Staff Contact Kanika Kith, City Manager
M AYOR JOEL F AJARDO
VICE M AYOR VICTORIA G ARCIA
C OUNCILMEMBER M ARY M ENDOZA
C OUNCILMEMBER M ARY SOLORIO
C OUNCILMEMBER PATTY L OPEZ
7+
C ITY OF SAN F ERNANDO
C ITY C OUNCIL
M EETING AGENDA
SPECIAL M EETING – 5:00 PM
R EGULAR M EETING – 6:00 PM
M ON DAY , F EBRUARY 2, 2026
C ITY H ALL C OUNCIL C HAMBERS
117 M ACNEIL S TREET
SAN F ERNANDO , C A 91340
Please visit the City’s YouTube channel to live stream and watch previously recorded City Council meetings, which is also available with Spanish subtitles at:
https://www.youtube.com/c/CityOfSanFernando
In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification/accommodation to attend or participate in this meeting, including in-person translation services, or other services please call the City Clerk Department at (818) 898-1204 or email at [email protected] at least 2 business days prior to the meeting.
SPECIAL MEETING - PUBLIC PARTICIPATION OPTIONS
WATCH THE MEETING
Live stream with audio and video, via YouTube, at: https://www.youtube.com/c/CityOfSanFernando
SUBMIT PUBLIC COMMENT IN PERSON
Members of the public may provide comments in person in the City Council Chambers during the Public Comments section of the Agenda by submitting a comment card to the City Clerk.
SUBMIT PUBLIC COMMENT VIA EMAIL
Members of the public may submit comments by email to [email protected] no later than 12:00 p.m. the day of the meeting, to ensure distribution to the City Council prior to consideration of the agenda. Comments received via email will be distributed to the City Council and made part of the official public record of the meeting.
CALL-IN TO PROVIDE PUBLIC COMMENT LIVE DURING THE SPECIAL MEETING Members of the public may call-in at 5:00 p.m.. Comments will be heard in the order received, and limited to three minutes. If necessary, the call-in period may be extended by the Mayor. Note: This is audio only and no video.
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
Call-in Telephone Number: (669) 900-6833
Meeting ID: 852 3763 3366
Passcode: 138302
When connecting to the Zoom meeting to speak, you will be placed in a virtual “waiting area,” with your audio disabled. When it is your turn to speak, you will be identified by announcing the last four digits of your telephone number. To unmute press *6 on your phone and begin your comment.
CALL TO ORDER - SPECIAL MEETING 5:00 P.M. (CLOSED SESSION)
ROLL CALL
TELECONFERENCING REQUESTS/DISCLOSURE
APPROVAL OF SPECIAL MEETING AGENDA (CLOSED SESSION)
PUBLIC STATEMENTS FOR SPECIAL MEETING (CLOSED SESSION)
There will be a three (3) minute limitation for each member of the audience who wishes to make comments relating to City Business. Anyone wishing to speak, please fill out the blue form located at the Council Chambers entrance and submit it to the City Clerk. When addressing the City Council, please speak into the microphone and voluntarily state your name and address.
RECESS TO CLOSED SESSION
A) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(1) - EXISTING
LITIGATION
CASE NAME: BRAND ESTATES, LLC V. CITY OF SAN FERNANDO
LACSC CASE NO.: 25STCP02636
B) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(2) AND 54956.9(E)(1) - ANTICIPATED LITIGATION
One (1) matter
C) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(4) - INITIATION OF
LITIGATION
One (1) matter
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
REGULAR MEETING - PUBLIC PARTICIPATION OPTIONS
WATCH THE MEETING
Live stream with audio and video, via YouTube, at: https://www.youtube.com/c/CityOfSanFernando
SUBMIT PUBLIC COMMENT IN PERSON
Members of the public may provide comments in person in the City Council Chambers during the Public Comments section of the Agenda by submitting a comment card to the City Clerk.
SUBMIT PUBLIC COMMENT VIA EMAIL
Members of the public may submit comments by email to [email protected] no later than 12:00 p.m. the day of the meeting, to ensure distribution to the City Council prior to consideration of the agenda. Comments received via email will be distributed to the City Council and made part of the official public record of the meeting.
CALL-IN TO PROVIDE PUBLIC COMMENT LIVE DURING THE REGULAR MEETING Members of the public may call-in between 6:00 p.m. and 6:15 p.m. Comments will be heard in the order received, and limited to three minutes. If necessary, the call-in period may be extended by the Mayor. Note: This is audio only and no video.
Call-in Telephone Number: (669) 900-6833
Meeting ID: 833 6022 0211
Passcode: 924965
When connecting to the Zoom meeting to speak, you will be placed in a virtual “waiting area,” with your audio disabled. When it is your turn to speak, you will be identified by announcing the last four digits of your telephone number. To unmute press *6 on your phone and begin your comment.
CALL TO ORDER - REGULAR MEETING 6:00 P.M. (OPEN SESSION)
ROLL CALL
TELECONFERENCING REQUESTS/DISCLOSURE
Recommend consideration of requests received for remote teleconference meeting participation made by members of the City’s legislative bodies, as permitted under the provisions of Assembly Bill (AB) 2449, Government Code Section 54953, and the City of San Fernando adopted Resolution No. 8215, effective March 1, 2023.
PLEDGE OF ALLEGIANCE
Led by City Clerk Julia Fritz
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
APPROVAL OF REGULAR MEETING AGENDA
Recommend that the City Council approve the agenda as presented and move that all ordinances presented tonight be read in title only as authorized under Government Code Section 36934.
DECORUM AND ORDER
The City Council, elected by the public, must be free to discuss issues confronting the City in an orderly environment. Members of the public attending City Council meetings shall observe the same rules of order and decorum applicable to the City Council (SF Procedural Manual). Any person making impertinent derogatory or slanderous remarks or who becomes boisterous while addressing the City Council or while attending the City Council meeting, may be removed from the room if the Presiding Officer so directs the sergeant-at-arms and such person may be barred from further audience before the City Council.
PUBLIC STATEMENTS
Members of the public may provide comments in person in the City Council Chambers during the Public Comments section of the Agenda by submitting a comment card to the City Clerk.
Members of the public may submit comments by email to [email protected] no later than 12:00 p.m. the day of the meeting to ensure distribution to the City Council and made part of the official public record of the meeting.
Members of the public may provide a live public comment by calling in between 6:00 p.m. and 6:15 p.m. CALL-IN INFORMATION: Telephone Number: (669) 900-6833; Meeting ID: 833 6022 0211; Passcode: 924965.
CONSENT CALENDAR
Items on the Consent Calendar are considered routine and may be disposed of by a single motion to adopt staff recommendation. If the City Council wishes to discuss any item, it should first be removed from the Consent Calendar.
1) CONSIDERATION TO APPROVE CITY COUNCIL MEETING MINUTES:
a. July 28, 2025 Special CC Meeting c. January 5, 2026 Special & Regular CC Meeting
b. October 27, 2025 Special CC Meeting
2) CONSIDERATION TO ADOPT A RESOLUTION APPROVING THE WARRANT REGISTER Recommend that the City Council adopt Resolution No. 26-021 approving the Warrant Register. 3) RECEIVE AND FILE STATUS UPDATES FOR CITY PROJECTS AND CITY COUNCIL PRIORITIES February 2, 2026 Special & Regular CC Mtg Page 4 of 506
SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
Recommend that the City Council receive and file the status report for FY 2025-2026 City Projects and City Council Priorities, and provide direction, as appropriate. 4) CONSIDERATION TO AUTHORIZE SUBMITTAL OF A GRANT APPLICATION TO THE CALIFORNIA
OFFICE OF TRAFFIC SAFETY NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION TO
SUPPORT SELECTIVE TRAFFIC ENFORCEMENT DETAILS
Recommend that the City Council authorize the preparation and submittal of the National Highway Traffic Safety Administration Grant application for an amount up to $200,000 from the California Office of Traffic Safety to support selective Traffic Enforcement details. 5) CONSIDERATION TO AWARD A PROFESSIONAL SERVICES AGREEMENT TO MARIPOSA LANDSCAPING INC. FOR WATER FACILITIES AND CITY EASEMENT LANDSCAPE SERVICES Recommend that the City Council:
a. Award a Professional Services Agreement to Mariposa Landscaping Inc. (Contract No. 2472) for Water Facilities and City Easement Landscape Services, at an initial not-to-exceed rate of $43,080 with annual consumer price index adjustments up to a three percent increase based on current CPI increase, for a term of three years with two optional 1-year extensions;
b. Authorize the City Manager to approve a contingency amount not to exceed $6,462 (approximately 15% of the contract amount) for any unforeseen or additional related services; and
c. Authorize the City Manager, or designee, to make non-substantive changes and execute the agreement and all related documents.
6) CONSIDERATION TO APPROVE A BUSINESS LICENSE PERMIT FOR PEARL DAY SPA, A MASSAGE PARLOR LOCATED AT 2035 GLENOAKS BOULEVARD, PURSUANT TO SAN FERNANDO MUNICIPAL CODE SECTION 22-215
Recommend that the City Council approve a Business License Permit for Pearl Day Spa to conduct business for the 2026 calendar year as a massage parlor at 2035 Glenoaks Boulevard, pursuant to San Fernando Municipal Code Section 22-215.
ADMINISTRATIVE REPORTS
7) DISCUSSION AND CONSIDERATION TO APPROVE A REIMBURSEMENT REQUEST OF $12,293.36 FROM THE MALL ASSOCIATION FOR MARKETING SERVICES PROVIDED BY YEAH,
WE GET IT
Recommend that the City Council:
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
a. Approve Reimbursement Request No. 2 in the amount of $12,293.36 from the Mall Association for marketing services provided by Yeah, We Get It, in accordance with the agreement between the City and the Mall Association (Contract No. 768,); and b. Authorize the City Manager to issue payment directly to Yeah, We Get It. 8) DISCUSSION AND CONSIDERATION TO APPROVE CO-SPONSORSHIP AND USE OF THE CITY
SEAL WITH IGNITE THE LIGHT OF HOPE FOUNDATION FOR FOOD DISTRIBUTIONS Recommend that the City Council:
a. Approve Co-Sponsorship of food distribution events hosted by Ignite the Light of Hope Foundation to support food security and community well-being through the San Fernando Together Initiative;
b. Approve the use of the City seal on print material and social media pursuant to City Council Ordinance No. 1724; and
c. Continue the consideration of a Memorandum of Understanding with ITLH to continue food distributions through an amended scope, and to provide related fundraising support to a future City Council meeting date.
9) DISCUSSION AND CONSIDERATION TO APPROVE THE 2026 LEGISLATIVE PLATFORM AND
LEGISLATIVE APPROPRIATION REQUESTS
Recommend that the City Council:
a. Review and approve the 2026 Legislative Platform;
b. Review and approve or approve with modification of the 2026 Legislative Appropriation Requests; and
c. Authorize the City Manager to take certain related actions as provided Legislative Advocacy Policy and submit appropriation requests on behalf of the City. 10) RECEIVE AND FILE A PRESENTATION AND STATUS UPDATES ON CITY BEAUTIFICATION
EFFORTS
Recommend that the City Council:
a. File and Receive a presentation and status updates on City Beautification Efforts; and b. Provide direction to staff, as necessary.
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
11) DISCUSSION AND CONSIDERATION OF ORGANIZING AN ALL-CITIES CANDLE VIGIL TO HONOR
LIVES LOST IN FEDERAL IMMIGRATION ENFORCEMENT INCIDENTS This item was agendized by Councilmember Mary Solorio.
City Council discussion to provide staff direction to recommend authorizing the organization of an all-cities candlelight vigil to honor the lives lost in federal immigration enforcement incidents, including the deaths of Renee Good and Alex Pretti. Designate an appropriate time, date, and location for the vigil, with logistical support from city departments (Public Works, Police, and Parks & Recreation as applicable). Ensure coordination with community organizations, faith leaders, and civic groups to promote broad participation and to emphasize the vigil’s focus on unity, remembrance, and shared mourning. Provide direction to staff to develop event guidelines that ensure safety, accessibility, and respect for all participants while maintaining neutrality regarding public policy positions. 12) DISCUSSION AND TO PROVIDE STAFF WITH DIRECTION REGARDING DREAMERS SERVING
THEIR COMMUNITY AND REVIEW OF STATE PROPOSALS LIMITING ICE PERSONNEL FROM
GOVERNMENT EMPLOYMENT
This item was agendized by Mayor Joel Fajardo.
City Council discussion to provide staff direction regarding:
a. Reaffirm prior City Council direction to staff to return with an ordinance amending City commission eligibility requirements to allow Dreamers to serve as commissioners; and b. Further analysis or discussion of state-level proposals limiting eligibility of certain ICE personnel for government employment.
13) DISCUSSION REGARDING SAN FERNANDO CHRISTMAS PARADE 2026 – A CELEBRATION OF
COMMUNITY & HOLIDAY SPIRIT
This item was agendized by Councilmember Patty Lopez.
City Council discussion to provide staff direct the City Administration to evaluate the feasibility, logistics, and estimated costs of the proposed San Fernando Christmas Parade 2026, in collaboration with Organización Emprende, and report back to the City Council with findings and recommendations.
14) DISCUSSION AND CONSIDERATION OF A MOTION TO DRAFT AND SEND A LETTER TO
CONGRESSIONAL REPRESENTATIVES AND FEDERAL LEGISLATORS URGING REASSESSMENT OF INCREASED FUNDING FOR U.S. IMMIGRATION AND CUSTOMS ENFORCEMENT (ICE) DUE TO
RECENT USE-OF-FORCE INCIDENTS AND THEIR CONSEQUENCES
This item was agendized by Councilmember Mary Solorio.
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SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
City Council discussion to provide staff direction to authorize the preparation of a formal letter from the City of San Fernando to the City’s Congressional representatives and appropriate federal legislators against proposed increases in funding for ICE enforcement operations. 15) DISCUSSION AND CONSIDERATION OF A MOTION TO IMPLEMENT A COMPREHENSIVE VOTER
EDUCATION AND OUTREACH CAMPAIGN REGARDING THE CHANGE IN MUNICIPAL ELECTION DATE FROM NOVEMBER 2026 TO JUNE 2026
This item was agendized by Councilmember Mary Solorio.
City Council discussion to provide staff with direction to develop and implement a comprehensive, non-partisan voter education and outreach campaign to inform residents of the City of San Fernando of the change in the municipal election date from November 2026 to June 2, 2026, and to provide clear, accurate information regarding voting requirements, voting options, polling locations, and voting timelines. Coordinate all voter education materials with the Los Angeles County Registrar-Recorder/County Clerk to ensure accuracy and compliance with County and State election guidelines. Utilize multiple outreach methods, including a citywide informational mailer, City website updates, official City social media platforms, and community outreach channels. Return to Council with a report outlining the outreach timeline, materials.
16) DISCUSSION AND CONSIDERATION REGARDING A COMPASSIONATE CITY RESOLUTION This item was agendized by Vice Mayor Victoria Garcia.
City Council discussion and any related necessary action regarding designating the City of San Fernando as a "Compassionate City."
17) DISCUSSION AND CONSIDERATION OF ESTABLISHING A FARMERS MARKET IN THE CITY OF
SAN FERNANDO
This item was agendized by Councilmember Mary Mendoza.
City Council discussion on the potential establishment of a farmers market in the City of San Fernando and provide direction regarding next steps, which may include:
a. Referring the item to the Mall Ad Hoc for review and recommendations, and/or b. Establishing an ad hoc committee to further evaluate the feasibility and structure of a farmers market, and/or
c. Providing direction to staff regarding appropriate next steps.
STAFF COMMUNICATION INCLUDING COMMISSION UPDATES
GENERAL CITY COUNCIL/BOARD MEMBER COMMENTS AND LIAISON UPDATES February 2, 2026 Special & Regular CC Mtg Page 8 of 506
SAN FERNANDO CITY COUNCIL
Special and Regular Meeting Notice and Agenda – February 2, 2026
ADJOURNMENT The meeting will adjourn to the next Regular Meeting on February 17, 2026.
AFFIDAVIT OF POSTING
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting.
Dated: _________________ at: ____________
Signed By: _____________________________
Agendas and complete Agenda Packets (including staff reports and exhibits related to each item) are posted on the City’s `Internet website www.sanfernando.gov. These are also available for public reviewing prior to a meeting in the City Clerk Department. Any public writings distributed by the City Council to at least a majority of the Councilmembers regarding any item on this regular meeting agenda will also be made available at the City Clerk Department at City Hall located at 117 Macneil Street, San Fernando, CA, 91340 during normal business hours. In addition, the City may also post such documents on the City’s website at www.sanfernando.gov. In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification/accommodation to attend or participate in this meeting, including auxiliary aids or services please call the City Clerk Department at (818) 898-1204 or [email protected] at least 48 hours prior to the meeting.
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CITY OF SAN FERNANDO
CITY COUNCIL
MINUTES
COMMUNITY RECOGNITION CELEBRATION EVENT
SPECIAL MEETING – 6:00 P.M.
MONDAY, JULY 28, 2025
CITY HALL COUNCIL CHAMBERS
117 MACNEIL STREET
SAN FERNANDO, CALIFORNIA 91340
CALL TO ORDER/ROLL CALL – SPECIAL MEETING 6:00 P.M.
Mayor Mary Mendoza called the Special Meeting to order at 6:04 p.m.
Present:
Council: Mayor Mary Mendoza, Vice Mayor Mary Solorio and Councilmembers Joel Fajardo, Victoria Garcia, and Patty Lopez
Staff: Interim City Manager Kanika Kith, Chief of Police Fabian Valdez, Director of Administrative Services Erica Melton, Director of Public Works Wendell Johnson, Director of Recreation and Community Services Julio Salcedo, Interim Director of Community Development Ron Garcia and City Clerk Julia Fritz
Absent: None
PLEDGE OF ALLEGIANCE
Led by 205th Battalion of the California Cadet Corps from Pacoima Middle School
PRESENTATIONS
A. PRESENTATION OF A CERTIFICATE OF RECOGNITION OF THE MARIACHI MASTER APPRENTICE
PROGRAM AND MARIACHI TESORO DE SAN FERNANDO FOR REPRESENTING SAN FERNANDO AT THE 2025 SMITHSONIAN FOLKLIFE FESTIVAL
B. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO RYDELL CHRYSLER DODGE JEEP RAM
SAN FERNANDO FOR OUTSTANDING BUSINESS PRACTICES AND COMMUNITY COMMITMENT
IN THE CITY OF SAN FERNANDO
C. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO THE HROUNDAS FAMILY, FORMER
OWNERS OF JAMES RESTAURANT, FOR THEIR CONTRIBUTIONS TO THE COMMUNITY February 2, 2026 Special & Regular CC Mtg Page 17 of 506
SAN FERNANDO CITY COUNCIL
MINUTES – Special Meeting July 28, 2025
D. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO GABBY AND VICTOR LINARES,
CURRENT OWNERS OF JAMES RESTAURANT, FOR THEIR CONTRIBUTIONS TO THE
COMMUNITY
E. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO TORTILLERIA LA CORONA FOR THEIR
CONTRIBUTIONS TO THE COMMUNITY
F. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO J. JAVIER PEREZ FOR OUTSTANDING
LEADERSHIP, MENTORSHIP, AND DEDICATION TO THE DEVELOPMENT OF YOUNG CADETS AT
PACOIMA MIDDLE SCHOOL
G. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO MARTHA E. SALAZAR FOR 50 YEARS
OF DEDICATED SERVICE AT ANTHONY INTERNATIONAL AND HER LIFELONG CONNECTION TO
THE CITY OF SAN FERNANDO
H. PRESENTATION OF CERTIFICATE OF RECOGNITION TO RETIRED LOS ANGELES UNIFIED
SCHOOL DISTRICT SCHOOL ADMINISTRATIVE ASSISTANT AT SAN FERNANDO ELEMENTARY
SCHOOL ANGELA STOILOFF
I. PRESENTATION OF CERTIFICATE OF RECOGNITION TO RETIRED LOS ANGELES UNIFIED
SCHOOL DISTRICT OFFICE TECHNICIAN AT SAN FERNANDO ELEMENTARY SCHOOL SUSANNE
HERNANDEZ
J. PRESENTATION OF CERTIFICATES OF RECOGNITION TO IGNITE THE LIGHT VOLUNTEERS FOR
THEIR CONTRIBUTIONS TO THE COMMUNITY
K. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO CASSELL’S MUSIC AND ITS’ LONGTIME OWNER ED INTAGLIATA FOR CONTRIBUTIONS TO THE COMMUNITY L. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO JIM’S WESTERN WEAR FOR THEIR
CONTRIBUTIONS TO THE COMMUNITY
M. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO TITAN FITNESS 360 / CAMP LEON
FITNESS FOR THEIR CONTRIBUTIONS TO THE COMMUNITY
N. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO BEATRIZ MEDRANO FOR HER
LEADERSHIP AND CONTRIBUTIONS TO THE COMMUNITY
O. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO GIGI ESCOBAR FOR HER
CONTRIBUTIONS TO THE ARTS AND COMMUNITY ENGAGEMENT IN THE COMMUNITY P. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO GUSTAVO VII FOR A LIFETIME OF
CULTURAL AND ARTISTIC CONTRIBUTIONS IN THE COMMUNITY
Q. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO LALO GARCIA FOR HIS OUTSTANDING
CONTRIBUTIONS TO ARTS, CULTURE AND TO THE COMMUNITY
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SAN FERNANDO CITY COUNCIL
MINUTES – Special Meeting July 28, 2025
R. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO SALVADOR RODRIGUEZ FOR ARTISTIC
AND COMMUNITY CONTRIBUTIONS
S. PRESENTATION OF CERTIFICATES OF RECOGNITION TO BUSINESSES FOR FOSTERING
BUSINESS EXCELLENCE BY DEMONSTRATING OUTSTANDING COMMITMENT TO
MAINTAINING CODE COMPLIANCE AND SUPPORTING COMMUNITY STANDARDS T. PRESENTATIONS OF CERTIFICATES OF RECOGNITION TO EMPLOYEES THAT COMPLETED THE CITY OF SAN FERNANDO LEADERSHIP ACADEMY 2025
The City Council expressed congratulations to all recipients and thanked them for their service and contributions to the community.
ADJOURNMENT (7:56 p.m.)
Mayor Mendoza adjourned the special meeting to the next regular meeting.
I do hereby certify that the foregoing is a true and
correct copy of the minutes of the July 28, 2025, special meeting and approved by the San Fernando City
Council at the meeting of ________________.
_________________________________________
Julia Fritz, CMC
City Clerk
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CITY OF SAN FERNANDO
CITY COUNCIL
MINUTES
COMMUNITY RECOGNITION CELEBRATION EVENT
SPECIAL MEETING – 6:00 P.M.
MONDAY, OCTOBER 27, 2025
CITY HALL COUNCIL CHAMBERS
117 MACNEIL STREET
SAN FERNANDO, CALIFORNIA 91340
CALL TO ORDER/ROLL CALL – SPECIAL MEETING 6:00 P.M.
Mayor Mary Mendoza called the Special Meeting to order at 6:04 p.m.
Present:
Council: Mayor Mary Mendoza, Vice Mayor Mary Solorio and Councilmembers Joel Fajardo, Victoria Garcia, and Patty Lopez
Staff: Interim City Manager Kanika Kith, Chief of Police Fabian Valdez, Director of Administrative Services Erica Melton, Director of Recreation and Community Services Julio Salcedo, Interim Director of Community Development Ron Garcia and City Clerk Julia Fritz
Absent: None
PLEDGE OF ALLEGIANCE
Led by 205th Battalion of the California Cadet Corps from Pacoima Middle School
PRESENTATIONS
A. PRESENTATION OF CERTIFICATES OF RECOGNITION TO PARTICIPANTS IN THE CITY OF SAN FERNANDO’S ANNUAL EL GRITO CELEBRATION
B. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO PLANNING AND PRESERVATION
COMMISSIONER CECILIA MARTINEZ FOR HER SERVICE TO THE CITY OF SAN FERNANDO AND
TO THE COMMUNITY
C. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO SOMOS FAMILIA VALLE PRESIDENT
KEVIN PEREZ FOR CONTRIBUTIONS TO THE COMMUNITY
D. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO MAGALY COLELLI FOR
CONTRIBUTIONS TO THE COMMUNITY
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SAN FERNANDO CITY COUNCIL
MINUTES – Special Meeting October 27, 2025
E. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO VERONICA CERVACIO FOR
CONTRIBUTIONS TO THE COMMUNITY
F. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO FOUNDER OF THE BREWLINE MEN'S
FELLOWSHIP IN SAN FERNANDO GEORGE HERNANDEZ FOR CONTRIBUTIONS TO THE
COMMUNITY
G. PRESENTATION OF A CERTIFICATE OF RECOGNITION TO VFW POST 3834 FOR
CONTRIBUTIONS TO THE COMMUNITY
H. PRESENTATION OF CERTIFICATE OF RECOGNITION TO WING STOP GENERAL MANAGER JOSE
RIVERA FOR CONTRIBUTIONS TO THE COMMUNITY
I. PRESENTATION OF CERTIFICATE OF RECOGNITION TO MARTINEZ INCOME TAX & ASSOCIATES
OWNER VICTOR MARTINEZ FOR CONTRIBUTIONS TO THE COMMUNITY J. PRESENTATION OF CERTIFICATES OF PROCLAMATION TO SEGUROS SIN FRONTERAS OWNER
BALTAZAR MARTINEZ FOR CONTRIBUTIONS TO THE COMMUNITY
K. PRESENTATION OF CERTIFICATES OF RECOGNITION TO BUSINESSES FOR FOSTERING
BUSINESS EXCELLENCE BY DEMONSTRATING OUTSTANDING COMMITMENT TO
MAINTAINING CODE COMPLIANCE AND SUPPORTING COMMUNITY STANDARDS L. PRESENTATION OF CERTIFICATES OF RECOGNITION TO SPONSERS FOR THE SAN FERNANDO LAW ENFORCEMENT POST 521 FUNDRAISING DANCE
M. PRESENTATION OF CERTIFICATES OF RECOGNITION TO EMPOWER SAN FERNANDO
ENTREPRENEURSHIP ACADEMY INSTRUCTOR AND PARTICIPANTS
The City Council expressed congratulations to all recipients and thanked them for their service and contributions to the community.
ADJOURNMENT (7:44 p.m.)
Mayor Mendoza adjourned the special meeting to the next regular meeting.
I do hereby certify that the foregoing is a true and
correct copy of the minutes of the October 27, 2025,
special meeting and approved by the San Fernando
City Council at the meeting of ________________.
_________________________________________
Julia Fritz, CMC
City Clerk
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CITY OF SAN FERNANDO
CITY COUNCIL
MINUTES
SPECIAL MEETING – 5:00 P.M
REGULAR MEETING – 6:00 P.M.
MONDAY, JANUARY 5, 2026
CITY HALL COUNCIL CHAMBERS REMOTE PARTICIPATION
117 MACNEIL STREET VICE MAYOR VICTIORIA GARCIA
SAN FERNANDO, CALIFORNIA 91340 SHERATON GRAND SACRAMENTO HOTEL 1230 J. STREET, SACRAMENTO, CA 95814
CALL TO ORDER/ROLL CALL – SPECIAL MEETING 5:00 P.M. (CLOSED SESSION) Mayor Joel Fajardo called the Special Meeting to order at 5:00 p.m.
Present:
Council: Mayor Joel Fajardo, Vice Mayor Victoria Garcia (Remote Teleconference) and Councilmembers Mary Mendoza, Mary Solorio, and Patty Lopez Staff: City Manager Kanika Kith (Remote Teleconference) and City Attorney Richard Padilla
Absent: None
APPROVAL OF AGENDA
Motion by Mayor Fajardo, seconded by Councilmember Solorio to approve the agenda as presented. The motion carried, unanimously.
PUBLIC STATEMENTS None
RECESS TO CLOSED SESSION (5:01 P.M.)
By consensus, Councilmembers recessed to Closed Session.
A) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(2) AND 54956.9(E)(1) - ANTICIPATED LITIGATION
One (1) matter
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
B) CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D)(2) - ANTICIPATED
LITIGATION
One (1) matter
RECONVENED FROM SPECIAL MEETING AND REPORT OUT FROM CLOSED SESSION City Attorney Padilla noted that Vice Mayor Garcia participated remotely and was present for the entire Closed Session meeting and further noted that the City Council will be adjourning tonight’s meeting back into Closed Session at the conclusion of the regular meeting.
CALL TO ORDER/ROLL CALL – REGULAR MEETING 6:00 P.M. (OPEN SESSION) Mayor Joel Fajardo called the regular meeting to order at 6:11 p.m.
Present: Council: Mayor Joel Fajardo, Vice Mayor Victoria Garcia (Remote participation) and Councilmembers Mary Mendoza, Mary Solorio, and Patty Lopez Staff: City Manager Kanika Kith (Remote participation), City Attorney Richard Padilla, Police Chief Fabian Valdez, Director of Administrative Services Erica Melton, Director of Recreation and Community Services Julio Salcedo, Interim Director of Public Works Bill Evans, Director of Community Development Ron Garcia, and City Clerk Julia Fritz
Absent: None
TELECONFERENCING REQUESTS/DISCLOSURE None
PLEDGE OF ALLEGIANCE
Led by City Clerk Julia Fritz
APPROVAL OF AGENDA
Motion by Mayor Fajardo, seconded by Councilmember Solorio to approve the agenda, as amended. The motion carried, unanimously.
PRESENTATIONS
A. PRESENTATION AND UPDATE FROM METROPOLITAN WATER DISTRICT BOARD CHAIR ADAN ORTEGA
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
B. PRESENTATION OF A CERTIFICATE OF PROCLAMATION DECLARING JANUARY 19, 2026, AS CINDY MONTAÑEZ DAY
PUBLIC STATEMENTS
Natasha Sanchez Brooks Founder of Yeah, We Get It spoke in support of Agenda Item No. 11.
Elizabeth Sanchez Co-Founder of Yeah, We Get It spoke in support of Agenda Item No. 11.
David Aquirre owner of No Sabo Café expressed his concerns regarding the lack of support from the city to unify local businesses in the Downtown area.
Yolanda Haro thanked the City Council and spoke in favor of the recently installed Downtown lighting and for bringing the Foodzilla event to the city.
CONSENT CALENDAR
Councilmember Lopez requested to pull Item No. 9 for discussion.
City Attorney Padilla stated that Item No. 11 would be continued to the next City Council meeting.
Councilmember Mendoza noted she would recuse herself from Item No. 9 due to the proximity of her home to the project.
Vice Mayor Garcia requested to pull Item No. 3, 5 and 10 for discussion.
Motion by Mayor Fajardo, seconded by Councilmember Mendoza to approve the Consent Calendar except for Item Nos. 3, 5, 9, 10 and Item No. 11 to be continued to the next meeting:
1) CONSIDERATION TO APPROVE CITY COUNCIL MEETING MINUTES:
a. October 20, 2025 Special & Regular CC
Meeting
c. November 17, 2025 Special & Regular
CC Meeting
b. November 10, 2025 Special & Regular
CC Meeting
2) CONSIDERATION TO ADOPT RESOLUTION NOS. 25-122 AND 26-011 APPROVING THE WARRANT REGISTERS OF DECEMBER 15, 2025 AND JANUARY 5, 2026, RESPECTIVELY 4) CONSIDERATION TO APPROVE RELEASE OF A REQUEST FOR PROPOSALS FOR SOLID WASTE
MANAGEMENT CONSULTING SERVICES
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
6) CONSIDERATION TO AUTHORIZE SUBMITTAL OF A GRANT APPLICATION TO THE
CALIFORNIA OFFICE OF EMERGENCY SERVICES URBAN AREA SECURITY INITIATIVE FOR
POLICE DEPARTMENT ACCESS CONTROL IMPROVEMENTS AND PERSONAL PROTECTIVE
EQUIPMENT
7) CONSIDERATION TO APPROVE A MEMORANDUM OF UNDERSTANDING WITH CALIFORNIA
STATE UNIVERSITY, NORTHRIDGE TO PROVIDE VOLUNTEER INCOME TAX ASSISTANCE
SERVICES AND FINANCIAL LITERACY WORKSHOPS
8) CONSIDERATION TO ACCEPT PROJECT COMPLETION AND AUTHORIZE THE RECORDATION OF A NOTICE OF COMPLETION FOR THE BUS SHELTER CONSTRUCTION PROJECT, JOB NO. 7609
10) CONSIDERATION TO APPROVE CO-SPONSORSHIP AND USE OF THE CITY SEAL FOR
TOGETHER WE THRIVE FOOD DISTRIBUTION EVENTS
12) CONSIDERATION TO APPROVE CO-SPONSORSHIP AND USE OF THE CITY SEAL FOR
TOGETHER WE THRIVE FOOD DISTRIBUTION EVENTS
The motion carried, unanimously.
3) RECEIVE AND FILE STATUS UPDATES FOR CITY PROJECTS AND CITY COUNCIL PRIORITIES Motion by Mayor Fajardo, seconded by Councilmember Garcia to move the Community Recognition Celebration Special meetingsfrom January to February and July to August. The motion carried by the following vote:
ROLL CALL
AYES: Solorio, Mendoza, Garcia, Fajardo - 4
NAYES: Lopez - 1
ABSENT: None
ABSTAIN: None
5) CONSIDERATION TO ADOPT A RESOLUTION ACCEPTING A CONDITIONAL CALHOME GRANT
AWARD FROM THE CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY
DEVELOPMENT AND AUTHORIZE RELATED AGREEMENTS
Motion by Mayor Fajardo, seconded by Councilmember Solorio to Adopt Resolution No. 8425 accepting a conditional award of $5,000,000 in CalHome grant funds from the California Department of Housing and Community Development (HCD) under the 2024 Homeownership Super Notice of Funding Availability (HOSN), CalHome Program, Round 2; and authorize the City Manager, or designee, to execute the Standard Agreement and any subsequent amendments or modifications thereto, as well as any other documents required by HCD for participation in the CalHome Program. The motion carried, unanimously.
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
Councilmember Mendoza recused herself from Item No. 9 due to a potential conflict of interest as her residence is within 500 feet of the project, and left the dais at 7:08 p.m. 9) CONSIDERATION TO REJECT CONSTRUCTION BIDS FOR THE CALLES VERDES PROJECT, JOB NO. 7605, PLAN NO. P-727
Motion by Mayor Fajardo, seconded by Councilmember Solorio to reject all construction bids received for the Calles Verdes Project, Job No. 7605, Plan No. P-727. The motion carried, by the following vote:
ROLL CALL
AYES: Lopez, Solorio, Garcia, Fajardo - 4
NAYES: None
ABSENT: Mendoza - 1
ABSTAIN: None
Councilmember Mendoza returned to the dais at 7:12 p.m. 10) CONSIDERATION TO AWARD A CONTRACT TO KIMLEY-HORN AND ASSOCIATES, INC. FOR
DESIGN SERVICES FOR THE PACOIMA WASH CONNECTIVITY PROJECT Motion by Mayor Fajardo, seconded by Councilmember Lopez to award a Professional Services Contract to Kimley-Horn and Associates, Inc. (Contract No. 2470) for design services such as High-Intensity Activated Crosswalks (HAWK) at Glenoaks Boulevard and Fifth Street crossings, irrigation, landscaping, fence upgrades, pedestrian lights, benches, and park and bikeway monuments for the Pacoima Wash Connectivity Project, in an amount not-to-exceed $349,440; and authorize the City Manager, or designee, to make non-substantive changes and execute contract and all related documents. The motion carried, by the following vote:
ROLL CALL
AYES: Lopez, Solorio, Garcia, Fajardo - 4
NAYES: None
ABSENT: None
ABSTAIN: Mendoza - 1
11) CONSIDERATION TO APPROVE A REIMBURSEMENT REQUEST OF $12,293.36 FROM THE
MALL ASSOCIATION FOR MARKETING SERVICES PROVIDED BY YEAH, WE GET IT (Item was continued to the next meeting)
PUBLIC HEARING
13) A PUBLIC HEARING TO CONSIDER APPROVING INTRODUCTION FOR FIRST READING OF AN ORDINANCE AMENDING CHAPTER 90 (TRAFFIC AND VEHICLES) OF THE SAN FERNANDO
MUNICIPAL CODE TO MODIFY PARKING RESTRICTIONS OF CERTAIN VEHICLES INCLUDING
FOR USE AS HUMAN HABITATIONS
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
Mayor Fajardo opened the public hearing.
Chief Valdez and Sergeant Dominguez presented the staff report and responded to Councilmember questions.
Section 2 remove single word page 520 section 90-221 b1 – sleeping in “covered” delete the word “covered”.
Continue the hearing to research the minimum feet street width with revised language.
Mayor Fajardo opened public comments.
The following spoke in support:
Miguel Montanez
Julie Cuellar
Motion by Mayor Fajardo, seconded by Councilmember Lopez to the public comments portion of the hearing. The motion carried, unanimously.
Motion by Vice Mayor Garcia, seconded by Councilmember Lopez to approve introduction for first reading, Ordinance No. 1738 in title only, and waive further reading of “An Ordinance of the City Council of the City of San Fernando, California, Amending Chapter 90 (Traffic And Vehicles) of the San Fernando Municipal to Modify Parking Restrictions of Campers, Recreational Vehicles, Utility Trailers, and Other Vehicles Including Those Used for Human Habitation” as amended to include language to specify that the Chief of Police has discretion, in consultation with Public Works, to deny an application, if the location poses a traffic or public safety hazard, and strike the word "covered" from page 50 of the agenda packet, in Section 2, paragraph b-1 and in any other portions of the ordinance where the word “covered” is not applicable. The motion carried, unanimously.
Mayor Fajardo closed the public hearing.
ADMINISTRATIVE REPORTS
14) DISCUSSION AND CONSIDERATION REGARDING CONCEPT DESIGN OPTIONS FOR THE
DOWNTOWN TRASH ENCLOSURES IMPROVEMENT PROJECT
(Item continued to first meeting in February.)
The City Council recessed the meeting at 8:00 p.m. and reconvened the meeting at 8:12 p.m. with Councilmember Lopez absent.
It was noted that Councilmember Lopez returned to the meeting at 8:14 p.m.
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
16) DISCUSSION AND CONSIDERATION REGARDING HUMAN TRAFFICKING AWARENESS AND
PREVENTION EVENT FOR THE CITY OF SAN FERNANDO
Vice Mayor Garcia presented the staff report and responded to Councilmember questions.
Motion by Councilmember Mendoza, seconded by Vice Mayor Garcia to approve a cosponsorship of a human trafficking awareness and prevention presentation on January 29, 2026, with a possible follow-up date, for our community, including an emphasis on how to protect children, especially with online safety, that will be hosted by ZOE International. This co-sponsorship would allow us to use Council Chambers for the presentation, allow our Police Department to participate more robustly, and allow the city to promote the event.
The motion carried, unanimously.
17) DISCUSSION AND CONSIDERATION REGARDING THE REQUEST TO AGENDIZE AN ITEM FOR
CITY COUNCIL DISCUSSION/CONSIDERATION FORM
Vice Mayor Garcia presented the staff report and responded to Councilmember questions.
Vice Mayor Garcia stated that she would work on recommendations to revisions to the “Request to Agendize an Item for City Council Discussion/Consideration Form” to potentially include information on the form that identifies which City Council priority and under which approved budget the item aligns with, and stated that she would bring back the item for discussion at a future City Council meeting. 15) DISCUSSION AND CONSIDERATION TO APPROVE CITY COUNCIL LIAISON ASSIGNMENTS, AD
HOC COMMITTEE ASSIGNMENTS, APPOINT A CHAIR AND VICE CHAIR TO THE DISASTER
COUNCIL, AND APPOINT A VOTING DELEGATE AND ALTERNATE DELEGATE FOR THE SOUTHERN CALIFORNIA COUNCIL OF GOVERNMENTS 2026 ANNUAL GENERAL ASSEMBLY
MEETING
Mayor Fajardo presented the staff report and responded to Councilmember questions.
Motion by Mayor Fajardo, seconded by Councilmember Solorio to approve:
a. Deleting the Parking Management and the Downtown Mall Merchants Association Ad Hoc Committees;
b. Approve the ICRMA Liaison order of representatives as stated in the staff report; c. Dissolve the Waste Hauler Ad Hoc Committee once a Request for Proposal is approved; d. Create a Street Sweeping & Tree Trimming Ad Hoc Committee with Mayor Fajardo and Councilmember Solorio to serve on the committee and dissolve the committee once a Request for Proposal is approved;
e. Appoint Mayor Fajardo as Chair and Vice Mayor Garcia as Vice Chair to the Disaster Council to serve until their successors are appointed;
f. Appoint Councilmember Solorio as the Voting Delegate and Vice Mayor Garcia as the Alternate Delegate to Southern California Council of Governments 2026 Annual General Assembly Meeting; and
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SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
g. Directed staff to work on consolidation of the three separate lists pertaining to Commissions, Liaison and Ad Hoc Committees into one list, and begin posting the Liaison and Ad Hoc Committee lists to the City’s website.
The motion carried, unanimously.
22) DISCUSSION AND CONSIDERATION ON THE PROCESS FOR REQUESTING AND HOSTING
EVENTS IN THE CITY
Councilmember Mendoza presented the staff report and responded to Councilmember questions.
By consensus, the City Council directed staff to return to a meeting in February, with information on the process for organizations to host events in the city. 18) DISCUSSION AND CONSIDERATION ON HOSTING AN EDUCATIONAL BUSINESS FORUM ON
RECENT BUSINESS LAWS AND RELATED TOPICS
(Item tabled to a future meeting)
19) DISCUSSION AND CONSIDERATION OF THE CELEBRATION DISTRICT CHARTER: MERCHANTLED GOVERNANCE FRAMEWORK FOR AREA B Councilmember Solorio presented the staff report and responded to Councilmember questions.
Motion by Mayor Fajardo, seconded by Councilmember Solorio to direct staff to meet with Area B Ad Hoc Committee to establish an outreach process on how the city plans to involve merchants in Area B to discuss fund use; hold a meet and confer with general unit union regarding work that can be done by city staff, evaluate and recap city events held by My Valley Pass and return to the first meeting in February with an informational presentation.
The motion carried, unanimously.
By consensus, the City Council tabled the following Item Nos. 20, 21 and 22 to the January 20, 2026 City Council meeting:
20) DISCUSSION AND CONSIDERATION TO REVIEW FOOD TRUCK VENDOR EVENTS (“FOODZILLA”) AND THEIR ECONOMIC IMPACT ON NEARBY LOCAL RESTAURANTS 21) DISCUSSION AND CONSIDERATION TO ASSESS THE TURF RESTORATION AND PUBLIC SAFETY
CONDITIONS AT SAN FERNANDO RECREATION PARK FOLLOWING INFILTRATION SYSTEM INSTALLATION (2023)
23) DISCUSSION AND CONSIDERATION TO REVIEW DECORATIVE LIGHTING IN THE DOWNTOWN
MALL AREA AND ITS IMPACT ON LOCAL BUSINESSES
February 2, 2026 Special & Regular CC Mtg Page 34 of 506
SAN FERNANDO CITY COUNCIL
MINUTES – Special and Regular Meeting January 5, 2026
STAFF COMMUNICATION INCLUDING COMMISSION UPDATES
Staff provided updates regarding launch of the Police Department’s Area Lead Officer Program and announced the Police Department’s Community Forum scheduled for January 28, 2026.
GENERAL CITY COUNCIL/BOARD MEMBER COMMENTS AND LIAISON UPDATES Councilmember Lopez wished everyone a Happy New Year, stated she is looking forward to 2026 and bringing more resources to the community, including the planning of a City Christmas Parade.
Councilmember Solorio happy new year to all staff and appreciated how the meeting was led by Mayor Fajardo.
Councilmember Mendoza wished everyone a Happy New Year and noted she attended Sister Mary Jesús Ochoa’s mass celebration.
Vice Mayor Garcia wished everyone a Happy New Year, noted she visited the San Fernando Courthouse orientation meeting with Supervising Judge of L. A. County Superior Court's North Valley District, attended a SCAG meeting, the City’s Employee Holiday luncheon, the Valley Economic Alliance Board Installation event, mentioned she attended an ad hoc committee meeting and Sister Mary Jesús Ochoa’s mass celebration.
Mayor Fajardo wished everyone a Happy New Year and noted he attended Sister Mary Jesús Ochoa’s mass celebration.
ADJOURNMENT 9:39 p.m.
Motion by Mayor Fajardo, seconded by Councilmember Solorio to adjourn the regular meeting to the next regular meeting on January 20, 2026 and that the City Council would reconvene back into Closed Session meeting. The motion carried, unanimously.
I do hereby certify that the foregoing is a true and
correct copy of the minutes of the January 5, 2026,
Regular meeting and approved by the San Fernando
City Council at the meeting of ________________.
_________________________________________
Julia Fritz, CMC
City Clerk
February 2, 2026 Special & Regular CC Mtg Page 35 of 506 This Page
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February 2, 2026 Special & Regular CC Mtg Page 36 of 506 February 2, 2026 Special & Regular CC Mtg Page 37 of 506 This Page
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February 2, 2026 Special & Regular CC Mtg Page 38 of 506
AGENDA REPORT
ADMINISTRATIVE SERVICES DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1200 WWW.SFCITY.ORG REVIEW: ☒ City Clerk ☒ Director of Admin. Services ☒ City Manager To: Mayor Joel Fajardo and Councilmembers
From: Kanika Kith, City Manager
By: Erica D. Melton, Director of Administrative Services
Date: February 2, 2026
Subject: Consideration to Adopt a Resolution Approving the Warrant Register RECOMMENDATION:
It is recommended that the City Council adopt Resolution No. 26-021 (Attachment “A”) approving the Warrant Register.
BACKGROUND:
For each City Council meeting the Finance Division prepares a Warrant Register for City Council approval. The Register includes all recommended payments for the City. Checks, other than special checks, generally are not released until after the City Council approves the Register. The exceptions are for early releases to avoid penalties and interest, excessive delays and in all other circumstances favorable to the City to do so. Special checks are those payments required to be issued between Council meetings such as insurance premiums and tax deposits. Staff reviews requests for expenditures for budgetary approval and then prepares a Warrant Register for City Council approval and or ratification. Items such as payroll withholding tax deposits do not require budget approval.
The Director of Administrative Services/City Treasurer hereby certifies that all requests for expenditures have been signed by the department head, or designee, receiving the merchandise or services thereby stating that the items or services have been received and that the resulting expenditure is appropriate. The Director of Administrative Services/City Treasurer hereby certifies that each warrant has been reviewed for completeness and that sufficient funds are available for payment of the warrant register.
ATTACHMENT:
A. Resolution No. 26-021, including:
Exhibit A: Payment Demands/Voucher List
February 2, 2026 Special & Regular CC Mtg Page 39 of 506 ATTACHMENT “A”
RESOLUTION NO. 26-021
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN FERNANDO,
CALIFORNIA, ALLOWING AND APPROVING FOR PAYMENT DEMANDS
PRESENTED ON DEMAND / WARRANT REGISTER NO. 26-021
THE CITY COUNCIL OF THE CITY OF SAN FERNANDO DOES HEREBY RESOLVE, FIND, DETERMINE AND ORDER AS FOLLOWS:
1. That the Payment Demand/Voucher List (EXHIBIT “A”) as presented, having been duly audited, for completeness, are hereby allowed and approved for payment in the amounts as shown to designated payees and charged to the appropriate funds as indicated.
2. That the City Clerk shall certify to the adoption of this Resolution and deliver it to the City Treasurer.
PASSED, APPROVED, AND ADOPTED this 2nd day of February 2026.
Joel Fajardo, Mayor of the City of San
Fernando, California
ATTEST:
Julia Fritz, City Clerk
February 2, 2026 Special & Regular CC Mtg Page 40 of 506 RES. NO. 26-021
2 CERTIFICATION
I, City Clerk of the City of San Fernando, California, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 26-021, which was regularly introduced and adopted by the City Council of the City of San Fernando, California, at a regular meeting thereof held on the 2nd day of February 2026, by the following vote of the City Council:
AYES:
NAYS:
ABSENT:
ABSTAINED:
IN WITNESS WHEREOF, I have here unto set my hand and affixed the official seal of the City of San Fernando, California, this ______ day of February 2026.
Julia Fritz, City Clerk
February 2, 2026 Special & Regular CC Mtg Page 41 of 506
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February 2, 2026 Special & Regular CC Mtg Page 52 of 506 February 2, 2026 Special & Regular CC Mtg Page 53 of 506 This Page
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February 2, 2026 Special & Regular CC Mtg Page 54 of 506
AGENDA REPORT
ADMINISTRATION DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1202 WWW.SFCITY.ORG REVIEW: ☒ City Clerk ☒ Director of Admin. Services ☒ City Manager To: Mayor Joel Fajardo and Councilmembers
From: Kanika Kith, City Manager
Date: February 2, 2026
Subject: Receive and File Status Updates for City Projects and City Council Priorities RECOMMENDATION:
It is recommended that the City Council receive and file the status report for Fiscal Year (FY) 2025-2026 City Projects and City Council Priorities, and provide direction, as appropriate.
ANALYSIS:
This report is meant to provide City Council and the community with regular status updates and major City efforts, including, but not limited to, FY 2025-2026 approved enhancements, capital improvement projects, and City Council priorities. Changes to each project since the last meeting have been tracked and are shown in red. Attachment “C” shows City contracts that are approaching the end of the term. Attachment “E” provides a summary of 2025 Legislative Advocacy & Funding Request Letters.
COMPLETED PROJECTS:
City Manager’s Office & City Clerk’s Office. Date Completed Title: City Council Office Redesign September 2024
Title: Records Retention Policy Update January 2025
Community Development Department. Date Completed
Title: Animal Control Contract Management June 2024
Title: CDBG Neighborhood Cleanup Program June 2025
Title: New Position – Planning Manager March 2025
Title: Mixed Use and Specific Plan Overlay Districts March 11, 2025 Title: Graffiti Program (with Public Works and Police Department) February 18, 2025 Title: Homeless Action Plan Implementation and Management March 2025 Title: Zoning Code Reorganization May 5, 2025
Title: Landscape Ordinance May 5, 2025
Title: Outdoor Dining Ordinance May 5, 2025
February 2, 2026 Special & Regular CC Mtg Page 55 of 506 Receive and File Status Updates for City Projects and City Council Priorities
COMPLETED PROJECTS CONTINUED:
Finance. Date Completed
Title: American Rescue Plan Act (ARPA) Allocations February 18, 2025 Title: Online Bill Payment System (Paymentus) February 2025 Title: Microsoft 365 (M365) Upgrade December 2025
Police Department. Date Completed
Title: Narcotics Incinerator September 2024
Title: Law Enforcement Technology Improvements September 2024 Title: Police Department Overtime February 2025
Title: Law Enforcement Technology Improvements –
Handheld Ticket Writers April 8, 2025
eSubpoena May 19, 2025
Title: Mental Health Clinician Program September 29, 2025 Public Works Department. Date Completed
Title: Civic Center Beautification (Painting) Project January 2025 Title: Position Reclassification: Convert Four (4) Part-Time Maintenance Workers to Two (2) Full-Time Maintenance
Workers for Graffiti and Tree Maintenance October 31, 2024 Title: Street Resurfacing Project – Phase 3 November 2024 Title: Curb Painting, Street Striping, and Street Markings Spring 2025 Title: Pioneer Park Playground Renovation Project January 23, 2025 Title: Urban Forest Management Plan March 31, 2025
Title: Phase 1: Fog Seal Coating Public Parking Lots September 15, 2025 Title: Well 2A Refurbishment Project December 14, 2025
Title: Bus Shelter Rehabilitation Project January 5, 2026 Title: Residential Water Service Shut Off Policy January 1, 2026 Recreation & Community Services. Date Completed
Title: Afterschool Teen Program October 7, 2024
Title: Park Opportunity Plan October 7, 2024
February 2, 2026 Special & Regular CC Mtg Page 56 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Active Projects
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
City Manager Office
1. Opportunity Sites
Analysis (Formerly
Downtown Master Plan)
Approved FY 22-23
budget to develop a
DTMP with robust
community outreach.
Guides future actions
for revitalization of
Downtown San
Fernando. Budget:
$297,675.
• 12-2023 to 3-2024:
Multimodal Survey
• 3-11-2024: Ad Hoc
Mtg #1
• 4-11-2024: CAC Mtg
#1
• 4-27-2024: Outreach
“Walkshop”
• 4-2024 to 5-2024:
Online Survey
• 7-2024: Existing
Conditions Analysis
• 9-16-2024: Phase 1
Findings to Council +
PPC
• Contract extended to
Dec 2025
• 6-11-2025: Ad Hoc
Mtg #2
December 2026 Kanika Kith/
Ron Garcia
February 2, 2026 Special & Regular CC Mtg Page 57 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• 11-17-2025: Council
approved Option 1 –
Opportunity Site
Analysis
• Opportunity Sites
Analysis Kick Off
Meeting January
2026
2. East San Fernando Valley
Light Rail Transit Project
Metro project to build
light rail line in two
phases:
Phase 1 – 6.7 miles
along Van Nuys Blvd
with 11 stations.
Phase 2 – 2.5 miles
from Pacoima to
Sylmar/San Fernando
Metrolink. Funded by
Measure R & M.
• 2017-2020: City
comments on Draft
EIR
• 12-2010: Metro
Board certified Final
EIR with
safety/design
conditions
• 4-2022 to 9-2022:
Grade Crossing
Analysis
• 1-2024 to summer
2024: Supplemental
Phase 2 studies
• Status updates to
Council (2020, 2022,
2025)
Continue pursuing
early action safety
funding and
mitigations.
Monitor and work
closely with Metro
to follow through
on safety
improvements to
rail crossings in the
City.
Phase 1 – 2031;
Phase 2 – TBD
Will Pettener
February 2, 2026 Special & Regular CC Mtg Page 58 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• 6-2025: CPUC Sec.
130 safety funding
discussions
• 6-25-2025: Multiagency safety
improvements
discussion
• 7-7-2025: Public
outreach results
presented
• 9-18-2025: Council
approved conditional
support for Scenario
2 • 12-4-25: Metro Board
of Director’s
approved planning
work on Scenario 2,
including early action
safety improvements
on rail crossings in
the City.
3. CDBG Small Business
Assistance Grant
Program (SBAP)
Provides grants to
businesses/property
owners for storefront
improvements
(signage, paint, anti-
• FY 24-25 CDBG
Programs approved
(May 2024)
• SBAP guidelines +
additional $64,506
None January 2026 Kanika Kith
February 2, 2026 Special & Regular CC Mtg Page 59 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
graffiti, landscaping,
etc.). Total funding:
$210,110.
allocation approved
(Nov 18, 2024)
• 35 applications
received, 19
awarded.
• 9-2-25: Program
update to Council
• Projects underway
4. Virtual San Fernando –
Website Redesign & My
San Fernando App
ARPA-funded digital
initiative.
Phase 1: My San
Fernando App
(launched Mar 2024;
5,000+ requests
submitted).
Phase 2: Website
redesign by Granicus
($200,000).
• Phase 1 (App)
completed
• 10-2023: Granicus
awarded website
redesign contract
• Granicus staff
transition issues –
new PM assigned,
complaint filed
• 8-2025: Expedited
training
• $10,000 ARPA
funding available for
backend support
• 9-19-25: Provided
Granicus with
updated content
migration list.
None at this time February 12,
2026
Will Pettener
February 2, 2026 Special & Regular CC Mtg Page 60 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• 10-13-25: Additional
migration agreement
was approved.
• 11-20-25: Additional
migration work
completed by
Granicus, pending
staff review and
revisions. Staff needs
to still refine site
alignment and make
edits to over 100
webpages.
• 1-22-26: Staff met
• with Granicus and
• selected a tentative
• launch date for the
• new website
• (2/12/26).
5. Partnership with
Asociación de
Jaliscienses Unidos en
Acción (AJUA)
Potential partnership
with AJUA to provide
services to the
immigrant
community.
• 9-3-25: Staff met
with AJUA
representatives to
discuss scope of
services and future
events.
None Ongoing Cristina Moreno
February 2, 2026 Special & Regular CC Mtg Page 61 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• 10-6-25: City Council
approved MOU with
AJUA.
• AJUA will started on
11-17-25 at BCRC.
• Ongoing monthly
dates have been
scheduled for Q1
2026.
6. Strategic Plan
Development
A new plan will be
developed to replace
the current plan set
to expire in 2026.
• City Council
approved agreement
with Baker Tilly on
12-1-25 for Strategic
Planning Consulting
services.
• On 1-23-25, staff met
with Baker Tilly to
develop a roadmap
and determine next
steps for outreach.
City Council will
have 1-1 meetings
with the
consultant in early
February.
May 2026 Will Pettener
City Clerk’s Office
1. Amend City Recognition
Requests
Policy/Procedure
Expands the City’s
Recognition Requests
Policy/Procedure to
include clear
• May 2025 – Council
adopted revised
Recognition Requests
Policy/Procedure
Feb. 2026 Feb. 2026 Julia Fritz
February 2, 2026 Special & Regular CC Mtg Page 62 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
descriptions and
guidelines for
Council-issued
recognitions
(Resolutions,
Proclamations,
Certificates, official
acknowledgments)
honoring
contributions,
achievements, or
service to the
community.
(replacing Awards
Program).
• 8-4-25: Council
directed staff to
return with revisions
to add guidelines for
Resolutions,
Proclamations, and
recognitions.
• 9-2-25: Council
• directed staff to
• return with options
• to add Certificate of
• Commendation,
• potential Resolution
• adoption, and
• enhanced certificate
• design options.
2. Quarterly Special City
Council Meeting
Celebration Event
Host Quarterly
Celebration Meetings
to acknowledge
Community
members, businesses
and organizations for
their contribution to
the community.
• Pre-Planning for Next
Celebration Event
Scheduled for:
January 26, 2026
• Pre-Planning for 2nd
quarterly Celebration
Event for:
July 27, 2026
None at this time Next Scheduled
Celebration
Event:
February 23,
2026 and
August 31, 2026
Julia Fritz
February 2, 2026 Special & Regular CC Mtg Page 63 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• On 1-5-2026, Staff
• was directed to
• reschedule the
• January and July
• 2026 Celebration
• Events to February
• and August.
Community Development Department
1. Community Preservation
– Commercial Property
Education Program
Education &
maintenance program
to support
beautification of
commercial corridors.
Officers work directly
with business
community.
• 9-19-24: Presented to
Council
• 3-26-25: Postcards
distributed
• 3-30-25 & 5-7-25:
Workshops
• 5-12-25: Walking
inspections began
• 7-28-25: 22
businesses
recognized
• 10 -27- 2025: 19
businesses
recognized
None at this time FY 2026–2027
(Ongoing)
Rigoberto Guerrero
February 2, 2026 Special & Regular CC Mtg Page 64 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
• February 2026: 55 to
be recognized
• 1-20-26: Walking
inspections will
resume
2. Climate Action Resilience
Plan (CARP) & General
Plan Updates
Strategic framework
to mitigate climate
change and update
Circulation (Mobility)
& Open Space/Parks
Elements. Supported
by state grant.
• Phase 1 completed
Feb 2024
• Phase 2 engagement
underway with
Pacoima Beautiful,
FTBMI, and Climate
Resolve
• Grant accepted Apr
2, 2024
• Workshops &
walkshops held
through 2024–2025
• Advisory Group
refining equity
framework
• Draft Final
Plans Jan 12,
2026
• Update and
Discussion
January 20,
2026
• Consideration
for Adoption
• April 6, 2026
April 6, 2026 Ron Garcia
3. SCAG REAP 2.0 Grant $1.125M grant for
housing programs:
displacement
prevention, historic
survey update,
• Council accepted
grant Oct 21, 2024
• Consultant (Rincon)
selected Mar 2025
• Public Review
Drafts
Documents
2/2026 –
3/2026
Jun 30, 2026 Ron Garcia
February 2, 2026 Special & Regular CC Mtg Page 65 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
density bonus
ordinance, zoning
updates, streamlined
approvals.
• City tour held Mar
19, 2025
• Engagement pop-ups
hosted Jun–Aug 2025
(112 participants)
• Engagement Plan
approved May 5,
2025
• Community
Workshop December
4, 2025
• Draft documents
expected Spring 2026
• Update and
Discussion
February 17,
2026
• Consideration
for Adoption
May 4, 2026
Public Works Department
1. Carlisle Green Alley
Reconstruction Project
Revitalizes alley with
200+ trees, bioswales,
permeable surfaces,
lighting, and
bike/pedestrian path.
• PSA with TreePeople
approved Sep 3, 2024
• PSA with Craftwater
approved Jan 6, 2025
• Tentative design/
construction timeline
set (2025–2026)
None at this time Dec 2026 Patsy Orozco
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• Craftwater submitted
60% plans, staff is
currently reviewing
them.
2. Calles Verdes Project
(Phase 1)
Parking lot 4, and
South Maclay (Pico
South Bound)
Bioswales and
bulbouts on Maclay
Ave, stormwater
redirection, coo
pavement, trees.
• City Clerk opened
four (4) sealed bids
on October 30, 2025
• Rejection of Bids
approved Jan 5, 2026
None at this time Dec 2026 Patsy Orozco
3. Calles Verdes Project
Phase 2
Workman Drainage
Improvement/
Infiltration Project
• Received feasibility
study from CWE -
Aug 6, 2025
• Selection of projects
by awarding agency
in Spring 2026
None at this time TBD Manuel Fabian
4. Las Palmas Park
Revitalization Project
Multi-field and facility
renovations, splash
pad, ADA playground,
lighting, exercise
equipment.
• Phase II construction
cost estimate
completed for RPOSD
Grant application
• Phase I and Phase II
of project presented
at Parks, Wellness,
Council discussion
on design
adjustments –
February 2, 2026
June 2027 Patsy Orozco /
Willdan
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and Recreation
Meeting on 9/11/25
5. Pacoima Wash
Connectivity Project (aka
Cindy Montañez Natural
Park Improvements)
$7.5M Caltrans grant
for Pacoima Wash
Path extension,
lighting, restrooms,
landscaping, and
permanent memorial
sign.
• Staff reviewed four
• (4) proposals to
• provide design
• services for project-
• Pacoima Wash
• Connectivity Project
• RFP for landscaping
• improvements
• scheduled Sep–Oct
• 2025
• PSA with KimleyHorn approved Jan 5,
2026
None at this time June 2027 Patsy Orozco /
Willdan
6. San Fernando Mission
Trail Restoration Project
(Phase I–III)
Restores bike path
lighting with
LED/solar tech, smart
controls, and
sustainability
features.
• Scope includes
assessment, design,
implementation, and
maintenance
planning
None at this time TBD Patsy Orozco /
Willdan
7. HSIP Traffic Signal
Modification Project
Upgrades signals at 9
intersections with
poles, pedestrian
heads, controllers,
signage, and striping.
• Contractor is working
on completion of
“punch list” items
Construction
acceptance –
February 2026
Jan 2026 Manuel Fabian /
Willdan
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8. Citywide Traffic Signal
Synchronization Project
Synchronizes signals
at 13 intersections
with new GPS units,
controllers, and
timing charts.
• Construction started
on December 1,
2025.
• Contractor is working
on the turn on of the
new traffic signal
controllers.
• Restoration of
concrete sidewalks is
also underway.
Project acceptance
– April 2026
April 2026 Manuel Fabian /
Willdan
9. Citywide Signage
Upgrades
Citywide replacement
of 3,100+ signs
(wayfinding,
regulatory, trolley).
• Phase I
(wayfinding/trolley
signs) complete
• Phase II starts FY
2025–26
• Staff has commenced
ordering signs for
Phase II . Signs
include school zone
signs, parking
restriction signs for
recently painted
curbs and other
signage to address
recent safety
concerns
None at this time Phase I
complete March
2026
Manuel Fabian/
Rodrigo Mora
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• Signs received. Public
Works to schedule
installation of signs
• Staff began installing
signs around San
Fernando Middle
School and
O’Melveny
Elementary School.
School areas
completed. New
quotes for more
street Sweeping sings
requested
10. Pacoima Wash Bikeway
Project
1.34-mile Class I
bikeway with bridge,
bioswales, lighting,
and safety features.
• Construction 99%
complete
• Additional
bollards/curbs/
striping to address
vandalism
Notice of
Completion –
Winter 2025
Winter 2026 Patsy Orozco
11. Residential Permit
Parking (RPP) Program
Updates to
residential/commerci
al parking policies,
smart meters, data
collection, and
• Data collection and
engagement
completed
• 400+ survey
responses received
Administrative
Guidelines
presented to
Council – March
2026
TBD Greg Steigerwald /
Dixon Resources
Unlimited
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enforcement
guidelines.
• Code amendments
split for Council
review Sep 2, 2025
• Meeting with
Finance, Police and
Public Works
Departments
conducted on
November 3, 2025
12. City Facility Condition
Assessment Report
Comprehensive
evaluation of all Cityowned facilities to
assess deficiencies,
costs for
repairs/maintenance,
and capital
improvements.
Includes inventory,
inspections, condition
ratings, cost
estimates,
prioritization, life
cycle analysis,
recommendations,
and Facility Condition
Index (FCI). Supports
strategic planning,
• Project kick-off
meeting was held on
October 16, 2024.
• Waiting on site
facility assessment by
Brightly (contractor)
in early November
• City Staff is
scheduled to conduct
on-site evaluations
with the contractor,
Brightly on
November 17, 2025
started the on site
Facility assessment
by visiting all sites
No Council action
required at this
time
March 2026 Rodrigo Mora
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compliance, risk
management, and
resource allocation.
identified- with PW
Staff.
• 1/21/2026 Inventory
of major equipment
has been assessed
documented, and a
maintenance
regiment has been
created. Waiting for
the final assessment
report.
13. Fixed Route ADA
Sidewalk Improvement
Project
Upgrading damaged
and non-ADA
compliant sidewalks,
drive approaches,
curbs, gutters, and
ramps along key
transit routes
(Truman St., Hubbard
Ave., 7th St., Harding
Ave.).
• Field-check sites
• Prepare cost
estimates
• Prepare project
specifications
• Identify conflicting
utilities
• Identify business
access impacts
• Complete project
specifications,
construction
quantities, and
Award
construction
contract
(tentatively March
2026)
TBD Manuel Fabian /
Willdan
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advertise project for
construction.
14. Las Palmas HVAC Project HVAC replacement at
Las Palmas Park
(community center &
cooling center).
ARPA-funded,
focusing on the gym
system. Roof
replacement required
before AC installation.
• Contractor met with
staff January 30,
2025
• Work scheduled to
minimize program
disruptions
• Roof replacement
completed July 2025
• HVAC installation
scheduled for
September 2025.
• Work completed
Pending
Acceptance of
project – February
17, 2026 (est.)
February 2026 Manuel Fabian
15. Emergency Generator
Installation at Las Palmas
and Recreation Park
Facilities
Installation of
generators to ensure
park cooling centers
remain operational
during
outages/extreme
weather. Supports
resilience, emergency
services, and
community safety.
• Two generators
received and placed
on pads
• Design for
connection to
switching
mechanism/ building
in plan check
• Project remains in
plan check;
Engineering
Approve Notice of
Completion
(tentatively June
2026)
June 2026 Rodrigo Mora
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coordinating with
Community
Development to
finalize. Waiting on
Fire Department
approval.
Engineering firm
hired to create the
wiring plans will
submit UL
specifications to the
fire department
again.
• Waiting for Fire
Department approval
1/21/2026
16. School Zone Signage
Safety Enhancement
Initiative
Replacing outdated
school zone signage
with high-visibility,
standardized, and
compliant signs.
Objectives: enhance
child safety, improve
visibility, standardize
messaging, and
engage the
community.
• Audit existing signage
• Identify
damaged/noncompliant signs
• Develop updated
reflective/LED
designs
• Secure stakeholder
approvals
To Be Determined March 2026 Rodrigo Mora
February 2, 2026 Special & Regular CC Mtg Page 74 of 506 Receive and File Status Updates for City Projects and City Council Priorities
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• Plan phased
installations with
traffic control
• Conduct postinstallation
evaluation &
community feedback
• Waiting on carryover
from Finance to start
to purchase signs.
Signage has been
ordered, will install
once received. San
Fernando Middle
School and
O’Melveny have
been completed.
17. Recreation Park
Bathroom Renovation
Renovation of existing
restrooms to create
safe, accessible,
sustainable facilities.
• Assessment &
planning underway
• Design criteria and
cost estimates in
progress
Procurement of
contractors next
• Construction to be
phased
To Be Determined To Be
Determined
Rodrigo Mora
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• Post-construction
inspection and
feedback planned.
TBD
• Scope of work and
funding TBD
18. Downtown Trash
Enclosures
Renovation of Cityowned trash
enclosures in the Mall
area.
• Community
Engagement Event
was held 10/8/25.
Council discussion
on preliminary
design – February
2, 2026
Summer 2026 Manuel Fabian /
Willdan
19. City Owned Right-of-Way
Beautification
Beautification of
ROWs including
streetscapes,
medians, bikeways,
tree wells.
• Infrastructure
restoration
(irrigation, wiring,
backflow devices) in
progress Scope of
work and funding
TBD.
• Developing
comprehensive task
list
• Fall 2025 tree
planting planned for
vacant tree wells.
For more significant
beautification, more
funding would be
No Council action
anticipated
Ongoing Rodrigo Mora
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required. Staff
completed surface
restoration
(Painting)on 12 City
monument signs
citywide.
20. Sidewalk Condition
Assessment
Citywide assessment
and mitigation plan
for sidewalk hazards.
• Precision Concrete
Cutting awarded
contract
• Assessment in Zone E
complete
• Report and repair
plan to follow.
No Council action
required
June 2026 Patsy Orozco
21. Project Labor Agreement Evaluation of PLA
benefits, costs, and
legal requirements.
• Conducting research
on scope, costs, legal
compliance
• Preparing report for
Council.
To be scheduled
for Council
consideration
TBD Richard Padilla / Bill
Evans
22. City Fleet Replacement &
Heavy Equipment
Program
Replacement and
optimization of City
fleet and heavy
equipment.
• Needs assessment in
progress
• Quinn Company
developing
loader/backhoe
specifications
Recommendations
to be included in
FY 25–26 Budget
Ongoing Bill Evans
February 2, 2026 Special & Regular CC Mtg Page 77 of 506 Receive and File Status Updates for City Projects and City Council Priorities
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• PD vehicle rightsizing under review.
Backhoe was
purchased along with
3 new Police vehicles,
and 8 Water Division
trucks were leased.
23. Overhead Mass Arm
Street Name Sign
Replacement Project
Replacement of
outdated/damaged
street name signs.
• Citywide survey
planned
• Design to include
reflective/LED signs
• Coordination with
Caltrans required.
Ongoing TBD Manuel Fabian
24. Phase 2: Fog Seal Coating
Public Parking Lots
Additional pavement
treatments and
repairs for 5 lots.
• 4 bids received Sept
4, 2025
• Staff reviewing bids.
Ongoing Manuel Fabian
25. Recreation Park Field
Rehabilitation
Replacement of failed
sod installation.
• RFP for consultant
under development.
Award of contract
Winter 2026
TBD Manuel Fabian
26. IPS Smart Meter
Installation
Replacement of coin
meters with smart
meters.
• 91 smart meters
installed March 2025
• Noncompliant meters
removed
• Phase 3 financial
analysis underway.
No Council action
required
Ongoing Greg
Steigerwald/Walter
Dominguez (PD)
February 2, 2026 Special & Regular CC Mtg Page 78 of 506 Receive and File Status Updates for City Projects and City Council Priorities
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27. Outdoor Dining in Public
ROW
Ordinance and
program to allow
outdoor dining.
• Ordinance adopted
March 2025
• Permits prorated for
2025.
No Council action
required
Ongoing Manuel Fabian
Patsy Orozco
28. Implementation of
California Daylighting
Law (AB 413)
Citywide daylighting
improvements for
safety.
• 17 noncompliant
meters removed
• Citations issued since
May 2025
• Phase 1 red curb
painting underway
• Phase 2 rollout
planned.
• All areas specified by
Engineering have
been marked with
red curb. Red Curbing
is finished. Waiting
for a directive for
further
implementation.
No Council action
anticipated
Ongoing
PW red curb
painting is done.
Rodrigo Mora
29. Well 2A Nitrate Water
Treatment Facility
Project
Construction of a new
nitrate removal
treatment facility
capable of reducing
nitrate
• 9-2-25 - City Council
approval
• Envirogen designing
new 2000 gpm
system and
No Council action
anticipated.
Spring 2026 Victor Meza, Alex
Mendez and
Manuel Fabian
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concentrations to
levels compliant with
State Water
Resources Control
Board – Division of
Drinking Water
(DDW) standards.
coordinating with
Civiltec and General
Pump for the new
building design – On
Going
• Well Treatment Plant
design had to be
reduced to 1600 gmp
due to liner installed
reduces diameter of
casing . Staff is
working with Civiltec
and Envirogen to
design treatment
plant
30. Well 2A Building
Expansion Project
Site improvements
and building upgrades
to house the
treatment process,
improve security, and
extend the useful life
of the facility.
• 9-2-25 - City Council
approval for design
drawing
• Civiltec currently
working with
Envirogen and
General Pump for
design of building.
Geotech services
conducted on Week
of Oct 6, 2025
Council approval
of Plans in Dec
2025; Council
approval for
construction in Jan
2026
March 2026
Staff is
requesting 2
year extension
from Granting
Agency due to
long lead times
on equipment
Dec 2026
estimated
completion
Victor Meza, Alex
Mendez and
Manuel Fabian
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• Staff received notice
of Sovern Immunity
for this project
allowing the City to
control its own set
backs and permitting
• Staff is requesting an
2 year extension
from Granting
Agency to complete
the project-Approved
• Civiltec developing
submittals for long
lead time equipment
MMC panels to get
these going asap.
• NPDES permit fees
are being processed
and – Driveway
expansion is being
requested through
LACity PW.
31. Phase 4: Annual Street
Resurfacing Program
Various • Developing Funding
for Annual Street
Resurfacing Program
Award of Contract:
March 2026
Tentative Start
Date: May 2026
Manuel Fabian
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• Staff will begin
working with
consultant to prepare
bid package
• Bid Package under
review before
publishing
32. Graffiti Abatement
Program
Public Works
monitors and
addresses as
situations arise.
Addressed as
reported. Graffiti
continues to be
addressed daily,
additionally
Community
Development, Police
and Public Works
have implemented a
joint team effort to
combat graffiti.
N/A Ongoing Bill Evans
33. Crosswalk Safety at SF
Middle School
To be included in the
slurry seal project.
• Quotes from LA
County Public Works
and Contractor
received for
discussion. Finished
by LA County Public
Works.
TBD 2026 Bill Evans
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34. Crosswalk Safety at Bike
Path
Bill Evans
35. Milkweed Project City Council has
requested the
installation of
additional Milkweed
at City parks,
including Cindy
Montanez Park. The
City will also seek out
opportunities to add
milkweed signage at
the park and create
citywide milkweed
initiatives.
• Staff will assess costs
to implement
Council’s request.
• Funding and scope of
work to be
determined.
• Finished phase 1.
1/26/2026 Need
funding for further
phases.
First Council
Meeting in January
2026 Public Works
Operations
Police Department
1. Police Station Cameras
and Parking Lot Security
Improvement Project
Enhancing Police
Station security with
UASI 2022 grant
funds. Includes new
cameras, upgraded
resolution, modern
access control (key
fobs), and parking lot
security
• Council approved
contract amendment
with BearCom on
Nov 18, 2024
• Cameras/Access
Control
implementation
began Nov 2024,
completed May 2025
• Cameras/
Access Control:
No further
action
• Parking Lot
Security:
Approve 2024
UASI Subaward
• Cameras/
Access
Control:
Completed
May 2025
• Parking Lot
Security: Dec
2027
CJ Chiasson
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improvements
(controlled access
gate, wrought iron
fence, mesh screen).
Budget: $114,408
(cameras/access
control) and $89,982
(parking lot security).
• Staff received 2024
UASI Subaward
Agreement from City
of LA
• Parking Lot Security
project pending
Council approval (July
2025) and bidding
process.
2. Police Officer Staffing
Update
City Council approved
$40,000 recurring
budget for Corporal
Program and $15,000
for recruitment
enhancements.
Supports succession
planning and filling
vacancies.
• 28 sworn positions
filled
• 1 officer recently
passed field training
• Several applicants in
background process
• 3 applicants passed
background and have
moved to polygraph
exam
• Commander
recruitment/testing
completed: 1
promoted, 1 pending
• Sergeant testing is in
progress
• No additional
Council action
required
Ongoing CJ Chiasson
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3. UASI EOC 2023 Emergency
Operations Center
upgrades funded by
$23,000 UASI 2023
grant for IT and
equipment
improvements.
Supports
coordination and
response during
critical incidents.
• Sub-award granted
Apr 8, 2024 from DHS
via City of LA
• IT upgrades
underway.
• Smart Board, Laptop
Charging Cart, and
Laptops purchased
• No additional
Council action
required
Completed –
December 2025
(Closing Out
Grant with
Granting Agency
for
Reimbursement)
CJ Chiasson
Administrative Services Department
1. Enterprise Resource
Planning Software
(Finance System)
The City’s current
financial system, Tyler
Eden, will no longer
be supported
effective March 2027.
Staff is preparing for
transition to a new
system. Phase I goals
include development
of General Ledger –
Financials and data
migration. The FY
• Initial vendor
demonstrations held
in June–July 2024.
• Two vendors invited
for onsite
presentations in
Aug–Sept 2024.
• City Council
approved Tyler
Technologies ERP on
Nov 18, 2024.
• Project kickoff call
held Mar 19, 2025
Additional
hardware needs
(e.g., AP/Payroll
check printer,
check
scanner/receipt
printer, cashiering
drawers, barcode
scanners, etc.) to
be included in FY
2025-2026 Budget.
Implementation
began Apr 2025;
up to 24 months
across 3 phases
(Financials,
Utility Billing,
HR/Payroll) but
was paused due
to staffing
shortages.
Deadline for full
completion
Art Ziyalov
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2024-2025 Budget
includes $100,000 for
implementation and
$40,000 for ongoing
subscription costs.
(timeline, resources,
multi-phase plan
reviewed).
• Test environment
deployed.
• Weekly project
meetings underway.
before Mar 1,
2027.
Implementation
is being
resumed as of
1/26/2026.
2. Update on City’s
OPEB/Pension Liabilities
The City provides fulltime employees with
CalPERS pension
benefits and OPEB for
certain retirees.
Council requested
informational
presentation on OPEB
actuarial report and
investments from the
City’s financial
advisor.
• Staff coordinating
with actuarial
consultant (Foster &
Foster).
• Data provided to
consultant for
updated valuation
report (FY ending
June 30, 2025).
• Presentation
provided to City
Council on Feb 21,
2025.
• Appropriation of
$724,340 approved
in FY 2025-2026
Budget to continue
OPEB pre-funding.
OPEB presentation
to Council
scheduled
following Mid-Year
Budget Review
(March 2026).
February 2026 Erica Melton
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3. Alternative Insurance
Risk Management Pool
Review
City Council direction
provided on
11/10/2025 to review
California Joint
Powers Insurance
Authority (JPIA) as an
alternative to current
Independent Cities
Risk Management
(ICRMA) for any cost
savings.
• Initial contact sent to
California JPIA in
November 2025 for
new public agency
partner criteria, but
no response
received.
• Additional inquiry
sent in December
2025.
• On January 13, 2026,
CJPIA responded to
the City’s inquiry and
stated that the risk
pool takes a
conservative
approach in
accepting new
members with a
Police Department.
• Additional
information was
requested from CJPIA
on January 23, 2026,
regarding their new
membership
application process
• Update to be
provided to
City Council for
analysis and
review
timeline by
February 2026
June 2026 Sergio Ibarra
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Completion
Date
Staff Project Lead
and their ideal risk
loss history for new
members.
Recreation & Community Services
1. Campana de Libertad
Home Placement
Permanent home for
the 440-pound
bronze and copper
Liberty Bell replica,
donated by Mexican
dignitaries and
unveiled in San
Fernando on
September 16, 2023.
11-2025: Discuss with
Public Works regarding
potential location.
Council directed
Public Works and
Recreation
Department to
look at the
possibility of
housing the Bell at
City Hall.
FY 26-27 Julio C Salcedo
2. City of San Fernando -
FTBMI MOU for Rudy
Ortega Park
Update to existing
Agreement between
the City of San
Fernando and the
Fernandeño Tataviam
Band of Mission
Indians for Rudy
Ortega Sr. Park.
12/2025 Internal
meeting held and
direction gotten from
City Manager’s Office on
Working on an all
encompassing MOU with
FTBMI and having the
different existing MOUs
as subsections.
Tentatively for
February 2026
FY 26-27 Julio C Salcedo
3. 2026 Holiday Parade A proposed San
Fernando Holiday
Staff is currently
evaluating the potential
costs of hosting a parade
Looking for
direction on the
vision for this
February 2026 Julio C Salcedo
February 2, 2026 Special & Regular CC Mtg Page 88 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
Parade to celebrate
the season.
in the City of San
Fernando and/or the
possibility of
collaborations to upset
costs.
parade to be a
stand alone special
event or an
extension of the
current Tree
Lighting
Ceremony.
4. Cesar Chavez Memorial
MOU with Pueblo Y Salud
Current MOU was
extended on March
2022 to March 2027.
This allows PYS
access, with advance
City approval, to
hosts fundraisers and
educational
programming
benefitting the
upkeep and
maintenance of the
memorial
No scheduled
programming at the
moment.
Tentatively
November 2026.
MOU Expires
March 2027.
Julio C Salcedo
5. Rudy Ortega FTBMI Sign
Project
The installation of
interpretive signage
depicting the Native
people of the region
and highlighting their
cultural importance.
Staff is currently making
sure that an MOU is
secured before looking
into bringing this project
in front of council. There
are long term
maintenance assurances
Tentatively for
April 2026
June 2026 Julio C Salcedo
February 2, 2026 Special & Regular CC Mtg Page 89 of 506 Receive and File Status Updates for City Projects and City Council Priorities
Project Title Description Status / Completed
Actions
Next City
Council Action
Tentative
Completion
Date
Staff Project Lead
that need to be
addressed.
6. San Fernando 115
Birthday Celebration
The City will
Celebrate its 115th
year since its
foundation. A very
special occasion that
calls for a special
celebration.
Staff is looking at
expanding the 2026
celebration and making
sure expectations are
met for this very
important occasion.
Finding out ways in
which the celebration
meets the occasion and
communication is open
as far as what is needed
to accomplish such.
March 2026 August 2026 Julio C Salcedo
February 2, 2026 Special & Regular CC Mtg Page 90 of 506 Receive and File Status Updates for City Projects and City Council Priorities
BUDGET IMPACT:
There is no additional budget impact to receiving and filing this status report. All reported enhancements, projects, and priorities currently have sufficient funding as appropriated through the Fiscal Year 2025-2026 Adopted Budget.
CONCLUSION:
It is recommended that the City Council receive and file this status update on enhancements, projects and City Council priorities and provide direction, as appropriate.
ATTACHMENTS:
A. My San Fernando App Work Order Reports
B. ARPA – Expenditure Plan & Status Report
C. Expiring Contracts
D. Legislative Advocacy Updates
February 2, 2026 Special & Regular CC Mtg Page 91 of 506 25-Feb 25-Mar 25-Apr 25-May 25-Jun 25-Jul 25-Aug 25-Sep 25-Oct 25-Nov 25-Dec 26-Jan Building Code Violation 3 7 2 10 5 17 9 4 7 7 4 8
Homelessness Outreach 6 12 15 26 4 18 13 9 11 9 19 16
Property Maintenance 0 0 0 0 0 0 0 0 0 0 0 0
Total - Community Development 9 19 17 36 9 35 22 13 18 16 23 24 Abandoned Vehicle 3 2 11 9 4 13 19 9 9 4 10 8
Illegal Fireworks 0 0 0 0 6 26 0 3 1 3 1 1
Total - Police 3 2 11 9 10 39 19 12 10 7 11 9
Bus Stop/Shelter Maintenance 0 0 0 1 0 2 0 0 0 0 0 0
City Trees 3 0 3 14 6 7 6 50 9 7 4 3
Graffiti and Sign Posting on P 33 70 47 95 51 56 56 56 50 32 79 55 Graffiti on Private Property 43 61 50 62 29 57 20 19 14 4 37 7 Illegal Dumping and Litter 62 38 51 86 56 94 122 63 50 56 87 66 Park Maintenance 4 5 3 6 7 3 1 1 5 3 7 1
Sidewalk Repair 5 4 6 20 9 7 9 8 1 6 8 4
Storm Drain and Flooding 2 0 0 0 0 1 1 0 1 0 3 0
Street Lighting 22 10 12 12 8 20 16 8 12 15 30 33
Street Repair 4 9 6 4 5 15 6 6 1 5 12 13
Street Signage 0 9 3 3 4 6 4 6 7 3 15 5
Traffic Signal 5 6 4 8 4 4 12 13 9 5 7 9
Total - Public Works 183 212 185 311 179 272 253 230 159 136 289 196 Total All Topics 195 233 213 356 198 346 294 255 187 159 323 229 Police
Public Works
All Topics
One Year Analysis of Opened Requests
Ending January 2026
Community Development
ATTACHMENT "A"
February 2, 2026 Special & Regular CC Mtg Page 92 of 506 February 2, 2026 Special & Regular CC Mtg Page 93 of 506 ATTACHMENT "B"
ITEM STATUS PROJECT/PROGRAM BUDGETED SPENT CONTRACTED PROJ BALANCE 1 Complete Annual Street Repavement - Phase II 1,007,232 1,007,232 - - 2 Complete COVID-19 Relief/Response Reimbursement 205,940 205,940 - - 3 Complete Layne Park Revitalization Project 200,000 200,000 - - 4 Complete Council Chambers/AV Upgrade 24,981 24,981 - - 5 In Progress Upper Reservoir Project 850,000 757,693 92,308 - 6 In Progress Homeless Outreach Services 300,000 266,080 33,920 - 7 Complete Pioneer Park Project 255,235 255,235 - -
8 In Progress Downtown Master Plan 250,000 152,391 97,609 - 9 Complete Annual Street Repavement - Phase III 250,000 250,000 - - 10 In Progress Technology Improvements 179,845 54,356 125,490 - 11 In Progress Las Palmas & Rec Park Generator Project 149,450 113,452 35,999 - 12 In Progress City Mobile App - Virtual San Fernando 148,200 86,886 61,215 99 13 Complete Feasibility Study - New City Park Space 49,592 49,592 - - 14 In Progress Sidewalk Repairs 1,016,595 424,606 591,989 - 15 In Progress First Time Home Buyer & Rehab Loan Program Revolv 50,000 11,467 38,533 - 21 In Progress Bus Shelter Project 114,939 107,939 - 7,000 16 In Progress Las Palmas HVAC Project 399,848 346,703 53,145 - 17 Complete Citywide Curb Repainting 200,000 200,000 - - 18 Complete City Hall Beautification 99,770 99,770 - -
19 Complete Park IT Server Room Transition 45,909 45,611 - - 20 Complete Wifi at LP & Recreation Park w/Computer Rooms 20,254 20,254 - - Total 5,817,789 $ 4,680,187 $ 1,130,207 $ 7,099
NOTE:
ARPA Expenditure Plan & Status Report
All funds have been fully contracted by December 31, 2024, per ARPA guidelines. Staff will continue to report on expenditures through the December 31, 2026 deadline. V discussion during mid-year budget review, tentatively scheduled for February 23, 2026.
February 2, 2026 Special & Regular CC Mtg Page 94 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C ATTACHMENT "C" Contract
No.
Effective
Date
Expiration
Date
Company name
Description of Services
Contract
Amount
Extendable Approved By
CC or Admin
Dept. Procurement
Process
768(a) 11/12/2025 1/11/2026 San Fernando Mall Association 60-Day Notice of Termination of Mall Association Agreement $0.00 NA CC CMO Termination
2285 8/19/2024 1/29/2026 Elecnor Belco Electric, Inc. Citywide Traffic Signal Synchronization Project, Job No. 7603, Plan No. P-745 $912,750.00 - CC PW 2231 1/25/2024 1/31/2026
Governor's Office of Planning and
Research - Adaptation Planning
Grant Program
Standard Agreement for funding towards
General Plan and Climate Action and
Resilience Plan (CARP) Phase 2
(OPR23125)
$599,918.18 add'l 6
months Admin CD
2063(b) 10/30/2025 1/31/2026 Pacific Hydrotech Corporation Second Amendment for Upper Reservoir
Replacement Project, Job No. 7613
(contract extension)
$5,890,000.00 - Admin PW
2052(a) 4/11/2025 2/7/2026 Karina Sweeping Company
First Amendment for Sweeping Services at
City-Owned Parking Lots, Alleys, and
Trash Enclosures (Council Opted in for
Curbs along both sides of Maclay between
1st Street and 4th Street)
$87,600.00 (1) one-year
extensions Admin PW Extending term
1874(c) 9/26/2025 2/28/2026
Los Angeles County Metropolitan
Transportation Authority
(LACMTA)
Amendment No. 3 to Funding Agreement
for Citywide Signal Synchronization and
Bus Speed Improvements (Funding #:
F9313)
- Yes Admin PW Extending term
2333(a) 2/12/2025 3/1/2026 Craftwater First Amendment for Design Services for Carlisle Street Green Alley Project $373,190.00 - Admin PW Amending Section 3.8 1947(d) 3/20/202 3/19/2026 Everbridge Addendum 4 to Contract Services Agreement for Mass Notification System $13,159.00 - Admin PD Renewal
February 2, 2026 Special & Regular CC Mtg Page 95 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2297 1/1/2020 3/31/2026
California State Water Resources
Control Board (State Water
Board)
Nitrate Water Treatment System in Well 2A
(Agreement No. D2202021 & Project No.
1910143-001C)
$7,000,000.00 - PW
2411 9/2/2025 3/31/2026 General Pump Company Emergency rehabilitation of Well 2A $537,267.48 NA CC PW Emergency 2424 9/2/2025 3/31/2026 Civiltec Engineering, Inc. Engineering Services for Well 2A Nitrate Treatment System $435,148.50 NA CC PW RFP
1920(d) 9/2/2025 3/31/2026 Envirogen Technologies, Inc.
Third Amendment for Proprietary Ion
Exchange Nitrate Removal Treatment Well
2A
$2,600,000.00 NA CC PW RFQ
2139(a) 3/6/2023 4/14/2026 Scott Fazekas & Associates, Inc First Amendment to Building Plan Check and Building Official Services $25,000.00
2 successive
periods of 1
yr each
(included in
expiration
date)
CC CD
2236 4/2/2024 5/31/2026 Rincon Consultants, Inc. Climate Action and Resilience Plan (CARP) - Phase 2 and CEQA Review $351,598.00 - CC CD
2478 1/23/2026 6/2/2026 Los Angeles County RegistrarRecorder/County Clerk Check-In Center Plan June 2, 2026
Statewide Primary (City General) Election
at Lot 6N
$0.00 NA CC CLK NA
2371 6/18/2025 6/18/2026 Boyz in the Kitchen On-site Catering for Las Palmas Senior Club $24,900.00 (2) one-yr
extensions Admin RCS Informal
February 2, 2026 Special & Regular CC Mtg Page 96 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2171 6/23/2023 6/23/2026 GOGov, Inc. Citizen Request Management (CRM) $10,080.00 Auto renew
for (2) 12-
month
periods
(included in
expiration
date)
Admin ADM
2160 7/1/2022 6/30/2026 State of California Department of Parks and Recreation
Grant Contract to Receive Funds for the
Pacoima Boys & Girls Club $5,000,000.00 - CC ADM
2163 6/1/2023 6/30/2026 Boys & Girls Club of San
Fernando
MOU Regarding the State of California
Department of Parks and Recreation
Specified Grant
$5,000,000.00 - Admin ADM
2057(b) 6/9/2023 6/30/2026 Joe Mar Polygraph &
Investigation Services, Inc.
Second Amendment for Polygraph
Services $2,500.00 - Admin PD
2168 6/20/2023 6/30/2026
San Gabriel Valley Council of
Governments and 19
Government Agencies
Administration and Cost Sharing for
Implementing Coordinated Integrated
Monitoring Program (CIMP) and
Watershed Management Program (WMP)
for Upper Los Angeles River Watershed
Management Area
- - CC PW Not Applicable
2232 7/1/2023 6/30/2026
Los Angeles Gateway Region
Integrated Regional Water
Management Joint Powers
Authority (JPA)
Cost Sharing for the Installation of
Monitoring Equipment and Monitoring
Pursuant to the Harbor Toxic Pollutants
TMDL
FY 23-24: $586.24
FY 24-25: $588.78
FY 25-26: $602.60
Yes CC PW
2185 8/22/2023 6/30/2026 Los Angeles Unified School
District (LAUSD)
Education Compact to collaborate to meet
educational needs of youth and families $0.00 - CC ADM
February 2, 2026 Special & Regular CC Mtg Page 97 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2152(b) 6/12/2024 6/30/2026 Chuck Thomas Investigations Second Amendment for Internal Police
Investigation Services (Increasing
compensation for FY 2023-2024 to cover
expenses)
FY 2023-2024 -
$27,500
$25,000/FY
thereafter
- Admin PD
2240 7/1/2024 6/30/2026 NetXperts, LLC Information Technology (IT) Managed Services
$149,700/yr w/ 3%
annual escalator
(3) one yr
extensions CC FIN
2306 10/21/2024 6/30/2026
State of California, Department of
Housing and Community
Development (SCAG)
MOU No. M-028-25 for Regional Early
Action Planning Grants Program of 2021
(REAP 2.0)
$1,250,000.00 NA CC CD Grant
2053(a) 10/23/2024 6/30/2026 Prudential Overall Supply First Amendment for Uniform supply for Public Works (Extending Term) $17,000.00 - Admin PW
2343 3/3/2025 6/30/2026 Rincon Consultants, Inc.
City of San Fernando Comprehensive
Housing Planning Program (SCAG REAP
2.0)
$1,125,000.00 NA CC CD Call for
Proposals
2238(b) 2/27/2025 6/30/2026 State of California Department of Parks and Recreation
Amendment No. 2 for Grant Contract for
San Fernando Family Hike and
Wildlife/Environment (Project Number HL19-015, Contract No C9781009) $26,486.00 Yes Admin RCS Extending term
2153(b) 4/10/2025 6/30/2026 JL Group, LLC Second Amendment for Investigation Services $90,000.00 NA Admin PD Increasing
compensation
2221(a) 4/30/2025 6/30/2026 Community Bridge Housing Corp. Frist Amendment for Temporary Housing Services $25,000.00 - Admin CD
Extending
Term &
Increasing
Comp
2365 6/2/2025 6/30/2026 Plansman Inc Design Services for the Downtown Trash Enclosure Renovation Project $60,000.00 - CC PW RFP
2366(a) 6/10/2025 6/30/2026 Norman A. Traub and Associates First Amendment for Workplace Investigation Services $30,820.00 - Admin PD RFQ
2368 6/26/2025 6/30/2026 Canon Usa Laserfiche Software implementation and 12 month subscription $23,500.00 - Admin CLK Informal
February 2, 2026 Special & Regular CC Mtg Page 98 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 1903(c) 6/26/2025 6/30/2026 Omnigo Software Information Technologies, LLC
Third Amendment for Hosted services of
CAD, RMS, Mobile and Auto-tagging $30,837.60 - Admin PD Extending
Term &
Increasing
Comp
2394 7/1/2025 6/30/2026 Department of California Highway Patrol (CHP)
Grant Agreement for Cannabis Tax Fund
Grant Program funds to Support Selective
Traffic Enforcement Details
$189,866.43 - CC PD Grant
2398 6/30/2025 6/30/2026 Juan Perez Montelongo
(JP818Sports) Basketball Referee Services $13,000.00 No Admin RCS 2399 6/30/2025 6/30/2026 Juan L. Mora Baseball Consultant and Umpire Services $22,000.00 No Admin RCS 2400 6/30/2025 6/30/2026 Johnny Allen Tennis Academy Tennis Classes $4,000.00 No Admin RCS 2354(a) 7/16/2025 6/30/2026 A&M Catering First Amendment for On-site Catering for Las Palmas Senior Club $24,999.00 No Admin RCS
Extending
Term &
Increasing
Comp
2407 7/1/2025 6/30/2026 Liebert Cassidy Whitmore Consortium for Special Services $4,525.00 NA Admin HR 2415 8/8/2025 6/30/2026 Strategic Leadership Consultants SFPD Organizational Assessment $24,999.00 - Admin PD 2423 9/2/2025 6/30/2026 State of California - Department of Alcoholic Beverage Control Alcohol Policing Partnership Grant Funds $75,000.00 NA CC PD Grant 2426 7/1/2025 6/30/2026 Able Mailing Mailing & Fulfillment Services $5,000.00 NA Admin AS Informal
February 2, 2026 Special & Regular CC Mtg Page 99 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2328(a) 9/2/2025 6/30/2026 The Language Pros First Amendment for Language Services up to $40,000/FY (4) 1-yr extensions CC CLK
Increase
compensation
& Extend term
2428 9/15/2025 6/30/2026 Civiltec Engineering, Inc. Water Master Plan Development Services $208,155.00 Yes CC PW RFP 2429 9/2/2025 6/30/2026 Interwest a SAFEbuilt Company On-Call Public Works Services $25,000.00 NA Admin PW Informal 2430 8/11/2025 6/30/2026 Gracie Global, LLC Jiu Jitsu Arrest and Control Instructor Training $9,000.00 NA Admin PD Informal
2435 7/1/2025 6/30/2026 Historical Resources, Inc Historical Consultant for the Lopez Adobe $2,000.00 NA Admin RCS NA 2436 7/1/2025 6/30/2026 Graciela Torres-Gahm Housekeeping Services of the Lopez Adobe $2,000.00 NA Admin RCS NA
2437 7/1/2025 6/30/2026 Ninja Ninja Learns Martial Arts Instruction $5,500.00 NA Admin RCS NA 2438 7/10/2025 6/30/2026 RTB Bus line Transportation for Day Camp Field Trips $8,000.00 NA Admin RCS Informal 2429(a) 10/6/2025 6/30/2026 Interwest a SAFEbuilt Company First Amendment to On-Call Public Works
Services (Include interim PW Director,
project management, and grant
management)
$325,000.00 NA CC PW
Expanding
Scope of Work
& Increasing
compensation
2440 6/27/2025 6/30/2026 Maria Berenice Barajas RCS Programming: Total Body Conditioning
70% of registration
revenue and/or $35
per hour
NA Admin RCS Informal
February 2, 2026 Special & Regular CC Mtg Page 100 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2441 6/27/2025 6/30/2026 Leilani Fainsan Ayson RCS Programming: Zumba & Inclusive Zumba
70% of registration
revenue and/or $25
per hour
NA Admin RCS Informal
2442 6/27/2025 6/30/2026 Violeta Quintero-Escamilla RCS Programming: Senior Music Class & Canto
$40/hr when 10+
participants; or 70%
registration revenue
NA Admin RCS Informal
2443 6/27/2025 6/30/2026 Francisco Javier Verdin RCS Programming: Folklorico Dance Class 70% of registration
fee and/or $30 per
hour
NA Admin RCS Informal
2444 6/27/2025 6/30/2026 Paul John Gale RCS Programming: Shotokan Karate Classes
70% of registration
fee and/or $45 per
hour
NA Admin RCS Informal
2455 7/1/2025 6/30/2026 Joanne Fajardo Zumba Gold Classes $60/class & $60/event NA Admin RCS Informal
2456 7/1/2025 6/30/2026 Cynthia De Leon Mixed Line Dance Class 70% of registration
fee and/or
$30/event
NA Admin RCS Informal
2457 7/1/2025 6/30/2026 Angela Ahmu Zumba Gold Classes (Substitute) Classes $35/class NA Admin RCS Informal 2458 7/1/2025 6/30/2026 Bridget Laine Talley Yoga Class (Chair) Classes 70% of registration
fee and/or
$50/event
NA Admin RCS Informal
2459 7/1/2025 6/30/2026 Joanne Fajardo Chair Zumba Gold Classes 70% of registration
fee and/or
$60/event
NA Admin RCS Informal
2460 7/1/2025 6/30/2026 Angela Ahmu Stretching & Strengthening 70% of registration
fee and/or
$45/event
NA Admin RCS Informal
February 2, 2026 Special & Regular CC Mtg Page 101 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2461 12/1/2025 6/30/2026 Baker Tilly Strategic Plan Consulting Services $63,000.00 - CC CMO RFP 2464 8/1/2025 6/30/2026 GEC Events Special Event Production and Support Services $5,100.00 No Admin RCS Informal
2453 12/1/2025 7/1/2026 SA Associates Preparation of 2025 Urban Water Management Plan $45,000.00 NA CC PW RFP
2220 1/3/2024 7/3/2026 KnowBe4 KnowBe4 Security Awareness Training Subscription and Software $13,588.40 - Admin FIN
2175 7/5/2023 7/5/2026 US Department of Homeland
Security
SFPD Interoperable System and Integrated
Public Alet and Warning System (IPAWS)
Open Platform for Emergency Networks
- - Admin PD
1920(c) 11/18/2024 7/15/2026 Envirogen Technologies, Inc.
Second Amendment for Repair of Nitrate
Removal Treatment Systems (Extending
term and increasing compensation)
$200,000 annually one 2-yr
extension CC PW Not Applicable
2401 7/16/2025 7/16/2026 Department of Resources
Recycling and Recovery
Participate in the Used Oil Payment
Program Cycle 16 (OPP16) Fiscal Year
2025–26
NA Yes Admin PW Renews
Annually
2253 7/28/2021 7/28/2026 Bartel Associates Actuarial Services $24,500.00 No Admin FIN 2253(a) 6/11/2024 7/28/2026
Foster & Foster Consulting
Actuaries, Inc. formerly Bartel
Associates, LLC
First Amendment for Actuarial Services
(Business Name Change) $24,500.00 No Admin FIN
February 2, 2026 Special & Regular CC Mtg Page 102 of 506 ADM_City Council Enhancement Project and Priority Updates (2-2-2026) ATT C As of 01/23/2024 2268 7/15/2024 7/31/2026 Dixon Resources Unlimited Resdential Parking Program Implementation Services $84,735.00 - CC PW
2396(a) 8/1/2025 7/31/2026 Veoci Amendment No. 1 for EOC Communication & Operations $5,701.00 - Admin PD Sole Source
February 2, 2026 Special & Regular CC Mtg Page 103 of 506 ATTACHMENT “D”
CITY MANAGER’S OFFICE 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1202 WWW.SFCITY.ORG To: Mayor Joel Fajardo and Councilmembers
From: Kanika Kith, City Manager
By: Will Pettener, Assistant to the City Manager
Date: February 2, 2026
Subject: Summary of 2025 Legislative Advocacy & Funding Request Letters Legislative Activity
Below are legislative advocacy letters submitted in accordance with the City’s Legislative Advocacy Policy and Platform (January 1, 2025 – Present):
1. Oppose SB 79 (Weiner) re: Transit-Oriented Development (4/2)
2. Oppose 306 (Schultz) re: Freeze on State Code Updates for Residential Units (4/2)
3. Oppose SB 634 (Pérez) re: Homelessness – Civil and Criminal Penalties (4/9)
4. Removal of Opposition SB 634 (Pérez) re: Homelessness - Civil and Criminal Penalties (5/12)
5. Support AB 468 (Gabriel) re: Crimes - Looting (5/19)
6. Oppose AB 1022 (Kalra) re: Vehicles - Abandonment Removal (5/19)
7. Oppose SB 16 (Blakespear) re: Homeless Housing, Assistance, and Prevention Program (5/19)
8. Support AB 650 (Papan) re: Planning and Zoning - Housing Element (5/19)
9. Support re: Federal Housing Program Funding Sign On Letter through NLC (5/21)
10. Support re: Governor’s Legislative Package to Streamline Delata Conveyance Project (6/12)
11. Letter to President Trump and SCOTUS re: Commitment to Upholding Residents Rights and Constitutional Protections (6/17)
12. Position Letter re: Metro East San Fernando Valley Right of Way Study (8/18) Additionally, the City has submitted letters of support for funding requests and initiatives for the following community-based organizations and legislators (January 1, 2025 – Present):
1. Habitat LA – Commemorative Letter for the Los Angeles Builders Ball (2/5)
2. Assemblymember Celeste Rodriguez – 2025 Appropriation Requests (3/17)
3. Climate Smart Communities Initiative (CSCI) – Support of Joint Grant Application with Climate Resolve (3/17)
4. Senator Caroline Menjivar – 2025 Appropriation Requests (3/28)
5. Congresswoman Rivas – Kidneys Quest Foundation Appropriation Request (4/25) February 2, 2026 Special & Regular CC Mtg Page 104 of 506 Summary of 2025 Legislative Advocacy & Funding Request Letters
6. LAUSD Superintendent Carvalho - Support for Police Presence and Partnerships on School Campuses (5/6)
7. Congresswoman Rivas – 2025 Appropriation Requests (5/27)
8. County Supervisor Horvath – Support for Home Again LA’s County Discretionary Fund Grant Application (7/11)
9. County Supervisor Horvath – Support for Ignite the Light of Hope Foundation’s County Discretionary Fund Grant Application (7/11)
10. Los Angeles County Internal Services Division – High Road Training Partnership (HRTP) (8/18)
11. County Supervisor Lindsey Horvath – Consulate on Wheels Partnership (9/25)
12. BMO Gives Program – Climate Resolve Grant Application (9/25)
13. County Supervisor Horvath – Mexican Consulate on Wheels Extension Request (10/24)
14. Pacoima Beautiful – Letter of support for RPOSD Grant Application (10/27)
15. San Fernando High School – Letter of support for Honoring Charles White (11-20-25) February 2, 2026 Special & Regular CC Mtg Page 105 of 506 This Page
Intentionally
Left Blank
February 2, 2026 Special & Regular CC Mtg Page 106 of 506 February 2, 2026 Special & Regular CC Mtg Page 107 of 506 This Page
Intentionally
Left Blank
February 2, 2026 Special & Regular CC Mtg Page 108 of 506
AGENDA REPORT
POLICE DEPARTMENT 910 FIRST STREET, SAN FERNANDO, CA 91340 (818) 898-1250 WWW.SANFERNANDO.GOV REVIEW: ☒ City Clerk ☒ Director of Admin. Services ☒ City Manager To: Mayor Joel Fajardo and Councilmembers
From: Kanika Kith, City Manager
By: Fabian Valdez, Police Chief
Date: February 2, 2027
Subject: Consideration to Authorize Submittal of a Grant Application to the California Office of Traffic Safety National Highway Traffic Safety Administration to Support Selective Traffic Enforcement Details
RECOMMENDATION:
It is recommended that the City Council authorize the preparation and submittal of the National Highway Traffic Safety Administration (NHTSA) Grant application for an amount up to $200,000 from the California Office of Traffic Safety to support selective Traffic Enforcement details.
BACKGROUND:
1. In 1966, Congress approved the National Highway Safety Act to provide federal funds for traffic safety, which is administered by the NHTSA.
2. In 1967, California created the Office of Traffic Safety (OTS) to administer local grant funds received from the NHTSA. OTS is responsible for developing grant guidelines and goals as well as awarding funding to local agencies.
3. In December 2025, OTS announced their annual open enrollment for the 2026-2027 NHTSA Grant (Attachment “A”), which provides funding to local agencies to operate traffic safety programs aligned with NHTSA priority areas, with the goal of reducing deaths, injuries, and economic losses resulting from traffic-related collisions. Past OTS grants received by the City are included as Attachment “B”.
ANALYSIS:
Police departments are critical to traffic safety through enforcement, crash investigation, education, and emergency response. Aligning local programs with NHTSA priority areas such as impaired driving prevention, occupant protection, speed management, and pedestrian safety helps reduce fatalities, injuries, and economic losses from traffic collisions.
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The OTS administers NHTSA grant funds to support these efforts. Each year, OTS sets funding priorities based on current traffic safety needs, identifies challenges, and defines strategies to address NHTSA’s focus areas, ensuring coordinated, evidence-based approaches to create safer roads and communities. As part of this process, OTS identifies traffic safety challenges, establishes performance measures, and defines strategies and timelines to address NHTSA’s priority areas, which include the following:
• Alcohol-Impaired Driving • Distracted Driving
• Drug-Impaired Driving • Emergency Medical Services
• Motorcycle Safety • Occupant Protection
• Police Traffic Services • Pedestrian and Bicycle Safety • Roadway Safety and Traffic Records • Public Relations, Advertising, and Marketing Programs
Equipment costing $5,000 or more, with a useful life of at least one (1) year, and that is required to carry out the grant activities, is also allowable within these priority areas.
The Department received a 2025-2026 OTS Grant in an amount of $60,000 that focused on shortterm, targeted enforcement efforts, including Driving Under the Influence or Driving Under the Influence of Drugs (DUI/DUID) checkpoints and saturation patrols, traffic enforcement, distracted driving, and pedestrian and/or bicycle operations.
Fiscal Year 2026-2027 Grant.
Staff recommends that the City apply for an OTS Police Traffic Services Grant funded by the NHTSA to support the following traffic safety activities for the Police Department:
• Light Detection and Ranging (LIDAR)-Based Speed Enforcement Operations: These operations use laser speed measurement devices already owned by the Police Department and operated by trained officers to accurately measure vehicle speeds.
Unlike traditional radar, LIDAR allows officers to target specific vehicles, even in congested traffic conditions. Grant funding would be used to support officer time and operational costs associated with conducting targeted LIDAR enforcement operations using existing equipment, ensuring an efficient use of resources while addressing speeding-related collisions and improving roadway safety in high-risk areas. • Click-it or Ticket Operations: The Police Department has conducted Click It or Ticket campaigns in prior years using grant funding to increase seat belt and child restraint compliance. These efforts included public service announcements and focused enforcement of seat belt and child restraint laws. Continued grant funding would support enforcement and outreach activities and help reduce traffic-related injuries and fatalities in the City.
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• Pedestrian Safety Operations: These operations promote pedestrian safety and aim to reduce pedestrian-related injuries and fatalities. Grant funding would support dedicated officer time for focused pedestrian safety operations, allowing for increased patrols and targeted enforcement in identified high-risk corridors, intersections, and school zones.
The additional resources would also support expanded public service announcements and enforcement efforts to improve pedestrian safety throughout the City. • National Distracted Driving Awareness Month: The Police Department has conducted distracted driving enforcement and education campaigns in prior years using grant funding. Grant funds would support dedicated officer time to expand these efforts through increased patrols and focused enforcement of the State’s Hands-Free Cell Phone Law, along with public education on the risks associated with texting, smartphone use, and other distracted driving behaviors, to help reduce distraction-related collisions in the City.
To support these activities, staff recommends requesting up to $200,000 in OTS grant funding through the Police Traffic Services (PTS) Grant Program for Fiscal Year 2026–2027. Unlike prior OTS grants received by the City, which primarily funded time-limited Selective Traffic Enforcement Programs (STEP) such as DUI and DUID checkpoints and saturation patrols, this grant is intended to support ongoing, year-round traffic safety efforts integrated into the Police Department’s daily operations.
The Police Department currently conducts Community Resource Management (CRM) patrols during regular patrol operations and has implemented grant-funded DUI checkpoints. While DUI checkpoints are effective, they require a significant number of officers working overtime and are not always feasible when staffing is limited. The Police Traffic Services Grant supports department-wide approach to traffic safety, including ongoing enforcement, officer training, data-driven strategies, and long-term planning aligned with NHTSA priority areas. This approach gives the Department more flexibility and allows traffic safety needs to be addressed consistently throughout the year.
This grant also aligns with the Department’s operational capacity because it supports traffic safety activities that can be integrated into daily operations rather than relying on short-term enforcement efforts. By supplementing regular patrols with targeted, grant-funded operations, the Department can maintain consistent traffic safety enforcement throughout the year without diverting on-duty staffing.
BUDGET IMPACT:
The NHTSA Grant from the State of California is a reimbursement grant and requires the Department to enter into an agreement with OTS to administer the grant. Reimbursements will February 2, 2026 Special & Regular CC Mtg Page 111 of 506 Consideration to Authorize Submittal of a Grant Application to the California Office of Traffic Safety National Highway Traffic Safety Administration to Support Selective Traffic Enforcement Details
only be made for costs that fall within the approved grant period and do not exceed the federally obligated funds outline in the agreement.
There will be no budget impact on the Fiscal Year 2025-2026 Adopted Budget to authorize the submittal of the NHTSA grant application and there is no need to appropriate funds at this time.
This is the initial step in approving funding from the State of California. If the City is awarded the grant, staff will return to the City Council with a resolution to formally accept the award and appropriate funds.
CONCLUSION:
It is recommended that the City Council authorize the preparation and submittal of the National Highway Traffic Safety Administration (NHTSA) Grant application for an amount up to $200,000 from the California Office of Traffic Safety (OTS) to support selective Traffic Enforcement details.
ATTACHMENT:
A. California Office of Traffic Safety – National Highway Traffic Safety Administration Announcement
B. Prior OTS Grants Received by the City
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Federal Fiscal Year 2026
Contact Information
California Office of Traffic Safety
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(916) 509-3030
[email protected]
OTS Website
This manual establishes consistent program and project management procedures for the California Office of Traffic Safety (OTS) staff and subrecipients (agencies/organizations receiving federal grant funds from the OTS) to guide the administration of the state’s highway safety program in compliance with National Highway Traffic Safety Administration guidelines. Best practice requires the OTS to have a current manual which documents standard operating procedures and the management of the highway safety program. This manual contains a written record of current approved administrative and financial procedures; however, it does not specifically address all regulations. Periodic changes and additions to the manual may be necessary to meet changing federal and state laws and/or to improve program management and fiscal procedures. When an agency or organization accepts federal safety funds, it also agrees to fully comply with all requirements in this manual and any periodic changes that may be made during the grant period.
ATTACHMENT "A"
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Chapter 1 – Introduction........................................................................................................................5 Section 1.01: Purpose..........................................................................................................................5 Section 1.02: Mission and Vision Statement .................................................................................5 Section 1.03: Grant Program Funding Overview.........................................................................5 Chapter 2 – Triennial Highway Safety Plan Development............................................................5 Section 2.01: Overview.......................................................................................................................5 Section 2.02: Traffic Safety Problem Identification and Program Areas...............................6 Chapter 3 – Grantee Project Development and Grant Applications .......................................7 Section 3.01: Overview.......................................................................................................................7 Section 3.02: Project Solicitation and Development..................................................................7 Section 3.03: Grant Application and Submission........................................................................8 Section 3.04: Grant Application Review......................................................................................11 Chapter 4 – Grant Agreement ...........................................................................................................12 Section 4.01: Overview.....................................................................................................................12 Section 4.02: Draft Grant Agreement...........................................................................................12 Section 4.03: Final Grant Agreement ...........................................................................................15 Section 4.04: Pre-Operational Review .........................................................................................15 Chapter 5 – Grant Requirements.......................................................................................................15 Section 5.01: Budget Contingency and Funding......................................................................15 Section 5.02: Regulations.................................................................................................................17 Section 5.03: Audit.............................................................................................................................18 Section 5.04: Federal Funding Accountability and Transparency Act...............................18 Section 5.05: Procurement Standards ..........................................................................................19 Section 5.06: Contractual Services ...............................................................................................19 Section 5.07: Non-Profits ..................................................................................................................20 Section 5.08: Traffic Enforcement Agencies...............................................................................21 Section 5.09: Institutions of Higher Educations...........................................................................21 Section 5.10: Limitation of Liability ................................................................................................21 Chapter 6 – Grantee Responsibilities and Procedures................................................................21 Section 6.01: Overview.....................................................................................................................21 February 2, 2026 Special & Regular CC Mtg Page 114 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 3 | 50 Section 6.02: Authorizing Official...................................................................................................22 Section 6.03: Grant Director............................................................................................................22 Section 6.04: Fiscal Official..............................................................................................................22 Section 6.05: Financial Management ..........................................................................................22 Section 6.06: Fraud Prevention.......................................................................................................24 Section 6.07: Direct Allowable Costs and Source Documents .............................................24 Section 6.08: Direct Costs - Equipment........................................................................................27 Section 6.09: Direct Costs - Other..................................................................................................28 Section 6.10: Allowable Indirect Costs ........................................................................................29 Section 6.11: Unallowable Costs for Select Items .....................................................................29 Section 6.12: Grant Agreement Revisions...................................................................................31 Chapter 7 – Public Education and Information.............................................................................32 Section 7.01: Overview.....................................................................................................................32 Section 7.02: Advertising and Public Relations .........................................................................32 Section 7.03: Copyrights and Trademarks..................................................................................33 Chapter 8 – Claims Preparation and Reimbursement.................................................................33 Section 8.01: Overview.....................................................................................................................33 Section 8.02: Claim Preparation ....................................................................................................33 Section 8.03: Claim Details..............................................................................................................34 Chapter 9 – Grant Reports...................................................................................................................35 Section 9.01: Overview.....................................................................................................................35 Section 9.02: Quarterly Performance Reports............................................................................36 Chapter 10 – Monitoring ......................................................................................................................37 Section 10.01: Overview ..................................................................................................................37 Section 10.02: Grant Performance Review .................................................................................38 Chapter 11 – Certification and Assurances....................................................................................38 Section 11.01: Certification and Assurances List.......................................................................38 Chapter 12 – Definitions and Acronyms..........................................................................................40 Section 12.01: Definitions .................................................................................................................40 Section 12.02: Acronym Table .......................................................................................................47 APPENDIX “A” – CERTIFICATIONS AND ASSURANCES...........................................................47 APPENDIX “B” – MANDATORY DISCLOSURES...........................................................................48 February 2, 2026 Special & Regular CC Mtg Page 115 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 4 | 50 APPENDIX “C” – LAW ENFORCEMENT AGENCIES...................................................................49 APPENDIX “D” – GENERAL TERMS AND CONDITIONS INCLUDING STATE CERTIFICATIONS..............................................................................................................................50 February 2, 2026 Special & Regular CC Mtg Page 116 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 5 | 50 Chapter 1 – Introduction
Section 1.01: Purpose
The California Office of Traffic Safety (OTS) is under the direction of the California State Transportation Agency (CalSTA) and is tasked with developing and implementing a highway safety program that addresses the behavioral factors that impact traffic safety. The purpose of this Grant Program Manual (GPM) is to provide consistent guidance in the administration of the OTS highway safety program, so that it follows state and federal regulations. The GPM contains a written record of approved administrative and financial procedures, which all OTS grantees must follow. This GPM does not address all regulations and occasional reference to other California state government manuals and policies may be necessary.
Section 1.02: Mission and Vision Statement
Mission:
Deliver traffic safety programs to prevent people from being killed and seriously injured in California.
Vision:
All people will be safe on California roads.
Section 1.03: Grant Program Funding Overview
The OTS funding, which is awarded to the state by the National Highway Traffic Safety Administration (NHTSA), includes the Highway Safety Program (23 USC § 402), the National Priority Safety Program (23 USC § 405), and the Minimum Penalties for Repeat Offenders for Driving While Intoxicated or Driving Under the Influence Program Transfer (23 USC § 164). These programs are included in the five-year, national transportation funding bill known as the Infrastructure Investment and Jobs Act (IIJA). The OTS highway safety program is a reimbursement program whereby a grantee will expend their funds to perform the work and then submit a claim and necessary documentation for reimbursement by the OTS.
The OTS cannot directly fund a 501(c)(3) non- profit organization; however, these entities are eligible for funding through a host government or public entity as a contractor.
Chapter 2 – Triennial Highway Safety Plan Development
Section 2.01: Overview
The goal of the behavioral highway safety program is to ensure all roadway users arrive at their destination safely. To accomplish this, the OTS develops a Triennial Highway Safety Plan (3HSP) along with an Annual Grant Application February 2, 2026 Special & Regular CC Mtg Page 117 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 6 | 50 (AGA) and submits both documents to NHTSA. These documents outline and implement a data-driven highway safety program that uses proven countermeasures to help address unsafe behaviors such as seat belt usage, speeding, impaired and distracted driving that are contributing factors in serious injury and fatal motor vehicle crashes.
Section 2.02: Traffic Safety Problem Identification and Program Areas The 3HSP addresses the priority program areas including:
• Alcohol impaired driving
• Distracted driving
• Drug-impaired driving
• Emergency medical services
• Motorcycle safety
• Occupant protection
• Pedestrian and bicycle safety
• Police traffic services
• Public relations, advertising, and marketing program
• Roadway safety and traffic records
Identification of roadway traffic safety problems is conducted on a statewide basis for each program area. Problem identification is the process of gathering and analyzing data and information from a variety of sources and using what is learned to prioritize limited resources for the implementation of proven and innovative countermeasures that will help prevent crashes on California’s roads.
Gathering and analyzing data and other pertinent information, along with conducting meaningful public participation and engagement, are the strategic approach the OTS uses to guide the problem identification process. This approach ensures that the OTS understands the extent of the traffic crash problem with a focus on identifying the geographic areas where crashes are occurring and the appropriate strategies to help address them.
Numerous data resources are used to determine and prioritize the state’s traffic safety problems. These include federal priorities, past evaluations, recommendations from the most recent NHTSA program assessments, and the latest edition of NHTSA’s Countermeasures That Work.
The 3HSP not only describes what will be done to address these program areas, but also the goals and performance measures used to gauge progress. Program goals and performance measures are selected based on severity, economic costs and number of agencies available to implement projects using proven countermeasures.
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Highway safety problem identification not only involves data collection and analysis, but also meaningful public participation and engagement (PP&E) from communities affected by traffic crashes that result in death and serious injury.
The PP&E is a meaningful process that proactively seeks full representation from communities, considers public comments and feedback, and incorporates that feedback into a project, program or plan.
Chapter 3 – Grantee Project Development and Grant
Applications
Section 3.01: Overview
Each project considered by a government agency must address an emphasis area identified in the 3HSP, be data-driven and utilize proven and/or promising countermeasures that will help the OTS achieve its performance targets. Grant applications are reviewed for completeness, potential impact on improving safety, reasonableness of the budget request, and the applicant’s past performance.
Section 3.02: Project Solicitation and Development
The annual project solicitation process begins by notifying Grant Electronic Management System (GEMS) registrants through email of the open application period for the next federal fiscal year (October 1-September 30) and of funding workshop dates. The message also announces when grant application forms and instructions will be available on the Grants/Apply Now page found on the OTS website.
If a grantee is not registered with GEMS, new users can apply on the Grants/Apply Now page. In addition to the announcement for grant opportunities, potential applicants can view other resources such as the OTS Grant Application Workshop Presentation Deck or the OTS Grant Application Workshop. The Regional Grant Application Workshops are given in order to generate interest in a particular program area identified in the 3HSP and to address questions about the grant application process.
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MONTH ACTIVITY
December OTS announces upcoming grant application period.
OTS conducts grant workshops.
January Deadline to submit grant applications is January 31st.
February – May OTS reviews the grant applications.
June OTS submits grants to CalSTA for approval.
OTS notifies applicants of grant application status.
OTS holds pre-3HSP and AGA meeting with NHTSA.
July – September OTS sends grant agreements to applicants for review and signature.
OTS submits the 3HSP and AGA to NHTSA.
September NHTSA approves the 3HSP and AGA.
Signed grant agreements are due to OTS from
applicants. Once signed, applicants are referred to as
grantees.
September 30th is the end of the federal fiscal year.
October –
December
October 1st the federal fiscal year begins.
OTS holds pre-operational meetings with grantees.
OTS prepares and submits the Annual Report to NHTSA
and the state legislature.
All grant applications are due January 31st.
Section 3.03: Grant Application and Submission
The OTS must determine if the agency or organization applying for a federal highway safety grant is eligible and has the appropriate expertise, leadership and authority to properly implement and manage the proposed project.
Projects must align with the problem identification, performance targets and strategies found in the 3HSP. The planned activities to be funded must be identified and clearly explain in detail how they support an evidence-based countermeasure. This explanation should show a logical sequence of events that will be undertaken to help the OTS achieve its performance target(s).
Strategies, projects and proposed countermeasures should be selected based on analysis of current and relevant data. Innovative and/or promising countermeasures may be implemented if there is data justifying their selection or an example illustrating how the selected countermeasure has been successfully implemented by others.
Before applying applicants need to review these questions:
February 2, 2026 Special & Regular CC Mtg Page 120 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 9 | 50 • Will the grant funds be used to support one of the program priority areas listed above?
• Can the applicant’s organization pay for project expenses with their own funds and then wait 90 days for reimbursement?
• Is the applicant’s organization a government or public entity? If the organization is a 501 c (3) then the applicant will need a government or public entity to act as the host agency.
• Has the applicant cleared a Single Audit?
• Does the applicant have a SAM number?
• Is the applicant’s agency able to provide traffic safety data that demonstrates how the applicant’s program will save lives on California roadways and be able to demonstrate using performance measures with one-year of funding?
If the applicant is unsure about whether their proposed project meets the necessary criteria, please contact OTS at (916) 509-3030 or go to OTS Grants to start an application.
Eligible agencies or organizations must be able to:
• Deliver services promptly.
• Manage public funds efficiently.
• Have internal management and financial controls in place. • Collaborate with other communities and government and/or private organizations.
• Develop data-driven plans that solve highway safety problems. • Adequately evaluate the success of a project.
• Demonstrate they are not on any debarment or suspension list. • Provide payroll verification, accounting records, receipts/invoices, and other back up documentation to support the grant expenses and activities.
Grant Types
Two types of grant applications are available in GEMS, General Grants and Grants Made Easy (GME). A qualifying government or public entity determines which type to use based on the problem to be addressed. Problem identification should be determined through analysis of local crash data, as well as data from the California Highway Patrol (CHP). Reports must be requested from the CHP so planning the request early in the process is essential. The OTS Crash Rankings for California cities and counties is also available.
General Grants – A general grant application should be made by a government or public entity if they are seeking funds to address traffic safety problems other than what is listed on a GME. The general grant application can be customized to fit the specific needs of a government or public entity.
February 2, 2026 Special & Regular CC Mtg Page 121 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 10 | 50 GME – A GME application includes pre-determined goals, objectives and activities by focus area such as DUI Courts, Emergency Medical Services (EMS), Occupant Protection, Pedestrian and Bicycle Safety, Probation, Selective Traffic Enforcement Program, Motorcycle Safety, Traffic Records Improvement Project, and Vertical Prosecution. As part of the application process, templates are designed and used to facilitate ease of preparing and submitting a grant application.
Application Submission
GEMS provides a paperless system for application entry, allocation of funds, budgeting, tracking expenditures, monitoring grant performance, and supporting the development of reports required by state and federal agencies.
Grant applications must be submitted before 11:59 pm on January 31.
Access to the GEMS application forms is only available during the open application period; however, application training resources are available yearround. First time GEMS users are required to register and must be granted access by the OTS. Returning users can login using their existing credentials. Review the GEMS webpage for more guidance.
Application templates include the following sections:
• Agency Identification: Specific information regarding the agency including the agency SAM number
• Problem Statement: A statement that details problem to be solved • Supporting Statistical Data: Data needed that thoroughly documents the problem
• Proposed Solution: Includes a discussion of what strategies will be taken to solve the problem and what resources will be used to leverage implement the intervention
• Goals and Objectives: The goals and objectives need to be specific, measurable, action-oriented, realistic, time-framed (SMART) • Method of Procedure: This includes a plan for daily management of the grant and a plan for reducing reliance on federal grant funding in the future
• Evaluation: General and GME grant applications outline media, data collection and reporting, evaluation, and administrative support requirements
• Budget items and Budget Narrative: This includes a detailed budget estimate with supporting narrative, that includes all cost categories – personnel costs, travel expenses, contractual services, equipment ($10,000 or more per unit, including tax and shipping), and direct and indirect costs. Each category must be detailed by individual line items February 2, 2026 Special & Regular CC Mtg Page 122 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 11 | 50 • Supporting documents - While not required, it is strongly recommended that grant applications include a letter(s) of support from the governing body such as the Board of Supervisors, City Council, etc., and, if applicable, the community.
All sections of the application must be complete for GEMS to accept the submission. GEMS will provide an individual application number. The system allows the application to be saved and for the applicant to make multiple entries so that an application can be built over a period of time. Guidance is provided within GEMS to explain field entry requirements. Once submitted, the application is locked and cannot be altered by the applicant. To protect the integrity of the submission, the OTS can only view the application during the review process.
GEMS will inform the applicant of a successful submission by email. At this stage the application status is automatically updated to “Submitted”.
Section 3.04: Grant Application Review
Once the grant application submission process is closed, each application goes through a review and evaluation process. The application is assigned to a Program Area Review Team. The OTS Grant Coordinators (member of team) will review the application to determine if it:
• Will contribute to the California Traffic Safety Program • Is compatible with NHTSA and OTS grant funding policies • Falls under the OTS’ funding priorities, includes best practices and is a Strategic Highway Safety Plan (SHSP) priority
• Addresses a serious problem that’s supported through comprehensive crash data analysis
• Targets high-risk populations, high-risk behaviors, and high crash locations • Is reasonable and proportional (strategy, time frame, budget) to the identified problem
• Is a continuation of an existing grant, was funded within the past five years or previously submitted and denied for funding and why.
Following this in-depth evaluation, the Program Area Review Team collectively prioritizes the applications and presents their assessment to the OTS management, including the Director. The OTS then forwards its application funding recommendations to CalSTA for approval. All approved applications are included in the AGA, which is submitted on or before August 1 to NHTSA for their review and approval.
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Prior to awarding a grant agreement, the OTS must evaluate and document the risk for each applicant selected for federal grant funding. The OTS will assess the applicant’s risk of noncompliance with federal statutes, regulations and the terms and conditions of the grant as well as the applicant’s financial stability, quality of management systems, history of past performance, and prior audit findings, if applicable. If the applicant does pose a risk, but the proposal has merit, the OTS may, as a condition of awarding grant funds, conduct a prefunding assessment meeting with the applicant, and/or impose specific terms or conditions. This information will be used to determine the appropriate level of project monitoring if a grant is awarded.
Chapter 4 – Grant Agreement
Section 4.01: Overview
The process from grant application to a fully executed grant agreement can take several months. Following CalSTA review and approval of the 3HSP and AGA funding recommendations, the OTS will notify the government or public entity via an email, generated by GEMS, of the status of their application.
Successful applications are converted by the GEMS into a draft grant agreement and assigned a grant number.
Section 4.02: Draft Grant Agreement
The OTS works with the grantee to prepare the draft grant agreement using information included in the original grant application as well as any changes to the budget and/or strategies discussed. The draft grant agreement consists of the following that is taken directly from the original grant application:
Traffic Safety Grant Agreement
The Traffic Safety Grant Agreement summarizes the terms and conditions of the contract between the grantee and OTS. This includes:
• Grant number
• Grant title
• Name of the applicant agency
• Agency
• Agency department to administer the grant
• Grant period
• Grant description including the data supported purpose, activities such as strategies, tasks, reporting, and evaluation methods
• Amount of federal funds allocated
• Contact information and approval signatures of the Authorizing Official, Grant Director, and the Fiscal Official
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• Agency’s SAM number
• Budget funding data
• NHTSA transparency reporting requirements
• Accounting Officer from the OTS and approval signature Schedule A
• Problem statement describing the jurisdiction that will be impacted, the problem to be addressed supported by data, and the target population that the grant will serve
• Performance measures, including goals and objectives
• Method of procedures identifying the tasks to be conducted to accomplish the grant performance measures
• Method of evaluation using the data compiled during the grant, the Grant Director will complete a final evaluation that should provide a brief summary of the grant’s accomplishments, challenges and significant activities.
• Administrative support statement from the appropriate governing body or official such as city council, board of supervisors, county executive, city manager
Schedule B
Detailed Budget Estimate and Narrative
The detailed budget estimate covers the entire grant year and federal funding source information is provided to assist with single audit compliance. The budget and associated costs are divided into these six categories:
• Personnel Costs: This includes all classifications applicable to the grant, the hourly rate, based on the method of compensation for that classification, and percentage applicable to the grant. Overtime salaries must be broken out separately from regular pay. Reasonable cost of living increases, or merit increases are estimated and included. Benefits are also included under personnel costs and need to be broken out in a separate budget line item. Estimated costs for this category should be provided by the agencies fiscal official.
• Travel Expense: This includes the estimated cost of grant-related travel expenses, both transportation and per diem, and is segregated by in-state and out-of-state travel using the subrecipient’s established reimbursement rates. If the subrecipient does not have a travel policy with established reimbursement rates, standard reimbursement rates apply per the California Department of Human Resources (CalHR).
• Contractual Services: This describes the estimated cost of services to be provided for each contract awarded on the grant using descriptive titles such as CPS Training, Evaluation Services, Public Awareness Campaign, February 2, 2026 Special & Regular CC Mtg Page 125 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 14 | 50 etc., rather than a specific firm, agency, or individual name. Each contract must have its own sub-budget detailing the contractors’ expenses. For each contract, the agency is required to follow its established contracting policies. Approval of the grant agreement does not imply agreement for a sole source contact.
• Equipment: This includes the estimated cost of each equipment item that costs $10,000 per unit or more and has a useful life of more than one year.
The total cost of equipment includes modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for grant purposes as well as tax, shipping and installation. All applicable discounts are excluded in the cost estimate.
• Direct Costs: This details the estimated cost of any other allowable direct grant expense not covered under the previous categories including services not requiring contractual agreements and minor equipment such as educational materials, radar devices, child safety seats, bike helmets, and checkpoint supplies that support the grant goals and objectives. The agency must follow its established procurement policies. (Note: If a line item cost in this category is based on an allocation, it must be identified in the line item title as Allocated Office Supplies or Communication Allocation. Cost allocation plans may be requested to determine if costs are equitably distributed to the grant.
• Indirect Costs: This details costs incurred for common or joint purposes, such as telephone, supplies, administrative salaries etc., that are not a direct cost to the grant. An indirect cost benefits more than one cost objective and should be prorated equitably among all applicable functional areas. Estimated costs for this category should be provided by the agencies fiscal official and supported by a current federal fiscal year Indirect Cost Rate approval letter from a federal agency. • Statements and disclaimers
Federal guidelines prohibit using federal grant funds to pay for routine and/or existing state or local activities that carry out the overall responsibilities of state, local, or federally recognized Indian tribal governments. This practice is known as general costs of government. If a grant includes funding for straight time personnel, the OTS requires the subrecipient include the following statement:
Any non-grant funded vacancies created by reassignment to a grant-funded position must be filled at the expense of the grantee agency.
Certification and Assurances apply to the grantees and OTS and can be reviewed in Appendix A.
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Once the draft grant agreement is approved in GEMS, it is converted into a final grant agreement. The assigned OTS Grant Coordinator e-mails a copy to the Primary Contact and grant officials listed on the agreement with completion instructions. The official will also receive a GEMS User Authority form to designate individuals who can access the departments grant documents in GEMS. The Authorizing Official, Grant Director, and the Fiscal Official will electronically sign the grant and the designation form. If the agreement requires governing body approval, the agency should notify the OTS of the timetable for that process.
Once the agreement is returned to the OTS, the agreement is signed by the appropriate OTS authority. The agency will then receive notification that the grant is active and can be viewed and downloaded from GEMS. The signatures of the grant officials indicate that the grantee agrees to comply with the requirements outlined in the grant agreement. Once a grant agreement is signed by the authorized official and the OTS, it is a legally binding document.
The grantee may not proceed with any expenditure associated with the grant until the authorizing official receives notification from the OTS stating the effective grant agreement start date.
Section 4.04: Pre-Operational Review
The OTS conducts a pre-operational review with all grantees within the first 90 days after the grant period begins. The review is conducted either by phone, virtually, or in-person with the OTS Grant Coordinator at a mutually agreed upon time and location. Since the purpose of the meeting is to review in detail the grant operational and fiscal requirements outlined in the OTS grant agreement, the individual(s) responsible for administering the grant should attend the meeting. The Authorizing Official, Fiscal Official, and Grant Director are strongly encouraged to participate in the pre-operational review, if available. The OTS Grant Coordinator will review the grant goals and objectives along with base year data; equipment report, if applicable; the grant claim invoice and detail; and quarterly performance report. After the pre-operational review, a report is generated by the OTS Grant Coordinator in GEMS which lists all who were in attendance, what was discussed and any other pertinent information.
Chapter 5 – Grant Requirements
Section 5.01: Budget Contingency and Funding
Once the grant has been executed, the OTS will reimburse the grantee for expenditures related to approved grant activities. The objectives outlined in the grant agreement must be accomplished during the grant period, and expenditures must align with the approved budget. Costs incurred before the effective start date or after the end date of the grant agreement period will not February 2, 2026 Special & Regular CC Mtg Page 127 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 16 | 50 be eligible for reimbursement. Reimbursement of costs claimed may not exceed the obligated federal funds. Reimbursement is contingent upon grantee compliance with grant requirements, and sufficient funds being appropriated and obligated by the federal government. The OTS makes neither representation nor guarantee regarding the availability of federal highway safety funds for first or subsequent year funding.
Reimbursement of approved grant expenditures is contingent upon the grantee complying with all grant requirements and the appropriation of sufficient funds by the federal government and the California OTS. The OTS does not represent or guarantee the availability of federal highway safety funds for initial or subsequent year funding. If during the term of the grant federal funds are reduced or eliminated, the OTS may immediately terminate or reduce the grant award upon written or email notification to the grant officials. The grantee will have 30 days from the notification to submit a final claim for costs incurred up to the notification date.
The grantee understands that the grant agreement is written before ascertaining the availability of appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the grant agreement was executed after the determination was made.
The grant agreement is valid and enforceable only if sufficient funds are made available to OTS by NHTSA for the purpose of the highway safety program. In addition, the grant agreement is subject to any additional restrictions, limitations, conditions, or statutes enacted by NHTSA or the State Legislature that may affect the provisions, terms, or funding of the grant agreement in any manner.
If NHTSA does not appropriate sufficient funds for the program, the grant agreement shall be amended to reflect any reduction in funds.
Pursuant to Government Code Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent on the receipt of federal funds by a state agency.
The OTS has the option to terminate the grant agreement at any time or to amend the grant agreement to reflect any reduction of funds.
Termination for Cause
The State may terminate this grant agreement and be relieved of any payments should the subrecipient fail to perform the requirements of this grant agreement at the time and in the manner herein provided. (Reference: DGS Standard Agreement “General Terms and Conditions”, Appendix D of this manual) February 2, 2026 Special & Regular CC Mtg Page 128 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 17 | 50 Termination without Cause
Either party may terminate without cause upon thirty days written notice to the other party. All work performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement (Reference: State Contracting Manual, Chapter 9.12).
Section 5.02: Regulations
Two sections of the Code of Federal Regulations (CFR) govern the operation of state highway safety programs.
23 CFR Part 1300 – Uniform Procedures for State Highway Safety Grant Programs.
By regulation, NHTSA prescribes the requirements for the operation of the state highway safety grant programs. The Infrastructure and Investment Jobs Act (IIJA) was signed into law on November 15, 2021. 23 CFR Part 1300 details the operational requirements under IIJA.
2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards or the “Grants Guidance” was developed to establish consistency and uniformity among federal agencies in the implementation and management of grants and cooperative agreements with state, local and federally recognized tribal governments. The Grants Guidance applies to the recipients (states) and grantees (local government, nonprofits and other entities) of federal grant funds.
Agencies receiving highway safety funds must adhere to these requirements and the OTS is as restrictive as the requirements of 23 CFR Part 1300 and 2 CFR Part 200; however, the OTS may be more restrictive to allow time for the submission of reports to NHTSA which include grantee information. Refer to Appendix B of the manual.
The expenses and costs eligible for reimbursement under the highway safety program are those stipulated in the approved grant budget. To be allowable, costs must be necessary, reasonable, allocable, and expended according to the appropriate federal and state statutes or grant regulations.
When evaluating reasonable cost, grantees should consider the following:
• Is the cost generally recognized as ordinary and necessary for the performance of a government or public entity?
• Does the cost exceed the market price for comparable goods or services?
• Was restraint used and requirements followed?
• Did the person act prudently and responsibly in expending public funds? February 2, 2026 Special & Regular CC Mtg Page 129 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 18 | 50 • Did the grantee adhere to established procurement practices thereby ensuring the cost to the OTS is justifiable?
All procurement and contractual transactions must be conducted in a full, open and competitive manner. Sole source procurement or contracting is discouraged, because it is inconsistent with a policy of full and open competition. Grant management rules require the OTS to monitor grantees to ensure compliance with applicable federal requirements and cost principles.
Section 5.03: Audit
Audits are conducted to determine the fiscal integrity of financial transactions and reports, as well as compliance with laws, regulations and administrative requirements. All grants awarded by the OTS are federally funded and recorded in the catalog of Federal Domestic Assistance (CFDA). If a grantee expends over $1,000,000 in federal funds from any source, a single audit procedure is required by the Single Audit Act for State and Local Agencies. All agencies meeting this threshold must submit a copy of their completed audit to the California State Controller’s Office.
Grantees that have not met the federal single audit requirement will receive a letter from the OTS requesting resolution. If a grantee is unable or unwilling to have an audit conducted the OTS may administer the following sanctions:
• Withhold a percentage of the grant award
• Withhold or disallow overhead cost
• Suspend the grant until the audit is conducted or an exemption certification is submitted or
• Terminate the grant
In addition to the federal single audit requirement, the California Department of Finance Office of State Audits and Evaluations (OSAE) conducts financial and compliance audits and monitoring activities on behalf of the OTS in accordance with government audit standards. These audits are performed to aid the OTS in complying with federal audit requirements and grant fund oversight.
Section 5.04: Federal Funding Accountability and Transparency Act The Federal Funding Accountability and Transparency Act (FFATA) was signed into law in 2006 and requires the OTS to report each subaward that obligates $30,000 or more in federal funds during the grant year. Subaward reporting was previously entered on the Federal Subaward Reporting System (FSRS), but on March 6, 2025 the FSRS.gov tool used to report on subaward data was retired and will now be done in SAM.gov.
February 2, 2026 Special & Regular CC Mtg Page 130 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 19 | 50 Section 5.05: Procurement Standards
A grantee of federal grant funds awarded by the OTS must follow the same policies and procedures it uses for procuring goods and services with nonfederal funds provided they conform to applicable state laws as well as federal laws and standards outlined in the § 200.318 General procurement standards. A copy of the grantee’s established procurement procedures must be readily available for audit purposes upon request from the OTS. State government agencies must comply with contract and procurement policies and procedures set forth in the California State Administrative Manual and the California State Contracting Manual. Three competitive bids should be secured for each purchase or service.
Purchases or contracts awarded by a non-competitive process or sole source are allowed only when small purchase procedures, sealed bids or competitive proposals are unfeasible, and the following applies:
• Goods or services are only available from a single source. • Public need or emergency will not permit a delay resulting from a competitive solicitation.
• Competition is determined to be inadequate after soliciting a number of sources.
Sole source approvals must be granted in accordance with the grantee’s procurement and contracting directives addressing non-competitive procurement and contracting. All exceptions must follow state guidelines.
The Buy America Act prohibits grantees from using highway grant funds to purchase products over $5,000.00, unless they are manufactured or assembled in the U.S. This prohibition applies to steel, iron and all manufactured products, unless a waiver is granted by the U.S. Secretary of Transportation. There is no minimum purchase threshold that exempts the need for a waiver under the Buy America Act.
Section 5.06: Contractual Services
Grantees may use consultants and contractors, secured through a competitive bid or proposal, to achieve the goals and objectives outlined in the grant. The grantee should not enter into a contract until the grant agreement is signed and authorized by the OTS. The grantee is responsible for verifying contractor eligibility by checking the System for Awards Management (SAM) website or adding a self-certification clause or condition to the contract.
When using OTS grant funds, the grantee is responsible for managing all contracts including:
• Ensuring the contractor complies with all contract provisions. • Ensuring services are performed according to the quality, quantity, objectives, timeframes, and manner specified in the contract.
February 2, 2026 Special & Regular CC Mtg Page 131 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 20 | 50 • Ensuring that all work is completed and accepted before the contract expires.
• Assessing and requesting amendments, renewals or new contracts as required allowing sufficient time to process and execute these changes before the contract expires to prevent lapse in service. • Ensuring that contracts are amended after any grant agreement revision that affects the contract terms.
• Reviewing and approving invoices for payment, ensuring payments are made in accordance with contract terms, all costs are budgeted and allowable, and work has been performed.
• Monitoring contract expenditures to ensure there are sufficient funds to pay for all services rendered as required by the contract. • Verifying all requirements of the contract are fulfilled before submitting the final invoice
• Ensuring that all Personnel Activity Reporting (PAR) requirements are met.
Nothing contained in the grant agreement creates a contractual relationship between the OTS or the State of California and the grantee’s contractor. The grantee is responsible for monitoring the activities of their contractor to ensure it is achieving the desired results as outlined in the contract and grant agreement, and that federal grant funds are used for purposes authorized in the grant agreement and in compliance with federal and state statutes and regulations.
The grantee, not the OTS or the state, is responsible for paying its contractors.
The grantee is the responsible party and remains liable for the performance of the terms, conditions, assurances, and certifications of the grant agreement that specifically relate to the contractor. The grantee is as fully responsible to the OTS and the state for the acts and omissions of its contractors and the contractor’s employees as it is for its own employees. In the event of a contractual and/or administrative issue arising out of a contract entered into in support of the grant agreement, the grantee, not the OTS or the State of California, is responsible for resolving all disputes, claims or other matters of a contractual nature as well as civil liability arising out of negligence or intentional misconduct on the part of the contractor.
Section 5.07: Non-Profits
Contractual agreements with 501(c)(3) non-profit organizations registered with the California Secretary of State are allowable and must be on a cost reimbursement basis and include detailed budgets with budget narratives descriptive enough to limit misinterpretation of allowable cost items. If the value of the contract is more than $150,000, the host agency is responsible for conducting pre-award reviews, as necessary, to determine if the non-profit can perform in accordance with the terms, conditions and specifications in the February 2, 2026 Special & Regular CC Mtg Page 132 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 21 | 50 contract and all applicable state and federal requirements. The review should determine:
• The propriety of the amounts in the cost proposal
• The ability of the contractor’s accounting system to accumulate and segregate reasonable, allocable and allowable costs for charges related to the contract
• That the agreement complies with all applicable state and federal procurement criteria.
The pre-award audit may be waived if the non-profit has a successful history with the host agency.
Section 5.08: Traffic Enforcement Agencies
A grantee’s traffic enforcement personnel and any equipment funded under a grant agreement must be solely dedicated to supported enforcement tasks associated with the grant agreement unless a crime is committed in the officer’s presence or the officer is responding to a distress call. Nothing in the grant agreement should be interpreted as a formal or informal requirement that a police officer issue a specified or predetermined number of citations. Law enforcement agencies see Appendix C for additional terms.
Section 5.09: Institutions of Higher Educations
Colleges and universities may enter into contracts to perform applicable provisions of a grant agreement. The terms and conditions of a grant agreement is detailed in Appendix B of this manual.
Section 5.10: Limitation of Liability
The grantee is responsible for the settlement of any and all claims and lawsuits arising from or incident to the OTS’ non-payment of a grantee’s claim. The grantee expressly acknowledges that their responsibility, including the payment of all damages, expenses, penalties, fines, costs, charges, and attorney fees, if the claims and lawsuits are based upon the OTS’ nonpayment of claims. The grantee will defend any suits brought upon all such claims and lawsuits and pay all costs and expenses. The agreement entered into with the OTS is subject to any applicable restrictions, limitations or conditions entered by the U.S. government subsequent to the execution of the grant agreement.
Chapter 6 – Grantee Responsibilities and Procedures
Section 6.01: Overview
When the grantee accepts federal highway safety funds, it agrees to fully comply with all requirements in this manual and any periodic changes that may be made during the grant period. The grantees’ designated grant officials will be notified in writing of any changes.
February 2, 2026 Special & Regular CC Mtg Page 133 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 22 | 50 It is critical that agency officials carefully review the cited federal regulations and the certifications and assurances included in the grant agreement. The Governor’s Representative for Highway Safety is the responsible official for the administration of the state’s highway safety program through the OTS and must assure compliance with applicable statues and regulations. By accepting federal highway safety funds, the grantee is bound by the certifications and assurances.
Section 6.02: Authorizing Official
The authorizing official has contract binding authority. Once the grant agreement is finalized the authorizing official will receive an alternate signature/GEMS user authority email. The attached GEMS user authority form allows the authorizing official to delegate up to five authorized users. The form is submitted to OTS via email. The OTS retains the original form in the agencies official grant file. All individuals listed on this form will be able to log in to GEMS to conduct grant management activities.
Section 6.03: Grant Director
The Grant Director is responsible for establishing operating procedures and controls that ensure adequate administration of the grant in accordance with the terms of the grant agreement as well as all applicable statutes and regulations. The Grant Director is responsible for meeting work schedules, maintaining costs within the approved budget(s), compiling sufficient documentation to validate grant progress and fund expenditures, submitting timely and complete grant reports, and the grant evaluation. The Grant Director must be available for periodic operational reviews with the OTS.
Section 6.04: Fiscal Official
In addition to the Grant Director, the grantee must also identify the Fiscal Official who is responsible for ensuring that budgeted costs comply with the agency’s standard policies and procedures and that the agency’s accounting system conforms to generally accepted accounting principles. The Fiscal Official should carefully review the federal regulations and the certifications and assurances included in the grant agreement.
Contact the OTS for changes to the agency officials listed in the grant agreement and submit an email detailing the change. The OTS will provide further instruction by email.
Section 6.05: Financial Management
The grantee must have adequate and appropriate internal controls in place for every OTS grant that assures awards are managed in compliance with state and February 2, 2026 Special & Regular CC Mtg Page 134 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 23 | 50 federal statutes and regulations. These controls should ensure that all cash, real and personal property, and other assets are safe guarded and used solely for purposes authorized in the grant agreement.
A separate account or fund must be established for each highway safety grant and all grant costs should be separately and accurately recorded. Additionally, the Fiscal Official should ensure that all claims for reimbursement are limited to those specifically authorized in the grant agreement and that they are prepared using grant accounting records or a process that reconciles claims at least quarterly with the grant records.
While the OTS establishes an electronic copy file for each grant, it is strongly recommended that copies of all financial records pertaining to a grant be stored in a shared grant file (hard copy, electronic, or both) maintained by the grantee’s Grant Director, Fiscal Official, or Authorizing Official. This will make it easier to submit claims, complete status reports, respond to questions, and reference documents. The file should include information pertaining to grant awards, authorization, financial obligations, unobligated balances, assets, expenditures, and income.
It should also include a copy of the grantee’s internal purchasing policies and procedures. At a minimum, the policies must meet state requirements; they may not be less stringent. If no written policies exist, the grantee is subject to the state’s purchasing guidelines.
Grantees must maintain records that sufficiently detail the procurement history for all purchases. At minimum, these records should detail the rationale for the method of procurement and selection of contract type, written selection procedures, documented reasons for rejections, and the basis for the contract price. For sole source procurements, the records must at minimum include justification of why the purchase/service cannot logically and reasonably be made through a competitive bidding process including the consequences if not approved, a list of the vendor’s or contractor’s unique qualifications, experience and a detailed cost analysis.
The grantee must retain all source documents and records in the file and make them available for federal and state audits for at least three years following the date of the final reimbursement of grant expenditures or final disposition of equipment purchased with grant funds, whichever is later. Records must be retained beyond this time period if there are unresolved audit findings.
February 2, 2026 Special & Regular CC Mtg Page 135 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 24 | 50 Section 6.06: Fraud Prevention
The grantee must have strong training programs in place that address policies, procedures and controls, with a particular emphasis on fraud prevention.
Effectively supervising and monitoring employees working on the grant is critical.
Examples of fraud include, but are not limited to falsifying:
• Grant applications
• Quarterly performance and final reports
• Contracts
• Competitive bids
• Expenditure reports
• Time sheets
• Reporting activities
• Citations or arrests that did not occur
Other fraudulent activities include:
• Embezzlement
• Bribery
• Extortion
• Obstruction of justice
• Destruction of records.
If a grantee determines there is fraud, and/or a conflict of interest associated with a federal highway safety grant, this information must immediately be detailed in writing and provided to the OTS. The OTS is then required to report any fraud to NHTSA.
A grantee must take reasonable measures to safeguard protected personally identifiable information and other information NHTSA or the OTS designates as sensitive or that the grantee considers sensitive consistent with applicable federal, state, and local laws regarding privacy and obligations of confidentiality.
Section 6.07: Direct Allowable Costs and Source Documents The OTS uses the cost principles outlined in the Grants Guidance to determine necessary, reasonable, allocable, and allowable costs consistent with policies, rules and regulations conforming to limitations or exclusion of cost. The grantee is required to adhere to these same requirements when administering grant funds.
The grantee is responsible for determining whether a cost for a specific service, function or item is a direct cost, direct allocation, such as depreciation, rental, facility operation and maintenance that are prorated and the benefit to the February 2, 2026 Special & Regular CC Mtg Page 136 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 25 | 50 grant can be directly measured or allowable indirect cost such as costs incurred for common or joint purposes that are prorated to a grant based on the benefit received but are not readily associated with a specific grant. For federal highway safety funded grants provided by the OTS, direct costs are categorized in the grant agreement as personnel, travel, contractual services, equipment and other direct costs. For more information on allowable costs for federal grant funded programs, consult the NHTSA Highway Safety Grants Program Resources Guide.
Adequate documentation is required for a cost to be eligible for reimbursement.
The criteria for ensuring a grantee has adequate source documentation are provided under each direct cost category below:
Personnel
Personnel costs include direct compensation of wages and fringe benefits of grantee employees hired expressly for the grant and for the time and effort spent on grant-related activities. Grant funds may be used for wages, special compensation, or other authorized absences such as annual and sick leave provided the cost for the employee is reasonable for the services rendered, follows an appointment made in accordance with state or local laws and rules, and meets federal requirements. Grant funds may also be used for employee fringe benefits such as employer’s contributions to social security, health insurance, workmen’s compensation, and the like provided they are granted under approved plans and distributed equitably to the grant and all other activities. Costs for authorized absences are only reimbursable up to the amount earned during the term of the grant.
Personnel Source Documentation
If an employee of a grantee or contractor (excluding an employee only receiving OTS funding for overtime) is receiving less than 100% of funding from the OTS for personnel services or is receiving 100% of funding from the OTS but the funding comes from more than one federally-funded grant, the employee time distribution to the federally funded grant must be supported by an afterthe-fact Personnel Activity Report (PAR). This requirement also applies to employees of non-profits and institutions of higher education. A PAR is an employee-maintained timesheet or log which accounts for 100% of the employee’s time. It is used to identify effort spent on multiple programs/federal funds.
A PAR must:
• Reflect the employee’s after-the-fact distribution of time by program/federal fund
• Account for the total activity by program/federal fund for which each employee is compensated whether grant-related or not
February 2, 2026 Special & Regular CC Mtg Page 137 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 26 | 50 • Be prepared at least monthly and coincide with one or more pay periods • Be signed by the employee and their supervisor
A digital signature and/or online PAR is acceptable provided the grantee or contractor can demonstrate and document the actions detailed in the PAR were performed by the employee.
An employee of a grantee or contractor receiving 100% of funding from the OTS for personnel services is not required to complete an after- the-fact PAR.
Instead, the grantee may choose to have the employee complete the Employee Time Certification form stating that the employee worked solely on the federally funded program for the period covered by the certification. This certification must be prepared at least semi-annually and signed by the employee and supervisory official who has firsthand knowledge of the worked performed by the employee. Both of these forms will be provided by the OTS during the pre-operational meeting.
Travel
Allowable travel expenses incurred by personnel identified in the grant budget include transportation, food and lodging that meet the grantee’s documented travel policies. The travel should occur prior to the claim submission for reimbursement. If the grantee’s travel policy does not include maximum allowable lodging rates, these costs may not exceed the state’s lodging rate unless written justification is submitted and approved by the OTS. If the grantee does not have documented travel policies, the state travel policies apply. Outof-state travel expenses require written approval from the OTS prior to incurring costs unless identified in the budget and the budget narrative of the grant agreement. Expenses associated with attending meetings and conferences, where the primary purpose is the dissemination of technical information, are allowable. These include transportation, registration fees, and other incidental costs.
Travel Source Documentation
Travel expenses must be supported by properly prepared employee expense reimbursement claims, including required receipts per the documented travel policy. For audit purposes, all receipts must be retained for a minimum of three years after final payment, unless a longer period of records retention is stipulated in the grant agreement. Conference or seminar expenses must be supported by an event agenda. For meetings or conferences, documentation must indicate that the primary purpose was for dissemination of technical information. For costs associated with the use of agency-owned vehicles, documentation must indicate who used the vehicle, when, for what purpose, and number of miles driven. Documentation must also explain how the mileage or other billing rate(s) was developed if the state rate is not used.
February 2, 2026 Special & Regular CC Mtg Page 138 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 27 | 50 Contractual Services
This applies to any professional services and associated costs necessary to complete the grant objectives, not available through the grantee, requiring contractual agreements that are entered into in accordance with the grantee’s normal procedures.
Contractual Services Documentation
Services provided by an individual, organization, firm, or agency must be supported by a properly executed contract or interagency agreement.
Payments must be supported by itemized invoices and made in accordance with the terms of the grant agreement. The grantee must maintain records that sufficiently document the procurement process associated with the contract.
Section 6.08: Direct Costs - Equipment
Equipment is any non-expendable, tangible personal property costing $10,000 or more with a useful life of at least one year that is required to carry out grant activities. As an example, this equipment may include motorcycles, radar trailers, some extrication equipment, etc. The total cost of the piece of equipment must include modifications, attachments, accessories, or auxiliary apparatus needed to make it usable for grant purposes as well as tax, shipping and installation (excluding any discounts). All equipment purchased using federal highway safety funds require written approval from NHTSA, which is handled by the OTS during the grant application process. Equipment purchased with grant funds must be used for traffic safety purposes only. Non-authorized use of equipment is grounds for the grantee refunding a portion of the equipment value to the OTS. All equipment purchased with grant funds must comply with the Buy America Act.
Equipment Management
The grantee must have procedures in place for managing equipment (including replacement equipment) purchased in whole or in part using the OTS funds that at minimum include:
• Adequate controls for safeguarding against loss, damage or theft • Provisions for replacement due to circumstances other than normal wear and tear
• Maintenance procedures to ensure good working condition • Complete records.
Equipment Source Documentation
Equipment must be reported to the OTS using the Equipment Reporting Form.
The form is generated in GEMS at the time the grantee requests reimbursement for the purchase on a claim. The OTS uses this form for monitoring purposes, but it February 2, 2026 Special & Regular CC Mtg Page 139 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 28 | 50 should not be used by the grantee as a substitute for appropriate equipment control records which should include the following information:
• Description of the item with serial or identification numbers • Federal funding source (FAIN number)
• Acquisition date and total cost including federal share • Source and title holder
• Location, condition
• Disposition data including date of disposal and sale price A grantee must submit an Equipment Recertification Report to the OTS every two years from the date of acquisition. This report includes the same information as the Equipment Report, but also includes a description of the method used for determining current fair market value, and that the equipment is being used for federally-sponsored activities. Starting in federal fiscal year 2025 the reporting threshold will be $10,000. Equipment purchased prior to the federal fiscal year 2025 has a reporting threshold of $5,000. The report also certifies that the information provided is complete and accurate to the best of the grantee’s knowledge and that OTS will be contacted immediately after discovery of any grant equipment loss. The Equipment Recertification Report is completed in GEMS and a reminder email will be sent through GEMS to the grantee to ensure compliance.
Equipment Disposal
A grantee must notify the OTS of any disposition of grant equipment, unless the value has been certified to be under $10,000 and at the end of its useful life. The grantee must submit an email to the OTS Grant Coordinator requesting the OTS approval to sell, transfer or dispose of grant equipment. The OTS will forward the request to NHTSA for final approval and notify the grantee of the outcome. All proceeds from the sales of the asset, regardless of the amount, must be used for the objective of the original grant agreement and funding source.
Section 6.09: Direct Costs - Other
This includes any other supplies or services. Example include, but are not limited to educational materials, DUI checkpoint supplies, child safety seats, etc. These supplies and services are of a non-contractual nature with an acquisition cost of less than $10,000 purchased using highway safety funds. These purchases do not require NHTSA pre-approval; however, these items or services must be used in support of the grant. Non-authorized use of supplies or services is grounds for refunding a portion of the value of the supplies and services to the OTS. The cost of the item or service, which would not otherwise be allowable using the grantee’s general funds, may not be purchased with federal grant funds.
February 2, 2026 Special & Regular CC Mtg Page 140 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 29 | 50 Additionally, if joint costs are prorated as direct costs to the grant, the allocation method must be reviewed by the OTS to determine reimbursement eligibility.
Grant funds may be used for the development of new training curricula and/or materials that do not duplicate materials already developed for similar purposes by the USDOT, NHTSA, FHWA or the State of California. The grantee should contact their OTS Grant Coordinator for guidance on allowable supplies and services. All items purchased with grant funds, over $5,000, must comply with the Buy America Act.
Direct Cost Source Documents
All other direct costs must be supported by purchase orders or other original procurement documents signed by the appropriate authority. The grantee should also have itemized invoices or properly signed and dated delivery and/or packing slips. Rental or lease costs must be supported by detailed agreements.
Section 6.10: Allowable Indirect Costs
Indirect costs are those costs incurred for common or joint purposes such as telephone, administrative services, depreciation, facility and equipment maintenance and not assigned to a specific highway safety grant as a direct cost. Indirect costs benefit more than one cost objective and should be prorated equitably among all applicable functional areas.
Non-profit grantees that do not have an approved indirect cost rate may elect to charge a de minims rate of 15% of modified total direct costs. Guidance on establishing an indirect cost rate as well as regulations for negotiating and approving this rate is outlined in the Grants Guidance.
A grantee that does not already have an approved federally-recognized indirect cost rate negotiated with the federal government must negotiate a rate with the OTS. Once the indirect rate is negotiated, it must be accepted by all federal agencies. Source documentation, such as a grantee’s federally approved indirect cost rate letter, must be available to support an indirect cost rate authorized by the federal government. If the grantee’s indirect cost rate is amended or changed during the term of the grant, the new indirect cost rate plan and approval letter must be submitted to the OTS.
Section 6.11: Unallowable Costs for Select Items
The following is a list of selected costs that are ineligible for reimbursement. A grantee should contact the OTS Grant Coordinator for guidance regarding the other costs not discussed previously or below in this manual.
February 2, 2026 Special & Regular CC Mtg Page 141 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 30 | 50 Construction and Facilities
The following are ineligible for reimbursement:
• Highway construction, maintenance and/or design
• Construction or reconstruction of permanent facilities such as paving, driving ranges, towers, and non-portable skid pads
• Highway safety appurtenances including longitudinal barriers such as guardrails, regulatory and warning signs and supports, field reference markers, luminaire supports, and utility poles
• Construction, rehabilitation or remodeling of any building or structure • Cost of land
• Purchase of office furnishings and fixtures including, but not limited to:
➢ Desk
➢ Chair
➢ Table
➢ Shelving,
➢ Coat rack
➢ Credenza
➢ Book
➢ Filing cabinet
➢ Floor covering
➢ Office planter
➢ Storage cabinet
➢ Portable partition
➢ Picture
➢ Wall clock
➢ Draperies/hardware
➢ Fixed lighting
➢ Lamps
Equipment
The following equipment purchases will not be reimbursed:
• Traffic signal preemption systems
• Automated Traffic Enforcement Systems
Training
Cost of the individual’s replacement hourly rate while attending training, unless the personnel position is already grant supported is ineligible.
Program Administration
• General costs of government, which includes the use of funds for routine and/or existing governmental activities that constitute general expenses required to carry out overall responsibilities of a government entity are ineligible
• Promotional items such as key chains, pencils and mugs February 2, 2026 Special & Regular CC Mtg Page 142 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 31 | 50 • Entertainment costs including amusement and social activities and any costs directly associated with the purchase of tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities • Alcoholic beverages for any consumption purposes including controlled training settings for law enforcement training
• Contributions and donations, including cash, property and services to others regardless of the recipient
• Cost of fundraising, including financial campaigns, solicitation of gifts and similar expenses incurred to raise capital or obtain contributions • Contingency provisions for contributions to a contingency reserve or similar provision for unforeseen events excluding self-insurance reserves • Fines, penalties, damages, and other settlements resulting from violations or non-compliance
• Costs of commercial insurance that protects contractor for correction of defects in materials or workmanship
• Costs not recovered under one grant agreement are unallowable under other grant agreements
• General liability insurance
Section 6.12: Grant Agreement Revisions
A grantee may request a revision to the grant agreement that is necessary to enhance the operational efficiency of the highway safety grant. This includes any changes that may affect the overall budget or a specific budget line, including moving funds between line items and/or cost categories, a subbudget or contractual services, as well as the addition of travel (in and out-ofstate), and/or a significant change in goals, objectives and/or procedures that affect the grant scope or end date.
The Authorizing Official, Fiscal Official, or Grant Director must submit to the OTS Grant Coordinator a detailed explanation and justification for a grant revision. In advance of sending written notification, the grantee is encouraged to contact the OTS Grant Coordinator to discuss any proposed grant revisions.
Once a revision request is received, the OTS carefully reviews it taking into consideration the grantee’s current and past grant performance, timeliness and quality of claims and quarterly performance reports, the circumstances and justification for the change, and availability of grant funds. The grantee should allow sufficient time for the review process, which may also require NHTSA approval. No grant funds may be expended on the items being amended until written notification of the status of the request (approval or denial) is provided by the OTS. Failure to comply could jeopardize claim reimbursement for the grantee.
February 2, 2026 Special & Regular CC Mtg Page 143 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 32 | 50 Chapter 7 – Public Education and Information
Section 7.01: Overview
Public Education and Information (PE&I) falls into two categories:
Educational – materials that educates and informs an audience such as activity books, coloring books, brochures, and posters.
Promotional – material that promotes, supports or enhances efforts and directly relates to the project objective such as key chains, onboard signs, mugs, pencils, magnets, and litter bags. The OTS and NHTSA do not allow grant funds to be used for this purpose.
Grantees that use federal highway safety funds to produce educational material must receive approval from the OTS Public Information Officer (PIO) prior to production. Additionally, grantees that use non-federal highway safety funds to produce PI&E materials must receive written approval from the PIO in order to use any OTS logo. Grantees should allow sufficient time for approval and should contact their OTS Grant Coordinator for assistance. Grantees should also advise vendors that all materials used in production of public outreach materials (i.e., data, plates, digital files, camera-ready artwork, designs, concepts, photographs, video and audio) paid for with grant funds are the property of the grantee and the OTS. The OTS reserves the right to use materials developed by the grantee and/or contractor. All educational materials produced using grant funds must include the OTS logo or the logo from another program unless otherwise determined by the OTS. The following message:
Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration.
Inclusion of the logo and/or funding line should not interfere with the primary traffic safety messaging. Questions regarding the inclusion, size or placement of either logo or funding statement should be directed to the OTS PIO.
All published research and reports developed with highway safety grant funds must include the following disclosure statement: This report was prepared in cooperation with the California Office of Traffic Safety (OTS). The opinions, findings and conclusion expressed in this publication are those of the author(s) and not necessarily those of the OTS.
Section 7.02: Advertising and Public Relations
All press releases discussing the kick-off of a grant and/or grant-funded activity must be approved by the PIO prior to dissemination even if the grantee uses a pre-approved press release template(s) available on the OTS website. Approval is also required for all original press releases and press releases developed using the OTS templates the grantee has significantly modified. The grantee should February 2, 2026 Special & Regular CC Mtg Page 144 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 33 | 50 email the draft press release to [email protected] at least seven days in advance of the announcement or event and copy the appropriate OTS Grant Coordinator. A grantee must coordinate media and kick-off events with their OTS Grant Coordinator and notify OTS 21 days in advance of any traffic safety event considered highly publicized or anticipated media coverage. Grant funds may be used to purchase paid advertising, such as television, radio, cinema, Internet, print, outdoor; however, special reporting documents are required, and costs must be displayed as a separate “paid media” line item in the grant budget. Additionally, federally funded Public Service Announcements (PSAs) or video materials intended for television broadcast must be closed captions. A grantee should contact their OTS Grant Coordinator for more information on paid advertising.
Section 7.03: Copyrights and Trademarks
The OTS reserves a royalty-free, non-exclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal or state government purposes the following:
• The copyright/trademark in any work developed under a grant, sub grant or contract under a grant or sub grant.
• Any rights of copyright/trademark to which a grantee or contractor purchases ownership with grant funds.
Chapter 8 – Claims Preparation and Reimbursement
Section 8.01: Overview
Adequate documentation is essential for reimbursement of costs incurred by grantees and a good knowledge of reporting and cost accounting procedures is required by the grantee. It is vital to abide by NHTSA regulations, so the state will be reimbursed by NHTSA for allowable expenses. The OTS and the grantee must use and maintain adequate cost controls and procedures as outlined in the Grants Guidance.
Section 8.02: Claim Preparation
To request reimbursement of an approved grant expenditure, the grantee must complete a Grant Claim Invoice in GEMS and Contractual Services Summary Sheet, if applicable. These forms must be input into GEMS no later than 30 days following the end of the calendar quarter.
Quarter Time Period Due Date
First October through December January 30
Second January through March April 30
Third April through June July 30
Fourth July through September October 30
February 2, 2026 Special & Regular CC Mtg Page 145 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 34 | 50 An invoice showing “zero net” must be submitted even if no expenses were incurred during that quarter. Failure to submit quarterly grant claim invoices by these due dates may result in suspension of the grant, loss of grant funding and/or a denial of future grant funding. Additionally, invoices will not be processed for grantees that fail to provide Quarterly Performance Reports for two or more quarters. The grant claim invoice should be prepared using the grantee’s accounting records and include costs incurred during that time period. Enter the exact cost, do not round off numbers. To ensure proper accounting of reimbursements, grant claim invoices submitted to the OTS should be recorded as a receivable in the grantee’s accounting system. Grantees access Claims from the grant agreement list view on their GEMS home page.
The form is pre-populated with the grant budget items against which claims for reimbursement can be made. The form also indicates budget remaining for each item based on prior claims that have been reviewed and approved.
Section 8.03: Claim Details
The grantee must verify that costs claimed are allowable and authorized, do not exceed budgeted line items, and are posted to the correct cost categories and line items. Grantees should also check that all source documents are provided.
If a claim is submitted with undecipherable or missing source documents, the grantee will be notified and instructed to submit the missing information or resubmit the documents within three business days. If documents are not received by this deadline, the questionable costs will be removed from the claim.
These are the claim details that need to be included in the claim submission.
Personnel Costs
Enter the straight time and/or overtime costs, if applicable. Source documentation is maintained by the grantee in the event of an audit and/or the grant performance review.
Fringe Benefits
Enter the pertinent information for authorized absences such as annual leave and sick leave, as well as employer’s contributions to social security, health insurance, workmen’s compensation, and the like provided they are granted under approved plans and are distributed equitably to the grant and all other activities.
Travel Costs
Enter the pertinent travel information and claimed costs. Upload source documentation organized by in-state and out-of-state travel for each February 2, 2026 Special & Regular CC Mtg Page 146 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 35 | 50 individual(s) trip or training. For each individual trip or training, group all source documents together and clearly label each with the traveler’s name and approved trip or training identified in the budget of the agreement.
Contractual Services
Enter the claimed contractual services amount by line item in the GEMS grant claim invoice screen including entry into sub- budgets if applicable. Upload all source documents for each contractor, group all source documents together and clearly label each with the line item identification and/or contractor’s name.
Equipment
Enter the claimed amount, if applicable. GEMS will require completion of the equipment report as part of the claim. GEMS automatically creates the first recertification record with a recertification due date that is two years from the date of original claim.
Assemble and upload applicable invoice(s). If sales tax is not included on the invoice, provide a statement that includes the following: Charge is for California Sales Tax that will be paid to the California Department of Tax and Fee Administration, amount of sales tax for each item, and date tax is paid. For each line item, assemble all source documents together and clearly label each with the line item name.
Other Direct Costs
Enter the claimed line item amount, if applicable and upload invoices or receipts. For each line item, assemble all source documents together and clearly label each with the name of the line item.
Indirect Costs
The approved rate is already entered in the agency information tab and will automatically calculate, if applicable. No source documents are required; however, the grantee should have their indirect cost allocation approval letter on file.
Chapter 9 – Grant Reports
Section 9.01: Overview
Grantees must submit the Quarterly Performance Report (QPR) in GEMS that includes grant activities conducted during each quarter. A QPR (including the fourth quarter QPR/final evaluation) is considered late if it has not been received by the OTS one day after the due date. The Grant Coordinator should review the QPR within 30 days of receipt. Updates are also made to the data points February 2, 2026 Special & Regular CC Mtg Page 147 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 36 | 50 achieved and grantee comments allow for inclusion of successes and challenges. The QPR and Executive Summary is the main source of information used by the OTS to determine grant success. The fourth quarter QPR must also include a final evaluation that summarizes the work and activities performed during the entire grant period.
Section 9.02: Quarterly Performance Reports
Grantees must submit their QPR through GEMS. The QPR details grant activities conducted during each quarter to accomplish grant objectives. It is the main source of information used by the OTS to determine grant success and commitment as well as any difficulties the grantee may be experiencing. The information and data provided in the QPR is incorporated into the Annual Report that the OTS submits to NHTSA and the State Legislature.
The QPR must be completed in GEMS no later than 30 days following the end of the quarter on the following dates. These dates align with the submission of grant claims.
Quarter Time Period Due Date
First October through December January 30
Second January through March April 30
Third April through June July 30
Fourth July through September October 30
QPR due dates are the same regardless of when a grant starts within a quarter.
As an example, if the grant start date is December 1, then the first quarter QPR is due January 30. Failure to submit QPRs on time may result in suspension of the grant, loss of grant funding and/or a denial of future grant funding. Additionally, invoices will not be processed for grantees that fail to provide QPRs for two or more quarters.
The OTS Grant Coordinator will provide the QPR reporting guidelines at the preoperational review meeting. All supporting information may be uploaded into GEMS. The QPR is prepopulated based on the grant agreement, it’s completed in GEMS, and contains the following:
• A general overview, that includes a brief list of all activities (including significant media) and procurement conducted in support of the grant during the quarter as well as the status of grant funded personnel and contracts, any challenges, and accomplishments.
• An equipment overview for any equipment costing $10,000 or more that is being purchased during the grant period noting steps taken to accomplish the purchase. If the equipment purchase is delayed, justification for the delay must be given.
February 2, 2026 Special & Regular CC Mtg Page 148 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 37 | 50 • Community collaboration and engagement for STEP grants. • A summary of completed grant objectives including an explanation of what was not accomplished and/or plans for upcoming activities. • If applicable updated objective data points for the quarter. • Documents illustrating what was done during the quarter such as the OTSapproved press releases, news clips, photos, and/or other materials.
Include a list of these documents.
The fourth quarter QPR should include a final evaluation that briefly summarizes significant grant accomplishments and challenges, the number and type of activities completed, type of training conducted or received, and grant-funded purchases. Complete all final goals, objectives, data points and indicate whether they were achieved and provide an explanation if the final goals were not achieved.
Grant Closeout
Approximately 30 days prior to the grant end date, the OTS sends a reminder email to the grantee that serves as a reminder of the grant end date and includes information to assist in the preparation of the final QPR, evaluation, and claim. The final QPR, including the completed evaluation section, and reimbursement claim for costs incurred up through the grant end date, must be sent to the OTS no later than 30 days following the grant end date.
Chapter 10 – Monitoring
Section 10.01: Overview
Federal and state grant management rules require the OTS staff maintain regular contact via telephone, virtual calls, email, written correspondence and on-site visits with grantees throughout the course of the grant period to ensure compliance with federal and state statutes, regulations and procedures.
Grants are subject to monitoring based on a number of criteria including dollar amount of the award, the capabilities and experience of the grantee’s personnel, complexity of the grant, contractual services with or without a nonprofit agency, risk assessment, new grantee, indications of problems, previous Grant Performance Review or audit findings, or change in grant direction. This monitoring includes not only the review and approval of claims, QPRs and other documents submitted by the grantee, but also ongoing outreach through desk monitoring and/or onsite visits. The intent of this outreach is to develop a relationship with the grantee, address grant management-related questions, provide technical assistance, and identify and help address problems or concerns. Any documentation generated as a result of this contact is placed in the grantee’s grant file.
February 2, 2026 Special & Regular CC Mtg Page 149 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 38 | 50 Section 10.02: Grant Performance Review
The Grant Performance Review (GPR) is designed to be instructive, not disruptive, and to foster information exchange and partnership. The OTS Grant Coordinators conduct a GPR after receipt of at least the first QPR and a claim with expenditures. The OTS may schedule a telephone, virtual, or onsite review at an agreed upon time with the grantee in advance, and the OTS Grant Coordinator will provide information to the grantee to help prepare for the review. During the review, goals, objectives and tasks are reviewed to determine if the grant is being implemented as outlined in the grant agreement. This determines if the grantee is satisfying and adhering to grant agreement terms and conditions. The financial review includes an examination of the agency and grant-specific financial documents and issues related to the performance of the grant.
While conducting the GPR, the OTS Grant Coordinator completes the GPR in GEMS noting any issues and the grantee’s response. If, following the OTS review, there are fiscal follow-up action items, the grantee will be notified in writing and a corrective action plan will be requested. The OTS will track grantee’s progress in implementing the plan and taking corrective action. In the event the issue(s) cannot be resolved, the OTS may request an audit be conducted by the California Department of Finance. If any disallowed costs are identified during the GPR, the OTS will reduce the grantee’s next grant claim invoice by the amount of the disallowed cost prior to payment. If the grant is closed, the OTS will invoice the grantee for the amount of the disallowed cost.
Chapter 11 – Certification and Assurances
Section 11.01: Certification and Assurances List
Certifications and assurances apply to grantees and are part of the grant agreement. These sections provide the terms and conditions governing the grant and certify that a grantee will comply with the applicable regulations, policies, guidelines, and requirements as they relate to acceptance and use of federal or state funds for the project.
By signing the grant agreement, the grantee agrees to comply with the following certifications and assurance:
• Non-Discrimination
• Drug-Free Workplace Act
• Political Activity (Hatch Act)
• Certification Regarding Federal Lobbying
• Restriction on State Lobbying
• Certification Regarding Debarment and Suspension
February 2, 2026 Special & Regular CC Mtg Page 150 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 39 | 50 • Buy America Act
• Certification on Conflict of Interest
• Prohibition on Using Grant Funds to Check for Helmet Usage • Policy on Seat Belt Use
• Policy on Banning Text Messaging While Driving
February 2, 2026 Special & Regular CC Mtg Page 151 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 40 | 50 Chapter 12 – Definitions and Acronyms
Section 12.01: Definitions
Accrued
Expenditures
Grantee costs incurred for goods and other tangible
property received, services performed by employees,
contractors, consultants and others.
Acquisition Cost The net invoice unit price of purchased equipment including the cost of modifications, attachments,
accessories, or auxiliary apparatus necessary to make
the property usable for the purpose for which it was
acquired.
Activity Report A report submitted by the grantee, as part of the reimbursement process, outlining the activities that took place to support the grant agreement.
Administrative
Requirements
Administrative functions common to all grants such as
financial management, kinds and frequency of reports
and retention of records.
Annual Grant
Application (AGA)
An annual application the OTS makes to NHTSA
providing project level information on the OTS highway
safety programs. The AGA must align with the 3HSP.
Annual Report (AR) Describes the accomplishments and challenges the OTS encountered in the prior federal fiscal year. It addresses progress made in achieving the performance measures,
targets and strategies identified in the Triennial Highway Safety Plan (3HSP) as well as how grant funding was
expended.
Audit A review of programmatic and financial records
conducted by a certified public accountant, which is
the basis of an organization’s legally required audit
report.
Authorizing Official The grantee agency individual that has legislative authority to enter into an agreement with the OTS.
Buy America Act Federal act that prohibits the use of highway safety grant funds to purchase products, unless they are
manufactured in the U.S. This prohibition applies to steel, iron and all manufactured products, unless the Secretary of the USDOT determines it is appropriate to waive the
February 2, 2026 Special & Regular CC Mtg Page 152 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 41 | 50 Buy America Act requirement. For compliance purposes,
American-made is defined as any product that is
manufactured or assembled in the U.S.
CalSTA The California State Transportation Agency (CalSTA) is a cabinet-level agency focused solely on addressing the
state’s transportation issues.
Catalogue of
Federal
Domestic
Assistance (CFDA)
A listing of all federal programs available to state and local governments; federally recognized Tribal
governments; U.S. territories and possessions; domestic public, quasi-public and private profit and nonprofit
organizations and institutions; specialized groups; and individuals. The CFDA number is required on all grant
award letters.
Child Passenger
Safety (CPS)
Child passenger safety is the consistent use of correctly installed safety seats, booster seats, or seat belts that are appropriate for a child's height, weight, and age.
Code of Federal
Regulations (CFR)
A listing of general and permanent rules published in the Federal Register by the Executive Branch of the U.S.
government.
Countermeasures
that Work
Produced by NHTSA, this publication is used by the OTS
to select effective, evidence-based countermeasures to
address traffic safety problems.
Distracted Driving
Program
A program to educate and enforce statutes prohibiting
distracted driving.
Emergency
Medical Services
(EMS)
Emergency Medical Services is critical to reduce deaths and the severity of injuries by providing the right care at the right time, from extrication equipment to post-crash care.
Equipment Non-expendable, tangible property having a useful life of more than one year and an acquisition cost of $10,000 or more used only for traffic safety purposes.
Equipment Report Details the purchase date, description, location, total cost, federal funds used, and current fair market value. of all equipment purchases over $10,000.
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Recertification
Report
Same as the equipment report but includes depreciation
information that must be updated and filed every two
years from the original date of acquisition.
Expenditures Charges made to the project or program. They may be reported on a cash or accrual basis.
Fatal Analysis
Reporting System
(FARS)
The nationwide database maintained by NHTSA that
provides yearly Traffic Safety data regarding fatal injuries suffered in motor vehicle traffic crashes.
Fair Market Value The price that property/equipment would sell for on the open market. It is the price that would be agreed on
between a willing buyer and a willing seller, with neither being required to act, and both having reasonable
knowledge of the relevant facts.
Federal Funding
Accountability and
Transparency Act
(FFATA)
A federal database system to allow prime grant award
and prime contract recipients to report sub-award
activity and executive compensation.
Federal Highway
Administration
(FHWA)
The USDOT agency responsible for administering
infrastructure highway programs and projects funded by
federal legislation.
Final Evaluation
Report - Grantee
Submitted to the OTS by the grantee following
completion of the grant period, the report details the
effectiveness of the highway safety project based on the grantee’s goals and objectives.
Fiscal Official Fiscal or accounting official who has responsibility for the agency’s fiscal/accounting records. Is responsible for
ensuring costs are in accordance with the agency’s
standard policies and procedures and records are
maintained.
General Costs of
Government
Costs of general types of government services normally
provided to the general public, such as fire and police, unless provided for as a direct cost under a program
statute or regulation.
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Highway Safety
Association (GHSA)
The nonprofit association representing the state and
territorial highway safety offices. GHSA works with and for its members to improve traffic safety, influence national policy, enhance program management, and promote
best practices for highway safety offices.
Grant Agreement A binding document between two or more parties detailing the conditions and terms for the project scope of work and financing. May include interagency
agreements.
Grant Claim
Invoice
Expenditures incurred in support of approved grant
activities that a subrecipient may submit for
reimbursement.
Grant Director The individual responsible for establishing and maintaining procedures that ensure effective
administration of the approved grant and comply with
grant requirements. Is responsible for day-to-day
operations of the grant.
Grant Electronic
Management
System (GEMS)
The OTS on-line application and grant award system.
Grants Made Easy
(GME)
Templates designed to facilitate ease of preparing and
submitting a grant application.
Grant Performance
Review (GPR)
A review of the subrecipient grant activities, progress in meeting goals and objectives, and financial records for compliance with federal rules.
Grantee The local or state government agency or entity receiving a federal highway safety grant from the OTS.
Grant Coordinator The OTS staff member assigned to manage all aspects of the grant agreement including contract, monitoring,
programmatic and financial activity.
Grant Director The person assigned by the grantee to assume direct responsibility for administering all phases of the project grant agreement.
February 2, 2026 Special & Regular CC Mtg Page 155 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 44 | 50 Grant Officials Three people identified on the grant who can request approvals or make changes to the grant. They are the
Grant Director, The Fiscal Official, and the Authorizing Official.
Grant Revision A change to the grant agreement that occurs when the budget, scope and/or activity is/are modified.
Grant Tracking
System (GTS)
The federal web-based system used to track grant funds
and request reimbursement from NHTSA for grant
expenditures made by the OTS.
Highway Safety
Plan (3HSP)
The triennial plan the OTS submits to NHTSA for federal transportation grant funds that documents a three-year
period of the OTS safety program. The 3HSP must be
data-driven in establishing performance targets and
selecting countermeasure strategies for programming
funds that meet the performance targets.
Highway Safety
Improvement
Program (HSIP)
Core FHWA program to reduce traffic fatalities and
serious injuries on all public roads, including roads on Tribal land. The HSIP requires a data-driven, strategic approach with a focus on performance.
Host Agency A government or public entity that acts as the primary subrecipient and manager of the grant but all or most of the activity is performed by a contractor.
Infrastructure and
Investment Jobs
Act (IIJA)
The funding and authorization bill governing the highway safety grant program.
Impaired Driving
Program
A program to address alcohol and/or drug-impaired
driving.
Law Enforcement
Liaison (LEL)
The individual responsible for promoting California law enforcement agencies’ involvement in the 3HSP through
education and equitable enforcement of traffic safety
laws.
Local Government A county, municipality, city, town, township, local public authority, school district, special district, intrastate district, council of governments, or any other regional or
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Motorcycle Safety
Program
A program to reduce traffic crashes involving
motorcyclists.
National Highway
Traffic Safety
Administration
(NHTSA)
The USDOT agency responsible for administering the
national behavioral highway traffic safety grant program funded by federal legislation.
Nonmotorized
Safety Program
A program to target a decrease in pedestrian and
bicyclist fatalities and injuries resulting from crashes involving motor vehicles.
Office of
Management &
Budget (OMB)
A Division of the Executive Branch of the U.S.
Government that assists the President in meeting policy, budget, management, and regulatory objectives that
fulfill statutory responsibilities.
Office of Traffic
Safety (OTS)
Acts as the SHSO / administers NHTSA behavioral safety
grant funds awarded to CA.
Office of Traffic
Safety Rankings
Developed using the Empirical Bayesian Ranking Method
to enable a city or county to compare its traffic safety statistics to similar sized cities and counties.
Paid Media Advertising (print, TV, radio, display, promoted or sponsored social media) that is disseminated by the
media for a fee.
Performance
Measures
The goals and objectives that describe what the grantee will accomplish by implementing the traffic safety grant program (goals) and the tasks or activities that will be performed in support of the goals.
Personnel Activity
Report (PAR)
Employee-maintained timesheet or log used to account
for all time spent on federal and non-federal grants and other programs.
Pre-Operational
Review
A meeting held during the first 90 days after the start of the OTS grant to review the grant program manual and
grant requirements.
February 2, 2026 Special & Regular CC Mtg Page 157 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 46 | 50 Primary Contact Main point of contact for the grantee during the duration of the grant agreement.
Program Area
Review Team
The OTS Program Coordinators assigned to a program
area to evaluate applications. Each team includes a
program area expert.
Project Activities proposed or implemented by the OTS to address highway safety problems falling within one or
more program areas.
Public Information
& Education
Includes educational and promotional materials,
advertising, and public relations activities.
Public Service
Announcement
(PSA)
A message, in the public interest, disseminated at no
cost by the media to raise awareness and change
public attitudes and behavior about a social issue.
Quarterly
Performance
Report
Prepared by the grantee describing tasks, activities and equipment purchases that were made in support of the
goals, objectives, and objective data points in the grant.
Reimbursement
Claim Report
A report that details the reimbursable expenditures the grantee incurred in support of approved grant activities undertaken to accomplish grant objectives.
Single Audit Rigorous, organization-wide examination of an agency that expends federal funds in the amount of $1,000,000
or more of all federal funds received annually.
Strategic Highway
Safety Plan (SHSP)
A statewide-coordinated safety plan that provides a
comprehensive framework for reducing highway
fatalities and serious injuries on all public roads through implementation of the Safe Systems Approach.
Supporting
Documentation
Reports, invoices, timesheets, and other documents a
grantee submits to the OTS to support a claim for
reimbursement.
System for Award
Management
(SAM)
A 12-digit alpha-numeric unique entity identifier to
detect different divisions of companies and provide easy reference for those seeking information.
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System
Six core data systems, comprised of crash, driver, vehicle, roadway, citation and adjudication, and injury
surveillance data.
Section 12.02: Acronym Table
Listed below is the table of acronyms.
3HSP Triennial Highway Safety Plan
AGA Annual Grant Application
AR Annual Report
CFR Code of Federal Regulations
CFDA Catalogue of Federal Domestic Assistance
FAIN Federal Award Identification Number
FARS Federal Fatality Analysis Reporting System
FFATA Federal Funding Accountability and Transparency Act FHWA Federal Highway Administration
GHSA Governors Highway Safety Association
GPM Grant Program Manual
GR Governor’s Highway Safety Representative
GTS Federal Grants Tracking System
HSIP Highway Safety Improvement Program
IIJA Infrastructure and Investment Jobs Act
OTS Office of Traffic Safety
LEL Law Enforcement Liaison
NHTSA National Highway Traffic Safety Administration
OMB Federal Office of Management and Budget
PP&E Public Participation and Engagement
PPM Policy and Procedure Manual
SHSP Strategic Highway Safety Plan
UEI Unique Entity Identification
USDOT United States Department of Transportation
APPENDIX “A” – CERTIFICATIONS AND ASSURANCES
The Governor’s Representative for Highway Safety is the responsible official for the administration of the State highway safety program through a State highway safety agency that has adequate powers and is suitably equipped and organized (as evidenced by appropriate oversight procedures governing such areas as procurement, financial administration, and the use, management, and disposition of equipment) to carry out the program.
February 2, 2026 Special & Regular CC Mtg Page 159 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 48 | 50 Each fiscal year the State of California must sign a Certifications and Assurances document that it complies with all Federal requirements including applicable statutes and regulations that are in effect during the grant period. These Certifications and Assurances are submitted in the Annual Grant Application in support of the State’s application for Sections 1906, 402, and 405 grants and these requirements also apply to grantees.
The officials named on the grant agreement certify by way of signature on the grant agreement signature page, that the Grantee’s 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.
APPENDIX “B” – MANDATORY DISCLOSURES
The grantee must disclose, in a timely manner, all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the grant award to System for Award Management or SAM. Failure to make required disclosures can result in remedial action, including:
• Temporarily withholding of payments until the recipient or subrecipient takes corrective action.
• Disallowing costs for all or part of the activity associated with the noncompliance of the recipient or subrecipient.
• Suspending or terminating the grant in part or in its entirety. • Initiation of suspension or debarment proceedings.
• Withhold further Federal funds (new awards or continuation funding) for the project or program.
• Pursue other legally available remedies.
General Reporting Requirement
If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the SAM.
Proceedings About Which You Must Report
The Grantee must submit the information required about each proceeding that:
• Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the Federal Government • Reached its final disposition during the most recent five-year period; and is one of the following:
➢ A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition
February 2, 2026 Special & Regular CC Mtg Page 160 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 49 | 50 ➢ A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more
➢ An administrative proceeding that resulted in a finding of fault and liability and payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000 Reporting Procedures
Enter in the SAM Entity Management area the information that SAM requires about each proceeding described above. You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded.
Reporting Frequency
During any period of time when you are subject to the reporting requirement of this grant, you must report proceedings information through SAM for the most recent five year period, either to report new information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Grantees that have Federal contract, grant, and cooperative agreement awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, civil, and administrative proceedings.
APPENDIX “C” – LAW ENFORCEMENT AGENCIES
Prohibition on Using Grant Funds to Check For Helmet Usage Grantees will not use grant funds for programs to check helmet usage or to create check points that specifically target motorcyclists.
Vehicle Pursuits
The State actively encourages all relevant law enforcement agencies in the State to follow the guidelines established for vehicular pursuits issued by the International Association of Chiefs of Police that are currently in effect.
Use of Funds
Traffic enforcement personnel and any equipment funded under this grant agreement shall be dedicated solely to grant supported enforcement tasks unless a criminal offense is committed in the officer’s presence or a response to an officer in distress is initiated. Nothing in the grant agreement shall be interpreted as a requirement, formal or informal, that a particular police officer issue a specified or predetermined number of citations in pursuance of the goals and objectives hereunder.
February 2, 2026 Special & Regular CC Mtg Page 161 of 506 O T S G r a n t P r o g r a m M a n u a l – P a g e 50 | 50 APPENDIX “D” – GENERAL TERMS AND CONDITIONS INCLUDING STATE
CERTIFICATIONS
The general terms and conditions including state certifications, when applicable, are incorporated by reference and made a part of, but not necessarily limited to, the following documents: grant agreements, subgrants, contracts, subcontracts, interagency agreements, invitations for bid, and requests for proposal for goods or services for which the Office of Traffic Safety (OTS) grant funding reimbursement is requested. It is understood and agreed by the grantee that grant funds received as a result of this grant agreement are subject to all applicable federal and state regulations, rules, guidelines, policies and laws and to the following applicable controls, terms and consideration expressed in the OTS Grant Program Manual (GPM).
February 2, 2026 Special & Regular CC Mtg Page 162 of 506 ATTACHMENT “B”
Prior OTS Grants Received by the City of San Fernando
City Council Date Grant Program Amount Purpose
October 21, 2019 OTS STEP (Selective Traffic
Enforcement Program)
$40,000 Reimbursement for overtime and
equipment to support DUI interventions
and driver’s license checks.
October 29, 2025 OTS STEP $33,000 Reimbursement for overtime and equipment for STEP grant, focused on
DUI patrol.
December 7, 2020 OTS (Alcohol Enforcement) $19,900 Minor Decoy and Shoulder Tap operations at alcohol-selling
establishments to reduce youth access
to alcohol and educate local merchants.
November 15, 2021 OTS STEP $55,000 Reimburse overtime and equipment for the STEP grant, focused on DUI patrol.
September 16, 2024 OTS STEP $74,000 DUI/DL checkpoints, DUI saturation patrols, traffic enforcement, distracted
driving enforcement, bicycle and
pedestrian safety enforcement, traffic
safety presentations, and related
supplies and equipment.
September 16, 2024 OTS TRIP (Traffic Records
Improvement Project)
$44,000 Purchase and implementation of
electronic crash reporting software.
October 6, 2025 OTS STEP $60,000 DUI prevention, enforcement operations, education, and purchase of
related supplies and equipment.
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February 2, 2026 Special & Regular CC Mtg Page 166 of 506
AGENDA REPORT
PUBLIC WORKS DEPARTMENT 117 MACNEIL STREET, SAN FERNANDO, CA 91340 (818) 898-1222 WWW.SANFERNANDO.GOV REVIEW: ☒ City Clerk ☒ Director of Admin. Services ☒ City Manager To: Mayor Joel Fajardo, and Councilmembers
From: Kanika Kith, City Manager
By: William Evans, Interim Director of Public Works
Victor Meza, Water Operations Manager
Date: February 2, 2026
Subject: Consideration to Award a Professional Services Agreement to Mariposa Landscaping Inc. for Water Facilities and City Easement Landscape Services RECOMMENDATION:
It is recommended that the City Council:
a. Award a Professional Services Agreement to Mariposa Landscaping Inc. (Attachment “A” – Contract No. 2472) for Water Facilities and City Easement Landscape Services, at an initial not-to-exceed rate of $43,080 with annual consumer price index (CPI) adjustments up to a three percent (3%) increase based on current CPI increase for a term of three (3) years with two (2) optional 1-year extensions;
b. Authorize the City Manager to approve a contingency amount not to exceed $6,462 (approximately 15% of the contract amount) for any unforeseen or additional related services; and
c. Authorize the City Manager, or designee, to make non-substantive changes and execute the agreement and all related documents.
BACKGROUND:
1. On August 30, 2024, a one-year administrative agreement not to exceed $24,999 was authorized by the City Manager with GR Landscaping for landscaping services following informal procurement procedures.
2. On September 10, 2025, the City issued a Request for Proposals (RFP) for Water Facilities and City Easement Landscape Services (Exhibit “A” to Attachment “A”).
3. On October 22, 2025, the City received and reviewed four (4) responses to the City’s RFP for Water Facilities and City Easement Landscape services.
February 2, 2026 Special & Regular CC Mtg Page 167 of 506 Consideration to Award a Professional Services Agreement to Mariposa Landscaping Inc. for Water Facilities and City Easement Landscape Services