HomeMy WebLinkAbout08-20-2019 Item 08 - Caltrans Climate Change Adaptation Grant
Department Name: Administration
Cost Center: 1005
For Agenda of: August 20, 2019
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Chris Read, Sustainability Manager
SUBJECT: RESOLUTION ACCEPTING CALTRANS CLIMATE CHANGE
ADAPTATION GRANT
RECOMMENDATION
Approve the resolution accepting the Caltrans Climate Change Adaptation Planning Grant
(Attachment A).
DISCUSSION
On October 16, 2018, Council unanimously approved submittal of a grant application, in
coordination with the Local Government Commission (LGC), for the Caltrans SB1 Adaptation
Planning Grant in the amount of approximately $700,000. After further refinement, staff
submitted an application titled, “Resilient San Luis Obispo” for the amount of $435,250, with a
local in-kind staff time match valued at approximately $56,400 over a three-year period. The
$56,400 is time that staff has allocated to implement objectives in the 2019-21 Financial Plan
including an update to the Safety Element of the General Plan and the Climate Action Plan
(CAP).
In May 2019, the City received notice of award for the project from Caltrans (Attachment B1).
As part of the notice of award, Caltrans is requesting a resolution from Council confirming
acceptance of the grant that includes the grant project title and job title of the person authorized
to enter into a contract with Caltrans.
The grant will fund consultant assistance to conduct a comprehensive assessment of the
community’s vulnerability to the impacts of climate change and to update the Safety Element of
the General Plan to include a strong adaptation and resilience focus.
Previous Council Action
Council authorized staff to submit a grant application for this program on October 15, 2018 and
further affirmed a commitment to updating the Safety Element of the General Plan as part of the
2019-21 budget, as approved on June 3, 2019.
1 Attachment B describes a staff in-kind match value of $67,500. Caltrans has since revised this a mount down to
$56,400.
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Public Engagement
The update to the Safety Element of the General Plan is included as a work task in the 2019-21
Climate Action Major City Goal (MCG). The MCGs were developed as part of an extensive and
comprehensive public engagement process.
CONCURRENCE
The Community Development Department is responsible for administering this grant , the MCG
work task and concurs with this report.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2019-21
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project Cost
(2019-22)
General Fund To be determined* To be determined* $435,250
State Grant To be determined* To be determined* ($435,250)
Total To be determined* To be determined* $0
*This funding will be allocated by various amounts across the three-year project period dependent on
final scope and schedule as reflected in the table. Projected current and annualized costs will be
presented upon approval of the grant by the City Council.
The project will be supported by $435,250 in grant funding, part of which will pay for LGC’s
support and part of which will pay for consultant support. The $56,400 required match from the
City is provided through staff time including the project manager in Community Development,
support staff from the Office of Sustainability, and support staff throughout the agency over the
three-year life of the project and is included in the existing City Financial Plan.
ALTERNATIVES
Council could choose to reject the grant. Staff does not recommend this as this would require the
Safety Element of the General Plan to be updated completely by staff, which would provide
additional time burden. Further, it would not allow for the development of a climate change
vulnerability assessment.
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Attachments:
a - Caltrans Grant Resolution
b - Adaptation Planning Grant Award Letter
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R ______
RESOLUTION NO. _____ (2019 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, ACCEPTING THE CALTRANS ADAPTATION
PLANNING GRANT FOR THE PROJECT TITLED “RESILIENT SAN
LUIS OBISPO”
WHEREAS, climate change presents one of the most significant threats to our community;
and
WHEREAS, the City seeks to maintain and enhance quality of life at a time of worsening
climate change impacts; and
WHEREAS, in order to adapt and enhance resilience, the City must conduct a
comprehensive vulnerability study and develop adaptation policy; and
WHEREAS, the Caltrans Adaptation Planning Grant provides resources to assess
vulnerability and develop and adopt adaptation and resilience policy; and
WHEREAS, the City of San Luis Obispo City Council unanimously supported a grant
application to the Caltrans Adaptation Planning Grant program titled, “Resilient San Luis Obispo”
for the purpose of assessing vulnerability and developing and adopting adaptation and resilience
policy; and
WHEREAS, the City of San Luis Obispo is eligible to receive Federal and/or State funding
for certain transportation planning related plans, through the California Department of
Transportation; and
WHEREAS, a Restricted Grant Agreement is needed to be executed with the California
Department of Transportation before such funds can be claimed through the Transportation
Planning Grant Programs; and
WHEREAS, the City of San Luis Obispo wishes to delegate authorization to execute these
agreements and any amendments thereto;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
that:
SECTION 1. The City of San Luis Obispo City Council accepts the Caltrans Adaptation
Planning Grant award to complete the project titled “Resilient San Luis Obispo.”
SECTION 2. For the purpose of this project, the City Council authorizes the City
Manager, or designee, to execute all Restricted Grant Agreements and any amendments thereto
with the California Department of Transportation.
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Resolution No. _____ (2019 Series) Page 2
R ______
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this 20th day of August 2019.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, 2019.
____________________________________
Teresa Purrington
City Clerk
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Mr. Derek Johnson
May 17, 2019
Page 2
•The Grant Funds Requested plus the Local Match amount shown in the Grant
Application Cover Sheet do not equate to the Total Project Cost. Revise the Total
Project Cost to reflect $502,450. Revise the Project Timeline budget costs for each task
to match t
2.A current (less than one year old) Local 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.
3.Although the Payee Data Record (STD. 204) states government entities are not required to
submit the form, it is required by Caltrans Accounting to ensure payments are sent to the
correct recipient and address.
4.If requesting reimbursement for indirect costs, these costs must be included in the grant
Scope of Work and Project Timeline. An Indirect Cost Allocation Plan (ICAP) must be
submitted to Caltrans Audits and Investigations. Instructions for submitting an ICAP are
available at the following webpage: http://dot.ca.gov/audits/
5.If utilizing third-party in-kind contributions to satisfy the minimum local match requirement, a
Third-Party In-kind Valuation Plan must be completed. These contributions consist of goods
and services donated from outside the grantee's agency (examples: donated printing,
facilities, interpreters, equipment, advertising, staff time, and other goods or services). A
Third-Party In-kind Valuation Plan Checklist and sample can be found at the following
webpage: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/grants.html
Next Steps
Once· the District has approved all items required to fulfill the Conditions of Grant Acceptance,
the following steps will need to occur:
•The Caltrans Division of Procurement and Contracts will send a draft contract for review
and signature. Once the contract is signed, Caltrans District staff will send a Notice to
Proceed letter. Grant work cannot begin until this letter is received by the grantee.
•Caltrans District staff will schedule a grant kick-off meeting with Caltrans staff and the
grantee.
•Grant administrative requirements:
o Quarterly Progress Reports (a brief narrative of completed project activities)
o Request for Reimbursements/invoices (RFRs) at least quarterly, but no more than
monthly.
o Local match commitments in the amount shown above, including any local match
amount above the minimum amount that is required with every RFR/invoice.
o All work must be completed by February 28, 2022.
"Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability"
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