Montebello City Council
January 22, 2025

AMENDED

CITY OF MONTEBELLO

CITY COUNCIL

REGULAR MEETING

WEDNESDAY, JANUARY 22, 2025 AT 6:00 PM

CITY HALL COUNCIL CHAMBERS
1600 WEST BEVERLY BOULEVARD

MONTEBELLO, CALIFORNIA

CITY COUNCIL
Salvador Melendez, Mayor
Georgina Tamayo, Mayor Pro Tem
David N. Torres, Councilmember
Scarlet Peralta, Councilmember
Vacant, Councilmember

CITY MANAGER
Raul Alvarez

CITY TREASURER
David Matanga

CITY ATTORNEY
Arnold M. Alvarez-Glasman

CITY CLERK
Christopher Jimenez

DEPARTMENT HEADS
Fire Chief
Police Chief
Director of Finance
Director of Human Resources
Director of Planning/Community Development
Director of Public Works
Director of Recreation and Community Services
Director of Transportation
Fernando Pelaez
Paul Espinosa
Michael Solorza
Ramon Figueroa
Joseph Palombi
Cesar Roldan
David Sosnowski
John Soria

January 22, 2025: City Council Meeting Page 2 of 6

NOTICES
This City Council Meeting ("Council") will be held in person and will meet at City Hall – City Council Chambers, 1600 West Beverly Boulevard, Montebello, California. The meeting will be live streamed and can be watched on the City’s website and YouTube Channel via the following link: https://www.montebelloca.gov, and may also be viewed on Spectrum Public Access Channel 3 for all Spectrum cable subscribers.

AMERICANS WITH DISABILITIES ACT: In compliance with the Americans with Disabilities Act (ADA) any person with a disability who requires special accommodations in order to participate in a meeting should contact the Administration Office at (323) 887-1437 Monday-Thursday from 7:30 a.m.-5:30 p.m. Please call 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II 1203). If you require translation services, please contact the City Clerk’s office 72 hours before this meeting. Si necesita servicios de traducción, comuníquese con la Oficina del Secretario Municipal 72 horas antes de esta reunión. 如果您需要翻译服务，请在会议前 72 小时联系市书记员办公室.

RULES OF DECORUM:

Pursuant to Section 54957.95 of the Government Code, the presiding member of the legislative body conducting a meeting, or their designee, is authorized to remove, or cause the removal of, an individual for disrupting the meeting.

Any such removal will be preceded by a warning to the disruptive individual by the presiding member of the legislative body or their designee that the individual’s behavior is disrupting the meeting and that the individual’s failure to promptly cease their disruptive behavior may result in their removal.

PUBLIC COMMENTS:

In-Person: For those interested in participating during the Public Comment period(s) or public testimony period for Public Hearings of the City Council meetings, you may address the City Council in person only the day of the meeting.

Speakers will be required to fill out a speaker card provided at the door and submit it to City Clerk staff prior to each Public Comment announcement period. Staff will number and call each speaker card in the order received. Closed Session begins at 6:00 p.m. and Regular Session begins immediately thereafter; if there is no Closed Session, Regular Session will begin at 6:00 p.m.

AGENDA MATERIALS: The agenda and/or agenda packet are available for public inspection at City’s website at:

Agendas, Minutes, and Videos,

January 22, 2025: City Council Meeting Page 3 of 6

IN CONSIDERATION OF OTHERS, PLEASE TURN OFF, OR MUTE, ALL CELL PHONES AND PAGERS

THANK YOU FOR YOUR COOPERATION

OPENING CEREMONIES

CALL TO ORDER - 6:00 P.M.

ROLL CALL

ANNOUNCEMENT OF CLOSED SESSION ITEMS

PUBLIC COMMENTS ON CLOSED SESSION ITEMS
At this time, the public may submit a speaker card to the City Clerk staff for Closed Session items, prior to the beginning of this statement. Speakers will be called in the order received. Please be aware that the maximum time allotted for members of the public to speak on Closed Session items shall not exceed three (3) minutes per person. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.

CLOSED SESSION
The City Attorney shall provide a briefing on the item listed for Closed Session as follows:

1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
Fivecoat v. City of Montebello
Case No. 211026824, 211039924

2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
Navarro v. City of Montebello, et al.

Case No. ADJ13310066, ADJ2613081, ADJ2548565, ADJ15539383, ADJ7472140, ADJ7964720, ADJ2654347, ADJ10708805, ADJ3507314, ADJ6779197, ADJ12495501, ADJ2613081, ADJ6773842

3. PUBLIC EMPLOYEE DISCIPLINE, DISMISSAL, RELEASE
Government Code Section 54957
One matter to review on appeal from a decision of the Civil Service Commission

4. PUBLIC EMPLOYEE DISCIPLINE, DISMISSAL, RELEASE
Government Code Section 54957
One matter

REGULAR SESSION - IMMEDIATELY FOLLOWING CLOSED SESSION

CLOSED SESSION REPORT

INVOCATION

PLEDGE OF ALLEGIANCE

CORRECTIONS TO THE AGENDA - CITY MANAGER

CEREMONIAL ITEMS/PRESENTATIONS

5. TREASURER'S REPORT

January 22, 2025: City Council Meeting Page 4 of 6

6. PRESENTATION ON THE WHITTIER NARROWS DAM PROJECT
PUBLIC COMMENTS ON NON-AGENDA ITEMS (30 MINUTES)
At this time, the public may submit speaker card(s) to the City Clerk staff, for both agenda and non-agenda items, prior to the beginning of this statement; Public Hearing items do not require a speaker card.

The City Council will address non-agenda items during this section and speakers will be called in the order received. Those persons not accommodated during this 30-minute period will have an opportunity to speak under “Public Comments – Continued”, after all scheduled matters have been considered. Public Hearing, Regular Business and/or Consent Calendar items will be addressed at the time that matter of business is heard, in the order received.

Please be aware that the maximum time allotted for members of the public to speak shall not exceed three (3) minutes per speaker. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.

STAFF COMMUNICATIONS ON ITEMS OF COMMUNITY INTEREST

REGULAR BUSINESS

7. APPOINTMENT TO FILL DISTRICT 5 CITY COUNCIL VACANCY

RECOMMENDATION: It is recommended that the City Council:

1. Conduct interviews of applicants and make an appointment to fill an existing vacant City Council Seat for the term ending in December 2026; and

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

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine. Any items a member wishes to discuss, including any items the public submitted speaker cards for, should be designated at this time. All other items may be approved in a single motion. Such approval will also waive the reading of any Ordinance.

8. RESCIND THE AWARD AND AGREEMENT NO. 4257 WITH G&J NEON SIGNS, INC FOR THE INSTALLATION OF TWO (2) LED SIGNS PROJECT AND REJECT ALL BIDS RECEIVED FOR THE INSTALLATION OF TWO (2) LED SIGNS RESULTING FROM REQUEST FOR PROPOSALS (RFP) NO. 24- 19 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22160, ET SEQ.

RECOMMENDATION: It is recommended that the City Council:

1. Rescind the award and Agreement No. 4257 with G&J Neon Signs, Inc. (G&J Signs) for the Installation of Two (2) New LED Signs; and

2. Reject all bids received for the Installation of Two (2) LED Signs in response to Request for Proposals (RFP) No. 24-19; and

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

9. APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 25-08 FOR CONSULTANT SERVICES FOR

THE WASHINGTON CORRIDOR TRANSIT-ORIENTED COMMUNITIES/MULTIMODAL CONNECTIVITY (TOC/MC) SPECIFIC PLAN

RECOMMENDATION: It is recommended that the City Council:

1. Authorize the issuance of Request for Proposals (RFP) No. 25-08 for Professional Consulting Services to prepare the Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan; and

2. Take such additional, related action(s) that may be desirable.

January 22, 2025: City Council Meeting Page 5 of 6

10. ACCEPT FUNDING FROM THE UNITED STATES DEPARTMENT OF ENERGY (DOE) ENERGY EFFICIENCY

AND CONSERVATION BLOCK GRANT PROGRAM (EECBG)

RECOMMENDATION: It is recommended that the City Council:

1. Accept the United States Department of Energy (DOE) Energy Efficiency and Conservation Block Grant (EECBG) Program funds in the amount of $121,520; and

2. Amend the Fiscal Year 2024-25 budget by increasing appropriations by $121,520 in Account No. 265- 30-332-6082 (Grants, Public Works, Energy Efficiency Conservation, Vehicle Purchase [Expenditures]) and $121,520 in Account No. 265-99-4198.32 (Grants, Miscellaneous Grants, Energy Efficiency Conservation [Revenue]); and

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

11. AUTHORIZE SUBMISSION OF A MEMBER AGENCY ADMINISTERED PROJECT PRE-APPROVAL

REQUEST APPLICATION TO CENTRAL BASIN MUNICIPAL WATER DISTRICT FOR A RAIN BARREL

DISTRIBUTION PROGRAM

RECOMMENDATION: It is recommended that the City Council:

1. Authorize staff to submit a Member Agency Administered Program Pre-Approval Request application to the Central Basin Municipal Water District for a rain barrel distribution program; and

2. Authorize the City Manager to sign all applicable documents; and

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

12. APPROVE AMENDMENT NO. 2 TO AGREEMENT NO. 3848 WITH ADS ON THE MOVE, LLC TO PROVIDE

ADVERTISING SERVICES FOR THE MONTEBELLO BUS LINES

RECOMMENDATION: It is recommended that the City Council:

1. Approve Amendment No. 2 to Agreement No. 3848 with Ads On The Move, LLC, a subsidiary corporation under Media Management Consultant Services, for an additional one-year (1-year) term, to provide the City of Montebello with turnkey advertising services for Montebello Bus Lines’ (MBL) advertising program; and

2. Authorize the City Manager and/or his designee to execute Amendment No. 2; and

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

13. ADOPT RESOLUTION NO. 25-05 TO APPROVE THE CITY OF MONTEBELLO’S 2024-2028 EQUAL

EMPLOYMENT OPPORTUNITY (EEO) PROGRAM FOR MONTEBELLO BUS LINES

RECOMMENDATION: It is recommended that the City Council:

1. Adopt Resolution No. 25-05 to approve the City of Montebello’s 2024-2028 Equal Employment Opportunity (EEO) Program for Montebello Bus Lines (MBL); and

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

14. PAYMENT OF BILLS: ADOPT RESOLUTION NO. 25-06 APPROVING THE CITY WARRANT REGISTER OF DEMANDS DATED JANUARY 22, 2025

RECOMMENDATION: It is recommended that the City Council:

1. Adopt Resolution No. 25-06 approving the Warrant Register dated January 22, 2025.

PUBLIC COMMENTS - CONTINUED

AB 1234 TRAVEL REPORTS
Members will provide a brief report on meetings attended at the expense of the local agency as required by Government Code Section 53232.3(d).

January 22, 2025: City Council Meeting Page 6 of 6

COUNCIL/AGENCY ORALS
Announcements and requests for future agenda items.
• David N. Torres, Councilmember

• Scarlet Peralta, Councilmember

1. Requesting consensus to direct staff to develop and present a plan to address maintenance and operational issues for public restrooms at our city parks.

2. Traffic & Safety Concerns: Via Ocampo & Findlay Ave

• Georgina Tamayo, Mayor Pro Tem

1. Seek council consensus to honor our Fire and Police Departments for their assistance in the devastating fires.

• Salvador Melendez, Mayor

CLOSED SESSION - CONTINUED

ADJOURNMENT
The City of Montebello will adjourn to the next Regular Meeting on February 12, 2025, at 6:00 p.m., which can be live- streamed at https://www.montebelloca.gov (Click on Live Stream).

I, Kimberly Guillen, Senior Deputy City Clerk for the City of Montebello, hereby certify that a copy of this agenda has been posted on or before Sunday, January 19, 2025, no later than 6:00 p.m.

Kimberly Guillen, Senior Deputy City Clerk

EXHIBIT - CITY OF MONTEBELLO FORECASTED AGENDA
Please note, the attached exhibit is a draft version that is to be used for reference purposes only; agenda items, information, and dates are subject to change. The exhibit will be placed at the end of the Agenda Packet. • CITY OF MONTEBELLO FORECASTED AGENDA

ITEM # 7

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Raul Alvarez, City Manager

BY: Kimberly Guillen, Senior Deputy City Clerk

SUBJECT: APPOINTMENT TO FILL DISTRICT 5 CITY COUNCIL VACANCY

DATE: January 22, 2025

RECOMMENDATIONS:

It is recommended that the City Council:

1. Conduct interviews of applicants and make an appointment to fill an existing vacant City Council Seat for the term ending in December 2026; and

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

FISCAL IMPACT:

There is no fiscal impact associated with the recommended actions.

BACKGROUND/DISCUSSION:

The 2024 General Municipal Election was held on Tuesday, November 5, 2024, for two (2) City Council seats, the City Clerk seat and the recall of Councilmember Angie Jimenez. During a Special City Council Meeting on December 5, 2024, the election results were certified, causing the removal of Councilmember Angie Jimenez.

On January 8, 2025, the City Council decided to fill this vacancy through an appointment process. Registered voters residing within City Council District 5 of Montebello were invited to apply. Interested community members were directed to complete an application available on the City’s website and submit it to the City Clerk's Office by 5:30 p.m. on January 15, 2025. Applicants were also invited to attend the Regular City Council Meeting on January 22, 2025, to provide an oral statement.

ENVIRONMENTAL:

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 22, 2025

N/A

ANALYSIS:

In total, the City received ten (10) applications. Of those, six (6) applications qualified after they met all the application requirements by the prescribed deadline. Four (4) applications were disqualified because they did not fully meet the requirements.

Attachment A includes the names of the applicants along with their respective applications with personal information redacted. The applicants who submitted applications are as follows:

Qualified Applications (6 total)

1. Rafael Santoya

2. Rocio Y. Berru

3. Ricardo Alonzo

4. Joseph Sanchez

5. William E. Paolisso III

6. James J. Santana

Disqualified Applications (4 total)

7. Maribel Hernandez (Does not live in District 5)

8. Claudia Castro (Does not live in District 5 and the candidate statement does not meet the word count requirement)

9. Brissa Sotelo (Declaration missing signature)

10. Richard Saldana (Application submitted after deadline, missing signature on declaration, and missing candidate statement)

The City Council has flexibility in determining the process for selecting an appointee to the vacant City Council seat. A motion, second, and majority vote are required to finalize the appointment. The proposed appointment process is outlined below:

1. Applicant names will be drawn to determine the order of interviews.

2. Staff will provide copies of the applications and supporting documents for each candidate.

3. Each applicant will deliver a three-minute oral statement in the determined order.

4. The City Council will have an opportunity to ask follow-up questions after each presentation.

5. Following the interviews, the City Council will deliberate and select an appointee by majority vote.

The selected appointee must take the oath of office on or before February 5, 2025, and will assume their seat at the Regular City Council Meeting scheduled for February 12, 2025.

SUMMARY:

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 22, 2025

Staff recommends that the City Council conduct interviews of applicants and make an appointment to fill an existing vacant City Council Seat for the term ending in December 2026; and take such additional, related action that may be desirable.

ATTACHMENT(S)

1. Attachment A - List of Applicants for District 5 Councilmembers

* Does not meet all requirements

ITEM # 8

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Raul Alvarez, City Manager

BY: David Sosnowski, Director of Recreation and Community Services

SUBJECT: RESCIND THE AWARD AND AGREEMENT NO. 4257 WITH G&J NEON SIGNS, INC FOR THE INSTALLATION OF TWO (2) LED SIGNS

PROJECT AND REJECT ALL BIDS RECEIVED FOR THE
INSTALLATION OF TWO (2) LED SIGNS RESULTING FROM REQUEST FOR PROPOSALS (RFP) NO. 24-19 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22160, ET SEQ.

DATE: January 22, 2025

RECOMMENDATIONS:

It is recommended that the City Council:

1. Rescind the award and Agreement No. 4257 with G&J Neon Signs, Inc. (G&J Signs) for the Installation of Two (2) New LED Signs; and

2. Reject all bids received for the Installation of Two (2) LED Signs in response to Request for Proposals (RFP) No. 24-19; and

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

FISCAL IMPACT:

The recommended actions do not have any fiscal impact.

BACKGROUND/DISCUSSION:

On July 24, 2024, the City Council approved releasing RFP No. 24-19 (Attachment A) to solicit proposals for the installation of two (2) LED signs on City-owned property. On September 3, 2024, the RFP closed, yielding seven (7) bids. Each vendor was evaluated and scored on a rubric, with G&J receiving the highest cumulative score. On December 5, 2024, the City Council approved Agreement No. 4257 with G&J Signs for a total not- to-exceed amount of $107,015 for the Project (Attachment B).

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 22, 2025

On December 31, 2024, the City received correspondence from the law firm of Weinberg Roger & Rosenfeld on behalf of the Construction Industry Force Account Council (CIFAC) alleging that the City had failed to competitively bid the Project. After careful review and consideration of the Project's cost and CIFAC's position, staff recommends the City Council rescind the award and Agreement No. 4257 to G&J Signs and reject all bids received in response to RFP No. 24-19. At the time of this recommendation, the City has not yet issued a Notice to Proceed to G&J Signs. Should the City decide to continue with the Project, it will consider a new RFP process at a future date.

It should be further noted that at no time should the City's decision to rescind Agreement No. 4257 be construed as an admission of wrongdoing or liability. Rather, the City is considering its options and the scope of the Project for any future action.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff is recommending that the City Council rescind the award and Agreement No. 4257 with G&J Neon Signs, Inc. for the Installation of Two (2) LED Signs Project, reject all bids received for the Installation of Two (2) LED Signs Request for Proposals No. 24-19 and take such additional, related action that may be desirable.

ATTACHMENT(S)

1. Attachment A - RFP 24-19 - Installation of Two (2) LED Signs

1 CITY OF MONTEBELLO
Request for Proposals
RFP No. 24 – 19
Installation Of Two (2) New LED Signs
Release Date: Thursday, September 26, 2024
Questions Due: Wednesday, October 23, 2024, at 11 a.m. PDT Due Date: Monday, November 4, 2024, at 11 a.m. PDT

ATTACHMENT A

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS
The City of Montebello (“City”) invites proposal submissions under this Request for Proposals ( “RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
September 26, 2024

PROJECT
Installation of two LED signs.

PROPOSAL OWNER
City of Montebello – Department of Finance
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Michael Solorza, Director of Finance
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Department of Parks and Recreation 1600 West Beverly Boulevard
Montebello, CA 90640
Attn: David Sosnowski, Director of Parks and Recreation Contact Phone: (323) 887- 1200
Contact E-Mail: [email protected]

Any questions about this RFP should be submitted via the City's PlanetBids Portal by Wednesday, October 23, 2024, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 7

6.0 Vendor Qualifications 9

7.0 Proposal Submittal 9

8.0 Evaluation of Proposal 10

9.0 Proposal Protests 10

10.0 Execution of Agreement 12

11.0 Insurance 12

12.0 Use of Federal Funds 14

13.0 Non-Commitment of City 15

14.0 Labor Requirements 15

15.0 Records 16

16.0 Subcontractors 16

17.0 Modifications/Changes 16

18.0 Disclosure of Information 16

19.0 Ex-Parte Communications 16

20.0 City of Montebello Rights 17

Appendix A – Proposal Content and Format
Appendix B – Sample Professional Services Agreement
Appendix C – Cost Proposal
Appendix D – References

5 1.0 Notice Inviting Proposals
The City of Montebello seeks proposals from qualified vendors to provide the installation of (2) two new LED signs following the specifications, terms, and conditions identified in this RFP. Prospective respondents are advised to carefully read information related to this opportunity before submitting a response.

To view the complete RFP package, please visit:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

Prospective vendors must register with PlanetBids before being able to view or submit a response.

Questions must be submitted by Wednesday, October 23, 2024, at 11:00 a.m. PST.

*****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****

Proposals must be submitted via PlanetBids by Monday, November 4, 2024, at 11:00 a.m. PST.

Responses will be evaluated to determine the vendor that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

6 2.0 Introduction
The City of Montebello invites prospective vendors to submit a proposal to provide the installation of two (2) new LED signs. The city is seeking a vendor to remove and dispose of two (2) existing LED cabinet messaging units and pole covers. The city would like a new design and installation of a new pole cover wrap and double -sided messaging unit cabinets with the City brand. The goal is to improve communication and provide valuable information to residents, visitors, and business owners promptly.

The City will also require the selected vendor to provide training to city staff on the operation of newly installed LED signs.

About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located east of Downtown Los Angeles. Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full -service City that provides a long list of services, employing approximately 600 full-time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline
• Release RFP Thursday, September 26, 2024
• Online Q&A Deadline Wednesday, October 23, 2024,11 a.m. PDT • Deadline to Submit Responses Monday, November 4, 2024, at 11 a.m. PDT • City Review of Submissions Early/Mid-November 2024
• Notifications Sent to Vendors Early/Mid-December 2024 • Award December 2024

4.0 Purpose
The purpose of this solicitation is to identify a qualified vendor to assist the City with removing and disposing of two (2) LED signs as well as installing new LED signs.

The Montebello Civic Center and Montebello City Park are the locations of 3’ 8” x 10’ LED signs atop 7’ x 2’ 9” tall poles that have been inoperable for nearly 10 years. Above the LED sign cabinets are 10’ x 4’ 1” header panels that carry the City’s old brand and the location name of each specific sign. Prior to their inoperable status, these signs served as an important means of providing communication outlet to provide important information from the City during both the day and night to residents, business owners, and visitors along major thoroughfares within the City – Beverly Boulevard and Whittier Boulevard. Moreover, these LED signs allowed City staff to share messaging regarding

7 City events, Community meetings , and more with members of the public that do have contact with the City’s other communication outlets on social media, print newsletter, etc.

To revitalize these important communication platforms and allow City staff to begin utilizing them to share information with the public, new LED signs are requested to be installed. In addition to elevating communication, the new LED signs will align with Montebello's commitment to sustainability and technological advancement. LED technology is known for its energy efficiency, which will help reduce the city’s carbon footprint and lower long-term operational costs compared to traditional signage.

By investing in this modern signage solution for these two important City locations, Montebello aims to demonstrate its proactive approach to infrastructure modernization, community engagement, and support for local commerce, contributing to the City’s growth and prosperity.

The City is seeking to establish an agreement with a minimum term of three (3) years with up to two (2), year extension options for a total of up to five (5) years . This requirement may change during the process of finalizing the agreement with the selected vendor.

5.0 Scope of Work/Services
The City of Montebello is requesting proposals from qualified vendors capable of providing well-versed experience in removal, disposal, installation, and training of use for two (2) new LED signs.

The vendor awarded for the services through this RFP shall be required to provide the following:

The selected vendor will remove and dispose of two (2) existing LED cabinet messaging units and pole covers, design and install a new pole cover wrap and doubled -sided messaging unit cabinets with aesthetics that complement the surrounding aesthetics and City brand, create and install the necessary software, and provide City of Montebello staff training to operate messaging functions for the LED sign cabinets.

Additionally, the LED sign cabinet messaging units will meet the specifications of

6.667mm per LED panel and a brightness of 8,000 NITs per LED panel and include a 10-year warranty on all parts.

8 Additionally, the vendor will also design and install a header roughly 10’ x 4’ 1” above the LED sign cabinet that encompasses the City’s new brand and fits appropriately within the aesthetics of the area.

Potential Bidders are advised to visit the two (2) locations below at their own time and discretion.

Additional Requirements: Each bidder must submit two (2) renderings/designs of the proposed design for new signs that will be used to evaluate NOTES:
- Each site has the availability of two (2) 20 amp circuits - A “no fee” permit will be required to install the signs for the City. - Attached to this RFP is a copy of the City’s brand guidelines and schematic for the existing signs
Location 1- Outside City Hall (1600 W. BEVERLY BLVD MONTEBELLO, CA 90640)

9 Location 2 - Montebello City Park (1301 W. WHITTIER BLVD MONTEBELLO, CA 90640)

6.0 Vendor Qualifications
The selected vendor must have the following minimum qualifications:

A. The proposer must possess a Electronic Sign Contractor’s License – C-45

B. Obtain a Business License by the City of Montebello

Background Check
Vendor representatives working on-site and in some remote capacities, will be required to undergo a background check conducted by the City.

7.0 Proposal submittal
Please review Appendix A - Proposal Format and Content, attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal

10 by the deadline. Any responses transmitted and/or time -stamped after the deadline will not be accepted. Vendors planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

8.0 Evaluation Criteria
The City will establish an evaluation committee to review and rat e each proposal. The proposal evaluation process will be conducted using a multi -step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:

i. Qualifications as they relate to this project - 30% a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Experience of personnel assigned to the work
d. Communication Skills

ii. Reputation for integrity and competence – 10%
a. Positive Reference Checks
b. Work Samples

iii. Proposed fees for services – 50%

iv. Design/Renderings for the proposed signs – 20%
a. Incorporation of City Brand
b. Design to match existing aesthetics of the sign location

9.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing or by email no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

11 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 Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd
Montebello, CA 90640

or

E-mail:
[email protected]

B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, 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. The City shall not open proposals prior to the resolution of the protest unless it is determined that:

• The items to be procured are urgently required;
• Delivery or performance will be unduly delay ed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

12 The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respon d and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the proposal opening date. The City will grant the protesting Vendor a fair review and shall have up to ten (10) working days to review the protest and render its decision.

10.0 Execution of Agreement
The resulting agreement (see attached sample Appendix B) shall be signed by the successful Vendor and returned within the required insurance within ten (10) business days after the City has pr ovided written notice that the Vendor has been awarded.

Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Vendor decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

11.0 Insurance
The Vendor selected must meet the following minimum insurance requirements upon execution of the City’s Professional Services Agreement:

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise -operations, products -completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

B. Business Automobile Liability

13 For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if the vendor has not owned autos, Code 8 (hired) and 9 (non -owned) with a limit no less than $1,000,000 per accident for bodily injury and property damage.

If an automobile is not necessary to perform services, the Firm must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the vendor to provide professional liability or errors and omissions liability insurance in an amount not less than $2,000,000 per occurrence or claim, $ 4,000,000 aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

Required Insurance Documentation

Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

Endorsements (if requested)
In addition to the Certificate of Insurance, the vendor must provide the following endorsements:

Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Montebello, its officials, employees, and agents" must be endorsed to the vendor’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be canceled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation

14 due to nonpayment of premium is acceptable).

Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non -contributing basis with any insurance or self - insurance, primary or excess, maintained by or available to the City or its officials, employees, and agents.

Waiver and Modifications of Insurance Requirements
To the extent permitted by law, the City may modify these insurance requirements at any time and at its sole discretion.

In general, any contract deemed sole source, professional/professional services, involves the disclosure of proprietary information, and/or a public works project may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.

Vendors may request a waiver or modification of these insurance requirements. Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case -by- case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority and/or an authorized designee's discretion.

12.0 Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed -through" to the City from a non -Federal entity (i.e., sub -recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:

• Transactions shall be conducted lawfully and ethically • Unnecessary/duplicative purchases are not permitted

15 • Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest
• Procurement transactions must be conducted in a manner providing full and open competition
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
• Purchases of goods and services must include documentation detailing the procurement history

In addition to Federal standards, purchases must adhere to applicable local policies and procedures as defined in Montebello Municipal Code Chapters 3.20 and 3.21 and any relevant administrative policies. The most restrictive terms prevail when a conflict is present.

13.0 Non-Commitment of City
While the City intends to select a vendor through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

14.0 Labor Requirements

A. Background: All personnel engaged in the performance of this work shall be employees of the Vendor and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Vendor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither shall the Vendor allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Vendor shall not engage in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to be

16 incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

15.0 Records
The vendor agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Vendor to audit any performance aspect under this agreement.

16.0 Subcontractors
The vendor shall be responsible for all work performed under the final agreement and shall keep all work under his control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be under the direct supervision of the Vendor and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Contractor's insurance.

17.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement’s requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Vendor. These changes will be processed by the City Manager.

18.0 Disclosure of Information
A. The Vendor agrees that it will not during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, vendor, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Vendor shall be used exclusively in connection with the performance of services.

B. The Vendor shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Vendor hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

19.0 Ex-Parte Communications
Vendor and vendor representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This

17 requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit vendors and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

20.0 City of Montebello Rights
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

i. The proposal is incomplete, non -responsive, obscure, irregular, or lacking necessary detail and specificity.
ii. The Vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Vendor failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;

C. Accept all or any part of a proposal;

D. Cancel the entire RFP;

E. Issue subsequent RFPs; or

F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format

Appendix B – Sample Professional Services Agreement

Appendix C – Cost Proposal

Appendix D – References

18

ITEM # 9

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Raul Alvarez, City Manager

BY: Joseph Palombi, Director of Planning & Community Development

SUBJECT: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 25-08

FOR CONSULTANT SERVICES FOR THE WASHINGTON CORRIDOR

TRANSIT-ORIENTED COMMUNITIES/MULTIMODAL CONNECTIVITY
(TOC/MC) SPECIFIC PLAN

DATE: January 22, 2025

RECOMMENDATIONS:

It is recommended that the City Council:

1. Authorize the issuance of Request for Proposals (RFP) No. 25-08 for Professional Consulting Services to prepare the Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan; and

2. Take such additional, related action(s) that may be desirable.

FISCAL IMPACT:

The City of Montebello was awarded $442,650 in Caltrans Sustainable Transportation Planning Grant funding. In addition, there is a required local match from the City totaling $57,350 or 11.47% of the above-referenced grant funding. The action requested as part of this staff report will have no fiscal impact. The proposed budget associated with the project will be presented to the City Council when a Professional Services Agreement is awarded to the selected consultant as a result of RFP 25-08. In addition, these grant funds will be appropriated at the time of award of an agreement.

BACKGROUND/DISCUSSION:

On November 5, 2024, the City received its notice to proceed from Caltrans in connection with the Caltrans Sustainable Transportation Planning Grant award as part of the Sustainable Communities Competitive Program administered by Caltrans. (Previous City

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 22, 2025

Council action was taken on August 28, 2024 authorizing receipt of the grant funding.)

The grant funding associated with this program is intended to support projects that align with state sustainability goals, greenhouse gas reduction targets, and the needs of underserved communities. The City was awarded $442,650 as part of this grant to be used to establish the Transit-Oriented Communities/Multimodal Connectivity (“TOC/MC”) Specific Plan for the Washington corridor including the area surrounding the future Metro Eastside Light Rail Station. The TOC/MC Specific Plan will address connectivity challenges, enhance multimodal transportation access, and improve safety and accessibility for disadvantaged communities. It will also establish zoning regulations, design guidelines/standards, and a policy framework for transit-oriented development and land use planning for the disadvantaged community surrounding the Washington Blvd./Greenwood Ave. area (future home of the Metro Eastside Light Rail Station) as well as the Washington Blvd. corridor located within the City of Montebello.

The proposed TOC/MC Specific Plan will focus on, among other things, preparing for the Metro Eastside Light Rail Station in the Washington/Greenwood community, improving access to transit, retail centers, schools, and parks, and advancing sustainability goals and policies. Key deliverables include a mobility study, community/stakeholder engagement plan, draft and final TOC/MC Specific Plan with land use regulations and design standards/guidelines, and updates to the Montebello Municipal Code. The project timeline will commence upon award of the Professional Services Agreement and the grant expiration date established by Caltrans is June 30, 2027. A detailed project timeline will be included as part of the award for the Professional Services Agreement presented to the City Council at a future meeting.

The proposed RFP seeks to identify a highly qualified consultant to prepare comprehensive planning documents (i.e., the Washington Corridor Transit-Oriented Communities/Multimodal Connectivity Specific Plan) that address future land use development, establish zoning regulations, design guidelines/standards, and enhance multimodal transportation access, connectivity challenges, and infrastructure needs. In accordance with the RFP, the selected consultant will prepare a Project Management Plan (“PMP”), facilitate data collection and analysis, conduct community engagement, provide regular progress meetings, maintain compliance with Caltrans Restricted Grant Agreement requirements, and establish the TOC/MC Specific Plan including final adoption by the City Council.

Data collection will include, among other things, analyzing transportation infrastructure, traffic patterns, pedestrian and bicycle usage, and transit operations. This process as noted in the RFP will include a community engagement component consisting of workshops, surveys, and focus group meetings.

ENVIRONMENTAL:

Pursuant to the provisions of the California Environmental Quality Act (“CEQA”) Guidelines Section 15061(b)(3), the project is covered by the commonsense exemption.

CEQA applies only to projects that may cause a significant environmental effect.

Soliciting proposals for the TOC/MC Specific Plan does not result in direct or indirect

CITY COUNCIL AGENDA REPORT - MEETING OF JANUARY 22, 2025

physical environmental changes and is therefore exempt from CEQA under Section 15378.

ANALYSIS:

The selected consultant must have experience in establishing specific plans with a focus on multimodal transportation planning and transit-oriented development within the past five years. They must demonstrate strong communication skills and the ability to engage the community/stakeholders, including underrepresented communities, local businesses, and transit agencies. The consultant must also demonstrate administrative and fiscal capacity to manage the project and identify issues requiring the City Council's attention.

The RFP process ensures compliance with Caltrans guidelines and will provide the City with a consultant capable of delivering a high-quality TOC/MC Specific Plan. This will support the City’s efforts to enhance mobility, improve equity, and meet state sustainability goals. By leveraging community engagement and aligning with regional transportation priorities, the project will strengthen the City’s transportation and land use planning framework.

SUMMARY:

Staff recommends the City Council authorize issuance of RFP No. 25-08 for consultant services for the TOC/MC Specific Plan to advance sustainability and multimodal transportation goals while meeting Caltrans grant requirements.

ATTACHMENT(S)

1. Attachment A - RFP No. 25-08 TOC MC Specific Plan Services

2. Attachment B - Restricted Grant Agreement - 74A1571

1 CITY OF MONTEBELLO
Request for Proposals
RFP No. 25 – 08
Consulting Services for the
Washington Corridor Transit-Oriented
Communities/Multimodal Connectivity Specific Plan
Release Date: Thursday, January 23, 2025
Questions Due: Tuesday, February 11, 2025, at 11 a.m. PST Due Date: Monday, February 24, 2025, at 11 a.m. PST

ATTACHMENT A

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS

The City of Montebello (the “City”) invites proposal submissions under this Request for Proposals ( “RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
January 23, 2025

PROJECT
City of Montebello/Washington Corridor Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan

PROPOSAL OWNER
City of Montebello – Department of Planning/Community Development 1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Joseph A. Palombi, Director of Planning/Community Development Contact Phone: (323) 887-1200 ext. 1596
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Department of Planning/Community Development 1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Joseph A. Palombi, Director of Planning/Community Development Contact Phone: (323) 887-1200 ext. 1596
Contact E-Mail: [email protected]

Any questions about this RFP should be submitted via the City's PlanetBids Portal on or before Tuesday, February 11, 2025, at 11:00 a.m. PST. Prospective consultants must register their business with PlanetBids before being able to view or submit a response.

To access the City's PlanetBids Portal, please go to:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 6

6.0 Vendor Qualifications 8

7.0 Proposal Submittal 8

8.0 Evaluation of Proposal 9

9.0 Proposal Protests 9

10.0 Execution of Agreement 11

11.0 Insurance 11

12.0 Use of Federal Funds 13

13.0 Non-Commitment of City 14

14.0 Labor Requirements 14

15.0 Records 14

16.0 Subcontractors 15

17.0 Modifications/Changes 15

18.0 Disclosure of Information 15

19.0 Ex-Parte Communications 15

20.0 City of Montebello Rights 15

Appendix A – Proposal Content and Format
Appendix B – Sample Professional Services Agreement
Appendix C – References

5 1.0 Notice Inviting Proposals

The City seeks proposals from highly qualified consultants to prepare comprehensive planning documents ( i.e., the Washington Corridor Transit -Oriented Communities/Multimodal Connectivity Specific Plan) that address future land use development, establish zoning regulations, design guidelines/standards, and enhance multimodal transportation access, address connectivity challenges, and infrastructure gaps for the disadvantaged community surrounding the Washington Blvd./Greenwood Ave. area (future home to the Metro Eastside Light Rail Station) as well as the Washington corridor within the City based on the specifications, terms, and conditions identified in this RFP. Prospective respondents are advised to carefully read information related to this opportunity before submitting a response.

To view the complete RFP package, please visit:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

Prospective consultants must register with PlanetBids before being able to view or submit a response.

Questions must be submitted by Tuesday, February 11, 2025, at 11:00 a.m. PST.

*****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****

Proposals must be submitted via PlanetBids by Monday, February 24, 2025, at 11:00 a.m. PST.

Responses will be evaluated to determine the vendor that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

2.0 Introduction
The City invites prospective consultants to submit a proposal to provide professional consulting services in creating and developing a Transit -Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan. This plan will establish zoning regulations, design guidelines/standards, address connectivity challenges, infrastructure gaps, and enhance multimodal transportation access to key destination areas within the City.

About the City of Montebello

Montebello ("beautiful mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile

6 General Law City located approximately 11 miles east of Downtown Los Angeles.

Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full -service City that provides a long list of services, employing approximately 600 full-time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline

• Release RFP Thursday, January 23, 2025
• Online Q&A Deadline Tuesday, February 11, 2025,11 a.m. PST • Deadline to Submit Proposals Monday, February 24, 2025, at 11 a.m. PST • City Review of Submissions Early March 2025
• Interviews (Optional) Early March 2025
• Notifications Sent to Vendors March/April 2025
• Award March/April 2025

4.0 Purpose

The purpose of this solicitation is to identify a highly qualified consultant to assist the City with the knowledge and expertise in all aspects of the services requested in this RFP. The Washington Corridor Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan will integrate innovative transit-oriented development strategies and multimodal connectivity solutions to create a safer, more livable, and environmentally sustainable community.

The plan will support the City’s efforts to prepare for the Metro Eastside Light Rail Station in the Washington/Greenwood community and ensure seamless connections to employment centers, schools, and essential services across the region.

The proposed plan will focus on establishing zoning regulations, design standards/guidelines, enhancing multimodal transportation access to key destinations such as transit stations, retail and commercial centers, schools, parks, and recreation facilities, while also improving safety, housing opportunities, and active transportation infrastructure for residents.

The process associated with establishing the plan will include a robust community engagement component.

5.0 Scope of Work/Services

The selected consultant will be responsible for providing comprehensive services to create the TOC/MC Specific Plan. The scope of work includes the following tasks:

7 A. Project Management and Coordination
o Develop a Project Management Plan (PMP): Create a detailed plan outlining task milestones, schedules, quality assurance/quality control procedures, community outreach, and coordination mechanisms. o Regular Progress Meetings: Facilitate bi-weekly progress meetings with City staff, Caltrans representatives as needed, and stakeholders to monitor project objectives and schedules.
o Grant Compliance: Ensure compliance with the Caltrans Restricted Grant Agreement (RGA) and maintain accurate project documentation.

B. Data Collection and Analysis
o Conduct a comprehensive assessment of existing land use regulations, transportation infrastructure, identifying deficiencies in multimodal connectivity, safety hazards, and opportunities for improvement. o Analyze traffic patterns, pedestrian/bicycle usage, transit operations, and access to housing and community facilities.
o Review policies, zoning codes, and land use plans to identify barriers and opportunities for transit-oriented development (TOD).

C. Stakeholder and Community Engagement
o Develop a comprehensive Community Engagement Plan, ensuring inclusive outreach to disadvantaged and underrepresented groups. o Organize public workshops, surveys, and focus groups to gather diverse input on transportation challenges and community priorities. o Engage stakeholders, including local businesses, schools, neighborhood organizations, and transit agencies, to build consensus and refine project goals.

D. Development of the TOC/MC Specific Plan
o Propose Multimodal Connectivity Improvements: Design solutions for pedestrian, bicycle, transit, and vehicular infrastructure that improve accessibility and safety.
o Policy and Zoning Recommendations: Establish a specific plan with proposed land use regulations, design standards/guidelines, for integration into the Montebello Municipal Code with a focus on transit- oriented development principles and planning policies.

8 o Implementation Strategy: Prepare a phased implementation plan, including short-, medium-, and long-term actions, cost estimates, funding strategies, and measurable performance indicators.

E. Final Deliverables
o Washington Corridor Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan Document: A comprehensive, visually appealing plan containing land use regulations, design standards/guidelines, maps, policy recommendations, and implementation strategies.
o Community Engagement Summary Report: Documentation of community/stakeholder feedback and public input.
o Progress Reports: Periodic updates on project milestones, including data analyses, draft plans, and stakeholder meeting summaries. o Presentations to and adoption by the decision-making bodies including the Planning Commission and City Council.

6.0 Vendor Qualifications
The selected consultant must have the following minimum qualifications:

A. Professional Expertise
• Extensive experience in developing specific plan documents with a focus on multimodal transportation plans, transit-oriented development strategies, and sustainable urban design.
• Familiarity with state and regional transportation policies, including compliance with the California Environmental Quality Act (CEQA) and the Caltrans Local Assistance Procedures Manual.

B. Required Licenses and Certifications
• Certified Transportation Planner (AICP-CTP) or equivalent. • Licensed Civil Engineer (P.E.) specializing in transportation planning or urban design.

C. Grant Management Experience
• Proven ability to manage projects funded by state or federal grants, including compliance with invoicing, reporting, and auditing requirements.

D. Portfolio and Past Performance

9 • A portfolio of at least three (3) completed projects in the last five (5) years, demonstrating expertise in transit-oriented development and multimodal connectivity.
• Examples should include details on project scope, budget, key deliverables, and client references.

E. Team Capacity and Technological Competence
• A team with expertise in transportation planning, mobility, stakeholder engagement, architecture, including landscape architecture, and data analysis. • Proficiency in GIS mapping, transportation modeling tools, and visualization software.

Availability of key personnel for the entire project duration.

Background Check
Consultants and consultant representatives working on -site and in some remote capacities, will be required to undergo a background check conducted by the City.

7.0 Proposal submittal

Please review Appendix A - Proposal Format and Content, attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time -stamped after the deadline will not be accepted. Vendors planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

8.0 Evaluation Criteria
The City will establish an evaluation committee to review and rat e each proposal. The proposal evaluation process will be conducted using a multi -step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:

10 i. Qualifications as they relate to this project - 70% a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Knowledge of the City of Montebello
d. Experience of personnel assigned to the work
e. Communication Skills

ii. Reputation for integrity and competence – 15%
a. Positive Reference Checks
b. Work Samples

iii. Proposed fees for services – 15%

9.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing or by email no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

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 Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd
Montebello, CA 90640

or

E-mail:
[email protected]

11 B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, 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. The City shall not open proposals prior to the resolution of the protest unless it is determined that:

• The items to be procured are urgently required;
• Delivery or performance will be unduly delay ed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respon d and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal deadline/due date must be filed within three (3) working days after the proposal deadline/due date. The City will grant the protesting Vendor a fair review and shall have up to ten (10) working days to review the protest and render its decision.

10.0 Execution of Agreement

The resulting agreement (see attached sample) shall be signed by the successful Vendor and returned within the required insurance within ten (10) business days after the City has pr ovided written notice that the Vendor has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Vendor decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

12 11.0 Insurance

The Vendor selected must meet the following minimum insurance requirements upon execution of the City’s Professional Services Agreement:

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise -operations, products -completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if the vendor has not owned autos, Code 8 (hired) and 9 (non -owned) with a limit no less than $1,000,000 per accident for bodily injury and property damage.

If an automobile is not necessary to perform services, the Firm must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the vendor to provide professional liability or errors and omissions liability insurance in an amount not less than $2,000,000 per occurrence or claim, $ 4,000,000 aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

Required Insurance Documentation

Certificate of Insurance
The Certificate Holder must be listed as follows:

13 City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

Endorsements (if requested)
In addition to the Certificate of Insurance, the vendor must provide the following endorsements:

Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Montebello, its officials, employees, and agents" must be endorsed to the vendor’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be canceled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non -contributing basis with any insurance or self - insurance, primary or excess, maintained by or available to the City or its officials, employees, and agents.

Waiver and Modifications of Insurance Requirements

To the extent permitted by law, the City may modify these insurance requirements at any time and at its sole discretion.

In general, any contract deemed sole source, professional/professional services, involves the disclosure of proprietary information, and/or a public works project may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.

Vendors may request a waiver or modification of these insurance requirements. Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case -by- case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority and/or an authorized designee's discretion.

14 12.0 Use of Federal Funds

The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed -through" to the City from a non -Federal entity (i.e., sub -recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:

• Transactions shall be conducted lawfully and ethically • Unnecessary/duplicative purchases are not permitted
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest
• Procurement transactions must be conducted in a manner providing full and open competition
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
• Purchases of goods and services must include documentation detailing the procurement history

In addition to Federal standards, purchases must adhere to applicable local policies and procedures as defined in Montebello Municipal Code Chapters 3.20 and 3.21 and any relevant administrative policies. The most restrictive terms prevail when a conflict is present.

13.0 Non-Commitment of City

While the City intends to select a vendor through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

14.0 Labor Requirements

15 A. Background: All personnel engaged in the performance of this work shall be employees of the Vendor and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Vendor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither shall the Vendor allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Vendor shall not engage in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

15.0 Records

The vendor agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Vendor to audit any performance aspect under this agreement.

16.0 Subcontractors

The vendor shall be responsible for all work performed under the final agreement and shall keep all work under his control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be under the direct supervision of the Vendor and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Contractor's insurance.

17.0 Modifications/Changes

Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement’s requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Vendor. These changes will be processed by the City Manager.

18.0 Disclosure of Information

16 A. The Vendor agrees that it will not during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, vendor, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Vendor shall be used exclusively in connection with the performance of services.

B. The Vendor shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Vendor hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

19.0 Ex-Parte Communications

Vendor and vendor representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit vendors and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

20.0 City of Montebello Rights

At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

i. The proposal is incomplete, non -responsive, obscure, irregular, or lacking necessary detail and specificity.
ii. The Vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Vendor failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;

C. Accept all or any part of a proposal;

17 D. Cancel the entire RFP;

E. Issue subsequent RFPs; or

F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format

Appendix B – Sample Professional Services Agreement

Appendix C – References

“Provide a safe and reliable transportation network that serves all people and respects the environment A

DMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS
1727 30th STREET, MS 65
SACRAMENTO, CA 95816-7006
PHONE (916) 227-6000
TTY 711
http://dot.ca.gov/programs/procurement-and-contracts
October 8, 2024
Contract Number: 74A1571
City of Montebello
ATTN: Joseph Palombi
1600 West Beverly Boulevard
Montebello, CA 90640
D
ear Contractor:

The above-referenced service contract is enclosed for your review and approval.

Please refer to the enclosed “Contractor Instructions” for information on how to complete the contract and any accompanying forms.

DO NOT BEGIN WORK UNTIL NOTIFIED TO DO SO BY CONTRACT MANAGER.

By law, the State of California cannot pay for work undertaken by any contractor prior to complete approval of the contract.

A copy of the fully approved contract will be returned to you. If you do not receive your copy of the approved contract prior to the scheduled date for start of work, or if you have any other questions, please call this office or the designated Caltrans Contract Manager.

Thank you for your prompt processing. Please return all documents to my attention.

Sincerely,
Rolando Membrere, Contract Analyst

ATTACHMENT B

City of Montebello
Agreement Number 74A1571

Sustainable Communities Grants
(State–SB 1)
Restricted Grant Agreement
This Restricted Grant Agreement (RGA), between State of California acting by and through its Department of Transportation, referred to herein as CALTRANS, and CITY OF MONTEBELLO, hereinafter referred to as AGENCY, will commence on NOVEMBER 4, 2024, or upon approval by CALTRANS, whichever occurs later. This RGA is of no effect unless approved by CALTRANS.

AGENCY shall not receive payment for work performed prior to approval of the RGA and before receipt by AGENCY of Notice to Proceed by CALTRANS Contract Manager. This RGA shall expire on JUNE 30, 2027.

Attachments:

The following attachments are incorporated into and are made a part of this RGA by this reference and attachment.

I. AGENCY Resolution
ll. Scope of Work and Project Cost and Schedule
III. Grant Application Guide
Recitals

1. Under this RGA, CALTRANS intends to convey State restricted grant funds to AGENCY, pursuant to Budget Act Line Item 2660-102-3290, who will conduct transportation studies and planning within the regional area under the jurisdiction of AGENCY under the terms, covenants, and conditions of this RGA.

2. CALTRANS and AGENCY intend that only funds that are authorized as restricted grants will be subject to this RGA, and that no funds that should be the subject of a Joint Powers Agreement, Interagency Agreement, or other non-grant agreement shall be subject to this RGA.

Now, Therefore, based upon the terms, covenants, and conditions, the parties agree as follows:

Section I
AGENCY Responsibility:

To timely and satisfactorily complete all Project Work described in Attachment II within the project budget and in accordance with the items of this RGA.

Section ll
CALTRANS Responsibility:

That when conducting an audit of the costs claimed by AGENCY under the provisions of this RGA, to conduct the audit in accordance with applicable laws and regulations.

Section lII
Parties’ Mutual Responsibilities:

1. Under this RGA, CALTRANS will convey State grant restricted funds to AGENCY, pursuant to Budget Act Line Item 2660-102-3290, and AGENCY will conduct transportation studies and planning within the project area described in Attachment II. The funds subject to this RGA must be (a) identified as available for a restricted grant in CALTRANS’ budget and (b) for the purpose

City of Montebello
Agreement Number 74A1571

of conducting transportation studies or planning and (c) to a public entity that is responsible for conducting transportation studies or planning.

2. Details of the Grant Program, Funds, Project, and Program Guidelines and the governing State and Federal law are fully described in Attachment III which is attached to and made a part of this RGA.

3. Under this restricted grant, funds may be only used for the purpose set forth in this RGA, Resolution (Attachment I), Scope of Work and Project Cost and Schedule (Attachment II), and the applicable Grant Application Guide (Attachment III), and funds may only be used for costs and expenses that are directly related to such purpose.

4. AGENCY shall perform all the duties and obligations described in TRANSIT-ORIENTED COMMUNITIES/MULTIMODAL CONNECTIVITY SPECIFIC PLAN, hereinafter “Project”, subject to the terms and conditions of this RGA and the Approved Project Grant Application (Scope of Work and Project Cost and Schedule), which are attached hereto as Attachment II.

5. The resolution authorizing AGENCY to execute this RGA pertaining to the above described Project is attached hereto as Attachment I.

6. All services performed by AGENCY pursuant to this RGA shall be performed in accordance with California Senate Bill No. 1 (SB-1) (Chapter 5, Statutes of 2017), also known as the Road Repair and Accountability Act of 2017, including, but not limited to, Government Code Section 14460(a)(1), as well as all applicable Federal, State, and Local laws, regulations, and ordinances, all applicable CALTRANS policies and procedures, and all applicable CALTRANS published manuals, including, but not limited to, the applicable Grant Application Guide (Attachment III).

California Government Code Section 14460(a)(1) provides: “The department [CALTRANS], and external entities that receive State and Federal transportation funds from the department, are spending those funds efficiently, effectively, economically, and in compliance with applicable State and Federal requirements. Those external entities include, but are not limited to, private for profit and nonprofit organizations, local transportation agencies, and other local agencies that receive transportation funds either through a contract with the department or through an agreement or grant administered by the department.”
In case of conflict between any applicable Federal, State, and Local laws, regulations, and ordinances, and/or any applicable policies, procedures, or published manuals of either CALTRANS or AGENCY, the order of precedence of the applicability of same to this RGA shall be established in this order: 1) Federal laws and regulations; 2) California laws and regulations; 3) CALTRANS policies, procedures, and published manuals; 4) Local ordinances; and 5) AGENCY policies, procedures, and published manuals. This RGA may not include any Federal funds.

City of Montebello
Agreement Number 74A1571

7. Project funding is as follows:

No in-kind contributions may be made unless the amount and type of the contribution is identified above.

8. This RGA is exempt from legal review and approval by the Department of General Services (DGS), pursuant to applicable law.

9. Notification of Parties
a. AGENCY’s Project Manager for Project is Joseph Palombi. b. AGENCY’s Financial Manager for the Project is Michael Solorza, [email protected], (323) 887-1478.
c. CALTRANS’ Contract Manager is Adam Weitzmann. “Contract Manager” as used herein includes his/her designee.
d. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when made in writing and received by the parties at their respective addresses:

City of Montebello
Attention: Joseph Palombi, Project Manager
Phone Number: (323) 887-1200 Ext. 1598
Email: [email protected]
Address: 1600 West Beverly Boulevard
Montebello, CA 90640
California Department of Transportation
District 7/Office of Regional Planning
Attention: Adam Weitzmann, Contract Manager
Phone Number: (760) 874-8350
Email: [email protected]
Address: 100 South Main Street, MS 12-055
Los Angeles, CA 90012

10. Period of Performance
a. Reimbursable work under this RGA shall begin no earlier than on NOVEMBER 4, 2024, following the written approval of CALTRANS and AGENCY’s receipt of the Notice to Proceed letter of this RGA by the CALTRANS Contract Manager, and will expire on JUNE 30, 2027.

Fund Source:

STATE Fund Source: AGENCY
Total Project
Cost
Road
Maintenance
and
Rehabilitation
Account
(RMRA) State
(SB 1) Grant
Funds
Local Match
(Cash)
Local Match
(In-Kind)
Total Local
Match
% Local
Match
$442,650.00 $57,350.00 $0.00 $57,350.00 11.47% $500,000.00

City of Montebello
Agreement Number 74A1571

b. AGENCY will attend a kickoff meeting with CALTRANS to be scheduled within one (1) week from receipt of Notice to Proceed letter by CALTRANS Contract Manager.

11. Changes in Terms/Amendments
This Agreement may only be amended or modified during the period of performance by mutual written agreement of the parties. Any proposed modification to this agreement that requires a formal amendment must be submitted by AGENY to CALTRANS no less than 90 days prior to the expiration of this RGA.

12. Cost Limitation
a. The maximum total amount granted and reimbursable to AGENCY pursuant to this RGA by CALTRANS shall not exceed $442,650.00.
b. It is agreed and understood that this RGA fund limit is an estimate and that CALTRANS will only reimburse the cost of services actually rendered in accordance with the provisions of this RGA and as authorized by CALTRANS Contract Manager at or below that fund limitation established herein.

13. Termination
a. If the applicable law and the Grant Program guidelines provide for such termination, CALTRANS reserves the right to terminate this RGA for any or no reason upon written notice to AGENCY at least 30 days in advance of the effective date of such termination in the event CALTRANS determines (at its sole discretion) that AGENCY failed to proceed with PROJECT work in accordance with the terms of this RGA. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination.
b. This RGA may be terminated by either party for any or no reason by giving written notice to the other party at least thirty (30) days in advance of the effective date of such termination. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination. c. AGENCY has 60 days after the Termination Date to submit accurate invoices to CALTRANS to make final allowable payments for PROJECT costs in accordance to the terms of this RGA.

Failure to submit accurate invoices within this period of time shall result in a waiver by AGENCY of its right to reimbursement of expended costs.

14. Budget Contingency Clause
a. It is mutually agreed that if the US Congress or the State Legislature fail to appropriate or allocate funds during the current year and/or any subsequent years covered under this RGA and do not appropriate sufficient funds for the program, this RGA shall be of no further force and effect. In this event, CALTRANS shall have no liability to pay any funds whatsoever to AGENCY or to furnish any other considerations under this RGA and AGENCY shall not be obligated to perform any provisions of this RGA.
b. If funding for any fiscal year is reduced or deleted by US Congress or State Legislature for purposes of this program, CALTRANS shall have the option to either terminate this RGA with no liability occurring to CALTRANS or offer an RGA Amendment to AGENCY to reflect reduced amount.

City of Montebello
Agreement Number 74A1571

15. Payment and Invoicing
AGENCY, its contractors, subcontractors , and sub- recipients shall establish and maintain an accounting system and records that properly accumulate and segregate incurred Project costs and matching funds by line. The accounting system of AGENCY, its contractors, all subcontractors, and sub-recipients shall conform to Generally Accepted Accounting Principles (GAAP), enable the determination of incurred costs at interim points of completion, and provide support for reimbursement payment vouchers or invoices.
a. The method of payment for this RGA will be based on the actual allowable costs that are incurred in accordance with the provisions of this RGA and in the performance of the Project Work. CALTRANS will reimburse AGENCY for expended actual allowable direct costs, and, including, but not limited to, labor costs, travel, and contracted consultant services costs incurred by AGENCY in performance of the Project Work. Indirect costs are reimbursable only if the AGENCY has identified the estimated indirect cost rate in Attachment II and an approved Indirect Cost Allocation Plan or an Indirect Cost Rate Proposal as set forth in Section III–Cost Principles, Paragraph 18c. The total cost shall not exceed the cost reimbursement limitation set forth in Section III–Cost Limitations, Paragraph 12a. Actual costs shall not exceed the estimated wage rates, labor costs, travel, and other estimated costs and fees set forth in Attachment II without an amendment to this RGA, as agreed between CALTRANS and AGENCY.
b. Reimbursement of AGENCY expenditures will be authorized only for those allowable costs actually incurred by AGENCY in accordance with the provisions of this RGA and in the performance of Project Work. AGENCY must not only have incurred the expenditures on or after the start date and the issuance of the Notice to Proceed letter for this RGA and before the Expiration Date but must have also paid for those costs to claim any reimbursement. c. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Human Resources for similar employees (i.e. non-represented employees) unless written verification is supplied that government hotel rates were not then commercially available to AGENCY, its subrecipients, contractors, and/or subcontractors, at the time and location required as specified in the California Department of Transportation's Travel Guide Exception Process at the following link: https://travelpocketguide.dot.ca.gov/.

Also see website for summary of travel reimbursement rules. d. AGENCY shall submit invoices to CALTRANS at least quarterly, but no more frequently than monthly, in arrears for completion of milestones in accordance with the Project Cost and Schedule in Attachment II to the satisfaction of the CALTRANS Contract Manager. Invoices shall reference this RGA Number and shall be signed and submitted to the CALTRANS Contract Manager at the following address, as stated in Section III–Notification of Parties, Item 9c. One-time lump sum invoices for the grant amount is not allowed. e. Invoices shall include the following information:
1) Names of the AGENCY personnel performing work
2) Dates and times of Project Work
3) Locations of Project Work

City of Montebello
Agreement Number 74A1571

4) Itemized costs as set forth in Attachment II, including identification of each employee, contractor, or subcontractor staff who provided services during the period of the invoice, the number of hours and hourly rates for each employee, contractor, sub-recipient, or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and contractor, sub-recipient, and subcontractor invoices. f. Incomplete or inaccurate invoices shall be returned to the AGENCY unapproved for correction. Failure to submit invoices on a timely basis may be grounds for termination of this RGA for material breach per Section III–Termination, Paragraph 13. g. CALTRANS will reimburse AGENCY for all allowable Project costs at least quarterly, but no more frequently than monthly, in arrears as promptly as CALTRANS fiscal procedures permit upon receipt of an itemized signed invoice.
h. The RGA Expiration Date refers to the last date for AGENCY to incur valid Project costs or credits and is the date the RGA expires. AGENCY has 60 days after that Expiration Date to make final allowable payments to Project contractors or vendors and submit the Project’s Final Product(s) as defined in Attachment II and a final accurate invoice to CALTRANS for reimbursement for allowable Project costs. Any unexpended Project funds not invoiced by the 60th day will be reverted and will no longer be accessible to reimburse late Project invoices.

16. Local Match Funds
a. AGENCY shall contribute not less than its specified local match amount toward the services described herein by the grant expiration date identified in Paragraph 1 of this RGA. AGENCY can provide less than their percentage local match contribution in each invoice submittal, but AGENCY must fully satisfy the local cash and in-kind match amount and percentage identified in Section III, Paragraph 7, with the final invoice.
b. If Agency fails to provide the contractual local match identified in Section III, Paragraph 7, it is grounds for contract termination as identified in Section III, Paragraph 13.

17. Quarterly Progress Reporting
AGENCY shall submit written progress reports to CALTRANS Contract Manager to determine if AGENCY is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed.

18. Cost Principles
a. AGENCY agrees to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. AGENCY agrees, and will assure that its contractors, sub-recipients, and subcontractors will be obligated to agree, that (a) Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual Project costs and (b) all parties shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Every sub- recipient receiving Project funds as a sub-recipient, contractor, or subcontractor under this RGA shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards to the extent applicable.

City of Montebello
Agreement Number 74A1571

c. Prior to AGENCY seeking reimbursement of indirect costs, AGENCY must have identified the estimated indirect cost rate in Attachment II, prepare and submit annually to CALTRANS for review and approval an indirect cost rate proposal and a central service cost allocation plan (if any) in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Chapter 5 of the Local Assistance Procedures Manual which may be accessed at: https://dot.ca.gov/-/media/dot- media/programs/local-assistance/documents/lapm/ch05.pdf. d. AGENCY agrees and shall require that all its agreements with consultants and sub-recipients contain provisions requiring adherence to this section in its entirety.

19. Repayment of Unallowable Costs
Any Project costs for which AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, and/or Part 48, Chapter 1, Part 31, are subject to repayment by AGENCY to CALTRANS. Should AGENCY fail to reimburse moneys due CALTRANS within 30 days of discovery or demand, or within such other period as may be agreed in writing between the parties hereto, CALTRANS is authorized to intercept and withhold future payments due AGENCY from CALTRANS or any third-party source, including, but not limited to, the State Treasurer, the State Controller or any other fund source.

20. Americans with Disabilities Act
By signing this Agreement, AGENCY assures CALTRANS that in the course of performing Project Work, it will fully comply with the applicable provisions of the Americans with Disabilities Act (ADA) of 1990, as amended, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 USC Section 12101 et seq.).

21. Indemnification
Neither CALTRANS nor any officer or employee thereof is responsible for any injury, damage, or liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, subrecipients, or subcontractors, under or in connection with any work, authority, or jurisdiction conferred upon AGENCY under this RGA. It is understood and agreed that AGENCY shall fully defend, indemnify, and save harmless, CALTRANS and all of CALTRANS’ officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation, or other theories or assertions of liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, subrecipients, or subcontractors under this RGA.

22. Nondiscrimination Clause (2 CCR 11105 Clause b)
a. During the performance of this RGA, the AGENCY, contractors, subrecipients, and subcontractors shall not deny the contract's benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual

City of Montebello
Agreement Number 74A1571

orientation, or military and veteran status. AGENCY shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. b. AGENCY shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code Sections 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., Tit. 2, Sections 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code Sections 11135-11139.5), and the regulations or standards adopted by CALTRANS to implement such article.
c. AGENCY shall permit access by representatives of the Department of Fair Employment and Housing and CALTRANS upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours' notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or CALTRANS shall require to ascertain compliance with this clause.
d. AGENCY and contractors, sub-recipients, and subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
e. AGENCY shall include the nondiscrimination and compliance provisions of this clause in all agreements with its sub-recipients, contractors, and subcontractors, and shall include a requirement in all agreements with all of same that each of them in turn include the nondiscrimination and compliance provisions of this clause in all contracts and subcontracts they enter into to perform work under the RGA.

23. Retention of Records/Audits
a. AGENCY, its contractors, subcontractors, and sub-recipients, agree to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. All accounting records and other supporting papers of AGENCY, its contractors, subcontractors, and sub-recipients connected with Project performance under this RGA shall be maintained for a minimum of three (3) years from the date of final payment to AGENCY and shall be held open to inspection, copying, and audit by representatives of CALTRANS, the California State Auditor, and auditors representing the Federal government. Copies thereof will be furnished by AGENCY, its contractors, its subcontractors, and sub-recipients upon receipt of any request made by CALTRANS or its agents. In conducting an audit of the costs and match credits claimed under this RGA, CALTRANS will rely to the maximum extent possible on any prior audit of AGENCY pursuant to the provisions of State and AGENCY law. In the absence of such an audit, any acceptable audit work performed by AGENCY’s external and internal auditors may be relied upon and used by CALTRANS when planning and conducting additional audits. c. For the purpose of determining compliance with applicable State and AGENCY law in connection with the performance of AGENCY’s contracts with third parties pursuant to Government Code Section 8546.7, AGENCY, AGENCY’s sub-recipients, contractors, subcontractors, and CALTRANS, shall each maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All the above referenced parties shall make such materials available at their respective offices at all reasonable times during the entire Project period and for three (3) years from the date of final payment to AGENCY under this RGA. CALTRANS, the

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California State Auditor, or any duly authorized representative of CALTRANS or the United States Department of Transportation, shall each have access to any books, records, and documents that are pertinent to a Project for audits, examinations, excerpts, and transactions, and AGENCY shall furnish copies thereof if requested. d. AGENCY, its sub-recipients, contractors, and subcontractors will permit access to all records of employment, employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment Practices and Housing Commission, or any other agency of the State of California designated by CALTRANS, for the purpose of any investigation to ascertain compliance with this RGA. e. Additionally, all grants may be subject to a pre-award audit prior to execution of the RGA to ensure AGENCY has an adequate financial management system in place to accumulate and segregate reasonable, allowable, and allocable costs.
f. Any contract with a contractor, subcontractor, or sub-recipient entered into as a result of this RGA shall contain all the provisions of this article.

24. Adjudication of Facts in Disputes
a. Any dispute concerning a question of fact arising under this RGA that is not disposed of by agreement shall be decided by the CALTRANS Contract Officer, who may consider any written or verbal evidence submitted by AGENCY. The CALTRANS Contract Officer shall issue a written decision within 30 days of receipt of the dispute. If AGENCY rejects the decision of the CALTRANS Contract Officer, AGENCY can pursue any and all remedies authorized by law.

Neither party waives any rights to pursue remedies authorized by law. b. Neither the pendency of a dispute nor its consideration by CALTRANS Contract Officer will excuse AGENCY from full and timely performance in accordance with the terms of the RGA. c. Voluntary Resolution: Reference to Other Means of Resolution. In recognition of the government-to-government relationship of the AGENCY and CALTRANS, the parties shall make their best efforts to resolve disputes that occur under this RGA by good faith negotiations whenever possible. Therefore, without prejudice to the right of either party to seek injunctive relief against the other when circumstances are deemed to require immediate relief, the parties hereby establish a threshold requirement that disputes between the AGENCY and CALTRANS first be subjected to a process of meeting and conferring in good faith in order to foster a spirit of cooperation and efficiency in the administration and monitoring of performance and compliance by each other with the terms, provisions, and conditions of this RGA, as follows:
1) Either party shall give the other, as soon as possible after the event giving rise to the concern, a written notice setting forth, with specificity, the issues to be resolved. 2) The parties shall meet and confer in a good faith attempt to resolve the dispute through negotiation not later than 10 days after receipt of the notice, unless both parties agree in writing to an extension of time.
3) If the dispute is not resolved to the satisfaction of the parties within 30 working days after the first meeting, then either party may seek to have the dispute resolved by alternative dispute resolution methods, including, but not limited to, non-binding arbitration, mediation, or the use of a technical advisor.
4) Disagreements that are not otherwise resolved by mutually acceptable means as provided herein may be resolved in the Superior Court of the State of California located within the same county where a Project is located. The disputes to be submitted to the court include

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claims of breach or violation of this RGA. This RGA shall be interpreted under the laws of the State of California without regard to any conflict of laws’ provisions. In no event may AGENCY be precluded from pursuing any arbitration or judicial award or remedy against CALTRANS on the grounds that AGENCY has failed to exhaust its state administrative remedies. The parties agree that, except in the case of imminent threat to public health or safety, reasonable efforts will be made to explore alternative dispute resolution avenues prior to initiating judicial proceedings.

25. Third-Party Contracts
a. All State-government-funded procurements must be conducted using a fair and competitive procurement process. AGENCY may use its own procurement procedures as long as the procedures comply with the local AGENCY’s laws, rules, and ordinances governing procurement and all applicable provisions of State law, including, without limitation, the requirement that the AGENCY endeavor to obtain at least three (3) competitive bids for solicitation of goods, services, and consulting services.

Resources for Third Party Contracts, which are not inconsistent with this Paragraph 25, Third Party Contracts:
1) Part 2, Chapter 2, Articles 3 and 4 of the Public Contract Code) 2) State Contracting Manual (SCM), Chapter 5
3) Local Assistance Procedures Manual (LAPM)Chapter 10
b. Any contract entered into as a result of this RGA shall contain all the provisions stipulated in this RGA to be applicable to AGENCY’s subrecipients, contractors, and subcontractors.

Copies of all agreements with subrecipients, contractors, and subcontractors must be submitted to the CALTRANS Contract Manager.
c. CALTRANS does not have a contractual relationship with the AGENCY’s subrecipients, contractors, or subcontractors and the AGENCY shall be fully responsible for all work performed by its subrecipients, contractors, or subcontractors. d. Prior authorization in writing by the CALTRANS Contract Manager shall be required before AGENCY enters into any non-budgeted purchase order or sub-agreement for supplies, or consultant services. AGENCY shall provide an evaluation of the necessity or desirability of incurring such costs. AGENCY shall retain all receipts for such purchases or services and shall submit them with invoices per Section III–Payment and Invoicing, Paragraph 15(e)(4), above.
e. Any contract entered into by AGENCY as a result of this RGA shall mandate that travel and per diem reimbursements and third-party contract reimbursements to subrecipients, contractors, and subcontractors will be allowable as PROJECT costs only after those costs are incurred and paid for by the subrecipients, contractors, and subcontractors. Travel expenses and per diem rates for subcontractors shall be reimbursed pursuant to Section III–Payment and Invoicing, Paragraph 15c, above.

26. Drug-Free Workplace Certification
By signing this RGA, AGENCY hereby certifies under penalty of perjury under the laws of California that AGENCY will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code Sections 8350 et seq.) and will provide a Drug-Free workplace by doing all the following:

City of Montebello
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A. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a)(1).

B. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(a)(2) to inform employees about all the following:
1) The dangers of drug abuse in the workplace;
2) The person's or organization's policy of maintaining a Drug-Free workplace; 3) Any available counseling, rehabilitation, and employee assistance programs; and 4) Penalties that may be imposed upon employees for drug abuse violations.

C. Provide, as required by Government Code Section 8355(a)(3), that every employee who works on the proposed contract or grant:
1) Will receive a copy of the company's Drug-Free Policy Statement; and 2) Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant.

D. Failure to comply with these requirements may result in suspension of payments under this RGA or termination of this RGA or both, and AGENCY may be ineligible for the award of any future State contracts if CALTRANS determines that any of the following has occurred: (1) AGENCY has made a false certification or, (2) AGENCY violates the certification by failing to carry out the requirements as noted above.

27. Relationship of Parties
It is expressly understood that this agreement is executed by and between two (2) independent governmental entities and is not intended to, and shall not be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party.

28. State-Owned Data
a. AGENCY agrees to comply with the following requirements to ensure the preservation, security, and integrity of State-owned data on portable computing devices and portable electronic storage media:
1) Encrypt all State-owned data stored on portable computing devices and portable electronic storage media using government-certified Advanced Encryption Standard (AES) cipher algorithm with a 256-bit or 128-bit encryption key to protect CALTRANS data stored on every sector of a hard drive, including temp files, cached data, hibernation files, and even unused disk space.
2) Data encryption shall use cryptographic technology that has been tested and approved against exacting standards, such as FIPS 140-2 Security Requirements for Cryptographic Modules.
3) Encrypt, as described above, all State-owned data transmitted from one computing device or storage medium to another.
4) Maintain confidentiality of all State-owned data by limiting data sharing to those individuals contracted to provide services on behalf of the State, and limit use of State information assets for State purposes only.

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5) Install and maintain current anti-virus software, security patches, and upgrades on all computing devices used during the course of the Agreement. 6) Notify CALTRANS Contract Manager immediately of any actual or attempted violations of security of State-owned data, including lost or stolen computing devices, files, or portable electronic storage media containing State-owned data. 7) Advise the owner of the State-owned data, the AGENCY Information Security Officer, and the AGENCY Chief Information Officer of vulnerabilities that may present a threat to the security of State-owned data and of specific means of protecting that State-owned data.
b. AGENCY agrees to use the State-owned data only for State purposes under this Agreement. c. AGENCY agrees to not transfer State-owned data to any computing system, mobile device, or desktop computer without first establishing the specifications for information integrity and security as established for the original data file(s) (State Administrative Manual (SAM) Section 5335.1).

29. Assumption of Risk and Indemnification Regarding Exposure to Environmental Health Hazards
In addition to, and not a limitation of, Contractor’s indemnification obligations contained elsewhere in this RGA, Contractor hereby assumes all risks of the consequences of exposure of Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, to any and all environmental health hazards, local and otherwise, in connection with the performance of this Agreement. Such hazards include, but are not limited to, bodily injury and/or death resulting in whole or in part from exposure to infectious agents and/or pathogens of any type, kind or origin. Contractor also agrees to take all appropriate safety precautions to prevent any such exposure to Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement. Contractor also agrees to indemnify and hold harmless Caltrans, the State of California, and each and all their officers, agents and employees, from any and all claims and/or losses accruing or resulting from such exposure. Except as provided by law, Contractor also agrees that the provisions of this paragraph shall apply regardless of the existence or degree of negligence or fault on the part of Caltrans, the State of California, and/or any of their officers, agents and/or employees.

30. Mandatory Organic Waste Recycling
It is understood and agreed that pursuant to Public Resources Code Sections 42649.8 et seq., if Contractor generates two (2) cubic yards or more of organic waste or commercial solid waste per week, Contractor shall arrange for organic waste or commercial waste recycling services that separate/source organic waste for organic waste recycling. Contractor shall provide proof of compliance, i.e. organic waste recycling services or commercial waste recycling services that separate/source organic waste recycling, upon request from Caltrans Contract Manager.

31. ADA Compliance
All entities that provide electronic or information technology or related services that will be posted online by Caltrans must be in compliance with Government Code Sections 7405 and 11135 and the Web Content Accessibility Guidelines (WCAG) 2.0 or subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success.

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All entities will respond to and resolve any complaints/deficiencies regarding accessibility brought to their attention.

32. Project Close Out/Final Product
a. AGENCY will provide an electronic version, preferable ADA accessible, of the Final Product(s) to the CALTRANS Contract Manager.
b. CALTRANS reserves the right to withhold final payment to AGENCY pending receipt of Final Product(s) to the CALTRANS Contract Manager.

33. Ownership of Proprietary Property
a. Definitions
1) Work: The work to be directly or indirectly produced by AGENCY under this RGA. 2) Work Product: All deliverables created or produced from Work under this RGA, including but not limited to, all Work and Deliverables conceived or made, or made hereafter conceived or made, either solely or jointly with others during the term of this RGA and during a period of six (6) months after the termination thereof, which relates to the Work commissioned or performed under this RGA. “Work Product” includes all deliverables, inventions, innovations, improvements, or other works of authorship AGENCY, its subrecipients, a third-party contractor or subcontractor may conceive of or develop in the course of this RGA, whether or not they are eligible for patent, copyright, trademark, trade secret, or other legal protection.
3) Inventions: Any idea, methodologies, design, concept, technique, invention, discovery, improvement, or development regardless of patentability made solely by AGENCY or jointly with the AGENCY’s contractor, subcontractor, and/or subrecipient, and/or the AGENCY’s contractor, subcontractor, and/or subrecipient’s employees with one (1) or more employees of CALTRANS, during the term of this RGA and in performance of any Work under this RGA, provided that either the conception or reduction to practice thereof occurs during the term of this RGA and in performance of Work issued under this RGA. b. Ownership of Work Product and Rights
1) Copyright Ownership of Work Product: Except in regard to Pre-existing Works, all Work Product derived by the Work performed by the AGENCY, its employees, or by any of the AGENCY’s contractor’s, subcontractor’s, and/or subrecipient’s employees under this RGA, shall be owned by CALTRANS and AGENCY and shall be considered to be works made for hire by the AGENCY and AGENCY’s contractor, subcontractor, and/or subrecipient for CALTRANS and AGENCY. CALTRANS and AGENCY shall own all United States and international copyrights in the Work Product.

As such, all Work Product shall contain, in a conspicuous place, a copyright designation consisting of a “c” in a circle followed by the four-digit year in which the Work Product was produced, followed by the words “California Department of Transportation and AGENCY.

All Rights Reserved.” For example, a Work Product created in the year 2012 would contain the copyright designation © 2012 California Department of Transportation and AGENCY. All Rights Reserved.
2) Vesting of Copyright Ownership: AGENCY, its employees, and all of AGENCY’s contractor’s, subcontractor’s, and subrecipient’s employees, agrees to perpetually assign, and upon creation of each Work Product automatically assigns, to CALTRANS and AGENCY, its successors, and assigns, ownership of all United States and international copyrights in each and every Work Product, insofar as any such Work Product, by

City of Montebello
Agreement Number 74A1571

operation of law, may not be considered work made for hire by the AGENCY’s contractor, subcontractor, and/or subrecipient from CALTRANS. From time to time, CALTRANS and the AGENCY shall require its contractors, subcontractors, and/or subrecipients and their respective employees to confirm such assignments by execution and delivery of such assignments, confirmations, or assignment, or other written instruments as CALTRANS and the AGENCY may request. CALTRANS and the AGENCY, its successors, and assigns, shall have the right to obtain and hold in its or their own name(s) all copyright registrations and other evidence of rights that may be available for Work Product.

AGENCY shall require contractors, including subcontractors, to waive all moral rights relating to identification of authorship restriction or limitation on use, or subsequent modifications of the Work.
c. Inventions
1) Vesting of Patent Ownership: AGENCY agrees to require subrecipients, contractors, subcontractors, and their respective employees, to assign to CALTRANS and AGENCY, its successors, and assigns, all Inventions, together with the right to seek protection by obtaining patent ownership rights and the right to claim all rights or priority there under, and the same shall become and remain CALTRANS’ property regardless of whether such protection is sought. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall promptly make a complete written disclosure to CALTRANS of each Invention not otherwise clearly disclosed to CALTRANS in the pertinent Work Product, specifically pointing out features or concepts that the AGENCY, its employees, and/or AGENCY’s contractor, subcontractor, and/or subrecipient believes to be new or different. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall, upon CALTRANS and AGENCY’s request and at CALTRANS and AGENCY’s expense, cause patent applications to be filed thereon, through solicitors designated by CALTRANS and AGENCY, and shall sign all such applications over to CALTRANS and AGENCY, its successors, and assigns. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall give CALTRANS and AGENCY and its solicitors all reasonable assistance in connection with the preparation and prosecution of any such patent applications and shall cause to be executed all such assignments or other instruments or documents as CALTRANS and AGENCY may consider necessary or appropriate to carry out the intent on this RGA.
2) Agency: In the event that CALTRANS and AGENCY are unable for any reason whatsoever to secure the AGENCY’s, its employees’, and/or AGENCY’s contractor’s, subcontractor’s, and/or subrecipient’s, signature to any lawful or necessary document required or desirable to apply for or prosecute any United States application (including renewals or divisions thereof), AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient hereby irrevocably designates and appoints CALTRANS and AGENCY and its duly authorized officers and agents, as its agent and attorney-in-fact, to act for and on AGENCY, its employees, and AGENCY’s contractor’s, subcontractor’s, and subrecipient’s behalf and stead, to execute and file such applications and to do all other lawfully permitted acts to further the prosecution and issuance of any copyrights, trademarks, or patents thereon with the same legal force and effect as if executed by AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient.

CALTRANS and AGENCY shall have no obligations to file any copyright, trademark, or patent applications.

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d. Additional Provisions
1) Avoidance of infringement: In performing services under this RGA, AGENCY and its employees agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY or its employees becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY or its employees shall immediately notify CALTRANS in writing.
2) Pre-existing Works and License: AGENCY agrees to require contractors, subcontractors, and subrecipients to acknowledge that all Work Product shall be the sole and exclusive property of CALTRANS and AGENCY, except that any Pre-existing Works created by AGENCY and third parties outside of the RGA but utilized in connection with the RGA (the “Pre-existing Works”) shall continue to be owned by AGENCY or such parties. AGENCY agrees to notify CALTRANS in writing of any Pre-existing Works used in connection with any Work Product produced under this RGA and hereby grants to CALTRANS a non-exclusive, irrevocable, worldwide, perpetual, royalty-free license to utilize the Pre-existing Works in connection with the Work Product. 3) Contractors, Subcontractors, and Subrecipients: Through contract with its subrecipients, contractors, and subcontractors, AGENCY shall affirmatively bind by contract all of its contractors, subcontractors, subrecipients, and service vendors (hereinafter “AGENCY’s Contractor/Subcontractor/Subrecipient”) providing services under this RGA to conform to the provisions of this Exhibit. In performing services under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY’s Contractor/Subcontractor/Subrecipient becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall immediately notify the AGENCY in writing, and AGENCY will then immediately notify the Department in writing. e. Ownership of Data
1) Upon completion of all Work under this RGA, all intellectual property rights, ownership, and title to all reports, documents, plans, specifications, and estimates, produced as part of this RGA will automatically be vested in CALTRANS and AGENCY and no further agreement will be necessary to transfer ownership to CALTRANS and AGENCY. The AGENCY, its contractors, subcontractors, and subrecipients, shall furnish CALTRANS all necessary copies of data needed to complete the review and approval process. 2) It is understood and agreed that all calculations, drawings, and specifications, whether in hard copy or machine-readable form, are intended for one-time use in the Project for which this RGA has been entered into.
3) AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities or losses arising out of, or connected with, the modification or misuse by CALTRANS of the machine-readable information and data provided by AGENCY, its contractors, subcontractors, and subrecipients, under this RGA; further, AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities, or losses arising out of, or connected with, any use by CALTRANS of the Project documentation on other projects, for additions to this Project, or for the completion of this project by others, excepting only such use as may be authorized, in writing, by AGENCY, its contractors, subcontractors, and subrecipients.

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4) Any sub-agreement in excess of $25,000.00 entered into as a result of this RGA shall contain all of the provisions of this clause.

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

35. Executive Order N-6-22 – Russia Sanctions
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e. there is federal participation in any phase). The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

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Agreement Number 74A1571

Section IV
In Witness Whereof, the parties hereto have executed this RGA on the day and year first herein above written:

STATE OF CALIFORNIA CITY OF MONTEBELLO

DEPARTMENT OF TRANSPORTATION
By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

By:

Printed Name:

Title:

Date:

By:

Printed Name:

Title:

Date:

City of Montebello
Agreement Number 74A1571
Attachment I

City of Montebello
Agreement Number 74A1571
Attachment I

City of Montebello
Agreement Number 74A1571
Attachment I

SCOPE OF WORK
Project Information
Grant Category Sustainable Communities
Grant Fiscal Year FY 2024-25
Project Title Transit-Oriented Communities/Multimodal Connectivity Specific Plan Organization
(Legal name) Montebello, City Of
Disclaimer
Agency commits to the Scope of Work below. Any changes will need to be approved by Caltrans prior to initiating any Scope of Work change or amendment.

Introduction
Montebello’s proposed Transit-Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan project seeks to address connectivity challenges within its disadvantaged community to the proposed transit stations and stops, retail and commercial centers, schools, parks and recreation centers while improving safety and housing for residents and active transportation users. The City currently does not have an existing TOC Specific Plan nor a multimodal connectivity plan, making it crucial to immediately address critical gaps in housing, transit accessibility, active transportation, transportation to schools, parks, transit, and employment centers, while addressing regional connectivity into the nearby communities of Commerce, Bell Gardens, and Pico Rivera. Montebello’s proposed TOC/MC Specific Plan ultimately aims to improve both housing inventories and the active transportation network in the local heavily disadvantaged communities. The project will serve as a comprehensive planning document to: 1) guide future land use development and transportation access for the disadvantaged community surrounding the Washington/ Greenwood community (future home to the Metro Eastside Light Rail Station), 2) establish priority needs and feasible project options for implementing active transportation mode-shift in an otherwise vehicle dominant community, and 3) allow for the City to implement equitable, complete first-last mile connections to local housing projects, transit, employment centers, schools, parks, and more. This project will be led by the City and inputs from the Los Angeles County Metro with visions/goals that align with the Metro Eastside Transit Corridor Phase 2 Locally Preferred Alternative Plan, SCAG’s RTP/SCS, and the State’s CA Transportation Plan 2040.

Project Stakeholders
Stakeholders anticipated to participate in this project include residents, community-based organizations, local business owners, Active SGV, Montebello Bicycle Coalition, Montebello Unified School District, Montebello Police and Fire Departments, Gateway Cities Council of Governments, Montebello Bus Lines, Los Angeles County, and LA Metro representatives. LA Metro will provide critical insight on first-and-last mile connectivity for the future Eastside Transit light rail station and rail corridor. Montebello Bus Lines will provide recommendations t o improve efficiencies on the local bus routes. Stakeholder involvement in the planning efforts will focus on participation and feedback from users who will most benefit from implementing the proposed TOC/MC Specific Plan, including vulnerable and under-served residents within the proposed project area. A select number of potential stakeholders will also be invited to join the project's TOC/MC Specific Plan Advisory Committee. Stakeholders will be able to play a role in the City of Montebello
Agreement Number 74A1571
Attachment II

logistics of preparing and executing the pilot studies. For stakeholders participating in the Advisory Committee, their feedback will be sought in a series of scheduled advisory meetings where the consultant will provide updates about the project's different components, including emerging community needs and the efficacy of the proposed planning elements. Toward the end of the project, the advisory committee will be asked to review the draft report for the project and provide their comments before submission for City Council approval.

In addition to providing updates about the project’s different components to stakeholders, the consultant will be involved in defining expected work task milestones, establishing procedures for coordination between the consultant and city staff including developing a regular meeting schedule, reviewing applicable planning and policy documents to formulate mixed-use zoning code updates, preparing an equity study and needs analysis, developing a stakeholder engagement plan, as well as completing miscellaneous other tasks needed to finalize , adopt, and implement the TOC/MC Specific Plan.

Overall Project Objectives
The TOC/MC Specific Plan, when completed, will provide recommendations for implementing multimodal transportation and housing policies to help prepare the local communities and its residents for the proposed Eastside Transit light rail system and station by addressing the systemic transportation inadequacies contributing to the environmental and socioeconomic disparity that are clearly visible in the project area. Careful collaboration among the City Planner, Community Development Director, and City Engineer will create planning policies to successfully implement the recommendations presented in the completed TOC/MC Specific Plan.

Implementation of the proposed TOC/MC Specific Plan will ensure the development of an attainable, well-connected, safe, and community-driven active transportation and community development network. The formation of the resilient Specific Plan creates a more sustainable, equitable community with improvements to regional mobility and system connectivity by providing critical infrastructure updates in the form of improved pedestrian facilities, affordable housing development, and crucial zoning code improvements that focus on public safety, comfort, and convenience for current and potential users. The goal is to implement projects through public-private efforts, including partnerships, regional transportation funds, local tax revenues, and TOD developers. Specific funding opportunities identified for project implementation at this time include Proposition A, Proposition C, Measure M, and Measure R, as well as State's funded competitive grants such as ATP and HSIP as well as housing -related Federal HUD and State HCD grants.

Summary of Project Tasks
Following the procurement of a consultant to assist with carrying out the grant’s goals and objectives and separate from the overall project administration task carried out by the City of Montebello, the main project tasks include conducting research and analysis (Task 1), carrying out a public engagement process (Task 2), developing a policy framework for proposed connectivity projects (Task 3), preparing the draft and final TOC/MC Specific plan (Task 4), and delivering the final documents to the Montebello City Council for review and approval (Task 5).

Task 01: Project Administration
This Administrative Task shall only be charged against by the Grantee for the Administration of this grant project. Costs for this task will not exceed 5% of the grant award amount.

The City of Montebello will manage and administer the grant project according to the Grant Application Guidelines, Regional Planning Handbook, and the contract executed between Caltrans and the City of Montebello.

City of Montebello
Agreement Number 74A1571
Attachment II

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

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

Task Deliverables
Kick off Meeting between Caltrans and the City of Montebello Meeting notes
Quarterly Invoices (7) and Progress Reports (7)

Task 02: Consultant Procurement
The City will procure a consultant, consistent with state and federal requirements, the Local Assistance Procedures Manual for procuring non-Architectural and Engineering consultants, the Grant Application Guide, the Regional Planning Handbook, and the executed grant contract between Caltrans and the Grantee. The City shall prepare a formal Request for Proposal (RFP), an open and competitive solicitation process. The RFP will be available on the City's website , PlanetBids, and other advertising channels. Prospective consultants will put together a Project Management Plan (PMP) as a part of their formal bid that will include details on the expected work task milestones, team coordination, lead communications, and quality assurance/quality control procedures between the consultant, City Staff, and Caltrans. The PMP will include the project schedule and all deadlines for deliverables, with responsibilities and submis sion procedures clearly outlined.

The City shall review the proposals, and the most qualified consultants shall be invited for an interview to discuss their proposals. The interview panel will consist of staff from Caltrans and the City. Once a consultant is selected, the scope of work will be refined to clarify work efforts including setting a meeting schedule associated with completing each of the project’s tasks (Tasks 1-5) to ensure that the project objectives are to be achieved and shall be within the established project budget. Upon finalizing the scope of work with the approval of Caltrans, a Professional Services Agreement (PSA) shall be prepared, negotiated, and agreed to by the consultant and the City per the City's purchasing and contract services procedures and policies. • Responsible Party: City of Montebello, Consultant, Caltrans

Task Deliverables
Copy of the Request for Proposal/Qualifications
City of Montebello
Agreement Number 74A1571
Attachment II

Request for Proposal (RFP) Packets for Advertisement and Final Professional Services Agreement (PSA) including the approved Project Management Plan, Scope of Work, and Project Schedule
Copy of the contract/ Professional Services Agreement between between consultant and City of Montebello, copies of all amendments to the consultant contract, and meeting notes from all meetings between prospective consultants, the consultant selected, the City of Montebello, and Caltrans

Task 1: Research and Analysis
State, Regional, and Local Agency Plan/Policy Review (Consultant) The consultant will be held responsible for reviewing state, regional, and local agency planning and policy documents that pertain to the project, including but not limited to California's Streets and Highways Code; Caltrans Strategic Plan, California Transportation Plan 20 40, California Bicycle and Pedestrian Plan (and other modal connectivity plans); SCAG's Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS) and Active Transportation Plan; LA Metro's Active Transportation Strategic Plan and First/Last Mile Plans; and other documents regarding Complete Streets, Smart Mobility, Affordable Housing, and Sustainable Communities Planning Efforts.

Additionally, Task 1 Research & Analysis includes a review of the following existing city plans and documents that will be updated and integrated into a single Montebello Transit Oriented Communities/Multimodal Connectivity (TOC/MC) Specific Plan: 2020 Transportation & Circulation Element, ADA plans, Local Roads Safety and Local Hazard Mitigation Plan s, and other relevant area plans. The TOC/MC Specific Plan will also review mixed-use codes and policies adopted by other cities that have successfully developed TOD or mixed -use infill housing projects, alongside shared parking policies and programs from other cities. This data will be used to create the revised mixed-use zoning code updates to be implemented through the Specific Plan process. This review will ensure that the TOC/MC Specific Plan consistently supports existing State, regional, and local plans, policies, and programs.

Analysis of Existing Conditions Study (Consultant)
The consultant will review the General Plan's applicable elements (land use, circulation, safety, etc.) and the existing zoning code and map for General Plan inconsistencies and impediments to TOD development, multimodal connectivity, and zoning code revisions. The consultant will review the current and existing conditions of parcels within the project area to assess the existing commercial, retail, and potential housing opportunity sites. The analysis of existing conditions in the project area will consider the following factors: current density and multi -unit availability, existing site layout, business design, area design, affordable housing, commercial stabilization, business retention and expansion, transit prioritization, accessibility, and transit demand management.

Project Area-wide Origins-Destinations (Mobility), Intermodal Connectivity, and First/Last Mile Needs Analysis and Mapping (Consultant)
The consultant will identify key origins and destinations within the project area, including essential points of connectivity (i.e., schools, parks, employment, transit, commercial/retail, and civic centers), and prepare a map of land use settlement patterns, which may include items such as locations of residential neighborhoods, schools, hospitals, senior centers, major employers, shopping plazas, and more. As such, the consultant will gather a list of "opportunity areas" prime for economic revitalization and development for transit-oriented purposes. The TOC/MC Specific Plan will consider the future construction of the Metro light rail train station a long Washington City of Montebello
Agreement Number 74A1571
Attachment II

Boulevard at Greenwood Avenue with mixed-use housing and mobility as a priority to the planned development of the local community.

The consultant will identify parcels along Washington Boulevard and Greenwood Avenue that are within the specific plan boundaries and ideal for transit-oriented development and multimodal design opportunities. Each identified property and parcel will be within easy walking distance from the future Metro Eastside light rail station, and Montebello Bus Line bus stops along Washington Boulevard and Greenwood Avenue, which would close the first/ last mile gap in the project area.

The consultant will prepare a map and description of existing transportation stops and stations for intermodal connectivity. The plan will focus on corridors connecting schools, parks, transit, employment, and civic centers. The consultant will assess the project area's existing site layout, parking placement, and building design to identify parking availability, close -by shopping, and walkability. Additionally, the consultant will take into consideration the City’s Bicycle Master Plan in its assessment of the project’s mobility options. The consultant will utilize these factors listed to integrate first/last mile principles to ensure improved travel times and speeds, reducing barriers to ridership.

Existing Infrastructure/Facilities Inventory and Mapping (Consultant) The TOD/MC Specific Plan community is considered disadvantaged, and much of the community needs affordable housing, pedestrian infrastructure, bicycle infrastructure, and parking facilities throughout the project area. The consultant will identify opportun ity sites for affordable housing development, prioritizing vacant lots and parcels that allow access to enhanced active transportation within the community. Parcel identification will allow for better compact design development to maximize the density and multi-unit availability within the project area. Pedestrian and bicycle infrastructure including Class I, II, III, and IV bikeways, sidewalks, paths, bicycle storage racks and lockers, crosswalks, ADA ramps, safe routes to schools, will be amenities that will be added throughout the proposed TOC/MC Specific Plan as so to serve integral first/last mile components to Metro’s proposed Eastside light rail station and Montebello Bus Lines Line Nos. 20, 50, 70, and 343 bus stops.

The analysis of existing infrastructure and facilities in the project area will consider the following factors: public transit stations, parking lots, affordable housing availability, business design, parking management, transit demand management, and pedestrian/bicycle circulation. The study and inventory will draw on the Existing Conditions study, also performed as part of Task 1.

The consultant will work with the City to develop a comprehensive list of existing infrastructure and facilities inventory that will be mapped to show areas of under-development and infrastructure needs in the project area.

Equity Study (Consultant)
The consultant will prepare an equity study that will focus on identifying the needs and input of certain groups in the community that have been systematically excluded in sectors of health, mobility, income, and other inequities as a result of disproportionate burdens from policies and practices that have limited opportunities based on race, age, gender, sexual orientation, immigration status, disability status, or religion. To ensure that the TOC/MC Specific Plan meets the community's needs, the consultant will provide a plan to involve residents, businesses, and other stakeholders, focusing on the voices of disadvantaged, low-income community members.

Coupled with the above, the consultant will work with the City to develop transparent practices toward developing transit-oriented development districts, overlays, density levels, and upcoming meetings to create a long-term feedback loop.

City of Montebello
Agreement Number 74A1571
Attachment II

Accidents and Safety Analysis and Mapping (Consultant)
The consultant will obtain and map the location of bicycle and pe destrian collision reports from the Statewide Integrated Traffic Records System (SWITRS). It will identify existing bike and pedestrian safety/education programs within or adjacent to the project area. Additionally, the City seeks to maximize the area's development to take advantage of traffic flow and enhance first/last mile programs to improve and excel at transit demand management. With these routes and data in mind, the consultant will create a prioritized list around the project, utilizing ways to maximize mobility and safety.

Needs Analysis (Consultant)
The consultant will gather information and data from the tasks listed above to further evaluate the City’s active transportation needs. From this information, the consultant will identify key infrastructure needs and active transportation facilities that will be analyzed and addressed in the TOC/MC Specific Plan.

• Responsible Party: City of Montebello, Consultant
Task Deliverables
Policy Evaluation Summary Analysis
Analysis of Existing Conditions
Facilities/Infrastructure Inventory List and Related Maps Project Area-wide Origins, Destinations, and Connectivity Analysis and Related Maps Intermodal Maps
Equity Study
Accident/Safety Data and Related Maps
Initial Needs Analysis and Memo
Meeting notes from any meetings held by the Consultant and the City of Montebello to discuss Task 1

Task 2: Public Engagement
Develop Stakeholder Engagement Plan (City/Consultant)
The consultant, with City staff, will develop a stakeholder engagement plan for the project. The purpose of the plan is two-fold: 1) create an equitable, inclusive, and community-participatory approach to outreach with an emphasis on disadvantaged, vulnerable, and underserved communities in the project area; and 2) create a transit-oriented development plan and zoning code modifications that are reflective of expected outcomes derived from the community input process.

City of Montebello
Agreement Number 74A1571
Attachment II

At a minimum, the plan will include the following: objectives and goals for the public input and review process for the project; contact list of community-based organizations and local public/private schools; summary of engagement methods; and evaluation of events and locations to conduct the community outreach. Outreach and engagement may build off existing community events and programming the City employs annually. The project's engagement stakeholders will be comprised of residents, employment centers, business owners, nonprofit organizations, faith-based groups, City departments, law enforcement officers, and transit agencies.

Project Website, Social Media Interactive Town Hall, and Marketing/Publicity (City/Consultant) The consultant will create a project information webpage on the City's website, describing the project, displaying upcoming events and meetings, and providing the community with regular project-related status updates. In addition, the consultant will work with the City’s public affairs team to create social media content to engage the community throughout the project and invite followers to an interactive town hall event. The content and marketing materials will all be informed by input provided by City staff and stakeholders. To reach a broad audience, announcements, flyers, posters, and digital marketing materials will be created and coordinated in advance of all engagement events (virtual or in person). Promotional materials will be translated into the predominant languages spoken in the community, which include Spanish and English.

Community Survey (Consultant)
The community survey will be a key tool to understand the active transportation and housing needs of bicyclists, pedestrians, public transit users, and non-transit users in the project area. The active transportation segment of the survey will inquire about needs, specifically regarding areas of connectivity most important to users and barriers for those who do not utilize such modes of transportation. The affordable housing segment of the survey will inquire about needs specific to perceived housing security, affordability, and availability. The survey will also provide critical insights into the common origins and destination points of current bicyclists, pedestrians, transit users, and non-transit users. It will also allow them to convey their desires, needs, and concerns regarding the active transportation network. The survey will be conducted in several ways:
online and at pop-up events, advisory group meetings, and open house meetings. Information about the survey's availability will also be announced at City Council, Planning Commission , and Traffic and Safety Commission meetings, on the public broadcast station, and in the local newspaper.

Conduct Community Outreach Meetings, Open House, and Workshops (Varied In - person/Online) (Consultant)
This task aims to implement the outreach strategy developed in previous tasks. With support from City staff, the consultant will alert community groups, schools, faith-based institutions, property owners, residents, adjacent jurisdictions, and other stakeholders about the project utilizing the marketing methods described above. The consultant will work with community- based organizations and local public/private schools to encourage participation and coordinate with other City Departments (i.e., Public Works and Parks & Recreation Departments) that interact regularly within the local community.

The consultant will conduct at least two open house events and three public workshops to describe the project, recognize community opportunities and challenges, identify preliminary analyses and findings, create a shared vision for the project area, and share strategies to realize City of Montebello
Agreement Number 74A1571
Attachment II

the vision as a community effort. The meetings/workshops will be conducted in English and Spanish (on an as-needed basis and in consultation with City staff). The three workshops will have varied engagement methods that emphasize going out into the community to gather intentional feedback at locations, times of day, and convenient venues for community members. Virtual meetings may be preferred depending on existing public health and safety conditions within the community and region.

• Responsible Party: City of Montebello, Consultant
Task Deliverables
Stakeholder Outreach and Engagement Plan
Postcards, Project Website, social media content, meeting notices, presentations, and notes Project Website, Social Media/Interactive Town Hall Site/Surveys Facilitate Mandatory Community Engagement / Outreach Meetings and Activities Meeting notes from any meetings held by the Consultant and the City of Montebello to discuss Task 2 including notes for all outreach meetings and activities

Task 3: Policy Framework and Proposed Connectivity Projects Goals, Objectives, Policies, and Performance Measures (Consultant) The consultant will work with City staff to develop goals, objectives, policies, and performance metrics for the TOC/MC Specific Plan. This task will create the foundation of the TOC/MC Specific Plan by establishing its context within which proposed projects will be prioritized for implementation based on connectivity and community context, and performance towards plan goals will be monitored. Performance measures will be quantifiable standards. Task 3 will incorporate community input from Task 2 to ensure that community values and needs are represented and reflected in the TOC/MC Specific Plan.

Best practices – Design Elements Toolbox (Consultant)
The consultant will develop a menu of best practices for Complete Streets and other design elements that may be utilized in future roadway projects, drawing from the Caltrans Complete Streets Toolbox and Smart Mobility Framework.

Proposed Affordable Housing Program of Projects (City/Consultant) The consultant will design and map the proposed affordable housing development and connectivity network, including identified parcels that are excellent examples of developable sites, including developing a complete and detailed list of future projects (Program of Projects) that will be prioritized for implementation. Each project will include a brief project description, including project-specific information as it relates to connectivity, as well as potential constraints, such as built environment conditions (walkability score, distance to public transportation stops, sidewalk availability), itemized preliminary cost estimate, and the City Council District in which the project is located. A schematic design overlaid on recent aerial photography will also be included. The consultant will use information from previous tasks and coordinate with the Recreation and Community Services, Community Development, and Public Works departments to determine appropriate locations and the extent of the network and facilities.

City of Montebello
Agreement Number 74A1571
Attachment II

Proposed Bicycle Program of Projects (City/Consultant)
The consultant will design and map the proposed bicycle connectivity network, including support facilities, and develop a complete and detailed list of future projects (Program of Projects) that will be prioritized for implementation. Each project will include a brief project description, including project-specific information as it relates to connectivity, as well as potential constraints, such as right-of-way acquisition or roadway conditions (freeway underpasses with easement/right-of-way challenges), itemized preliminary cost estimate, and the City Council District in which the project is located. A schematic design overlaid o n recent aerial photography will also be included. The consultant will use information from previous tasks and coordinate with the Recreation and Community Services, Community Development, and Public Works departments to determine appropriate locations and the extent of the network and facilities.

Proposed Pedestrian Program of Projects (City/Consultant) The consultant will design and map the proposed pedestrian connectivity network, including support facilities in the project area, including developing a complete list of future projects (Program of Projects) that will be prioritized for implementation. Each project listed will include a brief project description, including project-specific information and potential constraints, such as right-of-way acquisition, itemized preliminary cost estimate, and the City Council District in which the project is located. A schematic design overlaid on recent aerial photography will also be included. The program will utilize information from previous tasks and coordination with the Recreation and Community Services, Community Development, and Public Works departments to determine appropriate locations and the extent of the network and facilities. Multimodal connections will be a non-negotiable incorporation in the network.

Proposed ADA Program of Projects (City/Consultant)
Utilizing the inventory of corners where ADA ramps are missing or noncompliant, the consultant will create a priority list based on metrics determined by City staff. The proposed ADA program of projects includes creating a comprehensive list of future projects (Program of Projects) that will serve as a priority list for implementation. The consultant will also develop and map a program of projects to bring these facilities up to current ADA standards.

Safe Routes to Schools Program of Projects (City/Consultant) The consultant will identify and map potential improvements to City infrastructure to support

Safe Routes to School connections throughout the City using the project corridors, as previously described, including the development of a complete list of future projects (Program of Projects) that will be prioritized for implementation. Each project listed will include a brief project description, including project-specific information and potential constraints, such as right-of-way acquisition, itemized preliminary cost estimate, and the City Council District in which the project is located. A schematic design overlaid on recent aerial photography will also be included.

• Responsible Party: City of Montebello, Consultant

Task Deliverables
Goals, Objectives, Policies, and Performance Measures
Design Elements Toolbox and Best Practices
City of Montebello
Agreement Number 74A1571
Attachment II

Proposed Affordable Housing Program of Projects, maps, schematics, and recommendations Proposed Bicycle Program of Projects, maps, schematics, and recommendations Proposed Pedestrian Program of Projects, maps, schematics, and recommendations Proposed ADA Program of Projects, maps, schematics, and recommendations Safe Routes to School Program of Projects, maps, schematics, and recommendations Meeting notes from any meetings held by the Consultant and the City of Montebello to discuss Task 3

Task 4: Prepare Planning Documents (Draft and Final Plan) Project Prioritization (City/Consultant)
The consultant will create criteria to rank the priority of each program of projects developed as part of Task 3. Projects will be ranked by priority and importance to help the City develop an implementation plan that swiftly addresses public safety issues while enhancing connectivity, comfort, and effectiveness of bicycle, pedestrian, transit networks, affordable housing availability, ADA, and Safe Routes to Schools networks over time. With City input, the consultant will develop a short-term attainable program of projects to be completed over two fiscal years/budget cycles. The consultant will also create a longer-term program of projects, which ensures coverage of multiple funding cycles and may need or permit formal design, right -of-way acquisition, or other "larger" types of effort or resource dedication. These longer-term recommendations may enhance competitiveness due to a more "complete" and "ready" project.

Funding Sources and Strategies (Consultant)
The consultant will describe past expenditures for pedestrian facilities, bicycle facilities, and transit-oriented developments and identify the costs associated with implementing the TOC/MC Specific Plan, in addition to any alternative or future financial needs for maintenance and operation. The consultant will extract and discuss future funding sources and strategies for obtaining funding. These include measures to connect to other regional transit-oriented communities and transit opportunities to induce sustainable regional mode shifts. The consultant will discuss all regional funding program opportunities and regional partnerships that are consistent with the project and review the Program of Projects developed to create a recommended list of projects most likely to score well for competitive grant pr ograms.

Administrative Draft TOC/MC Specific Plan (City/Consultant) The consultant and the City Staff will collaborate to incorporate study surveys, maps, implementation, policy framework, and financing plans and coordinate with other local plans and programs to develop the Administrative Draft TOC/MC Specific Plan. The City will coordinate with other City departments for input. The consultant will work with the Recreation and Community Services, Planning and Community Development, and Public Works departments to determine land use planning and zoning consistency.

Release Draft Transit-Oriented Communities Specific Plan and Zoning Code Updates (City/Consultant)
City of Montebello
Agreement Number 74A1571
Attachment II

City staff will work with the consultant to release the draft TOC/MC Specific Plan to the public and allow them to make public comments. The consultant will be responsible for holding public meetings where they will present the Draft Plan and solicit feedback. A similar process will be coordinated to modify and adopt zoning code revisions, including a City Council staff report and City Council resolution. Along with in-person feedback from the community meetings, feedback will be requested and welcomed on the project website.

Finalize Transit-Oriented Communities/Multimodal Specific Plan Adoption (City/Consultant) The consultant will prepare the final TOC/MC Specific Plan based on feedback and comments from the public and will also produce the final TOC/MC Specific Plan.

• Responsible Party: City of Montebello, Consultant
Task Deliverables
List of prioritized projects based on feasibility, likely funding availability, and community feedback
The proposed list of funding sources, including a framework for Phases and Partnerships Environmental Impact Memorandum
Draft TOC/MC Specific Plan
Public Meeting Agenda, Presentation, Meeting Minutes, and Notes Final TOC/MC Specific Plan (Final document to be an ADA-accessible document) Meeting Notes from any meetings held by the Consultant and the City of Montebello to discuss Task 4

Task 5: City Council Review/ Approval/ Implementation
City Council Public Meeting (Consultant/City)
To provide City Council and the general public the opportunity to provide public input into the draft plans, the City will hold one City Council meeting, including an agenda, staff presentatio n, and a public invitation to comment on the plan. Upon completion of the public meeting, staff will post public meeting minutes and comments on the City's website for public review.

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

Delivery of Final Plan to Caltrans and Closeout Audit if necessary (City) Upon approval, the City will provide Caltrans with 1) the final TOC/MC Specific Plan, 2) the final quarterly report, 3) a request for final reimbursement, and 4) coordinate with Caltrans to complete the closeout audit, if necessary.

• Responsible Party: City of Montebello, Consultant
City of Montebello
Agreement Number 74A1571
Attachment II

Task Deliverables
City Council Agenda, presentation materials, and post-public meeting minutes City Council Agenda, presentation materials, minutes of the public meeting, Council comments, and approval of the plan
The City will deliver the final TOC/MC Specific Plan to Caltrans, including the final quarterly report, request for final reimbursement payment, and arrange for project closeout audit, if necessary
Meeting Notes from any meetings held by the Consultant and the City of Montebello to discuss Task 5

City of Montebello
Agreement Number 74A1571
Attachment II

If yes, what is the estimated indirect cost rate? ______

J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J 01 $0 $0 $0 $0
02 $0 $0 $0 $0
1 $147,460 $19,115 $0 $166,575
2 $95,417 $12,353 $0 $107,770
3 $141,648 $18,352 $0 $160,000
4 $50,157 $6,498 $0 $56,655
5 $7,968 $1,032 $0 $9,000
$442,650 $57,350 $0 $500,000
Prepare Planning Documents (Draft and Final Plan)
City Council Review/ Approval/ Implementation
Totals
FY 2025/26 FY 2026/27
Task
#
Estimated
Local
In-Kind Match*
Estimated Total
Project Cost*
FY 2024/25
November 2024 - June 2027
Grant Amount*
Estimated
Local Cash
Match*
Task Title
Does your agency plan to use the Tapered Match approach for invoicing purposes? Policy Framework and Proposed Connectivity Projects
Project Administration
(no more than 5% of total grant funds)
Consultant Procurement
Research and Analysis
Public Engagement
Local Match Calculator (posted on-line)Use the Local Match Calculator to ensure that grant and local match amounts are correct:

Reimbursements/
Invoicing
Disclaimers
Agency commits to the Cost and Schedule below. Any changes will need to be approved by Caltrans prior to initiating any Cost and Schedule change or amendment.

Use only whole dollars in the financial information fields. No rounding up or down and no cents.

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

COST AND SCHEDULE
Grant Category Sustainable Communities - Competitive
Transit-Oriented Communities/Multimodal Connectivity Specific Plan FY 2024-25Grant Fiscal Year
Montebello, City of
Project Title
Organization
(Legal name)
Yes
No
Yes
No
City of Montebello
Agreement Number 74A1571
Attachment II

Fiscal Year 2024-25

GRANT APPLICATION GUIDE
Sustainable Communities, Climate Adaptation,
and Strategic Partnerships

California Department of Transportation
Division of Transportation Planning
Sustainable Transportation Planning
Grant Program
Grant Application Deadline
January 18, 2024
Submit Applications via Smartsheet Form
City of Montebello
Agreement Number 74A1571
Attachment III

ADA Notic
e: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654-3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.

Updated September 2023
City of Montebello
Agreement Number 74A1571
Attachment III

TABLE OF CONTENTS
TABLE OF CONTENTS ........................................................................................................... i-ii

1. GRANT PROGRAM OVERVIEW ....................................................................................... 1 Sustainable Transportation Planning Grant Summary Chart ................................................. 2 Grant Program Objectives and Considerations ..................................................................... 5

2. SUSTAINABLE COMMUNITIES COMPETITIVE AND TECHNICAL ..................................... 9 Purpose and Specific Objectives ............................................................................................. 9 Example Project Types ............................................................................................................. 10 Eligible and Ineligible Activities and Expenses ...................................................................... 13 Tips for Successful Sustainable Communities Grant Applications ...................................... 14

3. SUSTAINABLE COMMUNITIES FORMULA ...................................................................... 19 Purpose and Specific Objectives ........................................................................................... 19 Guidance and Approval Process ........................................................................................... 20 Example Project Types ............................................................................................................. 20 Eligible and Ineligible Activities and Expenses ...................................................................... 21 Formula Grant Allocation Estimates ....................................................................................... 21

4. CLIMATE ADAPTATION PLANNING .............................................................................. 22 Purpose and Specific Objectives ........................................................................................... 22 Example Project Types ............................................................................................................. 24 Eligible and Ineligible Activities and Expenses. ..................................................................... 25 Tips for a Successful Climate Adaptation Planning Grant Application ............................. 26

5. STRATEGIC PARTNERSHIPS............................................................................................ 29 Purpose and Specific Objectives ........................................................................................... 29 Federal Planning Factors ......................................................................................................... 29 Example Project Types ............................................................................................................. 30 Eligible and Ineligible Activities and Expenses ...................................................................... 31 Tips for Successful Strategic Partnerships Grant Applications ............................................. 32

6. GRANT PROJECT ADMINISTRATIVE REQUIREMENTS .................................................... 34 Coordination with Caltrans ..................................................................................................... 34 Third Party Contracts ................................................................................................................ 34 Quarterly Reporting .................................................................................................................. 35 Integrated Climate Adaptation and Resiliency Program (ICARP) Case Studies ............. 35 Invoicing and Financial Requirements................................................................................... 36 Non-Discrimination Requirements .......................................................................................... 40 Final Product ............................................................................................................................. 41 Project Close-Out Survey ......................................................................................................... 41 City of Montebello
Agreement Number 74A1571
Attachment III

California Public Records Act ................................................................................................. 42

7. APPLICATION SUBMITTAL PROCESS ............................................................................. 43 Applicant Eligibility ................................................................................................................... 43 Early Coordination and Technical Assistance for Primary Applicants ............................... 43

7.3 Application Submittal Instructions .......................................................................................... 44

7.4 Application Supplemental Documentation ......................................................................... 45

8. APPLICATION REVIEW PROCESS .................................................................................. 46 Two-Tiered Application Review Process ................................................................................ 46 Application Evaluation/Scoring Process ................................................................................ 46 Past Performance Award Considerations ............................................................................. 46

9. APPLICATION AWARD PROCESS ................................................................................. 48 Award and Non-Award ........................................................................................................... 48 Contracting with Caltrans ....................................................................................................... 48 APPENDIX A. Guidance, Tools, and Resources for Preparing a Grant Application .... 52 Grant Program Considerations ............................................................................................................... 52 Resources to Advance Grant Specific Objectives ............................................................................... 55 APPENDIX B. Sample Application Package ................................................................... 78 APPENDIX C. Caltrans/Regional Agency Boundaries Map ........................................ 107 APPENDIX D. Caltrans District Contact List .................................................................... 108 City of Montebello
Agreement Number 74A1571
Attachment III

1. GRANT PROGRAM OVERVIEW
The Sustainable Transportation Planning Grant Program was created to support the California Department of Transportation’s (Caltrans) Mission: Provide a safe and reliable transportation network that serves all people and respects the environment.

The California Legislature passed, and Governor Edmund G. Brown Jr. signed into law, Senate Bill 1 (SB 1, Beall, Chapter 5, Statutes of 2017) – The Road Repair and Accountability Act of 2017, a transportation funding bill that provides a reliable fund source to maintain and integrate the State’s multi-modal transportation system. In addition to the $9.5 million in traditional State and federal grants, approximately $25 million in SB 1 funds for Sustainable Communities Grants is available for each grant cycle.

The State-funded Sustainable Communities grants ($29.5 million) are intended to support and implement Regional Transportation Plan (RTP) Sustainable Communities Strategies/Alternative Planning Strategies (SCS/APS) (where applicable) and to ultimately achieve the State’s greenhouse gas (GHG) reduction target of 40 and 80 percent below 1990 levels by 2030 and 2050, respectively.

The State-funded Climate Adaptation Planning grants ($31.9 million) enacted with Senate Bill 198 (Committee on Budget and Fiscal Review, Chapter 71, Statutes of 2022), will support local and regional identification of transportation-related climate vulnerabilities through the development of climate adaptation plans, as well as project-level adaptation planning to identify adaptation projects and strategies for transportation infrastructure.

The federal-funded Strategic Partnerships and Strategic Partnership Transit grants ($4.5 million) support Federal Planning Factors and address State highway/transit issues of regional, interregional, and/or statewide significance, in partnership with Caltrans.

Eligible planning projects must have a transportation nexus per Article XIX Sections 2 and 3 of the California Constitution. Therefore, successful planning projects are expected to directly benefit the multi-modal transportation system. These grants will also improve public health, social equity, environmental justice, the environment, and provide other important community benefits. The period of grant fund availability spans over three FYs and approximately 32 months for grant project activities after the grant agreement is executed and Caltrans issues a Notice to Proceed.

Refer to Chapter 9.2 for details regarding the anticipated grant project start and expiration dates.

City of Montebello
Agreement Number 74A1571
Attachment III

Sustainable Transportation Planning Grant Summary Chart Grant Fund Source Purpose Who May Apply Local Match
Sustainable Communities Competitive
Budget
RMRA and SHA
State funds
Approx. $17 million
Approx. $3 million set-aside
for technical projects
Approx. $500,000 set-aside
for Native American Tribal
Governments
Goal: 50% of grants should
benefit Underserved
Communities***
Grant Minimum
$50,000 for Underserved
Communities, including
Native American Tribal
Governments and rural
communities;
$100,000 for all others
Grant Maximum
$700,000
Funds local and
regional multimodal
transportation and
land use planning
projects that further
the region’s RTP
SCS/APS (where
applicable),
contribute to the
State’s GHG
reduction targets,
address the needs of
underserved
communities, and
assist in achieving the
Caltrans Mission and
Grant Program
Objectives (See
Chapter 1.2).

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

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

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

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

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

* For local match requirements, refer to Chapter 6.5 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2). *** For purposes of this grant program, underserved communities are the most vulnerable places that are facing disproportionate rates of economic, environmental, and health burdens, and are defined according to the tools in Appendix A.

City of Montebello
Agreement Number 74A1571
Attachment III

Grant Fund Source Purpose Who May Apply Local Match
Climate Adaptation Planning
Budget
State funds
Cycle 2: $31.9 million
total
Up to $3.9 million set-
aside for Native
American Tribal
Governments
Goal: 50% of grants
should benefit
Underserved
Communities***
Grant minimum
$100,000
Grant maximum
$1.5 million (single
organization); above
$1.5-$3 million to be
considered for
partnership applications
Funds local and
regional
identification of
transportation-
related climate
vulnerabilities
through the
development of
climate adaptation
plans, as well as
project-level climate
adaptation planning
to identify
adaptation projects
and strategies for
transportation
infrastructure.

The following are eligible to apply as a
primary applicant:
• MPOs
• RTPAs
• Transit Agencies;
• Cities and Counties
• Native American Tribal Governments
• A joint exercise of powers authority
established pursuant to Chapter 5 of
Division 7 of Title 1, with the consent of
a transportation planning agency or a
county transportation commission for
the jurisdiction in which the
transportation project will be
developed.
• A local transportation authority
created or designated pursuant to
Division 12.5 or Division 19 of the Public
Utilities Code.

The following are eligible to apply as a
sub-applicant:
• MPOs/RTPAs
• Transit Agencies
• Universities and Community Colleges
• Native American Tribal Governments
• Cities and Counties
• Community-Based Organizations
• Non-Profit Organizations (501.C.3)
• Other Public Entities**

11.47%
minimum* (in
cash or an in-
kind
contribution);
not required for
Native
American Tribal
Governments
* For local match requirements, refer to Chapter 6.5 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2). *** For purposes of this grant program, underserved communities are the most vulnerable places that are facing disproportionate rates of economic, environmental, and health burdens, and are defined according to the tools in Appendix A.

City of Montebello
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Attachment III

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

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

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

11.47%
minimum* (in
non-federal
funds or an in-
kind
contribution).
* For local match requirements, refer to Chapter 6.5 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2).

Grant Fund Source Purpose Who May Apply Local Match
City of Montebello
Agreement Number 74A1571
Attachment III

Grant Program Objectives and Considerations
Successful grant applications address and articulate how the project relates to the Caltrans Mission, Grant Program Objectives, and Grant Program Considerations. The Grant Specific Objectives identified in Chapters 2.1, 3.1, 4.1 and 5.1 indicate the specific purpose of the Sustainable Communities, Climate Adaptation, and Strategic Partnership transportation planning grants, respectively, and must also be considered when preparing an application.

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

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

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

Accessibility Increase the accessibility of the system and mobility of people, in clusive of older adults, those with disabilities, and freight.

Safety
Prioritize the elimination of fatal and serious injury crashes and enhance safe use of our
roadways through the Safe System approach to realize a vision of zero road fatalities and serious injuries by 2050.

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

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

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

Social Equity
Promote transportation solutions that focus on and prioritize the needs of un
derserved communities most affected by poverty, air pollution and climate change, and promote solutions that integrate community values with transportation safety and performance while encouraging meaningful public involvement in the transportation decision making process.

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

Caltrans Strategic Plan
The Strategic Plan is a declaration of the Caltrans vision and mission, core values, strategic imperatives, and six goals to deliver a world-class transportation system for one of the nation’s most populous, innovative, and diverse states:
 Safety first
 Cultivate excellence
 Enhance and connect the multimodal transportation network  Strengthen stewardship and drive efficiency
 Lead climate action
 Advance equity and livability in all communities
This plan guides and informs the development of the Sustainable Transportation Planning Grant Program. Competitive applications will articulate how they will assist in achieving the Caltrans vision and mission, the six strategic goals above.

California Transportation Plan 2050
The California Transportation Plan (CTP) 2050 is a long-range transportation plan, updated every five years pursuant to state and Federal law, and is statutorily required to be fiscally unconstrained:
 Defines a vision for the future transportation system, establishes new statewide priorities, and guides Caltrans and partner agencies in implementing its recommendations
 Identifies strategies and policies that are required to make transparent and transformational transportation decisions  Recognizes the unique transportation needs and interests of urban, suburban, rural, and Tribal communities
 Guides transportation decision makers at all levels of government, while emphasizing the importance of shared
responsibility in meeting our transportation needs
The CTP does not contain projects, but policies and strategies required to close the gap between what the regional transportation plans (RTP) 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 vision, goals, recommendations, and the modal plans that support it.

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 listed below, to envision the future system:
 Interregional Transportation Strategic Plan
 California Freight Mobility Plan
 California State Rail Plan
 California State Bicycle and Pedestrian Plan
 Statewide Transit Strategic Plan
 California Aviation System Plan
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Title VI and Environmental Justice
Title VI of the U.S. Civil Rights Act prohibits discrimination on the basis of race, color, or national origin in programs or activities receiving federal financial assistance. A similar prohibition applies to recipients of state funds under California Government Code section 11135, which prohibits discrimination on the basis of race, color or national origin, as well as ethnic group identification, religion, age, sex, sexual orientation, genetic information, or disability.

Caltrans integrates Title VI as well as environmental justice in all activities. In the past, low-income and minority communities disproportionately bore many of the negative impacts of transportation projects, which they continue to feel the consequences from today. It is the goal of environmental justice to ensure that when transportation decisions are made, low-income and minority communities have a full opportunity to participate in the decision-making process, and they receive an equitable distribution of benefits and not a disproportionate share of burdens, which contribute to poor health outcomes.

Climate Action Plan for Transportation Infrastructure
The Climate Action Plan for Transportation Infrastructure (CAPTI) details how the state recommends shifting and 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 greenhouse gas (GHG) emissions in transportation, which account for more than 40 percent of all emissions, to reach the state's ambitious climate goals. Competitive grant applications will discuss how proposed projects will assist in implementing the CAPTI Investment Framework, Guiding Principles, and align with the Implementation Strategies and Key Actions.

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. Competitive grant applications will discuss how proposed pro jects consider climate resilience and align with the California Climate Adaptation Strategy.

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Master Plan for Aging
The Master Plan for Aging is a blueprint for aging across the lifespan, not simply a plan for today’s older adults. California’s over-60 population is projected to diversify and grown faster than any other age group. In response, the Master Plan calls on all California communities to build a California for All Ages: for older Californians currently living through the many different stages of the second half of life; for younger generations who can expect to live longer lives than their elders; for communities of all ages – family, friends, neighbors, coworkers, and caregivers – surrounding older adults. Competitive grant applications will discuss specific connections and help achieve the Master Plan’s five goals and twenty- three strategies to build a California for All Ages by 2030.

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2. SUSTAINABLE COMMUNITIES COMPETITIVE AND

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

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

Approximately $500,000 will be set-aside for Native American Tribal Governments.

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

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

A minimum threshold of 50 percent of Sustainable Communities Competitive and Technical Grants has been identified for projects that benefit underserved communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the State that are not included in urbanized areas of 50,000 in population or greater; refer to Appendix C. Caltrans/Regional Agency Boundaries Map, which indicates rural areas). For purposes of the grant program, acceptable underserved communities definitions are described in Appendix A and include:
• Rural communities of 50,000 or less and outside of urbanized areas • Native American Tribal Governments
• Regionally/locally defined underserved communities
• At or below 80% Assembly Bill 1550 (Gomez, 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) Sustainable Communities Competitive and Technical applicants must demonstrate how the project fits every aspect of the following Specific Objectives, as appropriate for the applicant and project type:
• Encourage local and regional multimodal transportation and land use planning that furthers the region’s RTP SCS/APS (where applicable). For applicants not in an MPO region, City of Montebello
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add
ress how the project encourages local and regional multimodal transportation and land use planning that advances sustainability
• Contribute to the State’s GHG reduction targets and other State goals, including but not limited to, the goals and best practices cited in the 2017 RTP Guidelines • Address the needs of underserved communities through robust public engagement • Assist in achieving the Caltrans Mission and Grant Program Objectives (See Chapter 1.2).

Sustainable Communities Technical project types do not require extensive public engagement due to their technical nature, but they will explain and demonstrate:
• How the public will be involved at later stages of the planning process • How they will collaborate with and involve appropriate stakeholders with technical expertise to review and validate quantification assumptions and methods • How stakeholders will be involved in the application and Scope of Work Technical project applications are scored under the same criteria as all other project types, but they are grouped with other technical projects, and they compete at the same level. Refer to Chapter 2.2 for Example Technical Project Types. Applicants should contact their Caltrans District listed in Appendix D to help decide which grant category is the best fit for their project.

Below is a list of Appendix A. Guidance, Tools, and Resources to assist applicants in preparing a competitive grant application that is consistent with the Grant Program Objectives, Grant Program Considerations, and Specific Objectives.
• Advance Transportation Related GHG Reduction Project Types/Strategies • Addressing the Needs of Underserved Communities
• Public Health Resources
• Active Community Engagement
• Integrated Housing, Land Use and Transportation Planning • Promote the Region’s RTP SCS/APS (where applicable) and State Planning Priorities, and Climate Adaptation Goals
• Climate-Ready Transportation
Example Project Types
The examples below are organized in the following grant project types: Active Transportation; Corridor and Freight; Social Equity; Integrated Housing, Land Use, and Transportation; Multimodal; Safety; Technical; and Transit.

Active Transportation
• Active transportation plans, including bicycle, pedestrian, and trail master plans • Plans for bike parking facilities
• Rural planning studies or plans that provide rural counties the ability to develop active transportation plans with a rural context-sensitive focus and allow for rural regions to contribute to the State’s GHG reduction targets
• Studies or plans that include a temporary built environment demonstration, e.g., tactical urbanism
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Corridor and Freight
• Comprehensive Multimodal Corridor Plans
• Corridor enhancement studies
• Studies or plans related to zero emissions vehicle goods movement • Freight/goods movement plans and studies
• Local or regional corridor plans
• Studies and plans that can help to quantify and highlight the value and importance of the rural State transportation system which connects large urban centers to rural open space, State and federal lands, and recreation and agriculture hubs. • Studies and plans to mitigate for impacts to the rural transportation system due to increased interregional tourism and visitor traffic
• Modeling improvements that address SB 743 implementation and induced travel (see Sustainable Communities – Technical grant-specific objectives in Chapter 2.1) • Complete Streets plans that consider last-mile freight • Curbside freight management plans
• Sustainable freight plans
• Agriculture goods movement plans
• Freight/supply chain resiliency studies
Social Equity
• Community Needs Assessments
• Health and transportation studies, including health equity transportation studies and other plans that incorporate health into transportation planning • Studies to improve access to social services and other community destinations for underserved communities
• Studies, plans or planning methods that address environmental justice issues in a transportation related context
• Congestion pricing studies including plans that enhance social equity and avoid inequitable cost burdens
• Planning to remove or reduce barriers created by transportation infrastructure such as highways, overpasses and underpasses, that create disconnected communities • Studies or plans to ensure that infill and transit-oriented development benefits existing residents and businesses, low-income and underserved communities, and minimizes displacement
• Outreach to educate underserved communities on mode shifts to electric forms of transportation, as part of a plan or study as appropriate • Student internships for rural agencies and/or underserved communities Integrated Housing, Land Use, and Transportation
• Studies, plans or planning methods that assist transportation agencies in creating sustainable communities and transit-oriented development
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• SCS/
APS development
• Studies that promote greater access between affordable housing and job centers • Station area planning
• Integration of transportation and environmental planning • First Mile/Last Mile project development planning
• An update to a general plan land use element or zoning code that increases development opportunities around key transportation corridors or nodes • Creation of a Transit-Oriented Development overlay zone or other special zoning district around key transportation corridors or nodes
• Studies, plans, and policies that address land use conflicts with major transportation corridors such as major highways, ports, shipping and freight corridors, etc. that are near sensitive land uses such as homes, schools, parks, etc. or potentially impacted by climate change Multimodal
• Complete Streets plans or multimodal transportation plans • Long range transportation plans for tribal governments • Studies, plans or planning methods that advance a community’s effort to reduce single occupancy vehicle trips and transportation related GHG through strategies including, but not limited to, advancing mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use • Context-sensitive streetscapes or town center plans
• Studies that evaluate accessibility and connectivity of the multimodal transportation network • Shared mobility services planning studies
• Community outreach plans for park-and-ride lots
Safety
• Bike and pedestrian plans with a safety enhancement focus, including Vision Zero plans • Community to school studies or safe routes to school plans • Traffic calming and safety enhancement plans
Technical
• Transportation modeling studies or planning activities that address SB 743 implementation and induced travel, active transportation, emerging technology, public health, VMT and other impacts
• Planning for zero or near zero emission vehicles
• Electric vehicle charging infrastructure network planning • Transit planning for zero emission bus fleets
• Planning for autonomous vehicles
• Road or parking pricing studies
• Transportation Demand Management studies
• Commute trip reduction studies and plans
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• Dat
a collection/data sharing initiatives
• Integration of transit, new emerging technologies, and shared mobility services • Educational outreach as part of a plan or study as appropriate, e.g., for mode shifts to electric forms of transportation
Transit
• Identification of policies, strategies, and programs to preserve transit facilities and optimize transit infrastructure
• Transit planning studies related to accessible transit, paratransit, mobility management, etc. • Studies, plans, or outreach for school public transit, school pool ridesharing • Strategies to increase transit ridership
• Studies or plans that evaluate commuter rail or multi-modal connectivity • Studies or plans that evaluate first and last mile transit connectivity Eligible and Ineligible Activities and Expenses
Eligible Activities and Expenses
Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Applicants need to consult with Caltrans district staff for more information on whether costs are eligible for funding.

Some examples of eligible costs include:
• Data gathering and analysis
• Report writing and the development of associated graphics • Planning consultant procurement
• Advertising for consultant procurement
• Advertising for public workshops, e.g., flyers, paid media ads • Travel expenses (See Chapter 6.5 for details)
• Up to 30 percent design or conceptual drawings
• Equipment (as defined in 2 CFR Part 200.33) 1 purchases must remain under $5,000 or depreciation will need to be taken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.436
2 provides the criteria for depreciation.
• Community surveys, meetings, public workshop room rental, charrettes, focus groups • Virtual outreach activities and on-line meetings
1 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
2 Govinfo, 2 Code of Federal Regulations, Part 200.436, 20, https://www.govinfo.gov/app/details/CFR-2022-title2-vol1/CFR-2022-title2-vol1-sec200-436

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• Biling
ual services for interpreting and/or translation services for meetings • Community/stakeholder advisory groups
• Light snacks and refreshments for public workshops (no full meals), subject to Caltrans approval
• Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. If an application has any of the following elements, it will be disqualified.

Ineligible activities and expenses include:
• Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act • Engineering plans and design specification work
• Project Initiation Documents
• Program or project implementation
• Repurposing unspent grant funds (not applicable to Sustainable Communities Formula) • Application development to pursue construction funds/project implementation • RTPs or updates to the RTP, excluding SCS/APS development • Construction projects, capital costs, such as the building of a facility, or maintenance • Office furniture purchases, or other capital expenditures • Decorations, e.g., for public workshop events
• Acquisition of vehicles or shuttle programs
• Organizational membership fees
• Incentives for public participation, e.g., full meals, prizes, freebies, promotional/marketing items, stipends
• Charges passed on to sub-recipient for oversight of awarded grant funds • Other items unrelated to the project
Tips for Successful Sustainable Communities Grant Applications Criteria for Successful Sustainable Communities Grant Applications Some guidance is provided below however, it is not intended to be all inclusive. • Integrate Grant Program Considerations (See Chapter 1.2) • Advance transportation related GHG emission reduction project types/strategies (i.e., mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use, etc.) • Identify and address deficiencies in the multimodal transportation system, including the needs of environmental justice and underserved communities, including Native American Tribal Governments and rural communities
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• Encourage stakeholder collaboration
• Involve active community engagement
• Coordinate transportation, housing, and land use planning • Result in funded and programmed multimodal transportation system improvements General Tips
• Some sections of the grant application may seem redundant when discussing underserved community engagement, overall public engagement, and stakeholder involvement. Although the general public and underserved 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 Underserved communities engagement will explain how the project will go above and beyond business as usual or what is statutorily required to address the specific needs of underserved communities and use unique methods to involve these groups in the decision-making process. Refer to Appendix A. Active Community Engagement, which includes case studies for examples of equitable community engagement.
o Stakeholder engagement will explain how partner agencies, businesses, and/or non-profit community-based organizations will be involved throughout the project. • Consult with your district representative for technical assistance before the application deadline.
• Use the Samples and Checklists provided for the Application, Scope of Work, and Cost and Schedule.
• Include Caltrans as an active partner in the study.
• Provide tailored letters of support and project area photographs to enhance the application. If applicants/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in a simple table format that lists the supporters and specifically how supporters will benefit the proposed project will suffice.

Project Description
Concisely describe the project. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.”
Project Justification
• Clearly define and explain the transportation problem or deficiency that the project will attempt to address and how the project will address the problem. Why is it critical to address the problem now? Make the case for a critical need that the project will address and support it with verifiable data, if available. • Explain how the project affects underserved communities. The tools in Appendix A are intended to help applicants define an underserved community in the project area.

Please cite data sources, the tools used, and include a comparison to the statewide thresholds that are established in each tool.

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• If the applicant is a Native American Tribal Government or a rural area (outside of the urbanized areas with 50,000 in population or greater) of the State, describe population characteristics such as demographics, location, and size.

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

Successful applications should include:

Planning for Housing, Housing Element
Compliance, and Prohousing Designation
o To avoid a deduction of 5 points, applicants must
demonstrate how they integrate housing planning
into their policies, programs, and project, or commit
to coordinate housing and transportation in future
policies and programs throughout the application
(e.g., narrative and scope of work). See Chapter 2.2
for a list of example projects that coordinate housing, land use, and transportation.
o To be eligible for a grant award, city and county
primary/sub-grant applicants are required to submit:

1. A housing element adopted by the local
government to the Department of Housing and
Community Development (HCD), and HCD
must find the adopted housing element in
substantial compliance with state housing
element law pursuant to Government Code
Section 65585.

2. Annual Progress Reports (APRs) to HCD for at
least the previous two years, 2021 and 2022.
o City or county primary/sub-applicants will receive a high recommendation from HCD if they have a Prohousing Designation, which can be earned by adopting local policies that facilitate the planning, approval, and construction of housing. The HCD Prohousing Designation Program provides incentives to cities and counties in the form of additional point s or other preference in the scoring of competitive housing, community development, and infrastructure programs. For HCD Prohousing Designation Program information and how to develop a competitive application, refer to Appendix A, Integrated Housing, Land Use, and Transportation Planning.

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

IMPORTANT TIPS:
 City and county
primary/sub-grant applicants
are required to submit:

1. A housing element
adopted by the local
government to HCD.

2. Annual Progress Reports
to HCD for at least the
previous two years, 2021
and 2022.

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Community Engagement
• Refer to Appendix A for Community Engagement Best Practices. • Evidence of additional public outreach measures that promote access to decision -making and program implementation for all segments of the community, including special needs populations, underserved communities, and a variety of socio-economic groups (e.g., households across the income and employment spectrum, ethnically and racially diverse households).
• The application narrative should outline specific
outreach strategies that will be utilized, considering
the current COVID-19 environment.
• Tailored letters of support with electronic signatures from community-based organizations or public
advocacy groups to demonstrate their support or
involvement in identifying the issues that the
proposed project is attempting to address.
• If applicants/supporters do not have the
time/resources to provide tailored letters of support,
a petition electronically signed by supporters in a
simple table format that indicates specifically how
supporters will benefit the proposed project will
suffice.

Integrated Housing, Land Use, and
Transportation Planning
• Application narrative and any relevant supporting or
illustrative data should describe how the proposed
project integrates and connects land use and
transportation, including how transportation and
land use agencies or jurisdictions are actively
collaborating on the project in all project phases.
• Competitive grant applications should demonstrate
how the project furthers this coordinated and
integrated approach to planning. For example:
o Demonstrate how the project will support or align with the region’s Regional Early Action Planning (REAP)
3 grant investments or other regional planning or implementation efforts.

REAP 2.0 seeks to accelerate infill housing development, reduce Vehicle Miles Traveled (VMT), increase housing supply at all affordability levels, affirmatively further fair housing, and facilitate the implementation of adopted regional and local plans to achieve these goals. Eligible uses include projects that invest in infrastructure to expand active transportation and fund and implement parking and transportation demand management programs or ordinances.
3 REAP Website: Programs: Active | California Department of Housing and Community Development
HELPFUL TIPS:

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

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o Des
cribe how the project aligns with state housing policies and goals by serving a community within ½ mile of a transit station or stop that has received a positive Prohousing Designation Program score, certified by HCD.
o Explain how the project is located in an area that has earned a Prohousing Designation and positive scores for Prohousing Enhancement policies from HCD. Jurisdictions supporting integrated housing, land use, and transportation planning may have policies that include Prohousing Enhancement Factors, which represent a multi-faceted approach to planning objectives, are consistent with state priorities, go beyond state law, etc.

Competitive applications may also identify a jurisdiction’s policies that promote housing development and reduce VMT. For information about the HCD Prohousing Designation Program and how applicants can develop a competitive application with Prohousing Enhancement Factors or VMT reducing policies, refer to Appendix A, Integrated Housing, Land Use, and Transportation Planning. HCD will highly recommend awards for City and county primary/sub-applicants that earn this designation.

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

The FHWA PL formula has three components:

1. A base allocation

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

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

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

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

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

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Guidance and Approval Process
Minimum Eligibility Criteria
MPOs should meet the following minimum eligibility
criteria to apply for Sustainable Communities Formula
grants:
• Of the Consolidated Planning Grant, FHWA PL
carryover is at or below 100 percent of the
annual FHWA PL allocation
• Have an RTP SCS/APS that meets the SB 375
GHG reduction targets
• Meet civil rights and environmental justice
obligations, as summarized in Section 4.2 of the
RTP Guidelines
If an MPO does not meet the minimum eligibility
criteria listed above by April 30, 2024, their allocation will be redistributed to the remaining MPOs that are
eligible and apply for the Sustainable Communities
Formula Grants.

Annual Draft Overall Work Program (OWP) Development and Approval Process Sustainable Communities Formula Grants are part of the annual draft Overall Work Program (OWP) development and approval process. The draft OWP process includes meaningful consultation with Caltrans district staff and the Headquarters Office of Regional and Community Planning (ORCP) .

MPOs are responsible for including a draft Work Element(s) for Sustainable Communities Formula Grant funds in the draft FY 2024-24 OWP and sending a list of activities using the provided template to Caltrans, no later than March 1, 2024. Draft OWPs are submitted to the district Regional Planning Liaison who will coordinate with ORCP. The draft Work Element(s) should include an explanation of how the project supports the Sustainable Communities Grant Specific Objective s and provide the same level of detail included in the grant application Scope of Work and Cost and Schedule for the Sustainable Communities Competitive Grants. The Work Element name and number must remain unchanged until the project(s) is completed. If Work Elements do not provide enough detail, MPOs will need to submit the competitive grant application Scope of Work and Cost and Schedule. More information and detailed requirements are outlined in the SB 1 Guidance for OWPs and Requests for Reimbursements, available upon request.

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

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

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

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

Sustainable Communities Formula Grants
Metropolitan Planning Organization Total Formula Grant Allocation
Tahoe Metropolitan Planning Organization $160,750
Madera County Transportation Commission $164,209
Kings County Association of Governments $162,943
Shasta Regional Transportation Agency $163,172
Butte County Association of Governments $180,569
Merced County Association of Governments $197,424
San Luis Obispo Council of Governments $195,962
Tulare County Association of Governments $246,944
Santa Barbara County Association of Governments $224,579 Stanislaus Council of Governments $291,053
San Joaquin Council of Governments $341,671
Kern Council of Governments $374,899
Association of Monterey Bay Area Governments $315,267
Fresno Council of Governments $407,484
Sacramento Area Council of Governments $774,991
San Diego Association of Governments $1,021,553
Metropolitan Transportation Commission $2,106,140
Southern California Association of Governments $5,170,390 Total $12,500,000

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4. CLIMATE ADAPTATION PLANNING
Climate change adaptation aims to anticipate and prepare for climate change impacts to reduce the damage from climate change and extreme weather events. Adaptation is distinct from, but complements, climate change mitigation, which aims to reduce GHG emissions. This funding is intended to advance adaptation planning on California’s transportation infrastructure, including but not limited to roads, railways, bikeways, trails, bridges, ports, and airports.

The State-funded Climate Adaptation Planning grants ($31.9 million) will support tribal, local, and regional identification of transportation-related climate vulnerabilities through the development of climate adaptation plans, as well as project-level adaptation planning to identify adaptation projects and strategies for transportation infrastructure. Applicants at all stages of adaptation planning efforts including those who have not yet started adaptation work are encouraged to apply.

Climate adaptation planning projects are defined by:
• Identification of transportation system vulnerabilities and climate-related risks to existing transportation infrastructure, including resilience improvement plans. • Identification of adaptation planning projects that address climate risk impacts to existing transportation infrastructure including sea level rise, storm surge, changes in temperature and precipitation.
• Planning for specific climate projects that can be programmed in existing local or regional transportation plans.

Purpose and Specific Objectives
California’s climate leadership has made the ambitious commitment to reduce greenhouse gas emissions and facilitate a transition to a carbon neutral economy. However, as made clear by the impacts already affecting California and the recent IPCC report, impacts of climate change are occurring sooner than expected and they disproportionately affect the most vulnerable among us (See Appendix A. for IPCC report). Many impacts, such as increased wildfires, droughts, landslides, rising sea levels, floods, severe storms, heat waves, and impacts to wildlife, are alre ady occurring already and are expected to become more frequent and severe.

Climate change is increasingly impacting the State’s transportation system. Adaptation efforts will enhance the resiliency of the transportation system to better withstand climate impacts. The overarching goal of this grant program is to support planning actions at local and regional levels that advance climate change adaptation efforts on the transportation system, especially efforts that serve the communities most vulnerable to climate change impacts. Taking steps now to adapt to climate change will protect public health and safety, infrastructure, and the California economy into the future.

Caltrans awarded three cycles of local adaptation planning grants allocated through th e passage of SB 1. This program operated from FY 2017-18 through FY 2019-20 and was able to fund innovative tribal, local, and regional adaptation planning grants across California. Examples of the completed projects supported by the SB 1 Climate Adaptation Planning Grant Program can be found on the California Adaptation Clearinghouse’s case study 4 page. The current funding in this
program aims to build upon the successful SB 1 program to further advance transportation adaptation planning.
4 Adaptation Clearinghouse’s case study website: https://resilientca.org/challenges/ City of Montebello
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Equit
y, including regional representation, will be considered when awarding projects. A minimum threshold of 50 percent of the funds has been identified for projects that benefit underserved communities, which includes Tribal, local, regional, and rural communities (for transportation planning purposes, rural is defined as all areas of the State that are not included in urbanized areas of 50,000 in population or greater; refer to Appendix C. Caltrans/Regional Agency Boundaries Map, which indicates rural areas). For purposes of the grant program, acceptable underserved communities definitions are described in Appendix A and include:
• Rural communities of 50,000 or less and outside of urbanized areas • Native American Tribal Governments
• Regionally/locally defined underserved communities
• At or below 80% Assembly Bill 1550 (Gomez, 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) Furthermore, up to 10% of the funds ($3.9 remaining) will be set-aside for Native American Tribal Governments.

Climate Adaptation Planning grant applicants must demonstrate how the project fits the Grant Specific Objectives listed below, as appropriate for the applicant and project type. Additional resources (guidance, data sources, etc.) to assist in achieving these objectives can be found in Appendix A:

Applicants are required to demonstrate how the proposed effort will accomplish one or more of the following:
• Identify specific transportation infrastructure vulnerabilities 5 to climate change impacts. • Identify adaptation strategies and specific actions to remedy identified climate -related vulnerabilities, including short-, medium-, and long-term strategies that will address the overall risk for the entire service life of the asset or capital project using the best available science and guidance.
• Include economic analysis and/or cost-benefit analysis of identified adaptation strategy or strategies when applicable.

Applicants must also demonstrate how the proposed effort will accomplish one or more the following:
• Identify benefit(s) to underserved communities, including transit-dependent populations. • On-going collaboration and partnerships between sectors and jurisdictions, across levels of government at a regional scale.
• Identify co-benefits of the adaptation work, such as benefits to public health, natural ecosystems, air quality, social equity, the economy, or reductions in greenhouse gas emissions. Projects prioritizing nature-based solutions through natural and green infrastructure planning and adaptation strategies will be prioritized. 5 Transportation infrastructure includes, but is not limited to, roads, railways, bikeways, trails, bridges, ports, and airports. Vulnerable transportation infrastructure is transportation infrastructure that is susceptible to the impacts of climate change (e.g., a pedestrian-use trail that cuts through a forested area that is expected to see increased fire risk due to climate change).

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• Con
sistency with priorities and goals of the 2021 California State Adaptation Strategy, as well as any applicable local/regional resilience planning, and that the effort will identify ways to incorporate transportation-related climate adaptation needs into existing transportation plans.
• Projects must include a multistakeholder process that provides an opportunity for meaningful community engagement from communities potentially impacted by any projects identified or developed as part of the planning grant.

Competitive applicants will demonstrate one or more
of the following:
• Alignment with or augmentation of existing plans, including climate action plans/adaptation plans, hazard mitigation plans, safety elements of general plans, resilience improvement plans, and/or Certified Local Coastal Programs6, that will lead to the identification and development of capital projects that can be programmed as part of local or regional transportation plans. Projects should follow State Guidance on Adaptation Planning (see Appendix A) or be aligned with local plans. • Collaboration and partnerships with diverse external stakeholders such as businesses, non - governmental agencies, community-based organizations, Federal, state, or local agencies, and community residents.
• Consideration of the adaptation needs of environmental resources in proximity to the transportation system such as coastal resources including but not limited to tidal marsh or beaches, wildlife connectivity, wetlands, or fish passage needs. • Consideration of public access and Complete Streets’ needs.

Example Project Types
Caltrans aims to fund a variety of project types from a diverse pool of applicants to respond to these climate impacts. Applicants who have adaptation planning efforts underway, as well as those who have not yet started adaptation planning, are encouraged to apply.

The examples below are provided to illustrate the range of projects that may be appropriate for the grant program, as well as to provide ideas to potential applicants. The project types range from initial vulnerability assessment and broad planning efforts to project-level planning needs, for instance through local studies on natural hazards to inform a future project. Proposed projects are not constrained by the examples below.

• Climate Vulnerability and Risk Assessments (identification of climate vulnerabilities and risks to transportation infrastructure)

• Planning for extreme weather events, which could include:
o Evacuation planning.
o Identifying communities and individuals with inadequate access to transportation options (e.g., survey to determine number and location of transit dependent residents).
o Planning for increased transportation options (e.g., multimodal) in evacuation corridors.
o Planning for roadway warning systems for extreme weather events. 6 More information about Certified Local Coastal Programs and whether a project is located in this area can be found on the Coastal Commission’s website and further verified by reaching out to Coastal Commission staff at the applicable Coastal Commission District office. https://coastal.ca.gov/lcps.html
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o Plan
ning 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.

• 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:
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.)

• Technical feasibility studies required to advance project-level adaptation planning, for instance coastal hazards analysis at a potential adaptation project location, or a precipitation study that incorporates future climate risk.

• Technical assistance projects for under-resourced and climate vulnerable communities to perform climate adaptation planning.

• Development of educational resources, trainings and workshops for local jurisdictions and transportation service providers on any of the above listed adaptation planning activities.

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
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• Proj
ect-specific staffing
• Web application development and dashboard
• Light snacks and refreshments for public workshops (no full meals), subject to Caltrans approval
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
• Regional Transportation Plans (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, e.g., “Stuff We All Get” (SWAG), full meals, prizes, freebies, promotional/marketing items, stipends
• 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.

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• Demonstrate 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 developin g a conceptual design.
• Identify and address deficiencies in the multimodal transportation system, including the needs of environmental justice and underserved communities, including Native American Tribal Governments and rural communities.
• Encourage stakeholder collaboration and include active community engagement. • Promote 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 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 underserved community engagement, overall public engagement, and stakeholder involvement. Although the general public and underserved 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 Underserved communities' engagement will explain how the project will go above and beyond business as usual to address the specific needs of underserved 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 City of Montebello
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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, will be distributed through a competitive program to MPOs and RTPAs. Funding distribution for the competitive program will depend on the quality and number of applications.

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

The objectives of the Strategic Partnerships and Strategic Partnerships - Transit grants are to :
• 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

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

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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
• 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 200.436
8 provides the criteria for depreciation,
at the Govinfo website.
• Community surveys, meetings, public workshop room rental, charrettes, focus groups • Bilingual services for interpreting and/or translation services for meetings • Community/stakeholder advisory groups
• Light snacks and refreshments for public workshops (no full meals), subject to Caltrans and federal approval
• Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. If an application has any of the following elements, it will be disqualified. Ineligible activities and expenses include:
• Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act • Engineering plans and design specification work
• Project Initiation Documents
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 City of Montebello
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• Pro
gram or project implementation
• Repurposing unspent grant funds
• Consultant mark-ups
• Application development to pursue construction funds/project implementation • RTPs or updates to the RTP
• Economic development plans or studies
• Land use plans or studies
• General Plans or updates to elements
• Construction projects, capital costs, such as the building of a facility, or maintenance • Office furniture purchases, or other capital expenditures • Decorations, e.g., for public workshop events
• Acquisition of vehicles or shuttle programs
• Organizational membership fees
• Incentives for public participation, e.g., full meals, prizes, freebies, promotional/marketing items, stipends
• 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 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 applicants/supporters do not have the time/resources to provide tailored letters of City of Montebello
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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 proc urement procedures must always be used.

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

All government funded consultant procurement transactions must be conducted using a fair and competitive procurement process that is consistent with the State Contracting Manual, Chapter 5, 9 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 9 California State Contracting Manual Volume 1, Chapter 5, 2018, https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/State-Contracting
10 Caltrans Local Assistance Procedures Manual, Chapter 10, 2020, https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance- procedures-manual-lapm
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all ag
reements 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.

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 website

11. 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 • Emphasize processes or results that can be adapted or replicated for use in multiple jurisdictions or in various parts of the state
• Document the underserved community’s involvement throughout the entire process of the proposed project and tools used to capture this information

11 ICARP Case Study website: https://resilientca.org/case-studies/ Quarterly Progress Report Timeframes
Quarter 1 Quarter 2 Quarter 3 Quarter 4
July – September October – December January – March April – June City of Montebello
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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. 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 grant project tasks/activities require a grant amount and a local match, except a grant amount for administrative Tasks 01, 02 is 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.

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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. • Sustainable Communities Formula
Fe
deral 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.

• St
rategic 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 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 specifi c 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
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 City of Montebello
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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 grant request of $300,000. Applicants must use the Local Match Calculator 13 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 be nefit more than one cost objective and cannot be readily identified with a particular final cost objective. 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 City of Montebello
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Repro
duction 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 after the grantee has received ICAP/ICRP approval from CIAO. For guidance on the ICAP/ICRP submission process, visit Caltrans Internal Audit Office 14 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 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

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

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be de
nied. 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
• 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.

Non-Discrimination Requirements
Title VI Non-Discrimination Requirement
The FHWA and the FTA each have requirements that recipients of Metropolitan Planning federal funds must demonstrate continued compliance with Title VI. Compliance with Title VI includes conducting meetings in a fair and reasonable manner that are open to all members of a community. Compliance reflects not only the law but is also a good policy that builds the kind of trust and information sharing upon which successful planning is done. Even where a city or county may not be receiving federal funding for transportation, the Civil Rights Restoration Act of 1987 also obligates that a city or county comply with Title VI, if it receives any other federal funding for any program. Refer to the Caltrans Title VI website
18 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. 17 Caltrans Travel Guide, 2020, https://dot.ca.gov/programs/accounting/travel -guide 18 Caltrans, Title IV of the Civil Rights Act of 1964, 2020, https://dot.ca.gov/programs/civil-rights/title-vi
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