1 City of Susanville
66 N. Lassen Street • Susanville CA
Mendy Schuster, Mayor
Dawn Miller, Mayor pro tem
Curtis Bortle • Patrick Parrish • Gerry Hibbitts
Susanville City Council
Special Council Meeting • City Council Chambers
Thursday, October 15, 2026 – 10:00 AM
Call to Order
Roll Call
1. Approval of Agenda: (Additions and/or Deletions)
2. Public Comment Regarding Closed Session Items: No business:
4. Return to Open Session: (recess if necessary)
• Convene in open session at 10:00 AM
• Pledge of Allegiance
• Invocation
• Report any changes to agenda
• Report any action out of Closed Session
• Awards or Presentations by the City Council
5. Business from the Floor: Any person may address the City Council at this time upon any subject on the agenda or not on the agenda within the jurisdiction of the City Council. However, comments on items on the agenda may be reserved until the item is discussed and any matter not on the agenda that requires action will be referred to staff for a report and action at a subsequent meeting.
Presentations are subject to a three-minute limit.
6. Consent Calendar: All matters listed under the Consent Calendar are considered to be routine by the City Council. There will be no separate discussion on these items. Any member of the public or the City Council may request removal of an item from the Consent Calendar to be considered separately.
6.A. Minutes of the City Council October 7, 2026 regular meeting
7. Public Hearings - no business:
8. Council Discussion/Announcements:
9. New Business:
9.A. Consider Resolution No. 26-6573, authorizing the Finance Director to amend the FY 26/27 budget with an increase to the Streets RMRA Fund 2005 in the amount of $230,000 for the purchase of two dump trucks with snowplows.
9.B. Consider Resolution No. 26-6576, authorizing the Acting City Manager to execute standard agreement with the State of California Office of Traffic Safety Selective Traffic
2 Enforcement Program (STEP) and accepting $43,750.00 in grant funding.
9.C. Consider Resolution No. 26-6578, awarding bid to Mattingly Construction for the 2026 Pat Murphy Little League Field Bathroom Project, Project No. 26-03 and amending the project budget.
9.D. Consider Resolution No. 26-6579, awarding bid to Jason Colbert Construction, Inc. for the 2026 Lassen Historic Museum Roof Replacement Project, Project No. 26-04
9.E. Consider Resolution No. 26-6580, awarding a construction contract to Stoneco Construction, Inc for the 2026 City Hall Interior Repairs/Replacement Project, Project No. 26-02
10. Planning Commission - no business:
11. Susanville Community Redevelopment Agency - no business:
12. Susanville Municipal Energy Corporation - no business:
13. Continuing Business - no business:
14. City Manager's Reports:
15. Future Council Items:
16. Adjournment:
• The next regular meeting of the Susanville City Council will be held on November 4, 2026 at 4:30 PM.
Reports and documents relating to each agenda item are on file in the Office of the City Clerk and are available for public inspection during normal business hours and at the meeting. These reports and documents are also available at the City’s website www.cityofsusanville.gov, unless there were systems problems posting to the website.
Accessibility: An interpreter for the hearing-impaired may be made available upon request to the City Clerk seventytwo hours prior to a meeting. A reader for the vision-impaired for purposes of reviewing the agenda may be made available upon request to the City Clerk. The location of this meeting is wheelchair-accessible.
I, Heidi Whitlock, certify that I caused to be posted notice of the regular meeting scheduled for October 15, 2026 in the areas designated on October 13, 2026.
Agenda Item No. 6.A.
Standard Workflow
City Council Agenda Item
Submitted By: Heidi Whitlock, City Clerk
Action Date: October 15, 2026
Subject: Minutes of the City Council October 7, 2026 regular meeting Presented By: Heidi Whitlock, City Clerk
Summary: Attached for the Council's approval are the minutes of the October 7, 2026 regular meeting.
Fiscal Impact: None.
Action Requested: Motion to recieve and file the minutes of the October 7, 2026 meeting.
Attachments:
1. 2026.10.07.cc.min
Susanville City Council
Regular Council Meeting Minutes
Wednesday, October 7, 2026 – 4:30 PM
Mayor Schuster called the meeting to order at 4:33PM.
Council Members in attendance: Schuster, Miller, & Hibbitts
Absent: Parrish & Bortle
1. Approval of Agenda: (Additions and/or Deletions)
Chandra Jabbs, City Manager, suggested that item 9A, 9B, 9E, and 9G be tabled until a future meeting due to the items being budget related and requiring a four-fifths vote.
MOVER: Mayor Pro Tem Dawn Miller
SECONDER: Council Member Gerry Hibbitts
AYES: Mayor Mendy Schuster, Mayor Pro Tem Dawn Miller, Council Member Gerry Hibbitts
NAYS: None
RESULT: Passed
2. Public Comment Regarding Closed Session Items: No comment.
The City Council convened in Closed Session at 4:33PM to discuss the item(s) below.
A. Conference with Legal Counsel — Anticipated Litigation — pursuant to Government Code §54956.9(e)(1)
1. One case
B. Public Employment - pursuant to Government Code §54957
1. City Manager Recruitment
2. Acting City Manager - Evaluation
4. Return to Open Session: (recess if necessary)
• Reconvene in open session at 5:03 PM
• Pledge of Allegiance
• Invocation
• Report any changes to agenda
Ms. Jabbs stated that the Council tabled item 9A, 9B, 9E, and 9G due to only three Council Members being in attendance and 4/5th's vote needed for budget items. • Report any action out of Closed Session
No reportable action but direction provided to staff.
• Awards or Presentations by the City Council
5. Business from the Floor: Any person may address the City Council at this time upon any subject on the agenda or not on the agenda within the jurisdiction of the City Council.
However, comments on items on the agenda may be reserved until the item is discussed and any matter not on the agenda that requires action will be referred to staff for a report and action at a subsequent meeting.
Presentations are subject to a three-minute limit.
John Chan, SHINE, provided information on the proposed skatepark project. He understands the shortage of staff to assist with the project, so he proposed putting everything together but having it waiting until such time that the City can move forward with it. He stated that there is a fundraising event occurring this Saturday at the park and there is also a workshop scheduled to show the community what they are working on.
Lee Hemphill, American Legion, stated that he supports Memorial Park and added that he would like to see flagpole be added to the area to be able to retire a flag on flag day.
Maria Fregulia, public, voiced her concern with the Public Safety Chief position being proposed as an office and not a boots on the ground position.
6. Consent Calendar: All matters listed under the Consent Calendar are considered to be routine by the City Council. There will be no separate discussion on these items. Any member of the public or the City Council may request removal of an item from the Consent Calendar to be considered separately.
MOVER: Council Member Gerry Hibbitts
SECONDER: Mayor Pro Tem Dawn Miller
AYES: Mayor Mendy Schuster, Mayor Pro Tem Dawn Miller, Council Member Gerry Hibbitts
NAYS: None
RESULT: Passed
6.A. Minutes of the City Council September 16, 2026 regular meeting
6.B. Vendor and Payroll Warrants
6.C. Monthly Financial Reports February 2026 - August 2026
7. Public Hearings: No business.
8. Council Discussion/Announcements:
Mayor pro tem Miller stated that the pickleball club picked up the Memorial Park area, and she wanted to acknowledge their hard work.
Council Member Hibbitts thanked the Fire Department and Captain Myers for allowing a drop in visit, their ability to perform maintenance on their engines, and the cadet program.
Mayor Schuster stated that Mayor pro tem Miller and herself would not be in attendance at the October 21st meeting as they would be at a LAFCo conference.
9. New Business:
9.A. Consider Resolution No. 26-6572, approving employee agreement for the position of Public Safety Chief
Item tabled.
9.B. Consider Resolution No. 26-6573, authorizing the Finance Director to amend the FY 26/27 budget with an increase to the Streets RMRA Fund 2005 in the amount of $230,000 for the purchase of two dump trucks with snowplows.
Item tabled.
9.C. Consider Resolution No. 26-6574, supporting the Lassen County Chamber of Commerce Annual Magical Country Christmas Celebration on December 5, 2026, supporting the closure of Main Street, and authorizing the closure of South Gay Street, Nevada Street, North Lassen Street, North Gay Street, and North Union Street.
Mr. Edholm provided an explanation of the item and requested Council approval of Resolution No. 26-6574.
MOVER: Mayor Pro Tem Dawn Miller
SECONDER: Council Member Gerry Hibbitts
AYES: Mayor Mendy Schuster, Mayor Pro Tem Dawn Miller, Council Member Gerry Hibbitts
NAYS: None
RESULT: Passed
9.D. Consider Resolution No. 26-6575, supporting the Thanksgiving Turkey Trot on November 26, 2026, and authorizing the closure of Riverside Drive.
Mr. Edholm provided an explanation of the item and requested Council approval of Resolution No. 26-6575.
MOVER: Council Member Gerry Hibbitts
SECONDER: Mayor Pro Tem Dawn Miller
AYES: Mayor Mendy Schuster, Mayor Pro Tem Dawn Miller, Council Member Gerry Hibbitts
NAYS: None
RESULT: Passed
9.E. Consider Resolution No. 26-6576, authorizing the Acting City Manager to execute standard agreement with the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP) and accepting $43,750.00 in grant funding.
Item tabled.
9.F. Discussion regarding agreements approved by the City Manager and Department Heads.
Heidi Whitlock, City Clerk, provided an explanation of the item and requested Council direction, if any. No comments received.
9.G. Consider Resolution No. 26-6578, awarding bid to Mattingly Construction for the 2026 Pat Murphy Little League Field Bathroom Project, Project No. 26-03 and amending the project budget.
Item tabled.
City Council recessed at 5:30pm to meet as the Planning Commission.
10. Planning Commission :
10.A. PLANNING COMMISSION: *PUBLIC HEARING* Consider PC Resolution No. 26-1205, Approving Use Permit 25-008 to allow a Type 47 On-Sale General Eating Place liquor license and operation of an event center in the Uptown Business District at 400 Main St.
Chair Schuster opened the public hearing at 5:30PM
Mr. Edholm, provided an explanation of the item and requested Planning Commission approval of PC Resolution No. 26-1205.
Property owners stated that they bought the Elk's Lodge because they know it is special for the town, and they do have plans to expand parking in the future when the opportunity arises.
Chair Schuster closed the public hearing at 5:42PM.
MOVER: Commissioner Gerry Hibbitts
SECONDER: Commissioner Dawn Miller
AYES: Chair Mendy Schuster, Dawn Miller, Gerry Hibbitts NAYS: None
RESULT: Passed
Adjourn at 5:42PM and reconvened as the City Council at 5:43PM.
11. Susanville Community Redevelopment Agency - No business
12. Susanville Municipal Energy Corporation - No business
13. Continuing Business:
13.A. Consider Resolution No. 26-6577, Authorizing the Purchase of Greenhouse Gas Allowances, As Required by California Air Resources Board Cap & Invest Program
Ms. Jabbs provided an explanation of the item and requested Council approval of Resolution No. 26-6577.
MOVER: Mayor Pro Tem Dawn Miller
SECONDER: Council Member Gerry Hibbitts
AYES: Mayor Mendy Schuster, Mayor Pro Tem Dawn Miller, Council Member Gerry Hibbitts
NAYS: None
RESULT: Passed
14. City Manager's Reports:
14.A. Department Reports - Finance Department Update
Ms. Jabbs provided an update on the happenings within the Finance Department.
15. Future Council Items:
15.A. Future Council Items
Ms. Jabbs suggested a special meeting next on the 15th or 16th to consider the items that required the 4/5th’s vote. Agreed.
Request made to bring back a meeting on November 4th to discuss the flock cameras. Agreed.
Adjourn at 5:58pm.
16. Adjournment:
• The next regular meeting of the Susanville City Council will be held on October 21, 2026 at 4:30PM.
Heidi Whitlock, City Clerk Mendy Schuster, Mayor
Approved on: ___________________
Agenda Item No. 9.A.
Standard Workflow
City Council Agenda Item
Submitted By: Marci Rojas, Program Coordinator
Action Date: October 15, 2026
Subject: Consider Resolution No. 26-6573, authorizing the Finance Director to amend the FY 26/27 budget with an increase to the Streets RMRA Fund 2005 in the amount of $230,000 for the purchase of two dump trucks with snowplows.
Presented By: Erik Edholm, Acting Public Works Director Summary: The Public Works Department requests a budget increase of $230,000 to purchase two Ford F-650 or similar dump trucks equipped with snowplows for the Streets Division.
The Division’s 1987 International dump truck has been out of service for approximately five years. Its frame is bent, and replacement parts are difficult to obtain, making repair impractical.
The Division’s only working dump truck is a 1988 model that is also experiencing significant mechanical problems. Its clutch slips while hauling dirt or street sweepings, requiring operators to stop and manually put the truck back into gear. The clutch also supports the power takeoff system used for snowplowing. If the 1988 truck fails, the Division will have no working dump truck.
Purchasing two F-650s would replace both trucks and allow the Division to continue snow removal and hauling when one truck is unavailable for repair or maintenance. Having two working trucks is especially important during storms, when a breakdown could delay plowing.
Each new truck would need a compatible snowplow. The City’s existing plow cannot be transferred because of its weight and the different configuration of the new trucks. The proposed plows would be lighter units with electric controls. The two trucks would provide reliable equipment for snow removal, hauling, street maintenance, and other essential Streets Division work.
Fiscal Impact: A $230,000 budget increase funded from the available cash balance in Streets RMRA Fund 2005.
Action Requested: Motion to approve Resolution No. 26-6573, authorizing the Finance Director to amend the FY 26/27 budget with an increase to the Streets RMRA Fund 2005 in the amount of $230,000 for the purchase of two dump trucks with snowplows.
Attachments:
1. 26-6573
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RESOLUTION No. 26-6573
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE PURCHASE OF TWO REPLACEMENT DUMP TRUCKS AND
COMPATIBLE SNOWPLOWS FOR THE STREETS DIVISION AND AUTHORIZING THE
FINANCE DIRECTOR TO MAKE NECESSARY BUDGET AMENDMENTS TO STREETS RMRA FUND 2005
WHEREAS, the Public Works Department’s Streets Division requires reliable dump trucks and snowplows for snow removal, hauling, street maintenance, and other essential operations; and
WHEREAS, the Division’s 1987 International dump truck has been out of service for approximately five years due to a bent frame, and its age and limited availability of replacement parts make repair impractical; and
WHEREAS, the Division’s only working dump truck is a 1988 model experiencing significant mechanical problems, including a slipping clutch that affects hauling operations and the power takeoff system used for snowplowing; and
WHEREAS, failure of the remaining truck would leave the Streets Division without a working dump truck and reduce its ability to perform essential maintenance and snow removal; and
WHEREAS, purchasing two replacement dump trucks equipped with compatible snowplows would replace the aging equipment and provide continued operating capacity when one truck is unavailable for maintenance or repair; and WHEREAS, a budget amendment of $230,000 is necessary to provide funding for the proposed purchase.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby:
1. Authorizes the purchase of two (2) new dump trucks and two (2) compatible snowplows for use by the Streets Division; and
2. Approves a $230,000 increase to the Fiscal Year 2026-2027 budget in Fund 2005 for the purchase of two (2) dump trucks and two (2) compatible snowplows; and
3. Authorizes the Finance Director to make necessary changes to the budget.
APPROVED: ___________________________
Mendy Schuster, Mayor
ATTEST: ___________________________
Heidi Whitlock, City Clerk
The foregoing Resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 15th day of October 2026, by the following vote:
AYES:
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NOES:
ABSENT:
ABSTAIN:
_______________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM: ________________________
Margaret Long, City Attorney
Agenda Item No. 9.B.
Standard Workflow
City Council Agenda Item
Submitted By: Kevin Stafford, Police Lieutenant
Action Date: October 15, 2026
Subject: Consider Resolution No. 26-6576, authorizing the Acting City Manager to execute standard agreement with the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP) and accepting $43,750.00 in grant funding.
Presented By: Allen Sobol, Acting Public Safety Chief
Summary: The Susanville Police Department has identified and applied for grant funding to reduce and mitigate the impacts of impaired driving in our community through the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP). Through this grant application, the Susanville Police Department has been awarded $43,750.00. This award will go to fund enforcement activities and training. Enforcement activities will include Driving Under the Influence (DUI) Saturation Patrols, where personnel come in on overtime to have a specific focus on enforcing traffic regulations to get impaired drivers off of our roadway. Other operations include primary crash factor operations, pedestrian and bicycle safety operations, distracted driving enforcement operations, and motorcycle safety enforcement operations. Training includes getting personnel to advanced training which includes Drug Recognition Expert (DRE), Advanced Roadside Impaired Driving Enforcement (ARIDE), Standard Field Sobriety Tests (SFST), DRE Instructor and SFST Instructor. These trainings better equip personnel to investigate driving under the influence investigations.
Fiscal Impact: The City has been awarded $43,750.00 through the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP). Grant funds will fully fund the approved enforcement activities, and training.
Action Requested: Motion to approve Resolution No. 26-6576, accepting the State of California Office of Traffic Safety Selective Traffic Enforcement Program (STEP) award in the amount of $43,750.00 and authorize the Acting City Manager to execute all necessary grant documents and administer the grant in accordance with program requirements.
Attachments:
1. Grant Agreement - PT27210_encrypted_
2. 26-6576
9/21/2026 7:19:14 AM Page 1 of 22
State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
PT27210
1. GRANT TITLE
Selective Traffic Enforcement Program (STEP)
2. NAME OF AGENCY 3. Grant Period
Susanville From:
To:
10/01/2026
09/30/2027 4. AGENCY UNIT TO ADMINISTER GRANT
Susanville Police Department
5. GRANT DESCRIPTION
Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving alcohol and other primary crash factors. The funded strategies may include impaired driving enforcement, enforcement operations focusing on primary crash factors, distracted driving, night-time seat belt enforcement, special enforcement operations encouraging motorcycle safety, enforcement and public awareness in areas with a high number of bicycle and pedestrian crashes, and educational programs. These strategies are designed to earn media attention thus enhancing the overall deterrent effect. In addition, the department will participate in community collaboration and engagement activities to engage in conversations regarding traffic safety with community members.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed:
Allocation is contingent upon availability of federal funds. $43,750.00
7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
• Schedule A – Problem Statement, Goals and Objectives and Method of Procedure • Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable) • Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable) • Exhibit A – Certifications and Assurances
• Exhibit B* – OTS Grant Program Manual
• Exhibit C – Grant Electronic Management System (GEMS) Access *The item shown with an asterisk (*), is hereby incorporated by reference and made a part of this agreement as if attached hereto. This document can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
Use of OTS Grant Agreement template in lieu of the California Model Agreement (CMA) The California Office of Traffic Safety (OTS) utilizes its standardized OTS Grant Agreement template for awards. The format, structure, and uniformity of the OTS Grant Agreement template allows for processing through Grant Electronic Management System (GEMS). OTS’s approach to using the OTS Grant Agreement template is consistent with the California Model Agreement (CMA) developed by University of California Office of the President (UCOP) and directed by the Department of General Service (DGS). For more information, please review the OTS Grant Program Manual.
Pre-Agreement Work
No work shall commence and no costs shall be incurred prior to the grant start date or the grant agreement being fully signed and executed. Any such costs are incurred at the grantee’s own risk and may not be reimbursed.
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8. Approval Signatures
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the grant terms and conditions described herein.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Kevin Stafford
Lieutenant
[email protected]
(530) 257-5603
1801 Main Street
Susanville, CA 96130
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Chandra Jabbs
Acting City Manager
[email protected]
(530) 257-1000
66 N. Lassen Street
Susanville, CA 96130
{{_es_signer2_signature}} {{_es_signer2_date}} {{_es_signer4_signature}} {{_es_signer4_date}} (Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Stefanie Steward
Assistant Director – Finance
[email protected]
(530) 252-5100
66 N. Lassen St.
Susanville, CA 96130
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Stephanie Dougherty
Director
[email protected]
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
{{_es_signer3_signature}} {{_es_signer3_date}} {{_es_signer6_signature}} {{_es_signer6_date}} (Signature) (Date) (Signature) (Date)
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Mary Khang SAM #:
REGISTERED
ADDRESS:
CITY:
ZIP+4:
S1TDY7NBNDA6
66 N. Lassen Street
Susanville
96130-3904
ADDRESS: 2208 Kausen Drive Suite 300
Sacramento, CA 95758
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10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED
EXPENDITURES
405e DDA2720.616 0521-0890-101 2026 19/26 BA/26 $1,500.00 402PT-27 20.600 0521-0890-101 2026 19/26 BA/26 $16,000.00 1906-27 20.611 0521-0890-101 2026 19/26 BA/26 $2,500.00 164ID-27 20.608 0521-0890-101 2026 19/26 BA/26 $23,750.00
AGREEMENT
TOTAL $43,750.00
AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above, notwithstanding allocations contingent on availability of federal funds.
$43,750.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE {{_es_signer5_signature}} {{_es_signer5_date}} $43,750.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
PT27210
1. PROBLEM STATEMENT
Describe the city, county, or jurisdiction this grant will impact.
Susanville is the county seat of Lassen County. Susanville is a former logging and mining town and is the site of one state prison (High Desert) which is a maximum security prison. With a population of approximately 17,000 residents the population density was 2,294.8 inhabitants per square mile. There were 3,882 housing units at an average density of 657.9 per square mile. The racial makeup of the City of Susanville was 76.0% white, 12.5% African American, 3.2% Native American, 1.1% Asian, 0.9% Pacific Islander, 3.5% from other races, and 2.8% from two or more races. Hispanic or Latino of any race were
15.6% of the population. The age distribution was 2,559 people (14.%) under the age of 18, 2,547 (14.2%) aged 18 to 24, 7,633 (42.5%) aged 25 to 44, 4,024 (222.4%) aged 45 to 64, 1,184 (6.6%) people who were 65 or older. As of 2022 the median resident age for the City of Susanville was 34.2 year of age compared to the State of California's median age of 37.9 years of age. The estimated median household income in 2022 for residents of Susanville was $52,793 while the median household income for the State of California was $91,551. Full-time law enforcement employees in 2021 for the City of Susanville was 1.06 per 1,000 residents while the State of California's average was 2.30 officers per 1,000 residents.
Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).
The Susanville Police Department investigated 60 Driving Under the Influence (DUI) cases in 2025. In comparison, the department investigated 66 DUI cases in 2024, 25 in 2023, and 19 in 2022. These figures reflect a clear increase in DUI investigations over the past four years. Through the support of the California Office of Traffic Safety (OTS), the Susanville Police Department has been able to train the majority of its personnel in NHTSA-certified DUI and Standardized Field Sobriety Test (SFST) courses. A majority of our department is also trained in NHTSA Advanced Roadside Impaired Driving Enforcement (ARIDE) courses.
These trainings have increased officer confidence and efficiency when conducting DUI investigations. An area where our department is lacking training is in Radar/LIDAR training, Drug Recognition Expert (DRE), and basic traffic crash investigations. To further reduce the number of traffic-related injuries and fatalities within the City of Susanville, the Susanville Police Department seeks to expand its proactive traffic enforcement efforts using a three-pronged approach consisting of training, enforcement operations, and public outreach.
The second component involves proactive traffic enforcement operations, including DUI saturation patrols, distracted driving enforcement, bicycle safety operations, pedestrian safety operations, and motorcycle safety operations.
The third component emphasizes public outreach, utilizing social media platforms to participate in and promote various OTS and NHTSA safety campaigns throughout the year, ensuring Susanville residents are informed about traffic safety initiatives and enforcement efforts.
Local data from 2025 illustrates the scope of the problem. In 2025, we experienced the following:
• Injury traffic crashes 16
• Alcohol involved traffic crashes 3
• Pedestrian involved traffic crashes 5
• Motorcycle involved traffic crashes 1
• Hit and run injury involved traffic crashes 1
Define the target population the grant intends to serve and how they are affected by the problem(s).
The target population for this grant is all residents of the City of Susanville. Through enhanced officer training, strengthened community collaboration, and proactive enforcement operations, the department aims to reduce the number of community members killed or injured in traffic crashes. Better-trained officers are more confident and effective in identifying and arresting impaired drivers, ultimately removing dangerous drivers from the roadway and reducing crash-related injuries and fatalities. Increased community
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collaboration allows the department to better understand the needs of its residents while keeping the public informed of ongoing efforts to improve roadway safety. Proactive enforcement operations enable officers to prioritize the strict enforcement of impaired driving, speeding, and other hazardous behaviors that place citizens at risk of being involved in traffic crashes.
2. PERFORMANCE MEASURES
A. Goals:
1. Reduce the number of persons killed in traffic crashes.
2. Reduce the number of persons injured in traffic crashes.
3. Reduce the number of pedestrians killed in traffic crashes.
4. Reduce the number of pedestrians injured in traffic crashes.
5. Reduce the number of bicyclists killed in traffic crashes.
6. Reduce the number of bicyclists injured in traffic crashes.
7. Reduce the number of persons killed in alcohol-involved crashes.
8. Reduce the number of persons injured in alcohol-involved crashes.
9. Reduce the number of persons killed in drug-involved crashes.
10. Reduce the number of persons injured in drug-involved crashes.
11. Reduce the number of persons killed in alcohol/drug combo-involved crashes.
12. Reduce the number of persons injured in alcohol/drug combo-involved crashes.
13. Reduce the number of motorcyclists killed in traffic crashes.
14. Reduce the number of motorcyclists injured in traffic crashes.
15. Reduce hit & run fatal crashes.
16. Reduce hit & run injury crashes.
17. Reduce nighttime (2100 - 0259 hours) fatal crashes.
18. Reduce nighttime (2100 - 0259 hours) injury crashes.
B. Objectives: Target Number
1. Issue a news release announcing the kick-off of the grant by December 31st. The kick-off news releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of the release.
1 2. Participate and report data (as required) in the following campaigns; Quarter 1:
National Pedestrian Safety Month, National Walk to School Day, National Teen Driver Safety Week, NHTSA Winter Mobilization; Quarter 3: National Distracted Driving Awareness Month, National Motorcycle Safety Month, National Bicycle Safety Month, National Click it or Ticket Mobilization; Quarter 4: National Speed Prevention Campaigns, NHTSA Summer Mobilization, National Child Passenger Safety Week, and California's Pedestrian Safety Month.
12 3. Develop (by December 31) and/or maintain a “DUI BOLO” program to notify patrol and traffic officers to be on the lookout for identified repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. Updated DUI BOLOs should be distributed to patrol and traffic officers monthly. Report on the outcomes of the “DUI BOLO” program.
12 4. Send law enforcement personnel to the NHTSA Standardized Field Sobriety Testing (SFST) (minimum 16 hours) POST-certified training. 1 5. Send law enforcement personnel to the NHTSA Advanced Roadside Impaired Driving Enforcement (ARIDE) 16 hour POST-certified training. 1 6. Send law enforcement personnel to the Drug Recognition Expert (DRE) training (classroom and field training must be completed).
2 7. Send law enforcement personnel to SFST Instructor training. 1
8. Conduct DUI Saturation Patrol operation(s). 10
9. Conduct Traffic Enforcement operation(s), including but not limited to, primary crash factor violations.
4 10. Conduct highly publicized Distracted Driving enforcement operation(s) targeting drivers using hand held cell phones and texting.
1 11. Conduct highly publicized Motorcycle Safety enforcement operation(s) in areas or during events with a high number of motorcycle incidents or crashes resulting from 1
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unsafe speed, DUI, following too closely, unsafe lane changes, improper turning, and other primary crash factor violations by motorcyclists and other drivers.
12. Conduct highly publicized pedestrian and/or bicycle enforcement operation(s) in areas or during events with a high number of pedestrian and/or bicycle crashes resulting from violations made by pedestrians, bicyclists, and drivers. 1 13. Conduct Traffic Safety educational presentation(s) with an effort to reach community members. Note: Presentation(s) may include topics such as distracted driving, DUI, speed, bicycle and pedestrian safety, seat belts and child passenger safety.
2 14. Participate in community collaboration and engagement activities to engage in conversations regarding traffic safety to both share information and receive input from the community members.
2 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) • The department will develop operational plans to implement the “best practice” strategies outlined in the objectives section.
• Conduct all training needed to implement the program, in the first quarter. • Purchase all grant related supplies and materials to implement the program, in the first quarter. • Items with a unit cost of $5,000 more (including tax and shipping) must comply with the Buy America Act.
• In order to develop/maintain the “DUI BOLOs,” research will be conducted to identify repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. The DUI BOLO may include the driver’s name, last known address, DOB, description, current license status, and the number of times suspended or revoked for DUI. DUI BOLOs should be updated and distributed to traffic and patrol officers at least monthly. • Implementation of the STEP grant activities will be accomplished by deploying personnel at high crash locations.
Media Requirements
Issue a news release approved by the OTS PIO announcing the kick-off of the grant by December 31 and after the grant is signed and executed, but no sooner than October 1, the start of the grant year. The kick-off release must be approved by the OTS PIO. If you are unable to meet the December 31 deadline to issue a kick-off press release, communicate the reasons to your OTS grant coordinator and OTS PIO.
B. Phase 2 – Program Operations (Throughout Grant Year) Media Requirements
The following requirements are for all grant-related activities:
• Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
• Send all PowerPoint presentations, online presentations and trainings for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Certified training courses are EXEMPT from the approval process.
• The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the OTS grant coordinator. • Pre-approval is not required when using any OTS-supplied template for media advisories, news releases, social media graphics, videos or posts, or any other OTS-supplied educational material.
However, copy the OTS PIO at [email protected] and your OTS grant coordinator when any material is distributed to the media and public, such as a news release, educational material, or link to social media post.
• If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator.
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• News releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are EXEMPT from the OTS PIO approval process.
The OTS PIO and your OTS grant coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
• Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are EXEMPT from the PIO approval process. However, announcements and results of activities should still be copied to the OTS PIO at [email protected] and your OTS grant coordinator with the embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email. • Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval.
• Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval.
• Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS grant coordinator for approval prior to the production or duplication. • Use the following standard language in all press, media, and printed materials, space permitting:
Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration. • Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult the OTS PIO and copy your OTS grant coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.
• Email the OTS PIO at [email protected] and copy your OTS grant coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so the OTS has sufficient notice to arrange for attendance and/or participation in the event. If unable to attend, email the OTS PIO at [email protected] and your OTS grant coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of the event within 7 days following significant grant-related event or program. The OTS PIO and your OTS grant coordinator should still be notified in advance when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
• Any news releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received OTS PIO approval in a prior grant year must be resubmitted for approval in the current grant year.
• For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and FAQs .
• Email the OTS PIO at [email protected] or your OTS grant coordinator for consultation when changes from any of the above requirements might be warranted.
C. Phase 3 – Data Collection & Reporting (Throughout Grant Year)
1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)
2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
• Collect and report quarterly, appropriate data that supports the progress of goals and objectives. • Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments.
• Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities.
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• Collect, analyze and report statistical data relating to the grant goals and objectives.
4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.
5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B
GRANT NUMBER
PT27210
FUND NUMBER CATALOG
NUMBER (CFDA)
FUND DESCRIPTION TOTAL AMOUNT
405e DDA-27 20.616 Distracted Driving Awareness $1,500.00 1906-27 20.611 Racial Profiling Prohibition Grants $2,500.00 402PT-27 20.600 State and Community Highway
Safety
$16,000.00
164ID-27 20.608 Minimum Penalties for Repeat
Offenders for Driving While
Intoxicated
$23,750.00
COST CATEGORY FUND
NUMBER
UNIT COST OR
RATE
UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
DUI Saturation Patrols 164ID-27 $1,949.00 10 $19,490.00 Benefits- 164OT @ 21.85% 164ID-27 $19,497.00 1 $4,260.00 Traffic Enforcement 402PT-27 $1,843.00 4 $7,372.00
Motorcycle Safety Enforcement 402PT-27 $1,382.00 1 $1,382.00 Pedestrian and Bicycle Enforcement 402PT-27 $1,843.00 1 $1,843.00 Traffic Safety Educational Presentations 402PT-27 $150.00 2 $300.00 Benefits- 402OT @ 21.85% 402PT-27 $10,897.00 1 $2,381.00 Distracted Driving Enforcement 405e DDA27$1,230.00 1 $1,230.00 Benefits- 405eOT @ 21.85% 405e DDA27$1,235.00 1 $270.00 Community Collaboration Engagement 1906-27 $1,025.00 2 $2,050.00 Benefits- 1906OT @ 21.85% 1906-27 $2,060.00 1 $450.00
Category Sub-Total $41,028.00
B. TRAVEL EXPENSES
In State Travel 402PT-27 $2,722.00 1 $2,722.00
$0.00
Category Sub-Total $2,722.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
$0.00
Category Sub-Total $0.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
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GRANT TOTAL $43,750.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
PT27210
BUDGET NARRATIVE
PERSONNEL COSTS
DUI Saturation Patrols - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Benefits- 164OT @ 21.85% - Claimed amounts must reflect actual benefit costs for overtime hours charged to the grant.
Traffic Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Motorcycle Safety Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Pedestrian and Bicycle Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Traffic Safety Educational Presentations - Overtime for grant funded traffic safety educational presentations conducted by appropriate department personnel.
Benefits- 402OT @ 21.85% - Claimed amounts must reflect actual benefit costs for overtime hours charged to the grant.
Distracted Driving Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Benefits- 405eOT @ 21.85% - Claimed amounts must reflect actual benefit costs for overtime hours charged to the grant.
Community Collaboration Engagement - Overtime for grant funded community collaborative engagement conducted by appropriate department personnel.
Benefits- 1906OT @ 21.85% - Claimed amounts must reflect actual benefit costs for overtime hours charged to the grant.
TRAVEL EXPENSES
In State Travel - Costs are included for appropriate staff to attend conferences and training events supporting the grant goals and objectives and/or traffic safety. Local mileage for grant activities and meetings is included. Anticipated travel may include the OTS Traffic Safety Summit – November 2026 – San Diego, CA, OTS Traffic Safety Law Enforcement Forum, and GHSA Annual Meeting – August 2027 – Anaheim, CA. All conferences, seminars or training not specifically identified in the Budget Narrative must be approved by OTS. All travel claimed must be at the agency approved rate. Per Diem may not be claimed for meals provided at conferences when registration fees are paid with OTS grant funds.
CONTRACTUAL SERVICES
-
EQUIPMENT
-
OTHER DIRECT COSTS
-
INDIRECT COSTS
-
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.
Salaries may include wages, salaries, special compensations, or authorized absences such as annual leave and sick leave provided the cost for the individual employee is (a) reasonable for the services rendered, and (b) follows an appointment made in accordance with state or local laws and rules and meets federal requirements.
Any non-grant funded vacancies created by reassignment to a grant-funded position must be filled at the expense of the grantee agency.
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Nothing in this agreement shall be interpreted as a requirement, formal or informal, that a particular law enforcement officer issue a specified or predetermined number of citations in pursuance of the goals and objectives here under.
The OTS grant funded activities must be separate from other grant funded program activities and maintained under separate accounting tracking codes (example: the same DUI checkpoint may not be funded by both the CHP Cannabis Tax Fund and the OTS).
Benefits for personnel costs can only be applied to straight time or overtime hours charged to the grant.
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Appendix A to Part 1300—Certifications and Assurances for Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117- 58)
The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding.
Applicable provisions include, but are not limited to, the following:
GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:
• 23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended; • Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58; • 23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs; • 2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
• 2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
NONDISCRIMINATION
(applies to subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
• 49 CFR part 21 (entitled Non-discrimination in Federally-Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964); • 28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
• The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the
Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federallyfunded or not); • Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38
State of California – Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
PT27210
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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.
GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.
SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:
1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”
3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT order 1050.2A) [1]in every contract or agreement subject to the Acts and the Regulations.
4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.
6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.
7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.
8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the
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form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.
9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.
By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any subrecipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.
The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.
THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:
1. The dangers of drug abuse in the workplace;
2. The grantee's policy of maintaining a drug-free workplace;
3. Any available drug counseling, rehabilitation, and employee assistance programs;
4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;
5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a); c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—
1. Abide by the terms of the statement;
2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction; e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—
1. Taking appropriate personnel action against such an employee, up to and including termination;
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or
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rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.
POLITICAL ACTIVITY (HATCH ACT)
(applies to subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.
CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to subrecipients as well as States)
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;
3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)
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1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.
4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.
6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.
7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS—PRIMARY TIER
COVERED TRANSACTIONS
1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and
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its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.
2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.
INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
8. Nothing contained in the foregoing shall be construed to require establishment of a system of
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records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER TIER
COVERED TRANSACTIONS
1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation.
CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)
GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:
1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.
2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.
DISCLOSURE REQUIREMENTS
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No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:
1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.
2. NHTSA will review the disclosure and may require additional relevant information from the recipient.
If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.
3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.
POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.
POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or reevaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.
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INSTRUCTIONS FOR ADDING OR UPDATING GEMS USERS
1. Each agency is allowed a total of FIVE (5) GEMS Users.
2. GEMS Users listed on this form will be authorized to login to GEMS to complete and submit Quarterly Performance Reports (QPRs) and reimbursement claims.
3. Complete the form if adding, removing or editing a GEMS user(s).
4. The Grant Director must sign this form and return it with the Grant Agreement.
CURRENT GEMS USER(S)
1. Chandra Jabbs
Title: Finance Director Media Contact: No
Phone: (530) 257-1000
Email: [email protected]
2. Chandra Jabbs
Title: Acting City Manager Media Contact: No
Phone: (530) 257-1000
Email: [email protected]
3. Kevin Stafford
Title: Lieutenant Media Contact: No
Phone: (530) 257-5603
Email: [email protected]
State of California – Office of Traffic Safety
OTS-55 Grant Electronic Management System (GEMS) Access Exhibit C
GRANT NUMBER
PT27210
GRANT DETAILS
Grant Number: PT27210
Agency Name: Susanville Police Department
Grant Title: Selective Traffic Enforcement Program (STEP) Agreement Total: $43,750.00
Authorizing Official: Chandra Jabbs
Fiscal Official: Stefanie Steward
Grant Director: Kevin Stafford
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Complete the below information if adding, removing or editing a GEMS user(s) GEMS User 1
Add/Change {{[]c11_es_:signer1}} Remove Access {{[] c12_es_:signer1}} Add as a media contact? Yes {{[]c1_es_:signer1}} No{{[]c2_es_:signer1}} {{UserName1_es_:signer1 }} {{UserTitle1_es_:signer1 }}
Name Job Title
{{UserEmail1_es_:signer1 }} {{UserPhone1_es_:signer1 }} Email address Phone number
GEMS User 2
Add/Change {{[]c13_es_:signer1}} Remove Access {{[]c14_es_:signer1}} Add as a media contact? Yes {{[]c3_es_:signer1}}No {{[]c4_es_:signer1}} {{UserName2_es_:signer1 }} {{UserTitle2_es_:signer1 }}
Name Job Title
{{UserEmail2_es_:signer1 }} {{UserPhone2_es_:signer1 }} Email address Phone number
GEMS User 3
Add/Change {{[]c15_es_:signer1}} Remove Access {{[]c16_es_:signer1}} Add as a media contact? Yes {{[]c5_es_:signer1}}No {{[]c6_es_:signer1}} {{UserName3_es_:signer1 }} {{UserTitle3_es_:signer1 }}
Name Job Title
{{UserEmail3_es_:signer1 }} {{UserPhone3_es_:signer1 }} Email address Phone number
GEMS User 4
Add/Change {{[]c17_es_:signer1}} Remove Access {{[]c18_es_:signer1}} Add as a media contact? Yes {{[]c8_es_:signer1}}No {{[]c7_es_:signer1}} {{UserName4_es_:signer1 }} {{UserTitle4_es_:signer1 }}
Name Job Title
{{UserEmail4_es_:signer1 }} {{UserPhone4_es_:signer1 }} Email address Phone number
GEMS User 5
Add/Change {{[]c19_es_:signer1}} Remove Access {{[]c20_es_:signer1}} Add as a media contact? Yes {{[] c9_es_:signer1}}No {{[]c10_es_:signer1}} {{UserName5_es_:signer1 }} {{UserTitle5_es_:signer1 }}
Name Job Title
{{UserEmail5_es_:signer1 }} {{UserPhone5_es_:signer1 }} Email address Phone number
Form completed by: {{Sig_es_:signer1:signature}} Date: {{Dte1_es_:signer1:date}} As a signatory I hereby authorize the listed individual(s) to represent and have GEMS user access. {{Sig_es_:signer2:signature}} {{Name1_es_:signer2:fullname }} Signature Name
{{Dte2_es_:signer2:date}} Grant Director
Date Title
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RESOLUTION NO. 26-6576
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AUTHORIZING THE ACTING CITY MANAGER TO EXECUTE STANDARD AGREEMENT
WITH THE STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY SELECTIVE TRAFFIC ENFORCEMENT PROGRAM (STEP) AND ACCEPTING $43,750.00 IN GRANT FUNDING WHEREAS, the Susanville Police Department is responsible for providing public safety within the City of Susanville; and
WHEREAS, the Susanville Police Department has identified and applied for grant funding to reduce and mitigate the impacts of impaired driving in our community through the State of California Office of the Traffic Safety Selective Traffic Enforcement Program (STEP); and WHEREAS, the Susanville Police Department has been awarded grant funding through the California Office of Traffic Safety in the amount of $43,750.00.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Susanville hereby accepts the STEP Award of $43,750.00, authorizes the Acting City Manager to execute standard agreement with the State of California Office of the Traffic Safety Selective Traffic Enforcement Program (STEP) and authorizes the Finance Director to modify the budget as necessary to accommodate the expenditure of grant funds.
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 15th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
Agenda Item No. 9.C.
City Manager Direct
Review
City Council Agenda Item
Submitted By: Jolene Arredondo, Deputy City Manager
Action Date: October 15, 2026
Subject: Consider Resolution No. 26-6578, awarding bid to Mattingly Construction for the 2026 Pat Murphy Little League Field Bathroom Project, Project No. 26-03 and amending the project budget.
Presented By: Jolene Arredondo, Deputy City Manager
Summary: NST Engineering has prepared plans and specifications for the concrete work and to remove temporary back fill, form, set rebar, compact material and install concrete curbs, landings, walkways, steps, and foundations in accordance with the project plans of the Little League Bathroom Project. The City has completed the work of hiring CXT (building manufacturer/supplier) for the delivery and placement of the bathroom building. The engineer's estimate for the work was $61,000. Bids were received from Mattingly Construction ($72,000), Paul J. Graham ($108,650), Crazy J's Construction ($73,839.38), Jason Colbert Construction ($87,500), and PRIDEX Construction Group ($78,000). Mattingly Construction is the lowest responsible bidder and pursuant to the California Public Contract Code is eligible to be awarded the construction contract.
This is an American Rescue Plan Act (ARPA) project with an obligated amount of $143,000 and needs additional funding to complete the project and award the bid and is recommending an increase to the project budget from the Parks cash balance in the amount of $53,000 which will provide for a contingency for the contract as well as City Staff to add a water supply line close to the new facility.
Staff is recommending that the City Council approve the Resolution awarding the construction contract to Mattingly Construction and authorizing the Acting City Manager to do the following:
1. Execute the Construction Agreement
2. Execute Contract Change Orders in an amount not to
exceed $80,000 (approximately 10% contingency)
3. Issue a Notice to Proceed upon receipt and execution of all necessary documents
4. Increase the project budget utilizing the Parks cash balance
for a total project amount of $196,000 of which $143,000 is ARPA funding
Fiscal Impact: This project is partially funded by American Rescue Plan Act funds that are currently budgeted ($143,000) the remaining project funds will be from the Parks cash balance for a total project budget and cost of $196,000
Action Requested: Motion to approve Resolution No. 26-6578, awarding bid to Mattingly Construction for the 2026 Pat Murphy Little League Field Bathroom Project, Project No. 26-03 and amending the project budget.
Attachments:
1. 26-6578
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RESOLUTION NO. 26-6578
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AWARDING THE CONSTRUCTION CONTRACT FOR THE LITTLE LEAGUE BATHROOM
PROJECT TO MATTINGLY CONSTRUCTION, AUTHORIZING THE ACTING CITY
MANAGER TO EXECUTE THE CONSTRUCTION AGREEMENT AND RELATED
DOCUMENTS, AND AMENDING THE PROJECT BUDGET
WHEREAS, the City of Susanville (“City”) has identified the need for permanent restroom facilities at the Little League complex and is undertaking the Little League Bathroom Project (“Project”); and
WHEREAS, the Project is funded in part through the American Rescue Plan Act (“ARPA”), with an existing project obligation of $143,000; and WHEREAS, NST Engineering has prepared plans and specifications for the concrete work associated with the Project, including removal of temporary backfill, forming, placement of reinforcing steel, compaction of material, and installation of concrete curbs, landings, walkways, steps, and foundations in accordance with the Project plans and specifications; and WHEREAS, the City has separately completed the procurement and contracting process for CXT, the bathroom building manufacturer and supplier, for the delivery and placement of the bathroom building; and
WHEREAS, the City has received five bids for the remaining project work as follows:
Mattingly Construction $72,000
Paul J. Graham Construction $108, 650
Crazy J’s Construction $73,839.38
Jason Colbert Construction $87,500
PRIDEX Construction Group $78,000
WHEREAS, Mattingly Construction is the lowest responsive and responsible bidder $72,000; and
WHEREAS, pursuant to the California Public Contract Code and applicable law, Mattingly Construction is eligible to be awarded the construction contract for the Project; and WHEREAS, City staff recommends that the City Council award the construction contract to Mattingly Construction in the amount of $72,000 and authorize the Acting City Manager to execute the Construction Agreement and administer the construction contract in accordance with the terms and conditions approved by the City; and WHEREAS, City staff further recommend authorizing the Acting City Manager to approve contract change orders in an aggregate amount not to exceed $80,000, subject to applicable provisions of the California Public Contract Code, the City’s purchasing policies, and available project funding; and
WHEREAS, upon receipt and execution of all required contract documents, bonds, insurance certificates, and other necessary documentation, City staff recommends authorizing the Acting City Manager to issue the Notice to Proceed for the Project, and
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WHEREAS, the existing ARPA obligation of $143,000 is insufficient to fully fund the Project, including the construction contract, contingency, and additional work necessary to provide a water supply line in close proximity to the new restroom facility; and WHEREAS, City staff recommends increasing the Project budget by $53,000 utilizing available Parks Fund cash balance, resulting in a total Project budget of $196,000, of which $143,000 will be funded through ARPA funds and $53,000 will be funded from the Parks Fund cash balance; and
WHEREAS, the additional funding will provide sufficient resources for the construction contract, project contingency, and City staff work necessary to add a water supply line near the new facility for cleaning of the restroom.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville does hereby:
1. Award bid to Mattingly Construction in the amount of $72,000; and
2. Authorize the Acting City Manager to execute construction agreement with Mattingly Construction; and
3. Authorize the Acting City Manager to execute contract change orders in an amount not to exceed $8,000 (approximately 10% contingency); and
4. Authorize the Acting City Manager to issue a “Notice to Proceed” upon receipt and execution of all necessary documents, and
5. Authorize the Finance Director to increase the budget for the Little League Bathroom Project from $143,000 to $196,000 with funding as follows:
American Rescue Plan Act (ARPA): $143,000
Parks (1011) Fund Available Cash: $ 53,000
Total Project Budget: $196,000
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 15th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
Agenda Item No. 9.D.
City Manager Direct
Review
City Council Agenda Item
Submitted By: Jolene Arredondo, Deputy City Manager
Action Date: October 15, 2026
Subject: Consider Resolution No. 26-6579, awarding bid to Jason Colbert Construction, Inc. for the 2026 Lassen Historic Museum Roof Replacement Project, Project No. 26-04
Presented By: Jolene Arredondo, Deputy City Manager
Summary: PACE Engineering has prepared plans and specifications for the replacement of existing roof of the storage building located behind the Lassen Historical Museum garage, connecting new electrical to building and making repairs to the storage building in accordance with the project plans and specifications of the Lassen Historical Museum Roof Replacement Project. The engineer's estimate for the work was $160,000. Bids were received from Jason Colbert Construction ($124,500), Michael Kirack Construction
($150,480.33), Pro-X Construction ($181,000), and Sustainable Living Builders ($194,825.30). Jason Colbert Construction is the lowest responsible bidder and pursuant to the California Public Contract Code is eligible to be awarded the construction contract.
This is an American Rescue Plan Act (ARPA) project with an obligated amount of $244,000, and therefore has adequate project funding to award the contract to Jason Colbert Construction.
Staff is recommending that the City Council approve the Resolution awarding the construction contract to Jason Colbert Construction and authorizing the Acting City Manager to do the following:
1. Execute the Construction Agreement
2. Execute Contract Change Orders in an amount not to
exceed $149,000 (approximately 15% contingency)
3. Issue a Notice to Proceed upon receipt and execution of all necessary documents
Fiscal Impact: This project is funded by American Rescue Plan Act funds allocated project in the amount of $244,000
Action Requested: Motion to approve Resolution No. 26-6579, awarding bid to Jason Colbert Construction, Inc. for the 2026 Lassen Historic Museum Roof Replacement Project, Project No. 26-04
Attachments:
1. 26-6579
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RESOLUTION NO. 26-6579
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AWARDING THE CONSTRUCTION CONTRACT FOR THE LASSEN HISTORICAL MUSEUM
ROOF REPLACEMENT PROJECT TO JASON COLBERT CONSTRUCTION AND
AUTHORIZING THE ACTING CITY MANAGER TO EXECUTE THE CONSTRUCTION
AGREEMENT AND RELATED DOCUMENTS
WHEREAS, the City of Susanville (“City”) has identified the need for securing adequate storage by replacing the roof at the Lassen Historical Museum and is undertaking the Lassen Historical Museum Roof Replacement Project (“Project”); and WHEREAS, the Project is funded by American Rescue Plan Act (“ARPA”) funds, with an existing project obligation of $244,000; and
WHEREAS, PACE Engineering has prepared plans and specifications for the replacement of existing roof of the storage building located behind the Lassen Historical Museum garage, connecting new electrical to building and making repairs to the storage building in accordance with the project plans and specifications of the Lassen Historical Museum Roof Replacement Project; and
WHEREAS, the City has received four bids for the project work as follows:
Michael Kirack Construction $150,480.33
Pro-X Construction $181,000.00
Sustainable Living Builders $194,825.30
Jason Colbert Construction $124,500.00
WHEREAS, Jason Colbert Construction is the lowest responsive and responsible bidder $124,500; and
WHEREAS, pursuant to the California Public Contract Code and applicable law, Jason Colbert Construction is eligible to be awarded the construction contract for the Project; and WHEREAS, City staff recommends that the City Council award the construction contract to Jason Colbert Construction in the amount of $124,500 and authorize the Acting City Manager to execute the Construction Agreement and administer the construction contract in accordance with the terms and conditions approved by the City; and WHEREAS, City staff further recommend authorizing the Acting City Manager to approve contract change orders in an aggregate amount not to exceed $149,000, subject to applicable provisions of the California Public Contract Code, the City’s purchasing policies, and available project funding; and
WHEREAS, upon receipt and execution of all required contract documents, bonds, insurance certificates, and other necessary documentation, City staff recommends authorizing the Acting City Manager to issue the Notice to Proceed for the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville does hereby:
1. Award bid to Jason Colbert Construction in the amount of $124,500; and
2. Authorize the Acting City Manager to execute construction agreement with Jason Colbert Construction; and
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3. Authorize the Acting City Manager to execute contract change orders in an amount not to exceed $149,000 (approximately 15% contingency); and
4. Authorize the Acting City Manager to issue a “Notice to Proceed” upon receipt and execution of all necessary documents.
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 15th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney
Agenda Item No. 9.E.
Standard Workflow
City Council Agenda Item
Submitted By: Jolene Arredondo, Deputy City Manager
Action Date: October 15, 2026
Subject: Consider Resolution No. 26-6580, awarding a construction contract to Stoneco Construction, Inc for the 2026 City Hall Interior Repairs/Replacement Project, Project No. 26-02
Presented By: Jolene Arredondo, Deputy City Manager
Summary: The City of Susanville has prepared plans and specifications for interior repairs and modifications for the 2026 City Hall Interior Repairs/Modifications Project. The engineer's estimate for the work was $219,700. Bids were received from Michael Kirack
Construction ($340,780.56), Jason Colbert Construction
($379,400.00), Hignell, Inc. ($291,176.65), GSP Construction Inc. ($286,427.50), Pro-X Construction ($520,314.00) and Stoneco Construction, Inc. ($246,368.00). Stoneco Construction, Inc. is the lowest responsible bidder and, pursuant to the California Public Contract Code, is eligible to be awarded the construction contract.
The project was put out to bid with three (3) project scope items:
1. Interior Repairs & Finish Restoration: Scope of work is related to the City Hall Roof damages that occurred several years ago and while the City has repaired the roof, interior repairs related to the water damage resulting from the roof have not been completed. This scope of work includes wall repairs, carpet repairs, ceiling panel repairs, insulation repairs, drywall, and painting. This scope of work has been pre-approved by the City's insurance and will be
reimbursed through the insurance claim reimbursement
process. The bid amount for this work by Stoneco
Construction is $73,500.00. This scope of work could
encounter additional work items as it includes wall and floor repairs related to water damage, and therefore staff is recommending a contingency be pre-approved to allow the project to have adequate funding - however, any additional work will require insurance review and pre-approval for reimbursement. Any work that is necessary to the project completion, but not approved through insurance, will be funded through the Risk Management Fund, not to exceed
the total project budget.
2. Carpet Replacement & Interior Painting: Scope of work was identified and previously obligated by City Council from the
American Rescue Plan Act (ARPA) funds in the amount of
$75,000. This scope of work will complete the carpet
replacement in the areas that are not related to the
insurance claim, but will allow for full carpet replacement throughout the building and will complete the painting items throughout City Hall. The bid amount for this work by
Stoneco Construction is $71,000.00.
3. Secure Lobby Modifications: The remaining project scope of work includes securing and modifications to the Building & Planning Lobby as well as securing and modifications to the Finance Lobby. These projects have been identified by Small Cities Organized Risk Effort (SCORE) as eligible
projects through SCORE's Loss Control Grant. The bid
amount for this work by Stoneco Construction is $75,200.
Staff is recommending that the City Council approve the Resolution awarding the construction contract to Stoneco Construction, Inc. and authorizing the Acting City Manager/Finance Director to do the following:
1. Award the bid to Stoneco Construction Inc.; and
2. Execute the Construction Agreement; and
3. Execute Contract Change Orders in an amount not to
exceed $295,600 (approximately 20% contingency); and
4. Issue a Notice to Proceed upon receipt and execution of all necessary documents; and
5. Authorize the Finance Director to modify the budget as necessary in order to complete the Project as presented.
Fiscal Impact: Utilization of American Rescue Plan Act Funding in the amount of $75,000; insurance claim reimbursement; utilization of Loss Control Grant funds; and contingency funds up to the project cost from the Risk Management Fund
Action Requested: Motion to approve Resolution No. 26-6580, awarding a construction contract to Stoneco Construction, Inc for the 2026 City Hall Interior Repairs/Replacement Project, Project No. 26-02 Attachments:
1. 26-6580
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RESOLUTION NO. 26-6580
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SUSANVILLE
AWARDING THE CONSTRUCTION CONTRACT FOR THE CITY HALL INTERIOR REPAIRS/MODIFICATIONS PROJECT TO STONECO CONSTRUCTION, INC. AND
AUTHORIZING THE ACTING CITY MANAGER TO EXECUTE THE CONSTRUCTION
AGREEMENT AND RELATED DOCUMENTS
WHEREAS, the City of Susanville (“City”) has identified the need to complete interior repairs and modifications to City Hall located at 66 N. Lassen Street including interior paint, carpet replacement, finishing of interior restoration due to prior roof damage, and securityrelated lobby modifications (“Project”); and WHEREAS, the City of Susanville has prepared and executed bid plans and specifications for the City Hall Interior Repairs/Modification Project; and WHEREAS, the City has received six bids for the project work as follows:
Michael Kirack Construction, Inc. $340,780.56
Hignell,Inc. $291,176.65
GSP Construction, Inc. $286,427.50
Jason Colbert Construction $379,400.00
Stoneco Construction, Inc. $246,368.00
Pro-X Construction, Inc. $520,314.00
WHEREAS, Stoneco Construction, Inc. is the lowest responsive and responsible bidder $246,368; and
WHEREAS, pursuant to the California Public Contract Code and applicable law, Stoneco Construction, Inc. is eligible to be awarded the construction contract for the Project; and
WHEREAS, City staff recommends that the City Council award the construction contract to Stoneco Construction, Inc. in the amount of $246,368 and authorize the Acting City Manager to execute the Construction Agreement and administer the construction contract in accordance with the terms and conditions approved by the City; and WHEREAS, City staff further recommend authorizing the Acting City Manager to approve contract change orders in an aggregate amount not to exceed $295,600, subject to applicable provisions of the California Public Contract Code, the City’s purchasing policies, and available project funding; and
WHEREAS, portion of the Project includes interior repairs and restoration work related to roof damage that was pre-existing and has an open insurance claim. Project items completed under this scope of work will be reimbursed through the insurance claim process; and WHEREAS, security related lobby modification Project items have been identified as eligible projects through Small Cities Organized Risk Effort (SCORE) Loss Control Grant Funds; and
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WHEREAS, the remaining Project scope in which is not security-related nor insurance related items will be funded by American Rescue Plan Act (“ARPA”) funds, with an existing Project obligation of $75,000; and
WHEREAS, upon receipt and execution of all required contract documents, bonds, insurance certificates, and other necessary documentation, City staff recommends authorizing the Acting City Manager to issue the Notice to Proceed for the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Susanville does hereby:
1. Award bid to Stoneco Construction, Inc. in the amount of $246,368.00; and
2. Authorize the Acting City Manager to execute construction agreement with Stoneco Construction, Inc.; and
3. Authorize the Acting City Manager to execute contract change orders in an amount not to exceed $295,600 (approximately 20% contingency); and
4. Authorize the Acting City Manager to issue a “Notice to Proceed” upon receipt and execution of all necessary documents; and
5. Authorize the Finance Director to modify the budget as necessary in order to complete the Project as presented.
APPROVED:_______________________
Mendy Schuster, Mayor
ATTEST:_______________________
Heidi Whitlock, City Clerk
The foregoing resolution was adopted at a special meeting of the City Council of the City of Susanville, held on the 15th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Heidi Whitlock, City Clerk
APPROVED AS TO FORM:_____________________________
Margaret Long, City Attorney