Montebello City Council
January 8, 2025

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o Climate Change exposure analysis that will characterize the community’s exposure to current and projected climate hazards. This will include listing all climate change effects of concern, an overview of historical climate-related hazard events and their consequences to the community, a description of how each identified effect is expected to change over the analysis period, and a map of projected change in each identified climate change effect.
o An assessment of impact sensitivity that includes a list of community populations and assets that are sensitive to the community’s climate change effects, descriptions of historical and potential future climate impacts to community elements and identifying potential climate impacts of greatest concern.
o An analysis of adaptive capacity, or the community’s current ability to cope with climate impacts to community populations or key community assets. This will include a matrix describing the community’s existing capacity to adapt to each of the priority climate impacts based on existing policies, plans, and/or programs, as well as a second, enhanced version of that matrix which describes factors that enhance local agencies’ adaptive capacity.
o The development
and application of a vulnerability scoring methodology including a table summarizing vulnerabilities across the study area. o Outreach and engagement to foster collaboration with community members to identify community strengths, assets, and climate change impacts to allow opportunities to share their expertise and provide valuable, on-the-ground understanding of climate vulnerabilities.
· Planning for extreme weather events that may impact transportation in a community. Steps taken to adapt to extreme weather may include:
o Evacuation, response, and recovery planning which may include the identification and evaluation of primary evacuation, response, and recovery corridors as well as the development of strategies, policies, or recommendations to improve evacuation, response, and recovery during extreme weather.
o Identifying communities and individuals with inadequate access to transportation options (e.g., survey to determine number and location of transit dependent residents) and the development of potential strategies to improve the evacuation potential of such communities.
o Planning for expanded access to multimodal transportation options (e.g., multimodal) in evacuation corridors to assist underserved
and transit dependent populations in efficient
evacuation during extreme events.
o Planning for Transportation Management System (TMS) and Intelligent Transportation System (ITS) elements that will assist in the ongoing relay of information pertaining to potential hazards which may include the strategic implementation of early warning systems and changeable message signs for enhanced communication during extreme weather events.
o Planning and
evaluating for decentralized energy storage needs for electric vehicle charging infrastructure to safeguard against loss of power and impacts to electric vehicles due to climate-related grid disruptions from climate-related events such as extreme heat or wildfire.
· Transportation Infrastructure Adaptation and Resilience Improvement Plans, and/or integration of transportation adaptation planning into existing plans such as a climate mitigation or adaptation plan, Certified Local Coastal Program, Hazard Mitigation Plan, General Plan (including compliance with Senate Bill 379 requirements (Jackson, Chapter 608, Statutes of 2015)), or other related planning efforts, including project-level planning for capital projects. For instance, this can include:

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o Prioritization of adaptation needs and strategies in a given region/location. o Project-level planning that can be programmed through an existing local or regional transportation plan, such as evaluating infrastructure resilience to climate impacts, especially projects that integrate natural infrastructure or provide multiple benefits.

Specific examples could include: adaptation strategies related to realigning/relocating transportation infrastructure impacted by sea level rise; providing transit shelters with shade, water, or other means of cooling in locations expected to see temperature increases; preparing for increased landslide risk; etc. · Natural and green infrastructure planning (e.g., wetlands restoration along transportation corridors to protect transportation infrastructure from flooding and storm impacts, identifying and removing barriers to habitat and wildlife connectivity). For instance, this can include:
o Incorporation of natural and nature-based features into adaptation projects, plans, and/or strategies that will address current or projected climate change impacts to transportation infrastructure and communities that use them while supporting wildlife connectivity, habitat creation or restoration, and enhancing biodiversity. o The development of adaptation strategies that also incorporate elements of climate change mitigation through the incorporation
of trees and other vegetation into planning-
and project-level recommendations.
· Technical feasibility studies required to advance project-level adaptation planning. Studies may assist in resolving more technical aspects at a study location which may result in more effective implementation of adaptation elements in project scope. They may also aid in advancing adaptation work at priority locations identified in other previous plans or policies.

Studies might incorporate the following analyses:
o Coastal hazards and/or wave runup analysis at a known or identified coastal area in need of adaptation projects or solutions to make transportation assets and surrounding communities more resilient to coastal climate change hazards such as sea level rise, storm surge, and cliff retreat/coastal erosion.
o Precipitation or hydrological studies that incorporate future climate risk into the analysis to ensure that subsequent adaptation strategies implemented in the study area are more resilient to projected changes in precipitation under climate change. o Landslide or geotechnical studies that consider climate change stressors including precipitation and/or wildfire and their potential impact on landslide risk. · Technical assistance projects for under-resourced and climate vulnerable communities to perform climate adaptation planning. This will bring subject matter expertise on climate change and climate adaptation into a project at an identified location which will assist in effective actions being taken to improve climate resilience of transportation facilities and the communities that use them. This may include:
o Consultation with climate change subject-matter experts who may offer assistance on relevant climate change data as well as demographic and/or spatial data management.
o Development of engagement and outreach materials and the facilitation of public meetings or events related to climate change adaptation efforts within the community. · Development of educational resources, trainings and workshops for local jurisdictions and transportation service providers on any of the above listed adaptation planning activities. This may include:
o Educational resources that will inform members of the public or employees at governmental or other organizations on adapting to climate change impacts to

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 27
transportation facilities and how that may affect the community and steps that can be taken to better prepare for such impacts.
o Trainings for staff to establish best practices and organizational policies that will assist in preparation for future climate change impacts.

Eligible and Ineligible Activities and Expenses.

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

Eligible Activities and Expenses
Please consult with Caltrans district staff for clarification regarding specific eligible activities or expenses. Example eligible costs include:
· Staff time
· Consultant time
· Up to 30 percent design or conceptual drawings
· Data and geospatial analysis
· Report writing and the development of associated graphics · Community surveys, meetings, charrettes, and focus groups · Bilingual services for interpreting and/or translation services for meetings · Community/stakeholder advisory groups
· Project-specific staffing
· Web application development and dashboard
· Light snacks and refreshments for public workshops (no full meals), subject to Caltrans approval
o Requests to enhance public participation beyond the currently eligible costs for light refreshments will need justification regarding the cost benefit of the anticipated increase in public participation and must be submitted to Caltrans, and FHWA, when applicable, for consideration and approval, on a case-by-case basis.

Ineligible Activities and Expenses
Some activities, tasks,
project components, etc. are not eligible under this grant program. If an application has any of the following elements, it will be disqualified. Ineligible activities and expenses include:
· Projects without a transportation nexus
· Project Initiation Documents
· Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act · Engineering plans and design specification work
· RTP or updates to the RTP
· Construction projects or capital costs, such as the building of a facility, or maintenance · Purchasing of office furniture or other capital expenditures · Decorations (e.g., for public workshop events)
· Acquisition of vehicles or shuttle programs
· Organizational membership fees
· Incentives for public participation

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o Requests to enhance public participation beyond the currently eligible costs for light refreshments will need justification regarding the cost benefit of the anticipated increase in public participation and must be submitted to Caltrans, and FHWA, when applicable, for consideration and approval, on a case-by-case basis. · Charges passed on to sub-recipient for oversight of awarded grant funds
· Other items unrelated to the project
Tips for a Successful Climate Adaptation Planning Grant Application
Strong applications will integrate all aspects of the grant program’s purpose and specific objectives listed above. Additionally, strong applications will support statewide goals and objectives currently being implemented by the State of California, including the Grant Program
Considerations (see Chapter 1.2).

Some guidance is provided below; however, it is not intended to be all inclusive.

Criteria for Successful Climate Adaptation Planning Grant Applications · Clearly demonstrate how the project promotes climate change adaptation planning on the California transportation system and how the project aligns with the grant specific objectives.
· Partner with Caltrans to identify and address statewide, interregional, or regional transportation adaptation needs in the State Highway System (or multimodal transportation system for transit -focused and/or active transportation projects. · Strengthen government-to-government relationships.
· Demonstrat e
that the proposed planning effort will lead to adaptation project funding proposals and/or programmed system improvements. This can include advancing planning to lead to project development through development of a cost estimate, pursuing a technical feasibility study for adaptation options, and/or developing a conceptual design.
· Identify and address deficiencies
in the multim odal transportation system, including the needs of environmental justice and under -resourced communities, including Native American Tribal Governments and rural communities.
· Encourage stakeholder collaboration and include active community engagement. · Promo te the region’s RTP SCS (where applicable), State planning priorities (Government Code Section 65041.1), and climate adaptation goals (State Adaptation Strategy). · Demonstrate that the proposed planning effort will use the best available science for climate change projections.
· For proposed planning efforts in the California Coastal Zone, demonstrate that all analyses and final deliverables will be consistent with the applicable Certified Local Coastal Program, California Coastal Act (for projects in the Coastal Commission’s retained jurisdiction), and Coastal Commission guidance documents on sea level rise,
environmental justice, and tribal community engagement.

General Tips
· Refer to existing State guidance on climate adaptation planning to ensure alignment with State direction, State data, and guidance, including the California Adaptation Planning Guide, and resources that can be found on the State Adaptation Clearinghouse.
· Consult with your district representative for technical assistance before the application

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

Project Management
· Scope of Work: Refer to the Scope of Work Checklist in Appendix B. · Cost and Schedule : Refer to the Cost and Schedule Checklist in Appendix B.

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

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

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

1. Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency

2. Increase the safety of the transportation system for motorized and non-motorized users

3. Increase the security of the transportation system for motorized and non-motorized users

4. Increase accessibility and mobility of people and freight

5. Protect and enhance the environment, promote energy conservation, improve the quality of life, and promote consistency between transportation improvements and State and local planned growth and economic development patterns

6. Enhance the integration and connectivity of the transportation system, across and between modes, for people and freight

7. Promote efficient system management and operation

8. Emphasize the preservation of the existing transportation system

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

10. Enhance travel and tourism
Complete Streets Local Match Waiver
FHWA and FTA have approved a local match waiver for Complete Streets related grant applications. Applicants with a Complete Streets
related grant application must submit a request
to receive the local match waiver. Complete Streets related activities include, but are not limited to, the following activities:
· Adoption of Complete Streets standards or policies
· Development of a Complete Streets prioritization plan that identifies a specific list of Complete Streets projects to improve the safety, mobility, or accessibility of a street · Development of transportation plans that:

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o Create a network of active transportation facilities, including sidewalks, bikeways, or pedestrian and bicycle trails, to connect neighborhoods with destinations such as workplaces, schools, residences, businesses, recreation areas, healthcare and childcare
services, or other community activity centers
o Integrate active transportation facilities with public transportation service or improve access to public transportation
o Create multiuse active transportation infrastructure facilities (including bikeways or pedestrian and bicycle trails) that make connections within or between communities o Increase public transportation ridership
o Improve the safety of bicyclists and pedestrians
· Regional and megaregional planning (i.e., multi-jurisdictional transportation planning that extends beyond MPO and/or State boundaries) that address travel demand and capacity constraints through alternatives to new highway capacity, including through intercity passenger rail
· Development of transportation plans and policies that support transit-oriented development

Example Project Types
Example Project Types - Strategic Partnerships
· Studies that identify interregional, inter-county, and/or statewide mobility and access needs · Comprehensive Multimodal Corridor Plans
· Corridor performance/preservation studies
· Corridor enhancement studies
· Studies that evaluate transportation issues involving ground access to international borders, seaports, airports, intermodal facilities, freight hubs, and recreational sites · Development of planning activities that result in sustainable transportation investments · Enhanced tools to capture GHG benefits of Operations and System Management projects · Integration of transportation and economic development · Studies and plans that can help to quantify and highlight the value and importance of the rural State transportation system which connects large urban centers to rural open space, State and federal lands, and recreation and agriculture hubs · Planning for sustainable freight
· Planning for transportation safety
· Transportation planning for special events
· Studies for relinquishment of state routes
· Statewide or interregional research or modeling tools · Transportation demand management plans
· System investment prioritization plans
· Assessment and integration of new technology
· Complete street plans that consider last-mile freight · Curbside freight management plans
· Agriculture goods movement plans
· Freight/supply chain resiliency studies
· Studies that evaluate accessibility and connectivity of the multimodal transportation network

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· Studies that evaluate accessibility and connectivity of the multimodal transportation network · Integration of transportation and environmental planning · Studies, plans, and policies that address land use conflicts with major transportation corridors such as major highways, ports, shipping and freight corridors, etc. that are near sensitive land uses such as homes, schools, parks, etc. or potentially impacted by climate change · Studies, plans or planning methods that advance a community’s effort to reduce single occupancy vehicle trips and transportation related GHG through strategies including, but not limited to, advancing mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use Example Project Types - Strategic Partnerships Transit
· Identification of policies and procedures to integrate transit into the transportation system and planning process
· Statewide and regional transit planning surveys and research · Identification of policies, strategies, and programs to manage transit assets, preserve transit facilities, and optimize transit infrastructure
· Projects that evaluate accessibility and connectivity of the multimodal transportation network · Transit technical planning studies and operational analyses to optimize system performance · Studies or plans that evaluate rail or multimodal connectivity · Studies or plans that evaluate bike and pedestrian connections to transit · Short- and long-range Transit plans
· Station area planning
· Complete Streets plans or multimodal transportation plans · Studies that evaluate accessibility and connectivity of the multimodal transportation network · Transit planning for zero emission bus fleets
· Integration of transit, new emerging technologies, and shared mobility services · Strategies to increase transit ridership
· Studies, plans or planning methods that assist transportation agencies in creating sustainable communities and transit-oriented development
Eligible and Ineligible Activities and Expenses
Eligible Activities and Expenses
Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Please consult with Caltrans district staff for more information on whether costs are eligible for funding.

Some examples of eligible costs include:
· Data gathering and analysis
· Planning consultant procurement
· Advertising for consultant procurement
· Advertising for public workshops, e.g., flyers, paid media ads · Virtual outreach activities and on-line meetings
· Travel expenses (See Chapter 6.5 for details)
· Up to 30 percent conceptual drawings and design

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· Equipment (as defined in 2 CFR Part 200.33)7 purchases must remain under $5,000 or depreciation will need to be taken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4368 provides the criteria for depreciation, at the GovInfo website.
· Community surveys, meetings, public workshop room rental, charrettes, focus groups · Bilingual services for interpreting and/or translation services for meetings · Community/stakeholder advisory groups
· Light snacks and refreshments for public workshops (no full meals), subject to Caltrans and federal approval
o Requests to enhance public participation beyond the currently eligible costs for light refreshments will need justification regarding the cost benefit of the anticipated increase in public participation and must be submitted to Caltrans, and FHWA, when applicable, for consideration and approval, on a case-by-case basis. · Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. If an application has any of the following elements, it will be disqualified. Ineligible activities and expenses include:
· Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act · Engineering plans and design specification work
· Project Initiation Documents
· Program or project implementation
· Repurposing unspent grant funds
· Consultant mark-ups
· Application development to pursue construction funds/project implementation · RTPs or updates to the RTP
· Economic development plans or studies
· Land use plans or studies
· General Plans or updates to elements
· Construction projects, capital costs, such as the building of a facility, or maintenance · Office furniture purchases, or other capital expenditures · Decorations, e.g., for public workshop events
· Acquisition of vehicles or shuttle programs
· Organizational membership fees
· Incentives for public participation

7 Electronic Code of Federal Regulations, 2 Code of Federal Regulations, Part 200.33, 2020, https://www.ecfr.gov/on/2017-01-03/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group- ECFR2a6a0087862fd2c/section-200.33
8 Govinfo, 2 Code of Federal Regulations, Part 200.436, 2022, https://www.govinfo.gov/app/details/CFR-2022-title2-vol1/CFR-2022-title2-vol1-sec200-436

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· Charges passed on to sub-recipient for oversight of awarded grant funds · Other items unrelated to the project

Tips for Successful Strategic Partnerships Grant Applications Criteria for Successful Strategic Partnerships Grant Applications · Partner with Caltrans to identify and address statewide, interregional, or regional transportation deficiencies in the State Highway System (or multimodal transportation system for transit -focused projects)
· Strengthen government-to-government relationships, and · Result in programmed system improvements
General Tips
· Refer to Appendix A, Multimodal System Planning, for guidance documents in the development of proposed corridor plans/studies, freight plans/studies, and other multimodal system planning documents.
· Consult with your district representative for technical assistance before the application deadline.
· Use the Samples and Checklists provided for the Application, Scope of Work, and Cost and Schedule.
· Include Caltrans as an active partner in the study. · Provide tailored letters of support and project area photographs to enhance the application. Project supporters should describe why they support the project and how they would benefit from the project.
· If applica nts/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in a simple table format that lists the supporters and specifically how supporters will benefit the proposed project will suffice.

Project Summary
· Concisely describe the project in less than 150 words. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.” Project Justification
· Clearly define and explain the transportation problem or deficiency that the project will attempt to address. Why is it critical to address the problem now? Make the case for a critical need that the project will address and support it with verifiable data, if available.

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

Project Management
· Scope of Work: Refer to the Scope of Work Checklist in Appendix B. · Cost and Schedule: Refer to the Cost and Schedule Checklist in Appendix B.

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6. GRANT PROJECT ADMINISTRATIVE

REQUIREMENTS
The content of this chapter should be notably considered in the development of grant applications as it lays the foundation for what to expect when applying for these grant funds. Upon award, grantees will receive more specific guidelines including administrative and reporting requirements.

Coordination with Caltrans
Caltrans is committed to be an active partner. If awarded a grant, the applicant should include Caltrans district staff when planning both technical advisory and community meetings. In addition, Caltrans district staff will help to ensure that the approved Scope of Work, Cost and Schedule, and project funding will be maintained throughout the life of the contract. Applicants are also recommended to engage Caltrans district staff throughout the entire grant life, when applicable.

Caltrans may contact grantees to participate in peer exchange forums to promote information sharing and best practices.

If an agency does not demonstrate adequate performance and timely use of funds, Caltrans may take appropriate actions, which can include termination of the grant.

Third Party Contracts
The agreements between a grantee and a sub-applicant/recipient, consultant, or sub-consultant are often referred to as “third party contracts.” An eligible sub-applicant should be identified by an eligible applicant at the onset of the application. Eligible sub-applicants/recipients may be added to an application after award with prior Caltrans approval. If a grantee or a sub-recipient is going to hire a consultant to perform work during the project, then proper procurement procedures must always be used. An on-call shortlist may be used for consultant procurement if the on-call shortlist was established through a competitive process. Additionally, the consultant services solicited via the on-call shortlist must be consistent with the services sought in the initial request for proposals used to establish the on-call shortlist. Agencies may not use another agency’s on-call shortlist unless they are a grantee’s sub-applicant.

Grantees may use their agency’s procurement procedures if they comply with the State Contracting Manual, Chapter 5, the Local Assistance Procedures Manual, Chapter 10, and the terms of the agreement with Caltrans. In addition, work can only be contracted if it has been stated in the applicant’s
Scope of Work and Cost and Schedule. A grantee is fully responsible for all work performed by its sub-recipient, consultant, or sub-consultant. Caltrans solely enters a contract directly with the grantee; therefore, the grantee is responsible to ensure that all third parties adhere to the same provisions included in the contractual agreement between Caltrans and the grantee.

All government funded consultant procurement transactions must be conducted using a fair and
competitive procurement process that is consistent with the State Contracting Manual, Chapter 5,9 9 California State Contracting Manual Volume 1, Chapter 5, 2023, https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/State-Contracting

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the Local Assistance Procedures Manual, Chapter 10,10 and the terms of the agreement with Caltrans. All documentation of third-party contract procurements must be retained, and copies of all agreements must be submitted to Caltrans. For more information on third party contracting, visit the State Contracting Manual and the Local Assistance Procedures Manual Websites.

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

Quarterly Progress Report Timeframes
Quarter 1 Quarter 2 Quarter 3 Quarter 4
July – September October – December January – March April – June For MPOs and RTPAs, the progress and expenditure of each awarded grant project must be included as part of the OWP Quarterly Progress and Expenditure Report. If this method of reporting is not adequately satisfied, Caltrans staff will require separate quarterly reports for each awarded grant project.

All other
primary grant recipients shall submit progress reports every quarter for each awarded grant project. Caltrans district staff will provide the brief report form and due dates.

Integrated Climate Adaptation and Resiliency Program (ICARP) Case Studies
Caltrans and the Governor’s Office of Planning and Research are sharing the lessons learned from this grant opportunity to inform other existing or new State grant programs. To this end, Climate Adaptation Planning primary grant recipients will prepare a final case study/write-up upon grant completion to be included in the ICARP Clearinghouse (described in Appendix A., Pages 70-71), which was developed to share information, resources, and case studies with local and regional jurisdictions. Previous case studies can be found on the ICARP Case Study website11. These case studies will be used to develop guidance for adaptation work in the future. Caltrans will share progress reports with the ICARP Technical Advisory Council at regular intervals.

Climate Adaptation Planning grant recipients are also invited and encouraged to request technical assistance support from the ICARP program, including bringing key challenges or lessons learned to the Technical Advisory Council for their input. Caltrans staff will provide ICARP contact information upon request.

Final Case Study Requirements:
· Include images and GIS files of maps, when applicable 10 Caltrans Local Assistance Procedures Manual, Chapter 10, 2024, https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance- procedures-manual-lapm
11 ICARP Case Study website: https://resilientca.org/case-studies/

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· Emphasize processes or results that can be adapted or replicated for use in multiple jurisdictions or in various parts of the state
· Document the under-resourced community’s involvement throughout the entire process of the proposed project and tools used to capture this information Invoicing and Financial Requirements
Pre-Award Audit
The Sustainable Communities grants are available in amounts up to $700,000, Strategic Partnerships grants are up to $500,000 and Climate Adaptation Planning grants are up to $3,000,000. However, any awarded grant in excess of $250,000 may require a pre-award audit. The pre-award audit is to ensure that recipients of State or federal funds maintain adequate financial management systems prior to receiving the funds. Pre-award audits may be required of new grantees, agencies that have not recently been audited, agencies that have undergone prior audits with significant weaknesses or deficiencies in their financial management systems, or those determined to be a higher risk to Caltrans. If a pre-award audit is needed, the local Caltrans district office will contact the grantee to facilitate the appropriate action.

Accounting Requirements
Grantees and sub-applicants/recipients are required to maintain an accounting system that properly records, and segregates incurred project costs and matching funds by line item.

The
accounting system of the grantee, including its sub-applicants and subcontractors, must conform to Generally Accepted Accounting Principles that enable the determination of incurred costs at interim points of completion and provides support for reimbursement payment vouchers or invoices sent to or paid by Caltrans. Allowable project costs must comply with 2 Code of Federal Regulations (CFR), Part 200.

The accounting system must have the following attributes:
· Account numbers identifying allowable direct, indirect, and unallowable cost accounts · Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into different cost accounts
· Ability to accumulate and segregate allowable direct costs by project, funding source, and type of cost (e.g.: labor, consulting, pass-thru, or other) · Internal controls to maintain integrity of financial management system · Ability to account and record costs consistently and to ensure costs billed are in compliance with 2 CFR Part 200
· Ability to ensure costs billed reconcile to general ledgers and job costing system; and · Ability to ensure costs are in compliance with contract terms and State and federal requirements
The types of records that are used to support the existence of these attributes include the following:
· Subsidiary general ledgers
· Chart of accounts
· Time keeping records
· General ledger and job costing ledgers
· Audited financial statements
· Accounting policy and procedure manuals specific to the agency · Documents supporting actual costs (e.g. invoices, canceled checks)

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It is the grantee’s responsibility, in conjunction with Caltrans district staff, to monitor work and expenses to ensure the project is completed according to the contracted Scope of Work and Cost and Schedule. Grantees must monitor work and costs to ensure invoices are submitted on a regular and timely basis (monthly or quarterly as milestones are completed). Grantees must communicate with their local Caltrans district office to ensure any issues are addressed early during the project period.

Local Match
All tasks require a grant amount and local match, except for the administrative tasks – Task 01 and Task 02, where both a grant amount and local match are optional. The local match is a financial requirement that demonstrates the grantee/local agency is vested in the project.

Because the local match is part of the total project cost, the local match can only fund eligible grant activities. Therefore, grant recipients must fund ineligible activities with funds other than the local match.

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

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

Beginning with FY 2021-22, grantees can provide a tapered local match, which allows grantees to vary the required local match ratio for each task and with every Request for Reimbursement.

Applicants must identify if they will utilize the tapered match on the Cost and Schedule. Grantees agree to satisfy the total local match amount by the grant expiration date.

Local Match Sources
· Sustainable Communities Competitive and Technical
Federal toll credits, FHWA PL, and FTA Section 5303, and Sustainable Communities Formula are ineligible match sources; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source.

Local match is not required for Native American Tribal Governments. · Sustainable Communities Formula
Federal toll credits are an ineligible match source; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source. If MPOs are matching with federal Consolidated Planning Grant (CPG) funds (i.e., FHWA PL or FTA Section 5303), the work must all be eligible. However, federal approval is required as CPG objectives may differ and must be aligned with Sustainable Communities Formula specific objectives and 23 CFR Part 450 requirements.12 · Climate Adaptation Planning
Federal toll credits, FHWA PL, and FTA Section 5303, and Sustainable Communities Formula are ineligible match sources; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source.

Local match is not required for Native American Tribal Governments. · Strategic Partnerships and Strategic Partnerships – Transit Any non-federal source of funds may be used if the proposed grant work is an eligible activity for the local match fund source. If MPOs are matching with Sustainable Communities 12 Title 23, Code of Federal Regulations, Part 450,
https://www.govinfo.gov/content/pkg/CFR-2004-title23-vol1/pdf/CFR-2004-title23-vol1-part450.pdf

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Formula funds, the objectives for each grant must be in alignment. Caltrans approval is required.

Cash Match
· Staff time from the primary applicant counts as cash match. Staff time charged to a specific project that has been funded and or reimbursed, cannot be used to meet the match requirement for another project.
· Sub-applicant staff time, if reimbursed, is considered cash match. If donating their time, it is considered in-kind.
· Revenue sources for local cash match can include local sales tax, special bond measures, private donations, private foundations, etc.

Third-Party In-Kind Match
Third party in-kind contributions are typically goods and services donated from outside the primary grantee’s agency and can be counted towards the minimum local match requirement. Examples of third-party in-kind contributions is the value of donated:
· Public outreach materials
· Interpreter Services
· Facilities
· Equipment
· Advertising
· Student volunteers and other stakeholder staff time
· Other goods and services
The Third-Party In-Kind Valuation Plan is required to itemize and place value on donated goods and services. It must be submitted to Caltrans for approval only if the grant application is awarded.

The Third-Party In-Kind Valuation Plan Checklist and Template can be found in Appendix B.

In addition:
· The value of third-party in-kind contributions must be directly benefiting and specifically identifiable to the project.
· Minimum wage standards for student workers or Caltrans pay rates for equal-level volunteers are acceptable base values of volunteer time.
· Third-party in-kind contribution information must be identified on the Grant Application Cover Sheet, the Cost and Schedule, and the project specific Work Element in the OWP (if applicable).

Minimum Local Match Requirements
Applicants/grantees will be held responsible for any local commitments above the minimum requirement included in the grant application and will be made part of the grant agreement with Caltrans. Once the agreement is executed, any decrease to local match commitments above the minimum required amount will require Caltrans approval through an amendment. The example shown in the following table illustrates the minimum local match requirement based on a

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 40
grant request of $300,000. Applicants must use the Local Match Calculator13 to ensure the correct amounts are reflected on the Grant Application Cover Sheet and the Cost and Schedule.

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

88.53%
Example: $300,000

11.47%*
Example: $38,868
100%
Example: $338,868
Strategic Partnerships
80%
Example: $300,000
20%
Example: $75,000
100%
Example: $375,000
*Climate Adaptation Planning local match is not required for Native American Tribal Governments.

Indirect and Direct Costs
Direct costs are those costs that can be identified specifically with a particular final cost objective, such as a state award, or other internally or externally funded activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy. Costs incurred for the same purpose in like circumstances must be treated consistently as either direct or indirect costs, also known as facilities and administrative costs or overhead costs.

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

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

Indirect Cost Allocation Plan/Indirect Cost Rate Proposal If a grantee, including sub-recipients and third-party
contractors/consultants, are seeking reimbursement of
indirect costs, they must submit an Indirect Cost
Allocation Plan (ICAP)or an Indirect Cost Rate Proposal (ICRP) to Caltrans. Submissions should be sent to
Caltrans Internal Audits Office (CIAO) or Independent
Office of Audits and Investigations (IOAI).

CIAO is responsible for the review and approval of
government entities and non-profits ICAP submissions.

IOAI is responsible for the review and approval of for
profit (Consultant) ICAP submissions. Consultants submit their ICAPs only when they are initially included in the contract and not on an annual basis.

An ICAP or
ICRP must be prepared and submitted
yearly in accordance with 2 CFR, Part 200. Indirect costs may be sought for reimbursement only 13 Local Match Calculator posted on-line at (will download as MS Excel spreadsheet):
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/regional- and-community-planning/sustainable-transportation-planning-grants

IMPORTANT NOTE
ü Applications must include
the estimated indirect cost
rate on the Cost and
Schedule.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 41
after the grantee has received ICAP/ICRP approval from CIAO. For guidance on the ICAP/ICRP submission process, visit Caltrans Internal Audit Office14 and the Caltrans LAPM Chapter 5 Accounting/ Invoicing. 15
Most Common Types of Indirect Cost Rates
The following are the most common types of Indirect Cost Rates:
· Fixed Rate
· Final Rate
· De Minimis Rate
· Safe Harbor Rate
Changes to the De Minimis Rate are outlined in the revised 2 CFR Part 200.414(f)16 that became effective November 12, 2020.

Applications must include the estimated indirect cost rate on the Cost and Schedule.

Travel Expenses
Grantees may be eligible to claim travel expenses if they have been approved in the Scope of Work and Cost and Schedule. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Personnel Administration for similar employees (i.e., non-represented employees). Any request for reimbursement that exceeds the State rates will be denied. The grantee is responsible for paying beyond the State rates and cannot use the local match because it is an ineligible activity.

For more information on eligible travel expenses, visit the Caltrans Travel Guide Website. 17 Requests for Reimbursements
· Grant payments are made only as reimbursements.
· Grant reimbursements will be based on actual allowable incurred costs. · Grant costs will be reimbursed if incurred on or after the start date and the issuance of the Notice to Proceed and before the expiration date.
· Request for Reimbursements (RFRs) must be submitted at least quarterly, but no more frequently than monthly.
· A one-time, lump sum invoice or RFR for the entire grant is not allowed. · Grantees must pay sub-recipients and subcontractors prior to submitting an RFR to Caltrans. · Incomplete or inaccurate RFRs will be returned for correction. · An accounting management system generated report must accompany all RFRs. · Refer to Chapter 9.2 to determine final RFR dates
14 Caltrans Internal Audits Office, ICAP/ICRP Submission Process, 2022, https://dot.ca.gov/programs/audits/submission-review-main 15 Caltrans Local Assistance Procedures Manual Chapter 5, 2020, https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch05.pdf 16 Electronic Code of Federal Regulations, 2 Code of Federal Regulations, Part 200.414(f), 2020, https://www.ecfr.gov/cgi-bin/text-idx?node=se2.1.200_1414&rgn=div8 17 Caltrans Travel Guide, 2020, https://dot.ca.gov/programs/accounting/travel-guide

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 42
· When requesting reimbursement of indirect costs, the following items are required as part of the submitted RFR package:
o An approved ICAP/ICRP rate must be on file for the FY in which the costs occurred. o A financial management system report that segregates direct/indirect costs by fund source.
o ICAP support document spreadsheet that identifies direct charges and rate applied to those charges.
· Grantees must pay final consultant invoices by the final invoice due date to be eligible for reimbursement when submitting a final RFR.

Non-Discrimination Requirements
Title VI Non-Discrimination Requirement
The FHWA and the FTA each have requirements that recipients of Metropolitan Planning federal funds must demonstrate continued compliance with Title VI. Compliance with Title VI includes conducting meetings in a fair and reasonable manner that are open to all members of a community. Interpretation and translation services should also be provided when appropriate.

Compliance reflects not only the law but is also a good policy that builds the kind of trust and information sharing upon which successful planning is done. Even where a city or county may not
be receiving federal funding for transportation, the Civil Rights Restoration Act of 1987 also obligates that a city or county comply with Title VI, if it receives any other federal funding for any program. Refer to the Caltrans Title VI website18 for more information.

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

Grant recipients of federal funds are required to report any contracting opportunities that may involve DBE participation. DBE reporting is required twice a year: April 1 and October 1. For details about DBE requirements, visit the Office of Civil Rights website.19 Final Product
All final reports funded through the Sustainable Transportation Planning Grant Program shall credit the FHWA, FTA, or Caltrans’ financial participation on the cover or title page. An Americans with Disabilities Act of 1994 (ADA)-accessible electronic copy of all final reports shall be forwarded to the Caltrans district office responsible for the administration and oversight of the grant. There are resources to assist with development of ADA compliant documents.20 18 Caltrans, Title IV of the Civil Rights Act of 1964, 2020, https://dot.ca.gov/programs/civil-rights/title-vi
19 Caltrans, Office of Civil Rights, Disadvantaged Business Enterprise Website:
https://dot.ca.gov/programs/civil-rights/dbe
20 State of California Accessibility Website: https://www.ca.gov/accessibility/ California Department of Rehabilitation Accessibility Website:
https://www.dor.ca.gov/Home/Accessibility
MS Office Support Video: https://support.office.com/en-us/article/video-check-the-accessibility-of- your-document-9d660cba-1fcd-45ad-a9d1-c4f4b5eb5b7d

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 43
Any technologies or inventions that may result from the use of these grants are in the public domain and may not be copyrighted, sold, or used exclusively by any business, organization, or agency. Caltrans reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for public purposes.

Applicants should thoughtfully develop the project title. Once a Caltrans grant agreement is executed, changes to the original grant project title are not allowed. Grantees may use an “Also Known As” (AKA), but both the AKA and the original title must be included in the final product.

Grantees must submit their final product with the final RFR to Caltrans for approval and reimbursement. Grantees will not be reimbursed for activities that are not completed, and the activity budget must be left unexpended.

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

California Public Records Act
All applications are subject to the California Public Records Act of 196821. As such, applicants may be contacted by anyone who requests their grant application. While Caltrans is obligated to share applications at any time, awarded applicants should avoid a potential conflict of interest when contacted by consultants who may inquire about the grant-funded project and not give the consultant an unfair advantage for the consultant procurement process. 21 Leg info, California Government Code, Sections 6250 - 6270.7,
https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?division=7.&chapter=3.5.&lawCod e=GOV&title=1.&article=1.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 44

7. APPLICATION SUBMITTAL PROCESS
The Sustainable Transportation Planning Grant Program is highly competitive. This section provides applicants with supplemental information as well as details on required documents that must accompany an application at the time of submittal. All applicants are strongly encouraged to adhere to these requirements in order to score competitively during the application evaluation process.

Applicant Eligibility
Primary applicants must
have statutory authority to conduct transportation/transit planning for their jurisdiction. Generally, the local and regional agencies have this specific authority. Native American Tribal Governments must be federally recognized to be eligible. Refer to the public entity’s bylaws to find this information.

Early Coordination and Technical Assistance for Primary Applicants
Sub-applicants are encouraged to work far in advance of the application deadline with the appropriate primary applicant to coordinate application development. It is also beneficial for sub-applicants to be informed of the appropriate primary applicant process and schedule, as they may differ slightly from those of Caltrans. RTPAs residing within MPO boundaries should also coordinate application development with the MPO, as it is critical to ensure that proposed studies align with the RTP SCS/APS for the entire MPO region and do not duplicate efforts being applied for or already awarded to the MPO.

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

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

Application Guide
Technical Assistance Contacts
Sustainable Communities and
Strategic Partnerships
Kevin Mariant, Grant Management Branch Chief
Caltrans Division of Transportation Planning
Office of Regional and Community Planning
Email: [email protected]
Climate Adaptation Planning
Julia Biggar, Climate Change Branch Chief
Caltrans Division of Transportation Planning
Office of Air Quality and Climate Change
Email: [email protected]
Questions about Housing
Element Compliance for
Sustainable Communities
Competitive and Technical
Paul McDougall
Department of Housing and Community Development
Email: [email protected]

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 45
Download the latest version of Adobe Reader DC ® to complete the application form. This version of Adobe is available free of charge.

7.3 Application Submittal Instructions
The Grant Application Guide, Application forms, and required templates are available on the Caltrans Sustainable Transportation Planning Grant Program website, at:
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/regional- and-community-planning/sustainable-transportation-planning-grants · All grant application packages are required to be submitted via Smartsheet · Smartsheet features work better with Google Chrome browser · Smartsheet progress cannot be saved. To avoid issues, follow these instructions:

1. Complete the Application Cover Sheet in MS Word

2. Copy and paste the Application Cover Sheet fields into the Smartsheet form

3. Have the PDF attachment ready to upload into the Smartsheet form · An agency may only submit one application package per Smartsheet submittal. · An application cannot be submitted to more than one grant category. · The required items outlined on the Grant Application Checklist in Appendix B must be submitted as a single PDF document (not to exceed 25MB); if awarded, original formats will be requested.
· All application documents must list the applicant’s legal name. · A confirmation of receipt can be sent via Smartsheet if the applicant checks the box to receive a copy of the submittal.

Submit applications via Smartsheet Form January 22, 2025 Hard copies will not be accepted, and late applications will not be reviewed.

Caltrans anticipated award announcements: Summer 2025
Caltrans district staff are available during the application period to answer questions and help interested groups complete their applications. Refer to Appendix D, Caltrans District Contact List, for contact information.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 46

7.4 Application Supplemental Documentation
The following documents are not required, but enhance the overall application and typically result in a more competitive application during the evaluation process:

Letters of Support
If submitted, letters of support must be included with the application package. Letters received late or separate
from the application package will not be considered.

The letters should be addressed to the applicant. Such
letters can come from community-based organizations,
local governments, regional governments, Native
American Tribal Governments, service agencies, and
elected officials.

Graphics
Clearly labeled photographs, maps, planning diagrams,
land use or design illustrations, or other relevant graphic representations of the proposed project area convey
existing conditions and help to further explain the need for the grant and the priority of the proposed planning project
with respect to community need. Please ensure
that graphics include a text description to provide
context.

Safety Data
Statistical data such as pedestrian-vehicle injuries/crashes or fatalities resulting from lack of safe infrastructure, or other road conditions that contribute to possible injuries. This information may be obtained from police reports, transit agencies, National Highway Traffic Administration, or the Governor’s Highway Safety Association.

Travel Mode Data
Data on mode share, commute patterns, accessibility for low-income and under-resourced populations, access to job centers, or other data to show the need and potential for mode shift to non-auto transportation modes.

Other Data
As applicable, to indicate the need and potential for reducing VMT and GHG, where available.

The following documents
are not required, but
enhance the overall
application and typically
result in a more
competitive application
during the evaluation
process:
· Letters of Support
· Graphics
· Safety Data
· Travel Mode Data
· Other Data

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 47

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

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

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

Past Performance Award Considerations
Previous Caltrans transportation planning grantee performance will be considered during the evaluation process. Applicants with a history of inadequate performance and/or unresolved past grant performance issues may be at a competitive disadvantage in the application review process. Past performance issues could include the following:
· Poor grant project management
· Lack of communication/coordination with Caltrans
· Failure to achieve grant project milestones

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 48
· Untimely invoice submittals
· Excessive balances and consistently relinquish transportation funds administered by Caltrans Planning
· Unresolved audit issues or findings
· Overall poor quality of the final grant product
· Failure to satisfy the required State and federal planning requirements including submittal and administration of OWPs, RTPs, and Transportation Improvement Programs If an agency does not demonstrate adequate performance and timely use of funds, Caltrans may take appropriate actions, which can include denial of extenuating circumstance time extension requests and termination of the grant.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 49

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

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

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

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

Contracting with Caltrans
All awarded grant
funds must be under an executed agreement with Caltrans during the State FY 2025-26. The project start date depends on the method of contracting with Caltrans.

MPOs and RTPAs
All MPOs/RTPAs with a current Master Fund Transfer Agreement (MFTA) must have the entire grant award and local match programmed in the
FY 2025-26 OWP within 90-days of receiving the signed
FY 2024-25 reconciliation letter. Due to the competitiveness of this grant program, failure to program funds may result in forfeiture of grant funds. MPOs/RTPAs should include a place-holder Work Element in the Draft FY 2025-26 OWP and satisfy specific grant conditions before the first FY 2025-26 OWP amendment. MPO/RTPAs can anticipate starting their projects in November 2025, after the OWP amendment is processed and Caltrans issues a formal Notice to Proceed.

Non-MPOs/RTPAs
Grantees that do not have a current MFTA with ORCP (i.e., cities, counties, transit agencies, Native American Tribal Governments), Caltrans will contract directly with the primary grantees through the Restricted Grant Agreement (RGA) process. For grantees that undergo the RGA contracting

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 50
process, work may begin as early as November 2025, assuming the grantee has received a fully executed contract and Caltrans district staff send a formal Notice to Proceed which allows grantees to begin work.

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

Master Fund Transfer Agreement Project Timeline (MPOs/RTPAs Only) November 2025 · Anticipated start date
June 30, 2028
· Grant project end/expiration date
· Reimbursable work must be completed
· Grant extensions are only allowed for extenuating circumstances and may require a formal Overall Work Program (OWP) amendment
August 29, 2028
· All Final Request for Reimbursements for must be submitted no later than 60 days after the end of the fiscal year to coincide with the submission of the OWP Final Expenditure Report.

Restricted Grant Agreement Project Timeline (Non-MPO/RTPAs) November 2025 · Anticipated start date
June 30, 2028
· Grant project end/expiration date
· Reimbursable work must be completed
· Grant extensions are only allowed for extenuating circumstances and require a formal amendment.

August 29, 2028
· Final Request for Reimbursements and final products must be submitted to Caltrans for approval and reimbursement. This allows Caltrans sufficient time to comply with the State Controller’s Office payment requirements.

Native American Tribal Governments
Native American Tribal Governments have the following options for contracting with Caltrans:
(1) Contracting with Tribes Directly – The authority Caltrans uses to contract with tribes directly comes from California Streets and Highways Code section 94. Caltrans no longer requires tribes to provide a limited waiver of sovereign immunity with an RGA unless requested by a tribe. The RGA boilerplate template for Native American Tribal Governments is available upon request. (2) Partnering with a Regional Agency – Another mechanism for contracting with Caltrans is to collaborate with an MPO or RTPA with a current MFTA. Caltrans can pass through grant funding to tribes for planning projects where options or time are limited. This option uses the three-part contract, MFTA/OWP/OWPA, and is usually the quickest option to allow planning projects to get started.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 51
(3) Transferring Funds Pursuant to 23 U.S.C. 202(a)(9) – Section 202(a)(9) of title 23, United States Code encourages cooperation between States and Tribes by allowing any funds received from a State, county, or local government to be credited to appropriations available for the Tribal Transportation Program (TTP). One potential source of such funding is funds apportioned or allocated to a State under title 23. Section 104(f)(3) allows the Secretary of Transportation to, at the request of a State, transfer among States, or to the FHWA, funds that have been so apportioned or allocated. This provision, used in conjunction with the authority under 23 U.S.C. 209(a)(9), allows State funds to be transferred to FHWA, which in turn would provide the funds to the specified Tribe.

For
more information visit the FHWA website.22
Caltrans has successfully used the federal Section 202(a)(9) process to transfer Sustainable Communities grant funds to a Native American Tribal Government. In order to use this transfer process, an agreement would need to be in place with the FHWA or the Bureau of Indian Affairs, the Tribe, and the State that clearly identifies the project and the roles and responsibilities of all parties. Each interagency fund transfer includes 1) a fund transfer template
and 2) an addendum lining out the specifics of the terms. This option requires involvement and approval by Caltrans Legal and the funds must be used for the intended purpose of the awarded Sustainable Communities grant.
22 Federal Highway Administration, Office of Tribal Transportation , 2020 https://flh.fhwa.dot.gov/programs/ttp/documents/Funds-Transfer-Procedures-Pursuant-to-23- U.S.C.202%28a%29%289%29.pdf

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 52

APPENDICES

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 53
APPENDIX A. GUIDANCE, TOOLS, AND RESOURCES FOR

PREPARING A GRANT APPLICATION
Grant Program Considerations
The Grant Application Guide incorporates guidance from many sources. The following links are provided to assist applicants in preparing a competitive grant application consistent with the grant program, specific objectives, and the Grant Program Considerations:
· Caltrans Strategic Plan
· California Transportation Plan (CTP) 2050
· California Strategic Highway Safety Plan (SHSP) 2020-2024 · Modal Plans that Support the CTP
o Interregional Transportation Strategic Plan
o California Freight Mobility Plan
o California State Rail Plan
o California State Bicycle and Pedestrian Plan
o Statewide Transit Strategic Plan
o California Aviation System Plan
· Title VI and Environmental Justice
· Climate Action Plan for Transportation Infrastructure · California Climate Adaptation Strategy
· Master Plan for Aging
Caltrans Strategic Plan
The purpose of the Strategic Plan is to be a roadmap of Caltrans’ role, expectations, and operations as we meet the challenges of modernizing Caltrans into a world-class Department of Transportation. The tools we use to implement this Plan are performance management, transparency, accountability, sustainability, and innovation. The Plan serves a number of functions:
· Provides clear direction for meeting statewide objectives; · Creates and deepens strategic partnerships; and
· Provides performance measures that monitor success
https://dot.ca.gov/-/media/dot-media/programs/risk-strategic-management/documents/sp-2020- 16p-web-a11y.pdf
California Transportation Plan 2050
The CTP 2050 is the State’s statutorily fiscally unconstrained long-range transportation roadmap for positive change that:
· Provides a unifying and foundational policy framework for making effective, transparent, and transformational transportation decisions in California · Addresses the varied transportation needs of urban, suburban, rural, and tribal communities · Emphasizes implementation and identifies a timeline, roles, and responsibilities for each plan recommendation.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 54
The CTP does not contain projects, but policies and strategies required to close the gap between what the RTPs aim to achieve and how much more is required to meet 2050 goals. Competitive applications will discuss how proposed projects will assist in achieving the CTP 2050. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/ctp-2050- v3-a11y.pdf
Strategic Highway Safety Plan
California's Strategic Highway Safety Plan (SHSP) is a statewide, comprehensive, data-driven effort to reduce fatalities and serious injuries on public roads. Started in 2005, the SHSP is updated regularly to ensure continued progress and meet changing safety needs. Currently, over 300 safety stakeholders from 80 public and private agencies and organizations work together to implement the plan under the direction of the SHSP Executive Leadership and a 13-member Steering Committee. The
SHSP includes behavioral, infrastructure, and technology strategies addressing the "4Es" of safety: engineering, enforcement, education, and emergency services. https://dot.ca.gov/programs/safety-programs/shsp
Modal Plans that Support the California Transportation Plan The CTP is the umbrella plan that informs and pulls together the State’s long-range modal plans, described below, to envision the future system:

Interregional Transportation Strategic Plan (ITSP)
A Caltrans document that provides guidance for the identification and prioritization of interregional transportation improvements to be funded in the Interregional Transportation Improvement Program (ITIP). The ITSP analyzes the entire interregional transportation system including highways and rail. While the ITSP informs the ITIP, the purpose of the plan is to be a guiding document for all investment in the interregional transportation system regardless of funding source. https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/corridor- and-system-planning
California Freight Mobility Plan
A statewide, long-range plan for California's freight transportation system. Developed in collaboration with our partners, the California Freight Mobility Plan (CFMP) was developed by the California State Transportation Agency (CalSTA) and Caltrans in consultation with the California Freight Advisory Committee.
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/strategic- freight-planning
California State Rail Plan
A statewide plan that provides a framework for planning and implementing California’s rail network for the next 20 years and beyond. The Rail Plan is a strategic plan with operating and capital investment strategies that will lead to a coordinated, statewide travel system. https://dot.ca.gov/programs/rail-and-mass-transportation/california-state-rail-plan

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 55
California State Bicycle and Pedestrian Plan
“Toward an Active California,” California’s first statewide plan that lays out the policies and actions that Caltrans and its partner agencies will take to achieve the Department’s ambitious statewide goals to double walking and triple bicycling trips by 2020. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/f0020350- activeca-final-plan-2017-05-18-a11y.pdf
Statewide Transit Strategic Plan
The plan allows the State to prepare for the expanding landscape of personal mobility choices and the integration of urban and regional transit systems with the California High Speed Rail project.

The Statewide Transit Strategic Plan highlights a sustainable transportation system that supports the outcomes of the CTP, the California State Rail Plan, and the California State Bicycle and Pedestrian Plan.
https://dot.ca.gov/programs/rail-and-mass-transportation/statewide-transit-strategic-plan California Aviation System Plan
A multi-element plan prepared by Caltrans with the goal of developing and preserving the system of publicly owned, public-use airports and to promote the development of a safe, efficient, and sustainable air transportation system that meets the integrated mobility needs of the State of California.
https://dot.ca.gov/programs/aeronautics/california-aviation-system-plan Title VI and Environmental Justice
Title VI of the U.S. Civil Rights Act prohibits discrimination on the basis of race, color, or national origin in programs or activities receiving federal financial assistance. A similar prohibition applies to recipients of State funds under California Government Code section 11135, which prohibits discrimination on the basis of race, color or national origin, as well as ethnic group identification, religion, age, sex, sexual orientation, genetic information, or disability. Title VI specifically provides the following:

No person in the United States shall, on the ground of race, color, national origin, religion, sex, age, or disability be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving financial ass istance from the Federal government.
https://dot.ca.gov/programs/civil-rights/title-vi
The following tools are provided to assist grant applicants with integrating environmental justice in their proposed activities:

EJSCREEN: Environmental Justice Screening and Mapping Tool EJSCREEN, developed by the United States Environmental Protection Agency, geospatially displays public health and environmental data and allows users to compare local data against state and national averages.
https://www.epa.gov/ejscreen

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Environmental Justice Agency Assessment 2020
The California Environmental Justice Alliance completed the fifth Environmental Justice Agency Assessment, the only one in the nation to formally examine how state agencies develop, implement, and monitor environmentally related policies that particularly impact low-income communities and communities of color. The assessments in this report are made in the spirit of holding state agencies and elected officials accountable to the public, and to provide guidance on how they can make their work more equitable.
https://caleja.org/wp-content/uploads/2021/07/CEJA-Agency-Assessment-062021-FINAL-WEB.pdf Caltrans Transportation Equity Index (EQI)
The EQI is a spatial screening tool designed to identify transportation-based priority populations at the Census block level. The EQI integrates transportation and socioeconomic indicators into three screens. All screens reflect low-income status and tribal land status.

The EQI screens include:
· Transportation-Based Priority Populations: Communities that are most burdened by the transportation system and receive the fewest benefits.
· Traffic Exposure: Communities that are the most burdened through high exposure to traffic and crashes.
· Access to Destinations: Communities that have the greatest gaps in multimodal access to destinations.
https://dot.ca.gov/programs/esta/race-equity/eqi
Climate Action Plan for Transportation Infrastructure
The Climate Action Plan for Transportation Infrastructure (CAPTI) details how the State recommends investing billions of discretionary transportation dollars annually to aggressively combat and adapt to climate change while supporting public health, safety and equity. CAPTI builds on executive orders signed by Governor Gavin Newsom in 2019 and 2020 targeted at reducing GHG emissions in transportation, which account for more than 40 percent of all emissions, to reach the State's ambitious climate goals.
https://calsta.ca.gov/-/media/calsta-media/documents/capti-july-2021-a11y.pdf California Climate Adaptation Strategy
The California Climate Adaptation Strategy, mandated by Assembly Bill 1482 (Gordon, 2015), links the State’s existing and planned climate adaptation efforts, showing how they fit together to achieve California’s six climate resilience priorities. The Strategy is organized around outcome- based priorities, enabling a coordinated, integrated approach to building climate resilience. The Strategy shows how the State’s efforts fit together to deliver on six priorities for climate resilience action in California: Strengthen Protections for Climate Vulnerable Communities; Bolster Public Health and Safety to Protect Against Increasing Climate Risks; Make Decisions Based on the Best Available Climate Science; Build a Climate Resilient Economy; Accelerate Nature-Based Climate Solutions and Strengthen Climate Resilience of Natural Systems; Partner and Collaborate to Leverage Resources.
https://www.climateresilience.ca.gov/

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Master Plan for Aging
The Master Plan for Aging is a blueprint for aging across the lifespan and outlines five goals and twenty-three strategies to build a California for All Ages by 2030. It also includes a Data Dashboard for Aging to measure progress and a Local Playbook to drive partnerships that will assist in meeting the goals of the Master Plan.
https://mpa.aging.ca.gov/
Resources to Advance Grant Specific Objectives
Applicants must demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. The following resources are provided in this section:
· Multimodal System Planning
· Advance Transportation Related GHG Reduction Project Types/Strategies · Addressing the Needs of Under-Resourced Communities
· Public Health Resources
· Active Community Engagement
· Integrated Housing, Land Use, and Transportation Planning · Promote the Region’s RTP SCS/APS, State Planning Priorities, and Climate Adaptation Goals · Climate Ready Transportation and Climate Adaptation Planning Multimodal System Planning
The following guidance documents can be used in the development of proposed corridor plans/studies, freight plans/studies, and other multimodal system planning documents.

Comprehensive Multimodal Corridor Plan Guidelines
The California Transportation Commission developed the Comprehensive Multimodal Corridor Plan Guidelines (plan guidelines) to provide guidance to eligible Solutions for Congested Corridors Program applicants regarding the statutory requirements for comprehensive corridor plans utilized by agencies
to apply for funding through the Congested Corridors Program. Applicants proposing to develop a comprehensive corridor plan are encouraged to review the plan guidelines to ensure their application and final product would align with and compete well for the Solutions for Congested Corridors Program.
https://catc.ca.gov/programs/sb1/solutions-for-congested-corridors-program/comprehensive- multimodal-corridor-plan-guidelines
Caltrans Corridor Planning Process Guide
The Caltrans Division of Transportation Planning prepared the Corridor Planning Process Guide (Guide) for
use in preparing corridor planning documents. This Guide establishes a comprehensive planning approach through desired protocols and procedures to identify and implement multimodal transportation needs. It is neither intended as nor does it establish, a legal standard for these functions.
https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/system- planning/systemplanning/corridor-planning-process-guide-april-2022-a11y.pdf

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Planning for Operations Strategic Work Plan
The Planning for Operations Strategic Work Plan is a statewide framework for multimodal system management planning, aims to identify the specific steps needed to implement multimodal system management planning at Caltrans and prioritize implementation actions. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/system- planning/systemplanning/caltrans-p4ops-strategic-work-plan-2018-a11y.pdf Caltrans Climate Change Emphasis Area Guide for Corridor Planning Consideration of climate change adaptation and mitigation must be included in the corridor planning process. This guidance was developed to describe how to address climate risk in the context of the Caltrans Corridor Planning Process Guide’s 8 steps process. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/cc-ea- guide-for-corridor-planning-march2022-a11y.pdf
Climate Adaptation Strategies for Transportation Infrastructure This educational-only resource describes the types of hazards and/or threats represented by different climate stressors and lists the types of adaptation actions or strategies that could be considered to minimize climate change impacts.
https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/office-of- smart-mobility-and-climate-change/fy23-24-adaptation-strategies-transportation-infrastructure- 05102024v2-a11y.pdf
Active Transportation Emphasis Area Guidance
Active Transportation is one of several distinct emphasis areas to be considered in corridor plan analysis. Caltrans Active Transportation guidance has one goal – to provide corridor planners with a framework to assess and analyze the variety of Active Transportation issues that can be addressed in Corridor Plans. As the “Eight Step” process will be required to develop Corridor Plans, this Active Transportation Emphasis Area (EA) Guidance is based upon those eight steps. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/active- transportation-complete-streets/20220131active-transportation-emphasis-area-guidance-final- version-v7a11y.pdf
Advance Transportation Related GHG Reduction Project Types/Strategies CARB 2022 Scoping Plan, Appendix E
The California Air Resources Board (CARB) adopted the 2022 Scoping Plan for Achieving Carbon Neutrality, to guide how the State develops communities, preserves and protects its landscapes, and ensures that all Californians have equitable access to housing, health care, jobs, and opportunity. Competitive Sustainable Communities grant applications will demonstrate a linkage to this land use vision.

The 2022 Scoping Plan (Appendix E, Sustainable and Equitable Communities) also includes information on the need for reducing VMT and outlines a list of potential additional strategies that the State and other responsible parties could pursue to help achieve further VMT reduction, support local and regional actions already underway, and advance multiple additional goals.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 59
While this document is intended to guide State-level actions, many of the strategies can also be implemented at a regional and local level. Sustainable Communities grant applicants are encouraged to explore these strategies and apply them, as appropriate, to proposed planning projects.

CARB 2022 Scoping Plan (all updates and appendices):
https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan/2022-scoping- plan-documents
CARB 2022 Scoping Plan, Appendix E:
https://ww2.arb.ca.gov/sites/default/files/2022-11/2022-sp-appendix-e-sustainable-and-equitable- communities.pdf
For current CARB activities and future updates on Scoping Plan efforts, visit:
https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan Senate Bill 375
The Sustainable Communities and Climate Protection Act (SB 375) was signed in 2008. It supports the State's climate goals by helping reduce GHG emissions through coordinated transportation, housing, and land use planning.

Under the Sustainable Communities Act, CARB sets regional targets for GHG emissions reductions from passenger vehicle use. CARB set targets for 2020 and 2035 for each of the 18 MPO regions.

Each of the MPO regions must prepare an SCS/APS, as an integral part of its RTP, that contains land use, housing, and transportation strategies that, if implemented, would allow the region to meet CARB’s targets. Once the SCS/APS is adopted by the MPO, CARB must review the adopted SCS/APS to accept or reject the MPO's determination that the SCS/APS, if implemented, would meet the targets.

Sustainable Communities grant
applicants, where applicable, should explore their regions SCS/APS, and apply them, as appropriate, to proposed planning projects.

CARB SCS/APS Evaluations: https://ww2.arb.ca.gov/our-work/programs/sustainable-communities- program/regional-plans-evaluations
SB 375: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200720080SB375 Senate Bill 743
Senate Bill (SB) 743 was signed in 2013, with the intent to “more appropriately balance the needs of congestion management with statewide goals related to infill development, promotion of public health through active transportation, and reduction of GHG emissions.” As such, automobile delay or traffic congestion, as measured in level of service, is not considered a significant environmental effect under the California Environmental Quality Act (CEQA). Changes to the CEQA Guidelines were certified in December 2018 and established Vehicle Miles Traveled (VMT) as the most appropriate measure of transportation-related environmental impact. A key element of transportation analysis under the new guidance is forecasting induced vehicular travel, or the change in VMT attributable to a project. Since July 1, 2020, statewide implementation of VMT analysis in CEQA documents is required.

Applicants who wish to pursue model improvements or develop VMT Mitigation Programs using Sustainable Communities Competitive Technical or Formula grants are encouraged to review available materials relating to forecasting induced tr
avel or strategies to mitigate and reduce VMT,
including those found on the Caltrans SB 743 implementation website. Refer to the Caltrans

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 60
Transportation Analysis Framework, the Caltrans Transportation Analysis Under CEQA, and other resources linked on the website for more information.

Example project types include:
· Integration of land use modeling into travel demand models, improving long-term induced travel modeling capability
· Incorporation of impacts to trip-making behaviors as a result of network improvements · Improved congestion feed-back into existing models, or pre- and post-processing procedures · Induced travel case studies
· VMT-reducing strategies and programs intended to mitigate for induced travel impacts SB 743: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB743 Caltrans SB 743 Implementation Resources: https://dot.ca.gov/programs/esta/sb-743/resources Addressing the Needs of Under-Resourced Communities
Caltrans encourages eligible applicants to apply for Sustainable Communities Competitive Grants to address transportation needs and deficiencies in under-resourced communities. Supporting planning projects that benefit a under-resourced community is a priority; therefore, a minimum threshold of 50 percent of Sustainable Communities Competitive Grants has been identified for projects that benefit under-resourced communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the state that are not included in urbanized areas of 50,000 in population or greater; see map in Appendix C which indicates rural areas). In sum, acceptable under-resourced communities definitions include:
• Rural communities of 50,000 or less and outside of urbanized areas • Native American Tribal Governments
• Regionally/locally defined under-resourced communities • At or below 80% Assembly Bill 1550 (Gomez, Chapter 369, Statutes of 2016) • At or above 75% California Department of Education,
Free or Reduced Priced Meals Data
• At or above 75% CalEnviroScreen Version 4.0
• At or below 25% California Healthy Places Index (HPI) Grant applicants are required to provide a justification in their grant application for how the project area meets the definition of an under-resourced community and a
description of how the project will benefit these
communities, as well as how these communities will be
engaged throughout the project.

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

IMPORTANT
INFORMATION:

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

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 61
Regionally and/or Locally Defined Under-Resourced Communities Regionally and/or locally defined under-resourced communities may be acceptable as long as statewide thresholds for the tools below are not circumvented. Applicants that use a regional or local definition should also provide data for their project, using the statewide tools below. Caltrans may not accept the regional/local definition if it is inadequately supported in the justification section of the grant application.

Assembly Bill (AB) 1550 (Gomez, Chapter 369, Statutes of 2016) AB 1550 further enhanced the Greenhouse Gas Reduction Fund statutory requirements to invest a minimum of twenty-five percent in under-resourced communities and another ten percent in low- income households or communities. AB 1550 provides definitions for low-income households and low-income communities that may be considered in application development:
(1) “Low-income households” are those with household incomes at or below 80 percent of the statewide median income or with household incomes at or below the threshold designated as low income by the Department of Housing and Community Development’s list of state income limits adopted pursuant to Section 50093.
(2) “Low-income communities” are census tracts with median household incomes at or below 80 percent of the statewide median income or with median household incomes at or below the threshold designated as low income by the Department of Housing and Community Development’s list of state income limits adopted pursuant to Section 50093.

AB 1550: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160AB1550 California Department of Education, Free or Reduced Priced Meals (FRMP) Data The California Department of Education maintains the complete data files pertaining to students who are eligible for FRMP. FRPM data are collected annually and can also be used to assist Sustainable Communities applicants to define their under-resourced community. Per SB 99 (Chapter 359, Statutes of 2013), the State’s Active Transportation Program disadvantaged community’s definition includes low-income schools, where at least 75 percent of students are eligible to receive free or reduced meals under the National School Lunch Program.

FRMP data files: https://www.cde.ca.gov/ds/sd/sd/filessp.asp SB 99: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB99 CalEnviroScreen Version 4.0
CalEnviroScreen is a screening methodology
that can be used to help identify California
communities that are disproportionately burdened by multiple sources of pollution.

CalEnviroScreen uses environmental, health, and socioeconomic information to produce a numerical score for each census tract in the state. For purposes of SB 535 (De León, Statutes of 2012), disadvantaged communities are defined as the top 25 percent scoring areas from CalEnviroScreen along with other areas with high amounts of pollution and vulnerable populations. https://oehha.ca.gov/calenviroscreen/report/calenviroscreen-40 California Healthy Places Index (HPI)
HPI is an interactive data and mapping tool that provides a detailed snapshot of the social determinants of health across California, mapped
down to the Census tract level. HPI provides
comparison rankings of Census tracts statewide and an accompanying policy action guide.

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

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

These HPI tools can be accessed at:

Live Map: https://map.healthyplacesindex.org/
HPI Learning Center: https://www.healthyplacesindex.org/learning-center

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HPI Examples
Indicator HDI Percentile How will the project improve this health challenge? Policy Action Area (Composite) Scores
Neighborhood Percentile ranking of
all neighborhood-
related indicators
Demonstrate how this plan will address health and
transportation challenges related to neighborhood
indicators (park access, supermarket access, retail
density, alcohol availability and tree canopy)
Transportation Percentile ranking of
all transportation
indicators
Demonstrate how this plan will address health and
transportation challenges related automobile access
and active commuting
Individual Indicators
Automobile Access
Active Commuting
Park Access
XX percent
XX percent
XX percent
Describe how plan will increase and improve
transportation access to vital destinations, goods and
services for those without auto access.

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

Demonstrate how project will improve transportation
access to parks/ open space.

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

Senate Bill 1000 (Leyva, Chapter 587, Statutes of 2016) SB 1000 requires local jurisdictions to develop environmental justice elements in their next General Plan updates. Specifically, the environmental justice element, or the environmental justice goals, policies, and objectives in other elements, must be adopted or reviewed upon the adoption or next revision of 2 or more elements concurrently on or after January 1, 2018. Grant applicants are encouraged to describe efforts to comply with this new general plan requirement. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB1000 California Environmental Justice Alliance SB 1000 Toolkit The California Environmental Justice Alliance SB 1000 Toolkit may help applicants describe their efforts to include the Environmental Justice element in their general plan updates. https://caleja.org/2017/09/sb-1000-toolkit-release/
Governor’s Office of Planning and Research (OPR) General Plan Guidelines Senate Bill 1000 Technical Advisory
The OPR
General Plan Guidelines for Senate Bill 1000 provides guidance for determining whether an Environmental Justice element or equivalent is required in a local jurisdiction, including identifying the location of disadvantaged communities (as defined in Gov. Code, § 65302,

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 64
subdivision (h)(4)(A))23 as well as the nature of their environmental burdens, health risks, and needs.

It also provides guidance for community engagement when addressing Environmental Justice disadvantaged communities; and goals, policies, and programs that address the unique and compounded health risks in disadvantaged communities and prioritize improvements and programs that meet the needs of disadvantaged communities. https://opr.ca.gov/docs/20200706-GPG_Chapter_4_EJ.pdf
Displacement/Gentrification
Transportation improvements, especially new rail lines and stations to low-income communities, can increase access to
opportunities. But they can also result in much higher property values and an increase in the cost of owning and renting property, inadvertently displacing existing residents and businesses. Being forced to leave a home is a stressful, costly and traumatic life event, especially when affordable housing is so limited. There is a growing recognition of tools and strategies that can be implemented alongside community investments to reduce displacement.

Grant applicants are encouraged to reference the 2024 RTP Guidelines, Appendices E and G, for best practices in addressing displacement of low income and under-resourced communities.

Transformative Climate Communities Program
The State’s Transformative Climate Communities Program provides a framework for applicants to avoid displacement and may assist Sustainable Communities grant applicants in addressing displacement.
https://sgc.ca.gov/meetings/council/2022/docs/20220428- Item5a_TCC_Guidelines_Round%204_Technical%20Amendment_Clean.pdf Implementing Senate Bill 350 (De Leon, Chapter 547, Statues of 2015) and Community Needs Assessments
Caltrans supports implementation of SB 350, the Clean Energy and Pollution Reduction Act of 2015, which establishes the State priority to reduce GHG emissions through the promotion of various clean energy policies, including widespread transportation electrification, for the benefit of all Californians. Transforming the State’s transportation sector to support widespread electrification requires increasing access for all Californians, including low-income residents and those living in under-resourced communities, across a broad spectrum of clean transportation and mobility
options to address community specific transportation needs. Caltrans is leading efforts to identify low-income residents and under-resourced communities’ transportation and mobility needs through ongoing and potential future statewide planning processes.

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

Community Needs Assessments include an evaluation of the following categories of transportation barriers and opportunities at the community level: (1) Access and Reliability; (2) Convenience; (3) Safety; (4) Demographic Characteristics and Community Setting; and, (5) Planning, Infrastructure and Investments.
23 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=1.&title=

7.&part=&chapter=3.&article=5.

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 65
SB 350: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB350 Final Guidance Document, Low-Income Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-Income Residents In February 2018, the California Air Resources Board released the Final Guidance Document, Low- Income Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-Income Residents. This Guidance Document provides background for SB 350 and may assist Sustainable Communities applicants with developing Community Needs Assessments as a standalone project or as part of a proposed project.
https://ww2.arb.ca.gov/resources/documents/carb-barriers-report-final-guidance-document Public Health Resources
The following tools can be used to further describe the community’s climate change and health vulnerability, and other needs, including helping to create qualitative descriptions of existing community health risks and vulnerabilities and how the proposal will address them.

Community Health Needs Assessments
Community Health Needs Assessments (CHNA) and implementation strategies are regularly conducted by county public health departments and are newly required of tax-exempt hospitals as a result of the Patient Protection and Affordable Care Act. These assessments and strategies create an important opportunity to improve the health of communities. They ensure that hospitals have the information they need to provide community benefits that meet the needs of their communities. They also provide an opportunity to improve coordination of hospital community benefits with other efforts to improve community health. By federal statute, the CHNAs must take into account input from “persons who represent the broad interests of the community served by the hospital facility, including those with special knowledge of or expertise in public health.” To avoid duplicative efforts, grant applicants are encouraged to contact and coordinate with local health departments/non-profit hospitals to take advantage of information that may have been collected as part of CHNA efforts, such as low-income resident and under-resourced communities’ transportation and mobility needs. It is important for grant applicants to connect with these public health entities for both partnership building on transportation needs for under-resourced communities, but also to not over-burden those communities with multiple assessments or efforts asking similar questions.

CDPH Climate Change and Health Vulnerability Indicators (CCHVIs) CDPH developed the Climate Change and Health Vulnerability indicators, narratives, and data to provide local health departments and partners the tools to better understand the people and places in their jurisdictions that are more susceptible to adverse health impacts associated with climate change, specifically extreme heat, wildfire, sea level rise, drought, and poor air quality.

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

The CCHVIs can be viewed on “CCHVIz”, CDPH’s interactive data visualization platform:
https://discovery.cdph.ca.gov/ohe/CCHVIz/. The CCHVIs have also been incorporated into the HPI as decision support layers, to better integrate addressing health outcomes associated with climate change and various social determinants of health. See above for more information on the HPI.
https://www.cdph.ca.gov/Programs/OHE/Pages/CC-Health-Vulnerability-Indicators.aspx

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CDPH Climate Change and Health Profile Reports (CHPRs)
The CDPH CHPRs are designed to help counties in California prepare for the health impacts related to climate change through adaptation planning. The reports present projections for county and regional climate impacts, the climate-related health risks, and local populations that could be vulnerable to climate effects. The information is based on available science compiled from previously published, State-sponsored research and plans. https://www.cdph.ca.gov/Programs/OHE/Pages/ClimateHealthProfileReports.aspx CDPH Healthy Communities Data and Indicators Project (HCI) The goal of the HCI is to enhance public health by providing a standardized set of statistical measures, data, and tools that a broad array of sectors can use for planning healthy communities and evaluating the impact of plans, projects, policy, and environmental changes on community health. The Healthy Community Framework identifies 20 key attributes (i.e., “aspirational goals”, such as “Safe, sustainable, and affordable transportation options” or “Access to affordable and safe opportunities for
physical activity”) of a healthy community through all stages of life, clustered in five broad categories (i.e., “domains”, such as “Meets the Basic Needs of All” or “Quality and Sustainability of Environment”). HCI data indicators, narratives, and visualizations are found here. https://www.cdph.ca.gov/Programs/OHE/Pages/HCI-Search.aspx Integrated Transport and Health Impact Model (ITHIM)
The California version of ITHIM is a planning tool that answers the question of "How much benefit or harm to human health can we expect by changing the mix of active and motorized travel across a county,
region, or the entire State of California?" ITHIM contrasts one travel pattern that serves as a reference with an alternative that has a different profile of fine particulate air pollution from vehicle exhaust, physical activity from walking and cycling, and injuries from traffic collisions. ITHIM calculates the change
in deaths, years of life shortening and disability, and costs due to these changes in air pollution, physical activity, and traffic injuries. Grant applicants are encouraged to reference and utilize ITHIM to assess the health impacts their projects and programs. https://skylab.cdph.ca.gov/HealthyMobilityOptionTool-ITHIM/ Health In All Policies (HiAP) Approach
The HiAP initiative is a collaborative approach designed to improve the health of Californians by incorporating health, equity, and sustainability considerations into policymaking across sectors. The approach recognizes that chronic illness, climate change, health inequities, and increasing health care costs are interrelated and influenced by policies, programs, and investments across sectors.

The initiative provides access to tools, resources and journal articles highlighting Health in All Policies approaches, techniques, and concepts from California and beyond. https://www.cdph.ca.gov/Programs/OHE/Pages/HIAP.aspx
Active Community Engagement
Sustainable Communities Competitive Grant applications must include an explanation of how local
residents and community-based organizations will be meaningfully engaged in developing the final product, especially those from under-resourced and low-income communities, and how the final product will address community-identified needs. Applicants are encouraged to implement, as applicable and appropriate the tips, best practices, and tools listed below:

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 67
Community Engagement Best Practices
· Refer to the following case studies that meaningfully demonstrate the expectations of equitable community engagement:
o The community driven Carsharing and Mobility Hubs in Affordable Housing Pilots24 offer a strong example of equitable community engagement. The equity-based project incorporated community input from start to finish through community partnership building.
o The Mobility Equity Framework25 should be used to assess and compare multimodal transportation options and centers community needs and shifts decision making power to the public. For successful implementation examples, refer to: (1) California Air Resources Board (CARB) Clean Mobility Options Program26, (2) City of Portland, Oregon, Pricing Options for Equitable Mobility Project27, and North Carolina’s Transit Equity Campaign28.
· Refer to Greenlining Institute’s Six Standards for Equitable Investment29 to implement qualitative measures of equity. These standards feature a list of approaches, ranging from the minimum to transformative approach, depending on how much time, resources, and effort are generally required because equity approaches differ in each community context and conditions.
· Refer to Greenlining Institute’s Making Equity Real in Mobility30, a toolkit of clear strategies and best practices to put equity in action
· Clarify the type of engagement will be utilized, as seen in the Public Participation Spectrum31.

Agencies and communities need to understand where engagement level falls from the “inform” to “empower” model.
· Utilize a Participatory Budgeting (PB) planning process, as appropriate. PB is a democratic approach to public spending that meaningfully and deeply engages people in government and the community. During PB, community members democratically decide how to spend part
of a public budget, enabling them to make the fiscal decisions that affect their lives and the health of their communities.
· Seek existing community-based organizations or agencies that organize vulnerable populations, to be able to reach out and form collaborative relationships. 24 Carsharing and Mobility Hubs in Affordable Housing Pilots:
https://greenlining.org/publications/reports/2021/clean-mobility-transportation-equity-report/ 25 Mobility Equity Framework: https://greenlining.org/publications/2018/mobility-equity-framework/ 26 CARB Clean Mobility Options Program: https://cleanmobilityoptions.org/about/ 27 Portland, Oregon, Pricing Options for Equitable Mobility Project:
https://www.portland.gov/transportation/planning/pricing-options-equitable-mobility-poem 28 North Carolina Transit Equity Campaign: https://bikedurham.org/transit 29 Greenlining Institute’s Six Standards for Equitable Investment: https://greenlining.org/wp- content/uploads/2021/03/Clean-Mobility-Equity-A-Playbook-Greenlining-Report-2021.pdf 30 Greenlining Institute’s Making Equity Real in Mobility: https://greenlining.org/wp- content/uploads/2019/08/Toolkit_Making-Equity-Real-in-Mobility-Pilot-Projects_Final-1.pdf 31 Public Participation Spectrum:
https://sustainingcommunity.wordpress.com/2017/02/14/spectrum-of-public-participation/

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· Involve local health departments which can assist in reaching community-based organizations and under-resourced and vulnerable community members. · Collaborate with under-resourced, vulnerable, and tribal communities to design and implement programs, plans and policies. Robust engagement of under-resourced and vulnerable communities in significant agency decisions brings about better decisions through increased input from different perspectives, increases buy-in and acceptance of decisions and support for their implementation.
· Make opportunities for input accessible in terms of formats (pop-up workshops, temporary built-environment demonstrations, online, in public meetings, one on one, by mail, etc.), venues (at school and community events, community centers, libraries, transit hubs, etc.), hours (evening or weekend), and language (accessible to lay people and translated into the principal languages of the relevant communities, including accessible media such as caption videos).
· Develop a written collaboration agreement or memorandum of understanding that defines respective roles, expectations, desired outcomes,
and agreements for how to work together.
· Establish an advisory group of representatives of vulnerable communities, including community leaders and give them worthwhile roles to design the public engagement process, so that community capacity is built during the collaboration process. · Conduct targeted outreach to community groups representing special needs populations, under-resourced communities, and a variety of socio-economic groups through various methods.
· Use a variety of outreach methods to optimize participation, such as creating and marketing user-friendly survey websites for public feedback, conducting surveys in multiple languages to collect input on local citizens’ priorities, and carrying out meetings at accessible times and meeting locations (e.g., using community group buildings, hosting pop-up workshops at public venues, etc.).
· Have material available in multiple languages when requested. Have translator available during workshops, public meetings, and events.

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

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

Additional Public Engagement Best Practices and Strategies Applicants will need to consider how to conduct public outreach and engagement that allows for both in-person and virtual options. Below are some resources to help applicants evaluate and develop the best strategy for public engagement.
· Caltrans Planning Horizons, “Digital Public Engagement and Transportation: Getting It Right – Theory, Techniques and Best Practices.”: Digital engagement can greatly increase the reach of public education and involvement; many public agencies have been surprised by the positive results and substantial increase in participants. https://youtu.be/85t9ibR2U7Q
· The Great Pivot - Public Engagement in the Wake of COVID-19: Celia McAdam and Natalie Porter of AIM Consulting hosted a WTS seminar where they provided examples and strategies for public outreach, including diverse and under-resourced communities, during the COVID- 19 pandemic.
https://youtu.be/k2dPVqhIwvc

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· Digital Environmental Engagement Resource Catalogue: The California Natural Resources Agency and the California Environmental Protection Agency developed a resource catalogue of online sessions on community engagement and equity. This resource catalogue comes from the “Online Environmental Engagement: Building Our Skills Together” conference.

From June 2nd to 4th 2020, forty-nine panelists and approximately 1,500 registrants from California and across the nation gathered together online to discuss their successes, challenges and practical tips for online environmental engagement. https://resources.ca.gov/Outreach/Digital-Environmental-Engagement-Resource-Catalogue · Tips ad Tools to Engage Your Community in a Digital Environment: Ensuring inclusive public participation is more challenging than ever because of physical distancing requirements, the digital divide, language access challenges and technology learning curves. With those challenges in mind, ILG offered a helpful webinar in July 2020, that featured innovative strategies for using high-tech and low-tech virtual platforms to engage residents on a variety of topics without meeting face-to face.
https://www.ca-ilg.org/digitalengagement
· Broadening Participation Using Online Engagement Tools: This document provides examples and guidance to local governments interested in enhancing public participation outcomes with online engagement tools.
https://www.ca
-ilg.org/sites/main/files/file-
attachments/broadening_participation_via_online_tools_final_draft_1.pdf · The Guide to Remote Community Engagement: A collection of resources designed to support cities that wish to create and maintain strong, institutionalized practices of community engagement during periods of remote working and in an increasingly digital world. Refer to the article, 5 Methods for Non-Internet Based Remote Community Engagement, for ideas on how to supplement traditional online public engagement efforts to be inclusive of residents lacking high-speed broadband internet access.
https://medium.com/the-guide-to-remote-community-engagement · Virtual Public Involvement: The U.S. Department of Transportation, Federal Highway Administration, developed this innovation spotlight to provide an overview of virtual public involvement tools that enhance and broaden the reach of public engagement efforts by making participation more convenient, affordable, and enjoyable for greater numbers of people.
https://www.fhwa.dot.gov/planning/public_involvement/vpi/ · Designing Parks Using Community-Based Planning: This document inspires meaningful community engagement for future public projects. It shares methods learned through California's Statewide Park Development and Community Revitalization Program. These methods have been proven effective in urban, rural, and suburban settings. https://www.parksforcalifornia.org/planning_guide
Integrated Housing, Land Use, and Transportation Planning Development patterns directly impact GHG emissions, including those from transportation between jobs, services, and housing. Improved coordination between housing and transportation can reduce commute times, increase transit ridership, lower vehicle miles traveled, lower pollution and GHG, provide greater economic opportunity, and other positive outcomes.

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

For more information on:
· Housing element requirements, see the HCD Building Blocks website at https://www.hcd.ca.gov/planning-and-community-development/housing-elements/building- blocks
· Adopted housing element requirements, see the “Housing Element Process” section at https://www.hcd.ca.gov/planning-and-community-development/housing-elements · A local government’s housing element compliance, see
https://www.hcd.ca.gov/planning-and-community-development/housing-open-data- tools/housing-element-review-and-compliance-report
· Annual Progress Reports, see
https://www.hcd.ca.gov/planning-and-community-development/annual-progress-reports Prohousing Designation Program
The State 2019-20 Budget Act, Assembly Bill 101 enacted the Prohousing Designation Program (Program), which enables HCD to designate local jurisdictions as Prohousing when they demonstrate policies and planning that accelerate the production of housing. To receive the Prohousing Designation, local jurisdictions must meet basic threshold requirements related to compliance with the Housing Element Law and other State housing laws and demonstrate actions worth at least 30 points spread across each of four categories of Prohousing policies: favorable zoning and land use, acceleration of housing production timeframes, reduction of construction and development costs, and providing financial subsidies. The benefit to local jurisdictions receiving the Prohousing Designation includes being given an advantage such as priority processing or
additional points when applying for several competitive funding programs, including:
· Affordable Housing and Sustainable Communities
· Infill Infrastructure Grant
· Transformative Climate Communities
· Transit and Intercity Rail Capital Program
VMT reducing policies and the Prohousing Enhancement Factors below help indicate that a project
is within a jurisdiction supporting integrated housing, land use, and transportation planning.

These policies show that a jurisdictions further supports State housing priorities in promoting affordable housing, reducing development barriers, and reducing vehicle miles travelled.

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Prohousing Enhancement Factors include policies that:
· Represent one element of a unified, multi-faceted strategy to promote multiple planning objectives, such as efficient land use, access to public transportation, affordable housing, climate change solutions, and/or hazard mitigation.
· Promote development consistent with the State planning priorities pursuant to Government Code section 65041.1.
· Go beyond State law requirements in reducing displacement of lower income households and conserving existing housing stock that is affordable to lower income households. · Rezoning and other policies that support high-density development in Location Efficient Communities.

VMT reducing policies may include projects located in jurisdictions that are/have:
· Permitting missing middle housing uses (e.g., triplexes and fourplexes) by right in existing low- density, single-family residential zones.
· With density bonus programs which exceed statutory requirements by 10 percent or more. · Increasing allowable density in low-density, single-family residential areas beyond the requirements of State Accessory Dwelling Unit law (e.g., permitting more than one ADU or JADU per single-family lot). These policies shall be separate from any qualifying policies under category (ii) above.
· Reducing or eliminating parking requirements for residential development as authorized by Government Code sections 65852.2; adopting vehicular parking ratios that are less than the
relevant ratio thresholds at subparagraphs (A), (B), and (C) of Government Code section 65915, subdivision (p)(1); or adopting maximum parking requirements at or less than ratios pursuant to Government Code section 65915, subdivision (p). · Zoning to allow for residential or mixed uses in one or more non-residential zones (e.g., commercial, light industrial). Qualifying non-residential zones do not include open space or substantially similar zones.
· Modifying development standards and other applicable zoning provisions to promote greater development intensity. Potential areas of focus include floor area ratio; height limits; minimum lot
or unit sizes; setbacks; and allowable dwelling units per acre. These policies must be separate from any qualifying policies under Category (ii) above. · Adopted a Nondiscretionary Local Approval Process for residential and mixed-use development in all zones permitting multifamily housing, established a Workforce Housing Opportunity Zone, as defined in Government Code section 65620, or a housing sustainability
district, as defined in Government Code section 66200.
· Zoning more sites for residential development or zoning sites at higher densities than is required to accommodate 150 percent
of the minimum regional housing need allocation for
the Lower-Income allocation in the current housing element cycle. · Priority permit processing or reduced plan check times for Accessory Dwelling Units (ADUs)/Junior Accessory Dwelling Units (JADUs), multifamily housing, or homes affordable to Lower- or Moderate-Income households.
· Adopted ordinances or implemented other mechanisms that result in less restrictive requirements than Government Code sections 65852.2 and 65852.22 to reduce barriers for property owners to create ADUs/JADUs. Examples of q
ualifying policies include, but are not
limited to, development standards improvements, permit processing improvements, dedicated ADU/JADU staff, technical assistance programs, and pre-approved ADU/JADU design packages.
· Measures that reduce costs for transportation-related infrastructure or programs that encourage active modes of transportation or other alternatives to automobiles. Qualifying policies include, but are not limited to, publicly funded programs to expand sidewalks or

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protect bike/micro-mobility lanes; creation of on-street parking for bikes; transit-related improvements; or establishment of carshare programs.
· Established pre-approved or prototype plans for missing middle housing types (e.g., triplexes and fourplexes) in low-density, single-family residential areas. · Documented practice of streamlining housing development at the project level, such as by enabling a by-right approval process or by utilizing statutory and categorical exemptions as authorized by applicable law (Pub. Resources Code, sections 21155.1, 21155.4, 21159.24, 21159.25; Gov. Code, section 65457; Cal Code Regs., tit. 14, sections 15303, 15332; Pub.

Resources Code, sections 21094.5, 21099, 21155.2, 21159.28). · Policies that represent one element of a unified, multi-faceted strategy to promote multiple planning objectives, such as efficient land use, access to public transportation, affordable housing, climate change solutions, and/or hazard mitigation. · Policies that promote development consistent with the State planning priorities pursuant to Government Code section 65041.1.
· Rezoning and other policies that support high-density development in Location Efficient Communities.

For more information on the Prohousing Designation Program, email HCD at [email protected] or visit the following HCD websites:

Program Website
https://www.hcd.ca.gov/planning-and-community-development/prohousing-designation- program
Prohousing Designation Application Status List
https://www.hcd.ca.gov/sites/default/files/docs/planning-and-community/Prohousing-Public- Application-Tracker.xlsx
Prohousing Designation Program FAQs
hcd.ca.gov/community-development/prohousing/docs/ProhousingFAQ.pdf Promote the Region’s RTP SCS/APS, State Planning Priorities, and Climate Adaptation Goals
SB 1 - The Road Repair and Accountability Act of 2017 (Beall, Chapter 5, Statutes of 2017)
The intent of additional Sustainable Communities grant funding, pursuant to SB 1 - The Road Repair and Accountability Act of 2017, is to encourage local and regional planning that furthers State goals, including but not limited to, the goals and best practices cited in the RTP Guidelines.

Competitive applications will incorporate these cutting-edge planning practices into their proposed planning projects.

SB 1: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201720180SB1 2024 RTP Guidelines (Appendix E, Page 228; Appendix G, Page 260) The California Transportation Commission adopted the 2024 RTP Guidelines for RTPAs and 2024 RTP Guidelines for MPOs which includes Appendix E – Promoting Health and Health Equity in MPO RTPs and Appendix G – Planning Practice Examples. These appendices highlight planning practices that are undertaken by large, medium, and small MPOs in both rural and urban areas throughout the state.

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https://catc.ca.gov/-/media/ctc-media/documents/programs/transportation-planning/adopted- 2024-rtp-guidelines-for-mpos.pdf
SB 375 (Steinberg, Chapter 728, Statutes of 2008)
Caltrans supports SB 375 RTP SCS/APS efforts. Successful applications must be compatible with an existing adopted SCS/APS, where applicable, that meets the region’s GHG targets, and must strongly support and aim to implement regional SCS/APS efforts. The SCS/APS planning process is intended to help communities reduce transportation related GHG emissions, coordinate land use and transportation planning, and assist local and regional governments in creating sustainable communities for residents throughout the state.

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

Information on SB 375-related planning efforts:
https://ww2.arb.ca.gov/our-work/topics/sustainable-communities SB 375: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200720080SB375 Complete Streets and Smart Mobility Framework
In recognition that walking, biking, transit, and passenger rail are integral to our vision of delivering a brighter future for all through a world-class transportation network, Caltrans also supports Complete Streets and the Smart Mobility Framework (SMF). In locations with current and/or future pedestrian, bicycle, or transit needs, Caltrans encourages applicants to consider the tools and techniques contained in the SMF as well as typical components of Complete Streets. Specifically, this might include how the project addresses components of community design, regional accessibility, place types, and priority activities to achieve smart mobility outcomes, community transition, and associated multimodal performance measures for the appropriate context of the problem. Information on these efforts can be found at:

Complete Streets
https://dot.ca.gov/programs/transportation
-planning/division-of-transportation-
planning/complete-streets
Smart Mobility Framework
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/active- transportation-and-complete-streets/smart-mobility-framework Climate Ready Transportation and Climate Adaptation Planning Through the Grant Program, Caltrans supports the State’s broader efforts to help ensure our transportation infrastructure is climate-ready. In order to prioritize these investments, Governor Gavin Newsom signed Executive Order (EO) N-19-19 on September 20, 2019, to redouble the State’s “efforts to reduce GHG emissions and mitigate the impacts of climate change while building a sustainable, inclusive economy.” The EO lists California’s ambitious and essential climate goals to transition to a healthier, more sustainable, and more inclusive economy, including:
· Reducing GHG emissions 40 percent below 1990 levels by 2030 · Providing 100 percent of the State’s electricity from clean energy sources by 2045
· Reducing methane emissions and hydrofluorocarbon gases by 40 percent

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· Adding five million zero-emission vehicles to the State’s roads by 2030 To help achieve these goals, the EO directs the California State Transportation Agency to leverage over $5 billion in annual state transportation spending toward transportation construction, operations, and maintenance to lower fuel consumption and GHG emissions from transportation.

This includes strategies for lowering vehicle miles traveled, such as supporting housing development near available jobs, and supporting active modes of transportation such as biking and walking that also benefit public health. The EO specifically requires that the State Transportation Agency also work to mitigate increased transportation costs for low-income communities. https://www.gov.ca.gov/wp-content/uploads/2019/09/9.20.19-Climate-EO-N-19-19.pdf Integrated Climate Adaptation and Resiliency Program
Senate Bill 246 (Wieckowski, Chapter 606, Statutes of 2015) established the Integrated Climate Adaptation and Resiliency Program (ICARP) within the Governor’s Office of Planning and Research to coordinate regional and local efforts with State climate adaptation strategies (Public Resources Code Section 71354). Grant applicants may refer to the ICARP website to explore the State Adaptation Clearinghouse, a centralized source of information and resources to assist decision makers at the state, regional, and local levels when planning for and implementing climate adaptation projects to promote resiliency across California. Caltrans is coordinating with ICARP staff on the OPR Climate Adaptation Planning Grant Program.

ICARP Website: https://opr.ca.gov/climate/icarp/
SB 246: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB246 Adaptation Planning Grants: https://www.opr.ca.gov/climate/icarp/grants/adaptation-planning- grant.html
California Adaptation Clearinghouse
The Adaptation Clearinghouse serves as a centralized source of information that provides the resources necessary to guide decision makers at the state, regional, and local levels when planning for and implementing climate adaptation projects to promote resiliency to climate change in California.
https://resilientca.org/
ResilientCA Adaptation Planning Map (RAP-Map)
ICARP – supported through the Governor’s Office of Planning & Research – contains a statewide inventory of local government adaptation and resiliency planning efforts. It is an open data tool, to inventory local government climate risk, adaptation, and resiliency planning efforts across the state and track progress towards statewide adaptation planning goals. https://resilientca.org/rap-map/
Community Climate Resiliency
Grant applicants are encouraged to consider if the surrounding community is experiencing any specific climate vulnerabilities and how the proposed planning project aims to address specific concerns. Grant applicants should also describe how potential climate impacts are taken into consideration in the proposed planning project, such as the incorporation of natural infrastructure, and, if applicable, how the project conforms with the local implementation of SB 379 (Jackson, Statutes
of 2015), Government Code Section 65302(g)(4), where cities and counties are required to address climate adaptation and resiliency strategies in the safety element of their general plan.

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Defining Vulnerable Communities in an Adaptation Context, OPR Resource Guide The Governor’s Office of Planning and Research, with input from the ICARP Technical Advisory Council, developed a resource guide for practitioners to use when first considering how to define vulnerable communities in an adaptation context. The document includes: (1) The ICARP Technical Advisory Council’s definition of climate-vulnerable communities, (2) A summary of existing statewide assessment tools that can be used to identify vulnerable communities in a climate adaptation context, including a crosswalk with the indicators that are required elements of
an SB 1000 (Leyva, Statutes of 2016) analysis; (3) Additional indicators that could be used to assess underlying vulnerability on a case-by-case basis; (4) A list of process guides that can serve to aid agencies undertaking efforts to define vulnerable communities. https://opr.ca.gov/climate/icarp/vulnerable-communities.html State Guidance for Adaptation Planning
2017 General Plan Guidelines, Safety Element (Ch. 4)
The General Plan Guidelines set out each statutory requirement in detail, provides OPR recommended policy language, and includes online links to city and county general plans that have adopted similar policies. The guidelines include information on how to consider climate change during general plan development/updates. In accordance with Senate Bill 379, general plans must address climate adaptation and resilience within the Safety element. Local governments are required to include a climate change vulnerability assessment, measures to address vulnerabilities, and a comprehensive hazard mitigation and emergency response strategy. https://opr.ca.gov/docs/OPR_COMPLETE_7.31.17.pdf
California Climate Adaptation Planning Guide – local/regional agency guidance The Adaptation Planning Guide provides guidance to support regional and local communities in proactively addressing the unavoidable consequences of climate change. It provides a step-by- step process for local and regional climate vulnerability assessment and adaptation strategy development.
https://resilientca.org/apg/
Planning and Investing for a Resilient California – State Agency guidance Introduces a four-step process for building resilience and a set of resilient decision-making principles for state agencies when considering climate-informed infrastructure investments. These steps include identifying how climate change could affect a project or plan, conducting an analysis of climate risks, making a climate-informed decision, and tracking and monitoring progress. https://www.opr.ca.gov/docs/20180313-Building_a_Resilient_CA.pdf Ocean Protection Council Sea-Level Rise Guidance
The State of California Sea-Level Rise Guidance reflects advances in sea-level rise science and addresses the needs of state agencies and local governments as they incorporate sea-level rise into their planning, permitting, and investment decisions. http://www.opc.ca.gov/webmaster/ftp/pdf/agenda_items/20180314/Item3_Exhibit- A_OPC_SLR_Guidance-rd3.pdf

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California Coastal Commission Sea Level Rise Policy Guidance This guide provides an overview of the best available science on sea level rise for California and recommended methodology for addressing sea level rise in Coastal Commission planning and regulatory actions.
https://documents.coastal.ca.gov/assets/slr/guidance/2018/0_Full_2018AdoptedSLRGuidanceUpd ate.pdf
Coastal Adaptation Planning Guidance for Critical Infrastructure This guidance from the California Coastal Commission addresses two main types of infrastructure – transportation and water – and presents six key considerations for successful adaptation planning.

These considerations are accompanied by recommendations for stakeholders on how to plan effectively for the impacts of sea level rise on coastal infrastructure, a description of the regulatory framework that applies to adaptation planning for infrastructure. https://documents.coastal.ca.gov/assets/slr/SLR%20Guidance_Critical%20Infrastructure_12.6.2021.pdf Coastal Adaptation Planning Guidance and Environmental Justice Considerations The Environmental Justice Policy is the Coastal Commission’s framework for identifying and analyzing project impacts on under-resourced and disadvantaged communities. The policy is designed to achieve more meaningful engagement, equitable process, effective communication, and stronger coastal protection benefits for all Californians. https://documents.coastal.ca.gov/assets/env-justice/CCC_EJ_Policy_FINAL.pdf Coastal Adaptation Planning Guidance and Tribal Consultation The Coastal Commission adopted a Tribal Consultation Policy, which is intended to guide outreach and collaboration. It also helps to inform permit applicants how the Commission will review coastal development permit applications to ensure adequate tribal consultation occurs. https://documents.coastal.ca.gov/assets/env-justice/tribal- consultation/CCC%20Tribal%20Consultation%20Policy%20Adopted%208.8.2018.pdf Climate Data Sources and Adaptation Plans
Cal-Adapt
Cal-Adapt is the repository for State-endorsed climate change projections, developed through the State’s Climate Change Assessment efforts. Cal-Adapt offers free public access to peer-reviewed data that show climate change impacts on state infrastructure, communities, and natural resources. Find tools, data, and resources to conduct research, develop adaptation plans and build applications.
https://cal-adapt.org/
Climate Action Plans
Many California cities and counties are developing Climate Action Plans to reduce their GHG emissions. Agencies may have existing plans that include strategies or insight on potential approaches to implementing climate change considerations on the transportation network. CARB has created a webmap that can be used to identify plans created, GHG inventory information, GHG reduction targets, local strategies planned to meet these targets, and more. The second website provides a host of resources, including example Climate Action Plans and templates. This information can also be found on the Adaptation Clearinghouse.

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https://webmaps.arb.ca.gov/capmap/
http://www.ca-ilg.org/climate-action-plans
Caltrans Vulnerability Assessments
To ensure the resiliency of the State Highway System, Caltrans conducted vulnerability assessments statewide. These Summary Reports and associated Technical Reports describe climate change effects in each of Caltrans’ 12 districts.
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/air- quality-and-climate-change/2019-climate-change-vulnerability-assessments.

Local Vulnerability Assessments
If local vulnerability assessments have been developed along a corridor, their data may be interwoven with Cal-Adapt data, Caltrans Climate Change Vulnerability Assessments, and/or other vulnerability information for more granular analysis of specific local areas, particularly those in more densely populated areas or with a high density of affected transportation assets. Many of these assessments and case studies can be found on the ICARP Case Studies and Examples search page (https://resilientca.org). Some transit and rail providers in California have also developed vulnerability assessments for their 21 networks as well, which may contain detailed analysis that could be useful.

Caltrans Climate Change Adaptation Strategy Report
Through this report, Caltrans is aiming to adopt a leadership role in the process of climate change adaptation through developing a “how to” guide for integrating climate change adaptation into agency activities and decision-making. This Adaptation Strategy Report initially outlines an overall “pathway” for adopting recommendations on how Caltrans should mainstream adaptation strategies throughout functional areas and develop an approach to coordinate with partner agencies. Recognizing the important role of transit and active transportation facilities and routes, this report will develop solutions for all modes of transportation. This report also has a section focused on the incorporation of climate change considerations into System Planning documents. https://transplanning.onramp.dot.ca.gov/downloads/transplanning/files/suscommplan/Climate%2 0Adaptation%20Report_May_2020.pdf
Other Relevant Datasets for Climate Planning
Protecting Californians from Extreme Heat: A State Action Plan to Build Community Resilience A plan that outlines a strategic and comprehensive set of state actions to address extreme heat. https://resources.ca.gov/-/media/CNRA-Website/Files/Initiatives/Climate-Resilience/2022-Final- Extreme-Heat-Action-Plan.pdf
California Water Action Plan
A roadmap for the first five years of the State’s journey toward sustainable water management. http://resources.ca.gov/docs/california_water_action_plan/Final_California_Water_Action_Plan.pdf CALFIRE Fire Hazard Severity Zones
CALFIRE has mapped areas of significant fire hazards based on fuels, terrain, weather, and other factors, forming wildfire severity zones. There are three levels of hazard in the State Responsibility Areas: moderate, high, and very high. This analysis can provide further understanding of wildfire risk at the potential project location.

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https://osfm.fire.ca.gov/what-we-do/community-wildfire-preparedness-and-mitigation/fire-hazard- severity-zones
California Department of Conservation – Landslide Hazards The California Landslide Inventory is an ongoing project to make the California Geological Survey landslide information publicly accessible.
http://www.conservation.ca.gov/cgs/geologic_hazards/landslides State Wildlife Action Plan
The State Wildlife Action Plan includes conservation actions that respond to current and future challenges with objectives and goals that are specific, measurable, and time bound. https://www.wildlife.ca.gov/SWAP/Final
CDFW Regional Conservation Investment Strategies
This program encourages a voluntary, non-regulatory regional planning process intended to result in higher-quality conservation outcomes and includes an advance mitigation tool. The Program uses a science-based approach to identify conservation and enhancement opportunities that, if implemented, will help California's declining and vulnerable species by protecting, creating, restoring, and reconnecting habitat and may contribute to species recovery and adaptation to climate change and resiliency.
https://www.wildlife.ca.gov/conservation/planning/regional-conservation CDFW Natural Communities Conservation Plans
A Natural Communities Conservation Plan identifies and provides for the regional protection of plants, animals, and their habitats, while allowing compatible and appropriate economic activity. https://www.wildlife.ca.gov/conservation/planning/nccp
California Sustainable Freight Action Plan
In July 2015, Governor Edmund G. Brown Jr. issued Executive Order B-32-15, which provides a vision for California’s transition to a more efficient transport system. This transition of California’s freight transport system is essential to supporting the State’s economic development in coming decades while reducing harmful pollution affecting many California communities. As a key first step, the Governor’s Executive Order directs the California State Transportation Agency, California Environmental Protection Agency, Natural Resources Agency, California Air Resources Board, California Department of Transportation, California Energy Commission, and Governor’s Office of Business and Economic Development to develop a California Sustainable Freight Action Plan (Action Plan), by July 2016. This Action Plan is an unprecedented effort, intended to integrate investments, policies, and programs across several state agencies to help realize a singular vision for California’s freight transport system. The Action Plan provides a recommendation on a high- level vision and broad direction to the Governor to consider for state agencies to utilize when developing specific investments, policies, and programs related to the freight transport system that
serves our state transportation, environmental, and economic interests. Competitive grant applications will highlight how their planning effort will support this Action Plan. https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/strategic- freight-planning

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APPENDIX B. SAMPLE APPLICATION PACKAGE
The Grant Application Guide and all fillable application documents can be found on the Sustainable Transportation Planning Grant website.
· Application Checklist, Cover Sheet, and Signature Page · Application Narratives for Sustainable Communities, Climate Adaptation Planning, and Strategic Partnerships
· Scope of Work and Checklist
· Cost and Schedule and Checklist
· Third-Party In-Kind Valuation Plan and Checklist
· Local Resolution and Checklist

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Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 81

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 82

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Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 87

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 88

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 89

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 90

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 91

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 92

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 93

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 94

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 95

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 96

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 97

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 98

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 99

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 100

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 101

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 102

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 103

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 104

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 105

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APPENDIX C. CALTRANS/REGIONAL AGENCY

BOUNDARIES MAP

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APPENDIX D. CALTRANS DISTRICT CONTACT LIST

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 110
Caltrans Sustainable Transportation Planning Grants District Lead Contact and Native American Liaison Contact List

DISTRICT LEAD CONTACT(S) NATIVE AMERCAN LIAISON

CONTACT(S) MPO/RTPA
DISTRICT 1
1656 Union Street
P.O. Box 3700
Eureka, CA 95502
Tatiana Ahlstrand
(707) 684-6884
Email:

[email protected]
Jerome Washington
(707) 834-1438
Email:

[email protected]
· Del Norte LTC
· Humboldt CAOG
· Lake CCAPC
· Mendocino COG
DISTRICT 2
1657 Riverside Drive
Redding, CA 96001
Kathy Grah
(530) 782-3152
Email: [email protected]
Kendee Vance
(530) 768-4200
Email:

[email protected]
· Lassen CTC
· Tehama CTC
· Modoc LTC
· Trinity CTC
· Plumas CTC
· Siskiyou CLTC
· Shasta RTA
DISTRICT 3
703 B Street
Marysville, CA 95901
El Dorado, Sacramento, Sutter, Yolo,
and Yuba Counties
Sukhi Johal
(530) 565-3885
Email: [email protected]
Butte, Colusa, Lake Tahoe Basin,
Glenn, Nevada, Placer, and Sierra
Counties
Kevin Yount
(530) 513-0584
Email: [email protected]
Angelina Healy
(530) 720-9449
Email:

[email protected]
· Butte CAG
· Sierra LTC
· Colusa CTC
· Glenn CTC
· El Dorado CTC
· Nevada CTC
· Placer CTPA
· Sacramento Area
COG
· Tahoe MPO
DISTRICT 4
111 Grand Avenue
P.O. Box 23660
Oakland, CA
94623-0660
Stephen Conteh
(510) 960-0887
Email: [email protected]
Becky Frank
(510) 960-0883
Email: [email protected]
Stephen Conteh
(510) 960-0887
Email:

[email protected]
· Metropolitan
Transportation
Commission
DISTRICT 5
50 Higuera Street
San Luis Obispo, CA
93401-5415
Veronica Lezama
(805) 748-4216
Email:

[email protected]
John Olejnik
(805) 748-1787
Email: [email protected]
· Monterey TAMC
· Santa Cruz CCRTC
· San Benito COG
· Assoc. of Monterey
Co. Bay Area Govts
· Santa Barbara CAG
· San Luis Obispo
COG
DISTRICT 6
1352 W. Olive
Avenue
P.O. Box 12616
Fresno, CA
93778-2616
Lorena Mendibles
(559) 840-6066
Email:

[email protected]
Christopher Xiong
(559) 908-7064
Email:

[email protected]
Rachel Padilla
(559) 353-4245
Email:

[email protected]
· Fresno COG
· Tulare CAG
· Kern COG
· Kings CAG
· Madera CTC

Caltrans Sustainable Transportation Planning Grant Program FY 2025-26 Grant Application Guide 111
Caltrans Sustainable Transportation Planning Grants District Lead Contact and Native American Liaison Contact List

DISTRICT LEAD CONTACT(S) NATIVE AMERCAN LIAISON

CONTACT(S) MPO/RTPA
DISTRICT 7
100 S. Main Street
Los Angeles, CA
90012
Kevin Lum
(213) 296-1121
Email: [email protected]
Not applicable
· Southern California
Association of
Governments
DISTRICT 8
464 W. 4th Street
6th Floor, Mail
Station 722
San Bernardino,
CA 92401
Ricky Rivers
(909) 963-9366
Email: [email protected]
Stephanie Ahmad
(909) 383-4057
Email:

[email protected]
Lorna Foster
(909) 501-5759
Email: [email protected]
· Southern California
Association of
Governments
DISTRICT 9
500 S. Main Street
Bishop, CA 93514
Catherine Carr
(760) 874-8318
Email: [email protected]
Marcela Castleberry
(760) 784-4260
Email:

[email protected]
· Inyo LTC
· Mono LTC
· Eastern Kern (COG)
DISTRICT 10
1976 E. Dr. Martin
Luther King
Boulevard
P.O. Box 2048
Stockton, CA
95201
Mountain Counties
Gregoria Ponce
(209) 483-7234
Email: [email protected]
Merced, San Joaquin, Stanislaus
Counties
Tom Dumas
(209) 941-1921
Email: [email protected]
Paul Bauldry
(209) 948-7647
Email: [email protected]
Gregoria Ponce
(209) 483-7234
Email:

[email protected]
· Alpine County LTC
· Amador CTC
· Calaveras COG
· Mariposa LTC
· Merced CAG
· Tuolumne CTC
· San Joaquin COG
· Stanislaus COG
DISTRICT 11
4050 Taylor Street
Mail Station 240
San Diego, CA
92110
Omar Flores
(619) 985-2124
Email: [email protected]
Karen Islas
(619) 380-7501
Email: [email protected]
· San Diego
Association of
Governments
· Southern California
Association of
Governments
DISTRICT 12
1750 E. 4th Street
Santa Ana, CA
92705
Eric Chau
(657) 328-6268
Email: [email protected]
Not applicable
· Southern California
Association of
Governments

CALIFORNIA DEPARTMENT OF TRANSPORTATION

DIVISION OF TRANSPORTATION PLANNING
1120 N STREET
SACRAMENTO, CA 95814
https://dot.ca.gov/programs/transportation-planning

ITEM # 12

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Raul Alvarez, City Manager

BY: John Soria, Director

SUBJECT: APPROVE AMENDMENT NO. 2 TO AGREEMENT NO. 3698 WITH

PCAM LLC, DBA PARKING COMPANY OF AMERICA, TO EXTEND

PROFESSIONAL SERVICES NECESSARY FOR METROLINK RAIL

FEEDER SHUTTLE SERVICES

DATE: January 8, 2025

RECOMMENDATIONS:

It is recommended that the City Council:

1. Approve Amendment No. 2 to Agreement No. 3698 with PCAM, LLC dba Parking Company of America (PCAM) to exercise the third and final one-year (1-year) contract extension for professional services required to support the Metrolink Rail Feeder Shuttle Services; and,

2. Authorize the City Manager and/or his designee, to execute Amendment No. 2 on behalf of the City of Montebello; and,

3. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The cost for shuttle services shall not exceed Five Hundred Thirty-Six Thousand, One Hundred Twelve Dollars ($536,112). Funding for these services is allocated in the Transportation Department’s Fiscal Year 2024-25 adopted budget under Transit Operations Account No. 600-90-910-6040.10 (Transit, Transit Operations, Contract Services, Outside Contracts). Therefore, a budget amendment is not required as part of the recommended actions.

BACKGROUND/DISCUSSION:

On October 10, 2019, the City entered into Agreement No. 3698 with PCAM to provide

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 8, 2025

Montebello Bus Lines (MBL) with equipment, goods, and services necessary for the operation of the Metrolink Rail Feeder Shuttle Service (Attachment A). These services include providing transportation for commuters to and from the Montebello/Commerce Metrolink Station. The initial term of the agreement was for three (3) years with the option to exercise up to three (3), 1-year term contract extensions.

MBL offers the Montebello Link Program to provide a no-cost, reservation based, semi- fixed transportation service that aims to bridge the commute gap for weekday commuters to and from the Montebello/Commerce Metrolink Station and local areas of employment in Montebello, Commerce, Pico Rivera and Monterey Park. PCAM provides transportation for approximately 1,600 commuters monthly and communicates monthly ridership data to MBL. Over the past five years, this service has evolved and plays a pivotal role in fostering enhanced accessibility and mobility for the workforce, thereby contributing to MBL’s goal of delivering superior service to Montebello and the surrounding communities.

On October 11, 2023, Amendment No. 1 formalized the first and second 1-year extensions for Metrolink Rail Feeder Shuttle Services with PCAM. This amendment also adjusted the service cost to Five Hundred Twenty Thousand, Five Hundred Six Dollars ($520,506) for the second 1-year extension, aligning it with the approved payment schedule. Amendment No.1 ensured the continuity of shuttle services provided for commuters traveling to and from the Montebello/Commerce Metrolink Station.

Amendment No. 2 will authorize the final 1-year extension under the terms of the agreement. Staff recommend that the City Council consider approving the amendment to maintain uninterrupted transportation for commuters who rely on this service to access local employment areas. This extension will also provide ample time for staff to develop and issue a Request for Proposals (RFP) to solicit proposals from highly qualified vendors that provide shuttle services.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff recommends City Council approve Amendment No. 2 to Agreement No. 3698 with PCA, attached hereto in substantial form (Attachment B), to exercise the third and final 1-year contract extension for professional services required to support the Metrolink Rail Feeder Shuttle Services; authorize the City Manager and/or his designee, to execute Amendment No. 2 on the City’s behalf; and take such additional, related, action that may be desirable.

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 8, 2025

ATTACHMENT(S)

1. Attachment A: Agreement No. 3698 with PCAM

2. Attachment B: Draft Amendment No. 2 to Agreement No. 3698

ATTACHMENT A

CITY OF MONTEBELLO, CALIFORNIA

DEPARTMENT OF TRANSPORTATION
Montebello Bus Lines

REQUEST FOR PROPOSALS
FOR

METROLINK RAIL FEEDER SHUTTLE SERVICE
RFP NO. 19 - 41

JACK HADJINIAN - MAYOR

SALVADOR MELENDEZ - MAYOR PRO TEM

KIMBERLY ANN COBOS CAWTHORNE - COUNCILMEMBER
ANGIE M. JIMENEZ - COUNCILMEMBER

DAVID TORRES - COUNCILMEMBER
Issued: June 20, 2019
Pre- Proposal Conference: July 09, 2019 2:00 pm
Written Questions Due: July 16, 2019
Response to Written Questions: July 23, 2019
Proposals Due: August 08, 2019 12:00pm

CITY OF MONTEBELLO
RFP NO. 19-41
2 TABLE OF CONTENTS Page
Section 1 Notice of Request for Proposals.............................................................. 4

1.1 Description of the Work to be Done............................................................. 4

1.2 Proposal Due Date....................................................................................... 4

1.3 Obtaining Proposal Documents................................................................... 4

1.4 Pre-Proposal Meeting Information............................................................... 4

1.5 Affirmative Action......................................................................................... 4 Section 2 Instructions to Proposers......................................................................... 5

2.1 Description of the Work to be Done............................................................. 5

2.2 Proposed Schedule for the Procurement..................................................... 5

2.3 Obtaining Proposal Documents................................................................... 5

2.4 Proposal Due Date....................................................................................... 5

2.5 Pre-Proposal Meeting Information............................................................... 6

2.6 Questions, Clarifications and Interpretation................................................. 6

2.7 Addenda.......................................................................................................6 Section 3 General Provisions.................................................................................... 8

3.1 Contract Security – Performance and Payment Bonds...............................8

3.2 Execution of General Contract..................................................................... 8

3.3 Notice to Proceed......................................................................................... 9

3.4 Business License......................................................................................... 9

3.5 Permits (Not applicable for this procurement).........................................9

3.6 Single Proposal............................................................................................ 9

3.7 Award of Contract (Terms of Contract)........................................................ 9

3.8 Approved Equals..........................................................................................10

3.9 Manufacturer’s Experience(Not applicable for this procurement).......... 10

3.10 Contractor Responsibility for Materials and Accessories in Vehicles...........10

3.11 Payment.......................................................................................................10

3.12 Contractor Eligibility (Non-Collusion, Debarment)........................................10

3.13 Oral Changes...............................................................................................11

3.14 Insurance..................................................................................................... 11

3.15 Qualifications of Proposers.......................................................................... 13

3.16 Performance of Work................................................................................... 13

3.17 Materials and Workmanship (Safe Operational Vehicles)............................14

3.18 Proposal Protest Procedures (Policy Before Proposal Opening).................14

3.19 Proposal Protest Procedures (Policy After Proposal Opening)....................15

3.20 Drug-Free Workplace (Attachment I and Copy of Policy Required).............15

3.21 Remedies/Sanctions for Breach of Contract................................................16

3.22 Sub-Contractors List.................................................................................... 16

3.23 Privacy Act................................................................................................... 16

3.24 Prohibited Interest........................................................................................16 Section 4 Special Provisions..................................................................................... 17

4.1 Proposal Format, Evaluation and Information.............................................. 17 Section 5 Federal Requirements..................................................................................19 Section 6 Technical Specification (Scope of Work).................................................20

6.1 Introduction.................................................................................................. 20

6.2 Service Goals and Objectives...................................................................... 20

6.3 Project Description....................................................................................... 20

6.4 Contractor’s Responsibilities........................................................................21

6.5 Project Plan and Staffing Plan..................................................................... 21

6.6 Personnel..................................................................................................... 22

CITY OF MONTEBELLO
RFP NO. 19-41
3 6.7 Project Manager........................................................................................... 22

6.8 Vehicle Drivers.............................................................................................23

6.9 Federal Drug and Alcohol Regulations........................................................ 23

6.10 Training........................................................................................................ 24

6.11 Service Vehicles...........................................................................................25

6.12 Communication System............................................................................... 25

6.13 Vehicle Condition......................................................................................... 25

6.14 Applicable Codes and Regulations.............................................................. 25

6.15 Operating Performance Standards.............................................................. 26

6.16 Personnel Performance Standards..............................................................26

6.17 Contractor Report.........................................................................................26

6.18 Security........................................................................................................ 29

6.19 City’s Project Manager Responsibilities.......................................................29 Section 7 Contract (DRAFT).......................................................................................30 Section 8 Forms and Certifications Submittal Requirements................................ 40 A References................................................................................................... 41 B Receipt of Addenda Form............................................................................ 42 C Proposers Information, Qualifications Certification...................................... 43 D Bidder’s List of Participating Firms...............................................................45 E Ineligible Contractors/Consultants (Prime)................................................... 46 F Ineligible Contractors/Consultants (Sub)...................................................... 47 G Non-Collusion Affidavit of Prime Bidder....................................................... 48 H Non-Collusion Affidavit of Sub-Contractor................................................... 49 I Certification of Drug-Free Workplace........................................................... 50 J Faithful Performance Bond.......................................................................... 51 K Labor and Materials Payment Bond............................................................. 52 L BLANK......................................................................................................... 53 M BLANK…………………………………………………………….......................54 Section 9 Appendices.................................................................................................55 Appendix A: Cost Proposal ......................................................................... 56 Appendix B: Metrolink Train Service Schedule...........................................57 Appendix C: Annual Service Miles and Passenger Count.......................... 58

CITY OF MONTEBELLO
RFP NO. 19-41
4 SECTION 1 NOTICE OF REQUEST FOR PROPOSALS

1.1 DESCRIPTION OF THE WORK TO BE DONE
Montebello Metrolink Rail Feeder Shuttle Service: The City of Montebello, Transportation Department, commonly known as Montebello Bus Lines (MBL), as AGENCY, requests proposals from qualified firms to provide Montebello Metrolink Rail Feeder Shuttle Services at the Montebello/Commerce Metrolink Station and Transit Center 2000 West Flotilla Street Montebello, CA in accordance with the terms and conditions set forth in RFP NO. 19-41.

The Contract shall be a firm-fixed price Contract.

1.2 PROPOSAL DUE DATE
Proposals must be received by 12:00pm Thursday August 08, 2019 and submitted in accordance with the instructions contained in this RFP.

Proposals should be marked “Montebello Metrolink Rail Feeder Shuttle Service, RFP NO.19-41”and must be submitted via PlanetBids Portal (accessed through the City of Montebello’s official website athttp://www.cityofmontebello.com/rfp-bids/bid-opportunities.html).

1.3 OBTAINING PROPOSAL DOCUMENTS
Proposal documents are available on PlanetBids Portal, accessed through the City of Montebello’s official website athttp://www.cityofmontebello.com/rfp-bids/bid-opportunities.html.

1.4 PRE- PROPOSAL MEETING INFORMATION
A Pre-Proposal Meeting will be held on Tuesday July 09, 2019 . The meeting will convene at 2:00pm in the Transportation Administration Building located at 400 South Taylor Avenue, Montebello, CA. It is highly recommended that all potential proposers attend this important meeting.

1.5 AFFIRMATIVE ACTION
Affirmative action to ensure against discrimination in employment practices on the basis of race, color, national origin, ancestry, sex, or religion will be required.

The AGENCY hereby affirmatively ensures that minority business enterprises will be afforded full opportunity to submit bids in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.

The AGENCY reserves the right to accept or reject any or all proposals, to waive any irregularity in a proposal, and to make an award as may best serve the interest of the AGENCY.

CITY OF MONTEBELLO
RFP NO. 19-41
5 SECTION 2 INSTRUCTIONS TO PROPOSERS

2.1 DESCRIPTION OF THE WORK TO BE DONE
The City of Montebello, Transportation Department, commonly known as Montebello Bus Lines (MBL), as AGENCY, requests proposals from qualified firms to provide Montebello Metrolink Rail Feeder Shuttle Services in accordance with the terms and conditions set forth in RFP NO.19-41.

The Contract shall be a firm-fixed price Contract.

2.2 PROPOSED SCHEDULE FOR THE PROCUREMENT
The following is the solicitation schedule for proposers:

Event Date / Deadline
Issue Request for Proposal: June 20, 2019
Pre-Proposal Meeting: July 09, 2019
Written Questions Due: July 16, 2019
AGENCY’S Response to Written Questions:July 23, 2019
Proposal Due: August 08, 2019 12p.m.

Approval of Contract Award by City Council: September 11, 2019 The AGENCY reserves the right to alter the dates shown above by written notice.

2.3 OBTAINING PROPOSAL DOCUMENTS
Proposal documents may be obtained by contacting the following person:

Name: Eric Yan
Title: Transit Grants and Projects Administrator
Address: 400 South Taylor Avenue
Montebello, CA 90640
Telephone: (323) 558-1628
E-mail: [email protected]

2.4 PROPOSAL DUE DATE
Proposals must be received by 12:00pm Thursday August 08, 2019 . Proposals must be prepared and submitted in accordance with the instructions included herein.

Proposals should be marked RFP NO. 19-41 and submitted via PlanetBids Portal (accessed through the City of Montebello’s official website athttp://www.cityofmontebello.com/rfp-bids/bid- opportunities.html).

A proposal is late if the AGENCY receives it after the deadline stated above. The AGENCY may reject a late proposal without evaluation.

CITY OF MONTEBELLO
RFP NO. 19-41
6 Proposals shall be signed by proposer’s authorized representative on the forms provided by the AGENCY. The AGENCY will not be responsible for any liability claims or costs incurred by the proposer in the preparation, transportation, and submission of proposals.

The AGENCY reserves the right to accept or reject any or all proposals, to waive any irregularity in a proposal, and to make an award as may best serve the interest of the AGENCY. All proposals become the property of the AGENCY once they are submitted, and copies of the proposals and materials will be returned only if requested and at the proposer's expense. The making of an award is contingent upon the availability of funding.

The AGENCY reserves the right to make award within ninety (90) calendar days from the date proposals are opened. Should award in whole or part be delayed beyond the period of ninety (90) days, such award shall be conditioned upon proposer’s acceptance.

2.5 PRE- PROPOSAL MEETING INFORMATION
A Pre-Proposal Meeting will be held on Tuesday July 09, 2019 . The meeting will convene at 2:00pm in the Transportation Administration Building located at 400 South Taylor Avenue, Montebello, CA. This is a question/answer session; attendance is not mandatory.

2.6 QUESTIONS, CLARIFICATIONS AND INTERPRETATION
All correspondence, communications and contact in regard to any aspect of this solicitation or offers shall be only with the following person [or his or her designated representative if applicable].

Name: Eric Yan
Title: Transit Grants and Projects Administrator
Address:
400 South Taylor Avenue
Montebello CA 90640
E-mail: [email protected]
Telephone: (323) 558-1628
Unless otherwise instructed by the above person, proposers and their representatives shall not make any contact with or communicate with any member of the AGENCY, or its employees and consultants, other than the designated person above, in regard to any aspect of this solicitation or offers.

No interpretation of the meaning of the plans, specifications or other pre-proposal documents will be made to any proposer orally. Every request for such interpretations shall be in writing addressed to the above person by U.S. mail, electronic mail or facsimile.

2.7 ADDENDA
The AGENCY reserves the right to amend the RFP. Any amendments to the RFP shall be described in written addenda. Notification of the addenda will be distributed to all prospective proposers officially known to have received the RFP.

Failure of any prospective proposer to receive the notification or addenda shall not relieve the proposer from any obligation under the RFP therein. All addenda issued shall become part of the RFP.

CITY OF MONTEBELLO
RFP NO. 19-41
7 Prospective proposers shall acknowledge the receipt of each individual addendum in their proposals by submitting the Receipt of Addenda Form. Failure to acknowledge in the proposal receipt of addenda may, at the AGENCY’S sole option, result in disqualification of the proposal.

CITY OF MONTEBELLO
RFP NO. 19-41
8 SECTION 3 GENERAL PROVISIONS

3.1 CONTRACT SECURITY - BID, PERFORMANCE AND PAYMENT BONDS As required, CONTRACTOR shall furnish at the time of execution of the Contract, at its own expense, a Faithful Performance Bond payable to the AGENCY in the amount of one hundred percent (100%) of the full amount of the Contract as a guarantee of good faith on behalf of the CONTRACTOR that the terms of the Contract shall be complied with in every particular. Such performance bond shall be in effect during the full term of the Contract, until Final Acceptance.

CONTRACTOR, at its sole expense, at the time of execution of the Contract, shall deposit with the AGENCY a Labor and Materials Payment Bond issued by a surety acceptable to the AGENCY and naming the AGENCY as the sole beneficiary of an amount equal to fifty percent (50%) of this Contract's total price in the event CONTRACTOR fails to pay its employees, Sub- contractors, material men, or others supplying CONTRACTOR with labor or materials under this Contract. Said bond shall also require such surety to defend the AGENCY against any claims or causes of action arising out of Contractor’s said failure to pay, whether such claims or actions are instituted before administrative, quasi-judicial, or judicial bodies.

Bonds must be posted with the AGENCY as follows:

Faithful Performance Bond - 100% of contract amount, submitted at execution of contract.

Labor and Materials Payment Bond - 50% of contract amount, submitted at execution of contract.

Only bonds issued by companies which are rated "A-" or better in the "Best Rating Guide," "The Best Key Rating Guide to Property Casualty Companies," and/or rated in the "Federal Register Circular 570," 1984 Revision (or most recent addition) will be accepted. Failure to submit acceptable bonds will be cause of rejection of bid.

Attorneys-in-fact who sign bonds or payment bonds and performance bonds must file with each bond a certified and effective dated copy of their power of attorney.

Withhold of Prevailing Wage Forfeited Amounts: In accordance with SB 222, the AGENCY is required to withhold any amounts from progress payments to CONTRACTOR that have been forfeited as penalties, or as wages owed to employees who have not been paid the prevailing wage for work performed, and transfer all withheld wages and penalties to the Labor Commissioner for disbursement in those cases where the CONTRACTOR fails to bring a lawsuit for amounts withheld within ninety (90) days after the completion of the public works contract and formal acceptance of the job by the AGENCY.

3.2 EXECUTION OF GENERAL CONTRACT
The Contract shall be signed by the successful proposer and returned, together with the specified payment and performance contract bonds, within ten (10) working days after the Contract has been mailed or otherwise delivered to proposer. No Contract shall be considered effective until it has been fully executed by all of the parties thereto. Failure to execute the Contract and file a bond that is acceptable to the AGENCY within ten (10) working days after the Contract has been mailed or otherwise delivered to the successful proposer shall be just cause for the cancellation of the award and the forfeiture of the proposal guaranty which shall

CITY OF MONTEBELLO
RFP NO. 19-41
9 become the property of AGENCY not as a penalty, but as liquidation of damages sustained.

Award may then be made to the next responsive, responsible and qualified proposer, or the work may be re-advertised as AGENCY may decide.

3.3 NOTICE TO PROCEED
The Notice to Proceed shall be issued within fifteen (15) working days of Contract execution.

Should there be reasons why the Notice to Proceed cannot be issued within such period; the time may be extended by mutual agreement between AGENCY and CONTRACTOR. If the Notice to Proceed has not been issued within the 15-day period or within the period mutually agreed upon, the CONTRACTOR may terminate the Contract without further liability on the part of either party.

3.4 BUSINESS LICENSE
The CONTRACTOR and all Sub-contractors will each secure a City of Montebello Business License prior to commencing work or services.

3.5 PERMITS (NOT APPLICABLE FOR THIS PROCUREMENT)
CONTRACTOR shall be responsible for obtaining any and all permits required to perform any installations. The installation shall be in complete compliance with the City of Montebello Building, Fire Codes, and CAL OSHA and any other governmental regulations that relate to this contract.

3.6 SINGLE PROPOSAL
In the event a single proposal is received, AGENCY may conduct a price or cost analysis of the proposal (to be limited to non-proprietary cost data only). A cost analysis is the process of examining the proposal and evaluating the separate cost elements. It should be recognized that a cost analysis through comparison to other similar procurements must be based on an established or competitive price of the elements used in the comparison. The comparison must be made to a purchase of similar quantity and involving similar provisions. Where a difference exists, a detailed analysis must be made of this difference and costs attached thereto.

Where it is not possible to obtain a valid price analysis, it may be necessary for AGENCY to conduct a cost analysis of the proposal price.

3.7 AWARD OF CONTRACT (TERMS OF CONTRACT)
Within ninety (90) calendar days after the opening of proposals, if a Contract is to be awarded, the award will be made to the responsible, responsive, and qualified proposer whose proposal complies with all the requirements prescribed. The successful proposer will be notified, by letter mailed to the address shown on its proposal, that its proposal has been accepted and that it has been awarded the Contract.

The initial term of this agreement shall be for three (3) years with an option for three (3) annual renewals of one (1) year each; upon mutual consent of the parties.

This agreement may be extended provided that terms and conditions remain the same or as mutually agreed upon by the parties.

CITY OF MONTEBELLO
RFP NO. 19-41
10 3.8 APPROVED EQUALS
All proposals shall be in strict compliance with the requirements and Technical Specifications of this proposal, including the provisions herein regarding “approved equals” and “deviation”.

Where a feature, component, or item is specified by brand name (in these provisions), the words “or approved equal” will apply. Where the approval of AGENCY is specifically required by these provisions in connection with a particular feature, or if the proposer proposes to submit a proposal containing “approved equals” or “deviations” from specific requirements of these provisions, the proposer shall submit written requests at least ten (10) working days prior to the date and hour of the proposal opening and be accompanied by an itemized comparison of the proposed substitution with the products specified or named by Addenda, and by the enclosed Product Evaluation Questionnaire. The questionnaire is available upon request.

Proposals shall be submitted containing any such approvals, approved equals or deviations as are specifically approved and confirmed in writing by AGENCY. Each proposal must be accompanied by documentation regarding any such approvals granted by AGENCY for that proposal. Any unapproved deviations, exceptions, substitutions, alternates, or conditional qualifications contained in a proposal may be cause for its rejection.

It should be understood that specifying a brand name, components and/or equipment in this provision shall not relieve the CONTRACTOR from its responsibility to produce the product in accordance with the performance warranty and contractual requirements. The CONTRACTOR is responsible for notifying AGENCY of any inappropriate brand name, component and/or equipment that may be called for in the provisions.

3.9 MANUFACTURER'S EXPERIENCE (NOT APPLICABLE FOR THIS PROCUREMENT) Wherever it may be written that an equipment manufacturer must have a specified period of experience with its product, equipment which does not meet the specified experience period can be considered if the equipment supplier or manufacturer is willing to provide a bond deposit for the duration of the specified time period which will guarantee replacement of that equipment in the event of failure.

3.10 CONTRACTOR RESPONSIBILITY FOR MATERIALS AND ACCESSORIES IN

VEHICLES
The CONTRACTOR shall assume responsibility for materials and accessories used in the vehicles, whether the same are made by the CONTRACTOR or purchased under sub-contract from an outside source.

3.11 PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to: City of Montebello, Attn: Accounts Payable, 1600 West Beverly Boulevard, Montebello, CA 90640.

Payment will be made within thirty (30) days after acceptance and approval of invoice.

3.12 CONTRACTOR ELIGIBILITY (NON-COLLUSION, DEBARMENT)

CITY OF MONTEBELLO
RFP NO. 19-41
11 Affidavits are required to be completed by the CONTRACTOR and by all Sub-contractors declaring that the proposal is in all respects fair and without collusion or fraud. (Non-Collusion Affidavit of Prime Bidder; Non-Collusion Affidavit of Sub-Contractor) A Contract cannot be awarded to any vendor that is on the United States Comptroller General’s list of ineligible contractors. The potential Prime CONTRACTOR and all potential Sub- contractors must complete the Ineligible Contractors Form regarding debarment for violations of public contracts incorporating Labor Standard Provisions.

3.13 ORAL CHANGES
Oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, AGENCY prior to becoming a Contract modification.

3.14 INSURANCE
CONTRACTOR shall procure and maintain for the duration of the Contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, its agents, representatives, or employees.

MINIMUM SCOPE OF LIMIT OF INSURANCE
Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office From Number CA 0001 covering, Code 1 (any auto), or if CONTRACTOR has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $2,000,000 per accident for bodily injury and property damage, combined single limit.

C. Workers’ Compensationinsurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit if no less than $1,000,000 per accident for bodily injury or disease.
(Not required if CONTRACTOR provides written verification that it has no employees)
D. Professional Liability (Errors and Omissions) Insurance appropriate to the CONTRACTOR’S profession, with limit no less than$1,000,000 per occurrence or claim, $2,000,000 aggregate.

CITY OF MONTEBELLO
RFP NO. 19-41
12 If the CONTRACTOR maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the CONTRACTOR.

AGENCY shall have no responsibility of liability for such insurance coverage.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The AGENCY, its officers, officials, employees, and volunteers are to be covered as insureds on the auto policy with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONTRACTOR; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONTRACTOR including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONTRACTOR’S insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the CONTRACTOR’S insurance coverage shall be primary insurance as respects the AGENCY, its officers, officials, employees, and volunteers.

Any insurance or self-insurance maintained by the AGENCY, its officers, officials, employees, or volunteers shall be excess of the CONTRACTOR’S insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the AGENCY.

Waiver of Subrogation
CONTRACTOR hereby grants to AGENCY a waiver of any right to subrogation which any insurer of said CONTRACTOR may acquire against the AGENCY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the AGENCY has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the AGENCY.

The AGENCY may require the CONTRACTOR to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the AGENCY.

Claims Made Policies
If any of the required policies provided coverage on a claims-made basis:

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

CITY OF MONTEBELLO
RFP NO. 19-41
13 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the CONTRACTOR must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.

Verification of Coverage
CONTRACTOR shall furnish the AGENCY with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the AGENCY before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONTRACTOR’S obligation to provide them. The AGENCY reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Sub-Contractors
CONTRACTOR shall require and verify that all Sub-Contractors maintain insurance meeting all the requirements stated herein.

Special Risks or Circumstances
AGENCY reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

3.15 QUALIFICATIONS OF PROPOSERS
Proposers shall satisfy AGENCY of their ability to furnish the specified services. Only proposer of established reputation, having proper facilities to provide the items called for in these provisions, shall be considered in making the award. The attached References must be completed and submitted with the sealed proposal if the proposal is to be considered responsive.

A proposer must present evidence of experience, ability, service facilities and financial standing necessary to meet satisfactorily the requirements set forth or implied in the proposal. The attached Proposer's Information, Qualifications Certification must be completed, notarized and submitted with the sealed proposal if the proposal is to be considered responsive.

3.16 PERFORMANCE OF WORK
It is the intent of these specifications to provide only highest quality of service that best meets the interests of the City. The service shall be the best obtainable. The design of the vehicles which the CONTRACTOR proposes to furnish must be of such as to produce safe and excellent service in all respects. The price to be quoted and submitted shall include all items of labor, materials, tools and any other costs necessary to fully complete the Montebello Metrolink Rail Feeder Shuttle Services Project; pursuant to the provisions referenced in this RFP. It is the aim of these specifications that the CONTRACTOR provides a complete product of the type prescribed. Any items omitted from such specifications which are clearly necessary for the successful operation of the project, although not directly specified or called for in this RFP, the quality of standard components not covered by the language of these specifications will be a factor determining a proposal award. No advantage shall be taken by the CONTRACTOR in the

CITY OF MONTEBELLO
RFP NO. 19-41
14 omission of any part or detail which goes to make the vehicles or equipment complete and ready for service, even though such a part is not mentioned in these specifications.

3.17 MATERIALS AND WORKMANSHIP (SAFE OPERATIONAL VEHICLES) All vehicles and vehicle equipment shall be maintained in safe excellent working condition; both operationally and in appearance.

3.18 PROPOSAL PROTEST PROCEDURES (POLICY BEFORE PROPOSAL OPENING) A protest filed before a proposal opening must be filed in writing no later than ten (10) working days before a proposal opening. The most common types of protest that might be filed before a proposal opening would include one based upon restrictive specifications, or alleged improprieties in any type of solicitation that is apparent prior to the scheduled proposal opening.

The AGENCY will grant the protesting firm a fair review, and allow up to ten (10) working days to review or appeal a decision provided no state or federal law or regulation has been violated.

It is the intent of AGENCY to resolve all protests at the local level.

When a protest is filed before a scheduled proposal opening certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the Procurement Analyst for determination. A protest that is mailed to the Procurement Analyst must be received by the AGENCY within the specified time frame.

The City of Montebello
Attn: Procurement Manager
1600 West Beverly Boulevard
Montebello, CA 90640
B. The protest must contain the reason(s) for the protest and should recommend a remedy.

C. Where appropriate, AGENCY will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers and Sub-contractors or suppliers provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. AGENCY shall not open proposals prior to the resolution of the protest, unless it is determined that:
 The items to be procured are urgently required, or;
 Delivery or performance will be unduly delayed by failure to make the award promptly, or;
 Failure to make prompt award will otherwise cause undue harm to AGENCY or the Federal Government.

CITY OF MONTEBELLO
RFP NO. 19-41
15 F. AGENCY will respond in writing within ten (10) working days after receipt of a properly filed protest. The response will be provided by the Procurement Analyst and will include a response to each substantive issue raised in the protest.

G. After the exhaustion of administrative remedies the protesting party will be given our final decision. The Procurement Analyst has the authority to make the final determination regarding all protests.

3.19 PROPOSAL PROTEST PROCEDURES (POLICY AFTER PROPOSAL OPENING) A protest filed after a proposal opening or post award must be filed within five (5) working days after the proposal opening or notice of award. The types of protests most commonly filed after proposal openings are varied, e.g., one in which the award is made to other than the low proposer, changes to the criteria during proposal evaluation, proposal compliance, etc. The AGENCY will grant the protesting firm a fair review, and allow up to ten (10) working days to review or appeal a decision provided no state or federal law has been violated. It is the intent of AGENCY to resolve all protests at the local level.

All protests, including protests within Federal Transit Administration funded projects, must follow certain guidelines.

A. The protest must be submitted in writing within the specified time frame (no later than five (5) working days after the proposal opening or notice of award). .All protests must be filed with the Procurement Analyst for determination. A protest that is mailed to the Procurement Analyst must be received by the AGENCY within the specified time frame.

B. The protest must contain the reason(s) for the protest and recommend a remedy.

C. Where appropriate, AGENCY will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers and Sub-contractors or suppliers provided they have a substantial economic interest in a portion of the RFP.

D. AGENCY will respond in writing within ten (10) working days after receipt of the protest. The response will be provided by the Procurement Analyst and will include a response to each substantive issue raised in the protest.

E. After exhaustion of administrative remedies, the protesting party will be given our final decision. The Procurement Analyst has the authority to make the final determination regarding all protests.

All protests must be filed within five (5) working days of the date the protester knew or should have known of the violation.

3.20 DRUG-FREE WORKPLACE
The CONTRACTOR, and all Sub-contractors, must certify that they have a drug-free workplace for all employees and comply with the Drug-Free Workplace Act of 1988 and all applicable

CITY OF MONTEBELLO
RFP NO. 19-41
16 Federal drug and alcohol regulations governing workplace anti-drug use and alcohol misuse programs. (Certification of Drug-Free Workplace).

3.21 REMEDIES/SANCTIONS FOR BREACH OF CONTRACT
Pursuant to the Contract, the AGENCY may terminate the contract if the successful proposer breaches the terms or violates the conditions of the Contract, and does not cure such breach or violation within the specified time period. The successful proposer shall be liable for any and all costs incurred by AGENCY as a result of such default, including but not limited to re- procurement costs of the same or similar services defaulted by the successful proposer under this Agreement [49CFR 18.36(i)(2)].

3.22 SUB-CONTRACTORS LIST
The CONTRACTOR shall submit with its proposal the name and address of each Sub- contractor it intends to employ, a description of the work which the Sub-contractor is to do, the dollar amount of each Sub-contractor contract, and such other information as may be required in order that AGENCY'S approval may be obtained as to reliability and ability to perform the work (Bidders List of Participating Firms).

Required Submittals for Sub-Contractors: Listings of all Sub-contractors performing work for the prime Contract shall be submitted and received with the proposer’s proposal. Lists of Sub- contractors are a part of the proposal package, and failure to submit said listings might constitute the submittal of an incomplete proposal. Pre-printed forms are attached (Bidders List of Participating Firms).

Terms and Conditions Binding Upon Sub-Contractors: All terms and conditions contained in this proposal shall be binding upon the CONTRACTOR’S Sub-contractors. The CONTRACTOR shall enter into Contracts with its Sub-contractors and these Contracts shall contain these terms and conditions.

3.23 PRIVACY ACT
The CONTRACTOR agrees to comply with, and assures the compliance of its employees with, the information restrictions and other applicable requirements of the Privacy Act of 1974, 5 U.S.C., 552a.

The CONTRACTOR also agrees to include these requirements in each sub-contract.

3.24 PROHIBITED INTEREST
No Council member, officer, or employee of the AGENCY or of a local Public Body during his/her tenure or for one year thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof. If any such interest comes to the knowledge of any party at any time, a full and complete disclosure of all such information will be made in writing to the other parties, even if such interest would not be considered a conflict of interest under Article 4 of Chapter 1 of Division 4 of Title 1 (Sections 1090-1097) of the Government code of the State of California.

CITY OF MONTEBELLO
RFP NO. 19-41
17 SECTION 4 SPECIAL PROVISIONS

4.1 PROPOSAL FORMAT, INFORMATION AND EVALUATION
A. Request for Proposal (RFP) Format
The proposal will be prepared simply and economically avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete, accurate and reliable presentation. The response to this RFP must be made in accordance with the format set forth in this Section and any other forms listed on the Form Submittal Requirement. Failure to adhere to the following format may be cause for rejection of the proposal as non-responsive.

1. Cover Letter
The proposal should contain a cover letter and introduction (limit to one page) and include the company name and address, and the name and telephone number of the persons who will be authorized to represent the bidder regarding all matters related to the proposal and any contract subsequently awarded to said bidder. This letter shall be signed by a person(s) authorized to bind the company to all commitments made in the proposal.

2. Format
The proposal must include completion of Appendix A. To ensure a standardized basis for the comparison of various cost proposals, all proposed costs must be specified in accordance with Appendix A . All Contractors shall assume the service hours contained in Appendix A.

The service may be modified during the term of the contract. In such case, additional service hours will be reimbursed at the hourly rate of the agreement.

The standard proposal form requires firm costs per service hour including maintenance, fuel, personnel and all other costs. In evaluating the proposals, the City may communicate with one or more of the proposers for the purpose of clarifying information. In submitting any additional information requested, the Contractor may not change or embellish the original cost proposal.

B. Information
It is the Contractor’s responsibility to prepare a proposal that is representative of the Contractor’s qualifications. If there is any additional information that would assist the City in assessing the proposal better, the Contractor should include all such information in the proposal.

The RFP has been structured to provide specific requirements that function as a standardized framework for the evaluation of a prospective Contractor’s qualifications. The evaluation criteria will allow the City to examine the qualifications of the Contractor, qualifications of the proposed staff, technical approach/work plan and cost effectiveness for operation of the service. A selection panel will evaluate and rank all proposals with respect to the evaluation criteria.

CITY OF MONTEBELLO
RFP NO. 19-41
18 Contractors may be required to make oral presentations to the Evaluation Committee. The successful Contractor will be named after the proposals and presentations are evaluated to select the most qualified bidders. The top qualifiers requested to make oral presentations will be notified of the time and place prior to the presentation.

C. Evaluation Criteria

1. Firm Qualification and Past Performance (20%)
The Contractor should submit a detailed company portfolio including the company’s financial viability within the past three (3) years, credit references, on- going projects and all pending litigation which the company may be directly or indirectly involved.

Contractor must furnish proof of ability to perform the terms of this proposal. This section should contain a list of clients, their addresses and telephone numbers, for whom the Contractor has performed services similar to those described in this RFP. Also include a description of all those similar services

2. Staff Qualification of Key Personnel (20%)
This section shall include, but is not limited to, a listing of all required personnel and qualifications for each key position. A Project Manager must be designated and identified, and a detailed resume must be submitted; resumes of other key personnel should also be provided. The percentage of the project manager’s time dedicated to this project should be included, along with the dedicated time of other key personnel. If personnel must be shared with other projects, indicate exactly how much time will be devoted to other projects. If sub-contractors are to be used, describe the arrangement as well as their role in the project. All sub- contractors must be pre-approved by the City. An organizational chart of management personnel shall also be included in this section.

3. Technical Approach/Work Plan (25%)
A technical proposal must be provided describing the Contractor’s method and resources to perform the work described in this RFP. This section should describe how the proposer will make effective use of personnel to ensure quality service delivery. The Contractor should discuss, in as much detail as possible, its proposed operational programs, including but not limited to the following: driver hiring, training and evaluation; on-street supervision; drug and alcohol testing policy; vehicle preventive maintenance plan; documentation and maintenance of project records; response to vehicle breakdowns; on board security.

4. Cost Effectiveness (35%)
The City is interested in cost effectiveness and will evaluate proposed costs in relation to the quality and level of service to be provided. Cost per hour will be evaluated in relation to the service hours required in this RFP.

CITY OF MONTEBELLO
RFP NO. 19-41
19 SECTION 5 FEDERAL REQUIREMENTS
Reference to Section 6.9 Federal Drug and Alcohol Regulations

CITY OF MONTEBELLO
RFP NO. 19-41
20 SECTION 6 TECHNICAL SPECIFICATIONS (SCOPE OF WORK)

6.1 INTRODUCTION
The City of Montebello, Department of Transportation, commonly known as Montebello Bus Lines (MBL), is seeking a qualified contractor to provide its Montebello Metrolink Rail Feeder Shuttle Services (Montebello Link) to and from the Montebello/Commerce Metrolink Station located at 2000 West Flotilla Street in the City of Montebello.

Five vehicles are needed to transport Metrolink passengers during the morning and evening peak commute hours. Please see Appendix B for Metrolink arrival and departure times. The daily average ridership is.

6.2 SERVICE GOALS AND OBJECTIVES
The goal of the Montebello Link shuttle service is to bridge the commute gap from the Montebello/Commerce Metrolink station to local areas of employment. The Montebello Link will:

A. Provide convenient semi-fixed rail feeder service for the designated trains as identified in Appendix B;
B. Include dedicated rail feeder service which will wait for the trains; C. Provide a Guaranteed Ride Service back to passengers’ original Metrolink departure station should the shuttle miss the last train of the evening; and D. Provide Customer Relations services to include: reservation taking, customer comment processing, real-time assistance for changing reservations, etc.

Proposals which demonstrate the commitment to operating a high quality, cost-effective and customer-oriented service will be evaluated most favorably by the City. The City will closely monitor the operation of the shuttle service and will work closely with the selected Contractor to ensure that a high quality product will be delivered.

6.3 PROJECT DESCRIPTION
Service schedules are provided in Appendix B. Annual service miles, hours, and passenger counts are provided in Appendix C.

A. Service Area Characteristics and Route Description
The Montebello Link will provide five semi-fixed routes with five in-service vehicles for each designated train. The morning shuttles will take passengers from the Metrolink station along the semi-fixed route close to their employment sites. The evening shuttles will return passengers from the same semi-fixed routes to the Metrolink station.

B. Span of Service/Frequency/Vehicle requirement
The Montebello Link operates Monday through Friday approximately from 5:46am to 7:52am and 4:32pm to 6:17pm; the route will operate with five in-service vehicles and one spare vehicle.

CITY OF MONTEBELLO
RFP NO. 19-41
21 C. Holidays
The Montebello Link will not operate on the Holidays designated by Metrolink. It is the Contractor’s responsibility to notify passengers at least one (1) week in advance of changes in service.

6.4 CONTRACTOR’S RESPONSIBILITIES
The City of Montebello, Department of Transportation (“City”) will contract with the successful bidder (“Contractor”). The Contractor shall coordinate, manage, and control all necessary program activities that shall include: providing vehicle operations, vehicle maintenance and operating personnel; providing driver and other personnel training; developing administrative procedures, performance statistics, and financial records; and developing methods to maximize service efficiency.

The Contractor shall not enter into an agreement with any other party for use of equipment or personnel dedicated to this service without the written approval of the City. All service vehicles must carry valid licenses and/or permits that allow them to operate in Los Angeles County. The City will contract for operational services with payment made at a fixed rate per scheduled vehicle service hour, less any missed service.

The Contractor shall provide a high quality; customer service oriented shuttle operation. The City will monitor the service closely to ensure that all contractual responsibilities are met.

The selected Contractor shall abide by and obey all applicable Federal, State, and City laws.

The selected Contractor must also fully comply with all provisions of the Federal Americans with Disabilities Act requirements.

6.5 PROJECT PLAN AND STAFFING PLAN
Contractor shall provide a plan in the proposal that describes in detail the performance and function of all key personnel. An essential component of this plan should be a list of positions necessary to support the provision of the service, including project manager, front line supervision, dispatchers, operations manager, drivers, pertinent maintenance management, and any other key personnel.

Contractor shall also provide a plan in the proposal that describes all supervisory tasks and requirements necessary for the project including road supervision, dispatching, schedule adherence checks, complaint investigation and response, report writing, and training. In addition, the plan should include a list of all positions necessary to meet those requirements and the percentage of time each position will be devoted to each task. If personnel are shared between various City and non-City projects, this plan shall include a list of all positions for each project, the percentage of time each person is assigned to each project, and the shuttle service hours of each project.

Since field supervision is so critical to the overall efficiency of the Montebello Link service, Contractors must include in their proposals a minimum of one (1) field supervisor. Field supervisors must be dedicated to this service and must be available for the entire span of service. Contractors must submit a detailed plan regarding the duties and responsibilities of the field supervisors. This should not reduce the number of other necessary supervisory staff and

CITY OF MONTEBELLO
RFP NO. 19-41
22 functions, i.e., dispatching. The information provided will be used to compare proposals in terms of resources dedicated in the technical approach/work plan.

Upon awarding the contract and during the term of the contract, the Contractor shall be responsible for notifying the City regarding any changes in proposed personnel duties or hours that deviate from the original proposal. The City reserves the right to approve any changes in the proposed personnel duties or hours per this project.

6.6 PERSONNEL
The Contractor shall be solely responsible for maintaining an adequate quality labor force, and for the satisfactory work performance of all employees as described by this RFP or any reasonable performance standard established by the City.

The Contractor shall be solely responsible for payment of all employees’ wages and benefits and sub-contractors’ cost. Without any additional expense to the City, the Contractor shall comply with the requirements of employee liability, worker’s compensation, employment insurance and Social Security. The Contractor shall hold the City harmless from any liability, damages, claims, costs and expenses of any nature arising from alleged violations of personnel practices. The City shall have the right to demand removal from the project, for reasonable cause (to be determined by the City), of any personnel furnished by the Contractor. The City must be notified in writing of new hires or reassignments of project personnel. The City reserves the right to approve any changes in the Contractor’s proposed key project staff.

6.7 PROJECT MANAGER
The Contractor shall designate a Project Manager, who will oversee the proper operation of the service. It is required that this person be identified and his/her resume included in the Contractor’s proposal. The City reserves the right to approve any change of the Project Manager for this service. The Project Manager will provide both front line supervision and management of the project’s accounts and operating records.

A. Project Management shall include but is not limited to the following:

1. Contractor shall be responsible for collection of acceptable National Transit Database (NTD) data and other pertinent ridership information. The Contractor shall submit monthly and annual NTD based reports to the City.

2. Maintenance of projects accounts.

3. Preparation of a monthly invoice that will document all charges minus any possible penalties, missed or incomplete service.

4. Responsibility for any operational problems and/or passenger complaints and accurately reporting these problems to the City within three (3) business days or sooner, if required.

B. Front line supervision shall include but is not limited to the following duties:

1. Training and scheduling of all regularly assigned project personnel;

2. Arranging the assignment of quality back-up personnel whenever necessary;

3. Distribution and collection of operating reports.

4. Daily monitoring of ridership.

5. Supervision of all project staff to ensure that the quality of the services meets or exceeds the requirements of this RFP and the proposal.

CITY OF MONTEBELLO
RFP NO. 19-41
23 6.8 VEHICLE DRIVERS
Vehicle drivers will work on a schedule that ensures a consistent and overall high quality of service. Vehicle drivers must have a valid California driver’s license and endorsements of the appropriate class and Medical Examination Certificate, if required, as well as any other certificates required by applicable federal, state and local regulations.

The Contractor shall conduct pre-employment DMV checks of all personnel including independent or sub-contracted employees hired for service, and shall check DMV records at least every twelve (12) months for accidents, vehicle code violations, and valid driver’s licenses of its employees whose job requires them to operate vehicles for this project. This information shall be made available for the review by the City upon request. It is the responsibility of the Contractor that driver’s licenses and appropriate certificates are always current.

While performing their duties on the route, vehicle drivers must maintain a clean and neat appearance and must be in a uniform that displays the driver’s name or identification number.

The City has the right to approve or reject of the drivers’ uniform to be used for this RFP.

Maintenance and replacement of uniforms remains the Contractor’s responsibility.

6.9 FEDERAL DRUG AND ALCOHOL REGULATIONS
Contractor hereby certifies that it will provide a drug and alcohol free workplace and shall at all times during the term of the contract, observe and comply with the U.S. Department of Transportation and Federal Transit Administration’s Drug and Alcohol testing regulations.

Contractor should establish and maintain a drug and alcohol policy to assure employee fitness for duty and to protect employees, passengers, and the public from the safety and health risks posed by the misuse of alcohol and the use of prohibited drugs. The policy shall comply with all applicable State and Federal regulations governing workplace anti-drug use and alcohol misuse programs in the transportation industry. They shall include the regulations promulgated by the U.S. Department of Transportation (DOT) and the Federal Transit Administration (FTA) , and include the following: DOT 49 CFR Part 40, as amended (”Procedures for Transportation Workplace Drug and Alcohol Testing Programs”); FTA 49 CFR Part 655 (“Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations”); DOT 49 CFR Part 29 (“Drug-Free Workplace Act of 1988”); and California Government Code Sections 8350 et seq. (“Drug-Free Workplace Act of 1990”). The Policy shall incorporate the requirements of the above regulations for safety-sensitive employees.

Contractor must submit its drug and alcohol testing policy to the City.

The City must certify annual compliance to FTA and shall provide assistance to Contractor in completing annual Management Information Systems reports during the term of the contract.  Contractor shall submit to the City all required drug and alcohol testing data using the appropriate FTA prescribed forms on an annual basis, no later than February 15th of each year following the close of the previous calendar year.  Contractor shall also provide DOT certifications from collection site for urine specimen collectors, B.A.T. (Breath Alcohol Technician), S.T.T. (Screening Test Technician), M.R.O. (Medical Review Officer), and S.A.P. (Substance Abuse Professionals) annually. Please mail reports to:

CITY OF MONTEBELLO
RFP NO. 19-41
24 City of Montebello
Transportation Department
400 South Taylor Avenue
Montebello, CA 90640
Attn: Drug and Alcohol Program Manager
Contractor shall provide the City or its designee with quarterly drug and alcohol testing reports using the applicable forms required by the FTA. The quarterly report must be submitted no later than the 15 th of the month following the close of each quarter, as described below. Continued payment of Contractor invoices by City is contingent upon Contractor submission of the required reports on a timely basis and compliance with DOT and FTA mandated rules.

Quarterly Drug and Alcohol Reporting Submit By:
1st Quarter Jan Feb Mar April 15th
2nd Quarter Apr May Jun July 15th
3rd Quarter Jul Aug Sept October 15th
4th Quarter Oct Nov Dec January 15th
The Project Manager for the Contractor shall be responsible for the ongoing monitoring of Contractor compliance with DOT and FTA regulations, including ensuring that the quarterly and annual reports, as described above, are submitted on time.

The City reserves the right to audit the Contractor’s compliance on an annual basis by designated City staff or designee which may include site visits and mock collections, and report findings to the Director of Transportation and Project Manager responsible for the contract.

6.10 TRAINING
The Contractor shall provide a program of driver training in vehicle operation, safety, passenger relations, ADA requirements, route and schedule orientation, and on-time performance prior to permitting any driver to operate any vehicle in service. The Contractor shall also provide an on- going safety program to ensure a safe operating environment. Vehicle drivers must be trained in all operational procedures relating to the system.

Training must place significant emphasis on techniques for dealing with the public in a helpful and courteous manner to achieve the maximum level of customer service. Due to the importance of customer relations training for drivers, Contractors must provide a detailed description of their driver training program, including customer service training. The Contractor shall describe how it will maintain a driver sensitivity and empathy-training program directed towards the needs of disabled passengers in compliance with the Americans with Disabilities Act (ADA). The Contractor shall also describe its training and communication program for dealing with passenger disturbances. The amount of time dedicated to each aspect of the Contractor’s drivers training program should also be discussed.

The Contractor shall be required to have an on-going driver training program. The training will include various topics including the areas of defensive and safe driving, emergency crisis management, understanding work expectations, and other relevant topics. The Contractor shall be required to pre-plan a training schedule on an annual basis. A written training schedule with specific topics and objectives will be submitted to the City upon request. The Contractors may also be required to hold training that may be pertinent to the issue at the time.

CITY OF MONTEBELLO
RFP NO. 19-41
25 6.11 SERVICE VEHICLES
Service vehicles should be 21 passenger vans or equivalent and ADA compliant with wheelchair accessibility. Alternative fuel vehicles are preferred but not required. Vehicles used for this service must meet all air quality regulatory requirements set by the California Air Resource Board and the South Cost Air Quality Management District (SCAQMD) for current standards.

Vehicles that require the use of diesel fuel will not be considered.

Service vehicles must be of a solid white exterior color, display the Montebello Link design and the Contractor’s name as approved by the City prior to beginning service operation. Any changes or modifications to the exterior design must be approved by the City in advance.

The Contractor will be responsible to ensure that all vehicle warranty work is performed in accordance with the warranty conditions, if applicable. When not in service, all vehicles will be stored in a secure area. The number of vehicles to be provided in this project is five (5) plus one (1) spare.

The Contractor shall maintain all in-service and spare vehicles provided as part of this project.

6.12 COMMUNICATION SYSTEM
The Contractor shall provide a radio communication system in each service vehicle that will allow for the timely and efficient dispatching, coordination, and responding to necessary service calls. The system may be of the Contractor’s choice, but must include the necessary performance elements of the system.

6.13 VEHICLE CONDITION
The Contractor shall maintain all vehicles and vehicle equipment in excellent working condition both operationally and in appearance.

6.14 APPLICABLE CODES AND REGULATIONS
All vehicles required to be utilized for this proposal shall be safe for operation on public streets over the term of the project, and meet all requirements in the California Vehicle Code. All parts of the vehicle and all equipment mounted on or in the vehicle shall conform to the California Vehicle Safety standards. Particular attention shall be directed to the California Highway Patrol Motor Carrier Safety Regulations. Each vehicle is required to be inspected annually by the California Highway Patrol as it pertains to the California Code of Regulations Title 13. The City shall be notified of inspections performed by a governmental agency other than the City, which meet or exceed the criteria for inspection established by the City. The results of those inspections shall be transmitted to the City immediately, and any applicable signed certification shall be displayed or carried on the vehicles.

The Contractor shall maintain a record of satisfactory California Highway Patrol (CHP) terminal inspections throughout the life of the contract. If the Contractor receives an unsatisfactory rating from the CHP, the Contractor shall notify the City immediately and state what is being done to correct the deficiency. The City reserves the right at its sole discretion to inspect and reject temporarily or permanently, by notice to the contractor, any vehicle the Contractor proposes to use or subsequently utilizes which the City deems unacceptable.

CITY OF MONTEBELLO
RFP NO. 19-41
26 6.15 OPERATING PERFORMANCE STANDARDS
The Contractor will be held responsible for project management according to specified operating procedures. The City may establish additional rules that are reasonable for operation of this service after consultation with the Contractor. Vehicles shall be operated with primary regard for the safety, comfort, convenience, and overall satisfaction of passengers and the general public.

Service shall be provided as scheduled or according to any adjusted schedule established by the City, including route modifications required as a result of a declared emergency. The contractor shall strive to maintain on-time performance; however, the Contractor shall not be held responsible for failure to provide on-time service due to unusual weather or traffic conditions, unavoidable vehicle malfunctions, or naturally occurring disasters, if sufficient documentation is provided to the City. Proposers shall discuss in the proposal their proposed operational plan for maintaining on-time performance. Contractor shall also discuss in their proposal their proposed operational plan for expeditiously resuming service in the event of a road call or other interruption in service. Operational difficulties that result in missed trips or vehicles not operating as required by this RFP must be reported immediately to the City.

Procedures shall be established in order to ensure that project management staff is aware of passenger complaints and operational problems. Drivers must report any passenger complaints or operational problems with the vehicle immediately to management staff, who will ensure that appropriate measures are taken by supervisory or maintenance staff to correct the problem and that all complaints are reported to the City.

Procedures shall be establish instructing drivers, supervisors, management or other staff members on the proper method for directing passengers to report customer comments to the City. Contractor shall discuss their plan for monitoring of service quality, including on-time performance, missed trips, preventive maintenance of vehicles, vehicle cleaning, driver courtesy, etc. Proposers shall discuss any plans to sub-contract with an independent firm to assist in project monitoring.

6.16 PERSONNEL PERFORMANCE STANDARDS
The proposal shall describe how the performance of the drivers and supervisory personnel will be monitored and evaluated. If the project manager is responsible for managing these activities, his or her time allocation should be reflected accordingly.

Regularly assigned drivers or a fully trained back up must be available and on time, at all times, to ensure consistent and reliable service. All personnel are responsible for knowledge of the service system design, including the routing and stops, schedules, and ADA requirements.

Project personnel must maintain a courteous attitude, answering to the best of their ability any passenger questions regarding the provision of service. Personnel must also report all passenger complaints and operational problems to project management staff.

6.17 CONTRACTOR REPORTS
The City is requiring that the Contractor provide an extensive amount of data reporting which will serve as a database to monitor and evaluate productivity of the service and the performance of the contractor. The success of the City’s Contractor performance evaluation program is dependent upon the timely and accurate reporting of essential operating and maintenance

CITY OF MONTEBELLO
RFP NO. 19-41
27 information by the Contractor. The Contractor, in accordance with the established reporting schedule, will prepare data reports to be submitted promptly to the City.

A. Ridership Report
A monthly trip report shall be prepared by the Contractor and submitted to the City within ten (10) working days after the end of the month, which contains daily ridership, service hours, and other desired operation information, by route. A service map should be included as reference.

B. Road Call/Missed Trip/Incidents Report
A Monthly Summary of Road Calls/Missed Trips/Incidents Report shall also be submitted to the City within ten (10) working days after the end of each month, which summarizes the information on the daily reports during each month.

C. Preventive Maintenance Report
A Monthly Preventive Maintenance (PM) Report shall be submitted to the City within ten (10) working days after the end of each month indicating the date and mileage when the last PM was performed for each vehicle. This report shall match the Contractor’s maintenance records, and will be audited by the City.

D. Accident Report
An accident report shall be delivered to the City within 24 hours of each accident.

Any major accident involving injuries or significant damage to servicing vehicles shall be immediately reported to the City. If any service is missed as a result of an accident, a Road Calls/Missed Trips/Incidents Report must also be completed.

E. Passenger Comment Report
Service vehicles shall clearly display information directing passengers who wish to place a customer comment to the City’s designated phone line or email address.

Information shall be installed at a place approved by the City.

In addition, any customer comments received by the contractor shall be submitted on a Passenger Comment Report including all corrective action taken to address the matter. This report shall be completed by the Contractor regardless of whether the comment (verbal or written) was received directly by the Contractor, or was forwarded to the Contractor via the City. The Contractor is required to respond to the comment within three (3) business days after receipt of the comment. A monthly summary report shall be completed by the Contractor and submitted to the City within ten (10) working days after the end of each month.

F. On-Time Performance Report
The Contractor is required to monitor and document the on-time performance of each service vehicle. A monthly On-Time Performance Report shall be completed by the Contractor and submitted to the City within ten (10) working days after the end of each month.

G. Operating Performance Penalties
The City shall monitor the project shuttle service in order to assess the performance of the Contractor in delivering the service. The monitoring activities shall include, but not be limited to, vehicle cleanliness, completed vehicle trips, on-time submission of reports, heating and air conditioning system performance, and unsafe operations of

CITY OF MONTEBELLO
RFP NO. 19-41
28 the vehicle. The City shall maintain the right to assess performance penalties against the Contractor, as set forth herein, based on the Contractor’s failure to meet the established standards. Performance Penalties applicable thereto, shall include the following performance criteria and be charged based upon non-compliance with the standards reported by: 1) the Contractor; 2) at least three passengers; or 3) City staff. The City reserves the right to modify these performance criteria, as necessary.

1. Late Trips
If a shuttle arrives after the PM departure of designated train or arrives five (5) minutes late after the AM arrival of designated train at the Metrolink Station, performance penalties of $50 per vehicle incident will be assessed.

2. Missed Trips
If a shuttle is not able to complete its trip for a non-emergency reason, performance penalties of $100 per missed trip will be assessed.

3. Submission of Reports
The Contractor shall submit timely, accurate and completed reports as specified by the City. Failure to do so shall result in performance penalties of $25 per day for each day a report is due. Failure to submit annual performance reports for regulatory compliance may be cause for contract termination.

4. Falsify or Non-Submittal of Reports
If the City determines that a Contractor has intentionally not submitted a required report to the City on schedule, or has submitted inaccurate information to the City in order to avoid performance penalties, performance penalties of $500 will be assessed and the contract may be cause for contract termination.

5. Heating and Air Conditioning Performance
The Contractor shall ensure all vehicles have operating heating and air conditioning units prior to start of shuttle service each day. Failure to have a functioning air and heating unit during service will result in performance penalties of $50 per incident.

6. Driver Courtesy
If driver is reported for verified discourteous or rude behavior or refusing to operate a functioning wheelchair lift, performance penalties of $100 per incident will be imposed on the Contractor.

7. Passenger Comment Cards
The Contractor shall ensure that at least five (5) passenger comment cards are available on each vehicle during daily shuttle service. Failure to do so shall result in performance penalties of $25 per shuttle per day.

8. Other Requirements
The Contractor shall be responsible for all other functions, and their cost, not specifically discussed herein but required to provide safe, reliable, legal and efficient operation of the Services.

CITY OF MONTEBELLO
RFP NO. 19-41
29 6.18 SECURITY
The primary law enforcement agencies for security and transit-related crimes on contracted service areas are the Montebello Police Department and Los Angeles County Sheriff Department. Local municipal law enforcement agencies will provide police service as necessary and appropriate. The Contractor is responsible for timely and efficient communication with law enforcement agencies, as well as the City. Security expenses of any type incurred by the contractor are considered as a cost of doing business and shall not be eligible for reimbursement under the contract.

6.19 CITY’S PROJECT MANAGER RESPONSIBILITIES
The City’s Project Manager or designee will monitor the Contractor’s day-to-day operation to ensure compliance with Scope of Work requirements.

CITY OF MONTEBELLO
RFP NO. 19-41
30 SECTION 7 CONTRACT (DRAFT)

CITY OF MONTEBELLO
CONTRACT AGREEMENT NO. _______________
FOR

METROLINK RAIL FEEDER SHUTTLE SERVICE
RFP NO. 19-41
This Contract Agreement (“Agreement”) is made and entered into for the above-stated project this [day] day of [Month], 20[Year] (“Effective Date”) by and between the City of Montebello, a California municipal corporation, as the “AGENCY,” and[Contractor] a [Insert Contractor description], as the “CONTRACTOR.” AGENCY and CONTRACTOR may be individually referred to herein as a “Party” or collectively referred to herein as the “Parties.”

RECITALS
A. AGENCY is a municipal corporation duly-organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California.

B. CONTRACTOR is a corporation duly-organized and doing business in the State of California. CONTRACTOR represents it has the background, knowledge, experience and expertise necessary to provide the AGENCY with the equipment, goods and services set forth in this Agreement.

C. AGENCY seeks to procure from CONTRACTOR, and CONTRACTOR seeks to provide to the AGENCY, equipment, goods and services necessary for the Metrolink Rail Feeder Shuttle Service Project (“Project”) as further described in Request for Proposal (“RFP”) NO. 19-41.

NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, AGENCY and CONTRACTOR agree as follows:

ARTICLE I. Incorporation of Recitals and other Contract Documents The above-referenced Recitals constitute a material part hereof, and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:

A. This Agreement, including any and all addenda or supplemental agreements.

B. RFP NO. 19-41

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RFP NO. 19-41
31 C. Proposal referenced as Best and Final Offer received by successful proposer.

D. All other documents, including but not limited to all required bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.

These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence shall be as set forth above.

ARTICLE II. Services to be performed by CONTRACTOR
For and in consideration of the payments and agreements to be made and performed by AGENCY, CONTRACTOR agrees to perform the services and furnish all materials necessary to perform all work required for the above-stated Project, and to fulfill all other obligations as set forth in the aforesaid Contract Documents. CONTRACTOR covenants with the AGENCY to furnish its best skill, judgment and efforts and to cooperate with the AGENCY and any other contractors engaged by the AGENCY in providing the services necessary for the Project.

CONTRACTOR covenants to use its best effort to perform its duties and obligation under this Agreement in an efficient, expeditious and economical manner, consistent with the best interests of the AGENCY. [Workmanship throughout the performance of this Agreement shall conform to the highest standard of commercially accepted practice of work and shall result in a neat finished appearance to the satisfaction of the AGENCY.] ARTICLE III. Compensation
As full compensation for furnishing all materials, performing all services, and fulfilling all obligations set forth in this Agreement, the AGENCY agrees to pay and the CONTRACTOR agrees to receive and accept the prices set forth in the Price Sheet submitted by CONTRACTOR dated _______________ (“Compensation”), attached hereto as Exhibit “[__]” and incorporated by this reference. The Compensation shall not exceed the sum of_____________________________________________, and such sum shall include all amounts payable to CONTRACTOR for its subcontracts, leases, materials and costs arising from, or due to termination of this Agreement. AGENCY shall pay CONTRACTOR upon thirty (30) days of receipt of invoice and full acceptance of product and services by the AGENCY.

Said Compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid Contract Documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work.

ARTICLE IV. Completion of Work; Liquidated Damages
The work and services set forth in this Agreement will be completed in a timely manner, and in accordance with an agreed-upon work schedule to be determined by the Parties. An extension of the period for completion may be granted by mutual agreement by the Parties herein for reasons outside the control of the CONTRACTOR including acts of God. CONTRACTOR shall request an extension by notifying AGENCY in writing at least fifteen (15) days prior to the expected Completion Date.

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RFP NO. 19-41
32 No extension of time requested or granted hereunder shall entitle CONTRACTOR to additional compensation unless, as a consequence of such extension, additional work must be performed and such additional work is approved in writing. In such event, AGENCY shall in good faith consider any request for additional compensation submitted by CONTRACTOR.

It is mutually understood and agreed by and between the Parties to the Agreement that time is of the essence with respect to the completion of the Project and that in case of any failure on the part of the CONTRACTOR to complete all tasks and items within the time specified in the ___________________, AGENCY will be damaged thereby. Given that the amount of said damages, being difficult if not impossible of definite ascertainment and proof, it is hereby agreed that, in the event of CONTRACTOR’s failure to complete the work in a timely manner, the amount of such damages due CITY shall be fixed at _________ ($_____.00) per calendar day beyond the time specified in Notice to Proceed.

ARTICLE V. Ownership of Written Products
All reports, documents, data, objects, written materials or other tangible things (“Written Products”) developed by CONTRACTOR in its performance of this Agreement shall be and remain the property of AGENCY without restriction or limitation upon its use or dissemination by the AGENCY. CONTRACTOR may take and retain copies of such Written Products as desired, but no such written products shall be the subject of a copyright application by CONTRACTOR.

ARTICLE VI. Independent Contractor
CONTRACTOR is, and shall at all times remain to the AGENCY, a wholly independent contractor. CONTRACTOR shall have no power to incur any debt, obligation, or liability on behalf of the AGENCY or otherwise to act on behalf of the AGENCY as an agent. Neither the AGENCY nor any of its officers, employees or agents shall have control over the conduct of CONTRACTOR or any of CONTRACTOR’S employees or agents, except as set forth in this Agreement. CONTRACTOR shall not represent that it is, or that any of its agents or employees are, in any manner employees of the AGENCY.

ARTICLE VII. Confidentiality
All data, documents, discussion, or other information developed or received by CONTRACTOR or provided for performance of this Agreement are deemed confidential and shall not be disclosed by CONTRACTOR without prior written consent by the AGENCY. The AGENCY shall grant such consent if disclosure is legally required. All AGENCY Written Products shall be returned to the AGENCY upon the termination or expiration of this Agreement. CONTRACTOR agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.

ARTICLE VIII. Compliance with State and Local Laws
CONTRACTOR shall comply with all applicable federal, state, and local laws throughout its performance of this Agreement. CONTRACTOR acknowledges the provisions of the State Labor Code requiring every employer to be insured against liability for worker’s compensation, or to undertake self-insurance in accordance with the provisions of that code, and certifies compliance with such provisions. All services required under this Agreement will be performed

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RFP NO. 19-41
33 by CONTRACTOR, or under its supervision, and all personnel shall possess the qualification, permits, and licenses required by the State and local law to perform such services.

CONTRACTOR shall be solely responsible for the satisfactory work performance of all personnel engaged in performing service required by this Agreement, and compliance with all reasonable performance standards established by AGENCY. CONTRACTOR shall be responsible for payment of all employees' and sub-contractors’ wages and benefits, and shall comply with all requirements pertaining to employer's liability, workers' compensation, unemployment insurance, and Social Security. CONTRACTOR shall indemnify and hold harmless the AGENCY from any liability, damages, claims, costs and expenses of any nature arising from alleged violations of personnel practices.

ARTICLE IX. Indemnification
The CONTRACTOR agrees to protect, defend, indemnify, save and hold harmless AGENCY, and all of its elected and appointed officials, boards and commissions, officers, directors, employees, and agents from and against any or all injuries, deaths, losses, damages, claims, suits, liabilities, demands, lawsuits, costs, expenses or causes of action, including reasonable attorneys’ fees and related costs and expenses, which may accrue against the AGENCY based on, occurring, arising out of, or incident to (1) any alleged damage to property or any alleged injury to persons (including death) which may occur or be alleged to have occurred by or on account of the negligence, recklessness, willful misconduct, or errors or omissions by CONTRACTOR, its sub-contractors, or any of their servants, employees or agents; or, if applicable, (2) any infringement of the patent rights of any person or persons in consequence of the use by AGENCY or by any of its employees or agents, of articles supplied under contract, arising from proposals submitted and which the CONTRACTOR is not lawfully entitled to sell.

AGENCY will give the CONTRACTOR prompt notice in writing of the institution of any suit or proceeding and permit the CONTRACTOR through its counsel to defend AGENCY and will give all needed information, assistance and authority to enable the CONTRACTOR to do so. The Parties agree that the covenants contained in this Article shall survive the expiration or termination of this Agreement.

The CONTRACTOR shall give AGENCY immediate notice of any suit or action filed or prompt notice of any claim made against AGENCY arising out of the performance of this contract. The CONTRACTOR shall furnish immediately to the AGENCY copies of all pertinent papers received by the CONTRACTOR. If the amount of the liability claimed exceeds the amount of insurance coverage, the CONTRACTOR shall authorize representatives of AGENCY or the Federal Government to collaborate with counsel for the insurance carrier, if any, in setting or defending such claim.

ARTICLE X. PERS Eligibility Indemnity.

In the event that CONTRACTOR, or its employee, agent, or sub-contractor providing services under this Agreement, claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the AGENCY, CONTRACTOR shall indemnify, defend, and hold the AGENCY harmless for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONTRACTOR or its employees, agents, or sub-contractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the AGENCY.

CITY OF MONTEBELLO
RFP NO. 19-41
34 Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONTRACTOR and any of its employees, agents, and sub-contractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the AGENCY, including, but not limited to, eligibility to enroll in PERS as an employee of the AGENCY and entitlement to any contribution to be paid by the AGENCY for employer contribution, employee contribution, or both, for PERS benefits.

ARTICLE XI. Insurance
A. Without limiting CONTRACTOR’s indemnification of Indemnities pursuant to Article IX of this Agreement, CONTRACTOR shall obtain and provide and maintain at its own expense during the term of this Agreement the types and amounts of insurance as described below:
(i) Commercial General Liability Insurance using Insurance Services Office Commercial General Liability form CG 00 O1 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $1,000,000 general aggregate.
(ii) Business Auto Coverage on ISO Business Auto Coverage form CA 00 O1 including symbol 1 (Any Auto) or the exact equivalent. Limits shall be no less than $2,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described in the preceding subsection. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way on this Services, CONTRACTOR shall provide evidence of personal auto liability coverage for each such person.
(iii) Workers' Compensation insurance on a state approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident for all covered losses.

B. AGENCY, its officers, officials, employees and volunteers shall be named as additional insureds on the policy(ies) as to commercial general liability and automotive liability.

C. All insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California with a Best’s rating of no less than A:VIII.

D. All insurance policies shall provide that the insurance coverage shall not be non- renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving AGENCY thirty (30) days' prior written notice thereof. Any such thirty (30) day notice shall be submitted to AGENCY via certified mail, return receipt requested, addressed to "Risk Manager," AGENCY of Montebello, 1600 West Beverly Boulevard, Montebello, California, 90640. CONTRACTOR agrees that it will

CITY OF MONTEBELLO
RFP NO. 19-41
35 not cancel, reduce or otherwise modify said insurance coverage. In the event the policy is cancelled for non-payment of premium, CONTRACTOR shall give ten (10) days’ prior written notice to the AGENCY.

E. CONTRACTOR shall submit to AGENCY (i) insurance certificates indicating compliance with the minimum worker's compensation insurance requirements above, and (ii) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, not less that one (1) day prior to beginning of performance under this Agreement. Endorsements shall be executed on AGENCY's appropriate standard forms entitled "Additional Insured Endorsement".

F. The CONTRACTOR's insurance shall be primary as respects the AGENCY, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the AGENCY, its officers, officials, employees and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.

G. CONTRACTOR agrees that if it does not keep the aforesaid insurance in full force and effect, and such insurance is available at a reasonable cost, AGENCY may take out the necessary insurance and pay the premium thereon, and the repayment thereof shall be deemed an obligation of CONTRACTOR and the cost of such insurance may be deducted, at the option of AGENCY, from payments due CONTRACTOR.

ARTICLE XII. Authorization by CONTRACTOR
CONTRACTOR affirms that the signatures, titles, and seals set forth hereinafter in execution of this Contract Agreement represent all duly authorized individuals, firm members, partners, joint ventures, and/or corporate officers having principal interest herein.

ARTICLE XIII. Termination
In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.

For any breach deemed by the non-defaulting party to constitute a material breach, the defaulting party is required to cure the breach within five (5) calendar days upon receipt of written notice. For any breach deemed by the non-defaulting party to constitute a non-material breach, the defaulting party is obligated to cure such breach within ten (10) calendar days upon receipt of written notice. However, if the nature of the non-material breach requires more than ten (10) days to cure, the defaulting party shall have thirty (30) days to diligently pursue and complete a cure.

In addition to any other available legal or equitable rights or remedies, if the default is not cured within the time periods described above, the non-defaulting party may terminate this Agreement by giving written notice thereof to the defaulting party, setting forth the effective date thereof.

The AGENCY shall have the option, at its sole discretion and without cause, of terminating this Agreement in whole, or in part, by giving ten (10) business days’ written notice to CONTRACTOR. Upon the termination of this Agreement as provided herein, the AGENCY shall provide to CONTRACTOR the part of Compensation which would otherwise be payable to

CITY OF MONTEBELLO
RFP NO. 19-41
36 CONTRACTOR for services CONTRACTOR had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by AGENCY, the Parties agree that CONTRACTOR shall be reimbursed for any “non-refundable” costs that CONTRACTOR has incurred for its services under this Agreement, provided that: (1) such “non-refundable” costs were incurred by the CONTRACTOR prior to the date of termination, and (2) that CONTRACTOR provides the AGENCY with adequate proof that CONTRACTOR incurred the costs, and is unable to be seek a refund for such costs. Such “non-refundable” costs may include, but are not limited to, travel reservations incurred by CONTRACTOR for its performance of services under this Agreement. CONTRACTOR agrees to cease all work under this Agreement on or before the effective date of any notice of termination.

With the exception of the covenants contained in Articles VII (Confidentiality), IX (Indemnification), and XIV (Dispute Resolution and Legal Remedies), this Agreement shall expire upon full payment of the Compensation by the AGENCY to CONTRACTOR.

ARTICLE XIV. Dispute Resolution and Legal Remedies
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be Los Angeles County, California. The Parties agree that the covenants contained in this Article shall survive the expiration or termination of this Agreement.

ARTICLE XV. Sub-Contract, Assignment or Delegation
CONTRACTOR shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of AGENCY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed sub-contractor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

Any subcontract, delegation or assignment shall be made in the name of CONTRACTOR and shall not bind or purport to bind AGENCY and shall not release CONTRACTOR from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub-contractors. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to CONTRACTOR under the Agreement.

ARTICLE XVI. Non-discrimination and Equal Opportunity Employer In the performance of this Agreement, CONTRACTOR shall not discriminate against any employee, sub-contractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. CONTRACTOR will take affirmative action to ensure that sub-contractor and applicants are employed, and that employees are treated during employment, without

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37 regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.

ARTICLE XVII. Notices
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:

To AGENCY: Montebello Bus Lines
[TBD]
[Title]
400 South Taylor Avenue
Montebello, CA 90640
(323) 558-1625
To CONTRACTOR:
[TO BE FILLED IN]
ARTICLE XVIII. Severability
If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provision(s) nevertheless will continue in full force and effect without being impaired or invalidated in any way.

ARTICLE XIX. Governing Law
This Agreement shall be construed in accordance with and governed by the laws of the State of California.

ARTICLE XX. Entire Agreement; No Waiver
This Agreement and the aforementioned Contract Documents shall constitute the Entire Agreement by the Parties, and supersedes all prior proposals, agreements, and understandings between the Parties and may not be modified or terminated orally. The waiver by the AGENCY of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No attempted waiver of any of the provisions herein, nor any change, amendment or modification to this Agreement shall be effective unless in writing and signed by the party against whom the same is sought to be enforced.

CITY OF MONTEBELLO
RFP NO. 19-41
38 ARTICLE XXI. Performance and Payment Bonds
CONTRACTOR shall furnish at the time of execution of the Contract, at its own expense, a Faithful Performance Bond payable to the AGENCY in the amount of one hundred percent (100%) of the full amount of the Contract as a guarantee of good faith on behalf of the CONTRACTOR that the terms of the Contract shall be complied with in every particular. Such performance bond shall be in effect during the full term of the Contract, until Final Acceptance.

CONTRACTOR, at its sole expense, at the time of execution of the Contract, shall deposit with the AGENCY a Labor and Materials Payment Bond issued by a surety acceptable to the AGENCY and naming the AGENCY as the sole beneficiary of an amount equal to fifty percent (50%) of this Contract's total price in the event CONTRACTOR fails to pay its employees, Sub- contractors, material men, or others supplying CONTRACTOR with labor or materials under this Contract. Said bond shall also require such surety to defend the AGENCY against any claims or causes of action arising out of Contractor’s said failure to pay, whether such claims or actions are instituted before administrative, quasi-judicial, or judicial bodies.

Bonds must be posted with the AGENCY as follows:

Faithful Performance Bond - 100% of contract amount, submitted at execution of contract.

Labor and Materials Payment Bond - 50% of contract amount, submitted at execution of contract.

Only bonds issued by companies which are rated "A-" or better in the "Best Rating Guide," "The Best Key Rating Guide to Property Casualty Companies," and/or rated in the "Federal Register Circular 570," 1984 Revision (or most recent addition) will be accepted. Failure to submit acceptable bonds will be cause of rejection of bid.

Attorneys-in-fact who sign bonds or payment bonds and performance bonds must file with each bond a certified and effective dated copy of their power of attorney.

ARTICLE XXII. Effective Date
Unless otherwise specified herein, this Agreement shall become effective as of the date in which the last of the Parties, whether AGENCY or CONTRACTOR, executes this Agreement.

This Agreement may be signed in counterparts, each of which shall constitute an original, and which collectively shall constitute one instrument.

The initial term of this agreement shall be for three (3) years with an option for three (3) annual renewals of one (1) year each; upon mutual consent of the parties.

This agreement may be extended provided that terms and conditions remain the same or as mutually agreed upon by the parties.
[SIGNATURE PAGE TO FOLLOW]

CITY OF MONTEBELLO
RFP NO. 19-41
39 IN WITNESS WHEREOF the Parties enter into this Agreement as of the Effective Date set forth above.

CITY OF MONTEBELLO
(“AGENCY”) (“CONTRACTOR”)
Jack Hadjinian, Mayor
Date: Date:

ATTEST:

Irma Barajas, City Clerk
APPROVED AS TO FORM:

Arnold M. Alvarez-Glasman, City Attorney

CITY OF MONTEBELLO
RFP NO. 19-41
40 SECTION 8 FORMS AND CERTIFICATIONS SUBMITTAL REQUIREMENTS The following forms indicated by asterisk (*) must be completed by the prime bidder and accompany all bids in order to be considered for award; the following forms not marked by asterisk are to be submitted at the time set in the bid documents:

Attachment Name of Form
Referenced in
Section
*Appendix A Cost Proposal 4.1C
*A References 3.15
*B Receipt of Addenda Form 2.7
*C Proposers Information, Qualification Certification (2 pages) 3.15 *D Bidder’s List of Participating Firms 3.22
*E Ineligible Contractors (Prime) Debarment 3.12
*F Ineligible Contractors (Sub) Debarment 3.12
*G Non-Collusion Affidavit of Prime Bidder 3.12
*H Non-Collusion Affidavit of Sub-Contractor 3.12
*I Certification of Drug-Free Workplace 3.20
* Copy Contractors Drug-Free Workplace Policy 3.20
Product Evaluation Questionnaire
(form available upon request)

3.8 The following forms/requirements are to be provided only by the successful bidder:

Insurance 3.14
Faithful Performance Bond 3.1
Labor and Materials Payment Bond 3.1
Reproduce forms as needed.

Attachment A CITY OF MONTEBELLO
RFP NO. 19-41
41 REFERENCES
Provide at least three (3) agencies for which BIDDER has performed similar work within the past five years.

Agency Name___________________________________ Department______________________ Address _____________________________________ City__________________ Zip ________ Contact Name ________________________________ Phone Number ( __ ) _______________ Project Name ___________________________________________________________________ Contract Amount $ ____________________________ Completion Date ______/______/______ Type of Work:

Agency Name___________________________________ Department______________________ Address _____________________________________ City__________________ Zip ________ Contact Name ________________________________ Phone Number ( __ ) _______________ Project Name ___________________________________________________________________ Contract Amount $ ____________________________ Completion Date ______/______/______ Type of Work:

Agency Name___________________________________ Department______________________ Address _____________________________________ City__________________ Zip ________ Contact Name ________________________________ Phone Number ( __ ) _______________ Project Name __________________________________________________________________ Contract Amount $ ____________________________ Completion Date ______/______/______ Type of Work:

Agency Name___________________________________ Department______________________ Address _____________________________________ City__________________ Zip ________ Contact Name ________________________________ Phone Number ( __ ) _______________ Project Name __________________________________________________________________ Contract Amount $ ____________________________ Completion Date ______/______/______ Type of Work:

Attachment B CITY OF MONTEBELLO
RFP NO. 19-41
42 RECEIPT OF ADDENDA FORM
The PROPOSER acknowledges the receipt and incorporation of the following addenda into the Request for Proposal.

PROPOSER NAME:

BUSINESS ADDRESS:

Addenda # Issue Date Receipt Date
Signature of Authorized
Representative:

Printed Name:

Title:

Attachment C CITY OF MONTEBELLO
RFP NO. 19-41
43 PROPOSERS INFORMATION, QUALIFICATIONS CERTIFICATION
PROPOSER Name_______________________________________________________________________________ Business Address________________________________________________________________________________ Phone (_____) ______________________________ FAX (_____) _____________________ Name of Project Manager _________________________________________________________________________ Business License No. _______________________________
Original Date Issued _______________________________ Expiration Date __________________________ The following are the names, addresses, and phone numbers of all individuals, firm members, partners, joint ventures, and/or corporate officers having principal interest in this proposal:

Indicate Date and Location of incorporation: ____________________________________________________________ How many years have you been engaged in the contracting business under your present firm or trade name?_________
The date of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this proposal are as follows:

Date Principal Name
______________________ ___________________________________ ______________________ ___________________________________ ______________________ ___________________________________ ______________________ ___________________________________ All current and prior DBAs, alias, and /or fictitious business names for any principal having an interest in this proposal are as follows:

Has your present organization ever failed to complete any work awarded to it? Yes No If yes, state when, where, and why.

Has your present organization ever defaulted on a contract? Yes No If yes, state when, where, and why.

Attachment C CITY OF MONTEBELLO
RFP NO. 19-41
44 Indicate the name and address and phone number of one or more banks which have information that would enable them to advise regarding the financial ability of your company.

Credit available: $
Will you fill out a detailed financial statement and furnish any other information that may be required by the state of California? __________ Yes No
Employer Identification Number (Treasurer’s Number):

CERTIFICATION
In WITNESS WHEREOF, PROPOSER certifies that the foregoing is true and correct; and executes and submits this proposal this _________day of ________________, 20_____.

PROPOSER:

Signature of Authorized Representative:

Printed Name:

Title:

Subscribed and sworn to before me
this____________ day of_________________________ , 20____ Signed______________________________________________
Title ________________________________________________
My Commission expires

Attachment D CITY OF MONTEBELLO
RFP NO. 19-41
45 BIDDERS LIST OF PARTICIPATING FIRMS
Bidder/Proposer shall submit with bid/proposal the following information for all participating firms:

Prime Contractor Information
Company Name ______________________________________ Age of Firm ____________________ Address ____________________________________________ Annual Gross Receipts $__________ ___________________________________________________ DBE Certified? ____________, If yes Phone _____________________________________________ Date Certified ___________________ Dollar Amount of Contract $_____________________________ By (Agency) ____________________ Describe Work ___________________________________________________________________________ Sub-Contractor Information
Company Name ______________________________________ Age of Firm ____________________ Address ____________________________________________ Annual Gross Receipts $__________ ___________________________________________________ DBE Certified? ____________, If yes Phone _____________________________________________ Date Certified ___________________ Dollar Amount of Subcontract $__________________________ by (Agency) ____________________ Describe Work ___________________________________________________________________________ Company Name ______________________________________ Age of Firm ____________________ Address ____________________________________________ Annual Gross Receipts $__________ ___________________________________________________ DBE Certified? ____________, If yes Phone _____________________________________________ Date Certified ___________________ Dollar Amount of Subcontract $__________________________ by (Agency) ____________________ Describe Work ___________________________________________________________________________ Company Name ______________________________________ Age of Firm ____________________ Address ____________________________________________ Annual Gross Receipts $__________ ___________________________________________________ DBE Certified? ____________, If yes Phone _____________________________________________ Date Certified ___________________ Dollar Amount of Subcontract $__________________________ By (Agency) ____________________ Describe Work ___________________________________________________________________________ (Copy for additional Sub-contractors as needed)

PROPOSERS INFORMATION, QUALIFICATIONS CERTIFICATION

Attachment E CITY OF MONTEBELLO
RFP NO. 19-41
46 INELIGIBLE CONTRACTORS/CONSULTANTS
(Prime)
Contractors/Consultants or firms who are included on the U.S. Comptroller General’s list of persons for firms currently DEBARRED for violations of various public contracts incorporating Labor Standard Provisions cannot be awarded this contract.

The undersigned hereby certified that:
does not appear on the U.S. Comptroller
General’s list of debarred firms.
does appear on the U.S. Comptroller General’s
list of debarred firms.

BIDDER’S NAME

SIGNATURE OF
CONTRACTOR’S/CONSULTANT’S

AUTHORIZED REPRESENTATIVE

DATE OF SIGNATURE

Attachment F CITY OF MONTEBELLO
RFP NO. 19-41
47 INELIGIBLE CONTRACTORS/CONSULTANTS
(Sub)
Contractors/Consultants or firms who are included on the U.S. Comptroller General’s list of persons for firms currently DEBARRED for violations of various public contracts incorporating Labor Standard Provisions cannot be awarded this contract.

The undersigned hereby certified that:
does not appear on the U.S. Comptroller
General’s list of debarred firms.
does appear on the U.S. Comptroller General’s
list of debarred firms.

BIDDER’S NAME

SIGNATURE OF
CONTRACTOR’S/CONSULTANT’S

AUTHORIZED REPRESENTATIVE

DATE OF SIGNATURE

Attachment G CITY OF MONTEBELLO
RFP NO. 19-41
48 NON-COLLUSION AFFIDAVIT OF PRIME BIDDER
State of )
County of )
, being first duly sworn, deposes and says that:

1. He is of , the
(owner, partner, officer, representative, or agent)
Proposer that has submitted the attached Proposal;

2. He is fully informed respecting the preparation and contents of the attached Proposal and all pertinent circumstances respecting such Proposal;

3. Such Proposal is genuine and is not a collusive or sham Proposal;

4. Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such Contract or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion conspiracy, connivance or unlawful agreement any advantage against the City of Montebello (OWNER) or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signature
Title:

Subscribed and sworn to before me
This day of , 20
Signed
Title
My Commission expires

Attachment H CITY OF MONTEBELLO
RFP NO. 19-41
49 NON-COLLUSION AFFIDAVIT OF SUB-CONTRACTOR
State of )
County of )
, being first duly sworn, deposes and says that:

1. He is of , the
(owner, partner, officer, representative, or agent)
Proposer that has submitted the attached Proposal;

2. He is fully informed respecting the preparation and contents of the attached Proposal and all pertinent circumstances respecting such Proposal;

3. Such Proposal is genuine and is not a collusive or sham Proposal;

4. Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such Contract or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion conspiracy, connivance or unlawful agreement any advantage against the City of Montebello (OWNER) or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signature
Title:

Subscribed and sworn to before me
This day of , 20
Signed
Title
My Commission expires