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CMO PROJECT MILESTONE SCHEDULE
PURPOSE: The Project Milestone Schedule is a tool to help you know when you need to meet CMO program milestones and to think about the timing and sequence of the project milestones your project needs to have in place to have your project be successful. This template will be included in your voucher agreement and will help to track progress towards your project plan. Your project milestone schedule can be modified and updated over the voucher agreement term.
INSTRUCTIONS: To complete your Project Milestone Schedule, fill out the template below. Items marked RED are requirements, and items color-coded BLUE are for you to modify:
1. Mark the milestone number (Column A), description of the milestone to achieve (Column B), and the month number (Column C) in which you plan to achieve the milestone over the 5-year voucher agreement term, starting with Voucher Execution (0 month). Please leave Calendar Date (Column D) blank. You can insert actual calendar dates (Column D) after your voucher has been executed.
2. Add in milestones and details for your project that are other additional steps critical to achieving launch within 15 months from project kick-off meeting.
3. Add/modify rows to this template, as appropriate, based on your project plan. At a minimum, you may use this template as your project milestone schedule, but you are encouraged to modify this template to suit your project.
4. Include work start dates as individual milestones for sub-contractors and other partners.
NOTE 1: Key CMO Program Requirements with deadlines are already in the template; you may meet these deadlines sooner than listed, but no later than those listed in order for you to meet the project launch deadline of within 1 year of voucher execution.
NOTE 2: Quarterly status reporting and payment reimbursements templates will be distributed to awardees at a later date, and are intended as opportunities to reflect the progress made on each of the project milestones.
DEADLINE: Submit your completed Project Milestone Schedule to: [email protected] in Word or Excel Format PRIOR TO VOUCHER EXECUTION in order to include in your voucher agreement.
City of San Clemente
PROJECT MILESTONE SCHEDULE
OVER 5-YEAR MOBILITY PROJECT VOUCHER TERM
A.
MILEST
ONE
NUMBE
R
B.
DESCRIPTION OF MILESTONE TO BE ACHIEVED
C.
MONTH
NUMBER
ACHIEVED
D.
CALENDAR DATE
[ADD AFTER
VOUCHER
EXECUTION]
Voucher Agreement Execution – COMPLIANCE
0.1 Define the Project Teams: 0 [Input AFTER
Voucher executed]
CMO PROJECT MILESTONE SCHEDULE
x Community Outreach, Engagement, &
Marketing (Marketing/ Outreach Manager,
Outreach Associate, Community Ambassadors)
x Project Management & Admin (Project
Lead/Manager, Project Team Coordinator,
Project Team Planner)
x Design & Implementation
x Equipment Procurement
x Site Construction & Installation (Electrician,
Solar Panel Installation Technician)
x Mobility Service Operations (Launch Manager,
General/Operations Manager, Operations
Associate, Customer Service Representatives,
Vehicle Driver)
x Equipment Maintenance
0.2 City Council Authorization for grant.
(Consent Item, not a public hearing)
0 0.3 Execute Voucher agreement. 0 months
0.4 Complete team member assignments worksheet &
program implementation timeline.
Deliverables: Project team worksheet; Gantt chart of
roles & milestones
1 month
0.5 Release RFP for Mobility Provider 1 month
0.6 Become Insurance Compliant by CMO Program.
Deliverables: COI(s) & endorsements
2 months
0.7 PROJECT KICK-OFF MEETING: Project must be deemed
insurance compliant by the Program Administrator.
Deliverables: PA Team email confirmation
60 days
(Program
Requirement)
0.8 Complete (5) forms prior to service launch.
x MPV Motor Vehicle Infrastructure Form
x Confidentiality Agreement Forms & Statement
x IM Update Agreement Form
x Copy of policy & procedures for screening
drivers (if applicable)
Review Time
Sequence (after
last document
submitted):
1 week
CMO PROJECT MILESTONE SCHEDULE
x Adhere to Communication Guidelines on
marketing materials (as applicable). All
marketing materials are to be submitted for
review in advance of public dissemination.
Review of non-media materials takes 48 hours
per item.
Include Press Release? (2 weeks). If so:
x Develop Draft of Media Advisory
x Draft of Press Release
2 weeks
0.9 Complete tasks typically 2 weeks after Kickoff, must be complete by the First Data Report (due at the time of
the first Quarterly Status Report):
x Finance Training
x Evaluation Training
x GHG Emissions Data Submission*
x Issue a Baseline Resident Survey*
(*Cohort Facilitator shares after Kickoff)
2 weeks after
Kick-Off
0.10 Project Design Meeting #1
(Route, stops, charging locations, etc.)
2 months
0.11 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
(First one due less than 2 months after voucher
execution, then quarterly)
2 months
(Program
Requirement)
Due: 12/31
0.12 Secure Contract with a Mobility Provider.
Execute contract: Provide proof of contract to the
Program Administrator that a mobility provider is
secured & under contract.
3 months
(Program
Requirement)
0.13 Develop baseline survey tool, outreach & initial
marketing materials (including website).
Plan for First Public Engagement Meeting
Deliverables: Marketing & presentation materials
3 months
CMO PROJECT MILESTONE SCHEDULE
0.14 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
5 months
(Program
Requirement)
Due: 3/31
0.15 First Public Engagement Meeting
Deliverables: Outreach sign-in sheet for each meeting;
Presentation materials
6 months
0.16 Project Design Meeting #2 (route, stops, charging
locations, etc.). Discuss permitting & contracting.
6 months
0.17 Complete Program Operations Procedure Plan.
Deliverables: Copy of plan
7 months
0.18 Complete baseline survey tool & finalized post-launch Outreach & Marketing Plan.
Deliverables: Baseline survey tool; Copy of Outreach &
Marketing Plan
8 months
0.19 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
8 months
(Program
Requirement)
Due: 6/30
0.20 Outreach flyers, mail to 150 residents.
Deliverables: Printing invoice; Outreach list of
addresses; Copy of mailer
9 months
0.21 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
11 months
(Program
Requirement)
Due: 9/30
0.22 Complete Community Engagement & Recruitment
Plan, include planning for launch event; Analyze survey results; Complete post-launch survey
Deliverables: Copy of plan; Data collection & Analysis
Report; Copy of survey
11 months
CMO PROJECT MILESTONE SCHEDULE
1st Funding Year - PLANNING ([Kick-off meeting date] - 15 months) (Launch is required by 15th month)
1.0 6 CMEA Networking Meetings
Deliverables: Staff timecards
Yearly [Input AFTER
Voucher executed]
1.1 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
14 months
(Program
Requirement)
Due: 12/31
1.2 Acquire all planned CMO-funded vehicles & submit
for reimbursement.
Deliverables: Subcontractor Invoice; Purchase invoice
agreement per vehicle; Canceled checks; DMV vehicle
registration & title; Vehicle insurance cards; Photos;
Approved Third-Party Registration Form
15 months
(Program
Requirement)
1.3 Install infrastructure & submit for reimbursement.
Deliverables: Proof of purchase; Canceled checks; Copy
of registration documents; Photo installation; MPV
Capital Cost Reimbursement Form; EVITP certification
proof; CEQA Notice of Exemption; & Proof of permits
15 months
(Program
Requirement)
1.4 Auto liability coverage compliant.
Deliverables: COI and vehicle (via contractor) insurance cards
15 months
1.5 Complete weekly on-site office hours to engage
resident & enroll in mobility service.
Deliverables: Timecards, enrollment data, baseline
survey results, incentives distribution log (if applicable) 15 months
(Weekly, begin
before project
launch)
1.6 EVs are on-site and ready to launch
Deliverables: EVs pics at site location; Copy of press
release & run of show
15 months
1.7 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
18 months
(Quarterly)
1.8 Community engagement activity post-launch #1
Deliverables: Promotional material; Incentive
distribution list (if applicable); Sign-up sheets
18 months (6
months postlaunch)
CMO PROJECT MILESTONE SCHEDULE
1.9 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
20 months
(Program
Requirement)
Due: 3/31
1.10 Regular corrective maintenance for CMO-funded
vehicles.
Deliverables: Quarterly summary of 3rd party fleet
maintenance invoice
21 months
(Quarterly)
1.11 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
21 months
(Quarterly)
1.12 Community engagement activity post-launch #2
Deliverables: Promotional material; Sign-up sheets
22 months
1.13 Revised program operations procedures based on
data, feedback, and success.
Deliverables: Copy of revised program operations
procedures.
23 months
(Yearly)
1.14 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
23 months
(Program
Requirement)
Due: 6/30
1.15 Certificate of Insurance: Renewals
Deliverables: copy of renewed COI and endorsements
23 months
(End of year
renewal)
2nd Funding Year - OPERATION YEAR 1
2.0 Continue operating mobility service in compliance with CMO T&Cs.
24 months
(Yearly)
[Input AFTER
Voucher executed]
2.1 6 CMEA Networking Meetings
Deliverables: Staff timecards
Yearly
2.2 Complete weekly on-site office hours to engage
resident & enroll in mobility service.
Deliverables: Timecards; Enrollment data, Baseline
survey results
Weekly
CMO PROJECT MILESTONE SCHEDULE
2.3 Regular corrective maintenance for CMO-funded
vehicles.
Deliverables: Quarterly summary of 3rd party fleet
maintenance invoice
24, 27, 30, 33
months
(Quarterly)
2.4 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
24, 27, 30, 33
months
(Quarterly)
2.5 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
26, 29, 32, 35
months
(Program
Requirement)
Due: 9/30,
12/31, 3/31,
6/30
2.6 Analyze public user’s survey data & revise program
operations procedures based on data, feedback, &
success.
Deliverables: Copy of revised program operations
procedures.
35 months
(Yearly)
2.7 Certificate of Insurance: renewals
Deliverables: copy of renewed COI and endorsements.
35 months
(End of year
renewal)
3rd Funding Year - OPERATION YEAR 2
3.0 Continue operating mobility service in compliance with CMO T&Cs
36 months
(Yearly)
[Input AFTER
Voucher executed]
3.1 6 CMEA Networking Meetings
Deliverables: Staff timecards
Yearly
3.2 Complete weekly on-site office hours to engage
resident & enroll in mobility service.
Deliverables: Timecards; Enrollment data, Baseline
survey results
Weekly
3.3 Regular corrective maintenance for CMO-funded
vehicles.
Deliverables: Quarterly summary of 3rd party fleet
maintenance invoice
36, 39, 42, 45
months
(Quarterly)
CMO PROJECT MILESTONE SCHEDULE
3.4 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
36, 39, 42, 45
months
(Quarterly)
3.5 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
38, 41, 44, 47
months
(Program
Requirement)
Due: 9/30,
12/31, 3/31,
6/30
3.6 Analyze public user’s survey data & revise program
operations procedures based on data, feedback, &
success.
Deliverables: Copy of revised program operations
procedures.
47 months
(Yearly)
3.7 Certificate of Insurance: renewals
Deliverables: copy of renewed COI and endorsements.
47 months
(End of year
renewal)
4th Voucher Year - OPERATION YEAR 3
4.0 Continue operating mobility service in compliance with CMO T&Cs.
48 months
(Yearly)
4.1 6 CMEA Networking Meetings
Deliverables: Staff timecards
Yearly
4.2 Complete weekly on-site office hours to engage
resident & enroll in mobility service.
Deliverables: Timecards; Enrollment data, Baseline
survey results
Weekly
4.3 Regular corrective maintenance for CMO-funded
vehicles.
Deliverables: Quarterly summary of 3rd party fleet
maintenance invoice
48, 51, 54, 57
months
(Quarterly)
4.4 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
48, 51, 54, 57
months
(Quarterly)
CMO PROJECT MILESTONE SCHEDULE
4.5 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
Deliverables: Evaluation reports submitted in Alchemer
50, 53, 56, 59
months
(Program
Requirement)
Due: 9/30,
12/31, 3/31,
6/30
4.6 Analyze public user’s survey data & revise program
operations procedures based on data, feedback, &
success.
Deliverables: Copy of revised program operations
procedures.
59 months
Yearly
4.7 Certificate of Insurance: renewals
Deliverables: copy of renewed COI and endorsements.
59 months
(End of year
renewal)
5th Voucher Year (Only CMO Admin Funding) - OPERATION YEAR 4
5.0 Continue operating mobility service in compliance with CMO T&Cs.
60 months
5.1 6 CMEA Networking Meetings
Deliverables: Staff timecards
Yearly
5.2 Complete weekly on-site office hours to engage
resident & enroll in mobility service.
Deliverables: Timecards; Enrollment data, Baseline
survey results
Weekly
5.3 Regular corrective maintenance for CMO-funded
vehicles.
Deliverables: Quarterly summary of 3rd party fleet
maintenance invoice
60, 63, 66, 69
months
(Quarterly)
5.4 Record Operations: Free/subsidized rides with “x”/mi Deliverables: List of vehicles & miles traveled;
Calculations showing the full cost of ride without
subsidies
60, 63, 66, 69
months
(Quarterly)
5.5 Submit Quarterly Project Status Reports
Deliverables: Quarterly PSR submitted in Alchemer
Submit Quarterly Evaluation Reports
62, 65, 68, 71
months
(Program
Requirement)
CMO PROJECT MILESTONE SCHEDULE
Deliverables: Evaluation reports submitted in Alchemer
Due: 9/30,
12/31, 3/31,
6/30
5.6 Final End-of-Year Report Completed.
Deliverables: Final Report; invoices for graphic design and mapping services.
71 months
5.7 Voucher Agreement Term Ends. 71 months
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Annual Budget
Breakdown for
Year 4 of
Service
Operation
(Administrative
Expenses Only)
(c)
Voucher amount
requested per
unit or hour
($)
(d)
Number of units
or hours
requested
(e)
Total voucher
amount by item
($)
(f)
Project Launch
(Up to 15
Months)
($)
(g)
Year 1 of Service
Operation
($)
(h)
Year 2 of Service
Operation
($)
(i)
Year 3 of Service
Operation
($)
(j)
Year 4 of Service
Operation
($)
50,000 4 200,000 200,000 n/a n/a n/a n/a
Driver 1 (weekday) $80/hr 6240 hrs $499,200.00 n/a $166,400.00 $166,400.00 $166,400.00 n/a Driver 2 (weekday, part-time) $80/hr 3744 hrs $299,520.00 n/a $99,840.00 $99,840.00 $99,840.00 n/a Driver 2 (weekend 1) $80/hr 4680 hrs $374,400.00 n/a $124,800.00 $124,800.00 $124,800.00 n/a Driver 3 (weekend 2) $80/hr 4680 hrs $374,400.00 n/a $124,800.00 $124,800.00 $124,800.00 n/a EVSE charging electricy $52,480 n/a $17,493 $17,493 $17,494 n/a n/a n/a $ 1,800,000.00 $200,000.00 $533,333.00 $533,333.00 $533,334.00 Additional Funds Available
n/a n/a n/a n/a n/a n/a n/a n/a
Other
Operations and Maintenance
Grand TotalGrand Total - Voucher Funding Term (Voucher Funds) Grand Total - Other Funds Budget (Non-CMO Funds) Community Resource Contributions Resource contributions are assets contributed to the project to support long-term sustainability to meet the 5-year Voucher Agreement Term that includes a minimum of 4 years of service operation and beyond.
Resource contributions are not eligible for payment through voucher funding. Instructions: Add in-kind monetary resource contribution assets.
Operations and Maintenance
Direct LaborEquipment/Capital Costs (Lead Only)
Motor Vehicles and Associated Hardware
Subcontractor
MotoEV Electro Transit Buddy 15 Passenger Hard Door Wheelchair Shuttle Sample Mobility Provider Voucher Budget Worksheet (INCLUDES SAMPLE INFORMATION)Instructions: This is a sample budget worksheet to provide examples of eligible costs and how funding can be allocated. Enter data in blue cells. Do not enter data in grey or white cells. Add rows as necessary. The entire sheet is "unlocked" and it is the applicant's responsibility to ensure that subtotals and calculations are accurate. Voucher amounts and category totals must comply with allowable voucher amounts in the Implementation Manual. For any contributed resource contributions to meet the 5-year Voucher Agreement Term, indicate monetary assets under "Community Resource Contributions". It is recommended that applicants additionally complete the optional "Category Eligibility Check Worksheet" in the table below to ensure that they meet eligibility requirements for categories that have minimum and maximum requirements. Please note that administrative activities can be reimbursed during the last year of your voucher agreement (Year 4 of Service Operation), this includes insurance compliance, activities associated with payment request submissions, insurance compliance, data reporting, printing, record retention, and mailing.
Section 1: Project Components Section 2: Voucher Budget (a)
Expense Category and
Sub-Category
(b)
Item description
Description of Voucher Request Annual Budget Breakdown Up to Year 3 of Service Operation Period Cost Category Category Total Applicable Denominator Percentage Notes:
Eligibility Requirement Summary
(See Implementation Manual for Details) Conforms to Eligibility Requirement? Optional: Category Eligibility Check WorksheetInstructions: Calculate sums in "Category Total" and "Applicable Denominator" Columns. User may need to adjust example formula if additional rows were manually inserted above.
The City will donate land and infrastructure for the project. (Please see the images below for documentation purposes.) Image 1: City Hall EVSE Chargers (3)
Image 3: City Hall’s secured parking lot to store vehicles Image 4: City Hall’s secured parking lot to store vehicles Community Resource Contributions
#1: Community-Based Organizations
The Village & Age Well Senior Services
The Village is a 501c3 non-profit organization that offers programs and services for aging in place. Age Well Senior Services is a nonprofit organization that provides services, resources, and programs to seniors living in South Orange County. These include meal services (delivered and at Senior Centers), transportation, Senior Center activities and programs, case management and health & wellness services. The city is currently in partnership with Age Well, which provides multiple senior services, they also utilize a city-owned building rent-free. We also have a Letter of Support from Age Well, which is attached.
Boys & Girls Club of San Clemente
The Boys & Girls Club of San Clemente is a 501(c)3 non-profit organization that provides programs that support academic success, healthy lifestyles and good character and citizenship to enable every child, especially those who need them most, to reach their full potential as productive, caring and responsible citizens. The Boys & Girls Club have a good and active relationship with the city, and they even operate in a city-owned building within the project boundaries.
SC Downtown Business Association
We work to enhance and promote Downtown San Clemente as the historic, cultural and thriving commercial heart of the community. Our 3-part focus for supporting a thriving downtown: Business advocacy, resources and marketing & promotion; Communication and cultivation of partnerships; and Community involvement. The SC Downtown Business Association is a very active organization who works closely with the city to advocate for a healthy, successful downtown area.
SC Chamber of Commerce
Mission: To protect the free enterprise system, champion business, strive for a healthy economy and a better quality of life in our community. Similar to the SC Downtown Business Association, the SC Chamber of Commerce works closely with the city to promote and support businesses across the entire city.
Friends of San Clemente Foundation
The Friends of San Clemente, Beaches, Parks and Recreation Foundation is dedicated to building a stronger community through its support of beaches, parks, recreation, cultural and educational activities. The Foundation was founded in 2000 as a vehicle to assist our city in meeting its parks, and recreational goals. We receive, invest, and distribute funds, property and other resources to aid, sponsor, promote, advance and assist in the provision of public parks, beaches, recreation, cultural and educational services in and for the City of San Clemente. Friends of San Clemente Foundation is a nonprofit that works close with city staff to support beaches, parks, and recreation, cultural, and educational activities. We partner for multiple events throughout the year, including some events at Max Berg Park, which is located within the project boundaries.
Community Resource Contributions
#2: Project-related labor costs, prior to application submission Jessica Gatny has dedicated many hours (80+/- hours) to project management, including:
x Research and preparation of the Phase 2 application
x Preparing to launch the project: define project working groups x Timeline development to guide the project
x Prepare/modify a project budget
x Reach out to community organizations to gain community support x Begun discussions with vehicle suppliers to identify multiple vehicles to present at public engagement sessions
Community Resource Contributions
#3: Project-related labor costs, during voucher term
For long-term sustainability, the City’s intent is to use purchased NEV’s to reduce the costs of operation beyond the program term. For this reason, the City will take on the majority of costs outside of vehicle procurement and operations during the voucher term, including:
x Outreach and marketing duties
x Program management
x Research and evaluation activities
x Leading/partnering with Public Works to work on project infrastructure and to execute agreements, as needed
x Leading/partnering with Planning staff for coordinating the public outreach, including developing presentation materials, and planning and preparing for data collection techniques x Leading/partnering with Planning staff to validate invoices and process payments Community Resource Contributions
#4: Project-related Materials/Assets
Project-related materials or assets already owned by project participants and/or donated to the project that will be used during the Voucher Funding Term include:
x Providing event venues (Ole Hanson Beach Club and Max Berg Park), the attachment includes a list of available city-owned facilities
x Outreach and education expenses, including advertising (flyers and social media) x Community meetings/engagement (including presentation and meeting materials, light refreshments and snacks)
x Travel expenses
x City website (for marketing, outreach, and education purposes)
We intend to utilize the majority of the CMO grant funds for the vehicles and operation of the system, with doing so we can build the system to the greatest capacity warranted to support the community.
Public Engagement Work Plan
Objective: Gather feedback to prioritize solutions.
Goal: To engage a diverse group of stakeholders to ensure the chosen solution reflect the needs and priorities of the community.
Advertising
We will advertise the public engagement workshop(s) by utilizing fliers, our city website, social media pages, and posting/advertising with our CBOs. Create associated materials, i.e., fliers, postings, etc.
Print/post fliers.
We will also collect public input through the use of in-person and online surveys (physical versions with collection boxes at key locations, i.e., the community center and library), as well as hosting mobile booths/tables at various community events/places (i.e., farmers markets, holiday events, the Metrolink station). Create surveys and distribute/collect, as needed.
Workshop Work Plan
Identify location, date, & time. Book venue.
Determine key messages. Prepare foam boards with key information, including vehicle types & associated route options. Prepare focus group discussion guides.
Post Workshop/Survey
Compile and analyze feedback, identify recommendations, and procure vehicles and associated equipment.
Community Resource Contributions
#4: Project-related Materials/Assets
Project-related materials or assets already owned by project participants and/or donated to the project that will be used during the Voucher Funding Term include:
x Providing event venues (Ole Hanson Beach Club and Max Berg Park), the attachment includes a list of available city-owned facilities
x Outreach and education expenses, including advertising (flyers and social media) x Community meetings/engagement (including presentation and meeting materials, light refreshments and snacks)
x Travel expenses
x City website (for marketing, outreach, and education purposes) We intend to utilize the majority of the CMO grant funds for the vehicles and operation of the system, with doing so we can build the system to the greatest capacity warranted to support the community.
Community Resource Contributions
#5: Project-related Assets
Donated land for infrastructure or parking spaces:
We will be utilizing the existing EV chargers at City Hall for charging the vehicles. We also plan to store the vehicles at City Hall, when not in use. The storage area will be in the gated and secured portion of the parking lot. Please see images below:
Image 1: City Hall EVSE Chargers (3)
Image 3 & 4: City Hall’s secured parking lot to store vehicles
Cesar Hernandez 11/22/24
MOBILITY PROJECT VOUCHER
UPDATED FINANCIAL SUSTAINABILITY PLAN
ADDITIONAL FUNDING FOR MOBILITY PROJECT VOUCHER (MPV) AWARDEES OVERVIEW There is a set-aside fund specifically for currently or existing MPV funded projects. Window 1 and Window 2 MPV Awardees are eligible for up to $300,000 in additional funding for their current funded project without submitting a new voucher application.
The additional funds for Window 1 MPV Awardees may be applied to a variety of eligible activities related to insurance compliance, capital acquisition, planning and operations, administration, outreach and marketing, participation in the Clean Mobility Equity Alliance (CMEA) meetings, annual Clean Mobility Forum attendance, and other program activities only in support of the project scope outlined in their voucher agreement and/or project expansion request. If Awardees request additional funds to expand the project scope, a written justification is required with supporting documents to demonstrate additional demand (e.g., documented community feedback, updated needs assessment, etc.). Awardees must submit an updated financial sustainability plan and a revised budget that justifies the need and use of additional funds.
To apply for Additional Funding, please complete this Updated Financial Sustainability Plan by answering all required questions in the boxes, providing all relevant documentation and signatures. To receive direct technical assistance filling out this form, please contact Erlin Martinez, at [email protected].
In order to be eligible to receive additional funding set aside for current Mobility Project Voucher Awardees, the entire request and supporting documents must be completed and submitted, including all required attachments.
PROJECT INFORMATION
VOUCHER AGREEMENT NUMBER: __________________
1. LEAD APPLICANT (AWARDEE) INFORMATION
Organization Name:
Mailing Address:
City: State: Zip Code:
Project Lead Primary Contact Name:
Phone: Email:
2. MOTOR VEHICLE OWNER INFORMATION (If Applicable)
Information about the party that will take ownership of motor vehicle(s) funded by CMO. May be the same or different party than the lead applicant.
Organization Name:
Mailing Address:
City: State: Zip Code:
Project Lead Primary Contact Name:
Phone: Email:
3. MICROMOBILITY DEVICES OWNER INFORMATION (If Applicable) Information about the party that will take ownership of micromobility devices (e.g., bicycles, scooters, etc.) funded by CMO. May be same or different party than the lead applicant.
Organization Name:
Mailing Address:
City: State: Zip Code:
Project Lead Primary Contact Name:
Phone: Email:
MPV23W2A-16
City of San Clemente
910 Calle Negocio
San Clemente California 92673
Jessica Gatny, Assistant Planner
949-361-6195 [email protected]
City of San Clemente
910 Calle Negocio
San Clemente California 92673
949-361-6195 [email protected]
Jessica Gatny
4. MOBILITY OPERATOR INFORMATION
May be the same or different party than the lead applicant and/or fleet and micromobility devices owner. Indicate the mobility operator for each applicable project service model.
Project Service Model:
Organization Name:
Mailing Address:
City: State: Zip Code:
Project Lead Primary Contact Name:
Phone: Email:
Project Service Model:
Organization Name:
Mailing Address:
City: State: Zip Code:
Project Lead Primary Contact Name:
Phone: Email:
PROPOSED BUDGET AND PLAN FOR FINANCIAL SUSTAINABILITY
This section collects information about the proposed budget and your plan for financial sustainability. Projects must operate for at least 4 years from the date that operations fully launch (when participants start using the service). This period is referred to as the Project Operation Period. In this section, MPV Awardees must describe strategies for maintaining the proposed services at least throughout the project operations period in the required Financial Sustainability Plan in their additional funding request.
1. Total Voucher Amount Requested:
Executed Voucher Funding
Amount
Requested Additional Funding
Amount Not-to-Exceed $300,000
Total Voucher Amount Not-toExceed $1,800,000
San Clemente NEV Shuttles
City of San Clemente
910 Calle Negocio
San Clemente California 92673
Jessica Gatny
949-361-6195 [email protected]
$1,500,000 $300,000 $1,800,000
2. Describe your strategies for maintaining the current service(s) throughout a minimum of a 4- year project operation period. Additionally, provide detailed strategies for sustaining the expansion if you are utilizing additional funds for project expansion.
Note: This response must explain how the service will be maintained for at least 4 years of full operations and sustained beyond the Project Operation Period. Include resources required to fully operate the project for at least 4 years from the date that operations fully launch.
The City commits to sustaining the service for the entire 5-year voucher agreement term.
In fact, we desire this to be a long term service, and know that it will be very beneficial to the residents and the community as a whole. We are placed in a great position, as we already have experience running a mobility service, the trolly shuttles. We are experienced in coordinating resources, including fleet management and personnel, for operation of the service.
We will expand and improve this service through community engagement, data-driven decision making, and continuous improvements to the operation of the system.
The City contracts with California Consulting to actively monitor grant funding opportunities.
We also monitor SCAG Money Monday Newsletters for new funding sources. We anticipate OCTA's Measure V to be a potential future funding source. The City will soon be conducting a new parking study, in which a portion of the study will explore the different avenues for imposing a new in-lieu parking space fee, which may be a source of funding for future operations.
The City will explore potential partnership opportunities with Metrolink, the San Clemente Outlets, Hoag/Providence Healthcare, among others to support the project.
There is no fee associated with the use of the existing city shuttle system. Lyft also currently operates within the City bounds, and is subsided to only charge customers $2 per ride (stipulations do apply). We intend to maintain the very low, if not free, fee structure. We believe this is achievable if the system remains a fixed route.
The City requests the additional $300,000 funds to support the addition of a second, part-time weekday shuttle driver for part-time operations.
3. Describe your strategies for ensuring vehicles and equipment continue to serve the community if operation discontinues after the voucher agreement term.
The City is still exploring whether to buy the vehicles, or contract into a turn-key solution for this project. We would be in a more sustainable position for a long-term service if we buy the vehicles, which is the desired outcome. Ideally, the City will position itself to operate this service long-term.
If for some reason the service is not successful, the vehicles will remain with the City and be repurposed for another use, most likely to replace another dated vehicle from the existing fleet.
With that being said, the City commits to sustaining the service for the entire 5-year voucher agreement term. In fact, we desire this to be a long term service, and know that it will be very beneficial to the residents and the community as a whole. We are placed in a great position, as we already have experience running a mobility service, the trolly shuttles. We are experienced in coordinating resources, including fleet management and personnel, for operation of the service.
We will expand and improve this service through community engagement, data-driven decision making, and continuous improvements to the operation of the system.
The City intends to collaborate with CMEA throughout and after the timeframe of the grant project to learn from each other, and share our experiences and expertise to ensure a high level of mobility equity for the City of San Clemente. Accessing the resources, including tools and trainings, best practices, technical insight, and the peer network will be very helpful in the short term to effectively execute the project. The accessibility of the network’s expertise and resources will greatly assist in streamlining project delivery, enhance the quality of the project, and ensure that the project has visibility and support from the community.
The City will continue to leverage the network after operations begin, by sharing our data and metrics, experiences, opportunities, challenges, and lessons learned with the network. We will utilize the network to ensure the city is aware of innovative mobility solutions to continually improve efficiency, reduce costs, improve service quality, and lower environmental impact.