Caltrans_Sustainable_Transportation_Planning_Grants_Application_Guide_Fiscal_Year_2025_26.pdf

Grant Application Deadline January 22, 2025 Submit Application via Smartsheet Form

CALIFORNIA DEPARTMENT OF TRANSPORTATION

DIVISION OF TRANSPORTATION PLANNING

Fiscal Year 2025-26

GRANT APPLICATION GUIDE

Sustainable Communities, Strategic Partnerships and Climate Adaptation Planning

SUSTAINABLE TRANSPORTATION

PLANNING GRANTS

https://app.smartsheet.com/b/form/17dbbf489ea7409094b94f9a130d3fb2

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Updated October 2024

TABLE OF CONTENTS

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

1. GRANT PROGRAM OVERVIEW

Sustainable Transportation Planning Grant Summary Chart

Grant Program Objectives and Considerations

2. SUSTAINABLE COMMUNITIES COMPETITIVE AND TECHNICAL

Purpose and Specific Objectives

Example Project Types

Eligible and Ineligible Activities and Expenses

Tips for Successful Sustainable Communities Grant Applications

3. SUSTAINABLE COMMUNITIES FORMULA

Purpose and Specific Objectives

Guidance and Approval Process

Example Project Types

Eligible and Ineligible Activities and Expenses

Formula Grant Allocation Estimates

4. CLIMATE ADAPTATION PLANNING

Purpose and Specific Objectives

Example Project Types

Eligible and Ineligible Activities and Expenses

Tips for a Successful Climate Adaptation Planning Grant Application

5. STRATEGIC PARTNERSHIPS

Purpose and Specific Objectives

Federal Planning Factors

Complete Streets Local Match Waiver

Example Project Types

Eligible and Ineligible Activities and Expenses

Tips for Successful Strategic Partnerships Grant Applications

6. GRANT PROJECT ADMINISTRATIVE REQUIREMENTS

Coordination with Caltrans

Third Party Contracts

Quarterly Reporting

Integrated Climate Adaptation and Resiliency Program (ICARP) Case Studies i-ii

Invoicing and Financial Requirements

Non-Discrimination Requirements

Final Product

Project Close-Out Survey

California Public Records Act

7. APPLICATION SUBMITTAL PROCESS

Applicant Eligibility

Early Coordination and Technical Assistance for Primary Applicants

7.3 Application Submittal Instructions

7.4 Application Supplemental Documentation

8. APPLICATION REVIEW PROCESS

Two-Tiered Application Review Process

Application Evaluation/Scoring Process

Past Performance Award Considerations

9. APPLICATION AWARD PROCESS

Award and Non-Award

Contracting with Caltrans

APPENDIX A. Guidance, Tools, and Resources for Preparing a Grant Application Grant Program Considerations

Resources to Advance Grant Specific Objectives

APPENDIX B. Sample Application Package APPENDIX C. Caltrans/Regional Agency Boundaries Map APPENDIX D. Caltrans District Contact List

Caltrans Sustainable Transportation Planning Grant Program

FY 2025-26 Grant Application Guide 1

1. GRANT PROGRAM OVERVIEW

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

The California Legislature passed, and Governor Edmund G. Brown Jr. signed into law, Senate Bill 1 (SB 1, Beall, Chapter 5, Statutes of 2017) – The Road Repair and Accountability Act of 2017, a transportation funding bill that provides a reliable fund source to maintain and integrate the State’s 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 ($29.5 million) are intended to support and implement Regional Transportation Plan (RTP) Sustainable Communities Strategies/Alternative Planning Strategies (SCS/APS) (where applicable) and to ultimately achieve the State’s greenhouse gas (GHG) reduction target of 40 and 80 percent below 1990 levels by 2030 and 2050, respectively.

The State-funded Climate Adaptation Planning grants ($3 million) enacted with Senate Bill 198 (Committee on Budget and Fiscal Review, Chapter 71, Statutes of 2022), will support local and regional identification of transportation-related climate vulnerabilities through the development of climate adaptation plans, as well as project-level adaptation planning to identify adaptation projects and strategies for transportation infrastructure.

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

Eligible planning projects must have a transportation nexus per Article XIX Sections 2 and 3 of the California Constitution. Therefore, successful planning projects are expected to directly benefit the 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 9.2 for details regarding the anticipated grant project start and expiration dates.

FY 2025-26 Grant Application Guide 2

Sustainable Transportation Planning Grant Summary Chart Grant Fund Source Purpose Who May Apply Local Match

Su st ai na bl e

Co m m un iti es

C om pe tit iv e

Budget

RMRA and SHA

State funds

Approx. $17 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

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

Su st ai na bl e

Co m m un iti es

Fo rm ul a

Budget

RMRA

State funds

$12.5 million

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

The following are eligible to apply as a primary applicant:

· MPOs

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

* For local match requirements, refer to Chapter 6.5 of this Guide.

** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2).

*** For purposes of this grant program, 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.

FY 2025-26 Grant Application Guide 3

Grant Fund Source Purpose Who May Apply Local Match

Cl im at e

Ad ap ta tio n Pl an ni ng

Budget

State funds

Cycle 3: $3.7 million

Up to $1 million set-aside for Native American Tribal Governments

Goal: 50% of grants should benefit Under- Resourced Communities***

Grant minimum

$100,000

Grant maximum

$1 million (single organization); above $1.5 million to be considered for partnership applications

Funds local and regional identification of transportation-related climate vulnerabilities through the development of climate adaptation plans, as well as project-level climate adaptation planning to identify adaptation projects and strategies for transportation infrastructure.

The following are eligible to apply as a primary applicant:

· MPOs

· RTPAs

· Transit Agencies

· Cities and Counties

· Native American Tribal Governments

· A joint exercise of powers authority established pursuant to Chapter 5 of Division 7 of Title 1, with the consent of a transportation planning agency or a county transportation commission for the jurisdiction in which the transportation project will be developed.

· A local transportation authority created or designated pursuant to Division 12.5 or Division 19 of the Public Utilities Code.

The following are eligible to apply as a sub-applicant:

· MPOs/RTPAs

· Transit Agencies

· Universities and Community Colleges

· Native American Tribal Governments

· Cities and Counties

· Community-Based Organizations

· Non-Profit Organizations (501.C.3)

· Other Public Entities**

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

not required for Native American Tribal Governments

* For local match requirements, refer to Chapter 6.5 of this Guide.

** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2).

*** For purposes of this grant program, 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.

FY 2025-26 Grant Application Guide 4

Grant Fund Source Purpose Who May Apply Local Match

St ra te gi c P ar tn er sh ip s

Budget

FHWA

SPR, Part I

Federal funds

$1.5 million

Grant Minimum

$100,000

Grant Maximum

$500,000

Funds transportation planning studies in partnership with Caltrans that address the regional, interregional, and statewide needs of the State Highway System, and 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 5.3.

St ra te gi c P ar tn er sh ip s – T ra ns it

Budget

FTA Section 5304

Federal funds

$3 million

Grant Minimum

$75,000 for RTPAs and transit agencies;

$100,000 for MPOs

Grant Maximum

$500,000

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 5.3.

* For local match requirements, refer to Chapter 6.5 of this Guide.

** Public entities include state agencies, the Regents of the University of California, district, public authority, public agency, and any other political subdivision or public corporation in the State (Government Code Section 811.2).

FY 2025-26 Grant Application Guide 5

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

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

Objective Description

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.

FY 2025-26 Grant Application Guide 6

Grant Program Considerations The Grant Program supports related State and federal mandated initiatives. The Plans and Programs listed below should be considered in grant application development. Definitions 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, strategic imperatives, and six goals to deliver a world-class transportation system for one of the nation’s most populous, innovative, and diverse states:

Ø Safety first Ø Cultivate excellence Ø Enhance and connect the multimodal transportation network Ø Strengthen stewardship and drive efficiency Ø Lead climate action Ø Advance equity and livability in all communities

This plan guides and informs the development of the Sustainable Transportation Planning Grant Program. Competitive applications will articulate how they will assist in achieving the Caltrans vision and mission, the six strategic goals above.

California Transportation Plan 2050 The California Transportation Plan (CTP) 2050 is a long-range transportation plan, updated every five years pursuant to State and federal law, and is statutorily required to be fiscally unconstrained:

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 long-range modal plans listed below, to envision the future system:

Ø Interregional Transportation Strategic Plan Ø California Freight Mobility Plan

FY 2025-26 Grant Application Guide 7

Ø California State Rail Plan Ø California State Bicycle and Pedestrian Plan Ø Statewide Transit Strategic Plan 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. It is the goal of environmental justice to ensure that when transportation decisions are made, low-income and minority communities have a full opportunity to participate in the decision-making process, and they receive an equitable distribution of benefits and not a disproportionate share of burdens, which contribute to poor health outcomes.

More information about non-discrimination requirements can be found in Chapter 6.6.

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 https://dot.ca.gov/-/media/dot-media/programs/civil-rights/documents/title-vi/2024caltranstitleviimplementationplan9823a11y.pdf https://dot.ca.gov/-/media/dot-media/programs/civil-rights/documents/title-vi/2024caltranstitleviimplementationplan9823a11y.pdf

FY 2025-26 Grant Application Guide 8

Climate Action Plan for Transportation Infrastructure The Climate Action Plan for Transportation Infrastructure (CAPTI) details how the State recommends shifting and investing billions of discretionary transportation dollars annually to aggressively combat and adapt to climate change while supporting public health, safety and equity. CAPTI builds on executive orders signed by Governor Gavin Newsom in 2019 and 2020 targeted at reducing 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 applications will discuss how proposed projects consider climate resilience and align with the California Climate Adaptation Strategy.

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

FY 2025-26 Grant Application Guide 9

2. SUSTAINABLE COMMUNITIES COMPETITIVE AND

TECHNICAL

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

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

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 GHG reduction targets, and assist in achieving the Caltrans Mission and Grant Program Objectives, which must be considered when preparing the grant application.

A minimum threshold of 50 percent of Sustainable Communities Competitive and Technical Grants has been identified for projects that benefit 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; 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 less 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 above 75% California Department of Education, Free or Reduced Priced Meals Data

· At or above 75% CalEnviroScreen Version 4.0

· At or below 25% California Healthy Places Index (HPI)

Sustainable Communities Competitive and Technical applicants must demonstrate how the project fits every aspect of the following Specific Objectives, as appropriate for the applicant and project type:

· Encourage local and regional multimodal transportation and land use planning that furthers the region’s RTP SCS/APS (where applicable). For applicants not in an MPO region, address how the project encourages local and regional multimodal transportation and land use planning that advances sustainability

FY 2025-26 Grant Application Guide 10

· 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 extensive public engagement due to their technical nature, but they will explain and demonstrate:

· How the public will be involved at later stages of the planning process

· How they will collaborate with and involve appropriate stakeholders with technical expertise to review and validate quantification assumptions and methods

· How stakeholders will be involved in the application and Scope of Work

Technical project applications are scored under the same criteria as all other project types, but they are grouped with other technical projects, and they compete at the same level. Refer to Chapter 2.2 for Example Technical Project Types. Applicants should contact their Caltrans District listed in Appendix D to help decide which grant category is the best fit for their project.

Below is a list of Appendix A Guidance, Tools, and Resources to assist applicants in preparing a competitive grant application that is consistent with the Grant Program Objectives, Grant Program Considerations, and Specific Objectives.

· Advance Transportation Related GHG Reduction Project Types/Strategies

· Addressing the Needs of 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 and Freight; Social Equity; Integrated Housing, Land Use, and Transportation; Multimodal;

Safety; Technical; and Transit.

Active Transportation

· Active transportation plans, including bicycle, pedestrian, and trail master plans

· Plans for bike parking facilities

· Rural planning studies or plans that provide rural counties the ability to develop active transportation plans with a rural context-sensitive focus and allow for rural regions to contribute to the State’s GHG reduction targets

· Studies or plans that include a temporary built environment demonstration, e.g., tactical urbanism

Corridor and Freight

· Comprehensive Multimodal Corridor Plans

· Corridor enhancement studies

· Studies or plans related to zero emissions vehicle goods movement

FY 2025-26 Grant Application Guide 11

· Freight/goods movement plans and studies

· Local or regional corridor plans

· Studies and plans that can help to quantify and highlight the value and importance of the rural State transportation system which connects large urban centers to rural open space, State and federal lands, and recreation and agriculture hubs.

· Studies and plans to mitigate for impacts to the rural transportation system due to increased interregional tourism and visitor traffic

· Modeling improvements that address SB 743 implementation and induced travel (see Sustainable Communities – Technical grant-specific objectives in Chapter 2.1)

· Complete Streets plans that consider last-mile freight

· Curbside freight management plans

· Sustainable freight plans

· Agriculture goods movement plans

· Freight/supply chain resiliency studies

Social Equity

· Community Needs Assessments

· Health and transportation studies, including health equity transportation studies and other plans that incorporate health into transportation planning

· Studies to improve access to social services and other community destinations for under-resourced communities such as grocery stores, schools, hospitals, transit stations, etc.

· Studies, plans or planning methods that address environmental justice issues in a transportation related context

· Congestion pricing studies including plans that enhance social equity and avoid inequitable cost burdens

· Planning to remove or reduce barriers created by transportation infrastructure such as highways, overpasses and underpasses, that create disconnected communities

· Studies or plans to ensure that infill and transit-oriented development benefits existing residents and businesses, low-income and 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 planning 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

· 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

FY 2025-26 Grant Application Guide 12

· Creation of a Transit-Oriented Development overlay zone or other special zoning district around key transportation corridors or nodes

· Studies, plans, and policies that address land use conflicts with major transportation corridors such as major highways, ports, shipping and freight corridors, etc. that are near sensitive land uses such as homes, schools, parks, etc. or potentially impacted by climate change

Multimodal

· Complete Streets plans or multimodal transportation plans

· Long range transportation plans for tribal governments

· Studies, plans or planning methods that advance a community’s effort to reduce single occupancy vehicle trips and transportation related GHG through strategies including, but not limited to, advancing mode shift, demand management, travel cost, operational efficiency, accessibility, and coordination with future employment and residential land use

· Context-sensitive streetscapes or town center plans

· Studies that evaluate accessibility and connectivity of the multimodal transportation network

· Shared mobility services planning studies

· Community outreach plans for park-and-ride lots

Safety

· Bike and pedestrian plans with a safety enhancement focus, including Vision Zero plans

· Community to school studies or safe routes to school plans

· Traffic calming and corridor safety enhancement plans

Technical

· Transportation modeling studies or planning activities that address SB 743 implementation and induced travel, active transportation, emerging technology, public health, VMT and other impacts

· Planning for zero or near zero emission vehicles

· Electric vehicle charging infrastructure network planning

· Transit planning for zero emission bus fleets

· Planning for autonomous vehicles

· Road or parking pricing studies

· Transportation Demand Management studies

· Commute trip reduction studies and plans

· 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

· 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

FY 2025-26 Grant Application Guide 13

· 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 Expenses

Eligible Activities and Expenses Eligible activities must have a transportation nexus per the California Constitution, Article XIX Section 2 and 3. Applicants need to consult with Caltrans district staff for more information on whether costs are eligible for funding.

Some examples of eligible costs include:

· Data gathering and analysis

· Report writing and the development of associated graphics

· Planning consultant procurement

· Advertising for consultant procurement

· Advertising for public workshops, e.g., flyers, paid media ads

· Travel expenses (See Chapter 6.5 for details)

· Up to 30 percent design or conceptual drawings

· Equipment (as defined in 2 CFR Part 200.33)1 purchases must remain under $5,000 or depreciation will need to be taken in to account when the grant project is completed since equipment could have future uses. 2 CFR Part 200.4362 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 snacks 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)

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:

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 https://www.ecfr.gov/on/2017-01-03/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.33 https://www.ecfr.gov/on/2017-01-03/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.33 https://www.govinfo.gov/app/details/CFR-2022-title2-vol1/CFR-2022-title2-vol1-sec200-436

FY 2025-26 Grant Application Guide 14

· Environmental studies, plans, or documents normally required for project development under the National Environmental Policy Act or the California Environmental Quality Act

· Engineering plans and design specification work

· Project Initiation Documents

· Program or project implementation

· Repurposing unspent grant funds (not applicable to Sustainable Communities Formula)

· Application development to pursue construction funds/project implementation

· RTPs or updates to the RTP, excluding SCS/APS development

· Construction projects, capital costs, such as the building of a facility, or maintenance

· Office furniture purchases, or other capital expenditures

· Decorations, e.g., for public workshop events

· Acquisition of vehicles or shuttle programs

· Organizational membership fees

· Incentives for public participation

· 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 project, for application purposes, the strategy, and methods for engaging these groups will be different, as described below.

o Overall public engagement will describe the general strategy to engage the public at large.

o 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

FY 2025-26 Grant Application Guide 15 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 and Schedule.

· Include Caltrans as an active partner in the study.

· Provide tailored letters of support and project area photographs to enhance the application. If applicants/supporters do not have the time/resources to provide tailored letters of support, a petition signed by supporters in a simple table format that lists the supporters and specifically how supporters will benefit the proposed project will suffice.

Project Description Concisely describe the project. Explain “What parties are involved, the proposed major milestones, and why the project is necessary.”

Project Justification

· Clearly define and explain the transportation problem or deficiency that the project will attempt to address and how the project will address the problem. Why is it critical to address the problem now? Make the case for a critical need that the project will address and support it with verifiable data, if available.

· Explain how the project affects 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:

FY 2025-26 Grant Application Guide 16

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

o To be eligible for a grant award, city and county primary/sub-grant applicants are required to submit:

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

2. Annual Progress Reports (APRs) to HCD for at least the previous two years, 2022 and 2023.

o City or county primary/sub-applicants will receive a high recommendation from HCD if they have a Prohousing Designation, which can be earned by adopting local policies that facilitate the planning, approval, and construction of housing. The HCD Prohousing Designation Program provides incentives to cities and counties in the form of additional 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 requirement and must submit an Annual Progress Report for the calendar years mentioned above.

Community Engagement

· Refer to Appendix A, Active Community 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, 2022 and 2023.

FY 2025-26 Grant Application Guide 17

· 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’s Regional Early Action

Planning (REAP)3 grant investments or other regional planning or implementation efforts.

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

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.

https://www.hcd.ca.gov/grants-and-funding/programs-active https://www.hcd.ca.gov/grants-and-funding/programs-active

FY 2025-26 Grant Application Guide 18 that include Prohousing Enhancement Factors, which represent a multi-faceted approach to planning objectives, are consistent with State priorities, go beyond state law, etc. Competitive applications may also identify a jurisdiction’s policies that promote housing development and reduce VMT. For information about the HCD Prohousing Designation Program and how applicants can develop a competitive application with Prohousing Enhancement Factors or VMT reducing policies, refer to Appendix A, Integrated Housing, Land Use, and Transportation Planning. HCD will highly recommend awards for City and county primary/sub-applicants that earn this designation.

Project Management

· Scope of Work: Refer to the Scope of Work Checklist in Appendix B.

· Cost and Schedule: Refer to the Cost and Schedule Checklist in Appendix B.

FY 2025-26 Grant Application Guide 19

3. SUSTAINABLE COMMUNITIES FORMULA

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

The FHWA PL formula has three components:

1. A base allocation

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

3. An Air Quality component based on the proportion of federal Congestion Mitigation Air Quality funds to total programmatic FHWA PL funds

Purpose and Specific Objectives The purpose of the Sustainable Communities Formula is to fund local and regional multimodal transportation and land…