarterly Progress Reports (QPR) are required to be submitted for each State FY quarter after the grant recipient has received a Notice to Proceed letter. The table below illustrates the State FY timeframes for submitting the QPR to Caltrans district staff.

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 district staff will provide the brief report form and due dates.

Invoicing and Financial Requirements
Pre-Award Audit
The Sustainable Communities grants are available in amounts up to $700,000 and Strategic Partnerships grants are 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 or 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. If a pre-award audit is needed, the local Caltrans district office will contact the grantee to facilitate the appropriate action.

Accounting Requirements
Grantees and sub-applicants/recipients are required to maintain an accounting system that properly records 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 Cost and Schedule. 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.

Local Match
All grants require a local match. Local match is a financial requirement that demonstrates the grantee’s/ local agency is vested in the project.

Quarterly Progress Report Timeframes
Quarter 1 Quarter 2 Quarter 3 Quarter 4
July – September October – December January – March April - June Attachment III City of Covina
Agreement Number 74A1281

The local match can be all cash, all third-party in-kind contributions, or a combination of the two.

The minimum local match is a percentage of the total project cost (i.e., minimum local match amount plus the grant amount) and is identified in the Cost and Schedule at the Task level.

Local Match Sources
• Sustainable Communities Competitive, Technical and Formula Federal toll credits, FHWA PL, and FTA 5303 are ineligible match sources; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source.
• Strategic Partnerships and Strategic Partnerships – Transit Any non-federal source of funds may be used if the proposed grant work is an eligible activity for the local match fund source.

Cash Match
• Staff time from the primary applicant counts as cash match. Staff time charged to a specific project that has been funded and or reimbursed, cannot be used to meet the match requirement for another project.
• Revenue sources for local cash match can include local sales tax, special bond measures, private donations, private foundations, etc.

Third-Party In-Kind Match
Third party in-kind contributions are typically goods and services donated from outside the primary grantee’s agency and can be counted towards the minimum local match requirement. Examples of Third-Party In-Kind contributions is the value of donated:
• Public outreach materials
• Interpreter Services
• Facilities
• Equipment
• Advertising
• Student volunteers and other stakeholder staff time
• Other goods and services
The Third-Party In-Kind Valuation Plan is required to itemize and place value on donated goods and services.
• The value of third-party in-kind contributions must be directly benefiting and specifically identifiable to the project.
• Minimum wage standards for student workers or Caltrans pay rates for equal-level volunteers are acceptable base values of volunteer time.
• Third-party in-kind contribution information must be identified on the Grant Application Cover Sheet, the Cost and Schedule, and the project specific Work Element in the OWP (if applicable).

If third party in-kind contributions are used to satisfy the local match requirements, a third -party inkind valuation plan must be submitted to Caltrans for approval as a condition of grant acceptance. The Third-Party In-Kind Valuation Plan Checklist and Sample can be found in Appendix B.

Attachment III City of Covina
Agreement Number 74A1281

Minimum Local Match Requirements
Applicants will be held responsible for any local commitments above the minimum requirement included in the grant application and will be made part of the grant agreement with Caltrans.

Once the agreement is executed, any decrease to local match commitments above the minimum required amount will require Caltrans approval through an amendment. The example shown in the table below illustrates the minimum local match requirement based on a grant request of $300,000.

The Local Match Calculator is available upon request.

Minimum Local Match Requirements (Percentage of Total Project Cost) Grant Program Grant Request Local Match Total Project Cost Sustainable Communities
and Strategic Partnerships
–Transit

88.53%
Example: $300,000

11.47%
Example: $38,868
100%
Example: $338,868
Strategic Partnerships
80%
Example: $300,000
20%
Example: $75,000
100%
Example: $375,000
Indirect and Direct Costs
Direct costs are those costs that can be identified specifically with a particular final cost objective, such as a state award, or other internally or externally funded activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy. Costs incurred for the same purpose in like circumstances must be treated consistently as either direct or indirect costs, also known as facilities and administrative costs or overhead costs.

Indirect Costs are costs that are incurred for a common or joint purpose. These costs benefit more than one cost objective and cannot be readily identified with a particular final cost objective.

Reproduction costs, computer purchase, and office supplies are considered indirect costs, unless they are tied to a specific task or activity then they are considered direct costs.

Indirect Cost Allocation Plan/Indirect Cost Rate Proposal If a grantee, including sub-recipients and third-party contractors/consultants, are seeking reimbursement of indirect costs, they must annually submit an Indirect Cost Allocation Plan (ICAP)or an Indirect Cost Rate Proposal (ICRP) to Caltrans Independent Office of Audits and Investigations (IOAI) for review and approval prior to reimbursement. An ICAP or ICRP must be prepared and submitted yearly in accordance with 2 CFR, Part 200. Indirect costs may be sought for reimbursement only after the grantee has received ICAP/ICRP approval from (IOAI).

For guidance on the ICAP/ICRP submission process, visit the Independent Office of Audits and Investigations7 and the Caltrans LAPM Chapter 5 Accounting/ Invoicing. 8 7 Inspector General Independent Office of Audits and Investigation, ICAP/ICRP Submission Process, 2020, https://ig.dot.ca.gov/resources
8 Caltrans Local Assistance Procedures Manual Chapter 5,2020, https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch05.pdf Attachment III City of Covina
Agreement Number 74A1281

Most Common Types of Indirect Cost Rates
The following are the most common types of Indirect
Cost Rates:
• Fixed Rate
• Final Rate
• De Minimis Rate
Changes to the De Minimis Rate are outlined in the
revised 2 CFR Part 200.414(f)9 that became effective
November 12, 2020.

Applications must include the estimated indirect cost
rate at the bottom of the Cost and Schedule.

Travel Expenses
Grantees may be eligible to claim travel expenses if they have been approved in the Scope of Work and Cost and Schedule. 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 Caltrans Travel Guide Website. 10 Requests for Reimbursements
• Grant payments are made only as reimbursements.
• Grant reimbursements will be based on actual allowable incurred costs. • Grant costs will be reimbursed if incurred on or after the start date and the issuance of the Notice to Proceed and before the expiration date.
• Request for Reimbursements (RFRs) must be submitted at least quarterly, but no more frequently than monthly.
• A one-time, lump sum invoice or RFR for the entire grant is not allowed. • Grantees must pay sub-recipients and subcontractors prior to submitting an RFR to Caltrans. • Incomplete or inaccurate RFRs will be returned for correction. • An accounting management system generated report must accompany all RFRs. • When requesting reimbursement of indirect costs, the following items are required as part of the submitted RFR package:
o An approved ICAP/ICRP rate must be on file for the FY in which the costs occurred. o A financial management system report that segregates direct/indirect costs by fund source.
o ICAP support document spreadsheet that identifies direct charges and rate applied to those charges.
9 Electronic Code of Federal Regulations, 2 Code of Federal Regulations, Part 200.414(f), 2020, https://www.ecfr.gov/cgi-bin/text-idx?node=se2.1.200_1414&rgn=div8 10 Caltrans Travel Guide, 2020,
https://dot.ca.gov/programs/accounting/travel-guide

IMPORTANT NOTE
 Applications must include
the estimated indirect cost
rate at the bottom of the
Cost and Schedule.

Attachment III City of Covina
Agreement Number 74A1281

Non-Discrimination Requirements
Title VI Non-Discrimination Requirement
The FHWA and the FTA each have requirements that recipients of Metropolitan Planning federal funds 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. Refer to the Caltrans Title VI website11 for more information.

Disadvantaged Business Enterprises
Successful grant applicants are expected to market contracting opportunities to all small businesses, including DBEs and Disabled Veteran Business Enterprises.

Grant recipients of federal funds are required to report any contracting opportunities that may involve DBE participation. DBE reporting is required twice a year: April 1 and October 1.

For details about DBE requirements, visit the Office of Regional Planning website.12 Final Product
All final reports funded through the Sustainable Transportation Planning Grant Program shall credit the FHWA, FTA, or Caltrans’ financial participation on the cover or title page. An Americans with Disabilities Act of 1994 (ADA)-accessible electronic copy of all final reports shall be forwarded to the Caltrans district office responsible for the administration and oversight of the grant.

There are resources to assist with development of ADA compliant documents.13 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. 11 Caltrans, Title IV of the Civil Rights Act of 1964, 2020, https://dot.ca.gov/programs/civil-rights/title-vi
12 Office of Regional Planning, Disadvantaged Business Enterprise, https://dot.ca.gov/programs/transportation-planning/regional-planning/federal-state-planningprogram. 13 State of California Accessibility Website: https://www.ca.gov/accessibility/ California Department of Rehabilitation Accessibility Website:
https://www.dor.ca.gov/Home/Accessibility101
MS Office Support Video: https://support.office.com/en-us/article/video-check-the-accessibility-ofyour-document-9d660cba-1fcd-45ad-a9d1-c4f4b5eb5b7d Attachment III City of Covina
Agreement Number 74A1281

Project Close-Out Survey
Once awarded grant projects are completed, grantees will complete a close-out survey to describe the successes and challenges of their project. The survey will give the opportunity to (1) highlight successes and obstacles in project implementation of the concepts identified by the planning process, (2) identify best practices in transportation planning, with an emphasis in public engagement, and (3) identify studies/plans that have been or will be funded for continued project development. Information from the survey will be compiled into a report to illustrate the value of the grant program and inform planning practitioners in their planning efforts. Caltrans’ goal is to provide transparency and accountability for the program, as well as to use the survey feedback to better serve future grant applicants.

Attachment III City of Covina
Agreement Number 74A1281

6. APPLICATION SUBMITTAL PROCESS
The Sustainable Transportation Planning Grant Program is highly 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.

Early Coordination and Technical Assistance for Primary Applicants
Sub-applicants are encouraged to work far in advance of the application deadline with the appropriate primary applicant to coordinate application development. It is also beneficial for sub-applicants to be informed of the appropriate primary applicant process and schedule, as they may differ slightly from those of Caltrans. RTPAs 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 and do not duplicate efforts being applied for or already awarded to the MPO.

Caltrans district staff (See Appendix D) are available during the application period to answer questions and help interested groups complete their applications.

For questions specific to the Grant Application Guide, applicants are also welcomed to contact:

Contact Information
Grant
Application
Guide
Technical
Assistance
Priscilla Martinez-Velez, Grant Management Branch Chief Caltrans Division of Transportation Planning
Office of Regional Planning
Email: [email protected]
Questions
About Housing
Element
Compliance
Paul McDougall
Department of Housing and Community Development
Email: [email protected]
Attachment III City of Covina
Agreement Number 74A1281

6.2 Application Submittal Instructions
The Grant Application Guide, Application forms, and required templates are available on the Caltrans Sustainable Transportation Planning Grant Program website, at:
https://dot.ca.gov/programs/transportation-planning/regional-planning/sustainabletransportation-planning-grants • All grant application packages are required to be submitted via e-mail. • An agency may only submit one application package per e-mail. • An application cannot be submitted to more than one grant category. • The Caltrans district contact must be copied (refer to Appendix D. Caltrans District Contact List) and the subject line needs to identify the district number, grant program, and brief project title (e.g., D1, SC, City of Can Do Planning Project). • The required items outlined on the Grant Application Checklist in Appendix B must be attached to the e-mail as a single PDF document.
• All application documents must list the applicant’s legal name. • Confirmation of receipt will be sent by the next business day.

Submit applications via E-mail to
[email protected] no later than
FRIDAY, FEBRUARY 12, 2021 BY 5:00 P.M.

Hard copies will not be accepted, and late applications will not be reviewed.

Caltrans anticipated award announcements: Spring 2021
Caltrans district staff are available during the application period to answer questions and help interested groups complete their applications. Refer to Appendix D. Caltrans District Contact List for contact information.

Download the latest version of Adobe Reader DC ® to complete the application form. This version of Adobe is available free of charge.

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7. APPLICATION REVIEW PROCESS
Two-Tiered Application Review Process
This chapter provides a brief overview of the grant application review process. Grant application evaluation is a two-tiered process that consists of:
• Caltrans District Review and Evaluation
• Caltrans Headquarters (HQ) Interagency Review Committees Evaluation Caltrans district staff conducts the first-level review of all applications for content, submission of proper documentation, overall relationship to regional and local planning efforts, and documents their evaluations. Caltrans district staff scores, prioritizes, and recommends the most highly ranked Sustainable Communities and all Strategic Partnerships applications for the next level of review with the Interagency Review Committees. Grant applications from Native American Tribal Governments, Transit Agencies, and proposed projects spanning multiple Caltrans districts or projects having a statewide significance, may also move on directly from Caltrans districts to HQ for review.

The HQ Interagency Review Committees conduct the second-level review and comprise staff from Caltrans HQ, the Federal Highway Administration, the Federal Transit Administration, the California Department of Housing and Community Development, the California Department of Public Health, the Governor’s Office of Planning and Research, and the California Air Resources. Caltrans HQ also coordinates with internal specialists, depending on the grant application subject matter, to provide high-level reviews of the proposed project to avoid funding duplicative efforts or efforts that are not supportive of State planning efforts. The committees for each grant category convene to develop funding recommendations that are approved by every level of Caltrans management and the California State Transportation Agency.

Application Evaluation/Scoring Process
Grant applications that address every aspect of the grant specific objectives will score higher overall. Caltrans has diverse applicants and project types, which makes it difficult to use a one-size fits all scoring rubric that would not unintentionally put some applicant/project types at a disadvantage. Therefore, applications will be scored based on how well they are able to describe the project, justify need, incorporate the grant specific objectives, and develop a Scope of Work and Cost and Schedule, all in accordance with this grant guide, samples and checklists provided, as applicable and appropriate for the applicant and project type. Once the grant review committees evaluate, rank, and select the best applications for grant funding, final recommendations are presented to Caltrans management and California State Transportation Agency for approval.

Past Performance Award Considerations
Previous Caltrans transportation planning grantee performance will be considered during the evaluation process. Applicants with a history of inadequate performance and/or unresolved past grant performance issues may be at a competitive disadvantage in the application review process. Past performance issues could include the following:
• Poor grant project management
• Lack of communication/coordination with Caltrans
• Failure to achieve grant project milestones
• Untimely invoice submittals
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• Excessive balances and consistently relinquish transportation funds administered by Caltrans Planning
• Unresolved audit issues or findings
• Overall poor quality of the final grant product
• Failure to satisfy the required state and federal planning requirements including submittal and administration of OWPs, RTPs, and Transportation Improvement Programs 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.

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8. APPLICATION AWARD PROCESS
Award and Non-Award
Successful grant applicants will receive an award letter via email. A list of award and non-awarded grants will be posted to the Caltrans Sustainable Transportation Planning Grant Program website.

Caltrans Sustainable Transportation Planning Grant Program Website:
https://dot.ca.gov/programs/transportation-planning/regional-planning/sustainabletransportation-planning-grants Conditional Award Teleconferences
Each grantee will receive a Conditional Award Letter that outlines the grant project cost, important expiration and final invoice dates.

Caltrans district staff will schedule individual teleconferences to provide the specific and general conditions of grant acceptance that are necessary to accept grant funding, including any revisions to the grant application, Scope of Work and Cost and Schedule. Conditions may include revisions to the project Scope of Work to bolster public participation, consider land use and housing, and to coordinate with local housing and community development departments and health departments. Awardees are required to submit all supporting materials and a signed agreement or risk forfeiting the grant award.

Non-Award Teleconferences
Unsuccessful grant applicants are encouraged to request a debriefing from Caltrans. Applicants typically receive specific comments from the District/Interagency Review Committee on how to improve applications to re-apply in a future grant cycle. If the application advanced to the second-level review, HQ will provide the Interagency Review Committee score, as well as how close the application was relative to the cut-off score for available grant funding. Applicants sometimes apply two or three times before they are successful due to the competitiveness of the grant program.

Contracting with Caltrans
All awarded grant funds must be under an executed agreement with Caltrans during the State FY 2021-22. The project start date depends on the method of contracting with Caltrans.

MPOs and Rural RTPAs
All MPOs/RTPAs must have the entire grant award and local match programmed in the FY 2021-22 OWP no later than October 1, 2021. Due to the competitiveness of this grant program, failure to program funds may result in forfeiture of grant funds. MPOs and rural RTPAs with a current Master Fund Transfer Agreement (MFTA)- work may begin as early as July 2021, pending State Budget approval, and Caltrans issuing a formal Notice to Proceed.

Non-MPOs/RTPAs
Grant recipients that do not have a current MFTA with the Caltrans Office of Regional Planning (i.e. cities, counties, transit agencies, Tribal Governments), Caltrans will contract directly with the primary grant recipients through the Restricted Grant Agreement (RGA) process. For grant recipients that undergo the RGA contracting process, work may begin as early as October/November 2021, assuming the grantee has received a fully executed contract and Caltrans district staff send a formal Notice to Proceed which allows grantees to begin work.

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Estimated Project Start/Expiration Dates
It is important for applicants to reflect the estimated project start date in the Scope of Work and Cost and Schedule. Project Timeline constraints for both methods of contracting with Caltrans are provided below. Grantees must consider these dates when developing the Scope of Work and Cost and Schedule:

Master Fund Transfer Agreement Project Timeline (MPOs/RTPAs Only) July 2021 • Anticipated start date
February 28, 2024
• Recommended grant project end date
• Reimbursable work should be completed
• Only 30-day extensions are allowed for extenuating circumstances April 28, 2024
• All final invoices for State-funded grants awarded to MPOs/RTPAs and federalfunded grants awarded to RTPAs must be submitted to Caltrans for approval and reimbursement. This allows Caltrans sufficient time to comply with the State Controller’s Office payment requirements.

June 30, 2024 • Grant expiration date for federal-funded grants awarded to MPOs • Reimbursable work must be completed
August 30, 2024
• Final Request for Reimbursements for federal-funded grants awarded to MPOs must be submitted 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.

Restricted Grant Agreement Project Timeline (Non-MPO/RTPAs) October/
November 2021 • Anticipated start date
February 28, 2024
• Grant expiration date
• Reimbursable work must be completed
• Only 30-day extensions are allowed for extenuating circumstances and require a formal amendment.

April 28, 2024
• Final Request for Reimbursements and final products must be submitted to Caltrans for approval and reimbursement. This allows Caltrans sufficient time to comply with the State Controller’s Office payment requirements.

Native American Tribal Governments
Native American Tribal Governments have the following options for contracting with Caltrans:
(1) Contracting with Tribes Directly – The authority Caltrans uses to contract with tribes directly comes from California Streets and Highways Code section 94, and is extremely limited. Caltrans Legal requires tribes to provide a limited waiver of sovereign immunity. However, the Caltrans Native American Liaison Branch makes sure that any waiver is very specifically limited in scope and in time to only applies to the contract itself (and to any possible audits). In an effort to streamline the RGA contracting process, there is a Sustainable Communities RGA boilerplate template for Native American Tribal Governments, available upon request. (2) Partnering with a Regional Agency – Another mechanism for contracting with Caltrans is to collaborate with an MPO or RTPA. Caltrans can pass through grant funding to tribes for planning projects where options or time are limited. This option uses the three-part contract, MFTA/OWP/OWPA, and is usually the quickest option to allow planning projects to get started.

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(3) Transferring Funds Pursuant to 23 U.S.C. 202(a)(9) – Section 202(a)(9) of title 23, United States Code encourages cooperation between States and Tribes by allowing any funds received from a State, county, or local government to be credited to appropriations available for the Tribal Transportation Program (TTP). One potential source of such funding is funds apportioned or allocated to a State under title 23. Section 104(f)(3) allows the Secretary of Transportation to, at the request of a State, transfer among States, or to the FHWA, funds that have been so apportioned or allocated. This provision, used in conjunction with the authority under 23 U.S.C. 209(a)(9), allows State funds to be transferred to FHWA, which in turn would provide the funds to the specified Tribe.

For more information visit the FHWA website.14
Caltrans has successfully used the federal Section 202(a)(9) process to transfer Sustainable Communities grant funds to a Native American Tribal Government. In order to use this transfer process, an agreement would need to be in place with the FHWA or the Bureau of Indian Affairs, the Tribe, and the State that clearly identifies the project and the roles and responsibilities of all parties. Each interagency fund transfer includes 1) a fund transfer template and 2) an addendum lining out the specifics of the terms. This option requires involvement and approval by Caltrans Legal and the funds must be used for the intended purpose of the awarded Sustainable Communities grant.
14 Federal Highway Administration, Office of Tribal Transportation , 2020 https://flh.fhwa.dot.gov/programs/ttp/documents/Funds-Transfer-Procedures-Pursuant-to-23- U.S.C.202%28a%29%289%29.pdf
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APPENDICES
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APPENDIX A. GUIDANCE, TOOLS, AND RESOURCES FOR

PREPARING A GRANT APPLICATON
The Grant Application Guide incorporates guidance from many sources. The following links are provided to assist applicants in preparing a competitive grant application consistent with the grant program, specific objectives, and the Grant Program Considerations.

GRANT PROGRAM CONSIDERATIONS
Caltrans Strategic Management Plan
The purpose of the Strategic Management Plan is to be a roadmap of Caltrans’ role, expectations, and operations as we meet the challenges of modernizing Caltrans into a world-class Department of Transportation. The tools we use to implement this Plan are performance management, transparency, accountability, sustainability, and innovation. The Plan serves a number of functions:
 Provides clear direction for meeting statewide objectives;  Creates and deepens strategic partnerships; and
 Provides performance measures that monitor success
https://dot.ca.gov/-/media/dot-media/programs/sustainability/documents/caltrans-strategicmgmt-plan-033015-a11y.pdf California Transportation Plan 2040
The California Transportation Plan (CTP) 2040 vision is focused on sustainability: California’s transportation system is safe, sustainable, universally accessible, and globally competitive. It provides reliable and efficient mobility and accessibility for people, goods, and services while meeting the State’s GHG emission reduction goals and preserving the unique character of California’s communities. This integrated, connected, and resilient multimodal system supports a thriving economy, human and environmental health, and social equity. The next iteration of the CTP, the CTP 2050, is in the process of being finalized, with adoption expected at the end of 2020.

The next Grant Application Guide will be updated to reflect the CTP 2050.

The CTP 2040 also aims to achieve the strategic goal to triple cycling and double walking and transit use statewide. Competitive grant applications will discuss how proposed projects will assist in reaching this goal established in the Caltrans Strategic Management Plan.

Competitive Sustainable Communities grant applications will integrate the appropriate CTP 2040 Transportation Greenhouse Gas Reduction Strategies outlined in the CTP 2040, Table 13 and Appendix 7 Technical Analysis. There are four categories of transportation GHG reduction strategies – demand management, mode shift, travel cost, and operational efficiency – that were developed based on input from the CTP 2040 advisory committees, and with input gathered from all of the State’s 18 MPOs and 26 RTPAs.
https://dot.ca.gov/programs/transportation-planning/state-planning/california-transportation-plan Attachment III City of Covina
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Modal Plans that Support the California Transportation Plan 2040 CTP 2040 is the umbrella plan that informs and pulls together the State’s long-range modal plans, described below, to envision the future system:

Interregional Transportation Strategic Plan (ITSP)
A Caltrans document that provides guidance for the identification and prioritization of interregional transportation improvements to be funded in the Interregional Transportation Improvement Program (ITIP). The 2015 ITSP expanded the analysis from focusing on ITIP investment in interregional highways and intercity rail to analyzing the entire interregional transportation system regardless of funding source. The purpose of the plan is to be a guiding document for all investment in the interregional transportation system.
https://dot.ca.gov/programs/transportation-planning/multi-modal-system-planning/interregionaltransportation-strategic-plan California Freight Mobility Plan
A statewide, long-range plan for California's freight transportation system. Developed in collaboration with our partners, the California Freight Mobility Plan (CFMP) was developed by the California State Transportation Agency (CalSTA) and Caltrans in consultation with the California Freight Advisory Committee.
https://dot.ca.gov/programs/transportation-planning/freight-planning California State Rail Plan
A statewide plan that provides a framework for planning and implementing California’s rail network for the next 20 years and beyond. The Rail Plan is a strategic plan with operating and capital investment strategies that will lead to a coordinated, statewide travel system. https://dot.ca.gov/programs/rail-and-mass-transportation/california-state-rail-plan California State Bicycle and Pedestrian Plan
“Toward an Active California,” California’s first statewide plan that lays out the policies and actions that Caltrans and its partner agencies will take to achieve the Department’s ambitious statewide goals to double walking and triple bicycling trips by 2020. https://dot.ca.gov/programs/transportation-planning/office-of-smart-mobility-climatechange/smart-mobility-active-transportation/toward-an-active-california-state-bicycle-pedestrianplan California High-Speed Rail Business Plan
The California High-Speed Rail Authority (Authority) is required by Public Utilities Code 185033 to prepare, publish, adopt and submit a business plan to the California State Legislature (Legislature) every two years. The Authority’s business plan is an overarching policy document used to inform the Legislature, the public, and stakeholders of the project’s implementation, and assist the Legislature in making policy decisions regarding the project. https://hsr.ca.gov/about/business_plans/
Statewide Transit Strategic Plan
The plan allows the State to prepare for the expanding landscape of personal mobility choices and the integration of urban and regional transit systems with the California High Speed Rail project.

The Statewide Transit Strategic Plan highlights a sustainable transportation system that supports the Attachment III City of Covina
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outcomes of the CTP, the California State Rail Plan, and the California State Bicycle and Pedestrian Plan.
https://dot.ca.gov/programs/rail-and-mass-transportation/statewide-transit-strategic-plan California Aviation System Plan
A multi-element plan prepared by Caltrans with the goal of developing and preserving the system of publicly owned, public-use airports and to promote the development of a safe, efficient, and sustainable air transportation system that meets the integrated mobility needs of the state of California.
https://dot.ca.gov/programs/aeronautics/california-aviation-system-plan Title VI and Environmental Justice
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. A similar prohibition applies to recipients of state funds under California Government Code section 11135, which prohibits discrimination on the basis of race, color or national origin, as well as ethnic group identification, religion, age, sex, sexual orientation, genetic information, or disability. Title VI specifically 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.
https://dot.ca.gov/programs/civil-rights/title-vi
The following tools are provided to assist grant applicants with integrating environmental justice in their proposed activities:

EJSCREEN: Environmental Justice Screening and Mapping Tool EJSCREEN, developed by the United States Environmental Protection Agency, geospatially displays public health and environmental data and allows users to compare local data against state and national averages.
https://www.epa.gov/ejscreen
Environmental Justice Agency Assessment 2017
The California Environmental Justice Alliance recently completed the second Environmental Justice Agency Assessment, which provides an overview of how well environmental justice issues are being integrated or championed at state agencies, and where there are areas for improvement. The assessments in this report are made in the spirit of charting a course to improving agency actions, with the ultimate goal of improving conditions that negatively impact our most vulnerable residents. This progress is needed not just for environmental justice communities, but ultimately to benefit all Californians.
https://caleja.org/wp-content/uploads/2018/05/CEJA_AgencyAssessment_2017_FinalWeb.pdf Attachment III City of Covina
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RECOURCES TO ADVANCE SUSTAINABLE COMMUNITIES GRANT

SPECIFIC OBJECTIVES
Applicants must demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. Some guidance is provided below however, it is not intended to be all inclusive.

Advance Transportation Related GHG Reduction Project
Types/Strategies
ARB 2017 Climate Change Scoping Plan, Appendix C
The California Air Resources Board (ARB) adopted the 2017 Climate Change Scoping Plan Update which includes Appendix C, Vibrant Communities and Landscapes – A Vision for California in 2050, to guide how the State develops communities, preserves and protects its landscapes, and ensures that all Californians have equitable access to housing, health care, jobs, and opportunity.

Competitive Sustainable Communities grant applications will demonstrate a linkage to this land use vision.

The ARB 2017 Climate Change Scoping Plan (Appendix C), also includes Potential State-Level Strategies to Advance Sustainable, Equitable Communities and Reduce Vehicle Miles of Travel (VMT) which outlines a list of potential additional strategies that the State could pursue to help achieve further VMT reduction, support local and regional actions already underway, and advance multiple additional goals.

While this document is intended to guide State-level actions, many of the strategies can also be implemented at a regional and local level. Sustainable Communities grant applicants are encouraged to explore these strategies and apply them, as appropriate, to proposed planning projects.
https://ww2.arb.ca.gov/sites/default/files/classic//cc/scopingplan/2030sp_appc_vmt_final.pdf For current activities and future updates on Scoping Plan efforts, visit:
https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan Senate Bill 743
Senate Bill (SB) 743 was signed in 2013, with the intent to “more appropriately balance the needs of congestion management with statewide goals related to infill development, promotion of public health through active transportation, and reduction of greenhouse gas emissions.” When implemented, “traffic congestion shall not be considered a significant impact on the environment” within California Environmental Quality Act (CEQA) transportation analysis. The CEQA guidelines have since established Vehicle Miles Traveled (VMT) as one of the measures of transportationrelated environmental impact, beginning December of 2018. A key element of transportation analysis under the new guidance is forecasting induced vehicular travel.

Applicants who wish to pursue model improvements using Sustainable Communities formula or technical grants are encouraged to review available materials relating to forecasting induced travel, including those found on the Caltrans SB 743 implementation website, and refer to the example below. Refer to the Caltrans Traffic Analysis Framework for a detailed list of recommended standards for improved forecasting of induced vehicular travel.

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Examples include:
• Integration of land use modeling into travel demand models, improving long-term induced travel modeling capability
• Incorporation of impacts to trip-making behaviors as a result of network improvements • Improved congestion feed-back into existing models, or pre- and post-processing procedures
• Induced travel case studies
SB 743: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB743 Caltrans SB 743 Implementation:
https://dot.ca.gov/programs/transportation-planning/office-of-smart-mobility-climate-change/sb743 Addressing the Needs of Disadvantaged Communities
Caltrans encourages eligible applicants to apply for Sustainable Communities Competitive Grants to address transportation needs and deficiencies in disadvantaged communities. Supporting planning projects that benefit a disadvantaged community is a priority; therefore, a minimum threshold of 50 percent of Sustainable Communities Competitive Grants has been identified for projects that benefit disadvantaged communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the State that are not included in urbanized areas of 50,000 in population or greater; see map in Appendix C which indicates rural areas).

Grant applicants are required to provide a
justification in their grant application for how the
project area meets the definition of a
disadvantaged community and a description of
how the project will benefit these communities, as
well as how these communities will be engaged
throughout the project.

The tools below, related to income level,
environmental burden, and health inequities, are
intended to help applicants identify the most
vulnerable places that are facing disproportionate
rates of economic, environmental, and health
burdens. These tools must be cited in the grant
application, as well as how the project area is
compared to the statewide thresholds that are
established in each tool.

Regionally and/or Locally Defined
Disadvantaged Communities
Regionally and/or locally defined disadvantaged
communities may be acceptable as long as statewide thresholds for the tools below are not circumvented. Applicants that use a regional or local definition should also provide data for their project, using the statewide tools below. Caltrans may not accept the regional/local definition if it is inadequately supported in the justification section of the grant application.

IMPORTANT
INFORMATION:

Grant applicants are required
to provide a justification in their
grant application for how the
project area meets the
definition of a disadvantaged
community and a description of
how the project will benefit
these communities, as well as
how these communities will be
engaged throughout the
project.

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Assembly Bill (AB) 1550 (Gomez, Chapter 369, Statutes of 2016) AB 1550 further enhanced the Greenhouse Gas Reduction Fund statutory requirements to invest in disadvantaged communities by requiring a minimum investment of twenty-five percent in disadvantaged communities and another ten percent in low-income households or communities.

AB 1550 provides definitions for low-income households and low-income communities that may be considered in application development:
(1) “Low-income households” are those with household incomes at or below 80 percent of the statewide median income or with household incomes at or below the threshold designated as low income by the Department of Housing and Community Development’s list of state income limits adopted pursuant to Section 50093.
(2) “Low-income communities” are census tracts with median household incomes at or below 80 percent of the statewide median income or with median household incomes at or below the threshold designated as low income by the Department of Housing and Community Development’s list of state income limits adopted pursuant to Section 50093.

AB 1550: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160AB1550 California Department of Education, Free or Reduced Priced Meals Data (FRMP)
The California Department of Education maintains the complete data files pertaining to students who are eligible for FRMP. FRPM data are collected annually and can also be used to assist Sustainable Communities applicants to define their disadvantaged community. Per SB 99 (Chapter 359, Statutes of 2013), the State’s Active Transportation Program disadvantaged community’s definition includes low income schools, where at least 75 percent of students are eligible to receive free or reduced meals under the National School Lunch Program. https://www.cde.ca.gov/ds/sd/sd/filessp.asp
SB 99: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB99 CalEnviroScreen Version 3.0
CalEnviroScreen is a screening methodology that can be used to help identify California communities that are disproportionately burdened by multiple sources of pollution.

CalEnviroScreen uses environmental, health, and socioeconomic information to produce a numerical score for each census tract in the state. For purposes of SB 535 (De León, Statutes of 2012), disadvantaged communities are defined as the top 25 percent scoring areas from CalEnviroScreen along with other areas with high amounts of pollution and vulnerable populations. http://oehha.maps.arcgis.com/apps/View/index.html?appid=c3e4e4e1d115468390cf61d9db83ef c4
California Healthy Places Index (HPI)
The California Healthy Places Index (HPI) is an interactive data and mapping tool that provides a detailed snapshot of the social determinants of health across California, mapped down to the Census tract level. HPI provides comparison rankings of Census tracts statewide and an accompanying policy action guide. Therefore, the HPI can be a useful tool in prioritizing areas with high levels of social and economic disadvantage for funding, policy, and planning interventions.

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HPI was developed by the Public Health Alliance of
Southern California in collaboration with health
departments and data experts across the state.

Because the HPI focuses on the social and
environmental conditions that contribute to health,
policy makers and local agencies can use it to
identify actionable policies that would improve
health in their community, such as improving
transportation access, housing affordability and
quality, or access to parks and open space, HPI
also incorporates “decision support layers” that can
be overlaid to show additional indicators such as
the California Department of Public Health’s (CDPH)
climate change and health vulnerability indicators
(see Appendix A. under Public Health Resources,
CDPH Climate Change and Health Vulnerability
Indicators for more information.).
https://healthyplacesindex.org/
Understanding the HPI Score
The HPI includes a composite score for each Census tract in the State. The higher the score, the healthier the community conditions. Each Census tract’s score is converted to a percentile, which allows it to be compared to other California Census tracts. For example, an HPI percentile of 79 indicates that a Census tract has healthier community conditions than 79 percent of the Census tracts in California. HPI percentile rankings are further broken into quartiles, with percentiles below 25 typically used to indicate disadvantaged communities. Thus, lower scores can be used to demonstrate a community, or project/service area, is disadvantaged for purposes of qualifying for the minimum threshold of 50 percent for disadvantaged communities in this program.

In addition to the composite score and percentile ranking, applicants can review the individual domain scores or indicators themselves and explain how their project will improve one or more of these public health challenges. The numeric value and percentile ranking for these component indicators can be found either by using the live map or by accessing the data directly. These tools can be accessed at:

Live Map: https://map.healthyplacesindex.org/
Direct Data: https://healthyplacesindex.org/data-reports/ Attachment III City of Covina
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HPI Examples
Indicator HDI Percentile How will the project improve this health challenge? Policy Action Area (Composite) Scores
Neighborhood Percentile ranking of
all neighborhoodrelated indicators
Demonstrate how this plan will address health and
transportation challenges related to neighborhood
indicators (park access, supermarket access, retail
density, alcohol availability and tree canopy)
Transportation Percentile ranking of
all transportation
indicators
Demonstrate how this plan will address health and
transportation challenges related automobile access
and active commuting
Individual Indicators
Automobile Access XX percent Describe how plan will increase and improve transportation access to vital destinations, goods and
services for those without auto access.

Active Commuting XX percent Describe how the plan will improve transportation options for those without a car, specifically regarding active commuting by foot, bike, and transit in the
project area.

Park Access XX percent Demonstrate how project will improve transportation access to parks/ open space.

For more information on the HPI, including how to calculate a score for your project area and suggested project types for improving public health, visit \https://healthyplacesindex.org/.

Senate Bill 1000 (Leyva, Chapter 587, Statutes of 2016) SB 1000 requires local jurisdictions to develop environmental justice elements in their next General Plan updates. Specifically, the environmental justice element, or the environmental justice goals, policies, and objectives in other elements, must be adopted or reviewed upon the adoption or next revision of 2 or more elements concurrently on or after January 1, 2018. Grant applicants are encouraged to describe efforts to comply with this new general plan requirement. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB1000 California Environmental Justice Alliance SB 1000 Toolkit The California Environmental Justice Alliance SB 1000 Toolkit may help applicants describe their efforts to include the Environmental Justice element in their general plan updates. https://caleja.org/2017/09/sb-1000-toolkit-release/
Displacement/Gentrification
Transportation improvements, especially new rail lines and stations to low-income communities, can increase access to opportunities. But they can also result in much higher property values and an increase in the cost of owning and renting property, inadvertently displacing existing residents and businesses. Being forced to leave a home is a stressful, costly and traumatic life event, especially when affordable housing is so limited. There is a growing recognition of tools and strategies that can be implemented alongside community investments to reduce displacement.

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Grant applicants are encouraged to reference the 2017 RTP Guidelines, Appendices K and L, for best practices in addressing displacement of low income and disadvantaged communities.

Transformative Climate Communities Program
The State’s Transformative Climate Communities Program provides a framework for applicants to avoid displacement and may assist Sustainable Communities grant applicants in addressing displacement.
http://sgc.ca.gov/programs/tcc/docs/20180815-TCC_Final_GUIDELINES_07-31-2018.pdf.

Implementing Senate Bill 350 (De Leon, Chapter 547, Statues of 2015) and Community Needs Assessments
Caltrans supports implementation of SB 350, the Clean Energy and Pollution Reduction Act of 2015, which establishes as a State priority the reduction of GHG emissions through the promotion of various clean energy policies, including widespread transportation electrification, for the benefit of all Californians. Transforming the State’s transportation sector to support widespread electrification requires increasing access for all Californians, including low-income residents and those living in disadvantaged communities, across a broad spectrum of clean transportation and mobility options to address community specific transportation needs. Caltrans is leading efforts to identify low-income residents and disadvantaged communities’ transportation and mobility needs through ongoing and potential future statewide planning processes.

In support of this State goal, Sustainable Communities applicants are encouraged to conduct local Community Needs Assessments of low-income resident and disadvantaged communities’ transportation and mobility needs to ensure feedback is incorporated in transportation planning.

Community Needs Assessments include an evaluation of the following categories of transportation barriers and opportunities at the community level: (1) Access and Reliability; (2) Convenience; (3) Safety; (4) Demographic Characteristics and Community Setting; and, (5) Planning, Infrastructure and Investments.

SB 350: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB350 Final Guidance Document, Low-Income Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-Income Residents In February 2018, the California Air Resources Board released the Final Guidance Document, LowIncome Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-Income Residents. This Guidance Document provides background for SB 350 and may assist Sustainable Communities applicants with developing Community Needs Assessments as a standalone project or as part of a proposed project.
https://ww2.arb.ca.gov/resources/documents/carb-barriers-report-final-guidance-document Public Health Resources
The following tools can be used to further describe the community’s climate change and health vulnerability, and other needs, including helping to create qualitative descriptions of existing community health risks and vulnerabilities and how the proposal will address them.

Community Health Needs Assessments
Community Health Needs Assessments (CHNA) and implementation strategies are regularly conducted by county public health departments and are newly required of tax-exempt hospitals as a result of the Patient Protection and Affordable Care Act. These assessments and strategies create an important opportunity to improve the health of communities. They ensure that hospitals Attachment III City of Covina
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have the information they need to provide community benefits that meet the needs of their communities. They also provide an opportunity to improve coordination of hospital community benefits with other efforts to improve community health. By federal statute, the CHNAs must take into account input from “persons who represent the broad interests of the community served by the hospital facility, including those with special knowledge of or expertise in public health.” To avoid duplicative efforts, grant applicants are encouraged to contact and coordinate with local health departments/non-profit hospitals to take advantage of information that may have been collected as part of CHNA efforts, such as low-income resident and disadvantaged communities’ transportation and mobility needs. It is important for grant applicants to connect with these public health entities for both partnership building on transportation needs for under-resourced communities, but also to not over-burden those communities with multiple assessments or efforts asking similar questions.
https://www.astho.org/Programs/Access/Community-Health-Needs-Assessments/ CDPH Climate Change and Health Vulnerability Indicators (CCHVIs) CDPH developed the Climate Change and Health Vulnerability indicators, narratives, and data to provide local health departments and partners the tools to better understand the people and places in their jurisdictions that are more susceptible to adverse health impacts associated with climate change, specifically extreme heat, wildfire, sea level rise, drought, and poor air quality.

The assessment data can be used to screen and prioritize where to focus deeper analysis and plan for public health actions to increase resilience.

The CCHVIs can be viewed on “CCHVIz”, CDPH’s interactive data visualization platform:
https://discovery.cdph.ca.gov/ohe/CCHVIz/. The CCHVIs have also been incorporated into the HPI as decision support layers, to better integrate addressing health outcomes associated with climate change and various social determinants of health. See above for more information on the HPI.
https://www.cdph.ca.gov/Programs/OHE/Pages/CC-Health-Vulnerability-Indicators.aspx CDPH Climate Change and Health Profile Reports (CHPRs)
The CDPH Climate Change and Health Profile Reports are designed to help counties in California prepare for the health impacts related to climate change through adaptation planning. The reports present projections for county and regional climate impacts, the climate-related health risks, and local populations that could be vulnerable to climate effects. The information is based on available science compiled from previously published, state-sponsored research and plans. https://www.cdph.ca.gov/Programs/OHE/Pages/ClimateHealthProfileReports.aspx CDPH Healthy Communities Data and Indicators Project (HCI) The goal of the HCI is to enhance public health by providing a standardized set of statistical measures, data, and tools that a broad array of sectors can use for planning healthy communities and evaluating the impact of plans, projects, policy, and environmental changes on community health. The Healthy Community Framework identifies 20 key attributes (i.e., “aspirational goals”, such as “Safe, sustainable, and affordable transportation options” or “Access to affordable and safe opportunities for physical activity”) of a healthy community through all stages of life, clustered in five broad categories (i.e., “domains”, such as “Meets the Basic Needs of All” or “Quality and Sustainability of Environment”). HCI data indicators, narratives, and visualizations are found here. https://www.cdph.ca.gov/Programs/OHE/Pages/HCI-Search.aspx Attachment III City of Covina
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Active Community Engagement
Sustainable Communities Competitive Grant applications must include an explanation of how local residents and community-based organizations will be meaningfully engaged in developing the final product, especially those from disadvantaged and low-income communities, and how the final product will address community-identified needs. Applicants are encouraged to implement, as applicable and appropriate the tips, best practices, and tools listed below:

Community Engagement Best Practices
• Utilize a Participatory Budgeting (PB) planning process, as appropriate. PB is a democratic approach to public spending that meaningfully and deeply engages people in government and the community. During PB, community members democratically decide how to spend part of a public budget, enabling them to make the fiscal decisions that affect their lives and the health of their communities.
• Seek existing community-based organizations or agencies that organize vulnerable populations, to be able to reach out and form collaborative relationships. • Involve local health departments which can provide assistance in reaching community-based organizations and disadvantaged and vulnerable community members. • Collaborate with disadvantaged and vulnerable communities to design and implement programs, plans and policies. Robust engagement of disadvantaged and vulnerable communities in significant agency decisions brings about better decisions through increased input from different perspectives, increases buy-in and acceptance of decisions and support for their implementation.
• Make opportunities for input accessible in terms of formats (pop-up workshops, temporary built-environment demonstrations, online, in public meetings, one on one, by mail, etc.), venues (at school and community events, community centers, libraries, transit hubs, etc.), hours (evening or weekend), and language (accessible to lay people and translated into the principle languages of the relevant communities, including accessible media such as caption videos).
• Develop a written collaboration agreement or memorandum of understanding that defines respective roles, expectations, desired outcomes, and agreements for how to work together. • Establish an advisory group of representatives of vulnerable communities, including community leaders and give them worthwhile roles to design the public engagement process, so that community capacity is built during the collaboration process. • Conduct targeted outreach to community groups representing special needs populations, disadvantaged communities and a variety of socio-economic groups through various methods.
• Use a variety of outreach methods to optimize participation, such as creating and marketing user-friendly survey websites for public feedback, conducting surveys in multiple languages to collect input on local citizens’ priorities, and carrying out meetings at accessible times and meeting locations (e.g., using community group buildings, hosting pop-up workshops at public venues, etc.).

Note: The applicant should increase efforts beyond basic public noticing and public hearings.

Options for demonstrating additional public outreach could include, but not limited to all the above.

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Videos and Training on COVID-19 Public Engagement Best Practices and Strategies
In response to the COVID-19 pandemic, public engagement is adapting to the current environment of social distancing protocols. Applicants will need to consider how to conduct public outreach and engagement during these times. Below are some resources to help applicants evaluate the best strategy for public engagement. • Digital Engagement: Digital engagement can greatly increase the reach of public education and involvement; many public agencies have been surprised by the positive results and substantial increase in participants.

Caltrans Planning Horizons, “Digital Public Engagement and Transportation: Getting It Right – Theory, Techniques and Best Practices.”
https://youtu.be/85t9ibR2U7Q
• Public Engagement in Disadvantaged Communities: Celia McAdam and Natalie Porter of AIM Consulting hosted a WTS seminar where they provided examples and strategies for public outreach during the COVID-19 pandemic.
https://youtu.be/k2dPVqhIwvc
Integrated Housing, Land Use, and Transportation Planning Development patterns directly impact GHG emissions, including those from transportation between jobs and housing. Improved coordination between housing and transportation can reduce commute times, increase transit ridership, lower vehicle miles traveled, lower pollution and GHG, provide greater economic opportunity, and other positive outcomes.

To support planning for housing California’s growing population, the State Department of Housing and Community Development (HCD) reviews each local government’s housing element of its general plan.
• The housing element must plan to meet the local government’s existing and regional housing needs allocation and quantify and analyze the specific needs and resources available to address the housing needs.
• A housing element can also provide a mechanism to adopt efficient land-use strategies, including those that address climate change and reduce greenhouse emissions. For example, strategies could include the promotion of higher density, infill development, mixed-use development, or transit-oriented development near transit stations or transit corridors. • Local governments are required to annually submit progress reports on the implementation of the housing element and provide a detail of production toward their projected housing needs.

For more information on:
o Housing element requirements, see the HCD Building Blocks website at https://www.hcd.ca.gov/community-development/building-blocks/index.shtml, o Adopted housing element requirements, see the “Housing Element Process” section at https://www.hcd.ca.gov/community-development/building-blocks/getting-started/beforestarting.shtml o A local government’s housing element compliance, see
http://www.hcd.ca.gov/community-development/housing-element/docs/status.pdf o Annual Progress Reports, see the “Annual Progress Report” section at https://www.hcd.ca.gov/community-development/housing-element/index.shtml Attachment III City of Covina
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Promote the Region’s RTP/SCS, State Planning Priorities, and Climate Adaptation Goals
The intent of additional Sustainable Communities grant funding, pursuant to SB 1 - The Road Repair and Accountability Act of 2017, is to encourage local and regional planning that furthers state goals, including but not limited to, the goals and best practices cited in the RTP Guidelines.

Competitive applications will incorporate these cutting-edge planning practices into their proposed planning projects.
2017 RTP Guidelines (Appendix K, Page 273; Appendix L, Page 309) The California Transportation Commission adopted the 2017 RTP Guidelines for RTPAs and 2017 RTP Guidelines for MPOs which includes Appendix K – Promoting Health and Health Equity in MPO RTPs and Appendix L – Planning Practice Examples. These appendices highlight planning practices that are undertaken by large, medium, and small MPOs in both rural and urban areas throughout the State.
https://dot.ca.gov/programs/transportation-planning/regional-planning/federal-state-planningprogram/2017-rtp-guidelines-for-mpos SB 1 - The Road Repair and Accountability Act of 2017 (Beall, Chapter 5, Statutes of 2017)
SB 1: https://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=201720180SB1 SB 375 (Steinberg, Chapter 728, Statutes of 2008)
Caltrans supports SB 375 RTP SCS efforts. Successful applications must be compatible with an existing adopted SCS, where applicable, that meets the region’s GHG targets, and must strongly support and aim to implement regional SCS efforts. The SCS planning process is intended to help communities reduce transportation related GHG emissions, coordinate land use and transportation planning, and assist local and regional governments in creating sustainable communities for residents throughout the State.

Although most rural areas of the State are not subject to SB 375 SCS requirements, Caltrans still promotes the development of sustainable communities in these areas of the State and efforts to match GHG reduction targets and other goals embodied in SCSs under SB 375. Eligible rural agencies are strongly encouraged to apply for Sustainable Communities Competitive Grants.

Information on SB 375-related planning efforts:
https://ww2.arb.ca.gov/our-work/topics/sustainable-communities.

SB 375: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200720080SB375 Attachment III City of Covina
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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
https://dot.ca.gov/programs/transportation-planning/office-of-smart-mobility-climatechange/smart-mobility-active-transportation/complete-streets Smart Mobility Framework
https://dot.ca.gov/programs/transportation-planning/office-of-smart-mobility-climatechange/smart-mobility-active-transportation/smart-mobility-framework Climate Ready Transportation
Through the Grant Program, Caltrans supports the State’s broader efforts to help ensure our transportation infrastructure is climate-ready. In order to prioritize these investments, Governor Gavin Newsom signed Executive Order (EO) N-19-19 on September 20, 2019 to redouble the state’s “efforts to reduce greenhouse gas emissions and mitigate the impacts of climate change while building a sustainable, inclusive economy.” The EO lists California’s ambitious and essential climate goals to transition to a healthier, more sustainable and more inclusive economy, including:
• Reducing greenhouse gas emissions 40 percent below 1990 levels by 2030 • Providing 100 percent of the State’s electricity from clean energy sources by 2045 • Reducing methane emissions and hydrofluorocarbon gases by 40 percent • Adding five million zero-emission vehicles to the State’s roads by 2030 To help achieve these goals, the EO directs the California State Transportation Agency to leverage over $5 billion in annual state transportation spending toward transportation construction, operations, and maintenance to lower fuel consumption and greenhouse gas emissions from transportation. This includes strategies for lowering vehicle miles traveled, such as supporting housing development near available jobs, and supporting active modes of transportation such as biking and walking that also benefit public health. The EO specifically requires that the State Transportation Agency also work to mitigate increased transportation costs for low-income communities.
https://www.gov.ca.gov/wp-content/uploads/2019/09/9.20.19-Climate-EO-N-19-19.pdf Integrated Climate Adaptation and Resiliency Program
Senate Bill 246 (Wieckowski, Chapter 606, Statutes of 2015) established the Integrated Climate Adaptation and Resiliency Program (ICARP) within the Governor’s Office of Planning and Research to coordinate regional and local efforts with State climate adaptation strategies (Public Resources Code Section 71354). Grant applicants may refer to the ICARP website to explore the State Adaptation Clearinghouse, a centralized source of information and resources to assist decision makers at the state, regional, and local levels when planning for and implementing climate adaptation projects to promote resiliency across California.

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ICARP Website: http://www.opr.ca.gov/planning/icarp/
SB 246: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB246 Community Climate Resiliency
Grant applicants are encouraged to consider if the surrounding community is experiencing any specific climate vulnerabilities and how the proposed planning project aims to address specific concerns. Grant applicants should also describe how potential climate impacts are taken into consideration in the proposed planning project, such as the incorporation of natural infrastructure, and, if applicable, how the project conforms with the local implementation of SB 379 (Jackson, Statutes of 2015), Government Code Section 65302(g)(4), where cities and counties are required to address climate adaptation and resiliency strategies in the safety element of their general plan.

Defining Vulnerable Communities in an Adaptation Context, OPR Resource Guide
The Governor’s Office of Planning and Research, with input from the Integrated Climate Action and Resiliency Program (ICARP) Technical Advisory Council, developed a resource guide for practitioners to use when first considering how to define vulnerable communities in an adaptation context. The document includes: (1) The ICARP Technical Advisory Council’s definition of climatevulnerable communities, (2) A summary of existing statewide assessment tools that can be used to identify vulnerable communities in a climate adaptation context, including a crosswalk with the indicators that are required elements of an SB 1000 (Leyva, Statutes of 2016) analysis; (3) Additional indicators that could be used to assess underlying vulnerability on a case-by-case basis; (4) A list of process guides that can serve to aid agencies undertaking efforts to define vulnerable communities.
http://opr.ca.gov/planning/icarp/vulnerable-communities.html Climate Action Plans
Many California cities and counties are developing Climate Action Plans to reduce their GHG emissions. The website above provides a host of resources, including example Climate Action Plans and templates.
http://www.ca-ilg.org/climate-action-plans
Safeguarding California
Safeguarding California is the strategy that organizes state government climate change adaptation activities.
http://resources.ca.gov/climate/safeguarding/
CalAdapt
Cal-Adapt provides a view of how climate change might affect California. Find tools, data, and resources to conduct research, develop adaptation plans and build applications. http://cal-adapt.org/
California Climate Adaptation Planning Guide
The Adaptation Planning Guide provides guidance to support regional and local communities in proactively addressing the unavoidable consequences of climate change. It provides a step-bystep process for local and regional climate vulnerability assessment and adaptation strategy development.

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http://resources.ca.gov/climate/safeguarding/local-action/ California Sustainable Freight Action Plan
In July 2015, Governor Edmund G. Brown Jr. issued Executive Order B-32-15, which provides a vision for California’s transition to a more efficient transport system. This transition of California’s freight transport system is essential to supporting the State’s economic development in coming decades while reducing harmful pollution affecting many California communities. As a key first step, the Governor’s Executive Order directs the California State Transportation Agency, California Environmental Protection Agency, Natural Resources Agency, California Air Resources Board, California Department of Transportation, California Energy Commission, and Governor’s Office of Business and Economic Development to develop a California Sustainable Freight Action Plan (Action Plan), by July 2016. This Action Plan is an unprecedented effort, intended to integrate investments, policies, and programs across several State agencies to help realize a singular vision for California’s freight transport system. The Action Plan provides a recommendation on a highlevel vision and broad direction to the Governor to consider for State agencies to utilize when developing specific investments, policies, and programs related to the freight transport system that serves our State’s transportation, environmental, and economic interests. Competitive grant applications will highlight how their planning effort will support this Action Plan. https://dot.ca.gov/programs/transportation-planning/freight-planning Attachment III City of Covina
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APPENDIX B. SAMPLE APPLICATION PACKAGE
The Grant Application Guide and all fillable application documents can be found on the Sustainable Transportation Planning Grant website.
• Application Cover Sheet, Signature Page, and Checklist • Application Narrative
• Scope of Work and Checklist
• Cost and Schedule and Checklist
• Third-Party In-Kind Valuation Plan and Checklist
• Local Resolution and Checklist
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APPENDIX C. CALTRANS/REGIONAL AGENCY

BOUNDARIES MAP
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APPENDIX D. CALTRANS DISTRICT CONTACT LIST
Attachment III City of Covina
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Caltrans Sustainable Transportation Planning Grants
District Contact List

DISTRICT CONTACT MPO/RTPA
DISTRICT 1
1656 Union Street
P.O. Box 3700
Eureka, CA
95502
Mendocino and Lake Counties
Rex Jackman (707) 445-6412
Email: [email protected]
Del Norte and Humboldt Counties
Kevin Tucker (707) 441-5770
Email: [email protected]
• Del Norte LTC
• Humboldt CAOG
• Lake CCAPC
• Mendocino COG
DISTRICT 2
1657 Riverside Drive
Redding, CA
96001
Kathy Grah (530) 229-0517
Email: [email protected]
• Lassen CTC
• Tehama CTC
• Modoc LTC
• Trinity CTC
• Plumas CTC
• Siskiyou CLTC
• Shasta RTA
DISTRICT 3
703 B Street
Marysville, CA 95901
Sacramento and Yolo Counties
Alex Fong (530) 634-7616
Email: [email protected]
Butte, Colusa, Glenn, Sierra, Sutter, and
Yuba Counties
David Smith (530) 634-7799
Email: [email protected]
El Dorado, Nevada, Placer, Tahoe Basin
Kevin Yount (530) 741-4286
Email: [email protected]
• Butte CAG
• Sierra LTC
• Colusa CTC
• Glenn CTC
• El Dorado CTC
• Nevada CTC
• Placer CTPA
• Sacramento Area COG
• Tahoe MPO
DISTRICT 4
111 Grand Avenue
P.O. Box 23660
Oakland, CA 94623-
0660
Becky Frank (510) 960-0883
Email: [email protected]
Stephen Conteh (510) 960-0887
Email: [email protected]
• Metropolitan Transportation
Commission
DISTRICT 5
50 Higuera Street
San Luis Obispo, CA
93401-5415
Hana Mengsteab (805) 835-6520
Email: [email protected]
• Monterey TAMC
• Santa Cruz CCRTC
• San Benito COG
• Association of Monterey County Bay
Area Governments
• Santa Barbara CAG
• San Luis Obispo COG
DISTRICT 6
1352 W. Olive Avenue
P.O. Box 12616
Fresno, CA 93778-2616
Lorena Mendibles
(559) 445-5421
Email: [email protected]
Edgar Hernandez
(559) 488-4168
Email: [email protected]
• Fresno COG
• Tulare CAG
• Kern COG
• Kings CAG
• Madera CTC
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Caltrans Sustainable Transportation Planning Grants
District Contact List - continued

DISTRICT CONTACT MPO/RTPA
DISTRICT 7
100 S. Main Street
Los Angeles, CA 90012
Jonathan Palacio
(213) 265-0341
Email: [email protected]
Tina San
(213) 310-2776
Email: [email protected]
Benjamin Medina
(213) 310-2804
Email: [email protected]
Rebecca Sanchez
(213) 265-0273
Email: [email protected]
• Southern California Association of
Governments
DISTRICT 8
464 W. 4th Street
Mail Station 722
San Bernardino, CA
92401
Ricky Rivers
(909) 806-3298
Email: [email protected]
Stephanie Gallegos
(909) 383-4057
Email: [email protected]
• Southern California Association of
Governments
DISTRICT 9
500 S. Main Street
Bishop, CA 93514
Mark Heckman
(760) 872-1398
Email: [email protected]
• Inyo LTC
• Mono LTC
• Eastern Kern (COG)
DISTRICT 10
1976 E. Dr. Martin Luther
King Boulevard
P.O. Box 2048
Stockton, CA 95201
Mountain Counties
Kevin Schroder
(209) 986-9635
Email: [email protected]
Merced, San Joaquin, Stanislaus
Counties
Tom Dumas
(209) 941-1921
Email: [email protected]
• Alpine County LTC
• Amador CTC
• Calaveras COG
• Mariposa LTC
• Merced CAG
• Tuolumne CTC
• San Joaquin COG
• Stanislaus COG
DISTRICT 11
4050 Taylor Street
Mail Station 240
San Diego, CA 92110
Barby Valentine
(619) 987-3580
Email: [email protected]
• San Diego Association of
Governments
• Southern California Association of
Governments
DISTRICT 12
1750 E. 4th Street
Santa Ana, CA 92705
Scott Shelley
(657) 328-6164
Email: [email protected]
Cole Iwamasa
(657) 328-6540
Email: [email protected]
• Southern California Association of
Governments
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California Department of Transportation
Division of Transportation Planning
1120 N Street
Sacramento, CA 95814
https://dot.ca.gov/programs/transportation-planning
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CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CC 9
Meeting: CC Regular Meeting - Feb 15 2022
Title: Renewal of License Agreement for Use of a Portion of City Property at Heritage Plaza for a Certified Farmers' Market
Presented By: Lisa Evans, Director of Parks & Recreation and Library Services Recommendation: Approve the Renewal of License Agreement for Use of a Portion of City Property at Heritage Plaza for a Certified Farmers' Market and Authorize the City Manager to Execute the Agreement.

EXECUTIVE SUMMARY / BACKROUND:

Since 2001, the Covina Farmers' Market and Family Night has operated through an Agreement with FM&LCE (formerly Harry Brown-Hiegel). Since April 2012, the Market has operated at its current site of Heritage Plaza.

The Market brings hundreds of people to the downtown area every Friday evening, providing increased exposure to our downtown and its businesses.

DISCUSSION:

The Covina Farmers' Market and Family Night offers our community a wonderful opportunity to come to the downtown area and shop for seasonal produce, freshly prepared food, unique crafts, and other retail items. The Market also features entertainment on most Fridays.

The Market's manager, Amy Arnold, has continued to be very responsive and accommodating. City staff have worked closely with her over the past year ensuring the Market is complying with the changing health orders and making other adjustments to promote the success of the Market, as well as increase the foot traffic in our downtown.

FM&LCE has also continued to assist with other city events when asked. For example, Ms. Arnold played an important role in coordinating the Market vendors for the city's Halloween Event and the Annual Tree Lighting Ceremony.

Since the Covina Farmers' Market and Family Night continues to operate in a productive manner and brings a positive activity to the downtown area, staff recommends renewing the Agreement with FM&LCE.

FISCAL IMPACT:

The estimated annual revenue from the Market is $9,000. The revenue is divided between the Parks & Recreation and Library Services Department (1010RS26 43311) to compensate for coordination of the Market and the Park Maintenance Division of the Public Works Department (10102550 43320) to compensate for the direct costs of maintenance supplies and utilities.

CEQA (CALIFORNIA ENVIRONMENTAL QUALITY ACT):

N/A.

ATTACHMENTS:

Attachment A - Farmers Market Agreement
Respectfully submitted,

LICENSE AGREEMENT FOR USE OF A PORTION OF CITY

PROPERTY AT HERITAGE PLAZA PARK FOR A CERTIFIED
FARMERS’ MARKET
This LICENSE AGREEMENT (“Agreement”), is dated February 15, 2022 (“Effective Date”) and is between the CITY OF COVINA, a California municipal corporation (“CITY”) and FM&LCE, a California 501(c)(3) non-profit corporation (“FMLCE”). CITY and FMLCE are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. CITY is the owner of property at 400 North Citrus Avenue, Covina, California, commonly known as Heritage Park Plaza.

B. FMLCE is highly experienced in operating certified farmers’ markets, operating special events held in conjunction with and adjacent to farmers’ markets, working with certified and experienced organizations that book vendors for farmers’ markets, marketing farmers’ markets and providing other services related to the operation of farmers’ markets.

C. CITY and FMLCE desire to enter into this License Agreement to provide for the terms and conditions upon which FMLCE will operate a certified farmers’ market at Heritage Park Plaza.

D. CITY desires to generate retail activities, through a weekly Farmers’ Market and Family Night event, at Heritage Park Plaza.

E. The Farmers’ Market will complement CITY’s continued efforts to bring more foot traffic to the downtown area.

F. FMLCE represents that it is fully qualified to organize, establish and maintain the successful operation of a Farmers’ Market and Family Night event in said downtown area.

G. CITY desires to permit FMLCE to use the certain areas of Heritage Park Plaza, and at times designated by CITY, portions of city streets, as defined in Section 2 of this Agreement, to perform these activities in accordance with the terms and conditions of this Agreement.

The parties therefore agree as follows:

1. TERM OF AGREEMENT. The term of this Agreement shall be from Effective Date through February 14, 2024 unless sooner terminated as provided in Section 14 of this Agreement. The City may, upon mutual agreement, extend the contract for one (1) additional two-year term. In no event shall the agreement be extended beyond February 14, 2026.

2. LICENSE.

A. Grant of License. CITY grants FMLCE a license to use the specified portion of Heritage Park Plaza to operate a turnkey certified farmers’ market, as defined in California Health and Safety Code Section 113742 (the “Farmers’ Market”), on the terms and conditions and for the uses specified in this Agreement. The property that is the subject of this License Agreement is legally described and depicted on Exhibit A, attached hereto (“Property”).

B. Date and Time of Usage. FMLCE shall utilize the Property year-round only on Fridays during the term of this Agreement. Business hours of the Farmers’ Market shall be from 5 p.m. to 9 p.m. on Fridays. The setup shall begin no earlier than 12 p.m. on Friday, and teardown and cleanup needs to be completed no later than 12 a.m. on Saturday. Hours and market size may be adjusted due to daylight saving time and season and scheduled activities of the CITY. Any adjustment to hours must be approved by CITY in writing prior to adjustment being implemented.

3. UTILITIES. CITY shall pay and be solely responsible for all utilities furnished to the Property.

4. PAYMENT PROCESS. FMLCE shall establish money handling and recordkeeping mechanisms for the operation of the Farmers’ Market and remit twenty percent (20%) of gross revenues to CITY by the fifteenth (15th) of each month for the previous month’s receipts.

FMLCE shall provide reports to CITY containing sufficient financial and other pertinent data each month with the submittal of the monthly receipts.

5. DISTURBANCES AND SOUND AMPLIFICATION. FMLCE shall adhere to requirements of Covina Municipal Code sections 9.48.150, 9.48.155, and 9.48.157 regarding disturbances and sound amplification. If amplified sound will be utilized, then FMLCE will be required to obtain a Sound Permit through the Parks & Recreation Department.

6. SIGNAGE. FMLCE shall not permit or install advertising signs on park buildings or on park property of anywhere on the Property. FMLCE shall submit signage installation requests in writing to the Director of Parks & Recreation and Library Services for approval. Requests must include detailed description of signage design and placement. FMLCE shall provide accurate signage pursuant to Food & Agriculture Code § 890, et seq.

7. IMPROVEMENTS, MAINTENANCE AND REPAIRS. FMLCE shall make no alteration or repair to the Property without CITY’s prior written consent. During the period FMLCE is occupying the Property, FMLCE shall maintain the Property in a clean and neat condition, free and clear of garbage and debris. No dumping, storage of hazardous or toxic waste, nor the maintenance of any nuisance, public or private, shall be permitted. FMLCE shall not remove, damage or alter in any way CITY’s existing improvements or personal property on the Property. FMLCE, at its sole cost and expense, shall repair any damage or alteration to CITY’s existing improvements or personal property on the Property made by FMLCE or any of its vendors and return the same to the condition that existed prior to the damage or alteration.

When, in response to calls after normal work hours by members of FMLCE, CITY repairs or resolves a problem at the Farmers’ Market, payment for this “call out” shall be as follows:

A. If, according to this Agreement, the item is within the maintenance responsibility of CITY, CITY will pay for the call out.

B. If, according to this Agreement, the service is within the maintenance responsibility of FMLCE, CITY shall bill FMLCE for the services rendered by CITY staff, including, but not limited to, costs of any materials used in the repair and actual labor and administrative costs. FMLCE shall pay such bills within thirty (30) days of the date issued by CITY. Facility Problems shall be reported as follows:

CITY contact persons (during normal business hours):

Melody Hynes, Parks & Recreation Supervisor (626) 384-5344 Lisa Evans, Director of Parks & Recreation and Library Services (626) 384-5336 CITY contact persons (after normal business hours):

Covina Police Department (626) 331-3391 or (626) 384-5653

8. FMLCE OBLIGATIONS.

A. Operation of Farmers’ Market. The Farmers’ Market shall be operated and maintained by qualified operator at FMLCE’s sole cost and expense.

B. Equipment and Setup: FMLCE will provide all equipment, including any generators necessary to supplement electrical power available on the Property, necessary for the safe operation of the Farmers’ Market and shall setup within the boundaries of the Property as shown on the map in Exhibit A herein.

C. Certified Producers. The Farmers’ Market shall be certified by the State of California as a “certified farmers market.” FMLCE and its vendors may sell California agricultural products including, but not limited to fruits, vegetables, nuts, cut flowers and plants at the farmers market in accordance with all applicable laws, rules and regulations, including, but not limited to, Article 6.5 (Direct Marketing) of Subchapter 4 (Fresh Fruits, Nuts and Vegetables) of Chapter 1 (Fruit and Vegetable Standardization) of Division 3 (Economics) of Title 3 (Food and Agriculture) of the California Code of Regulations, commencing at Section 1392. FMLCE shall ensure that all vendors (agricultural) shall comply with the terms of this Agreement.

D. Food Vendors (Non-Agricultural). FMLCE and its vendors may sell specialty food items at the Farmers’ Market such as artisan breads and artisan prepared foods and similar specialty food items in accordance with all applicable laws, rules and regulations, including, but not limited to, Health and Safety Code Section 114371 and the rules and regulations of the Los Angeles County Agricultural Commissioner. Only food vendors (non-agricultural) who meet the criteria described above and who are approved by the Los Angeles County Agricultural Commissioner shall be allowed to sell specialty food items in the Farmer’s Market. FMLCE

shall ensure that all food vendors (non-agricultural) will comply with the terms of this Agreement.

E. Vendors (Non-Agricultural/Non-Food). FMLCE and its vendors may sell gifts, crafts and other products sold at comparable certified farmers’ markets operated by FMLCE at the Farmer’s Market. FMLCE shall ensure that all vendors (non-agricultural/non-food) will comply with the terms of this Agreement.

F. Vendor and Product Mix. FMLCE shall establish a varied mix of certified producers, food vendors (non-agricultural) and vendors (non-agricultural/non-food) at the Farmers’ Market to provide a diverse selection of products. FMLCE shall recruit, retain and maintain contact with quality farmers and products, vendors, artisans and entertainers for the Farmers’ Market. The Farmers’ Market will be limited to no more than fifty percent (50%) of booths selling manufactured goods.

G. Security. FMLCE shall provide at FMLCE’s sole cost and expense all security and safety devices necessary to protect the vendors and patrons of the Farmers’ Market.

H. Farmers’ Market Promotion. FMLCE, at its sole cost and expense, shall promote advertise and market the Farmers’ Market as a healthy and vital part of the community of the City of Covina. CITY may cooperate with FMLCE to develop a marketing plan to promote the Farmers’ Market.

I. Permits, Certificates and Licenses. FMLCE, at its sole cost and expense, shall obtain and maintain all necessary permits, certificates and licenses required by CITY and other governmental agencies to operate the Farmers’ Market on the Property. FMLCE shall ensure that all vendors of the Farmers’ Market obtain and maintain all necessary permits, certificates and licenses required by CITY and other governmental agencies to vend at the Farmers' Market.

J. Compliance with Laws. FMLCE and its vendors shall comply with all applicable federal, state and local laws, regulations and ordinances.

K. Compliance with Industry Standards. FMLCE, in the operation of the Farmers’ Market, shall comply with standard industry practices, including, without limitation, on-site management, market rule and periodic (non-notified) inspection practices.

L. Management Services. FMLCE shall provide any and all management services related to the operation of the Farmers’ Market in a professional manner.

M. Maintenance and Clean-Up. FMLCE, during and after use, shall maintain the Property in a safe, sanitary, neat, and tidy condition. Upon the conclusion of the Farmers’ Market on each Friday, FMLCE shall return the Property in as good a condition and repair as the Property existed prior to the commencement of the Farmers’ Market. The Property shall be clean from litter, refuse, rubbish and personal property, all trash barrels shall be emptied and all debris removed from adjacent planters. FMLCE shall dispose of all trash from the Farmers’

Market in the designated dumpsters at City Hall, 125 East College Street and/or in the dumpsters at Covina Park, 301 North Fourth Avenue.

N. Liens. FMLCE shall not directly or indirectly, create or permit to be created or to remain, and will promptly discharge at its expense, any mortgage, lien, encumbrance, charge or pledge of the Property or fixtures or furnishings, or any part thereof. FMLCE shall indemnify CITY for any liens that may be placed upon the Property as a result of FMLCE’s actions or inactions, including FMLCE’s costs to defend or remove such lien.

O. Cooperation with City. FMLCE shall cooperate with and allow access to the Farmers’ Market and the Property to all representatives of CITY, including City Code Enforcement personnel, and representative of other governmental agencies with jurisdiction over the Farmers’ Market at such times as they determine necessary.

P. Food Vendors. FMLCE shall ensure that all food vendors who work with any type of grease material have tarps underneath their cooking areas and utilize double tarps over their food areas. FMLCE shall ensure that all food vendors who have cooking grills, ovens, smokers or broilers that create heat and smoke are not to be placed where the smoke and grease will cause damage to any of the park’s landscaping.

Q. FMLCE shall collect all monies from farmers and vendors and disburse all FMLCE monies, pay FMLCE expenses and maintain all financial and other FMLCE records in accordance with generally accepted applicable principles and standards. The CITY reserves the right to review the financial records of FMLCE at any time.

R. FMLCE shall receive, process and respond to all City customer concerns related to the operation of the Farmers’ Market.

S. FMLCE shall provide a safe and healthful environment for vendors and customers by setting and enforcing safety measures at all times before, during, and after events. Examples include, but are not limited to, taping of all exposed cords and rugs, immediately cleaning spills, keeping tools and other working material in a safe place away from the general event area, supplying proper lighting for event teardown, not blocking sidewalks, walkways, crosswalks, curb ramps or any other access ramps at any time before, during or after the event, and reporting all maintenance issues to the CITY immediately so that repairs can be made as soon as possible.

T. FMLCE shall strictly adhere to all direction/restrictions provided by the CITY with regard to maintenance and upkeep of the park, and setup and activities of the Farmers’ Market.

U. FMLCE shall NOT operate a Kids’ train at any time during the Farmers’ Market.

V. FMLCE shall ensure that generators are not placed directly on grass areas where the generator may burn the grass.

W. FMLCE shall provide adequate supervision of the pony riding location by ensuring that all persons observing the pony rides remain in the designated viewing area on the north side of the pony riding location. At no time shall anyone be allowed to sit on the fencing or stand on the rock bed to view the activity.

X. FMLCE shall be permitted to power wash on an as needed basis in limited areas to address safety issues only.

9. INDEMNIFICATION.

A. Indemnities for Third Party Claims.
1) To the fullest extent permitted by law, FMLCE shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens and losses of any nature whatsoever, including fees of accountants, attorneys or other professionals, and all costs associated therewith, and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of FMLCE, its officers, agents, servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that FMLCE shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties. FMLCE shall defend the Indemnitees in any action or actions filed in connection with any Liability with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. FMLCE shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.
2) FMLCE shall pay all required taxes on monies received under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties and interest asserted against City created by this Agreement. FMLCE shall fully comply with the workers’ compensation law regarding FMLCE and FMLCE’s employees. FMLCE shall indemnify and hold City harmless from any failure of FMLCE to comply with applicable workers’ compensation laws.
3) FMLCE shall obtain executed indemnity agreements with provisions identical to those in this Section 9 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of FMLCE in the performance of this Agreement. If FMLCE fails to obtain such indemnity obligations, FMLCE shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of FMLCE’s subcontractor, its officers, agents,

servants, employees, subcontractors, materialmen, contractors or their officers, agents, servants or employees (or any entity or individual that FMLCE’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the parties.

B. Workers’ Compensation Acts not Limiting. FMLCE’s indemnifications and obligations under this Section 9, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. FMLCE expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.

C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against FMLCE because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section 9 shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liability, tax, assessment, penalty or interest asserted against City.

D. Survival of Terms. FMLCE’s indemnifications and obligations under this Section 9 shall survive the expiration or termination of this Agreement.

10. WAIVER OF CLAIMS. FMLCE expressly waives all rights, if any, to assert any claims against the CITY and its respective elected officials, officers, agents, volunteers and employees, as their interests may appear, for any damage, destruction or loss to FMLCE or its agents, representatives or employees by any reason of fire, theft, robbery or burglary, bodily injury, personal injury, death or any other cause whatsoever, unless and to the extent resulting from the gross negligence or willful misconduct of CITY. CITY shall not provide security, supervision or protection against any loss or harm that may be sustained by FMLCE, its employees, agents, representatives and guests at the Farmers’ Market.

11. INSURANCE
A. Minimum Scope and Limits of Insurance. FMLCE shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Two Million Dollars ($2,000,000) per project or location. If FMLCE is a limited liability company, the commercial general liability coverage shall be amended so that FMLCE and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds. a) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit

of Two Million Dollars ($2,000,000) per accident for bodily injury and property damage. If FMLCE does not use any owned, non-owned or hired vehicles in the performance of services under this Agreement, FMLCE shall obtain a non-owned auto endorsement to the Commercial General Liability policy required under Subparagraph A. 1) of this Section 11. b) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000) per accident for bodily injury or disease. If FMLCE has no employees while performing services under this Agreement, workers’ compensation policy is not required, but FMLCE shall provide an executed declaration that it has no employees.

B. Acceptability of Insurers. The insurance policies required under this Section 11 shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self insurance shall not be considered to comply with the insurance requirements under this Section 11.

C. Additional Insured. The commercial general and automobile liability policies shall contain an endorsement naming the City, its officers, employees, agents and volunteers as additional insureds.

D. Primary and Non-Contributing. The insurance policies required under this Section 11 shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of FMLCE’s insurance and shall not contribute with it.

E. FMLCE’s Waiver of Subrogation. The insurance policies required under this Section 11 shall not prohibit FMLCE and FMLCE’s employees, agents or subcontractors from waiving the right of subrogation prior to a loss. FMLCE hereby waives all rights of subrogation against City.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be approved by City. At City’s option, FMLCE shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or FMLCE shall procure a bond guaranteeing payment of losses and expenses.

G. Cancellations or Modifications to Coverage. FMLCE shall not cancel, reduce or otherwise modify the insurance policies required by this Section 11 during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail thirty (30) calendar days’ prior written notice to City. If any insurance policy required under this Section 11 is canceled or reduced in coverage or limits, FMLCE shall, within two (2) business days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.

H. City Remedy for Noncompliance. If FMLCE does not maintain the policies of insurance required under this Section 11 in full force and effect during the term of this

Agreement, or in the event any of FMLCE’s policies do not comply with the requirements under this Section 11, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at FMLCE’s expense, the premium thereon. FMLCE shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to FMLCE.

I. Evidence of Insurance. Prior to the performance of services under this Agreement, FMLCE shall furnish City’s Risk Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section 11. The endorsements are subject to City’s approval. FMLCE may provide complete, certified copies of all required insurance policies to City. FMLCE shall maintain current endorsements on file with City’s Risk Manager. FMLCE shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. FMLCE shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.

J. Indemnity Requirements not Limiting. Procurement of insurance by FMLCE shall not be construed as a limitation of FMLCE’s liability or as full performance of FMLCE’s duty to indemnify City under Section 11 of this Agreement.

K. Subcontractor Insurance Requirements. FMLCE shall require each of its subcontractors that perform services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section 11.

12. MUTUAL COOPERATION.

A. City’s Cooperation. City shall provide FMLCE with all pertinent data, documents and other requested information as is reasonably available for FMLCE’s proper performance of the services required under this Agreement.

B. FMLCE’s Cooperation. In the event any claim or action is brought against the City relating to FMLCE’s performance or services rendered under this Agreement, FMLCE shall render any reasonable assistance that City requires.

13. RECORDS AND INSPECTIONS. FMLCE shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of seven (7) years.

FMLCE shall, without charge, provide City with access to the records during normal business hours. City may examine and audit the records and make transcripts therefrom, and inspect all program data, documents, proceedings and activities.

14. TERMINATION OR SUSPENSION OF AGREEMENT.

A. Right to Terminate or Suspend. City may terminate or suspend this Agreement at any time, at will, for any reason or no reason, after giving written notice to FMLCE at least seven (7) calendar days before the termination or suspension is to be effective. FMLCE may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least sixty (60) calendar days before the termination is to be effective.

B. Obligations upon Termination. FMLCE shall cease operation under this Agreement on or before the effective date of termination specified in the notice of termination.

15. INDEPENDENT CONTRACTOR. The relationship created by this Agreement and the operation of the Property by FMLCE as a certified Farmers' Market is that of an independent contractor and FMLCE shall not be considered to be an employee or agent of CITY nor shall anything contained herein be deemed in any way to constitute a partnership, joint venture or joint enterprise between CITY and FMLCE. Subject to the provisions of this Agreement, FMLCE shall have sole control, supervision, direction and responsibility over the vendors at the Farmers’ Market, its employees and the manner and means of operating the Property during the dates and times of usage.

16. FORCE MAJEURE. FMLCE shall not be liable for any failure to perform its obligations under this Agreement if FMLCE presents acceptable evidence, in City’s sole judgment, that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond FMLCE’s reasonable control and not due to any act by FMLCE.

17. NOTICES. Any notices, consents, requests, demands, bills, invoices, reports or other communications which either party may desire to give to the other party under this Agreement must be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by reputable document delivery service or courier service during FMLCE’s and City's regular business hours, or (c) five business days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the party to be notified as set forth below:

To CITY:

Attention: City Manager Attention: Lisa Evans
City of Covina Covina Parks & Recreation Department
125 East College Street 1250 North Hollenbeck Avenue
Covina, CA 91723 Covina, CA 91722
To Covina Farmers’ Market:

Attention: Harry Brown-Hiegel and Amy LaVon Arnold
2545 Wilkie Drive
Pomona, CA 91767

18. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY. In the performance of this Agreement, FMLCE shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. FMLCE will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status,

national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

19. PROHIBITION OF ASSIGNMENT AND DELEGATION. FMLCE shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release FMLCE from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section 19 shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section 19, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

20. NO THIRD PARTY BENEFICIARIES INTENDED. Except as otherwise provided in Section 9, this Agreement is made solely for the benefit of the parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

21. WAIVER. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

22. EXHIBITS. Exhibit A constitutes a part of this Agreement and is incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.

23. ENTIRE AGREEMENT. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty except those expressly set forth in this Agreement.

24. AMENDMENT OF AGREEMENT. This Agreement may be amended only by a writing signed by both parties. The City Manager is authorized to sign an amendment to this Agreement on the City Council’s behalf and without the City Council’s prior approval to make the following non-substantive modifications to the Agreement: (a) name changes; (b) extensions of time; (c) non-monetary changes in the scope of work; and (d) termination of the Agreement.

25. HEADINGS. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the parties to this Agreement.

26. WORD USAGE. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

27. TIME OF THE ESSENCE. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

28. GOVERNING LAW AND CHOICE OF FORUM. This Agreement, and any dispute arising from the relationship between the parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a municipal, superior or federal court with geographic jurisdiction over the City of Covina.

29. ATTORNEYS’ FEES. In any litigation or other proceeding by which on party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party shall be shall be awarded reasonable attorneys’ fees together with any costs and expenses, to resolve the dispute and to enforce the final judgment.

30. SEVERABILITY. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

31. AUTHORITY TO EXECUTE AGREEMENT. The person or persons executing this Agreement on behalf of FMLCE warrants and represents that he or she has the authority to execute this Agreement on behalf of the FMLCE and has the authority to bind FMLCE to the performance of its obligations hereunder.
(SIGNATURE PAGE FOLLOWS)

The parties, through their duly authorized representatives, are signing this Agreement on the date stated in the introductory clause.

City:

City of Covina,
a California municipal corporation
By:

Name: Chris Marcarello
Title: City Manager
ATTEST:

By:

Name: Georgianna Nicole Alvarez
Title: Chief Deputy City Clerk
FMLCE:

FMLCE,
a Non-Profit 501(c)(3) California Corporation
By:

Name:

Title:

By:

Name:

Title:
(Two signatures of corporate officers required
for corporations under Corporations Code
Section 313, unless corporate documents
authorize only one person to sign this
Agreement on behalf of the corporation.)

Attachment A – April 18, 2017
Exhibit A Page 14 of 14

EXHIBIT A

LEGAL DESCRIPTION AND DEPICTION OF PROPERTY SUBJECT TO LICENSE

AGREEMENT

CC Regular Meeting

AGENDA ITEM REPORT
ITEM NO. CPH 1
Meeting: CC Regular Meeting - Feb 15 2022
Title: A Continued Public Hearing for Notice of Intent to Vacate a Portion of Geneva Place between Citrus Avenue and 3rd Avenue and a Strip of Public Alley located at East Side of 141 West Geneva Place
Presented By: Brian K. Lee, AICP, Director of Community Development Recommendation: Continue the public hearing to the meeting of March 15, 2022.

DISCUSSION:

In conjunction with the applications of Tentative Tract Map (TTM) 73661 and Site Plan Review (SPR) 16-028 for a residential and commercial mixed use project, Mr. Tarif Hassan has requested the City to vacate portion of Geneva Place between Citrus Avenue and 3rd Avenue as a public roadway and a strip of public alley as indicated on Attachment A. The status of the project is that the Appraisal Report has been completed, the applicant and staff has reached an agreement, and the attorneys on both sides are finalizing the terms of the agreement. Staff request that City Council continue the public hearing to the March 15, 2022 meeting.

Respectfully submitted,