Meeting Notice and Agenda Cities/County Transportation Advisory Committee The Cities/County Transportation Advisory Committee may take action on any item appearing on this agenda.

Thursday, January 9, 2020

9:30 to 11 a.m.

SANDAG, Board Room 401 B Street, 7th Floor San Diego, CA 92101

Staff Contact: Alex Estrella (619) 699-1928 alex.estrella@sandag.org

Agenda Highlights

• TransNet Independent Taxpayer Oversight Committee Membership Solicitation

• 2020 Regional Transportation Improvement Program Update

Please silence all electronic devices during the meeting

Mission Statement The 18 cities and county government are SANDAG serving as the forum for regional

decision-making. SANDAG builds consensus; makes strategic plans; obtains and allocates resources;

plans, engineers, and builds public transit; and provides information on a broad range of topics

pertinent to the region's quality of life.

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Welcome to SANDAG. Members of the public may speak to the Working Group on any item at the time the Working Group is considering the item. Please complete a Request to Comment form and then present the form to the Working Group coordinator. Members of the public may address the Working Group on any issue under the agenda item entitled Public Comments/Communications/Member Comments. Public speakers are limited to three minutes or less per person. The Working Group may take action on any item appearing on the agenda.

Both agenda and non-agenda comments should be sent to SANDAG via comment@sandag.org. Please include the Working Group name and meeting date, agenda item, your name, and your organization. Any comments, handouts, presentations, or other materials from the public intended for distribution at the meeting should be received by the Working Group coordinator no later than 5 p.m. two working days prior to the meeting. All public comments and materials received by the deadline become part of the official public record and will be provided to the members for their review at the meeting.

In order to keep the public informed in an efficient manner and facilitate public participation, SANDAG also provides access to all agenda and meeting materials online at sandag.org/meetings. Additionally, interested persons can sign up for email notifications at sandag.org/subscribe.

SANDAG operates its programs without regard to race, color, and national origin in compliance with Title VI of the Civil Rights Act. SANDAG has developed procedures for investigating and tracking Title VI complaints, and the procedures for filing a complaint are available to the public upon request. Questions concerning SANDAG nondiscrimination obligations or complaint procedures should be directed to the SANDAG General Counsel, John Kirk, at (619) 699-1997 or john.kirk@sandag.org. Any person who believes himself or herself or any specific class of persons to be subjected to discrimination prohibited by Title VI also may file a written complaint with the Federal Transit Administration.

In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to participate in SANDAG meetings. If such assistance is required, please contact the SANDAG ADA Coordinator, the Director of Diversity and Equity, at (619) 699-1900, at least 72 hours in advance of the meeting. To request this document or related reports in an alternative format, please call (619) 699-1900 or (619) 699-1904 (TTY), or fax (619) 699-1905.

SANDAG agenda materials can be made available in alternative languages. To make a request, call (619) 699-1900 at least 72 hours in advance of the meeting.

Los materiales de la agenda de SANDAG están disponibles en otros idiomas. Para hacer una solicitud, llame al (619) 699-1900 al menos 72 horas antes de la reunión.

如有需要, 我们可以把SANDAG议程材料翻译成其他語言.

请在会议前至少 72 小时打电话 (619) 699-1900 提出请求.

SANDAG offices are accessible by public transit. Phone 511 or visit 511sd.com for route information. Bicycle parking is available in the parking garage of the SANDAG offices. To access the meeting room,

please arrive on the 8th floor.

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Cities/County Transportation Advisory Committee Thursday, January 9, 2020

Item No. Action

1. Welcome and Introductions

2. Public Comments/Communications/Member Comments

Members of the public shall have the opportunity to address the Cities/County Transportation Advisory Committee (CTAC) on any issue within the jurisdiction of SANDAG that is not on this agenda. Anyone desiring to speak shall reserve time by completing a Request to Comment form and giving it to the meeting coordinator prior to speaking. Public speakers should notify the meeting coordinator if they have a handout for distribution to CTAC members. Public speakers are limited to three minutes or less per person. CTAC members also may provide information and announcements under this agenda item.

+3. Approval of Meeting Minutes Approve

+3A. The CTAC is asked to review and approve the minutes from its September 5, 2019, meeting.

+3B. The CTAC is asked to review and approve the minutes from its December 5, 2019, meeting.

Reports

4. TransNet Independent Taxpayer Oversight Committee Membership Solicitation

CTAC Chair

Information

CTAC members will be informed of upcoming Solicitation of Applications for Membership on the TransNet Independent Taxpayer Oversight Committee.

+5. 2020 Regional Transportation Improvement Program Update

Sue Alpert, SANDAG

Information

An overview on the plans for the 2020 Regional Transportation Improvement Program update, which will cover FY 2021 to FY 2025, will be presented.

+6. California Department of Transportation Updates/Announcements

Caltrans Staff

Information

Caltrans will provide an overview on various local programs, funding program deadlines, and announcements regarding upcoming conferences.

7. Upcoming Meetings Information

The next CTAC meeting is scheduled for Thursday, February 6, 2020, at 9:30 a.m.

8. Adjournment

+ next to an item indicates an attachment

Cities/County Transportation Advisory Committee

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Item: 3A January 9, 2020 Action: Approve

September 5, 2019, Meeting Minutes

Please note: The audio file of the meeting is available on the SANDAG website, sandag.org, on the Cities/County Transportation Advisory Committee (CTAC) page.

Chair Julie Procopio (City of Escondido) called the meeting of the CTAC to order at 9:35 a.m.

1. Welcome and Introductions

Self-introductions were made. The attendance sheet for this meeting is included.

2. Public Comments/Communications/Member Comments

Senior Transportation Planner Alex Estrella informed CTAC members of the upcoming Regional Vision Working Group Forum event on October 3, taking the place of the CTAC meeting.

3. Approval of Meeting Minutes (Approve)

• June 6, 2019, Meeting Minutes

Action: Upon a motion by Ed Deane (City of San Marcos) and second by Mario Sanchez (City of El Cajon), the CTAC approved the minutes for the June 6, 2019, meeting. Yes: Chair Procopio, Vice Chair Mohammad Sammak (City of Solana Beach), Frank Rivera (City of Chula Vista), Ed Wimmer (City of Encinitas), Jose Lopez (City of National City), Gary Chui (City of San Diego), Bill Morgan (County of San Diego), and Minjie Mei (City of Santee). No: None. Abstain: Tim Thiele (City of Del Mar), Tim Shell (City of Vista). Absent: City of Carlsbad, City of Coronado, City of Imperial Beach, City of La Mesa, City of Lemon Grove, City of Oceanside, City of Poway, Metropolitan Transit System, and North County Transit District.

• August 1, 2019, Meeting Minutes

Action: Upon a motion by Vice Chair Sammak and second by Frank Rivera, the CTAC approved the minutes for the August 1, 2019, meeting. Yes: Mario Sanchez, Ed Wimmer, Jose Lopez, Gary Chui, Bill Morgan, Ed Deane, and Tim Shell. No: None. Abstain: Chair Procopio, Tim Thiele, Minjie Mei. Absent: City of Carlsbad, City of Coronado, City of Imperial Beach, City of La Mesa, City of Lemon Grove, City of Oceanside, City of Poway, Metropolitan Transit System, and North County Transit District.

Reports

4. Quarterly TransNet Financial Reports for the Period Ending June 30, 2019 (Information)

Accountant Samuel Diche presented the quarterly TransNet financial balances for the Local Street and Road program. The information was scheduled to be presented to the Independent Taxpayers Oversight Committee.

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5. Mobility Management Toolbox (Information)

Regional Planner Krystal Ayala presented an overview and short demonstration of the Mobility Management Toolbox. The Toolbox provides member agencies with a resource to quantify vehicle miles traveled reductions resulting from implementation of mobility management strategies in support of Senate Bill 743 (Steinberg, 2013) and climate action plan implementation and monitoring. Toolbox resources are available at icommutesd.com/localgov.

6. Development of Regional Transportation System Management and Operations Plan (Information)

Caralee Jaeckels, Kimley-Horn & Associates, presented an overview of the Regional Transportation System Management and Operations Plan project. The plan seeks to establish a coordinated and integrated management vision for the region’s transportation system through improved cross-agency collaboration and coordination.

7. Caltrans Updates/Announcements (Information)

Bing Luu, Caltrans, provided an update on various local programs, funding program deadlines, and announcements regarding upcoming conferences.

8. Upcoming Meetings

The next CTAC meeting was tentatively scheduled for November 7, 2019, at 9:30 a.m.

9. Adjournment

Chair Procopio adjourned the meeting at 10:23 a.m.

Meeting Start Time: 9:35 a.m. Meeting Adjourned Time: 10:23 a.m.

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Confirmed Attendance at SANDAG Cities/County Transportation Advisory Committee Meeting

September 5, 2019

Jurisdiction/Organization Name Attending Comments

City of San Marcos Edward Deane Yes

Nic Abboud/Issac E. Alternate No

City of Escondido Julie Procopio, Chair Yes

Owen Tunnel, First Alternate No

City of Carlsbad

Marshall Plantz No

Craig Williams, First Alternate No

TBD, Second Alternate N/A

City of Chula Vista

Frank Rivera Yes

Bill Valle, First Alternate No

Eddie Flores, Second Alternate No

City of Coronado Ed Walton No

Jim Newton, Alternate No

City of Del Mar Tim Thiele Yes

Mohsen Maali, First Alternate No

City of El Cajon

Mario Sanchez Yes

Jeffrey Manchester, First Alternate N/A

Yazmin Arellano, Second Alternate No

City of Encinitas Ed Wimmer Yes

TBD, First Alternate No

City of Imperial Beach

Eric Minicilli No

Carmen Kasner, Alternate No

Juan Larios, Second Alternate No

City of La Mesa

Richard Leja No

Jeffrey R. Manchester, First Alternate No

Leon Firsht, Second Alternate No

City of Lemon Grove Mike James No

TBD, Alternate N/A

City of National City

Stephen Manganiello No

Robert Yano, First Alternate No

Jose Lopez, Second Alternate Yes

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Jurisdiction/Organization Name Attending Comments

City of Oceanside Gary Kellison, Alternate No

David DiPierro, Alternate No

City of Poway Tom Frank No

Jon Collins, Alternate No

City of San Diego

Duncan Hughes No

Gary Chui, First Alternate Yes

George Gazallo Second Alternate No

City of Santee Minjie Mei Yes

Carl Schmitz, First Alternate No

City of Solana Beach

Mohammad Sammak, Vice Chair Yes

Dan Goldberg, First Alternate No

Jim Greenstein, Second Alternate No

City of Vista

Greg Mayer No

Tim Shell, First Alternate Yes

Husam Hasenin, Second Alternate No

County of San Diego

Bill Morgan Yes

Mark Perret, First Alternate No

Richard Pettie, Second Alternate No

Metropolitan Transit System TBD No

North County Transit District TBD No

Advisory Members (Attendance Not Counted for Quorum Purposes)

Caltrans Bing Luu Yes

Other Attendees

Caralee Jaeckels, Kimley-Horn & Associates

Jose Marquez, Caltrans

SANDAG Staff

Alex Estrella

Krystal Ayala

Samuel Diche

Ellison Alegre

Cities/County Transportation Advisory Committee

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Item: 3B January 9, 2020 Action: Approve

December 5, 2019, Meeting Minutes Please note: The audio file of the meeting is available on the SANDAG website, sandag.org, on the Cities/County Transportation Advisory Committee (CTAC) page.

Chair Julie Procopio (City of Escondido) called the meeting of the CTAC to order at 9:30 a.m.

1. Welcome and Introductions

Self-introductions were made. The attendance sheet for this meeting is included.

2. Public Comments/Communications/Member Comments

SANDAG Senior Transportation Planner Alex Estrella directed CTAC members to provide any membership updates to SANDAG staff if applicable.

3. Approval of Meeting Minutes (Approve)

Due to an inability to reach a quorum, the meeting minutes from September 5, 2019, were unable to be approved.

Reports

4. 2021 Regional Plan Working Group Forum Update (Discussion)

SANDAG Senior Regional Planner Allison Wood presented an overview of the 2021 Regional Plan, as well as the feedback received from the 2021 Regional Plan working group forum that was held in October. Input was solicited from the CTAC members as it related to the 2021 Region Plan.

5. Fast Act Performance Management Rule 1 Target Setting (Discussion)

SANDAG Associate Regional Planner Sam Sanford provided an overview of target-setting efforts for Performance Management Rule 1, which included measures related to fatalities and serious injuries on all public roads.

6. 2020 Census Complete Count (Information)

SANDAG Senior Researcher and Modeler Rachel Cortes provided an overview of the 2020 census and local outreach efforts.

7. Caltrans Updates/Announcements (Information)

Bing Luu of Caltrans provided an update on various local programs, funding program deadlines, and announcements regarding upcoming conferences.

8. Upcoming Meetings

The next CTAC meeting is tentatively scheduled for Thursday, January 2, 2020, at 9:30 a.m.

9. Adjournment

Chair Procopio adjourned the meeting at 10:45 a.m.

Meeting Start Time: 9:30 a.m. Meeting Adjourned Time: 10:45 a.m.

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Confirmed Attendance at SANDAG Cities/County Transportation Advisory Committee Meeting

December 5, 2019

Jurisdiction/Organization Name Attending Comments

City of San Marcos Edward Deane No

Nic Abboud/Issac E. Alternate No

City of Escondido Julie Procopio, Chair Yes

Owen Tunnel, Alternate No

City of Carlsbad

Hossein Ajideh No

Sean Haeri, Alternate No

TBD, Second Alternate N/A

City of Chula Vista

Frank Rivera Yes

Bill Valle, Alternate No

Eddie Flores, Second Alternate No

City of Coronado Ed Walton No

Jim Newton, Alternate No

City of Del Mar Tim Thiele No

Mohsen Maali, Alternate No

City of El Cajon

Mario Sanchez Yes

Jeffrey Manchester, Alternate N/A

Yazmin Arellano, Second Alternate No

City of Encinitas Ed Wimmer Yes

TBD, First Alternate No

City of Imperial Beach

Eric Minicilli No

Carmen Kasner, Alternate No

Juan Larios, Second Alternate No

City of La Mesa

Leon Firsht No

TBD, Alternate No

TBD Second Alternate No

City of Lemon Grove Mike James No

TBD, Alternate N/A

City of National City

Stephen Manganiello No

Robert Yano No

Jose Lopez Yes

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Jurisdiction/Organization Name Attending Comments

City of Oceanside TBD No

David DiPierro, Alternate No

City of Poway Tom Frank No

Jon Collins, Alternate No

City of San Diego

Duncan Hughes No

Gary Chui, First Alternate Yes

George Gazallo Second Alternate No

City of Santee Minjie Mei No

Carl Schmitz, First Alternate No

City of Solana Beach

Mohammad Sammak, Vice Chair Yes

Dan Goldberg, First Alternate No

Jim Greenstein, Second Alternate No

City of Vista

Greg Mayer Yes

Tim Shell, First Alternate Yes

Husam Hasenin, Second Alternate No

County of San Diego

Bill Morgan Yes

Mark Perret, First Alternate No

Richard Pettie, Second Alternate No

Metropolitan Transit System TBD No

North County Transit District TBD No

Advisory Members (Attendance Not Counted for Quorum Purposes)

Caltrans Bing Luu Yes

Other Attendees

Jalal Ahmadpour, City of Vista

Jason Rivera, City of Vista

Franklin Panday

SANDAG Staff

Alex Estrella

Sam Sanford

Allison Wood

Rachel Cortes

Cities/County Transportation Advisory Committee

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Item: 5 January 9, 2020 Action: Information

2020 Regional Transportation Improvement Program Update

Introduction

SANDAG, as the Metropolitan Planning Organization for the region, is required by state law and the TransNet Ordinance to prepare and submit an updated Regional Transportation Improvement Program (RTIP) every two years. The current 2018 RTIP was approved by the Board of Directors on September 28, 2018.

Discussion

The Safe Affordable Fuel-Efficient Vehicles Rule

On September 27, 2019, the Environmental Protection Agency and the National Highway Traffic Safety Administration issued the final rule for part one of the Safe Affordable Fuel-Efficient Rule - One National Program. This rule went into effect on November 26, 2019. The rule repeals California’s Corporate Average Fuel Economy standards in favor of one national standard which is less stringent than the California standard. As these inform assumptions in the emissions modeling tool approved by the California Air Resources Board for use in determining conformity in California, the rule has made that tool invalid. This means that it is not possible to demonstrate conformity for a plan or program in non-attainment areas.

Impact on the Regional Transportation Improvement Program

An updated RTIP or an RTIP amendment, including non-exempt projects, requires federal agencies to make a conformity determination. As most of California is in air-quality non-attainment areas, without a valid tool to demonstrate conformity, no conformity determination can be made. It could take a period of six months to three years to obtain approval of a new tool to determine conformity. However, federal law recognizes an approved RTIP for four years, making the 2018 RTIP valid for federal purposes through the end of FFY 2022. Caltrans will consider options for the update, including delaying for at least one year.

Next Steps

Pending a decision by the State, SANDAG will determine how and when to do an update to the TransNet Program of Projects and local agencies will be notified of the plan and schedule.

Key Staff Contact: Sue Alpert, (619) 595-5318, sue.alpert@sandag.org

California Department of Transportation (Caltrans) District 11 DISTRICT LOCAL ASSISTANCE ENGINEER (DLAE) UPDATE

Cities/County Transportation Advisory Committee (CTAC) San Diego Association of Governments (SANDAG)

January 9, 2020

RECURRING IMPORTANT REMINDERS

Inactive Projects Inactive and Future Inactive projects should be billed within the specified and agreed-upon timeframe to avoid deobligation of funds. As of December 10, 2019, the INACTIVE and FUTURE Inactive list was updated. Action is required by SANDAG and the County of San Diego, as well as these cities: Carlsbad, Encinitas, and San Diego. November 20, 2019 was the deadline to submit Inactive invoices. District 11 must receive accurate and complete and accurate invoices before this due date to prevent deobligation of federal funds! Verify on the “Inactive” link shown below for exact Inactive Project dates. Note: An invoice is not cleared from either “Inactive” or “Future Inactive” lists until paid by the State Controller’s Office. Provided Local Agencies adhere to the format described in Chapter 5 of the Local Assistance Procedures Manual (LAPM), invoices typically are paid by check within 60 days of receipt (or 50 days if paid through Electronic Funds Transfer). A complete list of Inactive Projects is online at this webpage - https://dot.ca.gov/programs/local-assistance/projects/inactive-projects

New Invoice Format Required – Effective October 15, 2019 Please transmit all invoices on LAPM Exhibit 5-A. This consolidated format is now required. The following links have details with instructions - https://dot.ca.gov/programs/local-assistance/projects/local-agency-invoice-process https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/ob/2019/ob19-05.pdf For questions, please contact the assigned District 11 Local Area Engineer or Local Assistance Program Support Analyst, Alma Sanchez, via email at Alma.Sanchez@dot.ca.gov or by phone: 619-278-3735.

January 21, 2020: Obligation Authority Plan (Cycle 21) for Federal FY 19/20 Due to Local Assistance An agency Obligation Authority Plan must indicate amount of federal dollars being obligated for each project by fund type and planned date of obligation. (Request for information is forthcoming.)

January 30, 2020: Office of Traffic Safety 2021 Grant Applications Due The California Office of Traffic Safety (OTS) Federal Fiscal Year 2021 Grant Applications are due to OTS on January 30, 2020. Funding is for “Priority Program Areas” such as roadway safety and traffic records. The following link has details with instructions and more information – https://www.ots.ca.gov/grants This notice is a courtesy only and not a Local Assistance program. Please direct all questions to OTS.

January 31, 2020: Federal Fiscal Year 18/19 Requests for Authorization/Obligation Due Please transmit funding Requests for Authorization (RFA) this federal fiscal year by January 31, 2020. Early RFA submittals will minimize delay to obtaining fund authorizations.

Agenda Item No. 6 Cities/County Transportation Advisory Committee

January 9, 2020

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California Department of Transportation (Caltrans) District 11 DISTRICT LOCAL ASSISTANCE ENGINEER (DLAE) UPDATE

Cities/County Transportation Advisory Committee (CTAC) San Diego Association of Governments (SANDAG)

January 9, 2020

Call for Local Roadway Safety Plan (LRSP) Applications Caltrans announced a Call for Local Roadway Safety Plan (LRSP) Applications on October 8, 2019. The funds will be awarded to the applicants on a “first-come, first-serve” basis. There is no application deadline. Caltrans will continue to accept applications for as long as funding is available. Highway Safety Improvement Program (HSIP) Cycle 11 (around April 2022) begins a requirement for the LRSP (or an equivalent) from any agency applying for HSIP project funds. To assist local agencies with LRSP development, a total of $10 million through the HSIP has been set-aside and exchanged for state funds. Each applicant agency may request up to $72,000 from these state funds. Details regarding this Call for LRSP Applications are available through the following link- https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans

Using Cost Plus Fixed Fee on Architectural & Engineering (A&E) Contract and Escalation Rates The cost-plus fixed fee is a payment method whereby a consultant is compensated for services on actual cost plus a negotiated fixed fee amount. Contracting agencies can maintain eligibility for federal-aid reimbursement by ensuring costs incurred or cost estimates from contract negotiation are allowable per the cost principles in 48 CFR part 31. When an objective assessment of the reasonableness of proposed rates in accordance with the cost principles has not been performed, the contracting agencies use of the consultant’s actual direct salary or wage rates is acceptable in negotiation, administration, and payment of the contract. The following link has further details – http://www.localassistanceblog.com/2019/12/13/using-cost-plus-fixed-fee-on-your-ae-contract-and-escalation-rates/ Disadvantaged Business Enterprise (DBE) Contract Goal Calculation and Good Faith Efforts (GFE) Review Procedures: Office Bulletin (OB) 19-03 Caltrans Division of Local Assistance released the attached OB 19-03, effective November 22, 2019, which implements LAPM Exhibit 9-D, Disadvantaged Business Enterprise (DBE) Contract Goal Methodology by setting DBE contract goals and providing simplified responsibilities for all stakeholders. Quality Assurance Program (QAP) – Documentation Expiring in 2020 or Incompliant! As a reminder, Quality Assurance Program (QAP) approval is expiring this year for these cities: Del Mar, El Cajon, Encinitas, Escondido, and Vista. Poway and Solana Beach must have a QAP approval if federal funds are anticipated for future projects. The following schedule lists due dates for all eligible agencies in San Diego County. Only the City of Oceanside and Port of San Diego remain incompliant. Updated QAP packages must be submitted to the Local Area Engineers ASAP. Otherwise, no funding requests will be processed.

Preparation Schedule for California Transportation Commission (CTC) Allocation Requests Please review the following schedule of deadlines to send allocation request packages for California Transportation Commission (CTC) approval by the June 2020 CTC meeting. When possible, do not wait to submit requests. All documents must be received by the Caltrans District 11 Office at least two months prior to the preferred CTC meeting date. Friday, January 24, 2020 is the next deadline (for March 2020).

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Agency QAP Current QAP Expires Additional Comments

City of Carlsbad 2/23/2017 2/23/2022

City of Chula Vista 10/7/2014 10/23/2019Agency submitted new QAP to Caltrans for approval on 10/23/19

City of Coronado 10/2/2014 10/2/2019Agency submitted new QAP to Caltrans for approval on 11/04/19

City of Del Mar 5/26/2015 5/26/2020

City of El Cajon 9/13/2015 9/13/2020

City of Encinitas 2/23/2015 2/23/2020

City of Escondido 5/22/2015 5/22/2020

City of Imperial Beach Need a QAPAgency submitted new QAP to Caltrans for approval on 10/17/19

City of La Mesa 10/10/2019 10/10/2024

City of Lemon Grove 10/1/2014 10/1/2019Agency submitted new QAP to Caltrans for approval on 11/12/19

City of National City 10/10/2019 10/10/2024

City of Oceanside 5/27/2010 5/27/2015 Not in compliance on 11/15/19

City of Poway

City of San Diego 5/14/2016 5/14/2021

City of San Marcos 7/10/2014 7/10/2019Agency submitted new QAP to Caltrans for approval on 10/11/19

City of Santee 10/10/2019 10/10/2024

City of Solana Beach

City of Vista 6/23/2015 6/23/2020

County of San Diego 10/31/2019 10/31/2024

SANDAG 3/11/2016 3/11/2021

Port of San Diego

QUALITY ASSURANCE PROGRAM (QAP)Updated on 12/24/2019 by A. Sanchez

Agency submitted QAP to Caltrans on 12/13/19

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2020 PREPARATION SCHEDULECALIFORNIA TRANSPORTATION COMMISSION (CTC) MEETINGS

AGENDA ITEM(S) DUE DATESPrepared by:

OFFICE OF CTC LIAISONDIVISION OF TRANSPORTATION PROGRAMMING

CALIFORNIA DEPARTMENT OF TRANSPORTATION

As of:August 2019

2020 California Transportation

Commission (CTC)

Meeting Schedule

Local Agency Submits Off System

Funds Requests, Program

Amendments, and Time Extensions to Caltrans Districts

District Submits

Off System and On System

Requests to HQ Divisions

HQ Divisions Submit Final Off System and On

System Requests to Budgets

Final Agenda

LanguageDue From HQ

Divisions toOffice of CTC

Liaison

Final Book Items Due

from HQ Divisions to

Office of CTC Liaison

Date andLocation:

10:00 AMDistrict & CTC

10:00 AMHQ Divisions

5:00 PMBudgets

10:00 AMCTC Liaison

10:00 AMCTC Liaison

Jan 29-30 - Sacramento Area Mon, Dec 2, 19 Mon, Dec 9, 19 Fri, Dec 13, '19 Fri, Dec 20, '19 Tue, Dec 24, '19

Mar 25-26 - Santa Barbara Mon, Jan 27, 20 Mon, Feb 3, 20 Mon, Feb 10, '20 Wed, Feb 19, '20 Thu, Feb 20, '20

May 13-14 - San Diego Mon, Mar 16, 20 Mon, Mar 23, 20 Mon, Mar 30, '20 Wed, Apr 8, '20 Thu, Apr 9, '20

June 24-25 - Sacramento Area Mon, Apr 27, 20 Mon, May 4, 20 Mon, May 11, '20 Wed, May 20, '20 Thu, May 21, '20

Aug 12-13 - Oakland Mon, Jun 15, 20 Mon, Jun 22, 20 Mon, Jun 29, '20 Wed, Jul 8, '20 Thu, Jul 9, '20

Oct 14-15 - Central Valley Mon, Aug 17, 20 Mon, Aug 24, 20 Mon, Aug 31, '20 Wed, Sep 9, '20 Thu, Sep 10, '20

Dec 2-3- Riverside Mon, Oct 5, 20 Mon, Oct 12, 20 Mon, Oct 19, '20 Wed, Oct 28, '20 Thu, Oct 29, '20

* No Scheduled Meeting in: February, April, July, September and November Moved due to Holiday Moved due to Holiday

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California Department of Transportation (Caltrans) District 11 DISTRICT LOCAL ASSISTANCE ENGINEER (DLAE) UPDATE

Cities/County Transportation Advisory Committee (CTAC) San Diego Association of Governments (SANDAG)

January 9, 2020

TRAINING January 30, 2020 – Environmental Requirements for Local Agency Transportation Projects (NEW) The Federal Aid Series provides an overview of key requirements and responsibilities for local agencies. This module focuses on rules to be followed when using federal funds to comply with requirements of the National Environmental Policy Act (NEPA) and the California Environmental Quality Act (CEQA). Other than a nominal $25 fee, Caltrans will subsidize remaining tuition. Please send any questions to the California Local Technical Assistance Program (LTAP) Center: californialtap@csus.edu On Thursday, January 30, 2020, LTAP will host this training at the Caltrans District 11 Office located at 4050 Taylor St., San Diego, CA 92110. Class hours are 8:00–4:00. Please register online at this link – https://apps.cce.csus.edu/sites/cce/reg/?CID=3595

February 12, 2020 – Local Road Safety Plan (LRSP) Training in Camarillo The Local Road Safety Plan (LRSP) Training is designed to teach participants LRSP development skills. The focus will be on California’s path toward zero deaths and a systemic approach for roadway safety. Discussion items will include preparing a LRSP, next steps resulting from the plan and funding available. Those involved with an agency’s safety program or developing Highway Safety Improvement Program (HSIP) applications are welcome. Please register online at this link – http://www.localassistanceblog.com/2019/10/24/local-road-safety-plan-trainings

March 25, 2020 – Southern California Local Assistance Management Meeting (SCLAMM) Caltrans welcomes the Federal Highway Administration, as well as local public agency staff from regions covered by SANDAG and the Southern California Association of Governments, to attend the semiannual Southern California Local Assistance Management Meeting (SCLAMM). More information is forthcoming. SCLAMM will be held at the Caltrans District 7 Office located at 100 South Main St., Los Angeles, CA 90012.

Architectural & Engineering Contract Procurement Training Webinar Recording Now Available This recording of a recently delivered class is now available online. Training focuses on Chapter 10 of the LAPM and provides an overview of step-by-step procedures that local agencies must follow to select and procure Architectural & Engineering service contracts related to State and federal aid highway projects. Caltrans conducted this same training in 2019 live at locations statewide, including Caltrans District 11. Click the following link to view the two-hour recording – https://www.youtube.com/watch?v=CtJGAzh1iJc&feature=youtu.be

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California Department of Transportation (Caltrans) District 11 DISTRICT LOCAL ASSISTANCE ENGINEER (DLAE) UPDATE

Cities/County Transportation Advisory Committee (CTAC) San Diego Association of Governments (SANDAG)

January 9, 2020

Subsidized Classes for Local Agencies The California Local Technical Assistance Program is a jointly funded effort between Caltrans and the Federal Highway Administration to provide local governments with training, information, technology and direct assistance to help transportation infrastructure. Upcoming courses are listed at the following link – http://registration.techtransfer.berkeley.edu/wconnect/ShowSchedule.awp?&Mode=GROUP&Group=:FULL&Title=Complete+Listing Send any questions to the California Local Technical Assistance Program Center: californialtap@csus.edu For questions about additional training opportunities, please contact the District 11 Local Assistance Training Coordinator, Alma Sanchez, via email at Alma.Sanchez@dot.ca.gov or by phone: 619-278-3735. Division of Local Assistance Blog (LAB) http://www.localassistanceblog.com The Caltrans Local Assistance Blog (LAB) provides clarity on issues and contributes to the successful delivery of transportation projects using federal resources. Categories covered by the LAB include: Subsidized Classes for Local Agencies, Policy/Procedures, Program Guidelines, Training, Environmental Review, and Right of Way.

Title VI Nondiscrimination Program A reminder that local agencies shall comply with all Title VI requirements. See LAPM Section 9.2, Title VI of the Civil Rights Act of 1964 (Title VI) and Related Statutes: Title VI and the additional nondiscrimination requirements are applicable to all programs and activities administered by a recipient, in addition to programs receiving federal financial assistance, due to the Civil Rights Restoration Act of 1987. Nondiscrimination provisions apply to all programs and activities of federal-aid recipients, subrecipients, and contractors, regardless of tier (49 CFR 21). The requirements include providing and maintaining the following, as detailed in LAPM Section 9.2: Title VI Nondiscrimination Statement, Assurances (as part of the Master Agreement and Program Supplement Agreement), Designation of a Title VI Coordinator, Complaint Procedures, Data Collection, Training, Limited English Proficiency (LEP) accessibility, Dissemination of Information, Contracts and Agreements, Environmental Justice, Public Hearings and Meetings, Right-of-Way activities, Construction Contract Compliance, Monitoring, and others. Note that an agency is subject to Title VI program and compliance review at any time. Please note this following website with guidance to local agencies for processing Title VI complaints - https://dot.ca.gov/programs/local-assistance/environmental-and-other-policy-issues/title-vi

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Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

Expires – Upon Issuance of LPP

Disadvantaged Business Enterprise (DBE) Contract Goal Calculation and Good Faith Efforts (GFE) Review Procedures

NOTE: This Office Bulletin supersedes DLA-OB 14-06

I. BACKGROUNDOn September 24, 2014, Caltrans Division of Local Assistance (DLA) issued OfficeBulletin (OB) #14-06 “Review of the DBE Contract Goals and Good Faith Efforts – PilotStudy.” The Pilot Study required Caltrans to review and approve all contract goals onconstruction contract estimates over $2 million and consultant contract estimates over$500,000. If the aforementioned contracts are awarded on the basis of a GFE, Caltranswill review and provide feedback to the local agency on the bidder/proposer’s GFE priorto awarding the contract.

This office bulletin implements Exhibit 9-D: DBE Contract Goal Methodology, settingcontract goals and incorporates OB #14-06 by:

• Incorporating DLA-OB 14-06 pilot program as a permanent process

• Updating Section 9.7 Disadvantaged Business Enterprise (DBE) Participation onthe Contract and Section 9.8 Good Faith Efforts (GFE) of the Local AssistanceProcedures Manual (LAPM)

• Providing simplified responsibilities for all stakeholders

II. POLICYAgencies will need to provide Exhibit 9-D “DBE Contract Goal Methodology” to theirDLAE for review and concurrence for all contracts.

For construction contract estimates greater than $2 million and consultant contractestimates greater than $500,000, the DLAE will email Exhibit 9-D in Microsoft Excelformat to HQ DLA: dbegoal.gfe@dot.ca.gov to have the contract goal approved byCaltrans prior to advertising. If these contracts are awarded based on a GFE, haveCaltrans review and provide feedback on the bidder/proposer’s GFE prior to award.Local agencies will have an opportunity to discuss and resolve any differences in therespective goal calculations; however, the final decision rests with Caltrans.

The District Local Assistance Engineers will conduct a cursory review of Exhibit 9-D forconsultant contract estimates ≤ $500,000 and construction contract estimates ≤$2,000,000. The DLAE’s will not review GFEs as these will be administered directly bylocal agencies as subrecipients of federal-aid contracts consistent with 49 CFR 26.53.

A copy of the approved Exhibit 9-D must be kept in the agency file.

Page 1 of 8 18

Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

III. PROCEDURE New/updated sections have been added to Sections 9.7 and Sections 9.8 of the LAPM included at the end of this Office Bulletin.

IV. APPLICABILITY/IMPACTS This Office Bulletin applies to all federal-aid contracts and simplifies responsibilities for all stakeholders.

Original Signature By 11/22/2019 Recommended: ________________________________________ __________________________ Wenyi Long, Date Local Programs Disadvantaged Business Enterprise (DBE) Coordinator

Original Signature By 11/22/2019 Approved: ________________________________________ __________________________ Felicia Haslem, Acting Chief Date Office of Guidance & Oversight

Attachments: (1) Exhibit 9-D: Contract Goal Methodology (2) Exhibit 9-E: Sample Local Agency Good Faith Effort Review (3) Exhibit 15-H: Proposer/Contractor Good Faith Efforts

Page 2 of 8 19

Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

[The following sections are replaced and added in Section 9.7: DBE Participation on the Contract]

Participation Opportunities The local agency should structure its contracts and cost estimates by task to provide opportunities for DBE participation. Participation by DBEs is possible during the Preliminary Engineering, Environmental, Final Design, Right of Way, and Construction phases of the project, and includes work as lead consultants, prime contractors, sub-consultants, subcontractors, suppliers, vendors and truckers.

DBE Contract Goals All federal-aid contracts that have subcontracting opportunities must have a DBE goal set. This includes, but is not limited to: construction, consultant services such as project specific Architectural & Engineering (A&E), and master on-call A&E contracts. A DBE contract goal is a percentage of the total contract amount that is expected to be performed by certified DBE firms. The DBE contract goal will vary depending on the type of work involved, the location of the work, and the availability of DBEs for the work of the particular contract.

The contract goal may be zero in situations such as extremely limited subcontracting opportunities, the lack of certified DBEs in the District for the work to be performed, or other reasons. Documentation is required when a local agency has determined that a zero percent DBE contract goal is appropriate.

Some contracts, such as Emergency Opening, Sole-source, Nonprofit or Force Account do not require a DBE goal. In these cases, there is no contract goal (different from zero percent goal).

Setting the DBE Contract Goal DBE contract goals are established to encourage more participation of DBEs for federal-aid transportation contracts. The bullets below provide a summary guidance of how to set the DBE contract goal. For a detailed set of instructions and a template example, please refer to Exhibit 9-D: DBE Contract Goal Methodology.

• The project analysis starts with finalizing the cost estimate and determining potential sub-contractable items of work in the Exhibit 9-D: DBE Contract Goal Methodology template.

• The local agency must consider the type of work involved (Work Category Code), location of the work (by Caltrans District number), and the potential DBEs listed in the database. For each work category code, determine the number of available DBE subcontractor / subconsultants by conducting a search in the California Unified Certification Program (CUCP) database geographically by Caltrans district only. Use the district where the work will take place.

• Determine the DBE Work Factor for each task:

o If the number of available DBE subcontractors or sub-consultants is 7 or more, use 100 percent.

o If there are less than 7 DBEs available: for consultant contracts, use 0 Work Factor; for construction projects, determine whether or not there is a component of trucking or material supply, and apply a 10 or 12 percent DBE Work Factor, respectively, otherwise use 0.

Page 3 of 8 20

Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

Submitting Exhibit 9-D All federal-aid contracts must have an Exhibit 9-D: DBE Contract Goal Methodology submitted to the DLAE. The following are responsibilities and a flowchart for local agencies, DLAEs, and HQ DLA. Local Agency Responsibilities

• Local agencies must submit an Exhibit 9-D, DBE Contract Goal Methodology in Microsoft Excel format to their DLAE for all federal-aid contracts, including master on-call A&E contracts, prior to advertisement and/or with the request for authorization (RFA) package as applicable.

• Local agencies may not advertise the contract before receiving DLAE feedback on the DBE goals and notification from the DLAE that the authorization to proceed (E-76) has been issued.

o For construction contract estimates greater than $2 million and consultant contract estimates greater than $500,000, the DBE goal will need to be reviewed and approved by Caltrans. Local agencies will have an opportunity to discuss and resolve any differences in the respective goal calculations; however, the final decision rests with Caltrans.

DLAE Responsibilities • For construction contract estimates greater than $2 million and consultant contract estimates

greater than $500,000, e-mail the Exhibit 9-D, DBE Contract Goal Methodology in Microsoft Excel format to HQ DLA: DBEgoal.GFE@dot.ca.gov.

o Once the Exhibit 9-D, DBE Contract Goal Methodology has been reviewed by the Office of Business & Economic Opportunity (OBEO), send a confirmation e-mail to the local agency with the recommended DBE contract goal.

• For construction contract estimates less than or equal to $2 million and consultant contract estimates less than or equal to $500,000, conduct a cursory review of the Exhibit 9-D and send an email to the local agency to confirm the DBE contract goal.

DLA Responsibilities The following applies to DBE goal setting for construction contract estimates greater than $2 million or consultant contract estimates greater than $500,000:

• Send confirmation to the DLAE that Exhibit 9-D is being processed.

• After processing, reply to the DLAE with the recommended DBE contract goal.

• If the agency disagrees with the DBE contract goal, review the reasoning and make a decision if the goal needs to be adjusted.

It will take 15 business days to review the Exhibit 9-D after receipt from the District. If there is no response from DLA after 15 days, the DLAE has the discretion to move forward.

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Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

Flowchart on DBE Goal Setting

DLA

E Ag

ency

OBE

Odb

egoa

l.gfe

@do

t.ca.

gov

Is 9-D > $500K for A&E or

> $2M for CON?

Yes

DLAE processes Exhibit 9-D

No

Submits Exhibit 9-D in Microsoft Excel to DLAE

prior to advertisement

Save 9-D to project file and forward DBE contract goal

to Agency

Exhibit 9-D received &

confirm review started

Exhibit 9-D reviewed and recommended DBE contract goal sent to

District

Agency may advertise with DBE contract goal once E-76 is

authorized Agency agrees with CT’s recommended DBE goal?

Discuss with CT to resolve any differences

and get CT’s final recommendation

No Yes

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Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

[The following section is added to Section 9.8: Good Faith Efforts]

Submitting the GFE and Supporting Document for Review For construction contracts less than or equal to $2 million and consultant contracts less than or equal to $500,000, the agency must perform the GFE review if DBE goal is not met.

For construction contracts greater than $2 million and consultant contracts greater than $500,000 that had their DBE goal approved by Caltrans, if the low bidder or the most qualified consultant did not meet or exceed the DBE contract goal, the local agency must submit the GFE documentation to their DLAE for review.

The following are responsibilities and a flowchart on Good Faith Effort Review for local agencies, DLAEs, and DLA.

Local Agency Responsibilities • The local agency must obtain, complete, and review all of the following documentation prior to

determining if the low bidder or the most qualified consultant made a GFE:

o A bid tabulation summary sheet such as included in Exhibit 15-D: Bid Tabulation Summary Sheet or Exhibit 10-O1: Consultant Proposal DBE Commitment.

o All bidders’ Exhibits 15-G: Construction Contract DBE Commitment or Exhibit 10-O1: Consultant Proposal DBE Commitment.

o All bidders’ Exhibit 15-H: Proposer/Bidder Good Faith Efforts or other documentation that all bidders’ submit in lieu of Exhibit 15-H. If bidders did not submit GFE documentation within five (5) days after bid opening, it should be noted in Exhibit 9-E: Local Agency Good Faith Effort Review.

o Exhibit 9-E: Local Agency Good Faith Effort Review.

• For construction contracts less than or equal to $2 million and consultant contracts less than or equal to $500,000, the agency has responsibility to perform the GFE review.

• For construction contracts greater than $2 million and consultant contracts greater than $500,000, if the low bidder or the most qualified consultant did not meet or exceed the DBE contract goal, the local agency must submit the above GFE documentation to their DLAE prior to awarding a contract or starting the negotiation.

o Local agencies may not award a contract to the low bidder or negotiate with the most qualified consultant without first receiving a memorandum from their DLAE that Caltrans has determined that they made a GFE.

o If Caltrans determines the GFE was inadequate, the local agency will take Caltrans feedback on GFE into consideration and re-evaluate the GFE. After the re-evaluation:

If the local agency still thinks the GFE is adequate, they can award the contract or start the negotiation process.

If the local agency concludes that the GFE is inadequate, they must invite the low bidder or the most qualified consultant to an Administrative Reconsideration.

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Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

DLAE Responsibilities • For construction contracts greater than $2 million and consultant contracts greater than

$500,000, e-mail all completed GFE documentation including the local agency’s bid summary (Exhibit 15-D or Exhibit 10-O1), DBE commitments (Exhibit 15-G or Exhibit 10-O1), the bidders’ GFEs (Exhibit 15-H), and the local agency’s GFE evaluation (Exhibit 9-E) to DBEgoal.GFE@dot.ca.gov.

• Communicate the outcome of Caltrans GFE review to local agencies.

DLA Responsibilities The following applies to the GFE evaluation for construction contracts greater than $2 million and consultant contracts greater than $500,000:

• After receiving a complete GFE package from the DLAE, reply to the DLAE when evaluation starts on the GFE review.

• Once the GFE review has been finished, reply to the DLAE with Caltrans’ GFE review conclusion in a memorandum.

The process will take 15 business days after receipt of the GFE package from the District. If there is no response from DLA after 15 days, the DLAE has the discretion to move forward.

Page 7 of 8 24

Division of Local Assistance - Office Bulletin DLA OB 19-03: DBE Goal Calculation and GFE Review Office of Guidance & Oversight Issued – November 22, 2019

Flowchart on Good Faith Effort Review

DLA

E A

genc

y O

BE

O

DBE

Goa

l.GFE

@do

t.ca.

gov

No

Notifies Agency of GFE processing results and next

steps

Exhibits 15-D or 10-O1, 15-G or

10-O1, 15-H, and 9-E received and confirms review

started

Agency GFE reviewed and

memorandum sent to DLAE

Agency may award if determined low bidder

made a GFE

GFE

No GFE

Agency collects Exhibits 15-D or 10-O1, 15-G or

10-O1, 15-H, and 9-E to determine

GFE

GFE

No GFE

Agency invites low bidder or best proposer

to administrative reconsideration

Yes

Is contract > $500K for

A&E or > $2M for CON?

Agency sends GFE Exhibits 15-D or 10-O1, 15-G or 10-O1, 15-H,

and 9-E to DLAE

Reviews GFE package for

completeness

Agency takes Caltrans feedback on GFE into consideration and re-

evaluates GFE

No GFE

GFE

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