cc 2026 AR 08/11 acceptance of california office of traffic safety grant

ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C18
Prepared by: Cassidy McCarthy, CAP Program Administrator Meeting Date: August 11, 2026 Approved by:

Imelda Huerta, Assistant City Manager
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: AUTHORIZING ACCEPTANCE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY GRANT RECOMMENDATION: Adopt City Council Resolution No. 2026- , authorizing the acceptance of the California Office of Traffic Safety grant.

CORRELATION TO CITY COUNCIL GOALS: Public Safety, Fiscal Responsibility, Climate and Environmental Responsibility, and Traffic: Continue to enhance mobility safety, improve the flow of traffic for all forms of travel, reduce congestion, and improve our roads and sidewalks.

PRIOR ACTION: On August 26, 2025, adopted City Council Resolution No. 2025-160, authorizing acceptance of California Office of Traffic Safety Grant (Vote: 5-0).

On April 9, 2024, discussed the implementation of an e-bike safety training course with an affiliated rebate program (No vote taken).

On November 14, 2023, adopted City Council Resolution 2023-202, amending the Operating Budget for Fiscal Years 2023/24 and 2024/25 (Vote: 5-0).

STATEMENT ON THE SUBJECT: The goal of the California Office of Traffic Safety (OTS) annual grant program is to prevent serious injury and death resulting from motor vehicle crashes so that all roadway users arrive at their destination safely. Using Federal Highway Safety Program funds, the OTS partners with political subdivisions of the state to address California’s highway safety needs at the state, county, and the local level.

The OTS bicycle and pedestrian safety programs target all age groups to raise awareness about traffic rules, rights, and responsibilities, whether you are driving, walking or bicycling. Specifically, programs are designed for high-risk populations, including youth and older community members, in an effort to teach safe alternate transportation behaviors.

The City of Vista is committed to addressing critical issues related to pedestrian and bicyclist safety through the implementation of best practice strategies aimed at reducing fatalities and injuries in traffic incidents.

Funded initiatives will encompass a range of activities, including classroom education, bicycle rodeos, community events, informational presentations, and workshops. Additionally, there will be a focus on the distribution of essential safety equipment, such as helmets, reflective backpacks, and bicycle lights.

AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted City Council Resolution No. 2026-136. Vote: 5-0

ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C18
Prepared by: Cassidy McCarthy, CAP Program Administrator Meeting Date: August 11, 2026 Approved by:

PRIOR ACTION: On August 26, 2025, adopted City Council Resolution No. 2025-160, authorizing acceptance of California Office of Traffic Safety Grant (Vote: 5-0).

On April 9, 2024, discussed the implementation of an e-bike safety training course with an affiliated rebate program (No vote taken).

On November 14, 2023, adopted City Council Resolution 2023-202, amending the Operating Budget for Fiscal Years 2023/24 and 2024/25 (Vote: 5-0).

AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
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MEETING DATE: August 11, 2026 PAGE 2
SUBJECT: AUTHORIZING ACCEPTANCE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY GRANT Staff submitted a grant application to OTS on January 27, 2026, for funding that will promote pedestrian and bicycle safety.

The City was notified of a tentative grant award from OTS of $50,000 on May 29, 2026, and was sent a draft grant agreement to complete on June 15, 2026. The grant program is anticipated to begin in October 2026.

FISCAL IMPACT: The revenue in the amount of $50,000 will be recognized in account no. 1160028.427015.OTS27; the associated expense account will be account no. 1160145.531500.OTS27.

EXHIBITS:

1.City Council Resolution No. 2026- , authorizing the acceptance of the California Office of Traffic Safety grant

2.Office of Traffic Safety Grant Notice of Funding Opportunity

3.Grant Application

4.Draft Grant Agreement
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RESOLUTION NO. 2026-

A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF

VISTA, CALIFORNIA, AUTHORIZING ACCEPTANCE OF CALIFORNIA

OFFICE OF TRAFFIC SAFETY GRANT
The City Council of the City of Vista does resolve as follows:

1. Findings. The City Council hereby finds and declares the following:

A. The California Office of Traffic Safety’s (OTS) annual grant program offers bicycle and pedestrian safety programs target all age groups to raise awareness about traffic rules, rights, and responsibilities, whether you are driving, walking or bicycling. Specifically, programs are designed for high-risk populations, including youth and older community members, in an effort to teach safe alternate transportation behaviors.

B. The City of Vista is committed to addressing critical issues relate to pedestrian and bicyclist safety through the implementation of best practice strategies aimed at reducing fatalities and injuries in traffic incidents.

C. The City of Vista submitted a grant application to OTS on January 27, 2026 for funding that will promote pedestrian and bicycle safety.

D. The City was notified of a tentative grant award from OTS of $50,000 on May 29, 2026 and was sent a draft grant agreement to complete on June 15, 2026.

2. Action.

A. The grant award of $50,000 is accepted by the City.

B. The City Council authorizes the City Manager, or the City Manager’s designee, to file all related materials on behalf of the City of Vista for the OTS funding opportunity and to approve and execute, on behalf of the City of Vista, all agreements and related documents necessary and proper for the grant.
[Continued on next page]
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EXHIBIT 1

RESOLUTION NO. 2026-

CITY COUNCIL OF THE CHARTERED CITY OF VISTA
PAGE 2
00029213 7EXH 01 Resolution Accepting California OTS Grant-2263289

3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on August 11, 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

APPROVED
Walter C. Chung
20260722150548
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:
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O T S Grant Pr ogram Manual – Page 1 | 50

Grant Program Manual
Federal Fiscal Year 2026
Contact Information
California Office of Traffic Safety
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(916)509-3030
[email protected]
OTS Website
This manual establishes consistent program and project management procedures for the California Office of Traffic Safety (OTS) staff and subrecipients (agencies/organizations receiving federal grant funds from the OTS) to guide the administration of the state’s highway safety program in compliance with National Highway Traffic Safety Administration guidelines. Best practice requires the OTS to have a current manual which documents standard operating procedures and the management of the highway safety program. This manual contains a written record of current approved administrative and financial procedures; however, it does not specifically address all regulations. Periodic changes and additions to the manual may be necessary to meet changing federal and state laws and/or to improve program management and fiscal procedures. When an agency or organization accepts federal safety funds, it also agrees to fully comply with all requirements in this manual and any periodic changes that may be made during the grant period.
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O T S Grant Pr ogram Manual – Page 2 | 50

TABLE OF Contents
Chapter 1 – Introduction ........................................................................................................................ 5 Section 1.01: Purpose .......................................................................................................................... 5 Section 1.02: Mission and Vision Statement ................................................................................. 5 Section 1.03: Grant Program Funding Overview ......................................................................... 5 Chapter 2 – Triennial Highway Safety Plan Development ............................................................ 5 Section 2.01: Overview ....................................................................................................................... 5 Section 2.02: Traffic Safety Problem Identification and Program Areas ............................... 6 Chapter 3 – Grantee Project Development and Grant Applications ....................................... 7 Section 3.01: Overview ....................................................................................................................... 7 Section 3.02: Project Solicitation and Development.................................................................. 7 Section 3.03: Grant Application and Submission ........................................................................ 8 Section 3.04: Grant Application Review ...................................................................................... 11 Chapter 4 – Grant Agreement ........................................................................................................... 12 Section 4.01: Overview ..................................................................................................................... 12 Section 4.02: Draft Grant Agreement ........................................................................................... 12 Section 4.03: Final Grant Agreement ........................................................................................... 15 Section 4.04: Pre-Operational Review ......................................................................................... 15 Chapter 5 – Grant Requirements ....................................................................................................... 15 Section 5.01: Budget Contingency and Funding ...................................................................... 15 Section 5.02: Regulations ................................................................................................................. 17 Section 5.03: Audit ............................................................................................................................. 18 Section 5.04: Federal Funding Accountability and Transparency Act ............................... 18 Section 5.05: Procurement Standards .......................................................................................... 19 Section 5.06: Contractual Services ............................................................................................... 19 Section 5.07: Non-Profits .................................................................................................................. 20 Section 5.08: Traffic Enforcement Agencies ............................................................................... 21 Section 5.09: Institutions of Higher Educations........................................................................... 21 Section 5.10: Limitation of Liability ................................................................................................ 21 Chapter 6 – Grantee Responsibilities and Procedures................................................................ 21 Section 6.01: Overview ..................................................................................................................... 21 08/11/2026 C18 6 of 85

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Section 6.02: Authorizing Official ................................................................................................... 22 Section 6.03: Grant Director ............................................................................................................ 22 Section 6.04: Fiscal Official.............................................................................................................. 22 Section 6.05: Financial Management .......................................................................................... 22 Section 6.06: Fraud Prevention ....................................................................................................... 24 Section 6.07: Direct Allowable Costs and Source Documents ............................................. 24 Section 6.08: Direct Costs - Equipment ........................................................................................ 27 Section 6.09: Direct Costs - Other .................................................................................................. 28 Section 6.10: Allowable Indirect Costs ........................................................................................ 29 Section 6.11: Unallowable Costs for Select Items ..................................................................... 29 Section 6.12: Grant Agreement Revisions ................................................................................... 31 Chapter 7 – Public Education and Information ............................................................................. 32 Section 7.01: Overview ..................................................................................................................... 32 Section 7.02: Advertising and Public Relations ......................................................................... 32 Section 7.03: Copyrights and Trademarks .................................................................................. 33 Chapter 8 – Claims Preparation and Reimbursement................................................................. 33 Section 8.01: Overview ..................................................................................................................... 33 Section 8.02: Claim Preparation .................................................................................................... 33 Section 8.03: Claim Details .............................................................................................................. 34 Chapter 9 – Grant Reports ................................................................................................................... 35 Section 9.01: Overview ..................................................................................................................... 35 Section 9.02: Quarterly Performance Reports ............................................................................ 36 Chapter 10 – Monitoring ...................................................................................................................... 37 Section 10.01: Overview .................................................................................................................. 37 Section 10.02: Grant Performance Review ................................................................................. 38 Chapter 11 – Certification and Assurances.................................................................................... 38 Section 11.01: Certification and Assurances List ....................................................................... 38 Chapter 12 – Definitions and Acronyms .......................................................................................... 40 Section 12.01: Definitions ................................................................................................................. 40 Section 12.02: Acronym Table ....................................................................................................... 47 APPENDIX “A” – CERTIFICATIONS AND ASSURANCES ........................................................... 47 APPENDIX “B” – MANDATORY DISCLOSURES ........................................................................... 48 08/11/2026 C18 7 of 85

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APPENDIX “C” – LAW ENFORCEMENT AGENCIES ................................................................... 49 APPENDIX “D” – GENERAL TERMS AND CONDITIONS INCLUDING STATE CERTIFICATIONS .............................................................................................................................. 50

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Chapter 1 – Introduction
Section 1.01: Purpose
The California Office of Traffic Safety (OTS) is under the direction of the California State Transportation Agency (CalSTA) and is tasked with developing and implementing a highway safety program that addresses the behavioral factors that impact traffic safety. The purpose of this Grant Program Manual (GPM) is to provide consistent guidance in the administration of the OTS highway safety program, so that it follows state and federal regulations. The GPM contains a written record of approved administrative and financial procedures, which all OTS grantees must follow. This GPM does not address all regulations and occasional reference to other California state government manuals and policies may be necessary.

Section 1.02: Mission and Vision Statement
Mission:

Deliver traffic safety programs to prevent people from being killed and seriously injured in California.

Vision:

All people will be safe on California roads.

Section 1.03: Grant Program Funding Overview
The OTS funding, which is awarded to the state by the National Highway Traffic Safety Administration (NHTSA), includes the Highway Safety Program (23 USC § 402), the National Priority Safety Program (23 USC § 405), and the Minimum Penalties for Repeat Offenders for Driving While Intoxicated or Driving Under the Influence Program Transfer (23 USC § 164). These programs are included in the five-year, national transportation funding bill known as the Infrastructure Investment and Jobs Act (IIJA). The OTS highway safety program is a reimbursement program whereby a grantee will expend their funds to perform the work and then submit a claim and necessary documentation for reimbursement by the OTS.

The OTS cannot directly fund a 501(c)(3) non- profit organization; however, these entities are eligible for funding through a host government or public entity as a contractor.

Chapter 2 – Triennial Highway Safety Plan Development
Section 2.01: Overview
The goal of the behavioral highway safety program is to ensure all roadway users arrive at their destination safely. To accomplish this, the OTS develops a Triennial Highway Safety Plan (3HSP) along with an Annual Grant Application 08/11/2026 C18 9 of 85

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(AGA) and submits both documents to NHTSA. These documents outline and implement a data-driven highway safety program that uses proven countermeasures to help address unsafe behaviors such as seat belt usage, speeding, impaired and distracted driving that are contributing factors in serious injury and fatal motor vehicle crashes.

Section 2.02: Traffic Safety Problem Identification and Program Areas The 3HSP addresses the priority program areas including:
• Alcohol impaired driving
• Distracted driving
• Drug-impaired driving
• Emergency medical services
• Motorcycle safety
• Occupant protection
• Pedestrian and bicycle safety
• Police traffic services
• Public relations, advertising, and marketing program
• Roadway safety and traffic records

Identification of roadway traffic safety problems is conducted on a statewide basis for each program area. Problem identification is the process of gathering and analyzing data and information from a variety of sources and using what is learned to prioritize limited resources for the implementation of proven and innovative countermeasures that will help prevent crashes on California’s roads.

Gathering and analyzing data and other pertinent information, along with conducting meaningful public participation and engagement, are the strategic approach the OTS uses to guide the problem identification process. This approach ensures that the OTS understands the extent of the traffic crash problem with a focus on identifying the geographic areas where crashes are occurring and the appropriate strategies to help address them.

Numerous data resources are used to determine and prioritize the state’s traffic safety problems. These include federal priorities, past evaluations, recommendations from the most recent NHTSA program assessments, and the latest edition of NHTSA’s Countermeasures That Work.

The 3HSP not only describes what will be done to address these program areas, but also the goals and performance measures used to gauge progress. Program goals and performance measures are selected based on severity, economic costs and number of agencies available to implement projects using proven countermeasures.

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Public Participation and Engagement
Highway safety problem identification not only involves data collection and analysis, but also meaningful public participation and engagement (PP&E) from communities affected by traffic crashes that result in death and serious injury.

The PP&E is a meaningful process that proactively seeks full representation from communities, considers public comments and feedback, and incorporates that feedback into a project, program or plan.

Chapter 3 – Grantee Project Development and Grant
Applications
Section 3.01: Overview
Each project considered by a government agency must address an emphasis area identified in the 3HSP, be data-driven and utilize proven and/or promising countermeasures that will help the OTS achieve its performance targets. Grant applications are reviewed for completeness, potential impact on improving safety, reasonableness of the budget request, and the applicant’s past performance.

Section 3.02: Project Solicitation and Development
The annual project solicitation process begins by notifying Grant Electronic Management System (GEMS) registrants through email of the open application period for the next federal fiscal year (October 1-September 30) and of funding workshop dates. The message also announces when grant application forms and instructions will be available on the Grants/Apply Now page found on the OTS website.

If a grantee is not registered with GEMS, new users can apply on the Grants/Apply Now page. In addition to the announcement for grant opportunities, potential applicants can view other resources such as the OTS Grant Application Workshop Presentation Deck or the OTS Grant Application Workshop. The Regional Grant Application Workshops are given in order to generate interest in a particular program area identified in the 3HSP and to address questions about the grant application process.

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The annual grant cycle is summarized in this table:

MONTH ACTIVITY
December OTS announces upcoming grant application period.

OTS conducts grant workshops.

January Deadline to submit grant applications is January 31st.

February – May OTS reviews the grant applications.

June OTS submits grants to CalSTA for approval.

OTS notifies applicants of grant application status.

OTS holds pre-3HSP and AGA meeting with NHTSA.

July – September OTS sends grant agreements to applicants for review and signature.

OTS submits the 3HSP and AGA to NHTSA.

September NHTSA approves the 3HSP and AGA.

Signed grant agreements are due to OTS from
applicants. Once signed, applicants are referred to as
grantees.

September 30th is the end of the federal fiscal year.

October –
December
October 1st the federal fiscal year begins.

OTS holds pre-operational meetings with grantees.

OTS prepares and submits the Annual Report to NHTSA
and the state legislature.

All grant applications are due January 31st.

Section 3.03: Grant Application and Submission
The OTS must determine if the agency or organization applying for a federal highway safety grant is eligible and has the appropriate expertise, leadership and authority to properly implement and manage the proposed project.

Projects must align with the problem identification, performance targets and strategies found in the 3HSP. The planned activities to be funded must be identified and clearly explain in detail how they support an evidence-based countermeasure. This explanation should show a logical sequence of events that will be undertaken to help the OTS achieve its performance target(s).

Strategies, projects and proposed countermeasures should be selected based on analysis of current and relevant data. Innovative and/or promising countermeasures may be implemented if there is data justifying their selection or an example illustrating how the selected countermeasure has been successfully implemented by others.

Before applying applicants need to review these questions:
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• Will the grant funds be used to support one of the program priority areas listed above?
• Can the applicant’s organization pay for project expenses with their own funds and then wait 90 days for reimbursement?
• Is the applicant’s organization a government or public entity? If the organization is a 501 c (3) then the applicant will need a government or public entity to act as the host agency.
• Has the applicant cleared a Single Audit?
• Does the applicant have a SAM number?
• Is the applicant’s agency able to provide traffic safety data that demonstrates how the applicant’s program will save lives on California roadways and be able to demonstrate using performance measures with one-year of funding?

If the applicant is unsure about whether their proposed project meets the necessary criteria, please contact OTS at (916) 509-3030 or go to OTS Grants to start an application.

Eligible agencies or organizations must be able to:
• Deliver services promptly.
• Manage public funds efficiently.
• Have internal management and financial controls in place. • Collaborate with other communities and government and/or private organizations.
• Develop data-driven plans that solve highway safety problems. • Adequately evaluate the success of a project.
• Demonstrate they are not on any debarment or suspension list. • Provide payroll verification, accounting records, receipts/invoices, and other back up documentation to support the grant expenses and activities.

Grant Types
Two types of grant applications are available in GEMS, General Grants and Grants Made Easy (GME). A qualifying government or public entity determines which type to use based on the problem to be addressed. Problem identification should be determined through analysis of local crash data, as well as data from the California Highway Patrol (CHP). Reports must be requested from the CHP so planning the request early in the process is essential. The OTS Crash Rankings for California cities and counties is also available.

General Grants – A general grant application should be made by a government or public entity if they are seeking funds to address traffic safety problems other than what is listed on a GME. The general grant application can be customized to fit the specific needs of a government or public entity. 08/11/2026 C18 13 of 85

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GME – A GME application includes pre-determined goals, objectives and activities by focus area such as DUI Courts, Emergency Medical Services (EMS), Occupant Protection, Pedestrian and Bicycle Safety, Probation, Selective Traffic Enforcement Program, Motorcycle Safety, Traffic Records Improvement Project, and Vertical Prosecution. As part of the application process, templates are designed and used to facilitate ease of preparing and submitting a grant application.

Application Submission
GEMS provides a paperless system for application entry, allocation of funds, budgeting, tracking expenditures, monitoring grant performance, and supporting the development of reports required by state and federal agencies.

Grant applications must be submitted before 11:59 pm on January 31.

Access to the GEMS application forms is only available during the open application period; however, application training resources are available year- round. First time GEMS users are required to register and must be granted access by the OTS. Returning users can login using their existing credentials. Review the GEMS webpage for more guidance.

Application templates include the following sections:
• Agency Identification: Specific information regarding the agency including the agency SAM number
• Problem Statement: A statement that details problem to be solved • Supporting Statistical Data: Data needed that thoroughly documents the problem
• Proposed Solution: Includes a discussion of what strategies will be taken to solve the problem and what resources will be used to leverage implement the intervention
• Goals and Objectives: The goals and objectives need to be specific, measurable, action-oriented, realistic, time-framed (SMART) • Method of Procedure: This includes a plan for daily management of the grant and a plan for reducing reliance on federal grant funding in the future
• Evaluation: General and GME grant applications outline media, data collection and reporting, evaluation, and administrative support requirements
• Budget items and Budget Narrative: This includes a detailed budget estimate with supporting narrative, that includes all cost categories – personnel costs, travel expenses, contractual services, equipment ($10,000 or more per unit, including tax and shipping), and direct and indirect costs. Each category must be detailed by individual line items 08/11/2026 C18 14 of 85

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• Supporting documents - While not required, it is strongly recommended that grant applications include a letter(s) of support from the governing body such as the Board of Supervisors, City Council, etc., and, if applicable, the community.

All sections of the application must be complete for GEMS to accept the submission. GEMS will provide an individual application number. The system allows the application to be saved and for the applicant to make multiple entries so that an application can be built over a period of time. Guidance is provided within GEMS to explain field entry requirements. Once submitted, the application is locked and cannot be altered by the applicant. To protect the integrity of the submission, the OTS can only view the application during the review process.

GEMS will inform the applicant of a successful submission by email. At this stage the application status is automatically updated to “Submitted”.

Section 3.04: Grant Application Review
Once the grant application submission process is closed, each application goes through a review and evaluation process. The application is assigned to a Program Area Review Team. The OTS Grant Coordinators (member of team) will review the application to determine if it:
• Will contribute to the California Traffic Safety Program • Is compatible with NHTSA and OTS grant funding policies • Falls under the OTS’ funding priorities, includes best practices and is a Strategic Highway Safety Plan (SHSP) priority
• Addresses a serious problem that’s supported through comprehensive crash data analysis
• Targets high-risk populations, high-risk behaviors, and high crash locations • Is reasonable and proportional (strategy, time frame, budget) to the identified problem
• Is a continuation of an existing grant, was funded within the past five years or previously submitted and denied for funding and why.

Following this in-depth evaluation, the Program Area Review Team collectively prioritizes the applications and presents their assessment to the OTS management, including the Director. The OTS then forwards its application funding recommendations to CalSTA for approval. All approved applications are included in the AGA, which is submitted on or before August 1 to NHTSA for their review and approval.

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Risk Assessment
Prior to awarding a grant agreement, the OTS must evaluate and document the risk for each applicant selected for federal grant funding. The OTS will assess the applicant’s risk of noncompliance with federal statutes, regulations and the terms and conditions of the grant as well as the applicant’s financial stability, quality of management systems, history of past performance, and prior audit findings, if applicable. If the applicant does pose a risk, but the proposal has merit, the OTS may, as a condition of awarding grant funds, conduct a pre- funding assessment meeting with the applicant, and/or impose specific terms or conditions. This information will be used to determine the appropriate level of project monitoring if a grant is awarded.

Chapter 4 – Grant Agreement
Section 4.01: Overview
The process from grant application to a fully executed grant agreement can take several months. Following CalSTA review and approval of the 3HSP and AGA funding recommendations, the OTS will notify the government or public entity via an email, generated by GEMS, of the status of their application.

Successful applications are converted by the GEMS into a draft grant agreement and assigned a grant number.

Section 4.02: Draft Grant Agreement
The OTS works with the grantee to prepare the draft grant agreement using information included in the original grant application as well as any changes to the budget and/or strategies discussed. The draft grant agreement consists of the following that is taken directly from the original grant application:

Traffic Safety Grant Agreement
The Traffic Safety Grant Agreement summarizes the terms and conditions of the contract between the grantee and OTS. This includes:
• Grant number
• Grant title
• Name of the applicant agency
• Agency
• Agency department to administer the grant
• Grant period
• Grant description including the data supported purpose, activities such as strategies, tasks, reporting, and evaluation methods
• Amount of federal funds allocated
• Contact information and approval signatures of the Authorizing Official, Grant Director, and the Fiscal Official
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• Authorizing official from the OTS contact information and approval signature
• Agency’s SAM number
• Budget funding data
• NHTSA transparency reporting requirements
• Accounting Officer from the OTS and approval signature

Schedule A
• Problem statement describing the jurisdiction that will be impacted, the problem to be addressed supported by data, and the target population that the grant will serve
• Performance measures, including goals and objectives
• Method of procedures identifying the tasks to be conducted to accomplish the grant performance measures
• Method of evaluation using the data compiled during the grant, the Grant Director will complete a final evaluation that should provide a brief summary of the grant’s accomplishments, challenges and significant activities.
• Administrative support statement from the appropriate governing body or official such as city council, board of supervisors, county executive, city manager

Schedule B
Detailed Budget Estimate and Narrative
The detailed budget estimate covers the entire grant year and federal funding source information is provided to assist with single audit compliance. The budget and associated costs are divided into these six categories:
• Personnel Costs: This includes all classifications applicable to the grant, the hourly rate, based on the method of compensation for that classification, and percentage applicable to the grant. Overtime salaries must be broken out separately from regular pay. Reasonable cost of living increases, or merit increases are estimated and included. Benefits are also included under personnel costs and need to be broken out in a separate budget line item. Estimated costs for this category should be provided by the agencies fiscal official.
• Travel Expense: This includes the estimated cost of grant-related travel expenses, both transportation and per diem, and is segregated by in-state and out-of-state travel using the subrecipient’s established reimbursement rates. If the subrecipient does not have a travel policy with established reimbursement rates, standard reimbursement rates apply per the California Department of Human Resources (CalHR).
• Contractual Services: This describes the estimated cost of services to be provided for each contract awarded on the grant using descriptive titles such as CPS Training, Evaluation Services, Public Awareness Campaign, 08/11/2026 C18 17 of 85

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etc., rather than a specific firm, agency, or individual name. Each contract must have its own sub-budget detailing the contractors’ expenses. For each contract, the agency is required to follow its established contracting policies. Approval of the grant agreement does not imply agreement for a sole source contact.
• Equipment: This includes the estimated cost of each equipment item that costs $10,000 per unit or more and has a useful life of more than one year.

The total cost of equipment includes modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for grant purposes as well as tax, shipping and installation. All applicable discounts are excluded in the cost estimate.
• Direct Costs: This details the estimated cost of any other allowable direct grant expense not covered under the previous categories including services not requiring contractual agreements and minor equipment such as educational materials, radar devices, child safety seats, bike helmets, and checkpoint supplies that support the grant goals and objectives. The agency must follow its established procurement policies. (Note: If a line item cost in this category is based on an allocation, it must be identified in the line item title as Allocated Office Supplies or Communication Allocation. Cost allocation plans may be requested to determine if costs are equitably distributed to the grant.
• Indirect Costs: This details costs incurred for common or joint purposes, such as telephone, supplies, administrative salaries etc., that are not a direct cost to the grant. An indirect cost benefits more than one cost objective and should be prorated equitably among all applicable functional areas. Estimated costs for this category should be provided by the agencies fiscal official and supported by a current federal fiscal year Indirect Cost Rate approval letter from a federal agency. • Statements and disclaimers

Federal guidelines prohibit using federal grant funds to pay for routine and/or existing state or local activities that carry out the overall responsibilities of state, local, or federally recognized Indian tribal governments. This practice is known as general costs of government. If a grant includes funding for straight time personnel, the OTS requires the subrecipient include the following statement:

Any non-grant funded vacancies created by reassignment to a grant-funded position must be filled at the expense of the grantee agency.

Certification and Assurances apply to the grantees and OTS and can be reviewed in Appendix A.

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Section 4.03: Final Grant Agreement
Once the draft grant agreement is approved in GEMS, it is converted into a final grant agreement. The assigned OTS Grant Coordinator e-mails a copy to the Primary Contact and grant officials listed on the agreement with completion instructions. The official will also receive a GEMS User Authority form to designate individuals who can access the departments grant documents in GEMS. The Authorizing Official, Grant Director, and the Fiscal Official will electronically sign the grant and the designation form. If the agreement requires governing body approval, the agency should notify the OTS of the timetable for that process.

Once the agreement is returned to the OTS, the agreement is signed by the appropriate OTS authority. The agency will then receive notification that the grant is active and can be viewed and downloaded from GEMS. The signatures of the grant officials indicate that the grantee agrees to comply with the requirements outlined in the grant agreement. Once a grant agreement is signed by the authorized official and the OTS, it is a legally binding document.

The grantee may not proceed with any expenditure associated with the grant until the authorizing official receives notification from the OTS stating the effective grant agreement start date.

Section 4.04: Pre-Operational Review
The OTS conducts a pre-operational review with all grantees within the first 90 days after the grant period begins. The review is conducted either by phone, virtually, or in-person with the OTS Grant Coordinator at a mutually agreed upon time and location. Since the purpose of the meeting is to review in detail the grant operational and fiscal requirements outlined in the OTS grant agreement, the individual(s) responsible for administering the grant should attend the meeting. The Authorizing Official, Fiscal Official, and Grant Director are strongly encouraged to participate in the pre-operational review, if available. The OTS Grant Coordinator will review the grant goals and objectives along with base year data; equipment report, if applicable; the grant claim invoice and detail; and quarterly performance report. After the pre-operational review, a report is generated by the OTS Grant Coordinator in GEMS which lists all who were in attendance, what was discussed and any other pertinent information.

Chapter 5 – Grant Requirements
Section 5.01: Budget Contingency and Funding
Once the grant has been executed, the OTS will reimburse the grantee for expenditures related to approved grant activities. The objectives outlined in the grant agreement must be accomplished during the grant period, and expenditures must align with the approved budget. Costs incurred before the effective start date or after the end date of the grant agreement period will not 08/11/2026 C18 19 of 85

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be eligible for reimbursement. Reimbursement of costs claimed may not exceed the obligated federal funds. Reimbursement is contingent upon grantee compliance with grant requirements, and sufficient funds being appropriated and obligated by the federal government. The OTS makes neither representation nor guarantee regarding the availability of federal highway safety funds for first or subsequent year funding.

Reimbursement of approved grant expenditures is contingent upon the grantee complying with all grant requirements and the appropriation of sufficient funds by the federal government and the California OTS. The OTS does not represent or guarantee the availability of federal highway safety funds for initial or subsequent year funding. If during the term of the grant federal funds are reduced or eliminated, the OTS may immediately terminate or reduce the grant award upon written or email notification to the grant officials. The grantee will have 30 days from the notification to submit a final claim for costs incurred up to the notification date.

The grantee understands that the grant agreement is written before ascertaining the availability of appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the grant agreement was executed after the determination was made.

The grant agreement is valid and enforceable only if sufficient funds are made available to OTS by NHTSA for the purpose of the highway safety program. In addition, the grant agreement is subject to any additional restrictions, limitations, conditions, or statutes enacted by NHTSA or the State Legislature that may affect the provisions, terms, or funding of the grant agreement in any manner.

If NHTSA does not appropriate sufficient funds for the program, the grant agreement shall be amended to reflect any reduction in funds.

Pursuant to Government Code Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent on the receipt of federal funds by a state agency.

The OTS has the option to terminate the grant agreement at any time or to amend the grant agreement to reflect any reduction of funds.

Termination for Cause
The State may terminate this grant agreement and be relieved of any payments should the subrecipient fail to perform the requirements of this grant agreement at the time and in the manner herein provided. (Reference: DGS Standard Agreement “General Terms and Conditions”, Appendix D of this manual) 08/11/2026 C18 20 of 85

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Termination without Cause
Either party may terminate without cause upon thirty days written notice to the other party. All work performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement (Reference: State Contracting Manual, Chapter 9.12).

Section 5.02: Regulations
Two sections of the Code of Federal Regulations (CFR) govern the operation of state highway safety programs.

23 CFR Part 1300 – Uniform Procedures for State Highway Safety Grant Programs.

By regulation, NHTSA prescribes the requirements for the operation of the state highway safety grant programs. The Infrastructure and Investment Jobs Act (IIJA) was signed into law on November 15, 2021. 23 CFR Part 1300 details the operational requirements under IIJA.

2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards or the “Grants Guidance” was developed to establish consistency and uniformity among federal agencies in the implementation and management of grants and cooperative agreements with state, local and federally recognized tribal governments. The Grants Guidance applies to the recipients (states) and grantees (local government, nonprofits and other entities) of federal grant funds.

Agencies receiving highway safety funds must adhere to these requirements and the OTS is as restrictive as the requirements of 23 CFR Part 1300 and 2 CFR Part 200; however, the OTS may be more restrictive to allow time for the submission of reports to NHTSA which include grantee information. Refer to Appendix B of the manual.

The expenses and costs eligible for reimbursement under the highway safety program are those stipulated in the approved grant budget. To be allowable, costs must be necessary, reasonable, allocable, and expended according to the appropriate federal and state statutes or grant regulations.

When evaluating reasonable cost, grantees should consider the following:
• Is the cost generally recognized as ordinary and necessary for the performance of a government or public entity?
• Does the cost exceed the market price for comparable goods or services?
• Was restraint used and requirements followed?
• Did the person act prudently and responsibly in expending public funds? 08/11/2026 C18 21 of 85

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• Did the grantee adhere to established procurement practices thereby ensuring the cost to the OTS is justifiable?

All procurement and contractual transactions must be conducted in a full, open and competitive manner. Sole source procurement or contracting is discouraged, because it is inconsistent with a policy of full and open competition. Grant management rules require the OTS to monitor grantees to ensure compliance with applicable federal requirements and cost principles.

Section 5.03: Audit
Audits are conducted to determine the fiscal integrity of financial transactions and reports, as well as compliance with laws, regulations and administrative requirements. All grants awarded by the OTS are federally funded and recorded in the catalog of Federal Domestic Assistance (CFDA). If a grantee expends over $1,000,000 in federal funds from any source, a single audit procedure is required by the Single Audit Act for State and Local Agencies. All agencies meeting this threshold must submit a copy of their completed audit to the California State Controller’s Office.

Grantees that have not met the federal single audit requirement will receive a letter from the OTS requesting resolution. If a grantee is unable or unwilling to have an audit conducted the OTS may administer the following sanctions:
• Withhold a percentage of the grant award
• Withhold or disallow overhead cost
• Suspend the grant until the audit is conducted or an exemption certification is submitted or
• Terminate the grant

In addition to the federal single audit requirement, the California Department of Finance Office of State Audits and Evaluations (OSAE) conducts financial and compliance audits and monitoring activities on behalf of the OTS in accordance with government audit standards. These audits are performed to aid the OTS in complying with federal audit requirements and grant fund oversight.

Section 5.04: Federal Funding Accountability and Transparency Act The Federal Funding Accountability and Transparency Act (FFATA) was signed into law in 2006 and requires the OTS to report each subaward that obligates $30,000 or more in federal funds during the grant year. Subaward reporting was previously entered on the Federal Subaward Reporting System (FSRS), but on March 6, 2025 the FSRS.gov tool used to report on subaward data was retired and will now be done in SAM.gov.

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Section 5.05: Procurement Standards
A grantee of federal grant funds awarded by the OTS must follow the same policies and procedures it uses for procuring goods and services with nonfederal funds provided they conform to applicable state laws as well as federal laws and standards outlined in the § 200.318 General procurement standards. A copy of the grantee’s established procurement procedures must be readily available for audit purposes upon request from the OTS. State government agencies must comply with contract and procurement policies and procedures set forth in the California State Administrative Manual and the California State Contracting Manual. Three competitive bids should be secured for each purchase or service.

Purchases or contracts awarded by a non-competitive process or sole source are allowed only when small purchase procedures, sealed bids or competitive proposals are unfeasible, and the following applies:
• Goods or services are only available from a single source. • Public need or emergency will not permit a delay resulting from a competitive solicitation.
• Competition is determined to be inadequate after soliciting a number of sources.

Sole source approvals must be granted in accordance with the grantee’s procurement and contracting directives addressing non-competitive procurement and contracting. All exceptions must follow state guidelines.

The Buy America Act prohibits grantees from using highway grant funds to purchase products over $5,000.00, unless they are manufactured or assembled in the U.S. This prohibition applies to steel, iron and all manufactured products, unless a waiver is granted by the U.S. Secretary of Transportation. There is no minimum purchase threshold that exempts the need for a waiver under the Buy America Act.

Section 5.06: Contractual Services
Grantees may use consultants and contractors, secured through a competitive bid or proposal, to achieve the goals and objectives outlined in the grant. The grantee should not enter into a contract until the grant agreement is signed and authorized by the OTS. The grantee is responsible for verifying contractor eligibility by checking the System for Awards Management (SAM) website or adding a self-certification clause or condition to the contract.

When using OTS grant funds, the grantee is responsible for managing all contracts including:
• Ensuring the contractor complies with all contract provisions. • Ensuring services are performed according to the quality, quantity, objectives, timeframes, and manner specified in the contract. 08/11/2026 C18 23 of 85

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• Ensuring that all work is completed and accepted before the contract expires.
• Assessing and requesting amendments, renewals or new contracts as required allowing sufficient time to process and execute these changes before the contract expires to prevent lapse in service. • Ensuring that contracts are amended after any grant agreement revision that affects the contract terms.
• Reviewing and approving invoices for payment, ensuring payments are made in accordance with contract terms, all costs are budgeted and allowable, and work has been performed.
• Monitoring contract expenditures to ensure there are sufficient funds to pay for all services rendered as required by the contract. • Verifying all requirements of the contract are fulfilled before submitting the final invoice
• Ensuring that all Personnel Activity Reporting (PAR) requirements are met.

Nothing contained in the grant agreement creates a contractual relationship between the OTS or the State of California and the grantee’s contractor. The grantee is responsible for monitoring the activities of their contractor to ensure it is achieving the desired results as outlined in the contract and grant agreement, and that federal grant funds are used for purposes authorized in the grant agreement and in compliance with federal and state statutes and regulations.

The grantee, not the OTS or the state, is responsible for paying its contractors.

The grantee is the responsible party and remains liable for the performance of the terms, conditions, assurances, and certifications of the grant agreement that specifically relate to the contractor. The grantee is as fully responsible to the OTS and the state for the acts and omissions of its contractors and the contractor’s employees as it is for its own employees. In the event of a contractual and/or administrative issue arising out of a contract entered into in support of the grant agreement, the grantee, not the OTS or the State of California, is responsible for resolving all disputes, claims or other matters of a contractual nature as well as civil liability arising out of negligence or intentional misconduct on the part of the contractor.

Section 5.07: Non-Profits
Contractual agreements with 501(c)(3) non-profit organizations registered with the California Secretary of State are allowable and must be on a cost reimbursement basis and include detailed budgets with budget narratives descriptive enough to limit misinterpretation of allowable cost items. If the value of the contract is more than $150,000, the host agency is responsible for conducting pre-award reviews, as necessary, to determine if the non-profit can perform in accordance with the terms, conditions and specifications in the 08/11/2026 C18 24 of 85

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contract and all applicable state and federal requirements. The review should determine:
• The propriety of the amounts in the cost proposal
• The ability of the contractor’s accounting system to accumulate and segregate reasonable, allocable and allowable costs for charges related to the contract
• That the agreement complies with all applicable state and federal procurement criteria.

The pre-award audit may be waived if the non-profit has a successful history with the host agency.

Section 5.08: Traffic Enforcement Agencies
A grantee’s traffic enforcement personnel and any equipment funded under a grant agreement must be solely dedicated to supported enforcement tasks associated with the grant agreement unless a crime is committed in the officer’s presence or the officer is responding to a distress call. Nothing in the grant agreement should be interpreted as a formal or informal requirement that a police officer issue a specified or predetermined number of citations. Law enforcement agencies see Appendix C for additional terms.

Section 5.09: Institutions of Higher Educations
Colleges and universities may enter into contracts to perform applicable provisions of a grant agreement. The terms and conditions of a grant agreement is detailed in Appendix B of this manual.

Section 5.10: Limitation of Liability
The grantee is responsible for the settlement of any and all claims and lawsuits arising from or incident to the OTS’ non-payment of a grantee’s claim. The grantee expressly acknowledges that their responsibility, including the payment of all damages, expenses, penalties, fines, costs, charges, and attorney fees, if the claims and lawsuits are based upon the OTS’ nonpayment of claims. The grantee will defend any suits brought upon all such claims and lawsuits and pay all costs and expenses. The agreement entered into with the OTS is subject to any applicable restrictions, limitations or conditions entered by the U.S. government subsequent to the execution of the grant agreement.

Chapter 6 – Grantee Responsibilities and Procedures
Section 6.01: Overview
When the grantee accepts federal highway safety funds, it agrees to fully comply with all requirements in this manual and any periodic changes that may be made during the grant period. The grantees’ designated grant officials will be notified in writing of any changes.
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It is critical that agency officials carefully review the cited federal regulations and the certifications and assurances included in the grant agreement. The Governor’s Representative for Highway Safety is the responsible official for the administration of the state’s highway safety program through the OTS and must assure compliance with applicable statues and regulations. By accepting federal highway safety funds, the grantee is bound by the certifications and assurances.

Section 6.02: Authorizing Official
The authorizing official has contract binding authority. Once the grant agreement is finalized the authorizing official will receive an alternate signature/GEMS user authority email. The attached GEMS user authority form allows the authorizing official to delegate up to five authorized users. The form is submitted to OTS via email. The OTS retains the original form in the agencies official grant file. All individuals listed on this form will be able to log in to GEMS to conduct grant management activities.

Section 6.03: Grant Director
The Grant Director is responsible for establishing operating procedures and controls that ensure adequate administration of the grant in accordance with the terms of the grant agreement as well as all applicable statutes and regulations. The Grant Director is responsible for meeting work schedules, maintaining costs within the approved budget(s), compiling sufficient documentation to validate grant progress and fund expenditures, submitting timely and complete grant reports, and the grant evaluation. The Grant Director must be available for periodic operational reviews with the OTS.

Section 6.04: Fiscal Official
In addition to the Grant Director, the grantee must also identify the Fiscal Official who is responsible for ensuring that budgeted costs comply with the agency’s standard policies and procedures and that the agency’s accounting system conforms to generally accepted accounting principles. The Fiscal Official should carefully review the federal regulations and the certifications and assurances included in the grant agreement.

Contact the OTS for changes to the agency officials listed in the grant agreement and submit an email detailing the change. The OTS will provide further instruction by email.

Section 6.05: Financial Management
The grantee must have adequate and appropriate internal controls in place for every OTS grant that assures awards are managed in compliance with state and 08/11/2026 C18 26 of 85

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federal statutes and regulations. These controls should ensure that all cash, real and personal property, and other assets are safe guarded and used solely for purposes authorized in the grant agreement.

A separate account or fund must be established for each highway safety grant and all grant costs should be separately and accurately recorded. Additionally, the Fiscal Official should ensure that all claims for reimbursement are limited to those specifically authorized in the grant agreement and that they are prepared using grant accounting records or a process that reconciles claims at least quarterly with the grant records.

While the OTS establishes an electronic copy file for each grant, it is strongly recommended that copies of all financial records pertaining to a grant be stored in a shared grant file (hard copy, electronic, or both) maintained by the grantee’s Grant Director, Fiscal Official, or Authorizing Official. This will make it easier to submit claims, complete status reports, respond to questions, and reference documents. The file should include information pertaining to grant awards, authorization, financial obligations, unobligated balances, assets, expenditures, and income.

It should also include a copy of the grantee’s internal purchasing policies and procedures. At a minimum, the policies must meet state requirements; they may not be less stringent. If no written policies exist, the grantee is subject to the state’s purchasing guidelines.

Grantees must maintain records that sufficiently detail the procurement history for all purchases. At minimum, these records should detail the rationale for the method of procurement and selection of contract type, written selection procedures, documented reasons for rejections, and the basis for the contract price. For sole source procurements, the records must at minimum include justification of why the purchase/service cannot logically and reasonably be made through a competitive bidding process including the consequences if not approved, a list of the vendor’s or contractor’s unique qualifications, experience and a detailed cost analysis.

The grantee must retain all source documents and records in the file and make them available for federal and state audits for at least three years following the date of the final reimbursement of grant expenditures or final disposition of equipment purchased with grant funds, whichever is later. Records must be retained beyond this time period if there are unresolved audit findings.

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Section 6.06: Fraud Prevention
The grantee must have strong training programs in place that address policies, procedures and controls, with a particular emphasis on fraud prevention.

Effectively supervising and monitoring employees working on the grant is critical.

Examples of fraud include, but are not limited to falsifying:
• Grant applications
• Quarterly performance and final reports
• Contracts
• Competitive bids
• Expenditure reports
• Time sheets
• Reporting activities
• Citations or arrests that did not occur

Other fraudulent activities include:
• Embezzlement
• Bribery
• Extortion
• Obstruction of justice
• Destruction of records.

If a grantee determines there is fraud, and/or a conflict of interest associated with a federal highway safety grant, this information must immediately be detailed in writing and provided to the OTS. The OTS is then required to report any fraud to NHTSA.

A grantee must take reasonable measures to safeguard protected personally identifiable information and other information NHTSA or the OTS designates as sensitive or that the grantee considers sensitive consistent with applicable federal, state, and local laws regarding privacy and obligations of confidentiality.

Section 6.07: Direct Allowable Costs and Source Documents The OTS uses the cost principles outlined in the Grants Guidance to determine necessary, reasonable, allocable, and allowable costs consistent with policies, rules and regulations conforming to limitations or exclusion of cost. The grantee is required to adhere to these same requirements when administering grant funds.

The grantee is responsible for determining whether a cost for a specific service, function or item is a direct cost, direct allocation, such as depreciation, rental, facility operation and maintenance that are prorated and the benefit to the 08/11/2026 C18 28 of 85

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grant can be directly measured or allowable indirect cost such as costs incurred for common or joint purposes that are prorated to a grant based on the benefit received but are not readily associated with a specific grant. For federal highway safety funded grants provided by the OTS, direct costs are categorized in the grant agreement as personnel, travel, contractual services, equipment and other direct costs. For more information on allowable costs for federal grant funded programs, consult the NHTSA Highway Safety Grants Program Resources Guide.

Adequate documentation is required for a cost to be eligible for reimbursement.

The criteria for ensuring a grantee has adequate source documentation are provided under each direct cost category below:

Personnel
Personnel costs include direct compensation of wages and fringe benefits of grantee employees hired expressly for the grant and for the time and effort spent on grant-related activities. Grant funds may be used for wages, special compensation, or other authorized absences such as annual and sick leave provided the cost for the employee is reasonable for the services rendered, follows an appointment made in accordance with state or local laws and rules, and meets federal requirements. Grant funds may also be used for employee fringe benefits such as employer’s contributions to social security, health insurance, workmen’s compensation, and the like provided they are granted under approved plans and distributed equitably to the grant and all other activities. Costs for authorized absences are only reimbursable up to the amount earned during the term of the grant.

Personnel Source Documentation
If an employee of a grantee or contractor (excluding an employee only receiving OTS funding for overtime) is receiving less than 100% of funding from the OTS for personnel services or is receiving 100% of funding from the OTS but the funding comes from more than one federally-funded grant, the employee time distribution to the federally funded grant must be supported by an after- the-fact Personnel Activity Report (PAR). This requirement also applies to employees of non-profits and institutions of higher education. A PAR is an employee-maintained timesheet or log which accounts for 100% of the employee’s time. It is used to identify effort spent on multiple programs/federal funds.

A PAR must:
• Reflect the employee’s after-the-fact distribution of time by program/federal fund
• Account for the total activity by program/federal fund for which each employee is compensated whether grant-related or not
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• Be prepared at least monthly and coincide with one or more pay periods • Be signed by the employee and their supervisor

A digital signature and/or online PAR is acceptable provided the grantee or contractor can demonstrate and document the actions detailed in the PAR were performed by the employee.

An employee of a grantee or contractor receiving 100% of funding from the OTS for personnel services is not required to complete an after- the-fact PAR.

Instead, the grantee may choose to have the employee complete the Employee Time Certification form stating that the employee worked solely on the federally funded program for the period covered by the certification. This certification must be prepared at least semi-annually and signed by the employee and supervisory official who has firsthand knowledge of the worked performed by the employee. Both of these forms will be provided by the OTS during the pre-operational meeting.

Travel
Allowable travel expenses incurred by personnel identified in the grant budget include transportation, food and lodging that meet the grantee’s documented travel policies. The travel should occur prior to the claim submission for reimbursement. If the grantee’s travel policy does not include maximum allowable lodging rates, these costs may not exceed the state’s lodging rate unless written justification is submitted and approved by the OTS. If the grantee does not have documented travel policies, the state travel policies apply. Out- of-state travel expenses require written approval from the OTS prior to incurring costs unless identified in the budget and the budget narrative of the grant agreement. Expenses associated with attending meetings and conferences, where the primary purpose is the dissemination of technical information, are allowable. These include transportation, registration fees, and other incidental costs.

Travel Source Documentation
Travel expenses must be supported by properly prepared employee expense reimbursement claims, including required receipts per the documented travel policy. For audit purposes, all receipts must be retained for a minimum of three years after final payment, unless a longer period of records retention is stipulated in the grant agreement. Conference or seminar expenses must be supported by an event agenda. For meetings or conferences, documentation must indicate that the primary purpose was for dissemination of technical information. For costs associated with the use of agency-owned vehicles, documentation must indicate who used the vehicle, when, for what purpose, and number of miles driven. Documentation must also explain how the mileage or other billing rate(s) was developed if the state rate is not used.
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Contractual Services
This applies to any professional services and associated costs necessary to complete the grant objectives, not available through the grantee, requiring contractual agreements that are entered into in accordance with the grantee’s normal procedures.

Contractual Services Documentation
Services provided by an individual, organization, firm, or agency must be supported by a properly executed contract or interagency agreement.

Payments must be supported by itemized invoices and made in accordance with the terms of the grant agreement. The grantee must maintain records that sufficiently document the procurement process associated with the contract.

Section 6.08: Direct Costs - Equipment
Equipment is any non-expendable, tangible personal property costing $10,000 or more with a useful life of at least one year that is required to carry out grant activities. As an example, this equipment may include motorcycles, radar trailers, some extrication equipment, etc. The total cost of the piece of equipment must include modifications, attachments, accessories, or auxiliary apparatus needed to make it usable for grant purposes as well as tax, shipping and installation (excluding any discounts). All equipment purchased using federal highway safety funds require written approval from NHTSA, which is handled by the OTS during the grant application process. Equipment purchased with grant funds must be used for traffic safety purposes only. Non-authorized use of equipment is grounds for the grantee refunding a portion of the equipment value to the OTS. All equipment purchased with grant funds must comply with the Buy America Act.

Equipment Management
The grantee must have procedures in place for managing equipment (including replacement equipment) purchased in whole or in part using the OTS funds that at minimum include:
• Adequate controls for safeguarding against loss, damage or theft • Provisions for replacement due to circumstances other than normal wear and tear
• Maintenance procedures to ensure good working condition • Complete records.

Equipment Source Documentation
Equipment must be reported to the OTS using the Equipment Reporting Form.

The form is generated in GEMS at the time the grantee requests reimbursement for the purchase on a claim. The OTS uses this form for monitoring purposes, but it 08/11/2026 C18 31 of 85

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should not be used by the grantee as a substitute for appropriate equipment control records which should include the following information:
• Description of the item with serial or identification numbers • Federal funding source (FAIN number)
• Acquisition date and total cost including federal share • Source and title holder
• Location, condition
• Disposition data including date of disposal and sale price

A grantee must submit an Equipment Recertification Report to the OTS every two years from the date of acquisition. This report includes the same information as the Equipment Report, but also includes a description of the method used for determining current fair market value, and that the equipment is being used for federally-sponsored activities. Starting in federal fiscal year 2025 the reporting threshold will be $10,000. Equipment purchased prior to the federal fiscal year 2025 has a reporting threshold of $5,000. The report also certifies that the information provided is complete and accurate to the best of the grantee’s knowledge and that OTS will be contacted immediately after discovery of any grant equipment loss. The Equipment Recertification Report is completed in GEMS and a reminder email will be sent through GEMS to the grantee to ensure compliance.

Equipment Disposal
A grantee must notify the OTS of any disposition of grant equipment, unless the value has been certified to be under $10,000 and at the end of its useful life. The grantee must submit an email to the OTS Grant Coordinator requesting the OTS approval to sell, transfer or dispose of grant equipment. The OTS will forward the request to NHTSA for final approval and notify the grantee of the outcome. All proceeds from the sales of the asset, regardless of the amount, must be used for the objective of the original grant agreement and funding source.

Section 6.09: Direct Costs - Other
This includes any other supplies or services. Example include, but are not limited to educational materials, DUI checkpoint supplies, child safety seats, etc. These supplies and services are of a non-contractual nature with an acquisition cost of less than $10,000 purchased using highway safety funds. These purchases do not require NHTSA pre-approval; however, these items or services must be used in support of the grant. Non-authorized use of supplies or services is grounds for refunding a portion of the value of the supplies and services to the OTS. The cost of the item or service, which would not otherwise be allowable using the grantee’s general funds, may not be purchased with federal grant funds.

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Additionally, if joint costs are prorated as direct costs to the grant, the allocation method must be reviewed by the OTS to determine reimbursement eligibility.

Grant funds may be used for the development of new training curricula and/or materials that do not duplicate materials already developed for similar purposes by the USDOT, NHTSA, FHWA or the State of California. The grantee should contact their OTS Grant Coordinator for guidance on allowable supplies and services. All items purchased with grant funds, over $5,000, must comply with the Buy America Act.

Direct Cost Source Documents
All other direct costs must be supported by purchase orders or other original procurement documents signed by the appropriate authority. The grantee should also have itemized invoices or properly signed and dated delivery and/or packing slips. Rental or lease costs must be supported by detailed agreements.

Section 6.10: Allowable Indirect Costs
Indirect costs are those costs incurred for common or joint purposes such as telephone, administrative services, depreciation, facility and equipment maintenance and not assigned to a specific highway safety grant as a direct cost. Indirect costs benefit more than one cost objective and should be prorated equitably among all applicable functional areas.

Non-profit grantees that do not have an approved indirect cost rate may elect to charge a de minims rate of 15% of modified total direct costs. Guidance on establishing an indirect cost rate as well as regulations for negotiating and approving this rate is outlined in the Grants Guidance.

A grantee that does not already have an approved federally-recognized indirect cost rate negotiated with the federal government must negotiate a rate with the OTS. Once the indirect rate is negotiated, it must be accepted by all federal agencies. Source documentation, such as a grantee’s federally approved indirect cost rate letter, must be available to support an indirect cost rate authorized by the federal government. If the grantee’s indirect cost rate is amended or changed during the term of the grant, the new indirect cost rate plan and approval letter must be submitted to the OTS.

Section 6.11: Unallowable Costs for Select Items
The following is a list of selected costs that are ineligible for reimbursement. A grantee should contact the OTS Grant Coordinator for guidance regarding the other costs not discussed previously or below in this manual.

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Construction and Facilities
The following are ineligible for reimbursement:
• Highway construction, maintenance and/or design
• Construction or reconstruction of permanent facilities such as paving, driving ranges, towers, and non-portable skid pads
• Highway safety appurtenances including longitudinal barriers such as guardrails, regulatory and warning signs and supports, field reference markers, luminaire supports, and utility poles
• Construction, rehabilitation or remodeling of any building or structure • Cost of land
• Purchase of office furnishings and fixtures including, but not limited to:
➢ Desk
➢ Chair
➢ Table
➢ Shelving,
➢ Coat rack
➢ Credenza
➢ Book
➢ Filing cabinet
➢ Floor covering
➢ Office planter
➢ Storage cabinet
➢ Portable partition
➢ Picture
➢ Wall clock
➢ Draperies/hardware
➢ Fixed lighting
➢ Lamps

Equipment
The following equipment purchases will not be reimbursed:
• Traffic signal preemption systems
• Automated Traffic Enforcement Systems

Training
Cost of the individual’s replacement hourly rate while attending training, unless the personnel position is already grant supported is ineligible.

Program Administration
• General costs of government, which includes the use of funds for routine and/or existing governmental activities that constitute general expenses required to carry out overall responsibilities of a government entity are ineligible
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• Entertainment costs including amusement and social activities and any costs directly associated with the purchase of tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities • Alcoholic beverages for any consumption purposes including controlled training settings for law enforcement training
• Contributions and donations, including cash, property and services to others regardless of the recipient
• Cost of fundraising, including financial campaigns, solicitation of gifts and similar expenses incurred to raise capital or obtain contributions • Contingency provisions for contributions to a contingency reserve or similar provision for unforeseen events excluding self-insurance reserves • Fines, penalties, damages, and other settlements resulting from violations or non-compliance
• Costs of commercial insurance that protects contractor for correction of defects in materials or workmanship
• Costs not recovered under one grant agreement are unallowable under other grant agreements
• General liability insurance

Section 6.12: Grant Agreement Revisions
A grantee may request a revision to the grant agreement that is necessary to enhance the operational efficiency of the highway safety grant. This includes any changes that may affect the overall budget or a specific budget line, including moving funds between line items and/or cost categories, a sub- budget or contractual services, as well as the addition of travel (in and out -of- state), and/or a significant change in goals, objectives and/or procedures that affect the grant scope or end date.

The Authorizing Official, Fiscal Official, or Grant Director must submit to the OTS Grant Coordinator a detailed explanation and justification for a grant revision. In advance of sending written notification, the grantee is encouraged to contact the OTS Grant Coordinator to discuss any proposed grant revisions.

Once a revision request is received, the OTS carefully reviews it taking into consideration the grantee’s current and past grant performance, timeliness and quality of claims and quarterly performance reports, the circumstances and justification for the change, and availability of grant funds. The grantee should allow sufficient time for the review process, which may also require NHTSA approval. No grant funds may be expended on the items being amended until written notification of the status of the request (approval or denial) is provided by the OTS. Failure to comply could jeopardize claim reimbursement for the grantee.

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Chapter 7 – Public Education and Information
Section 7.01: Overview
Public Education and Information (PE&I) falls into two categories:

Educational – materials that educates and informs an audience such as activity books, coloring books, brochures, and posters.

Promotional – material that promotes, supports or enhances efforts and directly relates to the project objective such as key chains, onboard signs, mugs, pencils, magnets, and litter bags. The OTS and NHTSA do not allow grant funds to be used for this purpose.

Grantees that use federal highway safety funds to produce educational material must receive approval from the OTS Public Information Officer (PIO) prior to production. Additionally, grantees that use non-federal highway safety funds to produce PI&E materials must receive written approval from the PIO in order to use any OTS logo. Grantees should allow sufficient time for approval and should contact their OTS Grant Coordinator for assistance. Grantees should also advise vendors that all materials used in production of public outreach materials (i.e., data, plates, digital files, camera-ready artwork, designs, concepts, photographs, video and audio) paid for with grant funds are the property of the grantee and the OTS. The OTS reserves the right to use materials developed by the grantee and/or contractor. All educational materials produced using grant funds must include the OTS logo or the logo from another program unless otherwise determined by the OTS. The following message:

Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration.

Inclusion of the logo and/or funding line should not interfere with the primary traffic safety messaging. Questions regarding the inclusion, size or placement of either logo or funding statement should be directed to the OTS PIO.

All published research and reports developed with highway safety grant funds must include the following disclosure statement: This report was prepared in cooperation with the California Office of Traffic Safety (OTS). The opinions, findings and conclusion expressed in this publication are those of the author(s) and not necessarily those of the OTS.

Section 7.02: Advertising and Public Relations
All press releases discussing the kick-off of a grant and/or grant-funded activity must be approved by the PIO prior to dissemination even if the grantee uses a pre-approved press release template(s) available on the OTS website. Approval is also required for all original press releases and press releases developed using the OTS templates the grantee has significantly modified. The grantee should 08/11/2026 C18 36 of 85

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email the draft press release to [email protected] at least seven days in advance of the announcement or event and copy the appropriate OTS Grant Coordinator. A grantee must coordinate media and kick-off events with their OTS Grant Coordinator and notify OTS 21 days in advance of any traffic safety event considered highly publicized or anticipated media coverage. Grant funds may be used to purchase paid advertising, such as television, radio, cinema, Internet, print, outdoor; however, special reporting documents are required, and costs must be displayed as a separate “paid media” line item in the grant budget. Additionally, federally funded Public Service Announcements (PSAs) or video materials intended for television broadcast must be closed captions. A grantee should contact their OTS Grant Coordinator for more information on paid advertising.

Section 7.03: Copyrights and Trademarks
The OTS reserves a royalty-free, non-exclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal or state government purposes the following:
• The copyright/trademark in any work developed under a grant, sub grant or contract under a grant or sub grant.
• Any rights of copyright/trademark to which a grantee or contractor purchases ownership with grant funds.

Chapter 8 – Claims Preparation and Reimbursement
Section 8.01: Overview
Adequate documentation is essential for reimbursement of costs incurred by grantees and a good knowledge of reporting and cost accounting procedures is required by the grantee. It is vital to abide by NHTSA regulations, so the state will be reimbursed by NHTSA for allowable expenses. The OTS and the grantee must use and maintain adequate cost controls and procedures as outlined in the Grants Guidance.

Section 8.02: Claim Preparation
To request reimbursement of an approved grant expenditure, the grantee must complete a Grant Claim Invoice in GEMS and Contractual Services Summary Sheet, if applicable. These forms must be input into GEMS no later than 30 days following the end of the calendar quarter.

Quarter Time Period Due Date
First October through December January 30
Second January through March April 30
Third April through June July 30
Fourth July through September October 30
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An invoice showing “zero net” must be submitted even if no expenses were incurred during that quarter. Failure to submit quarterly grant claim invoices by these due dates may result in suspension of the grant, loss of grant funding and/or a denial of future grant funding. Additionally, invoices will not be processed for grantees that fail to provide Quarterly Performance Reports for two or more quarters. The grant claim invoice should be prepared using the grantee’s accounting records and include costs incurred during that time period. Enter the exact cost, do not round off numbers. To ensure proper accounting of reimbursements, grant claim invoices submitted to the OTS should be recorded as a receivable in the grantee’s accounting system. Grantees access Claims from the grant agreement list view on their GEMS home page.

The form is pre-populated with the grant budget items against which claims for reimbursement can be made. The form also indicates budget remaining for each item based on prior claims that have been reviewed and approved.

Section 8.03: Claim Details
The grantee must verify that costs claimed are allowable and authorized, do not exceed budgeted line items, and are posted to the correct cost categories and line items. Grantees should also check that all source documents are provided.

If a claim is submitted with undecipherable or missing source documents, the grantee will be notified and instructed to submit the missing information or resubmit the documents within three business days. If documents are not received by this deadline, the questionable costs will be removed from the claim.

These are the claim details that need to be included in the claim submission.

Personnel Costs
Enter the straight time and/or overtime costs, if applicable. Source documentation is maintained by the grantee in the event of an audit and/or the grant performance review.

Fringe Benefits
Enter the pertinent information for authorized absences such as annual leave and sick leave, as well as employer’s contributions to social security, health insurance, workmen’s compensation, and the like provided they are granted under approved plans and are distributed equitably to the grant and all other activities.

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individual(s) trip or training. For each individual trip or training, group all source documents together and clearly label each with the traveler’s name and approved trip or training identified in the budget of the agreement.

Contractual Services
Enter the claimed contractual services amount by line item in the GEMS grant claim invoice screen including entry into sub- budgets if applicable. Upload all source documents for each contractor, group all source documents together and clearly label each with the line item identification and/or contractor’s name.

Equipment
Enter the claimed amount, if applicable. GEMS will require completion of the equipment report as part of the claim. GEMS automatically creates the first recertification record with a recertification due date that is two years from the date of original claim.

Assemble and upload applicable invoice(s). If sales tax is not included on the invoice, provide a statement that includes the following: Charge is for California Sales Tax that will be paid to the California Department of Tax and Fee Administration, amount of sales tax for each item, and date tax is paid. For each line item, assemble all source documents together and clearly label each with the line item name.

Other Direct Costs
Enter the claimed line item amount, if applicable and upload invoices or receipts. For each line item, assemble all source documents together and clearly label each with the name of the line item.

Indirect Costs
The approved rate is already entered in the agency information tab and will automatically calculate, if applicable. No source documents are required; however, the grantee should have their indirect cost allocation approval letter on file.

Chapter 9 – Grant Reports
Section 9.01: Overview
Grantees must submit the Quarterly Performance Report (QPR) in GEMS that includes grant activities conducted during each quarter. A QPR (including the fourth quarter QPR/final evaluation) is considered late if it has not been received by the OTS one day after the due date. The Grant Coordinator should review the QPR within 30 days of receipt. Updates are also made to the data points 08/11/2026 C18 39 of 85

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achieved and grantee comments allow for inclusion of successes and challenges. The QPR and Executive Summary is the main source of information used by the OTS to determine grant success. The fourth quarter QPR must also include a final evaluation that summarizes the work and activities performed during the entire grant period.

Section 9.02: Quarterly Performance Reports
Grantees must submit their QPR through GEMS. The QPR details grant activities conducted during each quarter to accomplish grant objectives. It is the main source of information used by the OTS to determine grant success and commitment as well as any difficulties the grantee may be experiencing. The information and data provided in the QPR is incorporated into the Annual Report that the OTS submits to NHTSA and the State Legislature.

The QPR must be completed in GEMS no later than 30 days following the end of the quarter on the following dates. These dates align with the submission of grant claims.

Quarter Time Period Due Date
First October through December January 30
Second January through March April 30
Third April through June July 30
Fourth July through September October 30

QPR due dates are the same regardless of when a grant starts within a quarter.

As an example, if the grant start date is December 1, then the first quarter QPR is due January 30. Failure to submit QPRs on time may result in suspension of the grant, loss of grant funding and/or a denial of future grant funding. Additionally, invoices will not be processed for grantees that fail to provide QPRs for two or more quarters.

The OTS Grant Coordinator will provide the QPR reporting guidelines at the pre- operational review meeting. All supporting information may be uploaded into GEMS. The QPR is prepopulated based on the grant agreement, it’s completed in GEMS, and contains the following:
• A general overview, that includes a brief list of all activities (including significant media) and procurement conducted in support of the grant during the quarter as well as the status of grant funded personnel and contracts, any challenges, and accomplishments.
• An equipment overview for any equipment costing $10,000 or more that is being purchased during the grant period noting steps taken to accomplish the purchase. If the equipment purchase is delayed, justification for the delay must be given.
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• Community collaboration and engagement for STEP grants. • A summary of completed grant objectives including an explanation of what was not accomplished and/or plans for upcoming activities. • If applicable updated objective data points for the quarter. • Documents illustrating what was done during the quarter such as the OTS- approved press releases, news clips, photos, and/or other materials.

Include a list of these documents.

The fourth quarter QPR should include a final evaluation that briefly summarizes significant grant accomplishments and challenges, the number and type of activities completed, type of training conducted or received, and grant-funded purchases. Complete all final goals, objectives, data points and indicate whether they were achieved and provide an explanation if the final goals were not achieved.

Grant Closeout
Approximately 30 days prior to the grant end date, the OTS sends a reminder e- mail to the grantee that serves as a reminder of the grant end date and includes information to assist in the preparation of the final QPR, evaluation, and claim. The final QPR, including the completed evaluation section, and reimbursement claim for costs incurred up through the grant end date, must be sent to the OTS no later than 30 days following the grant end date.

Chapter 10 – Monitoring
Section 10.01: Overview
Federal and state grant management rules require the OTS staff maintain regular contact via telephone, virtual calls, email, written correspondence and on-site visits with grantees throughout the course of the grant period to ensure compliance with federal and state statutes, regulations and procedures.

Grants are subject to monitoring based on a number of criteria including dollar amount of the award, the capabilities and experience of the grantee’s personnel, complexity of the grant, contractual services with or without a non- profit agency, risk assessment, new grantee, indications of problems, previous Grant Performance Review or audit findings, or change in grant direction. This monitoring includes not only the review and approval of claims, QPRs and other documents submitted by the grantee, but also ongoing outreach through desk monitoring and/or onsite visits. The intent of this outreach is to develop a relationship with the grantee, address grant management-related questions, provide technical assistance, and identify and help address problems or concerns. Any documentation generated as a result of this contact is placed in the grantee’s grant file.
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Section 10.02: Grant Performance Review
The Grant Performance Review (GPR) is designed to be instructive, not disruptive, and to foster information exchange and partnership. The OTS Grant Coordinators conduct a GPR after receipt of at least the first QPR and a claim with expenditures. The OTS may schedule a telephone, virtual, or onsite review at an agreed upon time with the grantee in advance, and the OTS Grant Coordinator will provide information to the grantee to help prepare for the review. During the review, goals, objectives and tasks are reviewed to determine if the grant is being implemented as outlined in the grant agreement. This determines if the grantee is satisfying and adhering to grant agreement terms and conditions. The financial review includes an examination of the agency and grant-specific financial documents and issues related to the performance of the grant.

While conducting the GPR, the OTS Grant Coordinator completes the GPR in GEMS noting any issues and the grantee’s response. If, following the OTS review, there are fiscal follow-up action items, the grantee will be notified in writing and a corrective action plan will be requested. The OTS will track grantee’s progress in implementing the plan and taking corrective action. In the event the issue(s) cannot be resolved, the OTS may request an audit be conducted by the California Department of Finance. If any disallowed costs are identified during the GPR, the OTS will reduce the grantee’s next grant claim invoice by the amount of the disallowed cost prior to payment. If the grant is closed, the OTS will invoice the grantee for the amount of the disallowed cost.

Chapter 11 – Certification and Assurances
Section 11.01: Certification and Assurances List
Certifications and assurances apply to grantees and are part of the grant agreement. These sections provide the terms and conditions governing the grant and certify that a grantee will comply with the applicable regulations, policies, guidelines, and requirements as they relate to acceptance and use of federal or state funds for the project.

By signing the grant agreement, the grantee agrees to comply with the following certifications and assurance:
• Non-Discrimination
• Drug-Free Workplace Act
• Political Activity (Hatch Act)
• Certification Regarding Federal Lobbying
• Restriction on State Lobbying
• Certification Regarding Debarment and Suspension
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• Buy America Act
• Certification on Conflict of Interest
• Prohibition on Using Grant Funds to Check for Helmet Usage • Policy on Seat Belt Use
• Policy on Banning Text Messaging While Driving

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Chapter 12 – Definitions and Acronyms
Section 12.01: Definitions

Accrued
Expenditures

Grantee costs incurred for goods and other tangible
property received, services performed by employees,
contractors, consultants and others.

Acquisition Cost The net invoice unit price of purchased equipment including the cost of modifications, attachments,
accessories, or auxiliary apparatus necessary to make
the property usable for the purpose for which it was
acquired.

Activity Report

A report submitted by the grantee, as part of the
reimbursement process, outlining the activities that took place to support the grant agreement.

Administrative
Requirements
Administrative functions common to all grants such as
financial management, kinds and frequency of reports
and retention of records.

Annual Grant
Application (AGA)

An annual application the OTS makes to NHTSA
providing project level information on the OTS highway
safety programs. The AGA must align with the 3HSP.

Annual Report (AR)

Describes the accomplishments and challenges the OTS
encountered in the prior federal fiscal year. It addresses progress made in achieving the performance measures,
targets and strategies identified in the Triennial Highway Safety Plan (3HSP) as well as how grant funding was
expended.

Audit

A review of programmatic and financial records
conducted by a certified public accountant, which is
the basis of an organization’s legally required audit
report.

Authorizing Official The grantee agency individual that has legislative authority to enter into an agreement with the OTS.

Buy America Act Federal act that prohibits the use of highway safety grant funds to purchase products, unless they are
manufactured in the U.S. This prohibition applies to steel, iron and all manufactured products, unless the Secretary of the USDOT determines it is appropriate to waive the
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Buy America Act requirement. For compliance purposes,
American-made is defined as any product that is
manufactured or assembled in the U.S.

CalSTA The California State Transportation Agency (CalSTA) is a cabinet-level agency focused solely on addressing the
state’s transportation issues.

Catalogue of
Federal
Domestic
Assistance (CFDA)
A listing of all federal programs available to state and local governments; federally recognized Tribal
governments; U.S. territories and possessions; domestic public, quasi-public and private profit and nonprofit
organizations and institutions; specialized groups; and individuals. The CFDA number is required on all grant
award letters.

Child Passenger
Safety (CPS)
Child passenger safety is the consistent use of correctly installed safety seats, booster seats, or seat belts that are appropriate for a child's height, weight, and age.

Code of Federal
Regulations (CFR)

A listing of general and permanent rules published in the Federal Register by the Executive Branch of the U.S.
government.

Countermeasures
that Work
Produced by NHTSA, this publication is used by the OTS
to select effective, evidence-based countermeasures to
address traffic safety problems.

Distracted Driving
Program

A program to educate and enforce statutes prohibiting
distracted driving.

Emergency
Medical Services
(EMS)

Emergency Medical Services is critical to reduce deaths and the severity of injuries by providing the right care at the right time, from extrication equipment to post-crash care.

Equipment Non-expendable, tangible property having a useful life of more than one year and an acquisition cost of $10,000 or more used only for traffic safety purposes.

Equipment Report

Details the purchase date, description, location, total cost, federal funds used, and current fair market value. of all equipment purchases over $10,000.

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Equipment
Recertification
Report
Same as the equipment report but includes depreciation
information that must be updated and filed every two
years from the original date of acquisition.

Expenditures Charges made to the project or program. They may be reported on a cash or accrual basis.

Fatal Analysis
Reporting System
(FARS)
The nationwide database maintained by NHTSA that
provides yearly Traffic Safety data regarding fatal injuries suffered in motor vehicle traffic crashes.

Fair Market Value The price that property/equipment would sell for on the open market. It is the price that would be agreed on
between a willing buyer and a willing seller, with neither being required to act, and both having reasonable
knowledge of the relevant facts.

Federal Funding
Accountability and
Transparency Act
(FFATA)

A federal database system to allow prime grant award
and prime contract recipients to report sub-award
activity and executive compensation.

Federal Highway
Administration
(FHWA)
The USDOT agency responsible for administering
infrastructure highway programs and projects funded by
federal legislation.

Final Evaluation
Report - Grantee

Submitted to the OTS by the grantee following
completion of the grant period, the report details the
effectiveness of the highway safety project based on the grantee’s goals and objectives.

Fiscal Official Fiscal or accounting official who has responsibility for the agency’s fiscal/accounting records. Is responsible for
ensuring costs are in accordance with the agency’s
standard policies and procedures and records are
maintained.

General Costs of
Government
Costs of general types of government services normally
provided to the general public, such as fire and police, unless provided for as a direct cost under a program
statute or regulation.

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Governors
Highway Safety
Association (GHSA)
The nonprofit association representing the state and
territorial highway safety offices. GHSA works with and for its members to improve traffic safety, influence national policy, enhance program management, and promote
best practices for highway safety offices.

Grant Agreement A binding document between two or more parties detailing the conditions and terms for the project scope of work and financing. May include interagency
agreements.

Grant Claim
Invoice
Expenditures incurred in support of approved grant
activities that a subrecipient may submit for
reimbursement.

Grant Director The individual responsible for establishing and maintaining procedures that ensure effective
administration of the approved grant and comply with
grant requirements. Is responsible for day-to-day
operations of the grant.

Grant Electronic
Management
System (GEMS)

The OTS on-line application and grant award system.

Grants Made Easy
(GME)
Templates designed to facilitate ease of preparing and
submitting a grant application.

Grant Performance
Review (GPR)
A review of the subrecipient grant activities, progress in meeting goals and objectives, and financial records for compliance with federal rules.

Grantee The local or state government agency or entity receiving a federal highway safety grant from the OTS.

Grant Coordinator The OTS staff member assigned to manage all aspects of the grant agreement including contract, monitoring,
programmatic and financial activity.

Grant Director The person assigned by the grantee to assume direct responsibility for administering all phases of the project grant agreement.

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Grant Officials Three people identified on the grant who can request approvals or make changes to the grant. They are the
Grant Director, The Fiscal Official, and the Authorizing Official.

Grant Revision A change to the grant agreement that occurs when the budget, scope and/or activity is/are modified.

Grant Tracking
System (GTS)
The federal web-based system used to track grant funds
and request reimbursement from NHTSA for grant
expenditures made by the OTS.

Highway Safety
Plan (3HSP)

The triennial plan the OTS submits to NHTSA for federal transportation grant funds that documents a three-year
period of the OTS safety program. The 3HSP must be
data-driven in establishing performance targets and
selecting countermeasure strategies for programming
funds that meet the performance targets.

Highway Safety
Improvement
Program (HSIP)
Core FHWA program to reduce traffic fatalities and
serious injuries on all public roads, including roads on Tribal land. The HSIP requires a data-driven, strategic approach with a focus on performance.

Host Agency A government or public entity that acts as the primary subrecipient and manager of the grant but all or most of the activity is performed by a contractor.

Infrastructure and
Investment Jobs
Act (IIJA)

The funding and authorization bill governing the highway safety grant program.

Impaired Driving
Program

A program to address alcohol and/or drug-impaired
driving.

Law Enforcement
Liaison (LEL)
The individual responsible for promoting California law enforcement agencies’ involvement in the 3HSP through
education and equitable enforcement of traffic safety
laws.

Local Government A county, municipality, city, town, township, local public authority, school district, special district, intrastate district, council of governments, or any other regional or
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interstate government entity, agency or instrument of a local government.

Motorcycle Safety
Program

A program to reduce traffic crashes involving
motorcyclists.

National Highway
Traffic Safety
Administration
(NHTSA)

The USDOT agency responsible for administering the
national behavioral highway traffic safety grant program funded by federal legislation.

Nonmotorized
Safety Program
A program to target a decrease in pedestrian and
bicyclist fatalities and injuries resulting from crashes involving motor vehicles.

Office of
Management &
Budget (OMB)
A Division of the Executive Branch of the U.S.

Government that assists the President in meeting policy, budget, management, and regulatory objectives that
fulfill statutory responsibilities.

Office of Traffic
Safety (OTS)
Acts as the SHSO / administers NHTSA behavioral safety
grant funds awarded to CA.

Office of Traffic
Safety Rankings
Developed using the Empirical Bayesian Ranking Method
to enable a city or county to compare its traffic safety statistics to similar sized cities and counties.

Paid Media Advertising (print, TV, radio, display, promoted or sponsored social media) that is disseminated by the
media for a fee.

Performance
Measures
The goals and objectives that describe what the grantee will accomplish by implementing the traffic safety grant program (goals) and the tasks or activities that will be performed in support of the goals.

Personnel Activity
Report (PAR)
Employee-maintained timesheet or log used to account
for all time spent on federal and non-federal grants and other programs.

Pre-Operational
Review
A meeting held during the first 90 days after the start of the OTS grant to review the grant program manual and
grant requirements.
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Primary Contact

Main point of contact for the grantee during the
duration of the grant agreement.

Program Area
Review Team
The OTS Program Coordinators assigned to a program
area to evaluate applications. Each team includes a
program area expert.

Project Activities proposed or implemented by the OTS to address highway safety problems falling within one or
more program areas.

Public Information
& Education
Includes educational and promotional materials,
advertising, and public relations activities.

Public Service
Announcement
(PSA)
A message, in the public interest, disseminated at no
cost by the media to raise awareness and change
public attitudes and behavior about a social issue.

Quarterly
Performance
Report
Prepared by the grantee describing tasks, activities and equipment purchases that were made in support of the
goals, objectives, and objective data points in the grant.

Reimbursement
Claim Report

A report that details the reimbursable expenditures the grantee incurred in support of approved grant activities undertaken to accomplish grant objectives.

Single Audit Rigorous, organization-wide examination of an agency that expends federal funds in the amount of $1,000,000
or more of all federal funds received annually.

Strategic Highway
Safety Plan (SHSP)
A statewide-coordinated safety plan that provides a
comprehensive framework for reducing highway
fatalities and serious injuries on all public roads through implementation of the Safe Systems Approach.

Supporting
Documentation
Reports, invoices, timesheets, and other documents a
grantee submits to the OTS to support a claim for
reimbursement.

System for Award
Management
(SAM)
A 12-digit alpha-numeric unique entity identifier to
detect different divisions of companies and provide easy reference for those seeking information.

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Traffic Records
System
Six core data systems, comprised of crash, driver, vehicle, roadway, citation and adjudication, and injury
surveillance data.

Section 12.02: Acronym Table
Listed below is the table of acronyms.
3HSP Triennial Highway Safety Plan
AGA Annual Grant Application
AR Annual Report
CFR Code of Federal Regulations
CFDA Catalogue of Federal Domestic Assistance
FAIN Federal Award Identification Number
FARS Federal Fatality Analysis Reporting System
FFATA Federal Funding Accountability and Transparency Act FHWA Federal Highway Administration
GHSA Governors Highway Safety Association
GPM Grant Program Manual
GR Governor’s Highway Safety Representative
GTS Federal Grants Tracking System
HSIP Highway Safety Improvement Program
IIJA Infrastructure and Investment Jobs Act
OTS Office of Traffic Safety
LEL Law Enforcement Liaison
NHTSA National Highway Traffic Safety Administration
OMB Federal Office of Management and Budget
PP&E Public Participation and Engagement
PPM Policy and Procedure Manual
SHSP Strategic Highway Safety Plan
UEI Unique Entity Identification
USDOT United States Department of Transportation

APPENDIX “A” – CERTIFICATIONS AND ASSURANCES

The Governor’s Representative for Highway Safety is the responsible official for the administration of the State highway safety program through a State highway safety agency that has adequate powers and is suitably equipped and organized (as evidenced by appropriate oversight procedures governing such areas as procurement, financial administration, and the use, management, and disposition of equipment) to carry out the program.

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Each fiscal year the State of California must sign a Certifications and Assurances document that it complies with all Federal requirements including applicable statutes and regulations that are in effect during the grant period. These Certifications and Assurances are submitted in the Annual Grant Application in support of the State’s application for Sections 1906, 402, and 405 grants and these requirements also apply to grantees.

The officials named on the grant agreement certify by way of signature on the grant agreement signature page, that the Grantee’s Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies and laws in effect with respect to the periods for which it receives grant funding.

APPENDIX “B” – MANDATORY DISCLOSURES

The grantee must disclose, in a timely manner, all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the grant award to System for Award Management or SAM. Failure to make required disclosures can result in remedial action, including:
• Temporarily withholding of payments until the recipient or subrecipient takes corrective action.
• Disallowing costs for all or part of the activity associated with the noncompliance of the recipient or subrecipient.
• Suspending or terminating the grant in part or in its entirety. • Initiation of suspension or debarment proceedings.
• Withhold further Federal funds (new awards or continuation funding) for the project or program.
• Pursue other legally available remedies.

General Reporting Requirement
If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the SAM.

Proceedings About Which You Must Report
The Grantee must submit the information required about each proceeding that:
• Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the Federal Government • Reached its final disposition during the most recent five-year period; and is one of the following:
➢ A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition
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➢ A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more
➢ An administrative proceeding that resulted in a finding of fault and liability and payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000

Reporting Procedures
Enter in the SAM Entity Management area the information that SAM requires about each proceeding described above. You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded.

Reporting Frequency
During any period of time when you are subject to the reporting requirement of this grant, you must report proceedings information through SAM for the most recent five year period, either to report new information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Grantees that have Federal contract, grant, and cooperative agreement awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, civil, and administrative proceedings.

APPENDIX “C” – LAW ENFORCEMENT AGENCIES

Prohibition on Using Grant Funds to Check For Helmet Usage Grantees will not use grant funds for programs to check helmet usage or to create check points that specifically target motorcyclists.

Vehicle Pursuits
The State actively encourages all relevant law enforcement agencies in the State to follow the guidelines established for vehicular pursuits issued by the International Association of Chiefs of Police that are currently in effect.

Use of Funds
Traffic enforcement personnel and any equipment funded under this grant agreement shall be dedicated solely to grant supported enforcement tasks unless a criminal offense is committed in the officer’s presence or a response to an officer in distress is initiated. Nothing in the grant agreement shall be interpreted as a requirement, formal or informal, that a particular police officer issue a specified or predetermined number of citations in pursuance of the goals and objectives hereunder.

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O T S Grant Pr ogram Manual – Page 50 | 50

APPENDIX “D” – GENERAL TERMS AND CONDITIONS INCLUDING STATE

CERTIFICATIONS

The general terms and conditions including state certifications, when applicable, are incorporated by reference and made a part of, but not necessarily limited to, the following documents: grant agreements, subgrants, contracts, subcontracts, interagency agreements, invitations for bid, and requests for proposal for goods or services for which the Office of Traffic Safety (OTS) grant funding reimbursement is requested. It is understood and agreed by the grantee that grant funds received as a result of this grant agreement are subject to all applicable federal and state regulations, rules, guidelines, policies and laws and to the following applicable controls, terms and consideration expressed in the OTS Grant Program Manual (GPM). 08/11/2026 C18 54 of 85

Application Information
Application No: 27-007124
Application Type:

Pedestrian
and Bicycle
Safety
Agency (City or
County):Vista
Department
(Police
Dept, DA
Office, etc):

Vista City
Manager Office
Authorized
Representative:John Conley Additional
Contact Email:[email protected] DUNS/SAM
Number:TY1EK14PA3W5

DUNS/SAM
Expiration Date:10/31/2026

DUNS/SAM
Registered
Address:
200 Civic Center Dr DUNS/SAM
City:Vista
DUNS/SAM ZIP+4: 92084-6275
Application Summary
Grants Made Easy Application Titles and Descriptions are pre-populated. For General Grants, provide the Application Title and Application Description.

Application Title:

Pedestrian and Bicycle Safety Program
Application Description:

Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving pedestrians and bicyclists. The funded strategies may include classroom education, bicycle rodeos, community events, presentations, and workshops. These countermeasures should be conducted in communities with high numbers of pedestrian and/or bicycle related crashes including at-risk communities, older adults, and school-aged children. Coordinated efforts such as Safe Routes to School initiatives, Safe System Approach, and working with community based organizations are highly encouraged to prevent fatalities and injuries of vulnerable non-motorized road users.

Problem Statement
Describe the problem(s) to be addressed utilizing current data-driven evidence. Be specific and focus on the issue that is relevant and significant within your community.

1. Describe the city, county, or jurisdiction this grant will impact. 08/11/2026 C18 55 of 85
EXHIBIT 3

Application :: Page 2 of 12
Problem Statement:

The City of Vista grew out of an agricultural community into an urban city featuring a mix of suburban, urban, and rural development in the last 62 years. Located just seven miles inland from the Pacific Ocean in northern San Diego County, the City of Vista has a perfect mild Mediterranean climate. Residents and visitors enjoy a wide range of year-round outdoor activities. Vista is approximately 19 square miles with a population of 100,291.(California Dept. of Finance 2021-2022).

2. Describe the problem(s) to be addressed, supported by current crash and/or other relevant data. (most recent calendar year data/stats)
Problem Statement:

Vista, California, experiences a complex interplay of pedestrian, bicyclist, driver, and transit rider interactions.

The city's transportation framework is anchored by the Vista Transit Center, which facilitates connections to regional bus services. Furthermore, Vista is increasingly embracing micro-mobility solutions, offering incentives such as helmet distribution and ride-sharing discounts to encourage sustainable travel, adding roundabouts for traffic calming along with protected bike lanes in high-risk areas of the city. However, peak traffic periods—especially during morning and evening commutes—can lead to chaotic conditions, heightening the risk of crashes among diverse transportation users. Data reveals alarming statistics. Between 2022 and October 2024 (most recent data available), Vista recorded numerous injuries and fatalities involving pedestrians and cyclists.

Concerns expressed by parents and residents regarding the safety of walking and biking underscore significant challenges in accessing essential community resources, such as local schools, parks, medical facilities, and retail establishments, including grocery stores. The increasing volume of motorized traffic has further compounded these issues. This shift has resulted in heightened safety risks, marked by frequent crashes attributed to elevated vehicular speeds and congestion. Addressing these safety challenges is imperative to enhance pedestrian and cyclist access, ultimately fostering a more secure and connected community.

In 2022, the city recorded zero pedestrian and bicyclists related fatalities, 13 pedestrian injuries, and 15 bicyclist injuries. However, data from January to October 2024 indicates a concerning shift. The numbers show 1 fatality, a rise to 20 , and 19 pedestrian injuries (a 53.8% increase) bicyclist injuries (a 26.7% increase) compared to the entire year of 2022. Additionally, the number of crashes for bicyclists under the age of 15 has shown an increase each year from 2022-2024 and every one of those crashes resulted in injury. These statistics suggest a need for ongoing implementation of safety measures targeting both pedestrians and bicyclists.

Addressing safety concerns will encourage individuals who currently avoid walking or biking due to safety concerns to embrace active transportation modes, thus reducing motor vehicle congestion and reducing motor vehicle related crashes and reducing injuries and fatalities for all modes of transportation.

To address these issues, Vista has implemented a number of measures to help reduce crashes and near misses and push for further mobility equity among our community, including:

Filling infrastructure gaps to promote safe active transportation options through the installation of designated bike lanes and sidewalks to separate bicyclists and pedestrians from motor vehicle traffic.

The implementation of traffic calming measures, such as speed humps and roundabouts, to reduce traffic speeds and conflict points and increase safety for all users.

Vista and its nonprofit partner are committed to enhancing safety through targeted education initiatives aimed at fostering responsible behaviors among all road users while ensuring the protection of our most vulnerable populations such as pedestrians, bicyclists, skateboarders, scooter riders, and transit riders.

3. Define the target population the grant intends to serve and how they are affected by the problem(s). If the target population includes any at-risk populations, please include how this traffic safety grant will serve them. 08/11/2026 C18 56 of 85

Application :: Page 3 of 12
Problem Statement:

The target population for this grant program includes youth, seniors, and underserved individuals, particularly those from low-income and unhoused backgrounds. These groups are disproportionately affected by traffic-related incidents, experiencing higher vulnerability due to inadequate safety training and resources. By providing comprehensive bicycle and pedestrian safety training, we aim to equip these at-risk populations with essential skills and knowledge, fostering safer mobility and reducing the likelihood of accidents. This initiative directly addresses critical public safety concerns while promoting inclusivity and support for our community's most marginalized members.

Traffic Data Summary:

City Applicants: Complete the table below using the most current local data and update the 20XX years in the table (do not use the OTS Rankings).

County or State Applicants: Complete the table below using TIMS data and update the 20XX years in the table. If focusing on specific cities or areas within the county, copy, paste and complete a crash data table for each additional city/area.

CrashType 2022 2023 2024 (as of October 31)
Crashes Victims Crashes Victims Crashes Victims
Fatal 2 2 0 0 1 1
Injury 236 317 252 340 232 326
Fatal Injury Killed Injured Fatal Injury Killed Injured Fatal Injury Killed Injured Total
Pedestrians 0 13 0 13 0 23 0 23 1 18 1 20
Pedestrians
Under 15 0 3 0 3 0 2 0 2 0 3 0 5
Pedestrians
Over 65 0 2 0 2 0 2 0 2 1 2 1 2
Total
Bicyclists 0 16 0 15 0 17 0 17 0 19 0 19
Bicyclists
Under 15 0 1 0 1 0 3 0 3 0 4 0 4

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Application :: Page 4 of 12
Proposed Solution
Strategies:

Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving pedestrians and bicyclists. The funded strategies may include classroom education, bicycle rodeos, community events, presentations, and workshops as well as distribution of safety equipment like helmets and bicycle lights. In order to understand an address specific community needs, a survey regarding active transportation safety issues will be made available to the community and questions and feedback can be incorporated into Vista’s safety education initiatives.

Agency Qualifications:

The City of Vista possesses the necessary resources and expertise to effectively manage the proposed grant.

Our staffing levels are sufficient to complete the requested activities, with oversight provided by the City Manager’s Office, which has a proven track record in managing similar projects and grant-funded programs.

The qualifications of our program and fiscal staff are robust, supported by a well-established financial management system utilizing Tyler Technologies’ Munis software, which ensures compliance with federal grant requirements. Our finance department has extensive experience in managing federal and state grants, consistently achieving compliance with reporting and accounting standards, as evidenced by our clean audit history. Furthermore, we employ a competitive procurement method for contracts, with an estimated timeline of 30 to 60 days to secure an approved contract, facilitating timely project implementation.

Community Collaboration and Engagement
Provide a description of the community collaboration and engagement activities that will be conducted and/or participated in by your department to address traffic safety. Community collaboration and engagement allows for the appropriate department personnel to engage in conversations to both share information and receive input from the community members regarding traffic safety.

Community Collaboration and Engagement:

Vista, alongside our contracted safety consultant, is committed to fostering community collaboration and engagement to enhance traffic safety through a series of targeted activities. We will conduct Bike Safety Classes in both community and school settings, ensuring participants are well-informed about safe cycling practices. Bike Rodeos will serve as hands-on events that teach essential skills and promote safe biking among youth. Additionally, we plan to organize large-scale Community Bike Events, such as Cyclovia, Bike Anywhere Day, and National Night Out, which will engage community members in traffic safety discussions while celebrating cycling culture. Regular Community Bike Rides will facilitate engagement and encourage safer riding habits. We will distribute bike lights and helmets to enhance visibility and safety among cyclists and implement a Bike Rebate Program to incentivize safe biking practices. A comprehensive Safety and Active Transportation Survey will gather community input to inform future initiatives, while Route Planning efforts will focus on integrating safe transit access with walk and bike audits, as well as hosting Bike Fix-It Clinics to address maintenance concerns. Collectively, these initiatives will create a robust framework for community involvement in traffic safety dialogues.
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Application :: Page 5 of 12
Goals
Description
Reduce the number of persons killed in traffic crashes.

Reduce the number of persons injured in traffic crashes.

Reduce the number of pedestrians killed in traffic crashes.

Reduce the number of pedestrians injured in traffic crashes.

Reduce the number of pedestrians killed under age 15 in traffic crashes.

Reduce the number of pedestrians injured under age 15 in traffic crashes.

Reduce the number of pedestrians killed over age 65 in traffic crashes.

Reduce the number of pedestrians injured over age 65 in traffic crashes.

Reduce the number of bicyclists killed in traffic crashes.

Reduce the number of bicyclists injured in traffic crashes.

Reduce the number of bicyclists under age 15 killed in traffic crashes.

Reduce the number of bicyclists under age 15 injured in traffic crashes.

Increase bicycle helmet usage.

Custom Description
Objectives
Target
Number Description
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 , and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of [email protected] release.
10 Collaborate with traffic safety stakeholders (government organizations, health care agencies, law enforcement agencies, and/or community-based organizations) to reach individuals. 4 Participate in the following campaigns: National Walk to School Day, National Bicycle Safety Month, California's Pedestrian Safety Month and National Pedestrian Safety Month.

Included Target
Number Description
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Application :: Page 6 of 12
Yes 4 Participate in traffic safety fairs and/or community events with an effort to reach individuals.

Yes 10 Conduct pedestrian and/or bicycle safety presentations.

Yes 1
Develop a pedestrian and/or bicycle safety program and materials to be adopted as an on-going program in schools with an effort to reach students. Submit materials to PIO for approval and upload approved material.

Yes 1
Distribute pedestrian/bicycle safety items to increase safety and visibility at no cost to youth or community members in need, who received traffic safety education during bicycle rodeos, presentations, workshops, trainings, and community events. Report quarterly the dates and locations where pedestrian/bicycle safety items were distributed.

No 0 Distribute safety patrol and/or crossing guard safety items at no cost to schools for use by a Safety Patrol member or Crossing Guard.

No 0 Conduct Walking School Buses at schools with an effort to reach students.

Yes 1
Develop bicycle and pedestrian safety educational materials to be distributed during classroom presentations, workshops, and community events. Submit materials to PIO for approval and upload approved material.

Yes 1
Participate in Open Streets events with an effort to reach individuals. Open Streets are events that temporarily open streets to people by closing them to cars, are free of cost, and open to people of all ages and abilities.

No 0 Participate in Safe Routes to School coalition meetings.

No 0 Conduct pedestrian Walking Field Trips with an effort to reach adults.

Yes 10 Conduct community outreach events with an effort to reach adults.

Yes 2
Conduct observational bicycle helmet usage surveys pre and post-grant activities.

Observational bicycle helmet usage surveys should occur at the start and end of the grant. A pre-survey will be required to determine the base year helmet use rate and a post-survey will be required to determine the operational rate. Pre and post surveys should be conducted at the same location. Upload completed survey to GEMS.

Yes 3 Conduct bicycle rodeos.

Yes 200 Distribute and properly fit OTS funded bicycle helmets at no cost to community members in need who receive bicycle helmet safety education.

Yes 200 Purchase bicycle helmets.

Yes 16 Train individuals to be League Cycling Instructors.

Yes 3 Conduct community bicycle rides providing bicycle safety education to promote safe bicycling in the community with an effort to reach bicyclists.

Yes 4 Participate in quarterly meetings with countywide pedestrian and/or bicycle safety stakeholders to collaborate on events, share best practices, and leverage resources.

No 0 Conduct pedestrian Walking Field Trips or on-foot safety training with an effort to reach youth.

Yes 5 Conduct community engaged bicycle and/or walk audits at locations identified to have a high incidence of pedestrian and/or bicycle fatal or serious injury traffic crashes or "near misses".

No 0 Identify grant funded, straight time personnel. Include any vacancies or staff changes that have occurred. For any vacancies, include the status of filling the vacancy.

Yes 1
Execute subcontracts referenced in the budget. Prior to finalizing the subcontract, grantee should work with the OTS to ensure all costs in the sub contract are allowable. Upon execution of subcontract, upload a copy of the subcontract and request a revision to the grant budget to add new budget line items for associated costs under contractual services. If not yet executed, provide ETA.

Yes 4 Conduct bicycle helmet fitting and distribution events to fit pre-owned helmets and fit and distribute no-cost helmets to community members in need.

Yes 3
Conduct Bicycle Safety and Maintenance Workshops to teach community members how to repair and maintain their bicycles and provide them with traffic safety rules and best practices to promote safe travel.

No 0 Provide Safety Patrol or Crossing Guard training to reach individuals who will perform the duties of a Safety Patrol or Crossing Guard.

No 0 Conduct Bike Trains at schools with an effort to reach students. 08/11/2026 C18 60 of 85

Application :: Page 7 of 12
Included Target
Number Custom Description
Yes 2
Conduct 2 Smart Cycling Classes. These provide 3 hours of classroom instruction and 7 hours of on the pavement training. These classes offer advanced instruction and serve as a prerequisite for individuals to become an instructor. Completion of the class and successful passing of a test allow participants to earn a certificate.

Method of Procedure
Phase 1 - Program Preparation:

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 or more (including tax and shipping) must comply with the Buy America Act.

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.

Phase 1 - Program Preparation Addendum:

Phase 2 - Program Operations:

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.
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Application :: Page 8 of 12
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.

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 needs 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.

Phase 2 - Program Operations Addendum:
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Application :: Page 9 of 12
Phase 3 - Data Collection:

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.

Collect, analyze and report statistical data relating to the grant goals and objectives.

Phase 3 - Data Collection Addendum:

Budget
Personnel Costs
Hourly Rates - When requesting hours for personnel, enter them as straight time or overtime (for Enforcement Overtime, please use section below) and include the amount of hours that they will spend on grant operations.

Example: Personnel getting paid 100% by the grant working a full year at $41.00 per hour would be entered as Straight time, 2080 Units, $41.00 Unit cost or Rate, and 100% Percent Paid by Grant. This gives a total of $85,280.00 for the year.
– If requesting benefits for personnel, enter all benefits as a separate line item for each. Start the Item NameBenefits with the word 'Benefits', enter the corresponding straight time or overtime total amount in the Unit Cost or Rate, and enter the Benefits Rate to have the system calculate Benefit Costs. (Unit Cost) X (Benefits Rate) = Benefit Costs. To properly relate benefits to the correct personnel line item use the Display Order field, for example use 100.0 for Display Order for the personnel line item and 100.1 for Display Order for the associated Benefits.

Display
Order
Cost
Category
Item
Name
Position
Type
Benefit
Rate
Unit Cost or
Rate Units Percent Paid
by Grant
Calculated Cost
to Grant
100.0 A. Personnel
Costs
City Staff
Time
Straight
time 0.00% $26.00 250 100.00% $6,500.00
Display
Order
Cost
Category
Enforcement
Activity
Item
Name
Unit Cost or
Rate Units Calculated Cost to
Grant
Personnel Costs: $6,500.00
Travel Expenses
Display Order Cost Category Item Name Unit Cost or Rate Units Calculated Cost to Grant Travel Expenses: $0.00
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Application :: Page 10 of 12
Contractual Services
Do not include brand names or names of specific organizations.

Display Order Cost Category Item Name Unit Cost or Rate Units Calculated Cost to Grant 300.0 C. Contractual Services Safety Consultant $85,418.50 1 $85,418.50 Contractual Services: $85,418.50
Equipment (must have Unit Cost of at least $10,000 including tax and shipping) Do not include brand names or names of specific organizations.

Please include an equipment quote in the Upload Documents Tab.

NOTE : When creating a new "Equipment" budget item, the Standard Language Item drop down list may not be available. When this is the case, complete only the required fields and save the budget item. Once saved, select the Edit button (pencil icon); the Standard Language Item drop down list will be available for selection. Alternatively, if not requesting a Standard Language Item, please utilize the Custom Narrative field to enter an appropriate narrative.

Display Order Cost Category Item Name Unit Cost or Rate Units Calculated Cost to Grant Equipment: $0.00
Other Direct Costs (must have Unit Cost of less than $10,000, including tax and shipping) Do not include brand names or names of specific organizations.

NOTE : When creating a new "Other Direct Cost" budget item, the Standard Language Item drop down list may not be available. When this is the case, complete only the required fields and save the budget item. Once saved, select the Edit button (pencil icon); the Standard Language Item drop down list will be available for selection. Alternatively, if not requesting a Standard Language Item, please utilize the Custom Narrative field to enter an appropriate narrative.

Display Order Cost Category Item Name Unit Cost or Rate Units Calculated Cost to Grant Other Direct Costs: $0.00
Indirect Costs
NOTE - Entry for Indirect Cost is different than prior years. Please read instructions carefully.

Item Name should indicate the % and the types of costs subject to the Indirect Cost Rate e.g. 15% of Salaries and Benefits. Enter one Unit Cost equal to the estimated Indirect Costs.

Indirect Cost Rate must be supported by a federally approved indirect cost rate letter and uploaded to the application.

Display
Order
Cost
Category Item Name Units Unit Cost or
Rate
Calculated Cost to
Grant
600.0 F. Indirect
Costs
Administrative Overhead (15% of direct
costs)1 $975.00 $975.00
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Application :: Page 11 of 12
Indirect Costs: $975.00
Total Requested Funding: $92,893.50
Narrative Review
Review and update Narrative for Budget Items
Cost
Category Item Narrative Custom Narrative
A.

Personnel
Costs
City Staff Time
Coordination with Contractual Services Provider and Event attendance; Personnel to manage project implementation, community engagement, and grant deliverables.

Contractual
Services
Safety
Consultant
- Leads safety workshops, bike rodeos, tabled events, bike and walk audits etc.
-Co-ordinates fix-it clinics with local bicycle shops
- Event and Educational Materials (e.g., signage, cones, pop-up tents, brochures, flyers, posters). Supplies for workshops, bike rodeos, and community engagement activities.
- Approx. 200 Helmets, and Bicycle Lights: Equipment to improve pedestrian and cyclist safety distributed during events. -Social Media Content Creation; Campaign to raise awareness on bicycle and pedestrian safety and community needs survey. - 10 virtual and in-person education trainings.
-Partnership with the school district to offer classes, enabling students and residents to earn bike permits as required.
-Advanced Safety training courses (2) certificate program that are a prerequisite to become an instructor
- Train individuals to be League Cycling Instructors
- Translation Services - to ensure accessibility for non-English-speaking residents (speakers, materials, etc.)
- Project Management-Costs associated with this task include staff time for regular coordination meetings with Vista staff to apprise them of progress and ensure timely scheduling and project completion.

Total for Contractual services = $85,418.50
F. Indirect
Costs
Administrative
Overhead (15%
of direct costs)
Administrative Overhead - The de minimis indirect cost rate of 15% applied to salaries and benefits.

Upload Documents (Optional)
Document Name Update Date/Time
Application Report 2026-01-27 16:07:51.pdf 1/27/2026 8:07 AM LOS_combined_City of Vista.pdf 1/26/2026 12:02 PM
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Application :: Page 12 of 12
Evaluation, Support, and Submittal
Evaluation, Support, and Submittal
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.

Administrative Support:

This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.

Total Requested Funding:
$92,893.50
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6/13/2026 11:40:15 AM Page 1 of 19
State of California – Office of Traffic Safety

GRANT AGREEMENT

GRANT NUMBER
PS27054

1.GRANT TITLE
Pedestrian and Bicycle Safety Program

2.NAME OF AGENCY 3.Grant Period
Vista From:

To:
10/01/2026
09/30/2027 4.AGENCY UNIT TO ADMINISTER GRANT
Vista City Manager Office

5.GRANT DESCRIPTION
Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving pedestrians and bicyclists. The funded strategies may include classroom education, bicycle rodeos, community events, presentations, and workshops. These countermeasures should be conducted in communities with high numbers of pedestrian and/or bicycle related crashes including at-risk communities, older adults, and school-aged children. Coordinated efforts such as Safe Routes to School initiatives, Safe System Approach, and working with community based organizations are highly encouraged to prevent fatalities and injuries of vulnerable non-motorized road users.

6.Federal Funds Allocated Under This Agreement Shall Not Exceed:

Allocation is contingent upon availability of federal funds. $50,000.00

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. 08/11/2026 C18 67 of 85
EXHIBIT 4

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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:

Cassidy McCarthy
CAP Program Administrator
[email protected]
(760) 643-5219
200 Civic Center Drive
Vista, CA 92084
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

John Conley
City Manager
[email protected]
(760) 643-5201
200 Civic Center Drive
Vista, CA 92084

(Signature) (Date) (Signature) (Date)

C. FISCAL OFFICIAL

D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Matt McDonald
Finance Director
[email protected]
(760) 643-5363
200 Civic Center Drive
Vista, CA 92084
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Stephanie Dougherty
Director
[email protected]
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758

(Signature) (Date) (Signature) (Date)

E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Jessica Chan

SAM #:

REGISTERED
ADDRESS:

CITY:

ZIP+4:

TY1EK14PA3W5

200 Civic Center Dr
Vista
92084-6275
ADDRESS: 2208 Kausen Dr. Suite 300
Elk Grove, CA 95758

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10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED

EXPENDITURES

AGREEMENT
TOTAL $50,000.00

AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above, notwithstanding allocations contingent on availability of federal funds.
$50,000.00

PRIOR AMOUNT ENCUMBERED FOR THIS

AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $50,000.00

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule A

GRANT NUMBER
PS27054

1. PROBLEM STATEMENT

Describe the city, county, or jurisdiction this grant will impact.

Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).

Vista, California, experiences a complex interplay of pedestrian, bicyclist, driver, and transit rider interactions. The city's transportation framework is anchored by the Vista Transit Center, which facilitates connections to regional bus services. Furthermore, Vista is increasingly embracing micro-mobility solutions, offering helmet distribution and ride-sharing discounts to encourage sustainable travel, adding roundabouts for traffic calming along with protected bike lanes in high-risk areas of the city. However, peak traffic periods—especially during morning and evening commutes—can lead to chaotic conditions, heightening the risk of crashes among diverse transportation users. Data reveals alarming statistics. Between 2022 and October 2024 (most recent data available), Vista recorded numerous injuries and fatalities involving pedestrians and cyclists.

In 2022, the city recorded zero pedestrian and bicyclists related fatalities, 13 pedestrian injuries, and 15 bicyclist injuries. However, data from January to October 2024 indicates a concerning shift. The numbers show 1 fatality, a rise to 20 pedestrian injuries (a 53.8% increase), and 19 bicyclist injuries (a 26.7% increase) compared to the entire year of 2022. Additionally, the number of crashes for bicyclists under the age of 15 has shown an increase each year from 2022-2024 and every one of those crashes resulted in injury. These statistics suggest a need for ongoing implementation of safety measures targeting both pedestrians and bicyclists.

To address these issues, Vista has implemented a number of measures to help reduce crashes and near misses and push for further mobility among our community, including:
• Filling infrastructure gaps to promote safe active transportation options through the installation of designated bike lanes and sidewalks to separate bicyclists and pedestrians from motor vehicle traffic. • The implementation of traffic calming measures, such as speed humps and roundabouts, to reduce traffic speeds and conflict points and increase safety for all users. This program is committed to enhancing safety through targeted education initiatives aimed at fostering responsible behaviors among all road users while ensuring the protection of our most vulnerable populations such as pedestrians, bicyclists, skateboarders, scooter riders, and transit riders.

Define the target population the grant intends to serve and how they are affected by the problem(s).

The target population for this program includes youth, seniors, and underserved individuals. These groups are disproportionately affected by traffic-related incidents, experiencing higher vulnerability due to 08/11/2026 C18 70 of 85

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inadequate safety training and resources. By providing comprehensive bicycle and pedestrian safety training, we aim to equip these at-risk populations with essential skills and knowledge, fostering safer mobility and reducing the likelihood of pedestrian- and bicyclist-related crashes.

This program will implement Bicycle Safety and Training courses for students of local schools and pedestrian outreach activities near local resource centers and community spaces for older adults in the city of Vista. Through these activities, trained personnel will provide hands-on instruction by educating these vulnerable road users about safety skills and traffic awareness, while also properly fitting and distributing bicycle helmets and pedestrian and bicycle reflective items to those who need them. Targeting these vulnerable road users aligns with the identified high injury ranking for incidents in these groups and allows for early education in safe traffic behaviors.

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 pedestrians killed under age 15 in traffic crashes.

6.Reduce the number of pedestrians injured under age 15 in traffic crashes.

7.Reduce the number of pedestrians killed over age 65 in traffic crashes.

8.Reduce the number of pedestrians injured over age 65 in traffic crashes.

9.Reduce the number of bicyclists killed in traffic crashes.

10.Reduce the number of bicyclists injured in traffic crashes.

11.Reduce the number of bicyclists under age 15 killed in traffic crashes.

12.Reduce the number of bicyclists under age 15 injured in traffic crashes.

13.Increase bicycle helmet usage.

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 in the following campaigns: National Walk to School Day, National Bicycle Safety Month, California's Pedestrian Safety Month and National Pedestrian Safety Month.
4 3.Conduct pedestrian and/or bicycle safety presentations.6

4.Distribute pedestrian/bicycle safety items to increase safety and visibility at no cost to youth or community members in need, who received traffic safety education during bicycle rodeos, presentations, workshops, trainings, and community events.

Report quarterly the dates and locations where pedestrian/bicycle safety items were distributed.
1 5.Develop bicycle and pedestrian safety educational materials to be distributed during classroom presentations, workshops, and community events. Submit materials to PIO for approval and upload approved material. 1 6.Conduct observational bicycle helmet usage surveys pre and post-grant activities.

8.Distribute and properly fit OTS funded bicycle helmets at no cost to community members in need who receive bicycle helmet safety education. 100

9.Purchase bicycle helmets.100

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11. Participate in quarterly meetings with countywide pedestrian and/or bicycle safety stakeholders to collaborate on events, share best practices, and leverage resources.
4 12. Execute subcontracts referenced in the budget. Prior to finalizing the subcontract, grantee should work with the OTS to ensure all costs in the sub contract are allowable. Upon execution of subcontract, upload a copy of the subcontract and request a revision to the grant budget to add new budget line items for associated costs under contractual services. If not yet executed, provide ETA. 1 13. Conduct City Cycling Classes. These provide 1 hour of classroom instruction, 1 hour of a bicycle rodeo and 1 hour of a community bike ride.. These classes offer beginner rules of the road training and guidance from certified instructors. 7 14. Conduct an Awareness Campaign for bicycle and pedestrian safety to gather insights on active transportation safety concerns to tailor program efforts to the specific needs of the community. The feedback obtained will be integrated into the program's safety education programs, ensuring a targeted and effective approach to enhancing community safety. A community needs survey will be developed, in partnership with the City of Vista staff, execution, and analysis. A one-page summary of findings will be provided after the survey.
1 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) • 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 or more (including tax and shipping) must comply with the Buy America Act.

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 needs 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
PS27054

FUND NUMBER CATALOG

NUMBER (CFDA)

FUND DESCRIPTION TOTAL AMOUNT
402PS-27 20.600 State and Community Highway
Safety
$50,000.00

COST CATEGORY FUND
NUMBER

UNIT COST OR
RATE

UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS

Straight Time
Grant Administrator 402PS-27 $26.00 100 $2,600.00
Category Sub-Total $2,600.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub-Total $0.00
C. CONTRACTUAL SERVICES
Bicycle & Pedestrian Traffic Safety
Education and Outreach Events ($47,400)
402PS-27 $47,400.00 1 $47,400.00
> Program Management 402PS-27 $3,500.00 1 $3,500.00
> Translation/Interpretation Services 402PS-27 $750.00 1 $750.00 > Bike Safety Education Presentations 402PS-27 $1850.00 6 $11,100.00 > Bike Rodeos 402PS-27 $2,500.00 2 $2,500.00
> City Cycling Classes 402PS-27 $2,200.00 7 $15,400.00
> Community Rides 402PS-27 $2,500.00 2 $5,000.00
> Ped/Bike Safety Awareness Campaign 402PS-27 $2,750.00 1 $2,750.00 > Bicycle Helmets 402PS-27 $2,000.00 100 $2,000.00
> Pedestrian/Bicycle Safety Items 402PS-27 $750.00 1 $750.00 > Pedestrian and Bicycle Safety Activity
Supplies
402PS-27 $550.00 1 $550.00
> Educational Materials 402PS-27 $600.00 1 $600.00
Category Sub-Total $47,400.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $50,000.00

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B-1

GRANT NUMBER
PS27054

BUDGET NARRATIVE

PERSONNEL COSTS
Grant Administrator Civic Spark Support - Responsible for supporting coordination with contractual services provider and event attendance, and managing project implementation, community engagement, and grant deliverables. Claim should reflect actual costs up to the rate specified.

CONTRACTUAL SERVICES
Bicycle & Pedestrian Traffic Safety Education and Outreach Events ($47,400) - Grantee will seek a contractor to assist with fulfilling the goals and objectives of this grant by conducting pedestrian and/or bicycle traffic safety education activities that may include presentations, on-foot safety trainings, bike rodeos, community bike rides, helmet fittings and outreach at community events. Other activities may be conducted if approved by OTS.

Prior to finalizing the subcontract, grantee will work with the OTS to ensure all costs are allowable. Upon execution of subcontract, grantee will provide a copy to the OTS and will request a grant budget revision to include the detailed costs of the subcontract in the grant budget as a prerequisite for claiming these costs. _

> Program Management - Costs associated with this task include staff time for regular coordination meetings with Vista staff to apprise them of progress and ensure timely scheduling and project completion. > Translation/Interpretation Services - Costs dedicated to translation or interpretation services for grant- funded educational material content and activities. All costs must be approved by OTS. > Bike Safety Education Presentations - Costs associated with this task include staff time, content development, in-person activities, printing, and materials for virtual and in-person education trainings, including virtual, in-person, or hybrid bike education classes to the City of Vista residents in partnership with the school district, enabling students and residents to earn bike permits as required. The classes will be customized one-hour presentations. Each will include a Q&A and discussion between an instructor and participants about being courteous and safe road users. Course content will include, but is not limited to laws, predictability, route planning, conspicuity, rules of the road specific to bicyclists, and essential bike maintenance. Class size is limited by Zoom or Room capacity only. Classes will include:
● Walk, Ride, & Roll (K - 5th grade)
● Bike-Friendly Driver (age 15+)
● Bike Commuting 101 & 102 (age 10+)
● All About E-Bikes (age 10+)
> Bike Rodeos - Costs associated with this task include staff time, content development, in-person activities, printing, and materials such as safety guides, OTS-branded safety items/educational materials, bike lights, or other allowable items to allow students to practice important road safety skills. Students will practice riding in a straight line, avoiding objects in the path, riding on the right side of the road, doing shoulder checks, crossing railroad tracks, making turns, traveling straight through an intersection, navigating traffic conflicts at intersections, being aware of cars and distracted drivers, using hand signals, and using other communication techniques. Perfect for riders of all levels, the obstacle course teaches essential balance and agility techniques in a dynamic, hands-on setting accommodating up to 20 participants at a time and 100 over a few hours.
> City Cycling Classes - Costs associated with this task include staff time, content development, in-person activities, printing, and materials such as safety guides, OTS-branded safety items/educational materials, bike lights, or other allowable items for providing three-hour classes consisting of one hour of classroom instruction, one hour of blacktop bike handling drills, and one hour of on-road bike traffic skills. Classes are limited to 30 participants.
> Community Rides - Costs associated with this task include staff time, content development, in-person activities, printing, and materials such as safety guides, OTS-branded safety items/educational materials, bike lights, or other items to allow a route for all ages and abilities that will support rides and help them enjoy time with their community while improving their biking confidence and familiarity with local routes.

Collaboration with City of Vista staff to design routes that are not only relevant and enjoyable but also help riders discover new possibilities for where they can ride. Examples include trips from City Hall or local parks to Friday night football games or other community events- places people already want to go. By highlighting 08/11/2026 C18 76 of 85

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safe, accessible routes to familiar destinations, the aim is to encourage more frequent riding and help participants build lasting biking habits.
> Ped/Bike Safety Awareness Campaign - Costs associated with this task include staff time, content development, in-person activities, printing, and materials for social media content creation for a campaign to raise awareness on bicycle and pedestrian safety where a community needs survey will be developed, in partnership with the City of Vista staff, execution, and analysis. A one-page summary of findings will be provided after the survey.
> Bicycle Helmets - Helmets to be distributed at no cost during bicycle rodeos and other bicycle safety related events. Cost per helmet not to exceed a Unit Cost of $20, including shipping, handling, and tax. More expensive helmets may be purchased if approved by OTS.
> Pedestrian/Bicycle Safety Items - Cost may include bicycle headlights/taillights, reflectors, and reflective items such as arm and leg bands, tape, or zipper pulls; to be distributed at no cost during bicycle rodeos, on- foot pedestrian trainings, presentations, workshops, community events and other pedestrian or bicycle traffic safety related events to increase safety and visibility. Additional items may be purchased if approved by OTS.
> Pedestrian and Bicycle Safety Activity Supplies - On-scene supplies to conduct pedestrian and bicycle safety activities such as but not limited to bike rodeos, community bike rides, walking field trips, and walking school buses. Costs may include bullhorns, whistles, reflective safety vests, cones, pop-up tents, chalk, event signage, bikes, training wheels, and items to repair and maintain bikes such as tires, tubes, brakes, handle grips, tire pumps, tire patch kits and chain oil. Additional items may be purchased if approved by OTS.
> Educational Materials - Costs of purchasing, developing, or printing brochures, pamphlets, fliers, coloring books, posters, signs, banners, and training materials associated with grant activities. Items shall include a traffic safety message and if space is available, the OTS logo. Draft materials must be submitted to OTS for approval. Additional items may be purchased if approved by OTS.

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.

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 Federally- funded 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
PS27054
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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 08/11/2026 C18 79 of 85

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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 sub- recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.

The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.

THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)

The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace;

2. The grantee's policy of maintaining a drug-free workplace;

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 08/11/2026 C18 80 of 85

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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 08/11/2026 C18 82 of 85

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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

8. Nothing contained in the foregoing shall be construed to require establishment of a system of 08/11/2026 C18 83 of 85

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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 re- evaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.

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Vista City CouncilAugust 11, 2026

Vista City Council
August 11, 2026