ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C1
Prepared by: Angela Baggett, Management Analyst Meeting Date: August, 27, 2024 Approved by:
Imelda Huerta, Assistant City Manager
John Conley, City Manager Agenda Location: Consent
SUBJECT: ACCEPTING GRANT FUNDS FROM THE CALTRANS SUSTAINABLE TRANSPORTATION PLANNING GRANT AND AMENDING THE FISCAL YEAR 2024/25 AND 2025/26 CAPITAL PROJECT BUDGET
RECOMMENDATION: Adopt City Council Resolution No. 2024- , accepting grant funds from the CalTrans Sustainable Transportation Grant and amending the Capital Project Budget for Fiscal Years 2024/25 and 2025/26.
CORRELATION TO CITY COUNCIL GOALS: Fiscal Responsibility, and Traffic: Continue to improve the flow of traffic for all forms of travel, reduce congestion, and improve our roads and sidewalks.
PRIOR ACTION: On June 11, 2024, adopted City Council Resolution 2024-86, adopting a Capital Project Budget for Fiscal Years 2024/25 and 2025/26 (Vote: 5-0).
On January 9,2024, adopted City Council Resolution No.2024-4, approving the Fiscal Year 2024-25 Caltrans Sustainable Transportation Planning Grant Application and authorizing the City Manager or designee to sign related documents (Vote: 5-0).
For a comprehensive list of prior City Council actions, please see Exhibit 3.
STATEMENT ON THE SUBJECT: The City has been awarded $400,000 from the Fiscal Year (FY) 2024- 25 Sustainable Transportation Planning Grant through CalTrans.
The Sustainable Transportation Planning Grant Program was created to support the California Department of Transportation' s (Caltrans) Mission: Provide a safe, sustainable, integrated, and efficient transportation system to enhance California' s economy and livability. This grant program funds local and regional multimodal transportation and land use planning projects that further the region' s regional transportation plan, contributes to the State' s greenhouse gases (GHG) reduction targets, and assists in achieving the Caltrans Mission and Grant Program Objectives.
On January 18, 2024, the City applied for $400,000 with a required local match of $51,824 for the development of a citywide comprehensive sustainability plan to address active transportation, multimodal connectivity, and complete streets, which aligns with the City Council priorities and goals. Also, in AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted City Council Resolution No. 2024-142. Vote: 5-0
MEETING DATE: AUGUST 27, 2024 PAGE 2
SUBJECT: ACCEPTING GRANT FUNDS FROM THE CALTRANS SUSTAINABLE TRANSPORTATION PLANNING GRANT AND AMENDING THE FISCAL YEAR 2024/25 AND 2025/26 CAPITAL PROJECT BUDGET
alignment with the San Diego Association of Governments (SANDAG) Regional Transportation Plan, Vista intends to develop a multimodal mobility plan which will help the City understand how it may reduce single-occupancy vehicle trips, reduce pollution, and create a safe transportation interface for pedestrians, cyclists, buses, trains, and vehicles. This comprehensive sustainability plan will re-imagine transit accessibility and improve safety for community members.
Proposed grant activities include:
•Procurement of a consultant to lead a community driven planning process to address active transportation
•Explore and develop feasible multimodal alternatives to accommodate all users of the transportation system of the area
•Encourage shifting to transit and non-motorized modes
On July 9, 2024, staff were notified of the Fiscal Year 2024-25 Sustainable Transportation Planning Grant award to the City of Vista. Staff recommend accepting the grant funds and amending the FY 2024/25 and 2025/26 Capital Project Budget.
FISCAL IMPACT: Approval of the staff report will appropriate $451,824 into the Sustainable Transportation Planning project with $400,000 in the Grant Source Appropriation account (1176207.578999.8384) and $51,824 in the Traffic Impact Fees Source Appropriation account (1106595.578999.8384). The $51,824 for local match will be funded from the Traffic impact fee reserve account (1100000.310541).
EXHIBITS:
1.Resolution No. 2024- , accepting grant funds from the CalTrans Sustainable Transportation Grant FY24-25 and Amending the Capital Project Budget for Fiscal Years 2024/25 and 2025/26
2.Grant Award Letter
3.Prior City Council Actions
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00029213 7
RESOLUTION NO. 2024-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, ACCEPTING GRANT FUNDS FROM THE CALTRANS SUSTAINABLE TRANSPORTATION GRANT FY24-25 AND AMENDING THE CAPITAL PROJECT BUDGET FOR FISCAL YEARS 2024/25 AND 2025/26 The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. The City of Vista wishes to advance the goal of improving the flow of traffic for all forms of travel, reduce congestion, and improve our roads and sidewalks.
B. City of Vista staff submitted a grant application to the California Department of Transportation (CalTrans) Division of Transportation Planning, Sustainable Transportation Planning Grant requesting the amount of $400,000 to complete a city-wide Sustainable Mobility Plan.
C. The City of Vista was awarded state funding for the Sustainable Mobility Plan in the amount of $400,000 which requires a local match of $51,824, resulting in a total project cost of $451,824.
D. On June 11, 2024 the City Council adopted Resolution 2024-86 approving the Six-Year Capital Improvement Program, the Capital Project Budget for Fiscal Years 2024/25 and 2025/26, and authorizing appropriations for Fiscal Years 2024/25 and 2025/26 capital projects.
E. The City Council desires to amend the Capital Project Budget at this time to reflect changed circumstances.
2. Action.
A. The City of Vista accepts a California Department of Transportation (CalTrans) Division of Transportation Planning, Sustainable Transportation Planning Grant in the amount of $400,000.
B. The City of Vista commits to providing a local match of $51,824.
C. The Capital Project Budget for Fiscal Years 2024/25 and 2025/26 is amended as set forth in Exhibit A.
D. The City Manager or their designee is authorized to sign the grant agreement and all related documents to accept the award on behalf of the City. 08/27/2024 C1 3 of 12
EXHIBIT 1
RESOLUTION NO. 2024-
CITY COUNCIL OF THE CHARTERED CITY OF VISTA
PAGE 2
00029213 7EXH1 2024 Resolution Accepting Caltrans Grant and Amending FY24-25.docx
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on August 27, 2024, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20240814151749
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
08/27/2024 C1 4 of 12
RESOLUTION NO. 2024-
CITY COUNCIL FOR THE CHARTERED CITY OF VISTA
PAGE 1 EXHIBIT 1
1. Account Number Account Description Increase Decrease 1170027.425100.8384 State Grant Revenue 400,000$
1176207.578999.8384 State Grant Expense 400,000$
1100000.310541 Traffic Impact Fee reserve account $51,824 1106595.578999.8384 Traffic Impact Fee Source Appropriation account 51,824$ Appropriations are hereby made and estimated revenues are hereby adjusted to fund CalTrans Sustainable Transportation Planning Grant.
08/27/2024 C1 5 of 12
“Provide a safe and reliable transportation network that serves all people and respects the environment”
DIVISION OF TRANSPORTATION PLANNING
P.O. BOX 942873, MS–32 SACRAMENTO, CA 94273–0001
(916)261-3326 | TTY 711
www.dot.ca.gov
July 9, 2024te
SENT VIA E-MAIL
On behalf of the California Department of Transportation (Caltrans), Division of Transportation Planning, we are pleased to congratulate you on your Sustainable Transportation Planning Grant award.
Sustainable Transportation Planning Grant Program
Grant Award
Fiscal Year
Grant
Category Grant Fund
Source
Project Title
Grantee/Agency
Executive Director
Grantee/Agency
Contact
Sub-Recipient(s)
Caltrans District
Contact(s)
Caltrans District
Contact(s) E-mail
Grant Award Local Match
(Cash)
Local Match
(In-Kind)
Total
Local Match
%
Local Match
Total
Project Cost
Conditions of Award Due to Caltrans Grant Expiration Date Final Invoice Due * The final contractually agreed upon Local Match and Fund Source are located on the Grant Application Cover Sheet and Project Cost and Schedule. Any change in Local Match that increases/decreases the Total Project Cost must be approved by Caltrans and may require a Formal Amendment. Each invoice must include the contractual/agreed upon local match % - any deviation to this amount requires an approved Tapered Local Match Amendment prior to invoice submittal. Any change to the Local Match Fund Source requires prior Caltrans approval and an Administrative Amendment. 24-25 Sustainable Communities Competitive SHA
Vista Sustainable Mobility Plan
City of Vista
John Conley
Angela Baggett
Omar Flores
[email protected]
$400,000 $51,824 NA $51,824 11.47 $451,825
8/16/24 6/30/27 8/29/27
08/27/2024 C1 6 of 12
EXHIBIT 2
Caltrans Sustainable Transportation Planning Grant Program Grant Award
“Provide a safe and reliable transportation network that serves all people and respects the environment” Next Steps
1.The Caltrans District Grant Manager will schedule a Conditional Award Meeting with your agency soon.
The attached specific and general conditions and project revisions necessary to accept grant funding will be discussed at this meeting.
2.The required conditions must be submitted to the Caltrans District Grant Manager no later than the date listed in the table above.
Failure to satisfy these conditions will result in the forfeiture of grant funds.
3.The Caltrans District Grant Manager will review and approve all items required to fulfill the attached specific and general conditions.
4.Once the required conditions are met and the agreement is executed, the Caltrans District Grant Manager will:
Send a Notice to Proceed letter (for MPO/RTPAs, this will happen after the OWP/OWPA formal amendment is processed). Grant work cannot begin until the Notice to Proceed letter is received by your agency. Coordinate and schedule a grant kick-off meeting with your agency.
If you have questions concerning your Conditional Grant Award, please reach out to your Caltrans District contact listed in the table above.
Sincerely,
ERIN THOMPSON
Chief, Office of Regional and Community Planning
Attachments:
Specific and General Conditions
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Sustainable Transportation Planning Grant Program
Grant Award Specific and General Conditions
Specific Conditions
If Specific Conditions have been identified for this grant, they will be listed below. Please make all necessary revisions to the Grant Application Cover Sheet, Scope of Work (SOW), and/or the Cost and Schedule, and complete the right column to indicate where the specific conditions were addressed.
Specific Conditions Conditions Addressed
List Document,
Section & Page(s)
1. Consider incorporating some engagement efforts within Tribal Governments, such as the San Luis Rey Tribal government.
2. In the Cost & Schedule, extend Task 01 through July 2027.
4. Complete form STD 1000 - Generative Artificial Intelligence (GenAI) Disclosure & Factsheet
3. Identify the authorized signer(s) and email address(s) for the grant agreement that will be routed via Adobe Acrobat Sign
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Specific Conditions Conditions Addressed
List Document,
Section & Page(s)
08/27/2024 C1 9 of 12
General Conditions
Please review the General Conditions below and complete them, as necessary. Most of these items are outlined in the Grant Application Guide, Ch. 6 and Appendix B. • Board Resolution – A current (less than one year old) Local Board Resolution, signed by the governing board that includes the grant project title and job title of the person authorized to enter into a contract with Caltrans, is required to be submitted to Caltrans by September 13, 2024.
• Government Entity Taxpayer ID Form is now required in place of the previously required STD-204. It is required by Caltrans Accounting to ensure payments are sent to the correct recipient and address.
• Generative Artificial Intelligence (GenAI) Disclosure (STD 1000) is a new form now required by Caltrans for all contract submittals. The Solicitation Number field can be left blank. • Scope of Work (SOW) and Project Cost and Schedule (Refer to Grant Application Guide, Appendix B Checklists) These are frequently missed requirements:
o Project Management stand-alone tasks, staff and/or consultant coordination are not allowed. Project Management activities must be charged to the tasks in which they are accrued.
o Include tasks for a kick-off meeting with Caltrans, invoicing, quarterly reporting, and Board adoption or acceptance.
o Ensure the deliverable for the consultant procurement task includes: Request for Proposal (RFP), executed consultant contract, and a copy of your agency’s procurement procedures.
o The earliest project start date is November 4, 2024, with an end date of June 30, 2027.
The Project Cost and Schedule will need be updated to reflect your proposed start date. At least one task must extend to the grant expiration date on June 30, 2027. o Indirect Costs - For Local Government Agencies requesting to bill for indirect costs:
Indirect costs must be identified in the SOW and Project Cost and Schedule, and the indirect cost rate included at the bottom of the Project Cost and Schedule. • Grant Application Cover Sheet and Project Cost and Schedule o Ensure the grant award, local match, and total project costs are consistent with the award letter amounts.
• Grant Application Cover Sheet - Must identify the specific source of cash and in-kind local match funds; and must identify the agency providing the local match. o If your agency is using staff time as a cash match, the application cover sheet must identify the source of local match funds for staff time (e.g., General Fund). o Direct grantee staff time is not an allowable in-kind match and must be identified as cash match.
• Third Party In-Kind Valuation Plan, if applicable - Third-party in-kind contributions consist of goods and services donated from outside the grantee’s agency (e.g., printing, facilities, interpreters, equipment, advertising, staff time, and other goods or services). If utilizing third- party in-kind contributions to satisfy the local match requirement:
o Ensure in-kind contribution information is identified on the Grant Application Cover Sheet and Project Cost and Schedule.
o To clarify, sub-recipient staff time, if reimbursed, is considered cash match. If donating their time, it is considered in-kind.
08/27/2024 C1 10 of 12
o Submit a Third-Party In-kind Valuation Plan. The district can provide a copy of the valuation plan checklist and template.
•Ensure Consistency - All changes made to the Grant Application Cover Sheet, SOW, and Project Cost and Schedule are made consistently in all documents.
Grant Administrative Requirements
Refer to the Grant Application Guide, Ch. 6, and the Restricted Grant Agreement boilerplate for a detailed overview of the Grant Administrative Requirements that must be adhered to over the life of the project. In summary:
•Third Party Contracts - Competitive consultant procurement, i.e., Request for Proposals (RFP) is required for all grant projects.
o If there is a consultant on-board, ensure the process to procure the consultant was a competitive process (documentation must be provided to Caltrans); the grant work must have been part of the original RFP.
o If using an on-call consultant list, the process for establishing the list must be competitive and less than five years old (documentation must be provided to Caltrans) o If the consultant helped to prepare the Project Scope of Work or grant application, they shall not be considered in the consultant procurement. •Quarterly Reporting – Quarterly Progress Reports (a narrative of completed project activities) are submitted on a quarterly basis.
•Invoicing and Financial Requirements –
o Maintain a proper accounting system (MS Excel is unacceptable). o Request for Reimbursements/invoices (RFRs) at least quarterly, but no more than monthly.
One-time, lump sum invoices are not allowed.
If requesting reimbursement of indirect costs, a copy of the ICAP/ICRP acceptance letter must be submitted with the first invoice.
Local match commitments must be satisfied with every RFR/invoice, including any local match amount above the minimum amount. If you are unable to meet this commitment, coordinate with your district Contract Manager. All work must be completed by June 30, 2027.
Final RFR/invoice and the final product are due no later than August 29, 2027. The final RFR/invoice will not be processed without the final product. o An Indirect Cost Allocation Plan/Indirect Cost Rate Proposal (ICAP/ICRP) must be submitted each year to the Inspector General Independent Office of Audits and Investigations for approval. Instructions for submitting an ICAP/ICRP are available at the following webpage: https://ig.dot.ca.gov/resources
•Grant Amendments - Proposed changes to the Grant Application Cover Sheet, SOW, and Project Cost and Schedule (e.g., local match amount, fund source, movement of funds) will require an Amendment and Caltrans approval. Please contact Caltrans for guidance on this process.
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PRIOR CITY COUNCIL ACTIONS
On June 11, 2024, adopted City Council Resolution 2024-86, adopting a Capital Project Budget for Fiscal Years 2024/25 and 2025/26 (Vote: 5-0).
On January 9,2024, adopted City Council Resolution No.2024-4, approving the Fiscal Year 2024-25 Caltrans Sustainable Transportation Planning Grant Application and authorizing the City Manager or designee to sign related documents (Vote: 5-0).
On February 28, 2023, adopted City Council Resolution No. 2023-18, approving the Fiscal Year 2023-24 Caltrans Sustainable Transportation Planning Grant Application and authorizing the City Manager or their designee to sign related documents (Vote: 5-0).
On October 26, 2021, adopted City Council Resolution No. 2021-180, approving the Fiscal Year 2022-23 Caltrans Sustainable Transportation Planning Grant Application and authorizing the City Manager to sign related documents (Vote: 5-0).
On April 27, 2021, adopted City Council Resolution No. 2021-58, approving the 2021 Caltrans Sustainable Transportation Planning Grant Application, and authorizing the City Manager to sign related documents (Vote: 5-0).
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EXHIBIT 3