Port of Long Beach Community Grants Program Community Infrastructure
Guidelines for Implementation of the COMMUNITY INFRASTRUCTURE PROGRAM Port of Long Beach Community Grants Program March 2017
CONTENTS 1. INTRODUCTION... 1 2. PROGRAM GOALS... 1 3. PROGRAM OBJECTIVES... 1 4. ELIGIBILITY... 1 4.1. Eligible Projects... 1 4.2. Eligible Applicants... 2 4.3. Geographic Eligibility... 2 4.4. Ownership and Third-Party Applications... 4 4.5. Eligible Costs... 4 5. APPLICATION PROCESS... 4 5.1. Description of Funding Opportunity... 4 5.2. Concept Papers... 4 6. Evaluation Criteria... 5 7. Partnerships and matching funds... 5 7.1. Partnerships... 5 7.2. Matching Funds... 5 8. FUNDING AWARDS... 5 8.1. Projects Not Selected for Award... 6 8.2. Debriefs... 6 9. FUNDING CONTRACTS... 6 9.1. Major Performance Milestones... 6 9.2. Subgrant Awards... 6 9.3. Compliance with State and Local Regulations... 6 9.4. Project Modifications... 7 9.5. Non-Performance... 7 9.6. Project Completion... 7 10. DISBURSEMENTS... 8 10.1. Basis of Payments... 8 10.2. Funding Recapture... 8 11. PROJECT REPORTS AND VERIFICATION... 8 11.1. Types of Reports... 8
11.2. Project Verification... 8 12. OTHER REQUIREMENTS... 9 12.1. Tax Reporting... 9 12.2. Use of Port Logo... 9 Appendix A: Parks and Open Space... 10 Appendix B: Bicycling and Pedestrian Infrastructure... 12 Appendix C: Water Quality and Stormwater... 14 Appendix D: Soundwalls and Noise Barriers... 15
1. INTRODUCTION The Port of Long Beach (Port) has established the Community Grants Program (Grants Program) to alleviate the air quality, noise, traffic, and water quality impacts associated with Port-related operations. The Grants Program funds projects outside the Harbor District, in the neighborhoods and corridors where these impacts are most acutely felt. An investment plan, adopted by the Board of Harbor Commissioners in July 2016, defines the framework and administrative structure of the Grants Program and identifies three funding programs through which to award community-based grants: (1) Community Health, (2) Facility Improvements, and (3) Community Infrastructure. The Investment Plan is available at www.polb.com/grants. These Guidelines for Implementation of the Community Infrastructure Program (Guidelines) were developed in consultation with technical experts, regulatory agencies, port industry representatives, community organizations, residents and a staff-led advisory committee comprised of various stakeholder groups. The Guidelines establish eligibility requirements, the application and awards process, payment procedures, and reporting and monitoring requirements in order to maintain compliance with state law, as described in the Investment Plan. 2. PROGRAM GOALS The Community Infrastructure Program is designed to reduce port-related impacts associated with air quality, noise, traffic, and water quality. To that end, the Program funds capital projects that: Enhance access to various transportation modalities to reduce vehicular traffic congestion; Minimize port-related residential air and noise impacts; and Address stormwater runoff. 3. PROGRAM OBJECTIVES The Community Infrastructure Program has a series of objectives depending on the project type. These objectives are defined in Appendices A-D. Grant recipients must demonstrate the proposed project s ability to achieve the specified objectives. 4. ELIGIBILITY This section describes the eligibility requirements for projects receiving funds under the Community Infrastructure Program. 4.1. Eligible Projects The following project types are eligible for funding under the Community Infrastructure Program. (a) (b) (c) (d) Parks and Open Space Bicycle and Pedestrian Infrastructure Water Quality and Stormwater Soundwalls and Noise Barriers March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 1
Details on these projects, including project objectives, minimum requirements, and eligible costs, are found in the appendices. Only those projects in conformance with the information in the appendices are eligible for funding. 4.2. Eligible Applicants Eligible applicants under the Community Infrastructure Program are: Non-profit organizations with current 501(c)(3) tax-exempt status Government agencies 4.3. Geographic Eligibility Preference is given to projects that take place within the Priority Zone identified in Figure 1. Projects within the Priority Zone will receive substantially higher ranking in the evaluation process, and in some cases, inclusion within the Priority Zone may be a minimum eligibility requirement. No projects may take place outside the Eligibility Zone. The small-scale map below is provided for demonstrational purposes only. A large-scale map with zoom functions is available at the Port Web site at www.polb.com/grants. March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 2
Figure 1: Community Grants Program Geographic Eligibility Zones March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 3
4.4. Ownership and Third-Party Applications Project applications must be signed and submitted by the current legal owner of the facility and/or land within which the improvements will take place. Lessees may apply only with a signed letter from the facility/land owner expressly agreeing to the project and to all of the terms and conditions in the funding agreement and Guidelines. Applications from third parties (i.e., vendors, contractors, or consultants) are not allowed. 4.5. Eligible Costs Costs directly related to implementation of the proposed project are eligible for funding. These costs vary by project type. Additional guidance can be found in Appendices A-D. Costs not specifically included in the appendices will not be reimbursed. 5. APPLICATION PROCESS Funds are awarded through a competitive solicitation process. The Port will announce the availability of grant funds by releasing a Request for Proposals (RFP), which will contain a description of the funding opportunity, application instructions, submittal instructions, and deadlines. 5.1. Description of Funding Opportunity The RFP will describe the projects to be funded under the solicitation as well as any technical specifications or performance milestones associated with the projects. Additionally, the RFP will include the following: Project Timeframe. The RFP will specify the anticipated project start date and required project completion date. Only projects that can meet those timeframes will be considered for that round of funding. Applicants must be prepared to enter into a contract with the Port by the deadline specified in the RFP. Number and Anticipated Amount of Awards. The RFP will identify the anticipated number of awards that will be made under that solicitation as well as a range for the amount of each award. The RFP and application materials will be available online at www.polb.com/grants or upon request from the Port. Interested applicants also can sign up for email alerts about funding opportunities on the Web page or by writing to grants@polb.com. 5.2. Concept Papers Solicitations may require a two-step proposal process. In the first step, applicants would submit a concept paper describing their proposed project at a high level. When reviewing concept papers, Port staff in consultation with a Community Grants Advisory Committee (Advisory Committee) comprised of community representatives and other stakeholders would evaluate whether or not the proposed project meets the minimum eligibility requirements and program objectives. Port staff may also seek technical input from subject matter experts related to that particular project. Concepts that meet the eligibility requirements and are judged strongest by staff and the committee will be invited to submit a full proposal for consideration. Should an applicant March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 4
receive an invitation for a full proposal, the score from the concept paper will not affect scoring of the full proposal and any future decision to award grant funding. 6. EVALUATION CRITERIA Full proposals will be evaluated by Port staff in consultation with the Advisory Committee and technical experts. All projects must first meet the minimum eligibility requirements specified in the appendices and detailed in the RFP. Proposals will be evaluated in consultation with the Advisory Committee on the following criteria: 1. Environmental benefits 2. Project strength 3. Cost effectiveness 4. Organizational capacity 5. Sustainability Point values for each category will be tailored to the solicitation type and will be specified in the RFPs. The above ranking will hold true for all RFPs. 7. PARTNERSHIPS AND MATCHING FUNDS 7.1. Partnerships The Port encourages partnerships and collaborations in which organizations work together to maximize the value of the project and benefits to the public. In a partnership situation, the Port will contract with one organization designated as a lead agency. Lead agencies will be responsible for executing subcontracts with other organizations, ensuring fulfillment of the grant s objectives, managing grant funds for the entire project, and meeting reporting requirements. Subcontractors or partners must meet eligibility, program, and other requirements as specified in the Guidelines or in the lead agency s contract. 7.2. Matching Funds Although matching funds are not required, projects that have or will receive funding from other sources are encouraged. Such projects will not be awarded extra points, but the additional funding is expected to result in a greater cost-effectiveness score for applicants. 8. FUNDING AWARDS Funding awards are made by the Board of Harbor Commissioners (Board). Port staff will present the proposed funding list to the Board for consideration, which will include input from the Advisory Committee and any relevant technical experts. Awards are made in a public session at a regular Board meeting. Notification of the Board meeting will be sent to all applicants. March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 5
8.1. Projects Not Selected for Award Projects meeting the eligibility requirements but not selected for award may be placed on a wait list according to their numeric ranking. Port staff may elect to bring wait-listed projects to the Board for approval should other applicants withdraw their project or if selected projects are not able to proceed within the allotted timeframe. Wait lists will expire 1 year after the date of awards for that particular solicitation. 8.2. Debriefs After Board approval of the grant awards, applicants not selected for award may request a debrief from Port staff. This request must be made within 30 days of Board approval to the Program Manager identified in the solicitation. 9. FUNDING CONTRACTS All grant awardees are required to execute a contract with the Port that specifies the terms and conditions of the grant award. This contract must be signed by an officer of the organization authorized to enter into contracts on behalf of the organization. If an awardee fails to sign a contract prior to the project start date specified in the RFP without a written extension from Port staff, the awardee forfeits their funds. Funds may be reallocated to other projects on the wait list or reserved for future solicitations. The contract also will contain major performance milestones for project completion, reporting requirements, and the payment disbursement schedule. 9.1. Major Performance Milestones Each project contains major milestones for project completion. These milestones are tied to payment disbursements. Specific milestones are identified for each project in the appendices, but in general, these milestones include: Notice to Proceed/Acceptance of Final Workplan Completion of Performance Milestones Final Reporting and Final Invoice 9.2. Subgrant Awards Awardees are permitted to subgrant the award, in whole or in part, but only with the express written permission of the Port. Such permission must be granted in advance of any funds paid to the subcontractor, and applicants should include any plans to subgrant the award in their application. 9.3. Compliance with State and Local Regulations Awardees are required to comply with applicable state and local laws, including nondiscrimination provisions, the California Environmental Quality Act, and municipal permitting requirements. Additionally, applicants must comply with the provisions governing public works projects found in California Labor Code Sections 1720 et seq,. including but not limited to the payment of prevailing wages. Public work generally includes construction, alteration, demolition, March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 6
installation, repair, or maintenance work done under contract and paid for in whole or part out of public funds. Applicants should verify whether their proposed project is subject to prevailing wage law as defined by the Labor Code and budget accordingly to pay no less than the general prevailing rate of per diem wages and the general prevailing rate of holiday and overtime work in the locality in which the public work is to be performed for each craft, classification or type of workers needed. The California Department of Industrial Relations provides general prevailing wage determinations by trade classification for Southern California at http://www.dir.ca.gov/oprl/pwd/southern.html and copies of prevailing rate of per diem wages will be made available by the Port upon request. 9.4. Project Modifications Awardees are expected to complete the project as described in their proposal and funding contract. On a case by case basis, minor modifications to the project may be approved by Port staff so long as these modifications do not substantively affect the project goals or outcomes. More significant modifications may require a funding contract amendment and/or may lead the Port to rescind the award. All requests for changes must be submitted to and approved by Port staff in writing. 9.5. Non-Performance Awardees that fail to meet the terms and conditions specified in the funding contract may be deemed non-performing. Non-performance may include: Failure to abide by general funding contract terms and conditions Failure to meet major milestones Failure to file required reports If non-performance has occurred, or if it appears non-performance may occur during the grant term as evidenced by interim reports or project progress, the awardee will be required to submit a corrective action plan. Port staff has sole discretion to accept or reject the corrective action plan. The performance status of all awardees will be reported to the Board of Harbor Commissioners on an annual basis. The Board may elect at that time to withdraw funding from non-performing awardees and return any unused funds to the Community Grants Program. Grantees whose contracts have been canceled due to non-performance will not be considered for future solicitations. Additionally, at any time, if an awardee cannot or no longer wants to move forward on a project, the awardee may request contract cancellation. The awardee must notify the Port in writing of its request to terminate the contract. Unused funds will be returned to the Community Grants Program for future solicitations. 9.6. Project Completion Projects are deemed complete upon payment of the final invoice. Port staff will issue a letter confirming closeout of the grant, and final reports will be posted to the Port Web site. After closeout, awardees may be asked to participate in a post-grant evaluation meeting with Port staff. March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 7
10. DISBURSEMENTS Funds will be disbursed to awardees according to the major milestones specified in the funding contract. Grant funds are disbursed based on costs incurred or as reimbursements only. Awardees will be required to submit appropriate supporting documentation, including but not limited to purchase orders, paid invoices, photographs, and reports. Awardees must submit disbursement requests in a timely manner as required by their funding contract. 10.1. Basis of Payments Materials and equipment hard costs are reimbursed based on actual costs as demonstrated by paid invoices and/or purchase orders. Other costs, such as staff time, are reimbursed following completion of the associated performance milestone according to the payment schedule outlined in the funding contract. 10.2. Funding Recapture Funds will be returned to the Grants Program for future solicitations under the following circumstances: An awardee fails to sign a funding contract within the allotted timeframe and the funds are rescinded; An awardee desires to cancel its contract before all funds have been expended; An awardee is deemed non-performing and the funding contract is canceled; Actual costs for materials and equipment are less than what was awarded, resulting in a lower invoiced amount. Funds returned to the Grants Program may be allocated to other funding programs. 11. PROJECT REPORTS AND VERIFICATION Awardees are required to file reports to demonstrate progress toward project completion. Reporting forms and detailed instructions can be found at www.polb.com/grants. 11.1. Types of Reports Interim reports are filed quarterly according to the schedule below. Awardees have 30 days from the conclusion of the quarter to file the required report. Report Title Reporting Period Due Date First Quarter January 1 March 31 April 30 Second Quarter April 1 June 30 July 30 Third Quarter July 1 September 30 October 30 Fourth Quarter October 1 December 31 January 30 Final reports are filed at the conclusion of the project to demonstrate completion. Final payment is contingent on acceptance of the final report. Final reports will be posted on the Port s Web site. 11.2. Project Verification The Port reserves the right to review, inspect, and audit all documents related to a funded project for up to 5 years after project closeout. Such documents may include but are not limited March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 8
to invoices, maintenance records, installation documentation, attendance records, educational materials, permits, and subcontractor documents. Applicants may provide redacted documentation when disclosure might conflict with health or school privacy laws. Additionally, the Port reserves the right to conduct site visits up to 1 year after project closeout to verify completion in accordance with the terms of the Port contract. 12. OTHER REQUIREMENTS 12.1. Tax Reporting Grants may be considered taxable income by the U.S. Internal Revenue Service and the California Franchise Tax Board. All parties are strongly urged to consult with a tax professional to determine the federal and/or state implications of a receipt of a grant. The Port will issue a Form 1099-G to each Grantee. For all tax-exempt entities (including government entities), a taxexemption certificate or IRS tax-exemption determination letter must be emailed to Port staff. 12.2. Use of Port Logo Awardees may not use the Port logo without prior authorization from the Port. The logo may not be altered or redesigned in any way. March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 9
APPENDIX A: PARKS AND OPEN SPACE Description: Passive parks and open space areas can provide buffers between sources of port-related impacts and the surrounding communities. Such parks, which involve low levels of development and only basic support facilities, can help mitigate air quality and noise impacts by using trees and landscaping to block noise and to absorb particulate matter and greenhouse gases and potentially by eliminating an industrial use near the community. The following projects are not eligible for funding: Parks with active recreational uses, such as sports fields or playgrounds Routine maintenance of existing parks Play equipment, community centers, amphitheaters, or other facilities and equipment not necessary for access and use of an open space Stand-alone plans, environmental or design project phases not resulting in actual construction Project Objectives: Projects must achieve at least three of the objectives listed below. At least one of the objectives must be a primary objective. Primary Objectives: Provide an environmentally beneficial buffer between port-related impacts and the community Reduce air pollution through the use of trees and drought-tolerant landscaping Reduce noise impacts through the use of noise berms Secondary Objectives: Reduce stormwater impacts through the use of treatment, capture or reuse systems Encourage bicycling and pedestrian access to open space location Replaces an industrial use with a passive park Reflect community priorities by including projects that are already included in existing and adopted plans vetted through a public process Minimum Requirements: Project elements must comply with the following guidelines: Located within the Priority Zone Project applicants must adhere to best practices in siting parks near sources of industrial pollution (as identified by the Los Angeles County Department of Public Health: ttp://publichealth.lacounty.gov/eh/docs/aqinfreeways.pdf)uniform Building Code (UBC) Standard Specification for Public Works Construction ( Greenbook ) Allowable Costs: Design Costs: drawing plans, engineering studies, environmental documentation, and other necessary reports. Land acquisition and site preparation costs (continued) March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 10
Park elements: Trees, vegetation, noise buffers, irrigation, stormwater systems, paved areas and support facilities necessary for access and use of an open space, such as lighting, parking, restrooms, and sidewalks in conformance to the Americans with Disabilities Act Project management (i.e., personnel) and/or administrative overhead costs not to exceed 10% of the total project cost Operations & Maintenance: Up to 1 year of maintenance costs are available. The following costs are not eligible: Purchase and installation of play equipment or other ancillary equipment not necessary for access and use of an open space Construction of community centers, amphitheaters, or indoor recreational facilities Major Milestones for Project Completion: Permit Approval Construction Initiation Final Inspection March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 11
APPENDIX B: BICYCLING AND PEDESTRIAN INFRASTRUCTURE Description: Projects must focus on community-based transportation enhancements that reduce the effects of vehicle congestion by enhancing access to alternative modes of transportation. Bicycling Infrastructure Improvements: Projects that provide access and mobility for local and regional bicycle travel, gap closures that connect bikeway networks, on-street improvements to bicycle transit lanes and parking. This may include new or expanded bike lanes, bicycle parking, support facilities, and traffic-calming measures as described below. Pedestrian Infrastructure Improvements: Projects that improve the pedestrian environment in order to promote walking as a viable form of transportation. Projects may include new or expanded sidewalks to address pedestrian access gaps, pedestrian signals at underserved intersections, and pedestrian overcrossings to help increase pedestrian capacity in congested areas and support the shift from vehicular modes of transportation. Traffic-Calming Measures: Physical measures that reduce the negative effects of vehicular traffic and improve conditions for non-motorized street users to enhance bicycling and walking. Projects may include pedestrian-scale lighting, raised crosswalks, pedestrian crossing lights, signage, and streetscaping (including trees and other landscaping) to complement other traffic-calming measures. The following projects are not eligible for funding: Bicycling or walking facilities that do not demonstrate the potential to reduce vehicle trips, i.e., those primarily used for recreational purposes Bicycle or pedestrian facilities that duplicate existing facilities Repair or replacement of existing infrastructure or facilities Stand-alone plans, environmental or design project phases not resulting in actual construction Project Objectives: Increase the use of alternative modes of transportation (i.e., bicycling and walking) Improve connectivity of existing mobility network for maximum utilization of bicycling and pedestrian infrastructure Minimum Requirements: Projects must take place and/or serve populations primarily within the Priority Zone; no part of the project may take place outside the Eligibility Zone Bikeways must conform to Chapter 1000 of the Caltrans Highway Design Manual Projects must identify any and all local, state, and federal permit requirements, including the Americans with Disability Act (ADA). Applicable project elements must comply with the most current Greenbook Standard Specifications for Public Works Construction Allowable Costs: Design costs: drawing plans, engineering studies, and other necessary reports. (continued) March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 12
Land acquisition and site preparation costs as long as they are directly related to and part of the project s construction Construction costs: materials, equipment rental, labor and administration Project management (i.e., personnel) and/or administrative overhead costs not to exceed 10% of the total project cost Operations & Maintenance: project applicants may request up to one year of funding for median trees maintenance. Funding plans must be provided. Major Milestones for Project Completion: Site acquisition(s) Project plan approval Construction Final Inspection March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 13
APPENDIX C: WATER QUALITY AND STORMWATER Description: Water quality and stormwater projects must reduce port-related impacts on San Pedro Bay waters or improve the water quality of San Pedro Bay by furthering attainment of water quality standards and promoting beneficial uses enjoyed by the community. These projects include stormwater mitigation projects outside the Harbor District, which may result in more effective and economically feasible water quality improvements. Eligible projects include: Multi-benefit projects that can provide water quality, flood management, water supply, and other co-benefits, such as improving air quality, increasing park and recreation opportunities, and reduce heat island effect (Per California State Water Resources Board Stormwater Resource Plan Guidelines). Stormwater infiltration, retention, capture or reuse projects Conventional stormwater treatment projects Project Objectives: Reduce stormwater-related impacts on San Pedro Bay waters Improve the quality of harbor waters Minimum Requirements: Projects must take place within the Eligibility Zone All projects must be consistent with the applicable water quality control plan (Basin Plan) adopted by the Regional Water Board All projects must be consistent with applicable Low Impact Development (LID) Guidelines Allowable Costs: Design Costs: drawing plans, engineering studies, environmental documentation and mitigation, and other necessary reports. Land acquisition and site preparation costs as long as they are directly related to and part of the project s construction Construction Costs: materials, equipment rental, labor and administration Project management (i.e., personnel) and/or administrative overhead costs not to exceed 10% of the total project cost Operations & Maintenance: Projects are eligible for up to 1 year of funding to ensure the functionality of a new installation or upgrade to an existing facility. Funding plans must be provided. Major Milestones for Project Completion: Site acquisition(s) Project plan approval Construction Final Inspection March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 14
APPENDIX D: SOUNDWALLS AND NOISE BARRIERS Description: Soundwalls are defined as walls that may be constructed of concrete panels, masonry blocks, wood boards or panels, or a variety of other materials, and noise barriers are defined as any feature which blocks, prevents or diminishes the transmission of noise. Soundwalls and noise barriers can mitigate noise impacts from Port-related traffic noise. Project Objectives: Reduce exposure to port-related noise through the construction of soundwalls or noise barriers. Minimum Requirements: Predominately located within the Priority Zone Compliance with the Highway Design Manual Topic 1104-Highway Traffic Noise Abatement (Caltrans) Uniform Building Code (UBC) Standard Specifications for Public Works Construction ( Greenbook ) Allowable Costs: Design Costs: drawing plans, engineering studies, other necessary reports. Land acquisition and site preparation costs Construction, including labor and materials Project management (i.e., personnel) and/or administrative overhead costs not to exceed 10% of the total project cost Major Milestones for Project Completion: Permit Approval Construction Initiation Final Inspection March 2017 COMMUNITY INFRASTRUCTURE PROGRAM 15