IN WITNESS WHEREOF, the parties hereto have caused the Amendment to the Original Agreement to be entered as of the dates written below.
PARTY OF THE FIRST PART PARTY OF THE SECOND PART
THE CITY OF VICTORVILLE LPA, INC.
By: _________________________________ By: ________________________________ Elizabeth Becerra, Jon Mills,
Mayor Chief Operating Officer
Dated: ______________________________ Dated: _____________________________
ATTEST
By: ________________________________
Jennifer Thompson,
City Clerk
Dated: _____________________________
By: ________________________________
Sandra Bostick,
Risk Manager
Dated: _____________________________
APPROVED AS TO STANDARD FORM
By: ________________________________
Andre de Bortnowsky,
City Attorney
Dated: _____________________________
SCOPE OF SERVICES
VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK
1 0/23/2025
PAGE 1 OF 15
Client: City of Victorville
Contact: Mr. Tony Camargo
Assistant to City Manager
300 North Coast Hwy.
Oceanside, CA 92054
(760) 955-5114
[email protected]
P
roject: New Police Department Building
and Civic Park
Location: Northwest Corner of the
Intersection of Seneca Rd.
and Civic Dr.
Victorville, CA 92392
Architect: LPA, Inc. “LPA”
Contact: Jeremy Hart, AIA
Principal
Director of Civic + Cultural
5301 California Ave, Suite 100
Irvine, CA 92617
(949) 701-4046
[email protected]
PRO
JECT DESCRIPTION
Th
is scope includes the Design Development and
Construction Documentation for the New Police
Department Station and Civic Park for the City of
Victorville.
Located at the Northwest Corner of the
Intersection of Seneca Rd. and Civic Dr.
Specifically APN’s 3106-261-15, 3106-261-16, 3106-
261-17, and 3106-261-18.
Within this scope of work the design team will
build upon the approved Schematic Design plans
to prepare a complete package for bidding, agency
approval and construction of an approximately
44,010 SF Single-Story Police Department and
Civic Park on the approximately 9.18 Acre Site.
S
ERVICES
LPA CLIENT
Civil Engineering X
Landscape Architecture X
Architectural Design X
Interior Design X
Structural Engineering X
Mechanical Engineering X
Plumbing Engineering X
Electrical Engineering X
Lighting Design X
Low Voltage Technology X
Fire Alarm Design* X
Fire Protection Engineering* X
Signage and Graphics Design X
Cost Estimation X
Furniture Integration (Supplemental) X
Building Systems Commissioning X
Audio/Visual Design X
* Design-Build deferred approval parameters
PH
ASES
Included Excluded
General X
Design Development X
Construction Documents X
Agency Approval X
Bidding / Negotiation X
Contract Administration X
Post Construction Services X
Post Occupancy Services X
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 2 OF 15
BASIC SERVICES
00 0 – GENERAL
During the project, certain activities occur in each
phase. These activities, described below, are non-
sequential and may not be applicable to all phases
of the project. These activities include:
001 Project Administration s
ervices including:
.01 I nitial consultation in development of
the Project.
.02 Project-related research.
.03 Conferences and meetings, including
meeting minutes.
.04 Communications.
.05 Travel time.
.06 Progress reports.
.07 Direction of the services of in-house
personnel.
002 Disciplines Coordination/Document
Checking s
ervices consisting of:
.01 Co ordination between LPA's services
and the services of engineering and
other involved disciplines for the
Project.
.02 Review and checking of documents
prepared for the Project.
003 Agency Consulting s
ervices including:
.01 A gency consultations.
.02 Research of critical applicable
regulations.
.03 Preparation of written and graphic
explanatory materials.
.04 Appearances on the Client’s behalf at
agency meetings.
004 Furniture Design and Management
Services ar
e included in the Basic Services.
.01 N eeds Assessment, furniture design,
an
d pricing documentation services.
.02 Pricing /Dealer Process
.03 Procurement Phase Services
.04 Installation Administration Services
30 0 – DESIGN DEVELOPMENT
In the Design Development Phase, LPA shall
provide those services to prepare from the
approved Schematic Design Documents, for
approval by the Client, the Design Development
Documents consisting of drawings and other
documents to fix and describe the size and
character of the entire Project, including
architectural, structural, mechanical, and electrical
systems, materials and such other elements as may
be appropriate. Consideration shall be given to
availability of materials, equipment and labor,
construction scheduling, maintenance
requirements and energy conservation. The
following descriptions shall apply to those services.
301 Architectural Design/Documentation
se
rvices consisting of continued
development and expansion of architectural
Schematic Design Documents to establish
the final scope, relationships, forms, size,
and appearance of the Project through:
.01 G
eneral information including sheet
index, code analysis, fire access plan,
and CAL Green checklist.
.02 Site, demolition (if applicable), floor,
roof, finish, reflected ceiling and
signage plans
.03 Building and wall sections and exterior
elevations.
.04 Typical construction details.
.05 Interior elevations.
.06 Final materials selections.
302 Structural Design/Documentation s
ervices
consisting of continued development of the
specific basic structural system(s) in
sufficient detail to establish:
.01 S
izes for all primary elements of the
gravity and lateral force resisting system
including beams, columns, decks, braces
and typical slab and wall reinforcing.
.02 Primary foundation sizes and reinforcing.
.03 Review of and design for critical
coordination clearances.
.04 Structural calculations for all major
structural elements including the
development of three-dimensional finite
element models as needed to verify the
adequacy of the structural components
depicted in the Revit model and
drawings.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 3 OF 15
.05 Drawings including foundation plan,
framing plans, elevations as needed to
describe the lateral force resisting
system, footing, column, slab and beam
schedules, typical details and details or
sections for major building components
such as canopies, roof screens and the
critical components of the seismic load
path.
303 Mechanical and Plumbing
Design/Documentation
services consisting
of continued development and expansion of
mechanical and plumbing Schematic Design
Documents to establish:
.01 Approximate equipment sizes and
capacities.
.02 Preliminary equipment selection and
layouts.
.03 Required space for equipment.
.04 Required chases and clearances.
.05 Acoustical and vibration control.
.06 Visual impacts.
.07 Energy conservation
measures/modeling.
.08 Drawings including legends and
schedules, demolition plans (if
applicable), mechanical and plumbing
floor, roof, piping and zoning plans,
enlarged plans, plumbing site plans,
sections, details, sequence of
operations diagram, riser diagram.
304 Electrical Design/Documentation
services
consisting of continued development and
expansion of electrical Schematic Design
Documents or materials lists to establish:
.01 Utility coordination
.02 Criteria for lighting and electrical
systems.
.03 Approximate sizes and capacities of
major components.
.04 Preliminary equipment and lighting
layouts.
.05 Required space for equipment.
.06 Required chases and clearances.
.07 Drawings including lead sheets, general
notes, legends and symbols, demolition
plans (if applicable), site distribution
and lighting plans, lighting
photometrics, power plans, lighting
plans, single line diagram, feeder
schedules, panel schedules, lighting
control diagram, and typical details.
.08 Fire alarm lead sheet, plans and details.
.09 Low Voltage Technology including
communications and electronic safety
and security symbols and notes, floor
plans, riser diagram, structured cabling
pathway, enlarged plans, and typical
details.
305 Civil Design/Documentation
services
consisting of continued development and
expansion of civil Schematic Design
Documents to establish the final scope and
preliminary details for the specified areas.
.01 Demolition Plan.
.02 Horizontal Control and Paving Plan.
.03 Precise Grading Plan.
.04 Earthwork Calculations.
.05 Drainage Plan.
.06 Utility Plan.
.07 Erosion Control Plan.
.08 Draft Fire Master Plan.
.09 Draft Fire Underground Plan.
.10 Draft Hydrology Study.
306 Landscape Design/Documentation
s
ervices consisting of continued
development and expansion of landscape
Schematic Design Documents to establish
final scope, relationships, forms, size, and
appearance of the Project through:
.01 Landscape notes and schedules.
.02 Overall site plan.
.03 Materials, layout and enlarged plans.
.04 Details.
.05 Planting plan/calculations.
.06 Planting details.
307 Interior Design/Documentation services
consisting of continued development and
expansion of interior Schematic Design
Documents and development of outline
specifications or materials lists to establish
the final scope and preliminary details
relative to:
.01 Interior construction of the Project.
.02 Special Interior design features.
.03 Furniture and equipment planning.
.04 Materials, finishes and colors.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 4 OF 15
308 Fire Protection Design/Documentation
s
ervices consisting of:
.01 Drawings including general
i
nformation. Site plan, floor plan,
building sections, typical and seismic
bracing details.
.02 System is to be delivered as a design-
b
uild deferred approval installation.
309 Building Information Modeling (BIM)
c
onsisting of:
.01 Design Development drawings for all
d
isciplines (except as noted) will be
prepared utilizing Autodesk’s REVIT
BIM software to Level of Development
(LOD) 200.
.02 Civil drawings will be prepared using
A
utodesk’s Civil3D software.
.03 Landscape drawings will be prepared
u
sing Autodesk’s AutoCAD software.
310 Materials Research/Specifications
c
onsisting of:
.01 Development of outline specifications
or update to the Basis of Design
indicating significant materials,
systems and equipment and their
criteria and quality standards.
.02 Interior and exterior material boards
identifying selection of major materials
and finishes for approval by the Client.
311 Project Development Scheduling
services
consisting of reviewing and updating
previously established schedules of the
Project.
312 Statement of Probable Construction Costs
s
ervices consisting of updating and refining
the Schematic Design Phase Statement of
Probable Construction Cost of the Project,
taking into consideration:
.01 Quantity take-offs and unit cost pricing
for materials, labor, tools, equipment,
and services required for the Work plus
estimates for the Contractor's
supervision cost, Work required by
General and Supplementary
Conditions, and an allowance for a
reasonable Contractor's overhead and
profit.
.02 Availability of materials and labor.
.03 Project delivery procedures.
.04 Construction sequencing and
scheduling.
.05 Changes in scope of the Project.
.06 Adjustments in quality standards.
313 Summary of Meetings :
.01 Two (2) in person meetings.
314 Summary of Deliverables:
.01 Drawings.
.02 Basis of Design document, or
outline specifications.
.03 Material boards.
.04 Schedule update.
.05 Statement of Probable Construction
Cost.
.06 Meeting Minutes.
400 – CONSTRUCTION DOCUMENTS
In the Construction Documents Phase, LPA shall
provide those services to prepare, from the
approved Design Development documents, for
approval by the Client, Construction Documents
consisting of Drawings, Specifications and other
documents setting forth in detail the requirements
for construction of the Project and bidding and
contracting for the construction of the Project. The
following descriptions shall apply to those services:
401 Architectural Design/Documentation
s
ervices consisting of preparation of
Drawings based on approved Design
Development Documents setting forth in
detail the architectural construction
requirements for the Project. Deliverables
include:
.01 General information including sheet
index, code analysis, fire access plan,
and CAL Green checklist.
.02 Site, demolition (if applicable), floor,
roof, finish, reflected ceiling, signage,
and enlarged plans.
.03 Building and wall sections and exterior
elevations.
.04 Door, window/opening schedules, and
elevations.
.05 Details.
.06 Interior elevations.
.07 Vertical circulation (if applicable) plans
and sections.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 5 OF 15
.08 Owner-provided equipment layouts
and coordination schedules (if
applicable).
402 Structural Design/Documentation
services
consisting of preparation of structural
engineering calculations, Drawings and
Specifications based on approved Design
Development documents, setting forth in
detail the structural construction
requirements for the Project. Deliverables
include:
.01 General notes.
.02 Typical, site, and framing details.
.03 Foundation plans, framing plans,
elevations, footing, column, slab and
beam schedules, typical details and
details or sections for major building
components such as canopies, roof
screens and the critical components of
the seismic load path.
.04 Brace frame, and/or shear wall, and/or
moment frame, and/or truss elevations.
.05 Stair framing (if applicable).
.06 Final engineering calculations.
403 Mechanical and Plumbing
Design/Documentation
services consisting
of preparation of final mechanical and
plumbing engineering calculations,
Drawings and Specifications based on
approved Design Development documents,
setting forth in detail the mechanical
construction requirements for the Project.
Deliverables include:
.01 Final equipment selections, sizes, and
layouts.
.02 Final energy compliance modeling,
calculations, and compliance forms.
.03 Drawings including legends and
schedules, demolition plans (if
applicable), mechanical and plumbing
floor, roof, piping and zoning plans,
enlarged plans, plumbing site plans,
sections, details, sequence of
operations diagram, riser diagram.
404 Electrical Design/Documentation
services
consisting of preparation of final electrical
engineering calculations, circuiting,
compliance documentation, drawings and
Specifications based on approved Design
Development Documents, setting forth in
detail the electrical construction
requirements for the Project. Deliverables
include:
.01 Drawings including lead sheets, general
notes, legends and symbols, demolition
plans (if applicable), site distribution
and lighting plans, lighting
photometrics, power and mechanical
plans, lighting plans, single line
diagram, feeder and panel schedules,
lighting control diagram, and typical
details.
.02 Fire alarm drawings including lead
sheet, plans and details.
.03 Low Voltage Technology drawings
including communications and
electronic safety and security symbols
and notes, floor plans, riser diagram,
structured cabling pathway, enlarged
plans, and typical details.
405 Civil Design/Documentation
services
consisting of preparation of final civil
engineering Design, Drawings and
Specifications based on approved Design
Development documents, setting forth in
detail the civil construction requirements
for the Project including the following.
Deliverables include:
.01 Title Sheet.
.02 Demolition Plan.
.03 Horizontal Control and Paving Plan.
.04 Precise Grading Plan.
.05 Earthwork Calculations.
.06 Drainage Plan.
.07 Utility Plan.
.08 Erosion Control Plan.
.09 Detail Plans.
.10 Fire Master Plan.
.11 Fire Underground Plan.
.12 Hydrology Study.
.13 Engineer’s Cost Estimate Form.
406 Landscape Design/Documentation
s
ervices consisting of preparation of
Drawings and Specifications based on
approved Design Development Documents,
setting forth in detail the landscape
construction requirements for the Project.
Deliverables include:
.01 Landscape notes and schedules.
.02 Overall site plan.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 6 OF 15
.03 Materials plan.
.04 Layout plan.
.05 Enlargements/sections.
.06 Elevations.
.07 Details.
.08 Irrigation plan/legend.
.09 Irrigation notes/AB1881 calculations.
.10 Irrigation details.
.11 Planting plan/calculations.
.12 Planting details.
407 Interior Design/Documentation consisting
of preparation of Drawings and
Specifications based on approved Design
Development documents, setting forth in
detail the requirements for interior
construction for the Project.
408 Fire Protection Design/Documentation
s
ervices consisting of:
.01 Drawings including general
i
nformation. site plan, floor plan,
building sections, typical and seismic
bracing details.
.02 System is to be delivered as a design-
b
uild deferred approval installation.
409 Materials Research/Specifications
c
onsisting of:
.01 Assistance to the Client in development
and preparation of Bidding documents
which describe the time, place and
conditions of bidding, bidding forms,
and the form(s) of Agreement between
the Client and Contractor(s).
.02 Assistance to the Client in development
and preparation of the Conditions of
the Contract (General, Supplementary,
and other Conditions).
.03 Development and preparation of
Specifications describing materials,
systems and equipment, workmanship,
quality, and performance criteria
required for the construction of the
Project.
.04 Compilation of Project Manual
including Conditions of the Contract,
Bidding Documents and Specifications.
410 Building Information Modeling (BIM)
c
onsisting of:
.01 Construction Documents drawings for
a
ll disciplines (except as noted) will be
prepared utilizing Autodesk’s REVIT
BIM software to Level of Development
(LOD) 200.
.02 Civil drawings will be prepared using
A
utodesk’s Civil3D software.
.03 Landscape drawings will be prepared
u
sing Autodesk’s AutoCAD software.
411 Project Development Scheduling services
consisting of reviewing and updating
previously established schedules of the
Project.
412 Statement of Probable Construction Cost
s
ervices consisting of advising the Client of
any adjustments to, and, when the
Construction documents are approximately
90% complete, updating of the Design
Development Phase Statement of Probable
Construction Cost of the Project,
considering:
.01 Quantity take-offs and unit cost pricing
for materials, labor, tools, equipment,
and services required for the Work plus
estimates for the Contractor's
supervision cost, Work required by
General and Supplementary
Conditions, and an allowance for a
reasonable Contractor's overhead and
profit.
.02 Changes in materials, systems or
details of construction which have
occurred during preparation of the
Construction Documents.
.03 Known changes in the cost of materials,
labor, and services since preparation of
the previous Statement of Probable
Construction Cost.
.04 Adjustments for known or anticipated
changes in the bidding market relative
to the Project.
413 Summary of Meetings :
.01 Two (2) in-person meetings.
.02 One (1) agency meeting.
414 Summary of Deliverables:
.01 Building construction drawings.
.02 Site construction drawings.
.03 Specification (Project Manual).
.04 Schedule update.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 7 OF 15
.05 Statement of Probable Construction
Cost update.
.06 Meeting Minutes.
500 – AGENCY APPROVAL
In the Agency Approval Phase, LPA shall provide
those services to process Construction Documents
through the appropriate Agency(ies) Having
Jurisdiction (AHJ’s) to obtain plan check
approval. The following descriptions shall apply to
those services:
501 Local Agency Plan Check Approval
s
ervices including submittal of plans to the
Building Department and/or other agency
departments including:
.01 Assistance to the Client in the
preparation of the application(s).
.02 Coordination with the agency(ies) to
determine plan check fees.
.03 Submittal to agency(ies) for plan check
review. Response to plan check
comments as necessary to obtain
approval.
.04 Distribution of approved sets of
documents.
.05 Coordination with the agency(ies) to
determine permit fees and other
requirements (permits to be pulled by
Contractor).
502 Summary of Meetings :
.01 One (1) agency meetings.
.02 Two (2) plan check meetings.
503 Summary of Deliverables:
.01 Agency-approved Construction
Documents.
.02 Agency-approved Specification
(Project Manual).
.03 Schedule update.
.04 Meeting Minutes.
600 – BIDDING / NEGOTIATION
I
n the Bidding Phase, LPA, following the Client’s
and appliable agency’s approval of the
Construction Documents and of the most recent
Statement of Probable Construction Cost, shall
provide those services for LPA to assist the Client
in obtaining bids or negotiated proposals and in
awarding and preparing contracts for
construction. In the case of phased construction,
the Client may authorize bidding and/or
negotiation of portions of the Work prior to
completion of the Construction Documents
Phase. The following descriptions shall apply to
those services:
601 Bidding Materials
services consisting of
organizing and handling Bidding
Documents for:
.01 Coordination.
.02 Reproduction.
602 Addenda s ervices consisting of preparation
and distribution of Addenda as may be
required during bidding or negotiation and
including supplementary Drawings,
Specifications, instructions, and notice(s) of
changes in the bidding schedule and
procedure. Services include submittal of
addenda to the appropriate agency for plan
check approval, as required, and
distribution of the approved addenda to
prospective bidders.
603 Bidding/Negotiations
services consisting of:
.01 Participation in pre-bid conferences.
.02 Responses to questions from bidders
or proposers and clarifications or
interpretations of the Bidding
Documents.
604 Analysis of Alternates/Substitutions
s
ervices consisting of consideration,
analyses, comparisons, and
recommendations relative to alternates or
substitutions proposed by bidders or
proposers either prior to receipt of Bids or
proposals, or after as determined by
bidding procedures.
605 Summary of Meetings :
.01 One (1) Pre-bid conference / job walk.
606 Summary of Deliverables:
.01 Bid documents (plans and
specifications)
.02 Addenda.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 8 OF 15
700 – CONTRACT ADMINISTRATION
In the Contract Administration Phase, LPA shall
provide those services necessary for the
administration of the construction contract.
Additionally, Construction Management services
will be provided by Griffin Structures, Inc. (GSI)
under LPA’s contract (refer to attached GSI
proposal). The following descriptions shall apply
to LPA’s services:
701 Office Construction Administration
s
ervices consisting of:
.01 Processing of submittals, including
receipt, review of, and appropriate
action on Shop Drawings, Product
Data, Samples, and other submittals
required by the Contract Documents.
a. Shop Drawings and submittals
review (limit two iterations per
submittal) to be reviewed and
returned in fifteen (15) working
days.
b. Distribution of submittals to the
Client, Contractor and/or
Construction Manager, as required.
c. Maintenance of master file of
submittals and associated
reporting log.
.02 Interpreting the contract documents,
including receipt, review of, and
appropriate action on Requests for
Information (RFI’s).
a. Issue clarifications as necessary to
address and resolve questions or
inquiries from the Contractor.
b. Unwarranted or incomplete
requests will be rejected.
c. Excessive and repeated
submissions by the Contractor
shall be provided as an additional
service.
d. Maintenance of master file of RFI’s
and associated reporting log.
e. RFI’s to be reviewed and returned
in five (5) working days.
.03 Related communications.
702 Construction Field Observation
services
consisting of visits to the site at intervals
appropriate to the stage of construction to
become generally familiar with the progress
and quality of the Work and to determine in
general if the Work is proceeding in
accordance with the Contract Documents,
including:
.01 LPA site visits as required based on
construction progress for eighty (80)
weeks of construction.
.02 Field Observation does not include any
inspection or approval of built or
planned construction work.
.03 LPA shall advise the Client when Work
is observed that does not conform with
the Contract Documents and shall
make recommendations regarding
correction of such Work.
.04 Coordination with Project Inspector,
and materials testing labs.
.05 Related communications.
703 Changes, Quotation Requests , and
Change Order
services consisting of:
.01 Preparation, reproduction and
distribution of Drawings and
Specifications to describe Work to be
clarified or modified.
.02 Evaluation and recommendations of
proposals from Contractor(s) for
reasonableness of quantities and costs
of labor and materials.
.03 Evaluation and recommendations of
proposals relative to changes in time
for Completion.
.04 Assisting in the preparation of
appropriate modifications of the
Contract(s) for Construction.
.05 Review and recommendations
regarding Contractor claims, disputes,
or other matters in controversy
between the Client and Contractor.
.06 Related communications.
704 Construction Cost Accounting
services
consisting of:
.01 Evaluation of Applications for
Payment and certification thereof.
.02 Related communications.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 9 OF 15
800 – POST- CONSTRUCTION
I
n the Post-Construction Phase, LPA and GSI shall
provide those services to assist the Client in the
closeout of the project and use and occupancy of
the facility. The following descriptions shall apply
to those services:
801 Project Closeout
services initiated upon
notice from the Contractor(s) that the
Work, or a designated portion thereof which
is acceptable to the Client, is sufficiently
complete, in accordance with the Contract
Documents, to permit occupancy or
utilization for the use for which it is
intended, and consisting of:
.01 A detailed review with Client’s
representative for conformity of the
Work to the Contract Documents to
verify the list submitted by the
Contractor(s) of items to be completed
or corrected.
.02 Determination of the amounts to be
withheld until final completion.
.03 Issuance of Certificate(s) of Substantial
Completion.
.04 Review upon notice by the
Contractor(s) that the Work is ready
for final review and acceptance.
.05 Notification to the Client and
Contractor(s) of deficiencies found in
follow-up review, if any.
.06 Final review with Client’s
representative to verify final
completion of the Work.
.07 Receipt and transmittal of warranties,
affidavits, receipts, releases and
waivers of lien or bonds indemnifying
the Client against liens.
.08 Issuance of final Certificate(s) for
Payment.
.09 Receipt of complete, Contractor-
annotated as-built markup drawings
and specifications (if appropriate) and
review to confirm as-builts accurately
reflect clarifications and changes
issued through the course of
construction. Transmittal of as-built
drawings and specifications to the
Client for their records.
9 00 –
FURNITURE DESIGN AND
MANAGEMENT SERVICES
I
n the Furniture Design and Management Service
phase(s) of the project, LPA shall provide the
following services necessary to design, document
and assist the Victorville Police Department (VPD -
San Bernardino County Sheriff) and the City of
Victorville in securing third party vendors who will
provide procurement services including
documentation, order fulfillment, manufacturing,
and installation of furniture for the Victorville
Police Department Project.
PROJECT ASSUMPTIONS
The project scope is limited to Police Service type
s
paces including RTIC Specialty furniture based on
Schematic Design space plan. Approximate square
footage is 44,010 as a one-story structure. The
furniture budget assumption is approx. $2,301,000.
Site furniture is covered in other scope sections.
Fitness equipment is excluded from this service as
the City’s vendors will install it.
Schedule durations:
.01 Phase 1 would be performed during
C
onstruction Documentation phase
through midpoint during construction
.02 Phase 2 and 3, at least one (1) year
p
rior to opening.
901 Phase 1 - Needs Assessment, furniture
design, and pricing documentation services.
.01 Meet with key VPD/ City
r
epresentatives to develop furniture
goals and programmatic needs for the
project spaces that meet function,
scale, appropriateness, longevity,
budget, and schedule.
.02 Review and update previously
p
repared itemized project furniture
budget and preliminary schedule for
approval by VPD/City representatives.
.03 Research manufacturers who provide
e
stablished pre-negotiated
government contracts such as CMAS,
NJPA, Omnia Partners, Sourcewell and
TIPS and meet budget goals and
discuss established protocols with
City.
.04 Discuss conceptual imagery based on
e
stablished ‘characteristic’ criteria for
office spaces, meetings, ancillary and
RTIC furniture.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 10 OF 15
.05 Organize three (3) manufacturers
t
ours to select to further understand
key functional priorities for office
furniture and seating with VPD/ City
committee.
.06 C
reate design specifications with
imagery, finishes, quantities and
supporting technical criteria.
.07 Recommend material and finish
c
ompatibility based on available
options from select manufacturers to
establish pricing criteria.
.08 Develop furniture setting plans, keyed
t
o furniture types.
.09 Deliverables include up to seven (7)
m
eetings- (3) in person tours and (4)
Online, a preliminary milestone
schedule, an updated Itemized
furniture budget, furniture design
package for obtaining pricing,
documents including written outline
specifications, images and tagged
furniture plan.
902 Phase 2
- Pricing /Dealer Process
U
pon authorization to proceed, LPA can
provide the following to assist the VPD/City
in final dealer selection:
.01 Provide specification packages to
s
elected furniture dealers on behalf of
the Cities. LPA will provide level of
finish grades for pricing purposes only
at this phase.
.02 LPA will consider bid alternates and
e
valuate the criteria established and
report to the City for final direction to
dealer.
.03 LPA to answer dealer questions
r
elated to furniture specifications and
provide clarifications as needed.
.04 Dealers to develop product placement
d
rawings and provide final product
bid pricing and specifications,
including final cut sheets.
.05 Validate and Review bids and
c
ompleteness of dealer packages.
.06 Attend- online- up to (2) dealer
i
nterviews with City.
.07 Assist VPD and the City
r
epresentatives to select final dealer
for project implementation.
.08 Deliverables include up to three (3)
o
nline Client meetings, and review of
dealer validation package.
903 Phase 3 - P rocurement Phase Services
.01 Assist VPD / City representatives and
a
ward furniture dealers in the selection
of final furniture finishes including
textiles, woods, laminates, paint,
composites to coordinate with
architectural and interior finishes.
.02 Review Dealers’ finalized layouts for
s
cale, function, and infrastructure
coordination. Resolve options.
.03 Review dealer(s) final proposals and
c
onfirm pricing is based on approved
pricing contracts. All product model
numbers are to be verified by the
dealer.
.04 Review final dealer-generated detailed
f
urniture installation plans and sheet
specifications for design intent, only.
.05 Dealer to manage furniture scope to
b
udget and alert LPA/VPD/City if there
are exceeding the budget.
.06 Development of final detailed furniture
s
pecifications and final sign off by VPD
and City representatives is the
responsibility of the selected dealer(s).
.07 Deliverables include up to Six (6)
m
eetings with VPD and City and
selected dealer(s), one (1) set of
reviewed/marked up dealer
specifications, final furniture finish
selections, and power/data
coordination.
904 Installation Administration Services
.01 Furniture dealer(s) shall coordinate
with the General Contractor for final
delivery and installation dates, confirm
access and procedures with the
building owner.
.02 Dealers are responsible for locating
critical power / voice / data feeds in
the field with the General Contractor.
.03 Respond to dealer questions that may
arise during installation, related to
design intent.
.04 Upon completion of installation, LPA
shall attend a (1) one day job walk to
confirm completeness and develop and
issue the corrective work / punch list of
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 11 OF 15
missing items or corrective measures
required.
.05 Deliverables include up to two (2)
meetings during the construction and
installation phases, and (1) one day
field visit at completion of installation.
S
UPPLEMENTAL SERVICES
I
n addition to the generally sequential services
chronologically arranged and described in Phases
000 through 800, LPA can, upon written
authorization from the Client and approval of
additional fees, provide Supplemental
Services. These non-sequential services may be
provided during a single Phase of services or
during several phases. The following descriptions
may apply to those Supplemental Services.
071 Special Studies
services consisting of
investigation, research, and analysis of
Client’s special requirements for the Project
and documentation of findings, conclusions,
and recommendations for Master Planning
to provide design services relative to future
facilities, systems and equipment which are
not intended to be constructed as part of
the Project during the Construction Phase.
072 Life Cycle Cost Analysis
services consisting
of assessment, based on established
relevant economic consequences over a
given period, of:
.01 A given planning and design solution
f
or the Project.
.02 Alternative planning and design
s
olutions for the Project.
.03 Selected systems, subsystems or
b
uilding components proposed for the
Project.
PROPOSED COMPENSATION
T
he following is the proposed compensation for
the Scope of Services identified.
Phase III – Police Station:
Basic Services: $3,659,774
Construction Management: $896,800
Furniture Management: $50,000
Total Police Station Fee $4,606,574
Phase III – Civic Park:
Basic Services: $ 525,375
Construction Management: $224,200
Splash Pad: $89,700
Total Civic Park Fee $839,275
GRAND TOTAL
FEE:
$5,44 5,849
Supplemental Services:
Due to the unknown
nature of the requirements for Supplemental, no
specific fee has been identified. Fees may be
provided by LPA, as requested by the Client and
pending clarification of the deliverables.
Hourly Rates: I
n the event Additional Services are
warranted due to a change in the project scope,
LPA shall submit a proposal to the Client for review
and approval prior to proceeding with the services.
Where possible, LPA shall submit a fixed fee
proposal, but LPA may, at the Client’s option,
perform services to be invoiced on an hourly basis.
In that scenario, the following hourly rates will
apply for professional service fees:
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 12 OF 15
BASIC HOURLY RATES
Role Rate
Principal $315.00
Discipline Director $275.00
P
roject Director $260.00
Senior Project Leader $225.00
Project Leader $215.00
Design Coordinator II $175.00
Design Coordinator I $150.00
Designer III $135.00
Designer II $125.00
Designer I $115.00
Intern $85.00
Support Roles
Director $250.00
Manager $170.00
Senior Specialist $155.00
Specialist III $115.00
Specialist II $100.00
Specialist I $90.00
N
OTE: These rates become effective January 1,
2025 and are subject to change annually.
Billing / Payment: L PA shall invoice the Client
monthly for a percentage of the work completed
consistent with the terms of the Contract. Payment
is due thirty (30) days from the date of the
invoice. LPA reserves the right to stop all current
services and notify the Client if payment is not
received within thirty (30) days.
EXCLUSIONS
T
he following are not included in this Scope of
Services, and some, at LPA’s option, may be
included at additional fee upon the Client request:
.01 Hydrology studies of off-site areas which
are not tributary to the project site.
.02 Services related to replacement and
upgrade of underground facilities on public
streets.
.03 Any consultant not specifically identified.
.04 Submittal and coordination with Caltrans,
Fish and Game, Army Corps of Engineers,
Flood Control, or any agency other than the
city or as specifically noted.
.05 Services related to annexation of site into
City, coordination with school district,
noise/air quality studies, water rights,
environmental studies, agency fees and
permits (NPDES, excavation, flood control,
etc.), property or ROW acquisitions,
extraordinary requirements placed on the
project by the governing agencies, revision
to plans due to planning, layout or master
plan changes, wetland
investigation/mitigation, capital
improvement program and/or finance plan.
.06 Potholing of existing underground utility
lines.
.07 Submittal(s) fees.
.08 Traffic Control Plans
.09 Intersection Traffic Signal Design.
.10 Construction staking services and grade
verifications.
.11 Record of Survey.
.12 ALTA/ASCM Land Title Survey.
.13 Off-Site Improvements.
.14 Encroachment Plans.
.15 Offsite utility line relocation or adjustments.
.16 Fountain consultant and design.
.17 Aquatic facilities.
.18 Relocation or undergrounding of power
lines.
.19 Underground Utility Survey.
.20 Special Utility Permits not listed.
.21 Easements: The abandonment, revising, or
writing of easements is not included in this
Scope of Services.
.22 Mapping (Lot Line adjustments and Parcel
Maps).
.23 Acoustics.
.24 Hazardous materials studies.
.25 All street lighting, signalization, or
temporary power design are excluded.
.26 Storm Water Pollution Prevention Plan
(SWPPP) and Notice of Intent (NOI) are
excluded and are anticipated to be provided
by the Client.
.27 Conditional Use Permit.
.28 Commissioning
.29 Enhanced Commissioning.
.30 LEED certification and/or registration fees.
.31 Utility incentive programs.
.32 Permit, Plan Check, testing or any agency
fees.
.33 Rendering, flythrough, 3D graphics or other
presentation, fund raising, or marketing
material.
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 13 OF 15
.34 Any item not specifically noted as included
in the Scope of Services.
.35 Improvements to adjacent city streets.
.36 Off-site engineering in all areas outside the
property line.
.37 Special disciplines consultation services
consisting of retaining, directing, and
coordinating the work of special disciplines
consultants identified from the following list
or any other sources not listed, whose
specialized training, experience, and
knowledge relative to specific elements and
features of the Project are required for the
Project:
a. Acoustics.
b. Communications.
c. Computer Technology.
d. Construction Management.
e. Dry Utilities.
f. Ecology.
g. Economics.
h. Editorial.
i. Elevators/Escalators.
j. Environmental.
k. Fire Protection.
l. Methane.
m. Public Relations.
n. Reprographics.
o. Safety.
p. Ground improvement/special
foundations.
q. Parking/Parking Structure.
r. Transportation.
s. Commissioning Agent.
S
TANDARD ASSUMPTIONS
T
he following are Scope of Services assumptions:
1. CONSULTANTS: T
he services of the
consultants included as part of this Scope of
Services will be billed at their fee plus 25% for
LPA’s coordination.
2. RESPONSIBILITIES: L
PA will be responsible
for design and documentation of the site areas
as stated on this Scope of Services. Signage,
street work, and any other site related
engineering or reports outside this scope of
work shall be by others and are not included in
this Scope of Services.
3. DRY UTILITY COORDINATION: T
he
coordination and review of designs with any
outside agency for compliance with code
requirements and obtaining of any necessary
approvals shall be by others.
4. PROJECT PHASES: T
his Scope of Services
assumes that the project shall be designed
and installed in one phase. Additional phasing
of the project shall require changes to the
Construction Documentation, Bid Negotiation
and Contract Administration phases of
work. Additional work due to phasing of the
project shall be considered as Additional
Services.
5. DELIVERY METHOD : T
his Scope of Services
assumes that the project shall be delivered
using Design-Bid-Build delivery method (GC
or CM At-Risk). In the event the Client selects
a different delivery method i.e., Design-Build,
Lease, Lease-Back, or CM Multi-Prime,
changes to the Construction Documentation,
Bid Negotiation and Contract Administration
phases of services may be required and shall
be considered as Additional Services.
6. ELECTRICAL:
Temporary power design is
excluded.
7. ENVIRONMENTAL: S
tudies for area wide
traffic impacts, cultural resources, stream
preservation or modification, soil mitigation or
clean-up, oil operations, and sensitive habitat
are not included in this proposal. It is
anticipated that the Client has the existing
studies required.
8. OFF - SITE: O
ff-site infrastructure is in place
and adequate connection points for storm
drain, water, and sewer are available at the
project boundary (or on-site) to serve the
proposed development. No studies or
development of designs of utilities beyond the
limit of the site are included.
9. BOUNDARY: T
he boundary corners for the
site have been established and monumented
by others.
10. BASE MAPPING: M
apping will be based on
available local agency vertical datum and
assumed horizontal datum, unless specifically
requested otherwise.
11. FLOOD PLAIN: T
he site is not located within
the limits of a 100-year flood plain and will not
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 14 OF 15
include any new regional drainage
improvements. Design impacts due to flood
plain issues shall be considered as Additional
Services.
12. GEOLOGIC CONDITIONS:
The site is suitable
for building without ground improvement,
deep foundations, or a structural slab-on-
grade. Design impacts due to adverse site
geologic conditions, including liquefaction and
other site geology-related seismic hazards,
shall be considered as Additional Services.
13. RECORD DRAWINGS: A
s-Built I nformation
for existing sites and facilities are to be
provided by the Client. At the conclusion of
construction of the project, as-builts are to be
provided by the Contractor. Because the
amount of such is unknown, any CADD
Drafting services required by the Client to
translate the as-builts into Record Drawings
and/or Building Information Models can be
provided as an additional service on an hourly
basis.
14. FIELD SURVEY STAKING:
Project General
Contractor will provide all field survey staking,
as-built survey and plans, and grading and wet
utilities substantial conformance letter.
15. MEETINGS:
Where the maximum number of
meetings to be included in Architect’s services
is specified herein, Architect and architect’s
consultants agree to attend, and participate in,
as many meetings as specified as part of the
Basic Services. Meetings more than those
specified will be billed as Additional Services.
16. DELIVERABLES:
The preceding description
of services general outlines the activities
associated with executing each phase of
services. The necessity for, and the extent to
which, the Architect and Architect’s
consultants must commit time and resources
to any specific activity will vary depending on
the needs of the project. Consequently, the
description of services does not represent a
comprehensive list of deliverables.
17. CONSULTATION AND COORDINATION:
All
consultations and coordination not associated
with specific meetings shall be conducting at
the sole discretion of the Architect and
Architect’s consultants, and only as necessary
for the Architect and Architect’s consultants
to complete the professional services of this
agreement.
18. DOCUMENTS: D
ocuments described in the
preceding description of services shall be
provided, as appropriate, for the needs of the
project and to a level of detail consistent with
the standard of practice for this type of
project and for the geographical area and
regulatory jurisdiction(s) in which the project
is located.
19. PROJECT CONTROL: T
he Architect shall not
have control over or charge of and shall not be
responsible for construction means, methods,
techniques, sequences, or procedures, or for
safety precautions and programs in
connection with the Work, since these are
solely the Contractor’s responsibility under the
Contract for construction. Without in any way
limiting the Architect’s responsibilities and
obligations under Title 21 of the California
Code of Regulations or the Building Standards
published by the ICBO (formerly Title 24 of
the California Code of Regulations), the
Architect shall not otherwise be responsible
for the Contractor’s schedules or failure to
carry out the work in accordance with the
Contract Documents. The Architect shall not
have control over or charge of acts or
omissions of the Contractor, subcontractors,
or their agents or employees, or of any other
persons performing portions of the Work.
20. RELIANCE :
LPA shall be entitled to rely on,
and shall not be responsible for, the accuracy,
completeness, and timeliness of, services and
information furnished by the Client and
(Client’s) consultants.
21. SHOP DRAWING AND SUBMITTAL REVIEW:
L
PA’s review of Shop Drawings and submittals
are for the limited purpose of checking for
conformance with information given and the
design concept expressed in the Contract
Documents. Review of such submittals is not
for the purpose of determining the accuracy
and completeness of other information such
as dimensions, quantities, and installation or
performance of equipment or systems, which
are the Contractor’s responsibility. LPA’s
review shall not constitute approval of safety
precautions or construction means, methods,
techniques, sequences, or procedures. LPA’s
approval of a specific item shall not indicate
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004
SCOPE OF SERVICES I VICTORVILLE POLICE DEPARTMENT AND CIVIC PARK 10/23/2025
PAGE 15 OF 15
approval of an assembly of which the item is a
component.
22. CERTIFICATE FOR PAYMENT: L PA’s issuance
of a Certificate for Payment upon review of
Contractor’s Payment Application shall not be
a representation that LPA has (1) made
exhaustive or continuous on-site inspections
to check the quality or quantity of Work, (2)
reviewed construction means, methods,
techniques, sequences or procedures, (3)
reviewed copies of requisitions received from
Subcontractors and material suppliers and
other data requested by the Owner to
substantiate the Contractor’s right to
payment, or (4) ascertained how or for what
purpose the Contractor has used money
previously paid on account of the Contract
Sum.
23. ADDITIONAL SERVICES: T
asks not included
in this Scope of Services but requested by the
Client shall be identified as such and billed at
an hourly rate unless a detailed Scope of
Services proposal is requested.
2 4. SCOPE ADJUSTMENT : If there is an
adjustment in schedule, scope, and budget,
this will result in an add service.
CLIENT RESPONSIBILITIES
1. APPROVAL:
The (Client’s) verbal request to
commence each task constitutes approval of
prior services. Changes in subsequent
services will be considered Additional
Services, documented, and billed on an hourly
basis.
2. FEES:
The Client shall pay all government
fees, permits, assessments, etc.
3. SURVEY: E xcept if indicated elsewhere herein
that LPA shall provide, the Client to provide an
accurate topographical survey, including legal
boundaries, spot elevations, existing utilities,
existing and proposed improvements, and
easements. Survey shall be provided to the
Architect in a timely manner and prior to
commencement of design services.
4. TITLE REPORT: C
lient to provide a recent
Title Report that shows the recorded property
boundary along with easements and any other
special provisions.
5. EXISTING RECORD DRAWINGS / AS -
BUILTS: C
lient to provide accurate, legible,
and appropriately scaled record drawings/as-
builts of existing building(s) and site (as
appropriate).
6. GEOTECHNICAL ENGINEERING: E
xcept if
indicated elsewhere herein that LPA shall
provide, the Client shall provide a
geotechnical report from which all structural
information shall be based. Geotechnical
report shall be provided to the Architect in a
timely manner and prior to commencement of
design services.
7. SOIL FERTILITY TEST: T
he Client shall
provide a soils test and analysis with
recommendations for amendment by a soil
testing laboratory prior to the commencement
of Design Development.
8. SPECIFICATIONS: T
he Client shall provide the
Standard General Conditions, Special
Conditions and Bidding Instructions.
9. TRAFFIC ENGINEERING:
Except where it is
indicated elsewhere herein that LPA shall
provide, the Client shall provide a current
traffic engineering study.
10. ENVIRONMENTAL: S
tudies for area-wide
traffic impacts, cultural resources, stream
preservation or modification, soil mitigation or
clean-up, oil operations, and sensitive habitat
are not included in this proposal. It is
anticipated that the Client has the existing
studies required.
END OF SCOPE OF SERVICES
EXHIBIT A, AMENDMENT 4, PHASE II1 SCOPE OF SERVICES/COST PROPOSAL, PROJECT CC23-004 Item Number: 19
City Council / Board of Directors
Written Communications
Meeting of: November 4, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Purchase of John Deere Backhoes and Dozer through Sourcewell Contract No. 011723- JDC
Recommendation:
That the Honorable City Council, Southern California Logistics Airport Authority (SCLAA), and Victorville Water District Board of Directors (Board):
(1) Approve the purchase of two (2) John Deere 410P Backhoe Loaders and one (1) John Deere 650P Utility Dozer from RDO Equipment Co. for a total not-to-exceed amount of $661,965.78, under Sourcewell Contract No. 011723-JDC; and (2) Authorize the City Manager/Executive Director/General Manager to execute any and all documents necessary for such purchases.
Fiscal Impact:
If approved, these purchases will have a total fiscal impact of $661,965.78, allocated across several account codes. Funds for these expenditures have been appropriated in the Fiscal Year 2025/26 Budget.
The following table provides a specific allocation of funds:
Equipment Account Code Budgeted
Amount
Purchase
Amount
John Deere 410P Backhoe
Loader – Assessment Districts
3705506-55040-70781
3705530-55040-70781
$105,000
$105,000
$194,349.14
John Deere 410P Backhoe
Loader – Streets Division
2205001-55040-70782
2205002-55040-70782
$103,250
$101,250
$204,484.52
John Deere 650P Utility Dozer –
Assessment Districts and Water
Production
3705530-55040-70773
4100500-55040-70773
4250700-55040-70773
4500125-55040-70773
$82,000
$82,000
$82,000
$54,000
$263,132.12
4 3
7 0
The John Deere 650P Utility Dozer, replacing Unit No. 73079, will support daily operations and emergency response activities within the Public Works and Water Department.
Purchase costs have been proportionally allocated across each division’s budget based on operational use. The Southern California Logistics Airport Authority (SCLAA) is also contributing to the replacement, as Unit No. 73079 was stolen while in SCLAA’s temporary use under a shared equipment arrangement with Public Works.
In addition, two John Deere 410P backhoes are new assets that will be utilized by crews maintaining the City’s Landscape Maintenance Assessment Districts (LMADs) and performing street maintenance operations.
Strategic Plan Goal:
Goal E: Invest in Infrastructure – Create a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovations.
The purchase of two John Deere 410P Backhoe Loaders for the Assessment Districts and Streets Divisions, along with the replacement of the utility dozer, will provide Public Works and Water staff with reliable equipment to support the maintenance of landscaping, roadways, stormwater systems, and water infrastructure. These additions and the replacement unit will expand fleet capacity, improve operational efficiency, reduce equipment downtime, and help ensure the City’s infrastructure remains safe, resilient, and well maintained for years to come.
Background:
The Public Works and Water Department are responsible for maintaining critical infrastructure throughout the City, including streets, sewer and storm drain systems, landscaped areas, medians, open spaces, and water infrastructure. Many of these services require the use of heavy equipment such as backhoes and dozers to perform excavation, grading, irrigation system repairs, erosion control, and other essential maintenance activities.
To ensure the Department has the necessary resources to meet ongoing service demands, staff identified the purchase of these units as critical to maintaining effective and timely responses to maintenance needs. The following outlines the intended use for each unit:
• John Deere 410P Backhoe Loader (410P Backhoe)
oWill be used for irrigation system repairs, planting and plant removal, clearing, grubbing, and minor grading to maintain landscaped areas within the City’s Landscape Maintenance Assessment Districts (LMADs) and other public spaces. • John Deere 410P Backhoe Loader with HH80 Attachment (410P Backhoe – Streets) oWill be utilized by the Asphalt and Concrete Crews for sidewalk installations, curb and gutter improvements, Article 3 accessibility projects, and ADA-compliant curb 4 3
7 0
ramp upgrades. The HH80 hydraulic hammer attachment enhances efficiency for concrete removal and repair operations.
• John Deere 650P Utility Dozer with Slopeboard (650P Dozer) oWill replace a prior unit critical to operations. It will be used for slope stabilization, large-scale grading, erosion control, and by the Water Department for maintenance of percolation ponds. The unit will also be essential for storm recovery efforts, including debris removal, regrading of eroded slopes, and restoration of drainage paths following heavy rain or flooding events.
Discussion:
The proposed purchase of two John Deere 410P Backhoe Loaders and one John Deere 650P Utility Dozer will support the Streets Division, Assessment Districts, and Water Department in meeting both routine and emergency service demands. These units represent a critical investment in maintaining the City’s infrastructure, addressing growing service needs, and ensuring resiliency during adverse weather events.
The two John Deere 410P Backhoe Loaders will provide multi-purpose functionality that reduces reliance on multiple machines. The Assessment Districts’ unit will enhance the Division’s ability to maintain landscaped areas through irrigation repairs, planting and plant removal, clearing, and minor grading. The Streets Division’s unit, equipped with the HH80 hydraulic hammer, will significantly improve capacity and efficiency for sidewalk installations, curb and gutter projects, Article 3 initiatives, and ADA-compliant curb ramp upgrades. The hydraulic hammer also enhances productivity in concrete removal and repair operations, reducing downtime currently experienced due to limited equipment availability.
The John Deere 650P Dozer is a replacement for a prior unit that was essential to City operations. This dozer will be used for slope stabilization, large-scale grading, and erosion control, and by the Water Department for maintenance of its percolation ponds.
It will also play a vital role in storm recovery by clearing debris, regrading slopes, and restoring access routes following heavy rains and flooding. Without this equipment, response times for emergency maintenance and storm recovery would be significantly delayed.
The purchase of the dozer and two backhoes will strengthen the City’s fleet, expand capacity, and improve operational efficiency. These additions will provide staff with reliable equipment to support daily service needs, respond effectively to emergencies, and ensure the City’s infrastructure remains safe, resilient, and well maintained.
While the California Air Resources Board (CARB) is mandating a phased transition to zero-emission off-road equipment, current regulations still allow the purchase and operation of Tier 4 Final diesel engines. At this time, zero-emission alternatives for heavy off-road equipment such as backhoes and dozers remain limited and are not yet practical for the City’s operational needs. To prepare for future compliance, the City recently entered into a contract with Kittelson & Associates, Inc. to complete a Zero-Emission Fleet 4 3
7 0
Conversion Assessment. This study will evaluate available alternatives, identify barriers to conversion, assess charging infrastructure capacity, and provide phased implementation strategies to meet CARB requirements.
In accordance with Victorville Municipal Code (VMC) Sections 2.28.100 and 2.28.120, purchases of supplies and equipment exceeding $50,000 may be made through a cooperative purchasing agreement. Sourcewell, a public agency serving more than 50,000 members nationwide, offers competitively solicited contracts for specialized products and equipment. The City has successfully utilized Sourcewell contracts for similar purchases in prior years, ensuring cost savings and compliance with competitive bidding requirements.
The piggyback purchase of these John Deere units under Sourcewell Contract No. 011723-JDC fulfills the City’s competitive procurement requirements and provides significant cost savings through cooperative pricing. Public Works staff and the Fleet Maintenance Division have reviewed the specifications and quotes provided by RDO Equipment Co. and confirmed that they meet or exceed operational needs.
Delivery of the three John Deere units is anticipated within six to nine months following approval. Staff recommends that the City Council, SCLAA, and the Board approve the award to RDO Equipment Co. in the amount of $661,965.78 under Sourcewell Contract No. 011723-JDC.
Staff remains available for any questions the City Council, SCLAA, or Board may have.
Prepared By:
Summer Burgess, Management Technician
Attachments: A. Quotes from RDO Equipment Co.
B. Sourcewell Contract #011723-JDC
C. Photos of Units (for reference)
Attachment A:
Quotes from RDO
Equipment Co.
Investment Proposal (Quote)
RDO Equipment Co.
20 Iowa Avenue
Riverside CA, 92507
Phone: (951) 778-3700 - Fax: (951) 778-3746
Proposal for:
CITY OF VICTORVILLE
PO BOX 5001
VICTORVILLE, CA, 923935001
SAN BERNARDINO
Investment Proposal Date:
Pricing Valid Until:
Deal Number:
Customer Account#:
Sales Professional:
Phone:
Fax:
Email:
1/24/2025
11/7/2025
1860977
5000030
Mark Skye
1 (951) 213-2895
[email protected]
Comments
Sourcewell Contract #011723-JDC
City of Victorville ID# 26845
Equipment Information
Quantity Serial Number
Stock Number
Hours
(approx.)
Status / Year / Make / Model
Additional Items
Cash Price
1 TBD
TBD
0 New 2025 JOHN DEERE 410P $171,150.85
Warranty -John Deere Comprehensive-72 Months, 3000
Hours,Deductible: 0, Exp Date: 8/7/2031
$7,561.00
Equipment Subtotal: $178,711.85
Purchase Order Totals
Balance: $178,711.85
CA STATE TAX: $10,722.71
CA COUNTY TAX: $446.78
CA CITY TAX: $1,787.12
CA SPECIAL TAX: $2,680.68
Sales Tax Total: $15,637.29
Sub Total: $194,349.14
Cash with Order: $0.00
Balance Due: $194,349.14
D1860977 Page 1 of
2 Equipment Options
Qty Serial Number Year / Make / Model Description
1 TBD 2025 JOHN DEERE 410P 17E1T 410 P-Tier Backhoe Loader 0202 United States
0351 Translated Text Labels
0259 English
0606 Level 2 Cab
0652 Level 2 Performance Package
0950 Less Vision System
1210 Premium Package Radio
8030 Fire Extinguisher Bracket
8096 Premium Mirrors - Exterior Rear View Mirrors (2) and Front View Mirror (1)
8109 Flip-down Front Sun Visor
183N JDLink™
3009 Autoshift Transmission - Mechanical Front Wheel Drive (MFWD) with Limited Slip Differential
4006 John Deere 4.5L - FT4/Stage IV
8075 Diagnostic Oil Sampling Ports
5250 Galaxy 21L-24 12PR Rear & 12.5/80-18 10PR Front
6155 Dual Batteries with Disconnect and Jump Post
8226 LED 4-Corner Beacon Lights
6752 Extendible Dipperstick
6577 1250 lb. (567 kg.) Front Counterweight
7002 Auxiliary Hydraulics with One & Two Way Flow (Hammer & Thumb/Swinger)
7028 Pilot Controls, Two Lever, with Pattern Selection
7040 Three-Function Loader Hydraulics, Single Lever
8165 Auto Ride Control
7806 24 in. (611 mm.) Heavy-Duty Bucket, 6.9 cu. ft. (0.20 cu. m.) 7861 92 in. (2.35 m.) Multi-Purpose Bucket, 1.31 cu. yd (1.00 cu. m.) 8025 Thumb - 37 in. 4 Tine
AT320194 Door, right assembly (right assembly)
AT187707 License Plate Bracket and Light
AT186288 SMV EMBLEM
7706 Multi-Brand Quick Coupler - 37 in. Thumb Ready
D1860977 Page 2 of
2 Investment Proposal (Quote)
RDO Equipment Co.
20 Iowa Avenue
Riverside CA, 92507
Phone: (951) 778-3700 - Fax: (951) 778-3746
Proposal for:
CITY OF VICTORVILLE
PO BOX 5001
VICTORVILLE, CA, 923935001
SAN BERNARDINO
Investment Proposal Date:
Pricing Valid Until:
Deal Number:
Customer Account#:
Sales Professional:
Phone:
Fax:
Email:
8/15/2025
11/7/2025
1933348
5000030
Mark Skye
1 (951) 213-2895
[email protected]
Comments
Sourcewell Contract #011723-JDC
City of Victorvile ID# 26845
Hoe cannot be extended when breaking.
Equipment Information
Quantity Serial Number
Stock Number
Hours
(approx.)
Status / Year / Make / Model
Additional Items
Cash Price
1 TBD
TBD
0 New 2025 JOHN DEERE 410P $273,838.00
Customer Discount Sourcewell Discount 41% ($108,522.08) Warranty -John Deere Comprehensive-72 Months, 3000
Hours,Deductible: 0, Exp Date: 8/7/2031
$7,561.00
1 TBD
TBD
New 2025 JOHN DEERE HH80 $15,148.39
Equipment Subtotal: $188,025.31
Purchase Order Totals
Balance: $188,025.31
CA STATE TAX: $11,281.52
CA COUNTY TAX: $470.06
CA CITY TAX: $1,880.25
CA SPECIAL TAX: $2,820.38
Sales Tax Total: $16,452.21
CA Tire Fee: $7.00
Sub Total: $204,484.52
Cash with Order: $0.00
Balance Due: $204,484.52
D1933348 Page 1 of
2 Equipment Options
Qty Serial Number Year / Make / Model Description
1 TBD 2025 JOHN DEERE 410P 17E1T 410 P-Tier Backhoe Loader 0202 United States
0351 Translated Text Labels
0259 English
0606 Level 2 Cab
0652 Level 2 Performance Package
0950 Less Vision System
1210 Premium Package Radio
8030 Fire Extinguisher Bracket
8096 Premium Mirrors - Exterior Rear View Mirrors (2) and Front View Mirror (1)
8109 Flip-down Front Sun Visor
183N JDLink™
3009 Autoshift Transmission - Mechanical Front Wheel Drive (MFWD) with Limited Slip Differential
4006 John Deere 4.5L - FT4/Stage IV
8075 Diagnostic Oil Sampling Ports
5250 Galaxy 21L-24 12PR Rear & 12.5/80-18 10PR Front
6155 Dual Batteries with Disconnect and Jump Post
8226 LED 4-Corner Beacon Lights
6752 Extendible Dipperstick
6577 1250 lb. (567 kg.) Front Counterweight
7001 Auxiliary Hydraulics with One Way Flow (Hammer)
7028 Pilot Controls, Two Lever, with Pattern Selection
7040 Three-Function Loader Hydraulics, Single Lever
7806 24 in. (611 mm.) Heavy-Duty Bucket, 6.9 cu. ft. (0.20 cu. m.) 7861 92 in. (2.35 m.) Multi-Purpose Bucket, 1.31 cu. yd (1.00 cu. m.) BYT13706 SMV EMBLEM
AT437616 36 in. (919 mm) Ditching Bucket, Standard Duty, 10.9 cu. ft. (0.31 cu. m.)
8165 Auto Ride Control
7705 Multi-Brand Quick Coupler - Less Thumb
1 TBD 2025 JOHN DEERE HH80 AT460178 IF ADAPTER, HH 310BHL (NU) D1933348 Page 2 of
2 Investment Proposal (Quote)
RDO Equipment Co.
20 Iowa Avenue
Riverside CA, 92507
Phone: (951) 778-3700 - Fax: (951) 778-3746
Proposal for:
CITY OF VICTORVILLE
PO BOX 5001
VICTORVILLE, CA, 923935001
SAN BERNARDINO
Investment Proposal Date:
Pricing Valid Until:
Deal Number:
Customer Account#:
Sales Professional:
Phone:
Fax:
Email:
9/16/2024
11/7/2025
1818668
5000030
Mark Skye
1 (951) 213-2895
[email protected]
Comments
Sourcewell Contract #011723-JDC
City of Victorville ID# 26845
Equipment Information
Quantity Serial Number
Stock Number
Hours
(approx.)
Status / Year / Make / Model
Additional Items
Cash Price
1 TBD
TBD
0 New 2025 JOHN DEERE 650P $298,531.00
Customer Discount Sourcewell Discount 28% ($78,485.40)
1 TBD
TBD
0 New 2024 EXPERIENCED TRACTOR PARTS SLOPEBOARD $21,914.97 Equipment Subtotal: $241,960.57
Purchase Order Totals
Balance: $241,960.57
CA STATE TAX: $14,517.63
CA COUNTY TAX: $604.90
CA CITY TAX: $2,419.61
CA SPECIAL TAX: $3,629.41
Sales Tax Total: $21,171.55
Sub Total: $263,132.12
Cash with Order: $0.00
Balance Due: $263,132.12
D1818668 Page 1 of
2 Equipment Options
Qty Serial Number Year / Make / Model Description
1 TBD 2025 JOHN DEERE 650P 55C0T 650 P-Tier Utility Dozer 0202 United States
0259 English
0351 Translated Text Labels
4076 John Deere 4.5L - FT4/SV
4102 Automatic Reversing Hydraulic Fan
8049 Engine Air Precleaner - Rotary
8123 Severe-Duty Fuel Filter
0401 XLT PAT (Extra Long Track - Power Angle Tilt)
5602 18 In. (457 mm) Moderate Service Shoes - Heavy Duty Undercarriage
5902 Rear Track Guides
7615 PAT Blade - 115 In (2921mm) w/ HD C-Frame - Blade NOT Installed
8129 Heavy Duty Parallelogram Ripper With 5 Shank Pockets and (3) Shank/Teeth
0604 Cab - Level 2 Trim
8104 Fluid Sampling Ports Package
8179 Quick Service Package
8500 Cold Weather Package
7030 4 Function Electro-Hydraulics (EH) For Power-Angle-Tilt (PAT) 7151 Standard Hydraulic Pump
0951 Rear Camera (Primary Display)
1100 No Detection System
183E JDLink™
1900 No Display
1950 No Application
2032 EZ Grade
2940 No SmartGrade™ Installed
1880 No Receivers
6801 Front Idler Guards
8126 Heavy Duty Grille
8071 Beacon Light
1 TBD 2024 EXPERIENCED TRACTOR
PARTS SLOPEBOARD
SL6000 LH Slope Board
D1818668 Page 2 of
2 Attachment B:
Sourcewell Contract
#011723-JDC
011723-JDC
Rev. 3/2022 1
Solicitation Number: RFP # 011723
CONTRACT
This C
ontract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and John Deere Construction Retail Sales a division of John Deere Shared Services LLC, DBA John Deere Construction Retail Sales, 1300 River Drive, Moline, IL 61265 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Heavy Construction Equipment with Related Attachments and Technology from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires April 14, 2027, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
011723-JDC
Rev. 3/2022 2
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. The John Deere Warranty Statement describes covered items and services when returning Damaged Equipment and
011723-JDC
Rev. 3/2022 3
Products. Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
011723-JDC
Rev. 3/2022 4
A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
011723-JDC
Rev. 3/2022 5
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
011723-JDC
Rev. 3/2022 6
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee. Any state that requires a Sourcewell participating addendum with an additional admin fee, we reserve the right to reduce the list price discount to accommodate this additional fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
011723-JDC
Rev. 3/2022 7
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
011723-JDC
Rev. 3/2022 8
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
011723-JDC
Rev. 3/2022 9
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
011723-JDC
Rev. 3/2022 10
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
011723-JDC
Rev. 3/2022 11
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
011723-JDC
Rev. 3/2022 12
5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier. The waiver must apply to all deductibles and/or self- insured retentions applicable to the required or any other insurance maintained by the Supplier.
011723-JDC
Rev. 3/2022 13
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Intentionally Omitted.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
011723-JDC
Rev. 3/2022 14
Sourcewell John Deere Construction Retail Sales a
division of John Deere Shared Services LLC,
DBA John Deere Construction Retail Sales
By: __________________________ By: __________________________ Jeremy Schwartz Mark Oliver
Title: Chief Procurement Officer Title: Manager Contract Sales
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 011723 Vendor Name: John Deere Shared Services LLC
Bid Number: RFP 011723 Vendor Name: John Deere Shared Services LLC Table 148: Depth and 8readth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.
Line Item Categor\ or T\pe Offered Comments
71 Wheeled, tracked, and backhoe l oaders Yes
No
72 Motor Graders Yes
No
73 Wheeled and tracked excavators Yes
No
74 Bulldozers, compactors, scapers, articulated and
rigid haulers
Yes
No
We do not offer rigid haulers.
Compactors are offered on the
separate Wirtgen contract.
75 Cranes Yes
No
76 Accessories or attachments for the offering in #71-
75 above
Yes
No
We will be offering base coded
attachments at time of whole goods
purchase or separately if needed. AT
kits and BYT kits (third party
attachments) are not part of this
contract.
77 Technology or services for the offering in #71-75
above
Yes
No
-' /ink Telematics, Grade Control,
and Slope Control are examples of
these technology services that are
available as options on certain
products.
Table 14C: Required Offering of Equipment
Indicate below if the proposer's proposal includes at least one (1) of the following listed types or classes of equipment. Provide additional comments in the text box provided, as necessary.
Line Item Categor\ or T\pe Offered Comments
78 Wheel loader with published net horsepower (HP)
of at least 300 HP
Yes
No
We offer 4 wheel loaders that meet
this spec requirement.
79 Wheeled or tracked excavator with a published net
horsepower (HP) of at least 150 HP
Yes
No
We offer 10 excavators that meet this
spec requirement.
80 Motor Grader with a published maximum operating
weight of at least 30,000 lbs.
Yes
No
We offer 8 motor graders that meet
this spec requirement.
81 Rough terrain, all terrain, crawler, floating, lattice, or telescopic crane with a published maximum lifting
capacity of at least 300 tons and a published
maximum boom length of at least 150 feet
Yes
No
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
Bid Number: RFP 011723 Vendor Name: John Deere Shared Services LLC
Documents
Ensure your submission document(s) conforms to the following :
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcew ell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item respo nding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
Pricing - RFP 011723 Model & Discount Schedule.pdf - Monday January 09, 2023 11:48:21 Financial Strength and Stability - Deere-Co_Annual-Report-2021.pdf - Tuesday November 29, 2022 12:34:40 Marketing Plan/Samples (optional)
WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information - US CAN deere wty stmt.pdf - Tuesday December 06, 2022 10:27:02 Standard Transaction Document Samples - Sample Sourcewell Quote.pdf - Monday January 09, 2023 11:22:37 Upload Additional Document - Sustainability Report 2021.pdf - Tuesday November 29, 2022 13:01:16
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Bid Number: RFP 011723 Vendor Name: John Deere Shared Services LLC
Sourcewell Contract # 011723-JDC| Amendment #1
AMENDMENT #1
TO
CONTRACT # 011723-JDC
THIS AMENDMENT is effective upon the date of the last signature below by and between Sourcewell and John Deere Construction Retail Sales a division of John Deere Shared Services LLC, DBA John Deere Construction Retail Sales now known as John Deere Construction Retail Sales, a division of John Deere Shared Services LLC (Supplier).
Sourcewell awarded a contract (011723-JDC) to Supplier to provide Heavy Construction Equipment with Related Attachments and Technology to Sourcewell and its Participating Entities, effective April 5, 2023, through April 14, 2027 (Contract).
Supplier wishes to change the name of the Contract holder to “John Deere Construction Retail Sales, a division of John Deere Shared Services LLC” as noted in its Proposal.
Except as amended, the Contract remains in full force and effect.
Sourcewell John Deere Construction Retail Sales, a division of John Deere Shared Services LLC, formerly
known as John Deere Construction Retail Sales a
division of John Deere Shared Services LLC, DBA
John Deere Construction Retail Sales
B y : B y :
Jeremy Schwartz Brooke DeVol
Chief Procurement Officer Account Manager, Govt Contracts & Sales
D a t e : D a t e :
Attachment C:
Photos of Units
(for reference)
John Deere 410P Backhoe – Assessment Districts
Image of standard 410P Backhoe
John Deere 410 Backhoe – Streets Division
Image of John Deere 410P Backhoe. HH80 Attachment not shown.
John Deere 650P Dozer – Assessment Districts/Water
Image of 650P Dozer
Item Number: 20
City Council / Board of Directors
Written Communications
Meeting of: November 4, 2025
Submitted By:
Fredy Bonilla, City Engineer
Subject:
Amendment No. 3 to the Consultant/Professional Services Provider Agreement with Civiltec Engineering, Inc., for Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility Project
Recommendation:
That the Honorable Victorville Water District Board of Directors approve Amendment No. 3 to the Consultant/Professional Services Provider Agreement with Civiltec Engineering Inc., increasing the total compensation by $83,225.00 for a revised not to exceed amount of $379,793.40, and authorize the extension of the Agreement term through February 6, 2028, for the Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility Project, Project ESC21-050.
Fiscal Impact:
This amendment will increase the total compensation by $83,225.00, resulting in a fiscal impact of the same amount. An additional appropriation is not required. There are sufficient funds in the Fiscal Year 2025/26 Budget to cover the planned expenses. The budget account number, account description, and amount available are shown below.
Budget Account Number Account Description Amount Available 4100535 – 55360 – 74338 Pipeline-Turnout No. 5
Amethyst-La Mesa
$93,340.99
Strategic Plan Goal:
This item aligns with “Goal E Invest in Infrastructure” in the City of Victorville Strategic Plan 2023-2026 by providing the Victorville Water District (VWD) with an alternate water supply. It will reduce groundwater pumping, arsenic treatment costs while helping to sustain local aquifer levels.
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Background:
On the July 18, 2017, regular meeting the Board of Directors (Board) approved a Professional Services Agreement with Civiltec Engineering, Inc. for the design of the Mojave Water Agency’s (MWA) Turnout No. 5 Amethyst Road Water Pipeline and the associated metering facility.
The project includes the design of a 1.25-mile, 24-inch diameter steel pipeline along Amethyst Road from Mesa Street to the VWD reservoir site, and a reinforced masonry metering facility Zone 3290 reservoir site, located at the southwest corner of the Amethyst Road and Sycamore Road.
This pipeline will convey water from MWA’s existing 30-inch main at Turnout No. 5 (Mesa Street) to VWD’s reservoirs and the Amethyst Booster Pump Station. The water is part of MWA’s Regional Recharge and Recovery Project (R-Cubed), which stores imported State Water Project (SWP) water seasonally to recharge Mojave Basin groundwater.
The project will provide VWD with an alternative water supply, reducing groundwater pumping, arsenic treatment costs, and helping maintain local aquifer levels.
On January 18, 2021, the VWD Board approved a Consultant/Professional Services Provider Agreement with Civiltec Engineering, Inc., in an amount not to exceed $176,318.40. The scope of services under this agreement includes providing bidding and design support during construction, as well as additional effort related to the Mitigation and Monitoring Reporting Program required by the environmental permitting agencies.
To date, two amendments to the original contract have been approved.
Amendment No. 1, with a fiscal impact of $75,250.00, increased total compensation under the agreement from $176,318.40 to $251,568.40. This amendment addressed new requirements stemming from the 2020 listing of 40 Western Joshua Trees (WJT) near the project area as candidate species under the California Endangered Species Act. As a result, the California Department of Fish and Wildlife (CDFW) required an Incidental Take Permit (ITP) and impact analysis on the WJT and their seedbank, per the Streambed Alteration Agreement (SAA) dated August 9, 2021. These requirements were unforeseen and not included in the original project scope.
Amendment No. 2, with a fiscal impact of $45,000.00, increased total compensation under the agreement from $251,568.40 to $296,568.40. This amendment was necessary to complete the environmental permitting process related to the ITP. Initially, it was expected that this additional work might not be necessary, pending a potential reversal of the WJT’s candidate status. However, when that did not occur, an amendment to the Consultant/Professional Services Agreement was required. Civiltec Engineering, Inc. submitted a scope and fee to cover the remaining environmental permitting services. 4 3
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Discussion:
Staff are requesting that the Board of Directors approve Amendment No. 3 to the Consultant/Professional Services Provider Agreement with Civiltec Engineering, Inc., increasing the total compensation by $83,225.00 for a revised not to exceed amount of $379,793.40. This amendment will provide for the additional engineering services necessary to finalize the project for public bidding and support it through the construction phase. The scope includes revisions to the plans and specifications in response to recent MWA comments on the pipeline and metering facility, preparation of a minor amendment to the Streambed Alteration Agreement with the CDFW, and updates to the Revegetation and Restoration Plan to meet CDFW’s final approval requirements.
Additional scope items include a supplemental survey, pipeline depth modifications, cathodic protection design, and updates to the electrical, controls, and communications systems at the metering facility per MWA's direction. MWA has also requested a scour analysis for the pipeline crossing at Oro Grande Wash.
Engineering Staff is also requesting a two-year extension of the contract term, revising the expiration date to February 6, 2028, to accommodate the additional services and ensure completion of project construction. The California Department of Water Resources and MWA have advised that the construction grant funding will expire at the end of September 2027, requiring project completion and closeout prior to that date.
Prepared By:
Sylvia Severson, Management Technician
Dennis Lee, Assistant Engineer II
Attachments: A: Amendment No. 3
B: Civiltec Engineering, Inc. Cost Proposal
ATTACHMENT A -
AMENDMENT NO. 3
CIP #74338
Consultant/Professional Services Provider Agreement/Civiltec Engineering, Inc./Project ESC21-050/Amendment #3
AMENDMENT NUMBER: THREE
TO
CONSULTANT/PROFESSIONAL SERVICES PROVIDER
AGREEMENT
BY AND BETWEEN
VICTORVILLE WATER DISTRICT
AND
CIVILTEC ENGINEERING, INC.
FOR
TURNOUT NO. 5 AMETHYST ROAD WATER PIPELINE
AND METERING FACILITY PROJECT,
PROJECT ESC21-050
THIS AMENDMENT (the "Amendment"), is made and entered into this ______ day of _______, 2025, by and between the VICTORVILLE WATER DISTRICT, a County water district and subsidiary district of the City of Victorville, organized and existing in the County of San Bernardino under and by virtue of the laws of the State of California, hereinafter referred to as the "District", and Civiltec Engineering, Inc. , a California corporation, hereinafter referred to as "Consultant." District and Consultant are sometimes hereinafter referred to individually as a "Party" and collectively referred to as the "Parties."
Recitals
1. WHEREAS, the District has a Consultant/Professional Services Provider Agreement (hereinafter referred to as the “Original Agreement”) with the Consultant to provide Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility Project, Project ESC21-050; and
2. WHEREAS, on or about October 26, 2021, Amendment One (1) was issued to the Original Agreement to increase Section 3., Compensation by $75,250.00 to cover added services, thereby revising the total cumulative not to exceed sum from $176,318.40 to $251,568.40; and amend Section 4., Fee Schedule to include additional services as set forth in the Consultant’s revised Proposal; and
3. WHEREAS, on or about May 30, 2023, Amendment Two (2) was issued to the Original Agreement to increase Section 3., Compensation by $45,000.00 to cover added services, thereby revising the total cumulative not to exceed sum from $251,568.40 to $296,568.40; and amend Section 4., Consultant’s Proposal, to include additional services as set forth in the Consultant’s revised Proposal; and
4. WHEREAS, it is the desire of the Parties to issue Amendment Three (3) to the Original Agreement to increase Section 3., Compensation by $83,225.00 to cover added services, thereby revising the total cumulative not to exceed sum from $296,568.40 to $379,793.40; amend Section 4., Consultant’s Proposal, to include additional services as set forth in the CIP #74338
Consultant/Professional Services Provider Agreement/Civiltec Engineering, Inc./Project ESC21-050/Amendment #3
Consultant’s revised Proposal; and revise the term of Agreement to expire February 6, 2028; and
5. NOW THEREFORE , in consideration of the covenants, conditions, and promises contained herein and for such other good and valuable consideration, receipt of which is hereby acknowledged, the Parties are willing to amend the Original Agreement as stated below.
Contract Amendment
Section 3. – COMPENSATION – is amended as follows:
“The District shall pay to Consultant a sum not to exceed T hree Hundred Seventy- nine Thousand Seven Hundred Ninety-three and 40/100 dollars ($ 379,793.40) for faithful performance of the services to be rendered under this Agreement, subject to the Fee Schedule provisions of Section 4, below.”
Section 4. – CONSULTANT’S PROPOSAL – is amended as follows:
“The District shall pay Consultant for those additional services set forth in Consultant’s revised Proposal dated October 8, 2025, attached hereto as Exhibit A, Amendment 3 and hereby incorporated as part of this agreement by this reference.”
Section 6. – TERM OF AGREEMENT - is amended as follows:
“The District hereby amends the Term of Agreement to commence and expire on February 6, 2028 (the “Termination Date”).”
Except as amended herein, t he terms and conditions of the O riginal Agreement and all previous amendments remain in full force and effect.
(SIGNATURES ON NEXT PAGE)
CIP #74338
Consultant/Professional Services Provider Agreement/Civiltec Engineering, Inc./Project ESC21-050/Amendment #3
IN WITNESS WHEREOF, the parties hereto have caused the Amendment to the Original Agreement to be entered as of the dates written below.
PARTY OF THE FIRST PART PARTY OF THE SECOND PART
VICTORVILLE WATER DISTRICT CIVILTEC ENGINEERING, INC.
By:_______________________________ By:________________________________ Elizabeth Becerra, David Song,
District Chairman PE, Principal
Dated:____________________________ Dated:_____________________________
ATTEST
By:_______________________________
Jennifer Thompson,
District Secretary
Dated:____________________________
APPROVED AS TO STANDARD FORM
By:______________________________
Andre de Bortnowsky,
District Legal Counsel
Dated:___________________________
By:______________________________
Sandra Bostick,
District Risk Manager
Dated:___________________________
Civil, Water, Wastewater, Drainage and Transportation Engineering Construction Management ● Surveying
California ● Arizona
605 E. Huntington Drive, Suite 205, Monrovia, CA 91016 | P: 626.357.0588 October 8, 2025
City of Victorville
Victorville Water District
14343 Civic Drive
Victorville, CA 92393
Subject: Budget Amendment #3 – Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility
To: Victor Fajardo, P.E.
Civiltec would like to present Budget Amendment 3 that requests a budget amendment for the subject project. Additional services are required to provide continued support that includes revisions to the plans and specifications regarding comments made by Mojave Water Agency (MWA) for the pipeline and metering facility , a minor amendment to the streambed alteration agreement, and revisions to the Revegetation and Restoration Plan to comply with CDFW requirements for final approval. Additional services include a supplemental survey, revisions to deepen the pipeline, addition of cathodic protection details and specifications, and various changes to the electrical, controls, and communications design at the metering facility at the request of MWA. A scour study was also requested by MWA to be performed across the Oro Grande Wash where the pipeline will cross.
A breakdown of budget is included below.
Table 1: Proposed Budget
Engineering Services Budget
PHASE 1 – Final Design
Task 1. Final Plan, Specs & Estimates $55,000.00
PHASE 2 – Environmental Services
Task 2. Revision for Environmental Permitting $15,000.00 Task 5. Scour Study $13,225.00
TOTAL $83,225.00
The contract amount is revised as follows:
• Original Contract Amount: $176,318.40
• Budget Amendment #1: $75,250.00
• Budget Amendment #2: $45,000.00
• Budget Amendment #3: $83,225.00
• Revised Contract Amount: $379,793.40
EXHIBIT A, AMENDMENT 3, REVISED PROPOSAL, PROJECT ESC21-050 Victor Fajardo, P.E.
Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility October 8, 2025
2 of 2
Please contact the undersigned directly with any questions.
Sincerely,
CIVILTEC engineering, inc.
David Song, P.E.
Principal Engineer, Branch Manager
EXHIBIT A, AMENDMENT 3, REVISED PROPOSAL, PROJECT ESC21-050
ATTACHMENT B -
CIVILTEC ENGINEERING,
INC. COST PROPOSAL
Civil, Water, Wastewater, Drainage and Transportation Engineering Construction Management ● Surveying
California ● Arizona
605 E. Huntington Drive, Suite 205, Monrovia, CA 91016 | P: 626.357.0588 October 8, 2025
City of Victorville
Victorville Water District
14343 Civic Drive
Victorville, CA 92393
Subject: Budget Amendment #3 – Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility
To: Victor Fajardo, P.E.
Civiltec would like to present Budget Amendment 3 that requests a budget amendment for the subject project. Additional services are required to provide continued support that includes revisions to the plans and specifications regarding comments made by Mojave Water Agency (MWA) for the pipeline and metering facility , a minor amendment to the streambed alteration agreement, and revisions to the Revegetation and Restoration Plan to comply with CDFW requirements for final approval. Additional services include a supplemental survey, revisions to deepen the pipeline, addition of cathodic protection details and specifications, and various changes to the electrical, controls, and communications design at the metering facility at the request of MWA. A scour study was also requested by MWA to be performed across the Oro Grande Wash where the pipeline will cross.
A breakdown of budget is included below.
Table 1: Proposed Budget
Engineering Services Budget
PHASE 1 – Final Design
Task 1. Final Plan, Specs & Estimates $55,000.00
PHASE 2 – Environmental Services
Task 2. Revision for Environmental Permitting $15,000.00 Task 5. Scour Study $13,225.00
TOTAL $83,225.00
The contract amount is revised as follows:
• Original Contract Amount: $176,318.40
• Budget Amendment #1: $75,250.00
• Budget Amendment #2: $45,000.00
• Budget Amendment #3: $83,225.00
• Revised Contract Amount: $379,793.40
Victor Fajardo, P.E.
Turnout No. 5 Amethyst Road Water Pipeline and Metering Facility October 8, 2025
2 of 2
Please contact the undersigned directly with any questions.
Sincerely,
CIVILTEC engineering, inc.
David Song, P.E.
Principal Engineer, Branch Manager
Item Number: 21
City Council / Board of Directors
Written Communications
Meeting of: November 4, 2025
Submitted By:
Alex Jauregui, City Planner
Subject:
Caltrans Sustainable Transportation Planning Grant Program Recommendation:
That the Honorable City Council:
(1) Authorize the City Manager or his designee to finalize and complete the Caltrans Sustainable Transportation Planning Grant Program application as presented, including the adjustment, modification, and/or updating of materials necessary to prepare a competitive application; and
(2) Authorize the City Manager or his designee to apply for and execute all documents deemed necessary to apply for funding provided by the Caltrans Sustainable Transportation Planning Grant Program.
Fiscal Impact:
There is no fiscal impact associated with this item. If the City is successful in securing grant funding, staff will bring a subsequent item before the City Council to formally request acceptance of the award and appropriate grant funds accordingly.
The Caltrans Sustainable Transportation Planning Grant Program requires a local match equal to 11.47% of the total project cost, which includes both the grant award and the match itself. This means the awarded grant amount covers 88.53% of the total cost. The City is requesting $500,000 in grant funding. To determine the total project cost, the grant amount is divided by 0.8853 (i.e., 100% − 11.47%), resulting in an estimated total cost of approximately $564,780. Based on this calculation, the required local match is 11.47% of $564,780, which equals $64,780.
If the full grant amount is awarded, the City will be responsible for providing $64,780 in matching funds, which may be fulfilled through cash or in-kind contributions. The City proposes to meet the local match requirement using staff wages as the source of matching funds. Additionally, environmental review costs associated with projects are not 4 4
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eligible expenses under this grant. However, staff notes that more than $73,000 in collected General Plan Surcharge fees is available to fund any necessary environmental review associated with the General Plan update. If awarded, this project is expected to be initiated next fiscal year and related revenues and expenditures will be included in a proposed budget amendment for Fiscal Year (“FY”) 2026/2027, as necessary.
Strategic Plan Goal:
The subject grant opportunity aligns with Goals A and E of the 2023-2026 Strategic Plan as follows:
Goal A (Financial Stability) – The grant will provide reimbursement for necessary updates to the Circulation Element of the General Plan, which is required due to recent changes to State law.
Goal E (Invest in Infrastructure) – The grant provides a funding opportunity for local jurisdictions to support and implement the Southern California Association of Governments (SCAG) Regional Transportation Plan/Sustainable Communities Strategy (Connect SoCal), which emphasizes enhancing bikeway networks and improving the existing roadway system, as outlined in Goal E of the City’s Strategic Plan.
Background:
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 State-funded Sustainable Communities grants provide $30 million to advance implementation of Regional Transportation Plan (RTP) Sustainable Communities Strategies, including SCAG’s Connect SoCal, and to support the State’s greenhouse gas (GHG) reduction goals of 40% and 80% below 1990 levels by 2030 and 2050, respectively. Additionally, the subject grants are intended to address the needs of under- resourced communities and assist in achieving the Caltrans Mission and Grant Program Objectives of:
Safety Preservation Innovation Health
Sustainability Accessibility Economy Social Equity
Of the $30 million dedicated to Sustainable Communities grants, approximately $17.5 million is available to local and regional jurisdictions in amounts up to $700,000 through a competitive grant process with funding provided on a reimbursement basis. The deadline to apply for the subject grant is November 21, 2025. If awarded, staff anticipates conducting grant activities for 18 months beginning in November 2026 and completing the project in the first half of 2028, prior to the grant’s requirement of completion by June 2029. All additional grant specifics are outlined in the Grant Application Guide (Attachment A).
Discussion:
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As outlined in the draft grant application (Attachment B), City staff requests authorization to seek $500,000 in funding through the Caltrans Sustainable Transportation Planning Grant Program to update the Circulation Element of the General Plan. This element has not undergone a major update since 2008. With the recent adoption of updated Housing, Land Use, and Safety Elements, the addition of a new Environmental Justice Element, and planned updates to the Resources Element, this grant opportunity would enable the City to revise one of the few remaining General Plan elements in need of reexamination and modernization. Additionally, various State Assembly and Senate Bills (Attachment C) have recently been adopted that amend State law and mandate revision to the subject Circulation Element of the General Plan. A synopsis of the applicable State laws is provided as follows:
Circulation Element Related
Senate Bill (SB) 932 – Effective January 1, 2025, SB 932 requires that upon a substantive revision of a city’s Circulation Element, cities must incorporate the principles of the Federal Highway Administration’s Safe System Approach. The bill also requires the development of bicycle, pedestrian, and traffic-calming plans that align with the policies and goals outlined in the Circulation Element. These plans must include specific goals for initiating and completing all identified actions within 25 years of adopting the updated Circulation Element. Due to the related provisions of Assembly Bill 98, both bills must be addressed simultaneously during the update process.
Assembly Bill (AB) 98 – By January 1, 2028, cities are required to update their Circulation Element to identify and designate specific travel routes for the transport of goods, materials, and freight. These routes must be planned to safely accommodate increased truck traffic while avoiding residential areas and concentrations of sensitive receptors. Since this requirement involves a substantive update to the Circulation Element, the update must also concurrently address the applicable requirements under SB 932.
The City previously applied for this grant during the FY 2025/2026 cycle but was not selected for funding. Following that outcome, staff met with Caltrans grant program representatives during their office hours to gain technical assistance and better understand the areas for improvement. Based on their feedback, the City has revised its scope of work to focus exclusively on the Circulation Element update, removing prior references to the Resources Element to ensure alignment with program priorities. These refinements, along with a strengthened outreach strategy and clearer deliverables, are intended to enhance the competitiveness of this year’s application and directly respond to Caltrans’ guidance.
Included in the draft grant application (Attachment B) is a project narrative that details specific project components and addresses community and project indicators that will assist Caltrans in scoring the application. As previously noted, staff is seeking authorization to proceed with applying for this funding in order to complete the required updates to the Circulation Element of the City’s General Plan, which would necessitate the procurement of a consultant to prepare the draft documents as well as a robust public 4 4
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outreach campaign to ensure all members of the community are heard and their input incorporated into a final product. Additionally, as noted in the “Fiscal Impact” section of this report, a local match requirement can be fulfilled by staff wages and any fees associated with the environmental review process can be funded with collected General Plan Surcharge fees that have been collected specifically to update and implement the various aspects of the City’s General Plan.
At this time, the attached draft grant application represents a portion of the entire grant application that details the overall intent of the request; however, other application items such as a completed scope of work with individual line items and a total cost schedule are incomplete at this time while City staff awaits an additional technical assistance meeting with Caltrans staff to complete these steps. As proposed, should the City Council authorize the City Manager to proceed with application for this funding source, they would also authorize the completion of the noted items in an effort to provide a complete and competitive application.
Staff remains available for any questions or comments you may have.
Prepared By:
Daisy Kawasaki, Senior Planner
Attachments: A. Grant Application Guide
B. Draft Caltrans Sustainable Transportation Planning Grant Application
C. State Assembly and Senate Bills
ATTACHMENT A
Grant Application
Guide
Grant Application Deadline November 21, 2025
Submit Application via Smartsheet Form
CALIFORNIA DEPARTMENT OF TRANSPORTATION
DIVISION OF TRANSPORTATION PLANNING
Fiscal Year 2026-27
GRANT APPLICATION GUIDE
Sustainable Communities &
Strategic Partnerships
SUSTAINABLE TRANSPORTATION
PLANNING GRANTS
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654-3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
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Updated September 2025
TABLE OF CONTENTS
TABLE OF CONTENTS ........................................................................................................... i-ii
1. GRANT PROGRAM OVERVIEW ....................................................................................... 1 Sustainable Transportation Planning Grant Summary Chart .................................................. 2 Grant P rogram Objectives and Considerations ...................................................................... 4
2. SUSTAINABLE COMMUNITIES COMPETITIVE AND TECHNICAL...................................... 8 Purpose an d Specific Objectives .............................................................................................. 8 E
xample Project Types ................................................................................................................ 9 Eligible and Ineligible Activities and Expenses ....................................................................... 1 2 Tips for Successful Sustainable Communities Grant Applications ........................................ 13
3. SUSTAINABLE COMMUNITIES FORMULA ...................................................................... 18 Purpose and Specific Objectives ............................................................................................ 1 8 Guidance and Approval Process ........................................................................................... 19 Example Project Types .............................................................................................................. 19 Eligible and Ineligible Activities and Expenses ....................................................................... 2 0 Formula Grant Allocation Estimates ........................................................................................ 20
4. STRATEGIC PARTNERSHIPS. ........................................................................................... 21 Purpose an d Specific Objectives ............................................................................................ 2 1 Federal Planning Factors .......................................................................................................... 2 1 Complete Streets Local Match Waiver .................................................................................. 21 Example Project Types .............................................................................................................. 2 2 Eligible and Ineligible Activities and Expenses ....................................................................... 23 Tips for Successful Strategic Partnerships Grant Applications .............................................. 25
5. GRANT PROJECT ADMINISTRATIVE REQUIREMENTS .................................................... 26 Coordination with Caltrans ...................................................................................................... 2 6 Third Party Contracts ................................................................................................................ 26 Quarterly Reporting .................................................................................................................. 27 Invoicing and Financial Requirements ................................................................................... 27 Non-Discrimination Requirements ........................................................................................... 3 2 Final Product .............................................................................................................................. 33 Project Close-Out Survey ......................................................................................................... 3 3 California Public Records Act .................................................................................................. 34
6. APPLICATION SUBMITTAL PROCESS ............................................................................. 35
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Applicant Eligibility .................................................................................................................... 35 Early Coordination and Technical Assistance for Primary Applicants ................................. 35
6.3 Application Submittal Instructions ........................................................................................... 36
6.4 Application Supplemental Documentation .......................................................................... 37
7. APPLICATION REVIEW PROCESS .................................................................................. 38 Two-Tiered Application Review Process ................................................................................. 3 8 Application Evaluation/Scoring Process ................................................................................ 38 Past Performance Award Considerations .............................................................................. 3 8
8. APPLICATION AWARD PROCESS .................................................................................. 40 Award an d Non-Award ............................................................................................................ 40 Contracting with Caltrans ........................................................................................................ 4 0 APPENDIX A. Guidance, Tools, and Resources for Preparing a Grant Application ..... 44 Grant P rogram Considerations ................................................................................................................ 44 Resources to Advance Grant Specific Objectives ................................................................................ 48 APPENDIX B. Sample Application Package .................................................................... 68 APPENDIX C. Caltrans/Regional Agency Boundaries Map ........................................... 93 APPENDIX D. Caltrans District Contact List ...................................................................... 94
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 1
1. GRANT PROGRAM OVERVIEW
The Sustainable Transportation Planning Grant P rogram was created to support the California Department of Transportation’s (Caltrans) Mission: Improving lives and communities through transportation.
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 m aintain and integrate the State’s multimodal 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 ($30 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 4
0 and 80 percent below 1990 levels by 2030 and 2050,
respectively.
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 p lanning projects are expected to directly benefit the multimodal 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 8.2 for details regarding the anticipated grant project start and expiration dates.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 2
Sustainable Transportation Planning Grant Summary Chart Grant Fund Source Purpose Who May Apply Local Match
Sustainable Communities Competitive
Budget 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 under-resourced
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); not
required for Native
American Tribal
Governments
RMRA and SHA
State funds
Approx. $17.5 million
Approx. $3 million set-
aside for technical
projects
Up to $2 million set-aside
for Native American Tribal
Governments
Goal: 50% of grants should
benefit Under-Resourced
Communities***
Grant Minimum
$50,000 for Under-
Resourced Communities,
including Native
American Tribal
Governments and rural
communities;
$100,000 for all others
Grant Maximum
$700,000
Sustainable Communities Formula
Budget
RMRA
State funds
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)
$12.5 million
* For local match requirements, refer to Chapter 5.4 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2). *** For purposes of this grant program, under-resourced 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.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 3
Grant Fund Source Purpose Who May Apply Local Match
Strategic Partnerships
Budget Funds
transportation
planning studies in
partnership with
Caltrans that
address the
regional,
interregional, and
statewide needs of
the State Highway
System, 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
· 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)
Complete
Streets related
application
can request a
local match
waiver.
Details in
Section 4.3.
FHWA
SPR, Part I
Federal funds
$1.5 million
Grant Minimum
$100,000
Grant Maximum
$500,000
Strategic Partnerships – Transit
Budget Funds multimodal
planning studies,
with a focus on
transit, in
partnership with
Caltrans, of
regional,
interregional and
statewide
significance, 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
· RTPAs
· Transit Agencies
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)
Complete
Streets related
application
can request a
local match
waiver. Details
in Section 4.3.
FTA Section 5304
Federal funds
$3 million
Grant Minimum
$75,000 for RTPAs and
transit agencies;
$100,000 for MPOs
Grant Maximum
$500,000
* For local match requirements, refer to Chapter 5.4 of this Guide. ** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2).
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 4
Grant Program Objectives and Considerations
Su
ccessful grant applications address and articulate how the project relates to the Caltrans Mission, Grant Program Objectives, and Grant Program Considerations. The Grant Specific Objectives identified in Chapters 2.1, 3.1, and 4.1 i ndicate the specific purpose of the Sustainable Com
munities and Strategic Partn ership 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
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 on all California roads by 2050.
Sustainability
Promote reliable and efficient mobility for people, goods, and services, while meeting the State’s GHG emission reduction goals, preserving the State’s natural and working lands, and preserving the unique character and livability of California’s communities.
Preservation
Preserve the transportation system through protecting and/or enhancing the environment, promoting energy conservation, improving the quality of life, and/or promoting consistency between transportation improvements and State and local planning growth and economic development patterns.
Accessibility Increase the accessibility of the system and mobility of people, inclusive of older adults, those with disabilities, and freight.
Innovation
Promote the use of technology and innovative designs to improve the performance and social equity of our transportation system and provide sustainable transportation options.
Economy
Support the economic vitality of the area (i.e., enables global competitiveness, enables increased productivity, improves efficiency, increases economic equity by enabling robust economic opportunities for individuals with barriers to employment and for Disadvantaged Business Enterprise (DBE), etc.).
Health
Decrease exposure to local pollution sources, reduce serious injuries and fatalities on the transportation system, and promote physical activity across the lifespan, inclusive of those with disabilities, especially through transportation means.
Social Equity
Promote transportation solutions that focus on and prioritize the needs of under- resourced 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.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 5
Grant Program Considerations
The Grant Program supports related State and federal mandated initiatives. The Plans and Programs listed below should be co nsidered in grant application development. Definitions and 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, and five (5) goals to deliver a th riving and connected Cali fornia for one of the nation’s most populous, innovative, and diverse states:
Ø Safety
Ø Equity
Ø Climate Action
Ø Prosperity
Ø Employee Excellence
This plan guides and informs the development of the Sustainable Transportation Planning Grant Program. Competitive app lications will articulate how they will assist in achieving the Caltrans vision, mission, and the five (5) 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:
Ø Defines a vision for the future transportation system, establishes new statewide priorities, and guides Caltrans and partner agencies in implementing its recommendations
Ø Identifies strategies and policies that are required to make transparent and transformational transportation decisions Ø Recognizes the unique transportation needs and interests of urban, suburban, rural, and tribal communities
Ø 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 RTPs aim to achieve and how much more is required to meet 2050 goals. Competitive applications will discuss how proposed projects will assist in achieving the CTP 2050 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 lo ng-range modal plans listed below, to envision the future system:
Ø Interregional Transportation Strategic Plan
Ø California Freight Mobility Plan
Ø C
alifornia State Rail Plan
Ø California State Bicycle and Pedestrian Plan
Ø Statewide Transit Strategic Plan
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 6
Ø California Aviation System Plan
Strategic Highway Safety Plan
The Strategic Highway Safety Plan (SHSP) is a statewide, coordinated traffic safety plan that provides a comprehensive framework for reducing roadway fatalities and serious injuries on California’s public roads. This document represents the third update of California’s initial 2005 SHSP and uses the latest crash data and insights from safety partners across the state to inform the SHSP’s development. Working in conjunction with other statewide safety plans such as the Highway Safety Improvement Program, the Highway Safety Plan, and the Commercial Vehicle Safety Plan, this SHSP provides guidance that will influence the development of goals, strategies, and performance measures for stakeholders working to improve traffic safety throughout California.
The latest California SHSP effort focuses on strategies with the greatest potential to reduce fatalities, serious injuries, and overall crashes. To ensure that decision-making is consistent, the SHSP is anchored by a clear Vision, Mission, and Goal. The vision represents what the SHSP aims to accomplish, while the mission is the means of getting there. Fulfilling these statements affords the state, under guidance of the SHSP, the best opportunity to reach its goal: Zero Fatalities and Serious Injuries by 2050.
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. I t 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.
More information about non-discrimination requirements can be found in Chapter 5.5.
Director’s Policy DP 28-R2 (Title VI Implementation Plan: Federal Fiscal Year 2024, Appendix B):
https://dot.ca.gov/-/media/dot-media/programs/civil-rights/documents/title- vi/2024caltranstitleviimplementationplan9823a11y.pdf
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 7
Climate Action Plan for Transportation Infrastructure
The Climate Action Plan for Transportation Infrastructure (CAPTI) and the subsequent CAPTI 2.0 (published in January 2025) detail 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 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. Through CAPTI Caltrans is committed to intentional engagement and partnership with tribal governments and community-based organizations representing historically marginalized voices.
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. The California Climate Adaptation Strategy also deepens the integration of California Native American tribal priorities into California climate policies and programs and support tribal partnership and collaboration through funding tribal climate projects. Competitive grant ap
plications will discuss how proposed projects consider climate resilience and align with the California Climate Adaptation Strategy.
Master Plan for A ging
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.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 8
2. SUSTAINABLE COMMUNITIES COMPETITIVE AND
TECHNICAL
Approximately $12 million in State Road Maintenance and Rehabilitation Account (RMRA) funds and $5.5 million in State Highway Ac count (SHA) funds, or a combined total of $17.5 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 to be eligible for 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.
Up to $2 million 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 G
HG 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 under-resourced communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the state that are not i
ncluded 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 under-resourced communities definitions are described in Appendix A and include:
· Rural communities of 50,000 or l ess and outside of urbanized areas · Native American Tribal Governments
· Regionally/locally defined under-resourced communities · At or below 80% Assembly Bill 1550 (Gomez, Statutes of 2016) · At or ab ove 75% California Department of Education, Free or Reduced Priced Meals Data · At or ab ove 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, address how the project encourages local and regional multimodal transportation and land use planning that advances sustainability
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 9
· 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 2024 RTP Guidelines · Address the needs of under-resourced 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 ex tensive 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 O bjectives, Grant Program Considerations, and Specific Objectives.
· Advance Transportation Related GHG Reduction Project Types/Strategies · Addressing the Needs of Under-Resourced Communities
· Public Health Resources
· Active Community Engagement
· Integrated Housing, Land Use and Transportation Planning · Promote the Region’s RTP SCS/APS (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 an d Freight; Social Equity; Integrated Housing, Land Use, and Transportation; Multimodal; Safety; Technical; and Transit.
Active Transportation
· Active transportation plans, including bicycle, pedestrian, and trail master plans · Plans for bike parking facilities
· Rural planning studies or plans that provide rural counties the ability to develop active transportation plans with a rural context-sensitive focus and allow for rural regions to contribute to the State’s GHG reduction targets
· Studies or plans that include a temporary built environment demonstration, e.g., tactical urbanism
Climate Change
· Studies, plans or planning methods that advance a community’s effort to address the impacts of climate change, such as sea level rise, flooding, wildfires, and mudslides, which may include the use of natural infrastructure to reduce the impacts of climate change · Climate change adaptation plans for transportation facilities
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 10
Corridor and Freight
· Comprehensive Multimodal Corridor P lans
· Corridor enhancement studies
· Studies or p lans 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 h ighlight 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 i mpacts 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 ac cess to social services and other community destinations for u nder - resourced communities such as grocery stores, schools, hospitals, transit stations, etc. · Studies, plans or p lanning 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 re duce 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-i ncome and under-resourced communities, and minimizes displacement
· Outreach to educate under-resourced 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 under-resourced communities · Native American Tribal Government transportation planning training and capacity building Integrated Housing, Land Use, and Transportation
· Studies, plans or p lanning methods that assist transportation agencies in creating sustainable communities and transit-oriented development
· SCS/APS development
· Studies that promote greater access between affordable housing and job centers · Station area planning
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 11
· Integration of transportation and environmental planning · First Mile/Last Mile project development planning
· An update to a general plan land use element, zoning code, or land use plan 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, p orts, 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 corridor s afety 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
· Data 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
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 12
· 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 multimodal connectivity · Studies or plans that evaluate first and last mile transit connectivity
Eligible and Ineligible Activities and E xpenses
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 mo re 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 p ublic workshops, e.g., flyers, paid media ads · Travel expenses (See Chapter 5.4 for details)
· Up to 30 percent design or c onceptual drawings
· Equipment (as defined in 2 CFR Part 200.33)1 purchases must remain under $5,000 or depreciation will need to be t aken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4362 provides the criteria for depreciation. · Community surveys, meetings, public workshop room rental, charrettes, focus groups · Virtual outreach activities and on-line meetings
· Bilingual services for interpreting and/or translation services for meetings · Community/stakeholder advisory groups
· Light s nacks and refreshments for public workshops (no full meals), subject to Caltrans approval
o Requests to enhance public participation beyond the currently eligible costs for light refreshments will need justification regarding the cost benefit of the anticipated increase in public participation and must be submitted to Caltrans, and FHWA, when applicable, for consideration and approval, on a case-by-case basis. · Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
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
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 13
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 d evelopment under the National Environmental Policy Act or the California Environmental Quality Act · Engineering plans and design specification work
· Project Initiation Documents
· Program or p roject 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
· 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 under -resourced communities, including Native American Tribal Governments and rural communities
· Encourage stakeholder collaboration
· Involve active community engagement for under-resourced communities and Native American Tribal Governments by utilizing advocacy groups, community -based organizations, and tribal organizations
· 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 under- resourced community engagement, overall public engagement, and stakeholder involvement. Although the general public and under -resourced communities are stakeholders for any p roject, for application purposes, the strategy, and methods for
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 14
engaging these groups will be different, as described below. o Overall public engagement will describe the general strategy to engage the public at large.
o Under -resourced communities’ engagement will explain how the project will go above and beyond business as usual or what is statutorily required to address the specific needs of under -resourced 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 & 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 p
roject. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.”
Project Justification
· Clearly define and e xplain 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 under -resourced communities. The tools in Appendix A are intended to help applicants define an under -resourced 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. · 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:
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 15
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, c
ity 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. A nnual Progress Reports (APRs) to HCD for at
least the previous two years, 2023 and 2024.
o City or c ounty 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 points 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 r
equirement and must submit an Annual Progress
Report for the calendar years mentioned above.
Community Engagement
· Refer to Appendix A, Active C ommunity Engagement, for Community Engagement Best Practices.
IMPORTANT TIPS:
ü 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, 2023
and 2024.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 16
· 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, under-resourced 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 including in-person and virtual
options.
· 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’sRegional 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.
o Describe 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 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:
ü Helps to implement the
RTP SCS/APS and/or State
priorities
ü Involves a coordinated
approach to integrating
land use and
transportation in all phases
of project planning and
implementation.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 17
that include Prohousing Enhancement Factors, which represent a multi-faceted approach to planning objectives, are consistent with State priorities, go beyond state law, etc. C ompetitive 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 & Schedule : Refer to the C
ost & Schedule Checklist in Appendix B.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 18
3. SUSTAINABLE COMMUNITIES FORMULA
$12.5 million will be distributed to the MPOs on a f ormula basis. The formula funds for t he 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 b ase allocation
2. A t wo -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. A n 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 ap
plicable), 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 S
CS/APS (where applicable) and the RTP Guidelines Appendices E and G. 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 E & G.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 19
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, 2026, t
heir 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 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 2026-27 OWP and sending a list of activities using the provided template to Caltrans, no later than March
1, 2026. 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 Objectives and provide the same level of detail included in the grant application Scope of Work and Cost & 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 & 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 e xample, 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:
ü 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.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 20
Eligible and Ineligible Activities and E xpenses
Refer to Chapter 2.3 for e ligible 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
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 21
4. STRATEGIC PARTNERSHIPS
$1.5 million in FHWA State Planning a nd Research (SPR) Part 1 funds and $3 million in Federal Transit Administration (FTA) Section 5304 funds, or a combined total of $4.5 million. FHWA SPR Part 1 funds will be distributed through a competitive program to MPOs and RTPAs. FTA 5304 funds will be distributed through a competitive program to MPOs, RTPAs, and transit agencies. Funding distribution for the competitive program will depend on the quality and number of applications.
Purpose and Specific Objectives
Strategic Partnerships are intended t o fund planning projects that partner with Caltrans to address needs on or connecting to the State Highway System, while the transit sub-category will address multimodal planning projects that focus on transit.
The objectives of the Strategic Partnerships and Strategic Partnerships - Transit grants are to:
· Strengthen government-to-government partnerships
· Accomplish the Federal Planning Factors
· Achieve the Caltrans Mission and the Grant Program Objectives Federal Planning Factors
1. Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency
2. I ncrease the safety of the transportation system for motorized and non-motorized users
3. I ncrease the security of the transportation system for motorized and non-motorized users
4. I ncrease accessibility and mobility of people and freight
5. P rotect and enhance the environment, promote energy c onservation, improve the quality of life, and promote consistency between transportation improvements and State and local planned growth and economic development patterns
6. E nhance the integration and connectivity of the transportation system, across and between modes, for people and freight
7. P romote efficient system management and operation
8. E mphasize the preservation of the existing transportation system
9. Improve the resiliency and reliability of the transportation system and reduce or mitigate stormwater impacts of surface transportation
10. Enhance travel and tourism
Complete Streets Local Match Waiver
FHWA and FTA have approved a local match waiver for Complete Streets related grant applications. Applicants with a Complete Streets related grant application must submit a request
to receive the l ocal match waiver. Complete Streets related activities include, but are not limited to, the following activities:
· Adoption of Complete Streets standards or policies
· Development of a Complete Streets prioritization plan that identifies a specific list of Complete Streets projects to improve the safety, mobility, or accessibility of a street · Development of transportation plans that:
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 22
o Create a network of active transportation facilities, including sidewalks, bikeways, or pedestrian and bicycle trails, to connect neighborhoods with destinations such as workplaces, schools, residences, businesses, recreation areas, healthcare and childcare services, or other community activity centers
o Integrate active transportation facilities with public transportation service or improve access to public transportation
o Create multiuse active transportation infrastructure facilities (including bikeways or pedestrian and bicycle trails) that make connections within or between communities o Increase public transportation ridership
o Improve t
he safety of bicyclists and pedestrians
· Regional and megaregional planning (i.e., multi-jurisdictional transportation planning that extends beyond MPO an d/or State boundaries) that address travel demand and capacity constraints through alternatives to new highway capacity, including through intercity passenger rail
· Development of transportation plans and policies that support transit-oriented development
Example Project Types
Example Project Types - Strategic Partnerships
· Studies that identify interregional, inter-county, an d/or statewide mobility and access needs · Comprehensive Multimodal Corridor Plans
· Corridor performance/preservation studies
· Corridor enhancement studies
· Studies that evaluate transportation issues involving ground ac cess to international borders, seaports, airports, intermodal facilities, freight hubs, and recreational sites · Development of planning activities that result in sustainable transportation investments · Enhanced tools to capture GHG benefits of Operations and System Management projects · Integration of transportation and economic development · Studies and plans that can help to quantify and highlight the value and importance of the rural State transportation system which connects large urban centers to rural open space, State and federal lands, and recreation and agriculture hubs · Planning for sustainable freight
· Planning for transportation safety
· Transportation planning for special events
· Studies for re
linquishment 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 g oods movement plans
· Freight/supply chain resiliency studies
· Studies that evaluate accessibility and connectivity of the multimodal transportation network
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 23
· Studies that evaluate accessibility and connectivity of the multimodal transportation network · Integration of transportation and environmental planning · Studies, plans, and policies that address land use conflicts with major transportation corridors such as major highways, ports, shipping and freight corridors, etc. that are near s ensitive land uses such as homes, schools, parks, etc. or potentially impacted by climate change · Studies, plans or planning methods that advance a community’s effort to reduce single occupancy vehicle trips and transportation related GHG through strategies including, but not limited to, advancing mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use Example Project Types - Strategic Partnerships Transit
· Identification of policies and procedures to integrate transit into the transportation system and planning process
· Statewide and regional transit planning surveys and research · Identification of policies, strategies, and programs to manage transit assets, preserve transit facilities, and optimize transit infrastructure
· Projects that evaluate accessibility and connectivity of the multimodal transportation network · Transit technical planning studies and operational analyses to optimize system performance · Studies or plans that evaluate rail or multimodal connectivity · Studies or plans that evaluate bike and pedestrian connections to transit · Short- and long-range Transit plans
· Station area planning
· Complete Streets plans or multimodal transportation plans · Studies that evaluate accessibility and connectivity of the multimodal transportation network · Transit planning for zero emission bus fleets
· Integration of transit, new emerging technologies, and shared mobility services · Strategies to increase transit ridership
· Studies, plans or p lanning methods that assist transportation agencies in creating sustainable communities and transit-oriented development
Eligible and Ineligible Activities and E xpenses
Eligible Activities and Expenses
Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Please consult with C altrans 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 p ublic workshops, e.g., flyers, paid media ads · Virtual outreach activities and on-line meetings
· Travel expenses (See Chapter 5.4 for details)
· Up to 30 percent conceptual drawings and design
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 24
· Equipment (as defined in 2 CFR Part 200.33)4 purchases must remain under $5,000 or depreciation will need to be t aken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4365 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 s nacks and refreshments for public workshops (no full meals), subject to Caltrans and federal approval
o Requests to enhance public participation beyond the currently eligible costs for light refreshments will need justification regarding the cost benefit of the anticipated increase in public participation and must be submitted to Caltrans, and FHWA, when applicable, for consideration and approval, on a case-by-case basis · Project administration (up to 5 percent of the grant is allowed, i.e., quarterly reports, invoicing, and kick-off meeting with Caltrans)
Ineligible Activities and Expenses
Some activities, tasks, project components, etc. are not eligible under these grant programs. If an application has any of the following elements, it will be disqualified. Ineligible activities and expenses include:
· Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act · Engineering plans and design specification work
· Project Initiation Documents
· Program or project implementation
· Repurposing unspent grant funds
· Consultant mark-ups
· Application development to pursue construction funds/project implementation · RTPs or updates to the RTP
· Economic development plans or studies
· Land use plans or studies
· General Plans or updates to elements
· Construction projects, capital costs, such as the building of a facility, or maintenance · Office furniture purchases, or other capital expenditures · Decorations, e.g., for public workshop events
· Acquisition of vehicles or shuttle programs
· Organizational membership fees
· Incentives for public participation
4 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
5 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 Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 25
· Charges passed on to sub-recipient for oversight of awarded grant funds · Other items unrelated to the project
Tips for Successful Strategic Partnerships Grant Applications Criteria for Successful Strategic Partnerships Grant Applications · Partner with Caltrans to identify and address statewide, interregional, or regional transportation deficiencies in the State Highway System (or multimodal transportation system for transit -focused projects)
· Strengthen government-to-government relationships, and · Result in programmed system improvements
General Tips
· Refer to Appendix A, Multimodal System Planning, for guidance documents in the development of proposed corridor plans/studies, freight plans/studies, and other multimodal system planning documents.
· Consult with your district representative for technical assistance before the application deadline.
· Use the Samples and Checklists provided for the Application, Scope of Work, and Cost & Schedule.
· Include Caltrans as an active partner in the s tudy. · Provide tailored letters of support and project area photographs to enhance the application. Project supporters should describe why they support the project and how they would benefit from the project.
· If applicants/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in
a simple table format that lists the supporters
and specifically how supporters will benefit the proposed project will suffice.
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 t he project will address and support it with verifiable data, if available.
Grant Specific Objective
Demonstrate how the project f its 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 & Schedule: Refer to the Cost & Schedule Checklist in Appendix B.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 26
5. GRANT PROJECT ADMINISTRATIVE
REQUIREMENTS
The content of this chapter should be notably considered in the development of grant applications as it lays the foundation for what to expect when applying for these grant funds. Upon award, grantees will receive more specific guidelines including administrative and reporting requirements.
Coordination with Caltrans
Caltrans is committed to be an active partner. If awarded a grant, the applicant should include Caltrans district staff when planning both technical advisory and community meetings. In addition, Caltrans district staff will help to ensure that the approved Scope of Work, Cost & Schedule, and project funding will be maintained throughout the life of the contract. Applicants are also recommended to engage Caltrans district staff throughout the entire grant life, when applicable.
Caltrans may contact grantees to participate in peer exchange forums to promote information sharing and best practices.
If an agency does not demonstrate adequate performance and timely use of funds, Caltrans may take appropriate actions, which can include termination of the grant.
Third Party Contracts
The agreements between a grantee and a sub-applicant/recipient, consultant, or sub-consultant are often referred to as “third party contracts.” An eligible sub-applicant should be identified by an eligible applicant at the onset of the application. Eligible sub-applicants/recipients may be added to an application after award with prior Caltrans approval. If a grantee or a sub-recipient is going to hire a consultant to perform work during the project, then proper procurement procedures must always be used. An on-call shortlist may be used for consultant procurement if the on-call shortlist was established through a competitive process. Additionally, the consultant services solicited via the on-call shortlist must be consistent with the services sought in the initial request for p roposals used to establish the on-call shortlist. Agencies may not use another agency’s on-call shortlist unless they are a grantee’s sub-applicant.
Grantees may use their agency’s procurement procedures if they comply with the State Contracting Manual, Chapter 5, the Local Assistance Procedures Manual, Chapter 10, and the terms of the agreement with Caltrans. In addition, work can only be contracted if it has been stated in the applicant’s Scope of Work and Cost & Schedule. A grantee is fully responsible for all work performed by its sub-recipient, consultant, or sub-consultant. Caltrans solely enters a contract
directly with the grantee; therefore, the grantee is responsible to ensure that all third parties adhere to the same provisions included in the contractual agreement between Caltrans and the grantee.
All government funded consultant procurement transactions must be conducted using a fair and competitive procurement process that is consistent with the State Contracting Manual, Chapter 5,6 6 California State Contracting Manual Volume 1, Chapter 5, 2023, https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/State-Contracting
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 27
the Local Assistance Procedures Manual, Chapter 10,7 and the terms of the agreement with Caltrans. All documentation of third-party contract procurements must be retained, and copies of all agreements must be submitted to Caltrans. For more information on third party contracting, visit the State Contracting Manual and the Local Assistance Procedures Manual Websites.
Quarterly Reporting
Quarterly Progress Reports (QPR) are required to be submitted for e ach State FY quarter after the grant recipient has received a Notice to Proceed letter. The table below illustrates the State FY timeframes for submitting the QPR to Caltrans district staff.
Quarterly Progress Report Timeframes
Quarter 1 Quarter 2 Quarter 3 Quarter 4
July – September October – December January – March April – June For MPOs and RTPAs, the progress and expenditure of each awarded grant project must be included as part of the OWP Quarterly Progress and Expenditure Report. If this method of reporting is not adequately satisfied, Caltrans staff will require separate quarterly reports for each awarded grant project.
All other p rimary grant recipients shall submit progress reports every quarter for each awarded grant project. Caltrans district staff will provide the brief report form and due dates.
Invoicing and Financial Requirements
Pre-Award Audit
The Sustainable Communities grants are available in amounts up to $700,000 and Strategic Partnerships grants are up to $500,000. However, any awarded grant in excess of $250,000 may require a pre-aw ard 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 7 Caltrans Local Assistance Procedures Manual, Chapter 10, 2024, https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance- procedures-manual-lapm
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 28
sent to or paid by Caltrans. Allowable project costs must comply with 2 Code of Federal Regulations (CFR), Part 200.
The accounting system must have the following attributes:
· Account numbers identifying allowable direct, indirect, and unallowable cost accounts · Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into different cost accounts
· Ability to accumulate and segregate allowable direct costs by project, funding source, and type of cost (e.g.: labor, consulting, pass-thru, or other) · Internal controls to maintain integrity of financial management system · Ability to account and record costs consistently and to ensure costs billed are i n compliance with 2 CFR Part 200
· Ability to ensure costs billed reconcile to general ledgers and job costing system; and · Ability to ensure costs are in compliance with contract terms and State and federal requirements
The types of records that are used to support the existence of these attributes include the following:
· Subsidiary general ledgers
· Chart of accounts
· Time keeping records
· General ledger and job costing ledgers
· Audited financial statements
· Accounting policy and procedure manuals specific to the agency · Documents supporting actual costs (e.g. invoices, canceled checks) 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 & Schedule. Grantees must monitor work and costs to ensure invoices are submitted on a regular and timely basis ( monthly or quarterly as milestones are completed). Grantees must communicate with their local Caltrans district office to ensure any issues are addressed early during the project period.
Local Match
All tasks require a grant am
ount and local match, except for the administrative tasks – Task A and Task B, where both a grant amount and local match are optional. The local match is a financial requirement that demonstrates the grantee/local agency is vested in the project.
Because the local match is part of the total project cost, the local match can only fund eligible grant activities. Therefore, grant recipients must fund ineligible activities with funds other than the local match.
The local match can be all cash, all third-party in-kind contributions, or a combination of the two.
The minimum local match is a percentage of the total project cost (i.e., minimum local match amount plus the grant amount) and is identified in the Cost & Schedule at the task level.
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 & Schedule. Grantees agree to satisfy the total local match amount by the grant expiration date.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 29
Local Match Sources
· Sustainable Communities Competitive and Technical
Federal toll credits, FHWA PL, and FTA Section 5303, and Sustainable Communities Formula are ineligible match sources; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source.
Local match is not required for Native American Tribal Governments. · Sustainable Communities Formula
Federal toll credits are an ineligible match source; otherwise, any source of funds may be used if the proposed grant work is an eligible activity for the local match fund source. If MPOs are matching with federal Consolidated Planning Grant (CPG) funds (i.e., FHWA PL or FTA Section 5303), the work must all be eligible. However, federal approval is required as CPG objectives may differ and must be aligned with Sustainable Communities Formula specific objectives and 23 CFR Part 450 requirements.8
· Strategic Partnerships and Strategic Partnerships – Transit Any non-federal source of funds may be used if the proposed grant work is an eligible activity for the local match fund source. If MPOs are matching with Sustainable Communities Formula funds, the objectives for each grant must be in alignment. Caltrans approval is required.
Cash Match
· Staff time from the
primary applicant counts as cash match. Staff time charged to a specific project that has been funded and or reimbursed, cannot be used to meet the match requirement for another project.
· Sub-applicant staff time, if reimbursed, is considered cash match. If donating their time, it is considered in-kind.
· Revenue sources for local cash match can include local sales tax, special bond measures, private donations, private foundations, etc.
Third-Party In-Kind Match
Third party in-kind contributions are typically goods and services donated from outside the primary grantee’s agency and can be counted towards the minimum local match requirement. Examples of third-party in-kind contributions is the value of donated:
· Public outreach materials
· Interpreter
Services
· Facilities
· Equipment
· Advertising
· Student volunteers and other stakeholder staff time
· Other goods and services
8 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 Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 30
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 & 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 w ill 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 Calculator9 to ensure the correct amounts are reflected on the Grant Application Cover Sheet and the Cost & Schedule.
Minimum Local Match Requirements (Percentage of Total Project Cost) Grant Program Grant Request Local Match Total Project Cost Sustainable Communities
and Strategic Partnerships –
Transit
88.53%
Example: $300,000
11.47%*
Example: $38,868
100%
Example: $338,868
Strategic Partnerships
80%
Example: $300,000
20%
Example: $75,000
100%
Example: $375,000
Indirect and Direct Costs
Direct c osts are those costs that can be identified specifically with a particular final cost objective, such as a state award, or other internally or externally funded activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy. Costs incurred for the same purpose in like circumstances must be treated consistently as either direct or indirect costs, also known as facilities and administrative costs or overhead costs.
Indirect Costs are costs that are incurred for a common or joint purpose. These costs benefit more than one cost objective and cannot be readily identified with a particular final cost objective.
Reproduction costs, computer purchase, and office supplies are considered indirect costs, unless they are tied to a specific task or activity.
9 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 Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 31
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 ap proval from CIAO. For guidance on the ICAP/ICRP submission process, visit Caltrans Internal Audit Office10 and the Caltrans LAPM Chapter 5 Accounting/ Invoicing. 11
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)12 that became effective November 12, 2020.
Applications must include the estimated indirect cost rate on the Cost & Schedule.
Travel Expenses
Grantees may be eligible to claim travel expenses if they have been approved in the Scope of Work and Cost & Schedule. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Personnel Administration for similar employees (i.e., non-represented employees). Any request for reimbursement that exceeds the State rates will be denied. The grantee is responsible for paying beyond the State rates and cannot use local match to cover excess costs.
10 Caltrans Internal Audits Office, ICAP/ICRP Submission Process, 2022, https://dot.ca.gov/programs/audits/submission-review-main 11 Caltrans Local Assistance Procedures Manual Chapter 5, 2 020, https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch05.pdf 12 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
ü Applications must include
the estimated indirect cost
rate on the Cost &
Schedule.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 32
For more information on eligible travel expenses, visit the Caltrans Travel Guide Website. 13 Requests for Reimbursements
· Grant p ayments are made only as reimbursements.
· Grant rei mbursements will be based on actual allowable incurred costs. · Grant c osts 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 8.2 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 b e on file for the FY in which the costs occurred. o A financial management system report that segregates direct/indirect costs by fund source.
o ICAP support document spreadsheet that identifies direct charges and rate applied to those charges.
· Grantees must pay final consultant invoices by the final invoice due date to be eligible for reimbursement when submitting a final RFR.
Non-Discrimination Requirements
Title VI Non-Discrimination Requirement
The FHWA and the FTA each have requirements that recipients of federal Metropolitan Planning funds must demonstrate continued compliance with Title VI. Compliance with Title VI includes conducting meetings in a fair and reasonable manner that are open to all members of a community. Interpretation and translation services should also be provided when appropriate.
Compliance reflects not only the law but is also a good policy that builds the kind of trust and information sharing upon which successful planning is done. Even where a city or county may not be receiving federal funding for transportation, the Civil Rights Restoration Act of 1987 also obligates that a city or county comply with Title VI, if it receives any other federal funding for any program. Refer to the Caltrans Title VI website14 for more information.
Disadvantaged Business Enterprises
Successful grant ap
plicants are expected to market contracting opportunities to all small businesses, including DBEs and Disabled Veteran Business Enterprises. 13 Caltrans Travel Guide, 2020, https://dot.ca.gov/programs/accounting/travel-guide 14 Caltrans, Title IV of the Civil Rights Act of 1964, 2020, https://dot.ca.gov/programs/civil-rights/title-vi
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 33
Grant recipients of federal funds are required to report any contracting opportunities that may involve DBE participation. DB E reporting is required twice a year: April 1 and October 1. For details about DBE requirements, visit the Office of Civil Rights website.15 Final Product
All final reports funded through the Sustainable Transportation Planning Grant Program shall credit the FHWA, FTA, or Caltrans’ financial participation on the cover or title page. An Americans with Disabilities Act of 1994 (ADA)-accessible electronic copy of all final reports shall be forwarded to the Caltrans district office responsible for the administration and oversight of the grant. There are resources to assist with development of ADA compliant documents.16 Any technologies or inventions that may result from the use of these grants are in the public domain and may not be copyrighted, sold, or used e
xclusively by any business, organization, or
agency. Caltrans reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for public purposes.
Applicants should thoughtfully develop the project title. Once a Caltrans grant agreement is executed, changes t o the original grant p roject t itle are not allowed. Grantees may use an “Also Known As” (AKA), but both the AKA and the original title must be included in the final product.
Grantees must submit their final product with the final RFR to Caltrans for approval and reimbursement. Grantees will not be reimbursed for activities that are not completed, and the activity budget must be left unexpended.
Project Close-Out Survey
Once awarded grant projects are completed, grantees will complete a close-out survey to describe the successes and challenges of their project. The survey will give the opportunity to (1) highlight successes and obstacles in project implementation of the concepts identified by the planning process, (2) identify best practices in transportation planning, with an emphasis in public engagement, an
d (3) identify studies/plans that have been or will be funded for continued project development. Information from the survey will be compiled into a report to illustrate the value of the grant program and inform planning practitioners in their planning efforts. Caltrans’ goal is to provide t ransparency and accountability for the program, as well as to use the survey feedback to better serve future grant applicants.
15 Caltrans, Office of Civil Rights, Disadvantaged Business Enterprise Website:
https://dot.ca.gov/programs/civil-rights/dbe
16 State of California Accessibility Website: https://www.ca.gov/accessibility/ California Department of Rehabilitation Accessibility Website:
https://www.dor.ca.gov/Home/Accessibility
MS Office Support Video: https://support.office.com/en-us/article/video-check-the-accessibility-of- your-document-9d660cba-1fcd-45ad-a9d1-c4f4b5eb5b7d
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 34
California Public Records Act
All applications are subject to the California Public Records Act of 196817. As such, applicants may be contacted by anyone who requests their grant application. While Caltrans is obligated to share applications at any time, awarded applicants should avoid a potential conflict of interest when contacted by consultants who may inquire about the grant-funded project and not give the consultant an unfair advantage for the consultant procurement process. 17 Leg info, California Government Code, Sections 6250 - 6270.7, https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?division=7.&chapter=3.5.&lawCod e=GOV&title=1.&article=1.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 35
6. APPLICATION SUBMITTAL PROCESS
The Sustainable Transportation Planning Grant P rogram is highly competitive. This section provides applicants with supplemental information as well as details on required documents that must accompany an application at the time of submittal. All applicants are strongly encouraged to adhere to these requirements in order to score competitively during the application evaluation process.
Applicant Eligibility
Primary applicants must have statutory authority to conduct transportation/transit planning for their jurisdiction. Generally, the local and regional agencies have this specific authority. Native American Tribal Governments must be federally recognized to be eligible. Refer to the public entity’s bylaws to find this information.
Early Coordination and Technical Assistance for Primary Applicants
Sub-applicants are encouraged to work far in advance of the application deadline with the appropriate primary applicant to coordinate application development. It is also beneficial for sub-applicants to be informed of the appropriate primary applicant process and schedule, as they
may differ slightly from those of Caltrans. RTPAs residing within MPO boundaries should also coordinate application development with the MPO, as it is critical to ensure that proposed studies align with the RTP SCS/APS f or the entire MPO region and do not duplicate efforts being applied for or already awarded to the MPO.
Caltrans district staff (See Appendix D) are available during t he application period to answer questions and help interested groups complete their applications.
For q uestions specific to the Grant Application Guide, applicants are al so welcomed to contact:
Application Guide
Technical Assistance Contacts
Sustainable Communities and
Strategic Partnerships
Kevin Mariant, Grant Management Branch Chief
Caltrans Division of Transportation Planning
Office of Regional and Community Planning
Email: [email protected]
Questions about Housing
Element Compliance for
Sustainable Communities
Competitive and Technical
Paul McDougall
Department of Housing and Community Development
Email: [email protected]
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 36
Download the latest version of Adobe Reader DC ® to complete the application form. This version of Adobe is available free of charge.
6.3 Application Submittal Instructions
The Grant Application G uide, Application forms, and required templates are available on the Caltrans Sustainable Transportation Planning Grant Program website, at:
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/regional- and-community-planning/sustainable-transportation-planning-grants · All grant application packages are req uired to be submitted via Smartsheet. · Smartsheet features work better with Google Chrome browser. · Smartsheet progress cannot be saved. To avoid issues, follow these instructions:
1. C omplete the Application Cover Sheet in MS Word.
2. Copy and paste the Application Cover Sheet fields into the Smartsheet form.
3. Hav e the PDF attachment ready to upload into the Smartsheet form. · An agency may only submit one application package per Smartsheet submittal. · An application cannot be submitted to more than one grant category. · The required items outlined on the Grant Application Checklist in Appendix B must be submitted as a single PDF document (not to exceed 25MB); if awarded, original formats will be requested.
· All application documents must list the applicant’s legal name. · Confirmation of receipt can be sent via Smartsheet i f the applicant checks the box to receive a copy of the submittal.
Submit applications via Smartsheet Form by November 21, 2025
Hard copies will not be accepted, and late applications will not be reviewed.
Caltrans anticipated award announcements: Summer 2026
Caltrans district staff are available during the application period to answer questions and help interested groups complete their applications. Refer to Appendix D, Caltrans District Contact List, for contact information.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 37
6.4 Application Supplemental Documentation
The following documents are not required, but enhance the overall application and typically result in a more competitive application during the evaluation process:
Letters of Support
If submitted, letters of support must be included with the application package. Letters received late or separate
from the application package will not be considered.
The letters should be addressed to the applicant. Such
letters can come from community-based organizations,
local governments, regional governments, Native
American Tribal Governments, service agencies, and
elected officials.
Graphics
Clearly labeled photographs, maps, planning diagrams,
land use or design illustrations, or other relevant graphic representations of the proposed project area convey
existing conditions and help to further explain the need for the grant and the priority of the proposed planning project w
ith respect to community need. Please ensure
that graphics include a text description to provide
context.
Safety Data
Statistical data such as pedestrian-vehicle injuries/crashes or fatalities resulting from lack of safe infrastructure, or other road conditions that contribute to possible injuries can support the need for the proposed project. This information may be obtained from police reports, transit agencies, National Highway Traffic Administration, or the Governor’s Highway Safety Association.
Travel Mode Data
Data on mode share, commute patterns, accessibility for low-income and under-resourced populations, access to job centers, or other data to show the need and potential for mode shift to non-auto transportation modes.
Other Data
As applicable, to indicate the need and potential for reducing VMT and GHG, where available.
The following documents
are not required, but
enhance the overall
application and typically
result in a more
competitive application
during the evaluation
process:
· Letters of Support
· Graphics
· Safety Data
· Travel Mode Data
· Other Data
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 38
7. APPLICATION REVIEW PROCESS
Two-Tiered Application Review Process
This chapter provides a brief overview of the grant application review process. Grant application evaluation is a two-tiered process that consists of:
· Caltrans District Review and Evaluation
· Caltrans Headquarters (HQ) Interagency Review Committees Evaluation Caltrans district staff conducts the first-level review of all applications for content, submission of proper documentation, overall relationship to regional and local planning efforts, and documents their evaluations. Caltrans district staff scores, prioritizes, and recommends the most highly ranked Sustainable Communities and all Strategic Partnerships applications for the next level of review with the HQ Interagency Review Committees. Grant applications from Native American Tribal Governments, Transit Agencies, and proposed projects spanning multiple Caltrans districts or projects having a statewide significance, may also move on directly from Caltrans districts to HQ for review.
The HQ Interagency Review Committees conduct the second-level review and comprise staff from
Caltrans HQ, FHWA, FTA, HCD, the California Department of Public Health, the Governor’s Office of Land Use and Climate Innovation, the Strategic Growth Council, and the California Air Resources Board. Caltrans HQ also coordinates with internal specialists, depending on the grant application subject matter, to provide high-level reviews of the proposed project to avoid funding duplicative efforts or efforts that are not supportive of State planning efforts. The committees for each grant category convene to develop funding recommendations that are approved by every level of Caltrans management and the California State Transportation Agency.
Application Evaluation/Scoring Process
Grant applications that address every aspect of the grant specific objectives will score higher overall. Caltrans has diverse applicants and project types, which makes it difficult to use a one-size fits all scoring rubric that would not unintentionally put some applicant/project types at a disadvantage. Therefore, applications will be scored based on how well they are able to describe
the project, justify need, incorporate the grant specific objectives, and develop a Scope of Work and Cost & Schedule, all in accordance with this grant guide, samples and checklists provided, as applicable and appropriate for the applicant and project type. Once the grant review committees evaluate, rank, and select the best applications for grant funding, final recommendations are presented to Caltrans management and California State Transportation Agency for approval.
Past Performance Award Considerations
Previous Caltrans transportation planning grantee performance will be considered during the evaluation process. Applicants with a history of inadequate performance and/or unresolved past
grant performance issues may be at a competitive disadvantage in the application review process. Past performance issues could include the following:
· Poor grant
project management
· Lack of communication/coordination with Caltrans
· Failure to achieve grant project milestones
· Untimely invoice submittals
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 39
· Excessive balances and consistently relinquish transportation funds administered by Caltrans Planning
· Unresolved audit issues or findings
· Overall poor q uality of the final grant product
· Failure to satisfy the required State and federal planning requirements including submittal and administration of OWPs, RTPs, and Transportation Improvement Programs If an agency does not demonstrate adequate performance and timely use of funds, Caltrans may take appropriate actions, which can include denial of extenuating circumstance time extension requests and termination of the grant.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 40
8. APPLICATION AWARD PROCESS
Award and Non-Award
Successful grant applicants will receive a Conditional Award Letter via email. A list of awarded and non-awarded grants will be posted to the Caltrans Sustainable Transportation Planning Grant Program website.
Caltrans Sustainable Transportation Planning Grant Program Website:
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/regional- and-community-planning/sustainable-transportation-planning-grants Conditional Award Teleconferences
Each grantee will receive a Conditional Award Letter t hat outlines the grant project cost, important expiration and final invoice dates.
Caltrans district staff will schedule individual teleconferences to provide the specific and general conditions of grant acceptance that are necessary to accept grant funding, including any revisions to the grant application, Scope of Work and Cost & Schedule. Conditions may include revisions to the project Scope of Work to bolster public participation, consider land use and housing, and to coordinate with local housing and community development departments and health departments. Awardees are required to submit all supporting materials and a signed agreement or risk forfeiting the grant award.
Non-Award Teleconferences
Unsuccessful grant applicants are encouraged to request a debriefing from Caltrans. Applicants typically receive specific comments from the District/HQ Interagency Review Committee on how to improve applications to re-apply in a future grant cycle. If the application advanced to the second-level review, HQ provides the HQ Interagency Review Committee score, as well as how close the application was relative to the cut-off score for available grant funding. Applicants sometimes apply two or t hree times before they are successful due to the competitiveness of the grant program.
Contracting with Caltrans
All awarded grant funds must be under an executed agreement with Caltrans during t he State FY 2026-27. The project start date depends on the method of contracting with Caltrans.
MPOs and R TPAs
All MPOs/RTPAs with a current Master Fund Transfer Agreement (MFTA) must have the entire grant award and local match programmed in the FY 2026-27 OWP within 90-days of receiving the signed FY 2025-26 reconciliation letter. Due to the competitiveness of this grant program, failure to program funds may result in forfeiture of grant funds. MPOs/RTPAs should include a place-holder Work Element in the Draft FY 2026-27 OWP and satisfy specific grant conditions before the first FY 2026-27 OWP amendment. MPO/RTPAs can anticipate starting their projects in November 2026, after the OWP amendment is processed and Caltrans issues a formal Notice to Proceed.
Non-MPOs/RTPAs
Grantees that do not have a current MFTA with ORCP (i.e., cities, counties, transit agencies, Native American Tribal Governments), Caltrans will contract directly with the primary grantees through the Restricted Grant Agreement (RGA) process. For grantees that undergo the RGA contracting
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 41
process, work may begin as early as November 2026, assuming the grantee has received a fully executed contract and Caltrans district staff send a formal Notice to Proceed which allows grantees to begin work.
Estimated Project Start/Expiration Dates
It is important for applicants to reflect the estimated project s tart date in the Scope of Work and Cost & Schedule. Project timeline constraints for both methods of contracting with Caltrans are provided below. Grantees must consider these dates when developing the Scope of Work and Cost & Schedule:
Master Fund Transfer Agreement Project Timeline (MPOs/RTPAs Only) November 2026 · Anticipated start date
June 30, 2029
· Grant project end/expiration date
· Reimbursable work must be completed
· Grant extensions are only allowed for extenuating circumstances and may require a formal Overall Work Program (OWP) amendment
August 29, 2029
· All Final Request for Reimbursements must be submitted no later than 60 days after the end of the fiscal year to coincide with the submission of the OWP Final Expenditure Report
Restricted Grant Agreement Project Timeline (Non-MPO/RTPAs) November 2026 · Anticipated start date
June 30, 2029
· Grant project end/expiration date
· Reimbursable work must be completed
· Grant extensions are only allowed for extenuating circumstances and require a formal amendment
August 29, 2029
· Final Request for Reimbursements and final products must be submitted to Caltrans for approval and reimbursement. This allows Caltrans sufficient time to comply with the State Controller’s Office payment requirements.
Native American Tribal Governments
Native American Tribal Governments have the following options for c ontracting with Caltrans:
(1) Contracting with Tribes Directly – The authority Caltrans uses to contract with tribes directly comes from California Streets and Highways Code section 94. Caltrans no longer requires tribes to provide a limited waiver of sovereign immunity with an RGA unless requested by a tribe. The RGA boilerplate template for Native American Tribal Governments is available upon request. (2) Partnering with a Regional Agency – Another mechanism for contracting with Caltrans is to collaborate with an MPO or R TPA with a current MFTA. Caltrans can pass through grant funding to tribes for planning projects where options or time are limited. This option uses the three-part contract, MFTA/OWP/OWPA, and is usually the quickest option to allow planning projects to get started.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 42
(3) Transferring Funds Pursuant to 23 U.S.C. 202(a)(9) – Section 202(a)(9) of title 23, United States Code encourages cooperation between States and Tribes by allowing any funds received from a State, county, or local government to be credited to appropriations available for the Tribal Transportation Program (TTP). One potential source of such funding is funds apportioned or allocated to a State under title 23. Section 104(f)(3) allows the Secretary of Transportation to, at the request of a State, transfer among States, or to FHWA, funds that have been so apportioned or allocated. This provision, used in conjunction with the authority under 23 U.S.C. 209(a)(9), allows State funds to be transferred to FHWA, which in turn would provide the funds to the specified Tribe.
For m ore information visit the FHWA website.18
Caltrans has successfully used the federal Section 202(a)(9) process to transfer Sustainable Communities grant funds to a Native American Tribal Government. In order to use this transfer process, an agreement would need to be in place with FHWA or the Bureau of Indian Affairs, the Tribe, and the State that clearly identifies the project an d the roles and responsibilities of all parties. Each interagency fund transfer includes 1) a fund transfer template and 2) an addendum lining out the specifics of the terms. This option requires involvement and approval by Caltrans Legal and the funds must be used for the intended purpose of the awarded Sustainable Communities grant.
18 Federal Highway Administration, Office of Tribal Transportation , 2020 https://flh.fhwa.dot.gov/programs/ttp/documents/Funds-Transfer-Procedures-Pursuant-to-23- U.S.C.202%28a%29%289%29.pdf
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 43
APPENDICES
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 44
APPENDIX A. GUIDANCE, TOOLS, AND RESOURCES FOR
PREPARING A GRANT APPLICATION
Grant Program Considerations
The Grant Application Guide incorporates guidance from many sources. The following links are provided to assist applicants in preparing a competitive grant application consistent with the grant program, specific objectives, and the Grant Program Considerations:
· Caltrans Strategic Plan
· California Transportation Plan (CTP) 2050
· California Strategic Highway Safety Plan (SHSP) 2020-2024 · Modal Plans that Support the CTP
o Interregional Transportation Strategic Plan
o California Freight Mobility Plan
o California State Rail Plan
o California State Bicycle and Pedestrian Plan
o Statewide Transit Strategic Plan
o California Aviation System Plan
· Title VI and Environmental Justice
· Climate Action Plan for Transportation Infrastructure · California Climate Adaptation Strategy
· Master Plan for Aging
Caltrans Strategic Plan
The Caltrans Strategic Plan is our guiding document that defines our culture, lays out our top priorities and represents our de sired outcomes. It is our roadmap to the future. The tools we use to implement this Plan are performance management, transparency, accountability, sustainability, and innovation. The Plan serves a number of functions including:
· Provides direction for meeting statewide outcomes;
· Provides performance objectives that monitor success: and · Outlines how Caltrans will lead the way in helping improve the quality of life for all Californians https://dot.ca.gov/-/media/dot-media/programs/risk-strategic-management/documents/2024-28- caltrans-strategic-plan-final-a11y.pdf
California Transportation Plan 2050
The CTP 2050 is the State’s s tatutorily fiscally unconstrained long-range transportation roadmap for positive change that:
· Provides a unifying and foundational policy framework for making effective, transparent, and transformational transportation decisions in California · Addresses the varied transportation needs of urban, suburban, rural, and tribal communities · Emphasizes implementation and identifies a timeline, roles, and responsibilities for each plan recommendation.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 45
The CTP does not contain projects, but policies and strategies required to close the gap between what the RTPs aim to achieve and how much more is required to meet 2050 goals. Competitive applications will discuss how proposed projects will assist in achieving the CTP 2050. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/ctp-2050- v3-a11y.pdf
Strategic Highway Safety Plan
California's Strategic Highway Safety Plan (SHSP) is a statewide, comprehensive, data-driven effort to reduce fatalities and serious injuries on public roads. Started in 2005, the SHSP is updated regularly to ensure continued progress and meet changing safety needs. Currently, over 300 safety stakeholders from 80 public and private agencies and organizations work together to implement the plan under the direction of the SHSP Executive Leadership and a 13-member Steering Committee. The SHSP includes behavioral,
infrastructure, and technology strategies addressing the "4Es" of safety: engineering, enforcement, education, and emergency services. https://dot.ca.gov/programs/safety-programs/shsp
Modal Plans that Support the California Transportation Plan The CTP is the umbrella plan that informs and pulls together the State’s long-range modal plans, described below, to envision the future system:
Interregional Transportation Strategic Plan (ITSP)
A Caltrans document that provides guidance for the i dentification and prioritization of interregional transportation improvements to be funded in the Interregional Transportation Improvement Program (ITIP). The ITSP analyzes the entire interregional transportation system including highways and rail. While the ITSP informs the ITIP, the purpose of the plan is to be a guiding document for all investment in the interregional transportation system regardless of funding source. https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/corridor- and-system-planning
California Freight Mobility Plan
A statewide, long-range plan for California's freight transportation system. Developed in collaboration with our partners, the California Freight Mobility Plan (CFMP) was developed by the California State Transportation Agency (CalSTA) and Caltrans in consultation with the California Freight Advisory Committee.
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/strategic- freight-planning
California State Rail Plan
A statewide plan that provides a framework for planning and implementing California’s rail network for t he next 20 years an d beyond. The Rail Plan is a strategic plan with operating and capital investment strategies that will lead to a coordinated, statewide travel system. https://dot.ca.gov/programs/rail-and-mass-transportation/california-state-rail-plan Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 46
California State Bicycle and Pedestrian Plan
“Toward an Active California,” California’s first statewide plan that lays out the policies and actions that Caltrans and its partner agencies will take to achieve the Department’s ambitious statewide goals to double walking and triple bicycling trips by 2020. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/f0020350- activeca-final-plan-2017-05-18-a11y.pdf
Statewide Transit Strategic Plan
The plan allows the State to prepare for t he expanding landscape of personal mobility choices and the integration of urban and regional transit systems with the California High Speed Rail project.
The Statewide Transit Strategic Plan highlights a sustainable transportation system that supports the outcomes of the CTP, the California State Rail Plan, and the California State Bicycle and Pedestrian Plan.
https://dot.ca.gov/programs/rail-and-mass-transportation/statewide-transit-strategic-plan California Aviation System Plan
A multi-element plan prepared by Caltrans with the goal of developing and preserving the system of publicly owned, public-use airports and to promote the development of a safe, efficient, and sustainable air transportation system that meets the integrated mobility needs of the State of California.
https://dot.ca.gov/programs/aeronautics/california-aviation-system-plan Title VI and Environm ental Justice
Title VI of the U.S. Civil Rights Act prohibits discrimination on the basis of race, color, or national origin in programs or ac tivities receiving federal financial assistance. A similar prohibition applies to recipients of State funds under California Government Code section 11135, which prohibits discrimination on the basis of race, color or national origin, as well as ethnic group identification, religion, age, sex, sexual orientation, genetic information, or disability. Title VI specifically provides the following:
No person in the United States s hall, on the ground of race, color, national origin, religion, sex, age, or disability be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving financial assistance from the Federal government.
https://dot.ca.gov/programs/civil-rights/title-vi
The following tools are provided to assist grant applicants with integrating environmental justice in their proposed activities:
EJSCREEN: Environmental Justice Screening and Mapping Tool EJSCREEN, developed by the United States Environmental Protection Agency, geospatially displays public health and environmental data and allows users to compare local data against state and national averages.
https://www.epa.gov/ejscreen
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 47
Environmental Justice Agency Assessment 2020
The California Environmental Justice Alliance completed the fifth Environmental Justice Agency Assessment, the only one in the nation to formally examine how state agencies develop, implement, and monitor environmentally related policies that particularly impact low-income communities and communities of color. The assessments in this report are made in the spirit of holding state agencies and elected officials accountable to the public, and to provide guidance on how they can make their work more equitable.
https://caleja.org/wp-content/uploads/2021/07/CEJA-Agency-Assessment-062021-FINAL-WEB.pdf Caltrans Transportation Equity Index (EQI)
The EQI is a spatial screening tool designed to identify transportation-based priority populations at the Census block level. T he EQI integrates transportation and socioeconomic indicators into three screens. All screens reflect low-income status and tribal land status.
The EQI screens include:
· Transportation-Based Priority Populations: Communities that are most burdened by the transportation system and receive the fewest benefits.
· Traffic Exposure: Communities that are the most burdened through high exposure to traffic and crashes.
· Access to Destinations: Communities that have the greatest gaps in multimodal access to destinations.
https://dot.ca.gov/programs/esta/race-equity/eqi
Climate Action Plan for Transportation Infrastructure
The Climate Action Plan for Transportation Infrastructure (CAPTI) and the subsequent CAPTI 2.0 (published in January 2025) detail how the State recommends investing billions of discretionary transportation dollars annually to aggressively combat and adapt to climate change while supporting public health, safety and equity. CAPTI builds on executive orders signed by Governor Gavin Newsom in 2019 and 2020 targeted at reducing GHG emissions in transportation, which account for more than 40 percent of all emissions, to reach the State's ambitious climate goals.
CAPTI:
https://calsta.ca.gov/-/media/calsta-media/documents/capti-july-2021-a11y.pdf
CAPTI 2.0:
https://calsta.ca.gov/-/media/calsta-media/documents/capti-2025-a11y.pdf California Climate Adaptation Strategy
The California Climate Adaptation Strategy, mandated by Assembly Bill 1482 (Gordon, 2015), links the State’s existing and planned climate adaptation efforts, showing how they fit together to achieve California’s six climate resilience priorities. The Strategy is organized around outcome- based priorities, enabling a coordinated, integrated approach to building climate resilience. The Strategy shows how the State’s efforts fit together to deliver on six priorities for climate resilience action in California: Strengthen Protections for Climate Vulnerable Communities; Bolster Public Health and Safety to Protect Against Increasing Climate Risks; Make Decisions Based on the Best Available Climate Science;
Build a Climate Resilient Economy; Accelerate Nature-Based Climate Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 48
Solutions and Strengthen Climate Resilience of Natural Systems; Partner and Collaborate to Leverage Resources.
https://www.climateresilience.ca.gov/
Master Plan for Aging
The Master Plan for Aging is a blueprint for aging across the lifespan and outlines five goals and twenty-three strategies to build a California for All Ages by 2030. It also includes a Data Dashboard for Aging to measure progress and a Local Playbook to drive partnerships that will assist in meeting the goals of the Master Plan.
https://mpa.aging.ca.gov/
Master Plan for Aging Local Playbook:
https://aging.ca.gov/download.ashx?lE0rcNUV0zb5AqXyfgtfvg%3d%3d Resources to Advance Grant Specific Objectives
Applicants must demonstrate how the project fits every aspect of the Grant Specific Objective, as appropriate for the applicant and project type. The following resources are provided in this section:
· Multimodal System Planning
· Advance Transportation Related GHG Reduction Project Types/Strategies · Addressing the Needs of Under-Resourced Communities
· Public Health Resources
· Active Community Engagement
· Integrated Housing, Land Use, and Transportation Planning · Promote the Region’s RTP SCS/APS, State Planning Priorities, and Climate Adaptation Goals · Climate Ready Transportation and Climate Adaptation Planning Multimodal System Planning
The following guidance documents can be used i n the development of proposed corridor plans/studies, freight plans/studies, and other multimodal system planning documents.
Comprehensive Multimodal Corridor Plan Guidelines
The California Transportation Commission developed the Comprehensive Multimodal Corridor Plan Guidelines (plan guidelines) to provide guidance to eligible Solutions for Congested Corridors Program applicants regarding the statutory requirements for comprehensive corridor plans utilized by agencies to ap ply for funding through the Congested Corridors Program. Applicants proposing to develop a comprehensive corridor plan are en couraged to review the plan guidelines to ensure their application and final product would align with and compete well for the Solutions for Congested Corridors Program.
https://catc.ca.gov/programs/sb1/solutions-for-congested-corridors-program/comprehensive- multimodal-corridor-plan-guidelines
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 49
Caltrans Corridor Planning Process Guide
The Caltrans Division of Transportation Planning prepared the Corridor Planning Process Guide (Guide) for u se in preparing corridor planning documents. This Guide establishes a comprehensive planning approach through desired protocols and procedures to identify and implement multimodal transportation needs. It is neither intended as nor does it establish, a legal standard for these functions.
https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/system- planning/systemplanning/corridor-planning-process-guide-april-2022-a11y.pdf Planning for Operations Strategic Work Plan
The Planning for Operations Strategic Work Plan is a statewide framework for multimodal system management planning, aims to identify the specific steps needed to implement multimodal system management planning at Caltrans and prioritize implementation actions. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/system- planning/systemplanning/caltrans-p4ops-strategic-work-plan-2018-a11y.pdf Caltrans Climate Change Emphasis Area Guide for Corridor Planning Consideration of climate change adaptation and mitigation must be included in the corridor planning process. This guidance was developed to describe how to address climate risk in the context of the Caltrans Corridor Planning Process Guide’s 8 steps process. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/cc-ea- guide-for-corridor-planning-march2022-a11y.pdf
Climate Adaptation Strategies for T ransportation Infrastructure This educational-only resource describes the types of hazards and/or threats represented by different climate stressors and lists the types of adaptation actions or strategies that could be considered to minimize climate change impacts.
https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/office-of- smart-mobility-and-climate-change/fy23-24-adaptation-strategies-transportation-infrastructure- 05102024v2-a11y.pdf
Active Transportation Emphasis Area Guidance
Active Transportation is one of several distinct emphasis areas to be considered in corridor plan analysis. Caltrans Active Transportation guidance has one goal – to provide corridor planners with a framework to assess and analyze the variety of Active Transportation issues that can be addressed in Corridor Plans. As the “Eight Step” process will be required to develop Corridor Plans, this Active Transportation Emphasis Area (EA) Guidance is based upon those eight steps. https://dot.ca.gov/-/media/dot-media/programs/transportation-planning/documents/active- transportation-complete-streets/20220131active-transportation-emphasis-area-guidance-final- version-v7a11y.pdf
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 50
Advance Transportation Related GHG Reduction Project Types/Strategies CARB 2022 Scoping Plan, Appendix E
The California Air Resources Board (CARB) adopted the 2022 Scoping Plan for Achieving Carbon Neutrality, to guide how the State develops communities, preserves and protects its landscapes, and ensures that all Californians have equitable access to housing, health care, jobs, and opportunity. Competitive Sustainable Communities grant applications will demonstrate a linkage to this land use vision.
The 2022 Scoping Plan (Appendix E, Sustainable and Equitable Communities) also includes information on the need for reducing VMT and outlines a list of potential additional strategies that the State and other responsible parties could pursue to help achieve further VMT reduction, support local and regional actions already underway, and advance multiple additional goals.
While this document is intended to guide State-level actions, many of the strategies can also be implemented at a regional and local level. Sustainable Communities grant applicants are encouraged to explore these strategies and apply them, as appropriate, to proposed planning projects.
CARB 2022 Scoping Plan (all updates and appendices):
https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan/2022-scoping- plan-documents
CARB 2022 Scoping Plan, Appendix E:
https://ww2.arb.ca.gov/sites/default/files/2022-11/2022-sp-appendix-e-sustainable-and-equitable- communities.pdf
For current CARB activities and future updates on Scoping Plan efforts, visit:
https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan Senate Bill 3 75
The Sustainable Communities and Climate Protection Act (SB 375) was signed in 2008. It supports the State's climate goals by helping reduce GHG emissions through coordinated transportation, housing, and land use planning.
Under the S ustainable Communities Act, CARB sets regional targets for GHG emissions reductions from passenger vehicle use. CARB set targets for 2020 and 2035 for each of the 18 MPO regions.
Each of the MPO regions must prepare an SCS/APS, as an integral part of its RTP, that contains land use, housing, and transportation strategies that, if implemented, would allow the region to meet CARB’s targets. Once the SCS/APS is adopted by the MPO, CARB must review the adopted SCS/APS to accept or reject the MPO's determination that the SCS/APS, if implemented, would meet the targets.
Sustainable Communities grant applicants, where applicable, should explore their regions SCS/APS, and apply them, as appropriate, to proposed planning projects.
CARB SCS/APS Evaluations: https://ww2.arb.ca.gov/our-work/programs/sustainable-communities- program/regional-plans-evaluations
SB 375: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200720080SB375 Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 51
Senate Bill 743
Senate Bill (SB) 743 was signed in 2013, with the intent to “more appropriately balance the needs of congestion management with statewide goals related to infill development, promotion of public health through active transportation, an d reduction of GHG emissions.” As such, automobile delay or traffic congestion, as measured in level of service, is not considered a significant environmental effect under the California Environmental Quality Act (CEQA). Changes to the CEQA Guidelines were certified in December 2018 and established Vehicle Miles Traveled (VMT) as the most appropriate measure of transportation-related environmental impact. A key element of transportation analysis under the new guidance is forecasting induced vehicular travel, or the change in VMT attributable to a project. Since July 1, 2020, statewide implementation of VMT analysis in CEQA documents is required.
Applicants who wish to pursue model improvements or develop VMT Mitigation Programs using Sustainable Communities Competitive Technical or Formula grants are encouraged to review available materials relating to forecasting induced travel or strategies to mitigate and reduce VMT, including those found on the Caltrans SB 743 implementation website. Refer to the Caltrans Transportation Analysis Framework, the Caltrans Transportation Analysis Under CEQA, and other resources linked on the website for more information.
Example project types include:
· Integration of land use modeling into travel
demand models, improving long-term induced
travel modeling capability
· Incorporation of impacts to trip-making behaviors as a result of network improvements · Improved congestion feed-back into existing models, or pre- and post-processing procedures · Induced travel case studies
· VMT-reducing strategies and programs intended to mitigate for induced travel impacts SB 743: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB743 Caltrans SB 743 Implementation Resources: https://dot.ca.gov/programs/esta/sb-743/resources Addressing the Needs of Under-Resourced Communities
Caltrans encourages eligible applicants to apply for Sustainable Communities Competitive Grants to address transportation needs and deficiencies in under-resourced communities. Supporting planning projects that benefit a under-resourced community is a priority; therefore, a minimum threshold of 50 percent of Sustainable Communities Competitive Grants has been identified for projects that benefit under-resourced communities, which includes Native American Tribal Governments and rural communities (for transportation planning purposes, rural is defined as all areas of the state that are not included in urbanized areas of 50,000 in population or greater; see map in Appendix C which indicates rural areas). In sum, acceptable under-resourced communities definitions include:
• Rural communities of 50,000 or less and outside of urbanized areas • Native American Tribal Governments
• Regionally/locally defined under-resourced communities • At or below 80% Assembly Bill 1550 (Gomez, Chapter 369, Statutes of 2016) • At or ab
ove 75% California Department of Education, Free or Reduced Priced Meals Data • At or ab ove 75% CalEnviroScreen Version 4.0
• At or below 25% California Healthy Places Index (HPI) Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 52
Grant applicants are required to provide a justification in their grant ap plication for how the project area meets the definition of an under-resourced community and a
description of how the project will benefit these
communities, as well as how these communities will be
engaged throughout the project.
The following tools, related to income level, environmental burden, and health inequities, are intended to help
applicants identify the most vulnerable places that are facing disproportionate rates of economic, environmental, and health burdens. These tools must be cited in the grant application, as well as how the project area is compared to the statewide thresholds that are established in each tool.
Regionally and/or Locally Defined Under-
Resourced Communities
Regionally and/or locally defined under-resourced
communities may be acceptable as long as statewide
thresholds for the tools below are not circumvented. Applicants that use a regional or local definition should also provide data for their p roject, using the statewide tools below. Caltrans may not accept the regional/local definition if it is inadequately supported in the justification section of the grant application.
Assembly Bill (AB) 1550 (Gomez, Chapter 369, Statutes of 2016) AB 1550 further enhanced the Greenhouse Gas Reduction Fund statutory requirements to invest a minimum of twenty-five percent in under-resourced communities and another ten percent in low- income households or communities. AB 1550 provides definitions for low-income households and low-income communities that may be considered in application development:
(1) “Low-income households” are those with household incomes at or below 80 percent of the statewide median income or with household incomes at or below the threshold designated as low income by HCD’s list of state income limits adopted pursuant to Section 50093. (2) “Low-income communities” are census tracts with median household incomes at or below 80 percent of the statewide median income or with median household incomes at or b elow the threshold designated as low income by HCD’s list of state income limits adopted pursuant to Section 50093.
AB 1550: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160AB1550 California Department of Education, Free or Reduced Priced Meals (FRMP) Data The California Department of Education maintains the complete data files pertaining to students who are eligible for FRMP. FRPM data are collected annually and can also be used to assist Sustainable Communities applicants to define their under-resourced community. Per SB 99 (Chapter 359, Statutes of 2013), the State’s Active Transportation Program disadvantaged community’s definition includes low-income schools, where at least 75 percent of students are eligible to receive free or reduced meals under the National School Lunch Program.
FRMP data files: https://www.cde.ca.gov/ds/sd/sd/filessp.asp
IMPORTANT
INFORMATION:
Grant applicants are required
to provide a justification in their
grant application for how the
project area meets the
definition of under-resourced
communities and a description
of how the project will benefit
these communities, as well as
how these communities will be
engaged throughout the
project.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 53
SB 99: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB99 CalEnviroScreen Version 4.0
CalEnviroScreen is a screening methodology that can be used to help identify California communities that are disproportionately burdened by multiple sources of pollution.
CalEnviroScreen uses environmental, health, and socioeconomic information to produce a numerical score for each census tract in the state. For purposes of SB 535 (De León, Statutes of 2012), disadvantaged communities are defined as the top 25 percent scoring areas from CalEnviroScreen along with other areas with high amounts of pollution and vulnerable populations. https://oehha.ca.gov/calenviroscreen/report/calenviroscreen-40 California Healthy Places Index (HPI)
HPI is an interactive data and mapping tool that
provides a detailed snapshot of the social
determinants of health across California, mapped
down to the Census tract level. HPI provides
comparison rankings of Census tracts statewide
and an accompanying policy action guide.
Therefore, the HPI can be a useful tool in prioritizing areas with high levels of social and economic
disadvantage for funding, policy, and planning
interventions. HPI was developed by the Public
Health Alliance of Southern California in
collaboration with health departments and data
experts across the state. Because HPI focuses on
the social and environmental conditions that
contribute to health, policy makers and local
agencies can use it to identify actionable policies
that would improve health in their community, such
as improving transportation access, housing
affordability and quality, or access to parks and open space, HPI also incorporates “decision support layers” that can be overlaid to show additional indicators such as the California Department of Public Health’s (CDPH) climate change and health vulnerability indicators (see Appendix A, P
ublic Health Resources, CDPH Climate Change and Health Vulnerability Indicators for more information.).
https://healthyplacesindex.org/
Understanding the HPI Score
HPI includes a composite score for each Census tract in the state. The higher the score, the healthier the community conditions. Each Census tract’s score is converted to a percentile, which allows it to be compared to other California Census tracts. For example, an HPI percentile of 79 indicates that a Census tract has healthier community conditions than 79 percent of the Census tracts in California. HPI percentile rankings are further broken into quartiles, with percentiles below 25 typically used to indicate disadvantaged communities. Thus, lower scores can be used to demonstrate a community, or p roject/service area, is under-resourced for p urposes of qualifying for the minimum threshold of 50 percent for under-resourced communities in this program.
In addition to the composite score and percentile ranking, applicants can review the individual domain scores or indicators t
hemselves and explain how their project will improve one o r more of
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 54
these public health challenges. The numeric value and percentile ranking for these component indicators can be found either by using the live map or by accessing the data directly. See the following table for HPI examples.
These HPI tools can be accessed at:
Live Map: h ttps://map.healthyplacesindex.org/
HPI Learning Center: https://www.healthyplacesindex.org/learning-center HPI Examples
Indicator HDI Percentile How will the project improve this health challenge? Policy Action Area (Composite) Scores
Neighborhood Percentile ranking of
all neighborhood-
related indicators
Demonstrate how this plan will address health and
transportation challenges related to neighborhood
indicators (park access, supermarket access, retail
density, alcohol availability and tree canopy)
Transportation Percentile ranking of
all transportation
indicators
Demonstrate how this plan will address health and
transportation challenges related automobile access
and active commuting
Individual Indicators
Automobile Access
Active Commuting
Park Access
XX percent
XX percent
XX percent
Describe how plan will increase and improve
transportation access to vital destinations, goods and
services for those without auto access.
Describe how the plan will improve transportation
options for those without a car, specifically regarding active commuting by foot, bike, and transit in the
project area.
Demonstrate how project will improve transportation
access to parks/ open space.
For more information on HPI, including how to calculate a score for your project area and suggested project types for i mproving public health, visit https://healthyplacesindex.org/.
Senate Bill 1 000 (Leyva, Chapter 587, Statutes of 2016) SB 1000 requires local jurisdictions to develop environmental justice elements in their next General Plan updates. Specifically, the environmental justice element, or the environmental justice goals, policies, and objectives in other elements, must be adopted or reviewed upon the adoption or next revision of 2 or more elements concurrently on or after January 1, 2018. Grant applicants are encouraged to describe efforts to comply with this new general plan requirement. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB1000 California Environmental Justice Alliance SB 1000 Toolkit The California Environmental Justice Alliance SB 1000 Toolkit may help applicants describe their efforts to include the Environmental Justice element in their general plan updates. https://caleja.org/2017/09/sb-1000-toolkit-release/
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 55
Governor’s Office of Planning and Research (OPR) General Plan Guidelines Senate Bill 1000 Technical Advisory
The OPR General Plan Guidelines for Senate Bill 1000 provides guidance for determining whether an Environmental Justice element or equivalent is required in a local jurisdiction, including identifying the location of disadvantaged communities (as defined in Gov. Code, § 65302, subdivision (h)(4)(A))19 as well as the nature of their environmental burdens, health risks, and needs.
It also provides guidance for community engagement when addressing Environmental Justice disadvantaged communities; and goals, policies, and programs that address the unique and compounded health risks in disadvantaged communities and prioritize improvements and programs that meet the needs of disadvantaged communities. https://opr.ca.gov/docs/20200706-GPG_Chapter_4_EJ.pdf
Displacement/Gentrification
Transportation improvements, especially new rail lines and stations to low-income communities, can increase access to opportunities. But they can also result in much higher property values and an increase in the cost of owning and renting property, inadvertently displacing existing residents and businesses. Being forced to leave a home is a stressful, costly and traumatic life event, especially when affordable housing is so limited. There is a growing recognition of tools and strategies that can be implemented alongside community investments to reduce displacement.
Grant ap
plicants are encouraged to re ference the 2024 RTP Guidelines, Appendices E and G, for best practices in addressing displacement of low income and under-resourced communities.
Transformative Climate Communities Program
The State’s Transformative Climate Communities Program provides a framework for ap plicants to avoid displacement and may assist Sustainable Communities grant applicants in addressing displacement.
https://sgc.ca.gov/meetings/council/2022/docs/20220428- Item5a_TCC_Guidelines_Round%204_Technical%20Amendment_Clean.pdf Implementing Senate Bill 350 (De Leon, Chapter 547, Statues of 2015) and Community Needs Assessments
Caltrans supports implementation of SB 350, the Clean Energy and Pollution Reduction Act of 2015, which establishes the State priority to reduce GHG emissions through the promotion of various clean energy policies, including widespread transportation electrification, for the benefit of all Californians. Transforming the State’s transportation sector to support widespread electrification requires increasing access for all Californians, including low-income residents and those living in under-resourced communities, across a broad spectrum of clean transportation and mobility options to address community specific transportation needs. Caltrans is leading efforts to identify low-income residents and under-resourced communities’ transportation and mobility needs through ongoing and potential future statewide planning processes. 19 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=1.&title=
7.&part=&chapter=3.&article=5.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 56
In support of this State goal, Sustainable Communities applicants are encouraged to conduct local Community Needs Assessments of low-income resident and under-resourced communities’ transportation and mobility needs to ensure feedback is incorporated in transportation planning.
Community Needs Assessments include an evaluation of the following categories of transportation barriers and opportunities at the community level: (1) Access and Reliability; (2) Convenience; (3) Safety; (4) Demographic Characteristics and Community Setting; and, (5) Planning, Infrastructure and Investments.
SB 350: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB350 Final Guidance Document, Low-Income Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-Income Residents In February 2018, the California Air Resources Board released the Final Guidance Document, Low- Income Barriers Study, Part B: Overcoming Barriers to Clean Transportation Access for Low-I ncome Residents. T his Guidance Document provides background for SB 350 and may assist Sustainable Communities applicants with developing Community Needs Assessments as a standalone project or as part of a proposed project.
https://ww2.arb.ca.gov/resources/documents/carb-barriers-report-final-guidance-document Public Health Resources
The following tools can be used to f
urther describe the community’s climate change and health vulnerability, and other needs, including helping to create qualitative descriptions of existing community health risks and vulnerabilities and how the proposal will address them.
Community Health Needs Assessments
Community Health Needs Assessments (CHNA) and implementation strategies are regularly conducted by county public health departments and are newly required of tax-exempt hospitals as a result of the Patient Protection and Affordable Care Act. These assessments and strategies create an important opportunity to improve the health of communities. They ensure that hospitals have the information they need to provide community benefits that meet the needs of their communities. They also provide an opportunity to improve coordination of hospital community benefits with other efforts to improve community health. By federal statute, the CHNAs must take into account input from “persons who represent the broad interests of the community served by the hospital facility, including those with special knowledge of or expertise in public health.” To avoid duplicative efforts, grant applicants are encouraged to contact and coordinate with local health departments/non-profit hospitals to take advantage of information that may have been collected as part of C
HNA efforts, such as low-income resident and under-resourced communities’ transportation and mobility needs. It is important for gran t applicants to connect with these public health entities for both partnership building on transportation needs for under-resourced communities, but also to not over-burden those communities with multiple assessments or efforts asking similar questions.
CDPH Climate Change and Health Vulnerability Indicators (CCHVIs) CDPH developed the Climate Change and Health Vulnerability indicators, narratives, and data to provide local health departments and partners the tools to better understand the people and places in their jurisdictions that are more susceptible to adverse health impacts associated with climate change, specifically extreme heat, wildfire, sea level rise, drought, and poor air quality.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 57
The assessment data can be used to screen and prioritize where to focus deeper analysis and plan for public health actions to increase resilience.
The CCHVIs can be viewed on “CCHVIz”, CDPH’s interactive data visualization platform:
https://discovery.cdph.ca.gov/ohe/CCHVIz/. T he CCHVIs have also been incorporated into the HPI as decision support layers, to better integrate addressing health outcomes associated with climate change and various social determinants of health. See above for m ore information on the
HPI.
https://www.cdph.ca.gov/Programs/OHE/Pages/CC-Health-Vulnerability-Indicators.aspx CDPH Climate Change and Health Profile Reports (CHPRs)
The CDPH CHPRs are designed to help counties in California prepare for the health impacts related to climate change through adaptation planning. The reports present projections for county and regional climate impacts, the climate-related health risks, and local populations that could be vulnerable to climate effects. The information is based on available science compiled from previously published, State-sponsored research and plans. https://www.cdph.ca.gov/Programs/OHE/Pages/ClimateHealthProfileReports.aspx CDPH Healthy Communities Data and Indicators Project (HCI) The goal of the HCI is to enhance public health by providing a standardized set of statistical measures, data, and tools that a broad array of sectors can use for planning healthy communities and evaluating the impact of plans, projects, policy, and environmental changes on community health. The Healthy Community Framework identifies 20 key attributes (i.e., “aspirational goals”, such as “Safe, sustainable, and affordable transportation options” or “Access to affordable and safe opportunities for p
hysical activity”) of a healthy community through all stages of life, clustered in five broad categories (i.e., “domains”, such as “Meets the Basic Needs of All” or “Quality and Sustainability of Environment”). HCI data indicators, narratives, and visualizations are found here. https://www.cdph.ca.gov/Programs/OHE/Pages/HCI-Search.aspx Integrated Transport and Health Impact Model (ITHIM)
The California version of ITHIM is a planning tool that answers the question of "How much benefit or harm to human health can we expect by changing the mix of active and motorized travel across a county, re
gion, or the entire State of California?" ITHIM contrasts one travel pattern that serves as a reference with an alternative that has a different profile of fine particulate air pollution from vehicle exhaust, physical activity from walking and cycling, and injuries from traffic collisions. ITHIM calculates the change in deaths, years of life shortening and disability, and costs due to these changes in air pollution, physical activity, and traffic injuries. Grant applicants are encouraged to reference and utilize ITHIM to assess the health impacts their projects and programs. https://skylab.cdph.ca.gov/HealthyMobilityOptionTool-ITHIM/ Health In All Policies (HiAP) Approach
The HiAP initiative is a collaborative approach designed to improve the health of Californians by incorporating health, equity, and sustainability considerations into policymaking across sectors. The approach recognizes that chronic illness, climate change, health inequities, and increasing health care costs are interrelated and influenced by policies, programs, and investments across sectors.
The initiative
provides access to tools, resources and journal articles highlighting Health in All Policies approaches, techniques, and concepts from California and beyond.
Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 58
https://www.cdph.ca.gov/Programs/OHE/Pages/HIAP.aspx
Active Community Engagement
Sustainable Communities Competitive Grant applications must include an explanation of how local residents and community-based organizations will be meaningfully engaged in developing the final product, especially those from u nder -resourced and low-income communities, and how the final product will address community-identified needs. Applicants are encouraged to implement, as applicable and appropriate the tips, best practices, and tools listed below:
Community Engagement Best Practices
· Refer to the following case studies that meaningfully demonstrate the expectations of equitable community engagement:
o The community driven Carsharing and Mobility Hubs in Affordable Housing Pilots20 offer a strong example of equitable community engagement. The equity-based project incorporated community input from start to finish through community partnership building.
o The Mobility Equity Framework21 should be used to assess and compare multimodal transportation options and centers community needs and shifts decision making power to the public. For successful implementation examples, refer to: (1) California Air Resources Board (CARB) Clean Mobility Options Program22, (2) City of Portland, Oregon, Pricing Options for Equitable Mobility Project23, and North Carolina’s Transit Equity Campaign24.
· Refer to Greenlining Institute’s Six Standards for Equitable Investment25 to implement qualitative measures of equity. These standards feature a list of approaches, ranging from the minimum to transformative approach, depending on how much time, resources, and effort are generally required because equity approaches differ in each community context and conditions.
· Refer to Greenlining I nstitute’s Making Equity Real in Mobility26, a toolkit of clear strategies and best practices to put equity in action
20 Carsharing and Mobility Hubs in Affordable Housing Pilots:
https://greenlining.org/publications/reports/2021/clean-mobility-transportation-equity-report/ 21 Mobility Equity Framework: https://greenlining.org/publications/2018/mobility-equity-framework/ 22 CARB Clean Mobility Options Program: https://cleanmobilityoptions.org/about/ 23 Portland, Oregon, Pricing Options for Equitable Mobility Project:
https://www.portland.gov/transportation/planning/pricing-options-equitable-mobility-poem 24 North Carolina Transit Equity Campaign: https://bikedurham.org/transit 25 Greenlining Institute’s Six Standards for E quitable Investment: https://greenlining.org/wp- content/uploads/2021/03/Clean-Mobility-Equity-A-Playbook-Greenlining-Report-2021.pdf 26 Greenlining Institute’s Making Equity Real in Mobility: https://greenlining.org/wp- content/uploads/2019/08/Toolkit_Making-Equity-Real-in-Mobility-Pilot-Projects_Final-1.pdf Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 59
· Clarify the type of engagement will be utilized, as seen in the Public Participation Spectrum27.
Agencies and communities need to understand where engagement level falls from the “inform” to “empower” model.
· Utilize a Participatory Budgeting (PB) planning process, as appropriate. PB is a democratic approach to public spending that meaningfully and deeply engages people in government and the community. During PB, community members democratically decide how to spend part o
f a public budget, enabling them to make the fiscal decisions that affect their lives and the health of their communities.
· Seek existing community-based organizations or agencies that organize vulnerable populations, to be able to reach out and form collaborative relationships. · Involve local health departments which can assist in reaching community-based organizations and under-resourced and vulnerable community members. · Collaborate with under-resourced, vulnerable, and tribal communities to design and implement programs, plans and policies. Robust engagement of under-resourced and vulnerable communities in significant agency decisions brings about better decisions through increased input from different perspectives, increases buy-in and acceptance of decisions and support for their implementation.
· Make opportunities for input accessible in terms of formats (pop-up workshops, temporary built-environment demonstrations, online, in public meetings, one on one, by mail, etc.), venues (at school and community events, community centers, libraries, transit hubs, etc.), hours (evening or weekend),
and language (accessible to lay people and translated into the principal languages of the relevant communities, including accessible media such as caption videos).
· Develop a written collaboration agreement or memorandum of understanding that defines respective roles, expectations, desired outcomes, and agreements for how to work together. · Establish an advisory group of representatives of vulnerable communities, including community leaders and give them worthwhile roles to design the public engagement process, so that community capacity is built during the collaboration process. · Conduct targeted outreach to community groups representing special needs populations, under-resourced communities, and a variety of socio-economic groups through various methods.
· Use a variety of outreach methods to optimize participation, such as creating and marketing user-friendly survey websites for public feedback, conducting surveys in multiple languages to collect input on local citizens’ priorities, and carrying out meetings at accessible times and meeting locations (e.g., using community group buildings, hosting pop-up workshops at public venues, etc.).
· Have material available in multiple languages when requested. Have translator available during workshops, public meetings, and events.
Note: The applicant should increase efforts beyond basic public noticing and public hearings.
Options for demonstrating additional public outreach could include, but not limited to all the above.
27 Public Participation Spectrum:
https://sustainingcommunity.wordpress.com/2017/02/14/spectrum-of-public-participation/ Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 60
Additional Public Engagement Best Practices and Strategies Applicants will need to consider how to conduct public outreach and engagement that allows for both in-person and virtual options. Below are some resources to help applicants evaluate and develop the best strategy for public engagement.
· Caltrans Planning Horizons, “Digital Public Engagement and Transportation: Getting It Right – Theory, Techniques and Best Practices.”: Digital engagement can greatly increase the reach of public education and involvement; many public agencies have been surprised by the positive results and substantial increase in participants. https://youtu.be/85t9ibR2U7Q
· The Great Pivot - Public Engagement in the Wake of COVID-19: Celia McAdam and Natalie Porter of AIM Consulting hosted a WTS seminar where they provided examples and strategies for public outreach, including diverse and under-resourced communities, during the COVID- 19 pandemic.
https://youtu.be/k2dPVqhIwvc
· Digital Environmental Engagement Resource Catalogue: The California Natural Resources Agency and the California Environmental Protection Agency developed a resource catalogue of online sessions on community engagement and equity. This resource catalogue comes from the “Online Environmental Engagement: Building Our Skills Together” conference.
From June 2nd to 4th 2020, forty-nine panelists and approximately 1,500 registrants from California and across the nation gathered together online to discuss their successes, challenges and practical tips for online environmental engagement. https://resources.ca.gov/Outreach/Digital-Environmental-Engagement-Resource-Catalogue · Tips ad Tools to Engage Your Community in a Digital Environment: Ensuring inclusive public participation is more challenging than ever because of physical distancing requirements, the digital divide, language access challenges and technology learning curves. With those challenges in mind, ILG offered a helpful webinar in July 2020, that featured innovative strategies for using high-tech and low-tech virtual platforms to engage residents on a variety of topics without meeting face-to face.
https://www.ca-ilg.org/digitalengagement
· Broadening Participation Using Online Engagement Tools: This document provides examples and guidance to local governments interested in enhancing public participation outcomes with online engagement tools.
https://www.ca-ilg.org/sites/main/files/file-
attachments/broadening_participation_via_online_tools_final_draft_1.pdf · The Guide to Remote
Community Engagement: A collection of resources designed to support cities that wish to create and maintain strong, institutionalized practices of community engagement during periods of remote working and in an increasingly digital world. Refer to the article, 5 Methods for Non-Internet Based Remote Community Engagement, for ideas on how to supplement traditional online public engagement efforts to be inclusive of residents lacking high-speed broadband internet access.
https://medium.com/the-guide-to-remote-community-engagement · Virtual Public Involvement: The U.S. Department of Transportation, Federal Highway Administration, developed this innovation spotlight to provide an overview of virtual public involvement tools that enhance and broaden the reach of public engagement efforts by Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 61
making participation more convenient, affordable, and enjoyable for greater numbers of people.
https://www.fhwa.dot.gov/planning/public_involvement/vpi/ · Designing Parks Using Community-Based Planning: This document inspires meaningful community engagement for future public projects. It shares methods learned through California's Statewide Park Development and Community Revitalization Program. These methods have been proven effective in urban, rural, and suburban settings. https://www.parksforcalifornia.org/planning_guide
Integrated Housing, Land Use, and Transportation Planning Development patterns directly impact GHG emissions, including those from transportation between jobs, services, and housing. Improved coordination between housing and transportation can reduce commute times, increase transit ridership, lower vehicle miles traveled, lower pollution and GHG, provide greater economic opportunity, and other positive outcomes.
Housing Element Compliance
To support planning for housing California’s growing population, HCD reviews each local government’s housing element of its general plan.
· The housing element must plan to meet the local government’s existing and regional housing needs allocation and quantify and analyze the specific needs and resources available to address the housing needs.
· A housing element can also provide a mechanism to adopt efficient land-use strategies, including those that address climate change and reduce vehicle miles traveled. For example, strategies could include the promotion of affordable higher density, infill development, mixed-use development, or transit-oriented development near transit stations or transit corridors.
· Local governments are required to annually submit progress reports on the implementation of the housing element and provide a detail of production toward their projected housing needs.
For mo
re information on:
· Housing element requirements, see the HCD Building Blocks website at https://www.hcd.ca.gov/planning-and-community-development/housing-elements/building- blocks
· Adopted housing element requirements, see the “Housing Element Process” section at https://www.hcd.ca.gov/planning-and-community-development/housing-elements · A local government’s housing element compliance, see
https://www.hcd.ca.gov/planning-and-community-development/housing-open-data- tools/housing-element-review-and-compliance-report
· Annual Progress Reports, see
https://www.hcd.ca.gov/planning-and-community-development/annual-progress-reports Prohousing Designation Program
The State 2019-20 Budget Act, Assembly Bill 101 enacted the Prohousing Designation Program (Program), which enables HCD to designate local jurisdictions as Prohousing when they demonstrate policies and planning that accelerate the production of housing. To receive the Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 62
Prohousing Designation, local jurisdictions must meet basic threshold requirements related to compliance with the Housing Element Law and other State housing laws and demonstrate actions worth at least 30 points spread across each of four categories of Prohousing policies: favorable zoning and land use, acceleration of housing production timeframes, reduction of construction and development costs, and providing financial subsidies. The benefit to local jurisdictions receiving the Prohousing Designation includes being given an advantage such as priority processing or ad
ditional points when applying for several competitive funding programs, including:
· Affordable Housing and Sustainable Communities
· Infill Infrastructure G rant
· Transformative Climate Communities
· Transit and Intercity Rail Capital Program
VMT reducing policies and the Prohousing Enhancement Factors below help indicate that a project i
s within a jurisdiction supporting integrated housing, land use, and transportation planning.
These policies show that a jurisdiction further supports State housing priorities in promoting affordable housing, reducing development barriers, and reducing vehicle miles travelled.
Prohousing Enhancement Factors include policies that:
· Represent one element of a unified, multi-faceted strategy to promote multiple planning objectives, such as effi cient land use, access to public transportation, affordable housing, climate change solutions, and/or hazard mitigation.
· Promote development consistent with the State planning priorities pursuant to Government Code section 65041.1.
· Go beyond State law requirements in reducing displacement of lower income households and conserving existing housing stock that is affordable to lower income households. · Rezoning and other policies that support high-density development in Location Efficient Communities.
VMT reducing policies may include projects located in jurisdictions that are/have:
· Permitting missing middle housing uses (e.g., triplexes and fourplexes) by right in existing low- density, single-family residential zones.
· With density bonus programs which exceed statutory requirements by 10 percent or more. · Increasing allowable density in low-density, single-family residential areas beyond the requirements of State Accessory Dwelling Unit law (e.g., permitting more than one ADU or JADU per single-family lot). T hese policies shall be separate from any qualifying policies under category (ii) above.
· Reducing or eliminating parking requirements for residential development as authorized by Government Code sections 65852.2; adopting vehicular parking ratios that are less than the relevant ratio thresholds at subparagraphs (A), (B), and (C) of Government Code section 65915, subdivision (p)(1); or adopting maximum parking requirements at or less than ratios pursuant to Government Code section 65915, subdivision (p). · Zoning to allow for residential or mixed uses in one or more non-residential zones (e.g., commercial, light industrial). Qualifying non-residential zones do not include open space or substantially similar zones.
· Modifying development standards and other applicable zoning provisions to promote greater development intensity. Potential areas of focus include floor area ratio; height limits; minimum lot or u
nit sizes; setbacks; and allowable dwelling units per acre. These policies must be separate from any qualifying policies under Category (ii) above. · Adopted a Nondiscretionary Local Approval Process for residential and mixed-use development in all zones permitting multifamily housing, established a Workforce Housing Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 63
Opportunity Zone, as defined in Government Code section 65620, or a housing sustainability district, as defined in Government Code section 66200.
· Zoning more sites for residential development or zoning sites at higher densities than is required to accommodate 150 percent of the minimum regional housing need allocation for the Lower-Income allocation in the current housing element cycle. · Priority permit processing or reduced plan check times for Accessory Dwelling Units (ADUs)/Junior Accessory Dwelling U
nits (JADUs), multifamily housing, or homes affordable to Lower- or Moderate-I ncome households.
· Adopted ordinances or implemented other mechanisms that result in less restrictive requirements than Government Code sections 65852.2 and 65852.22 to reduce barriers for property owners to create ADUs/JADUs. Examples of qualifying policies include, but are not limited to, development standards improvements, permit processing improvements, dedicated ADU/JADU staff, technical assistance programs, and pre-approved ADU/JADU design packages.
· Measures that reduce costs for transportation-related infrastructure or programs that encourage active modes of transportation or
other alternatives to automobiles. Qualifying
policies include, but are not limited to, publicly funded programs to expand sidewalks or protect bike/micro-mobility lanes; creation of on-street parking for bikes; transit-related improvements; or establishment of carshare programs.
· Established pre-approved or prototype plans for missing middle housing types (e.g., triplexes and fourplexes) in low-density, single-family residential areas. · Documented practice of streamlining housing development at the project level, such as by enabling a by-right ap
proval process or by utilizing statutory and categorical exemptions as authorized by applicable law (Pub. Resources Code, sections 21155.1, 21155.4, 21159.24, 21159.25; Gov. Code, section 65457; Cal Code Regs., tit. 14, sections 15303, 15332; Pub.
Resources Code, sections 21094.5, 21099, 21155.2, 21159.28). · Policies that represent one element of a unified,
multi-faceted strategy to promote multiple
planning objectives, such as efficient land use, access to public transportation, affordable housing, climate change solutions, and/or hazard mitigation. · Policies that promote development consistent with the State planning priorities pursuant to Government Code section 65041.1.
· Rezoning and other policies that support high-density development in Location Efficient Communities.
For m ore information on the Prohousing Designation Program, email HCD at [email protected] or visit the following HCD websites:
Program Website
https://www.hcd.ca.gov/planning-and-community-development/prohousing-designation- program
Prohousing Designation Application Status List
https://www.hcd.ca.gov/sites/default/files/docs/planning-and-community/Prohousing-Public- Application-Tracker.xlsx
Prohousing Designation Program FAQs
hcd.ca.gov/community-development/prohousing/docs/ProhousingFAQ.pdf Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 64
Promote the Region’s RTP SCS/APS, State Planning Priorities, and Climate Adaptation Goals
SB 1 - The Road Repair and Accountability Act of 2017 (Beall, Chapter 5, Statutes of 2017)
The intent of additional Sustainable Communities grant funding, pursuant to SB 1 - The R oad Repair and Accountability Act of 2017, is to encourage local and regional planning that furthers State goals, including but not limited to, the goals and best practices cited in the RTP Guidelines.
Competitive applications will incorporate these cutting-edge planning practices into their proposed planning projects.
SB 1: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201720180SB1 2024 RTP Guidelines (Appendix E, Page 228; Appendix G, Page 260) The California Transportation Commission adopted the 2024 RTP Guidelines for R TPAs and 2024 RTP Guidelines for MPOs which includes Appendix E – Promoting Health and Health Equity in MPO RTPs and Appendix G – Planning Practice Examples. These appendices highlight planning practices that are undertaken by large, medium, and small MPOs in both rural and urban areas throughout the state.
https://catc.ca.gov/-/media/ctc-media/documents/programs/transportation-planning/adopted- 2024-rtp-guidelines-for-mpos.pdf
SB 375 (Steinberg, Chapter 728, Statutes of 2008)
Caltrans supports SB 375 RTP SCS/APS efforts. S uccessful applications must be compatible with an existing adopted SCS/APS, where applicable, that meets the region’s GHG targets, and must strongly support and aim to implement regional SCS/APS efforts. The SCS/APS planning process is intended to help communities reduce transportation related GHG emissions, coordinate land use and transportation planning, and assist local and regional governments in creating sustainable communities for residents throughout the state.
Although most rural areas of the state are not subject to SB 375 SCS/APS re quirements, Caltrans still
promotes the development of sustainable communities in these areas of the state and efforts to match GHG reduction targets and other goals embodied in SCS/APSs under SB 375. Eligible rural agencies are strongly encouraged to apply for Sustainable Communities Competitive Grants.
Information on SB 375-related planning efforts:
https://ww2.arb.ca.gov/our-work/topics/sustainable-communities SB 375: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200720080SB375 Complete Streets and Smart Mobility Framework
In recognition that walking, biking, transit, and passenger rail are i ntegral to our vision of delivering a brighter future for all through a world-class transportation network, Caltrans also supports Complete Streets and the Smart Mobility Framework (SMF). In locations with current and/or future pedestrian, bicycle, or transit needs, Caltrans encourages applicants to consider the tools and techniques contained in the SMF as well as typical components of Complete Streets. Specifically, this might include how the project addresses components of community design, regional accessibility, place types, and priority activities to achieve smart mobility outcomes, community Caltrans Sustainable Transportation Planning Grant Program FY 2026-27 Grant Application Guide 65
transition, and associated multimodal performance measures for the appropriate context of the problem. Information on these efforts can be found at:
Complete Streets
https://dot.ca.gov/programs/transportation-planning/division-of-transportation- planning/complete-streets
Smart Mobility Framework
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/active- transportation-and-complete-streets/smart-mobility-framework Climate Ready Transport ation and Climate Adaptation Planning Through the Grant Program, Caltrans supports the State’s broader efforts to help ensure our transportation infrastructure is climate-ready. In order to prioritize these investments, Governor Gavin Newsom signed Executive Order (EO) N-19-19 on September 20, 2019, to redouble the State’s “efforts to reduce GHG emissions and mitigate the impacts of climate change while building a sustainable, inclusive economy.” The EO lists California’s ambitious and essential climate goals to transition to a healthier, more sustainable, and more inclusive economy, including:
· Reducing GHG emissions 40 percent below 1990 levels by 2030 · Providing 100 percent of the State’s electricity from clean energy sources by 2045 · Reducing methane emissions and hydrofluorocarbon gases by 40 percent · Adding five million zero-emission vehicles to the State’s roads by 2030 To help achieve these goals, the EO directs the California State Transportation Agency to leverage over $5 billion in annual state transportation spending toward transportation construction, operations, and maintenance to lower fuel consumption and GHG emissions from transportation.
This includes strategies for lowering vehicle miles traveled, such as supporting housing development near available jobs, and supporting active modes of transportation such as biking and walking that also benefit public health. The EO specifically requires that the State Transportation Agency also work to mitigate increased transportation costs for low -income communities.
https://www.gov.ca.gov/wp-content/uploads/2019/09/9.20.19-Climate-EO-N-19-19.pdf Integrated Climate Adaptation and Resiliency Program
Senate Bill 246 (Wieckowski, Chapter 606, Statutes of 2015) established the Integrated Climate Adaptation and Resiliency Program (ICARP) within the Governor’s Office of Planning and Research to coordinate regional and local efforts with State climate adaptation strategies (Public Resources Code Section 71354). Grant applicants may refer to the ICARP website to explore the State Adaptation Clearinghouse, a centralized source of information and resources to assist decision makers at the state, regional, and local levels when planning for and implementing climate adaptation projects to promote resiliency across California. Caltrans is coordinating with ICARP staff on the OPR Climate Adaptation Planning Grant Program.
ICARP Website: https://opr.ca.gov/climate/icarp/
SB 246: https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB246 Adaptation Planning Grants: h
ttps://www.opr.ca.gov/climate/icarp/grants/adaptation -planning- grant.html
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California Adaptation Clearinghouse
The Adaptation Clearinghouse serves as a centralized source of information that provides the resources necessary to guide decision makers at the state, regional, and local levels when planning for and implementing climate adaptation projects to promote resiliency to climate change in California.
https://resilientca.org/
ResilientCA Adaptation Planning Map (RAP-Map)
ICARP – supported through the Governor’s Office of Planning & Research – contains a statewide inventory of local government adaptation and resiliency planning efforts. It is an open data tool, to inventory local government climate risk, adaptation, and resiliency planning efforts across the state and track progress towards statewide adaptation planning goals. https://resilientca.org/rap-map/
State Guidance for Ad
aptation Planning
2017 General Plan Guidelines, Safety Element (Ch. 4)
The General Plan Guidelines set out each statutory requirement in detail, provides OPR recommended policy language, and includes online links to city and county general plans that have adopted similar policies. The guidelines include information on how to consider climate change during general plan development/updates. In accordance with Senate Bill 379, general plans must address climate adaptation and resilience within the Safety element. Local governments are required to include a climate change vulnerability assessment, measures to address vulnerabilities, and a comprehensive hazard mitigation and emergency response strategy. https://opr.ca.gov/docs/OPR_COMPLETE_7.31.17.pdf
Climate Data Sources and Adaptation Plans
Cal-Adapt
Cal-Adapt is the repository for State-endorsed climate change projections, developed through the State’s Climate Change Assessment efforts. Cal-Adapt offers free public access to peer-reviewed data that show climate change impacts on state infrastructure, communities, and natural resources. Find tools, data, and resources to conduct research, develop adaptation plans and build applications.
https://cal-adapt.org/
Climate Action Plans
Many California cities and counties are developing Climate Action Plans to reduce their GHG emissions. Agencies may have existing plans that include strategies or insight on potential approaches to implementing climate change considerations on the transportation network. CARB has created a webmap that can be used to identify plans created, GHG inventory information, GHG reduction targets, local strategies planned to meet these targets, and more. The second website provides a host of resources, including example Climate Action Plans and templates. This information can also be found on the Adaptation Clearinghouse. https://webmaps.arb.ca.gov/capmap/
http://www.ca-ilg.org/climate-action-plans
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California Sustainable Freight Action Plan
In July 2015, Governor E dmund G. Brown Jr. i ssued Executive Order B-32-15, which provides a vision for California’s transition to a more efficient transport system. This transition of California’s freight transport system is essential to supporting the State’s economic development in coming decades while reducing harmful pollution affecting many California communities. As a key first step, the Governor’s Executive Order directs the California State Transportation Agency, California Environmental Protection Agency, Natural Resources Agency, California Air Resources Board, California Department of Transportation, California Energy Commission, and Governor’s Office of Business and Economic Development to develop a California Sustainable Freight Action Plan (Action Plan), by July 2016. This Action Plan is an unprecedented effort, intended to integrate investments, policies, and programs across several state agencies to help realize a singular vision for California’s freight transport system. The Action Plan provides a recommendation on a high- level vision and broad direction to the Governor to consider for state agencies to utilize when developing specific investments, policies, and programs related to the freight transport system that serves our state transportation, environmental, and economic interests. Competitive grant applications will highlight how their planning effort will support this Action Plan. https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/strategic- freight-planning
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APPENDIX B. SAMPLE APPLICATION PACKAGE
The Grant Application G uide and all fillable application documents can be found on the Sustainable Transportation Planning Grant website.
· Application Checklist, Cover Sheet, and Signature Page · Application Narratives for Sustainable Communities and Strategic Partnerships · Scope of Work and Checklist
· Cost & Schedule and Checklist
· Third-Party In-Kind Valuation Plan and Checklist
· Local Resolution and Checklist
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APPENDIX C. CALTRANS/REGIONAL AGENCY
BOUNDARIES MAP
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APPENDIX D. CALTRANS DISTRICT CONTACT LIST
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Caltrans Sustainable Transportation Planning Grants
District Grant Lead and Native American Liaison Contact List
DISTRICT LEAD CONTACT(S) NATIVE AMERCAN LIAISON
CONTACT(S) MPO/RTPA
DISTRICT 1
1656 Union Street
P.O. Box 3700
Eureka, CA 95502
Tatiana Ahlstrand
(707) 684-6884
Email:
[email protected]
Jerome Washington
(707) 834-1438
Email:
[email protected]
· Del Norte LTC
· Humboldt CAOG
· Lake CCAPC
· Mendocino COG
DISTRICT 2
1657 Riverside Drive
Redding, CA 96001
Kathy Grah
(530) 782-3152
Email: [email protected]
Kendee Vance
(530) 225-3574
Email:
[email protected]
· Lassen CTC
· Tehama CTC
· Modoc LTC
· Trinity CTC
· Plumas CTC
· Siskiyou CLTC
· Shasta RTA
DISTRICT 3
703 B Street
Marysville, CA 95901
El Dorado, Sacramento, Sutter, Yolo,
and Yuba Counties
Sukhi Johal
(530) 565-3885
Email: [email protected]
Butte, Colusa, Lake Tahoe Basin,
Glenn, Nevada, Placer, and Sierra
Counties
Kevin Yount
(530) 513-0584
Email: [email protected]
Angelina Healy
(530) 720-9449
Email:
[email protected]
· Butte CAG
· Sierra LTC
· Colusa CTC
· Glenn CTC
· El Dorado CTC
· Nevada CTC
· Placer CTPA
· Sacramento Area
COG
· Tahoe MPO
DISTRICT 4
111 Grand Avenue
P.O. Box 23660
Oakland, CA
94623-0660
Stephen Conteh
(510) 960-0887
Email: [email protected]
Becky Frank
(510) 960-0883
Email: [email protected]
Stephen Conteh
(510) 960-0887
Email:
[email protected]
· Metropolitan
Transportation
Commission
DISTRICT 5
50 Higuera Street
San Luis Obispo, CA
93401-5415
Christopher Bjornstad
(805) 888-1508
Email:
[email protected]
Veronica Lezama
(805) 748-4216
Email:
[email protected]
Veronica Lezama
(805) 748-4216
Email:
[email protected]
· Monterey TAMC
· Santa Cruz CCRTC
· San Benito COG
· Assoc. of Monterey
Co. Bay Area Govts
· Santa Barbara CAG
· San Luis Obispo
COG
DISTRICT 6
1352 W. Olive
Avenue
P.O. Box 12616
Fresno, CA
93778-2616
David Deel
(559) 981-1041
Email: [email protected]
Christopher Xiong
(559) 908-7064
Email:
[email protected]
Rachel Padilla
(559) 353-4245
Email:
[email protected]
· Fresno COG
· Tulare CAG
· Kern COG
· Kings CAG
· Madera CTC
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Caltrans Sustainable Transportation Planning Grants
District Grant Lead and Native American Liaison Contact List
DISTRICT LEAD CONTACT(S) NATIVE AMERCAN LIAISON
CONTACT(S) MPO/RTPA
DISTRICT 7
100 S. Main Street
Los Angeles, CA
90012
Adam Weitzmann
(760) 874-8350
Email:
[email protected]
Not applicable
· Southern California
Association of
Governments
DISTRICT 8
464 W. 4th Street
6th Floor, Mail
Station 722
San Bernardino,
CA 92401
Ricky Rivers
(909) 963-9366
Email: [email protected]
Stephanie Ahmad
(909) 383-4057
Email:
[email protected]
Lorna Foster
(909) 501-5759
Email: [email protected]
· Southern California
Association of
Governments
DISTRICT 9
500 S. Main Street
Bishop, CA 93514
Ben Downard
(760) 874-8319
Email: [email protected]
Rick Franz
(760) 874-8322
Email: [email protected]
Marcela Castleberry
(760) 784-4260
Email:
[email protected]
· Inyo LTC
· Mono LTC
· Eastern Kern (COG)
DISTRICT 10
1976 E. Dr. Martin
Luther King
Boulevard
P.O. Box 2048
Stockton, CA
95201
Mountain Counties
Gregoria Ponce
(209) 483-7234
Email: [email protected]
Merced, San Joaquin, Stanislaus
Counties
Tom Dumas
(209) 941-1921
Email: [email protected]
Yolanda Tello-Jackson
(209) 986-9828
Email: Yolanda.Tello-
[email protected]
Gregoria Ponce
(209) 483-7234
Email:
[email protected]
· Alpine County LTC
· Amador CTC
· Calaveras COG
· Mariposa LTC
· Merced CAG
· Tuolumne CTC
· San Joaquin COG
· Stanislaus COG
DISTRICT 11
4050 Taylor Street
Mail Station 240
San Diego, CA
92110
Omar Flores
(619) 985-2124
Email: [email protected]
Karen Islas
(619) 380-7501
Email: [email protected]
· San Diego
Association of
Governments
· Southern California
Association of
Governments
DISTRICT 12
1750 E. 4th Street
Santa Ana, CA
92705
Eric Chau
(657) 328-6268
Email: [email protected]
Not applicable
· Southern California
Association of
Governments
CALIFORNIA DEPARTMENT OF TRANSPORTATION
DIVISION OF TRANSPORTATION PLANNING
1120 N STREET
SACRAMENTO, CA 95814
https://dot.ca.gov/programs/transportation-planning
ATTACHMENT B
Draft Caltrans
Sustainable
Transportation Planning
Grant Application
Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE