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HomeMy WebLinkAboutCM Office of Planning and Research Adaptation Planning Grant Program Round 1Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit A: SCOPE OF WORK 3 1. Purpose of the Agreement 3 2. The Project is Defined by the Application and Award Letter 3 3. Grant Term 3 4. Authorized Signatories 3 5. Party Representatives 4 6. Grantee Responsibilities 4 7. Document Submission 5 8. Reporting Requirements 5 Exhibit B: Budget Detail and Payment Provisions 7 1. Fiscal Administration and Payment 7 2. How to Submit Invoices 7 3. Invoice Dispute 8 4. Budget Contingency Clause 8 5. Cost Principles 8 6. Travel Reimbursement 8 7. Work Plan and Budget Modifications 9 8. Amendments 9 Exhibit C, General Terms and Conditions 11 1. Approval 11 2. Amendment 11 3. Assignment 11 4. Records Retention 11 5. Audit and Accounting 11 6. Indemnification 12 7. Disputes 12 8. Independent Grantee 12 9. Non -Discrimination Clause 12 10. Timeliness 13 11. Governing Law 13 12. Unenforceable Provision 13 Exhibit D, Special Terms and Conditions 14 1. Compliance with Laws and Regulations 14 2. Subcontractors and Partners 14 3. No Third -Party Beneficiaries 14 4. Project Monitoring and Oversight 14 5. Dispute Resolution 15 6. Termination 16 7. Waiver of Rights 16 8. Insurance Requirements 16 9. Stop Work 17 10. Remedies of Nonperformance 17 Page 1 Exhibit A: Scope of Work Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] 11. Publicity 18 12. Drug -Free Workplace Certification 19 13. Americans with Disabilities Act 20 14. Air/Water Pollution Violation Certification 20 15. Payee Data Record Form - STD 204 20 Exhibit E, APGP Guidelines 21 Exhibit F, Award Letter 22 Exhibit G, Grant Application 23 Exhibit H, APGP Communications Kit 27 Attachment 1: Authorized Signatory Form 36 Attachment 2: Work Plan 38 Attachment 3: Final Report 42 Attachment 4, Budget Detail Worksheet 44 Attachment 5, Invoice 47 Attachment 6, Invoice Dispute Notification 50 Page 2 Exhibit A: Scope of Work Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit A: SCOPE OF WORK 1. Purpose of the Agreement The purpose of this agreement, which includes Standard Agreement form 213 (STD 213), and all exhibits and attachments (collectively referred to as "Grant Agreement") is to memorialize the terms and conditions related to the Office of Planning and Research's (OPR) award of grant funds to the City of San Rafael ("the Grantee") . This Grant Agreement is authorized by the State's 2021-2022 Budget (Senate Bill (SB) 170 (Skinner, Chapter 240, Statutes of 2021), which appropriated funding for the Adaptation Planning Grant Program (APGP). The APGP provides funding in the form of Planning Grants to help fill planning needs, provide communities the resources to identify climate resilience priorities, and ultimately support the development of climate resilient projects across the state. The Planning Grants are intended to prepare communities for future funding opportunities in programs that align with the APGP's objectives. The APGP is administered by OPR. The Grant Agreement will be executed between the Grantee and the OPR, which collectively are referred to as "Parties." "Co - applicants" identified in the APGP Application are referred to as "Partners" in this Agreement but are not parties to it. (See Fxhibit A, Section 6G) for requirements regarding partnership agreements for Grantees and Partners.) 2. The Project is Defined by the Application and Award letter OPR released the final APGP Guidelines for this Grant Agreement on January 6, 2023 (hereafter, "the Grant Guidelines" or "the Guidelines") (Exhibit E). In accordance with the Guidelines, Grantee submitted its application ("Application") (Exhibit G) and on March 31, 2023. OPR awarded a grant to fund the project described in the Application, subject to any conditions contained within the Award Letter (Exhibit F). This project, described in the Application and Award Letter, will be referred to as the "Project" throughout this Grant Agreement. The Guidelines, the Application, and the Award Letter are hereby incorporated into this Agreement. 3. Grant Term The term of this Grant Agreement will commence on the date that all parties have signed the Grant Agreement on page one of the Standard Agreement (STD 213) and will conclude upon completion of the Project and payment of the last invoice, unless otherwise terminated pursuant to this Agreement (hereafter referred to as "Grant Term"). All work outlined in the Project must be completed within thirty months of executing the Grant Agreement. All grant funds must be expended by January 31, 2026. 4. Authorized Signatories The OPR Director or designee is authorized to sign this Grant Agreement and related documents on behalf of the OPR. Page 3 Exhibit A: Scope of Work Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Grantee's Authorized Signatory or designee is authorized to sign this Grant Agreement and grant -related documents as shown in the Authorized Signatory Form (Attachment ). Grantee must keep Authorized Signatory Forms up to date. Within seven (7) working days of any change to the authorized signatory or to the delegated authorized signatory, Grantee shall notify OPR in writing of the change. The written notice shall be sent as an electronic mail (email) attachment to be filed with the Grant Agreement. 5. Party Representatives The Party Representatives are the primary contacts for the OPR and Grantee. The Party Representatives during the Grant Term are: OPR Name Title Phone Number Email Abby Edwards Manager (916) 748-0597 abby.edwards@opr.ca.gov Brandon Harrell Senior Planner branden.harrell@opr.ca.gov Grantee Name Title Phone Email Number Kate Hagemann Climate - (415)-256- kate.hagemann@cityofsanrafael.org Adaptation 5534 & Resilience Planner Cristine Alilovich City (415)-944- Cristine.Alilovich@cityofsanrafael.org Manager 10648 Cory Bytof Sustainability 15) 485- t07 cory.bytof@cityofsanrafael.org Program Manager OPR and Grantee must keep the Party Representative(s) up to date. Any changes to the Party Representatives by either Grantee or OPR shall be made by providing notice within seven (7) working days of the change to the other party. The written notice shall be sent as an electronic mail (email) attachment to be filed with the Grant Agreement. 6. Grantee Responsibilities OPR will notify the Grantee when work may proceed. Grantee is responsible for: A. Using grant funds only as set forth in the Project and within the specified timelines set forth in this Grant Agreement. B. Completing work on time and within budget. This includes meeting all milestones and deliverables, as described in and in accordance with the Work Plan Page 4 Exhibit A: Scope of Work Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] (Attachment 2), unless otherwise agreed to by all parties through the amendment process described in Exhibit B, Section 8. C. Submitting invoices for reimbursement pursuant to Exhibit B, Section ' and using the Invoice template (Attachment 5). D. Meeting all reporting requirements as set forth in Exhibit A, Section 8. E. Complying with all applicable statutes, rules, and regulations. F. Maintaining an accounting system that accurately reflects all fiscal transactions and provides accounting information, retaining all records and required documents as specified in Exhibit C, Section 4, and providing all required documents during an audit, as specified in Exhibit C, Section 5. G. Entering into a partnership agreement with Co-Applicant(s), if any, and ensuring that the agreement is maintained throughout the Grant Term. The partnership agreement must: 1) outline the respective obligations of the Grantee and its Partners throughout the Grant Term to implement the Project, 2) include commitments from the Grantee and the Partners that they will implement their respective obligations, 3) require co -applicants to provide copies of all documentation of actions taken related to the Project to the Lead Applicant for retention in compliance with the requirements specified in Exhibit C, Sections 4 and 5, and 4) include information about how the partners will make decisions and resolve disputes. H. Any other obligations set forth in this Grant Agreement. 7. Document Submission A. Electronic Mail When this Grant Agreement requires Grantee to give invoices, reports, or other documents to the OPR, Grantee must use the OPR-provided online submission platform, once available, OPR will notify Grantee once the submission platform is available. Until the submission platform is available, Grantee must email the documents and all emails must contain the Grant Agreement number and Grantee's name in the subject line. 8. Reporting Requirements During the Grant Term, Grantee will be required to participate in regular check -in meetings with OPR's APGP staff and submit progress reports. A. Check -Ins i. Grantee must participate in regular check -in meetings with APGP staff and report on project progress toward meeting High Level Activities identified in the Work Plan along with any Performance Metrics and Timeliness related to that progress. The Grantee's check -in meeting schedule will align with the invoicing frequency set forth in Exhibit B, Section 2. The Grantee must participate in no fewer than two check -in meetings per year. B. Progress Reports i. Grantee will submit progress reports to accompany all invoices submitted pursuant to Exhibit B. Section 2. The progress reports must contain documentation of the work performed and should discuss how that work Page 5 Exhibit A: Scope of Work Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] relates to specific deliverables outlined in the Work Plan (Attachment 2) and the Budget Detail Worksheet (Attachment 4). Grantees may use the space in the "Progress Report" heading of the invoice template (Attachment 5) to submit their progress reports. ii. Grantee will submit a mid-term progress report to OPR half -way through the Grant Term at a date to be included in the Work Plan (Attachment 2). The mid-term progress report will track the work completed during the first half of the Grant Term and should include the following information: a. Outline of all activities taken pursuant to the Work Plan (Attachment 2) and the outcomes of each activity. b. Meetings and actions taken by the Grantee. c. An accounting of the expenditures made by the Grantee. d. Feedback on the implementation process for APGP program staff including barriers, challenges, and opportunities. iii. When the Project is completed, Grantee must submit a Final Report. To complete and submit the Final Report: e. Submit the Final Report with the last invoice. If Grantee does not submit the Final Report with the last invoice, then the last invoice will be considered incomplete and returned following the process specified in Exhibit D, section 5A. f. Use the Final Report Template, which is attached as Attachment 3. g. Sign the Final Report. Make sure the Final Report is signed by the person authorized to sign on the most current Authorized Signatory Form (Attachment 1). h. Include details in the Final Report. Put enough detail in the Final Report to show that Grantee completed the Project and fulfilled the terms of the Grant Agreement and that both the last invoice and the five percent (5%) retention should be paid for completing the Project. Page b Exhibit A: Scope of Work Office of Planning and Research -Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit B: Budget Detail and Payment Provisions 1. Fiscal Administration and Payment A. The Grantee is responsible for maintaining records that fully disclose its activities to implement the Project. Adequate documentation for each reimbursable transaction shall be maintained to permit the determination, through an audit if requested by the OPR, of the accuracy of the records and the eligibility of the expenditures charged to APGP grant funds. If the eligibility of the expenditure cannot be determined because records or documentation are inadequate, the expenditure may be disallowed. B. To receive payments of grant funds, Grantee must submit to OPR the documentation listed in Exhibit B, Section 2. Advance payments are not permitted under this Grant Agreement. C. Upon receipt and approval of an itemized invoice and required documentation, OPR agrees to reimburse Grantee for actual costs incurred for work performed, in accordance with the rates specified in the Budget Detail Worksheet (Attachment 4). D. OPR will withhold five percent (5%) of each invoice, to be paid once all terms of the Grant Agreement have been satisfied. E. Payment shall be made within forty-five (45) days of receipt and approval of an invoice. Failure to comply with requirements may result in non-payment or delayed payment. F. For cost principles, see Exhibit B, Section 5. 2. How to Submit Invoices A. Grantee must submit the invoices to the online submission platform, once available. OPR will notify Grantee once the submission platform is available. B. Until the submission platform is available, Grantee must email the Invoice (PDF) to AccountsPavable@OPR. CA. GOV and copy the Grant Manager identified by OPR in Exhibit A, Section 5 on the email as well. The email must include the Grant Agreement number and Grantee's name in the subject line. Grantee shall submit invoices at least quarterly but no more frequently than monthly to the Grant Manager unless specified otherwise. A request for payment shall consist of: i. The Invoice (Attachment 5) on official letterhead and signed by the Authorized Signatory or authorized designee specified in this Agreement (Exhibit A, Section 3), certifying the expenditures are for actual expenses for the tasks performed under this Grant Agreement. ii. Each cost category and task must correspond to a cost category and task identified in the Budget Detail Worksheet (Attachment 4). iii. Supporting documentation for reimbursement of funds. Records documenting time spent performing the work shall identify the individual, the date on which the work was performed, the specific grant -related activities or objectives to which the individual's time was devoted, the hourly rate, and the amount of time spent. iv. The Progress Report as specified in Exhibit A, Section 8A. Grantees may use the Progress Report space included in the Invoice form (Attachmen' J. The Page 7 Exhibit B, Budget Detail and Payment Provisions Office of Planning and Research - Adaptation Planning Grant Program - Round } Grant Number: OPRXXXXX, [GRANTEE] work documented in the progress report should refer to specific deliverables outlined in the Work Plan (Attachment 2) and the Budget Detail Worksheet (Attachment ;). C. Supporting documentation (e.g., timesheets, activity logs, cancelled checks) for matching funds does not need to be submitted to OPR but should be retained by Grantee in the event of an audit (Exhibit C. Section 5). D. At any time, OPR may request hard copies of invoices, reports, supporting documentation, and evidence of progress. 3. Invoice Dispute In the event of an invoice dispute, see Exhibit D, Section 5. 4. Budget Contingency Clause A. If the Budget Act of the current year and/or any subsequent years covered under this Grant Agreement does not appropriate sufficient funds for the program, this Grant Agreement shall have no further force nor effect. In this event, OPR shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Grant Agreement, and Grantee shall not be obligated to perform any provisions of this Grant Agreement. B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, OPR shall have the option to either cancel this Grant Agreement or offer an amendment to reflect the reduced amount. In the event that OPR cancels the Grant Agreement, OPR shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Grant Agreement, and Grantee shall not be obligated to perform any provisions of this Grant Agreement. 5. Cost Principles A. All costs to be reimbursed must be consistent with the Guidelines and the Project (Exhibit E). B. All costs to be reimbursed must be reasonable. C. Indirect costs exceeding twenty percent (20%) of the total grant award are not eligible for reimbursement, as defined in the Guidelines. D. OPR will reimburse Grantee only for actual expenses incurred during the term of this Grant Agreement, as specified in the Budget Detail Worksheet (Attachment 4). 6. Travel Reimbursement Travel expenses directly related to the performance of this Grant Agreement will be subject to the State of California travel reimbursement rates in effect during the Grant Term. A. OPR will only reimburse for actual expenditures incurred for in -state travel with the exception of "incidentals" as specified in the Guidelines. B. Grantee shall maintain, and submit upon request, detailed travel records and supporting documents (e.g., travel request and approval forms, expense claims, invoices, and receipts for lodging and transportation) showing the date and Page 8 Exhibit B, Budget Detail and Payment Provisions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] purpose of the grant -related travel, destination, and, in the case of travel by automobile, the number of miles driven. C. Grantee shall ensure travel costs are included in the Budget Detail Worksheet (Attachment 4) and are tied to tasks and deliverables in the Work Plan (Attachment 2). D. Grantee and any person traveling pursuant to this Grant Agreement indemnifies and holds harmless OPR and the State of California for any liabilities resulting from such travel. 7. Work Plan and Budget Modifications A. Grantee must keep the Work Plan (Attachment 2) and Budget Detail Worksheet (Attachment 4) up to date as specified in this Section and Exhibit B, Section 8. B. Changes of up to twenty percent (20%) of the cost of tasks outlined in the Budget Detail Worksheet (Attachment 4) shall be made by providing a written request to OPR before submission of the affected invoice and shall be effective upon written approval from the Grant Manager. Total costs cannot exceed the maximum grant fund amount set forth in this Agreement. Once effective, the change shall be deemed incorporated into the Grant Agreement. C. Moderate changes to deliverable due dates and minor changes to subtask descriptions in the Work Plan (Attachment 2) shall be made by providing a written request to OPR before submission of the affected invoice and shall be effective upon written approval from the Grant Manager. Once effective, the change shall be deemed incorporated into the Grant Agreement. D. Material changes to the Work and Budget shall follow the amendment process, specified in Exhibit B Section 8. Material changes include: i. Cost changes of more than twenty percent (20%) between tasks in the Budget Detail Worksheet ii. Elimination or alteration of tasks or deliverables iii. Significant changes to deliverable due dates iv. Change in Partners, see Exhibit A, Section 1 v. Other changes deemed material by the Grant Manager 8. Amendments A. This section applies to all amendments to this Grant Agreement, except for the following: i. Changes to the Authorized Signatory Form (Attachment 1). For changes to the Authorized Signatory Form see Exhibit A. Section 3. ii. Changes to Party Representatives as set forth in Exhibit A, Section 4. iii. Non -Material changes to the Work Plan and Budget Detail Worksheet as set forth in Exhibit B, Section 7. B. For all other amendments, Grantee must request and obtain prior written approval before any amendment to this Grant Agreement is valid. C. Request for amendments must: Page 9 Exhibit B, Budget Detail and Payment Provisions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] i. Be prepared, in writing, on official letterhead and signed by the Authorized Signatory or designee for Grantee. ii. Be submitted to the Grant Manager at least two (2) months prior to when the amendment is needed. iii. Include the Grant Agreement number, a detailed explanation of the proposed amendment, reason for the proposed amendment, and the effect of not approving the request. iv. Include a copy of the document(s) requested for amendment that shows the requested changes. D. The Grant Manager will make reasonable efforts to respond in writing within fifteen (15) working days from receipt of request to approve or deny the request for amendment, including the reason for the decision. E. The Grant Manager will make reasonable efforts to process amendments within thirty (30) days of the approval date. The amendment will not be in effect until both Parties' Authorized Signatories or designees have signed the Grant Agreement amendment. Page 10 Exhibit B, Budget Detail and Payment Provisions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit C, General Terms and Conditions 1. Approval This Grant Agreement is of no force or effect until signed by both Parties. Grantee may not commence performance until such approval has been obtained. 2. Amendment No change to this Grant Agreement shall be valid unless made in accordance with Exhibit B. Section 7. No oral understanding or change not incorporated in this Grant Agreement is binding on any of the Parties. 3. Assignment This Grant Agreement is not assignable by Grantee, either in whole or in part, without the consent of OPR in the form of an amendment. 4. Records Retention A. Grantee shall establish an official file containing adequate documentation of all actions taken with respect to the Project, including copies of the Grant Agreement, changes, amendments, letters, email correspondence, invoices, financial records, and reports and other documentation for a minimum of four (4) years following the final payment of funds or until completion of any action and resolution of all issues which may arise as a result of an audit, whichever is later. Grantee further agrees to require co -applicants (see Exhibit A, Section 6G for partnership agreement requirements) and subcontractors to provide copies of all documentation of actions taken related to the Project to the Grantee for retention in compliance with this section. B. Grantee shall adequately protect all records, physical and electronic, from loss, damage, or destruction during the four (4) year retention period. 5. Audit and Accounting A. Grant funded projects are subject to audit by the State of California during the grant term and for up to four (4) years following the termination of the Grant Agreement. Grantee agrees that OPR, the Department of Finance, the Bureau of State Audits, or their designated representatives) shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Grant Agreement. The audit may consist of examining and auditing pertinent books, documents, papers, and records including financial transactions and supporting documents, general accounting systems, internal controls, management practices, policies, and procedures pertaining to the performance of this Grant Agreement. Grantee shall be given advance notice when the grant -funded Project is selected for an audit or review by OPR, the Department of Finance, the Bureau of State Audits, or their designated representative(s). Grantee agrees to allow the auditor(s) access to such records during normal business hours, excluding State of California holidays, and to allow interviews of any employees who might reasonably have information related to such records. B. Grantee further agrees to comply with Government Code section 8546.7 in its interactions with co -applicants and subgrantees and be aware of the penalties Page 11 Exhibit C, General Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] for violations of fraud and for obstruction of investigation as set forth in Public Contract Code section 101 15.10. C. Partners and subcontractors of the Grantee who are paid with grant funds under the terms of this Grant Agreement shall be responsible for maintaining accounting records as specified above. Grantee shall include a term in all contracts to that effect. 6. Indemnification Grantee agrees to indemnify, defend, and hold harmless the State of California, its officers, agents, and employees from any and all claims and losses accruing or resulting to any and all Grantees, partners, subcontractors, suppliers, laborers, and any other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Grant Agreement, and from any and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by Grantee in the performance of this Grant Agreement. 7. Disputes Grantee shall continue with the responsibilities under this Grant Agreement during any dispute. 8. Independent Grantee Grantee, and the agents and employees of Grantee, in the performance of this Grant Agreement, shall act in an independent capacity and not as officers, employees, or agents of OPR. 9. Non -Discrimination Clause During the performance of this Grant Agreement, Grantee and its subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of race, color, ancestry, national origin, religion, creed, age (over 40), mental disability, physical disability, sex, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, and military and veteran status. Grantee and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Grantee and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, §§ 12990, subds. (a)-(f) et seq.) and the applicable regulations promulgated thereunder (Cal. Code Regs., tit. 2§, § 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code section 12990, set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Grant Agreement by reference and made a part hereof as if set forth in full. Grantee and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Grant Agreement. Grantee shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this Grant Agreement. Page 12 Exhibit C, General Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] 10. Timeliness Time is of the essence in this Grant Agreement. OPR and Grantee will work collaboratively to ensure this Grant Agreement and the Project are administered in a timely fashion. 11. Governing Law This Grant Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. 12. Unenforceable Provision If any provision of this Grant Agreement is unenforceable or held to be unenforceable, then the Parties agree that all other provisions of this Grant Agreement have force and effect and shall not be affected thereby. Page 13 Exhibit C, General Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit D, Special Terms and Conditions 1. Compliance with Laws and Regulations By signing this Grant Agreement, Grantee certifies that it shall comply fully with all applicable federal, state, and local laws, ordinances, regulations, and permits and shall secure any new permits required by authorities having jurisdiction over the Project(s),and maintain all presently required permits. Grantee is responsible for complying with all applicable requirements, if any, of the California Environmental Quality Act (CEQA) (Pub. Resources Code, §§ 21000 et seq.) for the Project are met. OPR's selection of a Project for a planning grant does not foreclose appropriate consideration of alternatives or mitigation measures that would reduce or eliminate adverse environmental effects of any project during the CEQA review process. Nor does it foreclose the possibility that the project may be denied due to its significant environmental effects, if any. No work that is subject to CEQA may proceed until clearance is given by all lead and responsible agencies. 2. Subcontractors and Partners OPR's contractual relationship is with Grantee, and not any of its Partners or subcontractors. Grantee is entitled to make use of its own staff, Partners, and subcontractors, as identified in the Budget Detail Worksheet (Attachment 4), and will comply with its own competitive bidding and sole sourcing requirements for subcontracts that arise out of or in connection with this Grant Agreement. Grantee shall manage, monitor, and accept responsibility for the performance of its own staff, Partners, and subcontractors, and will conduct Project activities and services consistent with professional standards for the industry and type of work being performed under this Grant Agreement. Nothing contained in this Grant Agreement or otherwise shall create any contractual relationship between OPR and any Partners or subcontractors, and no subcontract shall relieve Grantee of its responsibilities and obligations hereunder. Grantee agrees to be as fully responsible to OPR for the acts and omissions of Partners and subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by Grantee. Grantee's obligation to pay Partners and subcontractors is an independent obligation from OPR's obligation to make payments to Grantee. As a result, OPR shall have no obligation to pay or to enforce the payment of any moneys to any Partner or subcontractor. 3. No Third -Party Beneficiaries This Grant Agreement is not intended for the benefit of any person or entity other than the Parties, and no one other than the Parties themselves may enforce any of the rights or obligations created by this Grant Agreement. 4. Project Monitoring and Oversight Project monitoring and oversight is essential to ensure the Project stays within scope and is completed on schedule and within budget in accordance with this Grant Agreement. It is the responsibility of the Grantee to monitor the Project to ensure that it is completed in accordance with this Grant Agreement. Page 14 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] 5. Dispute Resolution A. Invoice Disputes i. In the event of an invoice dispute, the Grant Manager will notify Grantee by phone and follow up in writing using the Invoice Dispute Notification Template (Attachment 6) within ten (10) working days of receipt of the disputed invoice. ii. During the dispute, both parties shall deal in good faith to resolve the dispute. Grantee shall continue to meet its responsibilities and obligations under the terms of this Grant Agreement. iii. If Grantee contests the decision made by the Grant Manager, Grantee shall submit a written "Notice of Dispute" on official letterhead, according to Subsection C below. B. General Disputes i. In the event of a dispute unrelated to the dispute of an invoice, Grantee shall first attempt to resolve the dispute with the Grant Manager. ii. Both parties shall deal in good faith and attempt to resolve the dispute informally. iii. Grantee shall continue to meet its responsibilities and obligations under the terms of this Grant Agreement during a dispute. iv. If Grantee contests the decision made by the Grant Manager, Grantee shall submit a written "Notice of Dispute" on official letterhead, according to Subsection C below. C. Contesting a Dispute Decision If Grantee contests a decision made by the Grant Manager, Grantee may submit a written "Notice of Dispute" on official letterhead. The "Notice of Dispute" shall include: • The Grant Agreement number • A complete description of the basis for the dispute • Legal authority or pertinent facts, supporting arguments and documentation • Action requested for resolution The "Notice of Dispute" shall be sent to the following address, with copies sent via email to the OPR contacts in Exhibit A, Section 4: Governor's Office of Planning and Research APGP Attn: APGP Program Manager 1400 Tenth Street Sacramento, CA 95814 Page 15 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Within 30 days after receipt of the "Notice of Dispute," the OPR APGP Program Manager shall review the dispute and submit a written decision to Grantee, which shall include: • The decision made • An explanation for the decision iii. The written dispute decision of the OPR APGP Program Manager is considered final and cannot be disputed further by the Grantee. 6. Termination A. Completion of Project. This Grant Agreement shall terminate upon completion of the Project and payment of the last invoice. B. Early Termination. Either Party may terminate this Grant Agreement upon thirty (30) days advance written notice by certified mail to the other Party. The notice shall specify the reason for early termination and may permit Grantee or OPR to rectify any deficiency(ies) prior to the early termination date. 7. Waiver of Rights A. Grantee waives any and all rights to any type of express or implied indemnity or right of contribution from OPR, its officers, agents, or employees for any liability arising from, growing out of, or in any way connected with this Grant Agreement. B. Grantee waives all claims and recourses against OPR, including the right to contribution for loss or damage to persons or property arising from, growing out of, or in any way connected with or incident to this Grant Agreement, except claims arising from the gross negligence of OPR, its officers, agents, and employees. C. None of the provisions of this Grant Agreement shall be deemed waived unless expressly waived in writing. 8. Insurance Requirements A. A Grantee that is a governmental organization may provide evidence of sufficient self-insurance to satisfy the insurance requirements below. B. If Grantee is not a governmental organization or is a governmental organization that is unable to provide evidence of sufficient self-insurance, then the following are the insurance requirements: C. Grantee must ensure the following insurance policies are obtained and kept in force for the term of this Grant Agreement, with no lapses in coverage, that cover any acts or omissions of Grantee or its employees engaged in carrying out any tasks specified in this Grant Agreement: i. Workers' Compensation Insurance in an amount of not less than the statutory requirement of the State of California (Labor Code, § 3700 et seq.). ii. Commercial general liability insurance in an amount of not less than $1,000,000 per occurrence for bodily injury and property damage combined. iii. Motor vehicle liability with limits not less than $1,000,000 per accident for bodily injury and property damage combined. Such insurance shall cover Page 16 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] liability arising out of a motor vehicle including owned or hired, and non - owned motor vehicles. D. Insurance policies must name the State of California, its officers, agents, employees, and servants as additional insured parties for the commercial general liability and automobile liability insurance, but only with respect to work performed under this Grant Agreement. E. Grantee is responsible for guaranteeing that a copy of each Certificate of Insurance is submitted OPR within sixty (60) calendar days of the Grant Agreement signature. The grant number must be included on each submitted Certificate of Insurance. Grantee must notify OPR prior to any insurance policy cancellation or substantial change of policy, including lapse of coverage, change in coverage amount, or change in carrier. Grantee shall submit proof of new or updated policy based on insurance requirements within thirty (30) days of policy cancellation or substantial policy change. Failure to provide proof of insurance may result in termination of this Grant Agreement. 9. Stop Work If it is determined, at the sole discretion of OPR, that Grantee is not meeting the terms and conditions of this Grant Agreement, immediately upon receiving a written notice through certified mail from OPR to stop work, Grantee shall cease all work under this Grant Agreement. OPR has the sole discretion to determine that Grantee meets the terms and conditions of this Grant Agreement after a stop work order, and to send through certified mail a written notice to Grantee to resume work under this Grant Agreement. 10. Remedies of Nonperformance Grantee's failure to comply with any of the terms and conditions of this Agreement shall constitute a breach of this Agreement. OPR will give written notice to the Grantee to cure the breach or violation within a period of not less than 15 days. In addition to the other remedies that may be available to OPR in law or equity for breach of this Agreement, OPR may at its discretion exercise the following remedies: A. Undertake the dispute resolution process set forth at Exhibit D, Section 5; B. Issue a stop work order pursuant to Exhibit D, Section 9; C. Disqualify the Grantee from applying for future APGP funds or other OPR administered grant programs; D. Revoke existing APGP grant funds to the Grantee; E. Require the repayment of APGP grant funds disbursed and expended under this Agreement; F. Seek a court order for specific performance of the obligation defaulted upon, or the appointment of a receiver to complete the obligations in accordance with the APGP Guidelines and this Agreement; G. Other remedies available by law, or by and through this Agreement. All remedies available to OPR are cumulative and not exclusive. Page 17 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] 11. Publicity Grantee agrees that it will acknowledge OPR in all publications, websites, signage, invitations, and other media -related and public -outreach products related to the APGP. OPR staff will provide OPR logo files and guidance on their usage directly to Grantee. Grantee agrees to adhere to the Communications Kit provided by OPR (Exhibit H). If Grantee is planning an event or announcement, needs sample materials, or needs assistance or advice, Grantee shall contact the Grant Manager. A. Long -Form Materials: Long -form written materials, such as reports, must include the following standard language about OPR, APGP, and the Integrated Climate Adaptation and Resiliency Program (ICARP): As communities in California experience more frequent, prolonged, and severe impacts from climate change, communities and governments at all scales are developing strategies and implementing actions to build a climate- resilient future. However, many jurisdictions, especially under-resourced communities in California, lack the capacity, tools, guidance, and resources to effectively prepare for climate impacts. The APGP addresses this capacity gap by providing funding to help fill planning needs, providing communities with the resources to identify climate resilience priorities, and supporting the development of climate resilience projects across the state. The APGP enables communities to climate risk and adaptation considerations into planning activities and prepare for climate readiness and resilience in the long term. • The APGP is an initiative of the Integrated Climate Adaptation and Resiliency Program (ICARP) housed within the Governor's Office of Planning and Research. ICARP advances statewide climate adaptation and resilience by coordinating investments, partnerships and climate science to ensure people, natural systems, and the built environment are protected, prepared, and thrive in the face of climate change. • Through direct and equity -focused investments and resources, ICARP helps build climate adapted and equitable communities in California, with a focus on solutions that both address the impacts of climate change and reduce greenhouse gas emissions. ICARP works to advance these priorities across all levels of government by developing actionable science and research; providing guidance, tools, and technical assistance; and administering climate resilience -focused grant programs. Learn more: https://opr.co.gov/climate/icarp/ A. Press Releases, Flyers, and Visual Materials: Any informational materials that do not qualify as long -form, but that include at least a paragraph of text, such as press releases, media advisories, short case studies, flyers, etc., must include either of the following messages: Long version: "[Project Name] is supported by the Adaptation Planning Grant Program at the Governor's Office of Planning and Research (OPR). The Adaptation Planning Grant Program is an initiative of OPR's Integrated Climate Adaptation and Resiliency Program (ICARP). ICARP advances climate Page 18 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] adaptation and resilience in California by coordinating investments, partnerships and climate science to ensure people, natural systems, and the built environment are protected, prepared, and thrive in the face of climate change. Short version: "[Project Name] is supported by the Adaptation Planning Grant Program implemented by the Governor's Office of Planning and Research." Grantee may at times produce promotional materials that are primarily visual in nature, such as banners, signage, certain flyers, and sharable images for social media. In such cases, when including the above boilerplate language acknowledging ICARP and OPR support is not practical, Grantee should instead include the official OPR logo, preceded by the words "Funded by." B. Media Inquiries: Grantee must provide to OPR the name, phone number, and email address of Grantee's point of contact for all press inquiries and communications needs related to the Project. Grantees must also distribute a press release after grant decisions are presented during ICARP Technical Advisory Council (TAC) Meetings, and may be requested to present before the TAC and release communications materials for other major milestones throughout the lifecycle of the grant. All press releases must be approved by the OPR Communications and External Affairs prior to distribution and OPR must be alerted to all press events related to the grant. C. Communications Materials and Photos: Grantee shall share between 8-12 high - resolution, color photos with OPR during the Grant Term. These photos should include pictures of people involved with the Project, the Project area, and/or activities conducted during the Grant Term. OPR reserves the right to use these photos across its communications platforms. D. Social Media: Grantee is encouraged to use social media to share and inform the public of activities under this Grant Agreement. Linkedln: @Governor's Office of Planning and Research (OPR) @CaIOPR and #ICARP #climateadaptation #climateresilience should be tagged on all posts related to the APGP grant. Use of the hashtags #CAresilience and #ICARP and related variations is also encouraged. 12. Drug -Free Workplace Certification In signing this Grant Agreement, Grantee certifies that it will comply with the requirements of the Drug -Free Workplace Act of 1990 and will provide a drug -free workplace by taking the following actions: A. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations. B. Establish a Drug -Free Awareness Program to inform employees about: i. The dangers of drug abuse in the workplace. ii. The person's or organization's policy of maintaining a drug -free workplace. iii. Any available counseling, rehabilitation, and employee assistance programs. iv. Penalties that may be imposed upon employees for drug abuse violations. Page 19 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] C. Every employee who works on this Grant Agreement will: i. Receive a copy of the company's drug -free workplace policy statement. ii. Agree to abide by the terms of the company's statement as a condition of employment on this Grant Agreement. Failure to comply with these requirements may result in suspension of payments under this Grant Agreement or termination of this Grant Agreement or both, and Grantee may be ineligible for award of any future State of California agreements if OPR determines that any of the following has occurred: Grantee has made false certification, or violated the certification by failing to carry out the requirements as noted above (Gov. Code, § 8350 et seq.). 13. Americans with Disabilities Act Grantee will comply with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 U.S.C. 12101 et seq.). 14. Air/Water Pollution Violation Certification Under State of California laws, Grantee shall not be: (1) in violation of any order or resolution not subject to review promulgated by the California Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be in violation of provisions of federal law relating to air or water pollution. 15. Payee Data Record Form - STD 204 This form must be completed by all Grantees that are not another state agency or other governmental entity. Page 20 Exhibit D, Special Terms and Conditions Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit E, APGP Guidelines Page 21 Exhibit E, APGP Guidelines Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit F, Award Letter r 1 State of California 4 Governor's Office of Planning and Research g' �. 1400 101" Street. Sacramento, Califomia, 95814 2 OAr.co.aol., I opr.ca.gov �V Governor Gavin Newsom Director Sam Assefo June 8, 2023 Kate Hagemann Kate.Hagemann@cityofsanrafael.org RE: Award Notification -Adaptation Planning Grant Program, Round 1, Planning Grant Award, City of San Rafael, Son Rafael Climate Adaptation Planning Collaborative Dear Kate and partners, The Governor's Office of Planning and Research is pleased to inform you that City of San Rafael has been selected as a Round 1 Grantee for the Adaptation Planning Grant Program award of $644,200.95 for the San Rafael Climate Adaptation Planning Collaborative. Round 1 of APGP is funded by a FY 2021-2022 budget appropriation from the General Fund. This program provides funding to help fill local, regional, and tribal planning needs, provides communities the resources to identify climate resilience priorities, and supports the development of a pipeline of climate resilient infrastructure projects across the state. Congratulations on your successful application. APGP staff will schedule a kickoff meeting to discuss next steps, to address any outstanding issues or questions identified by staff and the interagency review panel, as well as finalize the partnership and grant agreement. Grantees and Partners will need to work closely and collaboratively with staff to address all issues and finalize the partnership agreement prior to grant execution. Following execution of the grant agreement, grant funds will be disbursed on a quarterly basis for eligible direct and indirect costs unless otherwise specified. All reimbursed costs must meet the requirements for reimbursable tasks outlined in the grant agreement. Please note that no funds will be reimbursed for costs and expenses incurred prior to grant agreement execution. We look forward to our partnership in the coming years. If you have any questions, please contact Abby Edwards, APGP Program Manager, at obby.edwards@opr.ca.gov. Sincerely, Sam Assefa Director Governor's Office of Planning and Research Page 22 Exhibit F, Award Letter Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit G, Grant Application San Rafael Ciimale Adaplaiion Planning Collaborative Application Materials General Narrative Questions Applicant Information Proposed Project Name: San Rafael Climate Adaptation Planning Collaborative Lead Applicant: City of San Rafael, California Project Vision & Priorities The Canal is a vibrant community of more than 12,000 residents from all over the world; however, it is one of the most vulnerable to climate change in the entire state. The Canal is built upon subsiding reclaimed land that is already lower than today's high tides. The shoreline is a discontinuous network of public and private assets, which the Army Corps noted was inadequate for flood protection. As sea levels rise, it is becoming more exposed and was identified as the most vulnerable zone in the Bay area to short-term sea level rise (SLR). According to FEMA, it is more vulnerable than 99% of census tracts in the nation. It is also the most segregated Latino neighborhood in the Bay area, and residents in one tract are more housing burdened than in 99% of other tracts in California. This project will work with disproportionately vulnerable residents to co -create solutions to build a safer, more resilient community. This project proposes to build on an exciting partnership between the City of San Rafael, the County, the Canal Alliance, the Multicultural Center of Morin, and UC Berkeley. The partners would work collaboratively and with community members to improve the understanding of climate hazards using the most current science and prioritize adaptation measures that will address the community's short-term needs and minimize risks to housing and safety. This effort would lay a strong foundation for long-term resilience by building climate capacity at community -based organizations and directly connecting Canal students with STEM educational opportunities. Community Need & Adaptive Capacity The Canal neighborhood in San Rafael is a frontline community facing disproportionate impacts of flooding due to climate change. The Canal is the most densely populated area in the County, and more than two-thirds of all occupied housing units meet the Census definition of "overcrowded." The neighborhood is home to more than 12,000 people, who are predominantly cost -burdened renters. Within one census tract, 91% of housing units are renter -occupied. Despite relatively high employment rates, nearly one-third of Canal residents live below the federal poverty line. More than half of residents over 25 do not have a high school diploma. Median per capita income is about one -quarter the citywide average and is a designated low-income community according to the California Climate Investments Priority Populations 2022 CES 4.0. The Canal is the most segregated Latino neighborhood in the Bay Area and segregation has worsened over the past decade. In the Canal, more than 90% of residents are of Hispanic/Latino origin and are underrepresented in local and regional government. Page 23 Exhibit G, Grant Application Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] This proposal was developed in partnership with two community -based organizations, Canal Alliance and the Multicultural Center of Morin. They will continue to guide the adaptation planning to ensure it is serving community priorities. Much of San Rafael is already below today's high tides. As a result, the entire Canal area would be below sea levels anticipated by just 2040. Without action, one-third of the city's population and two-thirds of its economic base would be permanently inundated by the end of the century. The Canal is built upon partially reclaimed land, which is subsiding. While much of the land is lower than the Bay it is currently insulated from regular tidal flooding due to a discontinuous system of uncertified levees, pump stations, private lawns, driveways, and seawalls. However, this infrastructure will not provide meaningful protection in the face of a storm nor climate change. A report from the Army Corps in 1990 concluded that, "existing flood control facilities were constructed in a piecemeal manner over a period of decades... the overall system provides only a low level of protection which is inadequate for a densely urbanized area. This same report identified the risk of possible levee failure due to overtopping. Today, water levels are higher, and failure could have potentially catastrophic impacts due to the high population density, the number of ground -level apartments, and limited evacuation routes. These risks are compounded by high groundwater, rainfall intensification, and risks of tsunamis and seismic impacts due to the construction on fill and presence of soft -story structures. While the climate impacts are extensive, residents face even more urgent issues due to escalating housing costs, overcrowding, and the real threat of displacement from one of the only affordable areas in the region. Climate change is significantly increasing the risk of displacement within this generation. Many residents would not have the resources to recover after a disaster. While previous studies identified the vulnerability, different information is needed to bridge the gap between knowledge of the risks and making tangible investments to protect housing and infrastructure. For example, studies have identified risks to the levees, fire stations, and healthcare facilities, but more detail is needed to understand what the critical elevations and exposed components are for those facilities. This project would complete a more detailed vulnerability assessment focused on short-term life -safety risks and cascading impacts from infrastructure failures. This will include gathering fundamental physical data on surface and ground water levels, salinity, hydrologic connectivity, levee conditions, and geophysical conditions to better characterize climate hazards, timing, and impacts. This will include a detailed assessment of the exposure, sensitivity, and potential impact of flooding on critical infrastructure in the exposed area. This analysis would utilize the most current guidance on SLR that incorporates the best -available science from the IPCC's 6th assessment. This phase will engage the agencies responsible for critical infrastructure, including below -ground assets. A portion of this data gathering will be done through a collaborative community science effort to build capacity and connect Canal students with educational opportunities in STEM fields. Canal Alliance will facilitate participation from students in their University Prep (UP!) program. This will create an opportunity for younger students to work with Berkeley students and faculty. There will be an opportunity for one Canal student Page 24 Exhibit G, Grant Application Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] to have a year -long paid fellowship. in parallel, the Multicultural Center of Marin would lead community engagement and participatory asset mapping, which will be incorporated into the vulnerability assessment. Adaptation actions would then be prioritized based on those results and community input. This effort would also advance adaptation policies recently integrated into the City's General Plan. Co -Benefits This collaborative team is focused on advancing social equity and resilience in a community at high risk of displacement due to short-term housing insecurity and climate change. This project would build civic engagement to transform the local decision -making dynamic by educating, empowering, and activating residents to drive placemaking and planning projects that build climate resilience. To foster long-term community resilience this project is also centered on youth engagement. The Canal Alliance's University Prep (UP!) program supports Latino students from immigrant families to prepare for and complete college and obtain career -path employment that pays livable and equitable wages. This project will create educational opportunities for first -generation students and accelerate the success of immigrants. This project will plant the seeds for long-term community resilience by connecting these students and a year -long fellow with UC Berkeley students and faculty as well as with local government officials. There are also significant environmental co -benefits for this project. Without action many critical facilities, including wastewater pump stations, are at risk of damage or failure under current conditions. As precipitation events intensify and sea levels rise the risk of failure of these facilities is increasing. Infrastructure failure could lead to public health and water quality impacts. This project seeks to proactively identify those risks. Additionally, the city has committed in its General Plan 2040 to "prioritize natural and green infrastructure solutions" as part of its adaptation planning. Community Partnership This project proposes to model a deeply collaborative, community -led climate adaptation planning process that inverts traditional planning processes and centers the community in decision -making. If funded, this project would be completed by a cooperative project team with the following partners. The City of San Rafael will oversee the grant administration and is responsible for implementation. The Canal Alliance works with low-income Latino residents and community activists on political issues and non- political actions that address public concerns, improve democracy, and promote quality of life in the Canal neighborhood. The Canal Alliance creates civic spaces and leadership development opportunities to ensure that low-income residents have a voice in decisions that affect them and the opportunity to fully participate in democracy at all levels. The Canal Alliance would facilitate student participation in the project, supervise a year -long student fellowship, and integrate community input into project policy recommendations. The Multicultural Center of Marin provides culturally appropriate resources and opportunities in a safe environment to empower and inspire diverse communities to build an inclusive and equitable county they want to live in. Here the Multicultural Center would lead community engagement and participatory asset mapping, which will be incorporated into the vulnerability assessment. The University of California Berkeley, including Professor Dr. Mark Stacey, the Civil and Environmental Engineering Department Chair, and Dr. Kristina Hill, the Program Director of the Institute for Urban and Regional Development and Associate Professor of Landscape Architecture & Environmental Planning and Urban Design, are experts in SLR adaptation and will advise on the technical analysis and community science efforts and supervise students. Professors Hill and Stacey have been Page 25 Exhibit G, Grant Application Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] working for years at the forefront of coastal climate adaptation research. The Marin County Department of Public Works leads the BoyWAVE program,, which coordinates all bayside cities and towns to help communities understand and prepare for sea level rise. The County's multi jurisdictional coordination is critical, as sea level rise crosses political boundaries and impacts shared resources, utilities, and infrastructure. This partnership is well positioned as the City, County, Canal Alliance, and Multicultural Center, are currently collaborating on a climate project. These partners already have both formal and informal working relationships in place that would allow this project to hit the ground running. The partners have collaborated on several past projects, and staff bring years of professional experience on these issues to bear. Another strength of this collaboration is the diversity of knowledge that each partner brings to the table, including expertise in physical sciences, policy, housing, equitable and culturally relevant community engagement, community resiliency, data, and mapping. Most importantly, the community - based organizations, the Canal Alliance and the Multicultural Center of Morin, bring decades of experience and relationships with this frontline community. This funding would help build professional climate adaptation capacity at these two organizations. Building this capacity will help traditionally under-resourced communities shape adaptation decisions and investments. Workplan and Budget The proposed budget is focused on four primary capacity -building strategies. These concurrently deepen understanding of physical and community infrastructure to identify opportunities to strengthen community resilience. The budget is directed toward (1) improving the fundamental science that is the basis of adaptation decision -making, (2) analyzing the vulnerability of critical infrastructure and community assets in partnership with residents, (3) evaluating and prioritizing adaptation actions to bolster public health and safety, and (4) developing an actionable implementation plan. To support this, a technical subcontractor will be used throughout, but primarily for tasks 1, 2, and 3 to gather better information on surface water, groundwater, geotechnical data, critical elevations and thresholds for infrastructure, and to analyze vulnerabilities and protective measures. This cost includes consultant staff, monitoring equipment, and coordination with partners. Across all activities, funding is explicitly structured to build long-term community capacity in the Canal at the professional level, among students, and residents. All technical analysis is paired with community participation. Resources are allocated to peer -to -peer learning, engagement, language access, partnership development, and facilitating participation in meetings and decision -making processes. To maximize community benefit, the requested funds would be directed toward partner staff time. Cost estimates for staff time are based on actual salaries or currently negotiated rates and include benefits and a COL adjustment. To facilitate learning and capacity building, a travel budget is included to facilitate three Canal students' attendance at one relevant convening, such as the National Adaptation Forum or equivalent. Page 26 Exhibit G, Grant Application Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Exhibit H, APGP Communications Kit Welcome to the California Office of Planning & Research Awardee Community! Dear Adaptation Planning Grant Program Grantee, Congratulations on your successful award from the Adaptation Planning Grant Program! Your dedication and hard work have paid off, and we are thrilled to be partnering with you on your important project. At the Governor's Office of Planning and Research (OPR), we recognize the significance of your work in advancing climate resilience and adaptation. Your project holds great potential to deliver substantial environmental, health, and climate benefits to your community, and we are committed to supporting you every step of the way. To assist you in effectively communicating and sharing the impact of your project, OPR's Communications and External Affairs team has prepared this Communications Toolkit. It serves as a comprehensive set of communications and branding guidelines specific to the Adaptation Planning Grant Program, as well as a range of resources and best practices to enhance your outreach across various media channels. We believe that your project deserves recognition not only within your community but also as a model for others facing similar challenges. The tools and guidance provided in this kit will help you effectively share your accomplishments, engage partners, and build awareness about the importance of climate adaptation and resilience planning. As you plan events, announcements, or any communication activities related to your grant, please refer to this toolkit and adhere to the guidelines provided. Should you require sample materials, event support, or expert advice, our Deputy Director of Communications and External Affairs, Emily Breslin, is available to assist you. You can reach Emily at emilv.breslin@oipr.ca.gov. We appreciate the inspiring work you are doing to implement innovative and effective climate adaptation strategies. Together, we can make a substantial difference in building resilient communities and securing a sustainable future for all. We value our partnership and look forward to supporting you every step of the way. Best regards, The Governor's Office of Planning and Research Team Page 27 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Introduction We are promoting the final 14 grantees through a press release, Linkedln post, tweet and we welcome you to do the same. Below is some suggested language, but please feel very free to modify any of it as you see fit: [Organization Name] is pleased to announce that [Project Name] has been selected as a recipient of the Round I Adaptation Planning Grant Program, provided by the Governor's Office of Planning and Research (OPR). This new grant program supports integrated climate adaptation projects and planning efforts in California. We're thrilled to announce our project is one of fourteen awarded in this first round! With the support of the Adaptation Planning Grant, [Project Name] will be able to [briefly describe the project's goals and objectives]. This funding will enable us to [insert deliverables etc... implement innovative strategies, leverage partnerships, and incorporate cutting -edge climate science to enhance our resilience and adaptation measures] Find more information about the Adaptation Planning Grant Program and the Integrated Climate Adaptation and Resiliency Program ICARP on the OPR website and read more about our other projects in this recent press release, "California Awards $8 Million to help communities strengthen resilience aaainst Growing climate impacts." We look forward to working with the Governor's Office of Planning and Research (OPR) and want to congratulate all the recipients of the Adaptation Planning Grant Program. Together, we will build a more resilient California for All. Linkedln: @Governor's Office of Planning and Research (OPR) @CalOPR and #ICARP #climateadaptation #climateresilience #CAresilience Publicity Requirements & Guidelines for APGP Awardees Adaptation Planning Grantees should acknowledge OPR in all publications, websites, signage, invitations, and other media -related and public -outreach products related to the Adaptation Planning Grant Program (APGP). OPR staff will provide OPR logo files and guidance on their usage directly to Grantee. When using OPR's logo, use the color version only when the logo appears on a white background; on backgrounds of any other color, please use the white version of the logo. Page 28 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] LONG -FORM MATERIALS Long -form written materials, such as reports, must include the following standard language about OPR, APGP, and the Integrated Climate Adaptation and Resiliency Program (ICARP): As communities in California experience more frequent, prolonged, and severe impacts from climate change, communities and governments at all scales are developing strategies and implementing actions to build a climate- resilient future. However, many jurisdictions, especially under-resourced communities in California, lack the capacity, tools, guidance, and resources to effectively prepare for climate impacts. The Adaptation Planning Grant Program addresses this capacity gap by providing funding to help fill planning needs, providing communities with the resources to identify climate resilience priorities, and supporting the development of climate resilience projects across the state. The APGP enables communities to climate risk and adaptation considerations into planning activities and prepare for climate readiness and resilience in the long term. The Adaptation Planning Grant Program is part of the Integrated Climate Adaptation and Resiliency Program (ICARP) housed within the Governor's Office of Planning and Research. ICARP advances statewide climate adaptation and resilience by coordinating investments, partnerships and climate science to ensure people, natural systems, and the built environment are protected, prepared, and thrive in the face of climate change. Through direct and equity -focused investments and resources, ICARP helps build climate adapted and equitable communities in California, with a focus on solutions that address the impacts of climate change and reduce greenhouse gas emissions. ICARP works to advance these priorities across all levels of government by developing actionable science and research; providing guidance, tools, and technical assistance; and administering climate resilience - focused grant programs. Learn more: https://opr.co.clov/climate/icaro/ PRESS RELEASES, FLYERS, AND VISUAL MATERIALS Any informational materials that do not qualify as long -form, but that include at least a paragraph of text, such as press releases, media advisories, short case studies, flyers, etc., must include either of the following messages: Page 29 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Long version: "[Project Name] is supported by the Adaptation Planning Grant Program at the Governor's Office of Planning and Research (OPR). The Adaptation Planning Grant Program is an initiative of OPR's Integrated Climate Adaptation and Resiliency Program (ICARP). ICARP advances climate adaptation and resilience in California by coordinating investments, partnerships and climate science to ensure people, natural systems, and the built environment are protected, prepared, and thrive in the face of climate change. Short version: "[Project Name] is supported by the Adaptation Planning Grant Program implemented by the Governor's Office of Planning and Research." Mostly visual: Grantee may at times produce promotional materials that are primarily visual in nature, such as banners, signage, certain flyers, and sharable images for social media. In such cases, when including the above boilerplate language acknowledging ICARP and OPR support is not practical, Grantee should instead include the official OPR logo, preceded by the words "Funded by." MEDIA INQUIRIES Grantee must provide to OPR the name, phone number, and email address of Grantee's point of contact for all press inquiries and communications needs related to the Project. Grantees must also distribute a press release after grant decisions are presented during ICARP Technical Advisory Council (TAC) Meetings, and may be requested to present before the TAC and release communications materials for other major milestones throughout the lifecycle of the grant. All press releases must be approved by the OPR Communications and External Affairs prior to distribution and OPR must be alerted to all press events related to the grant. Please share draft press releases with OPR for review 1 month in advance of when you'd like to post them by emailing them to Brandon... COMMUNICATIONS MATERIALS & PHOTOS Grantee shall share between 8-12 high -resolution, color photos with OPR during the Grant Term. These photos should include pictures of people involved with the Project, the Project area, and/or activities conducted during the Grant Term. OPR reserves the right to use these photos across its communications platforms. SOCIAL MEDIA Grantee is encouraged to use social media to share and inform the public of activities under this Grant Agreement. Linkedln: @Governor's Office of Planning and Research (OPR) @CaIOPR and #ICARP #climateadaptation #climateresilience should be tagged on all posts related to the APGP grant. Use of the hashtags #CAresilience and #ICARP and related variations is also encouraged. Page 30 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Spread the Word Here are a few effective ways to raise awareness around your important work. In every case, we recommend a clear, concise writing style that avoids technical terms and is easy for most readers to access. Be sure all of your communications comply with the Publicity Requirements and Guidelines in this kit. Create a Website One of the best ways to share the latest information about the progress of your APGP project is to compile everything the public needs to know into well -organized website. Your website should be simple and inviting, with sections explaining who you are, what the APGP program is, and why the project is important. Keeping the website updated with your latest accomplishments and steps taken to achieve your goals will keep members of your community enthusiastic and engaged. You can choose from dozens of inexpensive website templates, such as Wix, Square Space, and WordPress. Press Releases & Media Advisories If you're interested in getting mentioned by your local news outlets (newspapers, web - based news, radio, television), you've got to alert reporters, editors, hosts, news desks, and producers in your local media market. Here are a couple ways to get their attention (in both cases, include a contact name, title, phone number, and email at the top): Press release This is a narrative piece that tells the reader a story. Your best bet is to write it in the style of a story you'd read in the newspaper. Start with the most important part so that the reader knows immediately what you want to tell them about. From there, add details to flesh out the story (the amount of the grant, the number of supporting community groups, total emissions reductions, etc.), along with quotes from people who are engaged with your project -for example, representatives from partner organizations, residents who engaged in project design, and OPR's Executive Director. Some media outlets might publish your press release as is! Others will follow up with questions or to interview someone. Media advisory This is a short piece you send to reporters, editors, hosts, news desks, and producers when you want to invite them to attend and cover an event, such as a groundbreaking, ribbon -cutting, dedication, etc. Make sure you answer the most important questions (who/what/when/where/why/how) and emphasize what makes your story worthy of media attention —as well as what photo opportunities will be available at the event. Social Media Numerous social media platforms support digital storytelling and promotion. Use your existing platforms to talk about your APGP project. We also encourage you to follow OPR on Twitter and Linkedln so we can watch for and share your updates about your APGP project. Please see our social media section of this kit for more details. Page 31 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Blog Post If you or any of your partners currently has an active blog, we encourage you to write a post highlighting the progress or impact of your APGP project. For example, ask a project partner to write a guest blog or sit with you for a Q&A to highlight some of the specific benefits of their programs, who is receiving those benefits, and how the community has been involved. After you've posted your blog, you can share it on your social media platforms! Newsletter If you or any of your APGP partners have a newsletter or listserv, please share your award announcement and other important milestones through that platform. Encourage community leaders and/or elected officials who work with you frequently to announce APGP milestones through their newsletters or listservs as well. Please contact us at OPR so we can share your important APGP milestones through our newsletter as well! Op -Ed or Letter to the Editor Consider writing an op-ed or letter to the editor of your local newspaper to raise awareness of your new APGP award and the benefits it will bring to your community. A good approach is to acknowledge the various stakeholders involved in the planning process, name the specific benefits this project will bring to members of your community, and emphasize the place -based, community -driven approach to this project using APGP's model. An op-ed is typically around 600 words (it depends on the outlet) and you submit it to the Op -Ed Editor; it is best to reach out to this editor with an outline for your piece and ask if they're interested in running a developed piece from you. A letter -to -the -editor is short - usually under 200 words - and you just submit it directly to the letters section of the outlet. Events Events with community members, leaders, and elected officials can be a draw for the press, as well as for local residents, and are a great way to build excitement about your APGP project. Host Community Events Organizing a fun kick-off meeting and other community events for stakeholders and the general public is a great way to raise awareness about your APGP award and get more people involved in the planning process. These kinds of events can help make sure everyone is on the same page and united in your mission, as well as enthusiastic about the tangible benefits your project will create. Remember The OPR team is here to help! We love to work with awardees to brainstorm communication strategies. We can provide quotes from OPR leadership for your press releases and make leadership available for media interviews. We can coach you on how to pitch media, help you identify reporters, and help secure participation by State officials in your event. Contact OPR's Deputy Director of External Affairs, Emily Breslin, for support: errillv.breslin a oor.ca.clov. Page 32 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Social Media Social media offers an array of powerful, free platforms that enable you to communicate about your APGP project to potentially large audiences. • Follow us: The California Office of Planning & Research (@Cal_OPR) posts frequently on Twitter about the State's efforts to improve our environment and communities. OPR is also active on Linkedln. We encourage you and your APGP partners to follow our accounts to stay up to date on the latest news on our policies and programs. If we tweet about the APGP, or about anything else relevant or interesting to you, please 'like' and retweet us —sometimes it can even save you the trouble of crafting your own tweet. • Tag us: We love seeing grantees' progress from vision to reality. Please post updates and photos of project events or outcomes on social media, and make sure to tag us so that we can like, comment, and retweet to share your hard work with all of California. • Tag Your Partners: Remember to include co -applicants and other key stakeholders and champions in social media posts about your APGP award. Tagging partners gives them the recognition they deserve while increasing the audience for your post. • Use Hashtags: Hashtags can be a very effective way to increase a post's visibility and response rate. It is best to use a few relevant hashtags, like #climateadaptation #climateresilience #CAresilience and #OPR. • Take Pictures: A social post with a great image attached is bound to get more traction than one without an image. Throughout every stage of the APGP process, be sure to encourage your team to bring their phones or even a nice camera and take a picture of their colleagues or work environment. Having a photobank of pictures can work wonders on your social media accounts, especially because you'll have the freedom to choose the highest quality or most interesting photos. Please see the Photo Tips section of this kit for more information. • Shorten the Message: Given the character limit for tweets, you will need to pick and choose what information to include. Incorporate hashtags and tagging partners into your sentences, (see the sample posts below). Use commonly known abbreviations and conjunctions. • Amplify the Voices of Community Members: Reach out to partners and community members for their videos, quotes, and pictures that share how your APGP project will affect their lives. These stories can increase your social media audience's enthusiasm for your project. Retweeting posts that residents and stakeholders create is another way to demonstrate APGP's impact. • Post Often: Interact with your audience as much as possible on all platforms. It is ideal to post between a few times a week and once or twice a day on social media. Brainstorm with your staff to come up with creative ways to keep the public informed and interested in your work. Then create a schedule and remain consistent. • More Social Media Tips: o Encourage audience engagement by posting questions. o Use URL shortening tools from sites like bitly.com and tinyurl.com. Page 33 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round I Grant Number: OPRXXXXX, [GRANTEE] o Don't be afraid to use emojis. o Encourage your colleagues and APGP partners to participate in social media conversations. o Be visual! Use infographics instead of text when possible. o Observe copyright laws. • Sample Posts tl Strategic Growth Council Retweeted Connie Leywa ®SenatorLeyva • Mar 23 After over a year of working closely with community stakeholders, residents & local leaders, I look forward to the 4Ci1yofOntario benefiting from the S35 million #TCC award that will help to #TransformOntario and Improve our region's air quality, #communityengagement WattsRlsing ®WattsRising - Feb 20 DYK Over 21 % of #Watts residents ages 16+ are not in the labor force compared with CA? The #TCC Grant projects will allocate 30% of all new hires for #Watts residents by providing job training & educational programs for adults & youth. @MayorOfLA OJoeBuscaino ®CaISGC Photo Tips Consider pointers in this section when using photography to tell your project's story. Page 34 Exhibit H, APGP Communications Kit Office of Planning and Research -Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] • Quality: Use the highest quality camera you can access. Good news: many modern smart phones are usually sufficient, as long as your subject is in focus, well -lit, and the phone is turned sideways (landscape orientation —use this orientation for videos, too!). Photos on social media don't have to be as high quality as photos on your website or newsletter. • Everyone's a Photographer: Encourage your staff and partners to take photos whenever they have the chance, and to send them all to your organization's communications team. Designating someone who owns a nice camera to take photographs during events is always a good practice. • Don't Have a Great Photo?: Services like Flickr, Pixabay, and Upsplash offer countless high -quality photos that you can download and use for free. • Content: When possible, photos should be bright and colorful, without being too 'noisy,' blurry, or filtered. Candid photos of people working or interacting tend to be more unique and eye-catching than people smiling at the camera. Highlight interesting aspects of your project so your photo stands out. • Remember: The picture is what draws people in to read the caption and learn about your work. Don't underestimate its importance! STAY IN TOUCH! Feel free to contact OPR's Deputy Director of External Affairs, Emily Breslin, if you have questions or need support on any of your communications efforts at Emily. breslin aoor.ca.aov. OPR'S NEWSLETTER AND APGP LISTSERV OPR Newsletter Sign Up: httos://opr.co.gov/e-lists.html APGP Listerv: https://Ip.constantcontactpaaes.com/su/XPQJivh/APGP Follow us on social media and check our website regularly for new announcements and updates! TWITTER twitter.com/Cal_OPR LINKEDIN linkedin.com/company/governor-s-office-of-planning-and-research/ WEBSITE opr.ca.gov Page 35 Exhibit H, APGP Communications Kit Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Attachment 1: Authorized Signatory Form I hereby verify that I am an authorized Grantee representative and signatory and, as such, can sign and/or delegate authorization to sign and bind Grantee as it relates to the above -referenced Grant Agreement and grant related documents. Grantee Authorized Signatory: Name: Cristine Alilovich (Type or Print Name) Signature: (XS61P, Al wl!( CirlinCAlilovich (Sep 11, 2023 20:15 PDT) Delegated Authorized Signatories: 1. Name: Cory Bytof 2. Signature:�a� Title: City Manager Date: Sep 11, 2023 Title: Sustainability Manager Date: Sep 11, 2023 Document(s) Authorized to sign: [X ] All Grant Related Documents or [ ] Grant Agreement [ ] Grant Amendments [ ] Budget Amendments [ ] Reports [ ] Invoices [ ] Other 3. Name: Kate Hagemann Title: Climate Adaptation and Resilience Planner Signature: K ri'f— Date: Sep 8, 2023 Document(s) Authorized to sign: [X ] All Grant Related Documents or [ ]Grant Agreement [ ] Grant Amendments [ ] Budget Amendments [ ] Reports Page 36 Attachment 1: Authorized Signatory Form Office of Planning and Research - Adaptation Planning Grant Program - Round Grant Number: OPRXXXXX, [GRANTEE] [ ] Invoices [ ] Other Page 37 Attachment l: Authorized Signatory Form Office of Planning and Research —Adaptation Planning Grant Program — Round 1 Grant Number. OPRXXXXX, [GRANTEE] Attachment 2: Work Plan Project Name: San Rafael Climate Adaptation Planning Collaborative The City of San Rafael, the Canal Alliance, the Multicultural Center of Marin, UC Berkeley and Marin County will work together to address climate change impacts threatening the densely populated, low-lying Canal District. The project will include a rigorous vulnerability assessment, gathering fundamental physical data, community science, and participatory community asset mapping. This will result in a prioritization of adaptation actions to address the risks most important to the community. Task 1: Physical science, community science & youth engagement Timeline APGP Subtask Description Deliverables / Milestones No later than partne Eligible January Involve: Activities 31, 2026 Addressed L Address critical data gaps, including a lack of i- measurement of current groundwater and surface water levels and how those are responding to rising sea levels and differential settlement. This data is necessary to project how much time remains to deploy adaptation measures and to clarify the potential extent, depth, and severity of flooding under future climate conditions. For City of San example, if groundwater is too shallow or too strongly Rafael, tidally influenced, conventional adaptation measures such technical as levees may not work. Similarly, understanding the consultant, projected rate of subsidence (which has been as fast as 6 UC inches/decade in some areas) is critical to understanding Updated mapping of projected Berkeley, Subtask A: Characterize relative sea level rise, the timing of climate impacts and the flooding hazards; written County climate hazards and vulnerability of existing levees. The scale of analysis will be summary of findings and Department improve physical science the Canal's surrounding watershed and operational recommendations for future 10123- of Public data landscape unit. monitoring 10/24 Works Phase 2 In parallel, students from the Canal would participate in community -based science activities to build a better Students attendance and understanding of climate, hydrology, sea level rise, and possible presentation at an Canal data -gathering methods. Younger students would be adaptation conference; Alliance, connected with UC Berkeley students, faculty, and community science events UC government officials. There would an opportunity for one successfully completed; Berkeley, Subtask B: Community- student to be hired for a year -long fellowship. Resources bilingual video summary of the 10/23- City of San based science would also be available for students to attend a climate events produced 10/24 Rafael Phase 2 Page 38 Attachment 2: Work Plan Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number. OPRXXXXX, [GRANTEE] conference and potentially present their work to build capacity and open educational and career opportunities in the adaptation Feld. Task 2: Vulnerability assessment including community asset mapping This task would gather essential information on the exposure, sensitivity, and consequence of a flooding - induced failure of critical facilities and infrastructure. This would focus on assets with the most significant risks to life and safety, such as levees, evacuation routes, water infrastructure, the community center, health facifities, emergency response facilities, underground infrastructure, and others. This work includes updating GIS data, modeling and mapping, interviews with asset owners/managers, and on -the -ground site assessments to identify critical thresholds and the potential consequences of cascading infrastructure failures. As one example, the wastewater lift station that conveys the majority of wastewater for east San Rafael is located right on the bank of the canal. Based on its ground elevation, flood waters would be expected to be several feet However, there are substantial knowledge gaps, including the critical threshold elevations, consequences of failure, and adaptive capacity. This analytical phase would address these gaps and would explore the implications of compounding hazards (i.e., sea level rise, increasing groundwater levels, subsidence, and more intense rain events, which increase the potential for saltwater intrusion, corrosion, liquefaction, and other impacts to infrastructure). This phase will focus on working Subtask A: Vulnerability across government levels to identify the most critical near - assessment of critical tens climate risks to this already disproportionately community facilities vulnerable community. Vulnerability report City of San Rafael, technical consultant, UC Berkeley, County Department 12123- of Public 2125 Works Phase 2 Page 39 Attachment 2: Work Plan Office of Planning and Research- Adaptation Planning Grant Program - Round I Grant Number. OPRXXXXX, (GRAN1EEl The Multicultural Center of Mann will lead community asset mapping with Canal residents. This will be a crucial input to the vulnerability analysis and pnontization of actions These structured conversations will help ensure that residents' main concems are brought out early in the Bilingual video summary of process to inform the analysis from the begtnn.ng. While events completed. community Multicultural there will be a discussion of climate risks there will also be input integrated into the Center of a focus on the positive social and community assets that vulnerability assessment: Mann. City Subtask B: Community are most important to quality of life and ensuring residents written summary of community 12123 - of San asset mapping feel safe, well, and connected to their community. events completed 12124 Rafael Phase 2 Task 3: Prioritizing adaptation actions in concert with the community engagement The Multicultural Center of Mann will lead additional Community events Multicultural engagement. which will build directly on the community summarized to a short bilingual Center of Subtask A: Community asset mapping to share the vulnerability analysis results video: short wntten summary Mann. City engagement to discuss and discuss which challenges residents feel should be of adaptation priorities drafted 10124- of San adaptation priorities pnoritized moving forward. and integrated Into 31b 4125 Rafael Phase 3 City of San Rafael, technical consultant. UC Berkeley. Budding directly on the community's expressed priorities County and the findings from the vulnerability analysis. this task Department would rank and pnoritize adaptation measures where they of Public are most needed to ensure that infrastructure (including Works. community infrastructure) can continue to provide essential Canal services. Measures would be evaluated based on criteria Alliance. Subtask B: Evaluate and developed collaboratively but would likely include their Multicultural prioritize adaptation criticality. vulnerability, public health and safety 11124• Center of actions implications. costs, and co -benefits identified in 3A. Report on findings 5125 Mann Phase s Task 4: Final adaptation actions Page 40 Attachment 2: work P!an Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number. OPRXXXXX, [GRANTEE] All prior project activities will feed directly into the development of the final recommendations, which will present a prioritized set of actionable adaptation actions. This will also include policy recommendations that would Subtask A: Final best address the Canal community's adaptation priorities 8/24 - recommendations that are identified through this planning process. Final report 7/25 All Phase 3 Final summary of community priorities and input including All project partners will be involved in hosting the final how the final community engagements, which focus on sharing the recommendations were Subtask B: Community results and seeking the community's input on the most changed to better reflect 1/25 - engagement important adaptation actions that should be prioritized. community priorities 3/25 All Phase 3 Task 5: Track Progress - - - - Partners Involved Timeline If the APGP Description Deliverables / Milestones No later partners Eligible Subtask Include detail of acrivrnes or deliverables Major outcomes and/or metrics than are not Activities used to demonstrate success January identified Addressed 31, 2026 include future plans to engage The City of San Rafael will coordinate project partners and track the grant timelines, deliverables, and ongoing reporting. In addition, the project team will meet regularly to Subtask A: Grant collaborate, coordinate parallel projects, and share 9/23 - City of San Program management and reporting leamings throughout. Progress reports completed 7/25 Rafael Administration The project team will collaboratively write a case study and Subtask B: Developing share reflections that may be of interest to others Case study published and 3/25 - Program project case study confronting similar challenges statewide. available online 5125 All Administration Evaluation will be integrated throughout the course of the project and will be used as a tool to adjust and refine Subtask C: Project activities as the project progresses. Additionally, the team Final evaluation report 12/24- Program evaluation will draft a final evaluation report at the end of the project. developed 5/25 All Administration Page 41 Attachment 2: Work Plan Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Attachment 3: Final Report Adaptation Planning Grant Program Final Report: FY 22-23 Grantee: Grant Number: Project Name: Project Summary Provide a brief summary of the challenges facing the Planning Area and the work completed under this grant. Barriers and Accomplishments 2. Describe and explain any differences between the planned results, as listed in the Work Plan, and the actual results. Describe any barriers that impeded the progress of the grant, any corrective actions taken, and the outcomes. Discuss how these lessons learned can be useful for other communities. 3. Describe any notable outcomes, findings, or conclusions. Report on successful strategies used to achieve results and how these lessons learned can be useful to other communities. 4. Include a list of other sources of funding that were secured, directly or indirectly, through this Project. Future Implementation 5. Describe how plans or processes developed under this grant will be implemented over the next three to five years. Explain: a. How they will further your organization's sustainability goals and strategies. b. How they will advance the State's planning priorities and APGP objectives. c. How the work completed under this grant will assist in applying for future funding that aligns with the APGP's objectives. Feedback 6. Based on your experiences with this grant program, please provide feedback about how the OPR can improve future grant programs. Attachments 7. Attach any relevant documents to this report, including final deliverables. If the documents cannot be sent electronically, notify the Grant Manager. Case Study Page 42 Attachment 3: Final Report Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] 8. Grantee(s) will produce a project case study documenting key project information, data, lessons learned, and effective practices gathered through this project. To facilitate knowledge exchange and advance community planning and capacity, at the end of the Grant Term applicants are responsible for submitting a narrative case study to OPR to reflect on and share project outcomes and lessons learned, how the project responds to climate change impacts, and any resources that helped along the way. Case studies will be reviewed and curated for possible inclusion in the Adaptation Clearinghouse to help support a community of practice across the state. (See Appendix E: Work Plan for more information). Grantees will receive technical assistance for support in developing case studies. (See Program Technical Assistance for more info) Instructions: a. Write the case study in a narrative form using the below section headers, format and font for organization. b. The case study should be between 800-1000 words in total length. c. Provide responses for each header section -please don't combine or modify these. However, don't feel obliged to provide answers to all sub -bullets under each section header - only provide information for those that apply. d. Provide 1-3 graphics (photos, tables and charts, figures, etc. are welcome). Provide links as needed. Send these as separate jpg or png image files (high resolution preferred). e. To see examples of published Case Studies, visit: https://resilientca.org/case- studies . CERTIFICATION: I certify that this Final Report is accurate and that this project complies with the Agreement. I further certify that any expenditure discussed in this report is allowed under the Agreement and that all funds were expended for the purposes of this Project. Name: (Type or Print Name) Signature: Title: Date: Page 43 Attachment 3: Final Report Office of Planning and Research — Adaptation Planning Grant Program— Round I Grant Number. OPRXXXXX, [GRANTEE] Attachment 4, Budget Detail Worksheet Project Name: San Rafael Climate Adaptation Planning Collaborative Cap/Threshold Summary Table Direct Costs Indirect Costs ap/Threshoid BO-100% 0-20% Calculated 86.6% 15.4% Total $ $ 558,134.65 66,066.30 Number Cost per unit of Units Cost Description Cost Type (Examples: (Exampl e: Hours Total APGP [Task 11 [Task 21 [Task 3] [Task 41 [Task 51 Hourly rates, eked, Funds fees, etc,) fee cost, etc.) $ $ $ $ S $ Engagement, Outreach, $ Canal Alliance - Policy Manager Education, and Training 5200 760 9,520.00 29.640.00 1.976.00 1,976.00 1,976.00 3,952.00 Canal Alliance - Director of Co -Applicant / Partner $ $ $ $ $ S $ Policy and Civic Engagement Staff Costs 70.00 146 10,220.00 7.665.00 511.00 511.00 1,022.00 511.00 Canal Alliance - University Prep Engagement, Outreach, $ $ $ $ $ $ $ (UP!) student fellow Education, and Training 29.17 845 24,648.65 19,718.92 1,232.43 1,232.43 1,232.43 1,232.43 UC Berkeley - 2 Graduate Co -Applicant / Partner $ $ $ $ $ $ $ Student Researcher Staff Costs 44.60 2,880 128,448.00 89,913.60 38,534.40 - - Co -Applicant / Partner $ $ $ 124.121.61 $ $ $ $ UC Berkeley - Staff Staff Costs 130.50 208 27,144 00 - - 2.714.40 Page 44 Attachment 4: Budget Detail Worksheet Office of Planning and Research — Adaptation Planning Grant Program — Round 1 Grant Number. OPRXXXXX, [GRANTEE] Co -Applicant / Partner S $ $ $ $ $ $ UC Berkeley- Faculty Staff Costs 29300 16 4,68800 - 937.60 1,875.20 1,87520 UC Berkeley - Undergraduate students (stipend of $137/day for Engagement, Outreach, $ $ S $ $ $ $ 20 students at 2 king tide days) Education, and Training 13700 40 5,480-00 5.480.00 - - - - MCM - Community Resilience Engagement, Outreach, $ $ $ $ $ $ $ Manager Education, and Training 65.00 500 32,500.00 - 9,750.00 9.75000 $ 9,750.00 $ 3,25000 $ Engagement, Outreach, $ $ $ $ MCM - Executive Director Education, and Training 84.00 58 4,87200 - 1,46160 $ 1,461.60 $ 1.70520 $ 243.60 Engagement, Outreach, $ $ $ $ Equipment costs Education, and Training 1,50000 5 7,500.00 7.500.00 - - - $ $ $ $ $ $ $ San Rafael subcontractors Subcontractor Staff Costs 220.000.00 1 220,000.00 70,400.00 63,600.00 44.000 00 22,000.00 San Rafael staff Grantee Staff Costs Engagement, Outreach, 35.00 $ 350 12.25000 $ 3,920.00 4.655.00 2.45000 1,22500 $ $ $ $ $ New partnership development Education, and Training 6,000.00 1 6,000.00 4,200.00 600.00 600,00 600.00 Community Meeting Costs Program (workshop materials, stippends, MeetingM+orkshop $ $ $ $ $ $ $ childcare) Attendance 1,50000 10 15,000.00 3,000.00 4,500.00 4,500.00 3,000.00 - Language and Information $ $ $ $ $ $ $ Translation and printing costs Access 400.00 17 6.800.00 680.00 2,040.00 2,040.00 2,040.00 - Page 45 Attachment 4: Budget Detail Worksheet Office of Planning and Research — Adaptation Planning Grant Program — Round 1 Grant Number. OPRXXXXX, [GRANTEE] Peer -to -peer learning supporting Canal Alliance student participants and young $ $ 5 $ $ $ $ professionals Travel Costs 1,300.00 2 2,600.00 2,600.00 - - - - Final and interim reporting and valuation (including project $ $ $ $ $ case study) Evaluation Activities (see Task 5) 1 - - - - - Canal Alliance - indirect costs Indirect Administrative $ $ $ $ $ $ $ (15%) Costs 12,748.30 1 12,748.30 8,923.81 1,274.83 1.274.83 637.42 637.42 UC Berkeley - indirect costs Indirect Administrative $ $ $ $ $ $ $ (20%) Costs 27.740.00 1 7,740-00 19,972.80 6,657.60 277.40 832.20 - Indirect Administrative $ $ $ $ $ $ $ MCM - indirect costs (20%) Costs 9,584.00 1 9,584.00 - 2,875.20 2,875.20 2,875.20 95840 MCM - staff costs (tax and Co -Applicant / Partner $ $ $ $ $ $ $ benefits at 28%) Staff Costs 10,464.00 1 10,464.00 - 3,139.20 3,139.20 3.13920 1,046.40 City of San Rafael Indirect costs Indirect Administrative $ $ $ $ $ $ $ (6.55%) Costs 35,994.00 1 5,994.00 14,397.60 8,998.50 5,399.10 3,599.40 3,599.40 Totals 12,441.33 172,743.36 83,361.96 160 , 223.65 15,430.65 Page 46 Attachment 4: Budget Detail Worksheet Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Attachment 5, Invoice [TO BE PRINTED ON GRANTEE LETTERHEAD] ADAPTATION PLANNING GRANT PROGRAM FY 22-23 PLANNING GRANT INVOICE Governor's Office of Planning and Research Date: Email required invoice documents to: [Department Grant Manager Name] Grantee Name: Project Name: Invoice Quarter: Invoice Summary: Invoice Number: Grant Number: (Start Date) I (End Date) Task Task 1: Task 2: Grant Funds Spent Task 3: Task 4: SUBTOTAL for this Quarter Less 5% Retention TOTAL reimbursement requested this Quarter Invoice Detail: Task Cost Description Subtotal Supporting Amount Documentation/ Page # Page 47 Attachment 5: Invoice Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Subtotal 3 Subtotal Travel Subtotal Equipment Subtotal Indirect Subtotal SUBTOTAL FOR THIS QUARTER Progress Report: Work Plan Task # � Description of Work Performed Please refer to specific deliverables in the Budget and Work Plan. CERTIFICATION: By my signature below, I certify that I have full authority to execute this payment request on behalf of Grantee. I declare under penalty of perjury, under the laws of the State of California, that this invoice for reimbursement, and any accompanying supporting documents, are true and correct to the best of my Page 48 Attachment 5: Invoice Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] knowledge, an all disbursements have been made for the purposes and conditions as outlined in the Grant Agreement. Print Name: Print Title: Signature: Date: Page 49 Attachment 5: Invoice Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Attachment 6, Invoice Dispute Notification INVOICE DISPUTE NOTIFICATION GRANTEE ADDRESS The invoice referenced above is disputed for the following reasons: INVOICE DATE INVOICE NUMBER INVOICE AMOUNT DATE INVOICE RECEIVED GRANT AGREEMENT NUMBER Request reimbursement for expenses not in the Invoiced for indirect cost reimbursement F-1Invoiced Budget Detail F above 10%cap for incidental costs or travel costs outside Work performed prior to the Grant start or end of CA date Insufficient evidence of progress made or task Invoice submitted without using required completion templates supporting document for Progress Reportor Final Report not included DInsufficient reimbursement F. with invoice Request reimbursement through another funding F-1 source a Other not listed above: Comments: THIS NOTIFICATION IS A FOLLOW UP TO A PHONE CONVERSATION WITH THE GRANTEE OR DESIGNEE WHOSE NAME APPEARS BELOW. NAME IF YOU HAVE ANY QUESTIONS REGARDING THIS DISPUTE. CONTACT: DATE OF CONVERSATION Page 50 Attachment 6: Invoice Dispute Notification NAME Office of Planning and Research -Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] RETURN A COPY OF THIS NOTIFICATION WITH THE CORRECTED INVOICE TO: TELEPHONE NUMBER (include Area Code) STATE OF CALIFORNIA USE ONLY DATE DISPUTE RESOLVED I INITIALS RESOLUTION Page 51 Attachment 6: Invoice Dispute Notification Office of Planning and Research - Adaptation Planning Grant Program - Round 1 Grant Number: OPRXXXXX, [GRANTEE] Page 52 Attachment 6: Invoice Dispute Notification RAF` 2 Y R, y0 /r� WITH peA\y CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: City Manager - Sustainability Project Manager: Katherine Hagemann Extension: 415-256-5534 Contractor Name: Governor's Office of Policy & Research Contractors Contact: Abby Edwards Contact's Email: Abby.Edwards@opr.ca.gov ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor n/a ❑X b. Email contract (in Word) and attachments to City 7/6/2023 Attorney c/o Laraine.Gittens@cityofsanrafael.org 7/23/2023 ❑X 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager ❑X b. Confirm insurance requirements, create Job on n/a PINS, send PINS insurance notice to contractor Approval of final agreement form to send to ❑X 3 Department Director contractor 4 Project Manager Forward three (3) originals of final agreement to 0 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 7/17/2023 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 8/31/2023 KH Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds n/a (for Public Works Contracts) 1 City Manager / Mayor 9 Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager APGP R1 Planning Grant Agreement - San Rafael Climate Adaptation Planning Collaborative Final Audit Report Created: 2023-09-08 By: Laraine Gittens (laraine.gittens@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAnmz2CEgPkC2ZhrWOMyhMCbWLyPOz4hu 2023-09-12 "APGP R1 Planning Grant Agreement - San Rafael Climate Ada ptation Planning Collaborative" History Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-09-08 - 9:15:07 PM GMT- IP address: 199.88.113.8 E'y Document emailed to Katherine Hagemann (kate.hagemann@cityofsanrafael.org) for signature 2023-09-08 - 9:19:17 PM GMT Email viewed by Katherine Hagemann (kate.hagemann@cityofsanrafael.org) 2023-09-08-11:48:05 PM GMT- IP address: 174.195.65.8 GS0 Document e-signed by Katherine Hagemann (kate.hagemann@cityofsanrafael.org) Signature Date: 2023-09-08 - 11:48:22 PM GMT - Time Source: server- IP address: 174.195.65.8 E'y Document emailed to Cory Bytof (cory.bytof@cityofsanrafael.org) for signature 2023-09-08-11:48:23 PM GMT 40 Document e-signed by Cory Bytof (cory.bytof@cityofsanrafael.org) Signature Date: 2023-09-11 - 6:10:57 PM GMT -Time Source: server- IP address: 199.88.113.8 �'y Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2023-09-11 - 6:10:59 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2023-09-12 - 3:14:45 AM GMT- IP address: 104.47.64.254 &o Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2023-09-12 - 3:15:20 AM GMT- IP address: 73.170.251.162 Adobe Acrobat Sign 6© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2023-09-12 - 3:15:22 AM GMT - Time Source: server- IP address: 73.170.251.162 1-7� Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for approval 2023-09-12 - 3:15:24 AM GMT !l Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) 2023-09-12 - 2:38:07 PM GMT- IP address: 104.47.65.254 60 Document approved by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) Approval Date: 2023-09-12 - 2:38:14 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2023-09-12 - 2:38:14 PM GMT Q Adobe Acrobat Sign