The City of Modesto was awarded $2,215,217 for the BSCC CalVIP grant in July of 2022.
Funding for this current grant will end on December 31, 2025. Applications are now open for Cohort 5 with proposals due August 18, 2025.
Eligible applicants for the CalVIP Cohort 5 Grant include cities that are “disproportionately impacted by community gun violence” and community-based organizations that serve the residents of those cities. For city applicants, either the city itself or a department within the city may serve as the applicant. For the purposes of the CalVIP grant program, a city is considered disproportionately impacted by violence if any one (1) of the following three (3) criteria are met:
(1) The city experienced 20 or more homicides per calendar year during two (2) or more of the three (3) calendar years immediately preceding the grant application. Modesto does not qualify under this criterion.
(2) The city experienced 10 or more homicides per calendar year and had a homicide rate that was at least 50% higher than the statewide homicide rate during two (2) or more of the three (3) calendar years immediately preceding the grant application.
Modesto does not qualify under this criterion.
(3) The applicant otherwise demonstrates a unique and compelling need for additional resources to address the impact of community gun violence in the applicant’s community. (Pen. Code, § 14131(e)) A “unique and compelling need,” as defined by the CalVIP Executive Steering Committee, includes cities that: “Are ranked in the top 25 percent statewide for assault with a firearm rate, and experienced at least 25 assaults with a firearm incidents during two (2) or more of the three (3) years immediately preceding the grant application.” Modesto qualifies under this criterion.
Successful proposals will be funded for a three-year grant project service period commencing on January 1, 2026, and ending on December 31, 2028. An additional six (6) months (January 1, 2026, through June 30, 2029) will be included in the term of the contract for the sole purposes of finalizing and submitting a required local evaluation report and financial audit. The total grant agreement term will be January 1, 2026, to June 30, 2029.
DISCUSSION:
The Police Department is seeking approval to apply for the CalVIP grant Cohort 5 program to improve public health and safety in Modesto by supporting effective violence reduction initiatives, particularly to combat group-member involved homicides, shootings, and aggravated assaults. In adherence with the purpose of the CalVIP grant program and in conjunction with community-based organizations and other public agencies, the Police Department will work to support, expand and replicate evidence-based violence reduction initiatives that shall be primarily focused on providing violence intervention services to a small segment of the population that has been identified as having the highest risk of perpetrating or being victimized by violence in the near future.
For the last Cohort of CalVIP grant funding, the Police Department focused its efforts based on analysis of crime data, the area south of Kansas Ave, north of the Tuolumne River, west of Hwy 99 and east of S Carpenter Rd was identified as the target area. The Police Department is #18..
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City Council, June 24, 2025
California Violence Intervention and Prevention (CalVIP) Grant Program Application
currently evaluating the data to identify where the target population will focus the efforts in this Cohort of Funding.
The Police Department plans to build upon that already highly successful Project SUCCESS (Serving and Understanding our Community with Compassion and Education for Safer Streets).
Since its launch in July 2022, Project SUCCESS has delivered transformative results in youth engagement and community-police relationships across Modesto. All deliverables outlined in the original proposal have been completed, with notable success in fostering early intervention and trust-building initiatives.
At the heart of the program is the Student Engagement Officer (SEO)—a dedicated position focused on mentorship, wellness, and resilience. Through the flagship 10K With a Cop program, more than 1,200 students across 16 schools participated in weekly sessions during the 2023–24 school year. These sessions integrated fitness, character-building, and social-emotional learning, culminating in a citywide run/walk event that brought together students, families, and officers. The program is set to expand to 22 schools in 2024–25.
The SEO also facilitated high-impact outreach such as the Healthy Room Project, refurbishing bedrooms for at-risk youth, and coordinated with partners like the DBproject (distributing 300+ pairs of shoes) and Bread of Life (providing food to families in need). Collaborative events with Parks and Recreation, including Park Play Pop-Ups and sports nights, further strengthened informal connections between youth, families, and officers.
Programs like No One Eats Alone and 10 Minutes to Win It have helped reduce bullying and social isolation through structured, positive engagement with law enforcement. At Mark Twain Junior High School, where the SEO is embedded, the results are clear:
Suspensions decreased by 55%, from 11.08% to 5%
Physical altercations dropped 74%, from 162 to 42 incidents Attendance rose from 87.34% to 93.15%
Mental health referrals fell by 35%
Law enforcement calls dropped 51%, from 54 to 26
These outcomes demonstrate how early intervention, and sustained engagement can reshape school culture and student outcomes. In recognition of its impact, Project SUCCESS received the 2024 Helen Putnam Award for Excellence, a statewide honor acknowledging innovation and excellence in city programming.
As a result, since the implementation of the CalVIP grant, violent crime in the target area has experienced a significant reduction. During the period from July 1, 2021, to June 30, 2022 (prior to grant implementation), the total number of violent crimes in the target population was 192. By the end of the most recent reporting period, spanning July 1, 2023, to June 30, 2024, that number had decreased to 166. This represents an overall reduction of approximately 13.54%.
In Cohort 5, we plan to expand on the strong foundation established through Project SUCCESS by adopting a more holistic, community-wide approach. While youth engagement will remain a key focus, our strategy will go beyond the school campus to address the needs of the whole family and the whole neighborhood. We recognize that long-term safety and well-being are rooted in strong, connected communities. This next phase will emphasize intergenerational #18..
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support, trauma-informed outreach, and wraparound services that engage parents, siblings, and neighbors—creating a comprehensive network of care and prevention that uplifts entire communities, not just individuals.
To help bring this vision to life, we will seek to partner with a nonprofit organization that can serve as a “weaver”—an entity that specializes in connecting and aligning multiple stakeholders around a shared mission. This organization will facilitate collaboration among all CalVIP-funded partners as well as key community-based groups not formally part of the grant. By creating a common table where schools, law enforcement, mental health providers, youth advocates, faithbased organizations, and neighborhood leaders can work together, we aim to break down silos and coordinate efforts with a focus on the whole family. This model will allow us to better identify gaps, share resources, and co-create solutions that are culturally responsive, inclusive, and grounded in lived experience. Through this collective effort, we intend to amplify impact and foster lasting change across neighborhoods most affected by violence.
The Police Department has begun to narrow down its partners for Community Based Organization, and is in conversations with:
Boys and Girls Club of Stanislaus County
Sierra Vista Child and Family Services
Project Blue
These partners, and any others identified moving forward, are critical to the success of the program put in place locally.
FISCAL IMPACT:
The maximum grant amount available to each eligible entity is set by the BSCC at $2 million. It is important to note that this grant requires at least a 50 percent (50%) pass through to at least one (1) of either a non-governmental, community-based organization and/or public agencies that are not law enforcement whose primary mission is violence prevention or community safety.
If the city designates this type of department or agency as the applicant entity, this requirement will be automatically met. Funds paid to professional grant management organizations, consulting firms, auditors, and evaluators do not count toward meeting this pass-through obligation.
This awarded amount is for the entire length of the grant and has no match requirement. There will be no fiscal impact to the City and all programs will be covered by the grant.
If grant funding is awarded by BSCC, staff will return to Council to accept the terms of the grant and a full outline of the grant funds.
COMMITTEE RECOMMENDATION:
The Safety and Communities Committee approved this item during the May 12, 2025, meeting and forwarded to Council for consideration.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the submission of a grant application for the California Violence Intervention and Prevention (CalVIP) Grant Program to the Board of State and Community Corrections for up to $2 million in grant funds and authorizing the City Manager, or his designee, #18..
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California Violence Intervention and Prevention (CalVIP) Grant Program Application
as agent to execute and submit all documents which may be necessary for the completion of the grant application.
Approved by:
Brandon Gillespie, Chief of Police
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
2. CalVIP Grant Program Cohort 5 Request for Proposals
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06/24/2025/MPD/CAdams/ItemX 1 2025-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XX
RESOLUTION APPROVING THE SUBMISSION OF A GRANT APPLICATION
FOR THE CALIFORNIA VIOLENCE INTERVENTION AND PREVENTION (CALVIP) GRANT PROGRAM TO THE BOARD OF STATE AND
COMMUNITY CORRECTIONS FOR UP TO $2 MILLION IN GRANT FUNDS,
AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE, AS AGENT
TO EXECUTE AND SUBMIT ALL DOCUMENTS WHICH MAY BE
NECESSARY FOR THE COMPLETION OF THE GRANT APPLICATION
WHEREAS, in 2019, the California Violence Intervention and Prevention (CalVIP) Grant Program was codified as the Break the Cycle of Violence Act (Chapter 735, Statues of 2019) and established the authority and duties of the Board of State and Community Corrections to administer CalVIP, and
WHEREAS, eligible applicants are cities that are “disproportionately impacted by community gun violence” and community-based organizations that serve the residents of those cities, and
WHEREAS, Modesto qualifies under the third criterion of the grant in that it otherwise demonstrated a unique and compelling need for additional resources to address the impact of community gun violence in the applicant’s community, and WHEREAS, a “unique and compelling need,” as defined by the CalVIP Executive Steering Committee, includes cities that: “Are ranked in the top 25 percent statewide for assault with a firearm rate, and experienced at least 25 assaults with a firearm incidents during two (2) or more of the three (3) years immediately preceding the grant application”, and
WHEREAS, the Police Department is seeking approval to apply for the CalVIP grant Cohort 5 program to improve public health and safety in Modesto by supporting effective violence reduction initiatives, and
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WHEREAS, in adherence with the purpose of the CalVIP grant program and in conjunction with community-based organizations and other public agencies, the Police Department will work to support, expand and replicate evidence-based violence reduction initiates that shall be primarily focused on providing violence intervention services to a small segment of the population that has been identified as having the highest risk of perpetrating or being victimized by violence in the near future, and WHEREAS, the Police Department has begun to narrow down its partners for Community Based Organization, and
WHEREAS, if awarded funding by the Board of State and Community Corrections, City staff will return to Council to accept the terms of the grant and the plan for how the terms will be met.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the submission of a grant application for the California Violence Intervention and Prevention Grant Program to the Board of State and Community Corrections for up to $2 million in grant funds.
BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized as an agent to execute and submit all documents which may be necessary for the completion of the grant application.
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06/24/2025/MPD/CAdams/ItemX 3 2025-XX
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June 2025, by Councilmember ?, who moved its adoption, which motion being duly seconded by Councilmember ?, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _______________________________
DIANE NAYARES-PEREZ, City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: _____________________________________
JOSE M. SANCHEZ, City Attorney
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California Violence Intervention & Prevention
CalVIP Grant Program
Cohort 5
Request for Proposals
***Revised March 12, 2025***
Please see updated Eligibility Criteria for CBO Applicants, pages 12-13 Eligible Applicants: Cities, Counties and Tribes
Disproportionately Impacted by Community Gun Violence and the Community-Based Organizations that Serve Them
Grant Term: January 1, 2026 to June 30, 2029
(includes 3-year service delivery and six months for evaluation and audit) RFP Released: February 14, 2025
Non-Binding Letters of Intent Due: March 14, 2025
Proposals Due: August 18, 2025
California Board of State and Community Corrections
www.bscc.ca.gov
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Table of Contents
PART I: GRANT INFORMATION ................................................................................... 1 Questions About the Grant ........................................................................................... 1 Background and Purpose of the Grant ......................................................................... 1 BSCC Executive Steering Committee Process ............................................................ 2 Proposal Due Date and Submission Instructions ......................................................... 3 Planning to Apply? How to Submit a Letter of Intent .................................................... 4 Want to Learn More About the CalVIP Grant? ............................................................. 5 Grant Period ................................................................................................................. 6 Eligibility to Apply.......................................................................................................... 6 Eligibility Criteria for Community-Based Organization Applicants............................... 12 Subcontracting and Fiscal Sponsors .......................................................................... 13 Funding Information.................................................................................................... 15 Project Description ..................................................................................................... 22 Using the Principles of Evidence-Based Practice....................................................... 24 Organizational Capacity and Coordination ................................................................. 25 Data Collection, Reporting and Evaluation Requirements.......................................... 26 Additional BSCC Grant Requirements........................................................................ 28 Overview of the RFP Process .................................................................................... 33 PART II: PROPOSAL INSTRUCTIONS ....................................................................... 37 Proposal Narrative and Budget Guidelines................................................................. 37 PART III: APPENDICES & ATTACHMENTS ............................................................... 44 Appendix A: CalVIP Cohort 5 Executive Steering Committee Membership................ 45 Appendix B: BSCC’s Crime Data Analysis ................................................................. 46 Appendix C: Cities, Counties, and Tribal Governments Eligible for CalVIP Funding.. 47 Appendix D: City and County Population Indexes ...................................................... 52 Appendix E: Glossary of Key Terms and Resources.................................................. 55 Appendix F: Level One Evaluation Requirement........................................................ 63 Attachment A: CalVIP Project Budget Template ........................................................ 67 Attachment B: CalVIP Project Work Plan ................................................................... 75 Attachment C: Criteria and Assurance for Non-Governmental Organizations that Receive BSCC Grant Funds as a Subcontractor........................................................ 77 Attachment D: Certification of Compliance with BSCC Policies Regarding Debarment, Fraud, Theft and Embezzlement ................................................................................ 79 Attachment E: Sample Governing Board Resolution.................................................. 80 #18..
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CONFIDENTIALITY NOTICE
All documents submitted as part of the California Violence Intervention and Prevention Grant Program proposal are public documents and may be subject to a request pursuant to the California Public Records Act. The BSCC cannot ensure the confidentiality of any information submitted in or with this proposal. (Gov. Code, §§ 6250 et seq.)
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PART I, Page | 1
PART I: GRANT INFORMATION
Updated and Re-Posted March 12, 2025
Please see revised Eligibility Criteria for Community-Based Organization Applicants, pages 12-
13. Added language appears in bold underline. Deleted language appears in strikethrough and within square brackets [example].
Questions About the Grant
This Request for Proposal (RFP) provides the necessary information to submit a CalVIP proposal to the BSCC. The BSCC staff cannot assist the applicant or its partners with the actual preparation of the proposal. Any technical questions concerning the RFP, the proposal process, or programmatic issues must be submitted by email to: [email protected] The Board of State and Community Corrections (BSCC) will accept and respond to written questions about this RFP until August 8, 2025. A frequently asked questions and answers (FAQ) document will be posted to the BSCC website and periodically updated through August 14, 2025.
Background and Purpose of the Grant
Formerly known as the California Gang Reduction, Intervention & Prevention (CalGRIP) Grant Program, the State Legislature established the California Violence Intervention and Prevention (CalVIP) Grant Program in Fiscal Year (FY) 2017-18. CalVIP encouraged jurisdictions to develop local approaches that would meet the diverse needs of each community. In 2019, the CalVIP grant was codified as the Break the Cycle of Violence Act (Chapter 735, Statutes of 2019) and established the authority and duties of the BSCC to administer CalVIP, including the selection criteria for grants and reporting requirements to the Legislature. The BSCC has now administered four rounds of CalVIP funding, providing more than $250 million toward local violence intervention and prevention efforts.
Assembly Bill (AB) 762 (Chapter 241, Statutes of 2023) made additional changes to the CalVIP program, specifying that the purpose of the program is to support effective community gun violence reduction initiatives in communities that are disproportionately impacted by community gun violence. It expands the CalVIP program to include counties that have within their jurisdiction one or more cities disproportionately impacted by community gun violence and tribal governments. Up to now, the grant has been available only to California cities and the community-based organizations that serve them. AB 762 increases the maximum grant amount to $2.5 million per year and requires BSCC to make at least 20 percent of a grantee’s total award available at the start of the grant period.
Historically, the CalVIP program has been funded by the General Fund, at $9 million per year, with several one-time augmentations. Commencing July 1, 2024, Assembly Bill 28 (Chapter 231, #18..
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Statutes of 2023), also known as the Gun Violence Prevention and School Safety Act, imposes an excise tax in the amount of 11 percent of the gross receipts from the retail sale in California of a firearm, firearm precursor part, and ammunition. Revenues collected from this fund will be deposited in the Gun Violence Prevention and School Safety Fund and the first $75 million available in the fund, or as much of that amount as is available, shall be continuously appropriated annually to BSCC for the CalVIP Grant Program.
Mental Health to Frontline Workers and their Families
Additionally, AB 762 authorizes the BSCC to reserve up to five percent of CalVIP funds annually for the purpose of supporting programs and activities designed to build and sustain capacity in the field of community gun violence intervention and prevention. It includes provisions allowing these funds to be used for mental health support and other services in order to recruit, retain, and sustain frontline professionals, and mental health services or financial assistance to families of professionals killed or injured in their work. The CalVIP Executive Steering Committee has set aside a portion of the five percent, in the amount of $2 million, for this mental health component.
These funds may be used to support supplemental mental health support and other services for frontline professionals and their families. Frontline professionals are defined as employees of community-based organizations working directly with the target population. These funds may be used for the following types of activities: teambuilding activities, staff retreats, counseling services or support groups, and/or digital tools such as teletherapy platforms, mental health apps, digital therapeutics, text-based helplines, and virtual reality therapy. Before expending these supplemental funds, grantees will be required to submit a plan and receive approval from BSCC.
Applicants interested in receiving a portion of these supplemental mental health funds will be prompted to check the appropriate box in the Submittable Application Portal. Once the results of the competitive process are finalized, the $2 million will be allocated across all successful applicants. It is estimated that each grantee will receive up to approximately 1.5 percent of their total grant award.
BSCC Executive Steering Committee Process
To ensure successful program design and implementation, the BSCC uses Executive Steering Committees (ESC) to inform decision making related to the Board’s programs. The BSCC’s ESCs are composed of subject matter experts, community partners, and interested parties representing both the public and private sectors. The BSCC makes every attempt to include a diverse representation on its ESCs, in breadth of experience, geography and demographics.
ESCs are convened and approved by the BSCC Board as the need arises to carry out specified tasks, including the development of RFPs for grant funds. Not only do the ESCs develop RFPs, but members of the ESC also read and rate the proposals submitted by prospective grantees. #18..
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Once the proposal evaluation process is complete, ESCs submit grant award recommendations to the BSCC Board and the Board then approves, rejects or revises those recommendations.
Members of the ESCs are not paid for their time but are reimbursed for travel expenses incurred to attend meetings.
The CalVIP ESC includes a cross-section of subject matter experts on community engagement, prevention and intervention programs, law enforcement strategies, and rehabilitation and reentry, including individuals who have been impacted by the criminal justice system. A list of CalVIP ESC members can be found in Appendix A.
Conflicts of Interest
Existing law prohibits any grantee, subgrantee, partner, or like party who participated on the above referenced CalVIP ESC from receiving funds from the CalVIP grants awarded under this RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the CalVIP ESC membership roster and ensuring that no grant dollars are passed through to any entity represented by any member of the CalVIP ESC.
Proposal Due Date and Submission Instructions
READ THIS ENTIRE RFP DOCUMENT PRIOR TO INITIATING THE RFP PROCESS The CalVIP Grant Program Proposal Package submission is available through an online portal submission process. Applicants must submit proposals through the BSCC Submittable Application Portal by 5:00 P.M. on August 18, 2025.
IMPORTANT: Please allow sufficient time to begin and submit your proposal. Be advised that completing the proposal and uploading the required documents into the Submittable Application Portal may take a significant amount of time. If the BSCC does not receive a submission by 5:00 p.m. (PST) on August 18, 2025, the proposal will not be considered for funding. Applicants are strongly advised to submit proposals in advance of the due date and time to avoid disqualification.
Submission Instructions
This RFP Instruction Packet contains all the necessary information to successfully complete and submit the CalVIP Grant Proposal.
Proposals for the CalVIP Grant must be submitted through the BSCC Submittable Application Portal. The BSCC Submittable Application Portal, CalVIP Grant Application, and all required attachments are available on the BSCC website.
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The CalVIP RFP is accessible by clicking the “Click here to Submit; Powered by Submittable” button located on the CalVIP Homepage at: https://www.bscc.ca.gov/s_cpgpcalvipgrant/. You will be prompted to create a free Submittable account and log-in (or sign into an existing account) prior to accessing the online RFP.
After an account is established, applicants may proceed with the submission process. As part of the online BSCC Submittable process, applicants will be required to download several mandatory forms that must be completed and uploaded at specific prompts within the BSCC Submittable Application Portal prior to submission, to include:
1. Budget Attachment
2. Project Work Plan
3. Grantee Assurance for Non-Governmental Organizations and Independent Contractors Receiving BSCC Funds as a Subcontractor
4. Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement
5. Governing Board Resolution – (required post-award, not for proposal submission) Note: To save any changes made to an application in the Submittable Application Portal, you must click the “Save Draft” button at the end of the proposal page. In addition, most of the fields within the RFP require information to be entered; therefore, the system will not allow proposal submission if all mandatory fields are not completed. Once you have successfully submitted the proposal through the BSCC Submittable Application Portal, you will receive an email acknowledging your proposal has been received.
Having Technical Issues?
If you experience technical difficulties with submitting your proposal through the Submittable Application Portal, you should submit a Help Ticket through Submittable, as BSCC does not control that site. Also please email the BSCC at: [email protected] and/or call the BSCC main line at (916) 445-5073 and ask to speak to someone about the CalVIP RFP process. Be advised that applicants contacting Submittable and/or the BSCC on the due date may not receive timely responses.
*Please allow sufficient time for Submittable and BSCC to provide technical assistance.* Planning to Apply? How to Submit a Letter of Intent
Applicants interested in applying for a CalVIP grant are asked (but not required) to submit a nonbinding letter indicating their intent to apply. These letters will aid the BSCC in planning for the proposal evaluation process.
There is no formal template for the letter. Please submit the letter in Microsoft Word or as a PDF and include the following information:
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1. Name of the applicant entity;
2. Name of a contact person; and
3. A brief statement indicating the applicant’s intent to submit a proposal.
Please submit Letters of Intent via email to [email protected] by Friday, March 14, 2025.
Please identify the email subject line as “CalVIP Letter of Intent.” Failure to submit a Letter of Intent is not grounds for disqualification, nor will prospective applicants that submit a Letter of Intent and decide later not to apply be penalized.
Want to Learn More About the CalVIP Grant?
Prospective applicants are invited to attend a virtual Grant Information Session. Attendance at the virtual information session is not a requirement.
The purpose of the CalVIP Grant Information Session is to answer technical questions from prospective applicants and provide clarity on RFP instructions. Topics may include, but are not limited to proposal submission instructions, eligibility, funding, budgeting, and reporting requirements. There is no preference given to applicants who attend the Grant Information Session. Details are listed below:
Virtual Grant Information Session
for Prospective CalVIP Cohort 5 Applicants
March 11, 2025
9:00 AM to 11:00 AM
Public access options for this meeting include:
• Join by Zoom: https://us02web.zoom.us/s/87092846649
• Call In: US: +16699009128, 87092846649# or +16694449171, 87092846649#
• Webinar ID: 870 9284 6649
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PART I, Page | 6
Grant Period
Proposals selected for funding will be under agreement from January 1, 2026 to June 30, 2029.
This includes a three-year grant project service delivery period starting on January 1, 2026 and ending on December 31, 2028. An additional six months (January 1, 2029 to June 30, 2029) will be included in the term of the grant agreement for the sole purposes of finalizing and submitting a required Local Evaluation Report and a required audit (both described later in this RFP).
A visual illustration of the grant agreement period is provided below:
Delivery of Grant-Funded Services Evaluation & Audit
Year 1 Year 2 Year 3 6 Months
January 1, 2026 to
December 31, 2026
January 1, 2027 to
December 31, 2027
January 1, 2028 to
December 31, 2028
January 1, 2029 to
June 30, 2029
Service delivery and
data collection.
Service delivery and
data collection.
Service delivery and
data collection.
Completion of a:
▪ Local Evaluation Report
▪ Program Compliance Audit
Only expenses related to
evaluation and audit efforts may
be incurred in this period.
Eligibility to Apply
Applicants eligible to apply for the CalVIP Cohort 5 funding fall into four categories:
1. Cities that are “disproportionately impacted by violence” (listed in Table 1 below).
2. Counties that have one or more cities disproportionately impacted by violence within their jurisdiction (listed in Table 2 below).
3. Tribal governments located within the identified counties (listed in Table 3 below).
4. Community-based organizations that serve the residents of the cities and/or tribal governments identified in Tables 1 and 3.
(Pen. Code, § 14131, subd. (b).)
For city and county applicants, either the city or county itself or a department within the city or county may serve as the applicant.
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For tribal government applicants, the tribe must be the applicant.
CBO applicants must meet specific eligibility criteria, listed on page 12.
Eligible applicants may not submit more than one proposal (i.e., BSCC will only accept one application per eligible city, county, tribe or CBO).
Disproportionately Impacted by Violence: Definitions
For purposes of the CalVIP grant program, a city is disproportionately impacted by community gun violence if any of the following criteria are true:
1. The city experienced 20 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.
2. The city experienced 10 or more homicides per calendar year and had a homicide rate that was at least 50 percent higher than the statewide homicide rate during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.
3. An applicant otherwise demonstrates a unique and compelling need for additional resources to address the impact of community gun violence in the applicant’s community.
A “unique and compelling need,” as defined by the CalVIP ESC is:
The city is ranked in the top 25 percent for assault with firearm rate statewide and had at least 25 assaults with firearm incidents during two (2) or more of the three (3) calendar years immediately preceding the grant application.
Refer to Appendix B for a summary of BSCC’s Crime Data Analysis.
Refer to Appendix C for a full list of the Cities, Counties and Tribal Governments Eligible for CalVIP Funding.
Refer to Appendix D for Eligible City and County Population Indexes.
Table 1 identifies the sixty-three (63) cities that meet one (1) or more of the above three (3) criteria. These cities and any CBO that serves the residents of these cities are eligible to apply.
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Table 1. Cities Eligible to Apply for CalVIP Funding*
City Criteria 1
20 or more
homicides per
calendar year
Criteria 2
10 or more
homicides per
calendar year
Criteria 3
top 25 percent for assault with
firearm rate and at least 25
assaults with firearm incidents
1 Adelanto X
2 Anaheim X
3 Antioch X X
4 Atwater X
5 Bakersfield X X X
6 Banning X
7 Barstow X
8 Bell X
9 Bellflower X
10 Carson X
11 Cathedral City X
12 Chico X
13 Colton X
14 Commerce X
15 Compton X X X
16 Corcoran X
17 Cudahy X
18 Delano X
19 Desert Hot
Springs
X
20 Fresno X X X
21 Gardena X
22 Hawthorne X
23 Huntington Park X
24 Indio X
25 Inglewood X X
26 Lakewood X
27 Lancaster X X X
28 Lemon Grove X
29 Lompoc X
30 Long Beach X X X
31 Los Angeles X X X
32 Lynwood X
33 Maywood X
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PART I, Page | 9
Table 1. Cities Eligible to Apply for CalVIP Funding*
City Criteria 1
20 or more
homicides per
calendar year
Criteria 2
10 or more
homicides per
calendar year
Criteria 3
top 25 percent for assault with
firearm rate and at least 25
assaults with firearm incidents
34 Merced X
35 Modesto X
36 Montclair X
37 Montebello X
38 Norwalk X
39 Oakland X X X
40 Palm Springs X
41 Palmdale X
42 Paramount X
43 Pico Rivera X
44 Pittsburg X
45 Pomona X X
46 Porterville X
47 Richmond X
48 Sacramento X X X
49 San Bernardino X X X
50 San Diego X X
51 San Francisco X X
52 San Jose X X
53 Sanger X
54 Santa Ana X
55 Santa Maria X
56 Selma X
57 South Gate X
58 Stockton X X X
59 Tulare X
60 Vallejo X X X
61 Victorville X X
62 Visalia X X
63 Yuba City X
* CBOs that serve the residents of these cities are also eligible to apply. #18..
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Table 2 identifies the twenty-one (21) counties that have one or more cities that meet (1) or more of the three (3) disproportionately impacted by community gun violence criteria. These counties are eligible to apply for CalVIP funding.
Table 2. Counties Eligible to Apply for CalVIP Funding
County
1 Alameda County
2 Butte County
3 Contra Costa County
4 Fresno County
5 Kern County
6 Kings County
7 Los Angeles County
8 Merced County
9 Orange County
10 Riverside County
11 Sacramento County
12 San Bernardino County
13 San Diego County
14 San Francisco County
15 San Joaquin County
16 Santa Barbara County
17 Santa Clara County
18 Solano County
19 Stanislaus County
20 Sutter County
21 Tulare County
Table 3 identifies the forty-seven (47) tribal governments physically located in the counties that have one or more cities that meet (1) or more of the three (3) disproportionately impacted by community gun violence criteria. These tribal governments and any CBO that serves these tribes are eligible to apply for CalVIP funding.
Table 3. Tribal Governments Eligible to Apply for CalVIP Funding* Tribal Government
1 Agua Caliente Band of Cahuilla Indians of the Agua Caliente Indian Reservation, California 2 Augustine Band of Cahuilla Indians, California
3 Berry Creek Rancheria of Maidu Indians of California
4 Big Sandy Rancheria of Western Mono Indians of California 5 Buena Vista Rancheria of Me-Wuk Indians of California #18..
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Table 3. Tribal Governments Eligible to Apply for CalVIP Funding* Tribal Government
6 Cabazon Band of Cahuilla Indians
7 Cahuilla Band of Indians
8 California Valley Miwok Tribe, California
9 Campo Band of Diegueno Mission Indians of the Campo Indian Reservation, California 10 Capitan Grande Band of Diegueno Mission Indians of California (Barona Group of Capitan Grande Band of Mission Indians of the Barona Reservation, California) 11 Capitan Grande Band of Diegueno Mission Indians of California 12 Capitan Grande Band of Diegueno Mission Indians of California: Viejas (Baron Long) Group of Capitan Grande Band of Mission Indians of the Viejas Reservation, California 13 Chemehuevi Indian Tribe of the Chemehuevi Reservation, California 14 Cold Springs Rancheria of Mono Indians of California 15 Enterprise Rancheria of Maidu Indians of California
16 Ewiiaapaayp Band of Kumeyaay Indians, California
17 Fort Mojave Indian Tribe of Arizona, California & Nevada 18 Iipay Nation of Santa Ysabel, California
19 Inaja Band of Diegueno Mission Indians of the Inaja and Cosmit Reservation, California 20 Jamul Indian Village of California
21 La Jolla Band of Luiseno Indians, California
22 La Posta Band of Diegueno Mission Indians of the La Posta Indian Reservation, California 23 Los Coyotes Band of Cahuilla and Cupeno Indians, California 24 Manzanita Band of Diegueno Mission Indians of the Manzanita Reservation, California 25 Mechoopda Indian Tribe of Chico Rancheria, California 26 Mesa Grande Band of Diegueno Mission Indians of the Mesa Grande Reservation, California 27 Middletown Rancheria of Pomo Indians of California
28 Mooretown Rancheria of Maidu Indians of California
29 Morongo Band of Mission Indians, California
30 Pala Band of Mission Indians
31 Pauma Band of Luiseno Mission Indians of the Pauma & Yuima Reservation, California 32 Pechanga Band of Indians
33 Ramona Band of Cahuilla, California
34 Rincon Band of Luiseno Mission Indians of Rincon Reservation, California 35 San Pasqual Band of Diegueno Mission Indians of California 36 Santa Rosa Band of Cahuilla Indians, California
37 Santa Rosa Indian Community of the Santa Rosa Rancheria, California 38 Santa Ynez Band of Chumash Mission Indians of the Santa Ynez Reservation, California #18..
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Table 3. Tribal Governments Eligible to Apply for CalVIP Funding* Tribal Government
39 Soboba Band of Luiseno Indians, California
40 Sycuan Band of the Kumeyaay Nation
41 Table Mountain Rancheria
42 Tejon Indian Tribe
43 Torres Martinez Desert Cahuilla Indians, California
44 Tule River Indian Tribe of the Tule River Reservation, California 45 Twenty-Nine Palms Band of Mission Indians of California 46 Wilton Rancheria, California
47 Yuhaaviatam of San Manuel Nation
* CBOs that serve these tribal governments are also eligible to apply.
The U.S. Department of the Interior, Bureau of Indian Affairs, Tribal Leaders Directory: https://www.bia.gov/service/tribal-leaders-directory The data was downloaded directly from: https://opendata-1-biageospatial.hub.arcgis.com/datasets/3c6ae1b6fa9f414cbd36758905b196c3_0/explore; subset to California after downloading.
ATTENTION CBO APPLICANTS:
PLEASE READ THE FOLLOWING SECTION CAREFULLY.
ELIGIBILITY CRITERIA HAS CHANGED.
Eligibility Criteria for Community-Based Organization Applicants Community-Based Organizations (CBOs) applying for BSCC grant funds must be located in the State of California and meet all of the following criteria at the time of application and for the duration of the grant term if awarded:
• Have been duly organized, in existence, and in good standing* for at least twelve (12) months prior to the proposal submission deadline of August 18, 2025; Note: CBOs that have recently reorganized or have merged with other qualified CBOs that were in existence prior to the twelve (12) month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the proposal submission deadline of August 18, 2025. • Have been determined by the Internal Revenue Service to have 501(c)(3) status (i.e., non-profit);
• Be registered with the California Secretary of State’s Office as a non-profit, if applicable; #18..
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• Be registered with the California Office of the Attorney General, Registry of Charitable Trusts, if applicable;
• Have a valid Employer Identification Number (EIN) or Taxpayer ID (if sole proprietorship);
• Have a valid business license, if applicable;
• [Have not filed for bankruptcy in the last seven years;] • Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address in California ([do not list] a P.O. Box does not meet this requirement).
*The requirement that a CBO must be in good standing for at least 12 months prior to the proposal submission deadline applies to all applicable government entities necessary for a CBO to operate legally in California. This means that the CBO must have been in good standing with the Internal Revenue Service (IRS), the California Franchise Tax Board, the California Secretary of State's Office, and the California Office of the Attorney General for at least 12 months before the deadline of August 18, 2025.
CBO applicants that do not meet the eligibility criteria listed above will be disqualified from the RFP process and will not move on to the Proposal Rating Process.
Subcontracting and Fiscal Sponsors
Subcontractors
An applicant may subcontract with other public or private entities, but if awarded, the applicant will be responsible for all aspects of grant administration and management of subcontractors, while being responsible to the BSCC for overall outcomes and fiscal management of the project.
An applicant may apply as a direct grantee and may also be a subcontractor on a maximum of two* additional proposals. If an applicant intends to apply directly and is also a subcontractor on another proposal, the proposals cannot be duplicative and must fund separate and unique activities.
*This limit applies to subcontractors delivering direct services to the target area or target population. This limit does not apply to subcontractors delivering professional services such as #18..
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staff training, evaluation, organizational capacity building, accounting, bookkeeping, grants management, etc.
Eligibility Criteria for Non-Governmental Organizations and Independent Contractors Receiving Grant Funds as a Subcontractor to a CalVIP Grantee There are separate eligibility criteria for non-governmental organizations (NGOs) and independent contractors that subcontract to receive CalVIP grant funds to deliver direct services to the target area or target population. These criteria do not apply to subcontractors delivering professional services such as staff training, legal services evaluation, organizational capacity building, accounting, bookkeeping, grants management, etc.
These can be found in Attachment C, Criteria for NGOs and Independent Contractors that Receive BSCC Grant Funds as a Subcontractor. All applicants must submit a completed Attachment C as part of the complete proposal package to document the compliance of any NGOs and/or independent contractors identified as partners in the proposal. This form must be submitted even if an applicant has not yet identified its NGO subcontractors or independent contractors, to provide assurance that the applicant is aware of these criteria.
Once awarded, grantees must submit an updated Attachment C throughout the grant term any time a new NGO subcontractor or independent contractor is added to the project through a subcontract. The BSCC will not reimburse for costs incurred by NGOs or independent contractors that do not meet the BSCC’s requirements.
Fiscal Sponsors Applying for BSCC Grants
A tax exempt 501(c)(3) fiscal sponsor that provides administrative, accounting, organizational, and financial support to “projects” that have charitable purposes may apply for BSCC grants on behalf of a single “project.”
Prospective applicants for the CalVIP Cohort 5 Request for Proposals must meet all eligibility criteria to be considered for funding. Fiscal sponsors that meet the eligibility criteria must also adhere to the following conditions:
• The fiscal sponsor must be listed as the “applicant” throughout the application. This includes on the Submittable Applicant Information section, Budget document, and on any attachments that require the identification of an applicant. • An authorized signatory for the fiscal sponsor that is vested with authority to enter into a contract with the BSCC must sign the grant application. The fiscal sponsor must certify that they and any subcontractors will abide by the laws, policies, and procedures governing funding of the program.
• A fiscal sponsor may only submit one application for the CalVIP Cohort 5 Request for Proposals. The roles, responsibilities, and participation of each sponsored “project” involved in the application should be identified.
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• The fiscal sponsor may not charge the CalVIP Cohort 5 Grant a percentage fee to provide services for the project. Grant funded projects must be reimbursed for actual expenditures that are for eligible project costs.
The fiscal sponsor must have a written fiscal sponsorship agreement with the sponsored group.
A copy of the sponsorship agreement must be provided upon request by the BSCC.
Conflicts of Interest for Fiscal Sponsors
Existing law prohibits any grantee, subgrantee, partner or like party who participated on the CalVIP Cohort 5 Executive Steering Committee or Scoring Panel from receiving funds from the grants awarded under the CalVIP Cohort 5 RFP. Employees of fiscal sponsors that serve on this Executive Steering Committee or Scoring Panel, and any projects sponsored by the fiscal sponsor, may not receive CalVIP Cohort 5 grant funds directly or indirectly.
Applicants who are awarded grants under this RFP are responsible for reviewing the membership roster of the Executive Steering Committee or Scoring Panel and ensuring that no grant dollars are passed through to any entity represented by any member of the CalVIP Cohort 5 Executive Steering Committee or Scoring Panel. The membership is included in this RFP in Appendix A.
Funding Information
Available Funding
The total available funding through this CalVIP Request for Proposals is $103 million. This amount includes the first two anticipated annual allocations to the BSCC from the Gun Violence Prevention and School Safety Fund.
Applicant Categories
The ESC chose to distribute the available funding across seven applicant categories, as shown in Table 4 below. Applicants within each category will compete independent of the other categories. Eligible applicants may submit only one proposal.
The seven Applicant Categories include:
1. Eligible cities with populations of 400,000 or more. There are nine (9) cities in this category.
2. Eligible counties with populations of 700,000 or more. There are thirteen (13) counties in this category
3. Eligible cities with populations under 400,000. There are fifty-four (54) cities in this category.
4. Eligible counties with populations under 700,000. There are eight (8) counties in this category.
5. Eligible tribal governments. There are forty-seven (47) tribes in this category. #18..
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6. Eligible community-based organizations (CBOs)* that plan to implement a large scope project, i.e., up to $5 million.
7. Eligible CBOs* that plan to implement a small scope project, i.e., up to $1 million. *Eligible CBOs are those that serve the residents of any eligible city or tribal government.
How Much Can An Applicant Request?
Applicants may apply for any amount up to and including the maximum grant amount for each Applicant Category, as shown in Table 4, below. Applicants are strongly encouraged to apply for only the amount of funding needed to implement the project. Proposals will be scored, in part, on the reasonableness of the applicant’s proposed budget.
Table 4. Funding Distribution and Maximum Grant Amounts Applicant Categories Maximum Grant
Amount*
Available Funding
(based on projected
annual allocations;
subject to change)
1 Eligible Large Cities (refer to Table A) $5,000,000 $18,540,000 2 Eligible Large Counties (refer to Table B) $5,000,000 $10,300,000 3 Eligible Medium & Small Cities (refer to Table C) $2,000,000 $15,450,000 4 Eligible Medium & Small Counties (refer to Table
D) $1,000,000 $4,120,000
5 Eligible Tribal Governments (refer to Table E) $3,000,000 $4,120,000 6 Eligible CBOs (Large Scope Project)** $5,000,000 $35,020,000 7 Eligible CBOs (Small Scope Project)** $1,000,000 $15,450,000 Total Funding Available for CalVIP Grants: $103,000,000 *Applicants may apply for any amount, up to and including the maximum grant amount. ** Eligible CBOs are directed to self-select into either category 6 or 7, based only on the amount of funds requested. This is so that “small” projects compete against other small projects and “large” projects compete against other large projects.
Table A identifies the nine (9) Large Cities eligible for Applicant Category 1. Eligible Large Cities must compete in this category, regardless of the amount of funding requested.
Table A. Eligible Large Cities
1 Bakersfield
2 Fresno
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Table A. Eligible Large Cities
3 Long Beach
4 Los Angeles
5 Oakland
6 Sacramento
7 San Diego
8 San Francisco
9 San Jose
Table B identifies the thirteen (13) Large Counties eligible for Applicant Category 2. Eligible Large Counties must compete in this category, regardless of the amount of funding requested.
Table B. Eligible Large Counties
1 Alameda County
2 Contra Costa County
3 Fresno County
4 Kern County
5 Los Angeles County
6 Orange County
7 Riverside County
8 Sacramento County
9 San Bernardino County
10 San Diego County
11 San Francisco County
12 San Joaquin County
13 Santa Clara County
Table C identifies the fifty-four (54) Medium and Small Cities eligible for Applicant Category 3.
Eligible Medium and Small Cities must compete in this category, regardless of the amount of funding requested.
Table C. Eligible Medium and Small Cities
1 Adelanto
2 Anaheim
3 Antioch
4 Atwater
5 Banning
6 Barstow
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Table C. Eligible Medium and Small Cities
7 Bell
8 Bellflower
9 Carson
10 Cathedral City
11 Chico
12 Colton
13 Commerce
14 Compton
15 Corcoran
16 Cudahy
17 Delano
18 Desert Hot Springs
19 Gardena
20 Hawthorne
21 Huntington Park
22 Indio
23 Inglewood
24 Lakewood
25 Lancaster
26 Lemon Grove
27 Lompoc
28 Lynwood
29 Maywood
30 Merced
31 Modesto
32 Montclair
33 Montebello
34 Norwalk
35 Palm Springs
36 Palmdale
37 Paramount
38 Pico Rivera
39 Pittsburg
40 Pomona
41 Porterville
42 Richmond
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Table C. Eligible Medium and Small Cities
43 San Bernardino
44 Sanger
45 Santa Ana
46 Santa Maria
47 Selma
48 South Gate
49 Stockton
50 Tulare
51 Vallejo
52 Victorville
53 Visalia
54 Yuba City
Table D identifies the eight (8) Medium and Small Counties eligible for Applicant Category 4.
Eligible Medium and Small Counties must compete in this category, regardless of the amount of funding requested.
Table D. Eligible Medium and Small Counties
1 Butte County
2 Kings County
3 Merced County
4 Santa Barbara County
5 Solano County
6 Stanislaus County
7 Sutter County
8 Tulare County
Table E identifies the forty-seven (47) Tribal Governments eligible for Applicant Category 5.
Eligible Tribal Governments must compete in this category, regardless of the amount of funding requested.
Table E. Eligible Tribal Governments
1 Agua Caliente Band of Cahuilla Indians of the Agua Caliente Indian Reservation, California 2 Augustine Band of Cahuilla Indians, California
3 Berry Creek Rancheria of Maidu Indians of California
4 Big Sandy Rancheria of Western Mono Indians of California 5 Buena Vista Rancheria of Me-Wuk Indians of California #18..
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Table E. Eligible Tribal Governments
6 Cabazon Band of Cahuilla Indians
7 Cahuilla Band of Indians
8 California Valley Miwok Tribe, California
9 Campo Band of Diegueno Mission Indians of the Campo Indian Reservation, California 10 Capitan Grande Band of Diegueno Mission Indians of California 11 Capitan Grande Band of Diegueno Mission Indians of California (Barona Group of Capitan Grande Band of Mission Indians of the Barona Reservation, California) 12 Capitan Grande Band of Diegueno Mission Indians of California: Viejas (Baron Long) Group of Capitan Grande Band of Mission Indians of the Viejas Reservation, California 13 Chemehuevi Indian Tribe of the Chemehuevi Reservation, California 14 Cold Springs Rancheria of Mono Indians of California 15 Enterprise Rancheria of Maidu Indians of California
16 Ewiiaapaayp Band of Kumeyaay Indians, California
17 Fort Mojave Indian Tribe of Arizona, California & Nevada 18 Iipay Nation of Santa Ysabel, California
19 Inaja Band of Diegueno Mission Indians of the Inaja and Cosmit Reservation, California 20 Jamul Indian Village of California
21 La Jolla Band of Luiseno Indians, California
22 La Posta Band of Diegueno Mission Indians of the La Posta Indian Reservation, California 23 Los Coyotes Band of Cahuilla and Cupeno Indians, California 24 Manzanita Band of Diegueno Mission Indians of the Manzanita Reservation, California 25 Mechoopda Indian Tribe of Chico Rancheria, California 26 Mesa Grande Band of Diegueno Mission Indians of the Mesa Grande Reservation, California 27 Middletown Rancheria of Pomo Indians of California
28 Mooretown Rancheria of Maidu Indians of California
29 Morongo Band of Mission Indians, California
30 Pala Band of Mission Indians
31 Pauma Band of Luiseno Mission Indians of the Pauma & Yuima Reservation, California 32 Pechanga Band of Indians
33 Ramona Band of Cahuilla, California
34 Rincon Band of Luiseno Mission Indians of Rincon Reservation, California 35 San Pasqual Band of Diegueno Mission Indians of California 36 Santa Rosa Band of Cahuilla Indians, California
37 Santa Rosa Indian Community of the Santa Rosa Rancheria, California 38 Santa Ynez Band of Chumash Mission Indians of the Santa Ynez Reservation, California 39 Soboba Band of Luiseno Indians, California
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Table E. Eligible Tribal Governments
40 Sycuan Band of the Kumeyaay Nation
41 Table Mountain Rancheria
42 Tejon Indian Tribe
43 Torres Martinez Desert Cahuilla Indians, California
44 Tule River Indian Tribe of the Tule River Reservation, California 45 Twenty-Nine Palms Band of Mission Indians of California 46 Wilton Rancheria, California
47 Yuhaaviatam of San Manuel Nation
Mandatory Pass-Through Requirement for City and County Applicants Authorizing statute requires that all city and county grantees pass through at least 50 percent (50%) of the grant funds they receive to one or more of the following:
• Non-governmental, community-based organizations.
• Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (e.g., Office of Violence Prevention, Office of Neighborhood Safety, etc.). Note: if the city or county designates this type of department or agency as the applicant entity, the 50 percent pass-through requirement will be automatically met.
• Tribal governments.
City and county applicants will be asked to show how they plan to allocate these pass-through funds in the Project Budget attachment.
Funds paid to professional grants management organizations, consulting firms, auditors, and evaluators do not count toward meeting this pass-through obligation.
Advance Payments
BSCC is required to make 20 percent (20%) of a grantee’s total award available at the start of the grant period. Please refer to page 29 for more information on the advance payment and invoicing processes.
No Match Requirement
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Project Description
Target Population
Authorizing statute mandates that projects funded by the CalVIP grant funds “shall be primarily focused on providing violence intervention services to the small segment of the population that is identified as high risk of perpetrating or being victimized by community gun violence in the near future.” (Pen. Code, § 14131, subd. (c).)
The applicant will be asked to describe how it will “identify, engage, and provide violence intervention services” to the appropriate target population. The target population may look different for every applicant, based on a community’s unique make-up and needs.
Projects and Activities Eligible for Funding
Authorizing statute mandates that CalVIP grants “shall be used to develop, support, expand, and replicate evidence-based community gun violence reduction initiatives, including, without limitation, hospital-based violence intervention programs, evidence-based street outreach programs, and focused deterrence strategies, that seek to interrupt cycles of community gun violence and retaliation in order to reduce the incidence of homicides, shootings, and aggravated assaults.” (Pen. Code, § 14131, subd. (c).) Within this statutory definition, applicants have discretion in designing a project that best fits the scope of the problem and the needs of the target population. Applicants will be asked to describe the project, how the project was selected, the services implemented as a part of the project, why they think the project will work in their community, and what outcomes they hope to achieve.
Table 5 includes examples of the types of violence intervention services that may be funded by this grant. This is not an exhaustive list, and applicants are not restricted to the examples listed here.
Applicants may choose to incorporate one or more different project components or services in order to reach the small segment of the population that is identified as high risk of perpetrating or being victimized by community gun violence in the near future. #18..
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Table 5. Examples of Violence Intervention Services
Eligible to be Funded by the CalVIP Grant
(May include, but is not limited to):
❖ Hospital-Based Violence Intervention
❖ Focused Deterrence (e.g., Group Violence Intervention) ❖ Street Outreach
❖ Credible Messengers/Mentoring
❖ Therapeutic Behavioral Services
❖ Survivor Centered Supports
❖ Incident Response/Rumor Control
❖ Gun Diversion
❖ Employment/Job Training
❖ Intensive Case Management
❖ Behavioral Health Services
Regardless of the type of project and/or services selected, applicants will be asked to cite evidence and/or provide information “indicating that the proposed violence reduction initiative would likely reduce the incidence of community gun violence in the proposed service area within the grant period.” (Pen. Code, §14131, subd. (f)(4).). Please refer to Appendix E, Glossary of Terms, for descriptions of these services and other resources.
Capacity Building and Technical Assistance
Many community gun violence reduction initiatives require technical assistance and training in order to be implemented correctly and with fidelity to the model. Special funding has been set aside that will allow BSCC to provide a limited amount of outside capacity building and technical assistance for CalVIP grantees. CalVIP grantees may also choose to use their grant funds to obtain any specialized technical assistance or training.
Ineligible Grant Expenditures
CalVIP grant funds may not be used for the following:
• Gun buyback programs
• Firearms, weapons, weapons systems, ammunition, or tactical training1 • High-tech surveillance or monitoring equipment and intelligence systems (e.g., shot spotter, gang database)
• “Scared Straight” type programs
• Acquisition of real property/real estate
• International travel
1Tactical training could include firearms, tactical movement, tactical combat and/or SWAT training. #18..
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Eligible Grant Expenditures that Require Special Approval Post Grant Award The BSCC recognizes that offering meals, incentives, and participant support items can help maximize participation among clients engaged in services. CalVIP grant funds may be used to purchase meals or snacks, items or activities used as program incentives, and participant support items, only if they are used to encourage program participation, reward participants who meet certain documented milestones, or celebrate program completion. In all cases, there must be a direct link to grant-funded activities.
Applicants should be advised that once a Grant Agreement is executed, explicit prior written approval from the BSCC is required for the purchase of any of the items listed above and for participant travel, even if these items were included in the original application’s proposed budget.
Grantees will be required to maintain and provide detailed documentation for any meals, incentives, and travel purchased with grant funds. Discretion for final approval of any purchases under this section lies with the BSCC. Purchases should not be made until the BSCC approves the written request. The BSCC shall not be obligated to reimburse purchases made with CalVIP grant funds without prior approval.
For additional information on eligible and ineligible costs, refer to the BSCC Grant Administration Guide, found on the BSCC Website.
Using the Principles of Evidence-Based Practice2
The BSCC is committed to supporting a focus on better outcomes in the criminal justice system and those involved in it. CalVIP grant funds must be used to support interventions and strategies rooted in documented evidence showing they reduce community gun violence while also considering the needs of the target communities and individual participants.
Applicants are therefore required to use data to drive conscientious decision-making in the development, implementation, and appraisal of their overall projects. Applicants should be able to demonstrate that their proposal is linked to the implementation of interventions and strategies supported by data.
The extent to which an applicant can demonstrate that the strategy they have chosen has been shown to be effective at reducing community gun violence will be evaluated as a part of the rating process. In developing a proposal, applicants should focus on the following three (3) basic principles:
2 Lowenkamp and Latessa, 2003, Lowenkamp, 2003; Lowenkamp & Latessa, 2005a; Lowenkamp and Latessa, 2005b; Center for Criminal Justice Research and the Corrections Institute at the University of Cincinnati, Correctional Program Checklist Assessment.
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1. Is there evidence or data to suggest that the intervention or strategy is likely to work, i.e., produce a desired benefit?
For example, was the intervention or strategy selected by the project used by another entity with documented positive results? Is there published research/information on the chosen intervention that demonstrates its effectiveness? Is the intervention or strategy being used by another entity with a similar problem and similar target population?
2. Once an intervention or strategy is selected, will you be able to demonstrate that it is being carried out as intended?
For example, does this intervention or strategy provide for a way to monitor quality control or continuous quality improvement? If this intervention or strategy was implemented by another entity, are there procedures in place to ensure the model is being closely followed (so the project is more likely to achieve similar desired outcomes)?
3. Is there a plan to collect data that will allow for an appraisal of whether the intervention or strategy worked?
For example, will the intervention or strategy selected allow for the collection of data or other information so outcomes can be measured at the conclusion of the project? Are there or will there be processes in place to identify, collect, and analyze that data/information?
Applicants are encouraged to develop an overall project that incorporates these principles and is tailored to fit the needs of the communities they serve. Plans to measure the effectiveness of a project should include the use of both qualitative and quantitative data/information. While quantitative data/information is based on numbers and mathematical calculations, qualitative data/information is based on written or spoken narratives. The purpose of quantitative data/information is to explain, predict, and/or control events through focused collection of numerical data, while the purpose of qualitative data/information is to explain and gain insight and understanding of events through collection of narrative data/information.
Organizational Capacity and Coordination
Applicants will be rated, in part, on how well they demonstrate they have the experience, a staffing plan, and any partnerships necessary to implement the proposed strategy. If an applicant is unable to identify staff and/or subcontractors until after the grant is awarded, the applicant should explain, at a minimum, the process and criteria by which they will select staff and/or subcontractors after award.
Distinct from administrative staff and partners, applicants must also demonstrate how they plan to ensure that the staff who deliver the services or work with the target population in the field have backgrounds and experience that are culturally relevant to the proposed strategy and/or target area/population (to include racial/ethnic diversity, gender diversity, current or prior system involvement, etc.).
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Successful applicants are strongly encouraged to take stock of existing programs in order to identify those that might conflict with, compete with, or duplicate the intervention or strategy they are proposing to implement.
Data Collection, Reporting and Evaluation Requirements
Projects selected for funding will be required to submit Quarterly Progress Reports (QPRs) to the BSCC and complete an evaluation of their grant-funded project that focuses on the achievement of the project’s goals and objectives. Completion of the evaluation requires the submission of a Local Evaluation Plan (LEP) and Local Evaluation Report (LER). A summary of the QPRs, LEP, and LER follows. More detailed information and evaluation-related resources will be made available to grantees.
The BSCC will also be conducting a statewide evaluation of the impact of the community gun violence prevention and intervention initiatives funded by the CalVIP grant program. The focus of the statewide evaluation is to report on the impact of the grant funds across all, and subgroups, of the grant-funded projects. This contrasts with grantees’ evaluation of their grant-funded projects which focus on their project’s specific goals and objectives. The primary data collection instrument for the BSCC’s statewide evaluation will be the QPR and information gathered from grantees through their LEPs, LERs, and interviews.
Quarterly Progress Reports
Grant recipients are required to submit QPRs to the BSCC. The QPRs are a critical element in BSCC’s monitoring and oversight process and the primary data collection tool for the BSCC’s statewide evaluation.
A brief outline of the types of information and data grantees will be required to report through the QPRs follows. Once grants are awarded, BSCC staff will update the design of the QPR to ensure the data collected reflects the projects that were funded. Grantees will have an opportunity to provide feedback before the QPR is finalized. Applicable forms and instructions will be available to grantees on BSCC’s website after the Grantee Orientation.
Types of data and information gathered through the QPRs:
• Grantee progress in implementing common project implementation activities (i.e., partnerships, staffing, training, enrollment process, programming, data collection/evaluation and quality assurance). For each activity, grantees will report their implementation status (not started, planning, started, complete, N/A) and provide a narrative description of their progress, accomplishments, and/or challenges. • Grantee progress in achieving their project’s goals and objectives. For each goal and its associated objectives, grantees will describe their progress toward achieving the goal, any challenges achieving the goal or objectives, and, if applicable, how the challenges are being addressed.
• Aggregate data for project participants including:
o Demographic information for age, gender identity, race or ethnicity, risk level, education, employment status, and housing status.
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o Services received during the reporting period by specific service categories (e.g., case management, mentoring, community engagement/outreach, After-School Programming).
o Outcomes achieved (e.g., improved education/employment/housing status, reduced risk, other positive outcomes). Grantees will report on outcomes appropriate for their project and participants.
• Project-level qualitative (narrative) information related to detecting and interrupting cycles of violence and project highlights or success stories.
Local Evaluation Plan
The purpose of the LEP is to ensure that the grantee has a plan in place at the beginning of the project to collect the data and information necessary to, at the conclusion of the grant period, report on the extent to which the project’s goals and objectives, as included in the proposal, were achieved. The LEP is expected to include a detailed description of the data and information that will be collected for each goal and its associated objectives and detailed descriptions of the data management, analysis and reporting plans. The plan should be developed before the project starts or during project implementation before services or activities begin. Generally, modifications to the plan may occur during the grant period to address challenges or lessons learned. Appendix F provides the guidelines for the LEP. The LEP is due no later than June 30, 2026.
Local Evaluation Report
The purpose of the LER is to document the extent to which the project achieved its goals and objectives. Implementation of the LEP should ensure the grantee has the data and information necessary to do so. Appendix F provides the guidelines for the LER. The LER is due no later than June 30, 2029.
Recommendation for Data Collection Evaluation Efforts
To ensure that grantees can comply with the BSCC’s data collection and reporting requirements in a meaningful way that benefits the applicants, their communities, and the State of California, it is highly recommended that grantees budget at least five (5) percent of the total grant award for data collection and evaluation efforts. These efforts include the resources necessary to complete the QPRs; develop and write the LEP, implement the LEP; and analyze data and write the required LER.
Applicants are also encouraged to use outside evaluators to ensure objective and impartial evaluations. Specifically, applicants are encouraged to partner with institutions of higher learning universities, state universities, community colleges, and other research entities.
In addition, applicants are strongly encouraged to identify research partners early on and include them in the development of the proposal, so that the goals and objectives listed in the Project Work Plan are measurable.
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Additional BSCC Grant Requirements
BSCC Grant Agreement
Applicants approved for funding by the BSCC Board are required to enter into a Grant Agreement with the BSCC. Grantees must agree to comply with all terms and conditions of the Grant Agreement. A sample BSCC Grant Agreement can be found on the BSCC CalVIP website.
The Grant Agreement start date is expected to be January 1, 2026.
Grant Agreements are considered fully executed only after they are signed by both the Grantee and the BSCC, and the BSCC is in receipt of all required attachments including documentation of signing authority (i.e., Governing Board Resolution). Work, services, and encumbrances cannot begin prior to the Grant Agreement start date. Any work, services, and encumbrances that occur after the start date but prior to Grant Agreement execution may not be reimbursed.
Grantees and all subgrantees are responsible for maintaining their Grant Agreement, all invoices, records, and relevant documentation for at least three (3) years after the final payment under the Grant Agreement.
Please note: The BSCC may elect not to enter into a Grant Agreement with your organization if any of the following are true:
• Your organization had a BSCC grant terminated in the past three years. • Your organization has overdue deliverables that have not been submitted (e.g., Final Local Evaluation Report).
• Your organization has unpaid financial obligations due to the BSCC.
Signing Authority
Before the grant award can be finalized and funds awarded, successful city and county applicants must submit either a resolution from its Governing Board that delegates authority to the individual authorized to execute the grant agreement or sufficient documentation indicating that the individual who signs the grant agreement has been vested with plenary authority to execute grant agreements (e.g., a municipal ordinance or city/county ordinance/charter delegating such authority to a city manager or department head).
CBO applicants or business entities with boards of directors must provide evidence that the person signing the grant agreement has signing authority, which may include articles of incorporation, bylaws, or a board resolution conferring authority to the signatory.
This documentation is not required at the time of proposal submission, but applicants are advised that the grant agreement will not be fully executed, nor will any financial invoices be processed for reimbursement until the required documentation has been received by the BSCC. A sample Governing Board Resolution can be found in Attachment E. #18..
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Advance Payments and Invoicing - NEW
BSCC is required to make 20 percent of a grantee’s total award available at the start of the grant period. During the grant award process, grantees will be given the option of accepting the advance or proceeding with a traditional cost-reimbursement model.
Once the Grant Agreement has been fully executed, the State Controller’s Office (SCO) will issue the advance payment in the form of a warrant (check) mailed to the individual designated as the Financial Officer for the grant.
With the exception of the one-time advance payment, disbursement of grant funds occurs on a reimbursement basis for costs paid out (i.e., actual expenditures) during a reporting period. All grantees must submit invoices to the BSCC on either a monthly or quarterly basis through the online process no later than 45 days following the end of an invoicing period, whether or not an advance payment was received or funds were expended. (Grantees will make their choice between monthly or quarterly invoices at the time they execute their contracts.) For grantees that choose to receive an advance payment, BSCC will withhold a minimum of 50 percent of funds claimed on each invoice toward reconciliation of the advance until the full advance is expended and accounted for. The goal is to have the advanced amount expended and accounted for by the end of the second year of the grant. Grantees that fail to submit invoices, fail to report expenditures commensurate with implementation of the project, and/or fail to expend the advance by the end of the second year of the grant, will receive a warning and may be subject to withholding of the full amount claimed on an invoice until the full advance is expended and accounted for.
Grantees must maintain adequate supporting documentation for all costs claimed on invoices.
BSCC staff will conduct a desk review process which requires grantees to submit documentation to support all grant funds claimed during the invoicing period. BSCC reserves the right to request any and all supporting documentation on any invoice. In addition, BSCC staff will conduct onsite monitoring visits that will include a review of documentation maintained as substantiation for project expenditures with grant funds.
Refer to page 48 of the BSCC Grant Administration Guide for more detail.
Supplanting
Supplanting is the deliberate reduction in the amount of federal, state, or local funds being appropriated to an existing program or activity because grant funds have been awarded for the same purposes. Supplanting is strictly prohibited for all BSCC grants. CalVIP grant funds shall be used to support new program activities or to augment or expand existing program activities but shall not be used to replace existing funds. When using outside funds as match, applicants must be careful not to supplant.
It is the responsibility of the grantee to ensure that supplanting does not occur. The grantee must keep clear and detailed financial records to show that grant funds are used only for allowable costs and activities.
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Audit Requirements
Grantees are required to provide the BSCC with a program specific compliance audit that covers the service delivery period of the grant (January 1, 2026 to December 31, 2028). The audit report will be due no later than June 30, 2029. The program specific compliance audit must be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county or city’s project financial management functions. Expenses for the final audit may be reimbursed for actual costs up to $25,000.
In addition, the BSCC reserves the right to call for a program compliance or financial audit at any time between the execution of the grant agreement and three (3) years following the end of the grant period.
The Department of General Services, the California State Auditor, the Department of Finance or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this grant.
Grantee Orientation Process
Following the start of the grant period, BSCC staff will conduct a mandatory Grantee Orientation (on a date to be determined later). The purpose of this mandatory session is to review the program requirements, invoicing and budget modification processes, data collection and reporting requirements, as well as other grant management and monitoring activities. Typically, the Project Director, Financial Officer, Day-to-Day Contact and (for cities) one Community Partner must attend. Grantees are strongly encouraged to include their evaluator, if already hired/designated.
If an in-person training is scheduled, Grant recipients may use CalVIP grant funds for travelrelated expenditures such as airfare, mileage, meals, lodging, and other per diem costs.
Applicants should include potential travel costs in the budget section of the proposal under the “Other” category for this single day event.
Travel
Travel is usually warranted when personal contact by project staff is the most appropriate method of conducting project-related business. Travel to and from training conferences may also be allowed. The most economical method of transportation, in terms of direct expenses to the project and the employee's time away from the project, must be used. Projects are required to include sufficient per diem and travel allocations for project-related personnel, as outlined in the Grant Award, to attend any mandated BSCC training conferences or workshops outlined in the terms of the program.
• Units of Government
Units of government may follow either their own written travel and per diem policy or the State’s policy. Units of government that plan to use cars from a state, county, city, district carpool, or garage may budget either the mileage rate established by the carpool or garage, or the state mileage rate, not to exceed the loaning agency rate. #18..
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• Non-Governmental Organizations (NGOs)
An NGO receiving BSCC funds must use the State travel and per diem policy, unless the grantee’s written travel policy is more restrictive than the State's, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares. This policy applies equally to NGOs that receive grant funds directly from the BSCC and those that receive grant funds indirectly through a subcontract with another NGO that received a BSCC grant award.
• Out-of-State Travel
Out-of-state travel is restricted and only allowed in exceptional situations. Even if previously authorized in the Grant Award, grantees must submit to the BSCC a separate formal request (on grantee letterhead) for approval that includes a detailed justification and budget information. Grantees must receive written approval from BSCC prior to incurring expenses for out-of-state travel.
• International Travel
State grant funds may not be used for international travel.
Debarment, Fraud, Theft or Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:
1. debarred by any federal, state, or local government entities during the period of debarment; or
2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.
Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the grant contract.
The BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.
All applicants must complete Attachment X certifying that they are in compliance with the BSCC’s policies on debarment, fraud, theft and embezzlement. #18..
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Compliance Monitoring Visits
The BSCC staff will monitor each project to assess whether the project is in compliance with grant requirements and making progress toward grant objectives. As needed, monitoring visits may also occur to provide technical assistance on fiscal, programmatic, evaluative, and administrative requirements.
For your reference, the Comprehensive Monitoring Visit checklist can be found on the BSCC Website.
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Overview of the RFP Process
Confirmation of Receipt of Proposal
Upon submission of a proposal, applicants will receive a confirmation email generated by the Submittable Application Portal stating that the proposal has been received.
Technical Compliance Review and Eligibility Assessment
All proposals will undergo a technical compliance review before moving forward to the proposal rating process. Items that will result in disqualification are listed in the table below.
DISQUALIFICATION CRITERIA
PLEASE REVIEW CAREFULLY
The following will result in an automatic disqualification:
• Proposal submission is not received by 5:00 P.M. (PST) Monday, August 18, 2025. (Allow sufficient time to upload all required documents in the BSCC Submittable Application Portal. Do not wait until the last minute!) • Proposal (with all required attachments) is not submitted via the BSCC Submittable Application Portal. Email submissions will not be accepted. • The applicant is not an eligible city, county, tribe or community-based organization.
• For eligible CBO applicants:
▪ The applicant does not meet eligibility requirements listed on page 12. ▪ The applicant has proposed to provide primary services in an area outside of eligible cities or tribes.
• For eligible city or county applicants:
▪ The applicant does not show the required minimum 50 percent (50%) pass through amount in their Project Budget attachment.
• Budget Attachment (Excel attachment) is not uploaded and submitted through the BSCC Submittable Application Portal, is blank, or the total amount requested exceeds the maximum funding thresholds allowed (refer to Table 4 on page 16).
• Attachments are illegible.
• Attachments will not open, or the files are corrupted.
NOTE: Disqualification means that the proposal will not move forward to the Scoring Panel for the Proposal Rating Process, and, therefore, will NOT be considered for funding. #18..
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Proposal Rating Process
Unless disqualified, proposals will advance to the Proposal Rating Process. Proposals will be evaluated in accordance with the BSCC’s Grant Proposal Evaluation Process and as described below. Scoring Panel members will read and assign ratings to each proposal in accordance with the prescribed rating factors listed in the table below. Scoring Panel members will base their ratings on how well an applicant addresses the criteria listed under each rating factor within the Proposal Narrative and Budget sections. Scoring Panel member ratings, once submitted to the BSCC, will be final.
At the conclusion of this process, applicants will be notified of the funding recommendations. It is anticipated the BSCC Board will act on the recommendations at its meeting on November 20, 2025. Neither applicants nor their partners or subcontractors are permitted to contact members of the ESC, Scoring Panel or the BSCC Board to discuss proposals.
Rating Factors
The five (5) Rating Factors that will be used and the maximum points assigned to each are shown in the table below. Applicants will be asked to address each of these factors in narrative form as a part of their proposal. The CalVIP ESC assigned a percent value to each of the five (5) Rating Factors, correlating to its importance within the overall project (refer to Percent of Total Value column).
CalVIP Rating Factors Point Range Percent of
Total Value
Weighted Rating
Factor Score
1 Project Need 0 - 5 15% 30
2 Project Description 0 - 5 40% 80
3 Project Organizational Capacity and
Coordination 0 - 5 25% 50
4 Project Data Collection & Evaluation 0 - 5 10% 20
5 Project Budget 0 - 5 10% 20
Total: 100% 200
Scoring Panel members will rate an applicant’s response to each Rating Factor on a scale from 0 to 5, according to the Six-Point Rating Scale shown below. Each Rating Factor then will be weighted according to the Percent of Total Value (as determined by the ESC) associated with the Rating Factor to arrive at the final Weighted Rating Factor Score. The Weighted Rating Factor Scores are then added together for a Total Score.
The maximum possible proposal score is 200.
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PART I, Page | 35
Six Point Rating Scale
Not
Responsive
0 Poor
1 Fair
2 Satisfactory
3 Good
4 Excellent
5 The
response
fails to
address the
criteria.
The
response
addresses
the criteria in
a very
inadequate
way.
The response
addresses the
criteria in a nonspecific or
unsatisfactory
way.
The response
addresses
the criteria in
an adequate
way.
The response
addresses the
criteria in a
substantial
way.
The response
addresses the
criteria in an
outstanding
way.
Scoring Threshold/Minimum Score
To be considered for funding, a proposal must meet a threshold of 60 percent (60%), or minimum proposal score of 120 total points.
BSCC Funding Decisions
Applicants will compete for funds within their applicable Applicant Category (refer to Table 4 and Tables A, B, C, D, and E). Once the proposals have been scored and ranked, BSCC will move down the ranked lists to fund all qualified applicants in each of the seven (7) Applicant Categories until all funds in that category are exhausted. Applicants that fall at the cut-off point may be offered a partial award if there are not sufficient remaining funds to make a full award.
If funding remains in one or more categories, the following will occur:
1. Remaining funds will be used to provide funding to applicants in other funding categories.
Funding priority will be given to the highest scoring partially funded applicant.
2. If funding remains after all partially funded applicants have been fully funded, the remaining funds will be used to fund any additional qualified applicants. Funding priority will be given to the remaining highest scoring applicant(s).
If an applicant or grantee relinquishes an award, BSCC has authority to offer that award to the next qualifying applicant(s) on the ranked list.
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PART I, Page | 36
Key Dates
The following table shows a timeline of key dates related to the CalVIP Grant.
Activity Date
Release Request for Proposals February 14, 2025
Grant Information Session for Prospective Applicants March 11, 2025 Letter of Intent Due to the BSCC (optional) March 14, 2025 Proposals Due to the BSCC August 18, 2025
Proposal Rating Process and Development of Funding
Recommendations August-October 2025
BSCC Board Considers Funding Recommendations November 20, 2025 Notices to Applicants December 15, 2025
Grant Period Begins January 1, 2026
Mandatory New Grantee Orientation February or March 2026 Local Evaluation Plan Due June 30, 2026
Grant Service Project Period Ends December 31, 2028
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PART II, Page | 37
PART II: PROPOSAL INSTRUCTIONS
The following section contains pertinent information on how to complete the CalVIP Cohort 5 Grant Proposal Package. The proposal and all required attachments are provided on the BSCC CalVIP website.
Proposal Narrative and Budget Guidelines
The five (5) Rating Factors will be addressed in two separate parts, the Proposal Narrative and the Budget Attachment, as shown here:
Section Rating Factor Percent
Value Addressed In:
1 Project Need 15%
Proposal Narrative
2 Project Description 40%
3 Project Organizational Capacity and Coordination 25%
4 Project Data Collection and Evaluation 10%
5 Project Budget 10%
Separate Excel
Attachment
Instructions for Proposal Narrative
Applicants will complete the Proposal Narrative by accessing the BSCC Submittable Application Portal (refer to Submittable Instructions on page 3) and responding to a series of prompts.
The Proposal Narrative section must address Rating Factors 1-4, as listed in the table above.
Within each section, address the Rating Criteria (found on the following pages) in a cohesive, comprehensive narrative format. Within the Proposal Narrative, each Rating Factor has a character limit as shown below:
Rating Factor Total
Characters
Microsoft Word
Equivalent*
1 Project Need 4,474 Up to 2 (Two) Pages
2 Project Description 11,185 Up to 5 (Five) Pages
3 Project Organizational Capacity and
Coordination 6,711 Up to 3 (Three) Pages
4 Project Data Collection and Evaluation 4,474 Up to 2 (Two) Pages *Assumes text is in a Microsoft Word document in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing.
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Character Counter
The BSCC Submittable Application Portal includes an automatically enabled character counter.
This feature shows the number of characters used and the remaining number of characters before the limit is met. If the limit is exceeded, a red prompt will appear with the message "You have exceeded the character limit." The Submittable Application Portal will not allow applicants to submit the narrative sections until they comply with all character limit requirements.
Bibliography
Applicants may, but are not required to, include a bibliography containing citations, using either the Modern Language Association (MLA) or American Psychological Association (APA) style in the “OPTIONAL Bibliography” field in the BSCC Submittable Application Portal. The bibliography may not exceed 2,218 total characters (includes punctuation, numbers, spaces, and any text).
In Microsoft Word, this is approximately one (1) page in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing.
Required Attachments
In addition to the Proposal Narrative, the following attachments, located on the BSCC CalVIP website, must be completed and uploaded in the identified fields in the BSCC Submittable Application Portal at the time of submission (except for Documentation of Signing Authority):
• Budget Attachment (Attachment A)
• CalVIP Cohort 5 Project Work Plan (Attachment B)
• Criteria for Non-Governmental Organizations and Independent Contractors Receiving BSCC Grant Funds as Subcontractors (Attachment C)
• Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement (Attachment D)
• Documentation of Signing Authority – Sample (not required at time of submission, but must be submitted before after award is made) (Attachment E) Note: Letters of general support (i.e., from elected officials, community members, etc.) will not be accepted. If these are uploaded to Submittable, they will be discarded. #18..
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Proposal Narrative Rating Factors
Section 1: Project Need (Percent of Total Value: 15%)
Within this section, address the criteria that defines the Project Need Rating Factor (refer to table below) in a cohesive, comprehensive, and concise narrative format.
Project Need: The applicant described a need that is pertinent to the intent of the grant. The elements that comprise this Rating Factor are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.
1.1 Project target area/population
Identify and describe the project’s target area and/or target population to improve public health and safety by supporting effective community gun violence reduction projects in communities that are disproportionately impacted by community gun violence (per AB 762).
1.2 Supporting data and information
Provide quantitative or qualitative data or information that shows the target area and/or target population are at high risk of perpetrating community gun violence or being victimized by community gun violence in the near future. All data or information sources must be cited.
1.3 Community needs and service gaps
Describe the need(s) of the target area and/or target population that will be addressed by the project. This description should include:
• Dynamics contributing to existing community gun violence in the targeted area. • Service gaps that are connected to the target area and/or target population. #18..
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Section 2: Project Description (Percent of Total Value: 40%) Within this section address the criteria that defines the Project Description Rating Factor (refer to table below) in a cohesive, comprehensive, and concise narrative format.
Project Description: The applicant provided a description of the project that is related to the identified need and the intent of the grant. The elements that comprise this Rating Factor are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.
2.1 Project strategy and intervention
Describe the evidence-based community gun violence reduction project (per AB 762).
This description should include:
• How the applicant will identify, engage, and serve individuals from the target population.
• Key components of the project, including a description of the proposed interventions and services.
• How the project will help meet the unmet needs of the target area and/or population identified in the Project Need section.
2.2 Project efficacy
Provide relevant evidence and explanation indicating that the project will likely reduce “the incidence of community gun violence in the applicant’s community within the grant period without contributing to mass incarceration” (Pen. Code, § 14131, subd. (g).).
2.3 Participant engagement
Describe how the applicant will address each of the following for project participants:
• Overcoming any inability to access and/or serve those individuals. • Maintaining sustained engagement.
• Tailoring services to participants’ needs; for example, the use of risk/needs assessments.
2.4 Project Work Plan
Provide a Project Work Plan (Attachment B) that:
• Identifies the clearly defined and measurable goal(s) and objectives for the project (refer to Appendix E for definitions).
• Identifies how the goal(s) will be achieved in terms of the activities, responsible staff/subcontractors, and start and end dates.
• Is aligned with the Project Need and Project Description narrative responses. #18..
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Section 3: Project Organizational Capacity and Coordination (Percent of Total Value: 25%) Within this section address the criteria that defines the Project Organizational Capacity and Coordination Rating Factor (refer to table below) in a cohesive, comprehensive, and concise narrative format.
Organizational Capacity and Coordination: The applicant described their organization’s ability to implement the project. The elements that comprise this Rating Factor are listed below.
Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.
3.1 Fiscal and administrative capacity and accountability Describe the applicant and subcontractor’s capacity to administer the grant to ensure the project is implemented as proposed. This description shall include:
• The applicant’s fiscal capacity, experience, current staffing, community support, and partnerships the applicant will use to implement the project. • If staff and/or subcontractors are to be selected after the grant is awarded, then specify the process and criteria for selecting those staff and/or subcontractors. • For city or county applicants, the plan for the applicant’s required minimum fifty percent (50%) pass-through process.
3.2 Cultural relevance and credibility
Describe the applicant and subcontractor’s capacity to effectively engage the target population. This shall include descriptions of:
• How the project staff and subcontractor(s) will incorporate principles of cultural relevance and utilize trauma-informed practices and approaches. • How the applicant’s administration (staff, leadership, board members, etc.) incorporates or will incorporate people impacted by community gun violence, including system-impacted and/or formerly/currently system-involved individuals to contribute to the project’s design, implementation, and evaluation.
3.3 Training and expertise
Describe the applicant’s and subcontractors’ capacity and/or experience to provide violence intervention services. This description shall include:
• The applicant and/or subcontractor’s past and/or ongoing experience providing violence intervention services with the target population. • A reasonable and realistic plan for training and supporting the project staff and/or subcontractors who will deliver the project to the target population. • Describe your approach for supporting the overall wellbeing of staff to ensure project sustainability and staff retention; for example, providing living wages, mental health/counselling services, wellness activities, etc. #18..
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3.4 Coordination and partnership
Describe how the project will “enhance coordination of existing community gun violence prevention and intervention programs and minimize duplication of services in the proposed service area” (Pen. Code, § 14131, subd. (f)(3).). This shall include a description of efforts regarding:
• Where relevant, how the applicant will engage with other systems (e.g. schools, public health, etc.) as it pertains to community gun violence prevention and intervention services in the target area and/or population. • Where relevant, how the applicant will “coordinate with tribal governments located near or within the planned service delivery area” (Pen. Code, § 14131, subd. (f)(3).).
Section 4: Project Data Collection and Evaluation (Percent of Total Value: 10%) Within this section address the criteria that defines the Project Data Collection and Evaluation Rating Factor (refer to table below) in a cohesive, comprehensive, and concise narrative format.
Project Data Collection and Evaluation: The applicant described how it will collect data and evaluate the effectiveness of the project. The elements that are to comprise this Rating Factor are listed below. Addressing each element does not itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that is to be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.
4.1 Data and evaluation management
Describe the plan to determine the project staff and/or entity that will conduct the project data collection and evaluation activities and how they will be incorporated in the various phases of the project; for example, start-up, implementation, service delivery period, etc.
4.2 Tracking and monitoring
Describe the plan to collect data and other information to measure the success and impact of your project in line with the goals and objectives listed in the Project Work Plan (refer to Attachment B). If the outcomes you propose to track require you to collect data from an outside entity, describe your plan for obtaining data and entering into data sharing agreements if needed.
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Proposal Budget Instructions
As part of the application process, applicants are required to complete and upload a Project Budget with Budget Narrative (“CalVIP Cohort 5 Budget Attachment”) in the identified field on the BSCC Submittable Application Portal. The CalVIP Cohort 5 Budget Attachment (an Excel workbook) is provided on the BSCC CalVIP website.
• Detailed instructions for completing the Budget Attachment are listed in the Instructions tab of the Excel workbook.
Applicants are solely responsible for the accuracy and completeness of the information entered in the Budget Attachment. All project costs must be directly related to the objectives and activities in the project. Do not submit an annual budget; the grant funds requested in the Budget Attachment must cover the entire grant period.
Generally, once an award is approved by the Board, the proposed budget becomes the approved grant budget and will be incorporated in the Standard Grant Agreement. However, applicants should be aware that budgets will be subject to review and approval by the BSCC staff to ensure all proposed costs listed within the Project Budget are allowable and eligible for reimbursement. In these situations, the revised grant budget will be used for the Grant Agreement. For additional guidance related to grant budgets, refer to the July 2023 BSCC Grant Administration Guide.
Project Budget Rating Factor
Section 5: Project Budget Attachment (Percent of Total Value: 10%) Project Budget: The applicant provided a complete Budget Attachment for the project. The elements against which the Budget Attachment will be rated are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated. The response will be evaluated with a single rating based on a scale of 0-5.
5.1 Complete budget
Provide complete and detailed budget information with language to support each budget category, as applicable. The expenses must be appropriate to the project.
5.2 Use of grant funds
Demonstrate how the amount of grant funds requested is “commensurate with the scope of the applicant’s proposal and the applicant’s demonstrated need for additional resources to address community gun violence in the applicant’s community” (Pen.
Code, § 14131, subd. (h).).
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PART III: APPENDICES & ATTACHMENTS
This section includes the following Appendices and Attachments:
• Appendix A: CalVIP Cohort 5 Executive Steering Committee Roster (reference only) • Appendix B: BSCC’s Crime Data Analysis
• Appendix C: Cities, Counties, and Tribal Governments Eligible for CalVIP Funding • Appendix D: City and County Population Indexes
• Appendix E: Glossary of Key Terms and Resources (reference only) • Appendix F: Guidelines for the Local Evaluation Plan and Local Evaluation Report • Attachment A: CalVIP Project Budget and Budget Narrative (REQUIRED) • Attachment B: CalVIP Cohort 5 Project Work Plan (REQUIRED) • Attachment C: Criteria for Non-Governmental Organizations and Independent Contractors Receiving BSCC Grant Funds as Subcontractors (REQUIRED) • Attachment D: Certification of Compliance with BSCC Policies Regarding Debarment, Fraud, Theft, and Embezzlement (REQUIRED)
• Attachment E: Sample Governing Board Resolution or Other Proof of Signing Authority (not required at time of application, but must be submitted prior to contract execution)
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Appendix A: CalVIP Cohort 5 Executive Steering Committee Membership Name Title & Organizational Affiliation From
1 Janet Gaard, Chair Retired Judge & Board Member, BSCC Sacramento 2 Mike Villegas Lieutenant, Palm Springs Police Department Palm Springs 3 Ari Freilich Director, Office of Gun Violence Prevention, CA Department of Justice Sacramento
4 Mike McLively Policy Director, Giffords Center on Violence Intervention
San
Francisco
5 Refujio “Cuco”
Rodriguez Hope And Heal Fund San Louis Obispo
6 Thaddeus Smith III African American Black Parent Advisory Chairperson, Stockton Unified School District Stockton
7 Dr. David Richardson Retired Los Angeles
8 Greg Fidell
Combating Crimes and Guns Initiative Senior
Manager, Brady Center to Prevent Gun
Violence
Los Angeles
9 Brian Barnes Assistant Sheriff, San Joaquin County San Joaquin County
10 Elena Costa Violence Prevention Program Section Chief California Department of Public Health Sacramento
11 Keycha Gallon CEO & Founder, Keyz 2 The Future Non-Profit Organization Bay Area
12 Dr. Adrienne Hillman
Program Officer, Trauma Prevention
Partnerships, California Community
Foundation
Los Angeles
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Appendix B: BSCC’s Crime Data Analysis
In defining “disproportionately impacted by community gun violence,” the CalVIP ESC used the definitions provided by AB 762, which states that a city is considered to be disproportionately impacted by community gun violence if any of the following criteria are true:
(1) The city experienced 20 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.
(2) The city experienced 10 or more homicides per calendar year and had a homicide rate that was at least 50 percent higher than the statewide homicide rate during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.
(3) An applicant otherwise demonstrates a unique and compelling need for additional resources to address the impact of community gun violence in the applicant’s community.
Under the definitions provided in criteria 1 and 2 from AB 762, the BSCC identified 19 cities that were considered disproportionately impacted by community gun violence and therefore eligible to apply for the grand funds.
The CalVIP ESC determined a city had a “unique and compelling need” if the city ranked in the top 25 percent for assault with firearm rate statewide and had at least 25 assaults with firearm incidents during two (2) or more of the three (3) calendar years immediately preceding the grant application.
Using this definition of “unique and compelling need,” the BSCC identified an additional 44 cities that were considered disproportionately impacted by community gun violence. This brought the total number of cities eligible to apply for the general funds to 63.
The analysis of crime data was restricted to the 445 cities contained in both the California Department of Finance E-4 report (Population Estimates for Cities, Counties, and the State, 2021-2024, with 2020 Census Benchmark) and the Department of Justice’s Open Justice report (Crimes and Clearances with Arson – 1985-2023). The following 32 cities were not included in the analysis, as data was absent from one of the data bases used: Amador, Bear Valley, Blue Lake, Broadmoor, Calipatria, Colfax, Corte Madera, Half Moon Bay, Kensington, Lake Shastina, Larkspur, Lathrop, Live Oak, Loomis, Loyalton, Maricopa, Millbrae, Plymouth, Point Arena, Portola, Portola Valley, San Anselmo, San Carlos, San Joaquin, San Juan Bautista, Shasta Lake, Stallion Springs, Tehama, Trinidad, Wasco, Willows, and Woodside.
Should one of these 32 cities submit a proposal, BSCC will contact that city directly and gather the relevant statistics to ascertain whether it qualifies for eligibility. #18..
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Appendix C: Cities, Counties, and Tribal Governments Eligible for CalVIP Funding
Table 1. Cities Eligible to Apply for CalVIP Funding
City Population Criteria 1 Criteria 2 Criteria 3
1 Adelanto 36,422 X
2 Anaheim 339,175 X
3 Antioch 115,282 X X
4 Atwater 31,390 X
5 Bakersfield 407,835 X X X
6 Banning 31,046 X
7 Barstow 24,759 X
8 Bell 33,414 X
9 Bellflower 77,014 X
10 Carson 92,403 X
11 Cathedral City 51,045 X
12 Chico 107,639 X
13 Colton 52,841 X
14 Commerce 12,055 X
15 Compton 94,016 X X X
16 Corcoran 21,437 X
17 Cudahy 22,327 X
18 Delano 51,841 X
19 Desert Hot Springs 32,380 X
20 Fresno 543,087 X X X
21 Gardena 59,896 X
22 Hawthorne 85,886 X
23 Huntington Park 53,384 X
24 Indio 89,978 X
25 Inglewood 106,628 X X
26 Lakewood 80,365 X
27 Lancaster 172,460 X X X
28 Lemon Grove 27,517 X
29 Lompoc 43,591 X
30 Long Beach 459,630 X X X
31 Los Angeles 3,804,420 X X X
32 Lynwood 66,424 X
33 Maywood 24,572 X
34 Merced 90,120 X
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Table 1. Cities Eligible to Apply for CalVIP Funding
City Population Criteria 1 Criteria 2 Criteria 3
35 Modesto 216,734 X
36 Montclair 37,246 X
37 Montebello 61,730 X
38 Norwalk 101,496 X
39 Oakland 427,305 X X X
40 Palm Springs 43,802 X
41 Palmdale 166,089 X
42 Paramount 52,331 X
43 Pico Rivera 61,014 X
44 Pittsburg 74,736 X
45 Pomona 151,132 X X
46 Porterville 62,508 X
47 Richmond 113,122 X
48 Sacramento 519,466 X X X
49 San Bernardino 225,620 X X X
50 San Diego 1,383,623 X X
51 San Francisco 842,224 X X
52 San Jose 970,772 X X
53 Sanger 26,286 X
54 Santa Ana 308,041 X
55 Santa Maria 109,687 X
56 Selma 24,395 X
57 South Gate 92,701 X
58 Stockton 315,685 X X X
59 Tulare 69,565 X
60 Vallejo 122,220 X X X
61 Victorville 136,346 X X
62 Visalia 142,968 X X
63 Yuba City 68,984 X
Table 2. Counties Eligible to Apply for CalVIP Funding
County Population
1 Alameda County 1,650,656
2 Butte County 206,579
3 Contra Costa County 1,145,274
4 Fresno County 1,010,914
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Table 2. Counties Eligible to Apply for CalVIP Funding
County Population
5 Kern County 906,165
6 Kings County 151,629
7 Los Angeles County 9,819,312
8 Merced County 285,193
9 Orange County 3,141,065
10 Riverside County 2,428,580
11 Sacramento County 1,576,639
12 San Bernardino County 2,172,694
13 San Diego County 3,290,423
14 San Francisco County 842,224
15 San Joaquin County 783,903
16 Santa Barbara County 442,342
17 Santa Clara County 1,902,799
18 Solano County 445,506
19 Stanislaus County 545,753
20 Sutter County 98,248
21 Tulare County 474,680
Table 3. Tribal Governments Eligible to Apply for CalVIP Funding Tribal Government CalVIP Eligible
County
1 Mechoopda Indian Tribe of Chico Rancheria, California Butte County 2 Berry Creek Rancheria of Maidu Indians of California Butte County 3 Enterprise Rancheria of Maidu Indians of California Butte County 4 Mooretown Rancheria of Maidu Indians of California Butte County 5 Big Sandy Rancheria of Western Mono Indians of California Fresno County 6 Cold Springs Rancheria of Mono Indians of California Fresno County 7 Table Mountain Rancheria Fresno County
8 Tejon Indian Tribe Kern County
9 Santa Rosa Indian Community of the Santa Rosa Rancheria, California Kings County
10 Morongo Band of Mission Indians, California Riverside County 11 Augustine Band of Cahuilla Indians, California Riverside County 12 Twenty-Nine Palms Band of Mission Indians of California Riverside County #18..
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Table 3. Tribal Governments Eligible to Apply for CalVIP Funding Tribal Government CalVIP Eligible
County
13 Cabazon Band of Cahuilla Indians Riverside County
14 Agua Caliente Band of Cahuilla Indians of the Agua Caliente Indian Reservation, California Riverside County
15 Soboba Band of Luiseno Indians, California Riverside County 16 Pechanga Band of Indians Riverside County
17 Cahuilla Band of Indians Riverside County
18 Ramona Band of Cahuilla, California Riverside County 19 Santa Rosa Band of Cahuilla Indians, California Riverside County 20 Torres Martinez Desert Cahuilla Indians, California Riverside County 21 Buena Vista Rancheria of Me-Wuk Indians of California Sacramento County 22 Wilton Rancheria, California Sacramento County
23 Chemehuevi Indian Tribe of the Chemehuevi Reservation, California
San Bernardino
County
24 Fort Mojave Indian Tribe of Arizona, California & Nevada San Bernardino County
25 Yuhaaviatam of San Manuel Nation San Bernardino
County
26 Campo Band of Diegueno Mission Indians of the Campo Indian Reservation, California San Diego County
27 Capitan Grande Band of Diegueno Mission Indians of California San Diego County 28 Capitan Grande Band of Diegueno Mission Indians of California (Barona Group of Capitan Grande Band of Mission Indians of the Barona Reservation, California)
San Diego County
29 Capitan Grande Band of Diegueno Mission Indians of California:
Viejas (Baron Long) Group of Capitan Grande Band of Mission Indians of the Viejas Reservation, California
San Diego County
30 Ewiiaapaayp Band of Kumeyaay Indians, California San Diego County 31 Iipay Nation of Santa Ysabel, California San Diego County 32 Inaja Band of Diegueno Mission Indians of the Inaja and Cosmit Reservation, California San Diego County
33 Jamul Indian Village of California San Diego County
34 La Jolla Band of Luiseno Indians, California San Diego County 35 La Posta Band of Diegueno Mission Indians of the La Posta Indian Reservation, California San Diego County
36 Los Coyotes Band of Cahuilla and Cupeno Indians, California San Diego County 37 Manzanita Band of Diegueno Mission Indians of the Manzanita Reservation, California San Diego County
38 Mesa Grande Band of Diegueno Mission Indians of the Mesa Grande Reservation, California San Diego County
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Table 3. Tribal Governments Eligible to Apply for CalVIP Funding Tribal Government CalVIP Eligible
County
39 Pala Band of Mission Indians San Diego County
40 Pauma Band of Luiseno Mission Indians of the Pauma & Yuima Reservation, California San Diego County
41 Rincon Band of Luiseno Mission Indians of Rincon Reservation, California San Diego County
42 San Pasqual Band of Diegueno Mission Indians of California San Diego County 43 Sycuan Band of the Kumeyaay Nation San Diego County
44 Middletown Rancheria of Pomo Indians of California Santa Barbara County 45 Santa Ynez Band of Chumash Mission Indians of the Santa Ynez Reservation, California Santa Barbara County
46 California Valley Miwok Tribe, California Stanislaus County 47 Tule River Indian Tribe of the Tule River Reservation, California Tulare County #18..
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Appendix D: City and County Population Indexes
City Population Index
Source: California Department of Finance, Population Estimates, January 1, 2023 Large Cities (Population 400,001+)
City Population
1 Bakersfield 407,835
2 Fresno 543,087
3 Long Beach 459,630
4 Los Angeles 3,804,420
5 Oakland 427,305
6 Sacramento 519,466
7 San Diego 1,383,623
8 San Francisco 842,224
9 San Jose 970,772
Medium & Small Cities (Population 1 – 400,000)
City Population
1 Adelanto 36,422
2 Anaheim 339,175
3 Antioch 115,282
4 Atwater 31,390
5 Banning 31,046
6 Barstow 24,759
7 Bell 33,414
8 Bellflower 77,014
9 Carson 92,403
10 Cathedral City 51,045
11 Chico 107,639
12 Colton 52,841
13 Commerce 12,055
14 Compton 94,016
15 Corcoran 21,437
16 Cudahy 22,327
17 Delano 51,841
18 Desert Hot Springs 32,380
19 Gardena 59,896
20 Hawthorne 85,886
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Medium & Small Cities (Population 1 – 400,000)
City Population
21 Huntington Park 53,384
22 Indio 89,978
23 Inglewood 106,628
24 Lakewood 80,365
25 Lancaster 172,460
26 Lemon Grove 27,517
27 Lompoc 43,591
28 Lynwood 66,424
29 Maywood 24,572
30 Merced 90,120
31 Modesto 216,734
32 Montclair 37,246
33 Montebello 61,730
34 Norwalk 101,496
35 Palm Springs 43,802
36 Palmdale 166,089
37 Paramount 52,331
38 Pico Rivera 61,014
39 Pittsburg 74,736
40 Pomona 151,132
41 Porterville 62,508
42 Richmond 113,122
43 San Bernardino 225,620
44 Sanger 26,286
45 Santa Ana 308,041
46 Santa Maria 109,687
47 Selma 24,395
48 South Gate 92,701
49 Stockton 315,685
50 Tulare 69,565
51 Vallejo 122,220
52 Victorville 136,346
53 Visalia 142,968
54 Yuba City 68,984
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County Population Index
Source: California Department of Finance, Population Estimates, January 1, 2023 Large Counties (Population 700,001+)
County Population
1 Alameda County 1,650,656
2 Contra Costa County 1,145,274
3 Fresno County 1,010,914
4 Kern County 906,165
5 Los Angeles County 9,819,312
6 Orange County 3,141,065
7 Riverside County 2,428,580
8 Sacramento County 1,576,639
9 San Bernardino County 2,172,694
10 San Diego County 3,290,423
11 San Francisco County 842,224
12 San Joaquin County 783,903
13 Santa Clara County 1,902,799
Medium and Small Counties (Population 1 – 700,000)
County Population
1 Butte County 206,579
2 Kings County 151,629
3 Merced County 285,193
4 Santa Barbara County 442,342
5 Solano County 445,506
6 Stanislaus County 545,753
7 Sutter County 98,248
8 Tulare County 474,680
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Appendix E: Glossary of Key Terms and Resources
Case Management
The Commission for Case Manager Certification defines case management as a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet the client's health and human service needs. It is characterized by advocacy, communication, and resource management and promotes quality and costeffective interventions and outcomes.
Case management is an area of specialty practice within the health and human services professions. Its underlying premise is that everyone benefits when clients reach their optimum level of wellness, self-management, and functional capability. Case management facilitates the achievement of client wellness and autonomy through advocacy, assessment, planning, communication, education, resource management and service facilitation. Based on the needs and values of the client, and in collaboration with all service providers, the case manager links clients with appropriate providers and resources throughout the continuum of health and human services and care settings, while ensuring that the care provided is safe, effective, client-centered, timely, efficient, and equitable. This approach achieves optimum value and desirable outcomes for all community partners and interested parties.
Collective Efficacy
Social cohesion describes how residents think and feel about their neighborhood. Collective efficacy describes what residences are willing to do to improve their neighborhoods. Although social cohesion is the foundation of collective efficacy, at the core of collective efficacy are the willingness to intervene and the capacity for informal social control. https://nij.ojp.gov/topics/articles/collective-efficacy-taking-action-improve-neighborhoods Cognitive Behavioral Therapy
According to the American Psychological Association, cognitive behavioral therapy (CBT) is a form of psychological treatment that has been demonstrated to be effective for a range of problems including depression, anxiety disorders, alcohol and drug use problems, marital problems, eating disorders, and severe mental illness. Numerous research studies suggest that CBT leads to significant improvement in functioning and quality of life. In many studies, CBT has been demonstrated to be as effective as, or more effective than, other forms of psychological therapy or psychiatric medications.
It is important to emphasize that advances in CBT have been made on the basis of both research and clinical practice. Indeed, CBT is an approach for which there is ample scientific evidence that the methods that have been developed actually produce change. In this manner, CBT differs from many other forms of psychological treatment.
CBT is based on several core principles, including:
1. Psychological problems are based, in part, on faulty or unhelpful ways of thinking.
2. Psychological problems are based, in part, on learned patterns of unhelpful behavior.
3. People suffering from psychological problems can learn better ways of coping with them, thereby relieving their symptoms and becoming more effective in their lives. #18..
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CBT treatment usually involves efforts to change thinking patterns. These strategies might include:
• Learning to recognize one's distortions in thinking that are creating problems, and then to reevaluate them in light of reality.
• Gaining a better understanding of the behavior and motivation of others. • Using problem-solving skills to cope with difficult situations. • Learning to develop a greater sense of confidence is one's own abilities.
CBT treatment also usually involves efforts to change behavioral patterns. These strategies might include:
• Facing one's fears instead of avoiding them.
• Using role playing to prepare for potentially problematic interactions with others. • Learning to calm one's mind and relax one's body.
• Not all CBT will use all of these strategies. Rather, the psychologist and patient/client work together, in a collaborative fashion, to develop an understanding of the problem and to develop a treatment strategy.
CBT places an emphasis on helping individuals learn to be their own therapists. Through exercises in the session as well as “homework” exercises outside of sessions, patients/clients are helped to develop coping skills, whereby they can learn to change their own thinking, problematic emotions, and behavior.
CBT therapists emphasize what is going on in the person's current life, rather than what has led up to their difficulties. A certain amount of information about one's history is needed, but the focus is primarily on moving forward in time to develop more effective ways of coping with life.
Cultural Relevance
Practicing cultural relevance can be defined as:
1. the ongoing process of acquiring an understanding of how the values, beliefs, attitudes, and traditions of racial, ethnic, religious, sexual orientation, gender identity, socioeconomic, and other groups contribute to our own and other people’s cultures;
2. learning about personal circumstances, conditions, nature, and experiences that influence our own and other people’s thinking, behavior, and community roles;
3. acknowledging differences and similarities in power and privilege among groups of people; and
4. using this knowledge to work effectively with all people. #18..
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Diversion3
In the context of criminal law, diversion refers to diverting an individual out of the criminal justice system by having them complete a diversion program rather than be incarcerated or serve another alternative sentence. Criminal charges are typically dropped when an individual successfully completes a diversion program. The purpose of a diversion program is to effect rehabilitation while avoiding the stigma of a criminal conviction.
A diversion program allows the individual to avoid prosecution by completing various requirements for the program. These requirements could include:
1. Education aimed at preventing future offenses by the offender,
2. Restitution to victims of the offense,
3. Completion of community service hours,
4. Avoiding situations for a specified period of time in the future that may lead to committing another such offense.
Diversion programs are usually only available to individuals charged with misdemeanors and nonviolent felonies involving drugs or alcohol. In some jurisdictions, diversion may be available to individuals charged with domestic violence, child abuse or neglect, traffic-related offenses, or even writing bad checks. Diversion programs are primarily governed by state laws, which vary by state.
Focused Deterrence
Focused deterrence strategies are problem-oriented strategies that follow the core principles of deterrence theory. The strategies target specific criminalized behavior committed by a small number of individuals identified as being high risk of committing or being involved in violence who are vulnerable to sanctions and punishment. These individuals are directly engaged and informed that continued violence and criminalized behavior will not be tolerated. Targeted individuals are also informed about how the criminal legal system (such as the police and prosecutors) may respond to continued criminalized behavior; mainly that all potential sanctions, or levers, will be applied. The deterrence-based message is reinforced through intense engagement of individuals, or groups of individuals (group or collective violence), who continue to create harm despite previous attempts to intervene. In addition to deterring violent behavior, the strategies also reward positive behavior change among targeted individuals by providing significant financial incentives for participation and positive behavior as a gateway to developing intrinsic motivation that arises from internal and not external rewards.
Focused deterrence strategies generally target youth and adults engaged in group violence.
Many focused deterrence interventions have primarily targeted incidents of homicide and serious violence (criminalized activities that usually involve repeated violent behavior) in urban settings (Kennedy 2006).
3 Diversion Law and Legal Definition, US Legal, https://definitions.uslegal.com/d/diversion/ #18..
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The focused deterrence framework was developed in Boston during the 1990s. Operation Ceasefire (Boston) was a problem-oriented policing project to stop serious group violence by directly communicating to groups of individuals that violence would no longer be tolerated and was backed by harsh legal sanctions for those who continued to engage in or commit harm.
At the same time, youth workers, probation and parole officers, and other community-based organizations offered services and resources to groups engaged in criminalized behaviors.
While certain aspects of Ceasefire are beneficial, such as the targeted efforts, threats of or enacting harsh sanctions are not. CBOs should be prioritized in the response, and the response should be restorative and non-punitive.
At a general level, the approach of focused deterrence strategies should include the following:
1. Selecting a particular crime problem (such as homicide),
2. Convening an interagency working group that may include law enforcement, and prioritize social service, and community-based practitioners,
3. Developing a response to individuals or groups of individuals that uses a variety of sanctions (“pulling levers”) to stop continued violent behavior,
4. Focusing social services and community resources on target individuals identified by law enforcement, and
5. Directly and continually communicating with individuals to offer support and provide a better understanding of the implications of violence on individuals and communities.
For more information on focused deterrence, please review the links below:
1. https://www.crimesolutions.gov/Practice Profile Details
2. National Network for Safe Communities – Group Violence Intervention: An Implementation Guide
3. National Network for Safe Communities – Custom Notifications
4. The National Network for Safe Communities – Drugs, Race, and Common Ground:
Reflections on the High Point Intervention
Goal versus Objective
Goals and objectives are terms in common use, sometimes used interchangeably because both refer to the intended results of program activities. Goals are longer-term than objectives, more broadly stated, and govern the specific objectives to which program activities are directed.
In proposals, goals are defined by broad statements of what the program intends to accomplish, representing the long-term intended outcome of the program. 4 Examples of goal statements include:5
4 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition). Retrieved from www.jrsa.org/pubs/juv-justice/programevaluation.pdf. See also New York State Division of Criminal Justice Services. A Guide to Developing Goals and Objectives for Your Program. Retrieved from http://www.criminaljustice.ny.gov/ofpa/goalwrite.htm. 5 Id. at p. 4.
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• To reduce the number of youth repeating criminalized behaviors. • To divert youth who commit nonviolent crimes from state juvenile correctional institutions.
• To restore the losses suffered by the victims of crimes.
Objectives are defined by statements of specific, measurable aims of program activities. 6 Objectives detail the tasks that must be completed to achieve goals. 7 Descriptions of objectives
in the proposals should include three elements:
8 1. Direction – the expected change or accomplishment (e.g., improve, maintain);
2. Timeframe – when the objective will be achieved; and
3. Target Population– who is affected by the objective.
Examples of program objectives include:9
• By the end of the program, youth suffering from addiction will recognize the long-term consequences of drug use.
o To place eligible youth in an intensive healing program within two weeks of adjudication to ensure offender accountability and community safety. • To ensure that youth carry out all of the terms of the mediation agreements they have worked out with their victims by program completion.
Hospital-Based Violence Intervention Programs (www.nnhvip.org) Hospital-based violence intervention programs (HVIPs) vary in the specifics of their design and scope, but typically include a brief intervention in the emergency department or at hospital bedside and post-discharge intensive community-based case management services. HVIP services are provided by culturally competent Violence Prevention Professionals who often also serve in a mentorship capacity. HVIPs are rooted in the philosophy that violence is preventable, and that violent injury offers a “teachable moment” and unique opportunity to break cycles of violence. HVIPs embrace a public health approach to violence prevention as they are grounded in data which indicate that victims of violence are at elevated risk for reinjury and violence perpetration. This model has been the subject of numerous peer-reviewed studies indicating promising impact on injury recidivism, criminal justice contact, and trauma symptoms. HVIPs are now a recommended practice by the federal government.
This strategy aims to (1) provide trained crisis intervention and long-term case management and mentoring home visits and follow-up assistance to youth who are hospitalized for violent injuries, on probation, or identified as being highly at risk for dropout or suspension from school, 6 National Center for Justice Planning. Overview of Strategic Planning. Where Do We Want to Be? Goals and Objectives. Retrieved from https://web.archive.org/web/20180116031203/http:/ncjp.org/strategicplanning/overview/where-do-we-want-be/goals-objectives. 7 Id.; see supra fn 1.
8 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition) p. 5. Retrieved from www.jrsa.org/pubs/juv-justice/programevaluation.pdf 9 Id.
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as well as to their family and friends; (2) prevent retaliatory violence and reduce the total number of youth injured by interpersonal violence; (3) reduce reentry into the hospital and the criminal justice system; (4) prevent dropout and suspension from school for violent incidents; (5) link youth with local resources that help them live nonviolent lifestyles; and (6) provide positive peer role models and promote positive alternatives to violence.
For more information on hospital-based intervention, please review the links below:
1. National Network of Hospital-based Violence Intervention Programs: www.nnhvip.org
2. Key Components of Hospital-based Violence Intervention Programs
3. The Health Alliance for Violence Intervention: www.thehavi.org Mentoring
For more information on mentoring, please review the links below:
1. The Center for Evidence-Based Mentoring
2. Mentor Resources and Publications
3. How to Start a Mentoring Program
Principles of Effective Intervention
During the past two decades, there has been renewed interest in examining correctional research. These efforts have been led by researchers such as Gendreau, Andrews, Cullen, Lipsey and others.10 Much evidence has been generated, leading to the conclusion that many rehabilitation programs have, in fact, produced significant reductions in recidivism. The next critical issue became the identification of those characteristics most commonly associated with effective programs. Through the work of numerous scholars (Andrews et al., 199011; Cullen and Gendreau, 200012; Lipsey 199913), several “principles of effective intervention” have been identified. These principles can be briefly categorized as the following:
• Assess Actuarial Risk/Needs
• Enhance Intrinsic Motivation
• Target Interventions
o Risk Principle
o Need Principle
o Responsivity Principle
o Dosage
o Treatment Principle
• Skill Train with Directed Practice
10 For a thorough review of this research, see Cullen, F.T. and B.K. Applegate. 1998. Offender rehabilitation:
Effective correctional intervention. Brookfield, Vt.: Ashgate Darthmouth. 11 Andrews, D.A., I. Zinger, R.D. Hoge, J. Bonta, P. Gendreau and F.T. Cullen. 1990. Does correctional treatment work? A clinically relevant and psychologically informed meta-analysis. Criminology 28(3):369-404. 12 Cullen, F.T. and P. Gendreau. 2000. Assessing correctional rehabilitation: Policy, practice, and prospects. In Criminal justice 2000: Volume 3 – Policies, processes, and decisions of the criminal justice system, ed. J. Horney, 109-175. Washington, D.C.: U.S. Department of Justice, National Institute of Justice. 13 Lipsey, M.W. 1999. Can intervention rehabilitate serious delinquents? The Annuals of the American Academy of Political and Social Science, 564(2):142-166.
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• Increase Positive Reinforcement
• Engage Ongoing Support in Natural Communities
• Measure Relevant Processes/Practices
• Provide Measurement Feedback
Street Outreach
Street outreach typically occurs inside the framework of a cooperative relationship with other agencies, including probation, law enforcement, social services, and schools. Outreach workers are referred to as “street” outreach workers because their work is not office-based or even institutional- or school-based, but occurs primarily in the targeted neighborhoods, at the street and home level. The model relies on the use of culturally appropriate staff that respond to shootings to prevent retaliation and detect and resolve conflicts that are likely to lead to shootings. They develop relationships with high-risk individuals who are likely to engage in gun violence and link them with resources such as education and job training. Staff collaborates with neighborhood organizations and other community groups to organize neighborhood events and public education activities that promote a no-shooting message. The strategy aims to change behaviors, attitudes, and social norms directly related to gun violence.
Example of Street Outreach: The Cure Violence Approach (www.cvg.org) Cure Violence is an example of a street outreach model that is used around the country. The Cure Violence model was developed in 1995 by the Chicago Project for Violence Prevention, under the auspices of the University of Illinois at Chicago’s School of Public Health. Cure Violence takes a public health approach to stopping shootings and killings, focusing on interrupting violence and the transmission of norms that promote it.
Using a multi-pronged approach to prevent shootings involving youth and young adults from ages 14-25, the model relies on the use of culturally appropriate staff who respond to shootings to prevent retaliation and detect and resolve conflicts that are likely to lead to shootings. They develop relationships with high-risk individuals who are likely to engage in gun violence and link them with resources such as education and job training. Staff collaborates with neighborhood organizations and other community groups to organize neighborhood events and public education activities that promote a no-shooting message. The strategy aims to change behaviors, attitudes, and social norms directly related to gun violence.
Cure Violence stops the spread of violence by using the methods and strategies associated with disease control:
1. Detecting and interrupting conflicts
Trained violence interrupters and outreach workers prevent shootings by identifying and mediating potentially lethal conflicts in the community and following up to ensure that the conflict does not reignite.
a. Prevent Retaliations: Whenever a shooting happens, trained workers immediately work in the community and at the hospital to cool down emotions and prevent retaliations – working with the victims, friends and family of the victim, and anyone else connected with the event.
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b. Mediate Ongoing Conflicts: Workers identify ongoing conflicts by talking to key people in the community about ongoing disputes, recent arrests, recent prison releases, and other situations and use mediation techniques to resolve them peacefully.
c. Keep Conflicts ‘Cool’: Workers follow up with conflicts for as long as needed, sometimes for months, to ensure that the conflict does not become violent.
2. Identifying and treating the highest risk individuals Trained, culturally-appropriate outreach workers work with the highest risk individuals to make them less likely to commit violence by meeting them where they are at, talking to them about the costs of using violence, and helping them to obtain the social services they need – such as job training and drug treatment. a. Access Highest Risk: Workers utilize their trust with high-risk individuals to establish contact, develop relationships, begin to work with the people most likely to be involved in violence.
b. Change Behaviors: Workers engage with high-risk individuals to convince them to reject the use of violence by discussing the cost and consequences of violence and teaching alternative responses to situations.
c. Provide Treatment: Workers develop a caseload of clients who they work with intensively – seeing several times a week and assisting with their needs such as drug treatment, employment, leaving gangs.
3. Mobilizing the community to change norms
Workers engage leaders in the community as well as community residents, local business owners, faith leaders, service providers, and the high risk, conveying the message that the residents, groups, and the community do not support the use of violence.
a. Respond to Every Shooting: Whenever a shooting occurs, workers organize a response where dozens of community members voice their objection to the shooting.
b. Organize Community: Workers coordinate with existing and establish new block clubs, tenant councils, and neighborhood associations to assist. c. Spread Positive Norms: Program distributes materials and hosts events to convey the message that violence is not acceptable.
System-Impacted
Berkely Underground Scholars defines system-impacted as a person who is legally, economically, or familiarly affected in a negative way by the incarceration of a close relative.
System-impacted also includes people who have been arrested and/or convicted without incarceration.
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Appendix F: Level One Evaluation Requirement
Guidelines for the Local Evaluation Plan and Local Evaluation Report For the CalVIP grant program, the Board of State and Community Corrections (BSCC) requires grantees to complete a Level One Evaluation of their grant-funded project. A Level One Evaluation focuses on achievement of the project’s goals and objectives.
Demonstration of completing this requirement will require the submission of two documents, a Local Evaluation Plan and a Local Evaluation Report. Both are described below along with their due dates.
• Local Evaluation Plan (LEP) – A written document that describes the data collection, management, and analysis and reporting plan that will be implemented to ensure that achievement of the project’s goals and objectives can and will be assessed.
Ideally it should be developed before the project starts or during project implementation, before services or activities begin.
• Local Evaluation Report (LER) – A written document that provides the interpretation of various data elements intended to assess whether the project was successful in achieving its goals and objectives.
These guidelines identify the minimum required content that must be included within each document, respectively.
Local Evaluation Plan
Cover Page
The cover page provides a descriptive report title and identifies the grantee(s), author(s), project period, and funding source.
Project Overview
This section provides a concise overview of the project's activities, services, or interventions, emphasizing their relevance to the target population (if applicable). The information provided should focus on the essential information necessary to understand the project's goals and objectives (next section). It should not describe the need for the project. This section shall not exceed two (2) pages in length.
Data Collection Plan
For each of the project’s goals and associated objectives, this section identifies the data elements, including their source and frequency of collection, that will be used to measure their achievement. To complete this section, first use the table template provided (refer to example below) to list each of the project’s goals and associated objectives as documented in the grant agreement.14 One table template should be used for each goal and its 14 The goals and objectives shall be those within the grant agreement unless changes were preapproved by the assigned BSCC Field Representative.
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associated objectives. Next, complete each table by listing, on separate rows, each distinct data element that will be collected to measure achievement toward the respective goal or its objective(s). For each data element, use the remaining columns to identify the data source, frequency of data collection, and the goal or objective that is the target. Definitions for these terms follow.
• Data element – a basic unit of information, or data, to be collected that has a unique meaning (e.g., gender, race, city, age, arrest date, graduation rate). Please note that the data elements must be logically related to the respective goal or objective it is intended to assess.
• Data source – the location from which the data element originates (e.g., intake form, case management system, standardized assessment, interview, focus group, MOU with partner agency).
• Frequency of data collection – defines how often the data element will be collected or pulled from the data source (e.g., at enrollment, at project/program exit/completion, every 6 months, annually, quarterly, during case management sessions, at course completion).
• Target – the goal or objective(s) that the data element is intended to assess.
Data Collection Plan for Goal 1 (Table Template)
Goal 1:
Objective a:
Objective b:
Objective c:
Objective d:
Data Elements Data Sources Frequency of Collection Target
1. ☐Goal
☐Objective(s):
2. ☐Goal
☐Objective(s):
3. ☐Goal
☐Objective(s):
Data Management
This section provides a concise description of the process that will be used to acquire, validate, store, protect, and monitor the data elements identified in the section(s) above.
The description shall not exceed one page and should, at a minimum, include:
• Identification of who is responsible for implementing the data collection plan(s). • Detail data sharing agreements with external partners, if applicable. • How the data will be monitored throughout the duration of the project and adjustments, if needed, will be identified and made in a timely manner to the data collection plan(s).
• How incomplete or inconsistent data will be identified and corrected. • Where the data will be stored and kept secure.
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Data Analysis and Reporting
This section provides a concise description of the process that will be used to analyze and present the data in a meaningful way. The description shall not exceed one page and should, at a minimum, include:
• Identification of who is responsible for analyzing the data. • How the data will be used to determine achievement of the goal(s) or objective(s) (e.g., comparison between two points in time).
• The analytical tools that will be used (e.g., Excel, Sheets, SPSS, SAS, R). • Identification of who is responsible for communicating the findings and writing the LER.
Local Evaluation Report
Cover Page
The cover page provides a descriptive report title and identifies the grantee(s), author(s), project period, and funding source.
Project Overview
This section provides a concise overview of the project's activities, services, or interventions, emphasizing their relevance to the target population (if applicable). The information provided should focus on the essential information necessary to understand the project's goals and objectives (next section). It should not describe the need for the project. This section shall not exceed two (2) pages in length.
Goal Achievements
For each of the project’s goals, this section(s) should highlight the most important results and analyses of the data elements collected that describe the extent to which the goal was achieved. Follow the results with a brief narrative that provides necessary context to understand the findings. The report writer can decide the proper heading(s) for this section(s). That is, rather than “Goal Achievements” as a single heading and section, a heading that is appropriate for each goal and its achievement can be used to organize the report (e.g., “Recidivism was Reduced by 50 Percent”, “85 Percent of Participants Actively Engaged in Treatment”). The goals and objectives of the project should be clearly provided either within the text of this section or by providing the data collection tables from the LEP as an appendix.15
Discussion
This section is the final portion of the report and provides a holistic description of the meaning, importance, and relevance of the achievements reported. The content may also include a discussion of limitations, challenges, recommendations for future projects, and lessons learned. This section shall not exceed one (1) page in length. 15 These should be the original goals and objectives for the project as defined in the project’s proposal unless they were modified with the approval of the assigned BSCC Field Representative. If they were modified, indicate so and provide a brief explanation for the modification. #18..
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Grantee Highlights
This section provides the grantee the opportunity to share a brief, visually appealing highlight or success story that provides additional information related to the project’s success over the grant cycle. Optional graphs, charts, or photos may be included. 16 This
highlight may be included in a statewide report for the grant program. While every effort will be made to include these in a statewide report, inclusion in the report is not guaranteed.
This section shall not exceed one (1) page in length.
Appendix (Optional)
The appendix(ices) may be provided to present the Data Collection table for each goal from the Local Evaluation Plan. Other content may be provided as appropriate. 16 The BSCC will only accept photographs in which all persons depicted are over 18 years of age and have consented to both being photographed and to the use and release of their image. By submitting photographs to the BSCC, the submitter acknowledges that all approvals have been obtained from the subjects in the photograph(s) and that all persons are over 18 years of age. Further, by submitting the photographs, the submitter irrevocably authorizes the BSCC to edit, alter, copy, exhibit, publish or distribute the photographs for purposes of publicizing BSCC grant programs or for any other lawful purpose. All photographs submitted will be considered public records and subject to disclosure pursuant to the California Public Records Act. #18..
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Attachment A: CalVIP Project Budget Template
Required Attachment: Applicants will be prompted to upload this document from the BSCC CalVIP Webpage to the BSCC Submittable Application Portal. Do not use this version.
Instructions for Budget Attachment
This Budget Attachment is Section 5. This Budget Attachment is included in the official proposal and upon submission will be rated as such per the requirements set forth in the Request for Proposals (RFP). Applicants are solely responsible for the accuracy and completeness of the information entered into this budget workbook.
CITY & COUNTY APPLICANTS - IMPORTANT - PLEASE READ:
* There is a mandatory 50% pass-through requirement for City and County Applicants. Be sure to denote these funds clearly in the budget table.
Authorizing statute requires that all city and county grantees pass through at least 50 percent (50%) of the grant funds they receive to one or more of the following:
• Non-governmental, community-based organizations (show these funds in the NGO Subcontractors line item)
• Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (show these funds in the Public Agency Subcontracts line item) • Tribal governments (show these funds in the NGO Subcontractors line item)
Enter the name of the Applicant at the top of the Project Budget worksheet. The maximum amount for which any single Applicant may apply is listed below by category:
▪ Categories 1, 2 or 6 = up to $5,000,000
▪ Category 3 = up to $2,000,000
▪ Categories 4 & 7 = up to $1,000,000
▪ Category 5 = up to $3,000,000
Applicants are encouraged to request only the amount of funds needed to support their proposal and the amount that can be justified with supporting documentation/information. All Applicants must build their proposal, objectives, activities, timelines, and budget information for all three years and six months of the grant cycle (36-month project period and 6-month audit and evaluation period).
Request funds in whole dollars only. Do not use decimals.
Applicants are limited to the use of the budget line items listed. Applicants are not required to request funds for every line item. If no money is requested for a certain line item, enter $0 in the budget table and "N/A" in the corresponding narrative. This workbook is protected. Applicants may enter information only in the unshaded cells. All other cells in the Project Budget worksheet will auto-populate based upon the applicant's entries.
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The purpose of the narrative for each corresponding line item is to provide a brief narrative description of the item(s) and how the items and amounts requested will serve to meet the stated goals, objectives, and planned activities of the project. To start a new paragraph within a narrative cell, hold down the Alt key and then press Enter. All funds must be used consistently with the requirements of the BSCC Grant Administration Guide, located on the BSCC website, including any updated version that may be posted during term of the Grant Agreement. The BSCC will notify grantees whenever an updated version is posted.
Budget Line Item Instructions
1. Salaries and Benefits: List the classification/title, percentage of time, salary or hourly rates, and benefits (if applicable) for every staff person from the Applicant that will be funded by the grant (please show the math behind the benefit calculations). Briefly describe their roles/responsibilities within the CalVIP Grant project. Applicants are encouraged to account for cost escalations and/or raises during the grant period when budgeting for salaries and benefits.
In this line item, include salaries and benefits ONLY for staff of the Applicant. Salaries and benefits associated with subcontractors should be included in the applicable line item (e.g., Professional Services, NGO Subcontractors, etc.).
2. Services and Supplies: Include and itemize all services and supplies to be purchased by the Applicant. Services and supplies purchased by subcontractors should be included in the applicable line item (e.g. Professional Services, NGO Subcontractors, etc.).
Be advised: Meals, snacks, incentives and participant support items will require separate and prior written approval by BSCC after the grant is awarded, even if included here.
3. Professional Services/Independent Contractors: List the names of any non-public agency professional consultants and/or independent contractors that will work on the project (e.g., auditors, evaluators, accountants, bookkeepers, staff trainers, technical assistance providers, etc.). Show the amount of funds allocated to each and itemize the services that will be provided. List any positions to be funded, including classification/title, percentage of time, salary or hourly rates, and benefits (if applicable).
4. Public Agency Subcontracts: List the names of any public agencies that will receive funds to work on the CalVIP Grant project. Show the amount of funds allocated to each agency and itemize the services that will be provided. List any positions to be funded, including classification/title, percentage of time, salary or hourly rates, and benefits (if applicable).
5. Non-Governmental Organization (NGO) Subcontractors: List the names of all NGOs that will work on the project providing direct services to clients. Show the amount of funds allocated to each and itemize the services that will be provided. List any positions to be funded, including classification/title, percentage of time, salary or hourly rates, and benefits (if applicable). If an NGO subcontractor has not been selected as of the date of the submission of the application, identify the amount of grant funds that will be allocated and describe the services to be provided.
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6. Equipment and Fixed Assets: Include grant funds associated with equipment and fixed assets purchased by the Applicant. Equipment and fixed assets are defined as nonexpendable personal property having a useful life of more than one year and an acquisition cost of $3,500 or more per unit. Items that do not meet this threshold should be included in the Services and Supplies category. Itemize all equipment and fixed assets to be purchased by the Applicant only. Equipment and fixed assets purchased by subcontractors should be included in the applicable line item (e.g., Professional Services, NGO Subcontractors, etc.).
Be advised: Equipment and fixed assets over $3,500 require separate and prior written approval by BSCC after the grant is awarded, even if included here.
7. Other (Travel, Staff Training, etc.): Itemize all costs that do not fit into the categories listed above, including travel and training. At a minimum, Applicants should budget for two 2-day trips to Sacramento for 3-5 key grant team members. For this line item, include "other" costs for use by the Applicant only. Similar type costs allocated by subcontractors must be included in the applicable line item (e.g., Professional Services, NGO Subcontractors, etc.).
Note: Out-of-state travel using grant funding is permissible in rare cases. The use of state funds for out-of-state travel is monitored very closely and granted only in limited cases. Outof-state travel included in the proposed budget does not guarantee automatic approval; outof-state travel requests require separate and written prior approval by the BSCC after the grant is awarded. Participant travel that exceeds $100 per day requires separate and prior written approval by BSCC after the grant is awarded, even if included here.
8. Indirect Costs: Indirect costs are shared costs that cannot be directly assigned or identified to a particular activity, but that are necessary to the operation of the organization and the performance of the project. Indirect cost guidelines can be found in the BSCC Grant Administration Guide, located on the BSCC website.
For this grant program, indirect costs may be charged to grant funds using only one of the following options:
• Organizations that do not have a federally approved indirect cost rate may request reimbursement for indirect costs not to exceed fifteen percent (15%) of the total direct costs, less equipment costs. Organizations may be required to provide a methodology or list of costs/activities to support the indirect costs charged to the grant upon request. • Organizations with a federally approved indirect cost rate may request reimbursement for indirect costs up to the federally approved indirect cost rate, not to exceed twenty percent (20%) of the total direct costs, less equipment costs. Organizations may not request more than their federally approved rate and will be required to submit their federally approved rate documentation in order to receive reimbursement.
In the Indirect Costs Narrative section, please identify the types or categories of expenses that will be supported by the indirect cost rate and what record keeping process will be used to provide source documentation. Note: A project costs must be consistently treated as either a direct or indirect cost, i.e., it cannot be included in both categories. For example, rent for office space cannot be included as an indirect cost and also be included in the methodology used to calculate indirect costs.
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2025 California Violence Intervention & Prevention (CalVIP) Grant - Project Budget and Budget Narrative
Name of Applicant:
Contract Term: January 1, 2026 - June 30, 2029
Important: This is not an annual budget. Applicants should develop a budget to cover the entire 42- month contract term.
CITY & COUNTY APPLICANTS - IMPORTANT - PLEASE READ:
* There is a mandatory 50% pass-through requirement for City and County Applicants. Be sure to denote these funds clearly in the budget table.
Authorizing statute requires that all city and county grantees pass through at least 50 percent (50%) of the grant funds they receive to one or more of the following:
• Non-governmental, community-based organizations (show these funds in the NGO Subcontractors line item)
• Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (show these funds in the Public Agency Subcontracts line item) Tribal governments (show these funds in the NGO Subcontractors line item) Note: The top table (Budget Line Items) will auto-populate based on the information entered in the sections below.
Budget Line Item Grant
Funds
1. Salaries and Benefits $0
2. Services and Supplies $0
3. Professional Services/Independent Contractors $0
4. Public Agency Subcontractors $0
5. Non-Governmental Organization (NGO) Subcontractors Providing Direct Services $0
6. Equipment/Fixed Assets $0
7. Other (Travel, Staff Training, etc.) $0
8. Indirect Costs $0
TOTAL $0
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1a. Salaries and Benefits
Position Title (Show as either % FTE or Hourly Rate) &
Benefits
Grant
Funds
Example (Hourly): Fiscal Manager $50/hour x 10 hours/month x 36 months = $18,000 + benefits @ 22% = $3,960 $21,960
Example (FTE): Counselor .25 FTE @ $60,000 x 3 years = $45,000 $45,000 $0
$0
$0
TOTAL $0
1b. Salaries and Benefits Narrative: Provide a brief description for each position that addresses their role on the grant project.
Enter narrative here. You may expand cell height if needed. 2a. Services and Supplies
Name of Services or Supplies Calculation for Expenditure Grant Funds
Example: Supportive Services (e.g., bus
passes, gas cards, hygiene items) $500 x 100 clients $50,000 $0
$0
$0
TOTAL $0
2b. Services and Supplies Narrative: Provide a brief description for each item that explains how it will be used toward fulfilling grant objectives.
Enter narrative here. You may expand cell height if needed. 3a. Professional Services/Independent Contractors
Name of Professional Service(s) Calculation for Expenditure Grant Funds
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Example: XYZ Accounting Program Compliance Audit covering 36-month service delivery period $25,000
Example: ABC Evaluation Services $ $0
$0
$0
$0
TOTAL $0
3b. Professional Services/Independent Contractors Narrative: List each Professional Services subcontractor or independent contractor (includes evaluators, accountants, bookkeepers, grants management, training, technical assistance, etc.). Provide a brief description of the services that will be provided.
Enter narrative here. You may expand cell height if needed. 4a. Public Agency Subcontracts
Description Calculation for Expense Grant
Funds
$0
$0
$0
TOTAL $0
4b. Public Agency Subcontracts Narrative: List each public agency that will receive grant funds. Provide a brief description of the services that will be provided.
Enter narrative here. You may expand cell height if needed. 5a. Non-Governmental Organization (NGO) Subcontractors Providing Direct Services Name and Description Calculation for Expenditure Grant
Funds
Example: Community Resources, Inc. 10-week Training Class $450 per client x 25 clients $11,250 $0
$0
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$0
TOTAL $0
5b. NGO Subcontractors Narrative: List each NGO subcontractor that will be providing direct client-centered services. Provide a brief description of the services that will be provided.
Enter narrative here. You may expand cell height if needed. 6a. Equipment/Fixed Assets
Description of Equipment/Fixed
Asset Calculation for Expense Grant Funds
$0
$0
$0
TOTAL $0
6b. Equipment/Fixed Assets Narrative: List any equipment or fixed assets that will be purchased with grant funds and provide a brief description of each item that explains how it will be used toward fulfilling grant objectives.
Enter narrative here. You may expand cell height if needed. 7a. Other (Travel, Staff Training, etc.)
Description Calculation for Expense Grant
Funds
$0
$0
$0
TOTAL $0
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7b. Other (Travel, Staff Training, etc.) Narrative: Provide a brief explanation for how each item listed above will contribute toward fulfilling grant objectives. Please budget for at least two 2-day trips to Sacramento for 3-5 key grant team members.
Enter narrative here. You may expand cell height if needed. 8a. Indirect Costs
Indirect costs may be charged to grant funds by choosing either Option 1) or 2) listed below:
Grant
Funds
1) Indirect costs will be charged as 15% of total direct costs, less equipment. Applicable if the organization does not have a federally approved indirect cost rate. $0 If using Option 1) grant funds allocated to Indirect Costs may not exceed: $0 2) Indirect costs will be charged up to 20% of total direct costs, less equipment. Applicable if the organization has a federally approved indirect cost rate. Amount claimed may not exceed the organization's federally approved indirect cost rate.
If using Option 2) grant funds allocated to Indirect Costs may not exceed: $0 Regardless of which option is chosen, if the amount entered in the Grant Funds column turns red, adjust it to not exceed the maximum noted just below it: TOTAL $0 8b. Indirect Costs Narrative:
Enter narrative here. You may expand cell height if needed. #18..
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Attachment B: CalVIP Project Work Plan
REQUIRED ATTACHMENT: You will be prompted to upload this document to the BSCC-Submittable Application.
Instructions: Applicants must complete a Project Work Plan using the format below. Provided goals and objectives must have a clear relationship to the need and intent of the grant. The Project Work Plan must attempt to identify activities/services and estimate timelines for the entire grant term. A minimum of one goal and corresponding objectives must be identified. Completed plans should identify:
1. the project’s top goals and objectives.
2. how the goal(s) will be achieved in terms of the activities/services, responsible staff/partners, and the timelines.
3. a list of the data elements to be collected.
(1) Goal: >
Objectives (A., B., etc.) A.>
B.
C.
Project activities and services that support the identified goal and objectives:
Responsible staff/partners Timeline
Start Date End Date
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix F for the definition of a data element. >
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(2) Goal: >
Objectives (A., B., etc.) A.>
B.
C.
Project activities and services that support the identified goal and objectives:
Responsible staff/partners Timeline
Start Date End Date
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix F for the definition of a data element. >
(3) Goal: >
Objectives (A., B., etc.) A.>
B.
C.
Project activities and services that support the identified goal and objectives:
Responsible staff/partners Timeline
Start Date End Date
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
1.>
2. 3.
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix F for the definition of a data element. >
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Attachment C: Criteria and Assurance for Non-Governmental Organizations that Receive BSCC Grant Funds as a Subcontractor
Required Attachment: Applicants will be prompted to upload this document from the BSCC CalVIP webpage to the BSCC Submittable Application Portal.
The CalVIP RFP includes requirements that apply to non-governmental organizations that receive BSCC grant funds as subcontractors. Grantees are responsible for ensuring that all subcontracted third parties continually meet these requirements as a condition of receiving any CalVIP funds. The RFP describes these requirements as follows:
Any non-governmental organization that receives CalVIP funds must:
• Have been duly organized, in existence, and in good standing at least six (6) months prior to the start date of the applicant’s Grant Agreement with BSCC.
Note: Non-governmental organizations that have recently reorganized or have merged with other qualified non-governmental organizations that were in existence prior to the six (6) month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the applicant’s Grant Agreement with BSCC.
• Be registered with the California Secretary of State’s Office, if applicable. • Have a valid business license, Employer Identification Number (EIN), and/or Taxpayer ID (if sole proprietorship).
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable.
In the table below, provide the name of the Grantee and list all subcontracted third parties.
Name of Grantee:
Refer to next page for signature block.
Name of Subcontracted
Third Party Address Email / Phone Meets All
Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
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Grantees are required to update this list and submit it to BSCC any time a new third-party subcontract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the CalVIP RFP. These records will be subject to the records and retention language found in Appendices A and C of the Standard Agreement.
The BSCC will not reimburse for costs incurred by any third party that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.
A signature below is an assurance that all requirements listed above have been met.
AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)
NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER EMAIL ADDRESS
STREET ADDRESS CITY STATE ZIP CODE
APPLICANT’S SIGNATURE (verified e-signature is acceptable) DATE x
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Attachment D: Certification of Compliance with BSCC Policies Regarding Debarment, Fraud, Theft and Embezzlement
Required Attachment: Applicants will be prompted to upload this document from the BSCC CalVIP webpage to the BSCC Submittable Application Portal.
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:
1. debarred by any federal, state, or local government entities during the period of debarment; or
2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three (3) years following conviction.
Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.
BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.
By checking the following boxes and signing below, applicant affirms that:
I/We are not currently debarred by any federal, state, or local entity from applying for or receiving federal, state, or local grant funds.
I/We have not been convicted of any crime involving theft, fraud, or embezzlement of federal, state, or local grant funds within the last three (3) years. We will notify the BSCC should such debarment or conviction occur during the term of the Grant contract.
I/We will hold subgrantees and subcontractors to these same requirements.
A grantee may make a request in writing to the Executive Director of the BSCC for an exception to the debarment policy. Any determination made by the Executive Director shall be made in writing.
AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)
NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER EMAIL ADDRESS
STREET ADDRESS CITY STATE ZIP CODE
APPLICANT’S SIGNATURE (Blue Ink or e-signature Only) DATE X
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Attachment E: Sample Governing Board Resolution
A Governing Board Resolution does not have to be uploaded at the time of submission but must be submitted in order for the Grant Agreement to be executed.
Instructions: Before the grant award can be finalized and funds awarded, applicants must provide evidence that the person signing the grant agreement has signing authority, which may include articles of incorporation, bylaws, or a board resolution conferring authority to the signatory.
Below is assurance language that should be included in a Governing Board resolution submitted to the Board of State and Community Corrections.
SAMPLE GOVERNING BOARD RESOLUTION
WHEREAS the (insert name of Applicant Agency) desires to participate in the Cohort 5 California Violence Intervention and Prevention (CalVIP) funded through the California State General Fund and administered by the Board of State and Community Corrections (hereafter referred to as the BSCC).
NOW, THEREFORE, BE IT RESOLVED that the (insert title of designated official) be authorized on behalf of the (insert name of Governing Board) to submit the grant proposal for this funding and sign the Grant Agreement with the BSCC, including any amendments thereof.
BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant expenditures controlled by this body.
Passed, approved, and adopted by the (insert name of Governing Board) in a meeting thereof held on (insert date) by the following:
Ayes:
Noes:
Absent:
Signature: _______________________________________ Date: _________________ Typed Name and Title: ___________________________________________________ ATTEST: Signature: _______________________________ Date: _________________ Typed Name and Title: _______________________________________________________ #18..
- 582 -
CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 19, 2025
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Director of Public Works
SUBJECT: California Department of Resources, Recycling and Recovery (CalRecycle) Beverage Container Recycling City/County Payment Program CONTACT: Kolton Pacheco, Solid Waste Enforcement Supervisor, [email protected], (209) 577-5493
DESCRIPTION:
Consider approving the Grant Applications, Grant Awards and amending the annual budgets for all the Beverage Container Recycling City/County Payment Programs to California Department of Resources, Recycling and Recovery. (Funding Source: Not Applicable) STRATEGIC PLAN ELEMENT:
This item is in conformance with City of Modesto 2025-2026 Strategic Plan Area: “Quality of Life”, “engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto”; Goal D: “Provide safe, efficient, and reliable infrastructure through proactive community investment, maintenance and sustainability efforts”.
BACKGROUND:
The State of California collects fees which provide funding to cities and counties to establish and maintain solid waste and various recycling programs through the California Department of Resources, Recycling and Recovery (CalRecycle). CalRecycle now has the responsibility for the administration of the solid waste, used oil, hazardous waste and various recycling program grants.
The goal of CalRecycle’s Beverage Container Payment Program (Program) is to assist cities and counties in reaching and maintaining an 80 percent recycling rate for all California Refund Value (CRV) beverage containers –aluminum, glass, plastic and bimetal and help fund litter cleanup activities. Projects implemented as a result of funding from CalRecycle will assist in reaching and maintaining this goal.
On January 14th, 2020, by Resolution No. 2020-018, Council approved applications and acceptance of the CalRecycle City/County Payment Program that expires in 2025. CalRecycle grants require a signed and dated resolution from the Agency that is applying for the grant to be #19..
- 583 -
City Council, June 24, 2025
California Department of Resources, Recycling and Recovery (CalRecycle) Beverage Container Recycling City/County Payment Program
completed every five years authorizing the City Manager, or his designee, to sign grant applications and any related forms, accept grant awards, and amend the grant budget.
DISCUSSION:
The City of Modesto applies for the Program annually on an ongoing basis, and participation in the Program is necessary to continue to fund the City’s beverage container recycling program.
The City’s program provides a variety of recycling opportunities to City residents. The Program funding allows the City to maintain its existing beverage recycling program, expand into additional public areas, and be present at a wide variety of special events. The recycling recovery and maintenance of the units requires a part-time staff person to operate a wellestablished daily route throughout the entire year that is made possible through the Program’s funding.
In addition, with the Program funding and support from CalRecycle, the City provides public outreach that encourages CRV recycling in Modesto. Staff is committed to making recycling become second nature through education, programs, community outreach, and permanently placed recycling units throughout the City.
FISCAL IMPACT:
Over the last ten years, the City has received over $500,000 in grant funds for programs to promote and facilitate CRV recycling.
This action will allow staff to continue applying for CalRecycle City/County Payment Program grants without delay through 2030.
COMMITTEE RECOMMENDATION:
This item was presented to the Finance Committee on May 19, 2025, and was recommended to forward to Council for approval.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the submittal of Grant Applications, Grant Awards, and amending the annual budgets for all Beverage Container Recycling City/County Payment Programs to the California Department of Resources, Recycling and Recovery, and authorizing the City Manager, or his designee, to execute all related documents.
Approved by:
Bill Sandhu, Director of Public Works
Joseph P. Lopez, City Manager
Attachment:
1. Resolution
#19..
- 584 -
\ -1-
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XXX
RESOLUTION APPROVING THE SUBMITTAL OF GRANT APPLICATIONS,
GRANT AWARDS, AND AMENDING THE ANNUAL BUDGETS FOR ALL
BEVERAGE CONTAINER RECYCLING CITY/COUNTY PAYMENT
PROGRAMS TO THE CALIFORNIA DEPARTMENT OF RESOURCES,
RECYCLING AND RECOVERY, AND AUTHORIZING THE CITY MANAGER,
OR HIS DESIGNEE, TO EXECUTE ALL RELATED DOCUMENTS
WHEREAS, the State of California collects fees which provide funding to cities and counties to establish and maintain solid waste and various recycling programs through the California Department of Resources, Recycling and Recovery (CalRecycle); and
WHEREAS, CalRecycle now has the responsibility for the administration of the solid waste, used oil, hazardous waste and various recycling program grants; and WHEREAS, the goal of CalRecycle’s Beverage Container Payment Program (Program) is to assist cities and counties in reaching and maintaining an 80 percent recycling rate for all California Refund Value (CRV) beverage containers –aluminum, glass, plastic and bi-metal and help fund litter cleanup activities; and WHEREAS, projects implemented as a result of funding from CalRecycle will assist in reaching and maintaining this goal; and
WHEREAS, on January 14, 2020, by Resolution No. 2020-018, Council approved applications and acceptance of the CalRecycle City/County Payment Program that expires in 2025; and
WHEREAS, CalRecycle grants require a signed and dated resolution from the Agency that is applying for the grant to be completed every five years authorizing the City Manager, or his designee, to sign grant applications and any related forms, accept #19..
- 585 -
\ -2-
grant awards, and amend the grant budget.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the submittal of grant applications, acceptance of grant awards, and amendments to the annual budgets for all Beverage Container Payment Program Grants to CalRecycle.
BE IT FURTHER RESOLVED, that the City Manager, or his designee, is authorized to sign grant applications and related forms.
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June, 2025, by Councilmember ______, who moved its adoption, which motion being duly seconded by Councilmember ______, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: __________________________
DIANE NAYARES-PEREZ, CMC, City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: _______________________________
JOSE M. SANCHEZ, City Attorney
#19..
- 586 -
CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 19, 2025
TO: Mayor & City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Director of Public Works
SUBJECT: California Department of Resources, Recycling and Recovery (CalRecycle) Used Oil Payment Program
CONTACT: Kolton Pacheco, Solid Waste Enforcement Supervisor, [email protected], (209) 577-5493
DESCRIPTION:
Consider approving submittal of Grant Applications, accepting Grant Awards, and amending the annual budgets for all Used Oil Payment Program Grants to California Department of Resources, Recycling and Recovery. (Funding Source: Not Applicable) STRATEGIC PLAN ELEMENT:
This recommended action is in conformance with City of Modesto 2025-2026 Strategic Plan Area: “Quality of Life”, “engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto”; Goal B: “Increase pride in Modesto’s diverse neighborhoods and business districts through beautification efforts and by investing in community assets and amenities.”
BACKGROUND:
The State of California collects fees which provide funding to cities and counties to establish and maintain solid waste and various recycling programs through the California Department of Resources, Recycling and Recovery (CalRecycle). CalRecycle now has the responsibility for the administration of the solid waste, used oil, hazardous waste and various recycling program grants.
On August 4, 2010, Council approved by Resolution No. 2010-322 applications to CalRecycle for all Used Oil Payment Programs, accepting payment, amending the budget and authorizing City Manager, or designee to execute all related documents.
The City of Modesto's Solid Waste Division uses grant funds to implement many of the waste reduction and recycling programs offered to City residents and businesses. #20..
- 587 -
City Council, June 24, 2025
California Department of Resources, Recycling and Recovery (CalRecycle) Used Oil Payment Program
DISCUSSION:
The CalRecycle Used Oil Payment Program (UOPP) is a state program that provides payments to local governments and other eligible entities to support their used oil and used oil filter collection and recycling efforts. It aims to encourage and incentivize the proper disposal and recycling of used oil, preventing environmental damage and promoting resource recovery. Securing this funding allows the Solid Waste division to educate the public, as well as provide resources and materials that aid in the compliance of proper oil disposal procedure.
The citizens of Modesto have traditionally responded well to the UOPP programs, leading to less illegally dumped hazardous waste. At Earth Day 2025, City staff distributed 530 supplies consisting of used oil filters and containers, rags, and buckets to residents.
This will be the 15th consecutive year in which the City of Modesto has secured funding from CalRecycle for UOPP, accepting this recommendation ensures funding to continue, along with expected outreach, education, and services be provided to our community.
FISCAL IMPACT:
Each year, the City receives approximately $30,000 in grant funds for this program.
UOPP Cycle Year Award Amount
9 2019
$
58,930.00
10 2020
$
57,762.00
11 2021
$
23,943.00
12 2022
$
29,016.00
13 2023
$
32,908.00
14 2024
$
29,432.00
15 2025
$
30,316.00
Total
$
262,307.00
Annual
Average
$
37,472.00
This action will allow staff to continue applying for and accepting the CalRecycle Used Oil Payment Program funding on an ongoing basis until rescinded by Council.
COMMITTEE RECOMMENDATION:
This item was presented to Finance Committee on May 19, 2025, and was recommended to forward to Council for approval.
#20..
- 588 -
City Council, June 24, 2025
California Department of Resources, Recycling and Recovery (CalRecycle) Used Oil Payment Program
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving submittal of Grant Applications, and Grant Awards to the California Department of Resources, Recycling and Recovery (CalRecycle) for all Used Oil Payment Programs, accepting payment, amending the annual budget and authorizing the City Manager, or his designee, to execute all related documents.
Approved by:
Bill Sandhu, Director of Public Works
Joseph P. Lopez, City Manager
Attachment:
1. Resolution
#20..
- 589 -
\ -1-
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XXX
RESOLUTION APPROVING SUBMITTAL OF GRANT APPLICATIONS, AND
GRANT AWARDS TO THE CALIFORNIA DEPARTMENT OF RESOURCES,
RECYCLING AND RECOVERY (CALRECYCLE) FOR ALL USED OIL
PAYMENT PROGRAMS, ACCEPTING PAYMENT, AMENDING THE ANNUAL
BUDGET AND AUTHORIZING THE CITY MANAGER, OR HIS DESIGNEE,
TO EXECUTE ALL RELATED DOCUMENTS
WHEREAS, the State of California collects fees which provide funding to cities and counties to establish and maintain solid waste and various recycling programs through the California Department of Resources, Recycling and Recovery (CalRecycle).
CalRecycle now has the responsibility for the administration of the solid waste, used oil, hazardous waste, and various recycling program grants; and WHEREAS, on August 4, 2010, Council approved by Resolution No. 2010-322 applications to CalRecycle for all Used Oil Payment Programs, accepting payment, amending the budget and authorizing City Manager, or designee to execute all related documents; and
WHEREAS, the City of Modesto's Solid Waste Division uses grant funds to implement many of the waste reduction and recycling programs offered to City residents and businesses; and
WHEREAS, the CalRecycle Used Oil Payment Program (UOPP) is a state program that provides payments to local governments and other eligible entities to support their used oil and used oil filter collection and recycling efforts. It aims to encourage and incentivize the proper disposal and recycling of used oil, preventing environmental damage and promoting resource recovery; and WHEREAS, each year, the City receives approximately $30,000 in grant funds #20..
- 590 -
\ -2-
for this program, an annual average of $37,472.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the submittal of grant applications, acceptance of grant awards, and amendments to the annual budgets for all Used Oil Payment Program Grants to CalRecycle.
BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized to execute all related documents.
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June 2025, by Councilmember ______, who moved its adoption, which motion being duly seconded by Councilmember ______, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: __________________________
DIANE NAYARES-PEREZ, CMC, City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: _______________________________
JOSE M. SANCHEZ, City Attorney
#20..
- 591 -
CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 20, 2025
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Director of Public Works
SUBJECT: SB1 Projects Proposed for Fiscal Year 2025-2026 CONTACT: John Sphar, Streets Manager, [email protected], 209-342-2235 DESCRIPTION:
Consider approving a list of projects to be funded with Road Repair and Accountability Act Tax proceeds for Fiscal Year 2025-2026. (Funding Source: Senate Bill 1 Funds) STRATEGIC PLAN ELEMENT:
This recommended action supports the 2025-2026 City’s Strategic Plan Area of Focus: “Quality of Life”: engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto; Goal D: ensure safe, efficient, and reliable infrastructure through proactive community investment, maintenance, and sustainability efforts; Strategy 8: Achieve and Maintain a Pavement Condition Index (PCI) Rating 70 or greater.
BACKGROUND:
The Surface Transportation Fund (STF) funds the Streets and Traffic Divisions of Public Works.
These funds support the following services: Curbs, Gutters & Sidewalks, Street Maintenance, Traffic Engineering, Traffic Operations, and Traffic Electrical. The Streets Division maintains 1,400 lane miles of streets, 1,434 miles of curb and gutter, and 1,378 miles of sidewalk. The Traffic Division maintains 201 traffic signals, 13,764 streetlights, 16 flashing beacons, 40 lighted crosswalks, 62 school flashing beacons, seven warning beacons, six crosswalk beacons, eight communication hubs, 17 roundabouts and 29,238 traffic signs.
On April 28, 2017, the Governor signed Senate Bill (SB) 11, which is known as the Road Repair and Accountability Act of 2017. The primary focus of these funds is to address basic road maintenance, rehabilitation, and critical safety needs on both the state highways and local streets and road systems. City of Modesto received $4,415,700 in FY 21-22, $4,888,093 in FY 22-23, $5,652,170 in FY 23-24, is estimated to receive $5,526,556 by Fiscal Year end 24-25 and is projected to receive $5,742,708 million in FY 25-26. 1 Senate Bill 1 – Road Repair and Accountability Act of 2017 - http://rebuildingca.ca.gov/ #21..
- 592 -
City Council, June 24, 2025
SB1 Projects Proposed for Fiscal Year 2025-2026
This is the ninth year in which the City is receiving SB1 funding which will enable the City to continue essential road maintenance, safety improvements in traffic signal and streetlight maintenance, and traffic sign and striping maintenance that would not have otherwise been possible without SB1. The City has undergone a robust public process to ensure public input regarding the community’s transportation priorities are incorporated into the project list. The City used a Pavement Management System to develop the SB1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community priorities for transportation investment.
DISCUSSION:
The funding from SB1 will help the City maintain and rehabilitate over one-hundred lane miles of residential streets throughout the City this year and multiple similar projects in the future.
The 2023 California Statewide Local Streets and Roads Needs Assessment found that the City streets and roads are in a “poor” condition, and this revenue will help the City increase the overall quality of its road system and over the next decade will bring its streets and roads into a “good” condition. Also, the SB1 project list and overall investment in the City’s local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.
The objective of the local streets and roads program is to address deferred maintenance on the local streets and roads system. Prior to receiving an apportionment of Road Maintenance and Rehabilitation Account (RMRA) funds from the Controller in a fiscal year, the City must submit to the California Transportation Commission (CTC) a list of proposed projects (Attachment A). In the attachment “Streets Project Area Map & Segment List”, the fiscal year projects are identified for RMRA funding along with neighborhoods that will receive treatment to their streets.
Projects listed in Attachment A result in the following life-cycle benefits:
Slurry seal projects that include crack seal and asphalt repairs will result in a five to seven-year life extension to existing pavement. Slurry seals have the added benefits of hardening existing asphalt, being effectively used in areas with high oxidation, sealing minor surface cracks and voids, retarding surface raveling, delineating different pavement surface areas and improving surface friction characteristics with proper aggregate.
Traffic signal and streetlight maintenance will result in a ten-year extension. Traffic sign and striping maintenance will result in a five-year life extension.
FISCAL IMPACT:
The City of Modesto estimates receiving apportionment of Road Repair and Accountability Act funding for FY 2025-26 in an amount approximating $5,742,708. Estimated total costs for SB1 funded Streets and Traffic Engineering & Operations projects for FY 2025-2026 amount to approximately $5,753,385 (total includes 5% increases in CPI, fuel index and labor & material costs). In addition, the City has carryover SB1 funds from prior years that will be used to fund the amount over the estimated apportionment for FY 2025-26. #21..
- 593 -
City Council, June 24, 2025
SB1 Projects Proposed for Fiscal Year 2025-2026
COMMITTEE RECOMMENDATION:
This proposed project list was presented to Finance Committee on May 19, 2025, and was recommended to forward to Council for approval.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the list of projects to be funded with Road Repair and Accountability Act Tax proceeds in Fiscal Year 2025-2026 in an amount up to $5,753,385, and authorizing the City Manager or his designee, to approve the projects.
Approved by:
Bill Sandhu, Public Works Director
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
2. Attachment A – Streets & Traffic FY 25-26 Proposed Projects
3. Streets – Project Area Maps & Slurry and Paving Street Segment Lists
4. Electrical - Traffic Signal Maps
#21..
- 594 -
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-
RESOLUTION APPROVING THE LIST OF PROJECTS TO BE FUNDED WITH
ROAD REPAIR AND ACCOUNTABILITY ACT TAX PROCEEDS IN FISCAL YEAR 2025-2026 IN AN AMOUNT UP TO $5,753,385, AND AUTHORIZING THE
CITY MANAGER, OR HIS DESIGNEE, TO APPROVE THE PROJECTS
WHEREAS, on April 28, 2017, Senate Bill 1 (SB1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statues of 2017) was passed by the Legislature and Signed into law by the Governor to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB1 includes accountability and transparency provisions that will ensure the residents of Modesto are aware of the projects proposed for funding in the community and which projects have been completed each fiscal year; and WHEREAS, prior to receiving an apportionment of Road Maintenance and Rehabilitation Account (RMRA) funds from the Controller in a fiscal year, the City must submit to the California Transportation Commission (CTC) a list of proposed projects (Attachment A); and
WHEREAS, the City must also adopt, by resolution, a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB1, which must include description and the location of each proposed project, a proposed schedule for projects completion, and the estimated useful life of the improvement; and
WHEREAS, this is the ninth year in which the City is receiving SB1 funding which will enable the City to continue essential road maintenance, safety improvements #21..
- 595 -
in traffic signal and street light maintenance, and traffic sign and striping maintenance that would not have otherwise been possible without SB1; and WHEREAS, the City has undergone a robust public process to ensure public input regarding the community’s transportation priorities are incorporated into the project list; and
WHEREAS, the City used a Pavement Management System to develop the SB1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community priorities for transportation investment; and WHEREAS, the funding from SB1 will help the City maintain and rehabilitate over one-hundred lane miles of residential streets throughout the City this year and multiple similar projects in the future; and
WHEREAS, the 2023 California Statewide Local Streets and Roads Needs Assessment found that the City streets and roads are in a “poor” condition, and this revenue will help the City increase the overall quality of its road system and over the next decade will bring its streets and roads into a “good” condition; and WHEREAS, the SB1 project list and overall investment in the City’s local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide; and WHEREAS, the projects listed in Attachment A include the following: The slurry seal project (program) that includes crack seal and asphalt repairs to existing pavement (Attachment – Street SB1 Maps FY 25-26); the traffic signal and street light #21..
- 596 -
maintenance; and the traffic sign and striping maintenance (Attachment – Elec SB1 Maps FY 25-26); and
WHEREAS, the City will receive funding in an estimated amount of $5,742,708 in RMRA funding in Fiscal Year 2025-26 from SB1. Estimated total costs for SB1 funded Streets and Traffic Engineering & Operations projects for FY 2025-2026 amount to approximately $5,753,385 (total includes 5% increases in CPI, fuel index and labor & material costs).
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto, that it hereby approve the list of projects, attached hereto as Attachment A, to be funded with Road Repair and Accountability Act Tax proceeds in an amount up to $5,753,385.
BE IT FURTHER RESOLVED, that the City Manager, or his designee is authorized to approve the projects.
#21..
- 597 -
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June, 2025, by Councilmember ?, who moved its adoption, which motion being duly seconded by Councilmember ?, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: ______________________________
DIANE NAYARES- PEREZ, CMC, City
Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ____________________________________
JOSE M. SANCHEZ, City Attorney
#21..
- 598 -
City of Modesto
FY25/26 SB1 Project List
Project Type Project Name Total Project Cost Estimated Project Start Date
Estimated Project
Completion Date Useful Life Locations Community Benefit Summary Slurry Seal (Crack Seal, Asphalt
repairs) Slurry Seal $2,571,250 July 1, 2025 June 30, 2026 5-7 years Various (map provided) This project will
include: Pavement
improvement (existing),
Striping Installation
(existing safety)
Street Rehabilitation Road Maintenance
and Rehabilitation $1,202,135 July 1, 2025 June 30, 2026 10-20 years Various (map provided) This project will
include: Pavement
improvement (Existing),
Sidewalk and/or
Crosswalk Rehab/Repair
(Existing), Paving and
ADA Curb Ramp
Rehab/Repair (Existing)
Traffic Signal & Street Lighting
Maintenance
Traffic Signal &
Street Lighting
Maintenance
$1,120,000 July 1, 2025 June 30, 2026 10 Years Various Locations (map provided)
Public Safety; Signal
and Street lighting
maintenance within City
limits
Traffic Sign & Striping
Maintenance
Traffic Sign &
Striping Maintenance $860,000 July 1, 2025 June 30, 2026 5 to 7 Years Various Locations (map provided) Public Safety; Striping
and Sign maintenance
within City limits
Total FY 25/26 $5,753,385
NOTES:
#21..
- 599 -
#21..
- 600 -
City of Modesto, Streets Division
Slurry Seal Program
2025/26 Street Segment List
Pike Park Strom Project
Street Name From To
Tully Rd/ Southbound Lane Coldwell Pearl
Coldwell Ave Woodland Tully Rd
Kearney Ave Coldwell Roseburg
Louise Ave End of Street Del Rey Ave
Princeton Ave Kearney Ave Tully Rd
Fordham Ave Kearney Ave Tully Rd
Del Rey Ave Ashwood Louise ave
Del Vista Ave Cecil Wy Del verde Ave
Del Monte ave Del Verde Ave Tully Rd
Del Mar Ave End of Street Del verde Ave
Del Verde Ave Del Vista Ave Del Monte Ave
Princeton Ave Carver Rd Tully Rd
Haney Ave Carver Rd Princeton Ave
Leonard Ave Tully Rd Haney Ave
W. Roseburg Ave College Ave Carver Rd
Amherst Ave Cecil Wy W. Roseburg Ave
Wellesley Ave Stanford Ave W. Roseburg Ave
Exeter Ave Wellesley Ave College Ave
Mills Ave Stanford Ave W. Roseburg Ave
Cecil Wy Mills Ave Del Mar Ave
Area 26 From To
Ford Ave Dead End E. Briggsmore Ave
Ford Ct End of Court Ford Ave
Brannon Ave E. Orangeburg Ave E. Briggsmore Ave
E. Coolidge Ave Kingfield Dr Brannon Ave
Kingfield Dr. Gorham Ave Bringham Dr
Gorham Ave Citrus Dr Kingfield Dr.
Bingham Dr Maplehill Rd Kingfield Dr.
Maplehill Rd Bingham Dr Gorham Ave
Yarmouth Dr Bingham Dr E. Orangeburg Ave
Citrus Dr E. Orangeburg Ave Gorham Ave
Valencia Ct End of Court Citrus Dr
Mandarin Ct End of Court Citrus Dr
Citrus Ct End of Court Citrus Dr
Long Ct End of Court E. Orangeburg Ave
Ford Ave Dawn Dr. E. Orangeburg Ave
Dawn Dr Sarah Ave Sunrise Ave
Badgley Dr El Vecino Ave Sunrise Ave
El Vecino Ave E. Morris Ave E. Orangeburg Ave
Allen Dr. E. Orangeburg Ave El Vecino Ave
Allen Ct. End of Court Allen Dr.
#21..
- 601 -
Kurt Ave Dead End Allen Dr.
Betty Ln Kurt Ave El Vecino Ave
Gloria Wy Coffee Rd Kurt Ave
Roseburg Ave Dead End Sunrise Ave
Dundee Ln Dead End Edinburgh Dr
Edinburgh Dr El Vecino Ave El Vecino Ave
Cardiff Ct End of Court Edinburgh Dr
Multnomah Dr Coffee Rd El Vecino Ave
Cambridge Ct End of Court End of Court
El Terino Ave Lucern Ave Multnomah Dr
Chehalem Dr Coffee Rd El Terino Ave
Edison Ave Sunrise Ave El Terino Ave
Half Moon Dr Bel Air Ct Edison Ave
Bel Air Ct End of Court Edison Ave
Delzer Ct End of Court Edison Ave
Naomi Ct End of Court Edison Ave
E. Fairmont Ave Coffee Rd Sunrise Ave
Annabelle Ave Ramona Ave Sunrise Ave
Ramona Ave E. Morris Ave Edison Ave
Crismon Ct End of Court El Terino Ave
Chadwick Ct Coffee Rd E. Fairmont Ave
Burke Ave Ramona Ave Sunrise Ave
Helen Ave Ramona Ave Sunrise Ave
Auburn St E. Morris Ave Helen Ave
Castle St E. Morris Ave Helen Ave
Blair Ave Dead End El Camino Ave
El Camino Ave End of Court Lucern Ave
Lucern Ave Coffee Rd Sunrise Ave
El Cajon Ave Dead End E. Morris Ave
Esgar Ave Hunter Ave Lucern Ave
Hunter Ave E. Morris Ave Lucern Ave
Milo St Dead End Lucern Ave
E. Morris Coffee Rd Sunrise Ave
John Muir Ct E. Morris Ave E. Morris Ave
Grantland Ct E. Morris Ave E. Morris Ave
E. Coolidge Ave Rose Ave Coffee Rd
Water St End of Court Dead End
Overholitzer Dr End of Court Dead End
Gary Ln E. Orangeburg Ave Dead End
Kent Wy End of Court Dead End
Morene Wy End of Court E. Orangeburg Ave
Paulette Ave End of Court End of Court
Queess Ave End of Court End of Court
Rose Ave E. Orangeburg Ave E. Briggsmore
Pulaski Wy Lafayette Ave Kienitz Ave
Kienitz Ave Duportal Ave Rose Ave
Lafayette Ave Duportal Ave Pulaski Wy
#21..
- 602 -
Steuben Wy E. Orangeburg Ave Kienitz Ave
Rockford Ave Duportal Ave Rose Ave
Gladwn Ave Kendall Ave Rockford Ave
Kendall Ave Santa Paula Dr Gladwin Ave
Duportail Ave Kienitz Ave Kendall Ave
El Pueblo Dr El Toro Wy San Marco Dr
Casa Grande Ct End of Court El Pueble Dr
San Marco Dr Santa Paula Dr El Pueble Dr
Santa Paula Dr E. Orangeburg Ave Kendall Ave
El Toro Wy Santa Paula Dr El Pueblo Dr
Lorry Ave E. Coolidge Ave End of Court
Area 41 From To
Bodem St Downey Ave Scenic Dr
Downey Ave N. Morton Mc Herny Ave
N. Morton Blv Jennie St Downey Ave
Newgate St Rue De Yoe Downey Ave
Rue De Yoe N. Morton Blv Burney St
James St Jennie St Downey Ave
Morton Wy N. Morton Blv La Loma Ave
State St N. Morton Blv James st
Howard St James St Burney St
Lane St N. Morton Blv Burney St
Walden St Loma Vista Wy Burney St
Kelley St Loma Vista Wy Burney St
Jennie St N. Morton Blv Burney St
Pleasant St Dead End Jennie St
Fairview Ave Dead End Jennie St
Loma Vista Wy N. Morton Blv Kelley St
Brooks N. Morton Blv N. Morton Blv
La Loma Ave Round About H St
19th Downey Ave Burney St
G St 6th La Loma Ave
Burney St Scenic Dr D St
18 St G St H St
17th St Burney St Mc Herny Ave
16th St Burney St Needham St
15th St Burney St Needham St
14th St D St Needham St
13th D St Needham St
12th D St Needham St
11th D St Needham St
10th D St Needham St
8th F St Kansas Ave
7th B St N Washington St
N. Jefferson St Laurel St Elm St
Elm St N. Washington St N. Jefferson St
Laurel St N. Washington St N. Jefferson St
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N. Washington St M St 8th
M St 8th N. Washington St
K St 9th 6th
J St 8th 6th
I St Downey Ave 5th
F St 8th 6th
E St 7th 6th
D St Dead End 7th
C St 7th Sierra Dr
6th E St Sierra Dr
Sierra Dr 7th 5th
Calaveras Ave Tuolumne Blv Seirra Dr
E St Burney St 9th
D St 9th Beard St
Beard St B St D St
B St 9th 7th
F St Burney St 9th
M St Needham St 9th
N St Needham St 9th
O St Needham St 9th
H St 6th Scenic Dr
Area 36s From To
S. Emerald Ave California Ave Maze Blvd
Merton Ave End of Street LongFellow Ave
Sanburg Ave End of Street Emerald Ave
Whitman Wy End of Street Tennyson Dr.
Longfellow Ave Muriel Ave Marton Ave
Byron Ln End of Court S. Emerald Ave
Beryl Wy Lenore Dr. S. Emerald Ave
Onyx Wy End of Court Beryl Wy
Muriel Ave End of Street Lenore Dr.
Lenore Ct End of Court Lenore Dr.
Lenore Dr End of Court S. Emerald Ave
Niles Ct End of Court Parviz Ln
Parviz Ln End of Street Marni Wy
Marni Wy End of Court Spencer Ave
Spencer Ave California Ave 511 Spencer Ave
California Ave Carpenter Rd Spencer Ave
Panama Dr. Houser Ln. California Ave
Florence Ave End of Street Panama Dr.
Ione Wy Inez Dr. Panama Dr.
Inez Dr Ione Wy Vallecito Wy
Comanche Ct End of Court Panama Dr.
Los Ninos Ct. End of Court Inez Dr
Diamond Springes Ct End of Court Panama Dr.
Vallecito Wy Panama Dr. Inez Dr
Houser Ln Carpenter Rd Panama Dr.
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- 604 -
Champagne Ln Ricardo Ave California Ave
Claret Ct End of Court Champane Ln
Bleu Chapelle Ct End of Court Champane Ln
Champagne Ct End of Court Champane Ln
Ricardo Wy End of Court Inez Dr
Tupper Ln End of Court Wilma Dr.
Dustin Ct End of Court Wilma Dr.
Millie Pl End of Court Wilma Dr.
Wilma Dr Houser Ln. Tupper Ln
Davy Ct End of Court Houser Ln
Memory Ln End of Court Houser Ln
Raymond Dr End of Court Houser Ln
Levi Dr. End of Court Raymond Dr.
Maze Ct. Locust St Maze Blvd
MLK Maze Blvd Laurel Ave
Linden St MLK N. Jefferson St
Locust St End of Street Maze Ct
Sherman Ave Locust St Maze Blvd
N. Madison St Maze Blvd Laurel Ave
Area 40 From To
Pacos Ave Main St Crows Landing Rd
Rita Ct End of Court Pacos Ave
Lita Ct End of Court Pacos Ave
Pueblo Ave Santa Fe Ave Crows Landing Rd
El Paso Ave Main St Crows Landing Rd
Crockett Ave Santa Fe Ave Bowie Ave
School Ave Santa Fe Ave Crows Landing Rd
Barozzi Ave Santa Fe Ave Crows Landing Rd
Rio Grande Ave Main St Crows Landing Rd
Bowie Ave Pueblo Ave Barozzi Ave
Santa Fe Ave Pacos Ave Rio Grande Ave
Alamo Ave Pacos Ave Rio Grande Ave
Boulder Ave Main St Rio Grande Ave
Broadway Ave Main St Santa Fe ave
Gobel Wy Primo Wy Winmoore Wy
Angelo Wy Primo Wy Winmoore Wy
Primo Wy Angelo Wy Gobel Wy
Jim Wy Olivero Rd Winmoore Wy
Reliance St Winmoore Wy E. Glenn Ave
E. Glenn Ave Reliance St Crows Landing Rd
Marin Ave Dallas St Ustick Rd
Ustick Rd Lassen Ave W. Whitmore Ave
W. WhitMore Ave Crows Landing Carpenter Rd
Placer Ave Inglenook Dr Ustick Rd
Inglenook Dr Cribari Dr Marin Ave
Beringer Ct End of Court Inglenook Dr
Vintner Ln San Martin Dr Inglenook Dr
#21..
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Bernardo Wy Almaden Wy Vintner Ln
Almaden Wy Bernard Wy San Martin Dr
Cribari Dr Dead End Inglenook Dr
Parducci Dr Montavenia Dr Cribari Dr
Montavenia Dr San Martin Dr Parducci Dr
Lieselle Ln Marin Ave Rhythms Dr
Manhattan Wy Marin Ave Rhythms Dr
Gutherie St Marin Ave W. Whitmore Ave
Rhythms Dr Gutherie St Lieselle Ln
Blue Ridge Ln Park Faith Ln Gutherie St
Park Faith Ln Marin Ave Blue Ridge Ln
Park Brake Wy End of Court Park Hurst Wy
Park Hurst Wy End of Court Park Faith Ln
Glen Arbor Wy Park Grove Wy Park Brake Wy
Park Meadow Dr Park Grove Wy Park Brake Wy
Echo Ct End of Court Park Meadow Dr
Dallas St Marin Ave W. Whitmore Ave
Park Grove Wy End of Court Glen Arbor Wy
Trevose Dr Kirbys Mill Dr W. Whitmore Ave
Kirbys Mill Dr End of Court Havertown Pl
Shaker Heights Wy Cyrus Hall Dr Havertown Pl
Havertown Pl End of Court Kirbys mill Dr
Cyrus Hall Dr End of Court W. Whitmore Ave
Gladwyne Ct End of Court Shaker Heights Wy
Wyndmoor Ct End of Court Shaker Heights Wy
Inyo Ave Dallas St Mt Oso Wy
Mt Oso Wy Lassen Ave Inyo Ave
Lassen Ave Mt Oso Wy Dallas St
Mt Everest Ct End of Court Seattle St
Mt Hood Ct End of Court Seattle St
Algen Ct End of Court Seattle St
Seattle St Imperial Ave Algen Ave
Algen Ave Crows Landing Seattle St
Mt Whitney Ct End of Court Algen Ave
Mt McKinley Ct End of Court Algen Ave
Area 6 From To
Hillrey Dr Hida Way W. Rumble Rd
Hida Way Prince Albert Dr Hillrey Dr
Prince Albert Dr W. Rumble Rd Hida Way
Santa Teresa Dr Applegate Dr W. Rumble Rd
Monrova Ct End of Court Applegate Dr
Paso Robles Dr Applegate Dr W. Rumble Rd
Applegate Dr Carver Rd Santa Teresa Dr
Montebella Ct End of Court Applegate Dr
Tera Bella Ct End of Court Applegate Dr
Santa Lucia Ct End of Court Applegate Dr
Hunt Ave Jennifer Dr W. Rumble Rd
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- 606 -
Jennifer Dr Hunt Ave Applegate Dr
Blanche St Jennifer Dr Janna Ave
Robbie Ave Rockwood Pl Jennifer Dr
Robbie Ct End of Court Robbie Ave
Marjorie Dr Applegate Dr Robbie Ave
Charline Ct End of Court Robbie Ave
Silvaire Dr Janna Ave Carver Rd
Anita Ct End of Court Silvaire Dr
Bonanza Wy Carver Rd Silvaire Dr
Apache Ct End of Court Silvaire Dr
Apache Ln Mount Vernon Dr Silvaire Dr
Silvaire Ct End of Court Silvaire Dr
Irvin Ave Mount Vernon Dr Silvaire Dr
Renchler Ln Janna Ave Irvin Ave
Debonaire Dr Mount Vernon Dr Hunt Ave
Janna Ave Mount Vernon Dr Prescott Rd
Chester Dr Esther Dr Janna Ave
Esther Dr Janna Ave Chester Dr
Natalie Ct End of Court Esther Dr
Juanita Ct End of Court Janna Ave
Peach Dr Janna Ave Prescott Rd
Coston Ave Trent Dr Peach Dr
Wally Ct End of Court Coston Ave
Trent Dr Janna Ave Coston Ave
Dickens Dr End of Court Mount Vernon Dr
Carver Rd Mount Vernon Dr W. Rumble Rd
Mount Vernon Dr Tully Rd Prescott Rd
Campbell Ln Robbie Ave W. Rumble Rd
Dwight Ln W. Rumble Rd Campbell Ln
Richmond Ct End of Court Dwight Ln
Newhall Ct End of Court Dwight Ln
Thorton Ct End of Court W. Rumble Rd
Brentwood Ct End of Court Campbell Ln
Sharondell Dr Dwight Ln Robbie Ave
Tiburon Ct End of Court Sharondell Dr
Rockwood Pl End of Court Robbie Ave
Hamilton Ave Hemminger Wy Dwight Ln
Dalton Way Uhlig Ave Dwight Ln
Debbie Ln W. Rumble Rd Dalton Wy
Hemminger Wy Mount Vernon Dr W. Rumble Rd
Levon Ave Schulenberg Ave Tully Rd
Uhlig Ave Mount Vernon Dr Levon Ave
Schulenburg Ave Uhlig Ave Rockwood Pl
Theo Ave Uhlig Ave Hemminger Wy
Kingsbury Ave Uhlig Ave Hemminger Wy
Cheryl Ln Hazel Ln Mount Vernon Dr
Hazel Ln Sharondell Dr Cheryl Ln
#21..
- 607 -
Stanley Ct End of Court Mount Vernon Dr
Derek Wy Teri Ln Mount Vernon Dr
Teri Ln Mount Vernon Dr Derek Wy
Evona Ct End of Court Teri Ln
Queenaire Ln Mount Vernon Dr Bonanza Wy
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#21..
- 609 -
2025/2026
PCI Street Name Begin Location End Location SQFT Cost Completed 26 12th Lst 70feet south of L st 3,055 $12,203.93 2024
26 Coralwood McHerny Towery Ave 47027 $234,000.00 2024
10 Houser Raymond Panama 33208 $166,040.00 2024
18 13th I street H Street 19,680 $56,484.56 2025
30 H street 16th Intersection 5,640 $13,693.67 2025
20 Calaveras Sierra Dr Tuolumne Bl 31,820 $123,469.31 2025 19 Gary Ln E. Orangeburg E. Coolidge Ave 21,312 $91,716.39 2025 Total For streets Completed
2024/2025 $697,607.86
#REF!
14 Reno Kansas Doker 31,080 $102,264.98
13 16th H Street G Street 20,539 $67,322.51
5 Kelly Burney James 8,585 $38,584.48
12 Woodrow Av Tully Colonial 54,094 $222,029.70
20 Jennie St Burney N morton 39,886 $144,994.06
26 James Jennie St Walden St 22,005 $98,498.91
19 Dallas Dallas Ct W. Hatch 9,870 $57,032.99
35 Norwegian Coffee Sunrise 96,940 $193,186.99
14 Carpenter Bridge deck Robertson Rd 46,800 $177,221.11 Total For Incompleted
streets $1,101,135.70
2024-2025 SB1Paving List
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#21..
- 612 -
#21..
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CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 20, 2025
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Public Works Director
SUBJECT: Compost Facility Flexible Pricing Pilot Program Extension CONTACT: Guillermo Padilla Aguilera, Compost Facility Supervisor, [email protected], 209-571-5145
DESCRIPTION:
Consider approving the extension of the Compost Facility Flexible Sales Pricing Pilot Program, originally approved on April 2, 2019, for a five-year extension effective August 1, 2025, through July 31, 2030. (Funding Source: Compost Fund)
STRATEGIC PLAN ELEMENT:
The recommended action is consistent with the Council’s 2025-2026 Strategic Plan Area:
“Quality of Life” “engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto;” Goal D: “provide safe, efficient, and reliable infrastructure through proactive community investment, maintenance, and sustainability efforts.” BACKGROUND:
The City of Modesto Compost Facility was created and began operation in January 1997 to comply with Assembly Bill (AB) 939’s 50% waste diversion requirement. In September 2016, Governor Brown signed the Short-Lived Climate Pollution Reduction Act Senate Bill (SB 1383)1 into law, establishing emission reduction targets statewide to reduce organic waste to landfill by 75% and recovering 20% of edible food waste for human consumption by 2025.
The Compost Facility’s primary and state mandated purpose is to process the City’s diverted yard waste, paper waste and food waste materials into a reusable soil amendment product (compost), thus keeping these materials from entering the landfill and lowering the City’s disposal rate. A secondary purpose of the facility is to then market and sell the finished compost to farmers, landscapers, and backyard gardeners, which in turn helps keep the facility sustainable. Compost is also donated to community gardens and landscape projects, parks, schools, churches, and has been used in City projects. Annually, the Facility receives 1 https://www.calrecycle.ca.gov/organics/slcp
#22..
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City Council, June 24, 2025
Compost Facility Flexible Pricing Pilot Program Extension
approximately 50,000 tons of raw compostable waste materials and processes it into about 25,000 tons of compost.
On April 2, 2019, by Resolution No. 2019-140, Council approved a Flexible Pricing Pilot Program for one year. On June 2, 2020, by Resolution No. 2020-248, Council approved a Flexible Pricing Pilot Program for two years to determine the effectiveness of the program regarding the oversupply of product by making it more financially enticing to move product.
On June 14, 2022, by Resolution No. 2022-276, Council approved new solid waste rates. The new rates took effect on July 1, 2022. A compost facility improvement fee was added to both residential rates and commercial rates. These fees are solely utilized for facility improvements.
On July 12, 2022, by Resolution No. 2022-311, Council approved a one-year extension of the Flexible Pricing Pilot Program effective August 1, 2022, through July 31, 2023, with the option of an additional two-year extension. With the flexible pricing, compost supervisory staff has been able to lower the price of the product as necessary to move it to have room to continue processing the city and residential/commercial green waste and organic material to stay in compliance with SB 1383 procurement requirements.
On December 6, 2022, by Resolution No. 2022-466, Council approved an agreement with HDR Engineering, Inc. to conduct a Feasibility Study for the City’s Compost Facility. On October 24, 2023, by Resolution No. 2023-472, Council approved the proposed plan and recommendations from HDR Engineering to expand and improve the existing City of Modesto Compost Facility.
The proposed plan and recommendations might take up to ten years to implement due to availability of funds. While staff is working on reducing contamination in the commercial and residential containers by conducting outreach and education; contamination is still present in the materials received by the facility. The City of Modesto must meet a certain amount of procured compost in order to ensure compliance with SB 1383.
Compost bulk purchases have been inconsistent with sales and have been off by as much as 50%. This creates an oversupply of contaminated product at the facility which can lead to operation permit violations. Selling in bulk is essential to maintaining compliance with SB 1383 procurement requirements by ensuring material moves efficiently and avoids prolonged storage risks.
DISCUSSION:
Since the Flexible Sales Pricing Pilot Program was approved in April 2019, the Compost Facility recorded approximately 18 bulk-sale customers (purchases over 100 tons) receiving as much as 50% off the lowest posted rates noted in the table below. The result was the annual average bulk purchases (tons) increasing over 100% each year from 2019 through 2024 in comparison with 2018 sales. The ability to move product is a critical component of the City’s composting operations and permit regulations. It is evident that having the ability to negotiate pricing and offer competitive rates has been a benefit to the Compost Facility and its operations during this pilot program.
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City Council, June 24, 2025
Compost Facility Flexible Pricing Pilot Program Extension
FISCAL IMPACT:
The continuation of the flexible pricing program would target the 40+ yard pricing category, as this constitutes the large commercial customers who purchase compost in bulk up to several thousand yards of material at a time. Customers who anticipate ongoing purchases to exceed 100 tons may sign a service agreement to receive the flexible pricing discounts. Due to SB 1383 compost procurement and purchasing requirements, the lower bulk pricing will attract cities and jurisdictions to contract with the Compost Facility to purchase more compost to satisfy their compost procurement requirements.
Pricing is adjusted annually using the Consumer Price Index (CPI). Current product sales pricing is as follows:
1-3 yards $19.09 (+tax) per yard
4-39 yards 10.00 (+tax) per yard
40+ yards $7.68 (+tax) per yard or $13.05 (+tax) per ton Under the flexible pricing, the Integrated Waste Program Manager would be able to advertise and offer discounted pricing such as seasonal or oversupply specials up to 75% off in order to move the product to keep the Compost Facility within state permit compliance and allow for room for incoming product processing.
COMMITTEE RECOMMENDATION:
This project was presented to Finance Committee on May 19, 2025, as a report, and was recommended to forward to Council for Approval.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the extension of the Compost Facility Flexible Sales Pricing Pilot Program for a five-year extension effective August 1, 2025, through July 31, 2030.
Approved by:
Bill Sandhu, Public Woks Director
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
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MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XXX
RESOLUTION APPROVING THE EXTENSION OF THE COMPOST FACILITY
FLEXIBLE SALES PRICING PILOT PROGRAM FOR A FIVE-YEAR EXTENSION EFFECTIVE AUGUST 1, 2025, THROUGH JULY 31, 2030
WHEREAS, the Compost Facility’s primary and state-mandated purpose is to process the City’s diverted yard waste, paper waste, and food waste materials into a reusable soil amendment, thus keeping materials from the landfill and lowering our disposal; and WHEREAS, annually the Facility receives approximately 50,000 tons of raw compostable waste materials and processes it into about 25,000 tons of compost; and WHEREAS, on April 2, 2019, by Resolution No. 2019-140, Council approved a Flexible Pricing Pilot Program for one year to help with the oversupply of product and to determine its effectiveness in moving product, and on June 2, 2020, by Resolution No. 2020- 248, Council approved a Flexible Pricing Pilot Program for two years to determine the effectiveness of the program regarding the oversupply of product by making it more financially enticing to move product; and
WHEREAS, on July 12, 2022, by Resolution No. 2022-311, Council approved a one-year extension of the Flexible Pricing Pilot Program effective August 1, 2022, through July 31, 2023, with the option to extend for two additional years at the discretion of the City Manager, or his designee; and
WHEREAS, on December 6, 2022, by Resolution No. 2022-466, Council approved an agreement with HDR Engineering, Inc. to conduct a Feasibility Study for the City’s Compost Facility. On October 24, 2023, by Resolution No. 2023-472, Council approved the proposed plan and recommendations from HDR Engineering to expand and improve the existing City of Modesto Compost Facility; and
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WHEREAS, since the Flexible Sales Pricing Pilot Program was approved in 2019, the Compost Facility recorded approximately 18 bulk-sale customers (purchases over 100 tons) receiving as much as 50% off the lowest posted rates, resulting in annual average bulk purchases (tons) increasing over 100% each year from 2019 through 2024 compared to 2018 sales; and WHEREAS, the ability to move product is a critical component of the City’s composting operations and permit regulations. It is evident that having the ability to negotiate pricing and offer competitive rates has been a benefit to the Compost Facility and its operations during this pilot program; and
WHEREAS, due to SB 1383 compost procurement and purchasing requirements, the lower bulk pricing will attract cities and jurisdictions to contract with the Compost Facility to purchase more compost to satisfy their compost procurement requirements. Pricing is adjusted annually using the Consumer Price Index (CPI).
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Modesto that it hereby approves the extension of the Compost Facility Flexible Sales Pricing Pilot Program for a five-year extension effective August 1, 2025, through July 31, 2030. #22..
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The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June 2025, by Councilmember? who moved its adoption, which motion being duly seconded by Councilmember? was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC, City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
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CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 22, 2025
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Director of Public Works
SUBJECT: First Amendment to the Agreement with HDR Engineering, Inc to Complete Assigned Work and to Gain Regulatory Compliance for the Carpenter Road Landfill
CONTACT: Rosene Nguyen, Integrated Waste Manager, [email protected], 209- 577-5453
DESCRIPTION:
Consider approving the First Amendment with HDR Engineering, Inc., of Folsom, CA to complete assigned work and to gain Regulatory Compliance for the Carpenter Road Landfill, Modesto California, increasing the Agreement amount by $47,800 over the term of the Agreement. (Funding Source: Carpenter Road Landfill)
STRATEGIC PLAN ELEMENT:
The recommended action supports the City’s 2025-2026 Strategic Plan Area of Focus: Quality of Life, “Engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto”, Goal A: “Improve community safety and quality of life through a combination of prevention and intervention efforts that address safety and its underlying issues”, and Goal B: “Enhance pride in Modesto’s diverse neighborhoods and business districts by actively addressing blight and ensuring that community assets and amenities are wellmaintained and preserved.” BACKGROUND:
The City of Modesto owned and operated the Carpenter Rd Landfill from 1956-1968. It was a pre-Subtitle D landfill which means there was never a liner put in, or gas and leachate control systems. The landfill size is thirty-nine acres and is split into two areas, east and west, bordering Carpenter Road. The City has ensured post closure monitoring of water and gas wells, as well as general maintenance as required under State law. In the mid-2000’s there was a spike in one methane gas well, as well as a release of VOC (Volatile Organic Compound). The Regional Water Quality Control Board (Water Board) asked the City to provide a Mitigation and Monitoring Plan, as well as a Corrective Action Plan. In 2015 the Water Board issued a Cleanup and Abatement Order (CAO) to the City based on their approval of the Correction Action Plan.
The City agreed to clean close the east fill and move all the waste to the west fill. The idea #23..
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City Council, June 24, 2025
First Amendment to the Agreement with HDR Engineering, Inc to Complete Assigned Work and to Gain Regulatory Compliance for the Carpenter Road Landfill
behind this would be that all the waste would be contained in one area on the west side and a culvert and pipe would be placed to capture water runoff that would drain into a clean retention basin on the east side. The Water Board accepted this plan. The City conducted an initial study for a mitigated negative declaration and all agencies that were required to be notified were notified. Construction was planned to start in 2016/2017 but due to a significantly wet weather season it was delayed a year.
The City then went out to bid in 2018 and on August 14, 2018, by Resolution No. 2018-345 Council awarded the contract to Pacific States Environmental Contractors, Inc. of Dublin, CA.
Construction began in 2018 and by August 2020, observable waste, and impacted soil from the Eastern Waste Management Unit (WMU) was removed and consolidated into the Western WMU, and a new soil cover was installed atop the Western WMU. A stormwater retention basin was constructed in the former Eastern WMU location, and documents were submitted to the Water Board regarding closure. The Water Board contends that the documents are not complete, and subsequent submittal of additional information did not completely satisfy the requirements of the CAO. The Water Board has provided notice that the City remains noncompliant with the CAO and that it may be subject to significant civil penalties until the delinquent reports are resolved.
On September 12, 2023, by Resolution No. 2023-412, the City entered into an Agreement with HDR Engineering, Inc., of Folsom, CA to complete assigned work and to gain regulatory compliance for the Carpenter Road Landfill, Modesto California for an amount not to exceed $271,700 over a five-year period, plus $27,170 for additional services authorized by the City Manager, for a total amount not to exceed $298,870.
DISCUSSION:
HDR Engineering, Inc. reviewed the existing notice of violations received from the Water Board and the design and reporting documents provided by the City. The tasks listed below are outlined in the original Agreement to address the Water Board’s requested work and to ensure compliance.
Phase 1
Task 100 Project Management
Task 200 Site Reconnaissance and Kickoff Meeting
Task 300 Cover Completion Confirmation Work Plan
Task 400 Stormwater Repair and Protection Work Plan
Task 500 Residual Waste Removal Work Plan
Task 600 Clean Closure Results Discussion
Task 700 Post-Closure Maintenance Plan (PCMP)
HDR Engineering, Inc is currently working on all the tasks mentioned in Phase 1. The request to amend the Agreement is regarding Task 500: Residual Waste Removal Work Plan. The plan is to remove the waste materials that are located at the banks of the Tuolumne River. In order to conduct any work at the location, the City needed to obtain a permit from the California Department of Fish and Wildlife (CDFW). In October 2024, the City submitted an application to obtain a Lake or Streambed Alteration Agreement. On February 28, 2025, CDFW issued an Operation of Law letter stating that because they did not respond to the City by January 31, #23..
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City Council, June 24, 2025
First Amendment to the Agreement with HDR Engineering, Inc to Complete Assigned Work and to Gain Regulatory Compliance for the Carpenter Road Landfill
2025, an Agreement is not required. However, the City is still obligated to complete the project as exactly described in the application without an agreement.
The CDFW permit indicated that the City is responsible for complying with certain biological monitoring requirements such as Fish and Game Code sections 2080, 1908, 3511, 4700, 5050, and 5515, and other sections mentioned in the notice. Also, the Water Board indicated that the City is required to excavate additional trenches by the riverbank. With the above request, the City is requesting an amendment to the current Agreement with HDR Engineering, Inc.
The following tasks have been identified to complete the Residual Waste Removal Work Plan:
Task 5 – Residual Waste Removal Work Plan
a. Environmentally Sensitive Area Fencing Oversight
b. Conduct Worker Environmental Awareness Training
c. Nesting Bird and Raptor Surveys
d. Pond Turtle Nesting Survey
e. Roosting Bats and Maternity Colony Survey
f. Burrowing Owl Survey
g. Biological Monitoring during Trenching
h. Underground Utility Marking
i. Additional Trenches
Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $100,000 for material, equipment, or contractual services to be formally bid. However, exceptions to the formal bidding process are granted in MMC 8-3.204(f) “Where the Purchasing Manager in her discretion, determines that it is appropriate to amend the services or goods provided under an existing agreement to include additional similar goods or services, of limited quantity or scope, in order to increase efficiency and avoid delays or disruptions to City projects or services.” Thus, HDR has started the process to obtain a CDFW permit required to complete the original scope of work, this amendment is necessary to conduct biological monitoring as required for the CDFW permit.
FISCAL IMPACT:
This first amendment will increase the total by $47,800 to a new total amount not to exceed $319,500 plus $31,950 for additional services authorized by the City Manager, for a total amount not to exceed $351,450. The contract agreement will be funded from the Carpenter Road Landfill, cost center 56016.
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City Council, June 24, 2025
First Amendment to the Agreement with HDR Engineering, Inc to Complete Assigned Work and to Gain Regulatory Compliance for the Carpenter Road Landfill
Table 1. Cost estimate per tasks identified:
Task Description Cost
Estimate
Task 1 – Project Management $ 8,300
Task 2 – Site Reconnaissance and Kickoff Meeting –
Task 3 – Cover Completion Confirmation Work Plan –
Task 4 – Storm Water Repair and Protection Work Plan –
Task 5 – Residual Waste Removal Work Plan $ 39,500
Task 6 –Clean Closure Results Discussion –
Task 7 – Post Closure Maintenance Plan (PCMP) –
Grand Total $ 47,800
COMMITTEE RECOMMENDATION:
This First Amendment was presented to Finance Committee on May 19, 2025, and was recommended to forward to Council for approval.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the First Amendment with HDR Engineering, Inc. to complete assigned work and to gain Regulatory Compliance for the Carpenter Road Landfill, Modesto California, increasing the Agreement amount by $47,800 to a new total amount of $351,450 through the term of the Agreement; and authorizing the City Manager, or his designee to execute the Amendment.
Approved by:
Bill Sandhu, Director of Public Works
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
2. First Amendment to Agreement 253660
3. Exhibit A
4. Exhibit A1 - First Amendment to Modesto Carpenter Road HDR Proposal
5. Exhibit B - HDR Proposal (1 of 3)
6. Exhibit B - HDR Proposal (2 of 3)
7. Exhibit B - HDR Proposal (3 of 3)
8. Executed Agreement HDR Carpenter LF Closure Phase I
9. Bid Waiver Approval Packet- Amendment to HDR - CRLF2 – Signed
10. Modesto Levine Act Statement Form - Signed
#23..
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\ -1-
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XXX
RESOLUTION APPROVING THE FIRST AMENDMENT WITH HDR
ENGINEERING, INC TO COMPLETE ASSIGNED WORK AND TO GAIN
REGULATORY COMPLIANCE FOR THE CARPENTER ROAD LANDFILL,
MODESTO CALIFORNIA, INCREASING THE AGREEMENT AMOUNT BY
$47,800 TO A NEW TOTAL AMOUNT OF $351,450 THROUGH THE TERM OF THE AGREEMENT; AND AUTHORIZING THE CITY MANAGER, OR HIS
DESIGNEE TO EXECUTE THE AMENDMENT
WHEREAS, the City of Modesto owned and operated the Carpenter Rd Landfill from 1956-1968. It was a pre-Subtitle D landfill which means there was never a liner put in, or gas and leachate control systems; and
WHEREAS, the landfill size is thirty-nine acres and is split into two areas, east and west, bordering Carpenter Road. The City has ensured post closure monitoring of water and gas wells, as well as general maintenance as required under State law; and WHEREAS, in the mid-2000’s there was a spike in one methane gas well, as well as a release of VOC (Volatile Organic Compound). The Regional Water Quality Control Board (Water Board) asked the City to provide a Mitigation and Monitoring Plan, as well as a Corrective Action Plan; and
WHEREAS, in 2015 the Water Board issued a Cleanup and Abatement Order (CAO) to the City based on their approval of the Correction Action Plan. The City agreed to clean close the east fill and move all the waste to the west fill; and WHEREAS, the City then went out to bid in 2018 and on August 14, 2018, by Resolution No. 2018-345 Council awarded the contract. Construction began in 2018 and by August 2020, observable waste, and impacted soil from the Eastern Waste Management Unit (WMU) was removed and consolidated into the Western WMU, and a #23..
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new soil cover was installed atop the Western WMU; and
WHEREAS, a stormwater retention basin was constructed in the former Eastern WMU location, and documents were submitted to the Water Board regarding closure.
The Water Board contends that the documents are not complete, and subsequent submittal of additional information did not completely satisfy the requirements of the CAO; and
WHEREAS, on September 12, 2023, by Resolution No. 2023-412, the City entered into an agreement with HDR Engineering, Inc., of Folsom, CA to complete assigned work and to gain regulatory compliance for the Carpenter Road Landfill, Modesto California for an amount not to exceed $271,700 over a five-year period, plus $27,170 for additional services authorized by the City Manager, for a total amount not to exceed $298,870; and WHEREAS, HDR Engineering, Inc is currently working on all the tasks mentioned in Phase 1. The request to amend the Agreement is regarding Task 500:
Residual Waste Removal Work Plan. The plan is to remove the waste materials that are located at the banks of the Tuolumne River. In order to conduct any work at the location, the City needed to obtain a permit from the California Department of Fish and Wildlife (CDFW); and
WHEREAS, the CDFW permit indicated that the City is responsible for complying with certain biological monitoring requirements such as Fish and Game Code sections 2080, 1908, 3511, 4700, 5050, and 5515, and other sections mentioned in the notice. Also, the Water Board indicated that the City is required to excavate additional trenches by the riverbank. With the above request, the City is requesting an amendment to the current Agreement with HDR Engineering, Inc; and
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WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $100,000 for material, equipment, or contractual services to be formally bid. However, exceptions to the formal bidding process are granted in MMC 8-3.204(f) “Where the Purchasing Manager in her discretion, determines that it is appropriate to amend the services or goods provided under an existing agreement to include additional similar goods or services, of limited quantity or scope, in order to increase efficiency and avoid delays or disruptions to City projects or services.”
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the First Amendment with HDR Engineering, Inc to complete assigned work and to gain Regulatory Compliance for the Carpenter Road Landfill, Modesto California, increasing the Agreement amount by $47,800 to a new total amount of $351,450 through the term of the Agreement.
BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized to execute the Amendment, in a form approved by the City Attorney. #23..
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The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June 2025 by Councilmember? who moved its adoption, which motion being duly seconded by Councilmember? was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
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1 FIRST AMENDMENT TO AGREEMENT
FOR CARPENTER ROAD LANDFILL CLOSURE PHASE I REGULATORY
ASSISTANCE CONSULTANT SERVICES WITH HDR ENGINEERING, INC.
This First Amendment to the Agreement for Carpenter Road Landfill Closure Phase I Regulatory Assistance Consultant Services (“First Amendment”) is entered into between the CITY OF MODESTO, a municipal corporation of the State of California (hereinafter the “City”) and HDR ENGINEERING, INC., a Nebraska corporation (hereinafter “Consultant”) as of __________________________.
RECITALS
This First Amendment is made with regard to the following recitals:
1. City and Consultant entered into the Agreement for Carpenter Road Landfill Closure Phase I Regulatory Assistance Consultant Services on the 12th day of September 2023 (“the Original Agreement”).
2. City and Consultant desire to amend the Original Agreement to expand the Scope of Services.
3. City and Consultant desire to amend the Original Agreement to increase the maximum compensation to $351,450.
NOW, THEREFORE, in consideration of this First Amendment, and the mutual promises, covenants, and stipulations contained in the Original and this First Amendment, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES shall be deleted in its entirety and replaced with the following:
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2 “Consultant shall undertake and complete the scope of work as set forth and described in the documents attached hereto and referred to as Exhibit “A” and Exhibit “A1.”
2. Section 3, COMPENSATION shall be deleted in its entirety and replaced with the following:
“Consultant agrees to accept a sum not to exceed $319,500. (maximum compensation) as full remuneration for performing all services and furnishing all staffing and materials in accordance with Exhibit "A" and Exhibit “A1”, except those additional services may be compensated as described below.
The Compensation shall be paid pursuant in the manner and at the times set forth below:
City shall pay Consultant on a time and materials basis for Consultant's actual costs for all work called for in Exhibit "A" and Exhibit “A1” to this Agreement. All work to be performed under this Agreement shall be billed on a lump sum basis for percent completion on each of the tasks set forth in Exhibit "B" and Exhibit “A1” attached hereto. Consultant shall submit invoices as the task are complete to City which include detailed tasks, hours worked, and billable rates for all work completed, and detailed receipts for any reimbursable expenses paid by Consultant and identified in Exhibit "B" and Exhibit “A1” or approved by the City in writing.
City shall pay Consultant ''Net 45 Days via manual check". City shall pay all undisputed amounts within 45 days following receipt of the Consultant's invoice.
Additional services may be authorized by the City Manager in an amount up to, but not to exceed 10% of the agreed maximum compensation, or $351,450. In the event that additional services are deemed necessary, the Consultant shall provide a written request to #23..
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3 the Department Manager indicating the reason for additional work, scope and cost of such work. The Department Manager shall provide a written response to the request, either approving or denying the additional expenditure. If additional services are requested and approved, they will be billed at the hourly rates set forth in Exhibit "B" and may not exceed the amount requested and approved in writing by the City Manager. In that event, the new total compensation shall not exceed $351,450. If additional services in excess of this amount are deemed necessary by City Staff, an amendment to this Agreement will be required and must be approved prior to commencing the work.”
3. Except as modified and amended by this First Amendment, all other provisions of the Original Agreement, shall remain unchanged and in full force and effect. #23..
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4 IN WITNESS WHEREOF, the City of Modesto, a municipal corporation, has authorized the execution of this First Amendment to the Original Agreement for Consultant Services by its City Manager and attestation by its City Clerk under the authority of Resolution No. 2025-_____ on the ________ day of ___________, 2025, and HDR ENGINEERING, INC. has caused this First Amendment to be duly executed as of the Effective Date. #23..
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hdrinc.com
3003 Oak Road, Suite 500, Walnut Creek, CA 94597-4541
(925) 465-2700
March 24, 2025
Rosene Nguyen
City of Modesto, Integrated Waste Program Manager
Department of Public Works
PO Box 642
Modesto, CA 95353
[email protected]
Subject: Amendment 1
Agreement for Carpenter Road Landfill Closure Phase I Regulatory Assistance for Consultant Services, Agreement #253660
HDR Project No.: 10384692
Dear Rosene,
Per our communication of March 13, 2025, HDR is providing this Scope of Work amendment in accordance with Item 9 Amendments and Item 13 Notices of our contract. The scope of work in this Amendment 1 pertains to biological monitoring services specified in the CDFW permit and additional trenches requested by the RWQCB. The fixed price for the work described herein is $47,800. Your signature below will serve as HDR’s authorization to proceed.
We appreciate the opportunity to provide our support to the City of Modesto (City) on this project. Should you have any questions, please contact Charlie O’Neill at (916) 817.4764 / [email protected].
Sincerely,
HDR Engineering Inc.
Charlie O’Neill Holly Kennedy, PE
Project Manager Sr. Vice President
__________
Signed by:
City of Modesto, Department of Public Works
Rosene Nguyen
Integrated Waste Program Manager
Exhibit "A1" #23..
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City of Modesto | Proposal
Carpenter Road Landfill Closure Phase I Regulatory Assistance, Amendment 1 2 Carpenter Road Landfill Closure Phase I
Regulatory Assistance
Amendment 1 / Contract Agreement #253660
Introduction
This amendment was prepared to provide supplemental services for landfill regulatory assistance as presented in HDR’s proposal dated April 3, 2023. This Amendment 1 consists of the following tasks:
Task 1 - Weekly Meetings and Project Management
Task 5 - Residual Waste Removal Work Plan
Task 1 - Weekly Meetings and Project Management.
This task includes communication between the City and HDR; planning, organizing, and monitoring project team activities; attending meetings, as requested; responding to specific requests not specifically addressed in the scope; and preparing and updating project schedule.
This task was scheduled for a 120-day duration starting December 2023 with up to six ad-hoc one-hour meetings with the City with up two HDR staff. This scope item has been extended as part of project requirements. HDR anticipates an additional six months duration to the project with an additional six monthly meetings attended by up to two HDR staff.
DELIVERABLES:
HDR will take attendance and drive presentations at meetings. HDR will provide project schedule updates on a monthly basis.
ASSUMPTIONS:
There will be up to 6 ad-hoc one-hour teleconferences between the City and (up to) two HDR staff.
Task 5 – Residual Waste Removal Work Plan
The objective of this amended activity is for HDR to assist the City with its compliance obligations including requirements from the California Department of Fish and Wildlife (CDFW).1 a) Environmentally Sensitive Area Fencing Oversight: Environmentally sensitive areas identified by the HDR biologist will be avoided during project activities. These areas will be temporarily fenced and/or flagged as close to work limits as feasible. Fencing or flagging will be high-visibility and left in place for the duration of the project. The location and extent of fencing/flagging will be determined by HDR Biologist who will oversee its installation and conduct regular inspections. The HDR biologist will demarcate the 1 In October 2024, the City submitted an application to obtain a Lake or Streambed Alteration Agreement (Agreement). On February 28, 2025, CDFW issued am Operation of Law letter stating that because they did not respond to the City by January 31, 2025, an Agreement is not required. However, the City is still obligated to complete the project as exactly described in the application without an Agreement. #23..
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City of Modesto | Proposal
Carpenter Road Landfill Closure Phase I Regulatory Assistance, Amendment 1 3 location of fencing in the field with stakes and flagging. Fencing will delineate riparian habitat, nests, elderberry shrubs, pond turtle nests, or other sensitive resources. b) Conduct Worker Environmental Awareness Training: Prior to the onset of work activities, an HDR biologist will prepare and conduct mandatory contractor/worker environmental awareness training for personnel to inform them on the locations of sensitive biological resources and site-specific protective measures required during construction activities. If new personnel are added to the project, the City will require them to receive the mandatory training prior to starting work. Training will discuss special-status species, including species identification, a description of life history, habitat requirements during various life stages, and the species’ protected status. The training is expected to be no more than 15 minutes in duration and will be performed prior to excavation activities. c) Nesting Bird and Raptor Surveys: Within 15 days prior to trenching that will occur between March 1 and August 15, an HDR biologist will conduct pre-construction surveys for tree-nesting raptors and migratory songbirds. Nesting habitat for tree nesting raptors and migratory songbirds will be surveyed within 250 feet of the proposed construction areas. HDR biologist will conduct Swainson’s hawk surveys per guidelines provided in the Recommended Timing and Methodology for Swanson’s Hawk Nesting Survey in the Central Valley (Swainson’s Hawk Technical Advisory Committee 2000). If no Swanson’s Hawk nests are observed, then no further mitigation is required. If a Swanson’s Hawk nest is observed, then mitigation of avoidance or project delay will occur. d) Pond Turtle Nesting Survey: Within 15 days prior to project activities, a survey will be conducted for the presence of nesting pond turtles. If no nesting pond turtles are detected, no further mitigation is required. If nesting pond turtles are detected, then exclusionary fencing in the vicinity of the nest will be used to reduce potential for pond turtle encroachment to the trenching area. This fencing will be maintained throughout the duration of trenching in the vicinity of the nest. The integrity of the exclusion fencing will be checked daily by a biological monitor, or a designee. Additionally, HDR’s biological monitor will check the work area in the morning before construction begins to confirm that no turtles are within the exclusion area. If an individual or nest is observed in the impact area, construction activities will stop until the biological monitor establishes an appropriate buffer, or the turtle is no longer in the impact area.
If work is performed between May-July during nesting season, surveys for nesting females will be required no more than 48 hours prior to ground disturbance activities. A qualified biologist shall survey the work site and 400 meters up and downstream for signs of nesting and occupation. If nests are encountered, an exclusion buffer will be delineated around the nest area where no work shall occur until the end of nesting season. If work must occur within the nesting area, the City will obtain necessary authorization from the U.S. Fish and Wildlife Service for relocation authority and procedures.
e) Roosting Bats and Maternity Colony Survey: If ground disturbing activities commence on the project site during the breeding season of native bat species (April 1 to August 31), #23..
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City of Modesto | Proposal
Carpenter Road Landfill Closure Phase I Regulatory Assistance, Amendment 1 4 then a field survey shall be conducted by a qualified bat biologist to determine whether active roosts are present on site or within fifty (50) feet of the project boundaries.
Field surveys shall be conducted early in the breeding season before project activities begin, when bats are establishing maternity roosts but before pregnant females give birth (April through early May). If no roosting bats are found, then no further mitigation is required. If roosting bats are found, then disturbance of the maternity roosts shall be avoided by halting project activities until the end of the breeding season, or a qualified bat biologist removes and relocates the roosting bats in consultation with CDFW through a separate permit application process.
f) Burrowing Owl Survey: Within fifteen (15) days prior to project activities a survey for burrowing owls will be conducted between March and May. Fossorial mammal burrows within the trenching area will be examined for signs of occupation by burrowing owls including presence of pellets, whitewash around the opening, or scattered feathers. If no burrowing owls are detected, no further mitigation is required. If burrowing owls are detected, no work will occur until the burrowing owls leave, or the City would apply for an Incidental Take Permit (ITP). If an ITP is pursued, no work will occur until the City receives the ITP.
g) Biological Monitoring during Trenching: A biological monitor will be provided during each day of trenching activities. This will include monitor led environmental awareness training for construction workers at the start of each day and observation of biological protectiveness measures.
h) Underground Utility Marking: As required by state law, HDR will mark each trench location and notify USA North 811 to mark underground utility locations in the vicinity of each trench.
i) Additional Trenches: In its letter dated May 23, 2024, the Central Valley Regional Water Quality Control Board (CVRWQCB) requested additional trenches be excavated to better define the extent of waste. The response to the CVRWQCB’s comment resulted in siting of five additional trenches.
DELIVERABLES:
A meeting agenda will be provided prior to each meeting. A brief memorandum will be prepared by an HDR biologist to summarize results of required pre-construction surveys.
A brief memorandum will be prepared by HDR biologist to summarize the monitoring effort conducted.
ASSUMPTIONS:
The biological surveys and the trench marking will each be performed on the same day by two HDR staff members.
The five additional trenches will require two additional days of field activity. A total of twelve (12) trenches will be excavated.
HDR will provide and install stakes, flagging / fencing to delineate environmentally sensitive areas. An HDR biologist will provide oversight of installation. #23..
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City of Modesto | Proposal
Carpenter Road Landfill Closure Phase I Regulatory Assistance, Amendment 1 5 A total of 5 days is assumed for trenching effort. Twelve hours per day is assumed for monitoring which includes daily travel to/from project location. Per California Environmental Quality Act Initial Study prepared by the City in 2017, cultural monitoring is not required; therefore, no cultural monitor is being provided by HDR.
The City will not remove trees greater than 2-inches in diameter. No direct impacts (i.e., trimming, thinning or removal) to elderberry shrubs will occur. A pre-construction or monitoring report will be prepared by HDR’s biologist; however, the reports will not be submitted to CDFW as it wasn’t identified in the application for the Agreement.
A Storm Water Pollution Prevention Plan will not be required due to disturbance of the twelve (12) trenches is less than 1 acre.
Deliverables under this task order will be prepared and submitted electronically.
A budget summary for this amendment is provided below:
This proposal is valid for ninety (90) days from the date of submission. Thereafter, it may be subject to change.
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California Levine Act Disclosure
California Government Code Section 84308, also known as the "Levine Act", prohibits City “officers” from participating in any action related to a license, permit, or other entitlement for use (a “proceeding”) if such member accepts, solicits, or directs political contributions from a party to the proceeding or their agent totaling more than $500 while the proceeding is pending before the agency, and for twelve (12) months following the date a decision concerning the proceeding has been made. The Levine Act also requires disclosure of such contribution by a party to the proceeding.
Section 84308(a)(4) of the Levine Act defines an "officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency of officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position; (2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4)Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Modesto City Council Board Members can be found online at: Modesto City Council https://modestogov.com/706/Council-Members (modestogov.com). The party making this certification is responsible for determining whether a recipient of a political contribution is a City officer prior to answering the following questions:
1. Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City officer, in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
___ YES If yes, please identify the Councilmember(s):
_X__ NO
2. Do you, or your company, or any agent on behalf of you or your company, anticipate or plan to make any political contribution of more than $500 to any City officer in the twelve (12) months following any Council action related to this contract?
___ YES If yes, please identify the Councilmember(s):
_X__ NO
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Answering YES to either of the questions above does not preclude the City of Modesto from awarding a contract to your firm or taking any subsequent action related to the contract. It may, however, preclude the identified City officer from participating in any actions related to such contract.
HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
_________________ _____________________________
Date Signature of authorized individual
_____________________________
Company/Applicant Name
HDR Engineering, Inc. /Holly Kennedy, PE
4/11/2025
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CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
June 24, 2025
Date: May 22, 2025
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: Bill Sandhu, Director of Public Works
SUBJECT: Second Amendment to the Agreement for the Feasibility Study for Compost with HDR Engineering Consultants
CONTACT: Rosene Nguyen, Integrated Waste Manager, [email protected], 209- 577-5453
DESCRIPTION:
Consider approving the Second Amendment with HDR Engineering, Inc. Folsom, CA for the Feasibility Study for Compost, increasing the Agreement amount by $94,658 over the term of the Agreement. (Funding Source: Compost Facility Improvement Fund) STRATEGIC PLAN ELEMENT:
The recommended action supports the City’s 2025-2026 Strategic Plan Area of Focus: Quality of Life, “Engage partners across the community to ensure the safety, resilience, and attractiveness of Modesto”, Goal A: “Improve community safety and quality of life through a combination of prevention and intervention efforts that address safety and its underlying issues”, Strategy 6: Motivate and encourage staff and community members to identify and mitigate blight issues; and Goal B: “Increase pride in Modesto’s diverse neighborhoods and business districts through beautification efforts and by investing in community assets and amenities”, Strategy 3:
Evaluate current waste removal and city beautification policies and procedures.
BACKGROUND:
The City of Modesto Compost Facility was created and began operation in January 1997 to comply with Assembly Bill (AB) 939’s 50% waste diversion requirement. In September 2016, Governor Brown signed the Short-Lived Climate Pollution Reduction Act Senate Bill (SB 1383)1 into law, establishing emission reduction targets statewide to reduce organic waste to landfill by 75% and recovering 20% of edible food waste for human consumption by 2025.
The Compost Facility’s primary and state mandated purpose is to process the City’s diverted yard waste, paper waste and food waste materials into a reusable soil amendment product (compost), thus keeping these materials from entering the landfill and lowering the City’s 1 https://www.calrecycle.ca.gov/organics/slcp
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City Council, June 24, 2025
Second Amendment to the Agreement for the Feasibility Study for Compost with HDR Engineering Consultants
disposal rate. A secondary purpose of the facility is to then market and sell the finished compost to farmers, landscapers, and backyard gardeners, which in turn helps keep the facility sustainable. Compost is also donated to community gardens and landscape projects, parks, schools, churches, and has been used in City projects. Annually, the Facility receives approximately 50,000 tons of raw compostable waste materials and processes it into about 25,000 tons of compost.
On June 14, 2022, by Resolution No. 2022-276, Council approved new solid waste rates. The new rates took effect on July 1, 2022. A compost facility improvement fee was added to both residential rates and commercial rates. These fees are solely utilized for facility improvements.
On December 6, 2022, by Resolution No. 2022-466, Council approved an agreement with HDR Engineering, Inc. to conduct a Feasibility Study for the City’s Compost Facility. On October 24, 2023, by Resolution No. 2023-472, Council approved the proposed plan and recommendations from HDR Engineering to expand and improve the existing City of Modesto Compost Facility.
On May 7, 2024, by Resolution No. 2024-140, Council approved the First Amendment with HDR Engineering, Inc. for the Feasibility Study for the City of Modesto’s Compost Facility, increasing the Agreement amount by $96,062 to create surface improvements plans.
DISCUSSION:
The purpose of the Compost Facility Feasibility Study is to explore the viability of an improved and expanded Compost Facility that will help the City achieve SB 1383’s mandated organic waste diversion goals. Further, both the regional air district (San Joaquin Valley Air Pollution Control District Rule (SJVAPCD) 4566) and the Regional Water Board (General Waste Discharge Requirements for Composting Operations, Order WQ 2020-0012—DWQ) require improvements to the heavy equipment operations, working surfaces, and material processing operation to protect the air and groundwater quality, respectively. These two regulatory permitting agencies and the SB1383 legislation require the City to undertake substantial infrastructure, site electrifications, labor, and heavy equipment improvements to maintain the Compost Facility.
HDR Engineering, Inc. evaluated the facility’s ability to comply with California Department of Resources Recycling and Recovery (CalRecycle), SB 1383, San Joaquin Valley Air Pollution Control District, and the Regional Water Board Requirements and met with City staff to evaluate key considerations in the future of the facility. This Feasibility Study provided a detailed overview of the upgrades that need to be completed at the Facility to maintain compliance with state regulations. Because of the detailed nature of the study, HDR Consultants have a comprehensive understanding of the needs of the Facility and as such, rebidding this project at this stage would be detrimental. The City would incur the financial burden of bringing another team or vendor up to speed on the work that has already been completed to resume the project.
Not only is this not cost effective, but this would also further extend the timeline of the project, impacting purchases of equipment, compliance with laws and regulations, and would impact the public service provided to residents.
Upon completing the compost feasibility study, HDR Engineering, Inc. developed a list of recommended improvements. The first project on the list is a Compost Surface Improvement project which will prevent water settlement and ponding, promote drainage to the pad’s valley #24..
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City Council, June 24, 2025
Second Amendment to the Agreement for the Feasibility Study for Compost with HDR Engineering Consultants
gutter and drains, and will provide a permanent solution to the site’s compromised working surface. This project is currently in progress.
The second recommendation includes an analysis of the Facility’s electrification capacity and identify the need to increase power supply to the Facility to provide additional processing capabilities to process additional feedstock and to purchase new electric equipment to replace the diesel operated ones.
The following tasks have been identified to complete the Design of a new Transformer:
Task 1: Project Management
Project Management includes project oversight, execution, office administration, invoicing, coordinating work of the design team, and coordinating and reporting on the progress of the Project to the City.
Task 2: Estimate Future Power Requirements
HDR will prepare an estimate of the future power requirements of the Facility. The purpose of this task is to identify the future power requirements to bracket the range of power expected to be needed at the Facility. The future power requirements are envisioned to include the new electrified materials screening, grinding, blending infrastructure, future aeriated static pile aeration system, administrative offices, electrified on-site equipment, storm drainage pumping system and related features as identified in the previously prepared Study.
Task 3: Prepare Transformer Preliminary Design
Following completion and the City’s acceptance of the Future Power Requirements, HDR will prepare the Transformer Preliminary Design. The purpose of this task is to convert the list of future power requirements into a preliminary design to reach consensus of the scope of the transformer project design and subsequent construction. HDR will prepare a single Preliminary Design sheet showing the location and features at a conceptual level for discussion and the City’s input and concurrence.
Task 4: Prepare Transformer Construction Documents
HDR will prepare the Transformer Construction Documents. The purpose of this task is to develop the construction documents which will be used to procure the purchase and installation of the new transformer for the Facility. The design documents will include:
One line diagram showing power from utility distribution, down to utility transformer and onto a main/meter switchboard.
Utility transformer requirements for site install.
Switchboard requirements for install.
Conduits and conductors information for construction bid documents. Specifications for contractor provided equipment.
HDR will prepare the Transformer Construction Documents which will include the following:
1. Design Sheets
Cover sheet legends and symbols.
Civil Site and Grading Plan
Horizontal Control Plan
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City Council, June 24, 2025
Second Amendment to the Agreement for the Feasibility Study for Compost with HDR Engineering Consultants
Civil Site Utility Plan
Electrical Site Plan
Electrical Single Line Diagram
Details
2. Technical Specifications
Technical specifications
Bid Form
Measurement and Payment
Task 5: Provide Bidding Support Assistance
HDR will provide bidding support during the bidding phase.
Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $100,000 for material, equipment, or contractual services to be formally bid. However, exceptions to the formal bidding process are granted in MMC 8-3.204(f) “When the Purchasing Manager, in his or her discretion, determines that it is appropriate to amend the services or goods provided under an existing agreement to include additional similar goods or services, of limited quantity or scope, in order to increase efficiency and avoid delays or disruptions to City projects or services.”
FISCAL IMPACT:
On June 14, 2022, by Resolution No. 2022-427, Council approved the addition of Compost Facility Improvement fees to the residential and commercial solid waste rates. The anticipated cost to implement the recommendations of approximately $26,050,000 will be absorbed within the current Compost Facility Improvement (4896-56035) Fund. Due to the anticipated cost, this project will be completed in three different phases, over the next five to ten years, depending on available funds and on actual feedstock quantities. The first amendment increased the amount of the agreement by $96,062, The second amendment will increase the by $94,658, as shown below, for a revised total amount not to exceed $287,775.
Table 1. Cost estimate per tasks identified:
Task Description Cost Estimate
Task 1 – Project Management $ 10,064
Task 2 – Estimate of Future Power Requirements $ 16,013 Task 3 – Preliminary Transformer Design $ 20,559
Task 4 – Transformer Construction Documents $ 43,616
Task 5 – Bidding Support $ 4,406
Grand Total $ 94,658
COMMITTEE RECOMMENDATION:
This Second Amendment was presented to Finance Committee on May 19, 2025, and was recommended to forward to Council for approval.
CEQA/NEPA REQUIREMENTS:
An Environmental review might be required due to the facility expansion and improvements.
CEQA process which is anticipated to be a Mitigated Negative Declaration to increase acreage #24..
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Second Amendment to the Agreement for the Feasibility Study for Compost with HDR Engineering Consultants
from 30 to a minimum of 46 acres, and clarify feedstock types, specifically the variety of food waste sources.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the Second Amendment with HDR Engineering, Inc. for the Feasibility Study for Compost, increasing the Agreement amount by $94,658 to a revised total amount not to exceed $287,775 over the term of the Agreement; and authorizing the City Manager, or his designee to execute the Amendment.
Approved by:
Bill Sandhu, Public Works Director
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
2. Second Amendment
3. First Amendment (with Exhibit A1)
4. Exhibit A2 - HDR Proposal
5. Exhibit B- Modesto 2025 Rate Sheet
6. Original Signed Agreement (with all Exhibits)
7. Bid Waiver
8. Modesto Levine Act Statement Form
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1 2025-xxx
MODESTO CITY COUNCIL
RESOLUTION NO. 2025-XXX
RESOLUTION APPROVING THE SECOND AMENDMENT WITH HDR
ENGINEERING, INC. FOR THE FEASIBILITY STUDY FOR COMPOST, INCREASING THE AGREEMENT AMOUNT BY $94,658, TO A REVISED TOTAL AMOUNT NOT TO EXCEED $287,775 OVER THE TERM OF THE AGREEMENT; AND AUTHORIZING THE CITY MANAGER, OR HIS
DESIGNEE, TO EXECUTE THE AMENDMENT
WHEREAS, the City of Modesto Compost Facility was created and began operation in January 1997 to comply with Assembly Bill (AB) 939’s 50% waste diversion requirement; and
WHEREAS, in September 2016, Governor Brown signed the Short-Lived Climate Pollution Reduction Act Senate Bill (SB 1383)1 into law, establishing emission reduction targets statewide to reduce organic waste to landfill by 75% and recovering 20% of edible food waste for human consumption by 2025; and
WHEREAS, the Compost Facility’s primary and state mandated purpose is to process the City’s diverted yard waste, paper waste and food waste materials into a reusable soil amendment product (compost), thus keeping these materials from entering the landfill and lowering the City’s disposal rate. A secondary purpose of the facility is to then market and sell the finished compost to farmers, landscapers, and backyard gardeners, which in turn helps keep the facility sustainable. Compost is also donated to community gardens and landscape projects, parks, schools, churches, and has been used in City projects; and
1 https://www.calrecycle.ca.gov/organics/slcp
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WHEREAS, annually, the Facility receives approximately 50,000 tons of raw compostable waste materials and processes it into about 25,000 tons of compost; and WHEREAS, on June 14, 2022, by Resolution No. 2022-276, Council approved new solid waste rates. The new rates took effect on July 1, 2022. A compost facility improvement fee was added to both residential rates and commercial rates. These fees will be solely utilized for facility improvements; and
WHEREAS, on December 6, 2022, by Resolution No. 2022-466, Council approved an agreement with HDR Engineering, Inc. to conduct a Feasibility Study for the City’s Compost Facility. On October 24, 2023, by Resolution No. 2023-472, Council approved the proposed plan and recommendations from HDR Engineering to expand and improve the existing City of Modesto Compost Facility. On May 7, 2024, by Resolution No. 2024-140, Council approved the First Amendment with HDR Engineering, Inc. for the Feasibility Study for the City of Modesto’s Compost Facility, increasing the Agreement amount by $96,062 to create surface improvements plans; and WHEREAS, the purpose of the Compost Facility Feasibility Study is to explore the viability of an improved and expanded Compost Facility that will help the City achieve SB 1383’s mandated organic waste diversion goals; and WHEREAS, both the regional air district (San Joaquin Valley Air Pollution Control District Rule (SJVAPCD) 4566) and the regional water board (General Waste Discharge Requirements for Composting Operations, Order WQ 2020-0012—DWQ) require improvements to the heavy equipment operations, working surfaces, and material processing operation to protect the air and groundwater quality, respectively; and WHEREAS, these two regulatory permitting agencies and SB 1383 require the #24..
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City to undertake substantial infrastructure, site electrifications, labor, and heavy equipment improvements to maintain the Compost Facility; and WHEREAS, HDR Engineering, Inc. evaluated the facility’s ability to comply with California Department of Resources Recycling and Recovery (CalRecycle), SB 1383, San Joaquin Valley Air Pollution Control District, and the Regional Water Board requirements and met with City staff to evaluate key considerations in the future of the facility; and
WHEREAS, upon completing the compost feasibility study, HDR Engineering, Inc. developed a list of recommended improvements. The first project on the list is a Compost Surface Improvement project which will prevent water settlement and ponding, promote drainage to the pad’s valley gutter and drains, and will provide a permanent solution to the site’s compromised working surface. This project is currently in progress; and
WHEREAS, the second recommendation includes an analysis of the Facility’s electrification capacity and identify the need to increase power supply to the Facility to provide additional processing capabilities to process additional feedstock and to purchase new electric equipment to replace the diesel operated ones; and WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases, which meet or exceed $100,000 for material, equipment, or contractual services to be formally bid. However, exceptions to the formal bidding process are granted in MMC 8-3.204(f) “When the Purchasing Manager, in his or her discretion, determines that it is appropriate to amend the services or goods provided under an existing agreement to include additional similar goods or services, of limited quantity or #24..
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scope, in order to increase efficiency and avoid delays or disruptions to City projects or services.”
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Second Amendment with HDR Engineering, Inc. for the Feasibility Study for Compost, increasing the Agreement amount by $94,658 to a revised total amount not to exceed $287,775 over the term of the Agreement.
BE IT FURTHER RESOLVED that the City Manager, or his designee, is hereby authorized to execute the Amendment, in a form approved by the City Attorney. #24..
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5 2025-xxx
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 24th day of June 2025, by Councilmember? who moved its adoption, which motion being duly seconded by Councilmember? was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
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1 SECOND AMENDMENT TO STANDARD AGREEMENT
FOR FEASIBILITY STUDY FOR COMPOST WITH HDR ENGINEERING
CONSULTANTS
This Second Amendment to the Standard Agreement for Feasibility Study for Compost (“Second Amendment”) is entered into between the CITY OF MODESTO, a municipal corporation of the State of California (hereinafter the “City”) and HDR ENGINEERING Inc., a Nebraska Corporation, (hereinafter “Consultant”) as of __________________________.
RECITALS
This Second Amendment is made with regard to the following recitals:
1. City and Consultant entered into the Standard Agreement for Feasibility Study for Compost on the 6th day of December 2022, (“the Original Agreement”).
2. City and Consultant approved the First Amendment to the Original Agreement expanding the SCOPE OF SERIVCES to include “Exhibit A1” and increasing the total amount not to exceed to $193,117.
3. City and Consultant desire to amend the Original Agreement to expand the SCOPE OF SERVICES to include “Exhibit A2” for Design of a New Transformer to Serve the City’s Compost Facility and add “Exhibit B” City of Modesto 2025 Rate Sheet.
4. City and Consultant desire to amend the Original Agreement to increase the compensation paid for services by $94,658.
NOW, THEREFORE, in consideration of the First Amendment, this Second Amendment, and the mutual promises, covenants, and stipulations contained in the Original Agreement for Feasibility Study for Compost, the parties agree as follows:
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2 1. Section 1 “SCOPE OF SERVICE” shall be amended to include “Exhibit A2” for Design of a New Transformer to Service the City’s Compost Facility.
2. Section 3 “COMPENSATION” shall be deleted in its entirety, and replaced with the following:
Consultant agrees to accept a sum, for a total not to exceed amount of $287,775 DOLLARS as full remuneration for performing all services and furnishing all staffing and materials called for in “Exhibit A”, Exhibit A1” and “Exhibit A2”, and for performance by Consultant of all of its duties and obligations under this Agreement.
The Compensation shall be paid pursuant in the manner and at the times set forth below:
The City shall pay Consultant on a time and materials basis for Consultant’s actual costs for all work called for in “Exhibit A”, “Exhibit A1” and “Exhibit A2” to this Agreement. Consultant shall submit monthly invoices to City which include detailed receipts for any out-of-pocket costs paid by Consultant in connection with work performed on this project. All work to be performed under this Agreement shall be billed at the rates set forth in “Exhibit B.”
3. Exhibit A2 and Exhibit B, as modified and amended by this Second Amendment, shall be included with the Agreement. All other provisions of the Original Agreement and First Amendment shall remain unchanged and in full force and effect. #24..
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3 IN WITNESS WHEREOF, the City of Modesto, a municipal corporation, has authorized the execution of this Second Amendment to the Original Agreement for Feasibility Study for Compost by its City Manager and attestation by its City Clerk under the authority of Resolution No. 2025-_____ on the ________ day of ___________, 2025, and HDR ENGINEERING Inc. has caused this Second Amendment to be duly executed as of the Effective Date.
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1 FIRST AMENDMENT TO AGREEMENT
FOR FEASIBILITY STUDY FOR COMPOST WITH HDR ENGINEERING
CONSULTANTS
This First Amendment to the Agreement for Feasibility Study for Compost (“ First Amendment”) is entered into between the CITY OF MODESTO, a municipal corporation of the State of California (hereinafter the “City”) and HDR ENGINEERING, a Nebraska Corporation, (hereinafter "Consultant") as of _______ day of _____________, 2024.
RECITALS
This First Amendment to the Agreement for Feasibility Study for Compost Service is made with regard to the following recitals:
A. The Consultant Agreement for Feasibility Study for Compost (No. 240991), hereinafter referred to as “Original Agreement” was entered into between City and Consultant on the 6th day of December 2022.
B. City and Consultant desire to amend the Original Agreement to expand the SCOPE OF SERVICES to include “Exhibit A1” for Compost Surface Improvements.
C. City and Consultant desire to amend the Original Agreement to increase the compensation paid for services by $96,062 for a revised total amount not to exceed $193,117 over the term of the Original Agreement.
NOW, THEREFORE, in consideration of this First Amendment, and the mutual promises, covenants, and stipulations contained in the Original Agreement, the parties agree as follows:
1. Section 1 “SCOPE OF SERVICES” shall be amended to include Exhibit “A1” for Compost Surface Improvement, attached hereto and incorporated herein.
DocuSign Envelope ID: E1966A06-AAED-4385-BD61-42B3C3C5A31C May 7th
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2 2. Section 3 “COMPENSATION” shall be deleted in its entity, and replaced with the following;
Consultant agrees to accept a sum, for a total not to exceed amount of $193,117 DOLLARS (One Hundred Ninety-Three Thousand and One Hundred and Seventeen Dollars) as full remuneration for performing all services and furnishing all staffing and materials called for in Exhibit “A”, Exhibit “A1”, and for performance by Consultant of all of its duties and obligations under this Agreement.
The Compensation shall be paid pursuant in the manner and at the times set forth below:
The City shall pay Consultant on a time and materials basis for Consultant’s Actually costs for all work called for in Exhibit “A” and Exhibit “A1” to this Agreement.
Consultant shall submit monthly invoices to City which include detailed tasks, hours worked, and billable rates for all work completed and detailed receipts for any out-ofpocket costs paid by Consultant in connection with work performed on this project.
3. Except as modified and amended by this First Amendment, all other provisions of the Original Agreement shall remain unchanged and in full force and effect.
IN WITNESS WHEREOF, the City of Modesto, a municipal corporation, has authorized the execution of this FIRST AMENDMENT to AGREEMENT for FEASIBILTY STUDY FOR COMPOST Services by its City Manager and attestation by its City Clerk on the ________ day of ___________, 2024, and HDR ENGINEERING, has caused this FIRST AMENDMENT to be duly executed as of the Effective Date.
DocuSign Envelope ID: E1966A06-AAED-4385-BD61-42B3C3C5A31C 7th May
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CITY OF MODESTO,
a municipal corporation
BY: ____________________________
JOSEPH P. LOPEZ, City Manager
ATTEST:
(Seal)
BY: ____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
________________________________ BY: ____________________________ By _____________________________
Name Title
BY: ____________________________
By _____________________________
Name Title
APPROVED AS TO FORM:
BY: ____________________________
JOSE M. SANCHEZ, City Attorney
APPROVED AS TO FORM:
BY: ____________________________
MATTHEW BRALEY, ARM-PE, Risk Manager
Federal ID # ___________
DocuSign Envelope ID: E1966A06-AAED-4385-BD61-42B3C3C5A31C HDR Engineering Inc.
Sr. Vice President
47-0680568
Holly Kennedy
5/14/2024
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Revised 1/19/2024
Bid Waiver Approval Form
Supplier Name: Amount of Bid Waiver Request:
Supplier Contact: Supplier Phone No:
Are Federal Funds being utilized for portion of purchase? A bid waiver is required for any procurement commitment greater than $ 3,500 where a minimum of three bids are not obtained.
Justification for waiving the competitive bid requirements is limited to the following (provide detailed information in the comments section of form):
Reason for Bid Waiver - Check Box:
Sole Source - The item/service is unique in its specifications such that only one vendor is qualified to provide the good or service (Formal bidding exception under MMC 8-3.204(b))
OEM - Original Equipment Manufacturer / Distributor
Inflexible time constraints preclude the bidding process - Exigent or mergency circumstances (Formal bidding exception under MMC 8-3.204 (c)) The incumbent's cost, delivery and quality can be compared to a previous quote/bid obtained within the last six months, for the same or similar item/service (Total purchase must be less than $100,000)
Professional Services defined under MMC 8-3.103 (Formal bidding exception under MMC 8-3.204 (a)) – staff should make effort to solicit at least three informal proposals.
Single Bid/Proposal – More than one supplier could provide the goods or service, but only one supplier provided bid/proposal for solicitation.
Amendment – Extending agreement for no more than one year to allow the City to complete formal bidding process for new agreement (MMC 8-3.204 (e)).
Amendment – Amending the goods or services under the existing agreement to include similar types of goods and services (MMC 8-3.204 (f)) Requisition No: Department:
Project Description:
The purchase of any item utilizing any Federal Funding must comply with current applicable Circular Yes No
Public Works
Proposal for Permitting and Design for Compost Facility Surface Improvements HDR Engineering, Inc. 96062
Cindy Liles 408.386.1965
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Other (requires detailed comments)
NEW TECHNOLOGY PURCHASES
Does the new technology meet the criteria to be reviewed by the Technology Steering and Alignment Committee (TSAC)? Yes ____ No ____
If yes, was it approved by this committee? Yes ____ No ____ Approval Name Signature Date
Requestor
Division Manager
Department Director
Chief Information Officeri
Buyer
Purchasing Manager
Director of Finance
i
Information technology (IT) purchases will require Chief Information Officer Signature Buyer Comments:
Comments:
Rosene Nguyen
Rosene Nguyen
2/6/2024
2/6/2024
Dianne Love (Feb 14, 2024 16:00 PST) Dianne Love Dianne Love Feb 14, 2024 DeAnna Christensen Feb 14, 2024
Held teams meeting with the department, Carol, myself and Dianne to determine the best way to process this project. It was decided that an Amendment to the existing agreement is the best option as the SOW is similar and expanding on current agreement.
Holly Gonzales Holly Gonzales 2/13/24
HDR Engineering conducted a compost falsifiability study. Compost surface improvement was on of the items listed in the study. The amendment to the contract provides a detailed proposal on how to conduct the permitting and design for the compost facility surface improvements. Currently the compost facility is under a Notice of Violation (NOV) with the water board. the NOV states that the compost facility has to improve the surface to prevent ponding of water that contributes to contaminating the ground water.
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hdrinc.com
3003 Oak Road, Suite 500, Walnut Creek, CA 94597-4541
(925) 465-2700
December 7, 2023
Rosene Nguyen
Integrated Waste Program Manager
City of Modesto
[email protected] Subject: Proposal for Permitting and Design for Compost Facility Surface Improvements
Dear Mrs. Nguyen,
HDR Engineering, Inc. (HDR) is pleased to present this proposal to support the City of Modesto (City) in updating their Waste Discharge Requirements (WDR) for Composting Operations Technical Report for the City’s Compost Facility (Facility) located at 7001 Jennings Road. This is one of the next steps that HDR recommendations for the City, as a result of the Facility Feasibility Study, to improve the Facility’s operations and comply with the WDR requirements. HDR has prepared this proposal based on our experience performing previous work on the Facility and similar projects.
HDR has recently completed the Compost Facility Feasibility Study for the City which included a list of recommendations to improve and expand the operations at the Facility.
The work included performing a feedstock assessment, site electrification analysis, permitting strategy, as well as completing a conceptual design of the surface improvements, and collecting vendor quotes for composting systems and equipment. This proposal is one of the next steps for improving the Facility.
Scope of Services
The following tasks have been identified to complete the above objectives:
Task 1 – Prepare Construction Grading Plans
The proposed surface improvements from the Compost Facility Feasibility Study will be used to prepare the construction grading plans. Prior to preparing the grading plans, a land survey will be conducted. HDR has partnered with Associated Engineering Group (AEG) located in the City of Modesto to perform this work. AEG performed the 2009 land survey for the Facility and is familiar with the property. AEG has provided a separate proposal which has been incorporated into this proposal and is included in Appendix A.
DocuSign Envelope ID: E1966A06-AAED-4385-BD61-42B3C3C5A31C EXHIBIT A1
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Once the results of the land survey are received, HDR will prepare a 60% design packet of the grading plans for City review and comment. Once comments are received from the City, HDR will finalize the 100% design plans for the Facility surface improvements. The design packet will be inclusive of supporting drainage calculations to be used in the Revised Technical Report.
The HDR team anticipates the design plans to be up to twelve (12) sheets for a complete submittal packet. Other than the survey, one (1) additional site visit is anticipated for up to two (2) HDR staff. The design lead will meet with the City virtually for up to three (3) meetings during the preparation of the plans, once after the survey data has been received, again after the 60% design packet has been prepared, and a final meeting to review the complete 100% design packet.
The final deliverable will be in PDF format for the City to submit to the appropriate department to obtain the necessary permits and approvals prior to construction. These PDFs will also be designed to be included in the future Request for Proposals (RFP) for the City to select a qualified contractor to perform the construction activities.
This task does not include major revisions to the construction grading plans post-review by the applicable permitting agencies. Minor revisions such as labeling and formatting are included.
Task 2 – Revise WDR Technical Report
During the Compost Facility Feasibility Study, HDR proposed surface improvements at the Facility to comply with WDR and prepared conceptual level design plans. These proposed surface improvements will be used to revise the Technical Report and prepare the construction level grading plans. The Technical Report will include the construction level grading plans and supporting drainage calculations. This assumes one (1) round of review and comments from the City prior to finalizing the Technical Report.
This assumes one (1) complete revised Report of Waste Discharge (ROWD) application package, inclusive of the application form if required by the Central Valley Regional Water Quality Control Board (CVRWQCB). HDR will lead the coordination with the CVRWQCB during their review process and assumes responding to one (1) round of comments through a revised ROWD application package. Coordination with CVRWQCB may include emails, phone calls, and virtual meetings not to exceed twenty (20) hours of HDR labor.
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If the CVRWQCB does not approve the current design, then HDR will prepare a proposal to revise the construction grading plans and associated drainage calculations. The ROWD revisions included in this proposal do not include changing the proposed design.
Task 3 – Request for Proposal Assistance
It is HDR’s understanding that the City will prepare and facilitate a Request for Proposals (RFP) to select a contractor to perform the proposed surface improvements at the Facility.
HDR will assist as needed in the RFP process for up to fifty (50) hours by key HDR staff.
Specifically, HDR will participate in a limited basis during the contractor RFP process to prepare a summary description of the scope and to answer questions from the contractors related to the design plans.
Task 4 – Preparation of Construction SWPPP
HDR will prepare a conceptual Stormwater Pollution Prevention Plan (SWPPP) document pursuant to the California State Water Resources Control Board and Construction General Permit (CGP) requirements, which includes the SWPPP be written by a Qualified SWPPP Developer (QSD). The SWPPP will be prepared using the California Stormwater Quality Association (CASQA) construction SWPPP template. This assumes one (1) round of comments from the City during one (1) comment period. The SWPPP will be prepared to be provided as part of the bid package for the RFP process to select a contractor. The purpose of the conceptual construction SWPPP is to provide a SWPPP that will only require minor revisions by the selected contractor’s QSD. HDR will not be the projectspecific QSD certifying the SWPPP; the project-specific QSD will need to be identified and supplied by the selected contractor.
HDR is able to provide third-party oversight for the proposed construction activities, as they related to the construction SWPPP, however these services are not included in this proposal at this time.
Project Schedule
HDR anticipates that the ROWD application packet will be ready for submittal within four (4) months of receiving the Notice to Proceed (NTP). The land survey will be performed within one (1) month of receiving the NTP. After the results of the land survey are delivered, HDR anticipates approximately two (2) months to prepare the construction grading plans and supporting drainage calculations. These design plans and calculations will be incorporated into the Technical Report and a complete application packet will be DocuSign Envelope ID: E1966A06-AAED-4385-BD61-42B3C3C5A31C #24..
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prepared for submittal to the CVRWQCB. Tasks 3 and 4 will only commence after feedback from the CVRWQCB is received, or as directed by the City to proceed. It is anticipated that the CVRWQCB may take between four (4) to nine (9) months to review the ROWD package. The construction grading plans, Technical Report, RFP process, and construction SWPPP may be impacted depending on comments received.
Fee Estimate
HDR will furnish labor, equipment, and materials to assist the City of Modesto on a time and materials basis not to exceed $96,062 (see Table 1 below).
Staff rates will be consistent with the current contract terms. HDR will only expend efforts under these tasks as authorized by the City.
The people most involved in this project will be Cindy Liles, EIT and Maryan Kukharets, PE.
The project team will be supported on an as-needed basis by other technical resources within HDR. The 2024 activities described herein can commence immediately upon NTP from the City.
Table 1. Cost estimate per tasks identified
Task Description Cost Estimate
Task 1 – Prepare Construction Grading Plans 31,915
Task 2 – Revise WDR Technical Report 36,147
Task 3 – Request for Proposals Assistance 13,515
Task 4 – Preparation of Construction SWPPP 14,485
Grand Total $96,062
Exclusions
The scope of work and budget associated with this proposal assume the following: Meetings with the City and vendors will be conducted virtually. The proposed surface improvements in the Compost Facility Feasibility Study will be used to revise the Technical Report and prepare the construction level grading plans.
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The City will obtain the necessary local approvals for construction of the proposed surface improvements, such as, but not limited to a grading permit. The City will prepare the RFP for a contractor to perform the surface improvements proposed at the Facility and coordinate the selection of the contractor. HDR will participate in a limited basis during the contractor RFP process to prepare a summary description of the scope and to answer questions from the contractors related to the design plans. A QSD certified SWPPP for construction is not included in this proposal. Construction Quality Assurance (CQA) services are not included in this proposal. This proposal does not include major revisions to the construction grading plans post-review by the applicable permitting agencies. Minor revisions such as labeling and formatting are included. Work is assumed to occur in the calendar year 2024.
HDR has qualified staff and is available to provide a separate proposal for these services excluded above.
HDR is excited about another opportunity to work with the City of Modesto. In the meantime, please feel free to contact us should you have questions.
Sincerely,
HDR Engineering, Inc.
Cindy Liles Holly Kennedy, PE
Project Manager Senior Vice President
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Appendix A
Appendix A:
Associated Engineering
Group Survey Proposal
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P3385_rev
AGREEMENT
PROFESSIONAL CONSULTING SERVICES
MODESTO COMPOST FACILITY – TOPOGRAPHIC SURVEY MODESTO, CALIFORNIA NOVEMBER 17, 2023
1. LOCATION The subject site is located at 7001 Jennings Road in Modesto, California, as illustrated in the attached exhibit depicting limits of area and is further identified as Stanislaus County Assessor’s Parcel No.: 22-01-02. 2. CLIENT
Cindy Liles
HDR Inc.
2365 Iron Point Road
Folsom, CA 95630-8709
(408) 386-1965
3. SCOPE OF SERVICES
This project, being the professional consulting services necessary for the topographic survey as shown on the attached exhibit to be done under the supervision of a license land surveyor for quality control purposes, shall include, but not be limited to, the following: A. FIELD AND AERIAL TOPOGRAPHIC SURVEY (limits of survey, see attached)
1. Perform field surveying for establishment of horizontal and vertical control at site, utilizing State Plane Coordinates (NAD83-SPC Zone CA-III) and North American Vertical Datum of 1988 (NAVD88). 2. Setup aerial flight crosses and tie in control for aerial topographic survey. 3. Perform detailed topographic survey of existing improved areas to include:
a. Horizontal location of planimetric features to include top and toe of slopes, roads, curbs, concrete drainage swales, concrete pads, containment areas, pavement, parking lot striping, planter areas, sidewalks, trench drains, bollards, grade breaks, surface visible utilities such as manholes, drain inlets, valves, fire hydrants, etc., buildings, building corners, fences, rails gates, walls, vegetation, trees, signs, and other visible features within the survey limits.
b. Surface utility locations along with subsurface alignment to include invert elevations for all gravity pipes, storm drain inlets and manholes. Measure and note all visible pipe sizes in the field.
4. Perform aerial survey of site for base mapping purposes of approximately 60 +/- acres. ITEM A.........................................................................$9,380 (Based on Prevailing Wage Rates)
B. TOPOGRAPHIC BASE MAPPING (limits of survey, see attached)
1. Perform base mapping to incorporate field data (task item A) and aerial topography into one overall base drawing to include the appropriate lines, symbols, and annotation to clearly depict the topographic data collected.
2. Prepare digital terrain model (DTM) at 1-foot contours on base drawing.
3. Prepare aerial and topographic survey base drawing at a scale to fit on a 24” x 36” sheet to be provided in PDF format with land surveyors seal and signature and AutoCAD Civil 3D v2018 format for client’s use. ITEM B .........................................................................$3,605
4. TOTAL FEE .....................................................................................................................................................$12,985
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Modesto Compost Facility
Modesto, California
November 17, 2023