Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: DAN HURLOCK, FIRE CHIEF
DATE: AUGUST 27, 2024
SUBJECT: ACCEPTANCE OF GRANT FROM THE CALIFORNIA OFFICE OF TRAFFIC SAFETY
EXECUTIVE SUMMARY
The City Council will consider accepting a $55,000 grant from the California Office of Traffic Safety for the purchase of new vehicle extrication equipment. This equipment will improve emergency response and enhance the operational capabilities of Downey Fire Department on vehicle-related emergency incidents.
RECOMMENDATION
That the City Council:
1. Accept a grant award from the California Office of Traffic Safety in the amount of $55,000 to purchase a set of vehicle extrication equipment.
2. Approve an increase to the Fiscal Year 2024-2025 budget by $55,000 to account for these revenues and accompanying expenses as outlined within this report.
BACKGROUND
The California Office of Traffic Safety (OTS) is tasked with developing and implementing a statewide highway safety program that will reduce serious injury and deaths resulting from motor vehicle crashes. Partnering with local agencies, and with support from the Federal Highway Safety Program, the annual OTS grant program provides funds to public safety departments throughout the state to implement prevention and response programs that further the OTS mission.
Recognizing an opportunity to enhance the response capabilities of the Downey Fire Department (DFD) resources on vehicle-related incidents, an application for funding of extrication equipment was submitted. This equipment, commonly referred to as the “Jaws of Life”, allow trained firefighters to disentangle trapped victims of vehicle crashes from the wreckage. The focus of this grant application was to purchase and deploy a new set of vehicle extrication equipment that meets or exceeds the current industry standard. This set is comprised of four hydraulic tools (cutter, spreader, ram, and combination tool) and the associated support equipment (batteries and chargers).
OFFICE OF TRAFFIC SAFETY GRANT AWARD ACCEPTANCE
AUGUST 27, 2024
PAGE 2
2 Presently, the Downey Fire Department has two sets of vehicle extrication equipment, but they are of older technology that do not handle modern vehicle construction well. Exotic metal alloys that strengthen the passenger space of a vehicle make victim removal challenging, lengthening the time until paramedics can begin emergency medical treatment. The increased power and efficiency of the new equipment will allow faster patient extrication time, which will, in turn, allow for more efficient medical aid to be rendered. This reduction in the extrication delay will also ensure that victims of vehicle crashes are treated and transported to local medical facilities in the most efficient manner possible.
The performance period for the 2024 OTS grant program runs from October 1, 2024 through September 30, 2025. This allows DFD ample time to purchase the equipment, train all operation personnel, and deploy the newly acquired equipment on the Fire apparatus. Under the terms of the OTS grant, approved equipment purchases will be fully reimbursed. There is no local cost sharing required under the OTS grant.
ANALYSIS
DFD personnel have already explored the equipment available that meets the intended needs of the project. Hurst E3 battery-operated hydraulic rescue tools have been selected as the most appropriate tools to meet the needs of the department. These tools provide industry-leading technology and will greatly enhance DFD’s capabilities in expediting medical care of injured patients.
Once approved, a vendor will be selected using the City’s purchasing policy, and the tools will be purchased. Reimbursement of the equipment purchase will be initiated immediately upon receipt of the equipment and well within the performance period of the grant. Concurrently, all DFD operational personnel will be trained on the new equipment by the manufacturer and DFD Training Division. Full deployment will be no more than 30 days after receiving the new equipment.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action will result in an appropriation and estimated revenue increase in the amount of $55,000 to the Downey Fire Department's revenue account 14- 3-2114 and expense account 14-4-2114-0250. Per the terms of the grant award, one hundred percent expended amount will be reimbursed to the City.
OFFICE OF TRAFFIC SAFETY GRANT AWARD ACCEPTANCE
AUGUST 27, 2024
PAGE 2
3 ATTACHMENTS
Attachment A: California Office of Traffic Safety Grant Award (Number: EM-25004)
State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
EM25004
GRANT TITLE
Regional Crash Response and Extrication Improvement Pr
A
)grarrl
3. ©ErEajHEP]FIReje]
Downey From :
To:
10/01 /2024
09/30/20254.AGENCY UNIT TO ADMINISTER GRANT
Downey Fire Department
R
The city/county/regional fire agency will improve their crash response and extrication times by purchasing extrication equipment. Best practice strategies will be used to reduce the response time for the arrival of appropriate extrication equipment to traffic crash scenes and the time to extricate the victims of traffic crashes, thus increasing survivability. The grant will provide funding for new equipment and training for fire departments without extrication equipment or those that have existing equipment that has reached the end of its usable lifespan and is in need of replacement
Federal Funds Allocated Under This Agreement Shall Not Exceed: $55,000.00 TER@ AND g@181§®B8®ThMW@ree to!§bmply @[nIle terms and condltlonMW follow@ WhICh a® this reference made a part of the Agreement:
Schedule A – Problem Statement, Goals and Objectives and Method of Procedure Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable) Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable) Exhibit A – Certifications and Assurances
Exhibit B* – OTS Grant Program Manual
Exhibit C – Grant Electronic Management System (GEMS) Access •
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*Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto.
These documents can be viewed at the OTS home web page under Grants: www.ots.ca.qov .
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto Approval Sjgnatures
R
NAME: Anthony Hildebrand
TITLE: Assistant Fire Chief
EMAIL: [email protected]
PHONE: (562) 299-5463
ADDREss: 11111 Brookshire Avenue
Downey, CA 90241
B. AUTHORIZING OFFICIAL
NAME
TITLE
EMAIL.
PHONE
ADDRESS
Roger Bradley
City Manager
[email protected]
(562) 904-7284
11111 Brookshire Avenue
Downey, CA 90241
(Signature)(Date)(Signature) (Date)
C. FISCAL OFFICIAL
NAME: Stephen Hannah
TITLE: Finance Director
EMAIL: [email protected]
PHONE: (562) 904-7265
ADDREss: 11111 Brookshire Avenue
Downey, CA 90241
D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFEty
NAME: Barbara Rooney
TITLE: Director
EMAIL: [email protected]
PHONE: (916) 509-3030
ADDREss: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(Signature) (Date)(Signature)(Date)
FPPROVEFP©TaFOM
BY: htIMId
JaN M. FUNK
CITY ATrORNEY
7/30/2024 8:38:47 AM Page 1 of 15
ATTACHMENT A
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFErv SAM INFORMATION9 NAME: Carolyn Vu
ADDREss: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
SAM #:
REGISTERED
ADDRESS,
CiTY:
ZIP+4
JPBXF4648WA3
11111 Brookshire Ave
Downey
90241 -3817
10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y.CHAPTER 1 STATUTE PROJECTED
EXPENDITURES
AGREEMENT
TOTAL $55,000.00
AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above.
$55,000.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE 1 DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $55,000.00
7/30/2024 8:38:47 AM Page 2 of 15
State of California - Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
EM25004
1. PROBLEM STATEMENT
Located in Southeast Los Angeles County, the City of Downey is a vibrant urban center amidst the urban sprawl of the greater Los Angeles region. As home to nearly 1 10,000 residents (U.S Census Bureau, 2022), the diverse City of Downey is a combination of residential, commercial, and light industrial areas.
Additionally, several key sectors of critical infrastructure are present within the City. Two regional hospitals, Kaiser Permanente and Presbyterian Intercommunity Hospital, provide medical care to a significant portion of the region. The transportation sector is largely impactful on the City, as the jurisdiction is bordered on three sides by interstate highways (1-5, 1-605, and 1-105) and three state highways that intersect the city (SR19, SR90, and SR42).
As a fully independent city, Downey provides all manner of public services to its residents. Public safety is provided by Downey Police department and Downey Fire Department, both full-service agencies, providing comprehensive emergency prevention and response to the City. Responding out of four strategically located fire stations, Downey Fire Department is comprised of 63 sworn firefighters, 24 non-sworn EMTs, and support staff. Four paramedic fire engines, four rescue ambulances, a truck company, and a command vehicle make up the fleet of response apparatus. This busy department responded to 11,837 calls for service in CY2023-24. Additionally, Downey houses a regional dispatch center, a secondary PSAP that provides dispatch services to the cities of Compton, Santa Fe Springs, and Downey.
Annual increases in call volume are placing strain on existing resources and forcing innovative ways to continue serving our community. Specifically, traffic collisions around the borders of the City place the necessary resources far from the incident scenes. The vehicle extrication equipment, traditionally assigned to a truck company, is located at our headquarters station in the southwest corner of the City. While certainly appropriate, the opportunity exists to expand our service capabilities in the northern reaches of the City. In the last calendar year, Downey Fire Department responded on 224 traffic collisions throughout the City. Of these, the most significant injuries occurred at locations well outside the district housing extrication equipment. Major intersections and freeway incidents, in Districts 3 and 4, saw increased frequency of vehicle collisions as well as increased severity of injury.
Operationally, the primary function of a paramedic engine company is to provide emergency medical care to the sick and injured. Similarly, a truck company most often bears the responsibility of providing rescue, disentanglement, and extrication on the scene of major incidents. Trauma treatment protocol dictates the rapid extrication of patients from dangerous environments followed by immediate assessment and transport to definitive care. The current limiting factors in many of these instances is the response time of specialty apparatus. While indispensable on the incident scene, the truck company, located in District 1 , requires time to arrive on scene. This delay is of particular concern when critical seconds and minutes pass, awaiting the arrival of necessary equipment. Compounding the geographical challenges are the limitations of current equipment as they relate to vehicle construction. Modern design focuses on preserving the passenger compartment and is often fortified with high strength materials, exotic alloys, and that exceed the capabilities of current extrication tools. While alternative methods exist for patient removal, these practices are more time and labor intensive, further increasing total extrication time.
The population affected by the problem being discussed is very challenging to quantify. An easy answer would be to simply quote the 110,000 residents of the City. However, this would fail to account for the innumerable individuals that travel roads and highways in and near the City on a given day. The proximity to major interstates expands the potential reach of this project beyond the physical borders of the City. The near daily occurrence of traffic collisions on the roadways within the response districts of Downey Fire Department and the victims associated with them would be the ultimate beneficiaries of the project, if selected
2. PERFORMANCE MEASURES
A. Goals:
1. Reduce the number of persons killed in traffic crashes
2. Reduce the number of persons injured in traffic crashes. 7/30/2024 8:38:47 AM Page 3 of 15
Decrease the average extrication time, from the time of arrival at the crash site to transport. 3 Issue a press release announcing the kick-off of the grant by November 15. The 1 1 kick-off press releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of the release
2. Purchase and place fully equipped extrication systems in strategic locations within the jurisdiction
Train firefjghters in the use of the new equjpment.
Conduct traffic safety presentations with an effort to reach persons and communities.
5. Display the OTS funded equipment during Public Safety Fairs, community festivals and/or other Department or community events
6. Report on the number of times the grant-funded equipment is used during an extrication, provide a brief overview of the incident and indicate if the equipment was used to save a life
Decrease the average extrication time, from the time of arrival at the crash site to transport, from 00 minutes to 00 minutes
7 METHOD OF PROCEDURE
Phase 1 – Program Preparation (1“ Quarter of Grant Year) Determine specific equipment requirements
Request equipment vendor price quotation for the required equipment per host agency requirement.
Submit purchase orders to equipment vendors for purchase of the equipment A
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Media Requirements
Issue a press release approved by the OTS PIO announcing the kick-off of the grant by November 15, but no sooner than October 1 . The kick-off release must be approved by the OTS PIO and only distributed after the grant is fully signed and executed. If you are unable to meet the November 15 deadline to issue a kick-off press release, communicate reasons to your OTS grant coordinator and OTS PIO
1 1
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2 3.
B. Ma–JLog13£rAl Lr©Lo_eg (Throughout Grant Year)
Inventory the new equipment following delivery•
Disperse equipment to identified recipient agencies.
Plan a media event announcing the grant funded equipment. •
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Recipient agencies will identify training needs and objectives and coordinate instructional staff to conduct a high quality training program for their respective agency.
Recipient agencies will develop a preventive maintenance schedule for the new equipment following manufacturers’ recommendations.
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Media Requirements
The following requirements are for all grant-related activities Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at pio©}ots.ca.qov for approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
Send all Powerpoint presentations, online presentations and trainings for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Certified training courses are EXEMPT from the approval process.
The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the OTS grant coordinator.
Pre-approval is not required when using any OTS-supplied template for media advisories, press releases, social media graphics, videos or posts, or any other OTS-supplied educational material.
However, copy the OTS PIO at pio©}ots.ca.qov and your OTS grant coordinator when any material is distributed to the media and public, such as a press release, educational material, or •
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7/30/2024 8:38:47 AM Page 4 of 15
link to social media post. The OTS-supplied kick-off press release templates and any kickoff press releases are an exception to this policy and require prior approval before distribution to the media and public.
If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy to your OTS grant coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least 3 business days prior to the scheduled release date for review and approval is appreciated
Press releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are exempt from the OTS PIO approval process. The OTS PIO and your OTS grant coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc. )
Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are exempt from the PIO approval process. However, announcements and results of activities should still be copied to the OTS PIO at [email protected] and your OTS grant coordinator with embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email.
Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval. Please send to the OTS PIO at [email protected] for approval and copy your grant coordinator at least 3 business days prior to the scheduled release date
Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval
Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS grant coordinator for approval prior to the production or duplication.
Use the following standard language in all press, media, and printed materials, space permitting:
Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration.
Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult your OTS grant coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.
Email the OTS PIO at [email protected] and copy your OTS grant coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so OTS has sufficient notice to arrange for attendance and/or participation in the event.
If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grant- related event or program. Media and program highlights are to be reflected in QPRs.
Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received OTS PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and OTS Grants Media Approval Process FAQs on the OTS website.
Contact the OTS PIO or your OTS grant coordinator for consultation when changes from any of the above requirements might be warranted.
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C. Phase 3 – Data Collection & Re2orting (Throughout Grant Year)
1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)
2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
7/30/2024 8:38:47 AM Page 5 of 15
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Collect and report quarterly, appropriate data that supports the progress of goals and objectives.
Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments
Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities
Collect, analyze and report statistical data relating to the grant goals and objectives.
4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant's accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed
5. ADMINI©IMIMUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.
7/30/2024 8:38:47 AM Page 6 of 15
State of California - Office of Traffic Safety
GRANT AGREEMENT
Schedule B
GRANT NUMBER
EM25004
FUND NUMBER
402EM-25
CATALOG
NUMBER (CFDA
20.600
FuND DEscRIPTION
State and Community Highway
Safety
ToTAL AMouNT
$55,000.00
coWEGORY FuND
NUMBER
N
RATE
TOTAL COST TO
GRANT
IE OSTS
Straight Time
Overtime
$0.00
$0.00
$0.00Category Sub-Total
bR FENSES
$0.00
WO
$0.00Category Sub-Total
EO SERVICES
$0.00
$0.00Category Sub-Total
D. EQUIPMENT
Fully Equipped Extrication S
Category Sub-Total
F6ThmiFFosTS
'stem 0 0 $55,000.09
$55,000.00
$0.00
$0.00Category Sub-Total
F-mR=c COSTS
$0.00
$0.00Category Sub-Total
GRANT TOTAL $55,000.00
7/30/2024 8:38:47 AM Page 7 of 15
State of California - Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
EM25004
BUDGET NARRATIVE
PERSONNEL COSTS
TRAVEL EXPENSES
CONTRACTUAL SERVICES
EQUIPMENT
Fully Equipped Extrication System - Fully equipped extrication systems are generally comprised of a hydraulic pump, fluid, hoses, control valves, and hydraulically actuated spreaders and cutters used primarily for vehicle extrication incidents as well as edraulic tools. It includes every piece of extrication equipment, modifications, attachments, accessories, and auxiliary apparatus necessary to make it usable for the urpose it was acquired, and costs $5,000 or more (including tax, shipping, and installation).
OTHER DIRECT COSTS
INDIRECT COSTS
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant 7/30/2024 8:38:47 AM Page 8 of 15
State of California - Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
EM25004
Certifications and Assurances for Fiscal Year 2024 Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117-58) The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding. Applicable provisions include, but are not limited to, the following:
GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to •
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23 U.S.C. Chapter 4–Highway Safety Act of 1 966, as amended; Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 1 17-58; 23 CFR part 1300–Uniform Procedures for State Highway Safety Grant Programs; 2 CFR part 200–Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
2 CFR part 1201–Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
NONDISCRIMINATION
(applies to all subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to •
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Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d ef seq. , 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
49 CFR part 21 (entitled Non-discrimination in Federally-Assisted Programs of the Department of Transportation–Effectuation of Title Vl of the Civil Rights Act of 1 964)-, 28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964); The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601 ), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
Federal-Aid Highway Act of 1 973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as arnended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex); Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 ef seq.) , as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 ef seq.) , (prohibits discrimination on the basis of age);
The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1 975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federally- funded or not);
Titles // and III of the AmerIcans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38; Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations (preventing discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations);
Executive Order 1 3166, Improving Access to Services for Persons with Limited English Proficiency (requiring that recipients of Federal financial assistance provide meaningful access for applicants and beneficiaries who have limited English proficiency (LEP));
Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities through the Federal Government (advancing equity across the Federal Government); and Executive Order 13988, Preventing and Combating Discrimination on the Basis of Gender Identity or Sexual Orientation (clarifying that sex discrimination includes discrimination on the grounds of gender identity or sexual orientation)
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7/30/2024 8:38:47 AM Page 9 of 15
The preceding statutory and regulatory cites hereinafter are referred to as the "Acts" and “Regulations,” respectively.
GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.” The Civil Rights Restoration Act of 1987 clarified the original intent of Congress. with respect to Title VI of the Civil Rights Act of 1 964 and other non-discrimination requirements (the Age Discrimination Act of 1 975, and Section 504 of the Rehabilitation Act of 1 973), by restoring the broad. institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted
SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance. the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program
1. The Recipient agrees that each “activity,” “facility," or "program,” as defined in g 21 .23(b) and (c) of 49 CFR part 21 will be (with regard to an “activity") facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a "program”) conducted in compliance with all requirements imposed by. or pursuant to the Acts and the Regulations
2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source “The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 200C)d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”
3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT Order I050.2A) in every contract or agreement subject to the Acts and the Regulations
4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property. structures, use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith
6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property
7, That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties
for the subsequent transfer of real property acquired or improved under the applicable activity, project. or program; and
for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program a
8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
the period during which the property is used for a purpose for which the Federal financial assistance isa extended, or for another purpose involving the provision of similar services or benefits; or b. the period during which the Recipient retains ownership or possession of the property
9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance 7/30/2024 8:38:47 AM
b.
By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any sub-recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.
The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees. successors in interest, and any other participants in the Highway Safety Grant Program, The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.
THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:
1. The dangers of drug abuse in the workplace;
2. The grantee's policy of maintaining a drug-free workplace; Any available drug counseling, rehabilitation, and employee assistance programs; The penalties that may be imposed upon employees for drug violations occurring in the workplace; Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a);
Notifying the employee in the statement required by paragraph (a) that. as a condition of employment under the grant, the employee will–
1. Abide by the terms of the statement;
2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction;
Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted–
1. Taking appropriate personnel action against such an employee, up to and including termination:
2, Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State. or local health, law enforcement, or other appropriate agency;
Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above
3 4
5. C.
d,
e.
POLITICAL ACTIVITY (HATCH ACT)
(applies to all subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.
CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to all subrecipients as well as States)
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:
1 No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract. grant. loan, or cooperative agreement; 7/30/2024 8:38:47 AM Page 11 of 15
2 If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress. an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract. grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying," in accordance with its instructions;
The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly 3 This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S, Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure
RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities. with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to all subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES) By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200 The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary Her participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction
The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification. in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment
The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances, The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations
The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.
The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled "Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion–Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200
A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or 2,
3 4.
5 6.
7,
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otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://Www.sam.gov/}
Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business 9 dealings
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed fordebarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government. the department or agency may terminate the transaction for cause or default.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS–
PRIMARY TIER COVERED TRANSACTIONS
1 The prospective primary tier participant certifies to the best of its knowledge and belief, that it and its principals
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency; b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1 )(b) of this certification: and
Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default, Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal d
2 INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION 1 2
By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations
The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4. debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated
The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Instructions for Lower Tier Participant Certification" including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion–Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200 A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4. debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or 3 4
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otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants. each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.govA
Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings
Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9,4, suspended. debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment. 8 9
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION–
LOWER TIER COVERED TRANSACTIONS
1. 2.
The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible. or voluntarily excluded from participating in covered transactions by any Federal department or agency Where the prospective lower tier participant is unable to certify to any of the statements in this certification. such prospective participant shall attach an explanation to this proposal
BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation
CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)
GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making. accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein. has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:
The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a, The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct
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DISCLOSURE REQUIREMENTS
No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy 1 2
3 The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict, NHTSA will review the disclosure and may require additional relevant information from the recipient, if a conflict of interest is found to exist. NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.
Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to all subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists
POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States. dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for as employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org . The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references
POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513. Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving. including pOlicies to ban text messaging while driving company- owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving 7/30/2024 8:38:47 AM Page 15 of 15