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HomeMy WebLinkAbout01-18-2023 Agenda PacketMayor and City Council of the City of San Bernardino Page 1 CITY OF SAN BERNARDINO AGENDA FOR THE REGULAR MEETING OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO ACTING AS THE SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY, MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO ACTING AS THE SUCCESSOR HOUSING AGENCY TO THE REDEVELOPMENT AGENCY, AND MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO ACTING AS THE HOUSING AUTHORITY, AND MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO ACTING AS THE SAN BERNARDINO JOINT POWERS FINANCING AUTHORITY WEDNESDAY, JANUARY 18, 2023 5:30 PM ­ CLOSED SESSION 7:00 PM ­ OPEN SESSION FELDHEYM CENTRAL LIBRARY • SAN BERNARDINO, CA 92410 • WWW.SBCITY.ORG Theodore Sanchez Helen Tran Damon L. Alexander COUNCIL MEMBER, WARD 1 COUNCIL MEMBER, WARD 7 MAYOR Sandra Ibarra Robert D. Field COUNCIL MEMBER, WARD 2 CITY MANAGER Juan Figueroa Sonia Carvalho COUNCIL MEMBER, WARD 3 CITY ATTORNEY Fred Shorett Genoveva Rocha MAYOR PRO TEM, WARD 4 CITY CLERK Ben Reynoso COUNCIL MEMBER, WARD 5 Kimberly Calvin COUNCIL MEMBER, WARD 6 Welcome to a meeting of the Mayor and City Council of the City of San Bernardino. PLEASE VIEW THE LAST PAGES OF THE AGENDA FOR PUBLIC COMMENT OPTIONS, OR CLICK ON THE FOLLOWING LINK: tinyurl.com/mccpubliccomments Please contact the City Clerk's Office (909) 384­5002 two working days prior to the meeting for any requests for reasonable accommodation, to include interpreters. To view PowerPoint presentations, written comments, or any revised documents for this meeting date, use this link: tinyurl.com/agendabackup. Select the corresponding year and meeting date folders to view documents. Mayor and City Council of the City of San Bernardino Page 2 CALL TO ORDER Attendee Name Council Member, Ward 1 Theodore Sanchez Council Member, Ward 2 Sandra Ibarra Council Member, Ward 3 Juan Figueroa Mayor Pro­Tem, Ward 4 Fred Shorett Council Member, Ward 5 Ben Reynoso Council Member, Ward 6 Kimberly Calvin Council Member, Ward 7 Damon L Alexander Mayor Helen Tran City Manager Robert D. Field City Attorney Sonia Carvalho City Clerk Genoveva Rocha 5:30 P.M. CLOSED SESSION PUBLIC COMMENT CLOSED SESSION p. 14 A. CONFERENCE WITH LEGAL COUNSEL ­ EXISTING LITIGATION (Pursuant to Government Code Section 54956.9(a) and (d)(1): i) Mark Bender Sr., individually and as Successor in Interest to Mark Bender Jr. v. City of San Bernardino, United States District Court Case No. 5:21­CV­01006­JGB­SP ii) The Estate of Rob Marquise Adams, by and through its Personal Representatives, Tamika King, et al. v. City of San Bernardino, United States District Court Case No. 5:22­cv­ 02206­JGB­SP 7:00 P.M. INVOCATION AND PLEDGE OF ALLEGIANCE CLOSED SESSION REPORT CITY MANAGER UPDATE MAYOR & CITY COUNCIL UPDATES/REPORTS ON CONFERENCES & MEETINGS PRESENTATIONS 1. Presentation by Big Brothers Big Sisters of Orange County and the Inland Empire Celebrating National Mentoring Month p. 15 2. January 2023 Citizen of the Month – Wade Forde, Lead Pastor, San Bernardino 16th Street Seventh­day Adventist Church p. 24 PUBLIC COMMENTS FOR ITEMS LISTED AND NOT LISTED ON THE AGENDA Mayor and City Council of the City of San Bernardino Page 3 DISCUSSION 3. Short­Term Vacation Rentals in San Bernardino p. 25 Recommendation: It is recommended that the Mayor and City Council: Receive and file an update on the status of short­term vacation rentals in the City; Consider three options to address short­term vacation rental issue throughout the City; and Select Option No. 2 and direct staff to develop a regulatory scheme for short­term vacation rentals within the City’s residential districts. 4. Nominations and Appointments to Various Regional Boards and Associations (All Wards) p. 38 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Appoint three Members and one Alternate to the Inland Valley Development Agency Board of Directors; 2. Appoint two Members and one Alternate to the San Bernardino International Airport Authority Board of Directors; 3. Appoint one Member and one Alternate to the San Bernardino County Transportation Agency Board of Directors; 4. Appoint one Member and one Alternate to the Omnitrans Board of Directors; 5. Appoint one Member and one Alternate to the Interagency Council on Homelessness; 6. Appoint one Official Representative and one Alternate to the Southern California Association of Governments General Assembly; 7. Receive and file the Mayor’s selection of Juan Figueroa, Fred Shorett, Ben Reynoso, Kimberly Calvin, and Damon Alexander to vote in the Southern California Association of Governments Regional Council District 7 Election. 5. Adoption of Resolution No. 2023­019 Appointing an Interim City Manager and approving an employment agreement. p. 229 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023­019 appointing an Interim City Manager and approving an employment agreement. Note: The candidate is anticipated to be selected by the Mayor and City Council in advance of the City Council Meeting held on January 18, 2023. PUBLIC HEARING 6. Adopt New Purchasing Policy and Introduce Ordinance No. MC­1605 amending Section 3.04 of the Municipal Code. (All Wards) p. 243 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: Introduce, read by title only, and waive further reading of Ordinance No. MC­1605 amending Section 3.04 of the Municipal Code of the City of San Bernardino, California, and Adopt Resolution 2022­246 adopting the Purchasing Policy for the City of San Bernardino. 7. Public Hearing on Annexation No. 28 to Community Facilities District 2019­1 (Ward 5) p. 327 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and Mayor and City Council of the City of San Bernardino Page 4 2. Adopt Resolution No. 2023­001 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019­1 (Maintenance Services) (Annexation No. 28); and 3. Hold a special landowner election and canvas the election; and 4. Adopt Resolution No. 2023­002 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019­1(Maintenance Services) (Annexation No. 28); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC­ 1608 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fiscal Year 2022­2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC­1608 for February 1, 2023. 8. Public Hearing on Annexation No. 29 to Community Facilities District 2019­1 (Ward 3) p. 390 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023­004 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019­1 (Maintenance Services) (Annexation No. 29); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023­005 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019­ 1 (Maintenance Services) (Annexation No. 29); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC1609 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fisca Year 2022­2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC­1609 for February 1, 2023. 9. Public Hearing on Annexation No. 30 to Community Facilities District 2019­1 (Ward 5) p. 453 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023­006 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District Mayor and City Council of the City of San Bernardino Page 5 No. 2019­1 (Maintenance Services) (Annexation No. 30); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023­007 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019­ 1 (Maintenance Services) (Annexation No. 30); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC1610 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fiscal Year 2022­2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC­1610 for February 1, 2023 10. Public Hearing on Annexation No. 32 to Community Facilities District 2019­1 (Ward 6) p. 510 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023­008 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019­1 (Maintenance Services) (Annexation No. 32); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023­009 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019­ 1 (Maintenance Services) (Annexation No. 32); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC1611 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fiscal Year 2022­2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC­1611 for February 1, 2023. CONSENT CALENDAR 11. Approving the Revised City­Wide Records Retention Policy and Schedule p. 573 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, adopt Resolution No. 2023­010, establishing a revised Records Retention Policy and Schedules. 12. Infill Housing Master Development Agreement with Neighborhood Partnership Housing Services (NPHS) San Bernardino Developments, LLC (Wards 2 & 4) p. 657 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: Mayor and City Council of the City of San Bernardino Page 6 1. Adopt Resolution No. 2023­011 authorizing the execution of the Infill Housing Development Master Agreement between the City of San Bernardino and NPHS San Bernardino Developments, LLC to construct or reconstruct infill housing on blighted or underutilized sites and sell those properties to households whose income does not exceed 80% of the area median income. 2. Authorize the City Manager, or designee, to take further actions and execute any further documents as necessary to effectuate the agreements. 13. Adoption of Ordinance No. MC­1603 ­ Belmont Residential Subdivision Project (Ward 5) p. 768 Recommendation: It is recommended that the Mayor and City Council of San Bernardino, California, adopt Ordinance No. MC­1603 approving Development Code Amendment (Zoning Map Amendment) 21­05 changing the Zoning District Classification of a parcel (APN: 0261­151­ 10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS), pursuant to a Mitigated Negative Declaration (Attachment 1). 14. First Amendment to the Exclusive Negotiating Agreement (ENA) between the City of San Bernardino and the Richman Group, LLC (Ward 1) p. 782 Recommendation: Authorize the execution of First Amendment to the Exclusive Negotiating Agreement between the City of San Bernardino and the Richman Group, LLC. Authorize the City Manager, or designee, to take further actions and execute any further documents as necessary to effectuate the First Amendment to the Exclusive Negotiating Agreement. 15. City Board, Commission, and Citizen Advisory Committee Minutes Approved in November/December 2022 p. 809 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino receive and file the minutes from the City board, commission, and citizen advisory committee meetings approved in November and December 2022. 16. Investment Portfolio Report for October and November 2022 (All Wards) p. 840 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, accept and file the Monthly Investment Portfolio Report for October and November 2022. 17. Administrative Budget Transfers Report p. 862 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California receive and file all listed administrative budget amendments from July 1, 2022, through December 15, 2022. 18. Ratify and Approve Acceptance of Award from The California Public Utilities Commission for Local Agency Technical Assistance Grant p. 866 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Ratify and approve the acceptance of an award from the California Public Utilities Commission (CPUC) for the Local Agency Technical Assistance (LATA) Grant in the amount of $425,256.14 for 24 months, and 2. Adopt Resolution No. 2023­012 amending the General Fund 2022/23 Budget in the amount of $425,256.14 in both revenue and expenditures. Mayor and City Council of the City of San Bernardino Page 7 19. Basic Compensation Plan for Temporary, Part­Time and Seasonal Employees of the City of San Bernardino (All Wards) p. 896 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023­013 approving a revised City­wide salary schedule for all full­ time, part­time, temporary, and seasonal positions. 20. Amendment to Professional Services Agreements for Legal Services (All Wards) p. 911 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager or designee to execute: 1. The First Amendment to the Professional Services Agreement with Carpenter, Rothans & Dumont for representation in the Tammy Bender v. City of San Bernardino, et al. U.S. District Court Case No. 5:21­CV­01459­CBM­SP; 2. The Third Amendment to the Professional Services Agreement with Atkinson, Andelson, Loya, Rudd and Romo for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337; 3. The Second Amendment to the Professional Services Agreement with Stream, Kim, Hicks, Wrage and Alfaro for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337 21. Agreements with Kaiser Permanente for Pre­employment and Occupational Medical Services (All Wards) p. 946 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager or designee to execute: 1. A professional services agreement with Kaiser Permanente for pre­employment screening services. 2. A professional services agreement with Kaiser Permanente for occupational medical services. 22. Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program p. 1215 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2023­014 to accept and allocate additional grant funds for the Senior Nutrition Program from the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program in the amount of $304,846. 23. Accept the Tobacco Grant p. 1224 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023­015 authorizing: 1. The City Manager or designee to accept the FY 2022/23 Department of Justice Tobacco Grant. 2. The Agency Director of Administrative Services to amend the FY 2022/23 Adopted Budget appropriating $1,097,375 in both revenue and expenditures. 3. The Police Department to increase the approved staffing appropriately Mayor and City Council of the City of San Bernardino Page 8 24. Off­Road Police Vehicles Goods Purchasing Agreement Report p. 1231 Recommendation: It is recommended that of the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or his/her designee to enter into an agreement with Malcolm Smith Motorsports to purchase two off­road police vehicles in accordance with the Goods Purchasing Agreement. 2. The Agency Director of Administrative Services to issue a purchase order to Malcolm Smith Motorsports in an amount not to exceed $98,889.70. 25. Purchase of Night Vision Goggles p. 1265 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or designee to sign and execute a purchase agreement with NightOps Tactical Incorporated; 2. The Agency Director of Administrative Services to issue a purchase order in the amount of $337,623 to NightOps Tactical Incorporated. 26. Purchase of Tactical Vests p. 1284 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or designee to sign and execute a purchase agreement with Aardvark. 2. The Agency Director of Administrative Services to issue a purchase order in the amount of $70,000 to Aardvark. 27. Professional Services Agreement for Focused Drainage Study for Meyers Creek Drainage System p. 1305 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve the award of a Professional Services Agreement with Q3 Consulting to prepare the Focused Drainage Study for Meyers Creek Drainage System and authorize the City Manager, or designee, to sign and execute the agreement. 28. Award a Professional Services Agreement for a Parks Master Plan p. 1382 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023­016 to: 1. Approve the award of a Professional Services Agreement with Next Practice Partners, LLC to prepare the City of San Bernardino Parks Master Plan in the amount of $997,400; and 2. Authorize the Agency Director of Administrative Services to amend the FY 2022/23 CIP budget and appropriate funding from the FY 2023/24 adopted CIP budget in the amount of $750,000 through Measure S Fund to complete the Project; and 3. Authorize the City Manager, or designee, to sign and execute the agreement. Mayor and City Council of the City of San Bernardino Page 9 29. Adoption of Ordinance MC­1606 (Ward 4) p. 1481 Recommendation: Adopt Ordinance No. MC­1606 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fiscal Year 2022­2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services). 30. Adoption of Ordinance No. MC­1607 (Ward 1) p. 1491 Recommendation: Adopt Ordinance No. MC­1607 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC­1522 and levying special taxes to be collected during Fiscal Year 2022­2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019­1 (Maintenance Services). 31. Resolution Declaring Intent to Annex Territory: Community Facilities District No. 2019­1 (Maintenance Services): Annexation No. 31, Tax Zone No. 32 (Rancho Ave.) (Ward 3) p. 1501 Recommendation: Adopt Resolution No. 2023­017 of the Mayor and City Council of the City of San Bernardino, California, declaring its intention to annex territory into Community Facilities District No. 2019­1 (Maintenance Services) of the City of San Bernardino, adopting a map of the area to be proposed (Annexation No. 31) and authorizing the levy of a special taxes therein. 32. License Agreement with DP Industrial Parkway, LLC p. 1538 Recommendation: It is recommended that the Mayor and City Council of San Bernardino, California, adopt Resolution No. 2023­018: 1. Authorizing a License Agreement with DP Industrial Parkway, LLC, a Delaware limited liability company, for the construction of improvements that include a driveway, block wall, trailer parking, and paving located at 5770 Industrial Parkway, San Bernardino, California; and 2. Directing the City Manager or designee to execute the Agreement; and 3. Finding that the project is covered by the mitigated negative declaration previously approved for the 5770 Industrial Parkway project pursuant to the California Environmental Quality Act. Mayor and City Council of the City of San Bernardino Page 10 ITEMS TO BE CONSIDERED FOR FUTURE MEETINGS 33. Recognized Partnership with Casa Ramona (Ward 1) – Council Member Sanchez p.1572 34. Initiate a Request for Proposal seeking a consultant to prepare a feasibility study for installing bike lanes and crosswalk improvements in Downtown (Wards 1, 3) ­ Council Member Reynoso p. 1573 35. Direct staff to work with the Mayor and City Council to evaluate and determine the appropriate staffing levels in the Office of the Mayor and the City Council Office (All Wards) – Council Member Alexander p. 1574 ADJOURNMENT The next joint regular meeting of the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency will be held on February 01, 2023, at the Feldheym Central Library located at 555 West 6th Street, San Bernardino, California 92401. Closed Session will begin at 5:30 p.m. and Open Session will begin at 7:00 p.m. CERTIFICATION OF POSTING AGENDA I, Genoveva Rocha, CMC, City Clerk for the City of San Bernardino, California, hereby certify that the agenda for the January 18, 2023 Regular Meeting of the Mayor and City Council and the Mayor and City Council acting as the Successor Agency to the Redevelopment Agency was posted on the City's bulletin board located at 201 North "E" Street, San Bernardino, California, at the Feldheym Central Library located at 555 West 6th Street, San Bernardino, California, and on the City's website sbcity.org on Friday, January 13, 2023. /s/ Genoveva Rocha City Clerk I declare under the penalty of perjury that the foregoing is true and correct. Mayor and City Council of the City of San Bernardino Page 11 NOTICE: Any member of the public may address this meeting of the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency on any item appearing on the agenda by approaching the microphone in the Council Chamber when the item about which the member desires to speak is called and by asking to be recognized. Any member of the public desiring to speak to the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency concerning any matter not on the agenda but which is within the subject matter jurisdiction of the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency may address the body at the end of the meeting, during the period reserved for public comments. Said total period for public comments shall not exceed 60 minutes, unless such time limit is extended by the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency. A three minute limitation shall apply to each member of the public, unless such time limit is extended by the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency. No member of the public shall be permitted to "share" his/her three minutes with any other member of the public. Speakers who wish to present documents to the governing body may hand the documents to the City Clerk at the time the request to speak is made. The Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency may refer any item raised by the public to staff, or to any commission, board, bureau, or committee for appropriate action or have the item placed on the next agenda of the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency. However, no other action shall be taken nor discussion held by the Mayor and City Council and the Mayor and City Council Acting as the Successor Agency to the Redevelopment Agency on any item which does not appear on the agenda unless the action is otherwise authorized in accordance with the provisions of subdivision (b) of Section 54954.2 of the Government Code. Public comments will not be received on any item on the agenda when a public hearing has been conducted and closed. Mayor and City Council of the City of San Bernardino Page 12 PUBLIC COMMENT OPTIONS Please use ONE of the following options to provide a public comment: 1) Written comments can be emailed to publiccomments@sbcity.org. Written public comments received up to 4:00 p.m. on the day of the meeting (or otherwise indicated on the agenda) will be provided to the Mayor and City council and made part of the meeting record. They will not be read aloud unless you require an ADA accommodation. Please note: messages submitted via email and this page are only monitored from the publication of the final agenda until the deadline to submit public comments. Please contact the City Clerk at 909­384­5002 or SBCityClerk@sbcity.org for assistance outside of this timeframe. 2) Attend the meeting in person and fill out a speaker slip. Please note that the meeting Chair decides the cut­off time for public comment, and the time may vary per meeting. If you wish to submit your speaker slip in advance of the meeting, please submit your request to speak using the form on the following page:tinyurl.com/mccpubliccomments. 3) REMOTE PARTICIPATION VIA ZOOM (For public comment only; Meeting will not be viewable on Zoom) a) You can use a mobile phone or a landline to dial into a Zoom meeting. i) Dial (669) 900­6833. When prompted, enter the Meeting ID: 677­845­9453 Passcode:2021 The public may begin joining the meeting on Zoom or by calling in to be added to the speaker queue at 5:15 PM for Closed Session. Once admitted to the Zoom Public Comment meeting, to request to speak at the appropriate time: ii) Dial *9 from your phone to raise your hand via Zoom If calling in, staff will confirm the last four digits of the caller's phone number and unmute them; the caller must then press *6 to speak from their device. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak. If you are calling in, please turn your volume down on your television or other devices to limit any feedback when you speak. b) Join the Meeting by clicking on the Zoom link below: https://sbcity­org.zoom.us/j/6778459453?pwd=ZTkzdUJtcDMrbmFNQnVDSFhvaXQxZz0 Mayor and City Council of the City of San Bernardino Page 13 Meeting ID: 677­845­9453 Passcode:2021 You can also Go to Zoom.us and click "Join a Meeting" at the top. Enter the Meeting ID: 677­845­9453 Passcode:2021 Public Hearings: If you are commenting on a Public Hearing, please stay signed on to the Zoom session or sign on when the Public Hearing is announced. You will be prompted by staff when the item is being discussed. Printed on 01/13/2023 1 1 1 4 CLOSED SESSION City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Sonia Carvalho, City Attorney Department:City Attorney's Office Subject:Closed Session Recommendation: A) CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Pursuant to Government Code Section 54956.9(a) and (d)(1): i) Mark Bender Sr., individually and as Successor in Interest to Mark Bender Jr. v. City of San Bernardino, United States District Court Case No. 5:21-CV-01006-JGB- SP ii) The Estate of Rob Marquise Adams, by and through its Personal Representatives, Tamika King, et al. v. City of San Bernardino, United States District Court Case No. 5:22-cv-02206-JGB-SP   Packet Pg. 14 PRESENTATIONS City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Edelia Eveland, Assistant City Manager Department:City Manager's Office Subject:Presentation by Big Brothers Big Sisters of Orange County and the Inland Empire Celebrating National Mentoring Month   Packet Pg. 15 CELEBRATING NATIONAL MENTORING MONTH   Packet Pg. 16 We empower every young person to graduate with a plan for their future and a mentor whose impact will last for their lifetime.   Packet Pg. 17 ““➔ ➔ ➔ ➔   Packet Pg. 18 3,000+ $6.4M 215,000 8 4 $1 : $18 21 2   Packet Pg. 19 CREATING A MORE CARING AND CONNECTED COMMUNITY Workforce Development Mentorship First Generation Mentorship -CSUSB School Based Mentoring Program   Packet Pg. 20 CREATING A MORE CARING AND CONNECTED COMMUNITY   Packet Pg. 21 TOGETHER, WE IGNITE POTENTIAL••• •   Packet Pg. 22 WE ARE BIGGER TOGETHER   Packet Pg. 23 PRESENTATIONS City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Kimberly Calvin, Council Member, 6th Ward Department:Council Office Subject:January 2023 Citizen of the Month – Wade Forde, Lead Pastor, San Bernardino 16th Street Seventh-day Adventist Church   Packet Pg. 24 City of San Bernardino FROM THE MAYOR AND CITY COUNCIL HONORING WADEWADE FORDEFORDE LEADLEAD PASTORPASTOR SANSAN BERNARDINOBERNARDINO 1616THTH STREETSTREET SEVENTH-DAYSEVENTH-DAY ADVENTISTADVENTIST CHURCHCHURCH JANUARYJANUARY 20232023 CITIZENCITIZEN OFOF THETHE MONTHMONTH AWARDAWARD CConcerned IInvestor TTime/Talent IInvolved ZZealous EEnthusiastic NNeighborly In recognition of dedicated service to the affairs of the community and for the civic pride demonstrated by numerous deeds for the benefit of the citizens of San Bernardino Presented this 18th day of January 2023   Packet Pg. 25 1 0 6 6 DISCUSSION City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Nathan Freeman, Agency Director of Community, Housing, and Economic Development Department:Community, Housing, & Economic Development (CED) Subject:Short-Term Vacation Rentals in San Bernardino Recommendation: It is recommended that the Mayor and City Council: 1. Receive and file an update on the status of short-term vacation rentals in the City; 2. Consider three options to address short-term vacation rental issue throughout the City; and 3. Select Option No. 2 and direct staff to develop a regulatory scheme for short-term vacation rentals within the City’s residential districts. Background The City of San Bernardino has received numerous complaints regarding residents leasing their residential properties to travelers for weekend retreats and short-term vacation rentals. Common complaints received assert that these rentals cause conditions that diminish the quality of life in residential neighborhoods. These conditions include: noise disturbances, parking problems, property damage, and litter (amongst other things). The City of San Bernardino’s Municipal Code (SBMC) does not specifically address short-term vacation rentals; however, commercial uses are generally prohibited in residential zones, unless specifically permitted. Because the SBMC does not expressly prohibit short-term vacation rentals, the issue of the SBMC’s intent is disputed by residential property owners who wish to lease their properties to tourists and/or retreatants for short stays. As such, staff has created this report to discuss the issues and evaluate different approaches the City can take to address this issue. On August 3, 2022, the Mayor and City Council approved this topic as a “Future Item to be Considered.”   Packet Pg. 26 1 0 6 6 Moreover, on December 13, 2022, the Planning Commission received an update on the state of short-term vacation rentals in the City and unanimously approved a recommendation to the Mayor and City Council to direct staff to develop a regulatory scheme for short-term vacation rentals within the City’s residential districts. Discussion The convenience and marketability of online vacation rental websites, such as Airbnb.com and Homeaway.com, have encouraged City property owners (and leaseholders) to lease residential properties to tourists and other visitors on a short- term basis. These short-term vacation rentals, generally leased for fewer than thirty (30) days, invite tenants who sometimes cause excessive noise, create parking problems, damage property, litter, and overall transform the neighborhood’s residential character. Vacationers renting a home for a few days typically approach neighborhood harmony and civility differently than long-term permanent residents. In light of these conditions, and a desire of residential property owners to lease their properties to short-term tenants, the City Council may consider enacting regulations for short-term vacation rentals that best serve the City’s priorities and residents. Three potential models for consideration include: 1) instituting a short-term vacation rental ban; 2) creating a regulatory scheme in line with those of other cities; or 3) adopt a “wait and see” approach to determine how these specific issues develop, over the long-term, in the City. Option 1: Short-Term Vacation Rental Ban In an effort to clearly define permitted uses within residential districts, the City could expressly prohibit short-term vacation rentals. Under this scenario, the City would no longer need to rely on various interrelated code provisions that together proscribe vacation rentals. The City can adopt and implement specific revisions to the SBMC that would ban short-term vacation rentals outright in residential zones. A clear prohibition would be more effective in deterring violations because it would cause less confusion among homeowners. A ban would not alter the SBMC’s current implicit characterization of vacation rentals as inconsistent with the City’s residential land use regulations. However, a short-term vacation rental ban has some disadvantages. First, it would restrict homeowners use of their own property. Banning short-term vacation rentals could eliminate uses that do not otherwise serve as a nuisance to neighboring properties, and it would restrict the rights of homeowners who have rented responsibly. Second, it is unclear whether an outright ban would be effective because of the challenges with consistent enforcement. Tracking and monitoring the use of vacation rental websites is costly and time-consuming.   Packet Pg. 27 1 0 6 6 Option 2: Adopt a Regulatory Scheme Conversely, the City can consider developing and adopting a regulatory scheme that regulates short-term vacation rentals. For example, the City of Indian Wells adopted a regulatory scheme that addresses some of the issues that have been raised in San Bernardino. The Indian Wells regulations for short-term vacation rentals includes the following: •Short-term vacation rentals are limited to specific residential zones. •A business license is required for short-term vacation rentals. •Homeowners must pay Transient Occupancy Taxes (TOT). •Maintenance of the residential character of the neighborhood where the rental is located. •Minimum duration of time for the rental. •Amount of parking allowed on the premises. •Provisions for citation processes, enforcement, and penalties for violations. Indian Wells is a good example that can be adapted to reflect the unique needs of San Bernardino. For example, the City could require that homeowners obtain a business license and a permit that could be revoked if the homeowner violates the code. A regulatory scheme should also include a registration process so that the City can easily identify residences being used as short-term vacation rentals. This would provide the City with sufficient information to identify “problem properties” and, if necessary, commence with bringing the property into compliance. Option 3: Wait and See Approach The SBMC does not expressly address short-term vacation rentals in residential districts and the City’s Code Enforcement division has not taken actions to prohibit the uses. Although an argument can be made that short-term vacation rentals are not permitted, the City could attempt to prohibit short-term rentals, on a case-by-case basis where a short-term rental becomes a nuisance, arguing that there is no express authority to carry out commercial operations in residential zones. The City would, of course, continue to enforce other nuisance prevention laws against problem properties. 2021-2025 Strategic Targets and Goals Receiving an update on the status of short-term vacation rentals and directing staff to develop a regulatory scheme for short-term vacation rentals in the City’s residential districts aligns with Key Target Goal No. 3: Improved Quality of Life and, more specifically, 3d: Improve the City’s appearance, cleanliness, and attractiveness. Fiscal Impact There is no fiscal impact associated with the recommended action of this item. Conclusion It is recommended that the Mayor and City Council:   Packet Pg. 28 1 0 6 6 1. Receive and file an update on the status of short-term vacation rentals in the City; 2. Consider three options to address short-term vacation rental issue throughout the City; and 3. Select Option No. 2 and direct staff to develop a regulatory scheme for short-term vacation rentals within the City’s residential districts. Attachments Attachment 1 - Short-Term Vacation Rentals Presentation Ward: All Wards Synopsis of Previous Council Actions: On August 3, 2022, the Mayor and City Council approved this topic as a “Future Item to be Considered.”   Packet Pg. 29 Short-Term Vacation Rentals in San Bernardino Presented by: Nathan R. Freeman, Agency Director of Community, Housing, and Economic Development; and   Packet Pg. 30 Introduction •A Short-Term Vacation Rental (STVR) is an accessory use of residential property for the purpose of providing temporary lodging for compensation for periods of 30 consecutive days or less. •STVRs are most commonly booked through third party internet hosting platforms such as Airbnb and VRBO. Guests may also book STVR’s through travel sites such as Expedia or Hotwire, or directly with a homeowner or tenant.   Packet Pg. 31 Currently in San Bernardino •408 historical listings throughout the City, 200 listings throughout 2022, and 120 “active” listings. o Events at the National Orange Show typically bring 100,000 (+/-) visitors to the City, which drives hotel and STVR occupancy. •Staff has received numerous complaints for noise, traffic, parking problems, property damage, and trash. •City receives no Transient Occupancy Taxes (TOT). •Long-term rental inventory has become strained.   Packet Pg. 32 Potential Option No. 1: Total Ban •The City can adopt and implement specific revisions to the SBMC that would ban short-term vacation rentals outright in residential zones. •A clear prohibition would be more effective in deterring violations because it would cause less confusion among homeowners. •Challenges: 1.Restrict the rights of homeowners (especially those who have rented responsibly). 2.Enforcing and outright ban is difficult. Tracking and monitoring the use of vacation rental websites is costly and time-consuming.   Packet Pg. 33 Potential Option No. 2: Regulatory Scheme •Potential policies: •Short-term vacation rentals are limited to specific residential zones. •A business license and permit is “required” for short-term vacation rentals. •Homeowners must pay Transient Occupancy Taxes (TOT). •Maintenance of residential character of the neighborhood where the rental is located. •Minimum duration of time for the rental (example: 2 night minimum). •Amount of parking allowed on the premises. •Provisions for citation processes, enforcement, and penalties for violations.   Packet Pg. 34 Potential Option No. 3: Wait and See •The SBMC does not expressly address short-term vacation rentals in residential districts and the City’s Code Enforcement division has not taken actions to prohibit the uses. •The City could attempt to enforce on a case-by-case basis where a short- term rental becomes a nuisance, arguing that there is no express authority to carry out commercial operations in residential zones. The City would, of course, continue to enforce other nuisance prevention laws against the problem rental also.   Packet Pg. 35 Recommendations That the City Council: •Receive and file an update on the current state of short- term vacation rentals in the City; and •Direct staff to develop a regulatory scheme for short- term vacation rentals in the City’s residential districts.   Packet Pg. 36 Phase I – Surplus Land Declarations Discussion (Cont.) •The services, which may be funded with proceeds of the special tax include: •All costs attributable to Maintenance of median landscaping and other public improvements installed within the public rights-of-way •Public lighting including street lights and traffic signals, •Maintenance of streets, including pavement management, and street sweeping, •Maintenance and operation of water quality improvements including storm drainage and flood protection facilities •In addition to the costs of the forgoing services, proceeds of the special tax may be expended to pay administrative expenses and for the collection of reserve funds. Questions?   Packet Pg. 37 1 0 7 7 DISCUSSION City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Edelia Eveland, Assistant City Manager Department:City Manager's Office Subject:Nominations and Appointments to Various Regional Boards and Associations (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Appoint three Members and one Alternate to the Inland Valley Development Agency Board of Directors; 2. Appoint two Members and one Alternate to the San Bernardino International Airport Authority Board of Directors; 3. Appoint one Member and one Alternate to the San Bernardino County Transportation Agency Board of Directors; 4. Appoint one Member and one Alternate to the Omnitrans Board of Directors; 5. Appoint one Member and one Alternate to the Interagency Council on Homelessness; 6. Appoint one Official Representative and one Alternate to the Southern California Association of Governments General Assembly; 7. Receive and file the Mayor’s selection of Juan Figueroa, Fred Shorett, Ben Reynoso, Kimberly Calvin, and Damon Alexander to vote in the Southern California Association of Governments Regional Council District 7 Election. Background The City of San Bernardino is a member of multiple joint powers authorities and associations to facilitate matters pertaining to transportation, redevelopment, and other   Packet Pg. 38 1 0 7 7 regional matters. The City Council appoints members to serve on the regional boards for the Inland Valley Development Agency (“IVDA”), the San Bernardino International Airport Authority (“SBIAA”), the San Bernardino County Transportation Agency (“SBCTA”), Omnitrans, the Interagency Council on Homelessness (“ICH”), and the General Assembly for the Southern California Association of Governments (SCAG GA). Historically, the appointment nominations have been made by the Mayor and affirmed by the legislative body of the City. Discussion Each regional board and association is governed by their foundational documents, California law, and their bylaws. These documents and laws determine the number of representatives that each city or agency is allotted, who is eligible to serve, and how the appointment is determined. Members that are appointed to serve on these regional boards and associations will continue to serve until they are no longer eligible (ie: they are no longer an elected official of the City) or are removed/replaced. Regional Body Appointment Requirements Current Appointments Mayor’s Proposed Appointments IVDA Board members and alternate must be “elected officials” who are designated by “official action of its city council.” (IVDA JPA pg. 12) Primary Vacant Theodore Sanchez Ben Reynoso Alternate Fred Shorett Primary Helen Tran Juan Figueroa Sandra Ibarra Alternate Fred Shorett SBIAA Board members and alternate must be “elected officials” who “shall be appointed by the legislative body” of the City. (SBIAA JPA pg. 3) Primary Vacant Juan Figueroa Alternate Fred Shorett Primary Helen Tran Theodore Sanchez Alternate Fred Shorett SBCTA Board member and alternate “shall either be a mayor or a city council member.” (California Public Utilities Code 130815) Primary Vacant Alternate Damon Alexander Primary Helen Tran Alternate Damon Alexander Omnitrans Board member and alternate shall be “an officially designated Mayor or City Council Member” that is “officially designated by the City Council.” (Omnitrans JPA pg. 3.) Primary Vacant Alternate Sandra Ibarra Primary Helen Tran Alternate Kimberly Calvin ICH “City representatives are not required to be council members but must be at the level of a department director or higher.” (ICH Bylaws pg. 4) Primary Kimberly Calvin Alternate Cassandra Searcy Primary Sandra Ibarra Alternate Cassandra Searcy SCAG GA Official Representative may be “the mayor or a member of the legislative body of a member city” who has been appointed by the member city. (SCAG Bylaws pg. 2) Primary Damon Alexander Alternate Fred Shorett Primary Helen Tran Alternate Ben Reynoso Primary Damon Alexander Secondary   Packet Pg. 39 1 0 7 7 Southern California Association of Governments Regional Council The Regional Council (RC) is SCAG’s 86-member governing board and has general authority to conduct the affairs of SCAG. Cities are represented on the RC through District Representatives, who may be any elected member of a city council. District Representatives are not appointed by the Mayor and City Council; instead, SCAG will communicate a “First Notice” that informs all eligible candidates to submit their names to SCAG if they are interested in becoming a District Representative. If there are multiple candidates for a District Representative, an election is held. The City of San Bernardino is a member of District 7 in the SCAG RC, which is a Multi- City District that also encompasses the City of Highland. As a result, it is likely there will be multiple candidates for District Representative, requiring an election to take place. Per Article V Section C of the SCAG RC Policy Manual, “in a voting-eligible city comprised of more than five (5) city council members, the mayor of such city shall appoint a maximum of five (5) members to vote in Multi-City District Representative Elections” (SCAG RC Policy Manual, pg. 15). The Mayor has selected Juan Figueroa, Fred Shorett, Ben Reynoso, Kimberly Calvin, and Damon Alexander as the council members to vote in a Regional Council District 7 election, provided that one is held. 2021-2025 Strategic Targets and Goals The proposed appointment aligns with Key Target No. 2: Focused, Aligned Leadership and Unified Community by building a culture that attracts, retains, and motivates the highest quality talent. Fiscal Impact There is no fiscal Impact associated with the nomination and appointment of members to various regional boards. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Appoint three Members and one Alternate to the Inland Valley Development Agency Board of Directors; 2. Appoint two Members and one Alternate to the San Bernardino International Airport Authority Board of Directors; 3. Appoint one Member and one Alternate to the San Bernardino County Transportation Agency Board of Directors; 4. Appoint one Member and one Alternate to the Omnitrans Board of Directors; 5. Appoint one Member and one Alternate to the Interagency Council on Homelessness;   Packet Pg. 40 1 0 7 7 6. Appoint one Official Representative and one Alternate to the Southern California Association of Governments General Assembly; 7. Receive and file the Mayor’s selection of Juan Figueroa, Fred Shorett, Ben Reynoso, Kimberly Calvin, and Damon Alexander to vote in the Southern California Association of Governments Regional Council District 7 Election. Attachments Attachment 1 Inland Valley Development Agency JPA Attachment 2 San Bernardino International Airport Authority JPA Attachment 3 San Bernardino County Transportation Authority Consolidation Act of 2017 Attachment 4 Omnitrans JPA Attachment 5 Bylaws of the Interagency Council on Homelessness Attachment 6 Southern California Association of Governments Bylaws Attachment 7 Southern California Association of Governments Regional Council Policy Manual Ward: All Wards Synopsis of Previous Council Actions: None   Packet Pg. 41 AMENDED JOINT EXERCISE OF POWERS AGREEMENT (INLAND VALLEY DEVELOPMENT AGENCY) THIS AGREEMENT amends and supersedes that joint powers agreement covering the same subject which was dated January 24, 1990; is dated for convenience as of February 12, 1990; and is by and among each public agency represented as a party signatory to this Agreement, each duly organized and existing under the laws of the State of California (the "State"), collectively called the "Members". R E CIT A L S WHEREAS, Article I of Chapter 5 of Division 7 of Title r of the Government Code of the State of California pertaining to the joint exercise of powers authorizes the Members by agreement to jointly exercise certain powers common to the Members; and WHEREAS, each of said parties has the authority and power to plan for the use and reuse of Norton Air Force Base in the event of its closure, and to acquire, own, maintain and operate an airport; and WHEREAS, the parties hereto recognize the importance of determining the value of the potential civilian use of Norton Air Force Base and its resulting possible benefit to the entire East Valley region, all as may be determined by land use, aviation and environmental studies required to be undertaken by the Agency pursuant to the California Environmental Quality Act of 1970, as amended (" CEQA") and WHEREAS, each of said parties agree that a regional approach is desirable to both (i) direct the policies and activities of a civilian aviation facility and (ii) acquire, own, maintain and operate the Norton Air Force Base Property for all aviation uses as may be legally permitted upon such property, or 2/8/90 CSJ/NortonA   Packet Pg. 42 such other uses as may be legally permitted and as may be determined by the Agency all in accordance with CEQA procedures to be hereafter complied with by the Agency; and WHEREAS, the parties hereto recognize the immediate necessity for Planning for the possible closure of Norton Air Force Base, and the need to determine the best manner in which to utilize the Norton Air Force Base facility after closure to attract business, create jobs and improve the quality of life for the citizens of the East Valley; and WHEREAS, e ach of the Members is authorized to establish redevelopment agencies to undertake redevelopment projects under the California Community Redevelopment Law (Health and Safety Code section 33000, et seq.), for the purposes of causing the redevelopment o f areas in the interests of health, safety and general welfare and all Members are cities or counties with territory either within, adjacent to or in proximity to Norton Air Force Base; and WHEREAS, Health and Safety Code section 33320.5 authorizes the Members to form a joint powers authority for the purposes of causing the redevelopment of certain property which is currently operated as a military facility or installation and which is to be closed pursuant to Public Law 100-526 in addition to certain land which is adjacent or in proximity to a military facility or installation and which land is necessary for the effective redevelopment thereof; and WHEREAS, the Members deem it desirable to participate together in order to form a joint powers authority to be known as the Inland Valley Development Agency (the "Agency") for the purposes of adopting a Redevelopment Plan (the "Redevelopment Plan") in order to facilitate the redevelopment of a redevelopment project area, the boundaries of which are yet to be determined, but which will generally include the military -2-   Packet Pg. 43 facility known as Norton Air Force Base and certain areas adjacent and in proximity thereto (the "project Area"); and WHEREAS, the adoption of a Redevelopment Plan is intended to permit the redevelopment of the Project Area in order to eliminate blight and promote the well planned development of the Project Area for the benefit of the Members; and WHEREAS, each of the Members shall agree to have certain territory, as more fully set forth on Exhibit "A" attached hereto and incorporated herein by this reference, which would otherwise be within the jurisdiction of, and subject to, redevelopment by each of the Members comprising the Agency, considered by the Agency for inclusion within the ultimate project Area to be formed by the Agency; and WHEREAS, for the purposes of this Agreement, the territory of the county shall only be deemed to include any unincorporated territory within the jurisdiction of the County; and WHEREAS, the territorial jurisdiction of the Agency shall be the combined territorial jurisdictions of the Members and within a portion of such combined territorial jurisdiction shall be the Project Area which will be the subject of the Redevelopment Plan; and WHEREAS, Pursuant to Health and Safety Code section 33320.5, the Agency shall have and exclusively exercise powers of a redevelopment agency within the Project Area in furtherance of the redevelopment of the Project Area and shall act as the redevelopment agency, legislative body and planning commission with respect to all approvals and actions required in connection with the adoption of the Redevelopment Plan; provided, however, all land use, planning and development decisions with regard to the land within the Project Area shall continue to be under the -3-   Packet Pg. 44 control and jurisdiction of each of the respective local legislative bodies or planning commissions, as applicable. NOW, THEREFORE, in consideration of the above premises of the mutual promises herein contained, the Members do hereby agree as follows: ARTICLE I DEFINITIONS section 1.01. Recitals. The Recitals hereinabove set forth are incorporated herein by this reference and shall be a part of this Agreement. section 1.02. Definitions. Unless the context otherwise requires, the words and terms defined in this Article shall, for the purposes hereof, have the meanings herein specified. (a) "Act" means Article I of Chapter 5 of Division 7 of Title 1 of the Government Code of the State of California as the same exists and as may be amended from time-to-time. (b) "Agency" means the Inland Valley Development Agency created as a separate joint powers agency pursuant to this Agreement and as authorized by Health and Safety Code section 33320.5. (c) "Agreement" means this Agreement. (d) "Board" shall mean the governing body of the Agency. -4-   Packet Pg. 45 (e) "Board Members" shall mean the representatives of the Members and New Members appointed to the Board in the manner required by Section 2.09 hereof who shall have the power to vote in the manner as provided in this Agreement. (f) "Fiscal Year" shall mean each one-year period commencing on July 1 of each calendar year and ending on June 30 of the next succeeding calendar year. (g) "Law" found in Health and means the Community Redevelopment Law as Safety Code section 33000, et seq., as the same exists and as may be amended from time-to-time. (h) "Members" means each of the parties to this Agreement, and "Member" shall mean any party identified in section 2.09 hereof that has approved, executed and delivered this Agreement. The term Member or Members may also include a New Member or New Members if warranted by the context in which such term is used. (i) "New Member" or municipal corporation that is Agency after the date of the "New Members" shall mean any added to the membership of the adoption of the original Project Area and which New Member is added to the membership of the Agency pursuant to an amendment to this Agreement. (j) "Project Area" means that certain redevelopment project area which will be designated by the Agency as the redevelopment project area of the Agency and which will be subject to the Redevelopment Plan as said Project Area may initially be adopted by the Agency and as it may thereafter be amended to include either additional territory of the Members or territory of a New Member. (k) "Redevelopment Plan" means the Redevelopment Plan to be adopted by the Agency for the redevelopment of the project Area. -5-   Packet Pg. 46 (1) "Secretary" means the Secretary of the Agency. (m) "State" means the State of California. (n) "Tax Increment Revenues" means moneys allocated or paid to the Agency derived from each of the following sources: (a) that portion of taxes levied upon assessable property within the Project Area allocated to the Agency pursuant to Article 6 of Chapter 6 of the Law and section 16 of Article XVI of the Constitution of the State; and (b) reimbursements, subventions, including payments to the Agency with respect to personal property within the Project Area pursuant to section 16110, et seq., of the Government Code of the State, or other payments made by the State with respect to any property taxes that would otherwise be due on real or personal property but for an exemption of such property from such taxes. (0) "Treasurer" means the Treasurer of the Agency. ARTICLE II GENERAL PROVISIONS section 2.01. Purpose. This Agreement is entered into pursuant to the Act and Health and Safety Code section 33320.5 which provides for the joint exercise of powers common to the Members to create a separate joint powers agency which shall have, in addition to such powers common to the Members, and exclusivelY exercise powers of a redevelopment agency in furtherance of the redevelopment of the Project Area. The purpose of this Agreement is to promote the redevelopment of the Project Area through the adoption of the Redevelopment Plan by the Agency in order to eliminate blight, promote the retention of existing and the creation of additional employment opportunities -6-   Packet Pg. 47 and cause the orderly redevelopment of the Project Area in furtherance of the health, safety and welfare of the Members and the region within which the project Area is located. The state Legislature, upon enacting Health and Safety Code section 33320.5, declared that it is the policy of the state Legislature to assist communities within the County in their attempt to preserve the military facilities and installations for their continued use as airports and aviation related purposes. In furtherance of such legislative intent, the Members acknowledge and agree that it is the intent of the Agency so created by this Agreement to acquire the Norton Air Force Base property from the united states government upon mutually agreeable terms and conditions as between the Agency and the united states government. It is also the intent of the Members that the Agency shall acquire, own, maintain, lease and operate the Norton Air Force Base property, which shall be named and known as the "San Bernardino Regional Airport", for such aviation uses as may be legally permitted upon such property or such other legal uses as may be determined by the Agency. The Members further acknowledge and agree that the reuse and redevelopment of the Norton Air Force Base, the adjacent property and the other properties in proximity thereto will assist in both the creation of new employment opportunities and in the preservation of existing employment opportunities on a regional basis and will be in the best interests of each Member and the residents within the boundaries of each Member. All such ultimate uses of the Norton Air Force Base by the Agency and any acquisition thereof shall be accomplished in accordance with all applicable laws of the State. section 2.02. Creation of the Agency. Pursuant to the Act and the Law, there is hereby created a public entity to be known as the "Inland Valley Development Agency". The Agency shall be a public entity separate and apart from the Members and shall be empowered to take such action, to the extent permitted by law, to cause the implementation of this Agreement. -7-   Packet Pg. 48 Section 2.03. Membership/Territory. Membership in the Agency shall be based upon the agreement of each of the Members to allow certain territory, otherwise within the jurisdiction of each such Member which territory is shown on Exhibit "A", included for consideration in connection with the ultimate formation of a Project Area. The final inclusion or exclusion of such territory of a Member within the Project Area shall only be authorized pursuant to a majority vote of the Board Members. section 2.04. Expansion of Membership. The membership of the Agency may be expanded to admit a New Member after the final adoption of the Redevelopment Plan for the Project Area pursuant to Health and Safety Code Section 33365 by processing an amendment to the Redevelopment Plan pursuant to Health and Safety Code section 33450, et seq., to include the territory of any proposed New Member. Such an expansion of the membership of the Agency to admit any New Member shall require the unanimous vote of the Board Members and the adoption and approval by each Member of an amendment to this Agreement in the manner as provided in section 8.04 hereof. The membership of the Agency shall include all prospective Members identified in Section 2.09 as of the date of approval, execution and delivery of this Agreement by each Member to the other Members. section 2.05. Board. The Agency shall be administered by a Board comprised of the number of Board Members representing the respective public entities as set forth in section 2.09 hereof which have elected to become Members or New Members of the Agency. The number of the Board Members representing each Member may be modified only by an amendment to this Agreement approved in writing by each of the Members and New Members, if -8-   Packet Pg. 49 applicable, who are then in membership in the Agency in the manner as provided in section 8.04 hereof. The number of Board Members, Members and New Members, if applicable, may also be modified as provided in accordance with section 2.06 hereof. The Board shall be called the "Governing Board of the Inland Valley Development Agency". All voting power of the Agency shall reside in the Board Members as individuals and not in any Member jurisdiction by its city councilor Board of Supervisors. section 2.06. Expulsion and withdrawal from Membership. Any expulsion or withdrawal of a Member or New Member from the membership in the Agency shall be in accordance with the following: (a) Expulsion from Membership. At any time prior to the introduction and first reading of an ordinance providing for final adoption of the Redevelopment Plan, a Member may be expelled from membership in the Agency upon a majority vote of the Board Members. At any time prior to the introduction and first reading of an ordinance providing for the final adoption of an amendment to the Redevelopment Plan which amendment is for the purposes of adding new territory of a New Member to the Project Area, such New Member may be expelled from membership in the Agency upon the majority vote of the Board Members. The Agency shall not include any portion of the territory of an expelled Member or an expelled New Member unless such expelled member or expelled New Member shall thereafter consent in writing to the inclusion of such territory within the Project Area. Upon expulsion from membership in the Agency, any expelled Member or any expelled New Member shall no longer be a party to this Agreement for any purposes. Both for purposes of this section 2.06 and as an agreed upon procedure to be followed by the Agency in the adoption of the Redevelopment Plan and amendments to the Project Area, the -9-   Packet Pg. 50 introduction and first reading of the ordinance to approve the Redevelopment Plan and any amendments to the Project Area for the purpose of adding additional territory to the Project Area shall not occur any earlier than the sixth (6th) calendar day after the conclusion of the public hearing of the Agency to consider the approval of the Redevelopment Plan or any amendments to the Project Area. As provided in this subsection (a) and in the following subsection (b), any expulsions from membership or any voluntary withdrawals from membership shall occur no later than the fifth (5th) calendar day after the conclusion of the public hearing on the Redevelopment Plan or any amendments to the Project Area. (b) Voluntary withdrawal from Membership. Any Member may voluntarily withdraw from membership in the Agency at any time prior to the introduction and first reading of an ordinance providing for the final adoption of the Redevelopment Plan. Subsequent to such final adoption of a Redevelopment Plan by the Agency, any New Member may seek to have territory added to the Project Area pursuant to an amendment to the Redevelopment Plan. At any time prior to the first reading of an ordinance providing for the final adoption of an amendment to add territory to the Redevelopment Plan, a New Member may voluntarily withdraw from the membership prior to the inclusion of such territory of a New Member within the amended Project Area. The Agency shall not include any portion of the territory of a withdrawing Member or a withdrawing New Member unless such withdrawing Member or withdrawing New Member shall thereafter consent in writing to the inclusion of such territory within the Project Area. Upon voluntary withdrawal from membership in the Agency, such withdrawing Member or withdrawing New Member shall no longer be a party to this Agreement for any purposes. (c) Mandatory Participation. Upon the introduction and first reading of the ordinance to approve the Redevelopment Plan or an amendment to add territory to the Project Area, (i) any -10-   Packet Pg. 51 Member who has territory included within the boundaries of the proposed Project Area, and (ii) any Member or New Member who has territory included within the territory to be added by an amendment to the project Area, shall be unable to voluntarily withdraw or be expelled from the Agency membership. Section 2.07. Meetings of the Board. (a) Regular Meetings. The Board shall hold regularly scheduled meetings at such time and at such location or locations to be designated by the Board Members. The date, hour and place of the holding of regular meetings shall be fixed by resolution of the Board and a copy of such resolution shall be delivered to each of the Members. Regular meetings of the Agency may only be held at a location or locations which are either within any portion of the territorial jurisdiction of a Member which is a municipal corporation or within three (3) miles of the boundaries of Norton Air Force Base. (b) Special Meetings. Special meetings of the Board maybe called in accordance with the provisions of section 54956, et seq., of the Government Code of the State. (c) Call. Notice and Conduct of Meetings. All meetings of the Board, including without limitation special meetings, shall be called, noticed, held and conducted in accordance with the provisions of the Ralph M. Brown Act found as section 54950, et seq., of the Government Code of the State. section 2.08. Minutes. The Secretary shall maintain minutes of the meetings of the Board and shall, as soon as practicable after each meeting, forward a copy of the minutes to each Board Member and to each of the Members. section 2.09. Voting. The number of votes for each public entity which is -11-   Packet Pg. 52 included within the then current membership of the Agency as either a Member or a New Member shall be as follows: City of San Bernardino County of San Bernardino city of Colton City of Lorna Linda Votes 3 2 2 2 Each Member with two (2) votes shall have two (2) Board Members with one (1) vote each, and the Member with three (3) votes shall have thre e (3) Board Members with one (1) vote each. In the event a Board Member for a Member with two (2) v otes is not present upon the casting of votes on any matter, the other Board Member may cast two (2) votes on behalf of such Member in any mann e r deemed appropriate by such Board Member. In the event either one (1) or two (2) Board Members for a Member with three (3) votes are not present upon the casting of votes on any matter, the Board Member or Board Members of such Member in attendance may cast among them a total of three (3) votes on behalf of such Member in any manner deemed appropriate by such Board Member or Board Members. In the event no Board Member of a Member is present at the time that votes are cast on a matter, the votes of such absent Board Member or Board Members shall be considered as not having been cast on such matter. Each Member by official action of its city councilor Board of Supervisors, as appropriate, shall designate one (1) elected official of the Member for each vote and Board position as the primary representatives for each Member. Such primary representatives may be any elected official of the Member. Each Member shall similarly designate one (1) additional elected official of the Member to serve as an alternate for either or all of the primary representatives for each Member. section 2.10. Quorum; Required Votes; Approvals. No -12-   Packet Pg. 53 Person other than a duly appointed Board Member who has been appointed as either a primary representative or an alternate representative may sit on the Board and be considered for purposes of determining a quorum and for the casting of votes. Board Members representing a majority of the Members and New Members then in the membership of the Agency shall constitute a quorum, which is necessary for the transaction of business, except that less than a quorum may adjourn from time-to-time. The affirmative votes of a majority of the Board Members representing Members and New Members then in the membership of the Agency shall be required on all actions to be taken by the Board unless a greater number of votes is otherwise specified in this Agreement or required by law for a specific matter. Any Board Member who shall abstain from voting shall not have such vote counted as either an affirmative or a negative vote but shall be considered as present for purposes of determining whether a quorum of the Members is present. section 2.11. Bylaws. The Board may adopt, from time- to-time, such bylaws, rules and regulations for the conduct of its meetings as are necessary for the purposes hereof; provided, however, that such bylaws shall not be inconsistent with this Agreement or in any manner amend or attempt or purport to amend this Agreement or any amendment to this Agreement. ARTICLE III OFFICERS AND EMPLOYEES Section 3.01. Co-Chairmen, Vice-Chairman and Additional Officers. The Board shall elect two persons to be Co-Chairmen and one person to be Vice-Chairman from among the Board Members for a term of two (2) years commencing as of the first regular meeting of the Board of the Fiscal Year which commences in an -13-   Packet Pg. 54 even numbered calendar year; provided that the initial term of the Co-Chairmen and Vice-Chairman elected by the Board upon creation of the Agency shall terminate upon the election of the Co-Chairmen and Vice-Chairman for the 1992-93 and 1993-94 Fiscal Years. The Board shall appoint such additional officers and shall employ such additional employees and assistants as may be appropriate, including, but not limited to, a general manager, counsel and Secretary for the Board. The officers shall perform the duties normal to said offices; and (a) Either Co-Chairmen, or such other official, officer or person as may be designated by the Board, shall execute all contracts on behalf of the Agency, and shall perform such other duties as may be imposed by the Board; (b) the Vice-Chairman shall act, execute contracts and perform all of the Co-Chairmen's duties in the absence of both Co-Chairmen; and (c) the secretary shall attest to the execution of all contracts executed by a Co-Chairman, Vice-Chairman or such other official, officer or person as may be designated by the Board, on behalf of the Agency, perform such other duties as may be imposed by the Board and cause a copy of this Agreement to be filed with the Secretary of State pursuant to the Act. section 3.02. Treasurer. The Board Members shall select the treasurer or chief financial officer of a Member to be designated as the Treasurer of the Agency. The Treasurer shall be the depository and shall have custody of all of the funds and moneys of the Agency. The Board shall also appoint a controller who shall have custody of all the accounts and who shall draft warrants to pay all demands against the Agency as approved by the Board. The Agency shall approve the employment of a certified public accountant or firm of certified public accountants for the annual audit of all accounts and financial records of the Agency. -14-   Packet Pg. 55 Section 3.03. Officers in Charge of Records. Funds and Accounts. The controller shall have charge of, handle and have access to all accounts, funds and moneys of the Agency and all records of the Agency relating thereto; and the Secretary shall have charge of, handle and have access to all other records of the Agency. All persons who have charge of, handle or have access to any property of the Agency shall file an official bond in an amount to be determined by the Agency, and all costs of providing such official bond shall be paid by the Agency. section 3.04. Other Employees. The County of San Bernardino (the "County") shall (i) provide the Agency with County staff personnel as reasonably deemed necessary by the Agency for the purposes of causing the preparation and adoption of the Redevelopment Plan for the Project Area, and (ii) contract with such consultants, engineers and legal counsel and other third parties as deemed necessary by the Agency in order to cause the successful adoption and administration of the Redevelopment Plan and cause to be prepared and adopted a Norton Air Force Base reuse plan. The Agency shall accept within thirty (30) days after the creation of the Agency all consultant contracts previously entered into by the County with consultants retained for the adoption of the base reuse plan and the Redevelopment Plan and with legal counsel. Upon acceptance of such contracts, the Agency shall approve a budget for the payment of all anticipated amounts to be paid pursuant to said contracts have been fully performed. such contracts until The Agency hereby deems such previously executed contracts to have been necessary for the adoption of the Redevelopment Plan and approves payment for the professional services performed pursuant to such contracts. The Agency also agrees to pay to the County all costs incurred by the County in preparation for the base reuse plan, this Agreement and the Redevelopment Plan, provided such costs represent additional expenses to the County which would not have been incurred but for the effort to create the base reuse plan, -15-   Packet Pg. 56 this Agreement and the Redevelopment Plan all in connection with the Norton Air Force Base. The Agency shall have the obligation to reimburse the County solely from Tax Increment Revenues attributable to the Project Area for the costs paid or incurred by the County. Such reimbursement payments shall commence at such time as Tax Increment Revenues generated from the Project Area are available for the purposes of such reimbursement and shall continue until all amounts plus interest thereon have been reimbursed to the County. Such reimbursements shall be made periodically on a pro rata basis and installments shall be in such amounts as funds are available for such reimbursement so that, to the extent financially possible, all amounts plus interest thereon shall be reimbursed to the County within a three-year period. The reimbursement obligation shall only pertain to actual verifiable costs paid or incurred by the County, with interest thereon at the rate of seven and five- tenths percent (7.5%) per annum on the outstanding principal balance calculated for the period of time from which the County expended funds until the date of full reimbursement of such principal amount plus interest thereon. To the extent any unreimbursed amounts remain outstanding at the end of three (3) years from the date expenses were incurred, such obligation for reimbursement shall continue until the County has been reimbursed in full. The Agency shall have the power to appoint and employ such other consultants and independent contractors as may be necessary for the purposes of this Agreement. None of the officers, agents or employees directly employed by the Board shall be deemed, by reason of their employment by the Board, to be employed by any Member or, by reason of their employment by the Board, to be subject to any of the requirements of the Members. The Board may, however, elect to utilize the employment and benefit system of any Member with the written concurrence of such Member as the employment and benefit system for Board and Agency employees. The Agency shall adopt a conflict of interests code which shall pertain to all -16-   Packet Pg. 57 Board Members and all officers, officials and employees of the Agency as shall be designated therein. section 3.05 Assistant Officers. The Board may appoint such assistants to act in the place of the Secretary or other Board appointed positions (other than any Board Member) as the Board shall from time-to-time deem appropriate. section 3.06 Fiscal Review. The Agency in accordance with Health and Safety Code section 33320.5 shall cause the formation of a fiscal advisory committee (the "Fiscal Advisory Committee") for the purposes of advising the Agency of any fiscal impacts suffered, or to be suffered, by any taxing agencies with territory located within the Project Area which fiscal impacts are caused by, or attributable to, the adoption of the Redevelopment Plan, or an amendment thereto. Each Member shall, during the Redevelopment Plan adoption process, or the amendment process if necessary, commit the services of its fiscal officer or treasurer to participate on the Fiscal Advisory Committee for the purposes set forth herein. Said Fiscal Advisory Committee shall meet on a regular basis with any affected taxing entities and shall convene on a monthly basis, or more frequently as may be deemed necessary, in order to adequately analyze and advise on any fiscal impacts associated with the adoption of the Redevelopment Plan, or an amendment thereto. Such Fiscal Advisory Committee shall present its findings and recommendations to the Agency regarding any fiscal impacts to affected taxing agencies for consideration by the Agency. section 3.07 Technical Advisory Committee. Each of the Members shall commit the services of its city manager, chief executive officer or redevelopment director to serve on a technical advisory committee (the "Technical Advisory Committee") to be formed by the Agency. The Technical Advisory Committee shall meet regularly with the staffs of each of the Members to informally discuss issues and concerns regarding the -17-   Packet Pg. 58 Redevelopment Plan adoption process and Redevelopment Plan amendment process, if applicable. ARTICLE IV POWERS section 4.01. General Powers. The Agency shall exercise, in the manner herein provided, the powers common to each of the Members which are necessary to the accomplishment of the purposes of this Agreement, subject to the restrictions set forth in Section 4.03. As provided in the Act, the Agency shall be a public entity separate and apart from the Members. The jurisdictional boundaries of the Agency for which the Agency shall exclusively exercise powers of a redevelopment agency shall be the Project Area as may be initially adopted and any amendments thereto. All Tax Increment Revenues, investment earnings and other income accruing to the Agency shall be available for use by the Agency in a manner consistent with this Agreement. The Agency shall have the power to redevelop Norton Air Force Base and the properties which are adjacent and in proximity thereto and assist in the elimination of blight by expending moneys for redevelopment purposes in order to cause the redevelopment of the Project Area in a manner consistent with the Law. section 4.02. Specific Powers. The Agency is hereby authorized, in its own name, to do all acts necessary for the exercise of the foregoing powers only in accordance with the Law, the Act and other applicable laws of the State, including but not limited to, any or all of the following: (a) to make and enter into contracts pertaining to the redevelopment of the Project Area subject to the limitations set -18-   Packet Pg. 59 forth in Section 4.03 hereof; (b) to employ agents or employees; (c) to acquire or dispose of land or building sites; (d) to provide financing assistance to encourage development; (e) to improve land or building sites through the acquisition, installation and improvement of on-site or off-site Public improvements; (f) to donate land to private or public persons or entities; (g) to incur debts, liabilities or obligations, and to issue bonds, notes, warrants or other evidence of indebtedness; (h) to acquire, construct, manage, maintain, lease and operate buildings, works or improvements, both public and private as may be permitted by the Laws of the State; (i) to acquire, rehabilitate and dispose of buildings or structures; (j) to provide relocation assistance; (k) to assist in the development of housing for the benefit of, low-and moderate-income households and to provide subsidies in connection therewith; (1) to apply for, receive and utilize grants and loans from federal or state government or any other source; (m) to enter into agreements with the united States of -19-   Packet Pg. 60 America or any agency or department thereof to determine the interim use and disposition of the Norton Air Force Base property; (n) to develop financing plans, pay the principal and interest on bonds, loans, advances or other indebtedness, or pay fin~ncing or carrying charges; (0) to sue and be sued in its own name; (p) to carry out and enforce all the provisions of this Agreement; (q) to acquire, own, lease and operate an airport facility, including any wastewater treatment facility in connection with the Norton Air Force Base property; (r) to exercise any and all other powers of a redevelopment agency as may be provided in the Law or the Act as the same exist and as the Law or the Act may hereafter be amended. section 4.03. Restrictions on Exercise of Powers. The powers of the Agency shall be exercised in the manner provided by Law and the Act and shall be subject to the restrictions upon the manner of exercising such powers that are imposed upon the City of San Bernardino in the exercise of similar powers. Any exercise of the power of eminent domain by the Agency shall require the two-thirds (2/3rds) vote of the Board Members and the concurring two-thirds (2/Jrds) vote of either (i) the city council within whose municipal boundaries the property that is the subject of the eminent domain action is located, or (ii) the Board of Supervisors of the County in the event the property that is the subject of the eminent domain action is located within the unincorporated area of the County. -20-   Packet Pg. 61 Section 4.04. Redevelopment Projects/Priorities. The Agency shall maintain two (2) priority lists for projects to be undertaken by the Agency with Agency Tax Increment Revenues. The first list shall be job generating and blight elimination projects that comply with certain criteria to be established by the Agency, and the second list shall include that can be legally undertaken by the Agency. any other project A Member of the Agency may propose projects within the Member's territory and the Agency itself may propose projects, subject to the limitations set forth herein. with respect to Member proposed projects within the territory of such Member, each Member by official action of its city councilor Board of supervisors, as appropriate, must approve such projects. All such Member proposed projects shall be prioritized on an ongoing basis by a majority vote of the Board Members and such projects shall be placed on either the "job generating/blight elimination" list or the "other project" list. All such approved projects on both priority lists will be undertaken by the Agency as funds are available to the Agency for such purpose. The designation of projects for either priority list and the actual prioritization of projects on the respective lists shall require a majority vote of the Board Members. The initial authorization to proceed with the implementation of such specific projects by the letting of contracts or the appropriation of funds shall require a majority vote of the Board Members. A Member by official action of its governing body may withdraw a project located within its territorial jurisdiction from consideration at any time until such initial authorization to proceed has been granted by the Agency. A Member may carry out within a Project Area any activity which may legally be undertaken by the Member which does not involve the expenditure of Agency funds, and no approval of the Agency shall be required for such projects. -21-   Packet Pg. 62 In the event the Agency elects to undertake a development project which requires the expenditure of Agency Tax Increment Revenues or enter into an agreement for any real property lease, acquisition or disposition, either of which is being proposed by the Agency and not by a Member, the Agency may undertake such development project or real property transaction within the territorial jurisdiction of a Member only upon the approval of the governing body of such Member. The implementation of any project shall be subject to ordinary and customary development conditions and criteria, exactions and imposition of mitigation measures as may be determined in the sole discretion of the Member's planning commission, the city councilor Board of Supervisors, as appropriate, and any other advisory boards of the Member within whose territorial jurisdiction such project is proposed to be located. The Redevelopment Plan shall contain provisions to the effect that at such time or times as the general plan land use designations may be changed by the legislative body of a Member, the Redevelopment Plan shall be deemed to be automatically modified so that the Redevelopment Plan will at all times be in conformity with the local land use designations of each Member. section 4.05. Obligations of Agency. The debts, liabilities and obligations of the Agency shall not be the debts, liabilities and obligations of any of the Members unless such Member shall expressly agree in writing to repay such debt, liability or obligation. ARTICLE V ASSUMPTION OF RESPONSIBILITIES; APPLICATION OF FUNDS -22-   Packet Pg. 63 Section 5.01. Assumption of Responsibilities by the Agency. As soon as practicable after the effective date of this Agreement, notice shall be given in the manner required by section 8.01 of the organizational meeting of the Board. At said meeting the Board shall provide for its regular meetings as required by Section 2.07 and elect the Co-Chairmen and a Vice- Chairman and appoint the Secretary and Treasurer. section 5.02. Delegation of Powers. Each of the Members hereby delegates to the Agency the power and duty to undertake such actions as may be necessary to carry out the intent of this Agreement to the extent permitted by this Agreement and by law. section 5.03. Creation and Application of Funds. The Members agree that the Redevelopment Plan for the Project Area and the ordinance adopting such Redevelopment Plan shall contain a provision requiring that Tax Increment Revenues attributable to the project Area in accordance with Health and Safety Code section 33670(b) shall be allocated for Agency use from each Member's percentage share of the one percent (1%) tax rate as follows: (i) each Member which is a incorporated city (the "City Member") shall have allocated for Agency use one-half (1/2) of their percentage share of the one percent (1%) tax rate for property taxes generated upon the incremental assessed value of property located within their municipal boundaries of the Project Area; (ii) the County shall have allocated for Agency use one- half (1/2) of the County General Fund share of the one percent (1%) tax rate for property taxes generated upon the incremental assessed value of property which is within County unincorporated areas of the Project Area as of the effective date of this Agreement. Upon annexation of any such County unincorporated property into the municipal boundaries of a City Member, both the county and such City Member agree that the property taxes represented by fifty percent (50%) of their respective percentage figures after annexation shall be allocated as Tax Increment Revenues for Agency use, or such greater percentage figure as may -23-   Packet Pg. 64 be necessary to make the combined City Member or County allocation in such annexed territory at least equal to the amount of Tax Increment Revenues allocated for Agency use as Tax Increment Revenues from the County General Fund immediately Prior to such annexation. Upon annexation of any such County unincorporated property into the municipal boundaries of a city that is not a Member, the County agrees that the property taxes represented by fifty percent (50%) of its percentage figures after annexation shall be allocated as Tax Increment Revenues for Agency use. The Agency may not receive or use any Tax Increment Revenues attributable to the percentage share of a Member from the one percent (1%) property tax rate in excess of the amount required to be allocated for Agency use herein without the expressed written approval of the affected Member. The Agency may not receive or use any Tax Increment Revenues from the percentage share of the one percent (1%) property tax rate attributable to all special districts governed by the Board of Supervisors (including the County Flood Control District), the County superintendent of Schools and the County Free Library without the express written approval of the County. The Agency shall authorize the filing of a validation action as permitted by Health and Safety Code section 33500, et seq., for the purpose of determining the legality and validity of all proceedings taken for or in any way connected with the establishment of the Agency and its authority to transact business and to exercise its powers. Such validation action shall, in addition to other matters as may be validated thereunder, specifically address the matters set forth in this section 5.03 and determine (i) the validity of the Agency designation as Tax Increment Revenues of less than all of the property taxes generated upon the incremental assessed valuation pursuant to Health and Safety Code section 33670(b) attributable to the property tax rate of a Member and (ii) the validity of -24-   Packet Pg. 65 causing the remittance of the remaining portion of such property taxes generated upon the incremental assessed valuation pursuant to Health and Safety Code Section 33670(b) attributable to the property tax rate of a Member that are not designated as Tax Increment Revenues to the respective Members as the proceeds of taxes for deposit and use by each respective Member as general fund revenues. section 5.04. Unexpended Funds. Any unexpended funds on deposit with the Agency and any direct or indirect moneys received or earned by the Agency shall, upon termination of this Agreement or upon the dissolution of the Agency, be distributed to the respective Members in proportion to each Member's contribution to the total allocation of Tax Increment Revenues to the Agency from all Members up to the time of such termination or dissolution. section 5.05. Member Contributions. Nothing contained in this Agreement shall preclude any Member or New Member from contributing or advancing any legally available funds, moneys or revenues of any such Member or New Member all as provided in section 6504 of the Act. Any contribution or advance to the Agency by a Member or New Member in furtherance of the purpose of this Agreement shall be made only upon agreement by and between the Agency and the Member or Members and the New Member or New Members, as applicable, seeking to or being requested to make such contribution or advance to or for the benefit of the Agency. ARTICLE VI ACCOUNTS AND REPORTS; FUNDS section 6.01. Accounts and Reports. The Treasurer shall establish and maintain such funds and accounts as may be required by good accounting practice. The books and records of -25-   Packet Pg. 66 the Agency shall be open to inspection at all reasonable times by representatives of the Members and the Board Members. As soon as practicable after the close of each Fiscal Year, the controller shall give a complete written report of all financial activities for such Fiscal Year to the Board Members and the Members, and the Agency shall cause an audit to be conducted by an independent certified public accounting firm, as provided in Section 3.02 hereof. The final audit shall be distributed to each Member, to each Board Member and to each member of the Technical Advisory committee. section 6 .02. Disbursements. The Agency shall make disbursements required by this Agreement or carry out any of the provisions or purposes of this Agreement in accordance with policies and procedures as may be established by the Board. section 6.03. Annual Budget and Administrative Expenses. Prior to July 1st of each year, the Board shall adopt an annual budget for all Agency expenses which budget shall include Agency administrative expenses, capital expenditures and debt repayments for both public improvement projects and other redevelopment activities. ARTICLE VII TERM section 7.01. Term. This Agreement as originally approved has become effective on January 24, 1990. This Agreement shall continue in effect for a term of years not less than the duration of the Redevelopment Plan or the term of any agreements entered into with the State or federal government or any agency or department thereof unless terminated by the mutual consent of the Members on an earlier date; provided, however, -26-   Packet Pg. 67 that this Agreement shall not be terminated by the mutual consent of the Members if (i) such termination would impair any contractual arrangement between the Agency and third parties, or (ii) the Agency has previously issued bonds, notes or other forms of indebtedness to undertake any purposes of the Agency; unless, however, any such obligations have been paid in full or assumed in full by any Member or Members independently or by another governmental entity as maybe permitted by the laws of the state. section 7.02. Disposition of Assets. Upon termination of this Agreement, all property of the Agency, both real and personal, shall be divided among the Members in the same manner as provided for in section 5.04 hereof. ARTICLE VIII MISCELLANEOUS PROVISIONS section 8.01. Notices. Notices hereunder to any Member shall be proper if in writing and dispatched by messenger for immediate personal delivery, or by registered or certified United states mail, postage prepaid, return receipt requested, or by fax, facsimile or telecopier transmission to the principal office of the Members as each Member may determine to be its address for the receipt of notices pursuant to this Agreement. Notice shall be deemed to have been given for purposes of this Agreement upon receipt if by either messenger or registered or certified united states mail and upon transmission by the party giving notice if by fax, facsimile or telecopier transmission. section 8.02. section Headings. All section headings in this Agreement are for convenience of reference only and are not to be construed as modifying or governing the language in the section referred to or to define or limit the scope of any provisions of this Agreement. -27-   Packet Pg. 68 Section 8.03. Law Governing. This Agreement is made in the State under the constitution and laws of the State and is to be so construed. section 8.04. Amendments. This Agreement may be amended at any time, or from time-to-time, by one or more supplemental agreements approved by official action of the respective city councils or Board of supervisors, as appropriate, and executed by all of the Members who are then parties to this Agreement either as required in order to carry out any of the provisions of this Agreement or for any other purpose including without limitation the addition of New Members and any other public agencies heretofore or hereafter created, in furtherance of the purposes of this Agreement. section 8 .05 . Enforcement by Agency. The Agency is hereby authorized to take any or all legal or equitable actions, including but not limited to injunction and specific performance, necessary or permitted by law to enforce this Agreement. section 8.0 6 . Severability. Should any part, term or provision of this Agreement be decided by any court of competent jurisdiction to be illegal or in conflict with any law of the State, or otherwise be rendered unenforceable or ineffectual, the validity of the remaining portions or provisions shall not be affected thereby. section 8.07. Successors. This Agreement shall be binding upon and shall inure to the benefit of the successors of the respective Members. None of the Members may assign any right or obligation hereunder without the written consent of the other Members. Section 8.08 . Executed counterparts. This Agreement may be executed in original counterparts by each Member executing their respective signature page upon approval by the governing -28-   Packet Pg. 69 body of each Member of a conformed copy of both this Agreement and Exhibit "A" prior to the obtaining of all executed signature pages to this Agreement from the other Members of the Agency. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and attested by their proper officers thereunder duly authorized and their official seal to be hereto affixed, on the day and year set opposite the name of each of the parties. -29 -   Packet Pg. 70 ( SEAL) ATTEST: -""'~~<L4'¢=~"""'I.u.~~«--__ /- city Clerk Approved as to Form: C ty Attorney CITY OF SAN BERNARDINO, C ·I:;TFORNIA Title: -30-   Packet Pg. 71 (SEAL) A'fTEST: city Clerk Approved as to Form: City Attorney CITY OF COLTON, CALIFORNIA BY~":::::"'_~~~.u...:,;~~~~~ Title: I-1A.YOR, -31-   Packet Pg. 72 (SEAL) ATTEST: &"",,4 ) ~1zz?a ~ i2 /!:z7 P t- City Clerk Approved a s to Form: city Attorney CITY OF LOMA LINDA, CALIFORNIA Title: MAYOR -32 -   Packet Pg. 73 Approved as to Form: COUNTY OF SAN BERNARDINO By: Title: Vlot CHAIRMAN , BOARD OF SUPERVISORS FEB 1 2 1990 SIGNED AND CrATIFlEO THAT A Cr?~ Of THIS OOCUI'1ENT liAS BEEN DElIIJf.Rto TO 1 rlE C\lAIR, MAN Of '[H E >Af~1 rd >llOA'[' -33-   Packet Pg. 74 EXHIBIT "A" Territory to be included by each Member for consideration in the formation of the project Area as provided in section 2.03 of the Agreement is all territory within the Preliminary Survey Area Boundary as shown on the map portion of this Exhibit "A", exclusive of all existing redevelopment project areas and proposed redevelopment project areas for which a boundary map and legal description have been filed by the appropriate Member with the State Board of Equalization, and exclusive of all territory listed in the Attachment to Exhibit "A". Except for such exclusions, the territory within the Preliminary Survey Area Boundary shall include both (i) all incorporated areas of a Member, if such Member is a municipal corporation and (ii) all unincorporated areas of the County of San Bernardino. -34-   Packet Pg. 75 -~-~ ---------------~- o z ::i z I- co I X UJ o m I m I '"   Packet Pg. 76 ( ATTACHMENT TO EXHIBIT A EXCEPTING therefrom the following described property in the Cities of San Bernardino and Highland and unincorporated area in the County of San Bernardino: PARCEL NO. 1 All of that certain property lying North of the centerline of Mill Street, South of the centerline of Poplar Street, East of the centerline of Mt. Vernon Avenue and West of the East line of Eureka Street. PARCEL NO.2: All of that certain property lying North of the centerline of Esperanza Street and it's Westerly prolongation, South of the centerline of Mill Street, East of a line which is parallel with and 150 feet West of the centerline of "K" Street and West of the East line of "J" Street. PARCEL NO.3: All of that certain property lying North of the centerline of 5th Street, South of a line which is parallel with and 300 feet North of the North line of 6th Street, East of the East line of Mayfield Avenue and it's Northerly prolongation and West of the East line of Mt. View Avenue. PARCEL NO.4: All of that certain property lying North of a 300 feet South of the South line of 9th Street, centerline of 10th Street, East of the centerline and West of the centerline of Mt. View Avenue . PARCEL NO.5: line which is South of the of "D" Street All of that certain property lying North of the centerline of Kingman Street, South of the centerline of 6th Street, East of the Westerly boundary of the Joint Powers Authority and West of the centerline of Cabrera Avenue. Page )5 " February 12, 1990   Packet Pg. 77 PARCEL NO.6: All of that certain property lying North of a line which is parallel with and 300 feet South of the South line of the Atchison, Topeka and Sante Fe Railroad right-of-way, South of a line which is parallel with and 800 feet South of the south line of Pioneer Street, Easterly of the Northerly right-of-way line of the Santa Ana River and West of the centerline of Gage Street and its Northerly and Southerly prolongation. PARCEL NO.7: All of that certain property lying North of the centerline of 6th Street, South of the centerline of Vine Street and its Westerly prolongation, East of the centerline of Elm Street and West of a line which is parallel with and 800 feet East of the East line of Sterling Avenue in the Cities of San Bernardino and Highland. PARCEL NO.8: All of that certain property lying North of a line which is parallel with and 300 feet South of the South line of 7th Street and its Westerly prol o ngation, South of a line which is parallel with and 200 feet North of the North line o f Vine Street and its Westerly prolongati o n , East of a line whi c h is parallel with and 200 feet West of the c enterline of Tippe ca n o e Av enue and East of the centerline of Fairfax Lane and its No rtherly and Southerly prolongation in the cities of San Bernardino and Highland. PARCEL NO.9: All of that certain property lying North of the centerline of San Bernardino Av enue and its Westerly pro longation, South of the centerline of the Santa Ana Ri v er, East o f a line which is parallel with and 300 feet West o f the cent e rline of Tippecanoe Avenue and West of a line which is parallel with and 1100 feet East of the centerline of Tippecanoe Avenue. Page. 36 , February 12, 1990   Packet Pg. 78   Packet Pg. 79   Packet Pg. 80   Packet Pg. 81   Packet Pg. 82   Packet Pg. 83   Packet Pg. 84   Packet Pg. 85   Packet Pg. 86   Packet Pg. 87   Packet Pg. 88   Packet Pg. 89   Packet Pg. 90   Packet Pg. 91   Packet Pg. 92   Packet Pg. 93   Packet Pg. 94   Packet Pg. 95   Packet Pg. 96   Packet Pg. 97   Packet Pg. 98   Packet Pg. 99   Packet Pg. 100   Packet Pg. 101   Packet Pg. 102   Packet Pg. 103   Packet Pg. 104   Packet Pg. 105   Packet Pg. 106   Packet Pg. 107   Packet Pg. 108   Packet Pg. 109   Packet Pg. 110   Packet Pg. 111 ATTACHMENT 1 CURRENT JOINT POWERS AGREEMENT 18   Packet Pg. 112 29   Packet Pg. 113 310   Packet Pg. 114 411   Packet Pg. 115 512   Packet Pg. 116 613   Packet Pg. 117 714   Packet Pg. 118 815   Packet Pg. 119 916   Packet Pg. 120 1017   Packet Pg. 121 1118   Packet Pg. 122 1219   Packet Pg. 123 1320   Packet Pg. 124 1421   Packet Pg. 125 1522   Packet Pg. 126 1623   Packet Pg. 127 1724   Packet Pg. 128 1825   Packet Pg. 129 1926   Packet Pg. 130 2027   Packet Pg. 131 2128   Packet Pg. 132 2229   Packet Pg. 133 2330   Packet Pg. 134 2431   Packet Pg. 135 BYLAWS OF THE INTERAGENCY COUNCIL ON HOMELESSNESS San Bernardino County Homeless Partnership Interagency Council on Homelessness BY-LAWS Adopted March 22, 2010 Amended August 15, 2018 Amended August 28, 2019 A Continuum of Care is a community plan to organize and deliver housing and services to meet the specific needs of people who are homeless as they move to stable housing and maximum self-sufficiency. The mission of the San Bernardino County Homeless Partnership is to provide a system of care network that is inclusive, well planned, coordinated, evaluated and accessible to all who are homeless or at-risk of being homeless. Article I Purpose The Interagency Council on Homelessness (“ICH”) is a vital component of the San Bernardino County Homeless Partnership (“Partnership”). The ICH serves as the policy making body of the Partnership and oversees the implementation of the 10-Year Strategy to End Homelessness in San Bernardino County (“10-Year Strategy”). The ICH will focus on resource development to ensure the funding of homeless projects and 10-Year Strategy recommendations. In addition, ICH serves as the HUD-designated primary decision-making group and oversight board of the City of San Bernardino & County (hereinafter referred to as the “geographic area”) Continuum of Care for the Homeless (CA-609) funding process, (hereinafter referred to as the “CoC”). Article II Vision Provide leadership in creating a “comprehensive countywide network” of service delivery for the homeless population. Identify families and individuals at-risk of homelessness and circumstances leading to homelessness through facilitation of better communication, planning, coordination, and cooperation among all entities that provide services and/or resources for the relief of homelessness in the County of San Bernardino in a united effort to eliminate homelessness county-wide. Article III Duties   Packet Pg. 136 2 The ICH is charged with directing, coordinating and evaluating all of the activities related to implementation of the 10-Year Strategy to End Homelessness. The ICH members are directed to report progress on the implementation of the 10-Year Strategy to their colleagues and constituents following each meeting of the ICH. The ICH will promote collaborative partnerships among homeless providers and stakeholders throughout San Bernardino County on a regional basis in order to carry out implementation activities and will develop resources to ensure the funding of homeless projects and 10-Year Strategy recommendations. As the oversight board of the CoC, the ICH duties are: 1. To ensure that the CoC is meeting all of the responsibilities assigned to it by the United States Department of Housing and Urban Development (HUD) regulations including: a. The operation and oversight of the local CoC; b. Designation and operation of a Homeless Management Information System (HMIS); i. Designate a single HMIS for the geographic area; ii. Designate an eligible applicant to manage the CoC’s HMIS, which will be known as the HMIS Lead; iii. Ensure consistent participation of recipients and sub-recipients of CoC and Emergency Solutions Grant (ESG) funding in the HMIS. iv. Ensure the HMIS is administered in compliance with all requirements prescribed by HUD. c. The development of a CoC plan that includes outreach, engagement, assessment, annual gap analysis of the homeless needs and services available, prevention strategies, shelter and housing supportive services, and HUD CoC annual and biennial requirements; 2. To represent the relevant organizations and projects serving homeless subpopulations; 3. To support homeless persons in their movement from homelessness to economic stability and affordable permanent housing within a supportive community; 4. To be inclusive of all the needs of all of geographic area’s homeless population, including the special service and housing needs of homeless sub-populations; 5. To facilitate responses to issues and concerns that affect the agencies funded by the CoC that is beyond those addressed in the annual CoC application process; 6. To consult with recipients and sub-recipients of CoC funding to establish performance targets appropriate for population and program type, monitor recipient and sub-recipient performance, evaluate outcomes, and take action against poor performers; and 7. To evaluate outcomes of projects funded under the County of San Bernardino CoC program including the ESG. Article IV Membership   Packet Pg. 137 3 A. ICH Membership Composition The membership of the ICH shall be broadly based with representation from all sectors of the community, including but not limited to: homeless service providers, representatives of federal, state and local government, corporations, and concerned individuals. Due to the large size of San Bernardino County (22,000+ square miles) and to encourage collaboration among members, representation on ICH will be on a regional basis. The regions will be as follows: West Valley Region: Encompasses the cities of Chino, Chino Hills, Montclair, Ontario, Rancho Cucamonga, Upland, and the surrounding unincorporated communities. Central Valley Region: Encompasses the cities of Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, Yucaipa, and the surrounding unincorporated communities. East Valley Region: Encompasses the cities of Needles, Twenty-nine Palms, Yucca Valley, and the surrounding unincorporated communities. Desert Region: Encompasses the cities of Adelanto, Apple Valley, Barstow, Hesperia, Victorville, and the surrounding unincorporated communities. Mountain Region: Encompasses the city of Big Bear and the unincorporated communities which include Blue Jay, Cedar Glen, Cedarpines Park, Crestline, Forest Falls, Green Valley Lake, Lake Arrowhead, Rim Forrest, Running Springs, Skyforest, Sugarloaf, and Twin Peaks. A member whose service area covers more than one Region shall designate a Region as their primary service area. Members may participate in meetings and activities outside of their designated Region, but may only hold the office of Regional Representative in their designated Region The ICH membership shall be composed of no more than 19 members. 1. Two (2) members from the San Bernardino County Board of Supervisors or designee; 2. City Representative (West Valley Region) 3. City Representative (Central Valley Region) 4. City Representative (East Valley Region)   Packet Pg. 138 4 5. City Representative (Desert Region) 6. City Representative (Mountain Region) 7. San Bernardino County Law & Justice Group 8. San Bernardino County Superintendent of Schools 9. Deputy Executive Officer, Community Development & Housing Agency 10. Assistant Executive Officer of Human Services 11. Director of the Department of Behavioral Health 12. Director of the Housing Authority of San Bernardino County 13. Homeless Provider Network (West Valley Region) 14. Homeless Provider Network (Central Valley Region) 15. Homeless Provider Network (East Valley Region) 16. Homeless Provider Network (Desert Region) 17. Homeless Provider Network (Mountain Region) 18. Homeless or Formerly Homeless Individual City Representatives will be selected by the City Selection Committee of San Bernardino County (Government Code 50270 et. Seq.). Should a city seat not be filled within thirty (30) days of a vacancy, the seat will default to an at-large position from the same region, with said appointment being made by the ICH members. City representatives are not required to be council members but must be at the level of a department director or higher. The HPN Chair will automatically serve as the delegate member from his/her region. Should a HPN regional seat not be filled within thirty (30) days of a vacancy, the seat will default to an at-large position from the same region, with said appointment being made by the ICH members. Regional representatives will also participate in their respective regional subcommittee. B. Membership Application and Approval Process Solicitation for ICH membership applications for unfilled positions shall begin no less than eight weeks after the vacancy of an individual ICH member. The Office of Homeless Services (OHS) on behalf of the ICH shall circulate a “Call for Applications” to the appropriate organization or parties. The “Call for Applications” will set forth the criteria for appointment to the ICH, and will set the deadline for the receipt of said applications. Applications must be accompanied by a Letter of Recommendation from the sponsoring ICH Member agency or organization or an individual Member of the ICH. Directors listed in Article IV, section A, and elected officials, which have been designated to sit on the ICH by a local government agency listed in Article IV, section A, shall become a member of the ICH by reason of their position without application. Designees, recommended in lieu of the above listed individuals, must comply with the application process.   Packet Pg. 139 5 The ICH will establish an ad-hoc Application Review Committee as needed to review applications and develop a screening process. The Application Review Committee will recommend candidates for appointment to the ICH after reviewing the applications. The OHS shall prepare a synopsis of the recommended applicant’s qualifications for the ICH. OHS shall forward the recommendations and synopses to the ICH no later than two (2) weeks prior to the next regularly scheduled meeting at which the approval of new members will occur. C. Membership Terms of Service Once appointed to the ICH, Members shall serve an unlimited term unless the relationship is terminated pursuant to the terms of Article IV of these Bylaws.1 . D. Membership Responsibilities All Members are expected to attend meetings. Member absences will be noted in the minutes. Other responsibilities may include: 1. Providing oral and/or written comment on issues being discussed by the ICH; 2. Assisting in the development and implementation of task forces, subcommittees and/or committees necessary to conduct the business of the ICH; 3. Supporting and participating in training, summits, and activities sponsored by the ICH; 4. Active participation in the annual Point-in-Time Count; 5. Reviewing and commenting on documents, such as those concerning the Continuum of Care Homeless Assistance Grant funding; and 6. Providing regular reports and updates regarding ICH activities and progress back to member agencies (i.e., inclusion of ICH agenda and minutes in the agency’s official public records). E. Membership Voting 1. A Member representing more than one Agency or Office shall receive only one vote. 2. A Member shall designate one representative to vote on behalf of the Member and may establish one alternate to vote in the absence of the designated representative. F. Membership Vacancies 1. ICH membership ends when: At least ninety (90) days notice shall be given unless otherwise mutually agreed.   Packet Pg. 140 6 a. A Member resigns or is unable to serve for justified reasons; or b. A Member is deemed inactive by the ICH upon the relevant facts that have been presented; or c. A Member is replaced by the sponsoring agency or organization; or d. A Member is terminated by a majority of the ICH for just cause: i. Charged with a crime that would subject the Member to debarment, suspension, disqualification or other exclusion from participating in a federally funded transaction pursuant to federal law. ii. Unprofessional behavior. iii. Violation of these bylaws. iv. Conduct prejudicial to the best interests of the ICH; v. Lack of participation in three (3) consecutive ICH meetings without prior ICH approval. vi. Just cause as defined by the majority of the ICH. 2. Termination of an individual’s membership does not terminate the sponsoring agency or organization’s representation of the ICH. 3. If a Member representative who has been duly notified of ICH meetings misses three meetings within a one-year period, the Chair shall formally and in writing contact the Member requesting a written response of the ability of the Member’s representative to continue participation in the ICH. If a written response acceptable to the Chair is not received within 30 calendar days, then the Chair may ask that a new representative be designated. Article V Officers The ICH shall elect from among its Members a Chair and Vice Chair. Each officer shall serve for a term of two (2) years commencing October 1 and ending September 30 of the second year. A. Selection of Officers Officers shall be nominated by the membership and elected to office by a majority vote of the Members present at a meeting in which a quorum has been established. B. Duties of Officers 1. The duties of the Chair shall include: a. Provide oversight, direction and leadership to the ICH. b. Conduct and facilitate ICH Meetings. c. Coordinate agenda setting with the Office of Homeless Services (OHS).   Packet Pg. 141 7 d. Appoint Committee Chairs. 2. The duties of the Vice Chair shall include: a. Perform all of the Chair’s duties in the absence of the Chair, unless the Bylaws of the ICH provide otherwise. b. Perform other duties as requested. Note: In the absence of the Chair and the Vice-Chair a staff member of the Office of Homeless Services shall chair the meeting(s). Article VI Vacancies of Officers Should the office of Chair become vacant prior to the end of the present term, the Vice-Chair shall complete the term of office. The position of the Vice-Chair shall be filled by a special vote at the next regular ICH meeting. Article VII Meetings A. Regular Meetings Regular meetings of the ICH shall be held at least bi-monthly at a time and date determined by the Members, or as modified by a majority vote of the Members at any regular meeting where a quorum has been established. B. Special Meetings A special meeting may be called at any time by the Chair, or at the request of the majority of the Members, by delivering personally or by mail or electronically written notice of the date and purpose of the meeting to each Member 48 hours before the time specified in the notice. C. Governing Rules Meetings shall be conducted in accordance with the provisions of the Brown Act (Government Code, section 54950, et seq.) and under Robert’s Rules of Order. Each member will be provided with a copy of Roberts Rules of Order at installation. Article VIII Quorum   Packet Pg. 142 8 8/28/19 One half of the Members in good standing, plus one, shall constitute a quorum for the transaction of business. The affirmative votes of at least a majority of the Members constituting a quorum at a duly scheduled meeting shall be required to take any action. A member in good standing is a Member of the ICH who has met membership and attendance requirements. Article IX Agenda The agenda for the regular meetings shall be prepared in consultation with the ICH Chair and distributed by OHS to each Member at least seven (7) calendar days prior to the meeting. The agenda should be accompanied by agenda support materials and shall be posted per the Brown Act requirements. Article X Agenda Deadline All matters to be considered for the agenda must be submitted to the OHS at least fourteen (14) calendar days prior to the meeting. Article XI Minutes Minutes shall be taken and distributed by the Office of Homeless Services, or designee. The Chair, and/or the Office of Homeless Services shall review and preliminarily approve the minutes prior to distribution. Minutes shall normally go out with the agenda for approval at the next meeting. Article XII Amendments These bylaws may be amended by a two-thirds vote of the Members present at a meeting in which a quorum has been established in compliance with Robert’s Rules of Order. _________________________________________________________________________________________________________________ CERTIFICATE OF OHS I certify that the above bylaws, consisting of eight (8) pages, including this page, are the bylaws of this body as amended by the Members. Date: By: Tom Hernandez - Office of Homeless Service   Packet Pg. 143 9 APPENDIX A   Packet Pg. 144 10 APPENDIX B   Packet Pg. 145 UPDATED MAY 5, 2022 SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTSBYLAWS   Packet Pg. 146 Page 1 of 31      BYLAWS    THE SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS    Preamble    The Southern California Association of Governments (hereinafter referred to as either the  “Association” or “SCAG”) is an agency voluntarily established by its Members pursuant to the Joint  Exercise of Powers Act for the purpose of providing a forum for discussion, study and development  of recommendations on regional challenges and opportunities of mutual interest and concern  regarding the orderly physical development of the Southern California Region among units of local  government.    ARTICLE I ‐ FUNCTIONS    The functions of the Association are:    A. Exchange of objective planning information. Making available to Members plans and planning  studies, completed or proposed by local governments, Tribal Governments, or those of State or  Federal agencies, which would affect local governments.    B. Identification and study of challenges and opportunities requiring objective planning by  jurisdictions in more than one (1) county in the Southern California area and the making of  appropriate policy or action recommendations.    C. Review and/or develop governmental proposals. Review and/or develop proposals creating  agencies of regional scope, and the making of appropriate policy or action recommendations  concerning the need for such units or agencies.    D. Consider questions of common interest and concern to Members of the Association in the  region and develop policy and action recommendations of an advisory nature only.    E. Act upon any matter to the extent and in the manner required, permitted or authorized by any  joint powers agreements, State or Federal law, or the regulations adopted pursuant to any such  law.    F. Assist local Association Members in the acquisition of real and personal property convenient or  necessary for the operation of Members by entering into such financing agreements as are  necessary to accomplish the pooling and common marketing of such agreements or certificates  of participation in order to reduce the cost to Members of the acquisition of such real or personal  property.    G. Undertake transportation planning programs and activities in accordance with the Association’s  responsibilities as a metropolitan planning organization as outlined in 23 U.S.C.A. § 134 et seq.,  and as may be amended from time to time.      Packet Pg. 147 Page 2 of 31      ARTICLE II – DEFINITIONS    A. Advisory Member or Advisory Member of the Association, as used in these Bylaws, means a  federally recognized Indian Nation within the SCAG Region, as defined below, that is  significantly involved in regional problems or whose boundaries include territory in more than  one county and that has paid its annual dues assessment.    B. Alternate, as used in these Bylaws, means either the mayor or a member of the legislative body  of a member city, or the chair of the Board of Supervisors or a member of the legislative body of a  member county who has been appointed by a Member of the Association to serve in an official  capacity for all matters at a meeting of the General Assembly but only in the absence of the  Official Representative of the member city or county. An Advisory Member of the Association  may also appoint an Alternate to serve in the absence of the Official Representative of the  Advisory Member.    C. Association, as used in these Bylaws, means the Southern California Association of  Governments as established by that certain Southern California Association of Governments  Agreement filed with the California Secretary of State on April 20, 1973, (said Agreement is  hereinafter referred to as “Joint Powers Agreement”).    D. Association budget or annual budget or budget, as used in these Bylaws, shall mean the  summation and presentation of all general fund revenues obtained by the Association from dues  from Members, Advisory Members, and Regional Council members, and other sources of  revenue and a summation and presentation of the costs, expenditures, savings and reserve  accounts utilizing such revenue but specifically excluding all funds and expenditures associated  with specific federal or state funding programs such as the Association’s annual Overall Work  Program.    E. Days or days, as used in these Bylaws, means calendar days.    F. General Assembly, as used in these Bylaws, means a meeting of the Official Representatives of  the Members and the Advisory Members of the Association.    G. Member, member or Member of the Association, as used in these Bylaws, means a city, county  or County Transportation Commission within the SCAG Region, as defined below, that has  satisfied the conditions of membership in Article III below.    H. Official Representative, as used in these Bylaws, means (1) the mayor or a member of the  legislative body of a member city, or (2) the chair of the Board of Supervisors or a member of  the Board of Supervisors of a member county, or (3) the chair or a member of the governing  board of a member County Transportation Commission (CTC) within the SCAG Region who has  been appointed by a Member of the Association to serve in an official capacity at a meeting of  the General Assembly. Official Representatives may also be referred to as “Delegates” of the  Association. An Advisory Member of the Association may also appoint an Official Representative  to serve in an official capacity at a meeting of the General Assembly.    Packet Pg. 148 Page 3 of 31        I. Regional Council Policy Manual, as used in these Bylaws, means that Policy Manual first  adopted by the Regional Council on July 12, 2007, and all subsequent amendments and  updates approved by the Regional Council. In the event of a conflict between any part of the  Regional council Policy Manual and any part of these Bylaws, these Bylaws shall prevail.    J. Regional Council member, as used in these Bylaws, means a Member of the Association or an  Advisory Member of the Association or another entity specified in these as used in these Bylaws,  means a Member of the Association or an Advisory Member of the Association or another entity  specified in these Bylaws which is able to appoint a voting representative to serve on the  Regional Council or whose city council members may participate in the selection of a District  representative to serve on the  Regional Council,    K. SCAG Region, as used in these Bylaws, means the counties of Imperial, Los Angeles, Orange,  Riverside, San Bernardino, and Ventura.    L. Voting‐Eligible or voting‐eligible, as used in these Bylaws, describes those Members of the  Association, Advisory Members of the Association and Regional Council members who retain  all voting rights and who have not had their voting rights suspended as described in Article VIII,  Paragraph C.    ARTICLE III – ASSOCIATION MEMBERSHIP AND REPRESENTATION   FOR THE GENERAL ASSEMBLY    A. Membership    (1) All cities and all counties within the area of the SCAG Region are eligible for membership  in the Association. In addition, each CTC from the SCAG Region is also eligible for  membership in the Association.    (2) Each member county and each member city shall have one (1) Official Representative  and one (1) Alternate in the General Assembly, except that the City of Los Angeles, if  and while it is a member city, shall have three (3) Official Representatives and three (3)  Alternates. Each member CTC shall have one (1) Official Representative in the General  Assembly.    (3) Membership in the Association shall be contingent upon the execution of the Joint  Powers Agreement and the payment by each member county, member city, or  member CTC of each annual dues assessment.    (4) Any federally recognized Indian Nation within the SCAG Region which is significantly  involved in regional problems or the boundaries of which include territory in more than  one (1) county, shall be eligible for an Advisory Membership in the Association. In  addition to selecting Official Representatives and Alternates for the General Assembly,  such Advisory Members may collectively select a single representative from the Tribal    Packet Pg. 149 Page 4 of 31      Government Regional Planning Board, who shall be a locally elected Tribal Council  member from a federally recognized Indian Nation and who shall serve on the Regional  Council and may fully participate in the work of committees of the Association  contingent upon the payment of the annual dues assessment.    B. Representation in the General Assembly    (1) Only the Official Representative present or the Alternate present in the absence of the  Official Representative shall represent a Member of the Association or an Advisory  Member of the Association in the General Assembly; provided, however, that a member  of the Board of Supervisors of a member county may participate in the discussions of  the General Assembly.     (2) Except as described herein, the Official Representative in the General Assembly of each  member city of the Association, member‐county of the Association and member CTC of  the Association shall be its respective Regional Council representative. Further, and  except as described herein, the Official Representative in the General Assembly of an  Advisory Member of the Association shall be its respective representative to the Regional  Council.    (3) In the event that a member city of the Association does not have one of its city council  members as its respective Regional Council representative, or if a member city does not  wish to have its Regional Council representative be its Official Representative or  Alternate, the member city may appoint as its Official Representative or Alternate a  member of its city council who is not a Regional Council representative; provided that if  and while the City of Los Angeles is a member city, the mayor of the City of Los Angeles  shall be one of its Official Representatives. Further, in the event that an Advisory  Member of the Association does not have one of its Tribal Council members as its  representative to the Regional Council or if the Advisory Member does not wish to have  its representative to the Regional Council be its Official Representative or Alternate, the  Advisory Member may appoint a locally elected Tribal Council member as its Official  Representative or Alternate.    (4) In the event that a member county of the Association does not wish to have its  respective Regional Council representative be its Official Representative or Alternate,  the member county may appoint as its Official Representative or Alternate a member of  the Board of Supervisors who is not a Regional Council representative.    (5) In the event that a member CTC of the Association does not wish to have its respective  Regional Council representative be its Official Representative, the member CTC may  appoint as its Official Representative a member of the CTC Governing Board who is not  a Regional Council representative.    (6) Names of all Official Representatives and Alternates shall be communicated in writing to   the Association by the appointing city, county, CTC, or Tribal Council at least thirty (30)    Packet Pg. 150 Page 5 of 31      days before the annual meeting of the General Assembly. However, the SCAG President  or the SCAG Executive Director may waive this deadline, upon the request of an  appointing city, county, CTC or Tribal Council, as long as the name or names are  communicated in writing to the Association before the opening of the General  Assembly.    (7) An Official Representative or Alternate shall serve until a successor is appointed, except  if an Official Representative or Alternate ceases to be a member of the appointing  legislative body or Tribal Council or cannot serve as an Official Representative or  Alternate because of a federal or state statute or regulation or resigns as an Official  Representative or Alternate, then the position shall be vacant until a successor is  appointed.    (8) All Official Representatives and Alternates shall file Statement of Economic Interest  forms and comply with all SCAG policies regarding conflict‐of‐interest, harassment and  discrimination.     ARTICLE IV – GENERAL ASSEMBLY    A. Powers and Functions    Subject to Article I, the powers of the General Assembly, shall include the following.    (1) The General Assembly shall determine all policy matters for the Association, approve  they Bylaws and ratify the election of Officers.      (2) Any Official Representative (or Alternate acting in the absence of the respective Official  Representative) may, at any regular meeting of the General Assembly, propose a  subject(s) for study by the Association provided that the Official Representative (but not  the Alternate) has notified the President of the proposal forty‐five (45) days in advance  of any regular meeting of the General Assembly. The General Assembly may determine  whether a study will be made of the subject(s) proposed, or may refer such subject(s)  to the Regional Council.    (3) Any Official Representative (or Alternate acting in the absence of the respective Official  Representative) may, at any regular meeting of the General Assembly, request a review  by the General Assembly of any action of the Regional Council which has been taken  between meetings of the General Assembly provided that the Official Representative  (but not the Alternate) has notified the President of the review request forty‐five (45)  days in advance of any regular meeting of the General Assembly    (4) The General Assembly shall review the proposed Association budget and annual dues  assessment schedule and shall adopt an annual Association budget and an annual dues  assessment schedule.    (5) Any Official Representative (but not an Alternate) who desires to propose any policy    Packet Pg. 151 Page 6 of 31      matter for action by the General Assembly shall submit the matter to the Association in  the form of a proposed resolution by a deadline established by the Association, that is  subject to waiver by the SCAG President or Executive Director but which in all cases must  be at least forty‐five (45) days prior to any regular meeting of the General Assembly.  The Bylaws and Resolutions Committee, whose membership and responsibilities are  described in Article XI of these Bylaws, shall consider each such proposed resolution,  and shall submit its recommendation to the Regional Council. A copy of each such  proposed resolution whose approval is recommended by the Regional Council shall be  included in the agenda materials for the regular meeting of the General Assembly.    B. Meetings    (1) A regular meeting of the General Assembly shall be held once a year. Special meetings  of the General Assembly may be called by the Regional Council upon the request of the  President and with the affirmative votes of a majority of the representatives of voting‐ eligible Regional Council members who are present and voting at a meeting of the  Regional Council with a quorum in attendance. Ten (10) days’ written notice of a special  meeting shall be given to the Official Representatives and Alternates of each Member  and Advisory Member of the Association. An agenda specifying the subject of the special  meeting shall accompany the notice.     (2) The time, date and location for meetings of the General Assembly shall be determined  by the Regional Council.     (3) Notice of the regular meeting of the General Assembly shall be given to the Official  Representatives and Alternates of each Member and Advisory Member of the  Association at least twenty‐one (21) days prior to each regular meeting. An agenda for  the regular meeting shall accompany the notice. Notice of any changes to the agenda  shall be given at least ten (10) days prior to the regular meeting.    (4) The General Assembly may adopt rules for its own procedures but any such rules so  adopted must be consistent with these Bylaws.    C. Voting    (1) A quorum of the General Assembly shall consist of one‐third of the number of Official  Representative positions for voting‐eligible Members of the Association or Advisory  Members of the Association. Unfilled Official Representative positions from Voting‐  eligible Members and Advisory Members of the Association will be counted in the  determination of a quorum for the General Assembly.    (2) Each Official Representative of a voting‐eligible Member or Advisory Member of the  Association shall have one (1) vote. In the absence of the Official Representative, the  Alternate shall be entitled to vote. Unless otherwise identified in these Bylaws, an  affirmative vote of a majority of the Official Representatives or Alternates of the voting‐   Packet Pg. 152 Page 7 of 31      eligible Members and Advisory Members of the Association present at the General  Assembly and voting with a quorum in attendance shall be necessary for the approval  or adoption of any matter presented for action to the General Assembly.    (3) Voting may be by voice, displaying voting cards, roll call vote or through the use of an  electronic voting system. A roll call vote shall be conducted upon the demand of five (5)  Official Representatives or their Alternates present, or at the discretion of the presiding  officer.     ARTICLE V – REGIONAL COUNCIL    A. Regional Council Organization: There shall be a Regional Council of the Association which shall  be organized as set forth below and which shall be responsible for such functions as are  hereinafter set forth:    (1) Membership: The membership of the Regional Council shall be comprised of: one (1)  representative from each member county Board of Supervisors, except for the County of  Los Angeles which shall have two (2) representatives; one (1) representative from the  Tribal Government Regional Planning Board, who shall be a locally elected Tribal Council  member from a federally recognized Indian Nation within the SCAG Region; one (1)  representative from each District (as defined below); the Mayor of the City of Los  Angeles serving as an at‐large representative for the City; one (1) city council member  or member of a county Board of Supervisors, from the governing boards of each of the  six (6) CTCs; one (1) local government elected representative from one of the five (5) Air  Districts within the SCAG Region to represent all five (5) of the Air Districts; one (1) local  government elected representative from the Transportation Corridor Agencies (TCA);  one (1) local government elected representative serving as the Public Transportation  Representative to represent the transit interests of all of the operators in the SCAG  region; and a representative from the private sector appointed by the President to serve  on both the Regional Council and the Executive/Administration Committee and who  would serve on the Regional Council in an ex‐officio, non‐voting capacity.    (a) Districts: For purposes of representation on the Regional Council, Districts shall  be organized and defined as follows:    (1) A District shall be established by the Regional Council and generally shall  be comprised of a group of cities that have a geographic community of  interest and have approximately equal population. In some cases  involving cities with large populations, a District will include only one  city. A District may be comprised of cities within different counties, but  Districts established within a subregion under Article V A (1)(a)(5) of  these Bylaws shall include only cities within the boundary of such  subregion. Procedures for District representative elections and  appointments shall be set forth under the Regional Council Policy  Manual.    Packet Pg. 153 Page 8 of 31        (2) In every calendar year ending in 3 or 8, the Regional Council shall review,  and, if it deems necessary, modify or establish District boundaries based  upon city population data as most recently available from the State  Department of Finance.    (3) Notwithstanding any other provisions of these Bylaws, in the event that  District boundaries are changed as a result of a Regional Council review,  then any impacted District shall have the option to retain its current  District representative until the completion of the District  representative’s term or until a special election is held, no later than two  (2) months after final action by the Regional Council, to elect a District  representative who shall serve for a term established by the Regional  Council. Such special elections shall be held in accordance with the  District representative election procedures described in the Regional  Council Policy Manual.    (4) If a new city within the SCAG Region is incorporated after Districts have  been established or reviewed, the newly incorporated city shall be  assigned by the Regional Council, in consultation with any applicable  subregional organization, to a District with other cities with which it has  contiguous borders until such time as District boundaries are again  reviewed by the Regional Council.    (5) In any area where a subregional organization has either (1) been  formally established under a joint powers agreement pursuant to  California Government Code Sections 6500 et. seq. to serve as the  subregional planning agency for the general purpose local governments  and is not a single‐purpose joint powers authority or a special district  entity, or (2) been recognized by action of the Regional Council; and is  organized for general planning purposes such as for the purpose of  conducting studies and projects designed to improve and coordinate the  common governmental responsibilities and services on an area‐wide and  regional basis, exploring areas of intergovernmental cooperation and  coordination of governmental programs and providing  recommendations and solutions to problems of common and general  concern, such subregional organization shall make recommendations to  establish a District (or Districts) within the boundaries of such  subregional area. For purposes of establishing Districts, the subregional  organization shall use the description of a District as set forth in Article  V A,(1)(a)(1) of these Bylaws. The subregional organization shall have  authority to make recommendations to the Regional Council to  establish or modify Districts in every year ending in 3 or 8 and shall use  city populations as most recently determined by the State Department  of Finance.    Packet Pg. 154 Page 9 of 31      (6) The Regional Council shall establish no more than seventy (70) Districts.     (b) Regional Council Representation    (1) Every member city of the Association shall have at least one District  representative.    (2) CTC, TCA and the Tribal Government Regional Planning Board  representatives to the Regional Council shall be appointed by their  respective governing boards, and the appointments shall be formally  communicated in writing to the Association. The Air District  representative shall be determined by the five (5) Air Districts within the  SCAG Region, with such determination formally communicated in  writing to the Association.    (3) The position of the Public Transportation Representative will rotate  among the six CTCs in the SCAG Region, and each CTC in turn will make a  two‐year appointment subject to the President’s official appointment.  The Chief Executive Officers of the CTCs may develop additional  procedures for the selection process. A representative from the Los  Angeles County Metropolitan Transportation Authority shall serve as  the initial Public Transportation Representative on the Regional Council.    (2) Terms of Office:    (a) Membership on the Regional Council by District representatives shall be for two  (2) years except for those District representatives elected through special  elections or appointments as described below and in Article V A. above. Terms  of District representatives shall commence on the adjournment of the annual  meeting of the General Assembly and expire at the conclusion of the second  regular meeting of the General Assembly occurring after their terms commence.  If a District representative resigns from his or her position as the District  representative or officially ceases to be a locally elected official, his or her District  representative position shall be declared vacant by the President on the  effective date of the resignation or the end of the elected official’s locally  elected position. Moreover, the President shall immediately declare vacant the  position of a District representative if required by federal or state statutes or  regulations, or in response to a no confidence vote by a District undertaken in  accordance with the Regional Council Policy Manual or because of a failure to  follow the election or appointment policies contained in the Regional Council  Policy Manual. A no confidence vote shall only be undertaken in response to a  resolution passed by all cities in the District that are voting eligible Members of  the Association. All such vacancies shall be filled through special elections or  new appointments as set forth in the Regional Council Policy Manual. In the case  of District representatives elected pursuant to special elections or newly    Packet Pg. 155 Page 10 of 31      appointed to fill vacancies, the term shall be for such time as will fill out the  remainder of the vacated term.    (b) The terms of District representatives who represent even‐numbered Districts  shall be two (2) years and shall expire in even‐numbered years. Terms of District  representatives who represent odd‐numbered Districts shall be two (2) years  and shall expire in odd‐numbered years.    (c) Representatives to the Regional Council from the counties that are Members of  the Association and from the CTCs, the Tribal Government Regional Planning  Board, Air Districts, TCA, and the Public Transportation Representative shall  have two (2) year terms, commencing on the date of appointment by the  organizations they each representative and expiring two (2) years thereafter. If  a representative described in this Article V A. (2)(c) ceases to be a locally elected  official, or if so required by federal or state statutes or regulations, or if his or  her appointment is rescinded by the appointing legislative body, his or her  position on the Regional Council shall immediately be declared vacant by the  President. Such a vacancy on the Regional Council shall be filled by action of the  respective county, CTC, the Tribal Government Regional Planning Board, TCA,  the five Air Districts in the SCAG Region in the case of the Air District  representative, and the CTCs in the SCAG Region with respect to the Public  Transportation Representative.    (3) Meetings: Unless the Regional Council decides otherwise, it shall generally meet at least  once a month. The date, time and location of the Regional Council meetings shall be  recommended by the Executive Director and ratified by the Regional Council. Meetings  shall be held upon the call of the President or upon the call of a majority of the members  of the Regional Council. The Regional Council may adopt any other meeting procedures  as part of the Regional Council Policy Manual.     (4) Duties    (a) Subject to the policy established by the General Assembly, the Regional Council  shall conduct the affairs of the Association, approve the Overall Work Plan (OWP)  Budget required by state and federal agencies and any other similar budgets  required by funding agencies, and approve the Regional Council Policy Manual and  any amendments thereto. The Executive Director or his designee shall have the  authority to make administrative modifications to the Regional Council Policy  Manual to reflect past Regional Council actions without the Regional Council’s  approval of a formal amendment to the Regional Council Policy Manual.    (b) The Regional Council shall review and may amend the proposed annual budget as  prepared by the Executive Director. The proposed budget and the assessment  schedule, as approved by Regional Council, shall be submitted to the members of  the General Assembly at least thirty (30) days before the annual meeting. After  the adoption of the annual budget assessment schedule by the General Assembly,    Packet Pg. 156 Page 11 of 31      the Regional Council shall control all Association expenditures in accordance with  such budget.      (1) The Regional Council shall have the power to transfer funds within the  total budget amount in order to meet unanticipated needs or changed  situations. Such action shall be reported to the General Assembly at its  next regular meeting.    (2) At each annual meeting of the General Assembly, the Regional Council shall  report on all budget and financial transactions since the previous annual  meeting.    (c) The Regional Council shall submit a report of its activities at each regular  meeting of the General Assembly.    (d) The Regional Council shall have the authority to appoint, ratify the annual Work  Plan of, approve the Employment Agreement of (including all compensation and  benefits) and remove an Executive Director of the Association, and shall also have  the authority to fix the salary classification levels for employees of the Association.    (e) The Regional Council shall have the power to establish committees or  subcommittees to study specific problems, programs, and other matters which the  Regional Council or General Assembly have approved for study. The SCAG President  shall appoint all members and all chairs of committees and subcommittees that  are established to study such specific problems or programs. At the discretion of  the SCAG President, the chair of a Policy Committee may appoint the membership  and chair of a subcommittee of said Policy Committee.    (f) Recommendations from committees for policy decisions shall be made to the  Regional Council. The Regional Council shall have the authority to act upon  policy recommendations including policy recommendations from the  committees, or it may submit such recommendations, together with its  comments, to the General Assembly for action.    (g) The Regional Council shall be responsible for carrying out policy decisions made  by the General Assembly.    (h) Representatives of Regional Council members serving on the Regional Council  may make informational inquiries of the Executive Director or Association  executive staff consistent with the official Association duties of such  representatives; however, such representatives shall refrain from any actions or  contacts within the Association that would interfere with the powers and duties  of the Executive Director.    (i) All representatives of Regional Council members serving on the Regional Council  shall file Statement of Economic Interest forms and comply with the all SCAG    Packet Pg. 157 Page 12 of 31      policies regarding conflict‐of‐interest, harassment, discrimination and other  matters as described in the Regional Council Policy Manual.    (5) Voting: In the Regional Council voting shall be conducted in the following manner:    (a) Only representatives of the voting‐eligible Regional Council members shall have  the right to vote at meetings of the Regional Council. Proxy votes are not allowed  and representatives must be present at a Regional Council meeting in order to  cast a vote.      (b) One‐third (1/3) of the total number of representative positions from voting‐ eligible  Regional Council members shall constitute a quorum of the Regional Council. The  unfilled representative positions of voting‐eligible Regional Council members shall  be counted in the determination of a quorum.    (c) The affirmative votes of a majority of the representatives of voting‐eligible Regional  Council members voting with a quorum in attendance are required for action by the  Regional Council, except as set forth in subsection (d) below.    (d) In order to appoint or remove the Executive Director, the affirmative vote of not  less than a majority of the total number of representative positions, including  unfilled representative positions, of the voting‐eligible Regional Council members is  required.     (e) Each representative from a CTC, the Tribal Government Regional Planning Board,  the Air Districts and TCA as well as the Public Transportation Representative shall  have the right to vote in the same manner as other representatives of voting‐eligible  Members of the Association serving on the Regional Council.     (f) Representatives of voting‐eligible Regional Council members serving on the  Regional Council are free to abstain from voting on any issue before the Regional  Council. Any abstention does not count as a vote in favor or against a motion.     (g) Due to the inability of Regional Council members to review main motions other  than those presented as a “recommended action” in a meeting’s agenda  material prior to a Regional Council meeting, the President shall not proceed  with a vote on a main motion that differs from the “recommended action” in a  meeting’s agenda material until the Clerk or counsel has re‐stated such a motion  and an opportunity has been provided to Regional Council members to permit  them to deliberate and debate such a motion.    (6) Expenses: Representatives of Regional Council members who serve on the Regional  Council shall serve with compensation and shall be reimbursed for the actual necessary  expenses incurred by them in the performance of their duties for the Association, to the  extent that such compensation and reimbursement are not otherwise provided to them  by another public agency, a Tribal Government or the Tribal Government Regional    Packet Pg. 158 Page 13 of 31      Planning Board. The Regional Council shall determine the amount of such compensation  and set forth other procedures for expenses in the Regional Council Policy Manual.    B. Permanent Committees: For the purpose of developing policy recommendations to the  Regional Council, the Regional Council shall establish as permanent committees the  “Executive/Administration Committee,” the “Legislative/Communications and Membership  Committee” and the three (3) policy committees known as the “Transportation Committee,” the  “Energy and Environment Committee,” and the “Community, Economic and Human  Development Committee” (the latter three committees collectively referred to herein as the  “Policy Committees”.) In addition, the “Emerging Technologies Committee” is established by  the Regional Council to research and identify new and emerging technologies that may play a  role in transportation planning.    C. Executive/Administration Committee    (1) Membership: The membership of the Executive/Administration Committee (EAC) shall  include the President, First Vice‐ President, Second Vice‐President and Immediate Past‐ President and the President shall serve as the Chair. The EAC shall also include the  respective Chairs and Vice Chairs of the Legislative/Communications and Membership  Committee and the three (3) Policy Committees, the representative from the Tribal  Government Regional Planning Board serving on the Regional Council, and an additional  four (4) representatives of Regional Council members who are appointed by the  President. In making the appointments, the President shall ensure that the six (6)  counties within the SCAG Region have representatives on the EAC. In addition, the  representative from the private sector appointed by the President to serve on the  Regional Council in an ex‐officio, non‐voting capacity shall also serve on the EAC in an  ex‐officio, non‐voting capacity. Appointments by the President to a position on the EAC  shall be for approximate one (1) year terms, and such appointments shall expire upon  the adjournment of the next regular meeting of the General Assembly.    (2) Meetings: The EAC shall generally meet at least once a month and in accordance with the  Regional Council Policy Manual, except that the EAC may decide not to meet upon the call  of the EAC chair after consultation with the Executive Director or his designee.    (3) Duties:    (a) Subject to any limitations that may be established by the General Assembly  and/or the Regional Council, the EAC is authorized to make decisions and take  actions that are binding upon the Association if the President or the Executive  Director determine that such decisions or actions are necessary prior to the next  regular meeting of the Regional Council.     (b) Subject to the policies of the Regional Council, the EAC shall be responsible for:  (1) developing policy recommendations to the Regional Council on  administration, human resources, budgets, finance, operations,    Packet Pg. 159 Page 14 of 31      communications, or any other matter specifically referred by the Regional  Council; and (2) negotiating and approving an Annual Work Plan with the  Executive Director, which shall be subject to ratification by the Regional Council.  The Executive Director’s Annual Work Plan shall be effective the first day of July  of the calendar year. The EAC shall be responsible for performing the annual  evaluation of the Executive Director’s performance and for making  recommendations to the Regional Council regarding the Employment  Agreement of the Executive Director. The EAC shall complete its annual  evaluation of the Executive Director’s performance no later than the regularly  scheduled June meeting of the Regional Council.    (c) The powers and duties of the EAC shall include such other duties as the Regional  Council may delegate.    (4) Voting: A quorum shall be one‐third (1/3) of the representatives of the voting‐eligible  Regional Council members who are appointed and serving on the EAC. There shall be  no  proxy votes and representatives must be present to vote. The affirmative vote of the  majority of the representatives of the voting‐eligible Regional Council members who  are appointed and serving on the EAC and voting with a quorum in attendance is  required for an action by the EAC except that an affirmative vote of a majority of all of  the representatives of the voting‐eligible Regional Council members serving on the EAC  when the EAC acting on behalf of the Regional Council is required to make decisions or  take actions that are binding upon the Association with regard to the annual budget;  the hiring, removal, compensation and benefits of the Executive Director; and the salary  classification levels for employees of the Association.    D. Legislative/Communications and Membership Committee    (1) Membership: Representatives of voting‐eligible Regional Council members serving on  the Regional Council may serve on the Legislative/Communications and Membership  Committee (LCMC). Appointments to the LCMC shall be made by the President for  approximate one (1) year terms that expire at the adjournment of the next regular  meeting of the General Assembly. The President shall appoint the chair and vice chair of  the LCMC. All representatives appointed to the LCMC by the President shall have full  voting rights.    (2) Meetings: The LCMC shall generally meet once a month and in accordance with the  Regional Council Policy Manual, except that the LCMC may decide not to meet upon the  call of the LCMC chair after consultation with the Executive Director or his designee.    (3) Duties:    (a) The Legislative, Communications and Membership Committee shall be  responsible for developing recommendations to the Regional Council regarding  legislative and telecommunications matters; providing policy direction for the    Packet Pg. 160 Page 15 of 31      agency’s marketing communications strategy, outreach issues/materials and  electronic communications systems; reviewing sponsorship opportunities  whose cost will exceed $5,000; and promoting agency membership.    (b) The duties of the LCMC shall include other such duties as the Regional Council  may delegate.    (4) Quorum and Voting: A quorum of the LCMC shall be one‐third (1/3) of the  representatives of voting‐eligible Regional Council members serving on the LCMC. There  shall be no proxy votes and representatives must be present to vote. The affirmative  vote of a majority of the voting‐eligible Regional Council members serving on the LCMC  and voting with a quorum in attendance is required for an action by the LCMC.    E. Policy Committees    (1) Membership:    (a) The Policy Committees may include as voting committee members the  following: representatives of voting‐eligible Regional Council members serving  on the Regional Council; one (1) representative from the California Department  of Transportation; local government elected representatives from each of the  general purpose subregional organizations as established under Article  V(A)(1)(a)(5) of these Bylaws; and one (1) representative who is a general  purpose local elected official and duly appointed board member from an agency  with which the Association has a statutory or Memorandum of Understanding  relationship.    (b) The Policy Committees may include ex‐officio (non‐voting) committee members  who shall be representatives from regional and subregional single purpose  public agencies and other voting and ex‐offico (non‐voting) committee members  as approved by the Regional Council.    (c) Representatives of the CTCs, the Tribal Government Regional Planning Board,  TCA and the Air Districts serving on the Regional Council as well as the Public  Transportation Representative on the Regional Council may be appointed as  voting committee members of one of the Policy Committees.    (d) All committee members (voting and ex‐officio) of SCAG’s Policy Committees  shall be required to file Statement of Economic Interests forms and comply with  all SCAG policies regarding conflict‐of‐interest, harassment, discrimination and  other matters as described in the Regional Council Policy Manual.    (2) Appointments to Policy Committee:      (a) The President shall appoint all interested and available representatives of    Packet Pg. 161 Page 16 of 31      voting‐eligible Regional Council members who serve on the Regional Council to  one (1) of the Policy Committees as voting committee members for  approximate two (2) year terms that will expire at the adjournment of the  second regular meeting of the General Assembly following the appointment. In  making such appointments, the President shall, to the extent practicable,  appoint an equal number of voting committee members to each Policy  Committee taking into consideration regional representation, geographical  balance, diversity of views and other factors deemed appropriate by the  President.    (b) The President may appoint to one (1) of the Policy Committees as voting  committee members representatives of public agencies that have a statutory or  Memorandum of Understanding relationship with SCAG. The representatives  shall be appointed for approximate two (2) year terms that will expire at the  adjournment of the second regular meeting of the General Assembly following  each appointment. All such appointments will be in response to a written  request from each of the governing boards of the agencies. Appointments shall  be limited to one (1) representative from each public agency. In making such  appointments, the President shall consider regional representation.    (c) The President shall appoint ex‐officio (non‐voting) committee members to the  Policy Committees representing the business sector, labor, higher education  and community groups upon the recommendation of one of the respective  Policy Committees and approval by the Regional Council. The term of each such  ex‐officio committee member shall expire at the adjournment of the next regular  meeting of the General Assembly, however, each such ex‐officio committee  member may be re‐appointed by a future SCAG President.    (d) The President may appoint to one (1) Policy Committee as a voting committee  member one (1) elected representative from each of the subregional  organizations described in Article V E.(1)(a) of these Bylaws. Each such  appointment shall be for an approximate two (2) year term that shall expire at  the adjournment of the second regular meeting of the General Assembly  following the appointment.    (e) The President may appoint to the Policy Committees as voting committee  members additional local government elected representatives from each of the  subregional organizations identified in Article V E.(1)(a) of these Bylaws that has  at least four (4) Districts. One (1) additional local government elected  representative for each District in excess of three (3) Districts may be appointed  by the President. The governing boards of each of the subregional organizations  shall nominate the additional representatives to be considered by the President  for appointment. In making the appointments, the President shall consider,  among other things, regional representation. Each such appointment shall be  for an approximate two (2) year term that shall expire at the adjournment of  the second regular meeting of the General Assembly following the appointment.     Packet Pg. 162 Page 17 of 31        (f) In addition to the appointment of the representative of the Tribal Government  Regional Planning Board, the President may also appoint, with the consent of  the Tribal Government Regional Planning Board, additional representatives to  each Policy Committee such that the Tribal Government Regional Planning  Board may have two (2) voting committee members on each Policy Committee.  Such representative shall be locally elected Tribal Council members from the  federally recognized Indian Nations within the SCAG Region. Each of these  additional appointments shall be for approximate two (2) year terms that shall  expire at the adjournment of the second regular meeting of the General  Assembly following the appointments.    (g) In order to facilitate participation by member cities of the Association, the  President may make at‐large appointments of local elected officials from cities  that are not otherwise represented on a Policy Committee; provided, however,  that the President shall only make such at‐large appointments in response to  written requests from such cities and may make no more than six at‐large  appointments for each Policy Committee. The term of an at‐large representative  on a Policy Committee shall be limited to the remainder of the term of the  President except that the local elected official may continue to serve on the  Policy Committee if its respective city council approve his or her re‐appointment  and the next SCAG President authorizes the re‐appointment. Local elected  officials serving in an at‐large capacity on a Policy Committee shall be voting  committee members.    (h) To implement and advance the Association’s commitment to justice, equity,  diversity and inclusion, and to increase the representation of people of color  and low‐income communities in regional policy conversations, the seven (7)  County representatives (i.e., Supervisors) to the Regional Council may each  appoint one (1) local elected official, from a voting‐eligible Member of the  Association that has a Community of Concern (as defined below) located within  the Member’s boundaries, to serve on a Policy Committee.  A County  representative to the Regional Council making such an appointment shall notify  SCAG staff of the appointment in writing.  Within ten (10) business days of a  County representative’s notice making such an appointment, the President shall  place the appointed local elected official on one of the Policy Committees.  A  local elected official appointed pursuant to this provision shall serve for a term  of approximately two (2) years, commencing on the date the local elected  official is placed on a Policy Committee by the President and expiring at the  adjournment of the second regular meeting of the General Assembly following  date the person is placed on the Policy Committee.  Appointments to Policy  Committees pursuant to this provision shall be limited to one (1) representative  from each County except that Los Angeles County shall be permitted to have  two representatives (one for each County representative to the Regional  Council).  As used in this Article V.E(2)(h), the term “Community of Concern”  shall have the meaning given in SCAG’s most recently adopted Regional    Packet Pg. 163 Page 18 of 31      Transportation Plan/Sustainable Communities Strategy.    (3) Meetings: The Policy Committees shall generally meet at least once a month and in  accordance with the Regional Council Policy Manual, except that the Policy Committees  may decide not to meet upon the call of the respective Policy Committee Chair after  consultation with the Executive Director or his designee.    (4) Quorum and Voting: A quorum of a Policy Committee shall be one‐third of the voting  committee members. There shall be no proxy votes and representatives must be  present to vote. The affirmative vote of the majority of the voting committee members  of a Policy Committee voting with a quorum in attendance is required for an action by  a Policy Committee.    (5) Duties of the Transportation Committee (TC): The Transportation Committee shall  study and provide policy recommendations to the Regional Council relative to  challenges and opportunities, programs and other matters, which pertain to the  regional issues of mobility and accessibility, including, but not limited to all modes of  surface transportation, transportation system preservation and system management,  regional aviation, regional goods movement, transportation finance as well as  transportation control measures.    (6) Duties of the Energy and Environment Committee (EEC): The Energy and Environment  Committee shall study and provide policy recommendations to the Regional Council  relative to challenges and opportunities, programs and other matters, which pertain to  the regional issues of energy and the environment. EEC shall also be responsible for  reviewing and providing policy recommendations to the Regional Council on matters  pertaining to environmental compliance.     (7) Duties of the Community, Economic and Human Development Committee (CEHD): The  Community, Economic and Human Development Committee shall study and provide policy  recommendations to the Regional Council relative to challenges and opportunities,  programs and other matters which pertain to the regional issues of community, economic  and human development, housing and growth. CEHD shall also receive information regarding  projects, plans and programs of regional significance for determinations of consistency and  conformity with applicable regional plans.    F. Joint Policy Committee Meetings: The duties of the Policy Committees are specified in  subsections (5), (6) and (7) above. To the extent that there are matters which are within the  scope of review of more than one Policy Committee, the respective Policy Committees shall meet  as a Joint Committee to consider the matters and provide unified policy recommendations to  the Regional Council, if applicable. At the discretion of the President, the President or the chair  of one of the Policy Committees shall preside over a Joint Policy Committee meeting. A quorum  of a Joint Policy Committee meeting shall be one‐third of the combined voting membership of  the Policy Committees. There shall be no proxy votes and a voting member must be present to  vote. The affirmative vote of a majority of the combined voting members of the Policy  Committees voting with a quorum of the Joint Policy Committee in attendance is required for an    Packet Pg. 164 Page 19 of 31      action by the Joint Policy Committee.    G. Other Committees: Except as may be limited or restricted elsewhere is these Bylaws, the  President is authorized to appoint representatives of Regional Council members serving on the  Regional Council to SCAG committees, ad hoc committees, subcommittees, or task forces to  study specific problems, programs, or other matters which the Regional Council or General  Assembly have approved for study and also to appoint new members or re‐appoint prior  members to any SCAG committee, ad hoc committee, subcommittee or task force. The President  is also authorized to appoint representatives of Regional Council members serving on the  Regional Council to governing boards of other agencies, districts, commissions, and authorities  as representatives of the Association. If no such representatives are available for such  appointment, the President may appoint an elected official not on the Regional Council to  represent the Association. Elected officials appointed to represent the Association who are not  then serving on the Regional Council shall serve as ex‐officio representatives to the Regional  Council without the right to vote. Terms of appointment of representatives serving on the  Regional Council and other elected officials to governing boards of other agencies, districts,  commissions, and authorities shall be consistent with the term of office of the appointing  President.    H. Emerging Technologies Committee: Serving as a permanent advisory committee to the  Regional Council and the Policy Committees, the Emerging Technologies Committee (ETC) will  research and identity new and emerging technologies that may play a role in all beneficial areas  throughout the region, including transportation planning and improving the region’s  transportation system. Members serving on the Regional Council and Policy Committees may  serve on the ETC. In addition, ex‐officio, non‐voting members to the ETC may be appointed by  the President. Appointments to the ETC shall be made by the President for approximate one (1)  year terms that expire at the adjournment of the next regular meeting of the General  Assembly. The President shall appoint the chair and vice chair of the ETC. All representatives  appointed to the ETC by the President shall have full voting rights.     (1) Meetings: The ETC shall meet as frequently as needed upon the call of the ETC chair  after consultation with the Executive Director or his designee.    (2) Quorum and Voting: A quorum of the ETC shall be one‐third (1/3) of the members  serving on the ETC. There shall be no proxy votes and representatives must be present  to vote. The affirmative vote of a majority of the voting‐eligible members serving on the  ETC and voting with a quorum in attendance is required for an action by the ETC.    ARTICLE VI – OFFICERS, DUTIES, ELECTIONS AND VACANCIES    A. Officer Positions: Officers of the Association shall consist of a President, a First Vice‐ President,  Second Vice‐President, Immediate Past President and a Secretary‐Treasurer. The Association’s  President, First Vice‐President, and Second Vice‐President shall be elected annually by the  Regional Council, prior to the annual regular meeting of the General Assembly, from among its  membership as set forth below. The Executive Director of the Association shall serve as the  Secretary‐Treasurer of the Association, but shall have no vote in the Association.    Packet Pg. 165 Page 20 of 31        B. Nominating Committee and Candidate Replacements: Officers of the Association, except the  Secretary‐Treasurer, shall be elected from a recommended list of candidates, one for each  office, which shall be prepared by a Nominating Committee and submitted to the Regional  Council for review and action. The Nominating Committee shall be appointed by the President  and shall be composed of seven (7) representatives of Regional Council members who  collectively represent the six (6) counties within the SCAG Region, with at least one (1) member  being a county representative. All individuals serving on the Nominating Committee shall be  voting members. Individuals serving on the Nominating Committee shall serve from the date of  their appointment until the adjournment of the next regular meeting of the General Assembly.  The Immediate Past President shall serve as the chair of the Nominating Committee. The  Nominating Committee shall consider only those candidates that meet the minimum eligibility  requirements set forth below in Article VI C of these Bylaws and any other requirements that  may be established by the Regional Council. A quorum of the Nominating Committee shall be a  majority of its membership. Proxy voting is not allowed and members must be present to vote.  The affirmative votes of a majority of those Nominating Committee members voting with a  quorum in attendance shall be required for any action by the Nominating Committee.    In the event that prior to the annual meeting of the General Assembly, a candidate for President  or First Vice‐President who has been approved by the Nominating Committee or elected by the  Regional Council but not yet ratified by the General Assembly no longer satisfies the minimum  eligibility requirements of Article V C., the candidate for First Vice‐ President shall be deemed  the candidate for President and the candidate for Second Vice‐ President shall be deemed the  candidate for First Vice‐President, provided that the applicable candidates are agreeable to the  change.    In the event that prior to the annual General Assembly meeting, a candidate for Second Vice‐  President who has been approved by the Nominating Committee or elected by Regional  Council, but not yet ratified by the General Assembly no longer satisfies the minimum eligibility  requirements of Article V C. or if other candidate vacancies exist for any reason after the  approval(s) by the Nominating Committee or the election(s) by the Regional Council, the  Regional Council shall fill the vacant candidate position(s) with individual or individuals who  meet the minimum eligibility requirements of Article V C. The Nominating Committee may also  meet to review the list of candidates and make a recommendation to the Regional Council  regarding the new candidate for Second Vice‐President or for any other vacant candidate  positions if there is sufficient time before the annual meeting of the General Assembly in which  to schedule both a meeting of the Nominating Committee and the Regional Council.    C. Minimum Eligibility Requirements: The following minimum eligibility requirements must be  met  in order for an individual to be considered by the Nominating Committee as a candidate for an  officer position in the Association.    (1) At the time of the application, the potential candidate must be a Regional Council  member who is a representative of a voting‐eligible Member of the Association, the TCA  representative, the Tribal Government Regional Planning Board representative,  the Air  District representative or the Public Transportation Representative and who has served    Packet Pg. 166 Page 21 of 31      on a Policy Committee and/or the Regional Council (in any combination, except as  provided in this subsection) for at least 24 continuous months from when first  appointed to the Policy Committee and/or Regional Council or from when elected to  serve on the Regional Council through a District election; provided, however, that at  least 12 months of the potential candidate’s service must be as a Regional Council  member.  A potential candidate’s concurrent service as a member of both a Policy  Committee and the Regional Council shall count only once towards satisfying the 24‐ month eligibility requirement.    (2) The potential candidate must be actively involved with SCAG.    (3) The potential candidate must be a local elected official from a SCAG member county,  city, TCA, Air District or CTC, the Public Transportation Representative, or a locally  elected Tribal Council member from a federally recognized Indian Nation.    (4) Term limits will not prevent the potential candidate from serving a full term in the  respective officer position.    (5) A completed nomination application must be submitted to the Association by the  appropriate deadline by either the potential candidate or a colleague on the Regional  Council.    D. Election by Regional Council and Ratification by General Assembly: The names of the  candidates for each officer position recommended by the Nominating Committee shall be  submitted to the Regional Council for consideration and action at least one (1) month prior to  the annual meeting of the General Assembly. The Nominating Committee shall recommend one  candidate to the Regional Council for each officer position (except Secretary‐Treasurer). If the  Nominating Committee cannot agree on one candidate to recommend to the Regional Council  for an officer position, all candidates for that officer position who satisfied the minimum  eligibility requirements identified in Article V C. shall be presented to the Regional Council. The  Regional Council may also consider and elect for any officer position individuals who are  nominated directly at a Regional Council meeting as part of the election process. New Officers  shall take office after the ratification of the General Assembly and upon the adjournment of the  General Assembly meeting.    E. Officer Position Vacancies: A vacancy shall immediately occur in the office of the President, First  Vice‐ President, Second Vice‐President or Immediate Past President upon the resignation or death  of the person holding such office, or upon the person holding such office ceasing to be a local  elected official or if required by federal or state statutes or regulations, or if the appointment as a  representative of a Member of the Association, the TCA, the Air Districts, Tribal Government  Regional Planning Board or as the Public Transportation Representative of the person holding the  office is rescinded by the legislative body(ies) responsible for the appointment or in response to a  no confidence vote by a District undertaken in accordance with the District Representative Election  Procedures in the Regional Council Policy Manual. Such a no confidence vote shall only be  undertaken in response to a resolution passed by all cities in the District that are voting eligible  members of the Association. Upon the occurrence of a vacancy in the office of President, First Vice‐   Packet Pg. 167 Page 22 of 31      President, or Second Vice‐ President, the vacancy shall be filled for the balance of an unexpired term  in order of succession by elevating the next remaining Officer to such position, and the President  may call for a Special Election to fill the unexpired term of the office of Second Vice‐President. Such  second Vice‐President shall be selected from a list of candidates which shall be prepared by a  Nominating Committee structured in accordance with the provisions of Article VI, Section B. In the  event of such a Special Election the name of a nominee shall be submitted by the Nominating  Committee to the Regional Council for action. If elected, the new Second Vice‐President shall take  office upon adjournment of that meeting of the Regional Council that included the Special Election.  Upon the occurrence of a vacancy in the position of the Immediate Past President, the next most  immediate and available Past President of SCAG still serving as representative to the Regional Council  shall fill the position and serve for the balance of the unexpired term.    F. Representatives to Regional Council Eligible for Officer Positions: All representatives to the  Regional Council from Members of the Association including the CTCs and the representatives  of the Tribal Government Regional Planning Board, TCA and the Air Districts serving on the  Regional Council as well as the Public Transportation Representative are eligible to be elected  by the Regional Council as Officers of the Association.    G. Presiding Officer: The President of the Association shall be the presiding officer of the Regional  Council and of the General Assembly. The First Vice‐President shall act as the presiding officer  in his/her absence. The Second Vice‐President, followed by the Immediate Past President, shall  act as the presiding officer in the absence of both of the above officers.    H. Duties of Secretary‐Treasurer: The Secretary‐Treasurer shall maintain a record of all Association  proceedings, maintain custody of all Association funds, and otherwise perform the usual duties of  such office.    ARTICLE VII – EXECUTIVE DIRECTOR    The Executive Director shall be the chief administrative officer of the Association. The powers and  duties of the Executive Director are as follows.    A. Affairs of the Association: Subject to the authority of the General Assembly and the Regional  Council, to administer the affairs of the Association including, but not limited to, oversight and  approval of the Personnel Rules, Procurement Manual and Accounting Manual of the  Association.    B. Employees: Consistent with all applicable personnel policies, procedures and salary  classifications, to appoint, direct, discipline, remove and set the compensation and benefits of  all other employees of the Association.    C. Budget: Annually to prepare and present a proposed Association budget and Overall Work Plan  budget to the Regional Council and to control the approved budgets.    D. Secretary‐Treasurer: To serve as Secretary‐Treasurer of the Association.      Packet Pg. 168 Page 23 of 31      E. Meetings: To attend the meetings of the General Assembly, the Regional Council and the EAC.    F. Other Duties: To perform such other duties as the General Assembly or the Regional Council or  the Regional Council Policy Manual may require.    G. Metropolitan Planning Organization: To ensure compliance with the Association’s  responsibilities as a metropolitan planning organization as outlined in 23 U.S.C.A. § 134 et seq.,  and as may be amended from time to time.    ARTICLE VIII ‐ FINANCES    A. Fiscal Year: The fiscal year of the Association shall commence on July 1.    B. Budget Submission and Adoption: The Association budget shall be submitted by the Executive  Director to the Regional Council. The Regional Council shall adopt an Association budget at least  30 days prior the Annual Meeting. The Association budget and assessment schedule shall be  adopted by the General Assembly at the Annual Meeting. Notwithstanding any provision of the  agreement establishing the Association, any member that cannot pay its assessment therefore  because of any applicable law or charter provision, or other lack of ability to appropriate or pay  the same, may add such assessment to its assessment for the next full fiscal year. The budget  for each year shall provide the necessary funds with which to obtain and maintain the requisite  liability and worker’s compensation insurance to fully protect each of the signatory parties  hereto, and such insurance shall be so obtained and maintained.    C. Annual Membership Dues Assessment: Each year, upon adoption of the Association budget,  the General Assembly shall fix an annual membership dues assessment for all Members of the  Association, Advisory Members of the Association and Regional Council members in amounts  sufficient to provide the funds required by the Association budget and shall advise the legislative  body of each Member, Advisory Member or Regional Council member thereof on or before the  first regularly scheduled Regional Council meeting within thirty (30) days of the date of the  General Assembly regular meeting of such year. Absent any other decision regarding  membership dues assessments by the General Assembly, the annual membership dues  assessment will be adjusted by the most recent year over year change in the Consumer Price  Index – All Urban Consumers for the Los Angeles – Riverside – Orange County, California area,  with a minimum of one per cent (1%) and using as a base for the assessment calculation the amount  assessed in the previous assessment year. The annual membership dues assessment shall be  determined in accordance with the formula set out in Article VIII D. of these Bylaws.    If a Member of the Association or an Advisory Member of the Association or a Regional Council  member is unable to pay its annual membership dues assessment for any of the reasons cited in  Article VIII B. of these Bylaws and if a Member (but not an Advisory Member or Regional Council  member) is unable or unwilling to add its dues assessment to its assessment for the next full fiscal  year, the Regional Council, for not more than one (1) year at a time, may defer, waive, or reduce  payment of the annual membership dues assessment for a Member, an Advisory Member or a  Regional Council member. Similarly, the Executive Director may authorize reduced payment of the  annual membership dues assessment for a Member, an Advisory Member or a Regional Council    Packet Pg. 169 Page 24 of 31      member by no more than ten (10%) for not more than one (1) year at a time based upon  documented financial hardship. In taking any of the actions above, the Regional Council shall adjust  the Association budget to provide a balanced Association budget reflecting any of the above actions.  Any action of the Regional Council deferring, waiving, or reducing the payment of the annual dues  shall be reported at the following General Assembly meeting. In addition, if the Regional Council  waives the annual membership dues assessment for a Member of the Association, or an Advisory  Member of the Association or a Regional Council member, the Regional Council shall consider, at the  same time and decide, on a case‐by‐case basis, whether the Official Representative of the Member  or Advisory Member shall have the right to vote at the General Assembly and whether the  representative of the Member, Advisory Member or Regional Council member can continue to vote  on the Regional Council or any committee or subcommittee of the Association, serve in a leadership  position, receive a stipend or have any other membership rights or privileges restricted during the  period when the annual dues have been waived.    If the Regional Council decides to waive the annual membership dues assessment for a Member  of the Association and also decides to suspend the voting rights of the Member for the period  when the dues assessment is waived and if the representative of the Member serving on the  Regional Council represents a multi‐city District, the position of District representative shall be  vacated by the action of the Regional Council and the vacancy shall be filled through a special  election in accordance with the procedures set forth in the Regional Council Policy Manual.    Any Member of the Association, Advisory Member of the Association or Regional Council  member that fails to pay its annual membership dues assessment, or, in the case of a Member,  fails to announce its intention to add its assessment to the assessment for the next fiscal year or  fails to seek a deferral or waiver or reduction of its assessment by January 1 of the July 1 – June  30 fiscal year shall be considered to have withdrawn from the Association and will cease to be  a Member, Advisory Member or Regional Council member effective January 1. The Executive  Director or his designee shall endeavor to provide written notices of annual membership dues  assessment delinquencies in December of each fiscal year.    D. Methods of Assessment:     Member Cities and Counties and Tribal Governments: Each member county and each member  city, based on its total population, shall pay, as part of its total annual assessment, the following  fixed basic assessment:    COUNTIES  CITIES   Total Population Base Population Base   Up to 249,999    3,500    Up to 9,999    $ 100 250,000 – 1,099,999 10,000 10,000 – 24,999 250 1,100,000 – 1,999,999 15,000 25,000 – 99,999 500 2,000,000 – 3,999,999 25,000 100,000 – 499,000 750 4,000,000 up 35,000 500,000 –999,999 1,000   1,000,000 up 1,250     Packet Pg. 170 Page 25 of 31      For purposes of the annual assessment each federally recognized Indian Nation in the SCAG  Region that becomes an Advisory Member of the Association shall be treated as a member city.  The remainder of the total annual dues assessment to be borne by the member counties shall be  charged to and paid by said member counties in proportion that the population of  unincorporated portions of each bear to the total regional population. The remainder of the  total annual assessment to be borne by the member cities shall be charged to and paid by said  member cities in the proportion that the population of each bears to the total regional  population. The computation of the shares of said total annual assessments as above provided  shall be based upon the respective populations of the counties and cities as determined by the  State Controller in making the most recent allocation to cities and counties pursuant to the Motor  Vehicle License Fee Law, or based upon population data from the State Department of Finance in  the event that the State Controller data is not available. For a member city newly incorporated  pursuant to California Government Code Section 57176, the total annual assessment for the first  five (5) years following incorporation shall be based upon such city’s actual population as defined  under California Revenue and Taxation Code Section 11005.3(d).    If any county or city was not a Member of the Association at the time the latest assessment was  fixed and shall become a Member of the Association thereafter, an assessment shall be payable  by such county or city to the Association upon becoming a Member in a sum based upon the  current county or city per capita rate, as the case may be, prorated from the date of establishing  membership until the July 1 following the next annual meeting of the General Assembly after  such date. Notwithstanding the previous provisions of this Article VIII, no rebates or  adjustments shall be made among the existing member counties and/or cities if such additional  assessments shall be received from new Members. Notwithstanding the previous provisions of  this Section, no regular dues assessment of any county or city shall exceed twenty percent (20%)  of the total assessment for any annual assessment period.    CTCs: Each CTC shall pay a fixed annual assessment based on total population, using the  following assessment table:    Total Population Annual Assessment  Up to 249,000 $ 3,500 250,000‐1,099,999 $ 10,000 1,100,000‐1,999,000 $ 15,000 2,000,000‐3,999,999 $ 25,000 More than 4,000,000 $ 35,000   TCA, the Air Districts and the Public Transportation Representative: TCA shall pay an annual  assessment of $10,000. The annual assessment for a representative from the Air Districts on the  Regional Council shall be $10,000 to be paid in a manner agreed upon by the five (5) Air Districts  within the SCAG Region. There is no required assessment for the Public Transportation  Representative on the Regional Council.    E. Annual Audit: The Regional Council shall cause an annual external audit of the financial affairs  of the Association to be made by a certified public accountant at the end of each fiscal year. The  Regional Council shall employ a certified public account of its choosing. The Regional Council    Packet Pg. 171 Page 26 of 31      shall also establish an Audit Committee to provide oversight of the annual external audit. The  members of Audit Committee shall be comprised of members of the Regional Council and serve  for one (1) year terms. The First Vice‐President shall be a member of the Audit Committee and  the Second Vice‐President shall serve as the chair of the Audit Committee for one (1) year. The  audit report shall be made to Association member cities and counties.    F. Indemnification for Tort Liability: In contemplation of the provisions of Section 895.2 of the  Government Code of the State of California imposing certain tort liability jointly upon public  entities solely by reason of such entities being parties to an agreement as defined in Section 895  of said code, the Members of the Association hereto as between themselves, pursuant to the  authorization contained in Sections 895.4 and 895.6 of said code, will each assume the full  liability imposed upon it, or any of its officers, agents or employees by law for injury caused by  a negligent or wrongful act or omission occurring in the performance of this agreement to the  same extent that such liability would be imposed in the absence of Section 895.2 of said code. To  achieve the above stated purpose each Member of the Association indemnifies and holds harmless  any other Member of the Association for any loss, cost or expense that may be imposed upon such  other Member of the Association solely by virtue of said Section 895.2. The rules set forth in Civil  Code Section 2778 are hereby made a part of these Bylaws.    G. Debts, Liabilities and Obligations of the Association: Notwithstanding the provisions of Section  7 of said Joint Powers Agreement by which this Association is formed, no contract, employment,  debt, liability or obligation of the Association shall be binding upon or obligate any Member of  this Association without the express written request or consent of such Member and only to the  extent so requested or consented to; nor shall the Association have the authority or the power  to bind any member by contract, employment, debt, liability, or obligation made or incurred by  it without the written request or consent of such Member, and then only to such extent as so  requested or consented to in writing.    H. Depositaries and Investments: In addition to the depositary and the disbursing officer as  specified in Section 7 of the Joint Powers Agreement, the Regional Council may authorize  additional depositaries and those authorized to disburse the Association’s funds, and may  specify the terms and conditions pertaining thereto.    ARTICLE IX – STATUTORY AUTHORITY    The Southern California Association of Governments shall be an agency established by a joint powers  agreement among the members pursuant to Title 1, Division 7, Chapter 5, of the Government Code  of the State of California and shall have the powers vested in the Association by State or Federal law,  the Joint Powers Agreement, or these Bylaws. The Association shall not have the power of eminent  domain, or the power to levy taxes.     ARTICLE X – VOLUNTARY WITHDRAWAL    Any Member of the Association, Advisory Member of the Association or Regional Council member  may, at any time, withdraw from the Association providing, however, that the intent to withdraw  must be stated in the form of a resolution enacted by the legislative body of the agency wishing to    Packet Pg. 172 Page 27 of 31      withdraw. Such resolution of intent to withdraw from the Association must be given to the  Association by the withdrawing agency at least 30 days prior to the effective date of withdrawal. The  withdrawing agency shall not be entitled to a refund of the annual assessment paid to the Association.    ARTICLE XI – BYLAWS AND RESOLUTIONS COMMITTEE AND AMENDMENTS    The Bylaws and any amendments thereto are subject to the approval of the General Assembly.    Amendments to these Bylaws may be proposed by an Official Representative, the Executive Director,  the Bylaws and Resolutions Committee and the Regional Council.    If proposed by an Official Representative, the amendment shall be submitted to the Association by a  deadline established by the Association that is subject to waiver by the SCAG President or Executive  Director but which in all cases must be at least forty‐five (45) days prior to the regular meeting of the  General Assembly for assignment and consideration by the Bylaws and Resolutions Committee.    The Bylaws and Resolutions Committee shall be appointed by the President and composed of twelve  (12) representatives of Members of the Association serving on the Regional Council, with at least one  (1) representative from each county in the SCAG Region and with at least two (2) representatives  being county representatives. The representatives serving on the Bylaws and Resolutions Committee  shall have terms that commence on the date of their appointment and extend to the adjournment of  the next regular meeting of the General Assembly. A quorum of the Bylaws and Resolutions  Committee shall be a majority of its membership. Proxy voting is not allowed and members must be  present to vote. The affirmative votes of a majority of those Bylaws and Resolutions Committee  members voting shall be required for any action by the Bylaws and Resolutions Committee. The  Second Vice‐President shall serve as the chair of the Bylaws and Resolutions Committee.    Except for amendments proposed by the Regional Council, all proposed amendments to the Bylaws  shall be considered by the Bylaws and Resolutions Committee, and thereafter, by the Regional  Council: except, however, amendments proposed by the Executive Director or his designee that are  not recommended by the Bylaws and Resolutions Committee shall not be sent to the Regional  Council. All amendments proposed by an Official Representative, and all amendments proposed by  the Bylaws and Resolution Committee or the Executive Director or his designee that are  recommended by the Regional Council along with amendments proposed by the Regional Council,  shall be forwarded to the Official Representative of each General Assembly member at least twenty‐  one (21) days prior to the regular meeting of the General Assembly at which such proposed  amendments will be voted upon.    An affirmative vote of a majority of the Official Representatives or Alternates of the General Assembly  voting‐eligible Members of the Association present and voting with a quorum in attendance is  required to adopt an amendment to these Bylaws. If, within sixty (60) days after the adoption of any  amendment, one‐third (1/3) or more of the Official Representatives protest such amendment by filing  a written protest with the Executive Director, the adoption of such amendment shall be suspended  until the next meeting of the General Assembly when the amendment shall again be taken up for  consideration and vote.     Packet Pg. 173 Page 28 of 31        Notwithstanding any provision of the agreement establishing the Association, Article V ‐ A‐4(b) and  the Article VIII A, B, and E of said Bylaws shall not be changed except with the concurrence of the  legislative body of each signatory party to said agreement which has not then withdrawn from the  Association.    ARTICLE XII – EFFECTIVE DATE    These Bylaws shall go into effect immediately upon the effective date of the agreement establishing  the Association.    ARTICLE XIII – HIRING PROHIBITION    No individual who is or was an Official Representative or Alternate on SCAG’s General Assembly or is  or was a representative of a Member of the Association or of an Advisory Member of the Association  or of a Regional Council member serving on the Regional Council or is or was a member of any of  SCAG’s Policy Committees shall be eligible for compensated employment with SCAG for a period of  one (1) year after the individual’s last day of service in any of the SCAG positions described in this  Article.    Packet Pg. 174 Page 29 of 31      Bylaws adopted by the Joint County‐City SCAG Committee:    March 27, 1964   Bylaws amended by the SCAG General Assembly:  February 24, 1966    November 4, 1966    February 24, 1967    February 18, 1970    September 24, 1970    February 16, 1973    September 12, 1974    February 27, 1975    March 8, 1977    October 6, 1977    March 3, 1978    October 6, 1978    March 16, 1979    October 2, 1980    April 29, 1982    April 26, 1984    January 29, 1987    March 21, 1989    March 22, 1990    April 21, 1991    Packet Pg. 175 Page 30 of 31        February 27, 1992    March 12, 1993    March 4, 1994    March 3, 1995    July 3, 1996    October 9, 1997    April 16, 1998    September 3, 1998    April 8, 1999    April 6, 2000    May 1, 2003    September 4, 2003    May 4, 2004    May 5, 2005    May 4, 2006    May 3, 2007    May 8, 2008    May 7, 2009    May 6, 2010    May 5, 2011    April 5, 2012    June 7, 2012      Packet Pg. 176 Page 31 of 31      May 2, 2013  May 1, 2014  May 7, 2015  May 5, 2016  May 4, 2017  May 3, 2018  May 2, 2019  May 6, 2021  May 5, 2022      Packet Pg. 177 MAIN OFFICE900 Wilshire Blvd., Ste. 1700,Los Angeles, CA 90017 T: (213) 236-1800 IMPERIAL COUNTY REGIONAL OFFICE1503 North Imperial Ave., Ste. 104 El Centro, CA 92243T: (213) 236-1967 ORANGE COUNTY REGIONAL OFFICEOCTA Building 600 South Main St., Ste. 741 Orange, CA 92868 T: (213) 236-1997 RIVERSIDE COUNTY REGIONAL OFFICE3403 10th St., Ste. 805 Riverside, CA 92501 T: (951) 784-1513 SAN BERNARDINO COUNTY REGIONAL OFFICESanta Fe Depot 1170 West 3rd St., Ste. 140 San Bernardino, CA 92418 T: (213) 236-1925 VENTURA COUNTY REGIONAL OFFICE4001 Mission Oaks Blvd., Ste. LVentura, CA 93012 T: (213) 236-1960 scag.ca.gov Please recycle AJ2 Reports 2022.03.29   Packet Pg. 178 RC Approved June 9, 2019 As Amended Through November 3, 2022 SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS Regional Council Policy Manual   Packet Pg. 179 Table of Contents  Introduction  1  Article I  Code of Conduct  3  Article II  Complaints Alleging Violations of the Code of Conduct  7  Article III  Conflict of Interest  8  Article IV  Composition, Attendance and Policies for the Regional Council, Policy Committees  and other SCAG Subcommittees and Task Forces  12  Article V  District Representative Appointments, Election Procedures and No Confidence  Votes  15  Article VI  The Ralph M. Brown Act: Requirements and SCAG Policies  19  Article VII  Rules of Procedure for the Conduct of Meetings  24  Article VIII  Stipends and Expense Reimbursements  32  Article IX  Approval and Reporting Thresholds and Delegation of Approval Authority  38  Article X  California Public Records Act  40  Appendices:    A. SCAG District Representative Election Procedures 42  B. Summary of SCAG’s Rules of Order 45  C. Rosenberg’s Rules of Order 47    Packet Pg. 180 RC Approved 06/09/19, as amended though 11/03/22 Page 1   INTRODUCTION  Although the Regional Council Policy Manual has been updated several times, this Amended  and Restated Policy Manual (herein “Policy Manual”) is the first comprehensive update since the  Policy Manual was adopted in 2007. The original version of the Policy Manual incorporated various  policies that had been previously adopted by the Regional Council over the years. This update  reformats the existing policies and addresses new topics (e.g. the Public Records Act), eliminates  topics that are no longer relevant (e.g. Lapsing Fund Policy) and allows certain materials to become  stand‐alone documents (e.g. SCAG’s Strategic Plan). This updated Policy Manual is intended to be  a helpful tool for the Regional Council in its efforts to guide the SCAG organization in finding  solutions for issues facing the Southern California region.  After adoption by the Regional Council, the Policy Manual will be reviewed and updated on  an annual basis concurrent with the annual process that is undertaken for SCAG’s Bylaws. Unlike  the Bylaws, approval of changes to the Policy Manual will be by the Regional Council and not the  General Assembly.  Over the course of every year, the Regional Council may take actions to modify, eliminate or  create policies that relate to the materials contained in the Policy Manual. To the extent necessary  and to avoid confusion or misinterpretation, SCAG’s Executive Director or his/her designee may  make administrative changes to the Policy Manual to reflect such actions by the Regional Council  in advance of the Regional Council’s annual review and approval of any needed updates. Similarly,  SCAG’s Executive Director or his/her designee may make administrative changes to the Policy  Manual to reflect changes in federal or state laws or regulations.  This Policy Manual is intended to supplement SCAG’s Bylaws. In the event of inconsistencies  between the Bylaws and the Policy Manual, the Bylaws shall prevail.    Packet Pg. 181 RC Approved 06/09/19, as amended though 11/03/22 Page 2   SCAG Vision  Southern California’s Catalyst for a Brighter Future.  SCAG Mission  To foster innovative regional solutions that improve the lives of Southern Californians through  inclusive collaboration, visionary planning, regional advocacy, information sharing and promoting  best practices.  SCAG Core Values   Be Open – Be accessible, candid, collaborative and transparent in the work we do.   Lead by Example – Commit to integrity and equity in working to meet the diverse needs of all  people and communities in our region.   Make an Impact – In all endeavors, effect positive and sustained outcomes that make our  region thrive.   Be Courageous –Have confidence that taking deliberate, bold and purposeful risks can yield  new and valuable benefits.    Packet Pg. 182 RC Approved 06/09/19, as amended though 11/03/22 Page 3   ARTICLE I  CODE OF CONDUCT  This Code of Conduct establishes a set of expectations for all elected and appointed officials  and representatives who serve in the SCAG organization as Officers, Official Representatives and  Alternates to the General Assembly, representatives of Regional Council Members, District  Representatives, ex officio members of any SCAG body, and members of SCAG committees and task  forces (collectively, “SCAG Representatives”). This Code of Conduct embodies the Core Values of  SCAG that are identified in the Introduction to this Policy Manual. All SCAG Representatives are  expected to review, understand and comply with all aspects of this Code of Conduct and to avoid  any activities that would negatively affect SCAG or SCAG’s reputation. This Code of Conduct expands  upon and is not intended to supersede or contradict any federal, state or local laws or regulations  that address any of the matters addressed in this Article I.  A. Non‐Discrimination – SCAG is committed to respecting individual differences and expects all    SCAG Representatives to conduct themselves in a professional manner and to treat others with  respect and dignity. SCAG will not tolerate discrimination and will treat all individuals fairly without  regard to race, color, religious creed, political belief, age, national origin, gender, ancestry, physical  disability, mental disability, medical condition, marital status, sexual orientation, or any other basis  protected by law.  B. Anti‐Harassment – SCAG is committed to providing an environment in which all individuals    who work for, provide services to, or participate in the activities of SCAG are free of any type of  harassment (i.e. verbal, physical, visual, written or environmental) especially that based on or  associated with race, color, religious creed, political belief, national origin, gender, national origin,  ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or  any legally protected characteristics. Verbal harassment includes, but is not limited to,  inappropriate or offensive remarks, slurs, and jokes; inappropriate comments regarding physical  appearance or attire; unwelcome flirting; demands for sexual favors; verbal abuse, threats;  bullying; and patronizing or ridiculing remarks. Physical harassment includes, but is not limited to,  inappropriate touching, assault, hazing, physical interference with free movement, leering,    Packet Pg. 183 RC Approved 06/09/19, as amended though 11/03/22 Page 4   grabbing, and sexual gestures. Visual or written harassment includes, but is not limited to, the  display or circulation of offensive materials, posters, or reading materials, and the transmission of  offensive electronic messages or computer graphics. Environmental harassment includes, but is not  limited to, creating or contributing to a work or business environment that is permeated with  sexually‐orientated or discriminatory talk, innuendo, insults or abuse.  C. Prohibition against Retaliation – Retaliation against any individual because of his/her  opposition to actions that are contrary this Code of Conduct and especially to the Non  Discrimination and/or Anti‐Harassment policies of SCAG or because of the filing of a complaint,  provision of testimony or participation in a hearing or proceeding in connection with SCAG’s Non  Discrimination and Anti‐Harassment policies is strictly prohibited.  D. Limited Prohibition against Weapons – SCAG Representatives shall not bring, carry, store or    use any type of weapon on SCAG property or in a SCAG rented vehicle or in a personal vehicle while  on SCAG business unless in compliance with all applicable laws and applicable SCAG notifications.  E. Workplace Violence – Any SCAG Representative who makes threats, exhibits threatening    behavior or engages in violent acts at on SCAG property or at a venue hosting a SCAG event shall  be removed from the SCAG property or venue immediately and shall remain off of the SCAG  property or venue pending the outcome of a proper investigation and evaluation by SCAG.  F. Employment Matters – SCAG Representatives shall not provide employment references on    behalf of SCAG for former SCAG employees. Personal references are acceptable if provided without  any implication of SCAG endorsement and without the use of SCAG resources. Further, SCAG  Representatives shall not initiate employment recruitment, or participate in SCAG hiring activities  or decisions for any position (compensated or uncompensated), unless such action is specifically  requested and approved by SCAG’s Executive Director or Human Resources Manager.  G. Relatives of Elected Officials –To avoid concerns regarding conflicts–of‐interest and nepotism    while still allowing SCAG to attract and hire talented individuals who are also family members of  elected officials the following special hiring procedures for uncompensated and compensated  positions will apply for any son, daughter, stepchild, parent, sibling, grandchild, first cousin,  (including spouse/domestic partner of any of these identified relatives) or spouse/domestic partner    Packet Pg. 184 RC Approved 06/09/19, as amended though 11/03/22 Page 5   of any SCAG Representative. The hiring process of any of the previously identified individuals must:  (1) Conform to SGAG’s standard hiring practices without any external or internal non‐standard  influence; (2) Include open disclosure and documentation of all relationships with elected officials  during all phases of the hiring process; and (3) Avoid any hiring actions that would result in a  functional reporting relationship between the elected official and the prospective new hire (i.e.  staff support to a committee chair) at the time of hiring. Failure to comply with the above  requirements may result in employment termination in accordance with the Personnel Rules of  SCAG.  H. Avoiding Physical Impairment – While participating in any SCAG activity or travelling to or    from such activity, all SCAG Representatives shall not be under the influence of any alcohol or drugs  to the extent that legal limits of alcohol or any drug are violated or to the extent that alcohol or a  drug impairs the safety and effectiveness of any of their actions. Possible side effects and  impairments associated with over‐the‐counter and prescription medications must also be  considered in connection with any SCAG activity.  I. Compliance with Conflict‐of‐Interest Policies of SCAG – SCAG Representatives shall remain    cognizant of and comply with SCAG’s Conflict‐of‐Interest Policies and all related federal and state  statutes and regulations.  J. Professionalism – SCAG Representatives are expected to maintain a professional and  productive work environment at all times. SCAG is a public agency, using public funds and engaged  in activities that are intended to benefit the public. The public nature of SCAG should be reflected  in the conduct of all who represent SCAG.  K. SCAG Assets – All SCAG Representatives must use sound judgment in the care and use of    SCAG assets and in the expenditure of all funds controlled by SCAG. SCAG assets are obtained  through the expenditure of public funds and are intended for the benefit of the public and should  not be applied to personal matters.    Packet Pg. 185 RC Approved 06/09/19, as amended though 11/03/22 Page 6   L. Confidentiality and Privacy Issues – SCAG Representatives may be provided with personal    information, financial information, legally protected information and other materials that must be  treated with care. All such information must be properly safeguarded, disclosed to appropriate  parties only when necessary and properly destroyed when no longer needed. Any uncertainties  regarding the personal or confidential nature of any materials should be discussed with SCAG’s  Manager of Human Resources or SCAG legal staff.    Packet Pg. 186 RC Approved 06/09/19, as amended though 11/03/22 Page 7   ARTICLE II  COMPLAINTS ALLEGING VIOLATIONS OF THE CODE OF CONDUCT*          *Per the action of the Regional Council on May 3, 2018, Article II will be developed and  presented to the Regional Council at a future date.    Packet Pg. 187 RC Approved 06/09/19, as amended though 11/03/22 Page 8   ARTICLE III  CONFLICT OF INTEREST  SCAG has adopted the conflict‐of‐interest policies described herein in order to provide a  comprehensive and clear set of rules for all SCAG Representatives. These policies are further  intended to ensure that all SCAG Representatives will be guided to act in the best interests of SCAG  rather than by personal interests. All of these policies collectively incorporate and supplement  existing state and federal conflict of interest laws and regulations.  A. Gift and Political Contribution Prohibitions and Limitations ‐ SCAG Representatives may    accept gifts and political contributions but only up to the limits established by state law and only  without violation of any state or federal conflict‐of‐interest rules and regulations.  B. Political Activities – As provided in state or federal law, no restrictions shall be applied to the    political activities of SCAG Representatives except that the following activities are prohibited: (1)  engaging in political activities at SCAG offices; (2) soliciting a political contribution from an  employee of SCAG unless the solicitation is part of a general solicitation to a significant segment of  the public; (3) promising or threatening any SCAG employee in connection with any personnel  action including promotion, demotion, change in compensation, etc. in exchange for the vote or  political action or inaction on behalf of any candidate or party.  C. SCAG Policy Statements ‐ All policy statements regarding SCAG originate from the General    Assembly or the Regional Council. No SCAG Representatives shall, in their official capacity, become  involved in political matters or lobbying activities which are contrary to, or conflict with, stated  SCAG policies or positions. Where a policy of SCAG is unclear or nonexistent, SCAG Representatives  must use discretion and judgment in making statements to avoid misrepresenting or misstating  current SCAG policies or positions.  D. Contract and Decision‐Making Prohibitions and Disqualifications    (1) In accordance with California Government Code Section 1090 et seq., SCAG Representatives    shall not participate in making any contract or type of agreement involving SCAG if they are  financially interested in the contract or agreement. To “participate in making a contract” includes    Packet Pg. 188 RC Approved 06/09/19, as amended though 11/03/22 Page 9   decisions to create, modify, extend or renegotiate a contract. Most importantly, if an individual is  “financially interested” in a contract, Section 1090 prohibits the entire legislative body of which  that individual is a member from taking action on a contract in which said individual has a financial  interest. Thus if a representative of a Member of the Regional Council has a financial interest in a  contract, the Regional Council cannot consider or take action on that contract and it is not possible  for the representative to simply disqualify himself from any vote. For this reason, if SCAG  contracting staff or legal counsel determine that a representative of a Member of the Regional  Council has a financial interest in a bid or proposal for a contract, such bid or proposal will be  disqualified from consideration by SCAG. Determining financial interest questions can be  complicated and guidance from SCAG legal counsel should be obtained if any concerns exist  regarding the applicability of Government Code 1090 to a contract, proposal or bid.  (2) In accordance with Title 49 of the Code of Federal Regulations, Section 18.36 SCAG    Representatives shall not participate in the selection, or award or administration of a contract  supported by federal funds if a conflict of interest, real or apparent, would be involved. A real or  apparent conflict‐of‐interest could arise not only in connection with SCAG Representatives  themselves, but also if immediate family members are involved in a contract or because of the  employment or potential employment of SCAG Representatives. The requirements of Section 18.36  are complicated and guidance from SCAG legal counsel should be obtained regarding the  applicability of Section 18.36 to a contract supported by federal funds.  (3) In accordance with California Government Code Section 87100 et seq., SCAG Representatives    shall not make, participate in making or attempt to use their official position to influence a decision  affecting SCAG when a conflict of interest, real or apparent, would be involved. Such a conflict of  interest would arise because of a personal financial interest in a decision affecting SCAG. A financial  interest would exist if it is reasonably foreseeable that the decision will have a material financial  effect, distinguishable from its effect on the public generally, on an individual or his/her immediate  family. If any SCAG Representative has a financial interest in a decision affecting SCAG within the  meaning of Section 87100, that individual should recuse himself or herself from making or    Packet Pg. 189 RC Approved 06/09/19, as amended though 11/03/22 Page 10   participating in such a decision and not use his or her position to influence or attempt to influence  such a decision. Guidance on the proper recusal procedures to follow should be obtained from  SCAG legal counsel who should also be consulted about questions regarding Section 87100.  E. Annual Statement of Economic Interests – In accordance with the requirements of the    California Fair Political Practices Commission (“FPPC”), every elected official and public employee  who makes or influences governmental decisions is required to prepare and submit a Statement of  Economic Interest, also known as the Form 700, annually, and upon assuming or leaving an  identified position. Consistent with the guidelines of the FPPC, SCAG has created a Conflict‐of‐  Interest Code which identifies those SCAG Representatives and Staff who must file a From 700. The  Conflict‐of‐Interest Code, which is updated regularly in accordance with the requirements of the  FPPC, can be found on SCAG’s website and is also included at Attachment A. to this Policy Manual.  The Conflict‐of‐Interest Code specifies the types of disclosures that the identified individuals must  make. Form 700 filings should be made to the Office of Regional Council Support. SCAG staff will  endeavor to remind all affected individuals of the need for Form 700 filings several months in  advance of the annual filing due date. However, it is the responsibility of all affected SCAG  Representatives to understand their FPPC disclosure obligations and to make timely filings with  SCAG and any other public organizations for which disclosure requirements exist.  F. Ban on Future Contracts, Bids and Lobbying    (1) For a period of one year after an individual’s relationship with SCAG ends, no former SCAG  Representative shall influence or attempt to influence any SCAG decision directly relating to any  contract where the former SCAG Representative knows details or conditions of the contract not  available to members of the public.  (2) For a period of one year after an individual’s relationship with SCAG ends, no former SCAG  Representative shall participate in bidding on a SCAG contract, including providing consulting  services to a bidder on a bidding process involving SCAG, or bidding or providing consulting services  to a bidder for a contract which is to be funded by or through SCAG.    Packet Pg. 190 RC Approved 06/09/19, as amended though 11/03/22 Page 11   (3) For a period of one year after an individual’s relationship with SCAG ends, no former SCAG  Representative shall act as an agent or attorney for, or otherwise represent, any person or entity  other than SCAG in any formal or informal appearance before, or, with the intent to influence a  decision, make any written or oral communication to any court or any agency officer, employee,  member, board or commission in connection with any proceeding, application, request for ruling  or other determination, contract, claim, controversy, legislation, or other particular matter pending  before such court or before such officer, member, employee, board or commission if both of the  following apply: (a) SCAG is a party or has a direct and substantial interest; and (b) the proceeding  is one in which the former SCAG Representative participated in on behalf of SCAG.  (4) The one‐year bans contained in Article III Sections F (1), (2), and (3) above shall not apply to:  (a) prevent a former SCAG Representative from making or providing a statement or contract which  is based on the individual’s own special knowledge in the particular area that is the subject of the  statement or contract, provided that no compensation is thereby received other than that regularly  provided for by law or regulation for witnesses or contractors; or (b) communications and contracts  made solely for the purpose of furnishing information if a court or state, federal or local  administrative agency to which the communication is directed or with or for which a contract is  made, makes findings in writing that the individual has outstanding and otherwise unavailable  qualifications and is acting with respect to a particular matter which requires such qualifications  and the public interest would be served by the participation of the individual. In addition, these  one‐year bans do not apply to any appearances or communications in a proceeding or contracts to  which a court or the Regional Council gives its consent by determining that the public interest would  not be harmed.  G. Penalties for Violation of Conflict‐of‐Interest Policies – SCAG Representatives are reminded    that violations of the Conflict‐of‐Interest Policies listed in this Policy Manual may also involve  violations of various state and federal statutes and regulations to which both civil penalties and  criminal punishments may apply. Further, contracts involving a conflict‐of‐interest may also be  declared void in accordance with applicable California law.    Packet Pg. 191 RC Approved 06/09/19, as amended though 11/03/22 Page 12   ARTICLE IV  COMPOSITION, ATTENDANCE AND POLICIES FOR THE REGIONAL COUNCIL, POLICY COMMITTEES AND    OTHER SCAG COMMITTEES, SUBCOMMITTEES AND TASK FORCES    A. Regional Council – The membership, organization, duties, quorum and voting requirements of    the Regional Council are addressed in SCAG’s Bylaws. The following additional policies are applicable  to the Regional Council.  (1) The Regional Council shall generally consider a recommendation from a Policy Committee in  the month following the development of such a recommendation. In the case of time sensitive  matters, a recommendation from a Policy Committee may be considered at the first Regional Council  meeting after the Policy Committee meeting at which the recommendation was adopted.  (2) The Regional Council shall generally consider a recommendation from the  Executive/Administration Committee at the first Regional Council meeting after the  Executive/Administration meeting at which the recommendation was adopted.  (3) The Regional Council shall generally meet on the first Thursday of each month. The Regional  Council shall annually approve its calendar year meeting schedule which may include one or more  months in which other SCAG meetings replace the regular meeting of the Regional Council. In  addition, the Regional Council will not meet one month of the year to allow for a vacation period.  B. Executive/Administration Committee – The membership, organization, duties, quorum and    voting requirements of the Executive/Administration Committee are addressed in SCAG’s Bylaws.  The following additional policies are applicable to the Executive/Administration Committee.  (1) The President of SCAG shall serve as the Chair of the Executive/Administration Committee  and shall be the presiding officer at its meetings. The First Vice President of SCAG shall serve as the  Vice Chair and shall act as the presiding officer at meetings in the absence of the President. The  Second Vice President or the Immediate Past President, in that order, shall preside at meetings in  the absence of the President and First Vice President.  (2) The Executive/Administrative Committee shall generally meet prior to and on the same day  as the Regional Council in accordance with the annual schedule adopted for the regular meetings  of the Regional Council. The Executive/Administration Committee may have a special meeting on a day    Packet Pg. 192 RC Approved 06/09/19, as amended though 11/03/22 Page 13   other than the day scheduled for a meeting of the Regional Council or in addition to the day scheduled  for a meeting of Regional Council. All such special meetings shall be called by the SCAG President in  consultation with SCAG’s Executive Director.  (3) The President shall provide a general report regarding each meeting of the  Executive/Administrative Committee at the next regular meeting of the Regional Council and  specifically shall report any actions taken by the Executive/Administration Committee acting on  behalf of the Regional Council as allowed by Article V C. (3)(a) of SCAG’s Bylaws.  C. The Policy Committees – The membership, organization, duties, quorum and voting  requirements of the three Policy Committees (i.e. Transportation Committee; Community, Economic and  Human Development Committee; and Energy and Environment Committee) are addressed in SCAG’s  Bylaws. The following additional policies are applicable to the three Policy Committees.  (1) Each Policy Committee shall elect its Chair and Vice Chair whose term shall commence upon  the adjournment of the next regular meeting of the General Assembly and expire upon the opening  of the following regular meeting of the General Assembly. Those holding the position of Chair and  Vice Chair must be members of the respective Policy Committee and must also be representatives  of Regional Council Members. Officers and those elected by the Regional Council to serve as Officers  cannot serve as Chair or Vice Chair of a Policy Committee. An individual may serve two consecutive  one‐year terms as a Chair or two consecutive one‐year terms as a Vice Chair, if so elected. Any person  who served as Chair of a Policy Committee for two consecutive years or as Vice Chair for two  consecutive years must wait one year before seeking election again to be Chair or Vice Chair of the  same Policy Committee; except that any Vice Chair who has held such a position for up to two  consecutive years may be elected to serve as Chair for the following year for up to two consecutive  years. If a vacancy occurs in the office of Chair of a Policy Committee, the Vice Chair shall serve as  Chair for the unexpired term and a new Vice Chair shall be elected to fill the unexpired term.  (2) Each Policy Committee shall meet on the same day as the Regional Council unless a special  meeting is otherwise called by the Chair of the Committee after discussions with SCAG’s Executive  Director.      Packet Pg. 193 RC Approved 06/09/19, as amended though 11/03/22 Page 14   (3) In the event an at‐large or subregional member of a Policy Committee repeatedly fails to  attend meetings of the Policy Committee, the SCAG Executive Director may, in his/her sole  discretion, communicate with the member and encourage the member to actively participate in the  meetings of the Policy Committee. The Executive Director may also, in his/her sole discretion, advise  the SCAG President of the absences of the member and the President may take any such action as  may be allowed by the SCAG Bylaws or this Policy Manual.  D. Legislative, Communications and Membership Committee ‐ The membership, organization,    meetings, duties, quorum and voting requirements of the Legislative, Communications and  Membership Committee are addressed in SCAG’s Bylaws.  E. Committees, Subcommittees and Task Forces [Reference/Formatting issue to correct]    (1) Committees, Subcommittees and Task Forces shall be established in accordance with SCAG’s  Bylaws and shall strictly adhere to the requirements of the Ralph M. Brown Act (California  Government Code Section 54950 et seq.). The first meeting of a new committee, subcommittee or  task force shall be considered a regular meeting of said committee, subcommittee or task force.  (2) Unless otherwise identified in SCAG’s Bylaws, a quorum of Committees, Subcommittees and Task  Forces shall be fifty percent of its membership and all actions taken shall require the affirmative vote  of a majority of the membership present and voting with a quorum in attendance.  (3) Each Committee, Subcommittee and Task Force shall set its own meeting schedule.  (4) In the event a member of a Committee, Subcommittee or Task Force repeatedly fails to attend  meetings, the SCAG Executive Director may, in his/her sole discretion, communicate with the  member and encourage the member to actively participate in the meetings.    Packet Pg. 194 RC Approved 06/09/19, as amended though 11/03/22 Page 15   ARTICLE V    DISTRICT REPRESENTATIVE APPOINTMENTS, ELECTION PROCEDURES AND    NO CONFIDENCE VOTES    The appointment or election of District Representatives to serve on the Regional Council and the  undertaking of a no confidence vote regarding a District Representative shall all be conducted in  accordance with the following procedures.  A. District Representative Eligibility ‐ Any elected member of the city council of a city that is a    voting‐eligible member of SCAG and that is part of a District may be appointed or elected to serve  as a District Representative to the Regional Council if that city council member is then serving on the  respective city council on the date of the District representative appointment or election.  B. Single‐City District Representative Appointments ‐ When a District encompasses only one city    or part of only one city (“Single‐City District”), that city shall appoint its District Representative(s)  from among its city council members by action taken at a meeting of said city council or by any lawful  appointment action or process deemed appropriate by the city. Unless otherwise required by the  Regional Council, such appointments shall be made during even‐numbered years for even‐  numbered Single‐City Districts and odd‐numbered years for odd‐numbered Singe‐City Districts and  shall be for two years in accordance with Article V A. (2)(b) of the Bylaws. The appointment of District  Representatives from single‐city Districts shall take place no later than twenty‐eight days prior to  the regular meeting of the General Assembly that is held each year unless otherwise required by the  Regional Council.  C. Multi–City District Representative Elections ‐ When a District encompasses more than one    city (“Multi‐City District”), a maximum of five (5) city council members from each of the voting‐  eligible cities in the Multi‐City District shall be provided the opportunity to vote for the individual  who will serve as the District Representative to ensure equity among cities in voting. In a voting‐  eligible city comprised of more than five (5) city council members, the mayor of such city shall  appoint a maximum of five (5) members to vote in Multi‐City District Representative Elections.  Multi‐City District Representative Elections shall be conducted in accordance with the following  policies and procedures.    Packet Pg. 195 RC Approved 06/09/19, as amended though 11/03/22 Page 16   (1) District Representatives from Multi‐City Districts shall be elected by city council members  from the cities in their respective Districts that are voting‐eligible Members of SCAG as defined in  Article II of SCAG’s Bylaws.  (2) District Representative elections shall be held no later than twenty‐eight days prior to the  regular meeting of the General Assembly in even years for even‐numbered Districts and in odd years  for odd‐numbered Districts unless otherwise required by the Regional Council or in the case of  special elections of District representatives.  (3) District Representative elections shall be held: (i) prior to or during meetings of subregional  organizations of the type identified in Article V A.(1)(a)(5) of the SCAG’s Bylaws; or (ii) prior to or at  division meetings of the League of California Cites; or (iii) at meeting locations and on meeting dates  set by SCAG staff in cooperation with the cities in a District that are voting‐eligible Members of SCAG.  (4) SCAG staff in consultation with subregional organizations will oversee all District  Representative elections and will ensure that all members of the city councils within the District  receive written notification two weeks in advance of any District Representative election, including  a special election. Appendix A describes the two‐step notification process that is provided to  individuals who are eligible to be candidates in District Representative elections and to the cities  whose city council members may vote in District Representative elections.  (5) For a District Representative election to be valid, there must be a quorum which shall  consist of at least one city council member present from at least two‐thirds of the voting‐eligible  SCAG member cities in the District.  (6) Nominations from the floor and proxy voting are not allowed. Teleconferencing for the  District Representative election is allowed with written notification to all city council members from  the cities in the respective District.  (7) District Representatives shall be elected by a majority of the votes of those city council  members present with a quorum. In the event of a tie vote, additional balloting shall occur until a  District Representative is elected.    Packet Pg. 196 RC Approved 06/09/19, as amended though 11/03/22 Page 17   (8) If there is only one candidate for District Representative that individual shall be declared  the District Representative and no election shall be required.  D. Term of District Representative ‐ The term of office for a District Representative shall be two    years in accordance with Article V A. (2) of SCAG’s Bylaws and shall commence in accordance with  that same Article of the Bylaws.  E. District Representative Position Declared Vacant ‐ Notwithstanding Article V, Section D.  above, if SCAG’s President declares a District representative’s position to be vacant in accordance with  Article V A.(2)(a) of the Bylaws, a new appointment (in the case of a single‐city District) or a special  election that complies with all of the election policies described in this Article V and Appendix A (in the  case of a multi‐city District) shall take place within forty‐five (45) days of the declaration of a position  vacancy unless otherwise specified by SCAG staff. A District Representative who is so appointed or elected  shall assume his/her position immediately upon the appointment or election and shall serve the  remainder of the unexpired District Representative term.  F. Notification ‐ Written notification of the appointment or election of a District Representative    shall be provided to the SCAG’s Office of the Regional Council within 10 business days of the  respective appointment or election.  G. District Representative No Confidence Vote – Article V A.(2)(a) of SCAG’s Bylaws indicates    that the position of a District Representative shall be declared vacant by the SCAG President in the  event of a no confidence vote undertaken in response to a resolution passed by all the cities in a  District that are voting‐eligible Members of SCAG. A no confidence vote by a District shall be  conducted in accordance with the following procedures.  (1) A no confidence vote must be held within 30 days of the date on which the final city in the  District approves a resolution calling for the no confidence vote.  (2) All city council members from all of the voting‐eligible cities in the District must be given  the opportunity to participate in a no confidence vote.  (3) A no confidence vote shall be held: (i) prior to or during meetings of subregional  organizations of the type identified in Article V A (1)(a)(5) of SCAG’s Bylaws; or (ii) prior to or at    Packet Pg. 197 RC Approved 06/09/19, as amended though 11/03/22 Page 18   division meetings of the League of California Cites; or (iii) at meeting locations and on meeting dates  that are arranged by SCAG staff in cooperation with the voting eligible cities in the District.  (4) SCAG staff will organize the notice and preparation for any no confidence vote and conduct  the actual vote and will ensure that all members of the voting‐eligible city councils within the District  receive written notification two weeks in advance of any no confidence vote.  (5) For a no confidence vote to be valid, there must be a quorum which shall consist of at least  one city council member present from at least two‐thirds of the voting‐eligible SCAG member cities  in the District.  (6) Proxy voting is not allowed.  (7) A no confidence vote shall pass upon the affirmative, majority vote of those city council  members present with a quorum.  H. Incumbent District Representatives – Notwithstanding the requirements of this Article V,    incumbent District representatives shall retain their positions until the completion of their terms or  until their position is vacated by order of the SCAG President.  I. Effective Date of Appointment and Election Procedures ‐The appointments and elections of    all District representatives after July 1, 2018 must be conducted in accordance with the procedures  of this Article V in this Policy Manual. All appointments and elections prior to July 1, 2018 are to be  conducted in accordance with the Regional Council Policy Manual adopted on July 12, 2007 and  updated in September of 2009, and the District Representative Election Procedures adopted by the  Regional Council on June 2, 2011.    Packet Pg. 198 RC Approved 06/09/19, as amended though 11/03/22 Page 19   ARTICLE VI  THE RALPH M. BROWN ACT: REQUIREMENTS AND SCAG POLICIES    SCAG endeavors to be in full compliance with all aspects of the Ralph M. Brown Act,  (Government Code Section 54950 et seq. (herein the “Brown Act”)) in all of its meetings, activities  and interactions with the public. Selected parts of the Brown Act are described and discussed in the  materials that follow to provide guidance and reminders to SCAG Representatives about the  requirements of the Brown Act and the policies that SCAG has implemented to ensure full  compliance.  A. Bodies Subject to the Brown Act – In accordance with Section 54952 of the Government Code,    the working entities of SCAG including the General Assembly, the Regional Council, the Policy  Committees and generally all of the SCAG committees are “legislative bodies” of local agencies as  defined by Section 54952 of the Government Code and their meetings are covered by the Brown Act  with respect to matters such as agendas, closed sessions, public participation, etc. However, if an  advisory committee is created by a SCAG legislative body and if the advisory committee is comprised  of less than a quorum of the members of the SCAG legislative body that created it, then the advisory  committee is not subject to the Brown Act, unless the advisory committee is a standing committee.  The Brown Act defines a standing committee as one which has continuing jurisdiction over a  particular subject matter or if its meeting schedule is fixed by some formal action.by the body that  created the committee.  B. Meetings – If a quorum of the membership of one of the legislative bodies of SCAG meets to    hear, discuss or deliberate on any matter that is under the subject matter jurisdiction of the  legislative body, then a meeting occurs regardless of whether or not any action is taken, and all  notice and agenda provisions of the Brown Act apply. Informal gatherings at lunches or social  activities or in other informal settings that involve a quorum or more of the membership of a SCAG  legislative body must also meet the requirements of the Brown Act unless the event is open to the  public and the members of the legislative body do not discuss among themselves, except as may  be part of any scheduled program, issues that are within the subject matter jurisdiction of SCAG.    Packet Pg. 199 RC Approved 06/09/19, as amended though 11/03/22 Page 20   As an added caution, because SCAG has overlapping legislative bodies and committees, the quorum  requirements of all applicable SCAG legislative bodies, especially the Executive/Administration  Committee with its limited membership/quorum, should be considered whenever the attendance  at a SCAG event is being planned to determine if the meeting requirements of the Brown Act are  applicable.  C. Serial Meetings – A serial meeting is a series of communications, each of which involve less    than a quorum of a legislative body, but which collectively involve at least a quorum of the  legislative body and through which concurrence is developed with regard to an action to be taken  by the legislative body (see Section 54952.2 of the Government Code). Serial meetings are  forbidden by the Brown Act. Caution must be exercised to ensure that briefings by SCAG staff of  members of a quorum of a small committee (e.g. Executive/Administrative Committee) do not lead  to advance concurrence by the members of the committee about a subsequent action to be taken  by the committee.  D. Teleconferencing and Videoconferencing – Section 54953 of the California Government Code    sets forth the Brown Act requirements for teleconferencing and videoconferencing at SCAG  meetings. SCAG has also established special requirements for the use of teleconferencing and  videoconferencing that impose some additional restrictions beyond those of the Brown Act. The  most significant aspects of the Brown Act’s requirements along with the specific requirements of  SCAG are the following.  (1) All teleconferencing and videoconferencing locations that will be utilized by one or more  members of the SCAG legislative body must be identified in the meeting agenda and must be open  to the public and include access for people with disabilities. Copies of the agenda of the meeting  must be posted at all teleconferencing or videoconferencing locations. Hotel rooms, homes,  business offices can all be used as teleconferencing or videoconferencing locations as long as they  are identified in the agenda, have the agenda posted at the location and are properly open to the  public. An automobile cannot be identified as a teleconferencing location.  (2) During a teleconferenced or videoconference meeting, at least a quorum of the SCAG  legislative body must be at a location within the boundaries of the SCAG Region.    Packet Pg. 200 RC Approved 06/09/19, as amended though 11/03/22 Page 21   (3) If staff or consultants are to participate at a SCAG legislative body meeting to provide  information or to be available to answer questions, the meeting location of such staff do not have  to be placed on the agenda and the location does not have to be open to the public. A SCAG staff  member can participate in a meeting by calling in from an undisclosed location or a train, bus or  car, but such an option is not available to a member of the legislative body.  (4) All votes taken at teleconferenced or videoconference meetings must be taken via roll call.  (5) SCAG can elect to make additional teleconference or videoconference locations available to  the public for any SCAG legislative body meeting. Members of a SCAG legislative body do not have  to be present at every teleconference and videoconference location.  (6) To facilitate the orderly, timely and expeditious conduct of regular or special meetings of all  of SCAG’s legislative bodies, and in consideration of SCAG’s geographically diverse membership, the  President may determine, after consultation with the Executive Director, that the General  Assembly, Regional Council and any other SCAG committee or body, including but not limited to  the Executive/Administrative Committee, will meet using teleconferencing and/or  videoconferencing capabilities.  Further, and notwithstanding any other provision of this Regional  Council Policy Manual, the President may waive, after consultation with the Executive Director and  legal counsel, certain provisions of teleconferencing and videoconferencing requirements set forth  under Section D.1., D.2. and D.4. of this Article VI, to the extent such waiver(s) is/are permitted by  and consistent with applicable law, executive order or any applicable public health order.  E. Regular Meetings – A meeting that occurs at an established time and place set by an action of    the Regional Council or other SCAG legislative body is a regular meeting. Notices and agendas for  regular meetings must be posted at least 72 hours before the meeting. A regular meeting agenda  can be amended as long as the amended agenda is posted 72 hours before the meeting. Items not  on the agenda for a regular meeting can be added to the agenda at the meeting upon the  affirmative vote of two‐thirds of the representatives/members present or a unanimous vote in the  event of attendance of less than two‐thirds of the membership if there is a need to take immediate  action on a matter that came to the attention of the SCAG legislative body (including staff) after the  72 hour agenda posting requirement had passed. Emergency matters may also be added to the    Packet Pg. 201 RC Approved 06/09/19, as amended though 11/03/22 Page 22   agendas of regular meetings in accordance with the appropriate sections of the Brown Act, but the  definition of an emergency matter (e.g. work stoppage, crippling activity, event which impairs  public safety or health) means that such items will rarely, if ever, have to be addressed by a SCAG  legislative body.   F. Special Meetings – Special meetings may be called by the presiding officer of any SCAG legislative    body after discussions with the SCAG Executive Director. Any meeting that is set for a time and  place other than the time and place established for regular meetings is either a special meeting or  an emergency meeting and emergency meetings are unlikely to be necessary for SCAG. Meetings  of SCAG legislative bodies that meet infrequently and/or irregularly are special meetings. Notices  and agendas for special meetings should be posted and delivered to every member of the legislative  body and to others who have requested copies of such notices at least 24 hours before a special  meeting. No business can be conducted at a special meeting except for the matters identified in  the special meeting agenda; however, a legislative body can defer action on matters that are listed  on the agenda for a special meeting.  G. Public Participation – Every meeting of a SCAG legislative body must include an opportunity for    members of the public to address the legislative body on any matter under the subject matter  jurisdiction of the body. If the public comments are to be made in connection with an item on the  agenda, time for the comments must be provided before the consideration of the item. As allowed  by the Brown Act, the comments of members of the public at meetings of SCAG legislative bodies  will generally be limited to three minutes, but this limit may be reduced by the presiding officer  after consideration of the number of speakers and the time constraints of the agenda as long as  any time limitations are fairly identified and implemented and not used restrict speech content.  H. Meeting Disruptions – In accordance with Section 54957.9 of the Government Code, if a SCAG    meeting is “willfully interrupted” and the “orderly conduct of the meeting” becomes unfeasible and  if order cannot be restored by removal of the individuals who are disrupting the meeting, the  presiding officer of the legislative body may order the meeting room cleared so that the meeting  can be continued. Representatives of the press, if not participating in the disruption, may be  allowed to attend the continued meeting session.    Packet Pg. 202 RC Approved 06/09/19, as amended though 11/03/22 Page 23   I. Confidential Information from Closed Sessions – Section 54963 of the Government Code    prohibits the distribution of any confidential information acquired by a person in attendance at a  closed session of a SCAG legislative body. However, in accordance with Government Code section  54956.96, an Official Representative or Alternate of the General Assembly or a representative of a  Member of the Regional Council or a member of a SCAG committee may disclose such confidential  information to selected individuals if the information has financial or liability implications for the  SCAG Member whose representative on the SCAG legislative body obtains the information. The  individuals to whom the confidential information may be disclosed are: (1) legal counsel for the  SCAG Member for the purpose of obtaining advice on the financial or liability implications of the  confidential information; and (2) members of the legislative body of the SCAG Member who are  present in a closed session meeting of that legislative body (e.g. city council).    Packet Pg. 203 RC Approved 06/09/19, as amended though 11/03/22 Page 24   ARTICLE VII  RULES OF PROCEDURE FOR THE CONDUCT OF MEETINGS    A. Agendas ‐ The President of SCAG in the case of the Regional Council or the Chair of every    SCAG Committee, Subcommittee and Task Force (which with the Regional Council are collectively  referred to herein as “legislative bodies” or individually as “legislative body”) shall approve the  agenda for every respective meeting based on guidance from the SCAG Executive Director and  SCAG staff. Members of a SCAG legislative body may request that an item be placed on a  subsequent meeting agenda during the designated part of a meeting. Should the presiding officer  of a meeting refuse to approve inclusion of the requested agenda item, the member making the  request may appeal that ruling to the Executive/Administration Committee, which shall consider  the matter at the next regular meeting after the agenda item requested was refused by a presiding  officer. Although agendas may list agenda items separately as “Action” or “Discussion” or  “Information”, the SCAG legislative bodies may take action on any item or matter listed on an  agenda and such shall be noted on every agenda of each of the SCAG legislative bodies.  B. Meeting Schedules ‐ All meetings of SCAG’s legislative bodies shall comply with the Ralph M.    Brown Act (Government Code 54950 et seq.) and shall be open to the public except when closed  sessions are necessary for confidential discussions as allowed by the Brown Act. The meetings will  start no earlier than the time identified in each meeting notice and agenda. Members of the public  who wish to speak will be asked (but not required) to complete a request card to assist in the  organization of all public comments. The time allocated for public comments will generally be early  in a meeting agenda but comments relating to a specific agenda item may be heard immediately  before said agenda item. All public comments should be addressed to the presiding officer of a  meeting and not to a specific member of the legislative body.  C. Advertising Presentations – No person shall be allowed to make a presentation or provide a    report to the Regional Council that is for the purpose of advertising. “Advertising” for the purposes  of this Policy Manual is defined as “promoting by making known, drawing attention to, publicly  proclaiming or making conspicuous any item, service, project, development, or thing for financial    Packet Pg. 204 RC Approved 06/09/19, as amended though 11/03/22 Page 25   benefit. This prohibition is not intended to prevent or preclude any person from addressing any  SCAG legislative body during a public comment period to express his/her views or opinions on any  matter within the subject matter jurisdiction of the SCAG legislative body. The presiding officer of  any meeting will determine if a speaker’s remarks fall within the prohibition described earlier and  may request that the speaker refrain from offering further remarks in such cases.  D. Rules of Order – SCAG’s Rules of Order, which are summarized in Appendix B and described    in the sections that follow, shall be supplemented and interpreted in accordance with the most  recent version of Rosenberg’s Rules of Order, which are presented in Appendix C of this Policy  Manual. In the event of a difference between Rosenberg’s Rules of Order and SCAG’s Rules of  Order, the direction offered by SCAG’s Rules of Order shall prevail.  E. Role of the Presiding Officer ‐ The presiding officer, assisted by legal counsel or SCAG staff    when available, shall be well versed in the rules of parliamentary procedure since the presiding  officer shall apply such rules throughout the conduct of a meeting and shall make a final ruling  based on those rules whenever an action is taken. All decisions by the presiding officer are final  unless the presiding officer is overruled by the legislative body itself. The presiding officer will  generally play a less active role in any debate or discussion; however, the presiding officer has a  right to participate fully in all debates, discussions and decisions. Generally, the presiding officer  should not make a motion; or second a motion, unless it appears that no other member of the  legislative body is likely to do so.  F. Agenda Item Discussion and Request for Motion ‐ The presiding officer should introduce    each agenda item and explain whether action will be required regarding the item or if it is for  information only. The presiding officer should then invite the appropriate person or persons to  report on the item and explain any recommendation that is being made. The presiding officer  should then ask for questions or comments from members of the legislative body. If members of  the public wish to make comments on the item and did not do so during the general public  comment period, they will be afforded the opportunity to do so at this time.    Packet Pg. 205 RC Approved 06/09/19, as amended though 11/03/22 Page 26   After all comments have been offered, the presiding officer should invite a motion if action is  required on the item. After a motion is made, the presiding officer should identify the name of the  individual making the motion and call for a second to ensure that there is sufficient support for the  motion to make a vote be necessary. If there is a second, the presiding officer should name the  individual making the motion and then call for a vote. If there is no second, the presiding officer  may announce that the motion has failed for lack of a second and ask if another motion is to be  offered.  The presiding officer has the discretion to call for a vote without a second. Such an approach  may be used when the legislative body is facing serious time constraints or support for considering  the motion is obvious.  Before proceeding further, the presiding officer should ensure that the legislative body  understands the motion. If appropriate, and to avoid confusion, the presiding officer may repeat  the motion, or ask the maker of the motion to repeat the motion, or ask a staff member or legal  counsel to repeat the motion.  Immediately prior to a vote, the presiding officer should invite discussion among any  interested members of the legislative body. When the discussion has ended, the presiding officer  should call for a vote. If the discussion has been lengthy, the presiding officer may again repeat the  motion to ensure that all members of the Legislative Body understand the motion.  G. Voting ‐ For large committees, and the Regional Council and the General Assembly, SCAG    employs an electronic voting system that requires members of the Legislative Body to be logged‐in  to be able to cast a vote. Members who leave a meeting prior to a vote are required to log out.  The electronic voting system used by SCAG records all votes, including the names of members and  their votes and the vote results with member names will be included in the minutes of the meeting.  For smaller committees, it is not possible for SCAG to effectively employ electronic voting.  Members of such a small committee will be asked by the presiding officer to indicate their vote by  a show of hands or by verbally indicating “aye,” “nay” or “abstain.” As with electronic voting, the  names of all members who voted and their vote will be included in the minutes of the meeting.    Packet Pg. 206 RC Approved 06/09/19, as amended though 11/03/22 Page 27   The number of affirmative votes needed to pass or approve a motion are identified in SCAG’s  Bylaws or in Article IV of this Policy Manual.  When electronic voting is used, voting members of a legislative body must ensure that their  vote is properly recorded by viewing the scrolling display of the votes that will be shown on the  viewing screen immediately after the vote is tabulated. If an error occurs, the involved voting  member should immediately identify the error to the presiding officer who will consult with legal  counsel to determine if the error can be corrected in the official vote tally. Generally, a voting error  can immediately be corrected in the official vote tally if identified prior to the presiding officer  announcing the next item on the agenda. However, if an error is identified by a voting member  after the next item has been announced by the presiding officer or upon the recommendation of  legal counsel, the presiding officer may order that any attempt to address the identified error be  handled through a Motion for Reconsideration or a Motion to Suspend a Rule, both of which are  subsequently described in this Article.  When electronic voting equipment is not employed because of equipment problems or any  other reason, voting may be done by a show of hands, a roll call vote, or any other method  announced by the presiding officer as long as it is possible for the SCAG clerk or staff member  recording the vote to tabulate the name and vote of every voting member of the legislative body.  Such tabulation is required for compliance with the Brown Act.  H. Three Basic Motions and Friendly Amendments ‐ A main motion is used to put forth a matter    for an action by the legislative body. A motion to amend is used if a member of a legislative body    wishes to propose a changed or modified main motion. A substitute motion is used if a member of    the legislative body wishes to replace the main motion with a different motion. The presiding officer  shall determine if a motion is a motion to amend or a substitute motion. However, a substitute  motion that simply proposes the opposite of the main motion may cause unnecessary delay and  confusion and may be ruled to be out of order by the presiding officer.  A friendly amendment may be used to save time and occurs when a member of the legislative body    suggests an amendment (usually minor) to the main motion and the members who made and    Packet Pg. 207 RC Approved 06/09/19, as amended though 11/03/22 Page 28   seconded the main motion agree to the friendly amendment. If either the maker of the main motion  or the member who seconded it rejects the friendly amendment, then the proposer may formally  move to amend the main motion.  I. Multiple Basic Motions ‐ The presiding officer shall allow no more than three basic motions    to be under consideration by a legislative body at one time. If an additional basic motion is offered,  the presiding officer shall rule it as being out of order until all three of the basic motions that are  before the legislative body have been resolved.  In addressing multiple basic motions, the presiding officer shall proceed with the last motion first.  If a substitute motion or a motion to amend passes, such action renders moot the motion for which  there was a proposed substitution or the motion for which there was a proposed amendment. If a  substitute motion or a motion to amend fails, then the prior motion must be voted upon.  J. Motions regarding Pending Basic Motions ‐ The following motions if properly made    and, at the discretion of the presiding officer, seconded, must be addressed before any action is  taken on any of the basic motions that are pending before the legislative body. They are not  debatable and may be passed by the number of affirmative votes identified in the SCAG Bylaws.  (1) A motion to lay on the table, if passed, temporarily suspends any further discussion of the    pending basic motion. The motion can contain a specific time at which the item and the related  basic motion can be brought back to the legislative body or the motion may contain no specific time  for the item to be returned.  (2) A motion to return is used to bring back to the legislative body a basic motion that was    tabled without a specific return date. The legislative body must approve such a motion before  discussion of the tabled basic motion can resume. A motion that was tabled without a specific  return date dies if it is not returned to the legislative body by the end of the next regular meeting  of the legislative body.  (3) A motion to move or call the question, if passed, immediately brings the matter being    considered by the legislative body to a vote by suspending any further discussion or debate. The  presiding officer can expedite matters by treating this motion as a “request” by asking if anyone in    Packet Pg. 208 RC Approved 06/09/19, as amended though 11/03/22 Page 29   the body wishes to continue the discussion. If no one does, then a vote on the matter can  immediately be taken without the need for a vote on the motion to call the question.  (4) A motion to limit or extend the limit of debate, if passed, places a limit on the time allowed    for discussion and debate of the pending basic motion or extends the time allowed for discussion  and debate.  (5) A motion to object to consideration of an item, if passed, prevents an item on the agenda    from being discussed.  (6) A motion to commit or refer, if passed, refers the matter to staff, a committee or a    commission for further study. The motion may contain directions for the staff, committee or  commission, as well as a date upon which the matter will be returned to the legislative body’s  agenda.  K. Motions of Courtesy and Convenience    (1) Any voting‐eligible member of a legislative body may call for the agenda to be followed in    the stated order. No second or vote is required and the presiding officer should return discussion  to the proper agenda item. Any decision by the presiding officer to return to a specific agenda item  or not return to a specific item can be appealed.  (2) Any voting‐eligible member of a legislative body may make a motion for a recess. At the    discretion of the presiding officer, a second may be required. The motion is not debatable. The  presiding officer determines the length of the recess.  (3) Any voting‐eligible member of a legislative body may make a motion to adjourn  immediately or at a specific time, even if there is business pending. At the discretion of the presiding  officer, a second may be required. The motion is not debatable.  (4) Any voting‐eligible member of a legislative body may request that the presiding officer  follow SCAG’s Rules of Order by raising a point of order. No second is required and no debate is  allowed. The point of order shall be ruled upon by the presiding officer and the ruling of the  presiding officer can be appealed.    Packet Pg. 209 RC Approved 06/09/19, as amended though 11/03/22 Page 30   (5) Any voting‐eligible member of a legislative body may make of point of privilege to request    that the presiding officer address a matter relating to the normal conduct of the meeting such as  the volume of the microphones or the replaying of a video. No second is required. The ruling of the  presiding officer can be appealed.  (6) Should any voting‐eligible member of a legislative body be dissatisfied with a ruling from  the presiding officer, the member may make a motion to appeal the ruling. A second may be  required at the discretion of the presiding officer and debate is allowable.  (7) Any voting‐eligible member of a legislative body may make a motion to suspend a rule of    the legislative body in order to accomplish an action that would otherwise violate the rule. At the  discretion of the presiding officer, a second may be required and debate is allowable.  (8) In order to avoid confusion, the presiding officer may divide the subject matter of a motion  into several parts and direct discussion and voting on each of the separate parts. Additionally, any  voting‐eligible member of a legislative body may make a motion to divide the question into  separate parts for discussion and voting. At the discretion of the presiding officer, a second may be  required for such a motion. Debate is not allowed.  (9) Except where prohibited by federal or state law or regulation, at the same meeting but no  later than the next regular meeting of a legislative body, the legislative body may reconsider any  vote taken in order to correct inadvertent or precipitant errors, or consider new information not  available at the time of the vote. A motion to reconsider must be made by a voting‐eligible member  of the legislative body who voted on the prevailing side in the earlier vote. A second is required at  the discretion of the presiding officer and the motion is debatable. Any voting‐eligible member of  the legislative body may second the motion. The motion to reconsider requires the number of  affirmative votes specified in the SCAG Bylaws for all regular voting matters, regardless of the  number of votes required to adopt the motion being reconsidered. If the motion to reconsider is  successful, the matter to be reconsidered takes no special preference over the pending matters and  any special voting requirements related thereto still apply. After all basic motions associated    Packet Pg. 210 RC Approved 06/09/19, as amended though 11/03/22 Page 31   with an item have been voted upon or rendered moot, action on the item is deemed closed subject  to a proper motion for reconsideration.  (10) During the debate and discussion of a basic motion, the maker of the motion may  withdraw the motion. The basic motion should immediately be considered to be withdrawn;  however, the presiding officer may ask the member who seconded the motion if he might wish to  make the motion. In addition, any other voting‐eligible member of the legislative body may make  the same motion that was withdrawn.  (11) Any voting‐eligible member of a legislative body may make a motion to require a roll call    vote on any matter before the legislative body. A second may be required at the discretion of the  presiding officer. Such a motion is not debatable.  L. Courtesy and Decorum ‐ The presiding officer and the members of a legislative body must  maintain courtesy and decorum throughout every meeting. Only one member should have the floor at  a time and it is always best for a speaker to be recognized by the presiding officer before proceeding to  speak. The presiding officer should ensure that all debate and discussion focus on each particular  agenda item and not on personalities. The presiding officer should stop any discussion that is  inappropriate. Although discussion and debate are appropriate, the presiding officer may find it  necessary to limit both in the interests of time.    Packet Pg. 211 RC Approved 06/09/19, as amended though 11/03/22 Page 32   ARTICLE VIII  STIPENDS AND EXPENSE REIMBURSEMENTS    A. General Stipend Payment Policy    (1) The payment for a stipend of one hundred twenty dollars (hereinafter “Stipend”) will be  calculated and authorized by the Office of Regional Council Support based on attendance records,  attendance sheets or submitted expense reimbursement forms.  (2) Requests for Stipend payments must be received by the Office of Regional Council Support  no later than 30 days after the close of the fiscal year for which the Stipend payments are requested.  B. Stipends for Representatives of Regional Council Members and SCAG Officers    (1) Representatives of Regional Council Members and SCAG Officers shall receive a Stipend for  attendance at SCAG‐sponsored meetings or events (such as, the General Assembly, Regional  Council meetings, Economic Summit, Demographic Workshop, etc.) or other SCAG business  activities. A Stipend will be authorized for each day of actual attendance at such SCAG‐sponsored  meetings or activities. Stipends for business travel on behalf of SCAG meetings or activities will be  authorized for days on which actual business is conducted and not for days that are devoted solely  to travel. With regard to multiple meetings on a single calendar day, a Stipend will be authorized  for attendance at every meeting that is at a different address. A request for a Stipend payment  must be made in writing and contain information on the date, time, location and purpose of any  such meeting and be submitted to the Office of Regional Council Support. Such requests must be  approved by the SCAG President or SCAG’s Executive Director or his/her designee. Attendance at  SCAG‐sponsored meetings or activities shall be demonstrated by a signature on an attendance  form, attendance records of SCAG staff at such meetings, or a the submittal of an expense  reimbursement form to the Office of Regional Council Support.  (2) Representatives of Regional Council Members and SCAG Officers shall receive only one Stipend  for attendance at one or both of the monthly Regional Council meeting and the same day meeting  of the individual’s assigned SCAG Policy Committee (or a joint meeting of all of the Policy    Packet Pg. 212 RC Approved 06/09/19, as amended though 11/03/22 Page 33   Committees). Attendance will be demonstrated by the individual’s signature on the attendance  forms for the Regional Council and the Policy Committee.  (3) Representatives of Regional Council Members and SCAG Officers shall receive a Stipend for  meetings (including those over the telephone and those involving video‐ or teleconferencing) that  are scheduled by SCAG’s President or by SCAG’s Executive Director or his/her designee.  (4) Representatives of Regional Council Members may receive up to six Stipends per month and  the SCAG President may authorize two additional Stipends in a single month on a case‐by‐case  basis. SCAG’s First Vice President, Second Vice President and Immediate Past President may receive  up to nine Stipends per month. SCAG’s President may receive up to twelve Stipends per month.  Approval by the Regional Council is required for payment of any Stipends in excess of the limits  identified herein.  C. Stipends for Other Elected Officials and Individuals serving in an Ex Officio Capacity    (1) Other elected officials (i.e. those not serving as a representative of a Regional Council Member)  serving on a SCAG Policy Committee or another SCAG Committee, Subcommittee or Task Force shall  receive a Stipend for attendance at a Policy Committee, Committee, Subcommittee or Task Force  meeting.  (2) Other elected officials serving on a SCAG Policy Committee or another SCAG Committee,  Subcommittee or Task Force shall receive a Stipend for attendance at a meeting (including those  over the telephone or those involving video‐ or teleconferencing) when the attendance of the  elected official is requested by the SCAG President or SCAG’s Executive Director or his/her designee.  (3) Attendance at all such meetings shall be demonstrated by a signature on an attendance form,  attendance records of SCAG staff at such meetings, or the submittal of an expense reimbursement  form to the Office of Regional Council Support. Other elected officials may receive up to four  Stipends per month.  (4) Individuals serving in an ex officio capacity in any SCAG body including the Regional Council  shall not be eligible for stipends or for the reimbursement of travel expenses (except for certain  General Assembly expenses discussed elsewhere in this Policy Manual).  (5) Notwithstanding subsection C(4) of this Article VIII, the representative from the    Packet Pg. 213 RC Approved 06/09/19, as amended though 11/03/22 Page 34   private/business sector appointed by the President to serve on both the Regional Council and  Executive/Administration Committee as an ex officio member is eligible to receive a Stipend  (pursuant to the process provided in Article VIII.B) and reimbursement of travel expenses (as  provided in Article VIII.F) for attending up to four (4) meetings per month consisting of the Regional  Council, the Executive/Administration Committee, the General Assembly, the Economic Summit,  and other SCAG events as the President or Executive Director may specifically request.  D. Special Conditions for Stipends for the General Assembly    (1) A representative of a Regional Council Member or a SCAG Officer or an elected official serving  on a SCAG Policy Committee shall receive a Stipend for attendance at the General Assembly  regardless of whether or not the individual serves as an Official Representative or Alternate at the  General Assembly.  (2) Stipends are not provided to Official Representatives or Alternates at the General Assembly  unless those individuals are either a representative of a Regional Council Member or a SCAG Officer  or a member of a SCAG Policy Committee.  (3) Stipends for attendance at the General Assembly are not provided to individuals who serve in  an ex officio capacity at the General Assembly; however, registration fees, hotel charges, parking  costs and meal costs may be billed directly to SCAG or reimbursed if within the limits of this Article  VIII.  E. General Travel Policy    (1) SCAG endeavors to maintain an accountable and cost‐effective travel policy. Such a travel  policy must satisfy the following requirements: (a) be only business related; (b) use the most cost‐  effective travel options; (c) comply with all applicable SCAG requirements; (d) substantiate  expenses as required; (e) return unspent advanced amounts or unused tickets or travel vouchers;  and (f) mandate timeliness, accuracy and honesty in the reporting of all travel expenses.  (2) Whenever reasonably possible, travel to SCAG meetings should be avoided if  teleconferencing or videoconferencing is available for a meeting.  (3) Requests for travel reimbursement must be received by the Office of Regional Council  Support no later than 30 days after the close of the fiscal year in which the travel costs were    Packet Pg. 214 RC Approved 06/09/19, as amended though 11/03/22 Page 35   incurred.  (4) The Executive Director or his/her designee shall review all requests for travel  reimbursements.  F. Travel Policy for Representatives of Members of the Regional Council and SCAG Officers    (1) Representatives of Regional Council Members and SCAG Officers who attend meetings on  behalf of SCAG are eligible to receive travel reimbursement for: (a) actual costs of airplane, bus,  train, rental car, shuttle, taxi or car service (e.g. Lyft); (b) miles travelled using a personal  automobile; and (c) actual parking expenses. Mileage will be reimbursed at the prevailing federal  reimbursement rate. Distances will be calculated based on the travel distance from the  representative’s seat of government and the meeting location. An airplane, taxi, car service or  rental car should be used only if is the best alternative considering both cost and time. Taxi, shuttle  and car service gratuities should not exceed 15%. Parking at SCAG’s Los Angeles office will be  validated.  (2) International travel always requires advance approval of the Regional Council.  (3) SCAG representatives of Regional Council Members and SCAG Officers should, whenever  possible, use SCAG staff to arrange all air travel. Only economy air travel is allowed. Except for air  travel, whenever possible representatives of Members of the Regional Council and SCAG Officers  should make their own surface travel and lodging arrangements and obtain reimbursement from  SCAG for all expenses incurred. If SCAG representatives make their own air travel arrangements  and if the cost of airfare significantly exceeds costs regularly paid by SCAG for air travel, approval  of SCAG’s President will be required before reimbursement will be made.  (4) The cost of alcoholic beverages cannot be claimed for reimbursement. Meal allowances will  not be paid if meal service is provided by SCAG (e.g. lunch at meetings of the Regional Council). The  following allowances for meals and incidentals, or 150% (one‐hundred fifty percent) of the  reimbursement amounts approved by the State of California, whichever is higher and which include  an allowance for gratuities, shall apply and be reimbursed without receipts. Higher amounts may  be approved by the Regional Council in the case of international travel.  a. Breakfast costs of $10.50 if away from home or if travel begins from home to a meeting that    Packet Pg. 215 RC Approved 06/09/19, as amended though 11/03/22 Page 36   starts at 10AM or earlier.  b. Lunch costs of $16.50.  c. Dinner costs of $34.50 if away from home or if the travel begins from home to a meeting that  starts at or before 4PM and ends at or after 7PM.  d. Incidental costs of $5 for each day involving an overnight stay away from home.  (5) Lodging is reimbursable at the applicable government rate plus taxes if: (a) required for trips  outside of the SCAG Region; (b) an individual is required to travel 75 miles or more one way for a  SCAG‐related activity that begins at 10 AM or earlier; or (c) an individual is required to attend a  SCAG‐related activity that begins at 1 PM or later and is required to attend a SCAG‐related activity  the following day that begins at 10 AM or earlier. If government lodging rates do not appear to be  available, assistance should be requested from SCAG staff, if possible, to avoid paying above  government rates. Lodging charges that are more than double standard government rates for the  locale of the lodging will require approval of the SCAG President before reimbursement can be  made.  (6) All travel costs must be fully documented, as required, with receipts identifying the date and  time the expenses were incurred, the location and the purpose of the travel or expense. The SCAG  President or SCAG’s Executive Director or his/her designee must approve travel reimbursement  requests without receipts in the case of lost or partial receipts.    G. Travel Policy for Other Elected Officials and/or Appointed Members of SCAG Committees    and Task Forces    (1) Other elected officials (those not serving as Representatives of Regional Council Members)  and appointed members of SCAG committees and task forces will generally not be asked to travel  on behalf of SCAG except for meetings within the SCAG Region. The provisions of Section F above  shall apply to any travel outside of the SCAG Region that is requested by SCAG.  (2) Other elected officials and appointed members of SCAG committees may be reimbursed for  travel expenses to meetings held within the SCAG Region if they are not reimbursed or provided a  stipend from a public agency other than SCAG. Reimbursement will be limited to: (a) parking  validation or actual parking costs; and (b) costs of round‐trip public transportation or round‐trip    Packet Pg. 216 RC Approved 06/09/19, as amended though 11/03/22 Page 37   mileage at the prevailing federal mileage reimbursement rate. All such travel reimbursement  requests will require complete documentation of all expenditures and will be approved by the SCAG  President or SCAG’s Executive Director or his/her designee. Travel reimbursement requests that do   not have appropriate documentation must be approved by the SCAG President or SCAG’s Executive  Director or his/her designee.    Packet Pg. 217 RC Approved 06/09/19, as amended though 11/03/22 Page 38   ARTICLE IX  APPROVAL AND REPORTING THRESHOLDS AND DELEGATION OF    APPROVAL AUTHORITY    The following paragraphs identify those items that require approval by or reporting to the  Executive/Administration Committee and the Regional Council and describe the process by which  the Regional Council and the Executive Director may delegate approval authority to identified  individuals.  A. Contracts ‐ Any SCAG contract valued at or above $500,000 must be approved in advance by    the Executive/Administration Committee and the Regional Council. Any SCAG contract valued at  more than $25,000 but less than $500,000 must be reported as a Receive and File item on the  agendas of the next regular meetings of the Executive/Administration Committee and the Regional  Council following the execution of the contracts by SCAG’s Executive Director or his/her designee.  B. Contract Amendments – Any amendment to a SCAG contract, whose value alone or when    added to all prior amendments either (1) causes the total contract value to cross the $500,000  threshold, or (2) exceeds $150,000 and 30% of the initial contract value, must be approved in  advance by the Executive/Administration Committee and the Regional Council. Any amendment to  a SCAG contract whose value alone or when added to all prior amendments exceeds $5,000 but is  less than $150,000 and 30% of the initial contract value must be reported as a Receive and File item  on the agendas of the next regular meetings of the Executive/Administration Committee and the  Regional Council following the execution of the amendments by SCAG’s Executive Director or  his/her designee.  C. Purchase Orders ‐ Any SCAG purchase order valued at or above $500,000 must be approved    in advance by the Executive/Administration Committee and the Regional Council. Any SCAG  purchase order valued at more than $5,000 but less than $500,000 must be reported as a Receive  and File item on the agendas of the next regular meetings of the Executive/Administration  Committee and the Regional Council following the execution of the purchase order by SCAG’s  Executive Director or his/her designee.    Packet Pg. 218 RC Approved 06/09/19, as amended though 11/03/22 Page 39   D. Fines and Penalties – Payment of any fine or penalty imposed upon SCAG in an amount equal    to or greater than $10,000 must be approved before payment by the Executive/Administration  Committee and the Regional Council.  E. Claims and Litigation Matters – All claims made against SCAG and all litigation threats and    lawsuits filed against SCAG must be reported to the Executive/Administration Committee and the  Regional Council as soon as practical and before any significant SCAG response is undertaken.  Litigation initiated by SCAG shall not commence without the approval of the  Executive/Administration Committee and the Regional Council. Unless otherwise directed by the  Regional Council, all claim and litigation settlements negotiated on behalf of SCAG must be approved  by the Executive/Administration Committee and the Regional Council.  F. Employee Settlements – The Executive Director or his/her designee may negotiate and  approve employee termination settlements whose value does not exceed 12 months of salary and  related benefits and which must be in accord with applicable state law. Settlements in excess of this limit  shall require approval by the Executive/Administration Committee and the Regional Council.  G. Grant Applications – The Executive Director or his/her designee is authorized to submit grant    applications to funding agencies for projects or activities that are consistent with SCAG’s Mission.  H. Delegation of Approval Authority by the Regional Council – By formal action taken at a regular    or special meeting, the Regional Council may delegate to the Executive/Administration Committee  or the Executive Director any of the approval authorities assigned to the Executive/Administration  Committee and the Regional Council and described in this Article.  I. Approval Authority of the Executive Director    The Executive Director is authorized to approve on behalf of SCAG all matters and items described  in this Article that are below the thresholds requiring Executive/Administration Committee and  Regional Council approval or that are delegated to the Executive Director by the Regional Council.  The Executive Director, in writing, may delegate to the Chief Operating Officer or any other SCAG  Director or Manager the authority to approve any item for which the Executive Director has approval  authority.    Packet Pg. 219 RC Approved 06/09/19, as amended though 11/03/22 Page 40   ARTICLE X  CALIFORNIA PUBLIC RECORDS ACT  A. General ‐ SCAG is committed to transparency and to the complete and timely implementation    of the requirements of the California Public Records Act (California Government Code Section 6250  et seq.). Accordingly, it is the policy of SCAG to respond to a request for a copy of a reasonably‐  described, identifiable public record with minimal delay and, in accordance with the timelines  identified in the law unless the law provides an exemption from disclosure. SCAG staff shall work  with any requesting party to assist in identifying public records. Only legal and reasonable  restrictions shall be placed on requests for voluminous classes of documents or documents in  electronic formats.  B. Compilations – SCAG is not required to develop a list or record from an existing record or    database or to develop a new record in order to respond to a request. SCAG shall endeavor to  provide materials available from a database to satisfy a request but shall not commit the expenditure  of resources to supply materials beyond what is required by law.  C. Digital Imagery Data – Requestors who seek digital imagery data that has been collected or    prepared under SCAG’s oversight or control shall be provided with paper copies of the data in order  to ensure that the accuracy of the data is maintained. If such data is requested in an electronic  format, SCAG may condition the release of the data on a written agreement that will prohibit the  resale or publishing of the data.  D. Exempt Records – Requests for records that are determined by SCAG to be confidential,    privileged  or  otherwise  exempt  from  disclosure  shall be denied. SCAG shall make available  reasonably segregated non‐exempt portions of records when possible and if requested to do so.  E. Requests to Inspect Files – Public Records shall be open to inspections during SCAG’s business    hours at SCAG’s headquarters in downtown Los Angeles. An appointment should be requested in  writing along with a description of the records to be inspected. SCAG staff shall take those steps  necessary to ensure that no inspected records are altered, removed or destroyed. If photocopies of    Packet Pg. 220 RC Approved 06/09/19, as amended though 11/03/22 Page 41   inspected records are required, SCAG staff shall arrange for the copies to be made and provide them  within 10 business days.  F. Fees – The Public Records Act allows SCAG to be reimbursed for the direct costs of providing    copies of public records. The Chief Finance Officer of SCAG shall determine the fees that are allowed  by law and such fees will be due and payable in advance. Such fees may be waived or reduced at  the discretion of the Executive Director or the Chief Financial Officer.  G. Public Records in Private Email Accounts or on Private Electronic Devices – The California    Supreme Court has determined that emails and text messages related to the conduct of the public’s  business sent and received on the private electronic devices of public officials, employees and  contractors are subject to disclosure as public records under the California Public Records Act.  Communications that are primarily personal and contain no more than incidental discussions of the  business of SCAG are not public records. Communications that are in the possession of a SCAG  contractor may be considered owned by SCAG and in SCAG’s constructive possession based on the  terms of the contractual relationship between SCAG and the contractor. Until and unless further  guidance is provided by the courts, when SCAG receives a request for public records that may reside  on the electronic device of a public official, employee or a SCAG contractor, SCAG will communicate  the request to such individuals along with guidance on the requirements of the California Public  Records Act and the time constraints associated with the request. SCAG will then reasonably rely  upon such public official, employee or contractor to search his/her own personal files and devices  and provide any public records to SCAG in timely fashion.  H. Public Record Requests Applicable to SCAG Representatives – When SCAG receives a public    record request applicable to one or more SCAG Representatives, SCAG staff shall, to the extent  allowed by law or regulation, provide notice of the request to the involved SCAG Representatives  and provide a copy of any materials to be provided in response to the public record request if desired  by the involved SCAG Representatives.    Packet Pg. 221 RC Approved 06/09/19, as amended though 11/03/22 Page 42   Appendix A      SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS  DISTRICT REPRESENTATIVE ELECTION PROCEDURES  The notice for SCAG Regional Council District Elections is a two‐step process.      1. First Notice: Call for Candidates  All elected members of a city council in a city that is a voting‐eligible member of SCAG and that is  within the boundaries of a District are eligible candidates for District Representative.  The First Notice is a call for candidates, notifying interested elected officials in the District to  submit their name as a candidate for the District representative seat. SCAG staff will communicate  the First Notice to all eligible candidates for a District Election at least 30 days in advance of the  District Election and identify the date, time and location of the District Election. SCAG staff shall also  communicate the First Notice to the city managers and city clerks of the cities within the respective  District, as well as the District’s subregional organization.  The First Notice may be communicated by electronic means or U.S. Mail.  The First Notice will identify a contact point within SCAG for all communications regarding the  District Election.  Eligible elected officials who intend to be candidates for a District Election must notify the  identified SCAG contact point in writing or by electronic communications no later than fourteen days  after the date of the First Notice, or by the date specified in the First Notice.    2. Second Notice: Identification of Candidates  Once the candidate notification period has ended, SCAG staff will provide a Second Notice to all  elected members of the city councils from cities that are voting‐eligible members of SCAG and within  the boundaries of the District.    Packet Pg. 222 RC Approved 06/09/19, as amended though 11/03/22 Page 43   The Second Notice will identify all of the candidates and confirm the date, time and location of  the District Election.  The Second Notice will also be sent to city managers and city clerks of the cities in the District, as  well as the District’s subregional organization. The Second Notice shall be sent by electronic  communications or U.S. Mail by SCAG Staff and will request that a District Election Notice be posted  in accordance with the requirements of the Brown Act.    Other District Election Guidelines    District Elections will be scheduled by SCAG staff in cooperation with the cities in each District.  District Elections shall be held in conjunction with meetings of subregional organizations or the  League of California Cities or at other times and locations identified by SCAG staff working in  cooperation with the cities in a District.  District Representatives shall be elected by a majority of the votes of those city council  members present from voting‐eligible cities with a quorum.  A quorum shall consist of at least one city council member present from at least two‐thirds  of the voting‐eligible SCAG member cities in a District. For example, if District X is comprised of six  member (6) cities, then at least one (1) local elected official from four (4) of the member cities within  District X must be present to constitute a quorum. When a quorum is present, the election may be  conducted.  Nominations from the floor shall not be permitted.  Proxy voting and teleconferencing are not allowed.  In the event of a tie vote, additional balloting shall occur until a District Representative is  elected.  Elected officials from cities that are not voting‐eligible members of SCAG cannot vote and  cannot be candidates for District Representative positions.  If there is only one candidate, that individual shall be declared the District Representative and  no election will be required.    Packet Pg. 223 RC Approved 06/09/19, as amended though 11/03/22 Page 44   Special election are elections resulting from a vacancy of the District representative seat.  These procedures may be followed for special elections of District representatives, but may be  revised by SCAG staff based upon the circumstance. For example, the timing of the two‐step noticing  process set forth herein may be shorted by SCAG staff, as necessary.    Packet Pg. 224 RC Approved 06/09/19, as amended though 11/03/22 Page 45   Appendix B      SUMMARY of SCAG’s RULES OF ORDER    Three (3) Basic Motions    Main Motion    Motion to Amend Main Motion  Substitute Motion  Friendly Amendments must be accepted by maker of motion and seconder.  No more than three (3) Basic Motions under consideration at one time.    Motions Regarding Pending Basic Motions (no debate – seconds at discretion of presiding official)    Motion to Lay on the Table  Motion to Return from the Table  Motion to Call the Question  Motion to Limit or Extend Debate  Motion to Object to Consideration of an Item  Motion to Refer    Courtesy and Convenience Motions    Call for Agenda to be Followed (no debate, no second required)  Motion for Recess (no debate, second discretionary)  Motion to Adjourn (no debate, second discretionary)  Point of Order (no debate, no second required)  Motion to Appeal a Ruling (debate allowed, second discretionary)    Packet Pg. 225 RC Approved 06/09/19, as amended though 11/03/22 Page 46   Motion to Suspend a Rule (debate allowed, second discretionary)  Motion to Divide a Question (no debate, second discretionary)  Motion to Reconsider (no later than next meeting, made by voter on  prevailing side, second discretionary, debate allowed)  Motion for Roll Call Vote (no debate, second discretionary)    Motion to Withdraw (no debate, no second, others may make withdrawn  motion)    Packet Pg. 226 RC Approved 06/09/19, as amended though 11/03/22 Page 47   Appendix C      ROSENBERG’s RULES OF ORDER    Packet Pg. 227 MAIN OFFICE 900 Wilshire Blvd., Ste. 1700, Los Angeles, CA 90017 Tel: (213) 236-1800 IMPERIAL COUNTY REGIONAL OFFICE 1503 North Imperial Ave., Ste. 104 El Centro, CA 92243 Tel: (213) 236-1967 ORANGE COUNTY REGIONAL OFFICE OCTA Building 600 South Main St., Ste. 741 Orange, CA 92868 Tel: (213) 236-1997 RIVERSIDE COUNTY REGIONAL OFFICE 3403 10th St., Ste. 805 Riverside, CA 92501 Tel: (951) 784-1513 SAN BERNARDINO COUNTY REGIONAL OFFICE Santa Fe Depot 1170 West 3rd St., Ste. 140 San Bernardino, CA 92418 Tel: (213) 236-1925 VENTURA COUNTY REGIONAL OFFICE 4001 Mission Oaks Blvd., Ste. L Ventura, CA 93012 Tel: (213) 236-1960 SCAG.CA.GOV PLEASE RECYCLE // AJ2 REPORTS   Packet Pg. 228 1 1 1 3 DISCUSSION City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Edelia Eveland, Assistant City Manager; Suzie H. Soren, Director of Human Resources Department:Human Resources Subject:Adoption of Resolution No. 2023-019 Appointing an Interim City Manager and approving an employment agreement. (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-019 appointing an Interim City Manager and approving an employment agreement. Note: The candidate is anticipated to be selected by the Mayor and City Council in advance of the City Council Meeting held on January 18, 2023. Background On December 7, 2022, the Mayor and City Council accepted the resignation of Robert D. Field from his position as City Manager for the City of San Bernardino. The position of City Manager became vacant on January 17, 2023. A special closed session meeting was held on December 14, 2022, where the Mayor and City Council gave direction to staff to open an Interim City Manager recruitment. The recruitment was opened on December 19, 2022, and closed on January 6, 2023, at 5:00 p.m. The recruitment was advertised at the following locations: •California Cities/Western City Board •California City News •International City/County Management Association •Municipal Management Associate of Northern California •Municipal Management Associate of Southern California •National League of Cities •Public CEO Discussion The Interim City Manager recruitment garnered a total of 25 applications. On January   Packet Pg. 229 1 1 1 3 11, 2023, the Mayor and City Council held a special closed session meeting to review the applications. After deliberation, the Mayor and City Council voted to move two candidates forward to the interview stage. The interviews will take place on January 17, 2023. If an Interim City Manager is selected an employment agreement is anticipated and will be available at the meeting. Because the selected candidate is anticipated to be an interim retired annuitant under Government Code section 21221(h), the Mayor and City Council must make the appointment and approve the employment agreement by resolution. In addition, an appointment under Section 21221(h) requires the City to be actively pursuing a permanent replacement. The City is presently in the process of selecting a recruitment firm to assist with the recruitment for a permanent City Manager. The City will continue to abide by Section 21221(h) and will take further steps to actively recruit for a permanent City Manager. The interim appointment will end when the regular replacement for the vacant position of City Manager for the City commences her or his employment or, if earlier, the date that this appointment is terminated by the City or the selected candidate. In accordance with applicable law, the proposed contract limits the number of hours which may be worked in any fiscal year to 960 hours. Further, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum monthly base salary paid to other employees performing comparable duties, divided by 173.333 to equal the hourly rate. For the position of Interim City Manager, that rate is $137.02 (i.e., $23,750, which is both the top and bottom step for the City Manager position on the approved salary schedule, divided by 173.333). Lastly, in accordance with the applicable law, the employment agreement does not provide for any other benefit, incentive compensation in lieu of benefits, or any other form of compensation in addition to this hourly pay. 2021-2025 Strategic Targets and Goals Approving an employment agreement with Interim City Manager aligns with Goal No. 2b: Focused, Aligned Leadership and Unified Community by building a culture that attracts, retains, and motivates the highest quality talent. Fiscal Impact Financial impact is unknown at this time. Impact will be identified once an employment agreement has been executed. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-019 appointing an Interim City Manager and approving an employment agreement. Note: The candidate is anticipated to be selected by the Mayor and City Council in advance of the City Council Meeting held on January 18, 2023. Attachments Attachment 1 - Interim City Manager Job Announcement Attachment 2 – Resolution No. 2023-019   Packet Pg. 230 1 1 1 3 Attachment 3 – Proposed Employment Agreement Ward: All Wards Synopsis of Previous Council Actions: December 14, 2022 The Mayor and City Council gave direction to staff to open an Interim City Manager recruitment. January 11, 2023 The Mayor and City Council held a special closed session meeting to review the applications for Interim City Manager. January 17, 2023 The Mayor and City Council held a special closed session meeting to interview and select the Interim City Manager.   Packet Pg. 231 1/12/23, 2:16 PM Job Bulletin https://agency.governmentjobs.com/citysanbernardino/job_bulletin.cfm?JobID=3839705 1/3 CITY OF SAN BERNARDINO Department of Human Resources 290 North D Street San Bernardino, CA 92401 http://www.sbcity.org/jobs INVITES APPLICATIONS FOR THE POSITION OF: Interim City Manager (U) An Equal Opportunity Employer SALARY Salary: Negotiable OPENING DATE: 12/19/22 CLOSING DATE: 01/06/23 05:00 PM JOB SUMMARY: The City of San Bernardino is seeking an experienced local government professional to serve as an Interim City Manager. As the Interim City Manager, the incumbent is responsible for managing the daily operations of the City by providing organizational leadership and implementing the policies established by the City Council. City operations include the following departments: Animal Services, Community and Economic Development, Finance, Human Resources, Information Technology, Library, Office of the City Attorney, Office of the City Clerk, Parks, Recreation and Community Services, Police, and Public Works. The appointment will last until a permanent City Manager is hired; this process is expected to take no fewer than 90 days. The individual that is selected to serve in the interim capacity should not intend to apply for the permanent position. About the City: The City of San Bernardino is a community rich in history and cultural diversity. Influences of Native Americans, Mexican settlers, and Spanish missionaries can still be seen throughout the City today. From 1810 to the present, San Bernardino has been recognized for its scenic beauty and strategic location. The City is home to an international airport, a passenger rail station, freight rail routes, cross-docking trucking centers, and is conveniently surrounded by interstate and state highways, making it an intermodal logistics hub. The City of San Bernardino serves as the county seat and is the largest city in the County of San Bernardino with a population of 222,203. Form of Government: The City of San Bernardino is a Charter City with a Council-Manager form of government. Under this form of government, the City Council serves as the governing body that is responsible for legislative functions such as establishing policy, ordinances, and developing the vision of the Municipality. The City Manager is appointed by the City Council and is responsible for implementing the Council’s policies, ordinances, and vision as the chief executive officer of the City. The Mayor is elected at large and the seven Council Members are elected by constituents from the specific wards. To view the City Charter in full click here.   Packet Pg. 232 1/12/23, 2:16 PM Job Bulletin https://agency.governmentjobs.com/citysanbernardino/job_bulletin.cfm?JobID=3839705 2/3 Recruitment Timeline: Interested candidates should apply no later than 5:00 PM Friday, January 6, 2023 by submitting their City application and attaching their cover letter and resume through the Government Job's Portal. Interviews will be conducted in-person and will be held the week of January 16, 2023. The selected candidate will be required to complete a pre-employment physical medical exam, background investigation with the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI), and an employment/professional reference check. The appointed candidate is expected to start employment as soon as possible after Tuesday, January 17, 2023. For more information about this position, please contact: Suzie Soren, Director of Human Resources, at 909-384-5104. ESSENTIAL DUTIES & RESPONSIBILITIES The powers and duties of the City Manager are set forth in Section 401 of the City Charter. They are as follows: (a) Appoint, suspend and/or remove all City employees; appoint administrative officers, except as otherwise provided by law, the City Charter, or established personnel rules. The City Manager may authorize any administrative officer subject to the City Manager ’s direction and supervision to exercise these powers with respect to subordinates in that officer ’s department, office or agency; (b) Direct and supervise the administration of all departments, offices and agencies of the City, except as otherwise provided by the City Charter or by law; (c) Attend all Council meetings. The City Manager shall have the right to take part in the discussion but shall not vote; (d) Ensure the Mayor and Council are informed on all aspects of important emerging issues, including the City’s financial condition and future needs, and as part of that responsibility, brief the Mayor and Council at their meetings on the business matters before them; (e) See that all laws, provisions of the City Charter, and acts of the Council are faithfully executed; (f) Prepare and submit the annual budget and capital improvement program to the Mayor and Council and implement the final budget approved by the Council to achieve the goals of the City; (g) Submit to the Mayor and Council and make available to the public a complete report on the finances and administrative activities of the City as of the end of each fiscal year; (h) Make such other reports as the Mayor or Council may request regarding operations; (i) Make recommendations to the Mayor and Council concerning the affairs of the City and facilitate the work of the Council in developing policy; (j) Provide staff support services for the Mayor and Council members; (k) Assist the Mayor and Council in developing long-term goals for the City and strategies to implement these goals; (l) Be accountable for the implementation of Council goals and policies and the overall performance of the City; (m) Encourage and provide staff support for regional and intergovernmental cooperation; (n) Promote partnerships among the Mayor, Council, staff, and citizens in developing public policy and building a sense of community;   Packet Pg. 233 1/12/23, 2:16 PM Job Bulletin https://agency.governmentjobs.com/citysanbernardino/job_bulletin.cfm?JobID=3839705 3/3 (o) Make business and policy recommendations based solely on his or her independent professional judgment and best practices in the interests of the City; and (p) Perform other such duties as are specified in the City Charter, by ordinance, or as may be requested by the Council. MINIMUM QUALIFICATIONS The Mayor and City Council shall determine whether a candidate meets the minimum qualifications of the position. In accordance with Section 400 of the City Charter, the successful candidate shall be appointed on the basis of education and experience in the accepted competencies and practices of local government management. SUPPLEMENTAL INFORMATION Benefits Plan: To view the City of San Bernardino Executive Compensation and Benefits plan click here. Reasonable Accommodation: The City of San Bernardino will provide reasonable accommodation for the known physical or mental limitations of a qualified applicant with a disability. It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department for the City of San Bernardino in writing to request such accommodation prior to the closing date of this recruitment. Please call 909-384-5104 for additional information regarding requests for accommodation. APPLICATIONS MAY BE OBTAINED AND FILED ONLINE AT: http://www.sbcity.org/jobs OR 290 North D Street San Bernardino, CA 92401 Job #20221215 INTERIM CITY MANAGER (U) SS   Packet Pg. 234 Resolution No. 2023-019 Resolution No. 2023-019 January 18, 2023 Page 1 of 4 2 0 4 4 RESOLUTION NO. 2023-019 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPOINTING ______________________ AS INTERIM CITY MANAGER AND APPROVING EMPLOYMENT AGREEMENT WHEREAS, Government Code Section 21221(h) permits the Mayor and City Council to appoint a California Public Employees’ Retirement System (“CalPERS”) retiree to a vacant position requiring specialized skills during recruitment for a permanent appointment, and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a single appointment that does not exceed 960 hours in a fiscal year; and WHEREAS, the position of City Manager became vacant on January 17, 2023; and WHEREAS, to ensure the efficient continued operation of the City, the Mayor and City Council desire to retain the services of ___________________, a retired member of CalPERS, to serve as Interim City Manager, effective __________________, 2023; and WHEREAS, ____________________ has over ___ years of experience in municipal government and management; and WHEREAS, pending the recruitment, selection and employment of a City Manager, the City desires to appoint ______________________ as Interim City Manager, pursuant to the authority provided under Government Code Section 21221(h), to provide the leadership, managerial and organization skills necessary to manage the City effectively and efficiently; and WHEREAS, it is understood by ______________ and the City that the combined total hours to be served in any fiscal year for all CalPERS employers shall not exceed the 960 hour limitation set forth in California Government Code Section 21221(h); and WHEREAS, the Mayor and City Council has reviewed a proposed employment agreement by and between ______________ and the City of San Bernardino. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. As required by Government Code Section 21221(h), the Mayor and City Council make the following findings: (A) All facts set forth in the Recitals to this Resolution are true and correct.   Packet Pg. 235 Resolution No. 2023-019 Resolution No. 2023-019 January 18, 2023 Page 2 of 4 2 0 4 4 (B) ___________________________ has the specialized skills needed to perform the work required of the Interim City Manager until a permanent City Manager is appointed and thereafter begins his or her service. (C) It is in the best interests of the City of San Bernardino to enter into an employment agreement with and to appoint _______________________ as Interim City Manager for the City of San Bernardino pursuant to the authority provided under Government Code Section 21221(h). SECTION 3. ________________ is hereby appointed as Interim City Manager of the City of San Bernardino in accordance with Government Code Section 21221(h) and with the provisions of the employment agreement on file with the City Clerk. SECTION 4. The employment agreement with __________________, a copy of which is on file with the City Clerk, is hereby approved by the Mayor and City Council of the City of San Bernardino, and effective ___________________________, 2023. The Mayor is authorized to execute said agreement on behalf of the City of San Bernardino, with such non-substantive, technical amendments as may be deemed appropriate by the City Attorney. SECTION 5.The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form:   Packet Pg. 236 Resolution No. 2023-019 Resolution No. 2023-019 January 18, 2023 Page 3 of 4 2 0 4 4 Sonia Carvalho, City Attorney   Packet Pg. 237 Resolution No. 2023-019 Resolution No. 2023-019 January 18, 2023 Page 4 of 4 2 0 4 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ Mayor: AYES NAYS ABSTAIN ABSENT TRAN _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 238 -1- AGREEMENT FOR INTERIM CITY MANAGER SERVICES THIS AGREEMENT is made and entered into this __________________, 2023 by and between the City of San Bernardino (“CITY”) and _____________________ (“EMPLOYEE”). In consideration of the mutual covenants and agreements set forth herein, the Parties agree as follows: RECITALS This Agreement is made and entered into with respect to the following facts: A. CITY seeks to engage EMPLOYEE on an interim basis to serve in the position of Interim City Manager in accordance with the terms set forth in this Agreement; and B. EMPLOYEE desires to accept employment as Interim City Manager in consideration of and subject to the terms, conditions and benefits set forth in this Agreement; and. C. EMPLOYEE represents that he/she is a retired annuitant of CalPERS within the meaning of Government Code §§ 7522.56 and 21221(h) (“Statutes”) and acknowledges that her/his compensation is statutorily limited as provided in Government Code § 21221(h). EMPLOYEE represents that, as of the effective date of this Agreement, he/she has not worked for another CalPERS state or contracting agency as a retired annuitant during the CITY's 2022-2023 fiscal year, and that he/she therefore acknowledges that he/she can work up to 960 hours for the CITY, a state agency or other CalPERS contracting agencies (collectively "CalPERS Agencies") during CITY's 2022-2023 fiscal year. EMPLOYEE represents that he/she has not received unemployment compensation from any CalPERS Agencies during the 12-month period preceding the effective date of this Agreement. EMPLOYEE further represents that her/his CalPERS retirement date became effective prior to the 180-day period preceding the effective date of this Agreement; and D. CITY has determined that it is necessary to hire EMPLOYEE, a retired annuitant, because the position of Interim City Manager requires special skills, and EMPLOYEE, by virtue of her/his experience has those special skills NOW, THEREFORE, CITY and EMPLOYEE, in consideration of the mutual covenants and agreements herein contained, agree as follows: 1.DESIGNATION OF INTERIM CITY MANAGER. In accordance with Resolution No. _____________________, EMPLOYEE is appointed Interim City Manager of the CITY under the terms of this Agreement. 2.POSITION AND DUTIES. EMPLOYEE has been appointed by the Mayor and City Council as Interim City Manager of the City to perform, on a basis set forth in Paragraph 4 below, the duties and functions pertaining to the City Manager position, and to perform other legally permissible duties and such functions as the Mayor and City Council shall from time to   Packet Pg. 239 -2- time assign. The Mayor and City Council shall have the authority to determine the specific duties and functions which EMPLOYEE shall perform under this Agreement and the means and manner by which EMPLOYEE shall perform those duties and functions. EMPLOYEE agrees to devote all of her/his business time, skill, attention, and best efforts to the discharge of the duties and functions assigned to her/him by the Mayor and City Council. 3.TERM; TERMINATION AND AT-WILL STATUS. This Agreement shall become effective upon the date executed both by EMPLOYEE and the Mayor, which date shall be the date first referenced above. EMPLOYEE shall commence the performance of her/his duties as the Interim City Manager on ___________________, 2023 or at such later date as the parties hereto shall agree in writing ("Commencement Date"). This Agreement shall expire as of the first of the following to occur: (i) upon the employment commencement date of a permanent City Manager employed by CITY; (ii) upon EMPLOYEE working her/his 960th hour for all CalPERS Agencies during fiscal year 2022-2023 or her/his 960th hour in any subsequent fiscal year; or (iii) upon termination of the Agreement by either EMPLOYEE or CITY as provided below. EMPLOYEE acknowledges that he/she is an at-will, temporary employee of CITY who shall serve at the pleasure of the Mayor and City Council at all times during the period of her/his service hereunder and shall be subject to termination by at any time without advance notice and without cause. The terms of CITY’s personnel rules, policies, regulations, procedures, ordinances, and resolutions (collectively "Personnel Policies"), as they may be amended or supplemented from time to time, shall not apply to EMPLOYEE, and nothing in this Agreement is intended to, or does, confer upon EMPLOYEE any right to any property interest in continued employment, or any due process right to a hearing before or after a decision to terminate her/his employment. Nothing contained in this Agreement shall in any way prevent, limit or otherwise interfere with the right of CITY to terminate the services of EMPLOYEE and nothing in this Agreement shall prevent, limit or otherwise interfere with the right of EMPOYEE to resign at any time from this position with CITY. 4.COMPENSATION. The CITY agrees to provide the following compensation to EMPLOYEE for the services of Interim City Manager: Beginning on __________________________, 2023, CITY agrees to pay to EMPLOYEE for services rendered under this Agreement, the hourly rate of one hundred and thirty seven dollars and two cents ($137.02) . The City shall not pay for vacation or holidays, nor shall EMPLOYEE be entitled to any other fringe benefits. 5.ABUSE OF OFFICE. Pursuant to Government Code Sections 53243, 53243.1 and 53243.2, if EMPLOYEE is convicted of a crime involving an abuse of his/her office or position, all of the following shall apply: (1) if EMPLOYEE is provided with administrative leave pay pending an investigation, EMPLOYEE shall be required to fully reimburse City such amounts paid; (2) if City pays for the criminal legal defense of EMPLOYEE (which would be in its sole discretion, as it is generally not obligated to pay for a criminal defense), EMPLOYEE shall be required to fully reimburse City such amounts paid; and (3) if this Agreement is terminated, any Severance Pay and Severance Benefits related to the termination that EMPLOYEE may receive   Packet Pg. 240 -3- from City shall be fully reimbursed to City or void if not yet paid to EMPLOYEE. For purposes of this Section, abuse of office or position means either: (1) an abuse of public authority, including waste, fraud, and violation of the law under color of authority; or (2) a crime against public justice, including, but not limited to, a crime described in Title 7 (commencing with Section 92) of Part 1 of the Penal Code. Notwithstanding the above, it is understood that EMPLOYEE is a CalPERS retired annuitant employed pursuant to Government Code sections 7522.56 and 21221(h) and, accordingly, shall not receive any benefits, incentives, compensation in lieu of benefits, or any other forms of compensation in addition to the hourly rate set forth in Section 4 of this Agreement. 6.NOTICE. Notices required pursuant to this Agreement shall be given by personal service upon the party to be notified or by delivery of same to the custody of the United States Postal Service, or its lawful successor, postage prepared and addressed as follows: CITY _________________________ _________________________ _________________________ EMPLOYEE _________________________ _________________________ _________________________ 7.HOURS OF WORK. EMPLOYEE shall devote the time necessary to adequately perform her/his duties as Interim City Manager. The parties anticipate that EMPLOYEE will work a sufficient number of hours per week allocated between regular business hours and hours outside of regular business hours including, without limitation, attendance at regular and special Mayor and City Council meetings, community events and other CITY functions as appropriate or directed. However, in no event shall EMPLOYEE be required to work in excess of 960 hours in fiscal year 2020-2021 and 960 hours per each subsequent fiscal year for CITY, including hours worked for other CalPERS Agencies during such fiscal years. The position of Interim City Manager shall be deemed an exempt position under California wage and hour law. It is the intent of the parties to compensate EMPLOYEE only to the extent permitted under the Statutes and corresponding CalPERS regulations and policy statements. The Rate of Pay set forth above is based on the salary limitations established by CalPERS in accordance with Section 21221(h) which provides that the Rate of Pay shall be no less than the minimum or greater than the maximum hourly rate for the City Manager position as listed on the City’s publicly available pay schedule. EMPLOYEE will comply with all applicable CalPERS regulations governing employment after retirement, including the recordation and reporting of all hours worked for CITY to CalPERS as may be required. CITY shall assist in any such reporting obligations to CalPERS. Additionally, EMPLOYEE shall keep CITY continually appraised of any hours worked by EMPLOYEE for other CalPERS Agencies during the term of this Agreement.   Packet Pg. 241 -4- 8.WAIVER. No waiver of any provision of this Agreement shall be deemed or shall constitute a waiver of any other provision whether or not similar, nor shall any such waiver constitute a continuing or subsequent waiver of the same provision. No waiver shall be binding, unless executed in writing by the party making the waiver. 9.ENTIRE AGREEMENT. This Agreement constitutes the entire Agreement of the parties considering the subject matter hereof and all prior agreements or understanding, oral or written, are hereby merged herein. This Agreement shall not be amended in any way except by a writing expressly purporting to be such an amendment, signed, and acknowledged by both of the parties thereto. If any portion or provision hereof is held to be unconstitutional, invalid, or unenforceable, the remainder of this Agreement or portion thereof shall be deemed severable and shall be effective and shall remain in full force and effect. CITY OF SAN BERNARDINO By: _______________________________ Date: _______________________ EMPLOYEE By: _______________________________ Date: _______________________   Packet Pg. 242 PUBLIC HEARING City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Barbara Whitehorn, Agency Director of Administrative Services Department:Finance Subject:Adopt New Purchasing Policy and Introduce Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code. (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Introduce, read by title only, and waive further reading of Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code of the City of San Bernardino, California, and 2. Adopt Resolution 2022-246 adopting the Purchasing Policy for the City of San Bernardino. Background Over the last two years, the Finance Department has been working to build a robust, responsive Purchasing Division. During the bankruptcy, purchasing personnel in Finance was cut to one Assistant Buyer who was tasked with coordinating procurement for the entire City. Out of necessity, the majority of procurement functions were decentralized, and departments completed most of their own procurement, from small purchases of supplies to major requests for proposals for capital projects, with limited assistance from Finance. While this worked when there was little funding available, the City has reached financial stability and is now able to invest in ongoing service and capital projects; having a centralized purchasing model backed by well-defined Policy and Municipal Code is of paramount importance. In August, Council requested that the purchasing thresholds of the City Manager and Purchasing Division Manager be added to a future Council meeting agenda, recognizing that the current $49,999 maximum threshold for the City Manager’s contracting authority is low relative to the size of the City of San Bernardino and the business that the City conducts. To provide the foundation for good   Packet Pg. 243 governance, the Municipal Code governing purchasing was rewritten and simplified. A Purchasing Policy (Attachment 4) has been developed in alignment with the Municipal Code that will support operations and ensure appropriate internal controls are in place. Discussion As briefly discussed above, the Municipal Code and the Purchasing Policy are two key aspects of procurement that work together to provide the foundation of good governance and the policy framework for citywide procurement. They must complement each other to ensure legal compliance and support efficient and effective operations. Municipal Code. The San Bernardino Municipal Code was originally developed with very specific procedures for each aspect of the procurement process (Attachment 1). In the redline (Attachment 2), there are numerous changes recommended, removing much of the procedural guidance and adding thresholds for bidding requirements and approval levels, as well as simplifying the language. The changes are intended to put in place a governing Municipal Code that supports Purchasing Policy, internal control, and good governance. The Municipal Code and the Purchasing Policy work together to ensure the City does business legally, efficiently, and effectively. When governance and internal policy are properly aligned, day-to-day operations related to procurement can run smoothly. The Municipal Code should provide the framework from which policies are developed; policies then provide more specific rules, from which procedures are built for efficient operations. December 7, 2022 Adoption and Change. Mayor and City Council moved to adopt the new Municipal Code and Purchasing Policy with the substantive changes on December 7, 2022. The only change requested was to add a reporting requirement such that all contracts over the $40,000 threshold signed by Directors, Agency Directors, the City Manager and/or their designees be reported to the Mayor and City Council during the City Manager update at each regular City Council meeting. That change is highlighted in blue on page 3 of the redline of the Municipal Code (Attachment 2) to make it easier to see among the other changes. This change has also been incorporated into the Purchasing Policy, Section II.(a) and can be found on page 6. (Attachment 4) The specific language added to both the Municipal Code and the Purchasing Policy for all contracts over $40,000 reads as follows: “Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update.” For full transparency, the staff report from the December 7, 2022 City Council meeting, which includes an explanation of the other recommended changes, is included herein as Attachment 7.   Packet Pg. 244 2021-2025 Strategic Targets and Goals The changes to the Municipal Code and the adoption of the Purchasing Policy align with Key Strategic Goals 1.a. Establish clear policy direction and predictable organizational structures, and 1.d. Create a framework for spending decisions. Fiscal Impact There is no fiscal impact to the City in adopting the new Purchasing Policy and in introducing the Ordinance amending the Municipal Code. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Introduce, read by title only, and waive further reading of Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code of the City of San Bernardino, California, and 2. Adopt Resolution 2022-246 adopting the Purchasing Policy for the City of San Bernardino. Attachments Attachment 1 – Municipal Code Section 3.04 Attachment 2 – Municipal Code Section 3.04 Redline version 2 Attachment 3 – Resolution No. 2022-246 Adopting Purchasing Policy Attachment 4 – Exhibit A – Proposed Purchasing Policy version 2 Attachment 5 – Ordinance No. MC-1605 to Amend Municipal Code Section 3.04 Attachment 6 – PowerPoint Presentation Purchasing Policy Attachment 7 – December 7, 2022 Staff Report Ward: All Wards Synopsis of Previous Council Actions: December 7, 2022 Mayor and City Council moved to Adopt New Purchasing Policy and Introduce Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code with one change. (All Wards) August 3, 2022 Mayor and City Council requested that am item be added to a future meeting to give the Chief Procurement Officer a dollar authorization of $50,000 and increase City Manager’s signing authority to $100,000 (All Wards) – Council Member Alexander   Packet Pg. 245   Packet Pg. 246   Packet Pg. 247   Packet Pg. 248   Packet Pg. 249   Packet Pg. 250   Packet Pg. 251   Packet Pg. 252   Packet Pg. 253   Packet Pg. 254 1 3.04.010 Adoption of Purchasing System A. Establishment. In order to establish efficient procedures for the purchase of supplies, materials and equipment, and contracted services, to secure for all departments or agencies of the City excepting the Municipal Water Department and the Free Public Library, supplies, materials, equipment, and services at the lowest possible cost commensurate with the quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing functions and to assure that quality of purchases, a centralized purchasing system is adopted. Except as specified herein, there shall be no exemption from centralized purchasing and no Aagency or Ddepartment shall be authorized to purchase, or contract for the purchase of supplies, services or equipment independently of the administrative officePurchasing Division. The Municipal Water Department and the San Bernardino Public Library shall not be subject to this centralized purchasing system; however; the Board of Water Commissioners and the Board of the San Bernardino Free Public Library shall employ procedures substantially in compliance with the provisions of this Chapter as such may be applicable. B. Purchasing Policy. All purchases of goods, supplies, equipment and services shall be made in accordance with the formal Purchasing Policy in effect at the time of purchase. The Purchasing Policy shall be developed by staff and adopted by mayor and City Council. The Purchasing Policy may be changed from time to time by City Council Resolution in order to remain in compliance with necessary law and to address the evolving procurement needs of the City. C. Vendor Lists. The City may utilize the processes of this Chapter and Purchasing Policy to procure cendors who will be eligible or preferred to provide goods or services to the City on an as-needed basis. BD. Exemptions. This Chapter shall not apply to the following: 1. Purchases from, or sales to a government or governmental agency, or through any advantageous governmental contract approved by the Council, or to the purchase of election supplies, or to purchases and/or services or service contracts relating to litigation or prosecution or investigations thereof, or to purchases and/or services or service contracts relating to fire and police investigations, or to the purchases and/or services or service contracts relating to board up or demolition of buildings or structures. 2. Purchases from a vendor or manufacturer which, through the City's bidding procedure, or other California government or governmental agency's bidding procedure, has established a price at which such a vendor or manufacturer is willing to sell to the City. During such a bid procedure more than one responsive bid must have been received, and the bid award must have occurred within one year at the City's issuance of a purchase order. 3. Purchases approved by the Mayor and Common Council. 4. Purchases for less than $500.00of less than ten thousand dollars ($10,000).   Packet Pg. 255 2 5. Public Works Projects. Procurement procedures for Public Works Projects are defined in Chapters 12.20, 12.21 and 12.24 of the San Bernardino Municipal Code. 6. Sole Source procurements as more defined in the Purchasing Policy, 7. Emergency Procurements as more defined in Section 3.04.070 of the Municipal Code and the Purchasing Policy. 8. Federal/Grant-Funded Procurement to the extent that this Chapter and Purchasing Policy is inconsistent any federal, grant or other funding source requirement for a particular purchase. In that event, the federal, grant or other funding source procurement requirements shall control. 9. Inadequate competition as more defined in the Purchasing Policy. (Ord. MC-983, 9-24-96; Ord. MC-858, 1-12-93; Ord. MC-608, 9-22-87; Ord. MC-513, 4- 22-86; Ord. MC-431, 1-25-85; Ord. 2588, 6-23-64) 3.04.020 Purchasing Officer Division The purchase and sale of all supplies, materials and equipment and services, shall be the responsibility of the purchasing agent under the direction and supervision of the administrative officer.Unless otherwise exempted under this Chapter, the purchase and sale of all supplies, materials, equipment, and services shall be the responsibility of the Purchasing Division. The Purchasing Division is part of the Finance Department, which is responsible for carrying out written administrative procedures adopted by the City Council related to Procurement. The Purchasing Division Manager is responsible for the Purchasing Policy, and will develop, advise, review, audit and ensure compliance throughout the Purchasing process as the City’s subject matter expert. (Ord. MC-858, 1-12-93 ; Ord. 2588, 6-23-64) 3.04.030 Estimates of requirementsBidding Requirements All using departments and agencies shall file detailed estimates of their requirements for supplies, materials and equipment in such manner, at such time, and for such future periods as the City Administrative office shall prescribe.The procurement process used to purchase supplies, materials, equipment, and contracted services is dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. A. Purchases up to $10,000 Purchases up to $10,000 may be purchased using a Purchasing Card or through a check request with no requirement for formal bids or quotes. B. Purchases between $10,001 and $40,000 Purchases between $10,001 and $40,000 are processed informally, through vendor quotations and may be processed directly by the department making the purchase. The informal bidding process is more particularly described in the Purchasing Policy. C. Purchases above $40,000   Packet Pg. 256 3 Puchases in this category are subject to formal competitive bidding or competitive selection depending on the type of purchase. The formal competitive bidding process is more particularly described in the Purchasing Policy. 1. Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update. (Ord. 2588, 6-23-64) 3.04.040 RequisitionsApproval Authority Using departments and agencies shall submit requests for supplies, materials and equipment to the Purchasing Agent by standard requisition forms.The authority to purchase supplies, materials, equipment, and contracted services is dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. Purchasing authority are based on the following amounts: A. Purchases up to $50,000 Purchases in this category may be authorized by the Agency/Department Directors and/or the City Manager. B. Purchases between $50,001 and $100,000 Purchases in this category may only be authorized by the City Manager or their designee. C. Purchases over $100,000 Purchases in this category may only be authorized by the Mayor and City Council. (Ord. 2588, 6-23-64) 3.04.050 Purchase Oorders and Procurement Cards Purchase of supplies, materials, and equipment shall be made only by purchase order or procurement card, whichever is appropriate., and signed by the Purchasing Agent or administrative officer or his or her designee. (Ord. MC-858, 1-12-93; Ord. 2588, 6-23-64) 3.04.060 Encumbrance of funds The Purchasing Agent Division shall not issue any purchase order for supplies, materials or equipment unless there exists an unencumbered appropriation in the account against which the purchase is to be charged, and until the same has been approved by the finance divisionBudget Division of the administrative officeFinance Department. (Ord. 2588, 6-23-64) 3.04.070 Formal contract procedure   Packet Pg. 257 4 Except as otherwise provided in this Chapter, purchases and contracts for supplies, materials and equipment of a value greater than fifty thousand dollars shall be by a written contract with the lowest possible and best bidder, pursuant to the procedures described in this section. A. Notice Inviting Bids. Notices inviting bids shall include a general description of the articles to be purchased, shall state where bid blanks and specifications may be secured, and the time and place for opening bids. B. Notice, Publication and Mailing. Notice inviting bids shall be published at least ten days before the opening of bids in a newspaper of general circulation printed and published in the City. The Purchasing Agent may establish and maintain a list of prospective bidders. The prospective bidders shall be listed on said list according to the service or product provided as indicated by the prospective bidder. It shall not be the responsibility of the Purchasing Agent to ensure that the list contains current information in respect to the address, service or product of the prospective bidder. The Purchasing Agent is authorized to mail invitations to bid directly to appropriate prospective bidders appearing on said list and to other prospective bidders. C. Bidder's Security. Each bid or proposal may be required by the Purchasing Agent to be accompanied by a bidder's bond, certified or cashier's check, or cash in an amount not more than ten percent of the total bid. The City Administrator shall establish standards for determining under what circumstances a bidder's security shall be required in order to protect the interests of the City. When deemed necessary by the City Manager, bidder's security may be prescribed in the public notices inviting bids. When bid security is required, bidders shall be entitled to return of bid security, provided that a successful bidder shall forfeit his bid security upon refusal or failure to execute the contract within ten days after the notice of award has been mailed, unless and to the extent the City is responsible for the delay. The Common Council may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest and best bidder. If the Common Council awards the contract to the next lowest and best bidder, the amount of the lowest bidder's required security shall be applied by the City to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder. D. Bid Opening Procedure. Sealed bids shall be submitted to the Purchasing Agent and shall be identified as bids on the envelope. Bids shall be opened in public at the time and place stated in the public notices. A record of the bids received shall be available for public inspection after bids have been opened, indicating the amounts bid by the various bidders and the basis for awarding the contract or purchase order if other than the lowest bidder. Such list shall be available for thirty days after the award has been made. E. Rejection of Bids. At its discretion, the Mayor and Common Council shall have the power to reject any and all bids presented and readvertise for bids. F. Award of Contracts. Contracts shall be awarded by the Mayor and City Council, by resolution or minute action, to the lowest and best bidder except as otherwise provided herein. G. Tie Bids. If two or more bids received are for the same total amount or unit price, quality and service being equal and if the public interest will not permit the delay of readvertising   Packet Pg. 258 5 for bids, the Mayor and Common Council may accept the one it chooses or accept the lowest bid made by negotiation with the tie bidders at the time of the bid opening H. Performance Bonds. The Mayor and Common Council shall have authority to require a performance bond before executing a contract in such amount as it shall find reasonably necessary to protect the best interests of the City. If the Mayor and Common Council require a performance bond, the form and amount of the bond shall be described in the notice inviting bids. I. Negotiated Purchases. At the discretion of the City Manager, the Purchasing Agent may authorize the purchase of technical or specialized supplies and equipment by competitive negotiation when such a method of purchase would be more advantageous to the City, and any one of the following conditions exists: 1. The supplies or equipment are such that suitable technical or performance specifications are not readily available; 2. The City is not able to develop descriptive specifications; or, 3. The quality of the supplies and equipment cannot be accurately determined by reference to their specifications alone. At the completion of such a negotiated purchase a written report thereon shall be made to the City Administrator. (Ord. MC-1569, 2-02-22; Ord. MC-1413, 4-06-15; Ord. MC-858, 1-12-93; Ord. MC-646, 12-07- 88; Ord. MC-602, 6-02-87; Ord. MC-491, 1-22-86; Ord. MC-183, 7-07-82; Ord. 3893, 1-09-80; Ord. 3723, 5-04-78; Ord. 3514, 8-06-75; Ord. 2588, 6-23-64) 3.04.075 3.040.070 Emergency Ppurchases In case of an emergency, which is so urgent as to preclude advance action by the Mayor and Common City Council and which requires purchase of supplies, materials, equipment or contractual services, the City Administrator Manager shall have the authority to authorize the Purchasing Agent to securinge in the open market at the lowest obtainable price any such supplies, materials, equipment or contractual services. This emergency authority shall extend to all purchases, irrespective of the fact that the amount might exceed the authorized thresholds outlined in Section 3.05.020 of the Muicipal Code.limitation for open market purchases. In all instances a full An explanation of the emergency circumstances shall be filed with the Mayor and Common City Council within forty-eight (48) hours of the emergency purchase. (Ord. 3893, 1-09-80; Ord. 2588, 6-23-64) 3.04.080 Open market procedureSurplus Supplies and Equipment A. All Agencies and Departments shall submit to the Purchasing Division reports showing all supplies, materials and equipment which are no longer used or usable or which may have become obsolete, unsuitable or worn out. The Purchasing Division Manager shall have authority to sell said supplies, materials and equipment, or to exchange the same for, or trade in the same on, new supplies, materials and equipment. Such sales, exchanges or trade-ins shall be made to the highest and best bidder pursuant to the procedures in the Purchasing Policy, or shall be made at a public auction as hereinafter set forth in this Section 3.04.100.   Packet Pg. 259 6 B. Public Auction. A notice describing the property in sufficient detail for its identification shall be prepared by the Purchasing Division and shall be given at least five days before the time fixed therefore by publication once in an established newspaper or other publication of general circulation published in the City. C. City officers shall not be purchasers at any such public auction authorized, conducted, or administered by them in their official capacity, nor shall any City officer or employee directly or indirectly submit a bid at the auction if they have participated in the preparation or conduct of the auction in their official capacity. D. The property so offered for sale shall be sold to the highest bidder for cash, provided that the Purchasing Manager may, at their discretion, fix a minimum sale price and may refuse to sell unless the minimum price is offered, and may further refuse to sell unless a deposit of security is immediately made. E. Any property sold at public auction shall be provided to the purchaser upon full payment of the purchase price. F. The proceeds of the auction sale or sales shall immediately be deposited with the Department of Finance and deposited into the General Fund of the City. Purchase of supplies, materials, and equipment of a value in the amount of fifty thousand dollars or less may be made by the Purchasing Agent in the open market, in accordance with the following procedure: A. Minimum Number of Bids. Open market purchases shall wherever possible, be based on at least three bids, and shall be awarded to the lowest and best bidder. B. Notice inviting bids. The Purchasing Agent shall solicit bids by written requests or by telephone to prospective vendors. C. Written Bids. Sealed written bids shall be submitted to the Purchasing Agent who shall keep a record of all open market orders and bids for the required period of time after the submission of bids or the placing of orders. This record while so kept shall be open to public inspection. D. Open Market Purchases For Which No Bids Are Required. For open market purchases not exceeding twenty-five hundred dollars, the Purchasing Agent shall have the authority to select a specific vendor and place an order without obtaining additional competitive bids. (Ord. MC-1413, 4-06-15; Ord. MC-858, 1-12-93; Ord. MC-646, 12-07-88; Ord. MC-602, 6-02-87; Ord. MC-183, 7-07-82; Ord. 3893, 1-09-80; Ord. 3531, 10-07-75; Ord. 2588, 6-23-64) 3.04.085 Services A. The Purchasing Agent may contract for services of a value of fifty thousand dollars or less in accordance with the following procedure: 1. Minimum Number of Proposals. Contracts for services shall, whenever possible, be based on at least three proposals, and shall be awarded to the provider who can best meet the needs of the City. Although cost shall be considered by the   Packet Pg. 260 7 Purchasing Agent in entering into such contracts, it shall not be the sole determining factor. 2. Request For Proposals (RFP). The Purchasing Agent shall solicit proposals by written requests or by telephone to prospective providers. 3. Written Proposals. Sealed written proposals shall be submitted to the Purchasing Agent who shall keep a record of all such proposals for not less than 180 days. This record while kept shall be open to public inspection. 4. Contractual Services For Which No Proposals Are Required. For contractual services not exceeding twenty-five hundred dollars in value, the Purchasing Agent shall have the authority to select a specific provider and enter into a contract without obtaining additional proposals. B. Contractual services with a value in excess of fifty thousand dollars must be approved by the Mayor and Common Council pursuant to Requests For Proposals as authorized by the Mayor and Common Council. C. The provisions of Subsection A above shall not apply to contracts for special counsel services which are provided for pursuant to Chapter 2.20 of this Code. (Ord. MC-1413, 4-06-15; Ord. MC-858, 1-12-93) 3.04.100 Surplus supplies and equipment A. All using agencies and departments shall submit to the purchasing agent, at such times and in such form as he shall prescribe, reports showing all supplies, materials and equipment which are no longer used or usable or which may have become obsolete, unsuitable or worn out. The purchasing agent shall have authority to sell said supplies, materials and equipment, or to exchange the same for, or trade in the same on, new supplies, materials and equipment. Such sales, exchanges or trade-ins shall be made to the highest and best bidder pursuant to the procedures of Section 3.04.070 or 3.04.080, whichever is applicable, or shall be made at a public auction as hereinafter set forth. The Purchasing Agent, when directed by the Mayor and Common Council, shall restrict the sale of surplus supplies, materials and equipment of a value in an amount of three thousand dollars or less to local nonprofit tax exempt corporations, associations or organizations pursuant to Section 3.04.080, or shall negotiate and consummate a sale to a governmental agency, including any domestic or foreign sister City. Each restricted or negotiated sale under this Chapter shall be consummated at the fair market value of the surplus supplies or equipment. B. Public Auction. A notice describing the property in sufficient detail for its identification shall be prepared by the City administrator and shall be given at least five days before the time fixed therefore by publication once in a newspaper of general circulation published in the City. C. City officers shall not be purchasers at any such public auction authorized, conducted or administered by them in their official capacity, nor shall any City officer or employee   Packet Pg. 261 8 directly or indirectly submit a bid at the auction if he has participated in the preparation or conduct of the auction in his official capacity. D. The property so offered for sale shall be sold to the highest bidder for cash, provided that the City administrator may, at his discretion, fix a minimum sale price and may refuse to sell unless the minimum price is offered, and may further refuse to sell unless a deposit of security is immediately made. E. Any property sold at public auction shall be delivered to the purchaser upon payment of the purchase price. F. The proceeds of the auction sale or sales shall immediately be deposited with the Treasurer of the City and placed in the general fund thereof. (Ord. 3531, 10-07-75; Ord. 3370, 8-22-73; Ord. 2588, 6-23-64) 3.04.105 Sale of surplus City property Notwithstanding anything in this Chapter to the contrary, the Purchasing Agent shall select appropriate items with an estimated value of $1,000 or less, and shall make them available for retail sale by private parties pursuant to written agreements approved by the Mayor and Common Council, or by direct retail sale by the City. Such items need not be sold to the highest bidder, and may be sold at a predetermined price and may be discounted from time to time in keeping with retail practices. Any items not sold within a reasonable time shall be returned to the Purchasing Agent for disposal according to normal procedures as provided in this Chapter. The private party may be authorized to retain a percentage of the sales price in an amount authorized by such written agreements. (Ord. MC-968, 6-04-96) 3.04.110 Surplus vehicles and equipment Upon direction by resolution of the Mayor and Common Council, the Purchasing Agent may dispose of surplus vehicles and equipment by sealed bid sale with or without newspaper advertising, but pursuant to the regulations contained in the resolution. (Ord. MC-608, 9-22-87) 3.04.115 City Manager Any duty or responsibility given to the Purchasing Agent by this Chapter may likewise be performed or fulfilled by the City Manager or his or her designee. (Ord. MC-1413, 4-06-15; Ord. MC-858, 1-12-93) 3.04.1203.04.090 Penalty To Split Purchases It shall be unlawful to split or separate into smaller purchases, a purchase so as to bring the purchase within the provisions of any exemption or less stringent procedure provided herein. (Ord. MC-858, 1-12-93) 3.04.125 3.04.100 Local Bbidders   Packet Pg. 262 9 Any formal or informal bid submitted by a local bidder for goods or materials pursuant to this Chapter shall receive a one five percent (51%) credit for comparison purposes with other bidders. For the purpose of this Section, "local bidders" shall be bidders with (1) fixed facilities with employees within the City of San Bernardino’s jurisdiction (a PO Box or residential address is insufficient unless it is a home-based business, in which case the residential address may be used) and (2) an appropriate City of San Bernardino Business License. for which the point of sale of the goods or materials shall be within the City of San Bernardino. (Ord. MC-903, 5-05-94)   Packet Pg. 263 Resolution No. 2022-246 Resolution No. 2022-246 January 18, 2023 Page 1 of 3 1 9 3 1 RESOLUTION NO. 2022-246 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, ESTABLISHING THE CITY’S ADMINISTRATIVE POLICY – PURCHASING POLICY WHEREAS, the City of San Bernardino is a charter city operating under a council- manager form of government; WHEREAS, the City Charter is the document adopted by voters that defines the organization, powers, functions and essential procedures of the city government and the Municipal Code contains the local laws and regulations adopted by the Mayor and City Council that establish zoning and development standards, traffic regulations, administrative standards and the like; WHEREAS, in addition to the City Charter and Municipal Code, it is important for the City to implement policies and procedures that establish the controls needed to ensure that City employees and elected and appointed officials are able to operate under a clear set of guidelines that align with the laws and regulations that govern the City; and WHEREAS, since hiring a professional Purchasing Division Manager in May of 2021 the City has been working to improve purchasing and procurement citywide; and WHEREAS, the Mayor and Council gave direction at the Regular City Council meeting on August 3, 2022 to bring forward increased purchasing authorization levels for the City Manager and other staff. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.The City of San Bernardino Administrative Policy – Purchasing Policy, attached hereto and incorporated herein as Exhibit A, is hereby approved. SECTION 3.That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 4.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.   Packet Pg. 264 Resolution No. 2022-246 Resolution No. 2022-246 January 18, 2023 Page 2 of 3 1 9 3 1 SECTION 5. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 265 Resolution No. 2022-246 Resolution No. 2022-246 January 18, 2023 Page 3 of 3 1 9 3 1 STATE OF CALIFORNIA) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2022-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 266 City of San Bernardino Administrative Policy Purchasing Policy and Procedures Guide Subject: Purchasing Policy and Procedures Guide Purpose: To set forth the policies governing procurement and contracting and to establish certain procedures concerning authorization, documentation, and expenditure for Agencies, Departments, and the City Manager of the City of San Bernardino. The City of San Bernardino has a goal of ethical and fair procurement, and open competition. This Purchasing Policy and Procedures Guide outlines procedures in compliance with Chapter 3.04 of the San Bernardino Municipal Code. Authority: Resolution No. 2022-XXX Scope: Unless otherwise stipulated herein, this policy applies to all City Employees and Elected Officials making purchases on behalf of the City of San Bernardino. All such employees and officials shall comply with the provisions outlined in this policy. The purpose of any required documentation is to ensure transparency and provide sufficient evidence to anyone who reviews bids, proposals, and/or other purchasing materials that public funds were expended in compliance with this Purchasing Policy and Procedures Guide, San Bernardino Municipal Code, and applicable State and Federal law. Exemption from Scope None   Packet Pg. 267 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 2 of 25 TABLE OF CONTENTS Section Page I. Introduction 3 II. Purchasing Expenditure and Approval Thresholds 6 III. Informal Procurement 7 IV. Competitive Procurement 7 V. Exemptions 8 VI. Protest Procedures 9 VII. Federal Emergency and Grant Procurement Procedures 10 VIII. Contracting 19 IX. Surplus Supplies and Equipment 20 X. Ethical Standards and Fair Processes 21 Exhibit A – Expenditure and Authorization Threshold Reference 24 Exhibit B – Contracting Guide 25   Packet Pg. 268 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 3 of 25 I. INTRODUCTION (a) Purpose Chapter 3.04 of the San Bernardino Municipal Code provides for the administration of the City’s procurement processes, including the establishment of Purchasing Policy and Procedures Guide (“Policy”). The purposes and objectives of this Policy are: 1. To ensure compliance with all current laws and regulations 2. To promote transparency of the City’s procurement activities 3. To establish standardized, cost-effective, and efficient purchasing methods 4. To ensure continuity of City operations 5. To promote fair competitive processes 6. To maintain integrity and fairness 7. To support the City’s mission and serve the best interest of the public This Policy shall not apply to the procurement of Public Works Projects. Procurement procedures for Public Works Projects are defined in Chapters 12.20, 12.21 and 12.24 of the San Bernadino Municipal Code. (b) Definitions In construing the provisions of this Policy, the following definitions shall apply: Cooperative Purchasing – Cooperative purchasing is an arrangement in which multiple entities combine their buying requirements onto a single contract and aggregate volume to enhance their purchasing power. Emergency – A sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services as defined by California Public Contract Code Section 1102. Emergency Purchase – A purchase or procurement of supplies, equipment or services made during an emergency as defined under Section VI(A) and MC 3.04.070. General Services - furnishing of labor, time, or effort by a contractor for non-professional services as the City may, from time to time, find necessary and proper for the functioning of the City. Examples include, but are not limited to, janitorial, uniform cleaning, maintenance and other services which do not require any unique skill, special background or training. Goods - any and all supplies, materials, articles, equipment, apparatus, vehicles, things, or property, other than real property, furnished to be used by the City. Local Business – The vendor (i) has fixed facilities with employees located at a business address within the City of San Bernardino city limits (a PO box or residence is insufficient); and (ii) has an appropriate City business license/permit, pursuant to MC 3.04.100. Lowest Responsive, Responsible Bid – A bid from a responsible bidder, defined as a   Packet Pg. 269 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 4 of 25 bidder qualified to do the solicited work, that conforms in all materials respects to the solicitation, and is the lowest price among qualified, responsive bids. Maintenance Services - the furnishing of labor, time or effort by a contractor, including but not limited to: • Routine, recurring, and usual work for the preservation or protection of a publicly owned, or publicly operated facility for intended purposes; • Minor repainting; • Resurfacing streets and highways at less than one inch; • Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems; and • Other similar services that are generally classified as maintenance and not public projects. Piggyback – (See Cooperative Purchasing). Professional Services - services provided by a person, company, corporation, or firm engaged in a profession based on a generally recognized special knowledge, skill, license, and/or certification to perform the work including, but not limited to, the professions of accountant, attorney, artist, architect, landscape architect, construction manager, engineer, environmental consultant, dentist, physician, training or educational consultant, or land surveyor, and whose services are considered distinct and unique. Protest – A protest is a challenge to the award or proposed award of a contract for the procurement of goods and/or services, or a challenge to the terms of a solicitation for such a contract. Purchase Order (PO) – A purchase order, or PO, is an official document issued by the City committing to pay a vendor for the sale of specific products or services to be delivered in the future. Purchasing Agent – An employee who purchases materials and supplies and solicits bids on behalf of the City. Request for proposal (RFP) – A request for proposal (RFP) is is a document that solicits firms to submit a proposal to perform the scope of work associated with a proposed project. Cost is not the sole basis for selection in an RFP; other qualifications including experience, turnaround time and approach to work are important factors when evaluating proposals. RFPs are project specific, and preparation requires general knowledge of the project. It is expected that interested parties would do a limited amount of work to develop a quality proposal. Request for Qualification (RFQual) – A request for qualifications (RFQual) is a document that solicits firms to submit information about their qualification and capabilities to perform the type of work associated with a proposed project. The preparation of an RFQual generally does not require specific project knowledge or scope. An RFQual may be used as a pre-qualification step to engaging a service provider. If an RFQual is required, only those candidates who successfully respond to it and meet the qualification criteria will be included in the subsequent RFP process. An RFQual will contain specific reference to selection criteria. Request for Quote (RFQ) – A formal or informal solicitation of price quotes.   Packet Pg. 270 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 5 of 25 Services - either general services, maintenance services, or professional services. Sole Source – A sole source purchase means that only one supplier, to the best of the requester's knowledge and belief, based upon thorough research, can provide the required product or service. Surplus Supplies and/or Equipment – City owned materials, supplies and/or equipment deemed to be no longer useful or otherwise obsolete. See MC Section 3.04.080. (c) Organization The Purchasing Division is part of the Finance Department, which is responsible for carrying out written administrative procedures adopted by the City Council related to procurement (M.C. § 3.04.020). (i) Purchasing Division. The Purchasing Division is responsible for the oversight and internal control related to procurement and purchasing including, but not limited to: i. Ensuring compliance with Chapter 3.04 of the San Bernardino Municipal Code and this Policy. ii. Developing technical review matrices for proposals iii. Carrying out the initial review of Bids/Proposals iv. Verifying that all legal and other required internal reviews are completed v. Ensuring that departments are using the correct contract templates vi. Opening sealed bids vii. Certification of Sole Source Procurements viii. Managing the City’s Disadvantaged Business Enterprise (DBE) and Small Business Enterprise (SBE) Program and reporting results to City Management and the Mayor and City Council. (ii) Purchasing Division Manager (“Purchasing Manager”). The Purchasing Manager is a critical internal control position. While not empowered to make purchases directly, the Purchasing Manager ensures that the City complies with applicable procurement law, grant funding requirements, the San Bernardino Municipal Code and this Policy. The Purchasing Manager is responsible for internal control and compliance related items including, but not limited to: i. Reviewing selection of vendors for compliance with open and fair competition ii. Responding to any bid protests   Packet Pg. 271 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 6 of 25 iii. Reviewing the DBE and SBE program including verifying affirmative steps and auditing results iv. Reviewing contracts before they are submitted for final signatures v. Periodic audits for compliance with applicable law, the San Bernardino Municipal Code and the Policy II. PURCHASING EXPENDITURE AND APPROVAL THRESHOLDS (a) Purchasing Requirements by Expenditure Threshold (i) Purchases up to $10,000 (Micro-Purchases): 1. Purchases up to $10,000 may be purchased using a Procurement -Card (“P-Card”) or through a check request. 2. No formal bids or quotes are required. 3. Purchases of $10,001 and over shall not be divided into multiple smaller purchases or invoices to circumvent required procedures. This is “split purchasing” and is unlawful and a violation of the Policy and the San Bernardino Municipal Code. (M.C. § 3.04.090). (ii) Purchases Between $10,001 and $40,000 (Small Purchases): 1. Purchases in this category are processed informally through the simplified process outlined in Section III of this Policy and may be processed directly by the department making the purchase. 2. Competitive Bidding may be used for purchases under $40,000 at the discretion of the Agency or Department Director. (iii) Purchases Above $40,000: 1. Purchases in this category are subject to competitive bidding or competitive selection outlined in Section IV of this Policy, depending on the type of purchase (formal procurement procedures). 2. Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update. (b) Purchasing Authority by Expenditure Threshold (i) Purchases up to $50,000: 1. Purchases in this category may be authorized and signed by Agency/Department Directors and/or the City Manager or their designee. (ii) Purchases between $50,001 and $100,000: 1. Purchases in this category may only be authorized and signed by the City Manager or their designee. (iii) Purchases over $100,000:   Packet Pg. 272 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 7 of 25 1. Purchases in this category may only be authorized by the Mayor and City Council. III. INFORMAL (SIMPLIFIED) PROCUREMENT PROCESS Purchases for goods, services, and materials that are subject to the informal procurement process may be processed through vendor quotations as follows: (a) Three (3) written quotes should be obtained. (b) Departments shall strive to obtain written price quotes from three or more potential contractors or suppliers and accept the quote which is determined to be in the best interests of the City. Written price quotes shall be retained and provided as backup for the purchase requisition. If unable to obtain a minimum of three (3) price quotes, staff shall document that reasonable efforts were made to obtain price quotes or proposals including, that there were no other vendors to solicit price quotes or proposals from or that they solicited to other vendors and one or more declined to provide a quote or proposal. (c) Award shall be made to the best qualified vendor presenting a quote or proposal that is in the City’s best interests. For purchases subject to the informal procurement process, criteria other than price may be used. For example, delivery time, quality, and vendor experience may impact the selection of quotes. If using criteria other than price, the criteria should be stated somewhere on the quote documentation for audit purposes. (d) Contracts for the purchase of professional services shall be awarded to the best qualified vendor on the basis of demonstrated competence and professional qualifications. While a reasonable price is always a consideration in selecting a vendor, it cannot be the sole factor in selecting a vendor for professional services. IV. FORMAL PROCUREMENT PROCESS (a) Purchases for goods, services, and materials that are subject to the formal procurement process shall be processed utilizing an RFP, RFQual or RFQ process as described in this Section. The RFP, RFQual or RFQ process shall be utilized to engage services on the basis of demonstrated competence and qualifications for the types of services to be performed and at fair and reasonable prices to the City. The following minimum guidelines and procedures shall be implemented. (i) Notice Inviting RFQs or RFPs. At a minimum, the notice inviting RFQs, RFQuals or RFPs shall: (1) describe the project; (2) state how to obtain more detailed information about the project; (3) state the date, time and place for the submission of qualifications or proposals; (4) describe general parameters for evaluation and selection; and (5) include any other information required by state or local law.   Packet Pg. 273 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 8 of 25 (ii) Published Notice. City staff shall solicit RFQs, RFQuals or RFPs via published notice in a newspaper of general circulation and/or the City’s website at least ten (10) calendar days before the date for receiving qualifications or proposals, unless exigent circumstances call for a shorter time. (iii) Review of Qualifications or Proposals. The City will receive qualifications or proposals at the date, time and place of submission on the notice inviting RFQs/RFQuals/RFPs. Any proposals received after the proposal opening time will be time/date stamped and returned unopened to the proposer. The City will review and evaluate qualifications or proposals based on the evaluation and selection criteria in the RFQs/RFQuals/RFPs and rank proposals based on factors listed in the RFQ/RFQual/RFP. (iv) Negotiation. Once proposals are ranked, the City may negotiate a contract with the highest ranked proposer only, may negotiate with multiple proposers, or may attempt to reach an agreement with the highest ranked proposer before negotiating with other proposers in order of ranking. The City may also dispense with negotiations and recommend an award based on the proposals. (v) Award. Award for professional services contracts shall be to the best qualified vendor who will best serve the City’s interests taking into account the demonstrated competence, professional qualifications and suitability for the project. Award for other contracts shall to the vendor offering the best value to the City, in the City’s sole and absolute discretion. (vi) Rejection of Bids. The City Council may, in its sole and absolute discretion, reject all proposals presented and re-advertise. V. EXEMPTIONS Exemptions from the procurement process may be requested under the following circumstances: (a) Emergency Purchases. An exemption may be granted in case of an emergency, which is so urgent as to preclude advance action by the Mayor and Common Council and which requires purchase of supplies, materials, equipment, and contractual service. (i) In such a case, the City Manager shall have the authority to authorize the Purchasing Division to secure in the open market such supplies, materials, equipment, or contractual services as deemed necessary. (ii) This emergency authority shall extend to all purchases; irrespective of the fact that amount might exceed the City Manager’s authorization threshold. In such instances a full explanation of the emergency circumstances shall be filed with the Mayor and City Council (MC § 3.04.070). (iii) If emergency work is performed, the Purchasing Division should be notified by the next business day, or as soon as practical. This will allow the Purchasing Division to properly ratify purchase orders.   Packet Pg. 274 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 9 of 25 (iv) An emergency includes the following: (1) a public calamity; (2) an immediate need to prepare for national or local defense; (3) the breakdown of machinery or equipment causing a service impediment requiring immediate resolution; (4) a hazard to public health or welfare; and (5) situation in which the City will be unable to perform services for the public. (b) Cooperative Purchases. The City may engage in cooperative purchasing for goods or services as a third-party agency "piggybacking" on another agency's competitively bid agreement. Cooperative purchasing reduces administrative expenses and secure prices and other benefits of a large volume purchase. Caution must be exercised to ensure that the City is in compliance with all applicable federal, state, and local laws as well as the Policy. The Purchasing Division must be consulted prior to any department engaging in cooperative purchasing. (c) Sole Source. When a department determines that the goods, services or public project can only be obtained from a sole source. For example, only one manufactured makes an item that meets the required specifications or only one item is compatible with existing equipment. Price cannot be used in a determination of sole source. This is an indication of competition in the marketplace. A sole source purchase is a method of acquisition; it shall not be used to avoid competition. A sole source justification memo is required for any sole source purchase over $10,000. The sole source justification memo must be approved by the Purchasing Manager before the purchase is completed. (d) Public Works Projects. This Policy shall not apply to the procurement of Public Works Projects. Procurement procedures for Public Works Projects are defined in Chapters 12.20, 12.21 and 12.24 of the San Bernadino Municipal Code. (e) Purchases Approved by Mayor and City Council. A purchase that is otherwise approved by the action of the Mayor and City Council in a public meeting is exempt from this Policy. (f) Federal/Grant-Funded Procurement. Federal/grant-funded procurements shall be exempt from this Policy if such funding requires compliance with an alternative set of procurement rules not in compliance with this Policy. This is more particularly described in Section VII(c) of this Policy. (g) Exemptions Authorized by San Bernardino Municipal Code Section 3.04.010(D)(1). Items listed in San Bernardino Municipal Code section 3.04.010(D)(1) shall be exempt from this Policy. This includes, but is not limited to, purchases/sales from other governmental agencies. (h) Inadequate Competition. Inadequate competitive is defined as when, after solicitation from a number of sources (which must be documented for audit purposes), competition is determined to be inadequate. Inadequate competition includes the lack of receipt of responsive bids. VI. PROTEST PROCEDURES   Packet Pg. 275 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 10 of 25 (a) Right to Protest. Prior to making the award, any responsible bidder in connection with the award of a contract may protest the award. A subcontractor of a bidder or proposer may not submit a protest. This Section shall apply to all contracts awarded by the City Council through a formal competitive process, including but not limited to a formal bid or formal request for proposal process. The protest procedure does not apply to contracts that are awarded at the staff level or through a non-competitive process (e.g., by sole source). The protest procedure is solely to serve the public interest and obtain finality of City contract awards. (b) Procedure. The protest must: (i) Be filed in writing within five (5) calendar days after the bid opening date relating to any Bid. Any protest relating to a City determination or recommendation regarding the bidder’s bid must be submitted within five (5) calendar days after the City makes the determination or recommendation (ii) Clearly identify the specific irregularity or accusation; (iii) Clearly identify the specific City staff determination or recommendation being protested, if applicable; (iv) Specify in detail the legal grounds for protest and the facts supporting the protest; and (v) Include all relevant, supporting documentation with the protest at time of filing. (c) City Response. Any grounds not raised in the written protest are deemed waived by the protesting bidder. If the protest does not comply with each of these requirements, the City may reject the protest without further review. If the protest is timely and complies with the above requirements, the City shall review the protest, any response from the challenged bidder(s), and all other relevant information. The City will provide a written decision to the protestor in a reasonable amount of time. (d) Effect of Failure to Comply with Protest Procedures. The procedure and time limits set forth are mandatory and are the sole and exclusive remedy in the event of a bid protest. Failure to comply with these procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceeding. (e) Conflicts. The protest procedure contained in this Section shall not apply if a particular procurement solicitation contains a different protest procedure. VII. FEDERAL EMERGENCY AND GRANT PROCUREMENT PROCEDURES (a) Purpose. The purpose of these Federal Emergency and Grant Procurement Procedures is to define the practices and policies governing the procurement of services, and goods (i) in preparation of, during, and after an emergency that may   Packet Pg. 276 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 11 of 25 be subject to federal funding or reimbursement; (ii) when using federal grant funds subject to the regulations set forth in the following sentence. These Federal Emergency and Grant Procurement Procedures are compliant with Title 2 of the Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (“Uniform Guidance”). (b) Federally Declared Emergencies and Federal Grants; Procurement and Contracting Requirements (i) In the event of an emergency declared by the President of the United States, the City must comply with Federal procurement standards as a condition of receiving public assistance funding from the Federal Emergency Management Agency (FEMA) for contract costs for eligible work. FEMA funding is governed by the Uniform Guidance. (ii) In addition, most federal grant funding is also subject to the Uniform Guidance. Federal grant compliance requires the grantee to conduct procurements in accordance with written procurement policies and procedures that comply with the requirements set forth in the Uniform Guidance. These procurement procedures shall be complied with in connection with utilization of federal grant funding by the City, in addition to any other specific grant requirements. (iii) These procedures are in addition to and are not intended to replace or supersede the City’s other procurement requirements in this Policy or state law. In the case of a conflict between these procedures, the more stringent requirement shall govern, provided that the more stringent requirement would not violate a federal procurement requirement. In such case, for federally funded contracts, the federal requirement shall govern. (c) Conflicts of Interest (i) Standards of Conduct for Conflicts of Interest. No employee, officer or agent of the City shall participate in selection, or in the award or administration of a contract supported by federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when: The employee, officer or agent; any member of his immediate family; his or her partner; or an organization which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. The City’s officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to sub-agreements. Such a conflict will not arise where the financial interest is not substantial, or the gift is an unsolicited item of nominal intrinsic value. Employees must follow applicable laws, rules, and regulations in regard to conflicts of interest including, but not limited to, the Political Reform Act, the prohibition against contractual conflicts of interest, and guidelines in the California Code of Regulations regarding acceptance of gifts.   Packet Pg. 277 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 12 of 25 (ii) Violations. Disciplinary actions to be applied for violations of the above standards are as follows. (1) The violation of these Standards of Conduct by City employees will subject the violator to any disciplinary proceedings or action deemed appropriate by the City Manager. Employees may correct a violation in any manner provided for under the Political Reform Act, and its implementing regulations. (2) The violation of any of these Standards of Conduct by City officers will require correction of the violation in any manner provided for under the Political Reform Act, and its implementing regulations. (3) Contractors or subcontractors that violate these Standards of Conduct as relates to an active federally funded procurement may be prohibited from bidding on the procurement, or may be subject to other action as deemed appropriate by the City Manager. (4) Agents of the City that violate these Standards of Conduct as relates to federally funded procurements may be prohibited from participation on behalf of the City on federally funded projects, or subject to other action as deemed appropriate by the City Manager. (d) Procurement Standards (i) Oversight. The City shall maintain administrative oversight of contractors to ensure that contractors perform in accordance with the terms, conditions and specifications of their contracts or purchase orders. (ii) Economical Approach. The City must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. The City will enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services. If feasible and it reduces project costs, the City will explore using federal excess and surplus property in lieu of purchasing new equipment and property. When appropriate, the City will investigate using value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. (iii) Detailed Records. The City shall maintain records sufficient to detail the history of each procurement. These records will include but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. (iv) Procurement Issues. The City alone shall be responsible, in accordance with good administrative practice and sound business judgment, for the   Packet Pg. 278 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 13 of 25 settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes and claims. Protest procedures or information on obtaining the procedures shall be included in the procurement documents. (e) Competition (i) Full and Open Competition. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include but are not limited to: (1) Placing unreasonable requirements on firms in order for them to qualify to do business; (2) Requiring unnecessary experience and excessive bonding; (3) Noncompetitive pricing practices between firms or between affiliated companies; (4) Noncompetitive contracts to consultants that are on retainer contracts; (5) Organizational conflicts of interest, as further detailed herein; (6) Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and (7) Any arbitrary action in the procurement process. (ii) Organizational Conflicts of Interest. An unfair competitive advantage could result if a contractor were allowed to submit a bid or proposal for work described in a specification or statement of work that the contractor itself developed. For the purpose of eliminating a potential unfair competitive advantage, and in compliance with applicable state and federal laws and regulations, a contractor that develops or assists in developing specifications, requirements, statements of work, invitation for bids, and/or request for proposals for City procurement is excluded from competing for the resultant procurement, unless an appropriate waiver is issued by the City. All waivers will be assessed by the City on a case-by-case basis. (iii) Geographical Preference. The City shall conduct procurements in a manner that prohibits the use of statutorily or administratively imposed in- state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. When contracting for architectural and engineering (A/E) services, geographic location may   Packet Pg. 279 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 14 of 25 be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. (iv) Procurement Transactions. The City shall require the following information for procurement transactions: (1) A clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description shall not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured, and when necessary, shall set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equal description may be used as a means to define the performance or other salient requirements of procurement. The specific features of the named brand which must be met by offerors shall be clearly stated; and (2) All requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals. (v) Prequalification Lists. The City shall ensure that all prequalified lists, if used, of persons, firms or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. The City shall not preclude potential bidders from qualifying during the solicitation period. (f) Procurement Procedures The thresholds below are federal thresholds. If City thresholds are lower, the more restrictive requirement shall govern, notwithstanding the provisions herein. (i) Micro-Purchases. Purchases within the micro-purchase threshold (e.g., currently set at purchases of $10,000 or less but periodically adjusted for inflation) may be awarded without soliciting competitive quotations if the City considers the price to be reasonable. To the extent practicable, the City must distribute micro-purchases equitably among qualified suppliers. (ii) Small Purchases. Purchases within the simplified acquisition threshold (e.g., currently set at purchases of $40,000 or less) shall not be required to be formally bid. Price quotations must be received from no less than three (3) sources.   Packet Pg. 280 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 15 of 25 (iii) Formal, Sealed Bidding. (1) Bids are publicly solicited and a firm-fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming to all the material terms and conditions of the invitation for bids, is the lowest in price. Formal, sealed bidding is required for purchases greater than the simplified acquisition threshold, which is currently set at $40,000, or as may be adjusted by the Federal Acquisition Regulation, pursuant to 48 CFR § 2.101. (2) This is the preferred method for procuring construction, if a complete, adequate, and realistic specification or purchase description is available; two or more responsible bidders are willing and able to compete effectively and for the business; and the procurement lends itself to a firm-fixed-price contract and the selection of the successful bidder can be made principally on the basis of price. (3) The City must publicly advertise the Invitation for Bids and publicly open all bids at the time and place prescribed in the invitation. (4) Any contracts awarded pursuant to this procedure shall be to the lowest responsible bidder submitting a responsive bid and shall be for a firm fixed price. Any or all bids may be rejected if there is a sound documented reason. (iv) Competitive Proposals. (1) When the nature of a procurement does not lend itself to formal, sealed bidding, the City may solicit competitive proposals. The technique of competitive proposals is normally conducted with more than one source submitting an offer, and either a fixed-price or cost- reimbursement type contract is awarded. (2) A request for proposals (RFP) must be publicly advertised, and the City must solicit proposals from an adequate number of sources. The RFP must identify all evaluation factors and their relative importance; however, the numerical or percentage ratings or weights need not be disclosed. (3) Evaluation factors that will be considered in evaluating proposals shall be tailored to each procurement and shall include only those factors that will have an impact on the selection decision. a. The City’s procurement officer shall establish a formal evaluation committee, of at least two persons. The size of an evaluation committee should be based on the size and complexity of the goods or services being procured and well balanced and represented by individuals involved with the procurement and/or affected by the goods or services being procured.   Packet Pg. 281 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 16 of 25 b. The evaluation committee will be charged with responsibility for evaluating proposals in accordance with the evaluation criteria in the solicitation, short listing firms, establishing a competitive range, and/or recommending a firm or firms for contract award. (4) Any contract awarded based on the competitive proposal procurement process cannot be based exclusively on price or price- related factors. (5) If a contract is awarded, it shall be to the responsible firm whose proposal is most advantageous to the City (“best value”), with price and other factors considered. (v) Competitive Proposals for A&E Services. The competitive proposal procedures above may be used for procurement of architect and engineering (A&E) services, provided that proposers must be evaluated based on competence and qualifications, without regard to price. For A&E procurements, price will not be used as a selection factor. The City will rank proposers based on qualifications only, and attempt to negotiate fair and reasonable compensation with the highest ranked proposer. If negotiations with the highest ranked proposer are unsuccessful, such negotiations will be terminated and the City will commence negotiations with the next highest ranked proposer. This process shall be continued with successive qualified proposers until agreement is reached that is determined to be fair and reasonable. (vi) Noncompetitive Procurements. (1) Contracts may be procured through a noncompetitive proposal only when: a. The item is only available from a single source; b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; c. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the City; or d. Competition is deemed inadequate after the solicitation of a number of sources. (vii) Public Projects. Public projects shall be procured by the City’s formal contract bid procedures, if any, and the formal, sealed bidding in this section. If there is conflict between the foregoing, the more restrictive requirements shall apply. (viii) Award.   Packet Pg. 282 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 17 of 25 (1) Responsible Contractor. The City shall award contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. (2) Debarment and Suspension. In accordance with 2 CFR 200.213, in connection with the responsibility determination, a check of debarment and suspension using the System for Award Management (SAM), www.sam.gov, must be performed and documented in the procurement records prior to award. (g) Contracting with Small and Minority Firms, Women’s Business Enterprises, and Labor Area Surplus Firms (i) The City must take all necessary affirmative steps to ensure the use of minority businesses, women’s business enterprises, and labor surplus area firms when possible, as set forth at 2 CFR § 200.321 and detailed below. The City shall: (1) Place qualified small and minority businesses and women's business enterprises on solicitation lists; (2) Assure that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (3) Divide total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises; (4) Establish delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; (5) Use the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and (6) Require the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section. (ii) The City shall document the steps above, and any relevant findings applicable to any of the steps above in its procurement file. (h) Cost and Price (i) Cost or Price Analysis. The City shall perform a cost or price analysis in connection with every procurement action, including contract modifications,   Packet Pg. 283 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 18 of 25 in excess of the simplified acquisition threshold. While the method and degree of analysis depend on the facts surrounding the particular procurement situation, the City must, at a minimum, make independent estimates before receiving bids or proposals. (ii) Profit. The City shall negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where a cost analysis is performed as required by 2 CFR § 200.323(b). (iii) Estimated Costs. Costs or prices based on estimated costs for contracts are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the City under 2 CFR 200.400 et seq. (i) Payment Procedures (i) Method of Contracting. Contracts entered into pursuant to these procedures shall utilize only fixed-price, cost-reimbursement, or, to a limited extent, time and materials payment methods. (ii) Prohibited Methods of Contracting. The City shall not use the cost plus a percentage of cost or percentage of construction cost methods of contracting for any work for which federal reimbursement will be sought. (iii) Time and Materials (“T&M”) Contracts (1) T&M contracts should be used rarely, and the use of T&M contracts should be limited to a reasonable time period (e.g., no more than 70 hours) based on circumstances during which the City cannot define a clear scope of work. (2) The City shall only enter into a time and materials contract if all of the following apply: a. The City has determined and documented in the project file that no other contract is suitable; b. The contract has a guaranteed maximum price that the contractor exceeds at its own risk; and c. The City provides a high degree of oversight to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls. (3) The City must define the scope of work as soon as possible to enable procurement of a more acceptable type of contract (i.e., non- T&M). (iv) Separate Invoicing. All purchases made during a proclaimed emergency shall require separate invoicing from routine (i.e., non-emergency related) purchases. All invoices shall state the goods, services, or equipment   Packet Pg. 284 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 19 of 25 provided and shall specify where the goods or services were delivered. All invoices shall specify the location(s) where the goods or services were used, if possible. Any invoice which fails to properly identify the emergency nature of the purchase and provide details as to the date(s) and location(s), as appropriate, shall not be paid until such errors are corrected by the vendor and re-submitted in correct form. (v) Auditing of Invoices for Debris Removal. All invoices for debris clearance and removal shall be audited prior to payment to the contractor. Contractors shall be notified of this requirement prior to the award of any contract for debris clearance and/or removal. Audits shall be in accordance with procedures for debris removal monitoring specified in FEMA’s Publication 325, Debris Management Guide. (j) Bonding Requirements (i) Bonding. For construction or facility improvement contracts or subcontracts exceeding the simplified acquisition threshold (See 2 CFR 200.88), the City shall require at a minimum: (1) A bid guarantee from each bidder equivalent to five percent of the bid price. (2) A performance bond on the part of the contractor for 100 percent of the contract price. (3) A payment bond on the part of the contractor for 100 percent of the contract price. (k) Procurement of Recovered Materials (i) For procurements covered under these procedures, the City and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. In accordance with these requirements, the City shall only procure items designated in the guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. (ii) This requirement applies to purchases of items when the purchase price of the item exceeds $10,000, or the value of the quantity acquired during the preceding fiscal year exceeded $10,000. (l) Contract Provisions. The City’s contracts shall contain the applicable provisions described in Appendix II to Part 200 – Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.   Packet Pg. 285 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 20 of 25 VIII. CONTRACTING (a) Standard Contract Templates. The City utilizes written contracts to document each party's obligation and to minimize the City's risks during the performance of services or supply of goods. Contracts include standard terms and conditions that serve as the framework and a statement of work that serves as the substance, of the contract. During the course of the relationship between the parties, the contract serves as a point of reference which may quickly resolve any misunderstanding. (i) The contract templates include forms for: professional and consulting services, maintenance services, software licensing, and the purchase of goods. The type of contract used for a particular procurement is determined by the nature of the transaction. The City has a set of contract templates that can be found on the City’s Intranet. (ii) The Purchasing Division can aid departments in determining which type of contract is needed. Exhibit B provides a brief explanation when certain contract templates should be used. (iii) Questions regarding contract terms should be directed to the City Attorney’s Office. Under no circumstances should contract terms and conditions be adjusted, changed, or deleted by anyone other than a representative of the City Attorney’s Office. (b) Non-Standard Contracts. In some cases, vendor services or products are specialized, and a department may wish to use the vendor contract. However, doing so requires specialized legal review. It is important to note that this can add anywhere from two (2) to four (4) weeks to the contracting process. This additional time must be allowed for to ensure that the City’s interests are protected. (c) Contracts NOT Required. Neither a contract, nor a purchase order is required for the following: payroll-related expenses such as insurance or retirement payments as approved by City Council through the budget, other insurance premiums, petty cash, travel advances or reimbursements, utility payments, membership dues, subscriptions, debt service, various “pass-through” payments, or other mandated expenditures. Claim forms should be used to pay these items. IX. SURPLUS SUPPLIES AND EQUIPMENT (a) Submitting Reports. The applicable Department Head or their designee(s) will notify the Purchasing Division in writing of surplus supplies and/or equipment and request disposal. This notification shall list each item, acquisition date or estimated age, acquisition price (if known), condition, and any known defect not readily apparent through visual inspection. (b) Review. The Purchasing Division shall review the surplus items and determine if any other City department has a use for the property. (c) Disposing of Surplus. If the Purchasing Division determines that the surplus items are not functionally or economically suitable for further City use, they shall dispose of the items by using a public auction, sealed bids or through negotiated   Packet Pg. 286 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 21 of 25 sale for items valued at more than $10,000. For recyclable items equal to or less than $10,000, Purchasing may dispose of those items through a scrap metal or a recycling vendor if the cost to do so does not outweigh the value received in return. (d) Donation. Surplus items valued less than $10,000, for which the City no longer has an identified use, may be donated to 501(c)3 organizations operating within the city limits of the City of San Bernardino. (e) Prohibitions. City employees and/or elected official of the City and their immediate families shall not be eligible to purchase such surplus materials, supplies, and equipment. X. ETHICAL STANDARDS AND FAIR PROCESSES (a) Ethical Standards for Purchasing. When placing City business with the business community, it is every employee’s responsibility to follow good business and ethical practices and to adhere to the City’s applicable law, policies, and procedures. This is a responsibility that should not be taken lightly as it is a duty under the law. All vendors shall be treated equally and fairly at all times by City personnel, with equal information given to each vendor who participates in a competitive situation. City employees must discharge their duties under this Policy in an impartial manner to foster the integrity of the City’s purchasing function and to assure fair and open competition for City business and the selection of competent, responsible vendors. (b) Conflicts of Interest. (i) No employee, officer, or agent of the City may participate in the selection, award, or administration of a contract pursuant to this Policy he or she has a real or apparent conflict of interest. A conflict of interest would arise when the City 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 other interest in or a material benefit from a vendor considered for a contract. The officers, employees, and agents of the City may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts, subject to any applicable standards for determining whether a financial interest is not substantial, or a gift is an unsolicited item of nominal value. (ii) California Government Code § 1090 prohibits City officers and employees from having a financial interest in any contract "made" by them or by any board or body of which they are members. Virtually all City Council members, officers, employees, and consultants of a public entity are considered public officials under Government Code §1090. In a case where a consultant is developing a scope of work for a future project, creation of that scope of work is considered part of the “making” of the contract and defined by Section 1090. As such the consultant would be prohibited from submitting a proposal and/or being awarded a contract for the work. (c) Communications Related to Solicitations.   Packet Pg. 287 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 22 of 25 (i) Bidders, proposers, and other potential vendors shall not contact City officials outside of the solicitation process and shall not make any efforts to unduly influence City decision-making or otherwise gain an unfair advantage outside of the solicitation process. Improper contacts or attempts to influence the selection process shall be grounds for automatic rejection. (ii) To the maximum extent feasible, City representatives shall provide each vendor with the same information related to the solicitation. For formal bids, RFP’s and RFQ’s, such information shall be provided in the form of an addendum to the solicitation. (d) Confidentiality and Transparency. (i) Negotiations related to any solicitation shall be maintained with strict confidentiality. No City official or employee with knowledge of the City’s bargaining position, or of the non-public position of other bidders or proposers, shall disclose such information for purposes of aiding a particular vendor, giving an advantage to a particular vendor over other bidders or proposers, or otherwise corrupting or frustrating the City’s procurement efforts. This Section does not prevent the City’s designated representative from engaging in negotiating tactics to obtain the best value to the City. (ii) All bids, proposals, quotes, and any related documents, including communications such as e-mails related to solicitations, are public records and shall be made available to the public upon request. However, public records may be withheld from disclosure while negotiations are pending, in accordance with applicable law. (iii) To the extent a solicitation involves proprietary information or trade secrets, vendors should mark the proprietary information as confidential. Information that is not proprietary or a trade secret shall not be marked confidential. Unless a law specifically and expressly allows price information to be confidential, all price proposals and other financial terms shall be public. (iv) City Council decisions on all contract awards shall strictly comply with the Ralph M. Brown Act (Government Code sections 54950, et seq.). City Council members and staff should not engage in any series of communications that result in a majority of the City Council deliberating on a proposed contract award outside of a properly noticed City Council meeting. (e) Disclosures. (i) Solicitations should require that bidders, proposers and other potential vendors disclose: (1) any ex parte contacts made by the vendors or made by City officials to the vendors outside of the official procurement process, (2) any gifts, loans or other benefits (other than campaign contributions) made to City officials within the 12 months preceding the solicitations, (3) whether the vendor has knowledge that a City official will be financially interested in the contract. Vendors shall promptly notify the City if any City official requests any payment, contribution or any other quid pro quo in exchange for award of a contract.   Packet Pg. 288 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 23 of 25 (ii) Vendors may be required by the Political Reform Act, and/or the Fair Political Practices Commission to disclose financial interests on the Form 700. Such vendors shall comply with all disclosure requirements. (f) Discipline/Censure. Violations of the ethical and fair process requirements contained in this Section may be grounds for discipline (if by an employee) or censure (if by an elected official). Criminal violations, such as willful violations of Government Code section 1090, may be reported to the San Bernardino County District Attorney.   Packet Pg. 289 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 24 of 25 EXHIBIT A EXPENDITURE AND AUTHORIZATION THRESHOLDS REFERENCE Purchasing Requirements by Expenditure Threshold Purchases up to $10,000 (Micro-Purchases): • Purchases up to $10,000 may be purchased using a Procurement Card (“P Card”) or through a check request. • No formal bids or quotes are required. • Purchases of $10,001 and over shall not be divided into multiple smaller purchases or invoices to circumvent required procedures. This is “split purchasing” and is unlawful and a violation of the Policy and the San Bernardino Municipal Code. (M.C. § 3.04.090). Purchases Between $10,001 and $40,000 (Smal Purchases): • Purchases in this category are processed informally through the simplified process outlined in Section III of this Policy and may be processed directly by the department making the purchase. • Competitive Bidding may be used for purchases under $40,000 at the discretion of the Agency or Department Director. Purchases Above $40,000: • Purchases in this category are subject to competitive bidding or competitive selection outlined in Section IV of this Policy, depending on the type of purchase (formal procurement procedures). Purchasing Authority Purchases up to $50,000: • Purchases in this category may be authorized and signed by Agency/Department Directors and/or the City Manager and/or their designee. Purchases between $50,001 and $100,000: • Purchases in this category may only be authorized by the City Manager or their designee. Purchases over $100,000: • Purchases in this category may only be authorized by the Mayor and City Council.   Packet Pg. 290 Purchasing Policy and Procedures Guide Finance-Purchasing Division - December 2022 Page 25 of 25 EXHIBIT B CONTRACTING GUIDE Under this Policy, certain contract types are likely to arise for the purchase of goods and services. Here is a brief description of an appropriate situation to use each template. Goods Purchase Agreement – To be used when the City desires to purchase goods totaling above $5,000. Maintenance Services Agreement - To be used for routine maintenance/repair work of a non- professional nature, such as: landscape, traffic signals, electrical, street sweeping, HVAC, and plumbing. Nuisance Abatement Services Agreement – To be used when the City desires to engage a third party to take action to remove a public nuisance. On-Call Professional Services Agreement - To be used when the City desires to engage a professional to engage in certain services on an as-needed basis. Professional Services Agreement – To be used for professional consultant work, such as non– design engineering, economic, accounting, legal, financial, and administrative work. Professional Services Agreement (Federal) – To be used for professional consultant work that also involves the use of Federal funds. Professional Software Services Agreement – To be used for the purchase of software services. Request for Proposals – To be used when the City desires to solicit services or purchase goods which either require bidding or for which bidding is appropriate. Please note that requests for proposals that relate to state or federal funded projects may require additional terms in accordance with grant agreements. Request for Qualification (RFQual) – To be used when the City desires to solicits firms to submit information about their qualification and capabilities to perform the type of work associated with a proposed project. An RFQual may be used as a pre-qualification step to engaging a service provider. If an RFQual is required, only those candidates who successfully respond to it and meet the qualification criteria will be included in the subsequent procurement process. An RFQual will contain specific reference to selection criteria. Request for Quote (RFQ) – To be used when the City desires to solicit firms to submit pricing for products or services where the requirements are standardized or produced in repetitive quantities. Short Form Services Agreement – To be used for low risk or uncomplicated services that do not require formal bidding. Should not be used for public works projects. Vendor Services Agreement – To be used when the City desires to solicit services other than Professional, Design, or Construction Services.   Packet Pg. 291 Ordinance No. MC-1605 1 9 3 3 ORDINANCE NO. MC-1605 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING CHAPTER 3.04 OF THE CITY OF SAN BERNARDINO MUNICIPAL CODE RELATING TO PURCHASING WHEREAS, the City San Bernardino, California (“City”) is a chartered city and municipal corporation, duly organized under the California Constitution and laws of the State of California; and WHEREAS, the City is dedicated to operating efficiently, effectively and streamlining operations where possible; and WHEREAS, the City’s current purchasing system is outlined in Chapter 3.04 of the City of San Bernardino Municipal Code; and WHEREAS, the City’s Purchasing Division has conducted a review of the City’s purchasing system and has identified areas of improvement; and WHEREAS, one such improvement is to streamline the current purchasing system by also establishing a formal purchasing policy; and WHEREAS, the implementation of a purchasing policy will allow the City to quickly update certain aspects of the purchasing system in order to address issues; and WHEREAS, as part of this purchasing system overhaul includes an increase in spending authority for the City Manager, allowing the City Manager to enter into agreements up to a value of $100,000; and WHEREAS, this increased flexibility will allow the City to more quickly respond to needs and increase the level of services provided. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Incorporation of Recitals. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Amendment of Chapter 3.04. Chapter 3.04 of Title 3 of the San Bernardino Municipal Code is hereby amended in its entirety to read as follows: “Chapter 3.04 PURCHASING SYSTEM Sections:   Packet Pg. 292 Ordinance No. MC-1605 1 9 3 3 3.04.010 Adoption of Purchasing System 3.04.020 Purchasing Division 3.04.030 Bidding Requirements 3.04.040 Approval Authority 3.04.050 Purchase Orders and Procurement Cards 3.04.060 Encumbrance of Funds 3.04.070 Emergency Purchases 3.04.080 Surplus Supplies and Equipment 3.04.090 Penalty for Split Purchases 3.04.100 Local Bidders 3.04.110 Reserved 3.04.120 Reserved 3.04.130 Reserved 3.04.140 Reserved 3.04.010 Adoption of Purchasing System A. Establishment. In order to establish efficient procedures for the purchase of supplies, materials and equipment, and contracted services, to secure for all departments or agencies of the City, supplies, materials, equipment, and services at the lowest possible cost commensurate with the quality needed, to exercise positive financial control over purchases, to clearly define authority for the purchasing functions and to assure that quality of purchases, a centralized purchasing system is adopted. Except as specified herein, there shall be no exemption from centralized purchasing and no Agency or Department shall be authorized to purchase, or contract for the purchase of supplies, services or equipment independently of the Purchasing Division. The Municipal Water Department and the San Bernardino Public Library shall not be subject to this centralized purchasing system; however, the Board of Water Commissioners and the Board of the San Bernardino Public Library shall employ procedures substantially in compliance with the provisions of this Chapter as such may be applicable. B. Purchasing Policy. All purchases of goods, supplies, equipment, and services shall be made in accordance with the formal Purchasing Policy in effect at the time of the purchase. The Purchasing Policy shall be developed by staff and adopted by the Mayor and City Council. The Purchasing Policy may be changed from time to time by City Council Resolution in order to remain in compliance with necessary law and to address the evolving procurement needs of the City. C. Vendor Lists. The City may utilize the processes of this Chapter and Purchasing Policy to procure vendors who will be eligible or preferred to provide goods or services to the City on an as-needed basis. D. Exemptions. This Chapter shall not apply to the following: 1. Purchases from, or sales to a government or governmental agency, or through any advantageous governmental contract approved by the Council, or to the purchase of election supplies, or to purchases and/or services or service contracts relating to litigation or prosecution   Packet Pg. 293 Ordinance No. MC-1605 1 9 3 3 or investigations thereof, or to purchases and/or services or service contracts relating to fire and police investigations, or to the purchases and/or services or service contracts relating to board up or demolition of buildings or structures. 2. Purchases from a vendor or manufacturer which, through the City's bidding procedure, or other government or governmental agency's bidding procedure, has established a price at which such a vendor or manufacturer is willing to sell to the City. During such a bid procedure more than one responsive bid must have been received. 3. Purchases approved by the Mayor and City Council. 4. Purchases of less than ten thousand dollars ($10,000). 5. Public Works Projects. Procurement procedures for Public Works Projects are defined in Chapters 12.20, 12.21 and 12.24 of the San Bernadino Municipal Code. 6. Sole Source Procurements as more defined in the Purchasing Policy. 7. Emergency Procurements as more defined in Section 3.04.070 of the Municipal Code and the Purchasing Policy. 8. Federal/Grant-Funded Procurement to the extent that this Chapter and Purchasing Policy is inconsistent any federal, grant or other funding source requirement for a particular purchase. In that event, the federal, grant or other funding source procurement requirements shall control. 9. Inadequate Competition as more defined in the Purchasing Policy. 3.04.020 Purchasing Division Unless otherwise exempted under this Chapter, the purchase and sale of all supplies, materials, equipment, and services shall be the responsibility of the Purchasing Division. The Purchasing Division is part of the Finance Department, which is responsible for carrying out written administrative procedures adopted by the City Council related to procurement. The Purchasing Division Manager is responsible for the Purchasing Policy, and will develop, advise, review, audit and ensure compliance throughout the purchasing process as the City’s subject matter expert. 3.04.030 Bidding Requirements The procurement process used to purchase supplies, material, equipment, and contracted services is dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. A. Purchases up to $10,000 Purchases up to $10,000 may be purchased using a Purchasing Card or through a check request with no requirement for formal bids or quotes.   Packet Pg. 294 Ordinance No. MC-1605 1 9 3 3 B. Purchases between $10,001 and $40,000 Purchases between $10,001 and $40,000 are processed informally, through vendor quotations and may be processed directly by the department making the purchase. The informal bidding process is more particularly described in the Purchasing Policy. C. Purchases above $40,000 Purchases in this category are subject to formal competitive bidding or competitive selection depending on the type of purchase. The formal competitive bidding process is more particularly described in the Purchasing Policy. 1. Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update. 3.04.040 Approval Authority The authority to purchase supplies, material, equipment, and contracted services is dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. Purchasing authority are based on the following amounts: A. Purchases up to $50,000 Purchases in this category may be authorized by the Agency/Department Directors and/or the City Manager. B. Purchases between $50,001 and $100,000 Purchases in this category may only be authorized by the City Manager or their designee. C. Purchases over $100,000 Purchases in this category may only be authorized by the Mayor and City Council. 3.04.050 Purchase Orders and Procurement Cards Purchase of supplies, materials, and equipment shall be made only by purchase order or procurement card, whichever is appropriate. 3.04.060 Encumbrance of Funds The Purchasing Division shall not issue any purchase order for supplies, materials or equipment unless there exists an unencumbered appropriation in the account against which the purchase is to be charged, and until the same has been approved by the Budget Division of the Finance Department.   Packet Pg. 295 Ordinance No. MC-1605 1 9 3 3 3.04.070 Emergency Purchases In case of an emergency, which is so urgent as to preclude advance action by the Mayor and City Council and which requires purchase of supplies, materials, equipment or contractual services, the City Manager shall have the authority to authorize securing in the open market any such supplies, materials, equipment or contractual services. This emergency authority shall extend to all purchases, irrespective of the fact that the amount might exceed the authorized thresholds outlined in Section 3.05.020 of the Municipal Code. An explanation of the emergency circumstances shall be filed with the Mayor and City Council within forty-eight (48) hours of the emergency purchase. 3.04.080 Surplus Supplies and Equipment A. All Agencies and Departments shall submit to the Purchasing Division reports showing all supplies, materials and equipment which are no longer used or usable or which may have become obsolete, unsuitable or worn out. The Purchasing Division Manager shall have authority to sell said supplies, materials and equipment, or to exchange the same for, or trade in the same on, new supplies, materials and equipment. Such sales, exchanges or trade-ins shall be made to the highest and best bidder pursuant to the procedures in the Purchasing Policy, or shall be made at a public auction as hereinafter set forth in this Section 3.04.100. B. Public Auction. A notice describing the property in sufficient detail for its identification shall be prepared by the Purchasing Division and shall be given at least five days before the time fixed therefore by publication once in an established newspaper or other publication of general circulation published in the City. C. City officers shall not be purchasers at any such public auction authorized, conducted, or administered by them in their official capacity, nor shall any City officer or employee directly or indirectly submit a bid at the auction if they have participated in the preparation or conduct of the auction in their official capacity. D. The property so offered for sale shall be sold to the highest bidder for cash, provided that the Purchasing Manager may, at their discretion, fix a minimum sale price and may refuse to sell unless the minimum price is offered, and may further refuse to sell unless a deposit of security is immediately made. E. Any property sold at public auction shall be provided to the purchaser upon full payment of the purchase price. F. The proceeds of the auction sale or sales shall immediately be deposited with the Department of Finance and deposited into the General Fund of the City. 3.04.090 Split Purchases It shall be unlawful to split or separate into smaller purchases, a purchase in order to bring the purchase within the provisions of any exemption or less stringent procedure provided herein.   Packet Pg. 296 Ordinance No. MC-1605 1 9 3 3 3.04.100 Local Bidders Any formal or informal bid submitted by a local bidder for goods or materials pursuant to this Chapter shall receive a five percent (5%) credit for comparison purposes with other bidders when a local credit is allowable under the law. For the purpose of this Section, "local bidders" shall be bidders with (1) fixed facilities with employees within the City of San Bernardino’s jurisdiction, (A PO Box or residential address is insufficient unless it is a home-based business, in which case the residential address may be used) and (2) an appropriate City of San Bernardino Business License. 3.04.110 Reserved 3.04.120 Reserved 3.04.130 Reserved 3.04.140 Reserved” SECTION 3. CEQA. The City Council determines that the Ordinance is categorically exempt from further review per State CEQA Guidelines (14 Cal. Code Regs., § 15000 et seq.). The whole of the Ordinance is exempt, because the code amendment is an administrative activity which will not result in a direct or reasonably foreseeable indirect physical change to the environment. (§ 15060(c)(2).) The whole of the Ordinance is also exempt because the code amendment is not a “project” as defined by section 15378, since it has no potential for resulting in a direct or indirect physical change to the environment. (§ 15060(c)(3).) The City Council hereby directs City staff to file a Notice of Exemption within five days of the adoption of this Ordinance. SECTION 4.Severability. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance, or any part thereof, is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase thereof, irrespective of the fact that any one or more section, subsection, subdivision, paragraph, sentence, clause or phrase be declared unconstitutional. If for any reason any portion of this ordinance is found to be invalid by a court of competent jurisdiction, the balance of this ordinance shall not be affected. SECTION 5. Effective Date. This Ordinance shall take effect thirty (30) days after its adoption. SECTION 6.Notice of Adoption. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California.   Packet Pg. 297 Ordinance No. MC-1605 1 9 3 3 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 298 Ordinance No. MC-1605 1 9 3 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-_____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the XX day of , 2023. Ordinance No. MC-____ was approve passed and adopted at a regular meeting held the XX day of , 2022 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 299 Purchasing Policy and Municipal Code Update Barbara Whitehorn, Agency Director of Administrative Services December 7, 2022   Packet Pg. 300 Purchasing Policy and Municipal Code Presentation Overview •Background •Current Code and Challenges •Goals of the Proposed Change •Key Changes to the Municipal Code •Bidding Requirements, Approval Authority •Emergency Purchases, Local Bidders •Policy •Purpose, Sections •Important to Note •Discussion 2   Packet Pg. 301 Purchasing Policy and Municipal Code 3 •Current Municipal Code- extremely detailed •Job duties of Purchasing Agent •Details how to and where to post surplus items •Requires departments to submit estimates of supply needs Code should be focused on governance •Must post bids in newspapers •Number of days bids must be posted in local print newspaper •Separate sections for contracting services, purchasing supplies and materials   Packet Pg. 302 Purchasing Policy and Municipal Code 4 Code Policy Procedure Governance Minimal detail Policy framework More detail Day-to-day operations High level of detail   Packet Pg. 303 Purchasing Policy and Municipal Code •Simplifying the Municipal Code •Clarifying the Thresholds for Bidding and Approval Authority Levels •Removing requirement for Purchase Orders for all purchases over $500 •Clarifying and improving Local Vendor Section 5   Packet Pg. 304 Purchasing Policy and Municipal Code •Purchases up to $10,000 •May use a P-Card or check request, no formal bid or quotes required. •Purchases between $10,001 and $40,000 •Informal; vendor quotations. May be processed by Department. •Purchases above $40,000 •Formal competitive bidding or selection required. 6 3.04.030 Bidding Requirements   Packet Pg. 305 Purchasing Policy and Municipal Code •Purchases up to $50,000 •May be authorized (signed) by the Agency/Department Director and/or the City Manager and/or their designee. •Purchases between $50,001 and $100,000 •May be authorized (signed) by the City Manager and/or their designee. •Purchases above $100,000 •May only be authorized by the Mayor and City Council. 7 3.04.040 Approval Authority   Packet Pg. 306 Purchasing Policy and Municipal Code •Added (italics): •An explanation of the emergency circumstances shall be filed with the Mayor and City Council within forty-eight (48) hours of the emergency purchase. 8 3.04.070 Emergency Purchases   Packet Pg. 307 Purchasing Policy and Municipal Code •Change •1% credit for comparison changed to 5% •Clarification •Local bidders shall be bidders with: 1)Fixed facilities with employees within the jurisdiction of the City of San Bernardino… and 2)An appropriate City of San Bernardino Business License. 9 3.04.100 Local Bidders   Packet Pg. 308 Purchasing Policy and Municipal Code 10 Code Policy Procedure Governance Minimal detail Policy framework More detail Day-to-day operations High level of detail   Packet Pg. 309 Purchasing Policy and Municipal Code 11 Policy Bridges Governance and Day-to-Day Operations Municipal Code Policy Operations   Packet Pg. 310 Purchasing Policy and Municipal Code 1.To ensure compliance with all current laws and regulations 2.To promote transparency of the City’s procurement activities 3.To establish standardized, cost-effective, and efficient purchasing methods 4.To ensure continuity of City operations 5.To promote fair competitive processes 6.To maintain integrity and fairness 7.To support the City’s mission and serve the best interest of the public 12 Purpose   Packet Pg. 311 Purchasing Policy and Municipal Code I.Purpose II.Purchasing Expenditure and Approval Thresholds III.Informal Procurement IV.Competitive Procurement V.Specific Situations VI.Exemptions VII.Bid Protests VIII.Contract Development IX.Surplus Supplies and Equipment X.Glossary of Terms 13 Sections Sections provide detail on areas governed by Municipal Code, law and/or federal regulations.   Packet Pg. 312 Purchasing Policy and Municipal Code •The Purchasing Division Manager does not have direct purchasing authority •Internal Control •The Purchasing Division Manager is the key Internal Control for the Purchasing function citywide 14 Important to Note   Packet Pg. 313 Purchasing Policy and Municipal Code •Disadvantaged Business Enterprise and Small Business Enterprise •Specific affirmative steps are required under the new Policy to ensure minority, women-owned and small businesses are used when possible 15 Important to Note   Packet Pg. 314 Council Direction- December 7, 2022 •Requested Additional Reporting for contracts of $40,000 signed by Directors, Agency Directors, the City Manager and/or their designees. •Reporting to be included in City Manager’s Report to Council. 16   Packet Pg. 315 Council Direction- December 7, 2022 Municipal Code Section 3.04.030 Bidding Requirements C. Purchases Over $40,000 1. Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update. 17   Packet Pg. 316 Council Direction- December 7, 2022 Purchasing Policy Section II. Purchasing Expenditure and Approval Thresholds (a)Purchasing Requirements by Expenditure Threshold iii.Purchases Above $40,000 2.Reporting. All contracts in this category signed by the City Manager, Agency Directors, Directors and/or their designees shall be reported (in list form) to the Mayor and City Council at each Regular City Council meeting during the City Manager Update. 18   Packet Pg. 317 DISCUSSION 19   Packet Pg. 318 1 0 2 9 PUBLIC HEARING City of San Bernardino Request for Council Action Date:December 7, 2022 To:Honorable Mayor and City Council Members From:Robert D. Field, City Manager; Barbara Whitehorn, Agency Director of Administrative Services Department:Finance Subject:Adopt New Purchasing Policy and Introduce Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code. (All Wards) Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Introduce, read by title only, and waive further reading of Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code of the City of San Bernardino, California, and 2. Adopt Resolution 2022-246 adopting the Purchasing Policy for the City of San Bernardino. Background Over the last two years, the Finance Department has been working to build a robust, responsive Purchasing Division. During the bankruptcy, purchasing personnel in Finance was cut to one Assistant Buyer who was tasked with coordinating procurement for the entire City. Out of necessity, the majority of procurement functions were decentralized, and departments completed most of their own procurement, from small purchases of supplies to major requests for proposals for capital projects with limited assistance from Finance. While this worked when there was little funding available, as the City has reached financial stability and is now able to invest in ongoing service and capital projects, having a centralized purchasing model backed by well-defined Policy and Municipal Code is of paramount importance. In August, Council requested that the purchasing thresholds of the City Manager and Purchasing Division Manager be added to a future Council meeting agenda, recognizing that the current $49,999 maximum threshold for the City Manager’s contracting authority is low relative to the size of the City of San   Packet Pg. 319 1 0 2 9 Bernardino and the business that the City conducts. To provide the foundation for good governance, the Municipal Code governing purchasing was rewritten and simplified. A Purchasing Policy (Attachment 4) has been developed in alignment with the Municipal Code that will support operations and ensure appropriate internal controls are in place. Discussion As briefly discussed above, the Municipal Code and the Purchasing Policy are two key aspects of procurement that work together to provide the foundation of good governance and the policy framework for citywide procurement. They must complement each other to ensure legal compliance and support efficient and effective operations. Municipal Code. The San Bernardino Municipal Code was originally developed with very specific procedures for each aspect of the procurement process (Attachment 1). In the redline (Attachment 2), there are numerous changes recommended, removing much of the procedural guidance and adding thresholds for bidding requirements and approval levels, as well as simplifying the language. The changes are intended to put in place a governing Municipal Code that supports Purchasing Policy, internal control, and good governance. The Municipal Code and the Purchasing Policy work together to ensure the City does business legally, efficiently, and effectively. When governance and internal policy are properly aligned, day-to-day operations related to procurement can run smoothly. The Municipal Code should provide the framework from which policies are developed; policies then provide more specific rules, from which procedures are built for efficient operations. Below the most significant changes to the Municipal Code are outlined. Section 3.04.030 Estimates of Requirements – eliminated, replaced This section required departments to submit estimates to the City Administrator for their supplies, materials and equipment needs for the year. This kind of estimate is no longer necessary because the City contracts with Staples for office supplies and individual departments bid materials and equipment either individually or collectively depending on needs. 3.04.030 Bidding Requirements (Summary) - New This section was added to specify at what threshold competitive bids or proposals are required versus informal or formal quotes. The procurement process used to purchase supplies, material, equipment and contracted services is dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. A. Purchases up to $10,000 may be purchased using a Purchasing Card or through a check request with no requirement for formal bids or quotes.   Packet Pg. 320 1 0 2 9 B. Purchases between $10,001 and $40,000 are processed informally, through vendor quotations and maybe processed directly by the department making the purchase. The informal bidding process is more particularly described in the Purchasing Policy. C. Purchases above $40,000 are subject to formal competitive bidding or competitive selection depending on the type of purchase. The formal competitive bidding process is more particularly described in the Purchasing Policy. Section 3.04.040 Requisitions – eliminated, replaced This section stated that all using departments were to submit requisitions for supplies, materials and equipment on standard requisition forms to the Purchasing Agent. The City no longer uses requisition forms; this model is more reflective of a central stores function in which a City maintains an inventory in a centralized location and “sells” the supplies, materials, and equipment to departments as needed. With the availability of just-in-time delivery, this model is no longer commonly used. 3.04.040 Approval Authority (Summary) – New This section was added to specify authorization levels. It provides the authority to purchase supplies, material, equipment, and contracted services dependent upon the total dollar amount of the goods or services to be purchased and the type of purchase. Purchasing authority is based on the following amounts: A. Purchases up to $50,000 may be authorized by the Agency/Department Director and/or the City Manager. B. Purchases between $50,001 and $100,000 may only be authorized by the City Manager or their designee. C. Purchases over $100,000 may only be authorized by the Mayor and City Council. 3.04.070 Formal Contract Procedure – eliminated, replaced This Section has been eliminated; it outlined specific procedures, as opposed to providing a governance framework for the development of Policy and operational procedure. 3.04.070 Emergency Purchases (Summary) - formerly 3.04.075 The only substantive change to this section is adding a requirement that the Mayor and City Council be notified of any emergency purchases within forty-eight   Packet Pg. 321 1 0 2 9 (48) hours of the purchase. 3.04.080 Open Market Procedure – eliminated, replaced Like previous Section 03.04.070 Formal Contract Procedures, this section provided procedures for purchases in the open market, as opposed to providing a governance framework for the development of Policy and operational procedure. 3.04.080 Surplus Supplies and Equipment (Summary) – formerly 3.04.100 The only substantive change to this section is removing language restricting the sale of some surplus to non-profits and sister Cities with Mayor and City Council action. The Mayor and City Council are always able to use their prerogative to direct the City Manager in the treatment of particular surplus items. 3.04.085 Services; 3.04.090 Annual Audit; 3.04.105 Sale of Surplus Property; 3.04.110 Surplus Vehicles and Equipment; 3.04.115 City Manager – eliminated Like previous Sections 3.04.070 Formal Contract Procedures and 3.04.080 Open Market Procedures, Sections 3.04.085 Services, 3.04.105 Sale of Surplus Property and 3.04.110 Surplus Vehicles and Equipment provide procedures for the purchase of services, the sale of surplus property, and the sale of surplus vehicles and equipment, as opposed to providing a governance framework for the development of Policy and operational procedure. There remains a section for surplus, 3.04.080 Surplus Supplies and Equipment, and Section IX of the Purchasing Policy provides more specific detail and guidance. Within the Purchasing Policy there are six sections dedicated to bid, proposal, and contracting procedures: III. Informal Procurement Process IV. Formal Procurement V. Specialized Procurement Situations VI. Exemptions VII. Bid Protests VIII. Contracting Section 3.04.115 City Manager of the Municipal Code assigned the City Manager the same duties previously assigned to the Purchasing Agent and is unnecessary. Section 3.04.090 Annual Audit is unclear in its intent; referring to an annual audit of accounts established pursuant to the authority granted under this Chapter. However, the creation of accounts is not within the purview of Purchasing. The annual external audit includes testing of the purchasing process to ensure that the City maintains adequate and appropriate internal controls and separation of duties. These two sections have been eliminated.   Packet Pg. 322 1 0 2 9 3.04.100 Local Bidders – formerly 3.04.125 This section has been updated to change the one-percent (1%) local vendor “preference” comparison credit for goods and materials bids to five-percent (5%), which is more in line with other local governments, to clarify that the vendor should have facilities within the City of San Bernardino to be considered a “local vendor,” and that they are required to hold a valid Business License with the City. The Purchasing Policy includes additional language about Local Vendor Outreach, which will be a required part of the standard bid or request for proposal procedures to ensure that local vendors are aware of any opportunities to do business with the City and can submit a bid or proposal for any work for which they may be qualified. Purchasing Policy. The Purchasing Policy takes a much deeper dive into the specifics of each area of procurement, providing detailed guidance, definitions, examples, exceptions and prohibitions. The Policy supports the following purposes and objectives: 1.To ensure compliance with all current laws and regulations 2.To promote transparency of the City’s procurement activities 3.To establish standardized, cost-effective, and efficient purchasing methods 4.To ensure continuity of City operations 5.To promote fair competitive processes 6.To maintain integrity and fairness 7.To support the City’s mission and serve the best interest of the public The Policy lays out the same bid/proposal thresholds and approval authority levels, and provides specific detail on conflicts of interest, informal and formal purchasing processes, competitive procurement, prohibitions, specialized procurement situations including disadvantaged business enterprise, small business enterprise, local vendor preference and outreach, and grant-funded procurement, exemptions, bid protests, contracting, and surplus supplies and equipment. Internal Control It is important to note that neither the Policy nor the Municipal Code provides a separate purchasing authorization level for the Purchasing Division Manager. This decision was made after considerable research of best practices and discussion with subject matter experts. While in very large organizations (counties, for profits companies with multiple locations) purchasing agents and managers often had direct authority to make purchases, this was almost never the case in municipalities. In municipalities, the Purchasing Manager and Purchasing Division act as the key internal control point for the authorized purchasers (P-Card users, Directors, City Manager), ensuring that those making purchases adhere to Policy, Municipal Code, relevant law, regulations and any grant requirements. In very large organizations, this internal control function may fall under the purview of a separate fully staffed internal audit function. In the very large organizations with the purchasing agent structure, every division in the organization has at a minimum one assigned purchasing agent,   Packet Pg. 323 1 0 2 9 because in this case often only agents have authorization to make purchases. This structure requires considerably more full-time staff and is a model that is financially impractical for most cities. As mentioned above in the Municipal Code Section 3.04.100 Local Bidders, the Policy reiterates the local vendor preference of 5%, and requires local vendor outreach for all competitive bids and proposals as follows: 1.Local Vendor Preference. As legally allowed, specifically in the procurement of goods and materials, the City will provide a 5% local vendor credit for vendors physically located within the City of San Bernardino. As specified in Municipal Code Section 3.04.100, the vendor must maintain fixed facilities within the jurisdiction of the City of San Bernardino and hold an appropriate City of San Bernardino Business License. 2.Local Vendor Outreach. Outreach to local vendors will be included in all informal and formal quotes, bids, requests for proposals, and requests for qualifications. The Policy addresses the goals of the disadvantaged business enterprise (DBE) Program as follows: The City shall take affirmative steps to assure that minority businesses, women’s business enterprises, and small businesses are used when possible. Affirmative steps include: 1.Placing qualified small and minority businesses and women’s business enterprises on solicitation lists 2.Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources 3.When economically feasible, dividing large projects into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises 4.Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises 5.Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce 6.Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed immediately above.   Packet Pg. 324 1 0 2 9 The Purchasing Division was able to successfully recruit and onboard a Disadvantaged Business Enterprise Specialist, who began employment with the City on November 7. The Purchasing Division currently consists of four authorized full- time equivalent positions. While this is not enough to centralize all procurement, the proposed changes to the Municipal Code and new Policy are intended to enable departments to procure goods and services up to $50,000 within their own authority with confidence that they have the tools to make the right procurement decisions for their department and the City, while the Purchasing Division provides expert advice and assistance as needed. 2021-2025 Strategic Targets and Goals The changes to the Municipal Code and the adoption of the Purchasing Policy align with Key Strategic Goals 1.a. Establish clear policy direction and predictable organizational structures, and 1.d. Create a framework for spending decisions. Fiscal Impact There is no fiscal impact to the City in adopting the new Purchasing Policy and in introducing the Ordinance amending the Municipal Code. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Introduce, read by title only, and waive further reading of Ordinance No. MC-1605 amending Section 3.04 of the Municipal Code of the City of San Bernardino, California, and 2. Adopt Resolution 2022-246 adopting the Purchasing Policy for the City of San Bernardino. Attachments Attachment 1 – Municipal Code Section 3.04 Attachment 2 – Municipal Code Section 3.04 Redline Attachment 3 – Resolution No. 2022-246 Adopting Purchasing Policy Attachment 4 – Exhibit A – Proposed Purchasing Policy Attachment 5 – Ordinance No. MC-1605 to Amend Municipal Code Section 3.04 Attachment 6 – PowerPoint Presentation Purchasing Policy Ward: All Wards Synopsis of Previous Council Actions: August 3, 2022 Mayor and City Council requested that am item be added to a future meeting to give the Chief Procurement Officer a   Packet Pg. 325 1 0 2 9 dollar authorization of $50,000 and increase City Manager’s signing authority to $100,000 (All Wards) – Council Member Alexander   Packet Pg. 326 1 0 5 5 PUBLIC HEARING City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Public Hearing on Annexation No. 28 to Community Facilities District 2019-1 (Ward 5) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-001 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 28); and 3. Hold a special landowner election and canvas the election; and 4. Adopt Resolution No. 2023-002 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 28); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1608 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and   Packet Pg. 327 1 0 5 5 6. Schedule the adoption of Ordinance No. MC-1608 for February 1, 2023. Background On December 7, 2022, the Mayor and City Council adopted Resolution No. 2022- 263, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for January 18, 2023, on the proposed annexation of the said territory into the community facilities district. As required by the Resolution of Intention, a boundary map was recorded on December 8, 2022, at 1:17 p.m. in Book 90 Page 86, Document No. 2022-0393680 of Maps of Assessment and Community Facilities Districts with the San Bernardino County Recorder.   The Resolution of Intention was adopted by the Mayor and City Council in response to a petition filed by the property owner of approximately 24.83 gross acres of a vacant residential lot within the City, requesting that the City assist them in annexing their properties into CFD No. 2019-1 under the Mello-Roos Act. The proposed project will consist of 20 detached single-family lots. The State legislature enacted the Mello-Roos Act in 1982 to assist public agencies in financing certain public improvements by either issuing tax exempt securities that are repaid by annual levy of special taxes, or to provide for the financing of on-going public services. The landowner requested the City annex into CFD No. 2019-1 to levy a special tax to cover the costs associated with the maintenance of public improvements. The public facilities and services proposed to be financed within the territory to be annexed to the District are the following: 1. Maintenance of median landscaping and other public improvements installed within the public rights-of-way; and 2. Public lighting and appurtenant facilities, including streetlights within public rights-of-way and traffic signals; and 3. City and County costs associated with the setting, levying and collection of the special tax, and in the administration of the District, including the contract administration and for the collection of reserve funds. The proposed area to be annexed into the CFD will be included in Tax Zone 29 and is located on N Little League Drive, north of W Meyers Road, as shown in Attachment #12. The maximum annual special tax for this development has been calculated to be $347 per unit for FY 2022/23. Annual Special Tax is proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%. The property owners have   Packet Pg. 328 1 0 5 5 agreed to initiate and conduct the CFD annexation proceedings pursuant to the Mello-Roos Act of 1982. The property owners have submitted a “Consent and Waiver” form on file in the City Clerk’s Office to initiate and conduct proceedings pursuant to the Mello-Roos Act in 1982, for the annexation into the CFD and consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election. In order to annex property to CFD No. 2019-1 pursuant to the provisions of California Government Code Section 53311 et seq., the City must adopt a series of three statutorily required Resolutions and an Ordinance which are summarized below: •Resolution declaring City intent to annex territory to Community Facilities District No. 2019-1 including the boundary of the area to be annexed and the rate and method of apportionment of special taxes within the annexation area (the special tax applies only to properties within the annexation area), adopted December 7, 2022. •Resolution calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to the District. •Resolution declaring the results of the election and directing the recording of the notice of special tax lien. •Amend the Ordinance and order the levy and collection of special taxes in the District. With the adoption of the Resolutions and the first reading of the amended Ordinance, the second reading of the amended Ordinance would be scheduled for February 1, 2023. Discussion The Resolution of Intention called for a public hearing to be held on January 18, 2023, on the issue of the annexation of territory into CFD No. 2019-1. Under the Mello-Roos Act, the Mayor and City Council must hold the public hearing and consider any protests against the formation of the CFD. If the owners of one half or more of the land within the proposed boundaries of the CFD file written protests against the establishment of the CFD, the Council may not create the CFD. If a majority protest is not filed, the Mayor and City Council may adopt the resolution establishing the CFD. Adoption of Resolution No. 2019-178 on July 17, 2019, established CFD 2019-1, pursuant to the requirements of Government Code Section 53325.1. After a CFD is formed, the Mello-Roos Act requires that for any annexations into the CFD an election be held on the question of whether the proposed special taxes should be levied. The election requires a two-thirds vote in favor of levying the special tax. The   Packet Pg. 329 1 0 5 5 landowners filed waivers with respect to the conduct of the election pursuant to Government Code Sections 53326(a) and 53327(b), meaning that the time limits and procedural requirements for conducting an election under the Mello-Roos Act do not have to be followed. Accordingly, City staff has already mailed the election ballots to the landowners and required the ballots to be returned by the close of the public hearing. If the Mayor and City Council adopt Resolution No. 2023-001, it may immediately proceed to the opening of the ballots and adopt Resolution No. 2023- 002 declaring the results of the election. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No. 4: Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact The individual property owners in the CFD will be responsible for annual payments of special taxes. It is estimated, upon full completion of the development, there will be an annual collection of special tax revenues of approximately $6,946 to be used to pay for maintenance costs within the development. On March 1 of each year, every taxable unit for which a building permit has been issued within the boundaries of the CFD, will be subject to the special tax for the ensuing Fiscal Year. If the anticipated costs of maintaining the facilities in any given Fiscal Year, prior to buildout of the project, exceeds the special tax revenues available from parcels for which building permits have been issued, then the special tax may also be applied to property within recorded final subdivision maps, as well as other undeveloped property within the boundaries of the CFD. All costs associated with annexation into the CFD have been borne by the Developer. By annexing into the CFD, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD No. 2019-1 and not through the City’s General Fund. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-001 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 28); and   Packet Pg. 330 1 0 5 5 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-002 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 28); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1608 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC-1608 for February 1, 2023. Attachments Attachment 1 - Resolution No. 2023-001- Resolution Calling Election Attachment 2 - Exhibit A - Description of Territory Attachment 3 - Exhibit B - Rate and Method of Apportionment Attachment 4 - Exhibit C - Special Election Ballot Attachment 5 - Resolution No. 2023-002- Resolution Declaring Election Results Attachment 6 - Exhibit A - Certificate of Election Results Attachment 7 – Ordinance No. MC-1608 Attachment 8 - Exhibit A - Description of Services Attachment 9 - Exhibit B - Parcel List Attachment 10 – Signed Petition and Waiver Attachment 11 - PowerPoint Presentation Attachment 12 - Project Map Ward: Fifth Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.” July 17, 2019 Resolution No. 2019-178 was adopted establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 was adopted declaring election results for   Packet Pg. 331 1 0 5 5 Community Facilities District No. 2019-1; and first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. December 7, 2022 Mayor and City Council adopted Resolution No. 2022-263, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”.   Packet Pg. 332 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 1 of 6 1 8 2 1 RESOLUTION NO. 2023-001 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, CALLING AN ELECTION TO SUBMIT TO THE QUALIFIED ELECTORS THE QUESTION OF LEVYING A SPECIAL TAX WITHIN THE AREA PROPOSED TO BE ANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 28) WHEREAS, the Mayor and City Council (the “City Council”) of the City of San Bernardino (the “City”), adopted its Resolution No. 2019-81, (the “Resolution of Intention”) (i) declaring its intention to establish Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”), commencing with Section 53311 of the California Government Code (the “Government Code”), (ii) proposing to levy a special taxes within CFD No. 2019-1 pursuant to the terms of the Act to fund the cost of providing maintenance services (the “Services”) described in Exhibit B of the Resolution of Intention; and WHEREAS, the City Council set a public hearing for July 17, 2019, after which the Council adopted Resolution No. 2019-178 forming the CFD No. 2019-1 and calling a special election at which the questions of levying a special tax and establishing an appropriations limit with respect to the CFD No. 2019-1 were submitted to the qualified electors within the CFD No. 2019-1; and WHEREAS, on July 17, 2019, the City Council adopted Resolution No. 2019-179 declaring the results of the special election and finding that more than two-thirds (2/3) of all votes cast at the special election were cast in favor of the proposition presented, and such proposition passed; and WHEREAS, the City Council is authorized by Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government Code as amended (the "Act"), to annex territory into an existing community facilities district by complying with the procedures set forth in said Article 3.5; and WHEREAS, the City Council on December 7, 2022, duly adopted Resolution No. 2022- 263 (the “Resolution of Intention”) declaring its intention to annex certain territory to CFD No. 2019-1 (Maintenance Services) and to levy a special tax within that territory to pay for certain services and setting a time and place for the public hearing on the proposed annexation for January 18, 2023; and WHEREAS, the territory proposed to be annexed is identified in a map entitled "Annexation Map No. 28 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 86, in the office of the San Bernardino County Recorder; and   Packet Pg. 333 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 2 of 6 1 8 2 1 WHEREAS, pursuant to the Act and the Resolution of Intention, a noticed public hearing was convened by the City Council on January 18, 2023, not earlier than the hour of 7:00 p.m. at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410, relative to the proposed annexation of said territory to CFD No. 2019-1. At the hearing, the testimony of all interested persons for or against the annexation of the territory or the levying of the special taxes will be heard. If and to the extent participation in the January 18, 2023, meeting must occur by teleconference, videoconference, or other electronic means authorized by the Ralph M. Brown Act or an Executive Order of the Governor of California, the means and methods for participating the meeting shall be posted on the Agenda for said meeting, which shall be posted at least 72 hours prior to the meeting on the City of San Bernardino (www.sbcity.org), and outside of the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410. A copy of the Agenda will be made available upon request to the San Bernardino City Clerk's office at 909-384-5002; and WHEREAS, written protests have not been filed by fifty percent (50%) or more of the registered voters residing within the CFD No 2019-1, or by fifty percent (50%) or more of the registered voters residing within the territory to be annexed, or by the owners of one-half (1/2) or more of the area within the CFD No. 2019-1, or by the owners of one-half (1/2) or more of the territory to be annexed; and WHEREAS, the Mayor and City Council has determined that there are fewer than twelve registered voters residing in the territory proposed to be annexed to the CFD No. 2019-1 and that the qualified electors in such territory are the landowners; and WHEREAS, on the basis of all of the foregoing, the City Council has determined at this time to call an election to authorize the annexation of territory to the CFD No. 2019-1 and the levying of a special tax as described in Exhibit “A” hereto; and WHEREAS, the City Council has received a written instrument from each landowner in the territory proposed to be annexed to the CFD No. 2019-1 consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election; and WHEREAS, the City Clerk has concurred in the election date set forth herein. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Conformation of Finding in Resolution of Intention. The City Council reconfirms all of its findings and determinations as set forth in the Resolution of Intention. SECTION 3.Findings Regarding Protests. The City Council finds and determines that written protests to the proposed annexation of territory to the CFD No. 2019-1 and the levy of the   Packet Pg. 334 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 3 of 6 1 8 2 1 special tax within such territory are insufficient in number and in amount under the Act, and the City Council hereby further orders and determines that all such protests are hereby overruled. SECTION 4.Findings Regarding Prior Proceedings. The City Council finds and determines that all prior proceedings had and taken by the City Council, with respect to the annexation of territory to CFD No. 2019-1, are valid and in conformity with the requirements of the Act. SECTION 5. Levy of Special Tax. As stated in the Resolution of Intention, except where funds are otherwise available, subject to the approval of the qualified electors of territory proposed to be annexed to CFD No. 2019-1, a special tax sufficient to pay the costs of the Services (including incidental expenses as described in the Resolution of Intention), secured by recordation of a continuing lien against all nonexempt real property in CFD No. 2019-1, will be levied annually in CFD No. 2019-1. The rate and method of apportionment, and manner of collection of the special tax are specified in Exhibit “B” hereto. SECTION 6. Apportionment of Tax. The special tax as apportioned to each parcel is based on the cost of making the Services available to each parcel, or other reasonable basis, and is not based on or upon the ownership of real property. SECTION 7. Tax Roll Preparation. The office of the Public Works Director, 201 North “E” Street, San Bernardino, California, 92401, is hereby designated as the office that will be responsible for annually preparing a current roll of special tax levy obligations by assessor’s parcel number and that will be responsible for estimating future special tax levies pursuant to Government Code section 53340.2. The Public Works Director may cause these functions to be performed by his or her deputies, assistants, or other designated agents. SECTION 8. Accountability Measures. Pursuant to Section 50075.1 of the California Government Code, the City shall create a separate account into which tax proceeds will be deposited; and the Public Works Director annually shall file a report with the City Council that will state (a) the amount of funds collected and expended and (b) the status of the Services financed in CFD No. 2019-1. SECTION 9. Special Election; Voting Procedures. The City Council hereby submits the questions of levying the special tax within the territory proposed to be annexed to the qualified electors, in accordance with and subject to the Act. The special election shall be held on January 18, 2023, and shall be conducted as follows: (a) Qualified Electors. The City Council hereby determines that the Services are necessary to meet increased demands placed upon the City as a result of development occurring within the boundaries of CFD No. 2019-1. Because fewer than twelve registered voters resided within the territory proposed to be annexed to CFD No. 2019-1 on October 21, 2022 (a date within the 90 days preceding the close of the public hearing on the territory proposed to be annexed to CFD No. 2019-1), the qualified electors shall be the landowners within territory proposed to be annexed, and each landowner who was the owner of record at the close of the hearing shall have one vote for each acre or portion of an acre of land that such landowner owns within the territory proposed to be annexed to CFD No. 2019-1.   Packet Pg. 335 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 4 of 6 1 8 2 1 (b) Consolidation of Elections; Combination of Propositions on Ballot. The election on the question of levying the special tax and establishing an appropriations limit for CFD No. 2019-1 shall be consolidated, and the two proportions shall be combined into a single ballot proposition for submission to the voters, as authorized by Government Code Section 53353.5. (c) Mail Ballot Election. Pursuant to Government Code section 53327.5, the election shall be conducted as a mail ballot election. The City Council hereby ratifies the City Clerk’s delivery of a ballot to each landowner within the territory proposed to be annexed to CFD No. 2019-1. The City Council hereby ratifies the form of the ballot, which is attached hereto as Exhibit C. (d) Return of Ballots. The City Clerk shall accept the ballots of the landowners up to 7:00 p.m. on January 18, 2023. The City Clerk shall have available ballots that may be marked at the City Clerk’s office on the election day by voters. Once all qualified electors have voted, the City Clerk may close the election. (e) Canvass of Election. The City Clerk shall commence the canvass of the returns of the special election as soon as the election is closed (on January 18, 2023, or when all qualified electors have voted) at the City Clerk’s office. At the conclusion of the canvass, the City Clerk shall declare the results of the election. (f) Declaration of Results. The City Council shall declare the results of the special election following the completion of the canvass of the returns and shall cause to be inserted into its minutes a statement of the results of the special election as ascertained by the canvass of the returns. SECTION 10. Filing of Resolution and Map with City Clerk. The City Council hereby directs the City Clerk to file a copy of this resolution and the annexation map of the boundaries of CFD No. 2019-1 in her office. SECTION 11. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 12. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 13. Effective Date. This Resolution shall become effective immediately.   Packet Pg. 336 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 5 of 6 1 8 2 1 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of ____________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 337 Resolution No. 2023-001 Resolution 2023-001 January 18, 2023 Page 6 of 6 1 8 2 1 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 338 EXHIBIT A   DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 28 is currently comprised of one (1) parcel, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Number (APN). APN Owner Name 0348-111-51 Verdemont Ranch 20 LLC       Packet Pg. 339 EXHIBIT B City of San Bernardino 1 Community Facilities District No. 2019-1 (Maintenance Services) RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO A Special Tax (the “Special Tax”) shall be levied on and collected from each Assessor’s Parcel (defined below) in Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1” or “CFD”; defined below), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2019, in an amount determined by the City Council of the City of San Bernardino, acting in its capacity as the legislative body of CFD No. 2019-1, by applying the rate and method of apportionment set forth below. All of the real property in CFD No. 2019-1, unless exempted by law or by the provisions herein, shall be taxed to the extent and in the manner provided herein. A. DEFINITIONS “Acre” or “Acreage” means the land area of an Assessor’s Parcel as shown on any Assessor’s Parcel Map, or if the land area is not shown on the Assessor’s Parcel Map, the land area as shown on the applicable Final Map, or if the area is not shown on the applicable Final Map, the land area shall be calculated by the Administrator. “Administrative Expenses” means the actual or reasonably estimated costs directly related to the formation, annexation, and administration of CFD No. 2019-1 including, but not limited to: the costs of computing the Special Taxes and preparing the annual Special Tax collection schedules (whether by the City or designee thereof or both); the costs to the City, CFD No. 2019-1, or any designee thereof associated with fulfilling the CFD No. 2019-1 disclosure requirements; the costs associated with responding to public inquiries regarding the Special Taxes; the costs of the City, CFD No. 2019-1 or any designee thereof related to an appeal of the Special Tax; and the City's annual administration fees including payment of a proportional share of salaries and benefits of any City employees and City overhead whose duties are related to the administration and third party expenses. Administrative Expenses shall also include amounts estimated or advanced by the City or CFD No. 2019-1 for any other administrative purposes of CFD No. 2019-1, including attorney's fees and other costs related to commencing and pursuing to completion any foreclosure of delinquent Special Taxes. “Administrator” means the City Manager of the City of San Bernardino, or his or her designee. “Approved Property” means all Assessor’s Parcels of Taxable Property that are included in a Final Map that was recorded prior to the March 1 preceding the Fiscal Year in which the Special Tax is being levied, and that have not been issued a building permit on or prior to the March 1 preceding the Fiscal year in which the special tax is being levied. “Assessor’s Parcel” means a lot or parcel of land that is identifiable by an Assessor’s Parcel Number by the County Assessor of the County of San Bernardino. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel Number. “Assessor’s Parcel Number” means that identification number assigned to a parcel by the County Assessor of the County.   Packet Pg. 340 City of San Bernardino 2 Community Facilities District No. 2019-1 (Maintenance Services) “Building Square Footage” or “BSF” means the floor area square footage reflected on the original construction building permit issued for construction of a building of Non-Residential Property and any Building Square Footage subsequently added to a building of such Taxable Property after issuance of a building permit for expansion or renovation of such building. “Calendar Year” means the period commencing January 1 of any year and ending the following December 31. “CFD” or “CFD No. 2019-1” means the City of San Bernardino Community Facilities District No. 2019- 1 (Maintenance Services). “City” means the City of San Bernardino. “Contingent Special Tax B Requirement” means that amount required in any Fiscal Year, if the POA is unable to maintain the Service(s) to: (i) pay the costs of Services incurred or otherwise payable in the Calendar Year commencing in such Fiscal Year; (ii) fund an operating reserve for the costs of Services as determined by the Administrator; less a credit for funds available to reduce the annual Special Tax B (Contingent) levy as determined by the Administrator. “County” means the County of San Bernardino. “Developed Property” means all Assessor’s Parcels of Taxable Property for which a building permit for new construction has been issued on or prior to March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Exempt Property” means all Assessors’ Parcels designated as being exempt from the Special Tax as provided for in Section G. “Final Map” means a subdivision of property by recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which building permits may be issued without further subdivision. “Fiscal Year” means the period from and including July 1st of any year to and including the following June 30th. “Land Use Category” or “LUC” means any of the categories contained in Section B hereof to which an Assessor’s Parcel is assigned consistent with the land use approvals that have been received or proposed for the Assessor’s Parcel as of March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Maximum Special Tax” means either Maximum Special Tax A and/or Maximum Special Tax B (Contingent), as applicable. “Maximum Special Tax A” means the Maximum Special Tax A, as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1.   Packet Pg. 341 City of San Bernardino 3 Community Facilities District No. 2019-1 (Maintenance Services) “Maximum Special Tax B (Contingent)” means the Maximum Special Tax B (Contingent), as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1. “Multi-Family Residential Property” means any Assessor’s Parcel of residential property that consists of a building or buildings comprised of attached Residential Units sharing at least one common wall with another unit. “Non-Residential Property” or “NR” means all Assessor's Parcels of Taxable Property for which a building permit(s) was issued for a non-residential use. The Administrator shall make the determination if an Assessor’s Parcel is Non-Residential Property. “Property Owner’s Association” or “POA” means the property owner’s association or homeowner’s association established to maintain certain landscaping within a Tax Zone. “Proportionately” means for Taxable Property that is: (i) Developed Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Developed Property with the same Tax Zone, (ii) Approved Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Approved Property with the same Tax Zone, and (iii) Undeveloped Property that the ratio of the actual Special Tax levy per acre to the Maximum Special Tax per acre is the same for all Parcels of Undeveloped Property with the same Tax Zone. “Residential Unit” or "RU" means a residential unit that is used or intended to be used as a domicile by one or more persons, as determined by the Administrator. “Residential Property” means all Assessor’s Parcels of Taxable Property upon which completed Residential Units have been constructed or for which building permits have been or may be issued for purposes of constructing one or more Residential Units. “Service(s)” means services permitted under the Mello-Roos Community Facilities Act of 1982 including, without limitation, those services authorized to be funded by CFD No. 2019-1 as set forth in the documents adopted by the City Council at the time the CFD was formed. “Single Family Residential Property” means any residential property other than Multi-Family Residential Property on an Assessor’s Parcel. “Special Tax(es)” means the Special Tax A and/or Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property. “Special Tax A” means the annual special tax to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Special Tax A Requirement. "Special Tax A Requirement" means for each Tax Zone, that amount to be collected in any Fiscal Year to pay for certain costs as required to meet the needs for such Tax Zone of CFD No. 2019-1 in both the current Fiscal Year and the next Fiscal Year. The costs to be covered shall be the direct costs for maintenance services including but not limited to (i) maintenance and lighting of parks, parkways, streets, roads and open space, (ii) maintenance and operation of water quality improvements, (iii) public street sweeping, (iv) fund an operating reserve for the costs of Services as determined by the Administrator, and (v) Administrative Expenses. Under no circumstances shall the Special Tax A Requirement include funds for Bonds.   Packet Pg. 342 City of San Bernardino 4 Community Facilities District No. 2019-1 (Maintenance Services) “Special Tax B (Contingent)” means the Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Contingent Special Tax B Requirement, if required. "Taxable Property" means all Assessor’s Parcels within CFD No. 2019-1, which are not Exempt Property. “Taxable Unit” means a Residential Unit, Building Square Footage, or an Acre. "Tax Zone" means a mutually exclusive geographic area, within which particular Special Tax rates may be levied pursuant to this Rate and Method of Apportionment of Special Tax. Appendix C identifies the Tax Zone in CFD No. 2019-1 at formation; additional Tax Zones may be created when property is annexed into the CFD. "Tax Zone 1" means the specific geographic area identified on the CFD Boundary Map as Tax Zone 1. "Tract(s)" means an area of land; i) within a subdivision identified by a particular tract number on a Final Map, ii) identified within a Parcel Map; or iii) identified within lot line adjustment approved for subdivision. “Undeveloped Property” means, for each Fiscal Year, all Taxable Property not classified as Developed Property or Approved Property. B. ASSIGNMENT TO LAND USE CATEGORIES For each Fiscal Year, all Assessor’s Parcels of Taxable Property within CFD No. 2019-1 shall be classified as Developed Property, Approved Property, or Undeveloped Property, and shall be subject to the levy of Special Taxes as determined pursuant to Sections C and D below. Assessor’s Parcels of Developed Property and Approved Property shall be classified as either Residential Property or Non-Residential Property. Residential Property shall be further classified as Single Family Residential Property or Multi-Family Residential Property and the number of Residential Units shall be determined by the Administrator. C. MAXIMUM SPECIAL TAX RATES For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Residential Property, all such Assessor’s Parcels shall be assigned the number of Residential Unit(s) constructed or to be constructed thereon as specified in or shown on the building permit(s) issued or Final Map as determined by the Administrator. For Parcels of undeveloped property zoned for development of single family attached or multi-family units, the number of Residential Units shall be determined by referencing the condominium plan, apartment plan, site plan or other development plan, or by assigning the maximum allowable units permitted based on the underlying zoning for the Parcel. Once a single family attached or multi-family building or buildings have been built on an Assessor's Parcel, the Administrator shall determine the actual number of Residential Units contained within the building or buildings, and the Special Tax A levied against the Parcel in the next Fiscal Year shall be calculated by multiplying the actual number of Residential Units by the Maximum Special Tax per Residential Unit identified for the Tract below or as included in Appendix A as each Annexation occurs. For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Non-Residential Property, all such Assessor’s   Packet Pg. 343 City of San Bernardino 5 Community Facilities District No. 2019-1 (Maintenance Services) Parcels shall be assigned the number of Building Square Footage or Acres as shown on the Final Map as determined by the Administrator. Once the Administrator determines the actual number of Building Square Footage or Acres for the Assessor’s Parcels, the Special Tax A levied against the Assessor’s Parcel in the next Fiscal Year shall be calculated by multiplying the number of Building Square Footage or Acres by the Maximum Special Tax per Taxable Unit identified for the Tax Zone below or as included in Appendix A as each Annexation occurs. 1. Special Tax A a. Developed Property (i) Maximum Special Tax A The Maximum Special Tax A for each Assessor’s Parcel of Developed Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zones annexed and included in Appendix A. The Maximum Special Tax A for Developed Property for Fiscal Year 2019-2020 within Tax Zone 1 is identified in Table 1 below: TABLE 1 MAXIMUM SPECIAL TAX A RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential Property RU $961 (ii) Increase in the Maximum Special Tax A On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax A that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax A that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax A for each Assessor’s Parcel of Approved Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Approved property Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 2 below:   Packet Pg. 344 City of San Bernardino 6 Community Facilities District No. 2019-1 (Maintenance Services) TABLE 2 MAXIMUM SPECIAL TAX A RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential RU $961 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax A for each Assessor’s Parcel of Undeveloped Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Undeveloped Property for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 3 below: TABLE 3 MAXIMUM SPECIAL TAX A RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax A 1 TR 17170 Acre $4,338 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. 2. Special Tax B (Contingent) The City Council shall levy Special Tax B (Contingent) only in the event the POA defaults in its obligation to maintain the Contingent Services, which default shall be deemed to have occurred, as determined by the Administrator, in each of the following circumstances: (a) The POA files for bankruptcy; (b) The POA is dissolved; (c) The POA ceases to levy annual assessments for the Contingent Services; or (d) The POA fails to provide the Contingent Services at the same level as the City provides similar services and maintains similar improvements throughout the City and within ninety (90) days after written notice from the City, or such longer period permitted by the City Manager, fails to remedy the deficiency to the reasonable satisfaction of the City Council. a. Developed Property (i) Maximum Special Tax B (Contingent)   Packet Pg. 345 City of San Bernardino 7 Community Facilities District No. 2019-1 (Maintenance Services) The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 4 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for each Tax Zones annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 4 below: TABLE 4 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 (ii) Increase in the Maximum Special Tax B (Contingent) On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax B (Contingent) that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax B (Contingent) that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 5 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 5 below: TABLE 5 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for   Packet Pg. 346 City of San Bernardino 8 Community Facilities District No. 2019-1 (Maintenance Services) Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 6 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 6 below: TABLE 6 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Acre $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. D. METHOD OF APPORTIONMENT OF ANNUAL SPECIAL TAX 1. Special Tax A Commencing with Fiscal Year 2019-20 and for each following Fiscal Year, the Council shall determine the Special Tax A Requirement and shall levy the Special Tax A on all Assessor’s Parcels of Taxable Property until the aggregate amount of Special Tax A equals the Special Tax A Requirement for each Tax Zone. The Special Tax A shall be levied for each Fiscal Year as follows: First: The Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Developed Property within each Tax Zone up to 100% of the applicable Maximum Special Tax to satisfy the Special Tax A Requirement for such Tax Zone; Second: If additional moneys are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first step has been completed, the Special Tax A shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax A for Approved Property; Third: If additional monies are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first two steps has been completed, the Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax A for Undeveloped Property. 2. Special Tax B (Contingent) Commencing with Fiscal Year in which Special Tax B (Contingent) is authorized to be levied and for each following Fiscal Year, the City Council shall determine the Contingent Special Tax B (Contingent) Requirement for each Tax Zone, if any, and shall levy the Special Tax on all Assessor’s Parcels of   Packet Pg. 347 City of San Bernardino 9 Community Facilities District No. 2019-1 (Maintenance Services) Taxable Property within such Tax Zone until the aggregate amount of Special Tax B (Contingent) equals the Special Tax B ( Contingent) Requirement for such Tax Zone. The Special Tax B (Contingent) Shall be levied for each Fiscal Year as follows: First: The Special Tax shall be levied Proportionately on all Assessor’s Parcels of Developed Property for a Tax Zone up to 100% of the applicable Maximum Special Tax B (Contingent) to satisfy the Contingent Special Tax B Requirement; Second: If additional moneys are needed to satisfy the Contingent Special Tax B Requirement after the first step has been completed, the Special Tax B (Contingent) shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Approved Property; Third: If additional monies are needed to satisfy the Contingent Special Tax B Requirement after the first two steps has been completed, the Special Tax B (Contingent) shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Undeveloped Property. E. FUTURE ANNEXATIONS It is anticipated that additional properties will be annexed to CFD No. 2019-1 from time to time. As each annexation is proposed, an analysis will be prepared to determine the annual cost for providing Services. Based on this analysis, the property to be annexed, pursuant to California Government Code section 53339 et seq. will be assigned to the appropriate Maximum Special Tax rate for the Tax Zone when annexed and included in Appendix A. F. DURATION OF SPECIAL TAX For each Fiscal Year, the Special Tax A shall be levied as long as the Services are being provided. For each Fiscal Year, the Special Tax B (Contingent) shall be levied as long as the Contingent Services are being provided. G. EXEMPTIONS The City shall classify as Exempt Property within CFD No. 2019-1, any Assessor’s Parcels; (i) which are owned by, irrevocably offered for dedication, encumbered by or restricted in use by any public entity; (ii) with public or utility easements making impractical their utilization for other than the purposes set forth in the easement; (iii) which are privately owned but are encumbered by or restricted solely for public uses; or (iv) which is in use in the performance of a public function as determined by the Administrator. H. APPEALS Any property owner claiming that the amount or application of the Special Taxes are not correct may file a written notice of appeal with the City not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2019-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).   Packet Pg. 348 City of San Bernardino 10 Community Facilities District No. 2019-1 (Maintenance Services) I. MANNER OF COLLECTION The Special Tax shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2019-1 may collect the Special Tax at a different time or in a different manner if necessary to meet its financial obligations.   Packet Pg. 349 City of San Bernardino 11 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) COST ESTIMATE Special Tax A Services - The estimate breaks down the costs of providing one year's maintenance services for Fiscal Year 2022-23. These services are being funded by the levy of Special Tax A for Community Facilities District No. 2019-1. TAX ZONE 29 TR 17329 Item Description Estimated Cost 1 Landscaping $3,849 2 Lighting $1,400 3 Reserves $697 4 Admin $1,000 Total $6,946 Special Tax B Contingent Services – There are no services being funded by the levy of Special Tax B (Contingent) for Community Facilities District No. 2019-1. However, additional Tax Zones may have Special Tax B Contingent Services being provided. TAX ZONE 29 FY 2022-23 MAXIMUM SPECIAL TAX RATES DEVELOPED PROPERTY AND APPROVED PROPERTY Land Use Category Taxable Unit Maximum Special Tax A Maximum Special Tax B Single-Family Residential RU $347 $0 Multi-Family Residential RU $347 $0 Non-Residential Property Acre $333 $0 TAX ZONE 29 FY 2022-23 MAXIMUM SPECIAL TAX RATES UNDEVELOPED PROPERTY Taxable Unit Maximum Special Tax A Maximum Special Tax B Acre $333 $0   Packet Pg. 350 City of San Bernardino 12 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE SUMMARY Annexation Tax Zone Tract APN Fiscal Year Maximum Special Tax A Maximum Special Tax B Subdivider Original 1 17170 2019-20 $961 / RU $0 / RU Santiago Communities, Inc. 1 2 17329 2019-20 $473 / RU $0 / RU JEC Enterprises, Inc. 2 3 PM 19814 2020-21 $608 / Acre $0 / Acre GWS #4 Development, LLC 3 4 0266-041-39 2019-20 $1,136 / Acre $0 / Acre Devore Storage Facility, LLC 4 5 TR 20006 2020-21 $344 / RU $57 / RU TH Rancho Palma, LLC 5 6 PM 19701 2020-21 $1,895 / Acre $528 / Acre Strata Palma, LLC 6 7 PM 20112 2020-21 $3,197 / Acre $0 / Acre San Bernardino Medical Center LLC 7 8 TR 20293 2021-22 $2,913 / Acre $334 / Acre ICO Fund VI, LLC 8 9 LM 2019-021 2021-22 $815 / Acre $232 / Acre TR 2600 Cajon Industrial LLC 9 10 TR 20189 2021-22 $490 / Acre $154 / Acre Central Commerce Center, LLC 10 11 LD 1900086 2021-22 $1,472 / Acre $0 / Acre Lankershim Industrial, LLC 11 12 TR 20305 2022-23 $175 / Acre $0 / Acre Prologis, LP 12 13 LLA 2020-004 2022-23 $1,169 / Acre $0 / Acre Dreamland Real Estate Holdings 13 14 TR 5907 2022-23 $2,268 / Acre $0 / Acre Magic Laundry Services, Inc. 14 15 0136-191-21 2022-23 $5,277 / Acre $0 / Acre Ahmad Family Trust 15 16 TR 20216 2022-23 $7,089 / Acre $0 / Acre Gateway SB, LLC 16 17 TR 20145 2022-23 $646 / RU $0 / RU RCH-CWI Belmont, LP 17 18 CUP 20-07 2022-23 $7,433 / Acre $0 / Acre George A. Pearson 18 19 TR 20258 2022-23 $588 / RU $0 / RU RGC Family Trust 19 20 LM 21-10 2022-23 $5,284 / Acre $0 / Acre 170 East 40th Street, LLC 320 21 LM 22-04 2022-23 $6,397 / Acre $0 / Acre 108 Highland, LP 21 22 LM 2021-013 2022-23 $807 / Acre $0 / Acre SBABP IV, LLC 22 23 TR 4592 2022-23 $847 / Acre $320 / Acre 1300 E Highland Ave LLC 23 24 LLA 2020-005 2022-23 $1,385 / Acre $978 / Acre Vone SB, LLC 24 25 TR 20494 2022-23 $174 / RU $17 / RU PI Properties, LLC 25 26 TR 20495 2022-23 $204 / RU $45 / RU Pacific West Company, et al. 26 To Be Determined 27 28 PM 20320 2022-23 $1,851 / Acre $292 / Acre SB Drake Central Avenue LLC 28 29 TR 17329 2023-24 $347 / RU $0 / RU Verdemont Ranch 20, LLC 29 30 LL 2022-11 2022-23 $922 / Acre $372 / Acre CIVF VI – CA1W01, LLC 30 31 PM 20143 2022-23 $2,957 / Acre $1,855 / Acre California Cajun Properties LLC 31 32 PM 20334 2023-24 $358 / Acre $94 / Acre Elliott Precision Block Co. 32 33 PM 3613, 4230 & 4250 2022-23 $1,094 / Acre $186 / Acre S.B. Universal Self Storage LLC   Packet Pg. 351 City of San Bernardino 13 Community Facilities District No. 2019-1 (Maintenance Services) ESCALATION OF MAXIMUM SPECIAL TAXES On each July 1, commencing on July 1, 2020 the Maximum Special Tax shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater.   Packet Pg. 352 City of San Bernardino 14 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX B CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1; and In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in the Rate and Method of Apportionment. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 353 City of San Bernardino 15 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX C CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) PROPOSED BOUNDARIES AND POTENTIAL ANNEXATION AREA BOUNDARIES   Packet Pg. 354 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;355 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;356 EXHIBIT C CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 28 (January 18, 2023) This ballot is for the use of the authorized representative of the following owner of land within Community Facilities District No. 2019-1 (Maintenance Services) (“CFD No. 2019-1”) of the City of San Bernardino: Name of Landowner Number of Acres Owned Total Votes Verdemont Ranch 20, LLC 24.83 25 According to the provisions of the Mello-Roos Community Facilities Act of 1982, and resolutions of the City Council (the “Council”) of the City of San Bernardino (the “City”), the above-named landowner is entitled to cast the number of votes shown above under the heading “Total Votes,” representing the total votes for the property owned by said landowner. The City has sent the enclosed ballot to you so that you may vote on whether or not to approve the special tax. This special tax ballot is for the use of the property owner of the parcels identified below, which parcels are located within the territory proposed to form the CFD No. 2019-1, City of San Bernardino, County of San Bernardino, State of California. Please advise the City Clerk, at (909) 384-5002 if the name set forth below is incorrect or if you are no longer one of the owners of these parcels. This special tax ballot may be used to express either support for or opposition to the proposed special tax. To be counted, this special tax ballot must be signed below by the owner or, if the owner is not an individual, by an authorized representative of the owner. The ballot must then be delivered to the City Clerk, either by mail or in person, as follows: Mail Delivery: If by mail, place ballot in the return envelope provided, and mail no later than January 4, 2023, two calendar weeks prior to the date set for the election. Mailing later than this deadline creates the risk that the special tax ballot may not be received in time to be counted. Personal Delivery: If in person, deliver to the City Clerk at any time up to 7:00 p.m. on January 18, 2023, at the Clerk’s office at 201 N. “E” Street, Bldg A, City of San Bernardino, CA 92401. However delivered, this ballot must be received by the Clerk prior to the close of the public meeting on January 18, 2023. Very truly yours, Genoveva Rocha, CMC, City Clerk   Packet Pg. 357 TO CAST THIS BALLOT, PLEASE RETURN THIS ENTIRE PAGE. OFFICIAL SPECIAL TAX BALLOT Name & Address of Property Owner: Assessor’s Parcel Number(s): Verdemont Ranch 20, LLC Attn:Felizardo Robles 434 North 2nd Ave. Upland, CA 91786 0348-111-51 CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) AN “X” OR OTHER MARK WILL CAST ALL VOTES ASSIGNED TO THIS BALLOT SPECIAL TAX BALLOT MEASURE MARK “YES” OR “NO” WITH AN “X”: Shall the City Council of the City of San Bernardino be authorized to levy a special tax on an annual basis at the rates and apportioned as described in Exhibit C to the Resolution Declaring its Intention to Annex territory to Community Facilities District No. 2019-1 (Maintenance Services) adopted by the City Council on December 7, 2022 (the “Resolution”), which is incorporated herein by this reference, within the territory identified on the map entitled “Annexation Map No. 28 of Community Facilities District No. 2019-1 (Maintenance Services) City of San Bernardino” to finance certain services as set forth in Section 4 to the Resolution (including incidental expenses), and shall an appropriation limit be established for the Community Facilities District No. 2019-1 (Maintenance Services) in the amount of special taxes collected? YES _________ NO _________ Certification for Special Election Ballot The undersigned is an authorized representative of the above-named landowner and is the person legally authorized and entitled to cast this ballot on behalf of the above-named landowner. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 20__. Signature Print Name Title Authorized Agent Felizardo Robles   Packet Pg. 358 Resolution No. 2023-002 Resolution No. 2023-002 January 18, 2023 Page 1 of 3 1 8 2 3 RESOLUTION NO. 2023-002 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA DECLARING ELECTION RESULTS FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 28) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore conducted proceedings for the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (the "CFD No. 2019-1") of the City of San Bernardino, including conducting a public hearing pursuant to Section 53339.5 of the Government Code; and WHEREAS, at the conclusion of said public hearing, the Mayor and City Council adopted a Resolution No. 2023-001 calling a special election for January 18, 2023, and submitting to the qualified electors of the territory to be annexed to the CFD No. 2019-1 the question of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City as a result of the development of said real property as provided in the form of special election ballot; and WHEREAS, a Certificate of Election Results, attached thereto as Exhibit “A”, dated January 18, 2023, executed by the City Clerk (or, in the absence of the City Clerk, the Acting City Clerk – in either case, the “Clerk”), has been filed with this Council, certifying that a completed ballot has been returned to the Clerk for each landowner-voter(s) eligible to cast a ballot in said special election, with all votes cast as “Yes” votes in favor of the ballot measure, and further certifying on said basis that the special mailed-ballot election was closed; and WHEREAS, this Council has received, reviewed, and hereby accepts the Clerk’s Certificate of Election Results and wishes by this resolution to declare the results of the special mailed-ballot election. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Ballot Measure. This Council hereby finds, determines, and declares that the ballot measure submitted to the qualified electors of the territory to be annexed to CFD No. 2019-1 has been passed and approved by those qualified electors in accordance with Sections 53328 and 53329 of the Government Code. SECTION 3.Annexation. This Council hereby finds, determines and declares that pursuant to Section 53339.8 of the Government Code, the Mayor and City Council is authorized to determine that the territory to be annexed has been added to and become a part of the CFD No. 2019-1 with full legal effect, and the Mayor and City Council is also authorized, pursuant to said   Packet Pg. 359 Resolution No. 2023-002 Resolution No. 2023-002 January 18, 2023 Page 2 of 3 1 8 2 3 Section 53339.8, to annually levy special taxes within the territory to be annexed to pay the costs of the services to be provided by the CFD No. 2019-1 as specified in Resolution No. 2022-263 adopted by the Mayor and City Council on December 7, 2022. The boundaries of the territory annexed are shown on the map entitled, "Annexation Map No. 28 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 86, in the office of the San Bernardino County Recorder. SECTION 4.Notice of Special Tax Lien. Pursuant to Section 53339.8 of the Government Code and Section 3117.5 of the Streets and Highways Code, the City Clerk shall cause to be filed with the County Recorder of the County of San Bernardino an amendment of the notice of special tax lien and a map of the amended boundaries of the CFD No. 2019-1 including the annexed territory. SECTION 5. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 360 Resolution No. 2023-002 Resolution No. 2023-002 January 18, 2023 Page 3 of 3 1 8 2 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 361 EXHIBIT A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 28 CERTIFICATE OF ELECTION RESULTS I, the undersigned, being the City Clerk or the Acting City Clerk, as the case may be, hereby certify: In connection with the special mailed-ballot election called by the City Council (the “City Council”) of the City of San Bernardino (the “City”) on this same date in the proceedings of the City Council for the annexation of territory to the above-entitled community facilities district, I personally received (a) a signed and dated waiver and consent form and (b) a signed, dated and marked election ballot(s) on behalf of the owner(s) listed below, the entity named as the sole landowner of the land within the boundary of the above-entitled community facilities district in the Certificate Regarding Registered Voters and Landowners, dated November 30, 2022, and on file in the office of the City Clerk of the City in connection with the City Council actions on that date. Copies of the completed waiver and consent form and the completed ballot received by me and on file in my office are attached hereto. Following such receipt, I have personally, and in the presence of all persons present, reviewed the ballot to confirm that it is properly marked and signed, and I hereby certify the result of that count to be that the ballot was cast in favor of the measure. Based upon the foregoing, all votes that were cast having been cast “Yes”, in favor of the ballot measure, the measure has therefore passed. Landowner Qualified Landowner Votes Votes Cast YES NO Verdemont Ranch 20, LLC 25 25 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 2023. Genoveva Rocha, CMC City Clerk City of San Bernardino By: (Attach completed copies of Waiver/Consent and Ballot)   Packet Pg. 362 Ordinance No. MC-1608 1 1 8 2 7 ORDINANCE NO. MC-1608 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on January 18, 2023, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 363 Ordinance No. MC-1608 2 1 8 2 7 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately, following adoption of this ordinance, transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023.   Packet Pg. 364 Ordinance No. MC-1608 3 1 8 2 7 Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 365 Ordinance No. MC-1608 4 1 8 2 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2023. Ordinance No. MC-____ was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 366 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 367 EXHIBIT B COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) SPECIAL TAX FISCAL YEAR 2022-23 (Effective as of February 1, 2023) ASSESSOR'S PARCEL NUMBERS Annexation Owner Assessor's Parcel Numbers Cauffman Family Trust 4/20/98 0142-811-01 thru -13 and 0142-811-14Original Formation Cauffman Family Trust 5/4/11 0142-041-52 1 17329, LLC 0261-031-10, -13, 0261-771-01 thru -29 and 0348-111-52 2 GWS #4 Development, LLC 0141-431-24 3 Devore Storage Facility, LLC 0266-041-39 4 TH Rancho Palma, LLC 0261-761-01 thru -65 and 0261-762-01 thru -72 5 Strata Palma, LLC 0261-182-41 6 San Bernardino Medical Center, LLC 0147-114-20 and -21 7 ICO Fund VI, LLC 0281-441-01 thru -56 and 0281-442-01 thru -55 8 TR 2600 Cajon Industrial LLC 0148-122-04 9 Central Commerce Center, LLC 0280-151-29 10 Lankershim Industrial, LP 1192-311-01 11 Prologis, LP 0137-011-01, -31, 0137-051-27, 0137-052-46, 0274-011-11, -12, - 34, -35, -42, -43 12 Dreamland Real Estate Holdings 0281-061-35 13 Magic Laundry Services, Inc.0141-282-05 and -06 14 Ahmad Family Trust 0136-191-21 15 Gateway SB, LLC 0134-054-33, -40, -44 16 RCH-CWI Belmont, LP 0261-712-01 thru -16 17 George A. Pearson 0142-212-18 18 RGC Family Trust 0142-325-04 19 170 East 40th Street, LLC 0154-242-22 and -23 20 108 Highland, LP 0150-221-78 21 SBABP IV, LLC 0136-371-36, -37, -40, -43 22 1300 E Highland Ave LLC 0150-471-04, -05, -06, -07, -08 23 Vone SB, LLC 0272-161-17 and -18 24 PI Properties, LLC 0143-191-59 25 Pacific West Company, Chenmei Cheng, Ann C. Lau, and Hanhsing Li 0285-211-05, -21, -22, -23, -25   Packet Pg. 368 Annexation Owner Assessor's Parcel Numbers 26 To Be Determined 27 SB Drake Central Avenue, LLC 0280-032-07 thru -11, -13, -14, - 15, -37 and -38 28 Verdemont Ranch 20, LLC 0348-111-51 29 CIVF VI – CA1W01, LLC 0280-051-11, -12, -15 30 California Cajun Properties LLC 0261-182-43 31 Elliott Precision Clock Co.0142-211-29 32 S.B. Universal Self Storage LLC 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, -41   Packet Pg. 369 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;370 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;371 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;372 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;373 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;374 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;375 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;376 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;377 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;378 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;379 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;380 Public Hearing CFD No. 2019-1 Annexation No. 28: TR 17329 (Verdemont Ranch 20, LLC) Presented by Daniel Hernandez Agency Director of Public Works, Operations, and Maintenance   Packet Pg. 381 Public Hearing on CFD 2019-1 Annexation No. 28 Recommended Action 1. City Council initiate annexation of territory to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) ("CFD No. 2019-1" or "CFD") by taking the following actions: a. Hold public hearing, b. Adopt a Resolution calling the election, c. Hold a special landowner election and canvass the election, d. Adopt a Resolution declaring results of special landowner election; and 2. Upon approval of the preceding resolutions, Introduce, read by title only, and waive further reading of Ordinance No. MC-____ amending Ordinance No MC-1522 and levying and apportioning the special tax in CFD No. 2019-1 (as it now exists and will exist in the future); and 3. Schedule the adoption of the Amended Ordinance for February 1, 2023.   Packet Pg. 382 Public Hearing on CFD 2019-1 Annexation No. 28 Discussion •The Property Owner, Verdemont Ranch 20, LLC, has requested the City assist them in annexing territory into CFD No. 2019-1 to cover the costs associated with the maintenance of Public Improvements. •The area proposed within Annexation No. 28 includes one (1) parcel, APN 0348-111-51. •On December 7, 2022, the City Council adopted Resolution No. 2022-263, a Resolution of Intention to annex these properties into CFD No. 2019-1 and hold a Public Hearing on January 18, 2023. The property owner consented to waiving certain time restriction and conduct the election the same night.   Packet Pg. 383 Public Hearing on CFD 2019-1 Annexation No. 28 Discussion (Cont.) •The proposed maximum annual tax of $347 per unit for Special Tax A will be included in CFD No. 2019-1 as Tax Zone 29. •The maximum annual tax is proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%.   Packet Pg. 384 Public Hearing on CFD 2019-1 Annexation No. 28 Discussion (Cont.) •The services, which may be funded with proceeds of the special tax, include: •All costs attributable to Maintenance of median landscaping and other public improvements installed within the public rights-of-way •Public lighting including street lights and traffic signals, •Maintenance of streets, including pavement management, and street sweeping, •Maintenance and operation of water quality improvements including storm drainage and flood protection facilities •In addition to the costs of the forgoing services, proceeds of the special tax may be expended to pay administrative expenses and for the collection of reserve funds.   Packet Pg. 385 Project Location   Packet Pg. 386 Public Hearing on CFD 2019-1 Annexation No. 28 Fiscal Impact •It is anticipated that at build-out the total Special Tax revenues to pay for maintenance costs will be approximately $6,946. All costs associated with the annexation is borne by the Developer. There is no fiscal impact to the City’s General Fund.   Packet Pg. 387 Questions?   Packet Pg. 388 MAGNOLIA AVEGARFIELD STMEYERSR D OHIO AVE CYPRESS AVEBELMONT AVE LITTLE LEAGUE DROHIO ST ^_KENDALLDR PALM AVEBELMONT AVE OHIO AVE WALNUT AVECAMBRIDGE AVEMEYERS RD CAJO N BLVD £¤66 §¨¦15 §¨¦215 ·|}þ138 ·|}þ18 CFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 28 PROJECT MAP   Packet Pg. 389 1 0 5 9 PUBLIC HEARING City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations, and Maintenance Department:Public Works Subject:Public Hearing on Annexation No. 29 to Community Facilities District 2019-1 (Ward 3) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-004 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 29); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-005 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 29); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1609 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and   Packet Pg. 390 1 0 5 9 6. Schedule the adoption of Ordinance No. MC-1609 for February 1, 2023. Background On December 7, 2022, the Mayor and City Council adopted Resolution No. 2022- 264, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for January 18, 2023, on the proposed annexation of the said territory into the community facilities district. As required by the Resolution of Intention, a boundary map was recorded on December 8, 2022, at 1:17 p.m. in Book 90 Page 85, Document No. 2022-0393679 of Maps of Assessment and Community Facilities Districts with the San Bernardino County Recorder.   The Resolution of Intention was adopted by the Mayor and City Council in response to a petition filed by the property owner of approximately 3.28 gross acres of a vacant industrial lot within the City, requesting that the City assist them in annexing their properties into CFD No. 2019-1 under the Mello-Roos Act. The proposed project will consist of 65,963 sq. ft. of an industrial warehouse. The State legislature enacted the Mello-Roos Act in 1982 to assist public agencies in financing certain public improvements by either issuing tax exempt securities that are repaid by annual levy of special taxes, or to provide for the financing of on-going public services. The landowner requested the City annex into CFD No. 2019-1 to levy a special tax to cover the costs associated with the maintenance of public improvements. The public facilities and services proposed to be financed within the territory to be annexed to the District are the following: 1. Public lighting and appurtenant facilities, including street lights within public rights-of-way and traffic signals; and 2. Maintenance of streets, including pavement management; and 3. City and County costs associated with the setting, levying and collection of the special tax, and in the administration of the District, including the contract administration and for the collection of reserve funds. The proposed area to be annexed into the CFD will be included in Tax Zone 30 and is located on S Valley View Ave. in between E Central Ave. and E Santa Fe St., as shown in Attachment #12. The maximum annual special tax for this development has been calculated to be $1,294 per acre for FY 2022/23. This tax rate includes a Maximum Special Tax A of $922 per acre per year for maintenance services of public facilities and a Maximum Annual Special Tax B (Contingent) of $372 per acre per year. Special Tax B (Contingent) is for the maintenance and operation of the improvements described   Packet Pg. 391 1 0 5 9 in Exhibit B attached hereto. If the Property Owners Association (POA) were to default of its obligation to maintain such improvements, the City would be able to collect funds to pay for those services. Annual Special Tax A and Annual Special Tax B (Contingent) rate are proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%. The property owners have agreed to initiate and conduct the CFD annexation proceedings pursuant to the Mello-Roos Act of 1982. The property owners have submitted a “Consent and Waiver” form on file in the City Clerk’s Office to initiate and conduct proceedings pursuant to the Mello-Roos Act in 1982, for the annexation into the CFD and consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election. In order to annex property to CFD No. 2019-1 pursuant to the provisions of California Government Code Section 53311 et seq., the City must adopt a series of three statutorily required Resolutions and an Ordinance which are summarized below: •Resolution declaring City intent to annex territory to Community Facilities District No. 2019-1 including the boundary of the area to be annexed and the rate and method of apportionment of special taxes within the annexation area (the special tax applies only to properties within the annexation area), adopted December 7, 2022. •Resolution calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to the District. •Resolution declaring the results of the election and directing the recording of the notice of special tax lien. •Amend the Ordinance and order the levy and collection of special taxes in the District. With the adoption of the Resolutions and the first reading of the amended Ordinance, the second reading of the amended Ordinance would be scheduled for February 1, 2023. Discussion The Resolution of Intention called for a public hearing to be held on January 18, 2023, on the issue of the annexation of territory into CFD No. 2019-1. Under the Mello-Roos Act, the Mayor and City Council must hold the public hearing and consider any protests against the formation of the CFD. If the owners of one half or more of the land within the proposed boundaries of the CFD file written protests against the establishment of the CFD, the Council may not create the CFD. If a majority protest is not filed, the Mayor and City Council may adopt the resolution establishing the CFD. Adoption of Resolution No. 2019-178 on July 17, 2019, established CFD 2019-1,   Packet Pg. 392 1 0 5 9 pursuant to the requirements of Government Code Section 53325.1. After a CFD is formed, the Mello-Roos Act requires that for any annexations into the CFD an election be held on the question of whether the proposed special taxes should be levied. The election requires a two-thirds vote in favor of levying the special tax. The landowners filed waivers with respect to the conduct of the election pursuant to Government Code Sections 53326(a) and 53327(b), meaning that the time limits and procedural requirements for conducting an election under the Mello-Roos Act do not have to be followed. Accordingly, City staff has already mailed the election ballots to the landowners and required the ballots to be returned by the close of the public hearing. If the Mayor and City Council adopt Resolution No. 2023-004, it may immediately proceed to the opening of the ballots and adopt Resolution No. 2023- 005 declaring the results of the election. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No. 4: Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact The individual property owners in the CFD will be responsible for annual payments of special taxes. It is estimated, upon full completion of the development, there will be an annual collection of special tax revenues of approximately $2,767 from Special Tax A to be used to pay for maintenance costs within the development. On March 1 of each year, every taxable unit for which a building permit has been issued within the boundaries of the CFD, will be subject to the special tax for the ensuing Fiscal Year. If the anticipated costs of maintaining the facilities in any given Fiscal Year, prior to buildout of the project, exceeds the special tax revenues available from parcels for which building permits have been issued, then the special tax may also be applied to property within recorded final subdivision maps, as well as other undeveloped property within the boundaries of the CFD. All costs associated with annexation into the CFD have been borne by the Developer. By annexing into the CFD, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD No. 2019-1 and not through the City’s General Fund. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-004 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified   Packet Pg. 393 1 0 5 9 electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 29); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-005 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 29); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1609 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC-1609 for February 1, 2023. Attachments Attachment 1 - Resolution No. 2023-004- Resolution Calling Election Attachment 2 - Exhibit A Description of Territory Attachment 3 - Exhibit B Rate and Method of Apportionment Attachment 4 - Exhibit C Special Election Ballot Attachment 5 - Resolution No. 2023-005- Resolution Declaring Election Results Attachment 6 - Exhibit A Certificate of Election Results Attachment 7 - Ordinance No. MC-1609 Attachment 8 - Exhibit A Description of Services Attachment 9 - Exhibit B Parcel List Attachment 10 - Signed Petition and Waiver Attachment 11 - PowerPoint Presentation Attachment 12 - Project Map Ward: Third Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the   Packet Pg. 394 1 0 5 9 provisions of the “Mello-Roos Community Facilities Act of 1982.” July 17, 2019 Resolution No. 2019-178 was adopted establishing Community Facilities District No. 2019-1; No. 2019-179 was adopted declaring election results for Community Facilities District No. 2019-1; and first reading of Ordinance No. MC- 1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. December 7, 2022 Mayor and City Council adopted Resolution No. 2022-264, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”.   Packet Pg. 395 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 1 of 6 1 8 4 4 RESOLUTION NO. 2023-004 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, CALLING AN ELECTION TO SUBMIT TO THE QUALIFIED ELECTORS THE QUESTION OF LEVYING A SPECIAL TAX WITHIN THE AREA PROPOSED TO BE ANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 29) WHEREAS, the Mayor and City Council (the “City Council”) of the City of San Bernardino (the “City”), adopted its Resolution No. 2019-81, (the “Resolution of Intention”) (i) declaring its intention to establish Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”), commencing with Section 53311 of the California Government Code (the “Government Code”), (ii) proposing to levy a special taxes within CFD No. 2019-1 pursuant to the terms of the Act to fund the cost of providing maintenance services (the “Services”) described in Exhibit B of the Resolution of Intention; and WHEREAS, the City Council set a public hearing for July 17, 2019, after which the Council adopted Resolution No. 2019-178 forming the CFD No. 2019-1 and calling a special election at which the questions of levying a special tax and establishing an appropriations limit with respect to the CFD No. 2019-1 were submitted to the qualified electors within the CFD No. 2019-1; and WHEREAS, on July 17, 2019, the City Council adopted Resolution No. 2019-179 declaring the results of the special election and finding that more than two-thirds (2/3) of all votes cast at the special election were cast in favor of the proposition presented, and such proposition passed; and WHEREAS, the City Council is authorized by Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government Code as amended (the "Act"), to annex territory into an existing community facilities district by complying with the procedures set forth in said Article 3.5; and WHEREAS, the City Council on December 7, 2022, duly adopted Resolution No. 2022- 264 (the “Resolution of Intention”) declaring its intention to annex certain territory to CFD No. 2019-1 (Maintenance Services) and to levy a special tax within that territory to pay for certain services and setting a time and place for the public hearing on the proposed annexation for January 18, 2023; and WHEREAS, the territory proposed to be annexed is identified in a map entitled "Annexation Map No. 29 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 85, in the office of the San Bernardino County Recorder; and   Packet Pg. 396 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 2 of 6 1 8 4 4 WHEREAS, pursuant to the Act and the Resolution of Intention, a noticed public hearing was convened by the City Council on January 18, 2023, not earlier than the hour of 7:00 p.m. at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410, relative to the proposed annexation of said territory to CFD No. 2019-1. At the hearing, the testimony of all interested persons for or against the annexation of the territory or the levying of the special taxes will be heard. If and to the extent participation in the January 18, 2023, meeting must occur by teleconference, videoconference, or other electronic means authorized by the Ralph M. Brown Act or an Executive Order of the Governor of California, the means and methods for participating the meeting shall be posted on the Agenda for said meeting, which shall be posted at least 72 hours prior to the meeting on the City of San Bernardino (www.sbcity.org), and outside of the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410. A copy of the Agenda will be made available upon request to the San Bernardino City Clerk's office at 909-384-5002; and WHEREAS, written protests have not been filed by fifty percent (50%) or more of the registered voters residing within the CFD No 2019-1, or by fifty percent (50%) or more of the registered voters residing within the territory to be annexed, or by the owners of one-half (1/2) or more of the area within the CFD No. 2019-1, or by the owners of one-half (1/2) or more of the territory to be annexed; and WHEREAS, the Mayor and City Council has determined that there are fewer than twelve registered voters residing in the territory proposed to be annexed to the CFD No. 2019-1 and that the qualified electors in such territory are the landowners; and WHEREAS, on the basis of all of the foregoing, the City Council has determined at this time to call an election to authorize the annexation of territory to the CFD No. 2019-1 and the levying of a special tax as described in Exhibit A hereto; and WHEREAS, the City Council has received a written instrument from each landowner in the territory proposed to be annexed to the CFD No. 2019-1 consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election; and WHEREAS, the City Clerk has concurred in the election date set forth herein. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Conformation of Finding in Resolution of Intention. The City Council reconfirms all of its findings and determinations as set forth in the Resolution of Intention. SECTION 3.Findings Regarding Protests. The City Council finds and determines that written protests to the proposed annexation of territory to the CFD No. 2019-1 and the levy of the   Packet Pg. 397 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 3 of 6 1 8 4 4 special tax within such territory are insufficient in number and in amount under the Act, and the City Council hereby further orders and determines that all such protests are hereby overruled. SECTION 4.Findings Regarding Prior Proceedings. The City Council finds and determines that all prior proceedings had and taken by the City Council, with respect to the annexation of territory to CFD No. 2019-1, are valid and in conformity with the requirements of the Act. SECTION 5. Levy of Special Tax. As stated in the Resolution of Intention, except where funds are otherwise available, subject to the approval of the qualified electors of territory proposed to be annexed to CFD No. 2019-1, a special tax sufficient to pay the costs of the Services (including incidental expenses as described in the Resolution of Intention), secured by recordation of a continuing lien against all nonexempt real property in CFD No. 2019-1, will be levied annually in CFD No. 2019-1. The rate and method of apportionment, and manner of collection of the special tax are specified in Exhibit B hereto. SECTION 6. Apportionment of Tax. The special tax as apportioned to each parcel is based on the cost of making the Services available to each parcel, or other reasonable basis, and is not based on or upon the ownership of real property. SECTION 7. Tax Roll Preparation. The office of the Public Works Director, 201 North “E” Street, San Bernardino, California, 92401, is hereby designated as the office that will be responsible for annually preparing a current roll of special tax levy obligations by assessor’s parcel number and that will be responsible for estimating future special tax levies pursuant to Government Code section 53340.2. The Public Works Director may cause these functions to be performed by his or her deputies, assistants, or other designated agents. SECTION 8. Accountability Measures. Pursuant to Section 50075.1 of the California Government Code, the City shall create a separate account into which tax proceeds will be deposited; and the Public Works Director annually shall file a report with the City Council that will state (a) the amount of funds collected and expended and (b) the status of the Services financed in CFD No. 2019-1. SECTION 9. Special Election; Voting Procedures. The City Council hereby submits the questions of levying the special tax within the territory proposed to be annexed to the qualified electors, in accordance with and subject to the Act. The special election shall be held on January 18, 2023, and shall be conducted as follows: (a) Qualified Electors. The City Council hereby determines that the Services are necessary to meet increased demands placed upon the City as a result of development occurring within the boundaries of CFD No. 2019-1. Because fewer than twelve registered voters resided within the territory proposed to be annexed to CFD No. 2019-1 on October 21, 2022 (a date within the 90 days preceding the close of the public hearing on the territory proposed to be annexed to CFD No. 2019-1), the qualified electors shall be the landowners within territory proposed to be annexed, and each landowner who was the owner of record at the close of the hearing shall have one vote for each acre or portion of an acre of land that such landowner owns within the territory proposed to be annexed to CFD No. 2019-1.   Packet Pg. 398 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 4 of 6 1 8 4 4 (b) Consolidation of Elections; Combination of Propositions on Ballot. The election on the question of levying the special tax and establishing an appropriations limit for CFD No. 2019-1 shall be consolidated, and the two proportions shall be combined into a single ballot proposition for submission to the voters, as authorized by Government Code Section 53353.5. (c) Mail Ballot Election. Pursuant to Government Code section 53327.5, the election shall be conducted as a mail ballot election. The City Council hereby ratifies the City Clerk’s delivery of a ballot to each landowner within the territory proposed to be annexed to CFD No. 2019-1. The City Council hereby ratifies the form of the ballot, which is attached hereto as Exhibit C. (d) Return of Ballots. The City Clerk shall accept the ballots of the landowners up to 7:00 p.m. on January 18, 2023. The City Clerk shall have available ballots that may be marked at the City Clerk’s office on the election day by voters. Once all qualified electors have voted, the City Clerk may close the election. (e) Canvass of Election. The City Clerk shall commence the canvass of the returns of the special election as soon as the election is closed (on January 18, 2023, or when all qualified electors have voted) at the City Clerk’s office. At the conclusion of the canvass, the City Clerk shall declare the results of the election. (f) Declaration of Results. The City Council shall declare the results of the special election following the completion of the canvass of the returns and shall cause to be inserted into its minutes a statement of the results of the special election as ascertained by the canvass of the returns. SECTION 10. Filing of Resolution and Map with City Clerk. The City Council hereby directs the City Clerk to file a copy of this resolution and the annexation map of the boundaries of CFD No. 2019-1 in her office. SECTION 11. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 12. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 13. Effective Date. This Resolution shall become effective immediately.   Packet Pg. 399 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 5 of 6 1 8 4 4 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of ____________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 400 Resolution No. 2023-004 Resolution No. 2023-004 January 18, 2023 Page 6 of 6 1 8 4 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 401 EXHIBIT A   DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 29 is currently comprised of three (3) parcels, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Numbers (APNs). APN Owner Name 0280-051-11 CIVF VI – CA1W01, LLC 0280-051-12 CIVF VI – CA1W01, LLC 0280-051-15 CIVF VI – CA1W01, LLC       Packet Pg. 402 EXHIBIT B City of San Bernardino 1 Community Facilities District No. 2019-1 (Maintenance Services) RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO A Special Tax (the “Special Tax”) shall be levied on and collected from each Assessor’s Parcel (defined below) in Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1” or “CFD”; defined below), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2019, in an amount determined by the City Council of the City of San Bernardino, acting in its capacity as the legislative body of CFD No. 2019-1, by applying the rate and method of apportionment set forth below. All of the real property in CFD No. 2019-1, unless exempted by law or by the provisions herein, shall be taxed to the extent and in the manner provided herein. A. DEFINITIONS “Acre” or “Acreage” means the land area of an Assessor’s Parcel as shown on any Assessor’s Parcel Map, or if the land area is not shown on the Assessor’s Parcel Map, the land area as shown on the applicable Final Map, or if the area is not shown on the applicable Final Map, the land area shall be calculated by the Administrator. “Administrative Expenses” means the actual or reasonably estimated costs directly related to the formation, annexation, and administration of CFD No. 2019-1 including, but not limited to: the costs of computing the Special Taxes and preparing the annual Special Tax collection schedules (whether by the City or designee thereof or both); the costs to the City, CFD No. 2019-1, or any designee thereof associated with fulfilling the CFD No. 2019-1 disclosure requirements; the costs associated with responding to public inquiries regarding the Special Taxes; the costs of the City, CFD No. 2019-1 or any designee thereof related to an appeal of the Special Tax; and the City's annual administration fees including payment of a proportional share of salaries and benefits of any City employees and City overhead whose duties are related to the administration and third party expenses. Administrative Expenses shall also include amounts estimated or advanced by the City or CFD No. 2019-1 for any other administrative purposes of CFD No. 2019-1, including attorney's fees and other costs related to commencing and pursuing to completion any foreclosure of delinquent Special Taxes. “Administrator” means the City Manager of the City of San Bernardino, or his or her designee. “Approved Property” means all Assessor’s Parcels of Taxable Property that are included in a Final Map that was recorded prior to the March 1 preceding the Fiscal Year in which the Special Tax is being levied, and that have not been issued a building permit on or prior to the March 1 preceding the Fiscal year in which the special tax is being levied. “Assessor’s Parcel” means a lot or parcel of land that is identifiable by an Assessor’s Parcel Number by the County Assessor of the County of San Bernardino. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel Number. “Assessor’s Parcel Number” means that identification number assigned to a parcel by the County Assessor of the County.   Packet Pg. 403 City of San Bernardino 2 Community Facilities District No. 2019-1 (Maintenance Services) “Building Square Footage” or “BSF” means the floor area square footage reflected on the original construction building permit issued for construction of a building of Non-Residential Property and any Building Square Footage subsequently added to a building of such Taxable Property after issuance of a building permit for expansion or renovation of such building. “Calendar Year” means the period commencing January 1 of any year and ending the following December 31. “CFD” or “CFD No. 2019-1” means the City of San Bernardino Community Facilities District No. 2019- 1 (Maintenance Services). “City” means the City of San Bernardino. “Contingent Special Tax B Requirement” means that amount required in any Fiscal Year, if the POA is unable to maintain the Service(s) to: (i) pay the costs of Services incurred or otherwise payable in the Calendar Year commencing in such Fiscal Year; (ii) fund an operating reserve for the costs of Services as determined by the Administrator; less a credit for funds available to reduce the annual Special Tax B (Contingent) levy as determined by the Administrator. “County” means the County of San Bernardino. “Developed Property” means all Assessor’s Parcels of Taxable Property for which a building permit for new construction has been issued on or prior to March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Exempt Property” means all Assessors’ Parcels designated as being exempt from the Special Tax as provided for in Section G. “Final Map” means a subdivision of property by recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which building permits may be issued without further subdivision. “Fiscal Year” means the period from and including July 1st of any year to and including the following June 30th. “Land Use Category” or “LUC” means any of the categories contained in Section B hereof to which an Assessor’s Parcel is assigned consistent with the land use approvals that have been received or proposed for the Assessor’s Parcel as of March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Maximum Special Tax” means either Maximum Special Tax A and/or Maximum Special Tax B (Contingent), as applicable. “Maximum Special Tax A” means the Maximum Special Tax A, as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1.   Packet Pg. 404 City of San Bernardino 3 Community Facilities District No. 2019-1 (Maintenance Services) “Maximum Special Tax B (Contingent)” means the Maximum Special Tax B (Contingent), as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1. “Multi-Family Residential Property” means any Assessor’s Parcel of residential property that consists of a building or buildings comprised of attached Residential Units sharing at least one common wall with another unit. “Non-Residential Property” or “NR” means all Assessor's Parcels of Taxable Property for which a building permit(s) was issued for a non-residential use. The Administrator shall make the determination if an Assessor’s Parcel is Non-Residential Property. “Property Owner’s Association” or “POA” means the property owner’s association or homeowner’s association established to maintain certain landscaping within a Tax Zone. “Proportionately” means for Taxable Property that is: (i) Developed Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Developed Property with the same Tax Zone, (ii) Approved Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Approved Property with the same Tax Zone, and (iii) Undeveloped Property that the ratio of the actual Special Tax levy per acre to the Maximum Special Tax per acre is the same for all Parcels of Undeveloped Property with the same Tax Zone. “Residential Unit” or "RU" means a residential unit that is used or intended to be used as a domicile by one or more persons, as determined by the Administrator. “Residential Property” means all Assessor’s Parcels of Taxable Property upon which completed Residential Units have been constructed or for which building permits have been or may be issued for purposes of constructing one or more Residential Units. “Service(s)” means services permitted under the Mello-Roos Community Facilities Act of 1982 including, without limitation, those services authorized to be funded by CFD No. 2019-1 as set forth in the documents adopted by the City Council at the time the CFD was formed. “Single Family Residential Property” means any residential property other than Multi-Family Residential Property on an Assessor’s Parcel. “Special Tax(es)” means the Special Tax A and/or Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property. “Special Tax A” means the annual special tax to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Special Tax A Requirement. "Special Tax A Requirement" means for each Tax Zone, that amount to be collected in any Fiscal Year to pay for certain costs as required to meet the needs for such Tax Zone of CFD No. 2019-1 in both the current Fiscal Year and the next Fiscal Year. The costs to be covered shall be the direct costs for maintenance services including but not limited to (i) maintenance and lighting of parks, parkways, streets, roads and open space, (ii) maintenance and operation of water quality improvements, (iii) public street sweeping, (iv) fund an operating reserve for the costs of Services as determined by the Administrator, and (v) Administrative Expenses. Under no circumstances shall the Special Tax A Requirement include funds for Bonds.   Packet Pg. 405 City of San Bernardino 4 Community Facilities District No. 2019-1 (Maintenance Services) “Special Tax B (Contingent)” means the Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Contingent Special Tax B Requirement, if required. "Taxable Property" means all Assessor’s Parcels within CFD No. 2019-1, which are not Exempt Property. “Taxable Unit” means a Residential Unit, Building Square Footage, or an Acre. "Tax Zone" means a mutually exclusive geographic area, within which particular Special Tax rates may be levied pursuant to this Rate and Method of Apportionment of Special Tax. Appendix C identifies the Tax Zone in CFD No. 2019-1 at formation; additional Tax Zones may be created when property is annexed into the CFD. "Tax Zone 1" means the specific geographic area identified on the CFD Boundary Map as Tax Zone 1. "Tract(s)" means an area of land; i) within a subdivision identified by a particular tract number on a Final Map, ii) identified within a Parcel Map; or iii) identified within lot line adjustment approved for subdivision. “Undeveloped Property” means, for each Fiscal Year, all Taxable Property not classified as Developed Property or Approved Property. B. ASSIGNMENT TO LAND USE CATEGORIES For each Fiscal Year, all Assessor’s Parcels of Taxable Property within CFD No. 2019-1 shall be classified as Developed Property, Approved Property, or Undeveloped Property, and shall be subject to the levy of Special Taxes as determined pursuant to Sections C and D below. Assessor’s Parcels of Developed Property and Approved Property shall be classified as either Residential Property or Non-Residential Property. Residential Property shall be further classified as Single Family Residential Property or Multi-Family Residential Property and the number of Residential Units shall be determined by the Administrator. C. MAXIMUM SPECIAL TAX RATES For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Residential Property, all such Assessor’s Parcels shall be assigned the number of Residential Unit(s) constructed or to be constructed thereon as specified in or shown on the building permit(s) issued or Final Map as determined by the Administrator. For Parcels of undeveloped property zoned for development of single family attached or multi-family units, the number of Residential Units shall be determined by referencing the condominium plan, apartment plan, site plan or other development plan, or by assigning the maximum allowable units permitted based on the underlying zoning for the Parcel. Once a single family attached or multi-family building or buildings have been built on an Assessor's Parcel, the Administrator shall determine the actual number of Residential Units contained within the building or buildings, and the Special Tax A levied against the Parcel in the next Fiscal Year shall be calculated by multiplying the actual number of Residential Units by the Maximum Special Tax per Residential Unit identified for the Tract below or as included in Appendix A as each Annexation occurs. For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Non-Residential Property, all such Assessor’s   Packet Pg. 406 City of San Bernardino 5 Community Facilities District No. 2019-1 (Maintenance Services) Parcels shall be assigned the number of Building Square Footage or Acres as shown on the Final Map as determined by the Administrator. Once the Administrator determines the actual number of Building Square Footage or Acres for the Assessor’s Parcels, the Special Tax A levied against the Assessor’s Parcel in the next Fiscal Year shall be calculated by multiplying the number of Building Square Footage or Acres by the Maximum Special Tax per Taxable Unit identified for the Tax Zone below or as included in Appendix A as each Annexation occurs. 1. Special Tax A a. Developed Property (i) Maximum Special Tax A The Maximum Special Tax A for each Assessor’s Parcel of Developed Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zones annexed and included in Appendix A. The Maximum Special Tax A for Developed Property for Fiscal Year 2019-2020 within Tax Zone 1 is identified in Table 1 below: TABLE 1 MAXIMUM SPECIAL TAX A RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential Property RU $961 (ii) Increase in the Maximum Special Tax A On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax A that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax A that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax A for each Assessor’s Parcel of Approved Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Approved property Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 2 below:   Packet Pg. 407 City of San Bernardino 6 Community Facilities District No. 2019-1 (Maintenance Services) TABLE 2 MAXIMUM SPECIAL TAX A RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential RU $961 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax A for each Assessor’s Parcel of Undeveloped Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Undeveloped Property for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 3 below: TABLE 3 MAXIMUM SPECIAL TAX A RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax A 1 TR 17170 Acre $4,338 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. 2. Special Tax B (Contingent) The City Council shall levy Special Tax B (Contingent) only in the event the POA defaults in its obligation to maintain the Contingent Services, which default shall be deemed to have occurred, as determined by the Administrator, in each of the following circumstances: (a) The POA files for bankruptcy; (b) The POA is dissolved; (c) The POA ceases to levy annual assessments for the Contingent Services; or (d) The POA fails to provide the Contingent Services at the same level as the City provides similar services and maintains similar improvements throughout the City and within ninety (90) days after written notice from the City, or such longer period permitted by the City Manager, fails to remedy the deficiency to the reasonable satisfaction of the City Council. a. Developed Property (i) Maximum Special Tax B (Contingent)   Packet Pg. 408 City of San Bernardino 7 Community Facilities District No. 2019-1 (Maintenance Services) The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 4 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for each Tax Zones annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 4 below: TABLE 4 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 (ii) Increase in the Maximum Special Tax B (Contingent) On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax B (Contingent) that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax B (Contingent) that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 5 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 5 below: TABLE 5 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for   Packet Pg. 409 City of San Bernardino 8 Community Facilities District No. 2019-1 (Maintenance Services) Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 6 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 6 below: TABLE 6 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Acre $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. D. METHOD OF APPORTIONMENT OF ANNUAL SPECIAL TAX 1. Special Tax A Commencing with Fiscal Year 2019-20 and for each following Fiscal Year, the Council shall determine the Special Tax A Requirement and shall levy the Special Tax A on all Assessor’s Parcels of Taxable Property until the aggregate amount of Special Tax A equals the Special Tax A Requirement for each Tax Zone. The Special Tax A shall be levied for each Fiscal Year as follows: First: The Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Developed Property within each Tax Zone up to 100% of the applicable Maximum Special Tax to satisfy the Special Tax A Requirement for such Tax Zone; Second: If additional moneys are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first step has been completed, the Special Tax A shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax A for Approved Property; Third: If additional monies are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first two steps has been completed, the Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax A for Undeveloped Property. 2. Special Tax B (Contingent) Commencing with Fiscal Year in which Special Tax B (Contingent) is authorized to be levied and for each following Fiscal Year, the City Council shall determine the Contingent Special Tax B (Contingent) Requirement for each Tax Zone, if any, and shall levy the Special Tax on all Assessor’s Parcels of   Packet Pg. 410 City of San Bernardino 9 Community Facilities District No. 2019-1 (Maintenance Services) Taxable Property within such Tax Zone until the aggregate amount of Special Tax B (Contingent) equals the Special Tax B ( Contingent) Requirement for such Tax Zone. The Special Tax B (Contingent) Shall be levied for each Fiscal Year as follows: First: The Special Tax shall be levied Proportionately on all Assessor’s Parcels of Developed Property for a Tax Zone up to 100% of the applicable Maximum Special Tax B (Contingent) to satisfy the Contingent Special Tax B Requirement; Second: If additional moneys are needed to satisfy the Contingent Special Tax B Requirement after the first step has been completed, the Special Tax B (Contingent) shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Approved Property; Third: If additional monies are needed to satisfy the Contingent Special Tax B Requirement after the first two steps has been completed, the Special Tax B (Contingent) shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Undeveloped Property. E. FUTURE ANNEXATIONS It is anticipated that additional properties will be annexed to CFD No. 2019-1 from time to time. As each annexation is proposed, an analysis will be prepared to determine the annual cost for providing Services. Based on this analysis, the property to be annexed, pursuant to California Government Code section 53339 et seq. will be assigned to the appropriate Maximum Special Tax rate for the Tax Zone when annexed and included in Appendix A. F. DURATION OF SPECIAL TAX For each Fiscal Year, the Special Tax A shall be levied as long as the Services are being provided. For each Fiscal Year, the Special Tax B (Contingent) shall be levied as long as the Contingent Services are being provided. G. EXEMPTIONS The City shall classify as Exempt Property within CFD No. 2019-1, any Assessor’s Parcels; (i) which are owned by, irrevocably offered for dedication, encumbered by or restricted in use by any public entity; (ii) with public or utility easements making impractical their utilization for other than the purposes set forth in the easement; (iii) which are privately owned but are encumbered by or restricted solely for public uses; or (iv) which is in use in the performance of a public function as determined by the Administrator. H. APPEALS Any property owner claiming that the amount or application of the Special Taxes are not correct may file a written notice of appeal with the City not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2019-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).   Packet Pg. 411 City of San Bernardino 10 Community Facilities District No. 2019-1 (Maintenance Services) I. MANNER OF COLLECTION The Special Tax shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2019-1 may collect the Special Tax at a different time or in a different manner if necessary to meet its financial obligations.   Packet Pg. 412 City of San Bernardino 11 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) COST ESTIMATE Special Tax A Services - The estimate breaks down the costs of providing one year's maintenance services for Fiscal Year 2022-23. These services are being funded by the levy of Special Tax A for Community Facilities District No. 2019-1. TAX ZONE 30 LM 2022-11 Item Description Estimated Cost 1 Lighting $100 2 Streets $1,652 3 Reserves $15 4 Admin $1,000 Total $2,767 Special Tax B Contingent Services – The estimate in the table below breaks down the costs of providing one year’s contingent maintenance services for Fiscal Year 2022-23. If necessary, these services will be funded by the levy of Special Tax B (Contingent) for Community Facilities District No. 2019-1 Tax Zone 30. TAX ZONE 30 (CONTINGENT SERVICES) LM 2022-11 Item Description Estimated Cost 1 Streets $115 2 Admin $1,000 Total $1,115 TAX ZONE 30 FY 2022-23 MAXIMUM SPECIAL TAX RATES DEVELOPED PROPERTY AND APPROVED PROPERTY Land Use Category Taxable Unit Maximum Special Tax A Maximum Special Tax B Non-Residential Property Acre $922 $372   Packet Pg. 413 City of San Bernardino 12 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE 30 FY 2022-23 MAXIMUM SPECIAL TAX RATES UNDEVELOPED PROPERTY Taxable Unit Maximum Special Tax A Maximum Special Tax B Acre $922 $372   Packet Pg. 414 City of San Bernardino 13 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE SUMMARY Annexation Tax Zone Tract APN Fiscal Year Maximum Special Tax A Maximum Special Tax B Subdivider Original 1 17170 2019-20 $961 / RU $0 / RU Santiago Communities, Inc. 1 2 17329 2019-20 $473 / RU $0 / RU JEC Enterprises, Inc. 2 3 PM 19814 2020-21 $608 / Acre $0 / Acre GWS #4 Development, LLC 3 4 0266-041-39 2019-20 $1,136 / Acre $0 / Acre Devore Storage Facility, LLC 4 5 TR 20006 2020-21 $344 / RU $57 / RU TH Rancho Palma, LLC 5 6 PM 19701 2020-21 $1,895 / Acre $528 / Acre Strata Palma, LLC 6 7 PM 20112 2020-21 $3,197 / Acre $0 / Acre San Bernardino Medical Center LLC 7 8 TR 20293 2021-22 $2,913 / Acre $334 / Acre ICO Fund VI, LLC 8 9 LM 2019-021 2021-22 $815 / Acre $232 / Acre TR 2600 Cajon Industrial LLC 9 10 TR 20189 2021-22 $490 / Acre $154 / Acre Central Commerce Center, LLC 10 11 LD 1900086 2021-22 $1,472 / Acre $0 / Acre Lankershim Industrial, LLC 11 12 TR 20305 2022-23 $175 / Acre $0 / Acre Prologis, LP 12 13 LLA 2020-004 2022-23 $1,169 / Acre $0 / Acre Dreamland Real Estate Holdings 13 14 TR 5907 2022-23 $2,268 / Acre $0 / Acre Magic Laundry Services, Inc. 14 15 0136-191-21 2022-23 $5,277 / Acre $0 / Acre Ahmad Family Trust 15 16 TR 20216 2022-23 $7,089 / Acre $0 / Acre Gateway SB, LLC 16 17 TR 20145 2022-23 $646 / RU $0 / RU RCH-CWI Belmont, LP 17 18 CUP 20-07 2022-23 $7,433 / Acre $0 / Acre George A. Pearson 18 19 TR 20258 2022-23 $588 / RU $0 / RU RGC Family Trust 19 20 LM 21-10 2022-23 $5,284 / Acre $0 / Acre 170 East 40th Street, LLC 20 21 LM 22-04 2022-23 $6,397 / Acre $0 / Acre 108 Highland, LP 21 22 LM 2021-013 2022-23 $807 / Acre $0 / Acre SBABP IV, LLC 22 23 TR 4592 2022-23 $847 / Acre $320 / Acre 1300 E Highland Ave LLC 23 24 LLA 2020-005 2022-23 $1,385 / Acre $978 / Acre Vone SB, LLC 24 25 TR 20494 2022-23 $174 / RU $17 / RU PI Properties, LLC 25 26 TR 20495 2022-23 $204 / RU $45 / RU Pacific West Company, et al. 26 To Be Determined 27 28 PM 20320 2022-23 $1,851 / Acre $292 / Acre SB Drake Central Avenue LLC 28 29 TR 17329 2023-24 $347 / RU $0 / RU Verdemont Ranch 20, LLC 29 30 LL 2022-11 2022-23 $922 / Acre $372 / Acre CIVF VI – CA1W01, LLC 30 31 PM 20143 2022-23 $2,957 / Acre $1,855 / Acre California Cajun Properties LLC 31 32 PM 20334 2023-24 $358 / Acre $94 / Acre Elliott Precision Block Co. 32 33 PM 3613, 4230 & 4250 2022-23 $1,094 / Acre $186 / Acre S.B. Universal Self Storage LLC   Packet Pg. 415 City of San Bernardino 14 Community Facilities District No. 2019-1 (Maintenance Services) ESCALATION OF MAXIMUM SPECIAL TAXES On each July 1, commencing on July 1, 2020 the Maximum Special Tax shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater.   Packet Pg. 416 City of San Bernardino 15 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX B CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1; and In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in the Rate and Method of Apportionment. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 417 City of San Bernardino 16 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX C CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) PROPOSED BOUNDARIES AND POTENTIAL ANNEXATION AREA BOUNDARIES   Packet Pg. 418 0280-051-150280-051-120280-051-11VALLEY VIEW AVESANTA FE STHOLDEN DRANNEXATION MAP NO. 29COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES)CITY OF SAN BERNARDINOCOUNTY OF SAN BERNARDINO, STATE OF CALIFORNIASHEET 1 OF 1 SHEETTHIS MAP SHOWS THE BOUNDARIES OF AREAS TO BEANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES), OF THE CITY OF SANBERNARDINO, COUNTY OF SAN BERNARDINO, STATE OFCALIFORNIA. THE BOUNDARIES OF WHICH COMMUNITY FACILITIESDISTRICT ARE SHOWN AND DESCRIBED ON THE MAPTHEREOF WHICH WAS PREVIOUSLY RECORDED ONJUNE 6, 2019 IN BOOK 88 OF MAPS OF ASSESSMENTAND COMMUNITY FACILITIES DISTRICT AT PAGE 32 ANDAS INSTRUMENT NO. 2019-0185323 IN THE OFFICE OF THECOUNTY RECORDER OF THE COUNTY OF SAN BERNARDINO,STATE OF CALIFORNIA. I HEREBY CERTIFY THAT THE WITHIN MAP SHOWING PROPOSEDBOUNDARIES OF COMMUNITY FACILITIES DISTRICT 2019-1(MAINTENANCE SERVICES) FOR THE CITY OF SAN BERNARDINO,COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, WASAPPROVED BY THE CITY COUNCIL OF THE CITY OF SANBERNARDINO AT A REGULAR MEETING THEREOF, HELDON THE ____ DAY OF ____________________, 20 ____. BY ITS RESOLUTION NO. ____________________ _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO FILED IN THE OFFICE OF THE CITY CLERK THIS _____ DAY OF________, 20 ____. _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO CFD 2019-1TAX ZONE 30^_£¤66·|}þ18·|}þ330·|}þ210§¨¦215§¨¦10£¤66THIS ANNEXATION MAP CORRECTY SHOWS THE LOT ORPARCEL OF LAND INCLUDED WITHIN THE BOUNDARIES OFTHE COMMUNITY FACILITIES DISTRICT. FOR DETAILSCONCERNING THE LINES AND DIMENSIONS OF LOTS ORPARCEL REFER TO THE COUNTY ASSESSOR MAPS FORFISCAL YEAR 2022-23. -LEGEND ANNEXATION AREA BOUNDARYPARCEL LINECITY BOUNDARYXXXX-XXX-XX ASSESSOR PARCEL NUMBER (APN) 30 TAX ZONE 30THIS MAP WAS FILED UNDER DOCUMENT NUMBER_____________, THIS _______ DAY OF _______, 20 ____,AT _____ M. IN BOOK _____ OF ______________ AT PAGE ____,AT THE REQUEST OF CITY OF SAN BERNARDINO IN THE AMOUNTOF $_____________. CHRIS WILHITE ASSESSOR-RECORDER SAN BERNARDINO COUNTY BY:________________________________ DEPUTY RECORDER SAN BERNARDINO COUNTY RECORDER'S CERTIFICATE   Packet Pg. 419   Packet Pg. 420 EXHIBIT C CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 29 (January 18, 2023) This ballot is for the use of the authorized representative of the following owner of land within Community Facilities District No. 2019-1 (Maintenance Services) (“CFD No. 2019-1”) of the City of San Bernardino: Name of Landowner Number of Acres Owned Total Votes CIVF VI – CA 1W01, LLC 3.28 4 According to the provisions of the Mello-Roos Community Facilities Act of 1982, and resolutions of the City Council (the “Council”) of the City of San Bernardino (the “City”), the above-named landowner is entitled to cast the number of votes shown above under the heading “Total Votes,” representing the total votes for the property owned by said landowner. The City has sent the enclosed ballot to you so that you may vote on whether or not to approve the special tax. This special tax ballot is for the use of the property owner of the parcels identified below, which parcels are located within the territory proposed to form the CFD No. 2019-1, City of San Bernardino, County of San Bernardino, State of California. Please advise the City Clerk, at (909) 384-5002 if the name set forth below is incorrect or if you are no longer one of the owners of these parcels. This special tax ballot may be used to express either support for or opposition to the proposed special tax. To be counted, this special tax ballot must be signed below by the owner or, if the owner is not an individual, by an authorized representative of the owner. The ballot must then be delivered to the City Clerk, either by mail or in person, as follows: Mail Delivery: If by mail, place ballot in the return envelope provided, and mail no later than January 4, 2023, two calendar weeks prior to the date set for the election. Mailing later than this deadline creates the risk that the special tax ballot may not be received in time to be counted. Personal Delivery: If in person, deliver to the City Clerk at any time up to 7:00 p.m. on January 18, 2023, at the Clerk’s office at 201 N. “E” Street, Bldg A, City of San Bernardino, CA 92401. However delivered, this ballot must be received by the Clerk prior to the close of the public meeting on January 18, 2023. Very truly yours, Genoveva Rocha, CMC, City Clerk   Packet Pg. 421 TO CAST THIS BALLOT, PLEASE RETURN THIS ENTIRE PAGE. OFFICIAL SPECIAL TAX BALLOT Name & Address of Property Owner: Assessor’s Parcel Number(s): CIVF VI – CA1W01, LLC Attn: Kevin Rice 12126 West Sunset Boulevard Los Angeles, CA 90049 0280-051-11, -12, -15 CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) AN “X” OR OTHER MARK WILL CAST ALL VOTES ASSIGNED TO THIS BALLOT SPECIAL TAX BALLOT MEASURE MARK “YES” OR “NO” WITH AN “X”: Shall the City Council of the City of San Bernardino be authorized to levy a special tax on an annual basis at the rates and apportioned as described in Exhibit C to the Resolution Declaring its Intention to Annex territory to Community Facilities District No. 2019-1 (Maintenance Services) adopted by the City Council on December 7, 2022 (the “Resolution”), which is incorporated herein by this reference, within the territory identified on the map entitled “Annexation Map No. 29 of Community Facilities District No. 2019-1 (Maintenance Services) City of San Bernardino” to finance certain services as set forth in Section 4 to the Resolution (including incidental expenses), and shall an appropriation limit be established for the Community Facilities District No. 2019-1 (Maintenance Services) in the amount of special taxes collected? YES _________ NO _________ Certification for Special Election Ballot The undersigned is an authorized representative of the above-named landowner and is the person legally authorized and entitled to cast this ballot on behalf of the above-named landowner. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 20__. Signature Print Name Title Kevin Rice Vice President   Packet Pg. 422 Resolution No. 2023-005 Resolution No. 2023-005 January 18, 2023 Page 1 of 3 1 8 4 8 RESOLUTION NO. 2023-005 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA DECLARING ELECTION RESULTS FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 29) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore conducted proceedings for the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (the "CFD No. 2019-1") of the City of San Bernardino, including conducting a public hearing pursuant to Section 53339.5 of the Government Code; and WHEREAS, at the conclusion of said public hearing, the Mayor and City Council adopted a Resolution No. 2023-004 calling a special election for January 18, 2023, and submitting to the qualified electors of the territory to be annexed to the CFD No. 2019-1 the question of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City as a result of the development of said real property as provided in the form of special election ballot; and WHEREAS, a Certificate of Election Results, attached thereto as Exhibit A, dated January 18, 2023, executed by the City Clerk (or, in the absence of the City Clerk, the Acting City Clerk – in either case, the “Clerk”), has been filed with this Council, certifying that a completed ballot has been returned to the Clerk for each landowner-voter(s) eligible to cast a ballot in said special election, with all votes cast as “Yes” votes in favor of the ballot measure, and further certifying on said basis that the special mailed-ballot election was closed; and WHEREAS, this Council has received, reviewed and hereby accepts the Clerk’s Certificate of Election Results and wishes by this resolution to declare the results of the special mailed-ballot election. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Ballot Measure. This Council hereby finds, determines and declares that the ballot measure submitted to the qualified electors of the territory to be annexed to CFD No. 2019-1 has been passed and approved by those qualified electors in accordance with Sections 53328 and 53329 of the Government Code. SECTION 3.Annexation. This Council hereby finds, determines and declares that pursuant to Section 53339.8 of the Government Code, the Mayor and City Council is authorized to determine that the territory to be annexed has been added to and become a part of the CFD No. 2019-1 with full legal effect, and the Mayor and City Council is also authorized, pursuant to said   Packet Pg. 423 Resolution No. 2023-005 Resolution No. 2023-005 January 18, 2023 Page 2 of 3 1 8 4 8 Section 53339.8, to annually levy special taxes within the territory to be annexed to pay the costs of the services to be provided by the CFD No. 2019-1 as specified in Resolution No. 2022-264 adopted by the Mayor and City Council on December 7, 2022. The boundaries of the territory annexed are shown on the map entitled, "Annexation Map No. 29 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 85, in the office of the San Bernardino County Recorder. SECTION 4.Notice of Special Tax Lien. Pursuant to Section 53339.8 of the Government Code and Section 3117.5 of the Streets and Highways Code, the City Clerk shall cause to be filed with the County Recorder of the County of San Bernardino an amendment of the notice of special tax lien and a map of the amended boundaries of the CFD No. 2019-1 including the annexed territory. SECTION 5. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 424 Resolution No. 2023-005 Resolution No. 2023-005 January 18, 2023 Page 3 of 3 1 8 4 8 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 425 EXHIBIT A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 29 CERTIFICATE OF ELECTION RESULTS I, the undersigned, being the City Clerk or the Acting City Clerk, as the case may be, hereby certify: In connection with the special mailed-ballot election called by the City Council (the “City Council”) of the City of San Bernardino (the “City”) on this same date in the proceedings of the City Council for the annexation of territory to the above-entitled community facilities district, I personally received (a) a signed and dated waiver and consent form and (b) a signed, dated and marked election ballot(s) on behalf of the owner(s) listed below, the entity named as the sole landowner of the land within the boundary of the above-entitled community facilities district in the Certificate Regarding Registered Voters and Landowners, dated November 30, 2022, and on file in the office of the City Clerk of the City in connection with the City Council actions on that date. Copies of the completed waiver and consent form and the completed ballot received by me and on file in my office are attached hereto. Following such receipt, I have personally, and in the presence of all persons present, reviewed the ballot to confirm that it is properly marked and signed, and I hereby certify the result of that count to be that the ballot was cast in favor of the measure. Based upon the foregoing, all votes that were cast having been cast “Yes”, in favor of the ballot measure, the measure has therefore passed. Landowner Qualified Landowner Votes Votes Cast YES NO CIVF VI – CA 1W01, LLC 4 4 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 2023. Genoveva Rocha, CMC City Clerk City of San Bernardino By: (Attach completed copies of Waiver/Consent and Ballot)   Packet Pg. 426 Ordinance No. MC-1609 1 1 8 4 7 ORDINANCE NO. MC- 1609 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on January 18, 2023, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 427 Ordinance No. MC-1609 2 1 8 4 7 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately, following adoption of this ordinance, transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023. Helen Tran, Mayor City of San Bernardino   Packet Pg. 428 Ordinance No. MC-1609 3 1 8 4 7 Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 429 Ordinance No. MC-1609 4 1 8 4 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2023. Ordinance No. MC-____ was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 430 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 431 EXHIBIT B COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) SPECIAL TAX FISCAL YEAR 2022-23 (Effective as of February 1, 2023) ASSESSOR'S PARCEL NUMBERS Annexation Owner Assessor's Parcel Numbers Original Formation Cauffman Family Trust 4/20/98 0142-811-01 thru -13 and 0142-811-14 Cauffman Family Trust 5/4/11 0142-041-52 1 17329, LLC 0261-031-10, -13, 0261-771-01 thru -29 and 0348-111-52 2 GWS #4 Development, LLC 0141-431-24 3 Devore Storage Facility, LLC 0266-041-39 4 TH Rancho Palma, LLC 0261-761-01 thru -65 and 0261-762-01 thru -72 5 Strata Palma, LLC 0261-182-41 6 San Bernardino Medical Center, LLC 0147-114-20 and -21 7 ICO Fund VI, LLC 0281-441-01 thru -56 and 0281-442-01 thru -55 8 TR 2600 Cajon Industrial LLC 0148-122-04 9 Central Commerce Center, LLC 0280-151-29 10 Lankershim Industrial, LP 1192-311-01 11 Prologis, LP 0137-011-01, -31, 0137-051-27, 0137-052-46, 0274-011-11, -12, - 34, -35, -42, -43 12 Dreamland Real Estate Holdings 0281-061-35 13 Magic Laundry Services, Inc. 0141-282-05 and -06 14 Ahmad Family Trust 0136-191-21 15 Gateway SB, LLC 0134-054-33, -40, -44 16 RCH-CWI Belmont, LP 0261-712-01 thru -16 17 George A. Pearson 0142-212-18 18 RGC Family Trust 0142-325-04 19 170 East 40th Street, LLC 0154-242-22 and -23 20 108 Highland, LP 0150-221-78 21 SBABP IV, LLC 0136-371-36, -37, -40, -43 22 1300 E Highland Ave LLC 0150-471-04, -05, -06, -07, -08 23 Vone SB, LLC 0272-161-17 and -18 24 PI Properties, LLC 0143-191-59 25 Pacific West Company, Chenmei Cheng, Ann C. Lau, and Hanhsing Li 0285-211-05, -21, -22, -23, -25   Packet Pg. 432 Annexation Owner Assessor's Parcel Numbers 26 To Be Determined 27 SB Drake Central Avenue, LLC 0280-032-07 thru -11, -13, -14, - 15, -37 and -38 28 Verdemont Ranch 20, LLC 0348-111-51 29 CIVF VI – CA1W01, LLC 0280-051-11, -12, -15 30 California Cajun Properties LLC 0261-182-43 31 Elliott Precision Clock Co. 0142-211-29 32 S.B. Universal Self Storage LLC 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, -41   Packet Pg. 433   Packet Pg. 434   Packet Pg. 435   Packet Pg. 436   Packet Pg. 437   Packet Pg. 438   Packet Pg. 439   Packet Pg. 440   Packet Pg. 441   Packet Pg. 442   Packet Pg. 443 Public Hearing CFD No. 2019-1 Annexation No. 29: LL 2022-11 (CIVF VI – CA1W01, LLC) Presented by Daniel Hernandez Agency Director of Public Works, Operations, and Maintenance   Packet Pg. 444 Public Hearing on CFD 2019-1 Annexation No. 29 Recommended Action 1. City Council initiate annexation of territory to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) ("CFD No. 2019-1" or "CFD") by taking the following actions: a. Hold public hearing, b. Adopt a Resolution calling the election, c. Hold a special landowner election and canvass the election, d. Adopt a Resolution declaring results of special landowner election; and 2. Upon approval of the preceding resolutions, Introduce, read by title only, and waive further reading of Ordinance No. MC-____ amending Ordinance No MC-1522 and levying and apportioning the special tax in CFD No. 2019-1 (as it now exists and will exist in the future); and 3. Schedule the adoption of the Amended Ordinance for February 1, 2023.   Packet Pg. 445 Public Hearing on CFD 2019-1 Annexation No. 29 Discussion •The Property Owners, CIVF VI – CA1W01, LLC, has requested the City assist them in annexing territory into CFD No. 2019-1 to cover the costs associated with the maintenance of Public Improvements. •The area proposed within Annexation No. 29 includes three parcels, APNs 0280-051-11, -12, and -15 . •On December 7, 2022, the City Council adopted Resolution No. 2022-264, a Resolution of Intention to annex these properties into CFD No. 2019-1 and hold a Public Hearing on January 18, 2023. The property owner consented to waiving certain time restriction and conduct the election the same night.   Packet Pg. 446 Public Hearing on CFD 2019-1 Annexation No. 29 Discussion (Cont.) •The proposed maximum annual tax of $922 per acre for Special Tax A will be included in CFD No. 2019-1 as Tax Zone 30. •The maximum annual tax is proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%.   Packet Pg. 447 Public Hearing on CFD 2019-1 Annexation No. 29 Discussion (Cont.) •The services, which may be funded with proceeds of the special tax, include: •All costs attributable to Maintenance of median landscaping and other public improvements installed within the public rights-of-way •Public lighting including street lights and traffic signals, •Maintenance of streets, including pavement management, and street sweeping, •Maintenance and operation of water quality improvements, including storm drainage and flood protection facilities •In addition to the costs of the forgoing services, proceeds of the special tax may be expended to pay administrative expenses, and for the collection of reserve funds.   Packet Pg. 448 Project Location   Packet Pg. 449 Public Hearing on CFD 2019-1 Annexation No. 29 Fiscal Impact •It is anticipated that at build-out the total Special Tax revenues to pay for maintenance costs will be approximately $2,767. All costs associated with the annexation is borne by the Developer. There is no fiscal impact to the City’s General Fund.   Packet Pg. 450 Questions?   Packet Pg. 451 DRAKE DR HOLDEN DR VALLEY VIEW AVEGIFFORD AVEFOISY STSANTA FE ST ^_ £¤66 MIL L ST SPRUCE ST SIERRA WAYNINTH ST 2ND S T MAGNOLIA AVE ORANGE SHOW RD 4TH ST RANCHO AVEBASE LINE ST CEDAR AVETIPPECANOE STCENTRAL AVE MT VERNON AVENORMA N RD PENNSYLVANIA AVEWATERMAN AVEACADEMY STMT.VIEW AVECOLTON AVEREDLANDS BLVD MIL L ST§¨¦215 §¨¦10 CFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 29 PROJECT MAP   Packet Pg. 452 1 0 6 0 PUBLIC HEARING City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations, and Maintenance Department:Public Works Subject:Public Hearing on Annexation No. 30 to Community Facilities District 2019-1 (Ward 5) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-006 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 30); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-007 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 30); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1610 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and   Packet Pg. 453 1 0 6 0 6. Schedule the adoption of Ordinance No. MC-1610 for February 1, 2023. Background On December 7, 2022, the Mayor and City Council adopted Resolution No. 2022- 267, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for January 18, 2023, on the proposed annexation of the said territory into the community facilities district. As required by the Resolution of Intention, a boundary map was recorded on December 8, 2022, at 1:17 p.m. in Book 90 Page 87, Document No. 2022-0393681 of Maps of Assessment and Community Facilities Districts with the San Bernardino County Recorder.   The Resolution of Intention was adopted by the Mayor and City Council in response to a petition filed by the property owner of approximately 0.57 gross acres of a vacant Commercial lot within the City, requesting that the City assist them in annexing their properties into CFD No. 2019-1 under the Mello-Roos Act. The proposed project will consist of a Popeye’s restaurant. The State legislature enacted the Mello-Roos Act in 1982 to assist public agencies in financing certain public improvements by either issuing tax exempt securities that are repaid by annual levy of special taxes, or to provide for the financing of on-going public services. The landowner requested the City annex into CFD No. 2019-1 to levy a special tax to cover the costs associated with the maintenance of public improvements. The public facilities and services proposed to be financed within the territory to be annexed to the District are the following: 1. Maintenance of streets, including pavement management; and 2. City and County costs associated with the setting, levying and collection of the special tax, and in the administration of the District, including the contract administration and for the collection of reserve funds. 3. The proposed area to be annexed into the CFD will be included in Tax Zone 31 and is located northwest of the intersection of W Little League Dr. and Palm Ave. right at the I-215 North, as shown in Attachment #12. The maximum annual special tax for this development has been calculated to be $4,812 per acre for FY 2022/23. This tax rate includes a Maximum Special Tax A of $2,957 per acre per year for maintenance services of public facilities and a Maximum Annual Special Tax B (Contingent) of $1,855 per acre per year. Special Tax B (Contingent) is for the maintenance and operation of the improvements described in Exhibit “B” attached hereto. If the Property Owners Association (POA) were to default of its obligation to maintain such improvements, the City would be able to collect funds to pay for those services. Annual Special Tax A and Annual   Packet Pg. 454 1 0 6 0 Special Tax B (Contingent) rate are proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%. The property owners have agreed to initiate and conduct the CFD annexation proceedings pursuant to the Mello-Roos Act of 1982. The property owners have submitted a “Consent and Waiver” form on file in the City Clerk’s Office to initiate and conduct proceedings pursuant to the Mello- Roos Act in 1982, for the annexation into the CFD and consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election. In order to annex property to CFD No. 2019-1 pursuant to the provisions of California Government Code Section 53311 et seq., the City must adopt a series of three statutorily required Resolutions and an Ordinance which are summarized below: •Resolution declaring City intent to annex territory to Community Facilities District No. 2019-1 including the boundary of the area to be annexed and the rate and method of apportionment of special taxes within the annexation area (the special tax applies only to properties within the annexation area), adopted December 7, 2022. •Resolution calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to the District. •Resolution declaring the results of the election and directing the recording of the notice of special tax lien. •Amend the Ordinance and order the levy and collection of special taxes in the District. With the adoption of the Resolutions and the first reading of the amended Ordinance, the second reading of the amended Ordinance would be scheduled for February 1, 2023. Discussion The Resolution of Intention called for a public hearing to be held on January 18, 2023, on the issue of the annexation of territory into CFD No. 2019-1. Under the Mello-Roos Act, the Mayor and City Council must hold the public hearing and consider any protests against the formation of the CFD. If the owners of one half or more of the land within the proposed boundaries of the CFD file written protests against the establishment of the CFD, the Council may not create the CFD. If a majority protest is not filed, the Mayor and City Council may adopt the resolution establishing the CFD. Adoption of Resolution No. 2019-178 on July 17, 2019, established CFD 2019-1, pursuant to the requirements of Government Code Section 53325.1. After a CFD is formed, the Mello-Roos Act requires that for any annexations into the CFD an election be held on the question of whether the proposed special taxes should be   Packet Pg. 455 1 0 6 0 levied. The election requires a two-thirds vote in favor of levying the special tax. The landowners filed waivers with respect to the conduct of the election pursuant to Government Code Sections 53326(a) and 53327(b), meaning that the time limits and procedural requirements for conducting an election under the Mello-Roos Act do not have to be followed. Accordingly, City staff has already mailed the election ballots to the landowners and required the ballots to be returned by the close of the public hearing. If the Mayor and City Council adopt Resolution No. 2023-006, it may immediately proceed to the opening of the ballots and adopt Resolution No. 2023- 007 declaring the results of the election. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No. 4: Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact The individual property owners in the CFD will be responsible for annual payments of special taxes. It is estimated, upon full completion of the development, there will be an annual collection of special tax revenues of approximately $1,671 from Special Tax A to be used to pay for maintenance costs within the development. On March 1 of each year, every taxable unit for which a building permit has been issued within the boundaries of the CFD, will be subject to the special tax for the ensuing Fiscal Year. If the anticipated costs of maintaining the facilities in any given Fiscal Year, prior to buildout of the project, exceeds the special tax revenues available from parcels for which building permits have been issued, then the special tax may also be applied to property within recorded final subdivision maps, as well as other undeveloped property within the boundaries of the CFD. All costs associated with annexation into the CFD have been borne by the Developer. By annexing into the CFD, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD No. 2019-1 and not through the City’s General Fund. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-006 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 30); and   Packet Pg. 456 1 0 6 0 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-007 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 30); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1610 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC-1610 for February 1, 2023. Attachments Attachment 1 - Resolution No. 2023-006- Resolution Calling Election Attachment 2 - Exhibit A Description of Territory Attachment 3 - Exhibit B Rate and Method of Apportionment Attachment 4 - Exhibit C Special Election Ballot Attachment 5 - Resolution No. 2023-007- Resolution Declaring Election Results Attachment 6 - Exhibit A Certificate of Election Results Attachment 7 – Ordinance No. MC-1610 Attachment 8 - Exhibit A Description of Services Attachment 9 - Exhibit B Parcel List Attachment 10 – Signed Petition and Waiver Attachment 11 - PowerPoint Presentation Attachment 12 - Project Map Ward: Fifth Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.”   Packet Pg. 457 1 0 6 0 July 17, 2019 Resolution No. 2019-178 was adopted establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 was adopted declaring election results for Community Facilities District No. 2019-1; and first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. December 7, 2022 Mayor and City Council adopted Resolution No. 2022-267, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”.   Packet Pg. 458 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 1 of 6 1 8 5 7 RESOLUTION NO. 2023-006 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, CALLING AN ELECTION TO SUBMIT TO THE QUALIFIED ELECTORS THE QUESTION OF LEVYING A SPECIAL TAX WITHIN THE AREA PROPOSED TO BE ANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 30) WHEREAS, the Mayor and City Council (the “City Council”) of the City of San Bernardino (the “City”), adopted its Resolution No. 2019-81, (the “Resolution of Intention”) (i) declaring its intention to establish Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”), commencing with Section 53311 of the California Government Code (the “Government Code”), (ii) proposing to levy a special taxes within CFD No. 2019-1 pursuant to the terms of the Act to fund the cost of providing maintenance services (the “Services”) described in Exhibit B of the Resolution of Intention; and WHEREAS, the City Council set a public hearing for July 17, 2019, after which the Council adopted Resolution No. 2019-178 forming the CFD No. 2019-1 and calling a special election at which the questions of levying a special tax and establishing an appropriations limit with respect to the CFD No. 2019-1 were submitted to the qualified electors within the CFD No. 2019-1; and WHEREAS, on July 17, 2019, the City Council adopted Resolution No. 2019-179 declaring the results of the special election and finding that more than two-thirds (2/3) of all votes cast at the special election were cast in favor of the proposition presented, and such proposition passed; and WHEREAS, the City Council is authorized by Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government Code as amended (the "Act"), to annex territory into an existing community facilities district by complying with the procedures set forth in said Article 3.5; and WHEREAS, the City Council on December 7, 2022, duly adopted Resolution No. 2022- 267 (the “Resolution of Intention”) declaring its intention to annex certain territory to CFD No. 2019-1 (Maintenance Services) and to levy a special tax within that territory to pay for certain services and setting a time and place for the public hearing on the proposed annexation for January 18, 2023; and WHEREAS, the territory proposed to be annexed is identified in a map entitled "Annexation Map No. 30 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 87, in the office of the San Bernardino County Recorder; and   Packet Pg. 459 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 2 of 6 1 8 5 7 WHEREAS, pursuant to the Act and the Resolution of Intention, a noticed public hearing was convened by the City Council on January 18, 2023, not earlier than the hour of 7:00 p.m. at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410, relative to the proposed annexation of said territory to CFD No. 2019-1. At the hearing, the testimony of all interested persons for or against the annexation of the territory or the levying of the special taxes will be heard. If and to the extent participation in the January 18, 2023, meeting must occur by teleconference, videoconference, or other electronic means authorized by the Ralph M. Brown Act or an Executive Order of the Governor of California, the means and methods for participating the meeting shall be posted on the Agenda for said meeting, which shall be posted at least 72 hours prior to the meeting on the City of San Bernardino (www.sbcity.org), and outside of the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410. A copy of the Agenda will be made available upon request to the San Bernardino City Clerk's office at 909-384-5002; and WHEREAS, written protests have not been filed by fifty percent (50%) or more of the registered voters residing within the CFD No 2019-1, or by fifty percent (50%) or more of the registered voters residing within the territory to be annexed, or by the owners of one-half (1/2) or more of the area within the CFD No. 2019-1, or by the owners of one-half (1/2) or more of the territory to be annexed; and WHEREAS, the Mayor and City Council has determined that there are fewer than twelve registered voters residing in the territory proposed to be annexed to the CFD No. 2019-1 and that the qualified electors in such territory are the landowners; and WHEREAS, on the basis of all of the foregoing, the City Council has determined at this time to call an election to authorize the annexation of territory to the CFD No. 2019-1 and the levying of a special tax as described in Exhibit A hereto; and WHEREAS, the City Council has received a written instrument from each landowner in the territory proposed to be annexed to the CFD No. 2019-1 consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election; and WHEREAS, the City Clerk has concurred in the election date set forth herein. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Conformation of Finding in Resolution of Intention. The City Council reconfirms all of its findings and determinations as set forth in the Resolution of Intention. SECTION 3.Findings Regarding Protests. The City Council finds and determines that written protests to the proposed annexation of territory to the CFD No. 2019-1 and the levy of the   Packet Pg. 460 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 3 of 6 1 8 5 7 special tax within such territory are insufficient in number and in amount under the Act, and the City Council hereby further orders and determines that all such protests are hereby overruled. SECTION 4.Findings Regarding Prior Proceedings. The City Council finds and determines that all prior proceedings had and taken by the City Council, with respect to the annexation of territory to CFD No. 2019-1, are valid and in conformity with the requirements of the Act. SECTION 5. Levy of Special Tax. As stated in the Resolution of Intention, except where funds are otherwise available, subject to the approval of the qualified electors of territory proposed to be annexed to CFD No. 2019-1, a special tax sufficient to pay the costs of the Services (including incidental expenses as described in the Resolution of Intention), secured by recordation of a continuing lien against all nonexempt real property in CFD No. 2019-1, will be levied annually in CFD No. 2019-1. The rate and method of apportionment, and manner of collection of the special tax are specified in Exhibit B hereto. SECTION 6. Apportionment of Tax. The special tax as apportioned to each parcel is based on the cost of making the Services available to each parcel, or other reasonable basis, and is not based on or upon the ownership of real property. SECTION 7. Tax Roll Preparation. The office of the Public Works Director, 201 North “E” Street, San Bernardino, California, 92401, is hereby designated as the office that will be responsible for annually preparing a current roll of special tax levy obligations by assessor’s parcel number and that will be responsible for estimating future special tax levies pursuant to Government Code section 53340.2. The Public Works Director may cause these functions to be performed by his or her deputies, assistants, or other designated agents. SECTION 8. Accountability Measures. Pursuant to Section 50075.1 of the California Government Code, the City shall create a separate account into which tax proceeds will be deposited; and the Public Works Director annually shall file a report with the City Council that will state (a) the amount of funds collected and expended and (b) the status of the Services financed in CFD No. 2019-1. SECTION 9. Special Election; Voting Procedures. The City Council hereby submits the questions of levying the special tax within the territory proposed to be annexed to the qualified electors, in accordance with and subject to the Act. The special election shall be held on January 18, 2023, and shall be conducted as follows: (a) Qualified Electors. The City Council hereby determines that the Services are necessary to meet increased demands placed upon the City as a result of development occurring within the boundaries of CFD No. 2019-1. Because fewer than twelve registered voters resided within the territory proposed to be annexed to CFD No. 2019-1 on October 21, 2022 (a date within the 90 days preceding the close of the public hearing on the territory proposed to be annexed to CFD No. 2019-1), the qualified electors shall be the landowners within territory proposed to be annexed, and each landowner who was the owner of record at the close of the hearing shall have one vote for each acre or portion of an acre of land that such landowner owns within the territory proposed to be annexed to CFD No. 2019-1.   Packet Pg. 461 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 4 of 6 1 8 5 7 (b) Consolidation of Elections; Combination of Propositions on Ballot. The election on the question of levying the special tax and establishing an appropriations limit for CFD No. 2019-1 shall be consolidated, and the two proportions shall be combined into a single ballot proposition for submission to the voters, as authorized by Government Code Section 53353.5. (c) Mail Ballot Election. Pursuant to Government Code section 53327.5, the election shall be conducted as a mail ballot election. The City Council hereby ratifies the City Clerk’s delivery of a ballot to each landowner within the territory proposed to be annexed to CFD No. 2019-1. The City Council hereby ratifies the form of the ballot, which is attached hereto as Exhibit C. (d) Return of Ballots. The City Clerk shall accept the ballots of the landowners up to 7:00 p.m. on January 18, 2023. The City Clerk shall have available ballots that may be marked at the City Clerk’s office on the election day by voters. Once all qualified electors have voted, the City Clerk may close the election. (e) Canvass of Election. The City Clerk shall commence the canvass of the returns of the special election as soon as the election is closed (on January 18, 2023, or when all qualified electors have voted) at the City Clerk’s office. At the conclusion of the canvass, the City Clerk shall declare the results of the election. (f) Declaration of Results. The City Council shall declare the results of the special election following the completion of the canvass of the returns and shall cause to be inserted into its minutes a statement of the results of the special election as ascertained by the canvass of the returns. SECTION 10. Filing of Resolution and Map with City Clerk. The City Council hereby directs the City Clerk to file a copy of this resolution and the annexation map of the boundaries of CFD No. 2019-1 in her office. SECTION 11. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 12. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 13. Effective Date. This Resolution shall become effective immediately.   Packet Pg. 462 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 5 of 6 1 8 5 7 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of ____________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 463 Resolution No. 2023-006 Resolution No. 2023-006 January 18, 2023 Page 6 of 6 1 8 5 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 464 EXHIBIT A   DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 30 is currently comprised of one (1) parcel, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Number (APN). APN Owner Name 0261-182-43 California Cajun Properties, LLC       Packet Pg. 465 EXHIBIT B City of San Bernardino 1 Community Facilities District No. 2019-1 (Maintenance Services) RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO A Special Tax (the “Special Tax”) shall be levied on and collected from each Assessor’s Parcel (defined below) in Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1” or “CFD”; defined below), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2019, in an amount determined by the City Council of the City of San Bernardino, acting in its capacity as the legislative body of CFD No. 2019-1, by applying the rate and method of apportionment set forth below. All of the real property in CFD No. 2019-1, unless exempted by law or by the provisions herein, shall be taxed to the extent and in the manner provided herein. A. DEFINITIONS “Acre” or “Acreage” means the land area of an Assessor’s Parcel as shown on any Assessor’s Parcel Map, or if the land area is not shown on the Assessor’s Parcel Map, the land area as shown on the applicable Final Map, or if the area is not shown on the applicable Final Map, the land area shall be calculated by the Administrator. “Administrative Expenses” means the actual or reasonably estimated costs directly related to the formation, annexation, and administration of CFD No. 2019-1 including, but not limited to: the costs of computing the Special Taxes and preparing the annual Special Tax collection schedules (whether by the City or designee thereof or both); the costs to the City, CFD No. 2019-1, or any designee thereof associated with fulfilling the CFD No. 2019-1 disclosure requirements; the costs associated with responding to public inquiries regarding the Special Taxes; the costs of the City, CFD No. 2019-1 or any designee thereof related to an appeal of the Special Tax; and the City's annual administration fees including payment of a proportional share of salaries and benefits of any City employees and City overhead whose duties are related to the administration and third party expenses. Administrative Expenses shall also include amounts estimated or advanced by the City or CFD No. 2019-1 for any other administrative purposes of CFD No. 2019-1, including attorney's fees and other costs related to commencing and pursuing to completion any foreclosure of delinquent Special Taxes. “Administrator” means the City Manager of the City of San Bernardino, or his or her designee. “Approved Property” means all Assessor’s Parcels of Taxable Property that are included in a Final Map that was recorded prior to the March 1 preceding the Fiscal Year in which the Special Tax is being levied, and that have not been issued a building permit on or prior to the March 1 preceding the Fiscal year in which the special tax is being levied. “Assessor’s Parcel” means a lot or parcel of land that is identifiable by an Assessor’s Parcel Number by the County Assessor of the County of San Bernardino. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel Number. “Assessor’s Parcel Number” means that identification number assigned to a parcel by the County Assessor of the County.   Packet Pg. 466 City of San Bernardino 2 Community Facilities District No. 2019-1 (Maintenance Services) “Building Square Footage” or “BSF” means the floor area square footage reflected on the original construction building permit issued for construction of a building of Non-Residential Property and any Building Square Footage subsequently added to a building of such Taxable Property after issuance of a building permit for expansion or renovation of such building. “Calendar Year” means the period commencing January 1 of any year and ending the following December 31. “CFD” or “CFD No. 2019-1” means the City of San Bernardino Community Facilities District No. 2019- 1 (Maintenance Services). “City” means the City of San Bernardino. “Contingent Special Tax B Requirement” means that amount required in any Fiscal Year, if the POA is unable to maintain the Service(s) to: (i) pay the costs of Services incurred or otherwise payable in the Calendar Year commencing in such Fiscal Year; (ii) fund an operating reserve for the costs of Services as determined by the Administrator; less a credit for funds available to reduce the annual Special Tax B (Contingent) levy as determined by the Administrator. “County” means the County of San Bernardino. “Developed Property” means all Assessor’s Parcels of Taxable Property for which a building permit for new construction has been issued on or prior to March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Exempt Property” means all Assessors’ Parcels designated as being exempt from the Special Tax as provided for in Section G. “Final Map” means a subdivision of property by recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which building permits may be issued without further subdivision. “Fiscal Year” means the period from and including July 1st of any year to and including the following June 30th. “Land Use Category” or “LUC” means any of the categories contained in Section B hereof to which an Assessor’s Parcel is assigned consistent with the land use approvals that have been received or proposed for the Assessor’s Parcel as of March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Maximum Special Tax” means either Maximum Special Tax A and/or Maximum Special Tax B (Contingent), as applicable. “Maximum Special Tax A” means the Maximum Special Tax A, as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1.   Packet Pg. 467 City of San Bernardino 3 Community Facilities District No. 2019-1 (Maintenance Services) “Maximum Special Tax B (Contingent)” means the Maximum Special Tax B (Contingent), as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1. “Multi-Family Residential Property” means any Assessor’s Parcel of residential property that consists of a building or buildings comprised of attached Residential Units sharing at least one common wall with another unit. “Non-Residential Property” or “NR” means all Assessor's Parcels of Taxable Property for which a building permit(s) was issued for a non-residential use. The Administrator shall make the determination if an Assessor’s Parcel is Non-Residential Property. “Property Owner’s Association” or “POA” means the property owner’s association or homeowner’s association established to maintain certain landscaping within a Tax Zone. “Proportionately” means for Taxable Property that is: (i) Developed Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Developed Property with the same Tax Zone, (ii) Approved Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Approved Property with the same Tax Zone, and (iii) Undeveloped Property that the ratio of the actual Special Tax levy per acre to the Maximum Special Tax per acre is the same for all Parcels of Undeveloped Property with the same Tax Zone. “Residential Unit” or "RU" means a residential unit that is used or intended to be used as a domicile by one or more persons, as determined by the Administrator. “Residential Property” means all Assessor’s Parcels of Taxable Property upon which completed Residential Units have been constructed or for which building permits have been or may be issued for purposes of constructing one or more Residential Units. “Service(s)” means services permitted under the Mello-Roos Community Facilities Act of 1982 including, without limitation, those services authorized to be funded by CFD No. 2019-1 as set forth in the documents adopted by the City Council at the time the CFD was formed. “Single Family Residential Property” means any residential property other than Multi-Family Residential Property on an Assessor’s Parcel. “Special Tax(es)” means the Special Tax A and/or Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property. “Special Tax A” means the annual special tax to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Special Tax A Requirement. "Special Tax A Requirement" means for each Tax Zone, that amount to be collected in any Fiscal Year to pay for certain costs as required to meet the needs for such Tax Zone of CFD No. 2019-1 in both the current Fiscal Year and the next Fiscal Year. The costs to be covered shall be the direct costs for maintenance services including but not limited to (i) maintenance and lighting of parks, parkways, streets, roads and open space, (ii) maintenance and operation of water quality improvements, (iii) public street sweeping, (iv) fund an operating reserve for the costs of Services as determined by the Administrator, and (v) Administrative Expenses. Under no circumstances shall the Special Tax A Requirement include funds for Bonds.   Packet Pg. 468 City of San Bernardino 4 Community Facilities District No. 2019-1 (Maintenance Services) “Special Tax B (Contingent)” means the Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Contingent Special Tax B Requirement, if required. "Taxable Property" means all Assessor’s Parcels within CFD No. 2019-1, which are not Exempt Property. “Taxable Unit” means a Residential Unit, Building Square Footage, or an Acre. "Tax Zone" means a mutually exclusive geographic area, within which particular Special Tax rates may be levied pursuant to this Rate and Method of Apportionment of Special Tax. Appendix C identifies the Tax Zone in CFD No. 2019-1 at formation; additional Tax Zones may be created when property is annexed into the CFD. "Tax Zone 1" means the specific geographic area identified on the CFD Boundary Map as Tax Zone 1. "Tract(s)" means an area of land; i) within a subdivision identified by a particular tract number on a Final Map, ii) identified within a Parcel Map; or iii) identified within lot line adjustment approved for subdivision. “Undeveloped Property” means, for each Fiscal Year, all Taxable Property not classified as Developed Property or Approved Property. B. ASSIGNMENT TO LAND USE CATEGORIES For each Fiscal Year, all Assessor’s Parcels of Taxable Property within CFD No. 2019-1 shall be classified as Developed Property, Approved Property, or Undeveloped Property, and shall be subject to the levy of Special Taxes as determined pursuant to Sections C and D below. Assessor’s Parcels of Developed Property and Approved Property shall be classified as either Residential Property or Non-Residential Property. Residential Property shall be further classified as Single Family Residential Property or Multi-Family Residential Property and the number of Residential Units shall be determined by the Administrator. C. MAXIMUM SPECIAL TAX RATES For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Residential Property, all such Assessor’s Parcels shall be assigned the number of Residential Unit(s) constructed or to be constructed thereon as specified in or shown on the building permit(s) issued or Final Map as determined by the Administrator. For Parcels of undeveloped property zoned for development of single family attached or multi-family units, the number of Residential Units shall be determined by referencing the condominium plan, apartment plan, site plan or other development plan, or by assigning the maximum allowable units permitted based on the underlying zoning for the Parcel. Once a single family attached or multi-family building or buildings have been built on an Assessor's Parcel, the Administrator shall determine the actual number of Residential Units contained within the building or buildings, and the Special Tax A levied against the Parcel in the next Fiscal Year shall be calculated by multiplying the actual number of Residential Units by the Maximum Special Tax per Residential Unit identified for the Tract below or as included in Appendix A as each Annexation occurs. For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Non-Residential Property, all such Assessor’s   Packet Pg. 469 City of San Bernardino 5 Community Facilities District No. 2019-1 (Maintenance Services) Parcels shall be assigned the number of Building Square Footage or Acres as shown on the Final Map as determined by the Administrator. Once the Administrator determines the actual number of Building Square Footage or Acres for the Assessor’s Parcels, the Special Tax A levied against the Assessor’s Parcel in the next Fiscal Year shall be calculated by multiplying the number of Building Square Footage or Acres by the Maximum Special Tax per Taxable Unit identified for the Tax Zone below or as included in Appendix A as each Annexation occurs. 1. Special Tax A a. Developed Property (i) Maximum Special Tax A The Maximum Special Tax A for each Assessor’s Parcel of Developed Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zones annexed and included in Appendix A. The Maximum Special Tax A for Developed Property for Fiscal Year 2019-2020 within Tax Zone 1 is identified in Table 1 below: TABLE 1 MAXIMUM SPECIAL TAX A RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential Property RU $961 (ii) Increase in the Maximum Special Tax A On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax A that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax A that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax A for each Assessor’s Parcel of Approved Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Approved property Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 2 below:   Packet Pg. 470 City of San Bernardino 6 Community Facilities District No. 2019-1 (Maintenance Services) TABLE 2 MAXIMUM SPECIAL TAX A RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential RU $961 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax A for each Assessor’s Parcel of Undeveloped Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Undeveloped Property for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 3 below: TABLE 3 MAXIMUM SPECIAL TAX A RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax A 1 TR 17170 Acre $4,338 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. 2. Special Tax B (Contingent) The City Council shall levy Special Tax B (Contingent) only in the event the POA defaults in its obligation to maintain the Contingent Services, which default shall be deemed to have occurred, as determined by the Administrator, in each of the following circumstances: (a) The POA files for bankruptcy; (b) The POA is dissolved; (c) The POA ceases to levy annual assessments for the Contingent Services; or (d) The POA fails to provide the Contingent Services at the same level as the City provides similar services and maintains similar improvements throughout the City and within ninety (90) days after written notice from the City, or such longer period permitted by the City Manager, fails to remedy the deficiency to the reasonable satisfaction of the City Council. a. Developed Property (i) Maximum Special Tax B (Contingent)   Packet Pg. 471 City of San Bernardino 7 Community Facilities District No. 2019-1 (Maintenance Services) The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 4 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for each Tax Zones annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 4 below: TABLE 4 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 (ii) Increase in the Maximum Special Tax B (Contingent) On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax B (Contingent) that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax B (Contingent) that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 5 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 5 below: TABLE 5 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for   Packet Pg. 472 City of San Bernardino 8 Community Facilities District No. 2019-1 (Maintenance Services) Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 6 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 6 below: TABLE 6 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Acre $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. D. METHOD OF APPORTIONMENT OF ANNUAL SPECIAL TAX 1. Special Tax A Commencing with Fiscal Year 2019-20 and for each following Fiscal Year, the Council shall determine the Special Tax A Requirement and shall levy the Special Tax A on all Assessor’s Parcels of Taxable Property until the aggregate amount of Special Tax A equals the Special Tax A Requirement for each Tax Zone. The Special Tax A shall be levied for each Fiscal Year as follows: First: The Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Developed Property within each Tax Zone up to 100% of the applicable Maximum Special Tax to satisfy the Special Tax A Requirement for such Tax Zone; Second: If additional moneys are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first step has been completed, the Special Tax A shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax A for Approved Property; Third: If additional monies are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first two steps has been completed, the Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax A for Undeveloped Property. 2. Special Tax B (Contingent) Commencing with Fiscal Year in which Special Tax B (Contingent) is authorized to be levied and for each following Fiscal Year, the City Council shall determine the Contingent Special Tax B (Contingent) Requirement for each Tax Zone, if any, and shall levy the Special Tax on all Assessor’s Parcels of   Packet Pg. 473 City of San Bernardino 9 Community Facilities District No. 2019-1 (Maintenance Services) Taxable Property within such Tax Zone until the aggregate amount of Special Tax B (Contingent) equals the Special Tax B ( Contingent) Requirement for such Tax Zone. The Special Tax B (Contingent) Shall be levied for each Fiscal Year as follows: First: The Special Tax shall be levied Proportionately on all Assessor’s Parcels of Developed Property for a Tax Zone up to 100% of the applicable Maximum Special Tax B (Contingent) to satisfy the Contingent Special Tax B Requirement; Second: If additional moneys are needed to satisfy the Contingent Special Tax B Requirement after the first step has been completed, the Special Tax B (Contingent) shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Approved Property; Third: If additional monies are needed to satisfy the Contingent Special Tax B Requirement after the first two steps has been completed, the Special Tax B (Contingent) shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Undeveloped Property. E. FUTURE ANNEXATIONS It is anticipated that additional properties will be annexed to CFD No. 2019-1 from time to time. As each annexation is proposed, an analysis will be prepared to determine the annual cost for providing Services. Based on this analysis, the property to be annexed, pursuant to California Government Code section 53339 et seq. will be assigned to the appropriate Maximum Special Tax rate for the Tax Zone when annexed and included in Appendix A. F. DURATION OF SPECIAL TAX For each Fiscal Year, the Special Tax A shall be levied as long as the Services are being provided. For each Fiscal Year, the Special Tax B (Contingent) shall be levied as long as the Contingent Services are being provided. G. EXEMPTIONS The City shall classify as Exempt Property within CFD No. 2019-1, any Assessor’s Parcels; (i) which are owned by, irrevocably offered for dedication, encumbered by or restricted in use by any public entity; (ii) with public or utility easements making impractical their utilization for other than the purposes set forth in the easement; (iii) which are privately owned but are encumbered by or restricted solely for public uses; or (iv) which is in use in the performance of a public function as determined by the Administrator. H. APPEALS Any property owner claiming that the amount or application of the Special Taxes are not correct may file a written notice of appeal with the City not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2019-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).   Packet Pg. 474 City of San Bernardino 10 Community Facilities District No. 2019-1 (Maintenance Services) I. MANNER OF COLLECTION The Special Tax shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2019-1 may collect the Special Tax at a different time or in a different manner if necessary to meet its financial obligations.   Packet Pg. 475 City of San Bernardino 11 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) COST ESTIMATE Special Tax A Services - The estimate breaks down the costs of providing one year's maintenance services for Fiscal Year 2022-23. These services are being funded by the levy of Special Tax A for Community Facilities District No. 2019-1. TAX ZONE 31 PM 20143 Item Description Estimated Cost 1 Streets $670 2 Admin $1,000 Total $1,671 Special Tax B Contingent Services – The estimate in the table below breaks down the costs of providing one year’s contingent maintenance services for Fiscal Year 2022-23. If necessary, these services will be funded by the levy of Special Tax B (Contingent) for Community Facilities District No. 2019-1 Tax Zone 31. TAX ZONE 31 (CONTINGENT SERVICES) PM 20143 Item Description Estimated Cost 1 Streets $48 2 Admin $1,000 Total $1,048 TAX ZONE 31 FY 2022-23 MAXIMUM SPECIAL TAX RATES DEVELOPED PROPERTY AND APPROVED PROPERTY Land Use Category Taxable Unit Maximum Special Tax A Maximum Special Tax B Non-Residential Property Acre $2,957 $1,855 TAX ZONE 31 FY 2022-23 MAXIMUM SPECIAL TAX RATES UNDEVELOPED PROPERTY Taxable Unit Maximum Special Tax A Maximum Special Tax B Acre $2,957 $1,855   Packet Pg. 476 City of San Bernardino 12 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE SUMMARY Annexation Tax Zone Tract APN Fiscal Year Maximum Special Tax A Maximum Special Tax B Subdivider Original 1 17170 2019-20 $961 / RU $0 / RU Santiago Communities, Inc. 1 2 17329 2019-20 $473 / RU $0 / RU JEC Enterprises, Inc. 2 3 PM 19814 2020-21 $608 / Acre $0 / Acre GWS #4 Development, LLC 3 4 0266-041-39 2019-20 $1,136 / Acre $0 / Acre Devore Storage Facility, LLC 4 5 TR 20006 2020-21 $344 / RU $57 / RU TH Rancho Palma, LLC 5 6 PM 19701 2020-21 $1,895 / Acre $528 / Acre Strata Palma, LLC 6 7 PM 20112 2020-21 $3,197 / Acre $0 / Acre San Bernardino Medical Center LLC 7 8 TR 20293 2021-22 $2,913 / Acre $334 / Acre ICO Fund VI, LLC 8 9 LM 2019-021 2021-22 $815 / Acre $232 / Acre TR 2600 Cajon Industrial LLC 9 10 TR 20189 2021-22 $490 / Acre $154 / Acre Central Commerce Center, LLC 10 11 LD 1900086 2021-22 $1,472 / Acre $0 / Acre Lankershim Industrial, LLC 11 12 TR 20305 2022-23 $175 / Acre $0 / Acre Prologis, LP 12 13 LLA 2020-004 2022-23 $1,169 / Acre $0 / Acre Dreamland Real Estate Holdings 13 14 TR 5907 2022-23 $2,268 / Acre $0 / Acre Magic Laundry Services, Inc. 14 15 0136-191-21 2022-23 $5,277 / Acre $0 / Acre Ahmad Family Trust 15 16 TR 20216 2022-23 $7,089 / Acre $0 / Acre Gateway SB, LLC 16 17 TR 20145 2022-23 $646 / RU $0 / RU RCH-CWI Belmont, LP 17 18 CUP 20-07 2022-23 $7,433 / Acre $0 / Acre George A. Pearson 18 19 TR 20258 2022-23 $588 / RU $0 / RU RGC Family Trust 19 20 LM 21-10 2022-23 $5,284 / Acre $0 / Acre 170 East 40th Street, LLC 20 21 LM 22-04 2022-23 $6,397 / Acre $0 / Acre 108 Highland, LP 21 22 LM 2021-013 2022-23 $807 / Acre $0 / Acre SBABP IV, LLC 22 23 TR 4592 2022-23 $847 / Acre $320 / Acre 1300 E Highland Ave LLC 23 24 LLA 2020-005 2022-23 $1,385 / Acre $978 / Acre Vone SB, LLC 24 25 TR 20494 2022-23 $174 / RU $17 / RU PI Properties, LLC 25 26 TR 20495 2022-23 $204 / RU $45 / RU Pacific West Company, et al. 26 To Be Determined 27 28 PM 20320 2022-23 $1,851 / Acre $292 / Acre SB Drake Central Avenue LLC 28 29 TR 17329 2023-24 $347 / RU $0 / RU Verdemont Ranch 20, LLC 29 30 LL 2022-11 2022-23 $922 / Acre $372 / Acre CIVF VI – CA1W01, LLC 30 31 PM 20143 2022-23 $2,957 / Acre $1,855 / Acre California Cajun Properties LLC 31 32 PM 20334 2023-24 $358 / Acre $94 / Acre Elliott Precision Block Co. 32 33 PM 3613, 4230 & 4250 2022-23 $1,094 / Acre $186 / Acre S.B. Universal Self Storage LLC   Packet Pg. 477 City of San Bernardino 13 Community Facilities District No. 2019-1 (Maintenance Services) ESCALATION OF MAXIMUM SPECIAL TAXES On each July 1, commencing on July 1, 2020 the Maximum Special Tax shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater.   Packet Pg. 478 City of San Bernardino 14 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX B CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1; and In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in the Rate and Method of Apportionment. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 479 City of San Bernardino 15 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX C CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) PROPOSED BOUNDARIES AND POTENTIAL ANNEXATION AREA BOUNDARIES   Packet Pg. 480 REDSKYAVECABLECREEKCHANNELAPPALOOSAAVELITTLELEAGUEDRKENDALL DR§¨¦2150261-182-43ANNEXATION MAP NO. 30COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES)CITY OF SAN BERNARDINOCOUNTY OF SAN BERNARDINO, STATE OF CALIFORNIASHEET 1 OF 1 SHEETTHIS MAP SHOWS THE BOUNDARIES OF AREAS TO BEANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES), OF THE CITY OF SANBERNARDINO, COUNTY OF SAN BERNARDINO, STATE OFCALIFORNIA. THE BOUNDARIES OF WHICH COMMUNITY FACILITIESDISTRICT ARE SHOWN AND DESCRIBED ON THE MAPTHEREOF WHICH WAS PREVIOUSLY RECORDED ONJUNE 6, 2019 IN BOOK 88 OF MAPS OF ASSESSMENTAND COMMUNITY FACILITIES DISTRICT AT PAGE 32 ANDAS INSTRUMENT NO. 2019-0185323 IN THE OFFICE OF THECOUNTY RECORDER OF THE COUNTY OF SAN BERNARDINO,STATE OF CALIFORNIA. I HEREBY CERTIFY THAT THE WITHIN MAP SHOWING PROPOSEDBOUNDARIES OF COMMUNITY FACILITIES DISTRICT 2019-1(MAINTENANCE SERVICES) FOR THE CITY OF SAN BERNARDINO,COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, WASAPPROVED BY THE CITY COUNCIL OF THE CITY OF SANBERNARDINO AT A REGULAR MEETING THEREOF, HELDON THE ____ DAY OF ____________________, 20 ____. BY ITS RESOLUTION NO. ____________________ _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO FILED IN THE OFFICE OF THE CITY CLERK THIS _____ DAY OF________, 20 ____. _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO CFD 2019-1TAX ZONE 31^_·|}þ138§¨¦15£¤66·|}þ18·|}þ210§¨¦215£¤66THIS ANNEXATION MAP CORRECTY SHOWS THE LOT ORPARCEL OF LAND INCLUDED WITHIN THE BOUNDARIES OFTHE COMMUNITY FACILITIES DISTRICT. FOR DETAILSCONCERNING THE LINES AND DIMENSIONS OF LOTS ORPARCEL REFER TO THE COUNTY ASSESSOR MAPS FORFISCAL YEAR 2022-23. -LEGEND ANNEXATION AREA BOUNDARYPARCEL LINECITY BOUNDARYXXXX-XXX-XX ASSESSOR PARCEL NUMBER (APN) 31 TAX ZONE 31THIS MAP WAS FILED UNDER DOCUMENT NUMBER_____________, THIS _______ DAY OF _______, 20 ____,AT _____ M. IN BOOK _____ OF ______________ AT PAGE ____,AT THE REQUEST OF CITY OF SAN BERNARDINO IN THE AMOUNTOF $_____________. CHRIS WILHITE ASSESSOR-RECORDER SAN BERNARDINO COUNTY BY:________________________________ DEPUTY RECORDER SAN BERNARDINO COUNTY RECORDER'S CERTIFICATE   Packet Pg. 481   Packet Pg. 482 EXHIBIT C CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 30 (January 18, 2023) This ballot is for the use of the authorized representative of the following owner of land within Community Facilities District No. 2019-1 (Maintenance Services) (“CFD No. 2019-1”) of the City of San Bernardino: Name of Landowner Number of Acres Owned Total Votes California Cajun Properties, LLC 0.57 1 According to the provisions of the Mello-Roos Community Facilities Act of 1982, and resolutions of the City Council (the “Council”) of the City of San Bernardino (the “City”), the above-named landowner is entitled to cast the number of votes shown above under the heading “Total Votes,” representing the total votes for the property owned by said landowner. The City has sent the enclosed ballot to you so that you may vote on whether or not to approve the special tax. This special tax ballot is for the use of the property owner of the parcels identified below, which parcels are located within the territory proposed to form the CFD No. 2019-1, City of San Bernardino, County of San Bernardino, State of California. Please advise the City Clerk, at (909) 384-5002 if the name set forth below is incorrect or if you are no longer one of the owners of these parcels. This special tax ballot may be used to express either support for or opposition to the proposed special tax. To be counted, this special tax ballot must be signed below by the owner or, if the owner is not an individual, by an authorized representative of the owner. The ballot must then be delivered to the City Clerk, either by mail or in person, as follows: Mail Delivery: If by mail, place ballot in the return envelope provided, and mail no later than January 4, 2023, two calendar weeks prior to the date set for the election. Mailing later than this deadline creates the risk that the special tax ballot may not be received in time to be counted. Personal Delivery: If in person, deliver to the City Clerk at any time up to 7:00 p.m. on January 18, 2023, at the Clerk’s office at 201 N. “E” Street, Bldg A, City of San Bernardino, CA 92401. However delivered, this ballot must be received by the Clerk prior to the close of the public meeting on January 18, 2023. Very truly yours, Genoveva Rocha, CMC, City Clerk   Packet Pg. 483 TO CAST THIS BALLOT, PLEASE RETURN THIS ENTIRE PAGE. OFFICIAL SPECIAL TAX BALLOT Name & Address of Property Owner: Assessor’s Parcel Number(s): California Cajun Properties LLC Attn: Dawood Beshay 41760 Ivy St. Suite 201 Murrieta, CA 92562 0261-182-43 CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) AN “X” OR OTHER MARK WILL CAST ALL VOTES ASSIGNED TO THIS BALLOT SPECIAL TAX BALLOT MEASURE MARK “YES” OR “NO” WITH AN “X”: Shall the City Council of the City of San Bernardino be authorized to levy a special tax on an annual basis at the rates and apportioned as described in Exhibit C to the Resolution Declaring its Intention to Annex territory to Community Facilities District No. 2019-1 (Maintenance Services) adopted by the City Council on December 7, 2022 (the “Resolution”), which is incorporated herein by this reference, within the territory identified on the map entitled “Annexation Map No. 30 of Community Facilities District No. 2019-1 (Maintenance Services) City of San Bernardino” to finance certain services as set forth in Section 4 to the Resolution (including incidental expenses), and shall an appropriation limit be established for the Community Facilities District No. 2019-1 (Maintenance Services) in the amount of special taxes collected? YES _________ NO _________ Certification for Special Election Ballot The undersigned is an authorized representative of the above-named landowner and is the person legally authorized and entitled to cast this ballot on behalf of the above-named landowner. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 20__. Signature Print Name Title Dawood Beshay Manager   Packet Pg. 484 Resolution No. 2023-007 Resolution No. 2023-007 January 18, 2023 Page 1 of 3 1 8 5 9 RESOLUTION NO. 2023-007 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA DECLARING ELECTION RESULTS FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 30) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore conducted proceedings for the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (the "CFD No. 2019-1") of the City of San Bernardino, including conducting a public hearing pursuant to Section 53339.5 of the Government Code; and WHEREAS, at the conclusion of said public hearing, the Mayor and City Council adopted a Resolution No. 2023-006 calling a special election for January 18, 2023, and submitting to the qualified electors of the territory to be annexed to the CFD No. 2019-1 the question of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City as a result of the development of said real property as provided in the form of special election ballot; and WHEREAS, a Certificate of Election Results, attached thereto as Exhibit A, dated January 18, 2023, executed by the City Clerk (or, in the absence of the City Clerk, the Acting City Clerk – in either case, the “Clerk”), has been filed with this Council, certifying that a completed ballot has been returned to the Clerk for each landowner-voter(s) eligible to cast a ballot in said special election, with all votes cast as “Yes” votes in favor of the ballot measure, and further certifying on said basis that the special mailed-ballot election was closed; and WHEREAS, this Council has received, reviewed and hereby accepts the Clerk’s Certificate of Election Results and wishes by this resolution to declare the results of the special mailed-ballot election. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Ballot Measure. This Council hereby finds, determines and declares that the ballot measure submitted to the qualified electors of the territory to be annexed to CFD No. 2019-1 has been passed and approved by those qualified electors in accordance with Sections 53328 and 53329 of the Government Code. SECTION 3.Annexation. This Council hereby finds, determines and declares that pursuant to Section 53339.8 of the Government Code, the Mayor and City Council is authorized to determine that the territory to be annexed has been added to and become a part of the CFD No. 2019-1 with full legal effect, and the Mayor and City Council is also authorized, pursuant to said   Packet Pg. 485 Resolution No. 2023-007 Resolution No. 2023-007 January 18, 2023 Page 2 of 3 1 8 5 9 Section 53339.8, to annually levy special taxes within the territory to be annexed to pay the costs of the services to be provided by the CFD No. 2019-1 as specified in Resolution No. 2022-267 adopted by the Mayor and City Council on December 7, 2022. The boundaries of the territory annexed are shown on the map entitled, "Annexation Map No. 30 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 87, in the office of the San Bernardino County Recorder. SECTION 4.Notice of Special Tax Lien. Pursuant to Section 53339.8 of the Government Code and Section 3117.5 of the Streets and Highways Code, the City Clerk shall cause to be filed with the County Recorder of the County of San Bernardino an amendment of the notice of special tax lien and a map of the amended boundaries of the CFD No. 2019-1 including the annexed territory. SECTION 5. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 486 Resolution No. 2023-007 Resolution No. 2023-007 January 18, 2023 Page 3 of 3 1 8 5 9 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 487 EXHIBIT A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 30 CERTIFICATE OF ELECTION RESULTS I, the undersigned, being the City Clerk or the Acting City Clerk, as the case may be, hereby certify: In connection with the special mailed-ballot election called by the City Council (the “City Council”) of the City of San Bernardino (the “City”) on this same date in the proceedings of the City Council for the annexation of territory to the above-entitled community facilities district, I personally received (a) a signed and dated waiver and consent form and (b) a signed, dated and marked election ballot(s) on behalf of the owner(s) listed below, the entity named as the sole landowner of the land within the boundary of the above-entitled community facilities district in the Certificate Regarding Registered Voters and Landowners, dated November 30, 2022 and on file in the office of the City Clerk of the City in connection with the City Council actions on that date. Copies of the completed waiver and consent form and the completed ballot received by me and on file in my office are attached hereto. Following such receipt, I have personally, and in the presence of all persons present, reviewed the ballot to confirm that it is properly marked and signed, and I hereby certify the result of that count to be that the ballot was cast in favor of the measure. Based upon the foregoing, all votes that were cast having been cast “Yes”, in favor of the ballot measure, the measure has therefore passed. Landowner Qualified Landowner Votes Votes Cast YES NO California Cajun Properties, LLC 1 1 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 2023. Genoveva Rocha, CMC City Clerk City of San Bernardino By: (Attach completed copies of Waiver/Consent and Ballot)   Packet Pg. 488 Ordinance No. MC-1610 1 1 8 5 3 ORDINANCE NO. MC-1610 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on January 18, 2023, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 489 Ordinance No. MC-1610 2 1 8 5 3 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately following adoption of this ordinance transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023. Helen Tran, Mayor City of San Bernardino   Packet Pg. 490 Ordinance No. MC-1610 3 1 8 5 3 Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 491 Ordinance No. MC-1610 4 1 8 5 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2023. Ordinance No. MC-____ was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 492 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 493 EXHIBIT B COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) SPECIAL TAX FISCAL YEAR 2022-23 (Effective as of February 1, 2023) ASSESSOR'S PARCEL NUMBERS Annexation Owner Assessor's Parcel Numbers Original Formation Cauffman Family Trust 4/20/98 0142-811-01 thru -13 and 0142-811-14 Cauffman Family Trust 5/4/11 0142-041-52 1 17329, LLC 0261-031-10, -13, 0261-771-01 thru -29 and 0348-111-52 2 GWS #4 Development, LLC 0141-431-24 3 Devore Storage Facility, LLC 0266-041-39 4 TH Rancho Palma, LLC 0261-761-01 thru -65 and 0261-762-01 thru -72 5 Strata Palma, LLC 0261-182-41 6 San Bernardino Medical Center, LLC 0147-114-20 and -21 7 ICO Fund VI, LLC 0281-441-01 thru -56 and 0281-442-01 thru -55 8 TR 2600 Cajon Industrial LLC 0148-122-04 9 Central Commerce Center, LLC 0280-151-29 10 Lankershim Industrial, LP 1192-311-01 11 Prologis, LP 0137-011-01, -31, 0137-051-27, 0137-052-46, 0274-011-11, -12, - 34, -35, -42, -43 12 Dreamland Real Estate Holdings 0281-061-35 13 Magic Laundry Services, Inc. 0141-282-05 and -06 14 Ahmad Family Trust 0136-191-21 15 Gateway SB, LLC 0134-054-33, -40, -44 16 RCH-CWI Belmont, LP 0261-712-01 thru -16 17 George A. Pearson 0142-212-18 18 RGC Family Trust 0142-325-04 19 170 East 40th Street, LLC 0154-242-22 and -23 20 108 Highland, LP 0150-221-78 21 SBABP IV, LLC 0136-371-36, -37, -40, -43 22 1300 E Highland Ave LLC 0150-471-04, -05, -06, -07, -08 23 Vone SB, LLC 0272-161-17 and -18 24 PI Properties, LLC 0143-191-59 25 Pacific West Company, Chenmei Cheng, Ann C. Lau, and Hanhsing Li 0285-211-05, -21, -22, -23, -25   Packet Pg. 494 Annexation Owner Assessor's Parcel Numbers 26 To Be Determined 27 SB Drake Central Avenue, LLC 0280-032-07 thru -11, -13, -14, - 15, -37 and -38 28 Verdemont Ranch 20, LLC 0348-111-51 29 CIVF VI – CA1W01, LLC 0280-051-11, -12, -15 30 California Cajun Properties LLC 0261-182-43 31 Elliott Precision Clock Co. 0142-211-29 32 S.B. Universal Self Storage LLC 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, -41   Packet Pg. 495   Packet Pg. 496   Packet Pg. 497 EXHIBIT "A" ALL THAT CERTAIN REAL PROPERTY SITUATED IN THE COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, DESCRIBED AS FOLLOWS: PARCEL 2 OF PARCEL MAP NO. 19459, IN THE CITY OF SAN BERNARDINO, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, AS PER PARCEL MAP FILED IN BOOK 242 PAGES 18 AND 19 OF PARCEL MAPS, RECORDS OF SAID COUNTY. APN: 0261-182-40-0-000   Packet Pg. 498 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;499   Packet Pg. 500 Public Hearing CFD No. 2019-1 Annexation No. 30: PM 20143 (California Cajun Properties, LLC) Presented by Daniel Hernandez Agency Director of Public Works, Operations, and Maintenance   Packet Pg. 501 Public Hearing on CFD 2019-1 Annexation No. 30 Recommended Action 1. City Council initiate annexation of territory to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) ("CFD No. 2019-1" or "CFD") by taking the following actions: a. Hold public hearing, b. Adopt a Resolution calling the election, c. Hold a special landowner election and canvass the election, d. Adopt a Resolution declaring results of special landowner election; and 2. Upon approval of the preceding resolutions, Introduce, read by title only, and waive further reading of Ordinance No. MC-____ amending Ordinance No MC-1522 and levying and apportioning the special tax in CFD No. 2019-1 (as it now exists and will exist in the future); and 3. Schedule the adoption of the Amended Ordinance for February 1, 2023.   Packet Pg. 502 Public Hearing on CFD 2019-1 Annexation No. 30 Discussion •The Property Owners, California Cajun Properties, LLC, has requested the City assist them in annexing territory into CFD No. 2019-1 to cover the costs with the maintenance of Public Improvements. •The area proposed within Annexation No. 30 includes one parcel: APN 0261-182-43. •On December 7, 2022, the City Council adopted Resolution No. 2022-267, a Resolution of Intention to annex these properties into CFD No. 2019-1 and hold a Public Hearing on January 18, 2023. The property owner consented to waiving certain time restriction and conduct the election the same night.   Packet Pg. 503 Public Hearing on CFD 2019-1 Annexation No. 30 Discussion (Cont.) •The proposed maximum annual tax of $4,812 per acre for Special Tax A will be included in CFD No. 2019-1 as Tax Zone 31. •The maximum annual tax is proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%.   Packet Pg. 504 Public Hearing on CFD 2019-1 Annexation No. 30 Discussion (Cont.) •The services, which may be funded with proceeds of the special tax, include: •All costs attributable to Maintenance of median landscaping and other public improvements installed within the public rights-of-way •Public lighting including street lights and traffic signals, •Maintenance of streets, including pavement management, and street sweeping, •Maintenance and operation of water quality improvements, including storm drainage and flood protection facilities •In addition to the costs of the forgoing services, proceeds of the special tax may be expended to pay administrative expenses, and for the collection of reserve funds.   Packet Pg. 505 Project Location   Packet Pg. 506 Public Hearing on CFD 2019-1 Annexation No. 30 Fiscal Impact •It is anticipated that at build-out, the total Special Tax revenues to pay for maintenance costs will be approximately $1,671. All costs associated with the annexation is borne by the Developer. There is no fiscal impact to the City’s General Fund.   Packet Pg. 507 Questions?   Packet Pg. 508 RED SKY AVE PALM AVECA BLE CREEK CHANNELAPPALOOSA AVEKENDALL DRL I T T L E L E A G U E DR VERDEMONT RANCH RD§¨¦215 ^_ ·|}þ18 WATERMAN AVE28TH ST PARKDALE DR 34TH ST KENDALLDR PALM AVEBELMONT AVE OHIO AVE WALNUT AVECAMBRIDGE AVEMEYERS RD CAJO N BLVD ·|}þ259 £¤66 ·|}þ210 §¨¦15 §¨¦215 £¤66 CFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 30 PROJECT MAP   Packet Pg. 509 1 0 6 1 PUBLIC HEARING City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations, and Maintenance Department:Public Works Subject:Public Hearing on Annexation No. 32 to Community Facilities District 2019-1 (Ward 6) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-008 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 32); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-009 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 32); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1611 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and   Packet Pg. 510 1 0 6 1 6. Schedule the adoption of Ordinance No. MC-1611 for February 1, 2023. Background On December 7, 2022, the Mayor and City Council adopted Resolution No. 2022- 266, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for January 18, 2023, on the proposed annexation of the said territory into the community facilities district. As required by the Resolution of Intention, a boundary map was recorded on December 8, 2022, at 1:17 p.m. in Book 90 Page 88, Document No. 2022-0393682 of Maps of Assessment and Community Facilities Districts with the San Bernardino County Recorder. The Resolution of Intention was adopted by the Mayor and City Council in response to a petition filed by the property owner of approximately 8.22 gross acres of a vacant Commercial lot within the City, requesting that the City assist them in annexing their properties into CFD No. 2019-1 under the Mello-Roos Act. The proposed project will consist of a Travel Center. The State legislature enacted the Mello-Roos Act in 1982 to assist public agencies in financing certain public improvements by either issuing tax exempt securities that are repaid by annual levy of special taxes, or to provide for the financing of on-going public services. The landowner requested the City annex into CFD No. 2019-1 to levy a special tax to cover the costs associated with the maintenance of public improvements. The public facilities and services proposed to be financed within the territory to be annexed to the District are the following: 1. Public lighting and appurtenant facilities, including street lights within public rights-of-way and traffic signals; and 2. Maintenance of streets, including pavement management; and 3. City and County costs associated with the setting, levying and collection of the special tax, and in the administration of the District, including the contract administration and for the collection of reserve funds. The proposed area to be annexed into the CFD will be included in Tax Zone 33 and is located on the northwest intersection of Palm Ave. and Industrial Pkwy., just southwest of I-215, as shown in Attachment #12. The maximum annual special tax for this development has been calculated to be $1,280 per acre for FY 2022/23. This tax rate includes a Maximum Special Tax A of $1,094 per acre per year for maintenance services of public facilities and a Maximum Annual Special Tax B (Contingent) of $186 per acre per year. Special Tax B (Contingent) is for the maintenance and operation of the improvements described   Packet Pg. 511 1 0 6 1 in Exhibit “B” attached hereto. If the Property Owners Association (POA) were to default of its obligation to maintain such improvements, the City would be able to collect funds to pay for those services. Annual Special Tax A and Annual Special Tax B (Contingent) rate are proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%. The property owners have agreed to initiate and conduct the CFD annexation proceedings pursuant to the Mello-Roos Act of 1982. The property owners have submitted a “Consent and Waiver” form on file in the City Clerk’s Office to initiate and conduct proceedings pursuant to the Mello-Roos Act in 1982, for the annexation into the CFD and consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election. In order to annex property to CFD No. 2019-1 pursuant to the provisions of California Government Code Section 53311 et seq., the City must adopt a series of three statutorily required Resolutions and an Ordinance which are summarized below: •Resolution declaring City intent to annex territory to Community Facilities District No. 2019-1 including the boundary of the area to be annexed and the rate and method of apportionment of special taxes within the annexation area (the special tax applies only to properties within the annexation area), adopted December 7, 2022. •Resolution calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to the District. •Resolution declaring the results of the election and directing the recording of the notice of special tax lien. •Amend the Ordinance and order the levy and collection of special taxes in the District. With the adoption of the Resolutions and the first reading of the amended Ordinance, the second reading of the amended Ordinance would be scheduled for February 1, 2023. Discussion The Resolution of Intention called for a public hearing to be held on January 18, 2023, on the issue of the annexation of territory into CFD No. 2019-1. Under the Mello-Roos Act, the Mayor and City Council must hold the public hearing and consider any protests against the formation of the CFD. If the owners of one half or more of the land within the proposed boundaries of the CFD file written protests against the establishment of the CFD, the Council may not create the CFD. If a majority protest is not filed, the Mayor and City Council may adopt the resolution establishing the CFD. Adoption of Resolution No. 2019-178 on July 17, 2019, established CFD 2019-1,   Packet Pg. 512 1 0 6 1 pursuant to the requirements of Government Code Section 53325.1. After a CFD is formed, the Mello-Roos Act requires that for any annexations into the CFD an election be held on the question of whether the proposed special taxes should be levied. The election requires a two-thirds vote in favor of levying the special tax. The landowners filed waivers with respect to the conduct of the election pursuant to Government Code Sections 53326(a) and 53327(b), meaning that the time limits and procedural requirements for conducting an election under the Mello-Roos Act do not have to be followed. Accordingly, City staff has already mailed the election ballots to the landowners and required the ballots to be returned by the close of the public hearing. If the Mayor and City Council adopt Resolution No. 2023-___, it may immediately proceed to the opening of the ballots and adopt Resolution No. 2023- ___ declaring the results of the election. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No. 4: Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact The individual property owners in the CFD will be responsible for annual payments of special taxes. It is estimated, upon full completion of the development, there will be an annual collection of special tax revenues of approximately $8,993 from Special Tax A to be used to pay for maintenance costs within the development. On March 1 of each year, every taxable unit for which a building permit has been issued within the boundaries of the CFD, will be subject to the special tax for the ensuing Fiscal Year. If the anticipated costs of maintaining the facilities in any given Fiscal Year, prior to buildout of the project, exceeds the special tax revenues available from parcels for which building permits have been issued, then the special tax may also be applied to property within recorded final subdivision maps, as well as other undeveloped property within the boundaries of the CFD. All costs associated with annexation into the CFD have been borne by the Developer. By annexing into the CFD, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD No. 2019-1 and not through the City’s General Fund. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Hold a Public Hearing; and 2. Adopt Resolution No. 2023-008 of the Mayor and City Council of the City of San Bernardino, California, calling an election to submit to the qualified   Packet Pg. 513 1 0 6 1 electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 32); and 3. Hold a special landowner election and canvass the election; and 4. Adopt Resolution No. 2023-009 of the Mayor and City Council of the City of San Bernardino, California, declaring election results for Community Facilities District No. 2019-1 (Maintenance Services) (Annexation No. 32); and 5. Introduce, read by title only, and waive further reading of Ordinance No. MC- 1611 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services); and 6. Schedule the adoption of Ordinance No. MC-1611 for February 1, 2023. Attachments Attachment 1 - Resolution No. 2023-008- Resolution Calling Election Attachment 2 - Exhibit A Description of Territory Attachment 3 - Exhibit B Rate and Method of Apportionment Attachment 4 - Exhibit C Special Election Ballot Attachment 5 - Resolution No. 2023-009- Resolution Declaring Election Results Attachment 6 - Exhibit A Certificate of Election Results Attachment 7 – Ordinance No. MC-1611 Attachment 8 - Exhibit A Description of Services Attachment 9 - Exhibit B Parcel List Attachment 10 – Signed Petition and Waiver Attachment 11 - PowerPoint Presentation Attachment 12 - Project Map Ward: Sixth Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the   Packet Pg. 514 1 0 6 1 provisions of the “Mello-Roos Community Facilities Act of 1982.” July 17, 2019 Resolution No. 2019-178 was adopted establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 was adopted declaring election results for Community Facilities District No. 2019-1; and first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. December 7, 2022 Mayor and City Council adopted Resolution No. 2022-266, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”.   Packet Pg. 515 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 1 of 6 1 8 6 7 RESOLUTION NO. 2023-008 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, CALLING AN ELECTION TO SUBMIT TO THE QUALIFIED ELECTORS THE QUESTION OF LEVYING A SPECIAL TAX WITHIN THE AREA PROPOSED TO BE ANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 32) WHEREAS, the Mayor and City Council (the “City Council”) of the City of San Bernardino (the “City”), adopted its Resolution No. 2019-81, (the “Resolution of Intention”) (i) declaring its intention to establish Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”), commencing with Section 53311 of the California Government Code (the “Government Code”), (ii) proposing to levy a special taxes within CFD No. 2019-1 pursuant to the terms of the Act to fund the cost of providing maintenance services (the “Services”) described in Exhibit B of the Resolution of Intention; and WHEREAS, the City Council set a public hearing for July 17, 2019, after which the Council adopted Resolution No. 2019-178 forming the CFD No. 2019-1 and calling a special election at which the questions of levying a special tax and establishing an appropriations limit with respect to the CFD No. 2019-1 were submitted to the qualified electors within the CFD No. 2019-1; and WHEREAS, on July 17, 2019, the City Council adopted Resolution No. 2019-179 declaring the results of the special election and finding that more than two-thirds (2/3) of all votes cast at the special election were cast in favor of the proposition presented, and such proposition passed; and WHEREAS, the City Council is authorized by Article 3.5 (commencing with Section 53339) of Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government Code as amended (the "Act"), to annex territory into an existing community facilities district by complying with the procedures set forth in said Article 3.5; and WHEREAS, the City Council on December 7, 2022, duly adopted Resolution No. 2022- 266 (the “Resolution of Intention”) declaring its intention to annex certain territory to CFD No. 2019-1 (Maintenance Services) and to levy a special tax within that territory to pay for certain services and setting a time and place for the public hearing on the proposed annexation for January 18, 2023; and WHEREAS, the territory proposed to be annexed is identified in a map entitled "Annexation Map No. 32 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, in Book 90 of Maps of Assessment and Community Facilities Districts at Page 88, in the office of the San Bernardino County Recorder; and   Packet Pg. 516 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 2 of 6 1 8 6 7 WHEREAS, pursuant to the Act and the Resolution of Intention, a noticed public hearing was convened by the City Council on January 18, 2023, not earlier than the hour of 7:00 p.m. at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410, relative to the proposed annexation of said territory to CFD No. 2019-1. At the hearing, the testimony of all interested persons for or against the annexation of the territory or the levying of the special taxes will be heard. If and to the extent participation in the January 18, 2023, meeting must occur by teleconference, videoconference, or other electronic means authorized by the Ralph M. Brown Act or an Executive Order of the Governor of California, the means and methods for participating the meeting shall be posted on the Agenda for said meeting, which shall be posted at least 72 hours prior to the meeting on the City of San Bernardino (www.sbcity.org), and outside of the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410. A copy of the Agenda will be made available upon request to the San Bernardino City Clerk's office at 909-384-5002; and WHEREAS, written protests have not been filed by fifty percent (50%) or more of the registered voters residing within the CFD No 2019-1, or by fifty percent (50%) or more of the registered voters residing within the territory to be annexed, or by the owners of one-half (1/2) or more of the area within the CFD No. 2019-1, or by the owners of one-half (1/2) or more of the territory to be annexed; and WHEREAS, the Mayor and City Council has determined that there are fewer than twelve registered voters residing in the territory proposed to be annexed to the CFD No. 2019-1 and that the qualified electors in such territory are the landowners; and WHEREAS, on the basis of all of the foregoing, the City Council has determined at this time to call an election to authorize the annexation of territory to the CFD No. 2019-1 and the levying of a special tax as described in Exhibit A hereto; and WHEREAS, the City Council has received a written instrument from each landowner in the territory proposed to be annexed to the CFD No. 2019-1 consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election; and WHEREAS, the City Clerk has concurred in the election date set forth herein. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Conformation of Finding in Resolution of Intention. The City Council reconfirms all of its findings and determinations as set forth in the Resolution of Intention. SECTION 3.Findings Regarding Protests. The City Council finds and determines that written protests to the proposed annexation of territory to the CFD No. 2019-1 and the levy of the   Packet Pg. 517 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 3 of 6 1 8 6 7 special tax within such territory are insufficient in number and in amount under the Act, and the City Council hereby further orders and determines that all such protests are hereby overruled. SECTION 4.Findings Regarding Prior Proceedings. The City Council finds and determines that all prior proceedings had and taken by the City Council, with respect to the annexation of territory to CFD No. 2019-1, are valid and in conformity with the requirements of the Act. SECTION 5. Levy of Special Tax. As stated in the Resolution of Intention, except where funds are otherwise available, subject to the approval of the qualified electors of territory proposed to be annexed to CFD No. 2019-1, a special tax sufficient to pay the costs of the Services (including incidental expenses as described in the Resolution of Intention), secured by recordation of a continuing lien against all nonexempt real property in CFD No. 2019-1, will be levied annually in CFD No. 2019-1. The rate and method of apportionment, and manner of collection of the special tax are specified in Exhibit B hereto. SECTION 6. Apportionment of Tax. The special tax as apportioned to each parcel is based on the cost of making the Services available to each parcel, or other reasonable basis, and is not based on or upon the ownership of real property. SECTION 7. Tax Roll Preparation. The office of the Public Works Director, 201 North “E” Street, San Bernardino, California, 92401, is hereby designated as the office that will be responsible for annually preparing a current roll of special tax levy obligations by assessor’s parcel number and that will be responsible for estimating future special tax levies pursuant to Government Code section 53340.2. The Public Works Director may cause these functions to be performed by his or her deputies, assistants, or other designated agents. SECTION 8. Accountability Measures. Pursuant to Section 50075.1 of the California Government Code, the City shall create a separate account into which tax proceeds will be deposited; and the Public Works Director annually shall file a report with the City Council that will state (a) the amount of funds collected and expended and (b) the status of the Services financed in CFD No. 2019-1. SECTION 9. Special Election; Voting Procedures. The City Council hereby submits the questions of levying the special tax within the territory proposed to be annexed to the qualified electors, in accordance with and subject to the Act. The special election shall be held on January 18, 2023, and shall be conducted as follows: (a) Qualified Electors. The City Council hereby determines that the Services are necessary to meet increased demands placed upon the City as a result of development occurring within the boundaries of CFD No. 2019-1. Because fewer than twelve registered voters resided within the territory proposed to be annexed to CFD No. 2019-1 on October 21, 2022 (a date within the 90 days preceding the close of the public hearing on the territory proposed to be annexed to CFD No. 2019-1), the qualified electors shall be the landowners within territory proposed to be annexed, and each landowner who was the owner of record at the close of the hearing shall have one vote for each acre or portion of an acre of land that such landowner owns within the territory proposed to be annexed to CFD No. 2019-1.   Packet Pg. 518 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 4 of 6 1 8 6 7 (b) Consolidation of Elections; Combination of Propositions on Ballot. The election on the question of levying the special tax and establishing an appropriations limit for CFD No. 2019-1 shall be consolidated, and the two proportions shall be combined into a single ballot proposition for submission to the voters, as authorized by Government Code Section 53353.5. (c) Mail Ballot Election. Pursuant to Government Code section 53327.5, the election shall be conducted as a mail ballot election. The City Council hereby ratifies the City Clerk’s delivery of a ballot to each landowner within the territory proposed to be annexed to CFD No. 2019-1. The City Council hereby ratifies the form of the ballot, which is attached hereto as Exhibit C. (d) Return of Ballots. The City Clerk shall accept the ballots of the landowners up to 7:00 p.m. on January 18, 2023. The City Clerk shall have available ballots that may be marked at the City Clerk’s office on the election day by voters. Once all qualified electors have voted, the City Clerk may close the election. (e) Canvass of Election. The City Clerk shall commence the canvass of the returns of the special election as soon as the election is closed (on January 18, 2023, or when all qualified electors have voted) at the City Clerk’s office. At the conclusion of the canvass, the City Clerk shall declare the results of the election. (f) Declaration of Results. The City Council shall declare the results of the special election following the completion of the canvass of the returns and shall cause to be inserted into its minutes a statement of the results of the special election as ascertained by the canvass of the returns. SECTION 10. Filing of Resolution and Map with City Clerk. The City Council hereby directs the City Clerk to file a copy of this resolution and the annexation map of the boundaries of CFD No. 2019-1 in her office. SECTION 11. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 12. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 13. Effective Date. This Resolution shall become effective immediately.   Packet Pg. 519 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 5 of 6 1 8 6 7 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of ____________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 520 Resolution No. 2023-008 Resolution No. 2023-008 January 18, 2023 Page 6 of 6 1 8 6 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 521 EXHIBIT A   DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 32 is currently comprised of ten (10) parcels, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Numbers (APNs). APN Owner Name 0266-021-17 S.B. Universal Self Storage LLC 0266-021-18 S.B. Universal Self Storage LLC 0266-021-27 S.B. Universal Self Storage LLC 0266-021-32 S.B. Universal Self Storage LLC 0266-021-33 S.B. Universal Self Storage LLC 0266-021-34 S.B. Universal Self Storage LLC 0266-021-38 S.B. Universal Self Storage LLC 0266-021-39 S.B. Universal Self Storage LLC 0266-021-40 S.B. Universal Self Storage LLC 0266-021-41 S.B. Universal Self Storage LLC       Packet Pg. 522 EXHIBIT B City of San Bernardino 1 Community Facilities District No. 2019-1 (Maintenance Services) RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO A Special Tax (the “Special Tax”) shall be levied on and collected from each Assessor’s Parcel (defined below) in Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1” or “CFD”; defined below), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2019, in an amount determined by the City Council of the City of San Bernardino, acting in its capacity as the legislative body of CFD No. 2019-1, by applying the rate and method of apportionment set forth below. All of the real property in CFD No. 2019-1, unless exempted by law or by the provisions herein, shall be taxed to the extent and in the manner provided herein. A. DEFINITIONS “Acre” or “Acreage” means the land area of an Assessor’s Parcel as shown on any Assessor’s Parcel Map, or if the land area is not shown on the Assessor’s Parcel Map, the land area as shown on the applicable Final Map, or if the area is not shown on the applicable Final Map, the land area shall be calculated by the Administrator. “Administrative Expenses” means the actual or reasonably estimated costs directly related to the formation, annexation, and administration of CFD No. 2019-1 including, but not limited to: the costs of computing the Special Taxes and preparing the annual Special Tax collection schedules (whether by the City or designee thereof or both); the costs to the City, CFD No. 2019-1, or any designee thereof associated with fulfilling the CFD No. 2019-1 disclosure requirements; the costs associated with responding to public inquiries regarding the Special Taxes; the costs of the City, CFD No. 2019-1 or any designee thereof related to an appeal of the Special Tax; and the City's annual administration fees including payment of a proportional share of salaries and benefits of any City employees and City overhead whose duties are related to the administration and third party expenses. Administrative Expenses shall also include amounts estimated or advanced by the City or CFD No. 2019-1 for any other administrative purposes of CFD No. 2019-1, including attorney's fees and other costs related to commencing and pursuing to completion any foreclosure of delinquent Special Taxes. “Administrator” means the City Manager of the City of San Bernardino, or his or her designee. “Approved Property” means all Assessor’s Parcels of Taxable Property that are included in a Final Map that was recorded prior to the March 1 preceding the Fiscal Year in which the Special Tax is being levied, and that have not been issued a building permit on or prior to the March 1 preceding the Fiscal year in which the special tax is being levied. “Assessor’s Parcel” means a lot or parcel of land that is identifiable by an Assessor’s Parcel Number by the County Assessor of the County of San Bernardino. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel Number. “Assessor’s Parcel Number” means that identification number assigned to a parcel by the County Assessor of the County.   Packet Pg. 523 City of San Bernardino 2 Community Facilities District No. 2019-1 (Maintenance Services) “Building Square Footage” or “BSF” means the floor area square footage reflected on the original construction building permit issued for construction of a building of Non-Residential Property and any Building Square Footage subsequently added to a building of such Taxable Property after issuance of a building permit for expansion or renovation of such building. “Calendar Year” means the period commencing January 1 of any year and ending the following December 31. “CFD” or “CFD No. 2019-1” means the City of San Bernardino Community Facilities District No. 2019- 1 (Maintenance Services). “City” means the City of San Bernardino. “Contingent Special Tax B Requirement” means that amount required in any Fiscal Year, if the POA is unable to maintain the Service(s) to: (i) pay the costs of Services incurred or otherwise payable in the Calendar Year commencing in such Fiscal Year; (ii) fund an operating reserve for the costs of Services as determined by the Administrator; less a credit for funds available to reduce the annual Special Tax B (Contingent) levy as determined by the Administrator. “County” means the County of San Bernardino. “Developed Property” means all Assessor’s Parcels of Taxable Property for which a building permit for new construction has been issued on or prior to March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Exempt Property” means all Assessors’ Parcels designated as being exempt from the Special Tax as provided for in Section G. “Final Map” means a subdivision of property by recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which building permits may be issued without further subdivision. “Fiscal Year” means the period from and including July 1st of any year to and including the following June 30th. “Land Use Category” or “LUC” means any of the categories contained in Section B hereof to which an Assessor’s Parcel is assigned consistent with the land use approvals that have been received or proposed for the Assessor’s Parcel as of March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Maximum Special Tax” means either Maximum Special Tax A and/or Maximum Special Tax B (Contingent), as applicable. “Maximum Special Tax A” means the Maximum Special Tax A, as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1.   Packet Pg. 524 City of San Bernardino 3 Community Facilities District No. 2019-1 (Maintenance Services) “Maximum Special Tax B (Contingent)” means the Maximum Special Tax B (Contingent), as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1. “Multi-Family Residential Property” means any Assessor’s Parcel of residential property that consists of a building or buildings comprised of attached Residential Units sharing at least one common wall with another unit. “Non-Residential Property” or “NR” means all Assessor's Parcels of Taxable Property for which a building permit(s) was issued for a non-residential use. The Administrator shall make the determination if an Assessor’s Parcel is Non-Residential Property. “Property Owner’s Association” or “POA” means the property owner’s association or homeowner’s association established to maintain certain landscaping within a Tax Zone. “Proportionately” means for Taxable Property that is: (i) Developed Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Developed Property with the same Tax Zone, (ii) Approved Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Approved Property with the same Tax Zone, and (iii) Undeveloped Property that the ratio of the actual Special Tax levy per acre to the Maximum Special Tax per acre is the same for all Parcels of Undeveloped Property with the same Tax Zone. “Residential Unit” or "RU" means a residential unit that is used or intended to be used as a domicile by one or more persons, as determined by the Administrator. “Residential Property” means all Assessor’s Parcels of Taxable Property upon which completed Residential Units have been constructed or for which building permits have been or may be issued for purposes of constructing one or more Residential Units. “Service(s)” means services permitted under the Mello-Roos Community Facilities Act of 1982 including, without limitation, those services authorized to be funded by CFD No. 2019-1 as set forth in the documents adopted by the City Council at the time the CFD was formed. “Single Family Residential Property” means any residential property other than Multi-Family Residential Property on an Assessor’s Parcel. “Special Tax(es)” means the Special Tax A and/or Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property. “Special Tax A” means the annual special tax to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Special Tax A Requirement. "Special Tax A Requirement" means for each Tax Zone, that amount to be collected in any Fiscal Year to pay for certain costs as required to meet the needs for such Tax Zone of CFD No. 2019-1 in both the current Fiscal Year and the next Fiscal Year. The costs to be covered shall be the direct costs for maintenance services including but not limited to (i) maintenance and lighting of parks, parkways, streets, roads and open space, (ii) maintenance and operation of water quality improvements, (iii) public street sweeping, (iv) fund an operating reserve for the costs of Services as determined by the Administrator, and (v) Administrative Expenses. Under no circumstances shall the Special Tax A Requirement include funds for Bonds.   Packet Pg. 525 City of San Bernardino 4 Community Facilities District No. 2019-1 (Maintenance Services) “Special Tax B (Contingent)” means the Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Contingent Special Tax B Requirement, if required. "Taxable Property" means all Assessor’s Parcels within CFD No. 2019-1, which are not Exempt Property. “Taxable Unit” means a Residential Unit, Building Square Footage, or an Acre. "Tax Zone" means a mutually exclusive geographic area, within which particular Special Tax rates may be levied pursuant to this Rate and Method of Apportionment of Special Tax. Appendix C identifies the Tax Zone in CFD No. 2019-1 at formation; additional Tax Zones may be created when property is annexed into the CFD. "Tax Zone 1" means the specific geographic area identified on the CFD Boundary Map as Tax Zone 1. "Tract(s)" means an area of land; i) within a subdivision identified by a particular tract number on a Final Map, ii) identified within a Parcel Map; or iii) identified within lot line adjustment approved for subdivision. “Undeveloped Property” means, for each Fiscal Year, all Taxable Property not classified as Developed Property or Approved Property. B. ASSIGNMENT TO LAND USE CATEGORIES For each Fiscal Year, all Assessor’s Parcels of Taxable Property within CFD No. 2019-1 shall be classified as Developed Property, Approved Property, or Undeveloped Property, and shall be subject to the levy of Special Taxes as determined pursuant to Sections C and D below. Assessor’s Parcels of Developed Property and Approved Property shall be classified as either Residential Property or Non-Residential Property. Residential Property shall be further classified as Single Family Residential Property or Multi-Family Residential Property and the number of Residential Units shall be determined by the Administrator. C. MAXIMUM SPECIAL TAX RATES For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Residential Property, all such Assessor’s Parcels shall be assigned the number of Residential Unit(s) constructed or to be constructed thereon as specified in or shown on the building permit(s) issued or Final Map as determined by the Administrator. For Parcels of undeveloped property zoned for development of single family attached or multi-family units, the number of Residential Units shall be determined by referencing the condominium plan, apartment plan, site plan or other development plan, or by assigning the maximum allowable units permitted based on the underlying zoning for the Parcel. Once a single family attached or multi-family building or buildings have been built on an Assessor's Parcel, the Administrator shall determine the actual number of Residential Units contained within the building or buildings, and the Special Tax A levied against the Parcel in the next Fiscal Year shall be calculated by multiplying the actual number of Residential Units by the Maximum Special Tax per Residential Unit identified for the Tract below or as included in Appendix A as each Annexation occurs. For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Non-Residential Property, all such Assessor’s   Packet Pg. 526 City of San Bernardino 5 Community Facilities District No. 2019-1 (Maintenance Services) Parcels shall be assigned the number of Building Square Footage or Acres as shown on the Final Map as determined by the Administrator. Once the Administrator determines the actual number of Building Square Footage or Acres for the Assessor’s Parcels, the Special Tax A levied against the Assessor’s Parcel in the next Fiscal Year shall be calculated by multiplying the number of Building Square Footage or Acres by the Maximum Special Tax per Taxable Unit identified for the Tax Zone below or as included in Appendix A as each Annexation occurs. 1. Special Tax A a. Developed Property (i) Maximum Special Tax A The Maximum Special Tax A for each Assessor’s Parcel of Developed Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zones annexed and included in Appendix A. The Maximum Special Tax A for Developed Property for Fiscal Year 2019-2020 within Tax Zone 1 is identified in Table 1 below: TABLE 1 MAXIMUM SPECIAL TAX A RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential Property RU $961 (ii) Increase in the Maximum Special Tax A On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax A that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax A that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax A for each Assessor’s Parcel of Approved Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Approved property Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 2 below:   Packet Pg. 527 City of San Bernardino 6 Community Facilities District No. 2019-1 (Maintenance Services) TABLE 2 MAXIMUM SPECIAL TAX A RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential RU $961 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax A for each Assessor’s Parcel of Undeveloped Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Undeveloped Property for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 3 below: TABLE 3 MAXIMUM SPECIAL TAX A RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax A 1 TR 17170 Acre $4,338 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. 2. Special Tax B (Contingent) The City Council shall levy Special Tax B (Contingent) only in the event the POA defaults in its obligation to maintain the Contingent Services, which default shall be deemed to have occurred, as determined by the Administrator, in each of the following circumstances: (a) The POA files for bankruptcy; (b) The POA is dissolved; (c) The POA ceases to levy annual assessments for the Contingent Services; or (d) The POA fails to provide the Contingent Services at the same level as the City provides similar services and maintains similar improvements throughout the City and within ninety (90) days after written notice from the City, or such longer period permitted by the City Manager, fails to remedy the deficiency to the reasonable satisfaction of the City Council. a. Developed Property (i) Maximum Special Tax B (Contingent)   Packet Pg. 528 City of San Bernardino 7 Community Facilities District No. 2019-1 (Maintenance Services) The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 4 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for each Tax Zones annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 4 below: TABLE 4 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 (ii) Increase in the Maximum Special Tax B (Contingent) On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax B (Contingent) that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax B (Contingent) that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 5 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 5 below: TABLE 5 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for   Packet Pg. 529 City of San Bernardino 8 Community Facilities District No. 2019-1 (Maintenance Services) Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 6 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 6 below: TABLE 6 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Acre $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. D. METHOD OF APPORTIONMENT OF ANNUAL SPECIAL TAX 1. Special Tax A Commencing with Fiscal Year 2019-20 and for each following Fiscal Year, the Council shall determine the Special Tax A Requirement and shall levy the Special Tax A on all Assessor’s Parcels of Taxable Property until the aggregate amount of Special Tax A equals the Special Tax A Requirement for each Tax Zone. The Special Tax A shall be levied for each Fiscal Year as follows: First: The Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Developed Property within each Tax Zone up to 100% of the applicable Maximum Special Tax to satisfy the Special Tax A Requirement for such Tax Zone; Second: If additional moneys are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first step has been completed, the Special Tax A shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax A for Approved Property; Third: If additional monies are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first two steps has been completed, the Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax A for Undeveloped Property. 2. Special Tax B (Contingent) Commencing with Fiscal Year in which Special Tax B (Contingent) is authorized to be levied and for each following Fiscal Year, the City Council shall determine the Contingent Special Tax B (Contingent) Requirement for each Tax Zone, if any, and shall levy the Special Tax on all Assessor’s Parcels of   Packet Pg. 530 City of San Bernardino 9 Community Facilities District No. 2019-1 (Maintenance Services) Taxable Property within such Tax Zone until the aggregate amount of Special Tax B (Contingent) equals the Special Tax B ( Contingent) Requirement for such Tax Zone. The Special Tax B (Contingent) Shall be levied for each Fiscal Year as follows: First: The Special Tax shall be levied Proportionately on all Assessor’s Parcels of Developed Property for a Tax Zone up to 100% of the applicable Maximum Special Tax B (Contingent) to satisfy the Contingent Special Tax B Requirement; Second: If additional moneys are needed to satisfy the Contingent Special Tax B Requirement after the first step has been completed, the Special Tax B (Contingent) shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Approved Property; Third: If additional monies are needed to satisfy the Contingent Special Tax B Requirement after the first two steps has been completed, the Special Tax B (Contingent) shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Undeveloped Property. E. FUTURE ANNEXATIONS It is anticipated that additional properties will be annexed to CFD No. 2019-1 from time to time. As each annexation is proposed, an analysis will be prepared to determine the annual cost for providing Services. Based on this analysis, the property to be annexed, pursuant to California Government Code section 53339 et seq. will be assigned to the appropriate Maximum Special Tax rate for the Tax Zone when annexed and included in Appendix A. F. DURATION OF SPECIAL TAX For each Fiscal Year, the Special Tax A shall be levied as long as the Services are being provided. For each Fiscal Year, the Special Tax B (Contingent) shall be levied as long as the Contingent Services are being provided. G. EXEMPTIONS The City shall classify as Exempt Property within CFD No. 2019-1, any Assessor’s Parcels; (i) which are owned by, irrevocably offered for dedication, encumbered by or restricted in use by any public entity; (ii) with public or utility easements making impractical their utilization for other than the purposes set forth in the easement; (iii) which are privately owned but are encumbered by or restricted solely for public uses; or (iv) which is in use in the performance of a public function as determined by the Administrator. H. APPEALS Any property owner claiming that the amount or application of the Special Taxes are not correct may file a written notice of appeal with the City not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2019-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).   Packet Pg. 531 City of San Bernardino 10 Community Facilities District No. 2019-1 (Maintenance Services) I. MANNER OF COLLECTION The Special Tax shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2019-1 may collect the Special Tax at a different time or in a different manner if necessary to meet its financial obligations.   Packet Pg. 532 City of San Bernardino 11 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) COST ESTIMATE Special Tax A Services - The estimate breaks down the costs of providing one year's maintenance services for Fiscal Year 2022-23. These services are being funded by the levy of Special Tax A for Community Facilities District No. 2019-1. TAX ZONE 33 PM 3613, 4230 & 4250 Item Description Estimated Cost 1 Lighting $3,900 2 Streets $3,508 3 Reserves $585 4 Admin $1,000 Total $8,993 Special Tax B Contingent Services – The estimate in the table below breaks down the costs of providing one year’s contingent maintenance services for Fiscal Year 2022-23. If necessary, these services will be funded by the levy of Special Tax B (Contingent) for Community Facilities District No. 2019-1 Tax Zone 33. TAX ZONE 33 (CONTINGENT SERVICES) PM 3613, 4230 & 4250 Item Description Estimated Cost 1 Streets $533 2 Admin $1,000 Total $1,533 TAX ZONE 33 FY 2022-23 MAXIMUM SPECIAL TAX RATES DEVELOPED PROPERTY AND APPROVED PROPERTY Land Use Category Taxable Unit Maximum Special Tax A Maximum Special Tax B Non-Residential Property Acre $1,094 $186   Packet Pg. 533 City of San Bernardino 12 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE 33 FY 2022-23 MAXIMUM SPECIAL TAX RATES UNDEVELOPED PROPERTY Taxable Unit Maximum Special Tax A Maximum Special Tax B Acre $1,094 $186   Packet Pg. 534 City of San Bernardino 13 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE SUMMARY Annexation Tax Zone Tract APN Fiscal Year Maximum Special Tax A Maximum Special Tax B Subdivider Original 1 17170 2019-20 $961 / RU $0 / RU Santiago Communities, Inc. 1 2 17329 2019-20 $473 / RU $0 / RU JEC Enterprises, Inc. 2 3 PM 19814 2020-21 $608 / Acre $0 / Acre GWS #4 Development, LLC 3 4 0266-041-39 2019-20 $1,136 / Acre $0 / Acre Devore Storage Facility, LLC 4 5 TR 20006 2020-21 $344 / RU $57 / RU TH Rancho Palma, LLC 5 6 PM 19701 2020-21 $1,895 / Acre $528 / Acre Strata Palma, LLC 6 7 PM 20112 2020-21 $3,197 / Acre $0 / Acre San Bernardino Medical Center LLC 7 8 TR 20293 2021-22 $2,913 / Acre $334 / Acre ICO Fund VI, LLC 8 9 LM 2019-021 2021-22 $815 / Acre $232 / Acre TR 2600 Cajon Industrial LLC 9 10 TR 20189 2021-22 $490 / Acre $154 / Acre Central Commerce Center, LLC 10 11 LD 1900086 2021-22 $1,472 / Acre $0 / Acre Lankershim Industrial, LLC 11 12 TR 20305 2022-23 $175 / Acre $0 / Acre Prologis, LP 12 13 LLA 2020-004 2022-23 $1,169 / Acre $0 / Acre Dreamland Real Estate Holdings 13 14 TR 5907 2022-23 $2,268 / Acre $0 / Acre Magic Laundry Services, Inc. 14 15 0136-191-21 2022-23 $5,277 / Acre $0 / Acre Ahmad Family Trust 15 16 TR 20216 2022-23 $7,089 / Acre $0 / Acre Gateway SB, LLC 16 17 TR 20145 2022-23 $646 / RU $0 / RU RCH-CWI Belmont, LP 17 18 CUP 20-07 2022-23 $7,433 / Acre $0 / Acre George A. Pearson 18 19 TR 20258 2022-23 $588 / RU $0 / RU RGC Family Trust 19 20 LM 21-10 2022-23 $5,284 / Acre $0 / Acre 170 East 40th Street, LLC 20 21 LM 22-04 2022-23 $6,397 / Acre $0 / Acre 108 Highland, LP 21 22 LM 2021-013 2022-23 $807 / Acre $0 / Acre SBABP IV, LLC 22 23 TR 4592 2022-23 $847 / Acre $320 / Acre 1300 E Highland Ave LLC 23 24 LLA 2020-005 2022-23 $1,385 / Acre $978 / Acre Vone SB, LLC 24 25 TR 20494 2022-23 $174 / RU $17 / RU PI Properties, LLC 25 26 TR 20495 2022-23 $204 / RU $45 / RU Pacific West Company, et al. 26 To Be Determined 27 28 PM 20320 2022-23 $1,851 / Acre $292 / Acre SB Drake Central Avenue LLC 28 29 TR 17329 2023-24 $347 / RU $0 / RU Verdemont Ranch 20, LLC 29 30 LL 2022-11 2022-23 $922 / Acre $372 / Acre CIVF VI – CA1W01, LLC 30 31 PM 20143 2022-23 $2,957 / Acre $1,855 / Acre California Cajun Properties LLC 31 32 PM 20334 2023-24 $358 / Acre $94 / Acre Elliott Precision Block Co. 32 33 PM 3613, 4230 & 4250 2022-23 $1,094 / Acre $186 / Acre S.B. Universal Self Storage LLC   Packet Pg. 535 City of San Bernardino 14 Community Facilities District No. 2019-1 (Maintenance Services) ESCALATION OF MAXIMUM SPECIAL TAXES On each July 1, commencing on July 1, 2020 the Maximum Special Tax shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater.   Packet Pg. 536 City of San Bernardino 15 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX B CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1; and In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in the Rate and Method of Apportionment. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 537 City of San Bernardino 16 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX C CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) PROPOSED BOUNDARIES AND POTENTIAL ANNEXATION AREA BOUNDARIES   Packet Pg. 538 0266-021-400266-021-410266-021-270266-021-330266-021-340266-021-390266-021-380266-021-320266-021-170266-021-18PALM AVECAJON BLVDLITTLELEAGUEDRKENDALL DR£¤66§¨¦215ANNEXATION MAP NO. 32COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES)CITY OF SAN BERNARDINOCOUNTY OF SAN BERNARDINO, STATE OF CALIFORNIASHEET 1 OF 1 SHEETTHIS MAP SHOWS THE BOUNDARIES OF AREAS TO BEANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES), OF THE CITY OF SANBERNARDINO, COUNTY OF SAN BERNARDINO, STATE OFCALIFORNIA. THE BOUNDARIES OF WHICH COMMUNITY FACILITIESDISTRICT ARE SHOWN AND DESCRIBED ON THE MAPTHEREOF WHICH WAS PREVIOUSLY RECORDED ONJUNE 6, 2019 IN BOOK 88 OF MAPS OF ASSESSMENTAND COMMUNITY FACILITIES DISTRICT AT PAGE 32 ANDAS INSTRUMENT NO. 2019-0185323 IN THE OFFICE OF THECOUNTY RECORDER OF THE COUNTY OF SAN BERNARDINO,STATE OF CALIFORNIA. I HEREBY CERTIFY THAT THE WITHIN MAP SHOWING PROPOSEDBOUNDARIES OF COMMUNITY FACILITIES DISTRICT 2019-1(MAINTENANCE SERVICES) FOR THE CITY OF SAN BERNARDINO,COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, WASAPPROVED BY THE CITY COUNCIL OF THE CITY OF SANBERNARDINO AT A REGULAR MEETING THEREOF, HELDON THE ____ DAY OF ____________________, 20 ____. BY ITS RESOLUTION NO. ____________________ _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO FILED IN THE OFFICE OF THE CITY CLERK THIS _____ DAY OF________, 20 ____. _________________________________________ CITY CLERK, CITY OF SAN BERNARDINO CFD 2019-1TAX ZONE 33^_·|}þ138§¨¦15£¤66·|}þ18·|}þ210§¨¦215£¤66THIS ANNEXATION MAP CORRECTY SHOWS THE LOT ORPARCEL OF LAND INCLUDED WITHIN THE BOUNDARIES OFTHE COMMUNITY FACILITIES DISTRICT. FOR DETAILSCONCERNING THE LINES AND DIMENSIONS OF LOTS ORPARCEL REFER TO THE COUNTY ASSESSOR MAPS FORFISCAL YEAR 2022-23. -LEGEND ANNEXATION AREA BOUNDARYPARCEL LINECITY BOUNDARYXXXX-XXX-XX ASSESSOR PARCEL NUMBER (APN) 33 TAX ZONE 33THIS MAP WAS FILED UNDER DOCUMENT NUMBER_____________, THIS _______ DAY OF _______, 20 ____,AT _____ M. IN BOOK _____ OF ______________ AT PAGE ____,AT THE REQUEST OF CITY OF SAN BERNARDINO IN THE AMOUNTOF $_____________. CHRIS WILHITE ASSESSOR-RECORDER SAN BERNARDINO COUNTY BY:________________________________ DEPUTY RECORDER SAN BERNARDINO COUNTY RECORDER'S CERTIFICATE   Packet Pg. 539   Packet Pg. 540 EXHIBIT C CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 32 (January 18, 2023) This ballot is for the use of the authorized representative of the following owner of land within Community Facilities District No. 2019-1 (Maintenance Services) (“CFD No. 2019-1”) of the City of San Bernardino: Name of Landowner Number of Acres Owned Total Votes S.B. Universal Self Storage LLC 8.22 9 According to the provisions of the Mello-Roos Community Facilities Act of 1982, and resolutions of the City Council (the “Council”) of the City of San Bernardino (the “City”), the above-named landowner is entitled to cast the number of votes shown above under the heading “Total Votes,” representing the total votes for the property owned by said landowner. The City has sent the enclosed ballot to you so that you may vote on whether or not to approve the special tax. This special tax ballot is for the use of the property owner of the parcels identified below, which parcels are located within the territory proposed to form the CFD No. 2019-1, City of San Bernardino, County of San Bernardino, State of California. Please advise the City Clerk, at (909) 384-5002 if the name set forth below is incorrect or if you are no longer one of the owners of these parcels. This special tax ballot may be used to express either support for or opposition to the proposed special tax. To be counted, this special tax ballot must be signed below by the owner or, if the owner is not an individual, by an authorized representative of the owner. The ballot must then be delivered to the City Clerk, either by mail or in person, as follows: Mail Delivery: If by mail, place ballot in the return envelope provided, and mail no later than January 4, 2023, two calendar weeks prior to the date set for the election. Mailing later than this deadline creates the risk that the special tax ballot may not be received in time to be counted. Personal Delivery: If in person, deliver to the City Clerk at any time up to 7:00 p.m. on January 18, 2023, at the Clerk’s office at 201 N. “E” Street, Bldg A, City of San Bernardino, CA 92401. However delivered, this ballot must be received by the Clerk prior to the close of the public meeting on January 18, 2023. Very truly yours, Genoveva Rocha, CMC, City Clerk   Packet Pg. 541 TO CAST THIS BALLOT, PLEASE RETURN THIS ENTIRE PAGE. OFFICIAL SPECIAL TAX BALLOT Name & Address of Property Owner: Assessor’s Parcel Number(s): S.B. Universal Self Storage LLC Attn: Ashutosh Kadakia 8815 Research Drive Irvine, CA 92618 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, -41 CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) AN “X” OR OTHER MARK WILL CAST ALL VOTES ASSIGNED TO THIS BALLOT SPECIAL TAX BALLOT MEASURE MARK “YES” OR “NO” WITH AN “X”: Shall the City Council of the City of San Bernardino be authorized to levy a special tax on an annual basis at the rates and apportioned as described in Exhibit C to the Resolution Declaring its Intention to Annex territory to Community Facilities District No. 2019-1 (Maintenance Services) adopted by the City Council on December 7, 2022 (the “Resolution”), which is incorporated herein by this reference, within the territory identified on the map entitled “Annexation Map No. 32 of Community Facilities District No. 2019-1 (Maintenance Services) City of San Bernardino” to finance certain services as set forth in Section 4 to the Resolution (including incidental expenses), and shall an appropriation limit be established for the Community Facilities District No. 2019-1 (Maintenance Services) in the amount of special taxes collected? YES _________ NO _________ Certification for Special Election Ballot The undersigned is an authorized representative of the above-named landowner and is the person legally authorized and entitled to cast this ballot on behalf of the above-named landowner. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 20__. Signature Print Name Title Ashutosh Kadakia Managing Principal   Packet Pg. 542 Resolution No. 2023-009 Resolution No. 2023-009 January 18, 2023 Page 1 of 3 1 8 7 1 RESOLUTION NO. 2023-009 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA DECLARING ELECTION RESULTS FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 32) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore conducted proceedings for the area proposed to be annexed to Community Facilities District No. 2019-1 (Maintenance Services) (the "CFD No. 2019-1") of the City of San Bernardino, including conducting a public hearing pursuant to Section 53339.5 of the Government Code; and WHEREAS, at the conclusion of said public hearing, the Mayor and City Council adopted a Resolution No. 2023-008 calling a special election for January 18, 2023, and submitting to the qualified electors of the territory to be annexed to the CFD No. 2019-1 the question of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City as a result of the development of said real property as provided in the form of special election ballot; and WHEREAS, a Certificate of Election Results, attached thereto as Exhibit A, dated January 18, 2023, executed by the City Clerk (or, in the absence of the City Clerk, the Acting City Clerk – in either case, the “Clerk”), has been filed with this Council, certifying that a completed ballot has been returned to the Clerk for each landowner-voter(s) eligible to cast a ballot in said special election, with all votes cast as “Yes” votes in favor of the ballot measure, and further certifying on said basis that the special mailed-ballot election was closed; and WHEREAS, this Council has received, reviewed and hereby accepts the Clerk’s Certificate of Election Results and wishes by this resolution to declare the results of the special mailed-ballot election. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Ballot Measure. This Council hereby finds, determines and declares that the ballot measure submitted to the qualified electors of the territory to be annexed to CFD No. 2019-1 has been passed and approved by those qualified electors in accordance with Sections 53328 and 53329 of the Government Code. SECTION 3.Annexation. This Council hereby finds, determines and declares that pursuant to Section 53339.8 of the Government Code, the Mayor and City Council is authorized to determine that the territory to be annexed has been added to and become a part of the CFD No. 2019-1 with full legal effect, and the Mayor and City Council is also authorized, pursuant to said   Packet Pg. 543 Resolution No. 2023-009 Resolution No. 2023-009 January 18, 2023 Page 2 of 3 1 8 7 1 Section 53339.8, to annually levy special taxes within the territory to be annexed to pay the costs of the services to be provided by the CFD No. 2019-1 as specified in Resolution No. 2022-266 adopted by the Mayor and City Council on December 7, 2022. The boundaries of the territory annexed are shown on the map entitled, "Annexation Map No. 32 Community Facilities District No. 2019-1 (Maintenance Services)" a copy of which was recorded, on December 8, 2022, at 1:17 p.m. in Book 90 of Maps of Assessment and Community Facilities Districts at Page 88, in the office of the San Bernardino County Recorder. SECTION 4.Notice of Special Tax Lien. Pursuant to Section 53339.8 of the Government Code and Section 3117.5 of the Streets and Highways Code, the City Clerk shall cause to be filed with the County Recorder of the County of San Bernardino an amendment of the notice of special tax lien and a map of the amended boundaries of the CFD No. 2019-1 including the annexed territory. SECTION 5. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 544 Resolution No. 2023-009 Resolution No. 2023-009 January 18, 2023 Page 3 of 3 1 8 7 1 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 545 EXHIBIT A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 32 CERTIFICATE OF ELECTION RESULTS I, the undersigned, being the City Clerk or the Acting City Clerk, as the case may be, hereby certify: In connection with the special mailed-ballot election called by the City Council (the “City Council”) of the City of San Bernardino (the “City”) on this same date in the proceedings of the City Council for the annexation of territory to the above-entitled community facilities district, I personally received (a) a signed and dated waiver and consent form and (b) a signed, dated and marked election ballot(s) on behalf of the owner(s) listed below, the entity named as the sole landowner of the land within the boundary of the above-entitled community facilities district in the Certificate Regarding Registered Voters and Landowners, dated November 30, 2022, and on file in the office of the City Clerk of the City in connection with the City Council actions on that date. Copies of the completed waiver and consent form and the completed ballot received by me and on file in my office are attached hereto. Following such receipt, I have personally, and in the presence of all persons present, reviewed the ballot to confirm that it is properly marked and signed, and I hereby certify the result of that count to be that the ballot was cast in favor of the measure. Based upon the foregoing, all votes that were cast having been cast “Yes”, in favor of the ballot measure, the measure has therefore passed. Landowner Qualified Landowner Votes Votes Cast YES NO S.B. Universal Self Storage LLC 9 9 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 2023. Genoveva Rocha, CMC City Clerk City of San Bernardino By: (Attach completed copies of Waiver/Consent and Ballot)   Packet Pg. 546 Ordinance No. MC-1611 1 1 8 7 6 ORDINANCE NO. MC-1611 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on January 18, 2023, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 547 Ordinance No. MC-1611 2 1 8 7 6 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately, following adoption of this ordinance, transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023. Helen Tran, Mayor City of San Bernardino   Packet Pg. 548 Ordinance No. MC-1611 3 1 8 7 6 Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 549 Ordinance No. MC-1611 4 1 8 7 6 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2023. Ordinance No. MC-____ was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 550 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 551 EXHIBIT B COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) SPECIAL TAX FISCAL YEAR 2022-23 (Effective as of February 1, 2023) ASSESSOR'S PARCEL NUMBERS Annexation Owner Assessor's Parcel Numbers Original Formation Cauffman Family Trust 4/20/98 0142-811-01 thru -13 and 0142-811-14 Cauffman Family Trust 5/4/11 0142-041-52 1 17329, LLC 0261-031-10, -13, 0261-771-01 thru -29 and 0348-111-52 2 GWS #4 Development, LLC 0141-431-24 3 Devore Storage Facility, LLC 0266-041-39 4 TH Rancho Palma, LLC 0261-761-01 thru -65 and 0261-762-01 thru -72 5 Strata Palma, LLC 0261-182-41 6 San Bernardino Medical Center, LLC 0147-114-20 and -21 7 ICO Fund VI, LLC 0281-441-01 thru -56 and 0281-442-01 thru -55 8 TR 2600 Cajon Industrial LLC 0148-122-04 9 Central Commerce Center, LLC 0280-151-29 10 Lankershim Industrial, LP 1192-311-01 11 Prologis, LP 0137-011-01, -31, 0137-051-27, 0137-052-46, 0274-011-11, -12, - 34, -35, -42, -43 12 Dreamland Real Estate Holdings 0281-061-35 13 Magic Laundry Services, Inc. 0141-282-05 and -06 14 Ahmad Family Trust 0136-191-21 15 Gateway SB, LLC 0134-054-33, -40, -44 16 RCH-CWI Belmont, LP 0261-712-01 thru -16 17 George A. Pearson 0142-212-18 18 RGC Family Trust 0142-325-04 19 170 East 40th Street, LLC 0154-242-22 and -23 20 108 Highland, LP 0150-221-78 21 SBABP IV, LLC 0136-371-36, -37, -40, -43 22 1300 E Highland Ave LLC 0150-471-04, -05, -06, -07, -08 23 Vone SB, LLC 0272-161-17 and -18 24 PI Properties, LLC 0143-191-59 25 Pacific West Company, Chenmei Cheng, Ann C. Lau, and Hanhsing Li 0285-211-05, -21, -22, -23, -25   Packet Pg. 552 Annexation Owner Assessor's Parcel Numbers 26 To Be Determined 27 SB Drake Central Avenue, LLC 0280-032-07 thru -11, -13, -14, - 15, -37 and -38 28 Verdemont Ranch 20, LLC 0348-111-51 29 CIVF VI – CA1W01, LLC 0280-051-11, -12, -15 30 California Cajun Properties LLC 0261-182-43 31 Elliott Precision Clock Co. 0142-211-29 32 S.B. Universal Self Storage LLC 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, -41   Packet Pg. 553 PETITION TO THE CITY COUNCIL OF THE CITY OF SAN BERNARDINO REQUESTING ANNEXING TERRITORY INTO A COMMUNITY FACILITIES DISTRICT NO. 2019-1 OF THE CITY OF SAN BERNARDINO AND A WAIVER WITH RESPECTS TO CERTAIN PROCEDURAL MATTERS UNDER THE MELLO-ROOS COMMUNITY FACILITIES ACT OF 1982 AND CONSENTING TO THE LEVY OF SPECIAL TAXES THEREON TO PAY THE COSTS OF SERVICES TO BE PROVIDED BY THE COMMUNITY FACILITIES DISTRICT 1.The undersigned requests that the City Council of the City of San Bernardino, initiate and conduct proceedings pursuant to the Mello-Roos Community Facilities Act of 1982 (the "Act") {Government Code Section 53311 et seq.), to annex territory into Community Facilities District No. 2019-1 {Maintenance Services) {the "Community Facilities District") of the property described below and consents to the annual levy of special taxes on such property to pay the costs of services to be provided by the community facilities district. 2.The undersigned requests that the community facilities district provide any services that are permitted under the Act including, but not limited to, all necessary service, operations, administration and maintenance required to keep the landscape lighting, street lighting, traffic signals, flood control facilities, ground cover, shrubs, plants and trees, irrigation systems, graffiti removal, sidewalks and masonry walls, fencing entry monuments, tot lot equipment and associated appurtenant facilities within the district in a healthy, vigorous and satisfactory working condition. 3.The undersigned hereby certifies that as of the date indicated opposite its signature, it is the owner of all the property within the proposed boundaries of the Community Facilities District as described in Exhibit A hereto and as shown on the map Exhibit B hereto. 4.The undersigned requests that a special election be held under the Act to authorize the special taxes for the proposed community facilities district. The undersigned waives any requirement for the mailing of the ballot for the special election and expressly agrees that said election may be conducted by mailed or hand-delivered ballot to be returned as quickly as possible to the designated election official, being the office of the City Clerk and the undersigned request that the results of said election be canvassed and reported to the City Council at the same meeting of the City Council as the public hearing on the creation of the Community Facilities District or at the next available meeting. 5.Pursuant to Sections 53326(a) and 53327(b) of the Act, the undersigned expressly waives all applicable waiting periods for the election and waives the requirement for analysis and arguments relating to the special election, and consents to not having such materials provided to the landowner in the ballot packet, and expressly waives any requirements as to the form of the ballot. The undersigned expressly waives all notice requirements relating to hearings and special elections (except for published notices required by the Act), and whether such requirements are found in the California Elections Code, the California Government Code or other laws or procedures, including but not limited to any notice provided for by compliance with the provisions of Section 4101 of the California Elections Code. 6.The undersigned hereby consents to and expressly waives any and all claims based on any irregularity, error, mistake or departure from the provisions of the Act or other laws of the State and any and all laws and requirements incorporated therein, and no step or action in any proceeding relative to annexing territory into Community Facilities District No. 2019-1 of the portion of the incorporated area of the   Packet Pg. 554   Packet Pg. 555   Packet Pg. 556   Packet Pg. 557   Packet Pg. 558   Packet Pg. 559   Packet Pg. 560   Packet Pg. 561   Packet Pg. 562   Packet Pg. 563 Public Hearing CFD No. 2019-1 Annexation No. 32: PM 3613, 4230 & 4250 (S.B. Universal Self Storage, LLC) Presented by Daniel Hernandez Agency Director of Public Works, Operations, and Maintenance   Packet Pg. 564 Public Hearing on CFD 2019-1 Annexation No. 32 Recommended Action 1. City Council initiate annexation of territory to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) ("CFD No. 2019-1" or "CFD") by taking the following actions: a. Hold public hearing, b. Adopt a Resolution calling the election, c. Hold a special landowner election and canvass the election, d. Adopt a Resolution declaring results of special landowner election; and 2. Upon approval of the preceding resolutions, Introduce, read by title only, and waive further reading of Ordinance No. MC-____ amending Ordinance No MC-1522 and levying and apportioning the special tax in CFD No. 2019-1 (as it now exists and will exist in the future); and 3. Schedule the adoption of the Amended Ordinance for February 1, 2023.   Packet Pg. 565 Public Hearing on CFD 2019-1 Annexation No. 32 Discussion •The Property Owners, S.B. Universal Self Storage LLC, has requested the City assist them in annexing territory into CFD No. 2019-1 to cover the costs associated with the maintenance of Public Improvements. •The area proposed within Annexation No. 32 includes ten (10) parcels, APNs 0266-021-17, -18, -27, -32, -33, -34, -38, -39, -40, and -41. •On December 7, 2022, the City Council adopted Resolution No. 2022-266, a Resolution of Intention to annex these properties into CFD No. 2019-1 and hold a Public Hearing on January 18, 2023. The property owner consented to waiving certain time restriction and conduct the election the same night.   Packet Pg. 566 Public Hearing on CFD 2019-1 Annexation No. 32 Discussion (Cont.) •The proposed maximum annual tax of $1,094 per acre for Special Tax A will be included in CFD No. 2019-1 as Tax Zone 33. •The maximum annual tax is proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%.   Packet Pg. 567 Public Hearing on CFD 2019-1 Annexation No. 32 Discussion (Cont.) •The services, which may be funded with proceeds of the special tax include: •All costs attributable to Maintenance of median landscaping and other public improvements installed within the public rights-of-way •Public lighting including street lights and traffic signals, •Maintenance of streets, including pavement management, and street sweeping, •Maintenance and operation of water quality improvements including storm drainage and flood protection facilities •In addition to the costs of the forgoing services, proceeds of the special tax may be expended to pay administrative expenses and for the collection of reserve funds.   Packet Pg. 568 Project Location   Packet Pg. 569 Public Hearing on CFD 2019-1 Annexation No. 32 Fiscal Impact •It is anticipated that at build-out, the total Special Tax revenues to pay for maintenance costs will be approximately $8,993. All costs associated with the annexation is borne by the Developer. There is no fiscal impact to the City’s General Fund.   Packet Pg. 570 Questions?   Packet Pg. 571 R E D SKY AVE PALM AVECAJO N BLVD WASHINGTON ST IRVINGTON AVE LITTLE LEAGUE DR KENDALL DR IN D USTRIAL P K W Y £¤66 §¨¦215 ^_ ·|}þ18 WATERMAN AVE28TH ST PARKDALE DR 34TH ST KENDALLDR PALM AVEBELMONT AVE OHIO AVE WALNUT AVECAMBRIDGE AVEMEYERS RD CAJO N BLVD ·|}þ259 £¤66 ·|}þ210 §¨¦15 §¨¦215 £¤66 CFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 32 PROJECT MAP   Packet Pg. 572 9 2 3 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Genoveva Rocha, City Clerk Department:Office of the City Clerk Subject:Approving the Revised City-Wide Records Retention Policy and Schedules Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, adopt Resolution No. 2023-010, establishing a revised Records Retention Policy and Schedules. Background The City Clerk’s office, in conjunction with all City departments, is currently upgrading the City’s records management program, including its records retention policies. Gladwell Governmental Services, Inc., an expert in local government records, was selected as the consultant to upgrade its records management program. An upgrade in the existing program was necessary to provide clear direction for staff, increase transparency, reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law. The revised policy outlines an updated, more streamlined process for destruction of records, and reiterates the importance of adherence to the records retention schedules. Discussion The upgrade of the current records management systems was driven by many factors, including: •The City produces and manages many permanent records. •Many departments are filing and storing copies of the same records and/or non- records. •There is very limited space in City facilities. •Escalating records storage expenses.   Packet Pg. 573 9 2 3 •Recent technology advancements have allowed for streamlined records retention and destruction. •Changes in law necessitate a regular review and update of policies and procedures. •Reiteration of the significance of proper record keeping and destruction within departments. •The desire to streamline and better categorize the Records Retention Schedule. The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all obsolete records managed by the City. The retention periods in the attached Records Retention Policy (Attachment 2) and Schedules (Attachment 3) are in compliance with all laws and are standard business practice for California cities. The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City will realize significant savings in labor costs, storage costs, free storage space, and operational efficiencies. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 3 of the Resolution. This procedure is also outlined in the Records Retention Policy. It is also standard business practice for California cities to authorize certain updates to the retention schedule without further action of the City Council, which is provided in Section 4 of the Resolution. 2021-2025 Strategic Targets and Goals Adopting Resolution 2023-010 aligns with Key Target No. 2 (d): Focused, Aligned Leadership and Unified Community - Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness. Fiscal Impact There is no fiscal impact in adopting the resolution establishing a revised records retention policy and schedule. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, adopt Resolution No. 2023-010, establishing a revised Records Retention Policy and Schedules.   Packet Pg. 574 9 2 3 Attachments Attachment 1 Resolution No. 2023-010 Adopting a Records Retention Policy and Schedule and Authorizing Destruction of Certain City Records Attachment 2 Resolution No. 2023-010 Exhibit A - Records Retention Policy Attachment 3 Records Retention Schedules Attachment 4 Request for Destruction of Obsolete Records Ward: All Wards Synopsis of Previous Council Actions: October 3, 2018 The Mayor and City Council adopted Resolution 2018-278, Records Retention and Destruction Policy and Schedule   Packet Pg. 575 Resolution No. 2023-010 Resolution 2023-010 January 18, 2023 Page 1 of 3 1 6 9 4 RESOLUTION NO. 2023-010 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, REPEALING RESOLUTION 2018-278 AND ADOPTING A RECORDS RETENTION POLICY AND SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the City of San Bernardino is in the process of updating its records management program, including its records retention policy; and WHEREAS, the records retention policy and schedule adopted in 2018 requires updating to comply with the Federal, State, and Local regulations; and WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of San Bernardino; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the City of San Bernardino previously adopted Resolution No. 2018-278, approving a Records Retention Policy and Schedule; and WHEREAS, the City of San Bernardino has selected an expert in records management, Gladwell Governmental Services, Inc., to assist in developing a new records retention policy and schedule; and WHEREAS, upon receiving expert guidance, it became apparent that it was necessary to develop both city-wide and department-specific schedules; and WHEREAS, City Clerk staff met with each department individually, along with Gladwell Governmental Services, to ascertain needs and develop individual department retention schedules. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. Resolution No. 2018-278 is hereby repealed. SECTION 3. The records of the City of San Bernardino, as set forth in the Records Retention and Destruction Policy (Exhibit A), attached hereto and incorporated herein by this   Packet Pg. 576 Resolution No. 2023-010 Resolution 2023-010 January 18, 2023 Page 2 of 3 1 6 9 4 reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of San Bernardino. SECTION 4. The City Clerk is hereby authorized to make periodic updates to the Records Retention Schedule as may be needed to conform with state and federal law, without any further action by the City Council. SECTION 5. The term “records” as used herein shall include documents prepared, owned, used, or held in the custody of the City of San Bernardino that relates to the “public’s business”; as defined by the California Public Records Act. SECTION 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 7.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 8. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 577 Resolution No. 2023-010 Resolution 2023-010 January 18, 2023 Page 3 of 3 1 6 9 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 578 - 1 - CITY OF SAN BERNARDINO RECORDS RETENTION AND DESTRUCTION POLICY I. PURPOSE The purpose of this policy is to provide guidelines for records retention and destruction for the City of San Bernardino (“City”). This policy shall provide for the identification, maintenance, and safeguarding of City records, the disposal of obsolete and unnecessary records in the normal course of business; ensure prompt and accurate retrieval of City records; and ensure compliance with all legal and regulatory requirements. This policy applies to both paper and electronic (e- mail, voicemail, etc.) records, as well as any other applicable record medium. II. CITY CLERK AS CUSTODIAN OF RECORDS The City Clerk is the custodian of all City records. Pursuant to Resolution No. 2023-___, the City Clerk is authorized by the City Council to interpret and implement this Policy and shall be responsible for the administration of this policy. The City Clerk is authorized to perform all acts necessary to comply with the terms and intent of this policy. The City Clerk is responsible for the retention and destruction of any obsolete records that meet the qualifications governing the retention and destruction of records as specified in the following. III. RECORDS RETENTION City staff are required to maintain, organize, sort, file, and otherwise prepare for destruction all records in the possession of their individual department. In the event of a discrepancy, staff are directed to defer to the City Clerk for guidance. IV. RECORDS RETENTION SCHEDULES Each City Department shall adhere to the Records Retention Schedules pursuant to Resolution No. 2023-____ and attached hereto as Attachment “A”. Each of the twelve departments is governed by a separate retention schedule. If a record is not listed on a department-specific schedule, staff shall refer to the City-Wide Schedule. Staff are required to strictly adhere to this policy when maintaining and/or destroying records. Failure to adhere to this Policy and the Records Retention Schedules subjects the City to increased storage costs, increased personnel cost, and increased exposure to litigation. The Records Retention Schedules may be updated from time to time by the City Clerk to ensure compliance with legal requirements, as authorized in Resolution No. 2023-__ adopting this Policy. IV. DESTRUCTION PROCEDURE Staff are responsible for determining which of their department’s documents are classified as retainable records and determining when such records are eligible for destruction. All maintained City records are listed on the Records Retention Schedules. Departments shall purge all obsolete   Packet Pg. 579 - 2 - records no less often than yearly. Staff are also responsible for determining if a permanent paper record may be destroyed after being uploaded in immutable form into Laserfiche. After determining it possesses records that are eligible for destruction, the department shall: A.Complete and sign a “Request for Destruction of Obsolete Records” form, attached hereto as Attachment “B”. All fields on the form must be completed, along with an attached list of records to be destroyed. The form is then verified and signed by the Department Head and submitted to the City Clerk. B.The City Clerk reviews the submitted form to ensure completion and accuracy. The City Clerk meets with the department to review the record(s) and verifies that each record has been retained for the legally required period. The City Clerk also verifies that no records being destroyed are subject to a subpoena, California Public Records Act request, claim against the City, lawsuit, litigation hold, administrative charge or investigation, or similar proceeding, which is in progress or which can reasonably be anticipated. The destruction of records must be postponed if the records are responsive to, subject to, or relate in some way to any of the above. The City Clerk also confirms that any applicable reproduction requirements (i.e., scanning/imaging, etc.) for the documents are complete. C.The City Clerk submits the form to the City Attorney. The City Attorney or designee reviews the form for accuracy, signs, and returns the form to the City Clerk. D.After receiving the signed form from the City Attorney, the City Clerk authorizes the department to destroy the records. The City Clerk indicates the method of destruction on the form and signs. E. The City Clerk will retain the original signed Request for Destruction of Obsolete Records forms for two (2) years. F.The City Clerk will prepare and maintain a permanent record of all destroyed documents. The permanent record will include titles or brief descriptions of the documents that were destroyed and the date of destruction. III.GENERAL GUIDELINES A.Definitions. As used in this Policy, the following terms shall have the following meanings: (1)“Records” shall mean any writing containing information relating to the conduct of the City’s business that is prepared, owned, used, or retained by the City regardless of physical form or characteristics.   Packet Pg. 580 - 3 - (2)“Writing” means handwriting, typewriting, printing, photographing, photocopying, electronic mail (“email”), facsimile (“fax”), and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and any record thereby created, regardless of the manner in which the record has been stored. B.This Policy and the Records Retention Schedules attached hereto comply with State and Federal law. This Policy and Records Retention Schedules also comply with the California Secretary of State Local Government Records Management Guidelines, to the extent that the document has been updated to include current laws and regulations. C. The following general guidelines apply to all City records. 1.The City Clerk may authorize at any time the destruction of any duplicate records less than two (2) years if they are no longer required. (Gov. Code § 34090.7.) 2.Unless otherwise provided by State or federal law, the City Clerk may authorize the destruction of any original document which is more than two (2) years old, with written consent from the City Attorney, without retaining a copy of the document if the retention and destruction of the document complies with the retention schedule as set forth in this Policy (Gov. Code § 34090.) 3.The City Clerk may authorize the destruction of City records upon complying with all requirements of Government Code section 34090.5, including having the records reproduced electronically or by using any other medium that is a trusted system. The medium used for reproduction shall not permit additions, deletions, or changes to the original document, and shall comply with standards found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media. 4.The records preserved pursuant to Government Code section 34090.5 shall be made accessible to the public for inspection and/or to receive copies. A true copy of archival quality of the electronic medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced electronically with full legibility shall be permanently preserved in a manner that will afford easy reference. 5.The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification, or certified copy of such reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original. 6.In addition to the retention periods required under this Policy, the City shall retain original administrative, legal, and fiscal records with continued   Packet Pg. 581 - 4 - value (i.e., records related to long-term transactions and/or special projects) until all matters pertaining to such records are completed or otherwise resolved. (Gov. Code 34090.) 7.Pursuant to Government Code section 34090, the City shall not destroy any of the following records: (a) Records affecting the title to real property or liens thereon. (b) Court records. (c) Records required to be kept by statute. (d) Records less than two years old. (e) The minutes, ordinances, or resolutions of the City or of a City board or commission.   Packet Pg. 582 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Management CW-001 Accident Reports / Incident Reports (Members of the Public - Whether or Not a Claim is Filed) Send to Risk Management Mag, Ppr GC §34090 Finance / Accounts Payable CW-002 Accounts Payable / Invoices and Backup When No Longer Required Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Departments scan invoices to Finance database, which meets regulations for Trustworthy Electronic Records. Finance is the Office of Record; CCP §337 et. seq.; GC §34090.7 Lead Dpt.CW-003 Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept.CW-004 Agreements & Contracts ADMINISTRATION (WITHOUT Grant Funding) (Insurance Certificates, Project Administration, Certified Payrolls, RFP - Request for Proposal, etc.) Send all Final Agreements or Contracts to the City Clerk Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n City preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 CITY-WIDE (Used by All Departments) SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 583 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-005 Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Insurance Certificates, Project Administration, Certified Payrolls, RFP - Request for Proposal.) Send all Final Agreements or Contracts to the City Clerk Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 CW-006 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No Longer Required Mag, Ppr Non-records Staffing Dept.CW-007 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq. Staffing Dept.CW-008 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - AUDIO RECORDINGS 2 years Mag, Ppr Department Preference; GC §34090.6 Staffing Dept.CW-009 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - MINUTES P Mag, Ppr GC §34090 Staffing Dept.CW-010 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years Mag, Ppr Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 584 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Staffing Dept.CW-011 Committees: Employee Committees, Employee Staff Meetings / Department Staff Meetings AGENDAS and MINUTES 2 years Mag, Ppr Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. Lead (Responding) Dept. CW-012 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept.CW-013 Copies or duplicates of any record Copies - When No Longer Required Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-014 Correspondence or Staff Notes - Related to a CEQA Permit ( Environmental Impact Reports, EIRs, Negative Declarations, etc.) Project Approval or Denial + 2 years Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 585 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments)Dept. that Authors Document or Receives the City's Original Document CW-014 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) 2 years Mag, Ppr GC §34090 Dept. that Authors Document or Receives the City's Original Document CW-015 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, staff videoconferences, chats, notes, recordings, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 586 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-016 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) Lead Dept.CW-017 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-018 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Ppr GC §34090 Lead Dept.CW-019 Grants / CDBG (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept.CW-020 Newspaper Clippings When No Longer Required Ppr Used by City Manager's staff; Non-records - may be obtained from the newspaper company; GC §34090 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 587 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Human Resources CW-021 Personnel Files (Department-level Files) Send to Human Resources Upon Separation or Transfer Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-022 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-023 Photographs When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) Lead Dept. (Who Uses the Vehicle) CW-024 Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090; 13 CCR 1234(c) Lead Dept.CW-025 Public Relations / Press Releases 2 years Mag, Ppr GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-026 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-027 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 588 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) CW-028 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-029 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc: Produced by YOUR Department Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept.CW-030 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc: Produced by OTHER Departments When Superseded Mag, Ppr Copies; GC §34090.7 Lead Dept.CW-031 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-032 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-033 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq. Lead Dept.CW-034 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 589 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-035 Training Presented by City Staff - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b) Lead Dept.CW-036 Volunteer Applications, Waivers / Unpaid Intern Applications - SUCCESSFUL Includes Volunteer Agreement and e-mail confirmation of Livescan clearance from Human Resources; Inactive / Separation + 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 Lead Dept.CW-037 Volunteer Applications, Waivers / Unpaid Intern Applications - UNSUCCESSFUL 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 SAN BERNARDINO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 590 Ver. 2.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AN-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ANIMAL SERVICES Animal Services AS-001 Adoption Receipts / Ownership 3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-002 Animal Address Files: Bite Reports, Complaints, Cruelty Investigations and Administrative Hearing Officer Findings, Dangerous Dog Reports, Impound Notices, Investigations, Barking Dogs, Loose Dogs, etc. When Animal Deceased, Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-003 Animal Control Officer's Daily Log / Cleaning Logs, etc.3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-004 Animal License / Registration Database Indefinite (Minimum 3 years) Mag Department Preference; GC §34090 et seq.; Data is interrelated; 3 years is required for animal treatment records; FA §32003(e), Animal Services AS-005 Animal License Report / Registration Report / Application Receipts When No Longer Required Mag, Ppr Considered transitory / preliminary draft (the database is the original) Animal Services AS-006 Animal Trap Agreements Expiration + 3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-007 Animal Treatment / Medical 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., Animal Services AS-009 Complaints - Regarding Animals (Barking, etc.)3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-010 Impound Notices / Contact Requests End of Impound + 3 years Mag, Ppr Department preference; 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 591 Ver. 2.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AN-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Animal Services AS-011 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, vicious animals, etc.) Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-012 Investigations / Problem Files (barking, loose dogs, etc.)3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-013 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-014 Rabies Vaccination Clinics 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 592 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ATTORNEY City Attorney CA-001 Administrative Civil Penalty Citations - Citations that are issued by various City Departments for violations of the City's Municipal Code Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. City Attorney CA-002 Advice Files / Attorney Work Product / Subject Files (Notes, etc.) Minimum 2 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. City Attorney CA-003 City Attorney Opinions Minimum 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-004 Lawsuits / Litigation - EXCLUDES Final Settlement Agreements, Historically Significant Records Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; CCP §337 et seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b) City Attorney CA-005 Lawsuits / Litigation - Final Settlement Agreements, Historically Significant Records P Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; CCP §337 et seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b) City Attorney CA-006 Legislative Advocacies, Amicus Briefs, etc.Minimum 2 years Mag, Ppr Department preference; GC §34090 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 593 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-001 Agenda Packets: City Council, Housing Authority, Public Financing Authority, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 CITY CLERK SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 594 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-003 Agreements & Contracts - ALL (NON- INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004 Assessment Districts (Formation)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007 Charter Review Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 City Clerk CC-008 Charter Review Committee AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 City Clerk CC-009 Charter Review Committee MINUTES, BYLAWS P Mag, Ppr GC §34090 City Clerk CC-010 Claim for Damages Form 2 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Settled Department preference (Risk Management maintains the Claim file); GC §34090 City Clerk CC-011 Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT, LAND, PLANNING, CAPITAL IMPROVEMENT INFRASTRUCTURE PROJECTS P Mag, Ppr Yes: After QC & OD Department preference; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 595 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT Minimum 2 years Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-013 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-014 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years Ppr Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g); GC §84615 City Clerk CC-015 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-016 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-017 FPPC Form 803 (Behested Payment Report)7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-018 FPPC Form 804 (Agency Report of New Positions)P Mag, Ppr FPPC Regulation 18734(c); GC §81009e City Clerk CC-019 FPPC Form 805 (Agency Report of Consultants)P Mag, Ppr FPPC Regulation 18734(c); GC §81009e City Clerk CC-020 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-022 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-023 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Ppr Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) CITY CLERK ELECTIONS (CONSOLIDATED) SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 596 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-024 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years Mag, Ppr Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-025 Candidate File: Nomination Papers, Candidate Statement Forms, Local Election Candidate Filing Cost Program, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Ppr Yes: After QC & OD Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-026 Candidate File: Nomination Papers, Candidate Statement Forms, Local Election Candidate Filing Cost Program, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Ppr Yes: After QC & OD Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-027 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-028 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months, or Final Examination + 1 year after petition examination if petition is insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 597 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-029 Ethics Training Certificates - City Council, Board and Commission Members, City Staff 5 years Mag, Mfr, OD, Ppr S Yes: After QC'd & OD GC §§34090, 53235.2(b) City Clerk CC-030 Historical Records, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S Yes: After QC'd & OD City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-031 Minutes: City Council, Housing Authority, Public Financing Authority, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090(e) City Clerk CC-032 Oath of Office / Appointments: City Council, Boards and Commissions Separation + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-033 Ordinances P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090(e) City Clerk CC-034 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Ppr Yes: After QC'd & OD GC §34090 City Clerk CC-035 Records Destruction Authorization Forms & Certifications (All Departments)P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-036 Redistricting Advisory Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 City Clerk CC-037 Redistricting Advisory Committee AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 City Clerk CC-038 Redistricting Advisory Committee MINUTES, BYLAWS P Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 598 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-039 Resolutions: City Council, Housing Authority, Public Financing Authority, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090(e) City Clerk CC-040 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 599 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY MANAGER City Manager CM-001 Banners: Overhead Street Banners Completion + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 City Manager CM-002 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2 years Mag, Ppr Department preference; GC §34090 City Manager CM-003 Lobbyist (FPPC) Authorization / Reporting - FPPC Form 635 / 602 5 years Mag, Ppr Yes: After 2 years 2 CCR 18615(d); GC §34090 City Manager CM-004 Projects / Subject Files (Subject will change over time) Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq. CABLE TV City Manager / Cable TV CM-005 Cable TV Video, Programming, Production & Scheduling 2 years Mag, Ppr GC §34090 City Manager / Cable TV CM-006 Cable TV Video: Historical events (City's major anniversaries, etc.)P Tape (Mag) When content is of historic significance; GC §34090.7 City Manager / Cable TV CM-007 Recordings - VIDEO of Public Meetings: City Council, Planning Commission, or any other Board or Commission meeting that is Video Recorded 4 years Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 COUNCIL SUPPORT Council Support CM-008 Board & Commission / Committee Applications for Appointment 2 years Mag, Ppr Yes: After QC & OD GC §34090 Council Support CM-009 Proclamations / Commendations / Memoriums / Recognitions, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 600 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Community Develop. / Building & Safety CD-001 Address Files / Building Permits Life of the Structure Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Community Develop. / Building & Safety CD-002 Building Permit Database Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community Develop. / Building & Safety CD-003 Building Plans - Cancelled or Withdrawn Minimum Cancelled or Withdrawn Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Community Develop. / Building & Safety CD-004 Building Plans - Expired Life of the Structure Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Community Develop. / Building & Safety CD-005 Building Plans - Finalled - TENANT IMPROVEMENTS Life of the Structure Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Develop. / Building & Safety CD-006 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION Life of the Structure Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 601 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Building & Safety CD-007 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Energy Calculations, Structural Calculations 180 days Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Develop. / Building & Safety CD-008 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §50022.6 Community Develop. / Building & Safety CD-009 Certificate of Occupancy (CofO)P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Community Develop. / Building & Safety CD-010 Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (kept with the Building Permit file); GC §34090 Community Develop. / Building & Safety CD-011 Correction Notices When Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Community Develop. / Building & Safety CD-012 Geotechnical and Soils Reports (all)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 602 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Building & Safety CD-013 Plan Check Comments (Site Plan File) When Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Community Develop. / Building & Safety CD-014 Stop Work Notices, Correction Notices After Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 CODE ENFORCEMENT Community Develop. / Code Enforce. CD-015 Notice of Violations ./ Code Enforcement Citations Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: When Inactive Department preference; GC §34090 Community Develop. / Code Enforce. CD-016 Code Enforcement Database Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community Develop. / Code Enforce. CD-017 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; GC §34090 Community Develop. / Code Enforce. CD-018 Liens, Lien Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) ECONOMIC DEVELOPMENT Community Develop. / Economic Develop. CD-019 Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Mag, Ppr Department Preference; GC §34090 HOMELESS SERVICES / HOUSING / FORMER REDEVELOPMENT PROJECTS SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 603 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CD-020 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Correspondence submitted to, or transferred from the agency, and all internal agency communications, including staff notes Project Approval or Denial + 2 years Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 Community Develop. / Housing CD-021 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Inside City boundaries - Where Housing is the Lead P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Community Develop. / Housing CD-022 Homeless Services After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 604 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Housing CD-023 Housing Applications Rejected (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.)2 years Mag, Ppr GC §34090 Community Develop. / Housing CD-024 Housing Programs: Affordable Housing Projects, HOME, Rehabilitation, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Send all Deeds to the City Clerk 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Community Develop. / Housing CD-025 Housing Programs: CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Send all Deeds to the City Clerk Loan Pay-off OR Forgiveness + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Community Develop. / Housing CD-026 Redevelopment Plans, Redevelopment Projects (Historical Records Only) Send all Deeds to Real Estate P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 605 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Housing CD-027 Redevelopment Projects (Not Historical)10 years Yes Mag, Ppr Department preference; GC §34090 et seq. PLANNING Community Develop. / Planning CD-028 Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans) Examples: Conditional Use Permits (CUPs) Development Plan Review General Plan / General Plan Amendments Lot Line Adjustment Master Plan Rezones Specific Plan Tentative Subdivision Maps / Parcels Maps Use Permits Variance Zoning Clearance (Temporary Events, Banners, Home Occupation, etc.) Zoning Ordinance / Updates P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Community Develop. / Planning CD-029 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 606 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Planning CD-030 Census, Demographics When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR) Community Develop. / Planning CD-031 Commercial Cannabis Business Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Develop. / Planning CD-032 Downtown Advisory Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Community Develop. / Planning CD-033 Downtown Advisory Committee AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 30 days is mandated; GC §34090.6 Community Develop. / Planning CD-034 Downtown Advisory Committee MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090 Lead Dept.CD-035 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Correspondence submitted to, or transferred from the agency, and all internal agency communications, including staff notes Project Approval or Denial + 2 years Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 607 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-8 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Planning CD-036 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Inside City boundaries - Where Planning is the Lead P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Community Develop. / Planning CD-037 General Plan Advisory Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Community Develop. / Planning CD-038 General Plan Advisory Commission AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 Community Develop. / Planning CD-039 General Plan Advisory Commission MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090 Community Develop. / Planning CD-040 General Plan, Elements and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Develop. / Planning CD-041 Long Range Planning / Planning Studies P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Community Develop. / Planning CD-042 Master Plans, Specific Plans, Land Use Plans and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Develop. / Planning CD-043 Materials Boards When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 608 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-9 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Planning CD-044 Planning Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Community Develop. / Planning CD-045 Planning Commission AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 Community Develop. / Planning CD-046 Planning Commission MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090 Community Develop. / Planning CD-047 Temporary Use Permits (TUP) / Temporary Signs / Banner Permits, Film Permits, etc. (Approved & Unapproved) Christmas Tree Lots, Pumpkin Lots, etc. Expiration + 2 years Yes: During Event Mag, Ppr Department preference; GC§§34090 Community Develop. / Planning CD-048 Zoning Maps (Historically Significant)P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090 Community Develop. / Planning CD-049 Zoning Ordinance Amendments / Zone Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 REAL PROPERTY Lead Dept. (Who Ordered the Appraisal) CD-050 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CD-051 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 609 Ver. 2.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing, Planning, Real Property) Page C&ED-10 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Develop. / Real Property CD-052 Real Property Acquisition or Disposal: Agreements or Contracts P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Community Develop. / Real Property CD-053 Real Property Acquisition or Disposal: Correspondence 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Develop. / Real Property CD-054 Real Property Acquisition or Disposal: Deeds, Easements, Right of Ways (Final Recorded Document) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 610 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / FINANCIAL APPLICATIONS Finance / Financial Applications FIN-001 _Financial Services Database / ERP Database (Tyler New World)Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Financial Applications FIN-002 _Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 FINANCE / ACCOUNTING Finance / Accounting FIN-003 1099's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / Accounting FIN-004 Audits - Annual Financial Reports / Annual Comprehensive Financial Report (ACFR) / Single Audits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Accounting FIN-005 Audits - Grant Audits, IRS Audits, Transportation Audits 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090 Finance / Accounting FIN-006 Journal Entries 5 years Mag, Ppr Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001- 1 Finance / Accounting FIN-007 Measure "S" Citizen's Oversight Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Finance / Accounting FIN-008 Measure "S" Citizen's Oversight Committee AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 Finance / Accounting FIN-009 Measure "S" Citizen's Oversight Committee MINUTES, BYLAWS P Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 611 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-010 OES / FEMA Claims 5 years After Disaster is Closed by FEMA or OES Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090 Finance / Accounting FIN-011 Reports, General Ledger, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (FROM DATABASE - ANNUAL, MONTHLY OR PERIODIC) When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance / Accounting FIN-012 State Controller's Report and Other Reports Required by Various Agencies 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting FIN-013 Tax - Annual Tax Roll and Special Assessments: Landscape and Lighting Districts, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting FIN-014 Trustee Statements / Official Statements / Certificates of Participations (COPs) / Continuing Disclosure Reports / Debt Related Documents / Bonds and Bond Sales P Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. Finance / Accounting FIN-014.1 Vehicle Titles "Pink Slips"Upon Sale of Vehicle Ppr Provided to new owner upon sale; GC §34090 Finance / Accounting FIN-015 W-9s Vendor Inactive + 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS Auditing Standards (3 years after the last payment to the vendor); GC §34090 FINANCE / BUDGET Finance / Budget FIN-016 Annual Adopted Budget P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 612 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ACCOUNTS PAYABLE Finance / Accounts Payable FIN-017 Accounts Payable / Invoices and Backup / Wire Transfers / EFT Advice / Travel Expense Reimbursements (excludes meal reimbursements, which are retained by Payroll) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Departments scan invoices to Finance database, which meets regulations for Trustworthy Electronic Records. 5 years meets municipal government auditing standards and Statute of Limitations for contracts; Purchasing preference for P- Card Invoices (48 CFR 4.805 requires Federal Agencies to retain their contracts, unsuccessful & successful proposals 6 years after final payment); CCP §337 et. seq.; GC §34090 Finance / Accounts Payable FIN-018 Accounts Payable Checks 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Meets municipal government auditing standards; GC § 34090 Finance / Accounts Payable FIN-019 Escheat (Unclaimed money / uncashed checks)5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounts Payable FIN-020 Voided Checks 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Meets municipal government auditing standards; GC § 34090 FINANCE / ACCOUNTS RECEIVABLE / REVENUE Finance / Accounts Receivable FIN-021 Accounts Receivable / Revenue (ALL, except Water Billing): Billing Invoices, Franchise Fees / Transient Occupancy Tax (TOT), Utility Users Tax (UUT) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 613 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounts Receivable FIN-022 Cash Receipts, Reconciliation (includes Petty Cash)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. FINANCE / BUSINESS REGISTRATION Finance / Business Registration FIN-023 Business Registration - NEW Businesses (if Planning uses the Application for Zoning Approvals) Close of Business + 5 years Mag, Ppr Department Preference (used for Zoning Approvals; meets municipal government auditing standards); GC §34090 Finance / Business Registration FIN-024 Business Registration - RENEWALS 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090 FINANCE / PAYROLL Finance / Payroll FIN-025 CalPERS Audit / PERS Audits 5 years Mag, Ppr Department preference; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-026 CalPERS Reports - PERS Reports Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Ppr Department preference; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-027 DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & DE-166, 941 Forms, PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-028 Employee Payroll Files - Includes Benefit Enrollments Separation + 5 years Mag, Ppr Department preference; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-029 Garnishments Satisfied + 5 years, or Separation of Employee Mag, Ppr GC §34090; 26 CFR 31.6001.1 Finance / Payroll FIN-030 Local Government Compensation Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 614 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FIN-031 Payroll Reports - Periodic Bi-weekly Payroll Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; PERS Circular letter 200-051- 17; GC §34090 Finance / Payroll FIN-032 Time Cards / Time Sheets (Includes Overtime and Meal Reimbursements)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (5 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; 29 CFR 516.5 & 516.6(c); GC §34090 Finance / Payroll FIN-033 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-034 W-4's Superseded or Separated + 4 years Mag, Ppr W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §34090 FINANCE / PURCHASING Lead Dept.FIN-035 Bid Opening Packets: Bids or Proposals in response to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications), Notices, Specifications, Unsuccessful Proposals 2 years Mag, Ppr Yes: After QC & OD GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 615 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Purchasing FIN-036 Purchase Orders / Purchase Requisitions / Procurement Cards / Fixed Asset Transfer & Disposal / Contracts – Maintenance and Operation / Service Authorization / Auctions of Surplus Property 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 616 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-002 Benefit Plan Documents (Optical, Dental, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §34090 Human Resources HR-003 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Ppr Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 Human Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Ppr Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 617 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-005 Contracts for Investigators Completion + 5 years Yes: Before Completion Mag, Ppr Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Human Resources HR-006 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human Resources HR-007 DMV Pull Notices (ALL) When Superseded or Upon Separation Mag, Ppr Department Preference; GC §34090 Human Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives)5 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-009 Employee Investigations Minimum Separation + 3 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 34090; Human Resources HR-010 Employment Verifications When No Longer Required Mag, Ppr Non-records, content is not substantive; GC §34090 et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 618 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-011 Equal Opportunity Employment - EEOC Reports (EEO-4 Reports) / EDD Reports (Employment Development Department Reports) 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 et seq. Human Resources HR-012 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b) Human Resources HR-013 Harassment Prevention Training Certificates 5 years Mag, Mfr, OD, Ppr S Yes: After QC'd & OD GC §§34090, 53237.2(b) Human Resources HR-014 I-9s Separation + 6 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 619 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-015 Job Descriptions / Classification Specifications Minimum Superseded + 3 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Human Resources HR-016 Labor Relations / Negotiations 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human Resources HR-017 Personnel Board AGENDAS, AGENDA PACKETS When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 Human Resources HR-018 Personnel Board - AUDIO RECORDINGS 2 years Mag, Ppr Department Preference; GC §34090.6 Human Resources HR-019 Personnel Board HEARING FINAL DETERMINATION Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD (Placed in Personnel File); GC §34090 Human Resources HR-020 Personnel Board HEARINGS When No Longer Required - Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 Human Resources HR-021 Personnel Board MINUTES, BYLAWS P Yes Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 620 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-022 Personnel Files - Employee File / Benefit File (Main File) Includes Application, Benefit Enrollments, Evaluations, Oaths of Office, Oath for Disaster Worker, Policy Acknowledgements, Personnel Action Forms, etc. Separation + 6 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b) Human Resources HR-023 Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Fit for Duty, Respirator Fit Tests, etc. Separation + 30 years or Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090 Human Resources HR-024 Recruitment and Testing File / NeoGov Database (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Expiration of Eligibility List + 4 years Mag, Ppr State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 RISK MANAGEMENT Human Resources / Risk Management HR-025 Accident Reports / Incident Reports (Members of the Public - Whether or Not a Claim is Filed) 2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 621 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Management HR-026 Claims Against the City (City Clerk receives the claim form, and forwards it to the City Attorney) Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; CCP §337 et seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b) Human Resources / Risk Management HR-027 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Minimum Final Disposition + 5 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 34090 Human Resources / Risk Management HR-028 OSHA Citations and Inspections 5 years Mag, Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human Resources / Risk Management HR-029 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Resources / Risk Management HR-030 Safety Inspections Conducted by the City 5 years Mag, Ppr Department Preference; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 622 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Management HR-031 Workers Compensation Claim Runs 5 years Mag Ppr Department preference (meets municipal government auditing standards); GC §34090 Human Resources / Risk Management HR-032 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 30 years or Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 623 Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Information Technology IT-001 Backups / Computer Backups (ALL) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Information Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line) When Superseded Yes Mag.GC §34090 et seq. Information Technology IT-003 UNALTERABLE MEDIA (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media that does not permit additions, deletions, or changes P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 34090, 12168.7, EVC 1550, CCR 22620 et seq. INFORMATION TECHNOLOGY SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 624 Ver. 2.0 RECORDS RETENTION SCHEDULE - LIBRARY Page LIB-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). LIBRARY Library LIB-001 Art in Public Places / Art Installations - Original Designs and Material, etc. Art Decommis- sioned + 5 years Mag, Mfr, OD, Ppr S No Decommissioned means removal from public display; Department preference; GC §34090 Library LIB-002 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act, IMLS (Institute of Museum & Library Services), and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services Final Expenditure + 5 years Mag, Mfr, OD, Ppr S Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Library LIB-003 Incident Reports Minimum 2 years Mag, Ppr Department Preference; GC §34090 Library LIB-004 Library Board of Trustees AGENDAS, AGENDA PACKETS When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 Library LIB-005 Library Board of Trustees MINUTES, BYLAWS P Yes Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §34090 Library LIB-006 Library Management System / Database Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090 Library LIB-007 Sponsored Art, Artists and/or Projects - Temporary Exhibits Completion + 2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:   Packet Pg. 625 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PARKS, RECREATION & COMMUNITY SERVICES / ADMINISTRATION Parks, Rec. & Comm. Services / Administration CS-001 Arts and Historical Preservation Commission AGENDAS, AGENDA PACKETS When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 Parks, Rec. & Comm. Services / Administration CS-002 Arts and Historical Preservation Commission AUDIO RECORDINGS 3 years Mag, Ppr Department Preference; GC §34090.6 Parks, Rec. & Comm. Services / Administration CS-003 Arts and Historical Preservation Commission MINUTES, BYLAWS P Yes Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §34090 Parks, Rec. & Comm. Services / Administration CS-003.5 Banners: Hometown Heroes Military Banners Completion + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Parks, Rec. & Comm. Services / Administration CS-004 Parks, Recreation & Community Services Commission AGENDAS, AGENDA PACKETS When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 Parks, Rec. & Comm. Services / Administration CS-005 Parks, Recreation & Community Services Commission AUDIO RECORDINGS 3 years Mag, Ppr Department Preference; GC §34090.6 Parks, Rec. & Comm. Services / Administration CS-006 Parks, Recreation & Community Services Commission MINUTES, BYLAWS P Yes Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §34090 PARKS, RECREATION & COMMUNITY SERVICES / CAPITAL IMPROVEMENT PROJECTS SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 626 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Rec. & Comm. Services / Capital Improvement Projects OR Public Works / Engineering? CS-007 Capital Improvement Projects (CIP) - Where Community Services is the Lead: Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Hazardous Materials Plans, Meeting Minutes, Project Schedules, Progress meetings, Real Estate Appraisals, RFIs & Responses, Construction Inspection Logs, Daily Inspections, Daily Logs, Punch Lists, Sidewalk Grinding, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Parks, Rec. & Comm. Services / Capital Improvement Projects OR Public Works / Engineering? CS-008 Capital Improvement Projects (CIP) Where Community Services is the Lead: Permanent File Specifications & Addenda, Contract Copies, Change Orders, CEQA / Environmental Documents - EIRs, Negative Declarations, Exemptions, Materials Testing Reports, Photos, Soil Reports, Studies, Submittals, Successful Proposal, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Parks, Rec. & Comm. Services / Capital Improvement Projects OR Public Works / Engineering? CS-009 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" - Where Community Services is the Lead P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Drafts should be destroyed; GC §34090 CEMETERY SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 627 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Rec. & Comm. Services / Cemetery CS-010 Cemetery Buy Backs P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; No specific time period mentioned in law; HS §§8330, 8331; GC §34090 Parks, Rec. & Comm. Services / Cemetery CS-011 Cemetery Plot Map P Yes Mag, Mfr, OD, Ppr S / I No Department preference; No specific time period mentioned in law; HS §§8330, 8331; GC §34090 Parks, Rec. & Comm. Services / Cemetery CS-012 Cemetery Plots, Certificate of Ownership Fully Paid, Balances Due, or Waiting for Markers Applications, Invoices, Cemetery Information Sheet, Correspondence, Marker Photos / Final Design, Permits Summary Check Sheet, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; No specific time period mentioned in law; HS §§8330, 8331; GC §34090 Parks, Rec. & Comm. Services / Cemetery CS-013 Donations for Improvements to Cemetery P Mag, Ppr Department preference; GC §34090 COMMUNITY SERVICES Parks, Rec. & Comm. Services / Community Services CS-014 CDBG (Community Development Block Grant) - SOCIAL SERVICES (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Parks, Rec. & Comm. Services / Community Services CS-015 CDBG Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 628 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Rec. & Comm. Services / Community Services CS-016 Homeless Services / Referrals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference (Some programs may have grant funding); 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Parks, Rec. & Comm. Services / Community Services CS-017 Senior Services / Referrals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference (Some programs may have grant funding); 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 629 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PARKS Parks, Rec. & Comm. Services / Parks CS-018 Facility Reservations / Facility Use Permits (includes ABC Permits, if required)2 years Mag, Ppr GC §34090 Parks, Rec. & Comm. Services / Parks CS-019 Lease Agreements Expiration + 2 years Mag, Ppr Department preference; GC §34090 Parks, Rec. & Comm. Services / Parks CS-020 Special Use Agreements Expiration + 2 years Mag, Ppr Department preference; GC §34090 RECREATION Parks, Rec. & Comm. Services / Recreation CS-021 _Recreation Database / Class Registration Database Minimum 2 years Mag, Ppr May contain e-packets with electronic waivers; Data is interrelated; GC §34090 Parks, Rec. & Comm. Services / Recreation CS-022 Activity Guide / Class Guide / Program Guide (Final)P Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks, Rec. & Comm. Services / Recreation CS-023 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Ppr GC §34090 Parks, Rec. & Comm. Services / Recreation CS-024 Contest Winners (Photo Contests, etc.)2 years Mag, Ppr GC §34090 et. seq. Parks, Rec. & Comm. Services / Recreation CS-025 Contracts for Instructors and Performers Completion + 2 years Yes: During Class or Program Mag, Ppr Department preference; CCP §337; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 630 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Rec. & Comm. Services / Recreation CS-026 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Ppr Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Parks, Rec. & Comm. Services / Recreation CS-027 Special Event Permits at City Parks (for others, see City Manager)2 years Mag, Ppr GC §34090 Parks, Rec. & Comm. Services / Recreation CS-028 Scholarships / Reduced Fees / Income Assistance Subventions for Recreation Programs (from General Fund) 5 years Yes: During Class or Program Mag, Ppr Department Preference (Some programs may have grant funding); 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Parks, Rec. & Comm. Services / Recreation CS-029 Lifeguard Certifications Separation + 2 years Yes: During Class or Program Mag, Ppr Department Preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090 Parks, Rec. & Comm. Services / Recreation CS-030 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (includes ABC Permits, where required) 2 years Mag, Ppr GC §34090 et. seq. Parks, Rec. & Comm. Services / Recreation CS-031 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Ppr GC §34090 Parks, Rec. & Comm. Services / Recreation CS-032 Schedules / Hours (classes and staff) When No Longer Required Mag, Ppr Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Parks, Rec. & Comm. Services / Recreation CS-033 Swimming Pool Chemical Addition Logs 2 years Yes: During Class or Program Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 631 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Rec. & Comm. Services / Recreation CS-034 Volunteer Hours Reports (see City-wide for Volunteer Applications)2 years Mag, Ppr GC §34090 et. seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 632 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE ADMINISTRATION / POLICE CHIEF Police / Admin. / Chief PD-001 Alarm Applications and Permits Expiration + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-002 Alarms - False Alarm Reports and Related Documents (aging reports, alarm return check letters) 2 years Mag, Ppr GC §34090 Police / Admin. / Chief PD-003 Background Files - Successful Applicants Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1672.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin. / Chief PD-004 Background Files - Unsuccessful Applicants 4 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1672.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090 Police / Admin. / Chief PD-005 CCW Permits (Carry Concealed Weapon Permits) - Members of the Public - Approved Expiration + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-006 CCW Permits (Carry Concealed Weapon Permits) - Members of the Public - Denied Applications Denial + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-007 CCW Permits (Carry Concealed Weapon Permits) - Retired Employees Expiration + 4 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-008 Contracts for Investigators (Police only)Completion + 5 years Yes: Before Completion Mag, Ppr Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 633 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Fire / Admin. and Police / Admin. / Chief PD-009 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) When Superseded Yes (all)Mag, Mfr, OD, Ppr S/I No GC §34090 Police / Admin. / Chief PD-010 Internal and Personnel complaints WITH Sustained Finding of Misconduct pertaining to discharge of a firearm at a person by a peace officer, an incident involving the use of force against a person by a peace officer that resulted in death or in great bodily injury, unreasonable force, failing to intervene against another officer using force that is clearly unreasonable or excessive, finding of sexual assault, dishonesty, discrimination, or unlawful arrest or unlawful search. Final Disposition + 15 years Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090 Police / Admin. / Chief PD-011 Internal and Personnel complaints WITHOUT Sustained Finding of Misconduct pertaining to discharge of a firearm at a person by a peace officer, an incident involving the use of force against a person by a peace officer that resulted in death or in great bodily injury, unreasonable force, failing to intervene against another officer using force that is clearly unreasonable or excessive, finding of sexual assault, dishonesty, discrimination, or unlawful arrest or unlawful search. Final Disposition + 5 years Mag, Ppr Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 634 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD-012 Internal Complaints Final Disposition + 5 years Mag, Ppr Department Preference; Exceeds with Lexipol Policy; Not a civilian complaint; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; EVC §1045, GC §§12946,12960, 34090 Police / Admin. / Chief PD-013 Logs (Watch Commander Logs, etc.)2 years Mag, Ppr GC§ 34090 et seq. Police / Admin. / Chief PD-014 Personnel Complaints WITHOUT Sustained Finding of Misconduct Final Disposition + 5 years Mag, Ppr Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 Police / Admin. / Chief PD-015 Personnel Files - Police Department Employees Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + QC & OD Department Preference to be consistent with Human Resources; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946,12960, 34090; 29 USC 1113 Police / Admin. / Chief PD-016 Policies & Procedures / Lexipol / Operation Directives / General Orders (Department Policies and Procedures) Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-017 Press Releases - Police Only 2 years Mag, Ppr GC §34090 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 635 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD-018 Public Safety and Human Relations Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Police / Admin. / Chief PD-019 Public Safety and Human Relations Committee AUDIO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; only 30 days is mandated; GC §34090.6 Police / Admin. / Chief PD-020 Public Safety and Human Relations Committee MINUTES, BYLAWS P Mag, Ppr GC §34090 Police / Admin. / Chief PD-021 Report of data regarding the number, type, or disposition of complaints made against its officers 2 years Mag, Ppr GC §34090 et seq. Police / Admin. / Chief PD-022 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-023 Reports and Studies regarding Police operations (not historical - manpower, consolidation, etc.) Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-024 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Admin. / Chief PD-025 Use of Force Reviews - Not as a result of a civilian complaint, and not resulting in death or in great bodily injury, firearm discharge (accidental or not against public), inquiry routings, litigation, Pitchess motion, property damage, public records request, service complaints, vehicle pursuits, and vehicle accidents. 2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090 PROFESSIONAL STANDARDS BUREAU SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 636 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Profess. Standards Bureau PD-026 Background Files - Volunteers - SUCCESSFUL (Cadets, Explorers, CERT, Chaplains, Reserves, etc.) Separation / Inactive + 4 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department Preference; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Police / Profess. Standards Bureau PD-027 Background Files - Volunteers - UNSUCCESSFUL (Cadets, Explorers, CERT, Chaplains, Reserves, etc.) 4 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department Preference; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Police / Profess. Standards Bureau PD-028 Personnel Training File - Officer Training - BY EMPLOYEE (Includes POST printouts) Includes Range Qualifications, Retiree Fire Arson Qualifications Separation + 5 years Mag, Ppr Department Preference to be consistent with Human Resources; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Police / Profess. Standards Bureau PD-029 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5 years Mag, Ppr Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 , LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) OPERATIONS / PATROL Police / Ops / Patrol PD-030 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag,PC§ 832.18(b)(5)(E); GC §34090.6 et seq. SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 637 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Ops / Patrol PD-031 Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows retention for Evidence, Minimum 2 years Mag,PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Police / Ops / Patrol PD-032 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days Mag, Department preference (law recommends 90 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Police / Ops / Patrol PD-033 Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence 1 year Mag, Ppr Recordings that become evidence are stored with evidence - these are preliminary documents / transitory recordings; Consistent with Lexipol requirements; GC §34090.6 Police / Ops / Patrol PD-034 Hearing Officer Determinations (Citation Appeals, Tows, etc.) Traffic Sargent makes Determination 2 years Mag, Ppr GC §34090 Police / Ops / Patrol PD-035 Patrol Schedules When No Longer Required Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq. Police / Ops / Patrol PD-036 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq. Police / Ops / Patrol PD-037 Traffic Control: Radar Trailer Surveys, etc.Minimum 2 years Mag, Ppr GC §34090 et seq. Police / Ops / Patrol PD-038 Transportation Permits issued by the City (Wide Load Permits, Heavy Load Permits, Oversize Vehicle Permits, etc.) 2 years Mag Ppr GC §34090 Police / Ops / Patrol PD-039 Vacation Checks / Patrol Requests When No Longer Required Mag, Ppr Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq. SERVICES / CAD / DISPATCH SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 638 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Commun.PD-040 Audio Recordings or Tapes - (CAD / Computer Aided Dispatch) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) 180 days Mag Department Preference; Statewide guidelines propose 180 days (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 SERVICES / INVESTIGATIONS Police / Investig.PD-041 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police / Investig.PD-042 Criminal Intelligence Files Confidential informant information & activities Last Entry + 5 years Mag, Ppr Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police / Investig.PD-043 Detectives Investigation Files and Arrest Files (Official Reports) Transferred into Record's Crime Report Files Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Investig.PD-044 Guns: Dealers Record of Sale (DROS)2 years Mag, Ppr GC §34090 Police / Investig.PD-045 Informant Files When No Longer Required - Minimum 2 years Ppr, Mag Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 639 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Investig.PD-046 Pawn Slips 2 years Mag, Ppr Department Preference (Dealers are required to keep for 3 years); Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P §21633; GC §34090 SERVICES / PROPERTY AND EVIDENCE Police / Property & Evidence PD-047 Crime Report Photos Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Property & Evidence PD-048 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Ppr Department Preference; GC §34090 Police / Property & Evidence PD-049 Safekeeping: Lost & Found Property (Documents related to)2 years Mag, Ppr GC §34090 Police / Property & Evidence PD-050 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090 Police / Property & Evidence PD-051 Property & Evidence Logs 2 years Mag, Ppr GC §34090 SERVICES / RECORDS Police / Records PD-052 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq. Police / Records PD-053 Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Ppr GC §34090 et seq. SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 640 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-054 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile and Ward Cases - Except those with Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Statute of Limitations runs up to age of majority + 8 years; sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Records PD-055 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090 Police / Records PD-056 CRIME REPORTS: ALL Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Arson (Suspected or Undetermined) P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police / Records PD-057 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further Report on Suspected Abuser + 10 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police / Records PD-058 CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others) 7 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 641 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-059 CRIME REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. Police / Records PD-060 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-061 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police / Records PD-062 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 642 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-063 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Support Services / Records PD-064 CRIME REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / Records PD-065 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-066 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Mag, Ppr Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-067 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Records PD-068 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of Registrant Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 643 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-069 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq. Police / Records PD-070 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD-071 Subpoenas (Personal Appearance of Police Employees) When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Court or District Attorney records; GC §34090 et seq. Police / Records PD-072 Video Recordings - Building Security, City Operations See City Clerk's schedule for City Council Video Recordings 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq. Police / Records PD-073 Video Recordings - Public Areas / Public Activity See City Clerk's schedule for City Council Video Recordings When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police / Records PD-074 Video Recordings - Temporary Holding Cells See City Clerk's schedule for City Council Video Recordings 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq. SAN BERNARDINO, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 644 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING Public Works / Engineering PW-001 Bonds: CIP Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits Only Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S Yes: After QC & OD Security; GC §34090 Public Works / Engineering PW-002 Bridge Inspections P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-003 Capital Improvement Projects (CIP) - Where Engineering is the Lead: Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Hazardous Materials Plans, Meeting Minutes, Project Schedules, Progress meetings, Real Estate Appraisals, RFIs & Responses, Construction Inspection Logs, Daily Inspections, Daily Logs, Punch Lists, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Public Works / Engineering PW-004 Capital Improvement Projects (CIP) Where Engineering is the Lead: Permanent File Specifications & Addenda, Contract Copies, Change Orders, CEQA / Environmental Documents - EIRs, Negative Declarations, Exemptions, Materials Testing Reports, Photos, Soil Reports, Studies, Submittals, Successful Proposal, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works / Engineering PW-005 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" - Where Engineering is the Lead P Yes (all) Mag, Mfr, OD, Ppr S/I No (disaster response) Drafts should be destroyed; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 645 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering OR Community Develop. / Land Develop. PW-006 Encroachment Permits / Excavation Permits: Permanent (Structures in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates P Yes: Until Completion Mag, Ppr Department Preference; GC §34090 Public Works / Engineering OR Community Develop. / Land Develop. PW-007 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Transportation Permits, Utility Cuts, etc.) Includes Insurance Certificates Minimum 2 years Yes: Until Completion Mag, Ppr GC § 34090 Public Works / Engineering PW-008 Engineering Studies / Surveys (Public Right-of- Way) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project Assessments P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-009 Prop. 218 (Solid Waste Fees Only) Mailing List, Master File, Protest Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) City Clerk PW-010 Recorded Documents: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases Send all finals to the City Clerk P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Public Works / Engineering PW-011 Stormwater: NPDES Monitoring Reports (City Co- Permittee with County) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Engineering PW-012 Stormwater: NPDES Permits (City Co-Permittee with County) Minimum Permit Superseded + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 646 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-013 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.)10 years Mag Ppr Department preference; GC §34090 Police PW-014 Traffic Collision Reports / SWTRS Copies - When No Longer Required Mag Ppr copies; GC §34090.7 Public Works / Engineering PW-015 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Public Works / Engineering PW-016 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 FACILITIES MANAGEMENT Public Works / Facilities Manag.PW-017 AQMD Permits - for Generators, etc.Issue Date + 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Facilities Manag.PW-018 Fire Sprinkler Testing & Backflow (City Buildings)5 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Facilities Manag.PW-019 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Division Providing Service / Work PW-020 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-021 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 647 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-022 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 648 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FLEET SERVICES (All Garages) Public Works / Fleet Services PW-023 Aboveground Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years Mag (comput er), Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works / Fleet Services PW-024 Inspections or Audits by the DMV & CHP 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Consistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090 Lead Dept.PW-025 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S Yes: After 1 year Department preference; GC §34090 et. seq. Public Works / Fleet Services PW-026 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC §34090 Public Works / Maint. Serv.PW-027 Underground Storage Tanks (City Owned) – UST Closure Letter 15 years Mag, Ppr Department preference; GC §34090 et. seq. Public Works / Maint. Serv.PW-028 Underground Storage Tanks (City Owned) – UST Monitoring and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years Mag, Ppr Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) Public Works / Maint. Serv.PW-029 Underground Storage Tanks (USTs) Permits P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Public Works / Fleet Services PW-030 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 649 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Fleet Services PW-031 Vehicle & Equipment History Files Maintenance, Smog Certificates Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3; CCP §337 et. seq., 3 CCR 1234(f); GC §34090 Public Works / Fleet Services PW-032 Vehicle Titles / Pink Slips Upon Sale or Disposal of Vehicle Mag, Ppr Title is transferred to new owner or auction house Division Providing Service / Work PW-033 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-034 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-035 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 650 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). INTEGRATED WASTE MANAGEMENT Public Works / IWM PW-036 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling)10 years Mag, Ppr Department preference; SB 1383 compliance is required for 5 years; Low- Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Public Works / IWM PW-037 Reports to Regulatory Agencies (California Integrated Waste Management Board, etc.)10 years Mag, Ppr Department Preference; GC §34090 Public Works / IWM PW-038 Solid Waste Services / Hauler Applications & Permits Expiration + 2 years Mag, Ppr Department Preference; GC §34090 Public Works / IWM PW-039 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Public Works / IWM PW-040 Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090 LAND DEVELOPMENT (ENGINEERING) Public Works / Land Develop.PW-041 Design & Construction Standards - Authored by the City for Private Development P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Land Develop.PW-042 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Improvement Plan "As-Built" - Where Land Development is the Lead P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Drafts should be destroyed; GC §34090 Public Works / Land Develop.PW-043 Encroachment Permits / Excavation Permits: Permanent (Structures in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates P Yes: Until Completion Mag, Ppr Department Preference; GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 651 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-8 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering OR Public Works / Land Develop. PW-044 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Transportation Permits, Utility Cuts, etc.) Includes Insurance Certificates Minimum 2 years Yes: Until Completion Mag, Ppr GC § 34090 Public Works / Land Develop.PW-045 Grading Permits and Grading Plans P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Land Develop.PW-046 Land Development / Private Development: Permanent Files Certificate of Acceptance / Approval (copy), Dedications, Abandonments, Drainage, Driveway, Private Lab Verifications, Testing Lab Final Reports, Studies, Reports, Geotechnical and Soil Reports / Hydrology Reports, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Public Works / Land Develop.PW-047 Land Development / Private Development: : Administration File / Construction Inspection Construction Inspections, Correspondence, Daily Logs, Inspector's Records, Photos, etc. Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works / Engineering PW-048 Stormwater: NPDES Monitoring Reports (Land Development Project) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Engineering PW-049 Stormwater: NPDES Permits (Land Development Project) Minimum Permit Superseded + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq. MAINTENANCE SERVICES SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 652 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-9 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. Serv.PW-050 Herbicide or Pesticide Applications / Use (Parkway Areas)2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Admin.PW-051 Indigenous Tree Permits & Arborists' Reports Completion + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Public Works / Maint. Serv.PW-052 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Public Works / Maint. Serv.PW-053 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. Serv.PW-054 CCTV Videos of Storm Drain Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. Serv.PW-055 Tree Database (West Coast Arborists)Indefinite Mag, Ppr Department preference (data is inter- related); GC §34090 Public Works / Maint. Serv.PW-056 Trees in City Right-of-Way: Inspections, Arborist Reports (City-owned Street Trees)10 years Mag, Ppr Department preference; GC §34090 Lead Dept.PW-057 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(d), GC §34090 Division Providing Service / Work PW-058 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-059 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 653 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (ALL DIVISIONS) Page PW-10 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-060 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAN BERNARDINO, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:   Packet Pg. 654 Request for Destruction of Obsolete Records Department (and/or Division): Staff Name & Title: Date: I am requesting approval to destroy the obsolete records listed on the attached page(s) (Please add additional pages if necessary). If destroying paper records that have been scanned into Laserfiche for permanent retention, please indicate that on the attached. Department Head Signature Date Signed For Records Administrator Use Only 1. The obsolete records described above (and on any attached pages) are not subject to any open Public Records Request, Subpoena, or otherwise in litigation hold. Initials: Date: 2. The obsolete records described above (and on any attached pages) were reviewed with the department at the following date and time: Date: Time: Initials: For City Attorney’s Office Use Only Approved for destruction Not approved; Return to department. Reason: Signature Date Signed The obsolete records described above (and on any attached pages) were destroyed using the following method: Shredding Electronic Deletion Other a. Location of destruction: b. Destruction overseen by (Name and Title): Notes: I certify that the foregoing destruction meets the requirements of the City's Records Retention and Destruction Policy and all applicable requirements of State and Federal law. City Clerk Date of Records Destruction Page 1 of 2   Packet Pg. 655 City of San Bernardino Request for Records Destruction Department: Retention Schedule Retention No. Description of Record Date Range of Records Retention Period Date Eligible for Destruction Destruction Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 Page 2 of 2   Packet Pg. 656 1 0 3 8 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Nathan Freeman, Agency Director of Community, Housing, and Economic Development Department:Community, Housing, & Economic Development (CED) Subject:Infill Housing Master Development Agreement with Neighborhood Partnership Housing Services (NPHS) San Bernardino Developments, LLC (Wards 2 & 4) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Adopt Resolution No. 2023-011 authorizing the execution of the Infill Housing Development Master Agreement between the City of San Bernardino and NPHS San Bernardino Developments, LLC to construct or reconstruct infill housing on blighted or underutilized sites and sell those properties to households whose income does not exceed 80% of the area median income. 2. Authorize the City Manager, or designee, to take further actions and execute any further documents as necessary to effectuate the agreements. Background In 2016, the City initiated the HOME-funded Infill Housing Program, which utilizes City- owned properties to construct single-family manufactured houses or rehabilitate existing vacant dwellings. Once constructed, or rehabilitated, the properties are then sold to households whose income does not exceed 80% of the area median income (AMI) for the County of San Bernardino. For example, the 2022 income, at 80% AMI for a family of four, is $70,400. The goals of the Infill Housing Program include, but are not limited to, encouraging homeownership, stabilizing neighborhoods, and improving economic conditions. Additionally, as part of the Community and Economic Development Department’s Housing Division participation in the 2020 Accelerating Investments in Healthy Communities (AIHC) initiative, the team was able to directly promote the potential   Packet Pg. 657 1 0 3 8 housing programs to Dignity Health's Community Investment Group (CIG) and the Robert Wood Johnson Foundation (RWJ). As a result of this effort, a $2.1 million line of credit and a $1.5 million revolving loan fund were secured for housing production throughout the City. Moreover, on December 2, 2020, the Mayor and City Council adopted Resolution No. 2020-281, authorizing the execution of the Home Investment Partnerships Program (HOME) Infill Housing Development Master Agreement with NPHS. The HOME Agreement (Agreement) provided grant funding in an amount not to exceed $350,000. In 2022, Phase I was completed for the following properties: •676 W. 10th Street •2129 Wall Avenue •815 W. Orange Street Lastly, on October 20, 2021, the Mayor and City Council adopted Resolution No. 2021- 248, authorizing the execution of Amendment No. 1 to the Home Investment Partnership Program (HOME) Infill Housing Development Master Agreement between NPHS San Bernardino Developments, LLC that would allow NPHS to retain up to $170,000 on program income for additional HOME eligible activities. Discussion NPHS previously leveraged the CIG line of credit in conjunction with the HOME funds from the City to complete Phase I and is now ready to start on Phases II and III. Once the Infill Master Development Agreement with NPHS is approved by the City Council, NPHS will be able to access additional CIG and RWJ funds for the development of Phases II and III. The HOME Agreement provides grant funding from the City in an amount not to exceed $455,000. The Infill Housing Program consists of Phases II and III, with a development of six residential houses. The development time frame is approximately twenty-four months, including the properties' marketing and sale. The table below includes the residential lots that NPHS will develop, which will use HOME funds and program income to initiate the projects. Phase II Ward 1356 Hillside Drive 2 1384 Hillside Drive 2 1394 Hillside Drive 2 Phase III Ward 251 E. 49th Street 4 255 E. 49th Street 4 299 E. 49th Street 4   Packet Pg. 658 1 0 3 8 2021-2025 Strategic Targets and Goals The subject Infill Housing Development Master Agreement aligns with Key Target No. 3: Improved Quality of Life and, more specifically, Goal 3(d): Improve the City’s appearance, cleanliness, and attractiveness. Fiscal Impact There is no fiscal impact to the General Fund associated with this report because HOME funds, provided by the U.S. Department of Housing and Urban Development (HUD) will be used to fund infill housing development activities associated with the subject agreement. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1.Adopt Resolution No. 2023-011 authorizing the execution of the Infill Housing Development Master Agreement between the City of San Bernardino and NPHS San Bernardino Developments, LLC. to construct or reconstruct infill housing on blighted or underutilized sites and sell those properties to households whose income does not exceed 80% of the area median income. 2. Authorize the City Manager or designee to take further actions and execute any further documents as necessary to effectuate the agreement. Attachments Attachment 1 HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement with NPHS Attachment 2 Resolution No. 2023-011 Attachment 3 Amendment 1 to HOME Master Agreement Ward: Second Ward; Fourth Ward Synopsis of Previous Council Actions: October 20, 2021 Mayor and City Council adopted Resolution No. 2021-248 authorizing the execution of Amendment No. 1 to the Home Investment Partnership Program (HOME) Infill Housing Development Master Agreement between NPHS San Bernardino Developments, LLC that would allow NPHS to retain program income for additional HOME eligible activities. December 2, 2020 Mayor and City Council adopted Resolution No. 2020-281, authorizing the execution of Home Investment Partnerships Program (HOME) Infill Housing Development Master Agreement with Neighborhood Partnership Housing Services (NPHS).   Packet Pg. 659 1 0 3 8 September 19, 2016 Mayor and City Council approved the Infill Housing Program that committed $625,000 in HOME funds to the program.   Packet Pg. 660 HOME Investment Partnerships Program (HOME) INFILL HOUSING DEVELOPMENT MASTER AGREEMENT by and between City of San Bernardino, a municipal corporation and NPHS San Bernardino Developments, LLC, a California limited liability company for a grant in the principal amount of $455,000 in HOME Funds ____________, 2023   Packet Pg. 661 2 This HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement (“Agreement”) is dated _____________, 2023 (“Effective Date”), and is between the City of San Bernardino, a municipal corporation (“City”) and NPHS San Bernardino Developments, LLC, a California limited liability company (“Developer”). RECITALS WHEREAS, City has received HOME Investment Partnerships Act funds (“HOME Funds”) from the United States Department of Housing and Urban Development (“HUD”) pursuant to the Cranston-Gonzalez National Housing Act of 1990. The HOME Funds must be used by City in accordance with 24 C.F.R. Part 92, as amended from time to time (“HOME Regulations”); and WHEREAS, City seeks to engage developers for the purposes of constructing or reconstructing infill housing on blighted or underutilized sites (“Eligible Properties,” each individually an “Eligible Property”) and expanding home ownership by selling these Eligible Properties to households whose income does not exceed 80 percent of the Area Median Income, as defined below; and WHEREAS, Developer has the capacity and expertise to carry out infill housing development; and WHEREAS, Developer desires to utilize HOME Funds in an amount not to exceed Four Hundred Fifty-Five Thousand Dollars ($455,000) for the purpose of acquiring and/or constructing and/or reconstructing Eligible Properties to develop affordable housing units that will be sold to qualified homebuyers; and WHEREAS, Developer will deliver to City, among other items, a “Site Agreement,” a “Deed of Trust,” and a “Housing Affordability Covenant,” as defined below, for each Eligible Property for which Developer requests HOME Funds to acquire, construct, or reconstruct; and WHEREAS, City desires to provide HOME Funds to Developer, on the terms and conditions set forth herein. NOW THEREFORE, in consideration of the above recitals, the mutual covenants and agreements hereinafter set forth and for other good and valuable consideration, the receipt, legal sufficiency, and adequacy of which are hereby acknowledged, the parties hereto agree as follows: AGREEMENT SECTION 1. Incorporation of Recitals. The Recitals set forth above are true and correct and are incorporated into this Agreement.   Packet Pg. 662 3 SECTION 2. Definitions. In addition to the meaning ascribed to certain words and phrases as set forth in the Recitals or in other sections of this Agreement, including any of the Attachments to this Agreement, other words and phrases shall have the meanings described below: ▪“Acquisition Escrow” means an account set up with an escrow company that will oversee the transfer of title of an Eligible Property from City or a third party owner, as the case may be, to Developer for the purpose of constructing and/or reconstructing affordable housing units, and the execution and recording of a Deed of Trust and a Housing Affordability Covenant between City and Developer. ▪“Affirmative Marketing Plan” has the meaning set forth in Attachment “J”. ▪“Affordable Housing Cost” means a purchase price determined using the criteria set forth in 24 C.F.R. Part 92.254(a)(2), i.e., not exceeding 95 percent of the median purchase price for the area. ▪“Affordability Period” means the period of time during which an Eligible Property has occupancy restrictions. The length of the affordability period depends on the amount of HOME assistance to the project, as specified in the table below. It is anticipated that infill housing projects will require more than $40,000 in HOME assistance for each Eligible Property. Therefore, the anticipated affordability period for Eligible Properties is 15 years. However, each project will be evaluated to verify the length of affordability that will apply. HOME Assistance per Unit Length of the Affordability Period Less than $15,000 5 years $15,000 - $40,000 10 years More than $40,000 15 years ▪“Area Median Income (AMI)” means the median income for the Ontario/Riverside/San Bernardino Metropolitan Statistical Area, adjusted for household size, as defined and periodically adjusted by HUD. ▪“Construction Escrow” means an account set up with the City of San Bernardino Finance Department that will process the disbursement of all construction or reconstruction payouts from City to Developer which are made to advance to Developer or reimburse Developer for payments made or to be made to general contractors, subcontractors, and material suppliers as construction or reconstruction work is completed. ▪“Deed of Trust” means the deeds of trust in favor of City as beneficiary that will encumber the Eligible Property as security for compliance with this Agreement and   Packet Pg. 663 4 with the Housing Affordability Covenants defined below. Developer shall enter into a Deed of Trust to secure compliance with this Agreement and with the Developer Housing Affordability Covenant (“Developer Deed of Trust”). The Qualified Homebuyers to whom Developer sells the Eligible Properties shall enter into Deeds of Trust to secure compliance with the Qualified Homebuyer Housing Affordability Covenants (“Qualified Homebuyer Deed of Trust”). The general forms of the Developer Deed of Trust and the Qualified Homebuyer Deed of Trust are included as Attachments “F” and “G”, respectively. ▪“Effective Date” means the date on which this Agreement shall become effective, which is the later of , 2023 or when approved by the City Council and signed by an authorized representative of Developer, and executed by the City Manager. ▪“Escrow Agent” means one or more escrow agents administering the Acquisition Escrow and the Sale Escrow, which are mutually acceptable to Developer and City. ▪“Event of Default” has the meaning set forth in Section 14 of this Agreement. ▪“Hazardous Materials” has the meaning set forth in Section 37 of this Agreement. ▪“HOME” means the HOME Investment Partnerships Act Program established pursuant to the Cranston-Gonzalez National Affordable Housing Act of 1990 (42 U.S.C. 12701 et seq.), as amended from time to time, and the HOME Regulations. ▪“HOME Grants” means the grants to be provided by City to Developer to acquire, construct or reconstruct Eligible Properties in an aggregate amount not to exceed Four Hundred Fifty-Five Thousand Dollars ($455,000). The provisions of the HOME Grants are set forth in Section 16. The HOME Grants shall be shall be secured by a Deed of Trust in the form of Attachment “F”, and may also be secured by other documents. ▪“Housing Affordability Covenant” means the HOME Program Housing Affordability Covenants and Restrictions that will be entered into by and between Developer and City when an Eligible Property is selected for development (“Developer Housing Affordability Covenant”), and by and between City and the Qualified Homebuyers to whom the Eligible Properties are sold following the construction or reconstruction of affordable housing units on the Eligible Properties (“Qualified Homebuyer Housing Affordability Covenant”). The form of the Developer Housing Affordability Covenant is Attachment “H”. The form of the Qualified Homebuyer Housing Affordability Covenant is Attachment “I”. ▪“Low-income Households” means persons and households whose income does not exceed 80 percent of the Area Median Income, adjusted for family size, as set forth in the definition of “low-income families” in 24 C.F.R. Part 92.2. ▪“Notice of Completion” means the Notice of Completion to be executed by Developer upon the completion of the construction or reconstruction of infill housing on an Eligible Property, in the form specified in California Civil Code Section 8182.   Packet Pg. 664 5 ▪“Project” means the acquisition of Eligible Properties, construction or reconstruction of infill housing on the Eligible Properties, and resale of the Eligible Properties to Qualified Homebuyers. ▪“Qualified Homebuyer” means a household whose annual income does not exceed eighty percent (80%) of the Area Median Income, and which meets all of the requirements for purchasing an Eligible Property. ▪“Rehabilitation Standards” means the HOME compliant single family standards for the rehabilitation of HOME-assisted properties adopted from time to time by City as a participating jurisdiction under the HOME Regulations. ▪“Sale Escrow” means the property transfer transaction account by and among an Escrow Agent, the Qualified Homebuyer, Developer, and City in connection with the sale of a completed Eligible Property from Developer to a Qualified Homebuyer, and the execution and recording of a Qualified Homebuyer Deed of Trust and a Qualified Homebuyer Housing Affordability Covenant. ▪“Term” has the meaning set forth in Section 5 of this Agreement. ▪“Total Development Cost” means the total cost to Developer to construct/reconstruct and sell an Eligible Property to a Qualified Homebuyer. The Total Development Cost shall be determined by the sum total of the cost line items included in the Total Development Cost Pro Forma in the form of Attachment “C”. SECTION 3. Parties to the Agreement. A. The parties to this Agreement are Developer and City, referred to at times herein collectively as the “Parties” and individually as a “Party.” B. The principal office of Developer for purposes of this Agreement is located at 9551 Pittsburg Avenue, Rancho Cucamonga, CA 91730 C. Prior to the Effective Date, Developer must have provided City with satisfactory evidence of the legal formation and the good standing of Developer to transact business within the State of California. SECTION 4. Entire Agreement. A. This Agreement including all attachments and addenda referenced herein constitutes the entire agreement between the Parties. This Agreement supersedes all prior oral or written negotiations, discussions, and agreements between the Parties concerning the subject matters covered herein. The Parties intend this Agreement to be the final expression of their agreement with respect to the subjects covered herein and a complete and exclusive statement of such terms. B. Included as an integral part of this Agreement are the Attachments listed below. All Attachments set forth below and attached to this Agreement are incorporated herein by reference regardless of the prior reference of any or all of said Attachments in the text of   Packet Pg. 665 6 this Agreement. All Attachments to this Agreement shall have the same force and effect as though the content of each and every one of said Attachments had been included within the text of this Agreement. Unless the context requires to the contrary, all references to this Agreement shall include each and every Attachment set forth below and attached hereto. Attachments identified as forms or templates may be modified by City as necessary to adapt the documents for use in connection with particular transactions. List of Attachments: Attachment “A” Scope of Services Attachment “B” Site Agreement form Attachment “C” Total Development Cost Pro Forma with Sources and Uses Attachment “D” Project Timeline template Attachment “E” Omitted. Attachment “F” Developer Deed of Trust form Attachment “G” Qualified Homebuyer Deed of Trust form Attachment “H” Developer Housing Affordability Covenant form Attachment “I” Qualified Homebuyer Housing Affordability Covenant form Attachment “J” Affirmative Marketing Requirements SECTION 5. Term of Agreement. A. The term of this Agreement (“Term”) shall commence on the Effective Date and will expire two (2) years after the Effective Date, unless earlier terminated as provided in this Agreement. City will have the option to extend the Term for one (1) additional one-year term, with the consent of Developer. The term of this Agreement shall not extend beyond January 30, 2025, except that, unless terminated pursuant to Section 15 below, this Agreement shall remain in effect at least until completion of the construction or reconstruction of all of the Eligible Properties to be constructed or reconstructed under this Agreement, and at least until ownership of each of said Eligible Properties has been transferred by Developer to a Qualified Homebuyer. Also, notwithstanding the foregoing portion of this Section 5(A), documents recorded pursuant to this Agreement shall survive termination or expiration of this Agreement and remain effective in accordance with their terms. B. Upon the expiration or earlier termination of this Agreement, Developer shall provide City with all documents, notes, maps, reports, data, and all other work product developed in the performance of the Scope of Services within ten (10) calendar days after the effective date of such expiration or termination, without additional charge to or request by City.   Packet Pg. 666 7 SECTION 6. Scope of Developer Services. A. City hereby retains Developer to provide the professional services set forth in the Scope of Services attached hereto as Attachment “A” and incorporated herein by this reference. Developer hereby agrees to perform the work set forth in the Scope of Services, in accordance with the terms of this Agreement. Before commencing any services under this Agreement, Developer shall provide City with documentation indicating Developer’s financial strength and capacity to provide start-up operations and working capital to develop Eligible Properties. Such documentation shall include Developer’s most recent certified financial statements with a statement in writing, signed by a duly authorized representative of Developer, stating Developer’s present financial condition is materially the same as that shown on the balance sheet and income statement submitted, or with an explanation for a material change in Developer’s financial situation. SECTION 7. Budget. City has allocated an amount not to exceed Four Hundred Fifty-Five Thousand Dollars ($455,000) of HOME Funds for the acquisition, construction, or reconstruction of Eligible Properties. SECTION 8. Payment for Services Performed by Developer. The amount to be paid by City to Developer for the services to be performed by Developer pursuant to this Agreement (the “Developer Fee”) will be established prior to the commencement of the Project, as reflected in the Total Development Cost Pro Forma that Developer is required to submit for each Eligible Property. City must approve the Developer Fee prior to the construction or reconstruction of any Eligible Property. In all cases, the Developer Fee shall be limited to no more than ten percent (10%) of the Total Development Cost. SECTION 9. HOME Program Requirements. A. Developer shall comply with all applicable laws and regulations governing the use of the HOME Funds as set forth in 24 C.F.R. Part 92, including the requirements of the Developer Housing Affordability Covenant. In the event of any conflict between this Agreement and applicable laws and regulations governing the use of the HOME Funds, the stricter requirement shall govern. The laws and regulations governing the use of the HOME Funds include (but are not limited to) the following: (i) Eligible Project Costs. Restrictions on funding only eligible project costs as set forth in 24 C.F.R. 92.206. (ii) Environmental and Historic Preservation and Review. 24 C.F.R. Part 50 and 24 C.F.R. Part 58, which prescribe procedures for compliance with the National Environmental Policy Act of 1969 (42 U.S.C. § 4321 et seq.), and the additional laws and authorities listed at 24 C.F.R. § 58.5. Developer   Packet Pg. 667 8 acknowledges that environmental review, which shall also review environmental impacts pursuant to CEQA (hereinafter defined), by the City of the activities to be undertaken under this Agreement is required, that City’s approval of this Agreement does not constitute approval of any development or completion of such environmental review, and that Developer may not expend funds, HOME or otherwise, for such activities until the City has notified Developer in writing that the environmental review is complete. Nothing in this Agreement shall be construed to limit the City’s discretion to consider and adopt any mitigation measure or project alternative, including the alternative of rejecting any proposed development of the Property, as provided in the California Public Resources Code. (iii) Applicability of OMB Circulars. The applicable policies, guidelines, and requirements of OMB Circulars Nos. A-87, A-102, Revised, A-110, A-122, and A-133. (iv) Debarred, Suspended or Ineligible Contractors. The prohibition on the use of debarred, suspended, or ineligible contractors set forth in 24 C.F.R. Part 24. (v) Civil Rights, Housing and Community Development, and Age Discrimination Acts. The Fair Housing Act, as amended (42 U.S.C. § 3601 et seq.), and implementing regulations at 24 C.F.R. Part 100; Title VI of the Civil Rights Act of 1964 as amended; Title VIII of the Civil Rights Act of 1968 as amended; the Housing and Community Development Act of 1974 as amended, including Title I, Section 104(b) and Section 109; Section 504 of the Rehabilitation Act of 1973, as amended (29 USC § 794, et seq.); the Age Discrimination Act of 1975 (42 USC § 6101, et seq.); Executive Order 11063 (Nondiscrimination and Equal Opportunity in Housing), as amended, and implementing regulations at 24 C.F.R. Part 107; Executive Order 11246 (Equal Employment Opportunity), as amended; Executive Order 11625 (National Program for Minority Business Enterprise), as amended; Executive Order 12432 (Minority Business Enterprise Development); and Executive Order 12138 (National Women’s Business Enterprise Policy), as amended. (vi) Nondiscrimination against the Disabled. The requirements of the Fair Housing Act (42 U.S.C. § 3601 et seq.) and implementing regulations at 24 C.F.R. Part 100; Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794), and federal regulations issued pursuant thereto, which prohibit discrimination against the disabled in any federally assisted program; the Architectural Barriers Act of 1968 (42 U.S.C. §§ 4151 et seq.); and the applicable requirements of Title II and/or Title III of the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131 et seq.), and federal regulations issued pursuant thereto. (vii)Clean Air and Water Acts. The Clean Air Act, as amended, 42 U.S.C. § 7401 et seq.; the Federal Water Pollution Control Act, as amended, 33 U.S.C. § 1251 et seq.; the National Environmental Policy Act of 1969, as amended (42 U.S.C.   Packet Pg. 668 9 §§ 4321 et seq.), and the regulations of the Council on Environmental Quality with respect thereto at 40 C.F.R. Part 1500, as amended from time to time. (viii) Uniform Administrative Requirements. The provisions of 24 C.F.R. §§ 92.505-.506 regarding cost and auditing requirements. (ix) Labor Standards. The labor requirements set forth in 24 C.F.R. 92.354; the prevailing wage requirements of the Davis-Bacon Act and implementing rules and regulations (40 U.S.C. § 3141 et seq.; the Copeland “Anti-Kickback” Act (18 U.S.C. § 874 and 40 U.S.C. § 3145) which requires that workers be paid at least once a week without any deductions or rebates except permissible deductions; the Contract Work Hours and Safety Standards Act – CWHSSA (40 U.S.C. §§ 3701-3708) which requires that workers receive “overtime” compensation at a rate of 1-1/2 times their regular hourly wage after they have worked forty (40) hours in one (1) week; 29 C.F.R. Subtitle A, Parts 1, 3 and 5, which are the regulations and procedures issued by the Secretary of Labor for the administration and enforcement of the Davis-Bacon Act, as amended; the Fair Labor Standards Act of 1938, 29 U.S.C. § 201, et seq.; and all other applicable federal and state labor laws, the applicability of which Developer assumes full responsibility for determining. (ix) Drug Free Workplace. The requirements of the Drug Free Workplace Act of 1988 (41 U.S.C § 8101, et seq.), and implementing regulations at 2 C.F.R. Part 2429. (xii) Anti-Lobbying; Disclosure Requirements. The disclosure requirements and prohibitions of 31 U.S.C. § 1352 and implementing regulations at 24 C.F.R. Part 87. (xiii) Historic Preservation. The historic preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (Division A of Subtitle III of 54 U.S.C.) and the procedures set forth in 36 C.F.R. Part 800. If archeological, cultural, or historic period resources are discovered during construction, all construction work must come to a halt and Developer shall immediately notify City. Developer shall not shall alter or move the discovered material(s) until all appropriate procedures for “post-review discoveries” set forth in the National Historic Preservation Act at 54 U.S.C. § 300101 et seq. have taken place, which include, but are not limited to, consultation with the California State Historic Preservation Officer and evaluation of the discovered material(s) by a qualified professional archeologist. (xiv) Flood Disaster Protection. The requirements of the Flood Disaster Protection Act of 1973, as amended (“Flood Act”) contained in the National Flood Insurance Act of 1968, as amended (42 U.S.C. § 4001 et seq.). No portion of the assistance provided under this Agreement is approved for acquisition or construction purposes as defined under Section 3(a) of the Flood Act (42 U.S.C. § 4003(a)), for use in an area identified by HUD as having special flood   Packet Pg. 669 10 hazards which is not then in compliance with the requirements for participation in the national flood insurance program pursuant to Section 201(d) of the Flood Act (42 U.S.C. § 4105(d)). The use of any assistance provided under this Agreement for such acquisition or construction in such identified areas in communities then participating in the National Flood Insurance Program is subject to the mandatory purchase of flood insurance requirements of Section 102(a) of the Flood Act (42 U.S.C. § 4102(a)). If an Eligible Property is located in an area identified by HUD as having special flood hazards and in which the sale of flood insurance has been made available under the National Flood Insurance Act of 1968, as amended, the property owner and its successors or assigns must obtain and maintain, during the ownership of the Eligible Property, such flood insurance as required with respect to financial assistance for acquisition or construction purposes under Section 102(a) of the Flood Act. Such provisions are required notwithstanding the fact that the construction on the Eligible Property may not itself be funded with assistance provided under this Agreement. (xv) Project Requirements and Other Federal Requirements. The activities funded under this agreement must comply with the project requirements set forth in Subpart F of 24 C.F.R. Part 92 and must be carried out in accordance with the other federal requirements set forth in Subpart H of said Part 92. (xvi) Property Standards. The housing developed pursuant to this Agreement must meet the property standards in 24 C.F.R. § 92.251, the lead hazard control requirements in 24 C.F.R. § 92.355, and the Rehabilitation Standards upon completion of construction or reconstruction. (xvii) Religious Organizations. If Developer is a religious organization, as defined by the HOME Regulations, Developer shall comply with all conditions prescribed by HUD for the use of HOME Funds by religious organizations, including the First Amendment of the United States Constitution regarding church/state principles and the applicable constitutional prohibitions set forth in 24 C.F.R. § 92.257. (xviii) Relocation. As applicable, the requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 U.S.C. § 4601, et seq.), and implementing regulations at 49 C.F.R. Part 24; 24 C.F.R. § 570.606; Section 104(d) of the Housing and Community Development Act of 1974 and implementing regulations at 24 C.F.R. Part 42; 24 C.F.R. § 92.353; and California Government Code Section 7260 et seq. and implementing regulations at 25 California Code of Regulations Sections 6000 et seq. If and to the extent that development of the project results in the permanent or temporary displacement of residential tenants, homeowners, or businesses, Developer shall comply with all applicable local, state, and federal statutes and regulations with respect to relocation planning, advisory assistance, and payment of monetary benefits, and shall prepare and submit a relocation plan to City for approval. Developer is solely responsible for its compliance with applicable   Packet Pg. 670 11 notice requirements, payment of any relocation benefits to any displaced persons, and any other obligations associated with complying with such relocation laws. Developer shall indemnify and defend City (with counsel approved by City, in its sole discretion), and hold City harmless against all claims that arise out of relocation obligations to residential tenants, homeowners, or businesses permanently or temporarily displaced by the Project. (xix) Other HUD Regulations. Any other HUD regulations now in effect or as may be amended or added in the future pertaining to the HOME Funds, the existence and applicability of which Developer assumes full responsibility for determining. (xx) Fees. As required by 24 C.F.R. Part 92.504(c)(3)(xi), Developer shall not charge servicing, origination, processing, inspection, or other fees for the costs of providing homeownership assistance. SECTION 10. Records Retention. Records, field notes, inspection documents, and other supporting documents pertaining to the use of HOME Funds disbursed to Developer shall be retained by Developer with a corresponding copy provided to City. All records shall be made available to City, HUD, and other appropriate federal agencies and officials for examination for a period of five (5) years from the date of expiration or termination of this Agreement. Records shall be available for inspection during Developer’s regular business hours. In the event of litigation or audit relating to this Agreement, such records shall be retained by Developer until all such litigation or audit has been resolved. SECTION 11. Indemnification. In addition to any other specific indemnification or defense obligations of the Developer set forth in this Agreement, Developer shall (with counsel approved by City, in its sole discretion) defend, indemnify, and hold harmless City and its officers, officials, employees, representatives, and agents (collectively “Indemnitees”) from and against any and all causes of action, suits, proceedings, claims, demands, liens, awards, judgments, losses, penalties, fines, costs and expenses, including, without limitation, incidental and consequential damages, court costs, litigation expenses, fees of expert consultants or expert witnesses, costs of investigation, attorneys’ fees, liability for injury or death to any person, workers’ compensation or prevailing wage determinations, and other costs or damages of any kind, nature, or description occurring during or arising in connection with, in whole or in part, the construction, operation, or other services or work relating to this Agreement or Developer’s ownership of the Eligible Properties as a result of the direct or indirect acts, faults, or omissions, whether active or passive, of Developer or its officers, employees, contractors or subcontractors of any tier, agents, representatives, or other parties engaged on Developer’s behalf, unless arising from the sole gross negligence or willful misconduct of City. The provisions of this section shall survive the termination or earlier expiration of   Packet Pg. 671 12 this Agreement and shall not merge into any deeds conveying ownership of any of the Eligible Properties. SECTION 12. Insurance. A. Developer shall at its sole expense procure and maintain, or cause its subcontractors to procure and maintain, as applicable, the insurance as set forth below throughout the Term. Developer shall obtain City approval, in its sole discretion, of each insurance company prior to commencement of any activities pursuant to this Agreement. There shall be no limitations to coverage, whether for insured claims or contractual liability, and Developer shall remain liable as stated in Section 11 above for all losses and damages incurred by any of the Indemnitees that are caused directly or indirectly through the actions or inactions, willful misconduct or negligence of Developer in the performance of the duties assumed by Developer pursuant to this Agreement, to the extent such losses and damages are not covered by insurance maintained by Developer pursuant to this Section 12. B. Developer shall maintain insurance policies issued by an insurance company or companies authorized to do business in the State of California and that maintain during the term of the policy a Financial Strength Rating of at least “A-” and a Financial Size Category designation of at least “VI,” as assigned by A.M. Best Company, Inc. in the then most current edition of “Best’s Credit Guide,” as follows: i. Automobile Insurance. Developer and each of its subcontractors shall maintain comprehensive commercial automobile liability insurance coverage for any vehicle, including owned, hired, and non-owned automobiles, of not less than One Million Dollars ($1,000,000) combined single limit per occurrence, including, without limitation, for bodily injury and property damage. ii. Worker’s Compensation Insurance. Developer and each of its subcontractors shall maintain worker’s compensation coverage in accordance with California workers’ compensation laws for all workers under Developer’s and/or its any of its subcontractors’ employment performing work under this Agreement, which shall include an endorsement that the insurer waives the right of subrogation against City and Indemnitees. iii. Liability Insurance. Developer and each of its subcontractors shall maintain comprehensive commercial general liability insurance, including coverage for bodily injury, personal injury, advertising injury, death, property damage and contractual liability, with a limit of at least One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, including products and completed operations coverage. Said insurance shall be primary insurance with respect to City and the policy shall so provide. All defense costs shall be outside the limits of the policy. Developer shall require and ensure that all general liability insurance policies covering work at any Eligible Property, whether obtained by Developer or Developer’s contractors or subcontractors, include City and the other Indemnitees as additional insureds. If required by City from time to time, Developer shall increase the limits of Developer’s liability insurance to reasonable amounts customary for owners of improvements similar to the Project.   Packet Pg. 672 13 Developer and each of its subcontractors shall maintain professional liability coverage with limits of at least One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, covering the risk of errors and omissions, negligent acts, and costs of claims/litigation, including investigation and court costs. iv. Builders’ Risk/Property Insurance. Developer and each of its subcontractors shall maintain Builders’ Risk insurance during the course of construction on an All Risk Completed Value form, in an aggregate amount equal to 100% of the completed insurable value of the Project or portion of the Project on which Developer is performing work. Upon completion of construction for any Eligible Property, Developer shall maintain fire and extended coverage property insurance covering the Project, in form appropriate for the nature of such property, covering all risks of loss, excluding earthquake, for one hundred percent (100%) of the replacement value, with deductible, if any, acceptable to City, naming City as a loss payee, as its interests may appear. v. Flood Insurance. Flood insurance must be obtained if required by applicable federal regulations. C. Concurrent with the execution of this Agreement and prior to the commencement of any work by Developer, and upon other reasonable request by City, Developer shall deliver to City copies of policies, certificates, and endorsements evidencing the existence of the insurance coverage required herein and the amounts of all deductibles or retentions, which coverage shall remain in full force and effect continuously throughout the term of this Agreement. Insurance coverage required under this Agreement shall not be written on a “claims made” basis. The applicable certificate of insurance must clearly provide that the coverage is on an “occurrence” basis. Receipt by the City of evidence of insurance that does not comply with the above requirements shall not constitute a waiver of the insurance requirements of this Agreement. D. Each policy of insurance required under this Agreement, except worker’s compensation, shall, to the fullest extent allowed by law, be endorsed naming City and the other Indemnitees as additional insureds, and shall provide that such insurance, except with respect to the coverage limits, applies to each named and additional insured as though a separate policy were issued to each and shall provide cross-liability coverage. E. Each policy shall provide for a waiver of any and all rights of subrogation against City and the other Indemnitees. Each policy shall provide that it is primary to any insurance or self- insurance of City or the other Indemnitees with respect to the operations of the Developer. Any insurance maintained by City or Indemnitees shall be in excess of Developer’s insurance and shall not contribute to it. F. Developer shall immediately obtain replacement coverage for any insurance policy that is terminated, canceled, non-renewed, or whose policy limits are exhausted or upon insolvency of the insurer that issued the policy. Each policy shall provide that it may not be canceled, terminated or modified, except upon thirty (30) days’ prior written notice to City. G. Failure on the part of Developer to procure or maintain, or cause its subcontractors to procure or maintain, or provide evidence of renewals of the insurance coverage required   Packet Pg. 673 14 herein for fifteen (15) days or longer shall constitute a material breach of this Agreement pursuant to which City may exercise all rights and remedies set forth herein and may at its sole discretion, without waiving or limiting its rights or remedies for such default, procure or renew such insurance and pay any and all premiums in connection therewith. All monies so paid by City shall be reimbursed by Developer upon demand, including interest thereon at the rate of ten percent (10%) per annum compounded annually from the date paid by City to the date reimbursed by Developer. City shall have the right, at its election, to participate in and control any insurance claim adjustment or dispute with the insurance carrier. Developer’s failure to assert or delay in asserting any claim shall not diminish or impair the rights of City against Developer or the insurance carrier. SECTION 13. Press Releases. Press or news releases, including photographs or public announcements, or confirmation of the same related to the work to be performed by Developer under this Agreement shall be made by Developer only with the prior written consent of City. Press or news releases shall include language identifying the Project as a City-funded project, and include the City seal. SECTION 14. Defaults and Remedies. A. Events of Default. The occurrence of any of the following shall, after the giving of any notice (delay in giving such notice shall not constitute a waiver of any default nor shall it change the time of default) and the expiration of any applicable cure period, constitute a default by Developer hereunder (“Event of Default”): i. The failure of Developer to pay or perform any monetary covenant or obligation hereunder or under any of the documents executed in connection herewith, without curing such failure within ten (10) calendar days after receipt of written notice of such default from City (or from any party authorized by City to deliver such notice as identified by City in writing to Developer). ii. The failure of Developer to perform any nonmonetary covenant or obligation hereunder or under any of the documents executed in connection herewith, without curing such failure within thirty (30) calendar days after receipt of written notice of such default from City (or from any party authorized by City to deliver such notice as identified by City in writing to Developer) specifying the nature of the event or deficiency giving rise to the default and the action required to cure such deficiency; provided, however, that if any default with respect to a nonmonetary obligation is such that it cannot be cured within a thirty-day period, it shall not be deemed a default if Developer commences the cure within said thirty-day period and diligently prosecutes such cure to completion thereafter. Notwithstanding anything herein to the contrary, the herein described notice requirements and cure periods shall not apply to any Event of Default described in Sections iii through vi below, each of which shall constitute an immediate default under this Agreement without regard to any curative action undertaken or completed by Developer:   Packet Pg. 674 15 iii. The material falsity of any representation, warranty, disclosure, or covenant made by Developer regarding the Project, this Agreement, or any documents executed in connection herewith, whether or not such representation, warranty, disclosure, or covenant is included in this Agreement. iv.Developer or any constituent member, partner, or majority shareholder of Developer shall (a) apply for or consent to the appointment of a receiver, trustee, liquidator or custodian or the like of its property, (b) fail to pay or admit in writing its inability to pay its debts generally as they become due, (c) make a general assignment for the benefit of creditors, (d) be adjudicated a bankrupt or insolvent or (e) commence a voluntary case under the Federal bankruptcy laws of the United States of America or file a voluntary petition that is not withdrawn within ten (10) calendar days after the filing thereof seeking an arrangement with creditors or an order for relief or seeking to take advantage of any insolvency law or file an answer admitting the material allegations of a petition filed against it in any bankruptcy or insolvency proceeding. v. If, without the application, approval or consent of Developer, a proceeding shall be instituted in any court of competent jurisdiction, under any law relating to bankruptcy, in respect of Developer or any constituent member or partner, or majority shareholder, of Developer, for an order for relief or an adjudication in bankruptcy, a composition or arrangement with creditors, a readjustment of debts, the appointment of a trustee, receiver, liquidator or custodian or the like of Developer or of all or any substantial part of Developer’s assets, or other like relief under any bankruptcy or insolvency law, and, if such proceeding is being contested by Developer, in good faith, the same shall (a) result in the entry of an order for relief or any such adjudication or appointment, or (b) continue undismissed, or pending and unstayed, for any period of ninety (90) consecutive calendar days. vi.Voluntary cessation of the operation of the Project for a continuous period of more than thirty (30) calendar days or the involuntary cessation of the operation of the Project for a continuous period of more than sixty (60) calendar days. vii. A mechanic’s lien or any other type of encumbrance on any Eligible Property resulting from Developer’s failure to fulfill its financial or other contractual obligations with respect to any of its vendors or sub-contractors is not removed within ten (10) calendar days after receipt of written notice of such default from City. B. City Remedies. Upon the occurrence of an Event of Default hereunder, City may, in its sole discretion, take any one or more of the following actions:   Packet Pg. 675 16 i. Cease making any payment of fees or reimbursement of eligible expenses to Developer unless and until the Event of Default (if curable) is cured. ii. Demand reimbursement from Developer for any payments made to it by City for which the contracted work product was not satisfactorily delivered by Developer. iii.Take possession of any material or other work product purchased or produced by Developer for the Project. iv.Upon the occurrence of an Event of Default which is occasioned by Developer’s failure under this Agreement to pay money to a third party, City may, but shall not be obligated to, make such payment. If such payment is made by City, Developer shall deposit with City, upon written demand therefor, such sum plus interest at the rate of ten percent (10%) per annum compounded annually. The Event of Default with respect to which any such payment has been made by City shall not be deemed cured until such repayment (as the case may be) has been made by Developer. v. Upon the occurrence of an Event of Default described in Section 14.A.(iv) or 14.A.(v) hereof, City shall be entitled and empowered by intervention in such proceedings or otherwise to file and prove a claim for any amount owing to City under this Agreement and unpaid and, in the case of commencement of any judicial proceedings, to file such proof of claim and other papers or documents as may be necessary or advisable in the judgment of City and its counsel to protect the interests of City and to collect and receive any monies or other property in satisfaction of its claim. vi. If the Event of Default consists of the failure of Developer to comply with the requirement that it transfer each of the Eligible Properties only to a Qualified Homebuyer, Developer shall be required to repay to City all funds provided by City to Developer for the acquisition, construction, or reconstruction of the Eligible Property to which said Event of Default applies. Any failure or delays by City in asserting any of its rights and/or remedies as to any default shall not operate as a waiver of any default or of any such rights or remedies. Delays in asserting any of its rights and/or remedies shall not deprive City of its right to institute and maintain any actions or proceedings that it may deem necessary to protect, assert or enforce any such rights or remedies. C. City Default and Developer Remedies. Upon failure of City to meet any of its obligations under this Agreement without curing such failure within thirty (30) calendar days after receipt of written notice of such failure from Developer specifying the nature of the event or deficiency giving rise to the default and the action required to cure such deficiency, Developer may, as its sole and exclusive remedies:   Packet Pg. 676 17 i. Bring an action in equitable relief seeking the specific performance by City of the terms and conditions of this Agreement or seeking to enjoin any act by City which is prohibited hereunder; and/or ii. Bring an action for declaratory relief seeking judicial determination of the meaning of any provision of this Agreement. Without limiting the generality of the foregoing, Developer shall in no event be entitled to, and hereby waives, any right to seek incidental or consequential damages of any kind or nature from City arising out of or in connection with this Agreement, and in connection with such waiver Developer is familiar with and hereby knowingly and voluntarily waives the provisions of Section 1542 of the California Civil Code which provides as follows: “A GENERAL RELEASE DOES NOT EXTEND TO CLAIMS THAT THE CREDITOR OR RELEASING PARTY DOES NOT KNOW OR SUSPECT TO EXIST IN HIS OR HER FAVOR AT THE TIME OF EXECUTING THE RELEASE AND THAT, IF KNOWN BY HIM OR HER, WOULD HAVE MATERIALLY AFFECTED HIS OR HER SETTLEMENT WITH THE DEBTOR OR RELEASED PARTY.” Developer further waives the benefit of any other statute, rule, regulation, or common law principle to the same or similar effect. Initials of Developer:__________ SECTION 15. Termination for Convenience. A. This Agreement may be terminated by City at any time prior to its expiration for any reason by giving Developer thirty (30) calendar days’ prior written notice. If Developer is in compliance with this Agreement on the date such termination takes effect, City shall pay Developer the reasonable value of all work authorized by City pursuant to this Agreement prior to the date of such notice and completed thereafter prior to the effective termination date. B. In the event of a termination of this Agreement pursuant to this section, Developer shall comply with Section 5.B of this Agreement. SECTION 16. HOME Grants. A. Subject to the terms and conditions of this Agreement, City shall make HOME Grants to Developer for the purpose of construction or reconstruction of Eligible Properties, and soft costs involved in the development of Eligible Properties. City shall commit an aggregate amount not to exceed Four Hundred Fifty-Five Thousand Dollars ($455,000) to funding the HOME Grants. The amount of each individual HOME Grant shall be negotiated by City and Developer based on the total development costs for each Eligible Property as shown on the Total Development Cost Pro Forma to be submitted by Developer to City prior to the development of any Eligible Property. Proceeds from the HOME Grants shall not be used by Developer for any off-site costs, such as utility installations outside the boundaries of the Eligible Property. B. Disbursements from the HOME Grants will only be made for reimbursement of expenditures incurred. An exception is made for construction or reconstruction work   Packet Pg. 677 18 performed on an Eligible Property, in which case disbursements will be allowed for direct payment of services rendered or products delivered. Non-construction related costs (“Soft Costs”) will only be paid on a reimbursement basis. As used here “Soft Costs” means predevelopment, indirect, financing and sales closing costs and Developer Fee. C. The net proceeds derived from the sale of the Eligible Property to the Qualified Homebuyer shall be collected by City as program income upon the close of the Sales Escrow. No net proceeds other than those approved by City shall be paid to Developer. Net proceeds means sale price minus costs of sale (e.g. broker and escrow fees). SECTION 17. Acquisition, Development and Sale of Eligible Properties. A. Selection and Acquisition of Eligible Properties. The Parties shall agree in writing on the Eligible Properties to be developed pursuant to this Agreement. City currently owns a number of properties that are suitable for infill development pursuant to this Agreement and Eligible Properties may be selected from those properties. In the case of an Eligible Property owned by City, City shall transfer the property to Developer by quitclaim deed. An Acquisition Escrow, as defined in Section 2 of this Agreement, shall be opened to accomplish the transfer of an Eligible Property to Developer. Transfer of any Eligible Property to Developer shall occur pursuant to the Acquisition Escrow only upon the deposit in escrow by Developer of a duly executed and notarized Housing Affordability Covenant in which Developer covenants that it will sell the Eligible Property only to a Qualified Homebuyer, and a duly executed and notarized Deed of Trust securing Developer’s faithful performance of the Housing Affordability Covenant and of this Agreement. B. Construction Disbursements. Disbursement of HOME Grants to Developer for the purpose of constructing/reconstructing Eligible Properties shall be carried out through the Construction Escrow with the City of San Bernardino as defined in Section 2 of this Agreement. Disbursements made by City for the purpose of constructing/reconstructing Eligible Properties using the HOME Grants shall be expressly subject to satisfaction of all of the following conditions (collectively, the Closing Conditions) on or before the date (“Closing Deadline”) which is thirty (30) calendar days following the execution date of a Site Agreement initially entered into by City and Developer for the purposes of developing an Eligible Property: (1) Execution of this Agreement and delivery of a fully executed copy of the Site Agreement in the form attached hereto as Attachment “B” to the Construction Escrow Agent. (2) Receipt by City from Developer of such other documents, certifications and authorizations as are reasonably required by City, in form and substance satisfactory to City, to ensure compliance with all legal requirements for the making of the HOME Grant to be used for the construction or reconstruction of the Eligible Property. (3) No Event of Default and no breach shall exist under this Agreement, the Site Agreement, or under any agreement or instrument relating to any other funding obtained by Developer for the purpose of constructing or reconstructing the Eligible Property.   Packet Pg. 678 19 (4) Developer shall have provided to City, in a form satisfactory to City, certified copies of (a) Developer’s articles and bylaws, together with a certification by Developer’s president or chief executive officer that such articles and bylaws have not been amended or modified except as described in the certification; (b) a good standing certificate from the California Secretary of State, certifying that Developer is duly qualified and in good standing to conduct business in this state; and (c) all other documents necessary to evidence to City’s satisfaction that the individuals and entities executing this Agreement, and any other entities on whose behalf this Agreement is executed, are fully authorized to do so and to bind the respective entities, including Developer, to the terms hereof. (5) Developer shall have furnished City with evidence satisfactory to City that the insurance coverage required by Section 12 of this Agreement has been obtained. (6) Developer shall have commenced or be ready to commence construction or reconstruction of the Eligible Property, and shall have (a) furnished City with copies of a contract for the construction/reconstruction work and materials (“Construction Contract”) entered into with a general contractor (“General Contractor”) previously approved in writing by City; and (b) submitted to City and received City’s approval of any design plans or other design documents requested by City. (7) Not as a Closing Condition, but at least thirty (30) calendar days prior to occupancy and prior to the commencement of homebuyer selection for the Eligible Property, Developer shall have obtained City’s written approval of an Affirmative Marketing Plan, complying with the requirements set forth in Attachment “J” to this Agreement, for the sale of the Eligible Property, including specifically the procedures to be employed by which the Qualified Homebuyers of the Eligible Property shall be selected in the event that there are multiple homebuyers qualified to purchase the Eligible Property. C. Acquisition Escrow Terms. In establishing the Acquisition Escrow, the Parties may execute supplemental instructions to the Escrow Agent consistent with the terms of this Agreement, but in the event of a conflict between the terms of this Agreement and any supplemental escrow instructions, the terms of this Agreement shall control. Except as otherwise expressly provided herein, any fees and costs incurred by the Escrow Agent in the performance of their duties hereunder and agreed to be paid by the Parties shall be paid exclusively by Developer. D. Selection of Qualified Homebuyers. Developer shall initiate the sale of an Eligible Property to a Qualified Homebuyer by submitting to City a purchase and sale agreement executed by the prospective homebuyer, with such verifying documentation from the prospective homebuyer with respect to residency, income and the property condition as City, or its designee, may reasonably request (collectively, “Homebuyer Application”). The Homebuyer Application shall consist of the following information in the form approved by City: (1) A California Association of Realtors California Residential Purchase Agreement or such other purchase agreement as may be specified by City, fully executed by the prospective homebuyer.   Packet Pg. 679 20 (2) Application Affidavit – Completely filled out and signed by the prospective homebuyer. (3) Income documentation in accordance with the HOME Regulation’s Part 5 Definition of Income, pursuant to 24 C.F.R. §§ 5.609 and 92.203(b), for all household members who are 18 years of age and older. (4) Copy of employment verification for each homebuyer. (5) Two consecutive months of current bank statements for each homebuyer. (6) Three-year housing history for each homebuyer. (7) Income Certification Form. (8) Homebuyer Education Certificate from a HUD Certified Housing Counseling Agency. (9) Proof of legal residency in the United States for all members of the household who are applying for consideration as the Qualified Homebuyer. (10) Evidence of terms for purchase money loan, including loan amount, interest rate, and monthly payment. E. Sale Escrow. Within seven (7) calendar days after the receipt of the Homebuyer Application, City will notify Developer of approval or denial of the prospective homebuyer’s eligibility and confirmation of such eligibility by means of a Preliminary Approval (all preliminary approvals will be valid for sixty (60) calendar days from the date of certification). Upon notification of the prospective homebuyer’s eligibility, Developer shall open the Sale Escrow with a City approved-escrow company (the “Sale Escrow Agent”). City shall furnish the Sale Escrow Agent with executed escrow instructions. Developer shall not permit any escrow to close for the sale of an Eligible Property until and unless the escrow instructions executed by City have been submitted to the Sale Escrow Agent. As provided in the escrow instructions, the Sale Escrow shall also not close unless and until: (1) The Sale Escrow Agent holds the following documents: (a) a Housing Affordability Covenant executed by the Qualified Homebuyer in favor of City and duly notarized; (b) a Deed of Trust executed by the Qualified Homebuyer as trustor in favor of City as beneficiary, securing the Qualified Homebuyer’s performance of the Housing Affordability and duly notarized; (c) a grant deed for the conveyance of the Eligible Property from Developer to the Qualified Homebuyer, stating that the conveyance is subject to the restrictions of the Housing Affordability Covenant and the Deed of Trust; and (d) such other documents as the City in its sole discretion may deem to be required for   Packet Pg. 680 21 the purpose of ensuring the affordability of the Eligible Property for the duration of the Affordability Period. (2) Proof of hazard insurance for the full replacement cost of the Eligible Property is provided to City; and (3) Construction or reconstruction of the Eligible Property is completed in accordance with this Agreement and with all applicable City permits and ordinances, and City has issued a final certificate of occupancy for the Eligible Property. The Sale Escrow shall not close while any Event of Default exists under this Agreement or under any agreement or instrument relating to any financing for the Eligible Property. SECTION 18. Use of the Eligible Property. A. Developer hereby covenants and agrees, for itself and its successors and assigns, that the Eligible Properties shall be developed for sale to a household whose total annual income is at or below eighty percent (80%) of Area Median Income. B. Developer covenants and agrees that it shall not devote the Eligible Properties to uses inconsistent with either this Agreement or the Housing Affordability Covenant. SECTION 19. Discrimination Prohibited. A. Except as provided in the Housing Affordability Covenant with respect to the reservation of the Eligible Property for occupancy by a Qualified Homebuyer, there shall be no discrimination against, or segregation of, any persons, or group of persons, on account of race, color, creed, religion, sex, marital status, familial status, physical or mental disability, ancestry, or national origin in the rental, sale, lease, sublease, transfer, use, occupancy, or enjoyment of the Eligible Property, or any portion thereof. The nondiscrimination and non-segregation covenants contained in the Housing Affordability Covenant shall remain in effect in perpetuity. B. Developer shall not discriminate against any person on the basis of race, color, creed, religion, national origin, ancestry, sex, marital status, or physical handicap in the performance of the Scope of Services of this Agreement. Without limitation, Developer hereby certifies that it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, marital status or national origin. Further, Developer shall promote affirmative action in its hiring practices and employee policies for minorities and other designated classes in accordance with federal, state and local laws. Such action shall include, but not be limited to, the following: recruitment and recruitment advertising, employment, upgrading, and promotion. In addition, Developer shall comply with all state and federal laws prohibiting the exclusion from participation under this Agreement of any employee or applicant for employment on the basis of age, handicap, or religion. SECTION 20.Effect of Covenants. City is the beneficiary of the terms and provisions of this Agreement and of the restrictions and affordable housing covenants running with the land with respect to the Eligible Properties, whether or not appearing in the Housing Affordability Covenant(s), for and in   Packet Pg. 681 22 its own right and for the purposes of protecting the interests of the community in whose favor and for whose benefit the covenants running with the land have been provided. The Affordable Housing Covenants in favor of City shall run without regard to whether City has been, remains, or is an owner of any interest in an Eligible Property and shall be effective as both covenants and equitable servitudes against the Eligible Property. If any of the Affordable Housing Covenants referred to in this Agreement are breached, City shall have the right to exercise all rights and remedies and to maintain any actions or suits at law or in equity or other proper proceedings to compel the curing of such breaches to which it may be entitled. SECTION 21. Notices. A. Notices, demands, and communications between City and Developer shall be sufficiently given if personally delivered or delivered by a nationally-recognized courier service or sent by registered or certified mail, postage prepaid, return receipt requested, to the following addresses: If to City: City of San Bernardino Community and Economic Development – Housing Division 290 North “D” Street Third Floor San Bernardino, CA 92401-1734 Phone: (909) 384-5357 If to Developer: NPHS San Bernardino 9551 Pittsburg Ave. Rancho Cucamonga, CA. 91730 Phone: (909)988-5274 B. Notices shall be effective upon receipt, if given by personal delivery; upon receipt, if emailed, provided there is written confirmation of receipt (except that if received after 5 p.m., notice shall be deemed received on the next business day); the earlier of (i) three (3) business days after deposit with United States Mail, or (ii) the date of actual receipt as evidenced by the return receipt, if delivered by certified mail; or (iii) one (1) day after deposit with the delivery service, if delivered by overnight guaranteed delivery service. Each party shall promptly notify the other party of any change(s) of address to which notice shall be sent pursuant to this section. SECTION 22.Compliance with Laws. Developer shall comply with all Applicable Governmental Restrictions. As used herein, “Applicable Governmental Restrictions” shall mean and include any and all laws, statutes, ordinances, codes rules, regulations, directives, writs, injunctions, orders, decrees, rulings, conditions of approval, or authorizations, now in force or which may hereafter be in force, of any governmental entity, agency or political subdivision as they pertain to the performance of this Agreement or construction/reconstruction of the Project, including specifically but without limitation all code and other requirements of the jurisdiction in which the Project is located; the National Environmental Policy Act of 1969, as amended; fair housing laws; prevailing wage laws per the Davis-Bacon Act 40 U.S.C. § 3141-3148;   Packet Pg. 682 23 HOME Regulations; and any other applicable federal, state and local law. Developer shall maintain all necessary licenses and registrations for the lawful performance of the work required of Developer and hold City and other Indemnitees harmless for any suit, cost, attorneys’ fees, claim, administrative proceeding, damage, wage award, fine, penalty, or liability arising out of or relating to Developer’s failure to comply with any Applicable Governmental Restrictions including, without limitation, the nonpayment of any prevailing wages required to be paid in connection with the Project, as applicable. Developer is solely responsible for determining the applicability of laws, and shall not rely on statements by City as to the existence, effect, or applicability of such laws. SECTION 23. Developer and each Subcontractor are Independent Contractors. Developer shall at all times during the performance of any work described in the Scope of Services be deemed to be an independent contractor. Neither Developer nor any of its contractors or subcontractors shall at any time or in any manner represent that it or any of its employees are employees of City. City shall not be requested or ordered to assume any liability or expense for the direct payment of any salary, wage or benefit to any person employed by Developer or its subcontractors to perform any item of work described in the Scope of Services. Developer is entirely responsible for the immediate payment of all subcontractor and material supplier liens. SECTION 24. Severability. Each and every section of this Agreement shall be construed as a separate and independent covenant and agreement. If any term or provision of this Agreement or the application thereof to certain circumstances shall be declared invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to circumstances other than those to which it is declared invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. SECTION 25. Amendment or Modification. This Agreement may only be modified or amended by written instrument duly approved and executed by each of the Parties hereto, following all necessary approvals and authorizations for such execution. SECTION 26. Governing Law. This Agreement shall be governed by the laws of the State of California. Any legal action arising from or related to this Agreement shall be brought in the Superior Court of the State of California in and for the County of San Bernardino. SECTION 27. Non-waiver.   Packet Pg. 683 24 Failure or delay of City to enforce any provision of this Agreement shall not constitute a waiver of the right to compel enforcement of the same provision or any remaining provisions of this Agreement. SECTION 28. Assignment. The Developer acknowledges that the qualifications and identity of the Developer are of particular importance to the City and the City has relied and is relying on the specific qualifications and identity of the Developer in entering into this Agreement. This Agreement shall be assignable by Developer only with the prior express written consent of City, which consent may be withheld by City in its sole discretion. For purposes of this section, an assignment includes any merger, consolidation, sale, or lease of all or substantially all of the assets of the Developer or a series of such sales, assignments and the like that, in the aggregate, result in a disposition of more than a 49% interest of all or substantially all of the assets of the Developer. Notwithstanding anything to the contrary in this Agreement, no purported assignment of this Agreement shall be effective if not approved by City or if such assignment would violate any Applicable Governmental Restrictions. City’s consent to any assignment shall be expressly conditioned upon (i) the assignee’s execution of such documents as required by City in its sole discretion, including, without limitation, any and all documents deemed necessary by City to provide for said assignee’s assumption of all of the obligations of Developer hereunder and under any documents executed by Developer in connection herewith, and (ii) City’s approval of the financial condition and credit-worthiness of such proposed assignee and the assignee’s ability to perform all of Developer’s obligations under this Agreement and all documents executed in connection herewith, as may be determined by City in its sole discretion. Any assignment or other transfer, except for sales to Qualified Homebuyers, made in contravention of this section shall be voidable at the election of the City or the City may terminate this Agreement or exercise any other remedy available to the City herein, at law, or in equity. SECTION 29. Representations of Persons Executing this Agreement. A. The persons executing this Agreement warrant that they are duly authorized to execute this Agreement on behalf of and are legally able to bind the respective party that each purports to represent. B. Developer is a California limited liability company, lawfully entitled to do business in the State of California, and has the legal right, power, and authority to enter into this Agreement and the instruments and documents referenced herein. Developer has taken all requisite action and obtained all requisite consents in connection with entering into this Agreement and the instruments and documents referenced herein and the consummation of the transactions contemplated hereby, and no consent of any other party is required for the Developer’s authorization to enter into Agreement. Neither the execution of this Agreement nor the consummation of the transactions contemplated hereby shall result in a breach of or constitute a default under any other agreement, document, instrument or other obligation to which the Developer is a party or by which the Developer may be bound, or   Packet Pg. 684 25 under law, statute, ordinance, rule, governmental regulation or any writ, injunction, order or decree of any court or governmental body applicable to the Developer or to the Project. C. The Developer acknowledges that the execution of this Agreement by City has been made in material reliance by City on the representations, warranties, and covenants made by Developer. If the Developer becomes aware of any act or circumstance that would change or render incorrect, in whole or in part, any representation or warranty made by the Developer under this Agreement, whether as of the date given or any time thereafter, whether or not such representation or warranty was based upon the Developer’s knowledge and/or belief as of a certain date, the Developer will give immediate written notice of such changed fact or circumstance to the City. SECTION 30. Execution in Counterparts. This Agreement may be executed in one (1) or more counterparts, each of which will constitute an original. SECTION 31. Effectiveness of This Agreement as to City. This Agreement shall not be binding on City until approved by the City Council and signed by an authorized representative of Developer, and executed by the City Manager or his or her designee. SECTION 32. Conflicts of Interest. A. Developer hereby represents that it has no interests adverse to City at the time of execution of this Agreement. Developer hereby agrees that, during the term of this Agreement, Developer shall not enter into any agreement or acquire any interests detrimental or adverse to City. Additionally, Developer hereby represents and warrants to City that Developer and any partnerships, individual persons or any other party or parties comprising Developer (its officers and employees), together with each contractor or subcontractor who may hereafter be designated to perform services pursuant to this Agreement, do not have and, during the term of this Agreement, shall not acquire any property ownership interest, business interests, professional employment relationships, contractual relationships of any nature or any other financial arrangements relating to City, property over which City has jurisdiction or any members or staff of City that have not been previously disclosed in writing to City, and that any such property ownership interests, business interests, professional employment relationships, contractual relationships of any nature or any other financial arrangements will not adversely affect the ability of Developer to perform the services to City as set forth in this Agreement. B. Developer shall comply with the conflict of interest provisions set forth in 24 C.F.R. § 92.356(f). SECTION 33. Non-Exclusivity.   Packet Pg. 685 26 This Agreement shall not create an exclusive relationship between City and Developer for the Scope of Services as set forth in Attachment “A” or any similar or related services. City may, during the term of this Agreement, contract with other persons or entities for the performance of the same, similar, or related services as those that may be performed by Developer under this Agreement. City reserves the discretion and the right to determine the amount of services to be performed by Developer for City under this Agreement, including not requesting any services at all. This Agreement only sets forth the terms upon which any such services will be provided to City by Developer, if such services are requested by City, as set forth in this Agreement. SECTION 34. Consequential Damages and Limitation of Liability. City and Developer agree that except as otherwise provided in this Agreement, including, without limitation, Section 11 hereof, in no event will either Party be liable to the other under this Agreement for any damages, including, but not limited to, special damages, loss of revenue, loss of profit, operating costs, or business interruption losses, regardless of cause, including breach of contract, negligence, strict liability, or otherwise. The limitations and exclusions of liability set forth in this Section 34 shall apply regardless of fault, breach of contract, tort, strict liability or otherwise of Developer and City, their employees, officers, contractors, agents, subcontractors, or officials. SECTION 35. Business Registration Certificate. Developer warrants that it possesses, or shall obtain immediately after the execution and delivery of this Agreement, and maintain during the period of time that this Agreement is in effect, a business registration certificate pursuant to Title 5 of City of San Bernardino Municipal Code, together with any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required to be maintained by Developer to conduct its business activities within City. SECTION 36. Enforced Delays; Extension of Time for Performance. A. Neither Party shall be deemed to be in default where delays or defaults in its performance under this Agreement are due to force majeure events that are not attributable to the fault of the Party claiming an extension of time, including, without limitation, war, insurrection, strikes, lockouts, riots, floods, earthquakes, fires, casualties, acts of God, acts of the public enemy, epidemics, quarantine restrictions, government imposed moratorium legislation, freight embargoes, lack of transportation, weather-caused delays, inability to secure necessary labor, materials, or tools, or delays of any contractor, subcontractor, or supplier that delay the commencement of construction of the Project or, after such construction is commenced, suspend the prosecution of the work of improvement of the Project. An extension of time for any such force majeure cause shall be for the period of the enforced delay and shall commence to run from the date of occurrence of the delay; provided, however, that the Party claiming the existence of the delay first provides the other Party with written notice of the occurrence of the delay, within ten (10) calendar days after the commencement of such occurrence of a force majeure event and, thereafter, takes prompt and reasonable action within its control to restore, reconstruct or rebuild any damage to the Project caused by such force majeure event and resume regular business operation.   Packet Pg. 686 27 B. The failure of City to provide any necessary approval relating to the development of the Project or the inability of Developer to satisfy any other condition of this Agreement relating to the design, financing, or development of the Project shall not be deemed to be a force majeure event or otherwise provide grounds for the assertion of the existence of a forced delay under this Section 36. The Parties each expressly acknowledge and agree that changes in either general economic conditions or the economic assumptions of either of them that provided a basis for entering into this Agreement occurring at any time after the execution of this Agreement are not force majeure events and do not provide either Party with grounds for asserting the existence of a forced delay in the performance of this Agreement. Each Party expressly assumes the risk that changes in general economic conditions or changes in their economic assumptions could impose an inconvenience or hardship on the continued performance by such Party under this Agreement and that such inconvenience or hardship is not a force majeure event and does not excuse the performance by such Party of its obligations under this Agreement. SECTION 37. Hazardous Materials. A. Developer represents and warrants that it has not deposited “Hazardous Materials” (as defined below) in or upon any Eligible Property and Developer covenants that it shall not deposit or permit the deposit of Hazardous Materials in or upon any Eligible Property. Developer further covenants to remove or remediate, at its expense (subject to any reimbursement it may be able to obtain from third parties) any Hazardous Materials located in or upon the Eligible Property as of the date hereof or which are deposited in or upon the Eligible Property from and after the date hereof and during Developer’s performance of this Agreement, including any asbestos, lead-based paint and any other Hazardous Materials located in or on the site of the Project, to the extent required by and in accordance with the requirements of all Applicable Governmental Restrictions, including, without limitation, all applicable environmental laws. B. The foregoing shall not be construed or understood to prohibit Developer from allowing Hazardous Materials to be brought upon the Project site so long as they are materials which are customary to the normal course of business in the operation of a well-designed housing facility and so long as such materials are used, stored and disposed of in accordance with all Applicable Governmental Restrictions. C. Except with respect to any claims arising solely out of the gross negligence or misconduct of City, Developer shall, at its sole cost, indemnify, protect, defend with counsel selected by City, and hold City and its members, directors, agents, representatives, officers, officials, and employees harmless from and against any and all present and future claims, demands, damages, losses, liabilities, obligations, penalties, fines, actions, causes of action, judgments, suits, proceedings, costs, disbursements and expenses, including, without limitation, attorney fees, disbursements and costs of attorneys, environmental consultants and other experts, and all foreseeable and unforeseeable damages or costs of any kind or of any nature whatsoever relating to or arising in connection with, directly or indirectly, in whole or in part, the presence of any Hazardous Materials existing or deposited (or claimed to have been deposited) from and after the date hereof on, in, under, from, or affecting any Eligible Property or the Project or in connection with Developer’s performance of this Agreement, including, without limitation: (i) any deposits of Hazardous Materials described in Section 37.B. above; (ii) the storage, holding, handling, release, threatened release, discharge, generation, leak, abatement, removal, or transportation of, or failure to lawfully   Packet Pg. 687 28 store, handle, hold, remove, contain, transport, dispose, abate, or remediate, any Hazardous Materials; (iii) any investigation, inquiry, order, hearing, action or other proceeding by or before any governmental agency or any violation of a law, rule, ordinance, regulation, judgment, order, permit, license, agreement, covenant, restriction, requirement, or similar, by Developer, its agents, representatives, or contractors and subcontractors of any tier, relating to or governing in any way Hazardous Materials; (iv) any failure of the Developer, its agents, representatives, or contractors and subcontractors of any tier, to properly complete, obtain, submit, and/or file any and all notices, permits, licenses, authorizations, covenants, or similar in connection with the Project; or (v) implementation and enforcement by Developer, its agents, representatives, or contractors and subcontractors of any tier, of any monitoring, notification, or other precautionary measures that may, at any time, become necessary to protect against the release, potential release or discharge of Hazardous Materials. The provisions of this section shall survive the termination or earlier expiration of this Agreement and shall not merge into any deeds conveying ownership of any of the Eligible Properties. In connection with this release and waiver, Developer is familiar with and hereby knowingly and voluntarily waives the provisions of Section 1542 of the California Civil Code which provides as follows: “A GENERAL RELEASE DOES NOT EXTEND TO CLAIMS THAT THE CREDITOR OR RELEASING PARTY DOES NOT KNOW OR SUSPECT TO EXIST IN HIS OR HER FAVOR AT THE TIME OF EXECUTING THE RELEASE AND THAT, IF KNOWN BY HIM OR HER, WOULD HAVE MATERIALLY AFFECTED HIS OR HER SETTLEMENT WITH THE DEBTOR OR RELEASED PARTY.” Developer further waives the benefit of any other statute, rule, regulation, or common law principle to the same or similar effect. Initials of Developer: _________ D. For purposes of this Agreement, the term “Hazardous Materials” means, without limitation, gasoline, petroleum products, explosives, radioactive materials, hazardous materials, hazardous wastes, hazardous or toxic substances, polychlorinated biphenyls or related or similar materials, asbestos or any other substance or material as may now or hereafter be defined as a hazardous or toxic substance or material, solid waste, pollutant, contaminant, or similar term by any federal, state or local environmental law, ordinance, rule, or regulation that regulates, relates to, or imposes liability or standards of conduct concerning any such hazardous materials, pertaining to occupational health or industrial hygiene applicable to the Project, or other occupational or environmental conditions (such as ambient air, soil, soil vapor, groundwater, surface water, or land use), including, without limitation, (i) the Comprehensive Environmental Response, Compensation and Liability Act of 1980, as amended by the Superfund Amendments and Reauthorization Act (42 U.S.C. Section 9601-9675), (ii) the Federal Water Pollution Control Act (33 U.S.C. Section 1251 et seq.), (iii) the Clean Air Act (42 U.S.C. Section 7401 et seq.), (iv) the Resource Conservation and Recovery Act, as amended by the Hazardous and Solid Waste Amendments of 1984 (42 U.S.C. Section 6901-6992k), (v) the Toxic Substances Control Act (15 U.S.C. Section 2601-2629), (vi) the Hazardous Materials Transportation Act (49 U.S.C. Section 5101-5128), (vii) the Carpenter-Presley-Tanner Hazardous Substance Account Act (CA Health & Safety Code Section 25300-25395.45), (viii) the Hazardous Waste Control Law (CA Health & Safety Code Section 25100 et seq.), (ix) the Porter-   Packet Pg. 688 29 Cologne Water Quality Control Act (CA Water Code Section 13000 et seq.), (x) the Safe Drinking Water and Toxic Enforcement Act of 1986 (CA Health & Safety Code Section 25249.5 - 25249.13), (xi) the Hazardous Materials Release Response Plans and Inventory (CA Health & Safety Code Section 25500-25547.8), (xii) the Air Resources Law (CA Health & Safety Code Section 39000 et seq.), (xiii) California Environmental Quality Act (CEQA), Public Resources Code, Sections 21000, et seq., or (xiv) in any of the regulations adopted or publications promulgated pursuant to the foregoing. SECTION 38. Labor Provisions. A. The Developer acknowledges that the City has not made any representation, express or implied, to the Developer or any person associated with the Developer regarding whether or not laborers employed relative to the construction of the Project must be paid the prevailing per diem wage rate for their labor classification, as determined by the State of California, pursuant to Labor Code Sections 1720, et seq. The Developer agrees it shall assume the responsibility and be solely responsible for determining whether or not laborers employed in connection with the Project must be paid the prevailing per diem wage rate for their labor classification. Unless otherwise exempted pursuant to applicable provisions of California law, the prevailing wage provisions, including but not limited to those regarding payrolls, records, apprentices and trainees, shall apply to Developer’s performance of services pursuant to this Agreement. B. The Developer, on behalf of itself, its successors, and assigns, waives and releases the City from any right of action against it that may be available pursuant to California Labor Code Sections 1726 and 1781. Developer shall, in accordance with Section 11 of this Agreement, indemnify, defend with counsel acceptable to the City, and hold the City harmless against any claims pursuant to Labor Code Sections 1726 and 1781 arising from this Agreement or the construction or operation of the Project. Developer is familiar with and hereby knowingly and voluntarily waives the provisions of Section 1542 of the California Civil Code which provides as follows: “A GENERAL RELEASE DOES NOT EXTEND TO CLAIMS THAT THE CREDITOR OR RELEASING PARTY DOES NOT KNOW OR SUSPECT TO EXIST IN HIS OR HER FAVOR AT THE TIME OF EXECUTING THE RELEASE AND THAT, IF KNOWN BY HIM OR HER, WOULD HAVE MATERIALLY AFFECTED HIS OR HER SETTLEMENT WITH THE DEBTOR OR RELEASED PARTY.” Developer further waives the benefit of any other statute, rule, regulation, or common law principle to the same or similar effect. Initials of Developer: _________ C. Developer shall submit written proof that the Developer is insured against liability for workers’ compensation in accordance with the provisions of Section 3700 of the California Labor Code. By executing this Agreement, the Developer makes the following certification, required by Section 1861 of the Labor Code: “I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance   Packet Pg. 689 30 with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Agreement.” D. The Developer shall require each contractor and sub-contractor performing work on the Project to provide workers’ compensation coverage for all of such contractor’s or sub- contractor’s employees, unless the contractor’s or subcontractor’s employees are covered by workers’ compensation insurance provided by the Developer. If any class of employees engaged in work or services performed in connection with the Project is not covered by Labor Code Section 3700, the Developer shall provide, or require each contractor or subcontractor to provide, adequate workers’ compensation insurance covering such employees. Each workers’ compensation policy procured pursuant to this section and Section 12 of this Agreement shall contain a full waiver of subrogation clause in favor of the Additional Insureds. SECTION 39. Section 3 of the Housing and Community Development Act of 1968, as Amended. A. The work to be performed under this Agreement is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended (2 U.S.C. 1701u) (“Section 3”). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing. B. The Parties to this Agreement agree to comply with HUD Regulations in 24 C.F.R. Part 75, which implement Section 3. As evidenced by their execution of this Agreement, the Parties to this Agreement certify that they are under no contractual or other impediment that would prevent them from complying with the Part 75 regulations. C. Developer agrees to send to each labor organization or representative of workers with which Developer has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers’ representative of Developer’s commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference and set forth the minimum number and job titles subject to hire; the availability of apprenticeship and training positions and the qualifications for each; the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. D. Developer agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 C.F.R. Part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 C.F.R. Part   Packet Pg. 690 31 75. Developer will not subcontract with any subcontractor where Developer has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 C.F.R. Part 75. E. Developer will certify that any vacant employment positions, including training positions, that are filled (1) after Developer is selected but before the Agreement is executed, and (2) with persons other than those to whom the regulations of 24 C.F.R. Part 75 require employment opportunities to be directed, were not filled to circumvent Developer’s obligations under 24 C.F.R. Part 75. F. Noncompliance with HUD’s regulations in 24 C.F.R. Part 75 may result in sanctions, termination of this Agreement for default, and debarment or suspension from future HUD assisted contracts. G. With respect to work performed in connection with Section 3 covered Indian housing assistance, Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. § 5307) also applies to the work to be performed under this Agreement. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this Agreement that are subject to the provisions of Section 3 and Section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b). [Signature Page to Follow]   Packet Pg. 691 Signature Page to Home Investment Partnerships Program (Home) Infill Housing Development Master Agreement between The City Of San Bernardino and NPHS San Bernardino Developments, LLC IN WITNESS WHEREOF, City and Developer have each executed this Agreement to be effective as of the Effective Date. CITY OF SAN BERNARDINO Date:________________________ By:_________________________________________ Robert D. Field, City Manager Approved as to Form: Sonia Carvalho, City Attorney By:___________________________ DEVELOPER NPHS San Bernardino Developments, LLC, a California limited liability company Date:________________________ By:_______________________________________ Name:____________________________________ Title:_____________________________________   Packet Pg. 692 Attachment A to Master Agreement Scope of Services A.Introduction The Infill Housing Program was established by the City of San Bernardino (the “City”) to increase the availability of affordable homes for low-income households. The Developer has been retained to carry out infill housing activities in accordance with HOME Program regulations (24 CFR Part 92), the HOME Guide for Review of Homebuyer Projects, and the Infill Housing Development Master Agreement between the Developer and the City (the “Agreement”). The Developer will furnish all labor, materials, supplies, equipment, and services necessary (hereinafter collectively referred to as “Services”) to design, permit, construct, market and sell the Eligible Properties to qualified low-income households, and adequately satisfy requirements set forth in the Agreement. The Services will be carried out in a manner satisfactory to the City and any standards required as a condition of providing the HOME Funds. B.Budget The approved budget is ($ ), to construct/reconstruct up to ( ) Eligible Properties, subject to the Maximum per Unit Subsidy Limits established by HUD. Proceeds will be returned to the City as program income, pursuant to Section 16 C of this Agreement. C.Program Delivery 1.General Requirements. a.As part of the Services, Developer agrees that it will make available a primary staff person on an as needed basis within close proximity to the project sites in order to successfully complete program activities. b.As part of the Services, Developer will provide or cause to be provided and will enter into agreements for construction manager services, property management, property acquisition and relocation consultant services, as applicable. c.Developer will utilize realtors, appraisal services, escrow services and title companies as approved by the City. If such services have not been identified by the City within a pool of City pre-approved service providers, Developer will utilize businesses located within the City and if they are deemed to be unavailable, then utilize businesses in the County of San Bernardino. d.Developer warrants that it has the expertise and experience to perform the Services set forth in the Agreement and that it will perform said Services pursuant to the Agreement and as stated in this Scope of Services.   Packet Pg. 693 e.Developer will document performance on a Quarterly Report, which report will be in a form satisfactory to the City. The Quarterly Report will be due by the 15th day of the month following the end of the quarter, as follows: Reporting Period Report Due October- December January 15th January- March April 15th April- June July 15th July- September October 15th Progress reports will be used by the City in evaluating time extensions requests, if any. f.Developer will provide notification to the City of any audits or investigations including results, findings and/or liens within ten (10) calendar days after Developer has obtained information regarding such audits or investigations and the results, findings and/or liens. 2.Infill Housing Development a.Identifying and Selecting Sites - The Developer is responsible for identifying lots within the City of San Bernardino that may be suitable for infill housing. The City will facilitate the sale or transfer of City-owned parcels to the Developer for development of Eligible Properties. Eligible Properties must be in such condition that the total cost to construct/reconstruct and resell them does not exceed the maximum sales price limit for the County of San Bernardino established per HOME Final Rule 24 CFR Part 92.254. Once Developer has selected a site, a request for environmental review and approval must be submitted to the City, including: i. Photographs of the site ii. Property profile cover sheet iii. Total Development Cost Pro Forma with Sources and Uses that demonstrates that sufficient funds are available for the acquisition of the property, and payment for the labor, materials and other services required to complete the project. iv. Project Timeline The City will review the Developer’s request to make the following determinations: 1. The site is appropriate for the construction/reconstruction of infill housing. 2. The proposed- project meets HOME requirements, including those relating to maximum subsidies and maximum resale values.   Packet Pg. 694 3. The proposed project does not negatively impact the surrounding environment and the property site itself will not have an adverse environmental or health effect. The City will issue a Preliminary Property Analysis to the Developer to advise if the infill site was approved. Once an infill site is approved, the Developer can initiate the Acquisition Escrow. a.Other than those liens approved by the City, Developer will ensure that title to the Eligible Property will be and remain free and clear from any and all security interests, liens or other encumbrances. In carrying out the Services, Developer promises and agrees that it will not pledge or otherwise encumber title to the Eligible Property in any manner that would result in any lien, security interest, charge or claim upon or against said property. b.Construction/Reconstruction of Eligible Properties acquired by Developer pursuant to the Agreement will be completed, and said properties will be ready for sale as evidenced by a Certificate of Occupancy issued by the City and/or a recorded Notice of Completion, by the date of completion stipulated on the approved Project Timeline. c.Developer will construct/reconstruct Eligible Properties in accordance with the California Building Code, the City’s Development Code for residential properties, pursuant to the terms of this Agreement, and in accordance with the plans and specifications approved by the City’s Planning and Building & Safety Divisions. d.As part of the Developer’s process for each Eligible Property, Developer will prepare and/or provide the following: i.Budget Estimate - for the total development cost of the Eligible Property and a budget estimate for construction/reconstruction costs. ii. Project Timeline - for the completion of the various steps involved in the acquisition, construction/reconstruction and sale of the Eligible Property. iii.Property Security - upon acquisition of title to an Eligible Property, Developer will provide locked fencing on the perimeter of the site to preclude unauthorized entry upon an Eligible Property. iv.Property Maintenance - Developer must maintain property during the holding period, including utilities services, and interior and exterior appearance of the property. v.Construction Management Services - Developer must provide construction management services for the construction or reconstruction of the Eligible Property, which will include but not be limited to: establishing a scope of work, confirm that the financing is adequate to pay for all labor and materials,   Packet Pg. 695 conducting weekly on-site project inspections, managing relationships with all sub-contractors, verifying permits and City compliance, administering both conditional and unconditional lien releases. The Developer is responsible for closely monitoring the various phases of development, conducting and documenting inspections, and resolving problems that may be encountered during construction. vi. File Maintenance - Developer must maintain adequate files for each property, ensuring compliance with all City requirements, all documents required to verify compliance with the Affirmative Marketing Guidelines as attached hereto as Attachment “J” such as copies of advertisements published in local and community newspapers, etc. vii. Environmental - Developer must comply with Lead-Based Paint requirements, and implement all lead-based paint, asbestos, mold or any other environmental mitigation measures required, and provide proof of completion of these mitigation measures. 3.Marketing and Sale of Eligible Property. a.Marketing - Developer will market the Eligible Property through advertising, published promotional materials and community outreach, in accordance with the Affirmative Marketing Guidelines as described in Attachment “J’’. b.Marketing Materials - All marketing materials must include language identifying the Project as a City-funded project, and include the City seal and the Fair Housing logo. c.Sale to Qualified Homebuyer - Eligible properties must be sold to Qualified Homebuyers and/or First Time Homebuyers, and who will use the Eligible Property as a primary place of residence. The Developer is responsible for the following process: 1.Identify Homebuyer - Developer must identify prospective Qualified Homebuyers, facilitate adequate homebuyer education training and pre- qualify the homebuyer using the HOME Part 5 definition (24 CFR Part 5.603) of income, to establish eligibility to purchase the Eligible Property. Developer must submit the following documents for the Qualified Homebuyer, for City review and certification of income eligibility: •Last three (3) years tax returns (State and Federal) (1040’s) signed, with W2’s. •Income Certification form •Supporting income documentation as required by HOME Regulations, Part 5 definition of income, for all household members who are 18 years of age and older and will reside in the Eligible Property, including 2 months of source documentation for all   Packet Pg. 696 income sources such as paystubs, bank statements, employment verification, verification of income from assets, etc. •A California Association of Realtors California Residential Purchase Agreement fully executed by the prospective homebuyer. •Application Affidavit- Completely filled out and signed by Qualified Homebuyer. •3-year Housing History •Homebuyer Education Certificate from a HUD-approved Housing Counseling Agency •Proof of completion of a Financial Literacy course •Evidence of loan terms for first mortgage, verifying loan amount, fixed rate, and monthly payment amount. Non- traditional mortgages, such as negative amortization loans, interest-only loans, or loans with balloon payments, are not allowed. •Proof of legal residency in the United States for all members of the household who are applying for consideration as the Qualified Homebuyer. ii.Income Eligibility - In determining whether a prospective homebuyer is income eligible, the Developer will adhere to the procedures specified in 24 CFR Part 92.203. The City utilizes the HOME Regulations Part 5 definition of income (24 CFR Part 5), which is the gross amount of income of all adult household members that is anticipated to be received during the coming 12-month period. Household income cannot exceed eighty percent (80%) of AMI as established by HUD. It is the Developer’s responsibility to properly determine income eligibility by examining source documentation evidencing anticipated annual income, and applying the correct income limits. d.Appraisal - Developer must obtain an appraisal from an appraiser approved by the City to determine the sales price for the Eligible Property, to ensure that the sales price does not exceed the homeownership sales price limits in accordance with Section 92.254(a)(2)(iii) of the HOME Final Rule. e.Escrow - Developer will work with the selected title company and manage the escrow process through closing on behalf of the Qualified Homebuyer, and ensure that all the HOME Loan Documents and property documents are executed, notarized and recorded as needed. 4.Construction Requirements. a.Developer will cause the construction/reconstruction work to proceed diligently no later than fourteen (14) calendar days following the close of the Acquisition Escrow. “Completion of the Project” shall occur no later than the date approved in the Project timeline. “Completion of the Project” shall be deemed to have occurred when the City has received satisfactory evidence that the City has executed the final inspection for the particular Eligible Property and has authorized the unconditional provision of utilities to the Eligible Property.   Packet Pg. 697 b.Developer shall provide evidence that the construction/reconstruction work on the Eligible Property has been completed in compliance with this Agreement, and that all final permits and certificates necessary for the sale of the Eligible Property have been obtained, including, without limitation, the following, each of which is subject to the City’s review and approval: (1) a minimum 5- year warranty from the general contractor, in a form reasonably acceptable to the City, with respect to the construction work performed and all components and systems constructed or installed upon the Eligible Property; (2) a certificate of occupancy or Notice of Completion, as may be warranted, and other final permits and licenses necessary to permit the use and occupancy of the Eligible Property for its intended purposes, which have been issued by proper governmental agencies; and (3) evidence satisfactory to the City that the Eligible Property is free from any mechanics’ liens. 5.Relocation Requirements. In the event relocation is determined to be a requirement for the successful implementation of the Agreement, the Developer shall be required to submit a relocation plan to the City for consideration. It is the preference of the City that the Developer acquire only Eligible Properties that have been non-occupied for 90 days or more, but in the event that acquired properties require relocation assistance Developer shall be responsible for funding and compliance with all relocation requirements as governed by federal relocation laws and regulations for projects funded in whole or in part with HOME funding, including the Federal Uniform Relocation Assistance and Real Property Acquisition Policies Act (42 U.S.C. §§ 4601, et seq., as amended), Federal Relocation Regulations (49 CFR Part 24), and the HUD Tenant Assistance, Relocation and Real Property Acquisition Handbook (1378.0).   Packet Pg. 698 Attachment B to Master Agreement Site Agreement   Packet Pg. 699 SITE AGREEMENT THIS SITE AGREEMENT (“Agreement”) is made as of the day of , 20 , by and between the City of San Bernardino, a municipal corporation (‘‘the City”), and , a (“Developer”), for the purpose of acquiring blighted vacant lots, constructing reconstructing infill housing, and selling the property, whose address is indicated below (“Project”), in accordance with the terms of that certain Master Agreement dated entered into between Developer and the City (the “Master Agreement”). The City agrees, subject to the terms and conditions of the Master Agreement and this Agreement and in consideration of the representations, covenants and obligations of Developer contained in the Master Agreement and this Agreement, to make a grant to Developer in the amount not to exceed Dollars ($ ) (the “Loan”) for the purpose of providing acquisition and construction/reconstruction financing for a detached, single-family home located at , San Bernardino, CA (the “Eligible Property”), which Eligible Property will be reserved for a household whose income is less than or equal to 80% of Area Median Income (“AMI”) as provided in the Master Agreement, and whose legal description is attached herewith as Exhibit “A”, to be used solely for the purposes described herein and secured by a Deed of Trust. The City’s source of funding for the Grant is provided from the HOME Investment Partnerships Program, 24 CFR Part 92, (hereinafter referred to as “HOME”) administered and funded by the United States Department of Housing and Urban Development (“HUD”). Dignity Health’s Community Investment Group (CIG) and the Robert Wood Johnson Foundation are the other sources of financing for this project. Developer will deliver to the City, among other items, the “Deed of Trust”, ‘‘Note” and the “Housing Affordability Covenants”, in the respective forms attached as Exhibits “E”, “F”, and “G”, herewith to, respectively, secure repayment of the grant by Developer as provided herein and to ensure that the affordability and habitability of the Project is maintained in accordance with the terms of those instruments, the Master Agreement and this Agreement. Developer will further attach to this Agreement: (i) a completed version of the attached Exhibit “B’’, the Development Pro Forma, for the Project for the above described Eligible Property; (ii) a project timeline in the format of the attached Exhibit “C” for completion of such Project; and (iii) a completed version of the attached Exhibit “D”, the Sources and Uses Schedule. Together these documents shall memorialize, for the Eligible Property, the Development Budget required to complete the Project, the Schedule of Performance for the Project, and the Financing Plan for the Project agreed upon by the Developer and the City. By the execution and submittal of this Site Agreement, and upon acceptance hereof by the City, the Developer shall apply all requirements of the HOME program as required by federal law, rules and regulations in addition to all other requirements contained in the Master Agreement. [Signatures on Next Page]   Packet Pg. 700 IN WITNESS WHEREOF, City and Developer have each executed this Agreement, to be effective as of the Effective Date, as defined in this Agreement. CITY OF SAN BERNARDINO Date:________________________ By:_________________________________________ Robert D. Field, City Manager Approved as to Form: Sonia Carvalho, City Attorney By:___________________________ DEVELOPER Date:________________________ By:_________________________________________ [Name, Title]   Packet Pg. 701 Attachment C to Master Agreement Total Development Cost Pro Forma Template   Packet Pg. 702 Total Development Cost Pro Forma (Property Address) Acquisition Cost Purchase Price $ Acquisition - price of property as-ls Closing Cost $ Escrow and Title Fees etc. Appraisal $Third party appraisal of the property as-is Subtotal Acquisition Cost a. $ Construction Cost Direct Construction $Cost estimated to complete scope of work General Conditions $Cost of temporary utilities, toilets, fencing, lighting, etc. Profit/Overhead $General Contractor’s Profit and Overhead Contingency $Percentage of Construction, Gen. Conditions, and Profit/OH Subtotal Construction Cost b.$ Indirect Cost Hazard Insurance $ Insurance Coverage for the work performed Building Fees & Permits $ Cost of obtaining construction permits etc. Lead Based Paint Risk Assessment $ Cost of Lead Based Paint Asbestos and Mold Inspection $ Cost of Asbestos and Mold Report Security During Construction $ Intermediary fixed fee per homebuyer Property Taxes $ Taxes for the house incurred during holding period Homebuyer Education Course Fee $ Cost of enrollment in Homebuyer course for Qualified Homebuyer Subtotal Indirect Cost c. $ Sales Cost Commissions $ Brokerage commissions Appraisal $Third party appraisal of property after rehab Title & Escrow $ Seller’s side escrow and title fees Subtotal Sales Cost d.$ Developer Fee e.$Developers Fee for managing project (fixed fee) Total Development Cost f.$The sum of a., b., c., d. and e. Final Sale Price g. $ Estimated market value of home after construction Amount Granted to Project $(f.-g.) (proposed)   Packet Pg. 703 Sources and Uses Schedule (ADDRESS) San Bernardino Sources: Construction HOME Acq./Rehab Loan Deferred Developer Fee Uses: Construction $Acquisition Cost $Rehabilitation Cost $ $ Other $Indirect Cost $ $Sale Cost $Developer Fee* $Other $ $ $ $$ Total $Total $ Sources: Permanent Uses: Permanent First Mortgage Loan $Acquisition Cost $ Homebuyer Down payment $Rehabilitation Cost $ Down Payment Assistance HOME Loan Write-off $Indirect Cost $Sale Cost $ $ Other $Developer Fee $ $Other $ $$ Total $$ *Note: Equal to 10% of the total Development Cost recognized upon resale.   Packet Pg. 704 Attachment D to Master Agreement Project Timeline Template Task No. Event/Activity Duration Start Date End Date 1 Property Identified 2 Open Escrow 3 Due Diligence Period 4 Review and Execute Sub-agreements 5 Rehab Construction Drawings submitted if applicable 6 Schedule security 7 Schedule Job Walk 8 Schedule Roof Replacement 9 Schedule A/C Repair 10 Close Acquisition Escrow 11 Transfer utilities to HPI 12 Install Security System 13 Lead Paint/Asbestos and Environmental testing 14 Jobwalk 9:00 AM 15 Bids Due 10:00 AM 16 Award Bid 17 Work Begins 18 Punch List 19 Construction Complete 20 Marketing of Property 21 Identify Buyer and Qualify for Program Eligibility 22 Provide Homebuyer Education Certificate 23 Submit Homebuyer Application to Agency 24 Escrow Period 25 Process and Record Loan Documents of behalf of buyer 26 Close Escrow and Deliver Property to Homebuyer   Packet Pg. 705 Attachment F to Master Agreement Developer Deed of Trust Form   Packet Pg. 706 Recording Requested by and When Recorded Mail To: CITY OF SAN BERNARDINO 290 North “D” Street, Third Floor San Bernardino, CA 92401 Attn: Community & Economic Development Housing Division Above Space For Recorder’s Use Only No fee shall not be imposed on any real estate instrument, paper, or notice executed or recorded by the state or any county, municipality, or other political subdivision of the state - GC 27388.1 (a)2(D) DEED OF TRUST, ASSIGNMENT OF RENTS. SECURITY AGREEMENT AND FIXTURE FILING THIS DEED OF TRUST, ASSIGNMENT OF RENTS, SECURITY AGREEMENT AND FIXTURE FILING (“Deed of Trust”) is made as of , by and between, (“Trustor”), (“Trustee”); and THE CITY OF SAN BERNARDINO, INC., a municipal corporation (“Beneficiary”). R E C I T A L S A.Beneficiary is making a grant to Trustor in the original principal amount of DOLLARS ($ ) (“Grant”) pursuant to that certain unrecorded HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement (“Master Agreement”) entered into by Trustor and Beneficiary and dated as of and that certain unrecorded Site Agreement (the “Site Agreement”) entered into by Trustor and Beneficiary and dated as of . Copies of the Master Agreement and the Site Agreement are on file with Beneficiary as a public record. B.Trustor shall use the Grant proceeds to acquire property for the development of, and/or to develop, affordable housing as further described in the Master Agreement and the Site   Packet Pg. 707 Agreement (the “Project”). The property on which the Project will be developed is legally described in Attachment “1” to this Deed of Trust (the “Eligible Property”). NOW THEREFORE, in consideration of the Grant, Trustor hereby irrevocably grants, conveys, transfers and assigns to Trustee and to its successors and assigns, in trust for the benefit of Beneficiary, with power of foreclosure and right of entry and possession as provided below, all of its present and future estate, right, title and interest in and to the Eligible Property, and grants to Beneficiary a security interest in the following: (A)All development rights, air rights, water, water rights, and water stock relating to the Eligible Property. (B)All present and future structures, buildings, improvements, appurtenances and fixtures of any kind on the Eligible Property, including but not limited to all apparatus, attached equipment and appliances used in connection with the operation or occupancy of the Eligible Property, such as heating and air-conditioning systems and facilities used to provide any utility services, ventilation, vehicular cleaning, storage or other services on the Eligible Property, and all signage, carpeting and floor coverings, partitions, generators, screens, awnings, boilers, furnaces, pipes, plumbing, vacuum systems, brushes, blowers, cleaning, call and sprinkler systems, fire extinguishing apparatus and equipment, water tanks, air cooling equipment, and gas and electric machinery and equipment, it being intended and agreed that all such items will be conclusively considered to be a part of Eligible Property conveyed by this Deed of Trust, whether or not attached or affixed to the Eligible Property. (C)All appurtenances of the Eligible Property and all rights of Trustor in and to any streets, roads or public places, easements or rights of way, relating to the Eligible Property. (D)All of the rents, royalties, profits and income related to the Eligible Property, to the extent not prohibited by any applicable law. (E)All proceeds and claims arising on account of any damage to or taking of the Eligible Property and all causes of action and recoveries for any loss or diminution in value of the Eligible Property. (F)All existing and future goods, inventory, equipment and all other personal property of any nature whatsoever now or hereafter located on the Eligible Property which are now or in the future owned by Trustor and used in the operation or occupancy of the Eligible Property or in any construction on the Eligible Property but which are not effectively made real property under Paragraph (B) above, including but not limited to all appliances, furniture and furnishings, building service equipment, and building materials, supplies, equipment, machinery, plumbing and plumbing material and supplies, concrete, lumber, hardware, electrical wiring and electrical material and supplies, roofing material and supplies, doors, paint, drywall, insulation, cabinets, ceramic material and supplies, flooring, attached appliances, fencing, landscaping and all other materials, supplies and property of every kind and nature.   Packet Pg. 708 (G)All present and future accounts, general intangibles, chattel paper, contract rights, deposit accounts, instruments and documents as those terms are defined in the California Uniform Commercial Code, now or hereafter relating or arising with respect to the Eligible Property and/or the use thereof or any improvements thereto, including without limitation: (i) all rights to the payment of money, including escrow proceeds arising out of the sale or other disposition of all or any portion of the estate of Trustor upon the Eligible Property now or hereafter existing thereon; (ii) all plans, specifications and drawings relating to the development of the Eligible Property and/or any construction thereon; (iii) all use permits, licenses, occupancy permits, construction and building permits, and all other permits and approvals required by any governmental or quasi-governmental authority in connection with the development, construction, use, occupancy or operation of the Eligible Property; (iv) any and all agreements relating to the development, construction, use, occupancy and/or operation of the Eligible Property between Trustor and any contractor, subcontractor, project manager or supervisor, architect, engineer, laborer or supplier of materials; (v) all lease or rental agreements; (vi) all names under which the Eligible Property is now or hereafter operated or known and all rights to carry on business under any such names or any variant thereof; (vii) all trademarks relating to the Eligible Property and/or the development, construction, use, occupancy or operation thereof; (viii) all goodwill relating to the Eligible Property and/or the development, construction, use, occupancy or operation thereof; (ix) all reserves, deferred payments, deposits, refunds, cost savings, bonds, insurance policies and payments of any kind relating to the Eligible Property; (x) all loan commitments issued to Trustor in connection with any sale or financing of the Eligible Property; (xi) all funds deposited with Beneficiary by Trustor, and all accounts of Trustor with Beneficiary, including all accounts containing security deposits and prepaid rents paid to Trustor in connection with any leases of the Eligible Property, and all proceeds thereof; and (xii) all supplements, modifications and amendments to the foregoing. (H) All of the right, title and interest of Trustor in and to all sales contracts of any nature whatsoever now or hereafter executed covering any portion of the Eligible Property, together with all deposits or other payments made in connection therewith. (I)All of the right, title and interest of Trustor in and to any construction plans and specifications, building permits, and all other documents necessary for completion of improvements to the Eligible Property. (J)All shares of stock or other evidence of ownership of any part of the Eligible Property that is owned by Trustor in common with others, and all documents of membership in any owners’ or members’ association or similar group having responsibility for managing or operating any part of the Eligible Property. Trustor does hereby covenant with Trustee and Beneficiary, that Trustor has good right to bargain, sell and convey Trustor’s interest in the Eligible Property in the manner and form as above written; and Trustor warrants and will defend said interest for the benefit of Beneficiary forever, against all lawful claims and demands whatsoever except as stated above.   Packet Pg. 709 THIS DEED OF TRUST IS FOR THE PURPOSE OF SECURING: The performance of each agreement of Trustor made in connection with the Eligible Property, including without limitation the Master Agreement, the Site Agreement, that certain Housing Affordability Covenant entered into by and between Trustor and Beneficiary for the purpose of ensuring the continued affordability of the Eligible Property, and all other agreements executed in connection with any of the foregoing agreements (collectively, the “Secured Agreements”). TO PROTECT THE SECURITY OF THIS DEED OF TRUST, TRUSTOR HEREBY COVENANTS AND AGREES AS FOLLOWS: 1 Payment of Secured Obligations. Trustor shall pay when due the principal of, and the interest on, any and all sums required to be paid by Trustor under the Secured Agreements. 2.Maintenance, Repair, Alteration. Trustor shall keep the Eligible Property in good condition and repair; to complete promptly and in a good and workmanlike manner all improvements to be constructed on the Eligible Property, including specifically all improvements described in the Master Agreement and the Site Agreement, and promptly restore in like manner any structure that may be damaged or destroyed thereon; to pay when due all claims for labor performed and materials furnished therefor, to comply with all laws, ordinances, regulations, covenants, conditions and restrictions now or hereafter affecting the Eligible Property or any part thereof or requiring any alterations or improvements thereon; not to commit or permit any waste or deterioration of the Eligible Property; to keep and maintain abutting grounds, sidewalks, roads, parking and landscape areas in good and neat order and repair; not to commit, suffer or permit, to the extent Trustor is able by the exercise of commercially reasonable best efforts, any act to be done in or upon the Eligible Property in violation of any law, ordinance or regulation. 3.Insurance. Trustor shall provide, maintain at its expense and deliver to Beneficiary at all times until completion in full of all obligations secured hereby, insurance as required by the Master Agreement, the Site Agreement or any of the other Secured Agreements. In the event of any loss or damage, Trustor shall give immediate notice thereof to Beneficiary, and Beneficiary may thereupon make proof of such loss or damage, if the same is not promptly made by Trustor. Trustor and Beneficiary hereby agree to cooperate in making any adjustment and compromise of any loss covered by the aforementioned insurance policies upon the Eligible Property, and Trustor authorizes and empowers Beneficiary, at its option, to collect and receive the proceeds, and endorse checks and drafts issued therefor. Beneficiary agrees that in the event of any loss covered by insurance policies on the Eligible Property subject to this Deed of Trust, provided there is not then existing any material default (or such existing default will be cured by the proceeds of such insurance) in the observance or performance of any of the covenants and agreements contained herein or in the Secured Agreements, or in any other agreement with or for the benefit of the Beneficiary in connection with any obligation secured hereby, the proceeds of such insurance shall be used for the repair or restoration of the Eligible Property   Packet Pg. 710 and will be disbursed in accordance with such protective terms and conditions as Beneficiary may reasonably impose. Trustor hereby fully assigns to Beneficiary all current and future claims it may have under any policy of insurance related to the Eligible Property or the Project, regardless of whether such insurance was required to be maintained under the Secured Agreements. Any and all unexpired insurance shall inure to the benefit of and pass to the purchaser of the Eligible Property at any foreclosure sale pursuant hereto. Further, Beneficiary may at any time in its sole discretion require Trustor to submit satisfactory evidence of insurance policies obtained pursuant to this Paragraph 3 and of Trustor’s compliance with all the provisions of said policies. 4.Lawsuits. Trustor shall appear in and defend, with counsel selected by Beneficiary, or otherwise take such action therein as Beneficiary and Trustee or either of them may deem advisable with respect to any action or proceeding affecting the Eligible Property to which Beneficiary or Trustee may be a party. 5.Beneficiary Statement. Trustor shall pay all charges for all legal fees or court costs and expenses which Beneficiary may elect to advance in order to keep unimpaired, protect, and preserve the title to the Eligible Property or the improvements thereon; and to pay for any statement provided for by law in effect at the date hereof regarding the obligations secured hereby, any amount demanded by the Beneficiary not to exceed the maximum allowed by law at the time when said statement is demanded. 6.Condemnation. All judgments, awards of damages and settlements, hereafter made as a result of or in lieu of any condemnation or other proceedings for public use of, or for any damage to, the Eligible Property or the improvements thereon, are hereby assigned to Beneficiary. If (i) Trustor is not then in material default hereunder (or such default will be cured with the proceeds from the foregoing), and (ii) the taking is a partial taking, all proceeds for taking of or damage to the Eligible Property shall be applied to restoring the Eligible Property, if practicable, as reasonably determined by Beneficiary. In the event (i) Trustor is then in material default hereunder (and such default will not be cured with the proceeds of the foregoing), (ii) the taking is a total taking, or (iii) the taking is a partial taking and Beneficiary has reasonably determined that restoration of the Eligible Property is not practicable, the proceeds shall be paid to Beneficiary to the extent of those monies due and owing from Trustor to Beneficiary under any of the Secured Agreements, and Beneficiary is hereby authorized to receive such monies. Trustor agrees to execute such further assignments of any such award, judgment or settlement which may be received by Trustor. Beneficiary may apply any and all such sums to the obligations secured hereby in such manner as it elects or, at its option, the entire amount so received by it or any part thereof may be released. Neither the application nor the release of any such sums shall cure or waive any default or notice of default hereunder or invalidate any act done pursuant to such notice.   Packet Pg. 711 7.Permitted Acts of Beneficiary. Without affecting the liability of any person, including Trustor (other than any person released pursuant hereto), for the payment of any indebtedness secured hereby, Beneficiary is authorized and empowered as follows: Beneficiary may at any time, and from time to time, either before or after the maturity of the obligations secured hereby, and without notice (a) release any person liable for the payment of any of the indebtedness, (b) make any agreement extending the time or otherwise altering the terms of payment of any of the indebtedness, (c) accept additional security therefor of any kind, or (d) release any property, real or personal, securing the indebtedness. 8.Reconveyance of Eligible Property. Upon written request of Beneficiary stating that all sums secured hereby have been paid, and upon surrender of this Deed of Trust and the Note to Trustee for cancellation and retention, and upon payment of its fees, Trustee shall reconvey, without warranty, the Eligible Property then held hereunder. The recitals in such reconveyance of any matters of fact shall be conclusive proof of the truthfulness thereof. The grantee in such reconveyance may be described as “the persons legally entitled thereto.” 9.Default and Trustee’s Sale. Upon the occurrence of an “Event of Default” under this Deed of Trust (as defined in Section 17 below) Beneficiary may declare all principal remaining unpaid, all interest then earned and remaining unpaid, and all sums other than principal or interest secured hereby, immediately due and payable and may proceed to exercise the power of sale granted by this Deed of Trust by delivery to Trustee of written declaration of default and demand for sale and of written notice of default and of election to cause to be sold said Eligible Property, which notice Trustee shall cause to be filed for record. Beneficiary also shall deposit with Trustee this Deed of Trust and all documents evidencing expenditures secured hereby. After the lapse of such time as may then be required by law following the recordation of said notice of default, Trustee shall cause a notice of sale to be published, posted, mailed, and recorded as required by statute. Said notice of sale shall contain the notice: ‘‘NOTICE: THIS PROPERTY IS ENCUMBERED BY AFFORDABILITY COVENANTS”; however, failure to include said notice shall not affect the validity of any publication, posting, or mailing of said notice of sale or the validity of any sale based thereon. Thereafter, within the time and in the manner required by statute Trustee, without demand on Trustor, shall sell the Eligible Property at the time and place fixed by it in said notice of sale, either as a whole or in separate parcels, and in such order as it may determine, at public auction to the highest bidder for cash in lawful money of the United States, payable at time of sale. Trustee may postpone sale of all or any portion of the Eligible Property by public announcement at such time and place of sale, and from time to time thereafter may postpone such sale by public announcement at the time fixed by the preceding postponement. Trustee shall deliver to such purchaser its deed conveying the Eligible Property so sold, but without any covenant or warranty, express or implied. Said deed shall contain the notice: ‘‘NOTICE: THIS PROPERTY IS ENCUMBERED BY AFFORDABILITY COVENANTS”; however, failure to include said notice shall not affect the validity of any sale. The recitals in such deed of any matters or facts shall be conclusive   Packet Pg. 712 proof of the truthfulness thereof. Any person, including Trustor, Trustee or Beneficiary, may purchase at such sale. After deducting all costs, fees and expenses of Trustee, including cost of evidence of title in connection with sale, Trustee shall apply the proceeds of sale to payment of: first, all sums expended by Beneficiary under the terms hereof or under any of the Secured Agreements and not then repaid, with accrued interest as specified in said agreements; second, all other sums then secured hereby; and the remainder, if any, to the person or persons legally entitled thereto. 10.Substitute Trustees. Beneficiary, or any successor in ownership of any obligation secured hereby, may from time to time, by instrument in writing, substitute a successor or successors to any Trustee named herein or acting hereunder, which instrument, executed by Beneficiary and duly acknowledged and recorded in the Office of the Recorder of the County of San Bernardino, and otherwise complying with the provisions of California Civil Code Section 2934a, or any successor section, shall be conclusive proof of proper substitution of such successor Trustee or Trustees, who shall, without conveyance from the Trustee predecessor, succeed to all its title, estate, right, powers and duties. Said instrument must contain the name of the original Trustor, Trustee and Beneficiary hereunder, the book and page where this Deed of Trust is recorded, and the name and address of the new Trustee. 11.Successors Bound. This Deed of Trust applies to, inures to the benefit of, and binds all parties hereto, their heirs, legatees, devisees, administrators, executors, successors, assigns, trustees and receivers. In this Deed of Trust, whenever the context so requires, the masculine gender includes the feminine and/or neuter, and the singular number includes the plural. 12.Evidence of Title. If, because of any default hereunder, or because of the filing or contemplated filing of any legal proceedings affecting the Eligible Property, Beneficiary deems it necessary to obtain an additional evidence of title or to cure any defect in title, Beneficiary may procure such evidence or cure such defect, pay the cost thereof, and shall have an immediate claim against Trustor therefor, together with a lien upon the Eligible Property for the amount so paid, with interest at the Deferral Rate. Beneficiary is further authorized to require an appraisal of the Eligible Property at any time that Beneficiary may reasonably request. 13.Statute of Limitations. The pleading of any statute of limitations as a defense to any and all obligations secured by this Deed of Trust is hereby waived by Trustor, to the full extent permissible by law. 14.Severability. The invalidity of any one or more covenants, phrases, clauses, sentences, paragraphs or sections of this Deed of Trust shall not affect the remaining portions of this Deed of Trust or any part hereof and this Deed of Trust shall be construed as if such invalid covenants, phrases, sentences, paragraphs or sections, if any, had not been inserted herein.   Packet Pg. 713 15.Order of Application. If any obligation secured hereby is now or hereafter becomes further secured by a security agreement, deed of trust, pledge, contract of guaranty or other securities in addition to the security provided to Beneficiary by this Deed of Trust, Beneficiary may to the full extent allowed by law, at its option, exhaust any one or more of said securities as well as the security hereunder, either concurrently or independently and in such order as it may determine, and may apply the proceeds received upon the obligations secured hereby without affecting the status of, or waiving any right to exhaust, all or any other security including the security thereunder, and without waiving any breach or default in any right or power, whether exercised hereunder or contained herein, or in any such other security. 16.Covenants of Trustor. Audit by State and/or Federal Agencies. In the event the Master Agreement or any agreement executed in connection therewith is subjected to audit, monitoring or other inspections by any appropriate state and/or federal agency, Trustor shall comply with such investigations and pay, on behalf of itself and Beneficiary, any amount of the cost to the investigating agency of such investigations as may be required by law (unless such investigation and any resulting liability arise solely from the gross negligence or willful misconduct of Beneficiary). b. Program Evaluation and Review. Trustor shall allow Beneficiary’s authorized personnel to inspect and monitor its facilities and program operations as they relate to the Project or the Eligible Property, including the interviewing of Trustor’s staff and other program participants, as reasonably required by Beneficiary during the term of the Master Agreement or any agreement executed in connection therewith. 17.Default. Trustor shall be in default under this Deed of Trust upon any of the following events which, if not cured within the applicable cure period provided, if any, shall constitute an event of default hereunder (“Event of Default”): a.The failure of Trustor to pay or perform any monetary covenant or obligation hereunder or under the terms of any of the Secured Agreements or any document executed in connection therewith, without curing such failure within ten (10) calendar days the date such payment is due. b.The failure of Trustor to perform any nonmonetary covenant or obligation hereunder or under the terms of any of the Secured Agreements or any document executed in connection therewith, without curing such failure within thirty (30) calendar days after receipt of written notice of such default from Beneficiary (or from any party authorized by Beneficiary to deliver such notice as identified by Beneficiary in writing to Trustor) specifying the nature of the event or deficiency giving rise to the default and the action required to cure such deficiency; provided, however, that if any default with respect to a nonmonetary obligation is such that it cannot be cured within a 30-day period, it shall be deemed cured if Trustor commences the cure within said 30-day period and diligently prosecutes such cure to completion thereafter. Notwithstanding anything herein to the contrary, the herein described   Packet Pg. 714 notice requirements and cure periods shall not apply to any Event of Default described in Section 17(c) through 17(g) below; c.The material falsity of any representation, or the breach of any warranty or covenant, made by Trustor under the terms of this Deed of Trust, the Secured Agreements, or any other document executed in connection therewith; d.Trustor, or any constituent member or partner or majority shareholder of Trustor, shall (i) apply for or consent to the appointment of a receiver, trustee, liquidator or custodian or the like of its property, (ii) fail to pay or admit in writing its inability to pay its debts generally as they become due, (iii) make a general assignment for the benefit of creditors, (iv) be adjudicated a bankrupt or insolvent or (v) commence a voluntary case under the Federal bankruptcy laws of the United States of America or file a voluntary petition that is not withdrawn within ten (10) days of the filing thereof or answer seeking an arrangement with creditors or an order for relief or seeking to take advantage of any insolvency law or file an answer admitting the material allegations of a petition filed against it in any bankruptcy or insolvency proceeding; e.If without the application, approval or consent of Trustor, a proceeding shall be instituted in any court of competent jurisdiction, under any law relating to bankruptcy, in respect of Trustor or any constituent member or partner or majority shareholder of Trustor, for an order for relief or an adjudication in bankruptcy, a composition or arrangement with creditors, a readjustment of debts, the appointment of a trustee, receiver, liquidator or custodian or the like of Trustor or of all or any substantial part of Trustor’s assets, or other like relief in respect thereof under any bankruptcy or insolvency law, and, if such proceeding is being contested by Trustor, in good faith, the same shall (i) result in the entry of an order for relief or any such adjudication or appointment, or (ii) continue undismissed, pending, and unstayed, for any period of ninety (90) consecutive days; f.Trustor shall suffer or attempt to effect a “Transfer’’ (as defined in Section 30 below) other than in full compliance with the terms of this Deed of Trust. g.Trustor shall be in default under the Housing Affordability Covenant, unless the default is cured or waived within the cure period, if any, applicable thereto under the terms of the obligation which is in default; or h.Voluntary cessation of the operation of the Project during the construction phase for a continuous period of more than thirty (30) calendar days or the involuntary cessation of the operation of the Project during the construction phase in accordance with this Deed of Trust for a continuous period of more than sixty (60) calendar days. 18. Breach by Trustor, Cure by Beneficiary or Trustee. In the event of Trustor’s failure to comply with any or all of the promises and agreements set forth in this Deed of Trust and the Secured Agreements or to make any payment or to do any act as provided in this Deed of Trust or the Secured Agreements, then Beneficiary or Trustee, but without   Packet Pg. 715 obligation to do so and without notice to or demand upon Trustor and without releasing Trustor from any such obligation, may make or do the same in such manner and to such extent as either in its sole judgment may deem necessary to protect the security hereof (including, without limitation, to procure insurance and pay the premiums therefor; to pay unpaid water rents, sewer service charges, and other governmental or municipal charges and rates, and all or any part of the unpaid taxes, assessments, and reassessments, if in its judgment the same are just and valid; to pay the cost of appraisals, reappraisals, and extensions of title; to enter or have its agents enter upon the Eligible Property whenever reasonably necessary for the purpose of inspecting the Eligible Property or making repairs or installations as it deems necessary to preserve the Eligible Property or to protect the same from vandalism, without thereby becoming liable as a trespasser or mortgagee or beneficiary in possession, and to pay for such repairs and installations). Beneficiary and Trustee are hereby authorized to enter upon the Eligible Property for such purposes; to appear in and defend any action or proceeding purporting to affect the security hereof or the rights or powers of Beneficiary or Trustee; to pay, purchase, contest or compromise any encumbrance, charge or lien which in the judgment of either appears to be prior or superior hereto; and, in exercising any such powers, to pay necessary expenses, employ counsel of its choice, and pay the reasonable fees ·of such counsel. Trustor agrees to pay immediately and without demand all sums so expended by Beneficiary or Trustee, with interest from the date of expenditure at the amount allowed by law in effect at the date hereof, and agrees that Beneficiary or Trustee, as the case may be, shall have a lien upon the Eligible Property for the sums so expended and such interest thereon. 19.Personal Property Security Agreement. All property covered by this Deed of Trust shall be deemed to constitute real property or interests in real property to the maximum extent permitted under applicable law. To the extent that any tangible property, equipment or other property covered by this Deed of Trust constitutes personal property, such personal property shall constitute additional security. This Deed of Trust shall create in Beneficiary a security interest in such personal property and shall in respect thereof constitute a security agreement (the “Personal Property Security Agreement”). Beneficiary shall be entitled to all of the rights and remedies in respect of any personal property included in the Eligible Property covered by this Deed of Trust that are afforded a secured party under the Uniform Commercial Code and other applicable law. At Beneficiary’s request, Trustor will at any time and from time to time furnish Beneficiary for filing financing statements signed by Trustor in form satisfactory to Beneficiary. Trustor acknowledges and agrees that thirty (30) days’ notice as to the time, place and date of any proposed sale of any personal property shall be deemed reasonable for all purposes. Trustor agrees that the Security Agreement created hereby shall survive the termination or reconveyance of this Deed of Trust unless Beneficiary executes documentation expressly terminating the Personal Property Security Agreement. 20.Assumption of Liability. Except as provided in Section 30, the assumption of liability for the performance of the obligations hereby secured, by any successor in interest to Trustor in the Eligible Property shall not release Trustor from any liability Trustor has hereunder or under the other Secured Agreements for the performance of such obligations or the repayment of any sums advanced under and secured by this Deed of Trust. Any forbearance or indulgence of Beneficiary, or extensions of time for the performance of all or any part of the obligations secured hereby, or the release of a part of the Eligible Property from the lien of this Deed of   Packet Pg. 716 Trust, for or without consideration, shall not in any manner diminish or reduce the liability of Trustor (subject to the nonrecourse provisions of Section 25) for the performance of the obligations now or hereafter secured hereby. Any payment made in satisfaction of any such obligation shall be deemed to have been made on behalf and for the benefit of all parties obligated to pay the same. 21.Future Advances. Upon the request of Trustor or its successor in ownership of the Eligible Property, Beneficiary may, at its option, advance funds to Trustor or its successors in ownership, and the sums advanced, with interest as permitted by law, shall be secured by this Deed of Trust. If Beneficiary, at its option, shall make an advance as aforesaid, Trustor or its successors in ownership agree to execute and deliver to Beneficiary a note to evidence the same, payable on such terms as Beneficiary shall require. Trustor further acknowledges and agrees that to secure the payment of any such future advances Beneficiary shall also have a lien upon all other personal property and securities now or hereafter in its possession belonging to Trustor; that all rights, powers and remedies conferred upon Beneficiary herein are in addition to each and every other right which Beneficiary has hereunder; that all rights, powers and remedies conferred upon Beneficiary in equity or by law may be enforced concurrently therewith; that Beneficiary shall be subrogated to the rights and seniority of any prior lien paid or released by reason of any such future advances; and that each and all of the covenants, agreements, and provisions hereof shall bind and inure to the benefit of the respective heirs, executors, administrators, successors, and assigns of Trustor and Beneficiary herein, and all others who subsequently acquire any right, title, or interest in the Eligible Property, or to this Deed of Trust and the indebtedness secured hereby. 22.Captions. The captions of the sections of this Deed of Trust are for convenience only and shall not be considered in resolving questions of interpretation or construction. 23.Estoppel Certificates. Trustor shall from time to time at Beneficiary’s request furnish Beneficiary or any person designated by Beneficiary a certified statement in form reasonably satisfactory to Beneficiary confirming as of the date of the certificate Trustor is not in default hereunder ( or describing any default), and stating that Trustor has no defense, right of setoff or counterclaim in the payment of any indebtedness, or any part thereof, or the observance or performance of any obligation (or describing any such defense, set off or counterclaim). Any purchaser or assignee of any of the Secured Agreements or this Deed of Trust or any interest therein may rely on such certificate. 24.Obligation Nonrecourse. Except to the extent any Event of Default hereunder results directly or indirectly from any fraud or intentional and material misrepresentation by Trustor in connection with the Secured Agreements, the Secured Agreements are nonrecourse obligations of Trustor and in the event of the occurrence of an Event of Default, Beneficiary’s only recourse under this Deed of Trust shall be against the Eligible Property, the proceeds thereof, the rents and other income arising from its use and occupancy as provided in this Deed   Packet Pg. 717 of Trust, and any other collateral given to Beneficiary as security for performance of the Secured Agreements. 25.Fixture Filing. This Deed of Trust is also a fixture filing with respect to the personal property which is or is to become fixtures on the Eligible Property, and is to be recorded in the real property records of San Bernardino County, California. 26.Assignment of Rents. All of the existing and future rents, royalties, income, and profits of the Eligible Property that arise from its use or occupancy are hereby absolutely and presently assigned to Beneficiary. However, until Trustor is in default under this Deed of Trust, Trustor will have a license to collect and receive those rents, royalties, income and profits. Upon any Event of Default by Trustor, Beneficiary may terminate Trustor’s license in its discretion, at any time, without notice to Trustor, and may thereafter collect the rents, royalties, income and profits itself or by an agent or receiver. No action taken by Beneficiary to collect any rents, royalties, income or profits will make Beneficiary a “mortgagee-in-possession” of the Eligible Property, unless Beneficiary personally or by agent enters into actual possession of the Eligible Property. Possession by a court-appointed receiver will not be considered possession by Beneficiary. All rents, royalties, income and profits collected by Beneficiary or a receiver will be applied first to pay all expenses of collection, and then to the payment of all costs of operation and management of the Eligible Property, and then to the satisfaction of the debts and obligations secured by the Deed of Trust in whatever order Beneficiary directs in its absolute discretion and without regard to the adequacy of its security. If required by Beneficiary, each lease or occupancy agreement affecting any of the Eligible Property must provide, in a manner approved by Beneficiary, that the tenant will recognize as its lessor any person succeeding to the interest of Trustor upon any foreclosure of this Deed of Trust. The expenses (including any receivers’ fees, costs of and compensation to any agent appointed by Beneficiary, counsel fees, and disbursements) incurred in taking possession and making such collection, shall be deemed a portion of the obligations secured by this Deed of Trust. The entering upon and taking possession of the Eligible Property, and/or the collection of such rents, issues and profits and the application thereof as aforesaid, shall not cure or waive any default or notice of default hereunder or invalidate any act done pursuant to such notice. Beneficiary may exercise any one or more of the remedies in this section without waiving its right to exercise any such remedies again or for the first time in the future. The foregoing shall be subject to the provisions of applicable law. 27.Applicable Law. This Deed of Trust shall be governed by, and construed in accordance with, the laws of the State of California. 28.Approvals. Except with respect to those matters set forth hereinabove providing for Beneficiary’s approval, consent or determination to be at Beneficiary’s “sole discretion” or “sole and absolute discretion,” Beneficiary hereby agrees to act reasonably with regard to any approval, consent, or other determination given by Beneficiary hereunder. Beneficiary agrees to give Trustor written notice of its approval or disapproval following submission of items to Beneficiary for approval, including, in the case of any disapproved item, the reasons for such disapproval. Any consent to a transfer under Section 30 of this Deed of Trust, and any other consent or approval by Beneficiary under this Deed of Trust or any of the   Packet Pg. 718 Secured Agreements may be given by Beneficiary’s City Manager or his or her designee without action of Beneficiary’s governing board unless the City Manager or his or her designee in his or her sole discretion elects to refer the matter to the board. 29.Good Faith and Fair Dealing. Beneficiary and Trustor agree to perform all of their obligations and the actions required of each hereunder in good faith and in accordance with fair dealing. 30.Assignment of Interest. a.Without the prior written approval of Beneficiary, which approval Beneficiary may grant or withhold in its sole and absolute discretion, Trustor shall not (i) sell, encumber, assign or otherwise transfer (collectively, “Transfer’’) all or any portion of its interest in the Eligible Property or the Project; (ii) permit the Transfer of any portion of its ownership and/or control; or (iii) Transfer any of its rights or obligations under the Secured Agreements. Trustor hereby agrees that any purported Transfer not approved the Beneficiary as required herein shall be ab initio null and void, and no voluntary or involuntary successor to any interest of Trustor under such a proscribed Transfer shall acquire any rights pursuant to the Secured Agreements or this Deed of Trust. b.At any time Trustor desires to effect a Transfer hereunder, Trustor shall notify Beneficiary in writing (the ‘‘Transfer Notice”) and shall submit to Beneficiary for its prior written approval (i) all proposed agreements and documents (collectively, the “Transfer Documents”) memorializing, facilitating, evidencing and/or relating to the circumstances sur- rounding such proposed Transfer, and (ii) a certificate setting forth representations and warranties by Trustor and the proposed transferee to Beneficiary sufficient to establish and ensure that all requirements of this Section 30 have been and will be met. No Transfer Documents shall be approved by Beneficiary unless they expressly provide for the assumption by the proposed transferee of all of Trustor’s obligations under the Secured Agreements and this Deed of Trust. The Transfer Notice shall include a request that Beneficiary consent to the proposed Transfer and shall also include a request that Trustor be released from further obligations under the Secured Agreements and this Deed of Trust. Beneficiary agrees to make its decision on Trustor’s request for consent to such Transfer as promptly as possible, anp in any event not later than thirty (30) calendar days after Beneficiary receives the last of the items required by this Section 30. In the event Beneficiary consents to a proposed Transfer, then such Transfer shall not be effective unless and until Beneficiary receives copies of all executed and binding Transfer Documents, which Transfer Documents shall conform to the proposed Transfer Documents originally submitted by Trustor to Beneficiary. From and after the effective date of any such Transfer, Trustor shall be released from its obligations under this Deed of Trust and the Secured Agreements accruing subsequent to such effective date. c.Notwithstanding anything in this Deed of Trust to the contrary, Trustor agrees that it shall not be permitted to make any Transfer, whether or not Beneficiary’s consent is required therefor and even if Beneficiary has consented thereto, if there exists an   Packet Pg. 719 Event of Default under this Deed of Trust at the time the Transfer Notice is tendered to Beneficiary or at any time thereafter until such Transfer is to be effective. d.The provisions of this Section 30 shall apply to each successive Transfer and proposed transferee in the same manner as initially applicable to Trustor under the terms set forth herein. [Continued on Next Page]   Packet Pg. 720 IN WITNESS WHEREOF, Beneficiary and Trustor have each executed this Deed of Trust, to be effective as of the date first written above. TRUSTOR _____________________ Date:________________________ By:_________________________________________ [Name, Title] BENEFICIARY CITY OF SAN BERNARDINO Date:________________________ By:_________________________________________ Robert D. Field, City Manager   Packet Pg. 721 ATTACHMENT 1 TO DEED OF TRUST Legal Description Real property in the City of San Bernardino, County of San Bernardino, State of California, described as follows: APN: Address: , San Bernardino, CA   Packet Pg. 722 Attachment G to Master Agreement Qualified Homebuyer Deed of Trust   Packet Pg. 723 Recording Requested by and When Recorded Mail To: CITY OF SAN BERNARDINO Community and Economic Development 290 North “D” Street, Third Floor San Bernardino, CA 92401-1734 Attn.: Housing Division Above Space For Recorder’s Use Only Document entitled to free recording per Govt. Code Section 6103 QUALIFIED HOMEBUYER DEED OF TRUST. ASSIGNMENT OF RENTS. SECURITY AGREEMENT AND FIXTURE FILING THIS DEED OF TRUST, ASSIGNMENT OF RENTS, SECURITY AGREEMENT AND FIXTURE FILING (“Deed of Trust”) is made as of , by and between (“Trustor”), (“Trustee”); and THE CITY OF SAN BERNARDINO, INC., a municipal corporation (“Beneficiary”). R E C I T A L S A.Trustor has acquired or will acquire an affordable single-family dwelling that has been constructed or reconstructed using funding provided by Beneficiary in the form of a loan in the original principal amount of DOLLARS ($ ) (“Loan”) pursuant to that certain unrecorded HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement (“Master Agreement”) entered into between Beneficiary and , a (“Developer”) and dated as of, and that certain unrecorded Site Agreement (the “Site Agreement”) entered into between Beneficiary and Developer and dated as of . Copies of the Master Agreement and the Site Agreement are on file with Beneficiary as a public record. B.The property acquired or to be acquired by Trustor is legally described in Attachment “1”to this Deed of Trust (the “Eligible Property”). C.The Grant funds were provided to Beneficiary by the United States Department of Housing and Urban Development (“HUD”) pursuant to the HOME Investment Partnerships Program (“HOME”). By virtue of Beneficiary’s investment of the Grant funds for the improvement of the Eligible Property, HOME regulations require that the continued affordability of the Eligible Property be preserved through HOME Program Housing Affordability Covenants and Restrictions (collectively referred to herein as the “Affordable Housing Covenant”) executed by Trustor in favor of Beneficiary. The purpose of this Deed of Trust is to secure Trustor’s performance of all agreements between Beneficiary and Trustor, including without limitation the Affordable Housing Covenant.   Packet Pg. 724 NOW THEREFORE, in consideration of the Grant, Trustor hereby irrevocably grants, conveys, transfers and assigns to Trustee and to its successors and assigns, in trust for the benefit of Beneficiary, with power of foreclosure and right of entry and possession as provided below, all of its present and future estate, right, title and interest in and to the Eligible Property, and grants to Beneficiary a security interest in the following: (A)All development rights, air rights, water, water rights, and water stock relating to the Eligible Property. (B)All present and future structures, buildings, improvements, appurtenances and fixtures of any kind on the Eligible Property, including but not limited to all apparatus, attached equipment and appliances used in connection with the operation or occupancy of the Eligible Property, such as heating and air-conditioning systems and facilities used to provide any utility services, ventilation, vehicular cleaning, storage or other services on the Eligible Property, and all signage, carpeting and floor coverings, partitions, generators, screens, awnings, boilers, furnaces, pipes, plumbing, vacuum systems, brushes, blowers, cleaning, call and sprinkler systems, fire extinguishing apparatus and equipment, water tanks, air cooling equipment, and gas and electric machinery and equipment, it being intended and agreed that all such items will be conclusively considered to be a part of the Eligible Property conveyed by this Deed of Trust, whether or not attached or affixed to the Eligible Property. (C)All appurtenances of the Eligible Property and all rights of Trustor in and to any streets, roads or public places, easements or rights of way, relating to the Eligible Property. (D) All of the rents, royalties, profits and income related to the Eligible Property, to the extent not prohibited by any applicable law. (E) All proceeds and claims arising on account of any damage to or taking of the Eligible Property and all causes of action and recoveries for any loss or diminution in value of the Eligible Property. (F)All existing and future goods, inventory, equipment and all other personal property of any nature whatsoever now or hereafter located on the Eligible Property which are now or in the future owned by Trustor and used in the operation or occupancy of the Eligible Property or in any construction on the Eligible Property but which are not effectively made real property under Paragraph (B) above, including but not limited to all appliances, furniture and furnishings, building service equipment, and building materials, supplies, equipment, machinery, plumbing and plumbing material and supplies, concrete, lumber, hardware, electrical wiring and electrical material and supplies, roofing material and supplies, doors, paint, drywall, insulation, cabinets, ceramic material and supplies, flooring, attached appliances, fencing, landscaping and all other materials, supplies and property of every kind and nature. (G)All present and future accounts, general intangibles, chattel paper, contract rights, deposit accounts, instruments and documents as those terms are defined in th California Uniform Commercial Code, now or hereafter relating or arising with respect to the Eligible Property and/or the use thereof or any improvements thereto, including without limitation: (i) all rights to the payment of money, including escrow proceeds arising out of the sale or other disposition of all or any portion of the estate of Trustor upon the Eligible Property now or hereafter existing thereon; (ii) all plans, specifications and drawings relating to the development of the Eligible Property and/or any construction thereon; (iii) all use permits, licenses, occupancy permits, construction and building permits, and all other permits and approvals required by any governmental or quasi-governmental authority in   Packet Pg. 725 connection with the development, construction, use, occupancy or operation of the Eligible Property; (iv) any and all agreements relating to the development, construction, use, occupancy and/or operation of the Eligible Property between Trustor and any contractor, subcontractor, project manager or supervisor, architect, engineer, laborer or supplier of materials; (v) all lease or rental agreements; (vi) all names under which the Eligible Property is now or hereafter operated or known and all rights to carry on business under any such names or any variant thereof; (vii) all trademarks relating to the Eligible Property and/or the development, construction, use, occupancy or operation thereof; (viii) all goodwill relating to the Eligible Property and/or the development, construction, use, occupancy or operation thereof; (ix) all reserves, deferred payments, deposits, refunds, cost savings, bonds, insurance policies and payments of any kind relating to the Eligible Property; (x) all loan commitments issued to Trustor in connection with any sale or financing of the Eligible Property; (xi) all funds deposited with Beneficiary by Trustor, and all accounts of Trustor with Beneficiary, including all accounts containing security deposits and prepaid rents paid to Trustor in connection with any leases of the Eligible Property, and all proceeds thereof; and (xii) all supplements, modifications and amendments to the foregoing. (H)All of the right, title and interest of Trustor in and to all sales contracts of any nature whatsoever now or hereafter executed covering any portion of the Eligible Property, together with all deposits or other payments made in connection therewith. (I)All of the right, title and interest of Trustor in and to any construction plans and specifications, building permits, and all other documents necessary for completion of improvements to the Eligible Property. (J)All shares of stock or other evidence of ownership of any part of the Eligible Property that is owned by Trustor in common with others, and all documents of membership in any owners’ or members’ association or similar group having responsibility for managing or operating any part of the Eligible Property. Trustor does hereby covenant with Trustee and Beneficiary, that Trustor has good right to bargain, sell and convey Trustor’s interest in the Eligible Property in the manner and form as above written; and Trustor warrants and will defend said interest for the benefit of Beneficiary forever, against all lawful claims and demands whatsoever except as stated above. THIS DEED OF TRUST IS FOR THE PURPOSE OF SECURING: The performance of each agreement of Trustor made in connection with the Eligible Property, including without limitation the Affordable Housing Covenant entered into by and between Trustor and Beneficiary for the purpose of ensuring the continued affordability of the Eligible Property, and all other agreements executed in connection with any of the foregoing agreements (collectively, the “Secured Agreements”). TO PROTECT THE SECURITY OF THIS DEED OF TRUST, TRUSTOR HEREBY COVENANTS AND AGREES AS FOLLOWS: 1. Payment of Secured Obligations. Trustor shall pay when due the principal of, and the interest on, any and all sums required to be paid by Trustor under the Secured Agreements.   Packet Pg. 726 2.Maintenance; Repair, Alterations. Trustor shall keep the Eligible Property in good condition and repair; to complete promptly and in a good and workmanlike manner all improvements to be constructed on the Eligible Property, including specifically all improvements described in the Master Agreement and the Site Agreement, and promptly restore in like manner any structure that may be damaged or destroyed thereon; to pay when due all claims for labor performed and materials furnished therefor, to comply with all laws, ordinances, regulations, covenants, conditions and restrictions now or hereafter affecting the Eligible Property or any part thereof or requiring any alterations or improvements thereon; not to commit or permit any waste or deterioration of the Eligible Property; to keep and maintain abutting grounds, sidewalks, roads, parking and landscape areas in good and neat order and repair; not to commit, suffer or permit, to the extent Trustor is able by the exercise of commercially reasonable best efforts, any act to be done in or upon the Eligible Property in violation of any law, ordinance or regulation. 3.Insurance. Trustor shall provide, maintain at its expense and deliver to Beneficiary at all times until completion in full of all obligations secured hereby, property insurance covering the Eligible Property, in form appropriate for the nature of the property, covering all risks of loss, excluding earthquake, for one hundred percent (100%) of the replacement value, with deductible, if any, acceptable to Beneficiary, naming Beneficiary as a loss payee, as its interests may appear, and such further insurance as may be required by any of the Secured Agreements. In the event of any loss or damage, Trustor shall give immediate notice thereof to Beneficiary, and Beneficiary may thereupon make proof of such loss or damage, if the same is not promptly made by Trustor. Trustor and Beneficiary hereby agree to cooperate in making any adjustment and compromise of any loss covered by the aforementioned insurance policies upon the Eligible Property, and Trustor authorizes and empowers Beneficiary, at its option, to collect and receive the proceeds, and endorse checks and drafts issued therefor. Beneficiary agrees that in the event of any loss covered by insurance policies on the Eligible Property subject to this Deed of Trust, provided there is not then existing any material default (or such existing default will be cured by the proceeds of such insurance) in the observance or performance of any of the covenants and agreements contained herein or in the Secured Agreements, or in any other agreement with or for the benefit of the Beneficiary in connection with any obligation secured hereby, the proceeds of such insurance shall be used for the repair or restoration of the Eligible Property and will be disbursed in accordance with such protective terms and conditions as Beneficiary may reasonably impose. Trustor hereby fully assigns to Beneficiary all current and future claims it may have under any policy of insurance related to the Eligible Property, regardless of whether such insurance was required to be maintained under the Secured Agreements. Any and all unexpired insurance shall inure to the benefit of and pass to the purchaser of the Eligible Property at any foreclosure sale pursuant hereto. Further, Beneficiary may at any time in its sole discretion require Trustor to submit satisfactory evidence of insurance policies obtained pursuant to this Paragraph 3 and of Trustor’s compliance with all the provisions of said policies. 4.Lawsuits. Trustor shall appear in and defend, with counsel selected by Beneficiary, or otherwise take such action therein as Beneficiary and Trustee or either of them may deem advisable with respect to any action or proceeding affecting the Eligible Property to which Beneficiary or Trustee may be a party. 5.Beneficiary Statement. Trustor shall pay all charges for all legal fees or court costs and expenses which Beneficiary may elect to advance in order to keep unimpaired, protect, and preserve the title to the Eligible Property or the improvements thereon; and to pay for any statement provided for by law in effect at the date hereof regarding the obligations secured hereby, any amount   Packet Pg. 727 demanded by the Beneficiary not to exceed the maximum allowed by law at the time when said statement is demanded. 6.Condemnation. All judgments, awards of damages and settlements, hereafter made as a result of or in lieu of any condemnation or other proceedings for public use of, or for any damage to, the Eligible Property or the improvements thereon, are hereby assigned to Beneficiary. If (i) Trustor is not then in material default hereunder (or such default will be cured with the proceeds from the foregoing), and (ii) the taking is a partial taking, all proceeds for taking of or damage to the Eligible Property shall be applied to restoring the Eligible Property, if practicable, as reasonably determined by Beneficiary. In the event (i) Trustor is then in material default hereunder (and such default will not be cured with the proceeds of the foregoing), (ii) the taking is a total taking, or (iii) the taking is a partial taking and Beneficiary has reasonably determined that restoration of the Eligible Property is not practicable, the proceeds shall be paid to Beneficiary to the extent of those monies due and owing from Trustor to Beneficiary under any of the Secured Agreements, and Beneficiary is hereby authorized to receive such monies. Trustor agrees to execute such further assignments of any such award, judgment or settlement which may be received by Trustor. Beneficiary may apply any and all such sums to the obligations secured hereby in such manner as it elects or, at its option, the entire amount so received by it or any part thereof may be released. Neither the application nor the release of any such sums shall cure or waive any default or notice of default hereunder or invalidate any act done pursuant to such notice. 7.Permitted Acts of Beneficiary. Without affecting the liability of any person, including Trustor (other than any person released pursuant hereto), for the payment of any indebtedness secured hereby, Beneficiary is authorized and empowered as follows: Beneficiary may at any time, and from time to time, either before or after the maturity of the obligations secured hereby, and without notice (a) release any person liable for the payment of any of the indebtedness, (b) make any agreement extending the time or otherwise altering the terms of payment of any of the indebtedness, (c) accept additional security therefor of any kind, or (d) release any property, real or personal, securing the indebtedness. 8.Reconveyance of Eligible Property. Upon written request of Beneficiary stating that all sums secured hereby have been paid and all obligations secured hereby have been performed, and upon surrender of this Deed of Trust to Trustee for cancellation and retention, and upon payment of its fees, Trustee shall reconvey, without warranty, the Eligible Property then held hereunder. The recitals in such reconveyance of any matters of fact shall be conclusive proof of the truthfulness thereof. The grantee in such reconveyance may be described as “the person or persons legally entitled thereto.” 9.Default and Trustee’s Sale. Upon the occurrence of an “Event of Default” under this Deed of Trust (as defined in Section 17 below) Beneficiary may declare all principal remaining unpaid, all interest then earned and remaining unpaid, and all sums other than principal or interest secured hereby, immediately due and payable, may require immediate performance of all other obligations secured hereby, and may proceed to exercise the power of sale granted by this Deed of Trust by delivery to Trustee of written declaration of default and demand for sale and of written notice of default and of election to cause to be sold said Eligible Property, which notice Trustee shall cause to be filed for record. Beneficiary also shall deposit with Trustee this Deed of Trust and all documents evidencing expenditures secured hereby. After the lapse of such time as may then be required by ·law following the recordation of said notice of default, Trustee shall cause a notice of sale to be published, posted, mailed, and recorded as required by statute. Said notice of sale shall contain the notice: ‘‘NOTICE: THIS   Packet Pg. 728 PROPERTY IS ENCUMBERED BY AFFORDABILITY COVENANTS”; however, failure to include said notice shall not affect the validity of any publication, posting, or mailing of said notice of sale or the validity of any sale based thereon. Thereafter, within the time and in the manner required by statute Trustee, without demand on Trustor, shall sell the Eligible Property at the time and place fixed by it in said notice of sale, either as a whole or in separate parcels, and in such order as it may determine, at public auction to the highest bidder for cash in lawful money of the United States, payable at time of sale. Trustee may postpone sale of all or any portion of the Eligible Property by public announcement at such time and place of sale, and from time to time thereafter may postpone such sale by public announcement at the time fixed by the preceding postponement. Trustee shall deliver to such purchaser its deed conveying the Eligible Property so sold, but without any covenant or warranty, express or implied. Said deed shall contain the notice: ‘‘NOTICE: THIS PROPERTY IS ENCUMBERED BY AFFORDABILITY COVENANTS”; however, failure to include said notice shall not affect the validity of any sale. The recitals in such deed of any matters or facts shall be conclusive proof of the truthfulness thereof. Any person, including Trustor, Trustee or Beneficiary, may purchase at such sale. After deducting all costs, fees and expenses of Trustee, including cost of evidence of title in connection with sale, Trustee shall apply the proceeds of sale to payment of: first, all sums expended by Beneficiary under the terms hereof or under any of the Secured Agreements and not then repaid, with accrued interest as specified in said agreements; second, all other sums then secured hereby; and the remainder, if any, to the person or persons legally entitled thereto. 10.Substitute Trustees. Beneficiary, or any successor in ownership of any obligation secured hereby, may from time to time, by instrument in writing, substitute a successor or successors to any Trustee named herein or acting hereunder, which instrument, executed by Beneficiary and duly acknowledged and recorded in the Office of the Recorder of the County of San Bernardino, and otherwise complying with the provisions of California Civil Code Section 2934a, or any successor section, shall be conclusive proof of proper substitution of such successor Trustee or Trustees, who shall, without conveyance :from the Trustee predecessor, succeed to all its title, estate, right, powers and duties. Said instrument must contain the name of the original Trustor, Trustee and Beneficiary hereunder, the book and page where this Deed of Trust is recorded, and the name and address of the new Trustee. 11. Successors Bound. This Deed of Trust applies to, inures to the benefit of, and binds all parties hereto, their heirs, legatees, devisees, administrators, executors, successors, assigns, trustees and receivers. In this Deed of Trust, whenever the context so requires, the masculine gender includes the feminine and/or neuter, and the singular number includes the plural. 12.Evidence of Title. If, because of any default hereunder, or because of the filing or contemplated filing of any legal proceedings affecting the Eligible Property, Beneficiary deems it necessary to obtain an additional evidence of title or to cure any defect in title, Beneficiary may procure such evidence or cure such defect, pay the cost thereof, and shall have an immediate claim against Trustor therefor, together with a lien upon the Eligible Property for the amount so paid, with interest as permitted by law. Beneficiary is further authorized to require an appraisal of the Eligible Property at any time that Beneficiary may reasonably request. 13.Statute of Limitations. The pleading of any statute of limitations as a defense to any and all obligations secured by this Deed of Trust is hereby waived by Trustor, to the full extent permissible by law.   Packet Pg. 729 14.Severability. The invalidity of any one or more covenants, phrases, clauses, sentences, paragraphs or sections of this Deed of Trust shall not affect the remaining portions of this Deed of Trust or any part hereof and this Deed of Trust shall be construed as if such invalid covenants, phrases, sentences, paragraphs or sections, if any, had not been inserted herein. 15.Order of Application. If any obligation secured hereby is now or hereafter becomes further secured by a security agreement, deed of trust, pledge, contract of guaranty or other securities in addition to the security provided to Beneficiary by this Deed of Trust, Beneficiary may to the full extent allowed by law, at its option, exhaust any one or more of said securities as well as the security hereunder, either concurrently or independently and in such order as it may determine, and may apply the proceeds received upon the obligations secured hereby without affecting the status of, or waiving any right to exhaust, all or any other security including the security thereunder, and without waiving any breach or default in any right or power, whether exercised hereunder or contained herein, or in any such other security. Covenants of Trustor. a. Audit by State and/or Federal Agencies. In the event this Deed of Trust or any agreement executed in connection herewith is subjected to audit, monitoring or other inspections by any appropriate state and/or federal agency, Trustor shall comply with such investigations and pay, on behalf of itself and Beneficiary, any amount of the cost to the investigating agency of such investigations as may be required by law (unless such investigation and any resulting liability arise solely from the gross negligence or willful misconduct of Beneficiary). b. Program Evaluation and Review. Trustor shall allow Beneficiary’s authorized personnel to inspect and monitor its facilities and program operations as they relate to the Eligible Property, including the interviewing of Trustor’s staff and other program participants, as reasonably required by Beneficiary during the term of the Affordable Housing Covenant or any agreement executed in connection therewith. 16.Default. Trustor shall be in default under this Deed of Trust upon any of the following events which, if not cured within the applicable cure period provided, if any, shall constitute an event of default hereunder (“Event of Default”): a.The failure of Trustor to pay or perform any monetary covenant or obligation hereunder or under the terms of any of the Secured Agreements or any document executed in connection therewith, without curing such failure within ten (10) calendar days the date such payment is due. b.The failure of Trustor to perform any nonmonetary covenant or obligation hereunder or under the terms of any of the Secured Agreements or any document executed in connection therewith, without curing such failure within thirty (30) calendar days after receipt of written notice of such default from Beneficiary (or from any party authorized by Beneficiary to deliver such notice as identified by Beneficiary in writing to Trustor) specifying the nature of the event or deficiency giving rise to the default and the action required to cure such deficiency; provided, however, that if any default with respect to a nonmonetary obligation is such that it cannot be cured within a 30- day period, it shall be deemed cured if Trustor commences the cure within said 30-day period and   Packet Pg. 730 diligently prosecutes such cure to completion thereafter. Notwithstanding anything herein to the contrary, the herein described notice requirements and cure periods shall not apply to any Event of Default described in Section 17(c) through 17(g) below; c.The material falsity of any representation, or the breach of any warranty or covenant, made by Trustor under the terms of this Deed of Trust, the Secured Agreements, or any other document executed in connection therewith; d.Trustor, or any constituent member or partner or majority shareholder of Trustor, shall (i) apply for or consent to the appointment of a receiver, trustee, liquidator or custodian or the like of its property, (ii) fail to pay or admit in writing its inability to pay its debts generally as they become due, (iii) make a general assignment for the benefit of creditors, (iv) be adjudicated a bankrupt or insolvent or (v) commence a voluntary case under the Federal bankruptcy laws of the United States of America or file a voluntary petition that is not withdrawn within ten (10) days of the filing thereof or answer seeking an arrangement with creditors or an order for relief or seeking to take advantage of any insolvency law or file an answer admitting the material allegations of a petition filed against it in any bankruptcy or insolvency proceeding; e.If without the application, approval or consent of Trustor, a proceeding shall be instituted in any court of competent jurisdiction, under any law relating to bankruptcy, in respect of Trustor or any constituent member or partner or majority shareholder of Trustor, for an order for relief or an adjudication in bankruptcy, a composition or arrangement with creditors, a readjustment of debts, the appointment of a trustee, receiver, liquidator or custodian or the like of Trustor or of all or any substantial part of Trustor’s assets, or other like relief in respect thereof under any bankruptcy or insolvency law, and, if such proceeding is being contested by Trustor, in good faith, the same shall (i) result in the entry of an order for relief or any such adjudication or appointment, or (ii) continue undismissed, pending, and unstayed, for any period of ninety (90) consecutive days; f.Trustor shall suffer or attempt to effect a “Transfer” (as defined in Section 30 below) other than in full compliance with the terms of this Deed of Trust; or g.Trustor shall be in default under the Affordable Housing Covenant, unless the default is cured or waived within the cure period, if any, applicable thereto under the terms of the obligation which is in default. 18.Breach by Trustor, Cure by Beneficiary or Trustee. In the event of Trustor’s failure to comply with any or all of the promises and agreements set forth in this Deed of Trust and the Secured Agreements or to make any payment or to do any act as provided in this Deed of Trust or the Secured Agreements, then Beneficiary or Trustee, but without obligation to do so and without notice to or demand upon Trustor and without releasing Trustor from any such obligation, may make or do the same in such manner and to such extent as either in its sole judgment may deem necessary to protect the security hereof (including, without limitation, to procure insurance and pay the premiums therefor; to pay unpaid water rents, sewer service charges, and other governmental or municipal charges and rates, and all or any part of the unpaid taxes, assessments, and reassessments, if in its judgment the same are just and valid; to pay the cost of appraisals, reappraisals, and extensions of title; to enter or have its agents enter upon the Eligible Property whenever reasonably necessary for the purpose of inspecting the Eligible Property or making repairs or installations as it deems necessary to preserve the Eligible Property or to protect the same from vandalism, without thereby becoming liable as a trespasser or mortgagee or beneficiary in possession, and to pay for such repairs and installations). Beneficiary and Trustee are hereby authorized to enter upon the Eligible Property   Packet Pg. 731 for such purposes; to appear in and defend any action or proceeding purporting to affect the security hereof or the rights or powers of Beneficiary or Trustee; to pay, purchase, contest or compromise any encumbrance, charge or lien which in the judgment of either appears to be prior or superior hereto; and, in exercising any such powers, to pay necessary expenses, employ counsel of choice, and pay the reasonable fees of such counsel. Trustor agrees to pay immediately and without demand all sums so expended by Beneficiary or Trustee, with interest from the date of expenditure at the amount allowed by law in effect at the date hereof, and agrees that Beneficiary or Trustee, as the case may be, shall have a lien upon the Eligible Property for the sums so expended and such interest thereon. 19.Personal Pro pert y Security Agreement. All property covered by this Deed of Trust shall be deemed to constitute real property or interests in real property to the maximum extent permitted under applicable law. To the extent that any tangible property, equipment or other property covered by this Deed of Trust constitutes personal property, such personal property shall constitute additional security. This Deed of Trust shall create in Beneficiary a security interest in such personal property and shall in respect thereof constitute a security agreement (the “Personal Property Security Agreement”). Beneficiary shall be entitled to all of the rights and remedies in respect of any personal property included in the Eligible Property covered by this Deed of Trust that are afforded a secured party under the Uniform Commercial Code and other applicable law. At Beneficiary’s request, Trustor will at any time and from time to time furnish Beneficiary for filing financing statements signed by Trustor in form satisfactory to Beneficiary. Trustor acknowledges and agrees that thirty (30) days’ notice as to the time, place and date of any proposed sale of any personal property shall be deemed reasonable for all purposes. Trustor agrees that the Security Agreement created hereby shall survive the termination or reconveyance of this Deed of Trust unless Beneficiary executes documentation expressly terminating the Personal Property Security Agreement. 20.Assumption of Liability. Except as provided in Section 30, the assumption of liability for the performance of the obligations hereby secured, by any successor in interest to Trustor in the Eligible Property shall not release Trustor from any liability Trustor has hereunder or under the other Secured Agreements for the performance of such obligations or the repayment of any sums advanced under and secured by this Deed of Trust. Any forbearance or indulgence of Beneficiary, or extensions of time for the performance of all or any part of the obligations secured hereby, or the release of a part of the Eligible Property from the lien of this Deed of Trust, for or without consideration, shall not in any manner diminish or reduce the liability of Trustor (subject to the nonrecourse provisions of Section 25) for the performance of the obligations now or hereafter secured hereby. Any payment made in satisfaction of any such obligation shall be deemed to have been made on behalf and for the benefit of all parties obligated to pay the same. 21.Future Advances. Upon the request of Trustor or its successor in ownership of the Eligible Property, Beneficiary may, at its option, advance funds to Trustor or its successors in ownership, and the sums advanced, with interest as permitted by law, shall be secured by this Deed of Trust. If Beneficiary, at its option, shall make an advance as aforesaid, Trustor or its successors in ownership agree to execute and deliver to Beneficiary a note to evidence the same, payable on such terms as Beneficiary shall require. Trustor further acknowledges and agrees that to secure the payment of any such future advances Beneficiary shall also have a lien upon all other personal property and securities now or hereafter in its possession belonging to Trustor; that all rights, powers and remedies con-   Packet Pg. 732 ferred upon Beneficiary herein are in addition to each and every other right which Beneficiary has hereunder; that all rights, powers and remedies conferred upon Beneficiary in equity or by law may be enforced concurrently therewith; that Beneficiary shall be subrogated to the rights and seniority of any prior lien paid or released by reason of any such future advances; and that each and all of the covenants, agreements, and provisions hereof shall bind and inure to the benefit of the respective heirs, executors, administrators, successors, and assigns of Trustor and Beneficiary herein, and all others who subsequently acquire any right, title, or interest in the Eligible Property, or to this Deed of Trust and the indebtedness secured hereby. 22.Captions. The captions of the sections of this Deed of Trust are for convenience only and shall not be considered in resolving questions of interpretation or construction. 23.Estoppel Certificates. _Trustor shall from time to time at Beneficiary’s request furnish Beneficiary or any person designated by Beneficiary a certified statement in form reasonably satisfactory to Beneficiary confirming as of the date of the certificate Trustor is not in default hereunder (or describing any default), and stating that Trustor has no defense, right of setoff or counterclaim in the payment of any indebtedness, or any part thereof, or the observance or performance of any obligation (or describing any such defense, set off or counterclaim). Any purchaser or assignee of any of the Secured Agreements or this Deed of Trust or any interest therein may rely on such certificate. 24.Obligation Nonrecourse. Except to the extent any Event of Default hereunder results directly or indirectly from any fraud or intentional and material misrepresentation by Trustor in connection with the Secured Agreements, the Secured Agreements are nonrecourse obligations of Trustor and in the event of the occurrence of an Event of Default, Beneficiary’s only recourse under this Deed of Trust shall be against the Eligible Property, the proceeds thereof, the rents and other income arising from its use and occupancy as provided in this Deed of Trust, and any other collateral given to Beneficiary as security for performance of the Secured Agreements. 25.Fixture Filing. This Deed of Trust is also a fixture filing with respect to the personal property which is or is to become fixtures on the Eligible Property, and is to be recorded in the real property records of San Bernardino County, California. 26.Assignment of Rents. All of the existing and future rents, royalties, income, and profits of the Eligible Property that arise from its use or occupancy are hereby absolutely and presently assigned to Beneficiary. However, until Trustor is in default under this Deed of Trust, Trustor will have a license to collect and receive those rents, royalties, income and profits. Upon any Event of Default by Trustor, Beneficiary may terminate Trustor’s license in its discretion, at any time, without notice to Trustor, and may thereafter collect the rents, royalties, income and profits itself or by an agent or receiver. No action taken by Beneficiary to collect any rents, royalties, income or profits will make Beneficiary a “mortgagee-in-possession” of the Eligible Property, unless Beneficiary personally or by agent enters into actual possession of the Eligible Property. Possession by a court-appointed receiver will not be considered possession by Beneficiary. All rents, royalties, income and profits collected by Beneficiary or a receiver will be applied first to pay all expenses of collection, and then to the payment of all costs of operation and management of the Eligible Property, and then to the satisfaction of the debts and obligations secured by the Deed of Trust in whatever order Beneficiary directs in its absolute discretion and without regard to the adequacy of its security. If required by Beneficiary, each lease or occupancy agreement affecting any of the Eligible Property must provide, in a manner approved by   Packet Pg. 733 Beneficiary, that the tenant will recognize as its lessor any person succeeding to the interest of Trustor upon any foreclosure of this Deed of Trust. The expenses (including any receivers’ fees, costs of and compensation to any agent appointed by Beneficiary, counsel fees, and disbursements) incurred in taking possession and making such collection, shall be deemed a portion of the obligations secured by this Deed of Trust. The entering upon and taking possession of the Eligible Property, and/or the collection of such rents, issues and profits and the application thereof as aforesaid, shall not cure or waive any default or notice of default hereunder or invalidate any act done pursuant to such notice. Beneficiary may exercise any one or more of the remedies in this section without waiving its right to exercise any such remedies again or for the first time in the future. The foregoing shall be subject to the provisions of applicable law. 27.Applicable Law. This Deed of Trust shall be governed by, and construed in accordance with, the laws of the State of California. 28.Approvals. Except with respect to those matters set forth hereinabove providing for Beneficiary’s approval, consent or determination to be at Beneficiary’s “sole discretion” or “sole and absolute discretion,” Beneficiary hereby agrees to act reasonably with regard to any approval, consent, or other determination given by Beneficiary hereunder. Beneficiary agrees to give Trustor written notice of its approval or disapproval following submission of items to Beneficiary for approval, including, in the case of any disapproved item, the reasons for such disapproval. Any consent to a transfer under Section 30 of this Deed of Trust, and any other consent or approval by Beneficiary under this Deed of Trust or any of the Secured Agreements may be given by Beneficiary’s City Manager or his or her designee without action of Beneficiary’s governing board unless the City Manager or his or her designee in his or her sole discretion elects to refer the matter to the board. 29.Good Faith and Fair Dealing. Beneficiary and Trustor agree to perform all of their obligations and the actions required of each hereunder in good faith and in accordance with fair dealing. 30.Assignment of Interest. a.Without the prior written approval of Beneficiary, which approval Beneficiary may grant or withhold in its sole and absolute discretion, Trustor shall not (i) sell, encumber, assign or otherwise transfer (collectively, “Transfer”) all or any portion of its interest in the eligible Property; (ii) permit the Transfer of any portion of its ownership and/or control; or Transfer any of its rights or obligations under the Secured Agreements. Trustor hereby agrees that any purported Transfer not approved the Beneficiary as required herein shall be ab initio null and void, and no voluntary or involuntary successor to any interest of Trustor under such a proscribed Transfer shall acquire any rights pursuant to the Secured Agreements or this Deed of Trust. b.At any time Trustor desires to effect a Transfer hereunder, Trustor shall notify Beneficiary in writing (the “Transfer Notice”) and shall submit to Beneficiary for its prior written approval (i) all proposed agreements and documents (collectively, the “Transfer Documents”) memorializing, facilitating, evidencing and/or relating to the circumstances sur- rounding such proposed Transfer, and (ii) a certificate setting forth representations and warranties by Trustor and the proposed transferee to Beneficiary sufficient to establish and ensure that all requirements of this Section 30 have been and will be met. No Transfer Documents shall be approved by Beneficiary unless they expressly provide for the assumption by the proposed transferee of all of Trustor’s obligations under the Secured Agreements and this Deed of Trust. The Transfer Notice shall include a request that Beneficiary consent   Packet Pg. 734 to the proposed Transfer and shall also include a request that Trustor be released from further obligations under the Secured Agreements and this Deed of Trust. Beneficiary agrees to make its decision on Trustor’s request for consent to such Transfer as promptly as possible, and in any event not later than thirty (30) calendar days after Beneficiary receives the last of the items required by this Section 30. In the event Beneficiary consents to a proposed Transfer, then such Transfer shall not be effective unless and until Beneficiary receives copies of all executed and binding Transfer Documents, which Transfer Documents shall conform to the proposed Transfer Documents originally submitted by Trustor to Beneficiary. From and after the effective date of any such Transfer, Trustor shall be released from its obligations under this Deed of Trust and the Secured Agreements accruing subsequent to such effective date. c.Notwithstanding anything in this Deed of Trust to the contrary, Trustor agrees that it shall not be permitted to make any Transfer, whether or not Beneficiary’s consent is required therefor and even if Beneficiary has consented thereto, if there exists an Event of Default under this Deed of Trust at the time the Transfer Notice is tendered to Beneficiary or at any time thereafter until such Transfer is to be effective. d.The provisions of this Section 30 shall apply to each successive Transfer and proposed transferee in the same manner as initially applicable to Trustor under the terms set forth herein.   Packet Pg. 735 IN WITNESS WHEREOF, Trustor and Beneficiary have each executed this Deed of Trust, to be effective as of the date first written above. TRUSTOR Date:________________________ By:_________________________________________ [Name, Title] BENEFICIARY CITY OF SAN BERNARDINO Date:________________________ By:_________________________________________ Robert D. Field, City Manager   Packet Pg. 736 ATTACHMENT 1 TO DEED OF TRUST Legal Description Real property in the City of San Bernardino, County of San Bernardino, State of California, described as follows: APN: Address: , San Bernardino, CA   Packet Pg. 737 Attachment H to Master Agreement Developer Housing Affordability Covenant form   Packet Pg. 738 RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO: City of San Bernardino 290 North “D” Street, Third Floor San Bernardino, CA 92401-1734 Attn: Housing Division (Space Above Line Reserved For Use By Recorder) No fee shall not be imposed on any real estate instrument, paper, or notice executed or recorded by the state or any county, municipality, or other political subdivision of the state - GC 27388.1 (a)2(D) HOME PROGRAM HOUSING AFFORDABILITY COVENANTS AND RESTRICTIONS City of San Bernardino Infill Housing Development Program – Home Funds These HOME Program Housing Affordability Covenants and Restrictions (collectively referred to herein as this “Affordable Housing Covenant”) are made and entered into as of by and between the City of San Bernardino, a municipal corporation (“City”), and a (“Developer”). This Affordable Housing Covenant relates to the following facts: --- R E C I T A L S --- A. City and Developer are parties to that certain HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement (“Master Agreement”) dated , and that certain Site Agreement (“Site Agreement”) dated . B. Under the terms and conditions of the Master Agreement and the Site Agreement, Developer shall acquire from City, or acquire with funds provided by City pursuant to the HOME Investment Partnerships Program, 24 C.F.R. Part 92 (“HOME”), an amount not to exceed ($ ) for the purpose of providing financing for the housing development described in the Site Agreement (the “Project”). The Project will be developed on a site legally described on Exhibit “A” to this Affordable Housing Covenant (the “Eligible Property”). NOW, THEREFORE, in consideration of the mutual covenants and undertakings set forth herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, City and Developer do hereby covenant and agree for themselves, their successors and assigns, as follows:   Packet Pg. 739 Section 1. Definitions of Certain Terms. As used in this Affordable Housing Covenant, the following words and terms shall have the meaning as provided in this Section 1 unless the specific context of usage of a particular word or term may otherwise require: Adjusted Family Income. The words “Adjusted Family Income” mean and refer to the total “annual income,” as this term is defined in HOME Final Rule, 24 C.F.R. Part 92.203, for each individual or household residing or treated as residing in an Eligible Property. Affordable Housing Cost. The words “Affordable Housing Cost” mean and refer to a purchase price determined using the criteria set forth in 24 C.F.R. Part 92.254(a)(2), i.e., not exceeding 95 percent of the median purchase price for the area. Code. The word “Code” means the Internal Revenue Code of 1986, as amended, and any regulation, rulings or procedures with respect thereto. Delivery Date. The words “Delivery Date” mean and refer to the date of delivery of title and possession of the Eligible Property to the Qualified Homebuyer at the close of the Sale Escrow. Eligible Property. The words “Eligible Property” mean and refer to an infill housing property constructed or reconstructed by Developer, including the blighted or underutilized site acquired and the single family dwelling constructed or reconstructed on the site, as described in the Master Agreement, and which conforms to all of the other requirements set forth in the Master Agreement. HOME Funds. The words “HOME Funds” mean and refer to funds received by City from the United States Department of Housing and Urban Development (“HUD”) under the HOME program and provided by City to Developer for the purpose of acquiring, constructing and selling Eligible Properties to Qualified Homebuyers. Laws. The word “Laws” means and refers to all federal, state, municipal, local and governmental authority laws, statutes, codes, ordinances, rules, regulations, and orders, now or hereafter in effect, and as may be amended, replaced or substituted from time to time. Low-Income Household. The words “Low-Income Household” mean and refer to persons and households whose income does not exceed 80% percent of area median income (“AMI”), adjusted for household size, as set forth in HOME Final Rule 24 C.F.R. Part 92.2. Notice of Affordability Restrictions. The words “Notice of Affordability Restrictions” mean and refer to the Notice of Affordability Restrictions on sale, conveyance, transfer or assignment of an Eligible Property executed by the Qualified Homebuyer and City in connection with the Sale Agreement. The Notice of Affordability Restrictions shall be duly notarized and recorded in the Official Records of the County Recorder’s Office for the County of San Bernardino, State of California. Notice of Concurrence. The words “Notice of Concurrence” mean and refer to the acknowledgment in recordable form in which the City confirms that the proposed Qualified Successor-In-Interest of the Qualified Homebuyer satisfies all of the Adjusted Family Income and other requirements of this Affordable Housing Covenant for ownership and occupancy of the Eligible Property by the Qualified Successor-In-Interest at any time during the Qualified Residence Period.   Packet Pg. 740 Project CC&Rs. The words “Project CC&Rs” mean and refer to all covenants, conditions and restrictions, if any, affecting and applicable to and relating to the Eligible Property, as amended from time to time. Qualified Homebuyer. The words “Qualified Homebuyer” mean the purchaser of the Eligible Property, i.e., all persons identified as having a property ownership interest vested in the Eligible Property at the close of the Sale Escrow. At the close of the Sale Escrow, the Qualified Homebuyer shall: (i) have an annual Adjusted Family Income which does not exceed the household income qualification limits of a Low-Income Household under HOME Final Rule 24 C.F.R. Part 92.2; and (ii) pay no more than an Affordable Housing Cost for the Eligible Property pursuant to the terms of the purchase transaction for the Eligible Property, including all sums payable by the Qualified Homebuyer for its purchase money mortgage financing, insurance, escrow and other fees and costs.. Qualified Residence Period. The words “Qualified Residence Period” mean and refer to the period of time beginning on the Delivery Date and ending on the date which is fifteen (15) years after the Delivery Date. Qualified Successor-In-Interest. The words “Qualified Successor-In-Interest” mean and refer to the person or household which may acquire the Eligible Property from the Qualified Homebuyer at any time during the Qualified Residence Period by purchase, assignment, transfer or otherwise. The Qualified Successor-In-Interest shall have an income level which does not exceed the maximum income level for a Low-Income Household as applicable to the Qualified Homebuyer under the Sale Agreement, and the Qualified Successor-In-Interest shall agree to own and occupy the Eligible Property as its principal residence. Upon acquisition of the Eligible Property, the Qualified Successor-In-Interest shall be bound by each of the covenants, conditions and restrictions of this Affordable Housing Covenant. Sale Agreement. The words “Sale Agreement” mean and refer to a standard California Association of Realtors California Residential Purchase Agreement and Joint Escrow Instructions, as modified by any addenda required by City, or a substantially equivalent purchase and sale agreement, by and between Developer as seller and the Qualified Homebuyer as purchaser of the Eligible Property, as amended from time to time. City shall be a third-party beneficiary of such Sale Agreement. Sale Escrow. The words “Sale Escrow” mean and refer to a real estate conveyance transaction or escrow by and between Developer as seller and the Qualified Homebuyer as purchaser of the Eligible Property. The transfer of the Eligible Property to the Qualified Homebuyer shall be accomplished upon the close of the Sale Escrow. The titles and headings of the sections of this Affordable Housing Covenant have been inserted for convenience of reference only and are not to be considered a part hereof and shall not in any way modify or restrict the meaning of any of the terms or provisions hereof. Section 2. Use of the Eligible Property Developer shall construct or reconstruct on the Eligible Property a single-family detached home, to be occupied and owned by persons or households whose income is equal to or below 80% of AMI and that meet all of the other requirements to be a Qualified Homebuyer or a Qualified Successor-in-Interest as those terms are defined in Section 1.   Packet Pg. 741 Section 3. Covenants of Developer. (a) Upon completion of the construction or reconstruction of the Eligible Property, Developer shall sell the Eligible Property to a Qualified Homebuyer at an Affordable Housing Cost for use and occupancy as the Qualified Homebuyer’s principal residence during the Qualified Residence Period, to which use and occupancy the Qualified Homebuyer must agree as a condition of the sale. As a condition of the sale, Developer shall require that that Qualified Homebuyer agree that it shall not sell the Eligible Property during the Qualified Residence Period except to a Qualified Successor-In-Interest at an Affordable Housing Cost. Developer shall confirm to City, and shall permit City to verify, that the proposed Qualified Homebuyer satisfies the income requirements for a Low-Income Household based on Adjusted Family Income, that the proposed sale price satisfies the Affordable Housing Cost limitations, and that the Qualified Homebuyer has agreed to the sale conditions set forth in this Section 3. (b) Developer agrees to provide City with the following items of information for inspection by City or its contracted designee prior to any sale by Developer of the Eligible Property, promptly upon written request of City: (i) State and federal income tax returns for the calendar year preceding the close of the Sale Escrow, filed by all persons who will reside in the Eligible Property; (ii) Current wage, income and salary statements for all persons who will reside in the Eligible Property at the close of the Sale Escrow. (c) While it owns the Eligible Property, Developer shall abide by and comply with all applicable Project CC&Rs, and, at the request of City, shall assign to City the right to enforce the Project CC&Rs on behalf of Developer. (d) Also while it owns the Eligible Property, Developer shall enforce all applicable Project CC&Rs against all individuals and entities, including, without limitation, against all non-complying members of a homeowner’s association, who are subject to, bound by and obligated to perform and comply with the Project CC&Rs, at Developer’s sole cost and expense. (e) Developer shall not sell the Eligible Property without first giving written notice to City and obtaining City’s written concurrence as provided in Section 3(g). At least sixty (60) calendar days prior to the date on which Developer proposes to transfer title to the Eligible Property to a Qualified Homebuyer, Developer shall send a written notice to City, as provided in Section 14, of Developer’s intention to sell the Eligible Property which includes the following true and correct information: (i) Name of the proposed Qualified Homebuyer, including the identity of all persons in the household of the Qualified Homebuyer who propose to reside in the Eligible Property, together with a completed Qualified Homebuyer Application Affidavit, as applicable, executed by the proposed Qualified Homebuyer; (ii) Sale price of the Eligible Property payable by the Qualified Homebuyer, including the terms of all purchase money mortgage financing to be assumed, provided or obtained by the Qualified Homebuyer, escrow costs and charges, realtor/broker fees, and all other sale costs or charges payable by the Qualified Homebuyer; (iii) Name, address, and telephone number of the escrow company which shall coordinate the transfer of the Eligible Property from Developer to the Qualified Homebuyer;   Packet Pg. 742 (iv) Appropriate mortgage credit reference for the Qualified Homebuyer with a written authorization signed by the Qualified Homebuyer authorizing City to contact each such reference; and (v) such other relevant information as City may reasonably request. (f) Within thirty (30) calendar days following receipt of notice of Developer’s intention to sell the Eligible Property as described in Section 3(e), City shall provide Developer with either a preliminary confirmation of approval or a preliminary rejection in writing of the income and household occupancy qualifications of the Qualified Homebuyer. City shall not unreasonably withhold approval of any proposed sale of the Eligible Property to a Qualified Homebuyer who satisfies the Adjusted Family Income and Affordable Housing Cost requirements for occupancy of the Eligible Property and for whom the other information described in Sections 3(b) and 3(e) has been provided to City. In the event that City may request additional information relating to the confirmation of the matters described in Sections 3(b) and 3(e), Developer shall provide such information to City as promptly as feasible. (g) Upon its final confirmation of approval of the Adjusted Family Income and Affordable Housing Cost eligibility of the Qualified Homebuyer to acquire the Eligible Property, City shall deliver a written Notice of Concurrence in the sale of the Eligible Property, in recordable form, to the escrow holder referenced in Section 3(e)(iii) above. Thereafter, the Qualified Homebuyer may acquire the Eligible Property subject to the satisfaction of the following conditions: (i) The recordation of the Notice of Concurrence executed by City, verifying that Developer and the Qualified Homebuyer in making the sale and purchase have complied with the requirements of this Affordable Housing Covenant as of the close of the Sale Escrow; and (ii) The escrow holder shall have provided City with a copy of the customary form of final escrow closing statements for Developer and the Qualified Homebuyer; and (iii) The other conditions of the Sale Escrow as established by Developer and the Qualified Homebuyer shall have been satisfied. (h) Developer shall require in connection with the sale of the Eligible Property to the Qualified Homebuyer that the Qualified Homebuyer agree that it and all of its heirs, successors and/or assigns shall abide by and comply with all applicable Project CC&Rs and, at the request of City, shall assign to City on behalf of the Qualified Homebuyer the right to enforce the Project CC&Rs on behalf of the Qualified Homebuyer. (i) Developer also shall require in connection with the sale of the Eligible Property to the Qualified Homebuyer that the Qualified Homebuyer agree that during the Qualified Residence Period, the Qualified Homebuyer and any heirs, successors and/or assigns shall not lease, sublease, or rent the Eligible Property to any third person, except for a temporary period (not to exceed 3 months) in the event of an emergency or other unforeseen circumstance as may be expressly approved in writing by City subject to compliance during the temporary rental period with reasonable temporary rental occupancy conditions required by City. The Qualified Homebuyer shall submit a written request to City at least ten (10) calendar days prior to the commencement of the temporary occupancy of the Eligible Property by a third party, which notice shall set forth the grounds on which the Qualified Homebuyer believes an emergency or other unforeseen circumstance has occurred and that a temporary rental occupancy is necessary.   Packet Pg. 743 Section 4. Acknowledgment of First Mortgage Lender Financing. It is expected and acknowledged by City that concurrently with the Delivery Date, the Qualified Homebuyer shall obtain purchase money mortgage financing for the acquisition of the Eligible Property from a qualified financial institution (“First Mortgage Lender”). Developer shall require in connection with the sale of the Eligible Property to the Qualified Homebuyer that the Qualified Homebuyer agree to provide City with a true and correct copy of the loan agreement by and between the First Mortgage Lender and the Qualified Homebuyer, prior to the Delivery Date. Section 5. Maintenance Condition of the Eligible Property. While it owns the Eligible Property, Developer shall: (a) Maintain the exterior areas of the Eligible Property which are subject to public view (e.g.: all improvements, paving, walkways, landscaping, and ornamentation) in good repair and in a neat, clean and orderly condition, ordinary wear and tear excepted. In the event that at any time during Developer’s ownership of the Eligible Property there is an occurrence of an adverse condition on any area of the Eligible Property which is subject to public view in contravention of the general maintenance standard described above (a “Maintenance Deficiency”), City shall notify Developer in writing of the Maintenance Deficiency and give Developer thirty (30) calendar days from the date of such notice to cure the Maintenance Deficiency as identified in the notice. The words “Maintenance Deficiency” include without limitation the following inadequate or non-confirming property maintenance conditions and/or breaches of single family dwelling residential property use restrictions: (i) failure to properly maintain the windows, structural elements, and painted exterior surface areas of the dwelling unit in a clean and presentable manner; (ii) failure to keep the front and side yard areas of the property free of accumulated debris, appliances, inoperable motor vehicles or motor vehicle parts, or free of storage of lumber, building materials or equipment not regularly in use on the property; (iii) failure to regularly mow lawn areas or permit grasses planted in lawn areas to exceed nine inches (9”) in height, or failure to otherwise maintain the landscaping in a reasonable condition free of weeds and debris; (iv) parking of any commercial motor vehicle in excess of 7,000 pounds gross weight anywhere on the property except construction vehicles being use in construction or reconstruction on the Eligible Property, or the parking of motor vehicles, boats, camper shells, trailers, recreational vehicles and the like in any side yard or on any other parts of the property which are not covered by a paved and impermeable surface; (v) the use of the garage area of the dwelling unit for purposes other than the parking of motor vehicles and the storage of construction equipment. In the event Developer fails to cure or commence to cure the Maintenance Deficiency within the time allowed, City may thereafter conduct a public hearing following transmittal of written notice thereof to Developer ten (10) calendar days prior to the scheduled date of such public hearing in order to verify whether a Maintenance Deficiency exists and whether Developer has failed to comply with the provisions of this Section 5(a). If, upon the conclusion of a public hearing, City makes a finding that a Maintenance Deficiency exists and that there appears to be non-compliance with the general maintenance standard, as described above, thereafter City shall have the right to enter the Eligible Property (exterior areas only) and   Packet Pg. 744 perform all acts necessary to cure the Maintenance Deficiency, or to take other action at law or equity City may then have to accomplish the abatement of the Maintenance Deficiency. Any sum expended by City for the abatement of a Maintenance Deficiency as authorized by this Section 5(a) shall become a lien on the Eligible Property. If the amount of the lien is not paid within thirty (30) calendar days after written demand for payment by the City to the Qualified Homebuyer, City shall have the right to enforce the lien in the manner as provided in Section 5(c). (b) Graffiti which is visible from any public right-of-way which is adjacent or contiguous to the Eligible Property shall be removed by Developer from any exterior surface of a structure or improvement on the Eligible Property by either painting over the evidence of such vandalism with a paint which has been color-matched to the surface on which the paint is applied or by removal with solvents, detergents or water as appropriate. In the event that graffiti is placed on the Eligible Property (exterior areas only) and such graffiti is visible from an adjacent or contiguous public right-of-way and thereafter such graffiti is not removed within 72 hours following the time of its application, then in such event and without notice to Developer, City shall have the right to enter the Eligible Property and remove the graffiti. Notwithstanding any provision of Section 5(a) to the contrary, any sum expended by City for the removal of graffiti from the Eligible Property as authorized by this Section 5(b) shall become a lien on the Eligible Property. If the amount of the lien is not paid within thirty (30) calendar days after written demand for payment by City to developer, City shall have the right to enforce its lien in the manner as provided in Section 5(c). (c) The parties hereto further mutually understand and agree that the rights conferred upon City under this Section 5 expressly include the power to establish and enforce a lien or other encumbrance against the Eligible Property in the manner provided under Civil Code Sections 2924, 2924b and 2924c in the amount reasonably necessary to restore the Eligible Property to the maintenance standard required under Section 5(a) or Section 5(b), including, without limitation, attorneys’ fees, court costs and costs of City associated with the abatement of the Maintenance Deficiency or removal of graffiti and the collection of the costs of City in connection with such action. In any legal proceeding for enforcing such a lien against the Eligible Property, the prevailing party shall be entitled to recover its attorneys’ fees, court costs and other costs of suit. The provisions of this Section 5 shall be a covenant running with the land for the period of Developer’s ownership of the Eligible Property and shall be enforceable by City in its discretion, cumulative with any other rights or powers granted to City under applicable law. Nothing in the foregoing provisions of this Section 5 shall be deemed to preclude Developer from making any alterations, additions, or other changes to any structure or improvement or landscaping on the Eligible Property, provided that such changes comply with the zoning and development regulations of City and other applicable law. Section 6. Covenants to Run With the Land. The covenants, reservations and restrictions set forth herein are part of a plan for the promotion and preservation of affordable single family housing dwelling units within the territorial jurisdiction of City and each shall be deemed covenants running with the land and shall pass to and be binding upon the Eligible Property for the term provided in Section 8. Developer shall require that the Qualified Homebuyer assume the duty and obligation to perform each of the covenants and to honor each of the reservations and restrictions set forth in this Affordable Housing Covenant. Each and every contract, deed or other instrument hereafter executed covering or conveying the Eligible Property or any interest therein shall conclusively be held to have been executed, delivered and accepted subject to such covenants, reservations, and restrictions, regardless of whether such covenants, reservations and restrictions are set forth in such contract, deed or other instrument. Section 7. Burden and Benefit. The burden of the covenants set forth herein touch and concern the land in that the Developer’s and the Qualified Homebuyer’s legal interests in the Eligible Property are affected by the affordable single family dwelling use and occupancy covenants hereunder. The benefit of   Packet Pg. 745 such covenants touches and concerns the land by enhancing and increasing the enjoyment and use of the Eligible Property by the intended beneficiaries of such covenants, reservations and restrictions, by furthering the affordable single family housing development goals and objectives of City, and by making the Eligible Property available for acquisition and occupancy by the Qualified Homebuyer. Section 8. Term. (a) The provisions of this Affordable Housing Covenant shall apply to the Eligible Property for the period of Developer’s ownership of the Eligible Property, and thereafter for a term of fifteen (15) years after the Delivery Date. (b) Any provision or section of this Affordable Housing Covenant may be terminated after the Delivery Date upon the written agreement of City and the Qualified Homebuyer, if there shall have been provided to City an opinion of legal counsel that such a termination, under terms and conditions approved by City in its reasonable discretion, will not adversely affect the affordable single family housing and development goals and obligations of the City. Section 9. Breach and Default and Enforcement. (a) Failure or delay by Developer to honor or perform any material term or provision of this Affordable Housing Covenant shall constitute a breach hereunder; provided, however, that if Developer commences to cure, correct or remedy the alleged breach within thirty (30) calendar days after the date of written notice specifying such breach and diligently completes such cure, correction or remedy, Developer shall not be deemed to be in default hereunder. City shall give Developer written notice of breach specifying the alleged breach which if uncured by Developer within thirty (30) calendar days, shall be deemed to be an event of default. Delay in giving such notice shall not constitute a waiver of any breach or event of default nor shall it change the time of breach or event of default; provided, however, that City shall not exercise any remedy for an event of default hereunder without first delivering the written notice of breach as specified in this Section 9. Except with respect to rights and remedies expressly declared to be exclusive in this Affordable Housing Covenant, the rights and remedies of City are cumulative with any other right or power of City or other applicable law, and the exercise of one or more of such rights or remedies shall not preclude the exercise by City at the same or different times, of any other right or remedy for the same breach or event of default. If a breach by Developer remains uncured for more than thirty (30) calendar days following written notice, as provided above, an event of default shall be deemed to have occurred. In addition to the remedial provisions of Section 5 as related to a Maintenance Deficiency at the Eligible Property, upon the occurrence of any event of default City shall be entitled to seek any appropriate remedy or damages by initiating legal proceedings as follows: (i) by mandamus or other suit, action or proceeding at law or in equity, to require Developer to perform its obligations and covenants hereunder, or enjoin any acts or things which may be unlawful or in violation of the rights of City; or (ii) by other action at law or in equity as necessary or convenient to enforce the obligations, covenants and agreements of Developer to City.   Packet Pg. 746 (b) Except as set forth in the next sentence, no third party shall have any right or power to enforce any provision of this Affordable Housing Covenant on behalf of City or to compel City to enforce any provision of this Affordable Housing Covenant against Developer or the Eligible Property. City may assign the right and power to enforce the provision of this Affordable Housing Covenant against Developer or the Eligible Property as the successor administration agency of the HOME Investment Partnerships Program. Section 10. Governing Law. This Affordable Housing Covenant shall be governed by the laws of the State of California. Section 11. Amendment. This Affordable Housing Covenant may be amended only by a written instrument executed by Developer and City. Section 12. Severability. If any provision of this Affordable Housing Covenant is declared invalid, inoperative or unenforceable by a final judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect the remaining parts of this Affordable Housing Covenant which are hereby declared by the parties to be severable from any other part which is found by a court to be invalid or unenforceable. Section 13. Time is of the Essence. For each provision of this Affordable Housing Covenant which states a specific amount of time within which the requirements thereof are to be satisfied, time shall be deemed to be of the essence. Section 14. Notice. Any notice required to be given under this Affordable Housing Covenant shall be given by City, as applicable, by personal delivery or by First Class United States mail at the addresses specified below or at such other address as may be specified in writing by the parties hereto: If to City: City of San Bernardino, Inc. 290 North “D” Street, Third Floor San Bernardino, CA 92401-1734 Attn: Housing Division If to Developer: Notice shall be deemed given five (5) calendar days after the date of mailing to the party, or, if personally delivered, when received by the authorized representative of City, as applicable. Section 15. Entire Agreement. Except as to matters set forth in the other agreements to which reference is made herein, this Affordable Housing Covenant is the parties’ entire agreement with respect to the matters set forth herein and supersedes all prior negotiations and oral or written agreements or expressions of the parties with respect thereto. Continued on Next Page   Packet Pg. 747 IN WITNESS WHEREOF, City has caused this Affordable Housing Covenant to be signed, acknowledged and attested on its behalf by duly authorized representatives in counterpart original copies which shall upon execution by all of the parties be deemed to be one original document. City of San Bernardino Date:By: Robert D. Field, City Manager . Date: -------By: _ Developer, Executive Director   Packet Pg. 748 EXHIBIT “A” Legal Description Real property in the City of San Bernardino, County of San Bernardino, State of California, described as follows: APN: Address: San Bernardino, CA   Packet Pg. 749 Attachment I to Master Agreement Qualified Homebuyer Housing Affordability Covenant   Packet Pg. 750 RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO: City of San Bernardino 290 North “D” Street, Third Floor San Bernardino, CA 92401 Attn: Housing Division (Space Above Line Reserved For Use By Recorder) No fee shall not be imposed on any real estate instrument, paper, or notice executed or recorded by the state or any county, municipality, or other political subdivision of the state - GC 27388.1 (a)2(D) HOME PROGRAM HOUSING AFFORDABILITY COVENANTS AND RESTRICTIONS City of San Bernardino Infill Housing Development Program – Home Funds These HOME Program Housing Affordability Covenants and Restrictions (collectively referred to herein as this “Affordable Housing Covenant”) are made and entered into as of by and between the City of San Bernardino, a municipal corporation (“City”), and (“Buyer”). This Affordable Housing Covenant relates to the following facts: --- R E C I T A L S --- A. City and Neighborhood Partnership Housing Services, Inc., a California 501(c)(3) public benefit corporation (“Developer”) are parties to that certain HOME Investment Partnerships Program (HOME) Infill Housing Development Master Agreement (“Master Agreement”) dated . B. Under the terms and conditions of the Master Agreement Developer acquired from City, or acquired with funds provided by City pursuant to the HOME Investment Partnerships Program, 24 C.F.R. Part 92 (“HOME”), property on which Developer constructed or reconstructed a detached single-family dwelling. Said property and dwelling are referred to herein as the “Eligible Property.” The Eligible Property is legally described in Exhibit “A” to this Affordable Housing Covenant. C. Buyer wishes to purchase the Eligible Property from Developer. Under that certain document entitled HOME Program Housing Affordability Covenants and Restrictions between City and Developer and dated , Buyer must obtain the concurrence of City in the sale of the Eligible Property from Developer to Buyer in order to purchase the Eligible Property. NOW, THEREFORE, in consideration of the mutual covenants and undertakings set forth herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby   Packet Pg. 751 acknowledged, City and Buyer do hereby covenant and agree for themselves, their successors and assigns, as follows: Section 1. Definitions of Certain Terms. As used in this Affordable Housing Covenant, the following words and terms shall have the meaning as provided in this Section 1 unless the specific context of usage of a particular word or term may otherwise require: Affordable Housing Cost. The words “Affordable Housing Cost” mean and refer to a purchase price determined using the criteria set forth in 24 C.F.R. Part 92.254(a)(2), or as published annually by HUD in the HOME Homeownership Value Limits, i.e., not exceeding 95 percent of the median purchase price for the type of single family home for the area. Annual Income. The words “Annual Income” mean and refer to the total “annual income,” as this term is defined in 24 C.F.R. § 5.609, for each individual or household residing or treated as residing in an Eligible Property. Buyer. The word “Buyer” means the purchaser or purchasers of the Eligible Property and includes all persons identified as having a property ownership interest vested in the Eligible Property at the close of the Sale Escrow. At the close of the Sale Escrow, Buyer shall: (i) have an Annual Income which does not exceed the household income qualification limits of a Low-Income Household under HOME Final Rule 24 C.F.R. Part 92.2; and (ii) pay no more than an Affordable Housing Cost for the Eligible Property pursuant to the terms of the purchase transaction for the Eligible Property, including all sums payable by Buyer for purchase money mortgage financing, insurance, escrow, and other fees and costs. Delivery Date. The words “Delivery Date” mean and refer to the date of delivery of title and possession of the Eligible Property to Buyer at the close of the Sale Escrow. Eligible Property. The words “Eligible Property” mean and refer to an infill housing property constructed or reconstructed by Developer, including the blighted or underutilized site acquired and the single family dwelling constructed or reconstructed on the site, as described in the Master Agreement, and which conforms to all of the other requirements set forth in the Master Agreement. HOME Funds. The words “HOME Funds” mean and refer to funds received by City from the United States Department of Housing and Urban Development (“HUD”) under the HOME program and provided by City to Developer for the purpose of acquiring, constructing and selling Eligible Properties to Qualified Homebuyers, as defined in the Master Agreement. HOME Subsidy. The words “HOME Subsidy” mean and refer to the fair market value of the Eligible Property at the time it is sold to Buyer, minus the sales price paid by Buyer for the Eligible Property. Laws. The word “Laws” means and refers to all federal, state, municipal, local and governmental authority laws, statutes, codes, ordinances, rules, regulations, and orders, now or hereafter in effect, and as may be amended, replaced or substituted from time to time. Low-Income Household. The words “Low-Income Household” mean and refer to persons and households whose Annual Income does not exceed 80 percent of area median income (“AMI”), adjusted for household size, for the Riverside-San Bernardino-Ontario, California, metropolitan statistical area, as published by United States Department of Labor, Bureau of Labor Statistics.   Packet Pg. 752 Notice of Affordability Restrictions. The words “Notice of Affordability Restrictions” mean and refer to the Notice of Affordability Restrictions on sale, conveyance, transfer or assignment of an Eligible Property to be executed by Buyer and City in connection with the Sale Agreement. The Notice of Affordability Restrictions shall be duly notarized and recorded in the Official Records of the County Recorder’s Office for the County of San Bernardino, State of California. Period of Affordability. The words “Period of Affordability” mean and refer to a number of years measured from the Delivery Date and determined based on the amount of the HOME Subsidy, as follows: Amount of HOME Subsidy Period of Affordability Less than $15,000 5 years $15,000 to $40,000 10 years More than $40,000 15 years Project CC&Rs. The words “Project CC&Rs” mean and refer to all covenants, conditions and restrictions, if any, affecting and applicable to and relating to the Eligible Property, as amended from time to time. “Qualified Homebuyer.” The words “Qualified Homebuyer” mean and refer to a household whose annual income does not exceed eighty percent (80%) of the Area Median Income, and which meets all of the requirements for purchasing an Eligible Property. Sale Agreement. The words “Sale Agreement” mean and refer to a standard California Association of Realtors California Residential Purchase Agreement and Joint Escrow Instructions, as modified by any addenda required by City, or a substantially equivalent purchase and sale agreement, by and between Developer as seller and Buyer as purchaser of the Eligible Property, as amended from time to time. City shall be a third-party beneficiary of such Sale Agreement. Sale Escrow. The words “Sale Escrow” mean and refer to a real estate conveyance transaction or escrow by and between Developer as seller and Buyer as purchaser of the Eligible Property. The transfer of the Eligible Property to Buyer shall be accomplished upon the close of the Sale Escrow. The titles and headings of the sections of this Affordable Housing Covenant have been inserted for convenience of reference only and are not to be considered a part hereof and shall not in any way modify or restrict the meaning of any of the terms or provisions hereof. Section 2. Use of the Eligible Property Buyer shall use the Eligible Property as a single-family detached home, to be occupied and owned by persons or a household whose income is equal to or below 80% of AMI and that meet all of the other requirements to be a Qualified Homebuyer as defined in Section 1. Section 3. Covenants of Buyer. (a) Buyer shall use and occupy the Eligible Property as Buyer’s principal residence during the Period of Affordability. Buyer shall not sell or transfer the Eligible Property or any interest in the Eligible Property, including without limitation a leasehold interest, or cease to use and occupy the Eligible Property   Packet Pg. 753 as Buyer’s principal residence, during the Period of Affordability. Buyer shall confirm to City, and shall permit City to verify, that Buyer satisfies the income requirements for a Low-Income Household based on Annual Income. (b) Buyer agrees to provide City with the following items of information for inspection by City or its contracted designee, promptly upon written request of City or its contracted designee: (i) State and federal income tax returns for the calendar year preceding the close of the Sale Escrow, filed by all persons who will reside in the Eligible Property; (ii) Current wage, income and salary statements for all persons who will reside in the Eligible Property at the close of the Sale Escrow. (c) While Buyer owns the Eligible Property, Buyer shall abide by and comply with all applicable Project CC&Rs, and, at the request of City, shall assign to City the right to enforce the Project CC&Rs on behalf of Buyer. (d) Also while Buyer owns the Eligible Property, Buyer shall enforce all applicable Project CC&Rs against all individuals and entities, including, without limitation, against all non-complying members of a homeowner’s association, who are subject to, bound by and obligated to perform and comply with the Project CC&Rs, at Buyer’s sole cost and expense. Section 4. Acknowledgment of First Mortgage Lender Financing. It is expected and acknowledged by City that concurrently with the Delivery Date, Buyer shall obtain purchase money mortgage financing for the acquisition of the Eligible Property from a qualified financial institution (“First Mortgage Lender”). Buyer agrees to provide City with a true and correct copy of the loan agreement by and between the First Mortgage Lender and Buyer, prior to the Delivery Date. Section 5. Maintenance Condition of the Eligible Property. While Buyer owns the Eligible Property, Buyer shall: (a) Maintain the exterior areas of the Eligible Property which are subject to public view (e.g.: all improvements, paving, walkways, landscaping, and ornamentation) in good repair and in a neat, clean and orderly condition, ordinary wear and tear excepted. In the event that at any time during Buyer’s ownership of the Eligible Property there is an occurrence of an adverse condition on any area of the Eligible Property which is subject to public view in contravention of the general maintenance standard described above (a “Maintenance Deficiency”), City shall notify Buyer in writing of the Maintenance Deficiency and give Buyer thirty (30) calendar days from the date of such notice to cure the Maintenance Deficiency as identified in the notice. The words “Maintenance Deficiency” include without limitation the following inadequate or non-confirming property maintenance conditions and/or breaches of single family dwelling residential property use restrictions: (i) failure to properly maintain the windows, structural elements, and painted exterior surface areas of the dwelling unit in a clean and presentable manner; (ii) failure to keep the front and side yard areas of the property free of accumulated debris, appliances, inoperable motor vehicles or motor vehicle parts, or free of storage of lumber, building materials or equipment not regularly in use on the property;   Packet Pg. 754 (iii) failure to regularly mow lawn areas or permit grasses planted in lawn areas to exceed nine inches (9”) in height, or failure to otherwise maintain the landscaping in a reasonable condition free of weeds and debris; (iv) parking of any commercial motor vehicle in excess of 7,000 pounds gross weight anywhere on the property except construction vehicles being use in construction or reconstruction on the Eligible Property, or the parking of motor vehicles, boats, camper shells, trailers, recreational vehicles and the like in any side yard or on any other parts of the property which are not covered by a paved and impermeable surface; (v) the use of the garage area of the dwelling unit for purposes other than the parking of motor vehicles and the storage of construction equipment. In the event Buyer fails to cure or commence to cure the Maintenance Deficiency within the time allowed, City may thereafter conduct a public hearing following transmittal of written notice thereof to Buyer ten (10) calendar days prior to the scheduled date of such public hearing in order to verify whether a Maintenance Deficiency exists and whether Buyer has failed to comply with the provisions of this Section 5(a). If, upon the conclusion of a public hearing, City makes a finding that a Maintenance Deficiency exists and that there appears to be non-compliance with the general maintenance standard, as described above, thereafter City shall have the right to enter the Eligible Property (exterior areas only) and perform all acts necessary to cure the Maintenance Deficiency, or to take other action at law or equity City may then have to accomplish the abatement of the Maintenance Deficiency. Any sum expended by City for the abatement of a Maintenance Deficiency as authorized by this Section 5(a) shall become a lien on the Eligible Property. If the amount of the lien is not paid within thirty (30) calendar days after written demand for payment by the City to Buyer, City shall have the right to enforce the lien in the manner as provided in Section 5(c). (b) Graffiti which is visible from any public right-of-way which is adjacent or contiguous to the Eligible Property shall be removed by Buyer from any exterior surface of a structure or improvement on the Eligible Property by either painting over the evidence of such vandalism with a paint which has been color-matched to the surface on which the paint is applied or by removal with solvents, detergents or water as appropriate. In the event that graffiti is placed on the Eligible Property (exterior areas only) and such graffiti is visible from an adjacent or contiguous public right-of-way and thereafter such graffiti is not removed within 72 hours following the time of its application, then in such event and without notice to Buyer, City shall have the right to enter the Eligible Property and remove the graffiti. Notwithstanding any provision of Section 5(a) to the contrary, any sum expended by City for the removal of graffiti from the Eligible Property as authorized by this Section 5(b) shall become a lien on the Eligible Property. If the amount of the lien is not paid within thirty (30) calendar days after written demand for payment by City to Buyer, City shall have the right to enforce its lien in the manner as provided in Section 5(c). (c) The parties hereto further mutually understand and agree that the rights conferred upon City under this Section 5 expressly include the power to establish and enforce a lien or other encumbrance against the Eligible Property in the manner provided under Civil Code Sections 2924, 2924b and 2924c in the amount reasonably necessary to restore the Eligible Property to the maintenance standard required under Section 5(a) or Section 5(b), including, without limitation, attorneys’ fees, court costs and costs of City associated with the abatement of the Maintenance Deficiency or removal of graffiti and the collection of the costs of City in connection with such action. In any legal proceeding for enforcing such a lien against the Eligible Property, the prevailing party shall be entitled to recover its attorneys’ fees, court costs and other costs of suit. The provisions of this Section 5 shall be a covenant running with the land for the period of Buyer’s ownership of the Eligible Property and shall be enforceable by City in its discretion, cumulative with any other rights or powers granted to City under applicable law. Nothing in the foregoing provisions   Packet Pg. 755 of this Section 5 shall be deemed to preclude Buyer from making any alterations, additions, or other changes to any structure or improvement or landscaping on the Eligible Property, provided that such changes comply with the zoning and development regulations of City and other applicable law. Section 6. Covenants to Run With the Land. The covenants, reservations and restrictions set forth herein are part of a plan for the promotion and preservation of affordable single family housing dwelling units within the territorial jurisdiction of City and each shall be deemed covenants running with the land and shall pass to and be binding upon the Eligible Property for the term provided in Section 8. Section 7. Burden and Benefit. The burden of the covenants set forth herein touch and concern the land in that Buyer’s legal interests in the Eligible Property are affected by the affordable single family dwelling use and occupancy covenants hereunder. The benefit of such covenants touches and concerns the land by enhancing and increasing the enjoyment and use of the Eligible Property by the intended beneficiaries of such covenants, reservations and restrictions, by furthering the affordable single family housing development goals and objectives of City, and by making the Eligible Property available for acquisition and occupancy by Buyer any. Section 8. Term. (a) The provisions of this Affordable Housing Covenant shall apply to the Eligible Property for the length of the Period of Affordability, as defined in Section 1. (b) Any provision or section of this Affordable Housing Covenant may be terminated after the Delivery Date upon the written agreement of City and the Buyer, if there shall have been provided to City an opinion of legal counsel that such a termination, under terms and conditions approved by City in its reasonable discretion, will not adversely affect the affordable single family housing and development goals and obligations of the City. Section 9. Breach and Default and Enforcement. (a) Failure or delay by Buyer to honor or perform any material term or provision of this Affordable Housing Covenant shall constitute a breach hereunder; provided, however, that if Buyer commences to cure, correct or remedy the alleged breach within thirty (30) calendar days after the date of written notice specifying such breach and diligently completes such cure, correction or remedy, Buyer shall not be deemed to be in default hereunder. City shall give Buyer written notice of breach specifying the alleged breach which if uncured by Buyer within thirty (30) calendar days, shall be deemed to be an event of default. Delay in giving such notice shall not constitute a waiver of any breach or event of default nor shall it change the time of breach or event of default; provided, however, that City shall not exercise any remedy for an event of default hereunder without first delivering the written notice of breach as specified in this Section 9. Except with respect to rights and remedies expressly declared to be exclusive in this Affordable Housing Covenant, the rights and remedies of City are cumulative with any other right or power of City or other applicable law, and the exercise of one or more of such rights or remedies shall not preclude the exercise by City at the same or different times, of any other right or remedy for the same breach or event of default.   Packet Pg. 756 If a breach by Buyer remains uncured for more than thirty (30) calendar days following written notice, as provided above, an event of default shall be deemed to have occurred. In addition to the remedial provisions of Section 5 as related to a Maintenance Deficiency at the Eligible Property, upon the occurrence of any event of default City shall be entitled to seek any appropriate remedy or damages by initiating legal proceedings as follows: (i) by mandamus or other suit, action or proceeding at law or in equity, to require Buyer to perform its obligations and covenants hereunder, or enjoin any acts or things which may be unlawful or in violation of the rights of City; or (ii) by other action at law or in equity as necessary or convenient to enforce the obligations, covenants and agreements of Buyer to City. (b) Except as set forth in the next sentence, no third party shall have any right or power to enforce any provision of this Affordable Housing Covenant on behalf of City or to compel City to enforce any provision of this Affordable Housing Covenant against Buyer or the Eligible Property. City may assign the right and power to enforce the provision of this Affordable Housing Covenant against Buyer or the Eligible Property as the successor administration agency of the HOME Investment Partnerships Program. Section 10. Recapture of HOME Subsidy. If Buyer at any time during the Period of Affordability sells or transfers the Eligible Property, whether voluntarily or involuntarily due to foreclosure or other circumstance, the following provisions shall apply, pursuant to 24 C.F.R. Part 92.254: (a) If Buyer sells or transfers the Eligible Property within the first five years of the Period of Affordability, City shall recover from the Net Proceeds, if any, the entire amount of the HOME Subsidy, or such lesser amount as the Net Proceeds may permit to be recovered. The Net Proceeds are the sales price paid to Buyer minus repayment of loans that are superior in priority to this Affordable Housing Covenant and the Deed of Trust securing it, and any closing costs. (b) If Buyer sells or transfers the Eligible Property after occupying the Eligible Property for at least five years (60 months from the Delivery Date), City’s recovery from the Net Proceeds shall equal the amount of the HOME Subsidy, reduced by a percentage determined by dividing the number of Buyer’s full years of occupation of the Eligible Property by the number of years of the Period of Affordability, and multiplying the result by 100. In calculating recapture of the HOME subsidy only full 12-month periods of occupancy will be utilized in the calculation. For example, if Buyer sells or transfers the Eligible Property during the seventh year, before the completion of the full seventh year of a fifteen-year Period of Affordability, the City would recover 60 percent of the HOME Subsidy and the balance (40 percent) would go to the Buyer: (6 years ÷ 15 years) × 100 = 40. Assuming sufficient Net Proceeds, City would recover 60 percent. If there were not sufficient Net Proceeds, City would recover 60 percent of Net Proceeds, whatever the amount. (c) In no event shall City’s recovery exceed the amount of the Net Proceeds. Section 11. Governing Law. This Affordable Housing Covenant shall be governed by the laws of the State of California. Section 12. Amendment. This Affordable Housing Covenant may be amended only by a written instrument executed by Buyer and City.   Packet Pg. 757 Section 13. Severability. If any provision of this Affordable Housing Covenant is declared invalid, inoperative or unenforceable by a final judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect the remaining parts of this Affordable Housing Covenant which are hereby declared by the parties to be severable from any other part which is found by a court to be invalid or unenforceable. Section 14. Time is of the Essence. For each provision of this Affordable Housing Covenant which states a specific amount of time within which the requirements thereof are to be satisfied, time shall be deemed to be of the essence. Section 15. Notice. Any notice required to be given under this Affordable Housing Covenant shall be given by City, as applicable, by personal delivery or by First Class United States mail at the addresses specified below or at such other address as may be specified in writing by the parties hereto: If to City: City of San Bernardino, Community and Economic Development 290 North “D” Street, Third Floor San Bernardino, CA 92401-1734 Attn: Housing Division If to Buyer: Name: Street Address: City: , CA Zip Code: Notice shall be deemed given five (5) calendar days after the date of mailing to the party, or, if personally delivered, when received by the authorized representative of City, as applicable. Section 15. Entire Agreement. Except as to matters set forth in the other agreements to which reference is made herein, this Affordable Housing Covenant is the parties’ entire agreement with respect to the matters set forth herein and supersedes all prior negotiations and oral or written agreements or expressions of the parties with respect thereto.   Packet Pg. 758 IN WITNESS WHEREOF, City has caused this Affordable Housing Covenant to be signed, acknowledged and attested on its behalf by duly authorized representatives in counterpart original copies which shall upon execution by all of the parties be deemed to be one original document. City of San Bernardino Date: By: Robert D. Field,City Manager Buyer Date:__________________   Packet Pg. 759 EXHIBIT “A” Legal Description Real property in the City of San Bernardino, County of San Bernardino, State of California, described as follows: APN: Address: San Bernardino, CA   Packet Pg. 760 Attachment J to Master Agreement Affirmative Marketing Requirements In accordance with the California Fair Employment and Housing Act and the policy of the City of San Bernardino, the Developer or designees must adhere to the following affirmative marketing guidelines in order to create awareness for the general public and certain community groups as to the availability of Eligible Properties available for sale to low-income households. APPLICABILITY Developer is required to provide an affirmative marketing plan and procedures for all developments with HOME-assisted units. Procedures to be used must identify how persons in the housing market area who are not likely to apply for the housing without special outreach, shall be informed of available affordable housing opportunities. The City has identified three groups as least likely to. apply without special outreach efforts, namely, African-American, Asian American and Pacific Islanders, and Hispanic persons. THE AFFIRMATIVE MARKETING PLAN The Developer’s Affirmative Marketing Plan must consist of a written marketing strategy designed to provide information and to attract eligible persons in the housing market area to the available units without regard to race, color, national origin, sex, religion, marital and familial status, disability, medical condition, sexual orientation, or ancestry. It must describe initial advertising, outreach (community contacts) and other marketing activities, which will inform potential buyers of the availability of the units. It shall also outline an outreach program which includes special measures designed to attract those groups identified as least likely to apply without special outreach efforts, (because of existing neighborhood racial or ethnic patterns, location of housing or other factors) and other efforts designed to attract persons from the total eligible population. The Developer must do the following: 1.Insert Equal Housing Opportunity logotype, statement or slogan on all written outreach tools (i.e. signs, advertisements, brochures, direct mail solicitations, press releases, etc.) 2.In addition to the above, the Affirmative Fair Housing Marketing Plan shall outline: a.Commercial and Social Media to be used (i.e., community newspapers and newspapers, radio, television, billboards, religious or local real estate publications, etc.). b.Marketing efforts to be used (i.e., brochures, letters, handouts, direct mail, signs, etc.)   Packet Pg. 761 c.Community Contacts to supplement formal communications media for the purpose of soliciting group(s) least likely to purchase the available housing without special outreach efforts. They should be individuals or organizations (i.e., service agencies, community organizations, places of worship, etc) that have direct and frequent contact with those identified as least likely to apply. The contacts should also be chosen on the basis of their positions of influence within the general community and the particular target group. The Property Owner must agree to establish and maintain contact with the identified contacts. d.In accordance with the City’s Limited English Proficiency (LEP) Plan, all advertising and program information must also be available in Spanish. BUYER SELECTION 1.The Developer must maintain records of all prospective homebuyer applicants, including their race, ethnicity and gender, reasons for denial of application, placement on a waiting list, etc. 2.The Developer must provide for the selection of applicants from a written waiting list in the chronological order of their application and provide prompt written notification to any rejected applicants of the grounds for any rejection:   Packet Pg. 762 Resolution No. 2023-011 Resolution 2023-011 January 18, 2023 Page 1 of 3 1 7 0 9 RESOLUTION NO. 2023-011 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE EXECUTION OF TO THE HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) INFILL HOUSING DEVELOPMENT MASTER AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND NPHS SAN BERNARDINO DEVELOPMENTS, LLC WHEREAS, the City has received HOME Investment Partnership Act (“HOME”) funds form the United States Department of Housing and Urban Development (“HUD”) pursuant to the Cranston-Gonzalez National Housing Act of 1990, The HOME funds must be used by the City in accordance with 24 CFR Par 92; and WHEREAS, the HOME Program is designed to create affordable housing for low and moderate income households and may be used to fund a wide range of activities including the building, buying, and/or rehabilitation of affordable housing for rent or homeownership or providing direct rental assistance; and WHEREAS, NPHS San Bernardino Developments, LLC (“Developer”) is a qualified developer for the purpose of constructing or reconstructing infill housing on blighted or underutilized sites (“Eligible Properties”) and selling the Eligible Properties to qualified households; and WHEREAS, the Infill Housing Program was approved by the Mayor and City Council on September 19, 2016; and WHEREAS, the City and Developer entered into an Infill Housing Development Master Agreement on January 18, 2023, setting forth the terms and conditions under which Developer would construct or reconstruct infill housing on blighted or underutilized sites and sell those properties to households whose income does not exceed 80 percent of the area median income (“Agreement”); and WHEREAS, the parcels are identified as 1356 Hillside Drive; 1384 Hillside Drive; 1394 Hillside Drive; 255 E. 49th Street; 299 E. 49th Street and 251 E. 49th Street. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Mayor and City Council do hereby authorize the City Manager or designee to execute the Agreement, attached hereto and incorporated herein by this reference.   Packet Pg. 763 Resolution No. 2023-011 Resolution 2023-011 January 18, 2023 Page 2 of 3 1 7 0 9 SECTION 3.The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 4.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 5. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 764 Resolution No. 2023-011 Resolution 2023-011 January 18, 2023 Page 3 of 3 1 7 0 9 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ ** IF MAYOR VOTES ON ITEM PER CHAPTER, ADD A LINE FOR MAYOR’S VOTE** WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 765   Packet Pg. 766   Packet Pg. 767 1 0 6 7 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Nathan Freeman, Agency Director of Community, Housing, and Economic Development Department:Community, Housing, & Economic Development (CED) Subject:Adoption of Ordinance No. MC-1603 - Belmont Residential Subdivision Project (Ward 5) Recommendation: It is recommended that the Mayor and City Council of San Bernardino, California, adopt Ordinance No. MC-1603 approving Development Code Amendment (Zoning Map Amendment) 21-05 changing the Zoning District Classification of a parcel (APN: 0261- 151-10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS), pursuant to a Mitigated Negative Declaration (Attachment 1). Background On December 7, 2022, the Mayor and City Council conducted a public hearing on Development Code Amendment (Zoning Map Amendment) 21-05 to change the Zoning District Classification of a parcel (APN: 0261-151-10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS), pursuant to a Mitigated Negative Declaration. Subsequent to Mayor and City Council discussion, the City Council introduced Ordinance No. MC-1603. Discussion The proposed project is requesting to change the Zoning District Classification of the project site to Residential Suburban (RS) in order to allow for the subdivision of the property into twenty-five (25) single-family residential lots ranging in size from 7,372 to 9,700 square feet. 2021-2025 Strategic Targets and Goals Development Code Amendment (Zoning Map Amendment) 21-05 aligns with Key Target No. 3: Improved Quality of Life. The proposed zoning map amendment would allow for the associated subdivision of twenty-five (25) single family residential lots. This subdivision will improve the housing inventory and align with the State of California’s Housing requirements by allowing for the future development of additional   Packet Pg. 768 1 0 6 7 residential units on a lot that is currently vacant. In addition, the permitted subdivision would be compatible with, and improve, the surrounding areas. Fiscal Impact The proposed action will not have a direct fiscal impact to the City’s General Fund. However, future residential development at the property will be subject to the applicable impact fees for single-family residential development. City services will be provided to this project like other single-family residential neighborhoods within the City and surrounding areas. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Ordinance No. MC-1603 approving Development Code Amendment (Zoning Map Amendment) 21-05 changing the Zoning District Classification of a parcel (APN: 0261-151-10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS), pursuant to a Mitigated Negative Declaration. Attachments Attachment 1 Ordinance No. MC-1603 (Adopting MND/MMRP Approving Development Code Amendment [Zoning Map Amendment] 21-05) Attachment 2 Ordinance No. MC-1603 (Adopting MND/MMRP Approving Development Code Amendment [Zoning Map Amendment] 21-05) – Exhibit A (MMRP) Attachment 3 Ordinance No. MC-1603 (Adopting MND/MMRP Approving Development Code Amendment [Zoning Map Amendment] 21-05) – Exhibit B (Zoning Map Amendment) Ward: Fifth Ward Synopsis of Previous Council Actions: December 7, 2022 Mayor and City Council introduced Ordinance No. MC-1603 (Approving Development Code Amendment [Zoning Map Amendment] 21-05)   Packet Pg. 769 ORDINANCE NO. MC-1603 1 1 8 8 3 ORDINANCE NO. MC-1603 ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, ADOPTING THE MITIGATED NEGATIVE DECLARATION AND MITIGATION MONITORING AND REPORTING PROGRAM, AND APPROVING DEVELOPMENT CODE AMENDMENT (ZONING MAP AMENDMENT) 21-05 CHANGING THE ZONING DISTRICT CLASSIFICATION OF A PARCEL (APN: 0261- 151-10) CONTAINING APPROXIMATELY 6.10 ACRES FROM RESIDENTIAL LOW (RL) TO RESIDENTIAL SUBURBAN (RS). WHEREAS, together, Development Code Amendment (Zoning Map Amendment) 21-05 and Subdivision 21-11 (Tentative Tract Map 20421) constitute the Belmont Residential Subdivision Project ("Project"); and WHEREAS, Development Code Amendment (Zoning Map Amendment) 21-05 is a request to allow the change of the Zoning District Classification of a parcel (APN: 0261-151-10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS); and WHEREAS, pursuant to the California Environmental Quality Act (“CEQA”; Public Resources Code, § 21000 et seq.), Section 21067, and State CEQA Guidelines (California Code of Regulations, § 15000 et seq.), Section 15367, the City of San Bernardino is the lead agency for the Project; and WHEREAS, City staff determined that pursuant to State CEQA Guidelines Section 15073, preparation of a Mitigated Negative Declaration was the appropriate environmental review procedure under CEQA, because all potential significant impacts of the Project can be mitigated to a level of less than significant; and WHEREAS, a Mitigated Negative Declaration (“MND”) and Mitigation Monitoring and Reporting Program (“MMRP”), attached hereto as Exhibit A, were prepared for the Project; and WHEREAS, on September 8, 2022, in accordance with State CEQA Guidelines Sections 15072 and 15073, a Notice of Intent to Adopt a Mitigated Negative Declaration (“NOI”) was mailed to all organizations and individuals who previously requested such notice in writing, and notice was also made by way of publication consistent with CEQA’s requirements; and WHEREAS, on September 10, 2022, in accordance with State CEQA Guidelines Section 15072(d), the NOI was also posted by the Clerk for the County of San Bernardino Board of Supervisors to begin the 20-day public review period; and WHEREAS, on November 8, 2022, the Planning Commission of the City of San Bernardino held a duly-noticed public hearing to consider public testimony and the staff report, and adopted Resolution No. 2022-048 recommending the adoption of the Mitigated Negative   Packet Pg. 770 ORDINANCE NO. MC-1603 2 1 8 8 3 Declaration and Mitigation Monitoring and Reporting Program, and the approval of Development Code Amendment (Zoning Map Amendment) 21-05 and Subdivision 21-11 (Tentative Tract Map 20421 to the Mayor and City Council; and WHEREAS, notice of the December 7, 2022 public hearing for the Mayor and City Council's consideration of this proposed Ordinance was published in The Sun newspaper on November 22, 2022, and was mailed to the owners and tenants of the properties located within 1,000 feet of the subject property in accordance with Development Code Chapter 19.52 (Hearing and Appeals); and WHEREAS, no comments made in the public hearing conducted by the Mayor and City Council, and no additional information submitted to the Mayor and City Council, has produced substantial new information requiring substantial revisions that would trigger recirculation of the MND or additional environmental review under State CEQA Guidelines Section 15073.5; and WHEREAS, pursuant to the requirements of Chapter 19.52 (Hearing and Appeals), Chapter 19.42 (Development Code Amendments), and Chapter 19.74 (Zoning Map Amendments) of the City of San Bernardino Development Code, the Mayor and City Council have the authority to take action on Development Code Amendment (Zoning Map Amendment) 21-05; and NOW THEREFORE, THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, DO ORDAIN AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.Compliance with the California Environmental Quality Act. The City Council having independently reviewed and analyzed the record before it, including the adopted Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program, and written and oral testimony, and having exercised their independent judgment, finds that there is no substantial evidence supporting a fair argument that approval of the Project will result in a significant effect on the environment. SECTION 3.Finding of Facts – Development Code Amendment (Zoning Map Amendment) 19-08 Finding No. 1:The proposed amendment is consistent with the General Plan. Finding of Fact:The proposed amendment will change the Zoning District Classification from Residential Low (RL) to Residential Suburban (RS) for the entirety of the project site containing approximately 6.10 acres. The Residential Suburban (RS) Zoning District Classification is intended to provide for residential development with a maximum of 4.5 units residences per net acre. The proposed amendment will allow for the future development of a single-family subdivision comprised of twenty-five (25) detached single- family residences, which provides a density of 4.1 residences per acre, and is consistent with the surrounding single-family residential developments   Packet Pg. 771 ORDINANCE NO. MC-1603 3 1 8 8 3 within the project area. Therefore, the proposed project is consistent with the following General Plan goals and policies: General Plan Land Use Element Policy 2.2.1: Ensure compatibility between land uses and quality design through adherence to standards and regulations in the Development Code and policies and guidelines in the Community Design Element. General Plan Land Use Element Goal 2.4: Enhance the quality of life and economic vitality in San Bernardino by strategic in-fill of new development and revitalization of existing development. General Plan Community Design Element Goal 5.4: Ensure individual projects are well designed and maintained. Finding No. 2:The proposed amendment would not be detrimental to the public interest, health, safety, convenience, or welfare of the City. Finding of Fact:The proposed amendment will not be detrimental to the public interest, health, safety, convenience, or welfare of the City in that the proposed amendment to change the Zoning District Classification of the entirety of the project site from residential Low (RL) to Residential Suburban (RS) will facilitate the future development of a single-family subdivision comprised of twenty-five (25) detached single-family residences which is consistent with the surrounding single-family residential developments. The project site is generally flat, with access from W. Belmont Avenue and N. Olive Avenue, fully served by utility providers, and will not result in the need for the excessive provision of services. Additionally, any potential impacts created by the proposed amendment have been addressed in the Draft Initial Study/Mitigated Negative Declaration and appropriate mitigation measures have been included within the Mitigation Monitoring and Reporting Program. Finding No. 3:The proposed amendment would maintain the appropriate balance of land uses within the City. Finding of Fact:The proposed amendment would result in the entirety of the project site having the Residential Suburban (RS) Zoning District Classification to allow for the future development of a single-family subdivision comprised of twenty-five (25) detached single-family residences. The subject property is located adjacent to an existing single-family residential neighborhood developed under the Residential Suburban (RS) classification, and would continue the established street pattern and lot configuration. Therefore, the proposed change from Residential Low (RL) to Residential Suburban (RS) for the project site would allow the proposed   Packet Pg. 772 ORDINANCE NO. MC-1603 4 1 8 8 3 project nearby existing residential uses, thereby providing for an appropriate balance of land uses within the City. Finding No. 4:The subject parcels are physically suitable (including, but not limited to, access, provision of utilities, compatibility with adjoining land uses, and absence of physical constraints) for the requested land use designation and the anticipated land use development. Finding of Fact:The project site is currently comprised of one (1) parcel that is proposed to be subdivided into twenty-five (25) single-family residential lots which will be consistent with the surrounding development. The project site is generally flat, with access from W. Belmont Avenue and N. Olive Avenue. Utilities are available directly from the adjacent public rights-of- way. There are no physical constraints on the site, such as steep slopes or watercourses. SECTION 4.Development Code Amendment (Zoning Map Amendment) 21-05 is a request to allow the change of the Zoning District Classification of a parcel (APN: 0261-151-10) containing approximately 6.10 acres from Residential Low (RL) to Residential Suburban (RS), attached hereto and incorporated herein by reference as Exhibit B, is hereby approved. SECTION 6.The documents and materials associated with this Resolution and that constitute the record of proceedings on which these findings are based are located at 290 North D Street, San Bernardino, CA 92401. The City Clerk is the custodian of the record of proceedings. SECTION 5.Notice of Determination: The Planning Division of the Community and Economic Development Department is hereby directed to file a Notice of Determination with the County Clerk of the County of San Bernardino within five (5) working days of final project approval certifying the City’s compliance with the California Environmental Quality Act in approving the Project. SECTION 6.Severability: If any section, subsection, subdivision, sentence, or clause or phrase in this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases be declared unconstitutional, invalid, or ineffective. SECTION 7.Effective Date. This Ordinance shall become effective thirty (30) days after the date of its adoption. SECTION 8.Notice of Adoption. The City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under Section 36933 of the Government Code of the State of California.   Packet Pg. 773 ORDINANCE NO. MC-1603 5 1 8 8 3 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of _________, 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 774 ORDINANCE NO. MC-1603 6 1 8 8 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-1603, adopted by the City Council of the City of San Bernardino, California, at a regular meeting held at the ___ day of _________, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ IBARRA FIGUEROA SHORETT REYNOSO CALVIN ALEXANDER WITNESS my hand and official seal of the City of San Bernardino this ___ day of _________, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 775 BELMONT RESIDENTIAL SUBDIVISION PROJECT November 2022 MITIGATION MONITORING AND REPORTING PROGRAM 1 | P a g e PROJECT FILE NO.: Development Code Amendment 21-05 to change the Zoning District classification from RL (Residential Low) to Residential Suburban (RS) and Subdivision No. 21-11 (Tentative Tract Map No. 20421) to subdivide 6.10 gross acres into 25 single-family lots. APPLICANT: Mr. Rene Jacober Inland Self Storage Management PO Box 8008, Newport Beach, CA 92658 INTRODUCTION Section 21081.6 of the Public Resources Code requires a Lead Agency to adopt a “reporting or monitoring program for the chang es made to the project or conditions of project approval, adopted in order to mitigate or avoid significant effects on the environm ent” (Mitigation Monitoring or Reporting, Section 15097 of the CEQA Statute and Guidelines provides additional direction on mitigation monitoring or reporting). The City of San Bernardino is the Lead Agency for the Belmont Residential Subdivision Project (the “Project”) located at the northwest corner of West Belmont Avenue and Olive Avenue, in the Verdemont area of the City of San Bernardino. An Initial Study has been prepared to address the potential environmental impacts of the Project. Where appropriate, this environmental document identified project design features or recommended mitigation measures to avoid or to reduce potentially significant environmental impacts of the Project. The Mitigation Monito ring and Reporting Program (MMRP) is designed to monitor implementation of the mitigation measures identified for the Project. The MMRP is subject to review and approval by the Lead Agency as part of the adoption of the Mitigated Negative Declaration and approval of project conditions. The required mitigation measures are listed and categorized by impact area, as identified in the Initial Study, The first column of the MMRP table identifies the Mitigation Measure. The second column identifies the monitoring schedule o r timing, while the third column names the party responsible for monitoring the required action. The fourth column, “Monitoring Procedure,” outlines the steps for monitoring the action identified in the mitigation measure. The fifth and sixth columns deal with reporting and provide spac es for comments and dates and initials. These last columns will be used by the City to ensure that individual mitigation measures have been monitored. The Project Applicant shall be responsible for implementing all mitigation measures unless otherwise noted . The MMRP performance shall be monitored and reported annually to determine the effectiveness of the measures implemented in any given year and reevaluate t he mitigation needs for the upcoming year.   Packet Pg. 776 BELMONT RESIDENTIAL SUBDIVISION PROJECT November 2022 MITIGATION MONITORING AND REPORTING PROGRAM 2 | P a g e Mitigation Measure Mitigation Monitoring Reporting Monitoring Schedule Monitoring Responsibility Monitoring Procedure Comments Date/ Initials CULTURAL RESOURCES CR-1: In the event that cultural resources are discovered during project activities, all work in the immediate vicinity of the find (within a 60‐foot buffer) shall cease and a qualified archaeologist meeting Secretary of Interior standards shall be hired to assess the find. Work on the other portions of the project outside of the buffered area may continue during this assessment period. Additionally, the Yuhaaviatam of San Manuel Nation Cultural Resources Department shall be contacted regarding any pre‐contact and/or historic‐era finds and be provided information after the archaeologist makes his/her initial assessment of the nature of the find, so as to provide Tribal input with regards to significance and treatment. In the event of discovery of resources during ground- disturbing activities San Bernardino Planning Division Review report documenting findings and recommendations for treatment of cultural resources discovered CR-2: If significant pre‐contact and/or historic‐era cultural resources, as defined by CEQA (as amended, 2015), are discovered and avoidance cannot be ensured, the archaeologist shall develop a Monitoring and Treatment Plan, the drafts of which shall be provided to the Yuhaaviatam of San Manuel Nation for review and comment. The archaeologist shall monitor the remainder of the project and implement the Plan accordingly. In the event of discovery of resources during ground- disturbing activities San Bernardino Planning Division Review the Monitoring and Treatment Plan and verify compliance   Packet Pg. 777 BELMONT RESIDENTIAL SUBDIVISION PROJECT November 2022 MITIGATION MONITORING AND REPORTING PROGRAM 3 | P a g e Mitigation Measure Mitigation Monitoring Reporting Monitoring Schedule Monitoring Responsibility Monitoring Procedure Comments Date/ Initials CR-3: If human remains or funerary objects are encountered during any activities associated with the project, work in the immediate vicinity (within a 100‐foot buffer of the find) shall cease and the County Coroner shall be contacted pursuant to State Health and Safety Code §7050.5 and that code enforced for the duration of the project. In the event of discovery of inadvertent finds during ground- disturbing activities San Bernardino Planning Division Stop work and contact the County Coroner NOISE N‐1: Prior to the issuance of grading and building permits, the contractor shall establish a Construction Management Plan that includes the following standards: • Construction shall adhere to the allowable operable hours as denoted within the SBMC Chapter 8.54. • During all project site excavation and grading on‐site, construction contractors shall equip all construction equipment, fixed or mobile, with properly operating and maintained mufflers, consistent with manufacturer standards. • The contractor shall place all stationary construction equipment so that emitted noise is directed away from the noise sensitive receptors nearest the project site. • Equipment shall be shut off and not Prior to the issuance of grading and building permits San Bernardino Planning Division During Grading and Building Planchecks, review Construction Management Plan and check for plan notes On-site field inspection   Packet Pg. 778 BELMONT RESIDENTIAL SUBDIVISION PROJECT November 2022 MITIGATION MONITORING AND REPORTING PROGRAM 4 | P a g e left to idle when not in use. • The contractor shall locate equipment staging in areas that will create the greatest distance between construction‐related noise sources and sensitive receptors nearest the project site during all project construction. • The contractor shall limit the use of vibratory and/or heavy equipment along the project boundaries to the greatest degree possible. TRIBAL CULTURAL RESOURCES TCR-1: The Yuhaaviatam of San Manuel Nation Cultural Resources Department shall be contacted of any pre-contact cultural resources discovered during project implementation, and be provided information regarding the nature of the find, so as to provide Tribal input with regards to significance and treatment. Should the find be deemed significant, as defined by CEQA (as amended, 2015), a Cultural Resources Monitoring and Treatment Plan shall be created by the archaeologist, in coordination with the Yuhaaviatam of San Manuel Nation, and all subsequent finds shall be subject to this plan. This plan shall allow for a monitor to be present that represents the Yuhaaviatam of San Manuel Nation for the remainder of the project, should the Yuhaaviatam of San Manuel Nation elect to place a monitor on-site. In the event of discovery of tribal cultural resources during ground- disturbing activities San Bernardino Planning Division Contact the Yuhaaviatam of San Manuel Nation and create cultural resources monitoring and treatment plan   Packet Pg. 779 BELMONT RESIDENTIAL SUBDIVISION PROJECT November 2022 MITIGATION MONITORING AND REPORTING PROGRAM 5 | P a g e Mitigation Measure Mitigation Monitoring Reporting Monitoring Schedule Monitoring Responsibility Monitoring Procedure Comments Date/ Initials TCR-2: Any and all cultural documents created as a part of the project (isolate records, site records, survey reports, testing reports, etc.) shall be supplied to the applicant and Lead Agency for dissemination to the Yuhaaviatam of San Manuel Nation. The Lead Agency and/or applicant shall, in good faith, consult with the Yuhaaviatam of San Manuel Nation throughout the life of the project. In the event of discovery of tribal cultural resources during ground- disturbing activities San Bernardino Planning Division Verify documents have been provided to the Yuhaaviatam of San Manuel Nation   Packet Pg. 780 PROJECT: DCA (ZMA) 21-05 CHANGE THE ZONING DISTRICT CLASSIFICATION FROM RESIDENTIAL LOW (RL) TO RESIDENTIAL SUBURBAN (RS) OF A PARCEL (APN: 0261-151-10) CONTAINING APPROXIMATELY 6.10 ACRES NORTH EXHIBIT B – DEVELOPMENT CODE AMENDMENT (ZONING MAP AMENDMENT) PROJECT SITE   Packet Pg. 781 1 0 7 2 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Nathan Freeman, Agency Director of Community, Housing, and Economic Development Department:Community, Housing, & Economic Development (CED) Subject:First Amendment to the Exclusive Negotiating Agreement (ENA) between the City of San Bernardino and the Richman Group, LLC (Ward 1) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Authorize the execution of the First Amendment to the Exclusive Negotiating Agreement between the City of San Bernardino and the Richman Group, LLC. 2. Authorize the City Manager, or designee, to take further actions and execute any further documents as necessary to effectuate the First Amendment to the Exclusive Negotiating Agreement. Background On September 30, 2006, former Governor Schwarzenegger signed Assembly Bill No. 1457 into law, which allowed the City to sell up to 12.5-acres of Seccombe Lake Park for development purposes. On September 6, 2020, staff published a Request for Qualifications (RFQ) seeking qualified developers to develop the first phase of a proposed affordable housing project, located on approximately four-acres of the 12.5-acres of Seccombe Lake Park. On October 19, 2020, the Richman Group, LLC (Richman) submitted a response to the RFQ, and staff ultimately selected Richman as the developer of choice for the four- acre portion. Subsequently, on May 18, 2022, the Mayor and City Council approved an Exclusive Negotiating Agreement (ENA) with Richman for the development of an affordable housing project on approximately four-acres of Seccombe Lake Park.   Packet Pg. 782 1 0 7 2 On June 24, 2022, staff published another RFQ, seeking qualified developers to develop the second phase of a proposed affordable housing project, located on approximately 8.5-acres of the aforementioned 12.5-acres of Seccombe Lake Park. On July 25, 2022, Richman submitted a response to the RFQ, and staff ultimately selected Richman as the developer of choice for the remaining 8.5-acres. On September 21, 2022, staff presented the results of the RFQ to the Mayor and City Council in closed session. The Mayor and City Council concurred that Richman’s response to the RFQ was the most responsive and directed staff to negotiate an amendment to Richman’s existing ENA to encompass both portions of Seccombe Lake Park. Discussion The proposed Amendment No. 1 to the ENA has the following key terms: •The ENA shall expire on December 31, 2023. •All references to the Project in the original ENA shall now mean the entirety of the 12.5-acre portion of Seccombe Lake Park. •The Amendment is not a definitive agreement and does not create a legal obligation for either party to enter into a Disposition and Development Agreement. •The Amendment is not a representation, guaranty, or assurance by the City of future approval of any entitlement or request for financial assistance from the City. •To ensure exemption from the Surplus Land Act, at a minimum, any future Disposition and Development Agreement will reflect that the comprehensive Project meets the requirements of Government Code section 37364: o At least 80% of the area of the 12.5-acre site shall be used for development of housing. o At least 40% of the total number of housing units developed on the 12.5-acre site shall be affordable to households whose incomes are equal to, or less than, 75% of the maximum income of lower income households, and at least half of those units shall be affordable to very low-income households. o Dwelling units produced for persons and families of low or moderate income shall be restricted by regulatory agreement, recorded in the County’s official records, to remain continually affordable to those persons and families for the longest feasible time, but not less than 30 years, pursuant to a method prescribed by the City. •The comprehensive Project shall comply with the Waterman & Baseline Neighborhood Specific Plan. 2021-2025 Strategic Targets and Goals Authorize to execute Amendment No. 1 Exclusive Negotiating Agreement aligns with Key Target No. 4: Economic Growth & Development by bringing development investment into the City, leveraging limited City resources, and increasing the City’s property tax base.   Packet Pg. 783 1 0 7 2 Fiscal Impact There is no fiscal impact to the General Fund associated with this report. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California: 1. Authorize the execution of First Amendment to the Exclusive Negotiating Agreement between the City of San Bernardino and the Richman Group, LLC. 2. Authorize the City Manager, or designee, to take further actions and execute any further documents as necessary to effectuate the First Amendment to the Exclusive Negotiating Agreement. Attachment Attachment 1 - First Amendment to Exclusive Negotiating Agreement Attachment 2 – Exclusive Negotiating Agreement with Richmond Group, LLC Ward: First Ward Synopsis of Previous Council Actions: May 18, 2022 The Mayor and City Council approved the ENA with Richman Group, LLC for the development of a four-acre portion of Seccombe Lake Park. September 21, 2022 The Mayor and City Council, in closed session, directed staff to negotiate an amendment to Richman’s existing ENA to encompass both portions of Seccombe Lake Park.   Packet Pg. 784 55600.00228\40659781.1 -1- 1 8 9 2 FIRST AMENDMENT TO EXCLUSIVE NEGOTIATING AGREEMENT This First Amendment (“Amendment”) to ENA (defined below) is made and entered into as of ____________, 2023 (“Effective Date”) by and between the City of San Bernardino, a charter city and municipal corporation (“City”), and The Richman Group of California Development Company, LLC, a California limited liability company and its permitted assigns (collectively the “Developer”). City and Developer are sometimes referred to herein individually as a “Party” and collectively as “Parties.” RECITALS A. WHEREAS, the City and the Developer have entered into an Exclusive Negotiating Agreement, dated as of May 18, 2022 (“ENA”), for the purpose of exclusively negotiating with one another about the proposed development of four (4) acres of the 12.5-Acre Portion of Seccombe Lake Park. All capitalized terms used but not defined in this Amendment shall have the meaning ascribed to them in the ENA; and B. WHEREAS, the Parties hereby adopt and incorporate by reference all of the Recitals set forth in the ENA as if stated in full herein; and C. WHEREAS, on June 24, 2022, the City published a Request for Qualifications (RFQ F-21-06) (the "RFQ"), seeking qualified developers for the remaining 8.5 acres of the 12.5-Acre Portion of the Park; and D. WHEREAS, on or about July 25, 2022, the last day of the RFQ period, Developer submitted a response to the RFQ (the "Developer Response"); and E. WHEREAS, on September 21, 2022, Developer was selected by the City to develop the remaining 8.5 acres of the 12.5-Acre Portion of the Park; and F. WHEREAS, having now been selected by the City to develop the entirety of the 12.5-Acre Portion of the Park, the Parties desire to amend the ENA to so reflect and account for this change; and G. WHEREAS, unchanged from the ENA, at a minimum, any Project on the Site will meet the requirements of Government Code section 37364; therefore, the Property and its ultimate disposition to Developer will be exempt from the Surplus Land Act, Government Code sections 54220 et seq. (the "Act"), pursuant to section 54221(f)(1)(A) of the Act; and NOW, THEREFORE, in consideration of the above recitals and the mutual covenants, conditions, and promises contained in this Amendment and the ENA, the Parties mutually agree as follows:   Packet Pg. 785 55600.00228\40659781.1 -2- 1 8 9 2 AGREEMENT 1. Incorporation of Recitals. The recitals listed above are true and correct and are hereby incorporated herein by this reference. 2. Definitions. Any and all references to the “Property,” the “Site,” or the “Project” in the ENA shall now mean the entirety of the 12.5-Acre Portion of the Park and any affordable housing project thereon – in however many phases the Parties ultimately agree upon. 3. Negotiation Period. By way of clarification, and not modification, pursuant to Section 4(b) and (d) of the ENA and subject to the extension option provided under Section 5 of the ENA, the Negotiation Period shall expire on December 31, 2023. 4. Full Force. Except as amended by this Amendment, all provisions of the ENA, including without limitation the indemnity and insurance provisions, shall remain in full force and effect and shall govern the actions of the Parties under this Amendment. 5. Electronic Transmission. A manually signed copy of this Amendment which is transmitted by email shall be deemed to have the same legal effect as delivery of an original executed copy of this Amendment for all purposes. The Parties hereto hereby agree that electronic signatures are acceptable and shall have the same force and effect as original wet signatures. 6. Counterparts. This Amendment may be signed in counterparts, each of which shall constitute an original and together shall constitute one agreement. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 786 55600.00228\40659781.1 -3- 1 8 9 2 SIGNATURE PAGE FOR FIRST AMENDMENT TO EXCLUSIVE NEGOTIATING AGREEMENT IN WITNESS WHEREOF, the Parties hereto have executed this First Amendment on the Effective Date first herein above written. CITY OF SAN BERNARDINO APPROVED BY: City Manager APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney DEVELOPER THE RICHMAN GROUP OF CALIFORNIA DEVELOPMENT COMPANY, LLC, a California limited liability company Signature Name Title   Packet Pg. 787   Packet Pg. 788   Packet Pg. 789   Packet Pg. 790   Packet Pg. 791   Packet Pg. 792   Packet Pg. 793   Packet Pg. 794   Packet Pg. 795   Packet Pg. 796   Packet Pg. 797   Packet Pg. 798   Packet Pg. 799   Packet Pg. 800   Packet Pg. 801   Packet Pg. 802   Packet Pg. 803   Packet Pg. 804   Packet Pg. 805   Packet Pg. 806   Packet Pg. 807   Packet Pg. 808 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Cheryl Weeks, Council Administrative Supervisor Department:Council Office Subject:City Board, Commission, and Citizen Advisory Committee Minutes Approved in November/December 2022 Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino receive and file the minutes from the City board, commission, and citizen advisory committee meetings approved in November and December 2022. Background On February 7, 2018, the Mayor and City Council adopted general provisions for the City’s boards, commissions and citizen advisory committees under Municipal Code Chapter 2.17 requiring meeting minutes to be provided to the Mayor and City Council. Discussion In keeping with the reporting requirements established in Municipal Code Chapter 2.17.080 the minutes for the board, commission and citizen advisory committee meetings approved in November and December 2022 are presented for review by the Mayor and City Council including the: 1. Arts and Historical Preservation Commission – 10/17/2022;10/31/2022 2. Charter Review Committee – 11/10/2022 3. Public Safety and Human Relations Commission – 10/10/2022; 11/14/2022 4. Water Board – 11/8/2022; 11/22/2022 2021-2025 Strategic Targets and Goals Providing the agendas and minutes from each of the City’s Boards, Commissions and Citizen Advisory Committees to the Mayor and City Council is in alignment with Key Target Number 2: Focused, Aligned Leadership And Unified Community by building a culture that attracts, retains, and motivates the highest quality talent.   Packet Pg. 809 Fiscal Impact No fiscal impact to the City. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino receive and file the minutes from the City board, commission, and citizen advisory committee meetings approved in November and December 2022. Attachments Attachment 1 City Board, Commission and Citizen Advisory Committee Meeting minutes approved in November and December 2022 Ward: All Wards Synopsis of Previous Council Actions: February 7, 2018 Mayor and City Council adopted general provisions for the City’s boards, commissions and citizen advisory committees under Municipal Code Chapter 2.17 requiring meeting minutes to be provided to the Mayor and City Council.   Packet Pg. 810   Packet Pg. 811   Packet Pg. 812   Packet Pg. 813   Packet Pg. 814   Packet Pg. 815   Packet Pg. 816   Packet Pg. 817   Packet Pg. 818   Packet Pg. 819   Packet Pg. 820   Packet Pg. 821   Packet Pg. 822   Packet Pg. 823   Packet Pg. 824   Packet Pg. 825   Packet Pg. 826   Packet Pg. 827   Packet Pg. 828   Packet Pg. 829   Packet Pg. 830   Packet Pg. 831   Packet Pg. 832   Packet Pg. 833   Packet Pg. 834   Packet Pg. 835   Packet Pg. 836   Packet Pg. 837   Packet Pg. 838   Packet Pg. 839 7 6 9 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Barbara Whitehorn, Agency Director of Administrative Services Department:Finance Subject:Investment Portfolio Report for October and November 2022 (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, accept and file the Monthly Investment Portfolio Report for October and November 2022. Background The City’s Statement of Investment Policy requires that a monthly Investment Portfolio Report be prepared and submitted to the Mayor and City Council. The Director of Finance will prepare, review, and present the City’s Investment Portfolio Report and confirm that the portfolio is in compliance with the City’s Investment Policy. Discussion The Investment Portfolio Report provides a synopsis of investment activity for the City’s investment portfolio for the month ended October 31 and November 30, 2022. The City’s Investment Portfolio is in full compliance with the City’s current Investment Policy and California Government Code section 53601, and there is sufficient cash flow from a combination of liquid and maturing securities, bank deposits, and income to meet the City’s expenditure requirements. 2021-2025 Strategic Targets and Goals The acceptance and filing of the attached Investment Portfolio Report aligns with Key Target No. 1: Improved Operational & Financial Capacity by implementing, maintaining, and updating a fiscal accountability plan. Fiscal Impact There is no fiscal impact associated with receiving and filing the monthly investment report.   Packet Pg. 840 7 6 9 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, accept and file the Monthly Investment Portfolio Report for October and November 2022. Attachments Attachment 1 Investment Portfolio Management Summary Report October 2022 Attachment 2 Investment Portfolio Management Summary Report November 2022 Ward: All Wards Synopsis of Previous Council Actions: N/A   Packet Pg. 841   Packet Pg. 842   Packet Pg. 843   Packet Pg. 844   Packet Pg. 845   Packet Pg. 846   Packet Pg. 847   Packet Pg. 848   Packet Pg. 849   Packet Pg. 850   Packet Pg. 851   Packet Pg. 852   Packet Pg. 853   Packet Pg. 854   Packet Pg. 855   Packet Pg. 856   Packet Pg. 857   Packet Pg. 858   Packet Pg. 859   Packet Pg. 860   Packet Pg. 861 1 0 7 6 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Barbara Whitehorn, Agency Director of Administrative Services Department:Finance Subject:Administrative Budget Transfers Report Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California receive and file all listed administrative budget amendments from July 1, 2022, through December 15, 2022. Background On May 4, 2022, the Mayor and City Council adopted Ordinance No. MC-1568 which amended section 3.05, in its entirety, of the Municipal Code that pertained to budget transfers. Specifically, the amendment to the ordinance established the nullification of the not to exceed amount of $25,000 per transfer; gave authority to the Director of Finance to approve budget transfers within a department’s personnel budget into their operating budget or from one department into another department; and states that the transfers within a department will not increase or decrease a department's approved budget, nor will transfers between departments in the same fund increase or decrease the approved fund budget. Furthermore, any cumulative amount of more than $5,000 transferred between departments in a 12-month period shall be reported to the Mayor and City Council during the regular Quarterly Report. Discussion Budget transfers are the requests that come from departments into Finance to move funds from one account to another after the original budget has been established. Transfers occur due to a need to correct the department’s originally submitted budget or the moving of funds to accommodate a change in a department’s planned expenditures. When processing these budget transfers, Finance verifies that the budget being moved properly allocates resources based on the strategic objectives and goals set forth by the Mayor and City Council and reflects the priorities of the community. The table below provides the list of the administrative transfers that have been   Packet Pg. 862 1 0 7 6 processed. (A) The Real Property Division (and it’s associated budget) was transferred from the Public Works Department (PW) to oversight under the Community and Economic Development (CED) Department. (B) Salary savings within Finance were transferred into the Human Resources (HR) department to fund the City Employee Appreciation Event. (C) Salary savings within Finance were transferred into the Information Technology (IT) department to fund essential Office 365 training for the IT staff. 2021-2025 Strategic Targets and Goals Authorization of this file and receive item aligns with three of the adopted 2021-2025 Key Strategic Targets and Goals. Changes to the Municipal Code and requiring Finance report administrative transfers done within the quarter that meet the requirements of the Mayor and City Council helps Improved Operational & Financial Capacity by effectively creating a framework for spending decisions. Focused, Aligned Leadership and Unified Community is met by developing and implementing a community engagement plan – administrative transfers can be made where the community and staff actively sees the need to be met. Improved Quality of Life is met by ensuring that service levels are funded proactively to integrate customer-service orientation and metrics into all City operations. Fiscal Impact No fiscal impact to the City. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, receive and file all listed administrative budget amendments from July 1, 2022, through December 15, 2022. Attachments Attachment 1 Exhibit A – Administrative Budget Transfers with Explanation Ward: All Wards Synopsis of Previous Council Actions: December 1, 2021 Mayor and City Council heard the FY 2021/22 1st Quarter Report; Adopted Resolution No. 2021-289 amending the City Re fe re nce D ate of Trans fe r D e partme nts Impacte d Cre dit (D e cre as e )D e bit (Incre as e ) (A)8/3/2 02 2 PW to CED (43 3,66 6)$ 4 33 ,6 66$ (B)8 /3 1/20 22 Finance to HR (8,04 9)$ 8 ,0 49$ (C)1 0/25 /20 22 Financ e to IT (2 0,00 0)$ 20 ,0 00$   Packet Pg. 863 1 0 7 6 of San Bernardino’s FY 2021/22 Operating Budget; and introduced, read by title only, and waived further reading of Ordinance No. MC-1568, amending section 3.05 of the Municipal Code pertaining to budget transfers. May 4, 2022 Mayor and City Council adopted Ordinance No. MC-1568, amending section 3.05 on the Municipal Code.   Packet Pg. 864 Date of Transfer Departments Impacted Credit (Decrease)Debit (Increase) Journal Description 8/3/2022 Public Works to Community and Economic Development (433,666)$ 433,666$ Transfer of all remaining Real Property Division budget from Public Works (PW) to Community and Economic Development (CED), as Real Property is now under the responsibility of CED. 8/31/2022 Finance to Human Resources (8,049)$ 8,049$ Transfer of Finance salary savings from vacant Grants Writer position into Human Resources to fund the City's Employee Appreciation Event. 10/25/2022 Finance to Information Technology (20,000)$ 20,000$ Transfer of Finance salary savings from the vacant Budget Division Manager position to cover Office 365 training for Information Technology staff .   Packet Pg. 865 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Barbara Whitehorn, Agency Director of Administrative Services Department:Finance Subject:Ratify and Approve Acceptance of Award from The California Public Utilities Commission for Local Agency Technical Assistance Grant Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, (1) ratify and approve the acceptance of an award from the California Public Utilities Commission (CPUC) for the Local Agency Technical Assistance (LATA) Grant in the amount of $425,256.14 for 24 months, and (2) adopt Resolution No. 2023-012 amending the General Fund 2022/23 Budget in the amount of $425,256.14 in both revenue and expenditures. Background In August 2022, the California Public Utilities Commission (CPUC) began accepting applications for funding through Local Agency Technical Assistance (LATA) grant to support local governments and tribes in their efforts to expand broadband access and service to unserved/underserved communities throughout the State. This funding supports pre-construction planning work to advance local broadband deployment. The City submitted an application in early September 2022 and received notice of Award on November 22, 2022. The City was given 30 days from award notification to return the acceptance of award package. The award acceptance packaged was submitted to CPUC on December 9, 2022. Discussion The LATA grant will fund the development of a needs assessment, a Broadband Strategic Plan, and a community engagement plan for the City of San Bernardino. The Broadband Strategic Plan will outline a strategy that is expected to result in broadband infrastructure projects designed to provide service to unserved or underserved   Packet Pg. 866 households and businesses. The broadband infrastructure projects are designed to, upon completion, reliably meet or exceed the Governor’s goal of all Californians having reliable internet at 100 Mbps download and 25 Mbps upload speeds. The project allows for a consultant to assist in the completion of project deliverables to be completed within the granted 24-month timeline. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target Goals No. 2 Focused, Aligned Leadership and Unified Community, through the development and implementation of a community engagement plan for broadband expansion services in the City of San Bernardino. Fiscal Impact There is no net fiscal impact to the General Fund for this project. The FY 2022/23 budget will need to be amended in both revenue and expenditures to recognize $425,256.14 in grant funding. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, (1) ratify and approve the acceptance of an award from the California Public Utilities Commission (CPUC) for the Local Agency Technical Assistance (LATA) grant funds in the amount of $425,256.14 for 24-months, and (2) adopt Resolution No. 2023-012 amending the General Fund 2022/23 Budget in the amount of $425,256.14 in both revenue and expenditures. Attachments Attachment 1 – Resolution 2023-012, Budget Amendment Attachment 2 – LATA Grant Award Package Attachment 3 – LATA Grant Application Attachment 4 – City of San Bernardino LATA Award Letterhead Ward: All Wards Synopsis of Previous Council Actions: N/A   Packet Pg. 867 Resolution No. 2023-012 Resolution 2023-012 January 18, 2023 Page 1 of 3 1 9 3 5 RESOLUTION NO. 2023-012 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO ACCEPT AND ADMINISTER THE CALIFORNIA PUBLIC UTILITIES COMMISSION (CPUC) LOCAL AGENCY TECHNICAL ASSISTANCE GRANT AND AUTHORIZING THE AGENCY DIRECTOR OF ADMINISTRATIVE SERVICES TO AMEND THE FY 2022/23 ADOPTED BUDGET BY THE AMOUNT OF $425,256.14 IN BOTH REVENUES AND EXPENDITURES. WHEREAS, The City of San Bernardino desires to provide high-quality, affordable access to internet services to all of its residents; and WHEREAS, the City of San Bernardino has been awarded the California Public Utilities Commission (CPUC) Local Agency Technical Assistance Grant to aid in developing a strategy to provide broadband access to City of San Bernardino residents. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Mayor and City Council hereby ratify the CPUC Local Agency Technical Assistance Grant Agreement, in the amount of $425,256.14, attached hereto, marked Attachment 2, and incorporated herein. SECTION 3. The Agency Director of Administrative Services is hereby authorized to amend the Adopted FY2022/23 budget increasing both revenues and expenditures by $425,256.14, as outlined in the attached grant agreement budget. SECTION 4.The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.   Packet Pg. 868 Resolution No. 2023-012 Resolution 2023-012 January 18, 2023 Page 2 of 3 1 9 3 5 SECTION 6. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 869 Resolution No. 2023-012 Resolution 2023-012 January 18, 2023 Page 3 of 3 1 9 3 5 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 870 California Public Utilities Commission Local Agency Technical Assistance Program CONSENT FORM Acknowledgement and Acceptance of Terms Applicant Name: _________________________________________________________ Key Project Contact: ______________________________________________________ The Grantee identified above acknowledges receipt of the California Public Utilities Commission Resolution T-__________ or Award Letter Dated__________ and agrees to comply with all grant terms, conditions, and requirements set forth in the Resolution or Approval Letter including those in the Local Agency Technical Assistance Rules. Undersigned representative of ____________________________________ [Name of Grantee] is duly authorized to execute this Consent Form on behalf of the Grantee and to bind the Grantee to the terms, conditions, and requirements set forth in California Public Utilities Commission Resolution T-_____________ or Award Letter. Dated this ______ day of ______________, 20___. Signature of Local Agency/Tribe: _______________________________________________________________________ Title____________________________________________________________________ Printed Name____________________________________________________________ ________________________________________________________________________ Organization or Name of Local Agency or Tribe: ________________________________________________________________________ Business Address (include street address, suite/apt. number, city, state, and ZIP Code): _______________________________________________________________________ Telephone Number: ______________________________________________________ Email Address: ___________________________________________________________ City of San Bernardino Rolland Kornblau, Director of Information Technology 11/23/22 City of San Bernardino November 2228th City Manager Robert D. Field City of San Bernardino 290 North D Street, San Bernardino, CA 92401 (909) 384-5122 field_ro@sbcity.org DocuSign Envelope ID: 77A40B9D-0643-44D3-89B0-DA2B9AA92C25   Packet Pg. 871 State of California Financial Information System for California (FI$Cal) GOVERNMENT AGENCY TAXPAYER ID FORM 2000 Evergreen Street, Suite 215 Sacramento, CA 95815 www.fiscal.ca.gov 1-855-347-2250 The principal purpose of the information provided is to establish the unique identification of the government entity. Instructions: You may submit one form for the principal government agency and all subsidiaries sharing the same TIN. Subsidiaries with a different TIN must submit a separate form. Fields marked with an asterisk (*) are required. Hover over fields to view help information. Please print the form to sign prior to submittal. You may email the form to: vendors@fiscal.ca.gov, or fax it to (916) 576-5200, or mail it to the address above. Principal Government Agency Name* Remit-To Address (Street or PO Box)* City* State *Zip Code*+4 Government Type: City County Special District Federal Other (Specify) Federal Employer Identification Number (FEIN)* List other subsidiary Departments, Divisions or Units under your principal agency's jurisdiction who share the same FEIN and receives payment from the State of California. Dept/Division/Unit Complete Name Address Dept/Division/Unit Name Complete Address Dept/Division/Unit Name Complete Address Dept/Division/Unit Name Complete Address Title E-mail address Contact Person* Phone number* Signature*Date City of San Bernardino 290 North D Street San Bernardino CA 92401 4 95-6000772 Finance 290 North D Street San Bernardino CA 92401 Police 710 North D Street San Bernardino CA 92401 Library 555 West 6th Street San Bernardino CA 92410 Mary Alvarez-Gomez Grants Division Manager (909) 384-5341 alvarez-gomez_ma@sbcity.org 11/30/22 DocuSign Envelope ID: 77A40B9D-0643-44D3-89B0-DA2B9AA92C25   Packet Pg. 872 v 08202020 12/28/2022 # Item Included ? Item To Be Completed By Applicant (submit separately if indicated below) 1 Applicant Name and Organization Rolland Kornblau, City of San Bernardino Authorized Local Agency or Tribal Leader Name and Title Provide information below: Address Line 1 290 North D Street Address Line 2 City San Bernardino State CA ZIP Code 92401 Website Address https://www.sbcity.org/ Phone Number (909) 384-7272 California Tribe?No Federal Tribal Recognition?No 2 Key Project Contact (i.e., staff contract manager)Provide information below: First Name Rolland Last Name Kornblau Organization Position Director of Technology Address Line 1 290 North D Street Address Line 2 City San Bernardino State CA ZIP Code 92401 Email Address Kornblau_Ro@sbcity.org Phone Number (909) 384-5947, Ext. 3017 3 Grant Project Description Provide information below: Project Title Smart San Bernardino City of San Bernardino Brief Description The proposed technical assistance grant will fund development of a Needs Assessment, Broadband Project Location The City of San Bernardino intends for this LATA Application and proposed project to cover all the 4 Letter of Support Submit as separate attachment(s) and check box to indicate included. 5 Project Proposal (if planning to use in-house staff) or Proposed Contract (if planning to outsource work) Submit as a separate attachment(s) and check box to indicate included. Must include: (1) the project scope of work for a consultant and/or staff to carry out the Local Agency Technical Assistance; (2) detailed cost estimate including hourly rates and estimated total hours for each person; and (3) proposed timeline for completion; (4) geographic basis for the proposed project area (such as by Census Block) sufficient to demonstrate broadband need. If the applicant intends, as part of the project, to (a) complete multiple work products (i.e. joint powers agreement(s), feasibility studies, etc.) and (b) request partial payment for work product(s) completed before the project's completion, all potential work products must be outlined and supported in the contract or proposal, and listed separately in the Budget Summary. 6 Proposed Total Budget ($)$425,256.14 7 Project Summary Provide information in Tab 2 (Project Summary) of this spreadsheet and check box to indicate included. 8 Budget Summary Provide information in Tab 3 (Budget Summary) of this spreadsheet and check box to indicate included. 9 Name of Organization to Receive Payment (Local Agency or Tribal Entity) City of San Bernardino Address Line 1 290 North D Street Address Line 2 City San Bernardino State CA Zip Code 92401 Website Address https://www.sbcity.org/ Phone Number (909) 384-7272 PART 1. GRANT APPLICATION CHECKLIST Instructions: To assist the CPUC Communications Division in verifying the completeness of your application, mark the box to the left of each item to indicate you provided the requested information and uploaded required additional materials with your application spreadsheet. For more details about these requirements, please review CPUC Decision D.22-02-026, Appendix 1. link to D.20-22-026 Technical Assistance Decision and Guidelines (1) Application Checklist Page 1 of 6   Packet Pg. 873 v 08202020 12/28/2022 Name and Location of Proposed Grant Project Smart San Bernardino City of San Bernardino Type of Project and Scope Planning Project: A Proposal for Professional Technical Services to develop a Citywide Needs Assessment, Broadband Strategic Master Plan, and a Community Engagement Plan for the City of San Bernardino. Please see additional details in attached Scope of Work. Total Budget ($) Year 1: $275,256.14 Year 2: $150,000.00 Project Timeline (include start and end dates, must be completed within 24 months) Start date: January 2023 End date: December 2024 How will the proposed technical assistance grant support broadband infrastructure deployment to unserved and/or underserved households and businesses at speeds of at least 100 Mbps upload and download speeds? The entire City of San Bernardino is unserved or underserved with varying download and upload speeds. This proposal identifies the city areas and the speeds that are substandard compared to the 100 Mbps Governor's goal. This proposal is designed to assist the City with developing a broadband infrastructure that will provide the required and necessary speeds for residents and businesses to facilitate faster and reliable internet services and e- commerce. Please see additional details in attached Project Summary. Summary of consultant/staff/team experience - Upload resume qualifications separately The City of San Bernardino will hire a consultant who is qualified in broadband delivery and infrastructure installation, knowledgeable about municipal broadband business models, and proven record of recommending financing options including partnerships that benefit the municipality and its consumers. Please see additional Project Team qualifications in attached document and resumes. PART 2: PROJECT SUMMARY Instructions: Please provide the following information about a broadband technical assistance project that supports a local agency or Tribe. Project types may include but are not limited to: needs assessments, market studies, broadband strategic plans, business plans; environmental, feasibility, engineering design studies or reports; forming a joint powers authority; consultant and community-based organization services. (2) Project Summary Page 2 of 6   Packet Pg. 874 v 08202020 12/28/2022 Short description of the project suitable for posting on the Commission’s web page. [see example below] The proposed technical assistance grant will fund development of a Needs Assessment, Broadband Strategic Plan, and a community engagement plan for the City of San Bernardino. This plan will outline a strategy that is expected to result in broadband infrastructure projects designed to provide service to unserved or underserved households and businesses and that are designed to, upon completion, reliably meet or exceed the Governor’s goal of all Californians having reliable internet at 100 Mbps download and 25 Mbps upload speeds. This project will be completed within the 24-month timeline. Other Information The proposed timeline is attached as a separate document and explained with the attached scope of work as well. Example: Short Description of Local Agency Technical Assistance Study The proposed technical assistance grant will fund development of a Broadband Strategic Plan for City X. This plan will outline a strategy that is expected to result in broadband infrastructure projects designed to provide service to unserved or underserved households and businesses and that are designed to, upon completion, reliably meet or exceed symmetrical 100 Mbps download and upload speeds. This project will be completed i hi h h i li (2) Project Summary Page 3 of 6   Packet Pg. 875 Applicant (Local Agency or Tribe): Project Name: Budget Line Item Work Product Work Product Work Product Work Product Work Product Work Product Work Product Title (e.g, RFP Development, Needs Assessment, Strategic Broadband Plan) Needs Assessment Strategic Broadband Plan Community Engagement Plan Timeline (weeks from project start)6 Months (concurrently) 18 Months (concurrently) 18 Months (concurrently) Work Product Costs (for consultants, subconsultants, organizations, and/or staff) Cost Cost Cost Cost Cost Cost Consultant 50,024.00$ 295,666.00$ 47,574.00$ Total Work Product Costs (for consultants, subconsultants, organizations, and/or staff) 50,024.00$ -$ -$ -$ 295,666.00$ 47,574.00$ Total Administrative Costs (see Note )4,751.66$ -$ -$ -$ 24,693.48$ 2,547.00$ TOTAL COSTS 54,775.66$ -$ -$ -$ 320,359.48$ 50,121.00$ Note: Local Agency Technical Assistance Application City of San Bernardino Administrative costs are defined as indirect overhead costs attributable to a project, per generally accepted accounting principles (GAAP), and the direct cost o f complying with Commission administrative and regulatory requirements related to the grant itself. Up to 15%of administrative costs may be associated with the securing or completion of reimbursable work products, other than the cost of local agency staff hours. ( D.22-02-026, Attachment 1 at 2) PART 3. BUDGET SUMMARY Smart San Bernardino Year 1 Year 2 Instructions: Please provide the following budget summary information for your proposed grant project. Identify each reimburseable work product expected to result from the proposed contract (if outsourcing) or project proposal (if in-house staff). Add additional space if needed.   Packet Pg. 876 Information Requested Instructions Response Choose from drop down on right.city Describe type of Local Agency if not in dropdown. Describe Project Location Provide a short description of the intended geographic location(s) (e.g. city limits, county limits, utility service area) to assist in the review of this application. The City of San Bernardino intends for this LATA Application and proposed project to cover all the areas within the city limits initially. If the city's hired consultant in collaboration with the city determines a need to expand the area to the city's sphere of influence, then it will do so. Submit as separate document and note the file name in this field (if submitting via email). The 'Data Query Tool' on CPUC's California Interactive Broadband Map can be used to export census blocks into a CSV file by manually selecting regions on the map. (https://www.broadbandmap.ca.gov/) If Census Blocks are not currently known, the Data Query Tool can also be used to create CSV files of other types of political boundaries (counties, Tribal Areas, etc.) and can be provided in a separate file. Additional information on the intended geographic location(s) can be listed in the relevant fields below. Please see attached CASF Application Data Spreadsheet for the City of San Bernardino. If Census Block(s) are not currently known, provide the following information on intended geographic location(s): County/Counties City/Cities City of San Bernardino Zip Codes Other Unique Geographic Data (describe and provide list) Local Agency Technical Assistance Application PART 4: GEOGRAPHIC INFORMATION Instructions: Please provide a description of the geographic location(s) that the applicant intends for service to be provided as a result of the technical assitance project(s). The CPUC requests this information since local agencies with geographically overlapping jurisdictions are encouraged to collaborate. Applicant(s) should provide as much detail on the intended geographic location(s) as possible Census Block(s) Type of Local Agency   Packet Pg. 877 A shapefile and/or map of the intended geographic location(s) may be submitted as separate document(s) instead of Census Blocks. Indicate via the drop down whether a shapefile or map is included in relevant fields below: Please see attached shapefile(s) and map for the intended geographic location also. Shapefile included?Yes Name of Shapefile (if included, "N/A" if not): Map Included?Yes Name of Map file (if included, "N/A" if not): city county (including a county service area) community services district public utility district municipal utility district joint powers authority local educational agency (PU Code §2775) sovereign tribal government electrical cooperative (PU Code §2776) Other (provide description below) Shapefile and/or Map   Packet Pg. 878 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 1 Scope of Work The City of San Bernardino seeks qualified consultants to prepare and develop a feasibility assessment of deploying a city-wide fiber optic infrastructure network. The consultant will work with city leadership and staff, resource providers, and local area businesses and residents to develop a comprehensive assessment of baseline conditions and an actionable Broadband Strategic Master Plan. Additionally, the Consultant will work with city staff to develop a Community Engagement Plan to engage the public throughout the process as appropriate and necessary but also to provide legacy education and community engagement about this project and as the city implements this plan’s recommended actions. TASK 1: NEEDS ASSESSMENT The City of San Bernardino seeks to identify met and unmet broadband infrastructure, service and access needs, and financing options to develop a baseline conditions scenario. This baseline conditions would be used to educate and inform city leaders, staff, resource providers, and other impacted stakeholders. The objective of this task is obtaining information about the city’s existing broadband infrastructure, the existing legal structure for which the city would own and operate a comprehensive broadband infrastructure network and identify any risks involved with that ownership and operation of said network, and identifying existing financial concerns and / or options, especially as it relates to financing the infrastructure through bonds, fees, and available grants. The consultant will gather this information from city staff through interviews and meetings and will educate the city leaders and staff about the baseline conditions and will inquire about other potential risks or issues that may arise if the city approves the establishment of a broadband infrastructure network. Some of the items the Consultant will inquire about and review with city leaders and staff include but is not limited to the following:  The legal authority for the city to establish and operate a broadband infrastructure network,  Understand level of knowledge throughout city leaders and staff about all available media options (Fiber optic, wireless, coaxial cable, DSL)  Understand existing infrastructure, where vulnerabilities and strengths exist; above-ground, underground infrastructure; reliability, shared resources, or shared infrastructure that can be utilized, etc.  Educate city leaders and staff about the various media options and major pros and cons about each for the city  Identify all possible project partners, including engineering, construction, Middle Mile, and resource providers (IRPs)  Understand and identify risks associated with above-ground, underground, or a hybrid (above-ground, underground, and aerial) DELIVERABLES TASK 1: 1. Understand legal authority / environment and provide recommendation on legal structure 2. Provide comparison of all media options and major pros and cons of all of them   Packet Pg. 879 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 2 3. Provide a list of vulnerabilities and strengths of existing infrastructure and any areas where cost- sharing can occur with other sources 4. Identify risks for owning and operating a public broadband infrastructure network 5. A needs assessment document identifying the city’s existing strengths and weaknesses including infrastructure, all risks including financial risks, legal authority needs, if any, all potential project partners including engineering, construction, Middle Mile and other resource providers (IRPs). TASK 2: PROJECT SCOPING AND ANALYSIS FOR CITY-WIDE BROADBAND The objective of this task is to collect all relevant information about the city potentially owning and operating a public broadband infrastructure network and analyzing the data to determine options and help shape the overall Broadband Strategic Master Plan for the City of San Bernardino. The Consultant will use the data collected in the previous task and through the use of additional means, i.e. meetings and interviews with city leaders and staff, resource providers, national and state statistics about municipally- owned broadband infrastructure networks, and surveys of the community to analyze all information and determine a most feasible and workable set of recommendations for all stakeholders to support the outcome of this process, the implementation of the most suitable option. The Consultant will collaborate with the city to determine most appropriate sample size, but approximately 100,000 premises should be considered in this project. The data and analysis the consultant should perform will include but not necessarily be limited to the following:  A market analysis to identify services, service/resource providers, current average prices and relative download and upload speeds from the providers in the city of San Bernardino today.  GIS Mapping as necessary and appropriate to understand utilities infrastructure—above- ground, underground, and aerial  Provide comparison of available business models existing today across the nation and viable, successful municipal broadband models.  Provide a comparison of inside-plant (in-plant) and outside-plant (out-plant) equipment identifying strengths and weaknesses for an optical and ethernet network design.  Conduct and provide key highlights of a comprehensive risk analysis for all project phases.  Analyze and recommend to the city about most beneficial infrastructure—installing above- ground, aerial, underground, or a hybrid of both infrastructures.  Provide a comparison of financial options utilizing a variety of financing including but not limited to sales tax revenues, economic incentives, bonds, discretionary funding, and fees.  Conduct community survey to understand knowledge of the public and their issues relative to internet connectivity, costs they incur for the service, and inquire about what the community would be willing to pay monthly for reliable, high-speeds internet. DELIVERABLES TASK 2: 1. Comparison document identifying existing business models across the nation and current, successful municipal models highlighting optimal model for the city of San Bernardino. 2. GIS Mapping as necessary and appropriate 3. Comprehensive risk analysis document for all project phases.   Packet Pg. 880 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 3 4. Identifying city’s existing in-plant and out-plant equipment strengths and weaknesses and how that equipment will be compatible with recommendation of installing aerial, above-ground, underground, or hybrid infrastructure for broadband network. 5. Meetings and interviews (number to be determined by city and consultant) with city leaders and staff. 6. Interviews and meetings (number to be determined by city and consultant) with resource providers. 7. Analysis of community survey provided to city staff TASK 3: COST ANALYSIS AND PHASING OPTIONS Based on the outcomes of the previous tasks, the Consultant in collaboration with the City will provide itemized estimates of the infrastructure costs relative to determining if the city should upgrade and purchase infrastructure for its existing inside- and outside plant equipment, or if the city should just construct a completely new infrastructure network. The Consultant will provide a breakdown of all network materials costs, itemized projected costs for network installation, demolition and disposal costs, and create a forecasted cost structure for the city relative to the costs associated with this project. Additionally, the Consultant will provide a phasing structure for both scenarios—upgrade and purchase new equipment for existing infrastructure and construction of entire new infrastructure network to understand time and all potential costs associated with this project. These phasing options should start from first steps in implementing selected option to testing and going Live with the Broadband network. The Consultant will also include a breakdown of costs if all variables are managed and operated in-house. Finally, the Consultant will provide a valid comparable for estimates related to costs of engineering and construction, understanding final costs will be firmed up when the city issues its request for proposals (RFPs) for those services. DELIVERABLES TASK 3 1. Cost analysis and breakdown of costs for upgrading existing infrastructure 2. Cost analysis and breakdown of costs for entire new infrastructure network 3. Phasing options for both scenarios TASK 4: FINANCING OPTIONS PORTFOLIO The objective of this task is to provide in a clear, concise format a portfolio of the best three financing options for the city to upgrade and / or construct, own, and operate a public broadband infrastructure network. The portfolio will detail the three best options based on the data collected including lessons learned from the analysis of the nation’s most successful municipally owned and operated broadband infrastructures. The Consultant will consider the nation’s data and utilize relevant city data to establish initial pricing from multiple internet providers and Middle Mile carriers. The Consultant will then work with the city to establish a monthly network operations fee to be assessed to various consumers including residents and businesses. Several factors including the type of user, type of use, hours of use, download and upload speed requirements, etc. will be considered in establishing the monthly fee. DELIVERABLES TASK 4: 1. A complete, concise Financing Options Portfolio with all components described above.   Packet Pg. 881 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 4 TASK 5: PRIVATE EQUITY PARTNERSHIP OPPORTUNITIES In this task, the Consultant will collaborate with the City to understand the potential for private equity partnership opportunities for this project. Reviewing all the information collected and analyzed in previous tasks, the City and Consultant, together will determine if there are other agencies or resource providers to innovatively cost share or partner for the benefit of all parties that may be involved in this project. A thorough evaluation including strengths, weaknesses, and any potential risks involved with partnering will occur to determine viability of potential partnerships. If opportunities exist with private firms or other resource providers, then the Consultant will modify the cost analysis and phasing options and financing options portfolio to include the investment of the likely partnerships. DELIVERABLES TASK 5: 1. Partnership opportunities identified 2. Modifications of cost analysis and financing options portfolio including partnership, as necessary TASK 6: BROADBAND STRATEGIC MASTER PLAN AND IMPLEMENTATION CONSULTING The Consultant will develop a draft Broadband Strategic Master Plan for the City of San Bernardino in this task. The Consultant will consider and utilize all the data and information collected in the project scoping and analysis tasks and develop and prepare a concise and succinct draft Broadband Strategic Master Plan for the city to review and provide feedback. Based on feedback from city leaders and staff throughout the process, the Consultant will prepare the Draft Strategic Master Plan including describing the approach taken to arrive at the best possible option for the city, describing the methodology used to collect data and analyze, and apply the most relevant information to the current scenario in the city. The Draft Strategic Master Plan will also detail and describe the three best financing options for the city to consider when discussing and weighing all the information to determine whether to construct and operate a city-wide broadband infrastructure network. The Draft Plan will also summarize the key risks involved with the public broadband infrastructure network, and how those risks can be minimized or eliminated altogether. The Draft Strategic Master Plan will be delivered to the city in a format of its choosing and a comment period will be determined by the city and consultant, collaboratively. Upon the completion of the comment period, the Consultant will track all comments received from city leaders and staff and address the comments in the Plan. The Consultant will provide that tracking and addressing of the comments received to the internal project manager the city has designated to assure the city staff and leaders agree with all revisions of the Plan. After the approval of all the Plan’s revisions from city leaders and staff, the Consultant will prepare a Public Draft to be disseminated to the public for a period of time set by the city’s project manager in collaboration with the consultant’s project manager. Upon completion of community review period, the Consultant will combine, track, and address all public comments to be provided to the city’s project manager for review. If edits are necessary, then city’s project manager will provide the edits to the Consultant in a timely manner to facilitate and assure the Consultant has ample time to make corrections and edits to the Plan. Prior to and during the community review period, the Consultant will develop a set of recommendations, or actions, to be implemented upon approval of the Master Plan. These recommendations will be known as the Implementation Plan; this is discussed in detail in Task 5.   Packet Pg. 882 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 5 In addition, and prior to and during the preparation of the public draft document, the Consultant will develop and prepare a set of recommendations that will be known as the Implementation Plan. This Implementation plan will identify actions that each stakeholder is responsible for, the action description, an approximate timeframe that the action must be executed, (i.e. Year 1, Year 2, and so on…), and an approximate cost associated with the action. Additionally, the implementation plan will identify possible funding sources for the action and if cost sharing or economic incentives can occur or be applied. The Consultant will use a format that is user-friendly and easy-to-read to display the implementation plan. Generally speaking, a table with multiple columns is widely acceptable in this scenario. The implementation plan will include all the components mentioned above, and will provide additional information and offer planning assistance for developing the RFPs, construction and long-term financing, and provide recommendations for establishing the optimal legal structure and relative cost structures for each component of the project, they are:  Upgrades / construction,  Operations and maintenance, and  Resource (service) providers. Once all information has been included in the user-friendly implementation plan, then the Consultant will distribute to city staff for review and edits. Upon completion of the implementation plan review, then the Consultant will prepare the final documents. After final documents are prepared and accepted by city staff, then the Consultant will present Final Broadband Strategic Master Plan and Implementation Plan to City Council and the Mayor in a regular-scheduled City Council meeting. DELIVERABLES TASK 6: 1. Draft Broadband Strategic Master Plan 2. Stakeholder comments tracked and addressed to be reviewed by city staff 3. Prepare Public Draft Strategic Master Plan document 4. Prepare Draft Implementation Plan 5. Public comments tracked and addressed to be reviewed by city staff 6. Develop and prepare Implementation Plan with all components aforementioned 7. Legal and cost structures for construction, operations and maintenance, and resource/service providers 8. Final Broadband Strategic Master Plan and Implementation Consulting 9. Presentation of Final Broadband Strategic Master Plan and Implementation to City Council for approval TASK 7: COMMUNITY ENGAGEMENT STRATEGY AND PLAN The vision for community engagement is a very open and thorough process that allows no single interest to dominate. It ensures all stakeholders of the broadband plan have access to timely information, convenient and meaningful options for participation, and easy access to draft documents. The City of San Bernardino believes a key aspect for the initial engagement for the Broadband Strategic Master Plan should be educational and clearly identifies the purpose of the Plan. This will facilitate essential feedback as the project moves forward. Community engagement will be initiated through the development of a community engagement plan, which will include a methodology based on the Consultant’s experience and lessons learned in engaging   Packet Pg. 883 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 2. PROJECT SCOPE BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 6 the public on multi-stakeholder collaborations. The Consultant will describe their methodology and utilize a variety of tools to outreach and engage the community in the development of this plan. The methodology will outline the methods preferred for each type of stakeholder. In order to be successful and useful, the Plan will be community-based, collaborative, and obtain support from a variety of stakeholders throughout the process. The Consultant will work with the City and its stakeholders to prepare a community engagement plan that maximizes opportunities for all impacted stakeholders to be involved in the process, to actively participate in solutions, and to provide feedback about this planning process and the final planning documents. The Consultant should include multiple approaches for community engagement, including but not limited to reaching out to a diverse audience, i.e. interviews and meetings, multi-lingual website, dashboards providing project status updates, informational brochures and / or fact sheets, requesting input using various media platforms, i.e. city’s website, social media, etc., providing updates and announcements, and opportunities to provide input and feedback throughout the process and upon completion and implementation. Deliverables Task 7  Community Engagement Plan  Website updates / announcements / dashboard summaries  Informational brochures / fact sheets  Surveys (From Task 2)  Interviews / meetings with appropriate stakeholders from City and Businesses, etc. (from Task 2) (number of meetings to be determined by city and consultant)  A log of all meetings conducted with the city and other stakeholder groups, i.e. local businesses, chamber of commerce, and the public, etc.  Deployment of a variety of approaches for community engagement  A log of all community comments and how the Consultant / City addressed each comment (from Task 3)   Packet Pg. 884 LOCAL AREA TECHNICAL ASSISTANCE APPLICATION 3. PROJECT TEAM BROADBAND STRATEGIC MASTER PLAN & COMMUNITY ENGAGEMENT PLAN CITY OF SAN BERNARDINO SEPTEMBER 2022 PAGE 1 Project Team The City of San Bernardino will be seeking qualified consultants to prepare and develop this feasibility assessment of deploying a city-wide fiber optic infrastructure network. The consultant will be required to work with city leadership and staff, resource providers, and local area businesses and residents to develop this comprehensive assessment of baseline conditions and an actionable Broadband Strategic Master Plan. Additionally, the most qualified Consultant will work with city staff to develop a Community Engagement Plan to engage the public throughout the process as appropriate and necessary to garner buy-in and support for this project and its desired end state. The ideal consultant will have numerous years of experience in broadband delivery and infrastructure and its associated costs, especially in Automated Open Access networks, a working knowledge of national and local municipal broadband business models to assure the City they will provide all the information that is most suitable for the City of San Bernardino. Additionally, the ideal Consultant will have a working knowledge and preferred experience with including opportunities for cost sharing and private equity partnerships. Finally, the Consultant will have proven successful experience in community engagement not only to include the public in this process but also to facilitate the support and needed buy-in from the community to move forward with the best option for the city. CITY OF SAN BERNARDINO’S INTERNAL PROJECT TEAM QUALIFICATIONS The City of San Bernardino will have a strong internal project management team to guide and provide valuable insight to the selected Consultant. The City’s project team has over 30 years combined experience in network installation and administration, network assignment and configuration, and numerous years of technical support and troubleshooting. The City’s project team has several years of experience in copper, fiber, and networking as well as experience with costing and budgeting certain infrastructure and information technology management. Rolland Kornblau, serves the City of San Bernardino as the Director of Technology, and in this project, Rolland will serve as an Technical Adviser. Mr. Kornblau has over 24 years of information technology experience with networking, copper, and fiber, and he has been involved with two complete network installations. Mr. Kornblau has managed and provided leadership over multiple teams to support several public institutions. Mr. Kornblau’s resume is provided in this LATA Application. Francisco Cervantes, serves the City of San Bernardino as Senior Network Administrator, and in this project Francisco will serve in a Technical Support. Mr. Cervantes has over seven years of experience in network administration, technical support, and troubleshooting. Mr. Cervantes’s resume is provided in this LATA Application for your further review.   Packet Pg. 885 Tasks Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Month 13 Month 14 Month 15 Month 16 Month 17 Month 18 Month 19 Month 20 Month 21 Month 22 Month 23 Month 24 1. Needs Assessment 2. Project scoping and analysis for city-wide broadband 3. Cost analysis & phasing options 4. Financing options portfolio 5. Private equity partnership opportunities 6. Broadband Strategic Master Plan and Implementation Plan 7. Community engagement strategy & plan Project Kickoff / Meeting (i.e. Zoom) / Interviews Community meeting Partnership options Final Needs Assessment Documents Cost analysis and financing options Final Plan Documents PROPOSED TIMELINE LATA - Broadband Strategic Master Plan and Community Engagement Plan City of San Bernardino, California   Packet Pg. 886 Project Team Hourly Rate Task 1.Needs AssessmentTask 2.Project scoping and analysis for city-wide broadbandTask 3.Cost analysis & phasing optionsTask 4.Financing options portfolioTask 5.Private equity partnership opportunitiesTask 6.Broadband Strategic Master Plan and Implementation ConsultingTask 7.Community engagement strategy & planTotal Hours Total Cost Project Director $ 250.00 24 20 12 4 24 12 24 120 30,000.00$ Project Manager 200.00 54 54 40 32 54 54 64 352 70,400.00 Technical Advisor 250.00 4 20 12 8 12 12 10 78 19,500.00 Associate Staff 198.50 64 100 88 120 64 64 84 584 115,924.00 Support staff 120.00 60 54 36 24 24 64 80 342 41,040.00 Engineer 250.00 32 120 32 8 0 0 0 192 48,000.00 Associate Engineer 180.00 12 150 28 0 0 0 0 190 34,200.00 Associate Engineer 180.00 12 150 28 0 0 0 0 190 34,200.00 Total Hours by Task 262 668 276 196 178 206 262 2048 Cost per Task 50,024.00$ 131,130.00$ 53,868.00$ 38,100.00$ 35,384.00$ 37,184.00$ 47,574.00$ 393,264.00$ Administrative Costs 4,751.66 11,562.32 3,478.50 3,622.16 3,453.50 2,577.00 2,547.00 31,992.14 Total Project Cost 54,775.66$ 142,692.32$ 57,346.50$ 41,722.16$ 38,837.50$ 39,761.00$ 50,121.00$ 425,256.14$ PROPOSED BUDGET LATA - Broadband Strategic Master Plan and Community Engagement Plan City of San Bernardino, California   Packet Pg. 887 Project Team Hourly Rate Task 1.Needs AssessmentTask 2.Project scoping and analysis for city-wide broadbandTask 3.Cost analysis & phasing optionsTask 4.Financing options portfolioTask 5.Private equity partnership opportunitiesTask 6.Broadband Strategic Master Plan and Implementation ConsultingTask 7.Community engagement strategy & planTotal Hours Total Cost Project Director $ 250.00 24 20 12 4 24 12 24 120 30,000.00$ Project Manager 200.00 54 54 40 32 54 54 64 352 70,400.00 Technical Advisor 250.00 4 20 12 8 12 12 10 78 19,500.00 Associate Staff 198.50 64 100 88 120 64 64 84 584 115,924.00 Support staff 120.00 60 54 36 24 24 64 80 342 41,040.00 Engineer 250.00 32 120 32 8 0 0 0 192 48,000.00 Associate Engineer 180.00 12 150 28 0 0 0 0 190 34,200.00 Associate Engineer 180.00 12 150 28 0 0 0 0 190 34,200.00 Total Hours by Task 262 668 276 196 178 206 262 2048 Cost per Task 50,024.00$ 131,130.00$ 53,868.00$ 38,100.00$ 35,384.00$ 37,184.00$ 47,574.00$ 393,264.00$ Administrative Costs 4,751.66 11,562.32 3,478.50 3,622.16 3,453.50 2,577.00 2,547.00 31,992.14 Total Project Cost 54,775.66$ 142,692.32$ 57,346.50$ 41,722.16$ 38,837.50$ 39,761.00$ 50,121.00$ 425,256.14$ PROPOSED BUDGET LATA - Broadband Strategic Master Plan and Community Engagement Plan City of San Bernardino, California   Packet Pg. 888 November 23, 2022 Rolland Kornblau Kornblau_Ro@sbcity.org Smart San Bernardino Dear Rolland Kornblau, Congratulations! The California Public Utilities Commission is pleased to inform you that the City of San Bernardino ’s application for Local Agency Technical Assistance grant funding for Smart San Bernardino in the amount of up to $425,256.14 has been approved. Pursuant to Decision (D.) 22-02-026, Staff is authorized to approve applications that meet all the criteria for Ministerial Review. Your application was received on September 20, 2022 and was posted on the CPUC’s Local Agency Technical Assistance webpage. Staff reviewed your application and determined that your application is eligible for a grant and meets eligibility criteria for Ministerial Review. The award is predicated on the City of San Bernardino ’s agreement to provide technical assistance as detailed in its application. In its application, the City of San Bernardino agreed to comply with the specified Ministerial Review criteria as well as to fulfill all requirements, guidelines, and conditions a ssociated with a grant of Local Agency Technical Assistance funds as specified in D.22 -02-026 including but not limited to execution and performance, payment, reporting and award acceptance requirements listed in Attachments 1 and 2 of this letter. Please sign and submit the following: 1. A Consent Form binding your organization to the terms of the grant and 2. A State of California Government Agency Tax Payer ID Form for tax reporting purposes. You must submit these documents within 30 days of the date of this letter. If you do not, this award is void. Thank you for your application and please direct any questions to Michael Ammermuller (Michael.Ammermuller@cpuc.ca.gov) and/or refer to the Grantee Administrative Manual, available at https://bit.ly/CPUCLATA. We appreciate your efforts to provide service to our fellow Californians. Sincerely, Robert Osborn Director Communications Division   Packet Pg. 889 2 ATTACHMENT 1 Requirements The grant award is predicated on the City of San Bernardino’s agreement to provide technical assistance as detailed in its application. In its application, the City of San Bernardino agreed and attested to comply with the specified Ministerial Review crite ria as well as fulfilling all requirements guidelines, and conditions associated with a grant of Local Agency Technical Assistance funds as specified in D.22-02-026, including but not limited to execution and performance, payment, reporting and award acceptance requirements. Key requirements of Local Agency Technical grant include, among others: • All costs are related to the development of broadband network deployment projects to benefit unserved or underserved Californians. These projects may include, but a re not limited to, the costs of joint powers authority formation, environmental studies, network design, and engineering study expenses. • Grant may not exceed $500,000 per local agency, per fiscal year • A signed affidavit agreeing to comply with the terms, conditions and requirements of the grant and submits to the jurisdiction of the Commission with respect to the disbursement and administration of the grant as well as applicable state and federal rules concerning broadband services. • Grantee must sign a Consent Form agreeing to the terms stated in the award letter as well as all Local Agency Technical Assistance Rules and Requirements, Guidelines and Application Materials in D.22-06-026. • Grantee must complete the reimbursable work product within 24 months. • Grantee must provide Staff a copy of the final reimbursable work product. Reporting The grant award is contingent upon fulfilling the reporting requirements per D.22-06-026, Attachment 1. SB 156 requires grantees to fulfill the monthly reporting requirements set forth in Public Utilities Code section 281(l)(1) if they are using a licensed contractor or subcontractor* to undertake a contract or subcontract in excess of twenty -five thousand dollars ($25,000). The Commission is required to post that information on its website. Specifically, SB 156 requires the following to be reported to the Commission on a monthly basis: • The name and contractor’s license number of each licensed contractor and subcontractor undertaking a contract or subcontract in excess of twenty -five thousand dollars ($25,000) to perform work on a project funded or financed pursuant to this section. • The location where a contractor or subcontractor described in subparagraph (A) will be performing that work.   Packet Pg. 890 3 • The anticipated dates when that work will be performed. *Licensed contractor or subcontractor means any contractor that holds a California state license through the contractor’s state license board (https://www.cslb.ca.gov /). Post-completion Upon completion of the reimbursable work product and before final payment, Grantees must: • Provide a signed completion form stating the technical assistance work has been completed suitable to be posted on the Commission’s webpage. The signed completion form must be provided prior to final payment and must include and a short summary of the reimbursable work product(s) performed under the contract, including demonstration that the reimbursable work product(s) identify broadband infrastructure deployment projects that will help achieve the CASF deployment goal, and identification of the area(s) where the applicant intends to deploy broadband based on the reimbursable work product(s). Provide a copy of each reimbursable work product’s final report(s), plans, studies, etc. produced under the contract. Payment Payment will be made directly to the local agency as the grant recipient. Local agency grantees may request partial reimbursement if they complete one or more of the approved reimbursable work products prior to completion of other reimbursable work products approved in the same grant authorization. Payment will be based upon receipt and approval of an invoice(s) submitted by the loc al agency showing the expenditures incurred for the reimbursable work product, along with the reimbursable work product final report/study/joint powers agreement, etc., and the completion reporting required above. The invoice(s) must be supported by docume ntation including but not limited to the actual cost of labor and any other expense that will be recovered by the grant. To the extent that any portion of an award was used to reimburse a local agency for administrative costs associated with securing or co mpleting a reimbursable work product, the local agency must submit an itemized accounting of such costs, demonstrating the total requested for reimbursement does not exceed 15 percent of the total authorized award. If any portion of reimbursement is found to be out of compliance, grantees will be responsible for refunding any disallowed amount along with appropriate interest rates determined in accordance with applicable Commission decisions. Grantees are required to maintain records such as files, invoices , and other related documentation for five years after final payment. Grantees shall make these records and invoices available to the Commission upon request and agree that these records are subject to a financial audit by the Commission at any time within five years after the final payment made to a grantee.   Packet Pg. 891 4 Execution and Performance The City of San Bernardino must complete the project within the 24-month timeframe in accordance with the terms of approval granted by the Commission. If the Grantee is unable to complete project within the 24-month timeframe, it must notify the Commission or Director of Communicat ions Division as soon as it becomes aware of this prospect. The Commission may reduce or withhold payment for failure to satisfy this requirement. In the event that the Grantee or contractor fails to complete the work in accordance with the approval grante d by the Commission, and as described in its application and contract, the Grantee must reimburse some or all of the funds it has received. The City of San Bernardino must sign and submit the linked Consent Form agreeing to the terms of the award within 30 calendar days from the date of this letter. Failure to submit the Consent Form within the timeframe required, the CPUC will deem the grant or award null and void. The City of San Bernardino must communicate in writing to the Communications Division’s Director regarding any changes to the substantive terms and conditions underlying the Commission’s approval of the grant (such as changes to a reimbursable work product contract, work plan or budget) at least 30 days before the anticipated. Substantive changes may require approval by either the Communications Division Director or by Commission Resolution before becoming effective. The Commission has the right to conduct any necessary audit, verification, and discovery for work proposed or completed under the technical assistance to ensure that funds ar e spent in accordance with Commission rules and with the terms of approval by the Commission.   Packet Pg. 892 5 Attachment 2 Local Agency Broadband Technical Assistance Reporting Requirements and Guidelines Version October 2022 The Local Agency Technical Assistance program provides grants for eligible pre -construction work which facilitates the construction of broadband network projects. When the California Public Utilities Commission (CPUC) established the technical assistance grant program, the program w as funded with American Rescue Plan Act monies administered by the U.S. Treasury. The source of technical assistance funding has changed. This guidance outlines grantee reporting. The Commission issued Decision (D.) 22-02-026 establishing program requirements for the Local Agency Technical Assistance Grant Program. Grantees must file quarterly progress reports to the Commission with the below information. Narrative Project Information 1.1 The counties, cities and census designated places where households, businesses, and community anchor institutions are planned to be served by the broadband project. 1.2 Confirmation that the technical assistance is designed to support projects that, upon completion, reliably meet or exceed symmetrical 100 Mbps download and upload speeds. 1.3 Statement of intention about the pricing plans for projects that the technical assistance will support, such as offering of affordable plan or low-income plan subsidized with other funding (ACP). 1.4 Information on broadband need in the project area. 1.5 Statement describing the community benefits of broadband technical assistance. Detailed Project Information 2.1 Individual work products granted by the program. o Dollars/hours expended per task/work product. 2.2 Estimated construction start date (month/year). 2.3 Estimated construction completion date (month/year). 2.4 Estimated initiation of operations date (month/year). 2.5 Planned project technology type(s): o Fiber o Coaxial Cable o Terrestrial Fixed Wireless o Other (specify) 2.6 Estimated total miles of fiber to be deployed.   Packet Pg. 893 6 2.7 Planned number of locations to be served, broken out by type: o Residential locations o Business connections o Community anchor institutions 2.8 Planned non-promotional prices including associated fees, speed tiers, and data allowance for each speed tier. 2.9 Other data on broadband need, by location. Submission To assist grantees with the filing of quarterly progress reports to the Commission, a sample of the reporting requirements is found in Attachment A of this document : https://www.cpuc.ca.gov/-/media/cpuc- website/divisions/communications -division/documents/broadband -implementation-for- california/technical-assistance -reporting-requirements-oct-2022.pdf Planned project information listed in Attachment A should be submitted on a quarterly basis to the Commission’s email at StatewideBroadband@cpuc.ca.gov. Grantees need to include in the ema il subject line: 1. Application Name 2. Project Name 3. The Reporting Quarter/Month Updated quarterly project submissions are required to be sent by the due dates shown below. Grantees are responsible for contacting the Commission at StatewideBroadband@cpuc.ca.gov, if the information cannot be submitted on time. Reporting Period Project Information Due to CPUC October 1 – December 31, 2022 January 2, 2023 January 1 – March 31, 2023 April 1, 2023 April 1 – June 30, 2023 July 1, 2023 July 1 – September 30, 2023 October 1, 2023 October 1 – December 31, 2023 January 2, 2024 January 1 – March 31, 2024 April 1, 2024 April 1 – June 30, 2024 July 1, 2024 July 1 – September 30, 2024 October 1, 2024 October 1 – December 31, 2024 January 2, 2025 January 1 – March 31, 2025 April 1, 2025 April 1 – June 30, 2025 July 1, 2025 July 1 – September 30, 2025 October 1, 2025 October 1 – December 31, 2025 January 2, 2026   Packet Pg. 894 7 January 1 – March 31, 2026 April 1, 2026 April 1 – June 30, 2026 July 1, 2026 July 1 – September 30, 2026 October 1, 2026 October 1 – December 31, 2026 February 1, 2027 Additional Information Reporting requirements and guidelines are subject to change, and CPUC or the Commission may define additional requirements on CPUC’s website.   Packet Pg. 895 1 0 8 5 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Suzie H. Soren, Director of Human Resources Department:Human Resources Subject:Basic Compensation Plan for Temporary, Part-Time and Seasonal Employees of the City of San Bernardino (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-013 approving a revised City-wide salary schedule for all full-time, part-time, temporary, and seasonal positions. Background The City of San Bernardino currently has one adopted salary schedule establishing compensation for full-time, part-time, temporary, and seasonal classifications. On April 4, 2016, Senate Bill 3 was signed into law. This legislation amended Section 1182.12 of the California Labor Code and requires an employer with 26 or more employees to implement new minimum wages pursuant to the following schedule: January 1, 2017 – December 31, 2017 = $10.50/hour January 1, 2018 – December 31, 2018 = $11.00/hour January 1, 2019 – December 31, 2019 = $12.00/hour January 1, 2020 – December 31, 2020 = $13.00/hour January 1, 2021 – December 31, 2021 = $14.00/hour January 1, 2022 – December 31, 2022 = $15.00/hour January 1, 2023 – until adjusted pursuant to statute = $15.50/hour Discussion Effective January 1, 2023, the State of California increased the minimum wage from $15.00 to $15.50 per hour. In accordance with the law, the salaries of affected City classifications must be adjusted accordingly. Those positions that currently have a starting salary below $15.50 per hour include:   Packet Pg. 896 1 0 8 5 •Custodial Aide (PT) •Extra Relief Heavy Laborer (PT) •Food Service Program Specialist (PT) •Library Page (PT) •Police Cadet (PT) •Recreation Aide (PT) •Student Intern (PT) The proposed compensation plan will incorporate the minimum wage increase effective January 1, 2023, as well as increase the salary for positions that will be affected by compaction due to the implementation of the minimum wage increase. This will include the following positions: •Recreation Leader (PT) •Senior Recreation Leader (PT) Exhibit A is the City-wide salary schedule and identifies the hourly pay rates for all temporary, part-time, and seasonal classifications in the City of San Bernardino. Temporary, part-time, and seasonal employment is restricted to 1,000 hours within a fiscal year (July 1st to June 30th) and employees in these positions do not qualify to receive City benefits, except those required by law. Further restrictions apply to California Public Employees’ Retirement System (CalPERS) retired annuitants. 2021-2025 Strategic Targets and Goals Revising a salary schedule for employees of the City of San Bernardino aligns with Key Target 2: Focused, Aligned Leadership and Unified Community by building a culture that attracts, retains, and motivates the highest quality talent. Fiscal Impact The financial impact to the City is $8,165.90. There is sufficient funding in the FY 2022/23 Adopted Budget. The minimum wage increase will affect nine (9) classifications and approximately sixty-five (65) employees. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-013 approving a revised City-wide salary schedule for all full-time, part-time, temporary, and seasonal positions. Attachments Attachment 1 Resolution 2023-013 Attachment 2 Exhibit A - City-wide Salary Schedule Ward:   Packet Pg. 897 1 0 8 5 All Wards Synopsis of Previous Council Actions: December 7, 2022 The Mayor and City Council adopted Resolution No. 2022- 268 amending the City-wide salary schedule for full-time, part-time, temporary and seasonal positions.   Packet Pg. 898 Resolution No. 2023-013 Resolution 2023- January 18, 2023 Page 1 of 3 2 0 2 7 RESOLUTION NO. 2023-013 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVING A REVISED CITY-WIDE SALARY SCHEDULE FOR ALL FULL-TIME, PART-TIME, TEMPORARY, AND SEASONAL POSITIONS, WHEREAS, On April 4, 2016, Senate Bill 3 was signed into law, this legislation amended Section 1182.12 of the California Labor Code and requires an employer with 26 or more employees to implement new minimum wages pursuant to the following schedule: January 1, 2017 – December 31, 2017 = $10.50/hour January 1, 2018 – December 31, 2018 = $11.00/hour January 1, 2019 – December 31, 2019 = $12.00/hour January 1, 2020 – December 31, 2020 = $13.00/hour January 1, 2021 – December 31, 2021 = $14.00/hour January 1, 2022 – December 31, 2022 = $15.00/hour January 1, 2023 – until adjusted pursuant to statute = $15.50/hour WHEREAS, the compensation plan would incorporate the minimum wage increase effective January 1, 2023, as well as increase the salary for positions that will be affected by compaction due to the implementation of the minimum wage increase. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2.The City-wide salary schedule for all City of San Bernardino’s classifications attached hereto and incorporated herein as Exhibit “A”, are hereby approved. SECTION 4.The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.   Packet Pg. 899 Resolution No. 2023-013 Resolution 2023- January 18, 2023 Page 2 of 3 2 0 2 7 SECTION 6. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this 18th day of January, 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 900 Resolution No. 2023-013 Resolution 2023- January 18, 2023 Page 3 of 3 2 0 2 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ____th day of January 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 901 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT30011 ACCOUNTANT I (FLEX)465 $4,856.29 MONTHLY $5,903.30 MONTHLYGENERAL30012 ACCOUNTANT II485 $5,366.34 MONTHLY $6,523.11 MONTHLYGENERAL10012 ACCOUNTANT II ‐ PAYROLL485 $5,259.93 MONTHLY $6,393.77 MONTHLYCONFIDENTIAL20013 ACCOUNTANT III520 $6,384.21 MONTHLY $7,760.40 MONTHLYMIDDLE MANAGEMENT10860 ACCOUNTING DIVISION MANAGER (U) 608 $9,714.05 MONTHLY $11,807.69 MONTHLYMANAGEMENT30017 ACCOUNTING TECHNICIAN I (FLEX) 399 $3,495.06 MONTHLY $4,247.23MONTHLYGENERAL30018 ACCOUNTING TECHNICIAN II419 $3,860.93 MONTHLY $4,692.73 MONTHLYGENERAL30030 ACCOUNTING TECHNICIAN III 437 $4,223.56 MONTHLY $5,133.91 MONTHLYGENERAL30709 ADMINISTRATIVE ASSISTANT400 $3,512.28 MONTHLY $4,268.76 MONTHLYGENERAL10081 ADMINISTRATIVE ASSISTANT TO CITY COUNCIL (U) 464 $4,736.79 MONTHLY $5,757.77 MONTHLYCONFIDENTIAL10092 ADMINISTRATIVE ASSISTANT TO THE MAYOR I (U) 410 $3,618.78 MONTHLY $4,398.22 MONTHLYCONFIDENTIAL10093 ADMINISTRATIVE ASSISTANT TO THE MAYOR II (U) 430 $3,998.48 MONTHLY $4,859.14 MONTHLYCONFIDENTIAL10534 ADMINISTRATIVE CLAIMS SPECIALIST 420 $3,803.35 MONTHLY $4,622.88 MONTHLYCONFIDENTIAL20457 ADMINISTRATIVE SERVICES SUPERVISOR 484 $5,334.87 MONTHLY $6,484.20 MONTHLYMIDDLE MANAGEMENT10979 ADMINISTRATIVE SUPERVISOR AND EXECUTIVE ASSISTANT TO THE CITY MANAGER (U) 535 $6,749.21 MONTHLY $8,203.68 MONTHLYMANAGEMENT09710 AGENCY DIRECTOR OF ADMINISTRATIVE SERVICES (U) 692$14,769.37 MONTHLY $17,951.49 MONTHLYEXECUTIVE09525 AGENCY DIRECTOR OF COMMUNITY, HOUSING AND ECONOMIC DEVELOPMENT (U) 692$14,769.37 MONTHLY $17,951.49 MONTHLYEXECUTIVE09760 AGENCY DIRECTOR OF PUBLIC WORKS, OPERATIONS AND MAINTENANCE (U) 692$14,769.37 MONTHLY $17,951.49 MONTHLYEXECUTIVE30140 ANIMAL CONTROL OFFICER I (FLEX) 411 $3,710.28 MONTHLY $4,509.79MONTHLYGENERAL30141 ANIMAL CONTROL OFFICER II 424 $3,958.85 MONTHLY $4,812.17 MONTHLYGENERAL30092 ANIMAL LICENSE INSPECTOR370$3,023.75 MONTHLY $3,675.84 MONTHLYGENERAL20320 ANIMAL SERVICES MANAGER 526 $6,577.74 MONTHLY $7,995.85 MONTHLYMIDDLE MANAGEMENT30130ANIMAL SERVICES REPRESENTATIVE 370$3,023.75 MONTHLY $3,675.84 MONTHLYGENERAL20319 ANIMAL SERVICES SUPERVISOR 478 $5,177.90 MONTHLY $6,293.90 MONTHLYMIDDLE MANAGEMENT30119 ANIMAL SHELTER ATTENDANT 370 $3,023.75 MONTHLY $3,675.84 MONTHLYGENERAL00300APPRENTICE (PT)381 $2,969.00 MONTHLY $3,608.00 MONTHLYNA20620 AQUATICS SUPERVISOR468 $4,925.24 MONTHLY $5,987.48 MONTHLYMIDDLE MANAGEMENT30400 ARBORIST452 $4,551.76 MONTHLY $5,533.13 MONTHLYGENERAL30894 ASSESSMENT DISTRICT/REAL PROP SPECIALIST 500 $5,782.78 MONTHLY $7,028.87 MONTHLYGENERAL10492 ASSISTANT BUILDING OFFICIAL 583 $8,574.95 MONTHLY $10,422.83 MONTHLYMANAGEMENT30271 ASSISTANT BUYER430 $4,079.37 MONTHLY $4,957.44 MONTHLYGENERAL50141 ASSISTANT CHIEF OF POLICEP6 $21,242.00 MONTHLY $21,242.00 MONTHLYPOLICE MANAGEMENT10644 ASSISTANT CITY MANAGER (U)705$15,758.71 MONTHLY $19,152.82 MONTHLYEXECUTIVE00212 ASSISTANT LITERACY PROGRAM COORDINATOR (PT) (GRANT FUNDED)385$3,029.00 MONTHLY $3,681.00 MONTHLYNA30168 ASSISTANT PLANNER (FLEX)486$5,393.24 MONTHLY $6,555.40 MONTHLYGENERAL10216 ASSISTANT TO THE CITY MANAGER (U)580$8,448.38 MONTHLY $10,268.84 MONTHLYMANAGEMENT10104 ASSISTANT TO THE MAYOR I (U)430$3,998.48 MONTHLY $4,859.14 MONTHLYMANAGEMENT10105 ASSISTANT TO THE MAYOR II (U)480$5,130.20 MONTHLY $6,235.56 MONTHLYMANAGEMENT10106 ASSISTANT TO THE MAYOR III (U)530$6,583.62 MONTHLY $8,002.23MONTHLYMANAGEMENT10107 ASSISTANT TO THE MAYOR IV (U)580$8,448.38 MONTHLY $10,268.84MONTHLYMANAGEMENT20169 ASSOCIATE PLANNER515$6,227.24 MONTHLY $7,569.02 MONTHLYMIDDLE MANAGEMENT00194 BACKGROUND INVESTIGATOR (PT)493$5,190.00 MONTHLY $6,308.00 MONTHLYNA10060 BUDGET DIVISION MANAGER (U)608$9,714.05 MONTHLY $11,807.69 MONTHLYMANAGEMENT10062 BUDGET OFFICER581$8,490.57 MONTHLY $10,319.47 MONTHLYMANAGEMENT20250 BUILDING INSPECTION SUPERVISOR542$7,124.98 MONTHLY $8,660.29MONTHLYMIDDLE MANAGEMENT30072 BUILDING INSPECTOR I (FLEX)460$4,736.84 MONTHLY $5,758.03 MONTHLYGENERALCity of San BernardinoSalary ScheduleSALARY SCHEDULE FOR FISCAL YEAR 2022/20231  of 8EXHIBIT A&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;902 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT30073 BUILDING INSPECTOR II487 $5,420.15 MONTHLY $6,587.68 MONTHLYGENERAL30074 BUILDING INSPECTOR III511 $6,108.83 MONTHLY $7,425.93 MONTHLYGENERAL10500 BUILDING OFFICIAL (U)613 $9,959.81 MONTHLY $12,105.12 MONTHLYMANAGEMENT30502 BUSINESS REGISTRATION INSPECTOR 459 $4,713.17 MONTHLY $5,728.98MONTHLYGENERAL20263 BUSINESS REGISTRATION MANAGER 530 $6,711.05 MONTHLY $8,157.12 MONTHLYMIDDLE MANAGEMENT30650 BUSINESS REGISTRATION REPRESENTATIVE I 419 $3,860.93 MONTHLY $4,692.73 MONTHLYGENERAL30651 BUSINESS REGISTRATION REPRESENTATIVE II 429 $4,058.92 MONTHLY$4,932.69 MONTHLYGENERAL20271 BUYER460 $4,732.79 MONTHLY $5,753.10 MONTHLYMIDDLE MANAGEMENT30292 CEMETERY CARETAKER395 $3,425.12 MONTHLY $4,163.30 MONTHLYGENERAL10398 CHIEF DEPUTY CITY CLERK (U) 565 $7,838.75 MONTHLY $9,528.42 MONTHLYMANAGEMENT50280 CHIEF OF POLICENA $22,195.99 MONTHLY $27,083.33 MONTHLYEXECUTIVE10399 CITY CLERK (U)NA $10,590.00 MONTHLY $12,873.00 MONTHLYNA00601 CITY COUNCILNA $3,125.00 MONTHLY $3,125.00 MONTHLYNA10370 CITY MANAGER (U)NA $23,750.00 MONTHLY $23,750.00 MONTHLYMANAGEMENT10495 CIVIL ENGINEERING DIVISION MANAGER (U) 620 $10,313.14 MONTHLY$12,535.45 MONTHLYMANAGEMENT10273 CODE ENFORCEMENT DIVISION MANAGER (U) 563 $7,760.70 MONTHLY $9,433.50 MONTHLYMANAGEMENT30450 CODE ENFORCEMENT OFFICER I (FLEX) 441 $4,308.57 MONTHLY $5,237.22 MONTHLYGENERAL30455 CODE ENFORCEMENT OFFICER II 472 $5,029.53 MONTHLY $6,113.13 MONTHLYGENERAL10135 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) COORDINATOR 482 $5,181.88 MONTHLY $6,298.84 MONTHLYCONFIDENTIAL30135 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)/HOUSING PROGRAM ASSISTANT420$3,880.30 MONTHLY $4,716.40 MONTHLYGENERAL30890 COMMUNITY DEVELOPMENT TECHNICIAN446$4,417.25 MONTHLY $5,369.57 MONTHLYGENERAL30120 COMMUNITY INTERVENTION PROGRAM COORDINATOR438$4,245.08 MONTHLY $5,159.74 MONTHLYGENERAL10100 COMMUNITY INTERVENTION PROGRAM MANAGER (U)600$9,334.35 MONTHLY $11,345.72 MONTHLYMANAGEMENT30754 COMMUNITY POLICING SPECIALIST470$4,978.96 MONTHLY $6,052.87 MONTHLYGENERAL20923 COMMUNITY RECREATION MANAGER556$7,639.98 MONTHLY $9,286.03 MONTHLYMIDDLE MANAGEMENT30821 COMMUNITY RECREATION PROGRAM COORDINATOR388$3,307.83 MONTHLY $4,021.26 MONTHLYGENERAL20925 COMMUNITY RECREATION PROGRAM SUPERVISOR488$5,442.38 MONTHLY$6,615.37 MONTHLYMIDDLE MANAGEMENT20504 COMMUNITY SERVICES CENTER SUPERVISOR458$4,686.56 MONTHLY $5,696.12 MONTHLYMIDDLE MANAGEMENT30758 COMMUNITY SERVICES OFFICER427$4,018.03 MONTHLY $4,884.27 MONTHLYGENERAL20781 COMMUNITY SERVICES OFFICER SUPERVISOR480$5,229.50 MONTHLY $6,356.26 MONTHLYMIDDLE MANAGEMENT30990 COMMUNITY SERVICES PROGRAM COORDINATOR438$4,245.08 MONTHLY $5,159.74 MONTHLYGENERAL20424 CONSTRUCTION MANAGER585$8,829.09 MONTHLY $10,731.02 MONTHLYMIDDLE MANAGEMENT10072 COUNCIL ADMINISTRATIVE SUPERVISOR (U)506$5,841.09 MONTHLY $7,099.38 MONTHLYCONFIDENTIAL30604 CRIME ANALYSIS SUPPORT ASSISTANT400$3,512.28 MONTHLY $4,268.76 MONTHLYGENERAL30603 CRIME ANALYST493$5,584.78 MONTHLY $6,787.83 MONTHLYGENERAL00605 CRIME DATA TECHNICIAN (PT)362$2,700.00 MONTHLY $3,282.00 MONTHLYNA20600 CRIME FREE PROGRAM COORDINATOR490$5,497.22 MONTHLY $6,682.02MONTHLYMIDDLE MANAGEMENT30602 CRIMINAL INVESTIGATION OFFICER493$5,584.78 MONTHLY $6,787.83MONTHLYGENERAL00054CUSTODIAL AIDE (PT)361$2,687.00 MONTHLY $3,266.00 MONTHLYNA20616 CUSTODIAL SUPERVISOR477$5,152.09 MONTHLY $6,261.64 MONTHLYMIDDLE MANAGEMENT30621 CUSTODIAN368$2,993.62 MONTHLY $3,639.26 MONTHLYGENERAL30222 CUSTOMER SERVICE REPRESENTATIVE386$3,275.55 MONTHLY $3,981.45MONTHLYGENERAL30226 CUSTOMER SERVICE REPRESENTATIVE (BILINGUAL)396$3,442.34 MONTHLY $4,184.82 MONTHLYGENERAL30227 CUSTOMER SERVICE REPRESENTATIVE (BILINGUAL) (U)396$3,442.34 MONTHLY $4,184.82 MONTHLYGENERAL30224 CUSTOMER SERVICE REPRESENTATIVE (U)386$3,275.55 MONTHLY $3,981.45 MONTHLYGENERAL30100 DATA ANALYST444$4,374.21 MONTHLY $5,316.84 MONTHLYGENERAL10650 DEPUTY CITY CLERK I (U)490$5,392.83 MONTHLY $6,555.14 MONTHLYCONFIDENTIAL10654 DEPUTY CITY CLERK II (U)530$6,583.62 MONTHLY $8,002.23 MONTHLYMANAGEMENT10372 DEPUTY CITY MANAGER (U)681$13,980.43 MONTHLY $16,993.79 MONTHLYMANAGEMENT10066 DEPUTY DIRECTOR OF FINANCE (U)629$10,786.71 MONTHLY $13,111.34 MONTHLYMANAGEMENTSALARY SCHEDULE FOR FISCAL YEAR 2022/20232  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;903 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT10720 DEPUTY DIRECTOR OF HOUSING AND HOMELESSNESS (U) 629 $10,786.71 MONTHLY $13,111.34 MONTHLYMANAGEMENT10610 DEPUTY DIRECTOR OF HUMAN RESOURCES (U) 629 $10,786.71 MONTHLY$13,111.34 MONTHLYMANAGEMENT10638 DEPUTY DIRECTOR OF INFORMATION TECHNOLOGY (U) 629 $10,786.71MONTHLY $13,111.34 MONTHLYMANAGEMENT10830 DEPUTY DIRECTOR OF OPERATIONS (U) 629 $10,786.71 MONTHLY $13,111.34 MONTHLYMANAGEMENT10732 DEPUTY DIRECTOR OF PARKS/REC/COMM SVCS (U) 612 $9,910.23 MONTHLY $12,045.01 MONTHLYMANAGEMENT10803 DEPUTY DIRECTOR OF PUBLIC WORKS/CITY ENGINEER (U) 678 $13,772.65 MONTHLY $16,740.66 MONTHLYMANAGEMENT10802 DEPUTY DIRECTOR/CITY PLANNER (U) 662 $12,716.87 MONTHLY $15,457.05 MONTHLYMANAGEMENT10400 DEPUTY LIBRARY DIRECTOR (U) 575 $8,239.54 MONTHLY $10,015.71 MONTHLYMANAGEMENT40466 DETECTIVE/CORPORALP2 $8,516.94 MONTHLY $11,169.58 MONTHLYPOLICE SAFETY10685 DIRECTOR OF ANIMAL SERVICES (U) 630 $10,840.50 MONTHLY $12,830.31 MONTHLYEXECUTIVE10520 DIRECTOR OF COMMUNITY AND ECONOMIC DEVELOPMENT (U) 692 $14,769.37 MONTHLY $17,951.49 MONTHLYEXECUTIVE10711 DIRECTOR OF FINANCE (U)692 $14,769.37 MONTHLY $17,951.49 MONTHLYEXECUTIVE10665 DIRECTOR OF HUMAN RESOURCES (U) 660 $12,590.30 MONTHLY $15,303.06 MONTHLYEXECUTIVE10625 DIRECTOR OF INFORMATION TECHNOLOGY (U) 660 $12,590.30 MONTHLY$15,303.06 MONTHLYEXECUTIVE10731 DIRECTOR OF PARKS/REC/COMMUNITY SERVICES (U) 662 $12,716.87 MONTHLY $15,457.05 MONTHLYEXECUTIVE10753 DIRECTOR OF PUBLIC WORKS (U) 692 $14,769.37 MONTHLY $17,951.49MONTHLYEXECUTIVE20200 DISADVANTAGED BUSINESS ENTERPRISE (DBE) SPECIALIST 560 $7,793.72 MONTHLY $9,473.10 MONTHLYMIDDLE MANAGEMENT10140 DIVERSITY, EQUITY & INCLUSION OFFICER (U) 590 $8,879.76 MONTHLY $10,794.10 MONTHLYMANAGEMENT10125 ECONOMIC DEVELOPMENT DIVISION MANAGER (U) 600 $9,334.35 MONTHLY $11,345.72 MONTHLYMANAGEMENT10127 ECONOMIC DEVELOPMENT PROJECT MANAGER 560 $7,645.73 MONTHLY $9,293.22 MONTHLYMANAGEMENT10120 ECONOMIC DEVELOPMENT SPECIALIST 500 $5,668.11 MONTHLY $6,889.49MONTHLYCONFIDENTIAL30831 ELECTRICIAN I (FLEX)445 $4,395.73 MONTHLY $5,342.67 MONTHLYGENERAL30841 ELECTRICIAN II465 $4,856.29 MONTHLY $5,903.30 MONTHLYGENERAL10367 EMERGENCY OPERATIONS MANAGER 565 $7,838.75 MONTHLY $9,528.42 MONTHLYMANAGEMENT30432 ENGINEERING ASSISTANT I (FLEX) 450 $4,506.57 MONTHLY $5,478.25MONTHLYGENERAL30434 ENGINEERING ASSISTANT II475 $5,104.86 MONTHLY $6,205.67 MONTHLYGENERAL30436 ENGINEERING ASSISTANT III511 $6,108.83 MONTHLY $7,425.93 MONTHLYGENERAL20441 ENGINEERING ASSOCIATE532 $6,777.71 MONTHLY $8,238.83 MONTHLYMIDDLE MANAGEMENT10180 ENGINEERING PROJECT MANAGER 590 $8,879.76 MONTHLY $10,794.10 MONTHLYMANAGEMENT30445 ENGINEERING TECHNICIAN446 $4,417.25 MONTHLY $5,369.57 MONTHLYGENERAL10200 ENTERPRISE RESOURCE PLANNING (ERP) PROJECT MANAGER 532 $6,649.01 MONTHLY $8,082.39 MONTHLYMANAGEMENT30420 ENVIRONMENTAL PROGRAMS COORDINATOR 464 $4,832.61 MONTHLY $5,874.25 MONTHLYGENERAL20444 ENVIRONMENTAL PROJECT MANAGER 560 $7,793.72 MONTHLY $9,473.10 MONTHLYMIDDLE MANAGEMENT20024 EQUIPMENT MAINTENANCE MANAGER 551 $7,451.83 MONTHLY $9,058.09 MONTHLYMIDDLE MANAGEMENT20025 EQUIPMENT MAINTENANCE SUPERVISOR 523 $6,480.97 MONTHLY $7,877.59 MONTHLYMIDDLE MANAGEMENT30921 EQUIPMENT MECHANIC I (FLEX) 431 $4,098.74 MONTHLY $4,982.19 MONTHLYGENERAL30902 EQUIPMENT MECHANIC II450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL30943 EQUIPMENT SERVICE WORKER 408 $3,655.40 MONTHLY $4,443.08 MONTHLYGENERAL30707 EXECUTIVE ASSISTANT430 $4,079.37 MONTHLY $4,957.44 MONTHLYGENERAL10707 EXECUTIVE ASSISTANT (U)430 $3,998.48 MONTHLY $4,859.14 MONTHLYCONFIDENTIAL10982 EXECUTIVE ASSISTANT TO DIRECTOR (U) 464 $4,736.79 MONTHLY $5,757.77 MONTHLYCONFIDENTIAL10978 EXECUTIVE ASSISTANT TO MAYOR (U) 502 $5,725.07 MONTHLY $6,959.10 MONTHLYCONFIDENTIAL10976 EXECUTIVE ASSISTANT TO THE CITY MANAGER (U) 502 $5,725.07 MONTHLY $6,959.10 MONTHLYCONFIDENTIAL10951 EXECUTIVE STAFF ASSISTANT TO CITY COUNCIL (U) 550 $7,273.41 MONTHLY $8,841.79 MONTHLYMANAGEMENT00083EXTRA RELIEF HEAVY LABORER (PT)361 $2,687.00 MONTHLY $3,266.00 MONTHLYNA10939 FACILITIES & FLEET MAINTENANCE DIVISION MANAGER (U) 591 $8,924.06 MONTHLY $10,847.89 MONTHLYMANAGEMENT30623 FACILITIES MAINTENANCE MECHANIC 420 $3,880.30 MONTHLY $4,716.40MONTHLYGENERAL20092 FACILITIES MAINTENANCE SUPERVISOR 515 $6,227.24 MONTHLY $7,569.02 MONTHLYMIDDLE MANAGEMENT10512 FINANCIAL ANALYST532 $6,649.01 MONTHLY $8,082.39 MONTHLYMANAGEMENT30506 FLEET PARTS STOREKEEPER398 $3,476.77 MONTHLY $4,226.79 MONTHLYGENERALSALARY SCHEDULE FOR FISCAL YEAR 2022/20233  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;904 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT30944 FLEET PARTS TECHNICIAN438 $4,245.08 MONTHLY $5,159.74 MONTHLYGENERAL00259FOOD SERVICE PROGRAM SPECIALIST (PT)361 $2,687.00 MONTHLY $3,266.00 MONTHLYNA20060 FOOD SERVICE SUPERVISOR478 $5,177.90 MONTHLY $6,293.90 MONTHLYMIDDLE MANAGEMENT30165 FORENSICS SPECIALIST I (FLEX) 448 $4,462.45 MONTHLY $5,423.37 MONTHLYGENERAL30166 FORENSICS SPECIALIST II478 $5,182.34 MONTHLY $6,299.29 MONTHLYGENERAL20160 FORENSICS SUPERVISOR543 $7,160.46 MONTHLY $8,703.30 MONTHLYMIDDLE MANAGEMENT20490 FORESTRY SUPERVISOR542 $7,124.98 MONTHLY $8,660.29 MONTHLYMIDDLE MANAGEMENT10624 GIS ADMINISTRATOR580 $8,448.38 MONTHLY $10,268.84 MONTHLYCONFIDENTIAL10623 GIS ANALYST483 $5,207.20 MONTHLY $6,329.43 MONTHLYCONFIDENTIAL10730 GRANT DIVISION MANAGER (U) 601 $9,380.76 MONTHLY $11,402.68 MONTHLYMANAGEMENT10778 GRANT WRITER506 $5,841.09 MONTHLY $7,099.38 MONTHLYCONFIDENTIAL30133 GRANTS ANALYST476 $5,130.68 MONTHLY $6,236.88 MONTHLYGENERAL30136 GRANTS ASSISTANT390 $3,341.19 MONTHLY $4,061.07 MONTHLYGENERAL20100 GRANTS MANAGER (U)506 $5,954.15 MONTHLY $7,236.80 MONTHLYMIDDLE MANAGEMENT30098 GROUNDWORKER ARBORIST392 $3,374.54 MONTHLY $4,101.97 MONTHLYGENERAL30516 HAZMAT TECHNICIAN452 $4,551.76 MONTHLY $5,533.13 MONTHLYGENERAL10700 HOMELESS SERVICES COORDINATOR 556 $7,494.90 MONTHLY $9,109.69 MONTHLYMANAGEMENT10121 HOUSING COMPLIANCE SPECIALIST 500 $5,668.11 MONTHLY $6,889.49 MONTHLYMANAGEMENT10129 HOUSING DIVISION MANAGER (U) 601 $9,380.76 MONTHLY $11,402.68 MONTHLYMANAGEMENT10657 HUMAN RESOURCES ANALYST 518 $6,200.75 MONTHLY $7,537.09 MONTHLYCONFIDENTIAL10683 HUMAN RESOURCES ANALYST I 500 $5,668.11 MONTHLY $6,889.49 MONTHLYCONFIDENTIAL10684 HUMAN RESOURCES ANALYST II 518 $6,200.75 MONTHLY $7,537.09 MONTHLYCONFIDENTIAL10682 HUMAN RESOURCES ANALYST TRAINEE 476 $5,028.95 MONTHLY $6,113.21MONTHLYCONFIDENTIAL10672 HUMAN RESOURCES DIVISION MANAGER (U) 590 $8,879.76 MONTHLY $10,794.10 MONTHLYMANAGEMENT10673 HUMAN RESOURCES GENERALIST 490 $5,392.83 MONTHLY $6,555.14 MONTHLYCONFIDENTIAL30207 HUMAN RESOURCES TECHNICIAN 418 $3,841.56 MONTHLY $4,670.13 MONTHLYGENERAL30101 HVAC MECHANIC460 $4,736.84 MONTHLY $5,758.03 MONTHLYGENERAL10627 INFORMATION TECHNOLOGY ANALYST I (FLEX) 498 $5,612.21 MONTHLY$6,821.99 MONTHLYCONFIDENTIAL10626 INFORMATION TECHNOLOGY ANALYST II 520 $6,262.98 MONTHLY $7,613.03 MONTHLYCONFIDENTIAL10637 INFORMATION TECHNOLOGY MANAGER 599 $9,287.94 MONTHLY $11,288.76MONTHLYMANAGEMENT10631 INFORMATION TECHNOLOGY OPERATIONS SUPERVISOR 530 $6,583.62 MONTHLY $8,002.23 MONTHLYCONFIDENTIAL10388 INFORMATION TECHNOLOGY TECHNICIAN I (FLEX) 430 $3,998.48 MONTHLY $4,859.14 MONTHLYCONFIDENTIAL30638 LANDSCAPE & IRRIGATION INSPECTOR I (FLEX) 447 $4,439.85 MONTHLY $5,396.47 MONTHLYGENERAL30639 LANDSCAPE & IRRIGATION INSPECTOR II 467 $4,905.79 MONTHLY $5,962.48 MONTHLYGENERAL00308 LAW ENFORCEMENT TRAINEE  NA $32.96 HOURLY $32.96 HOURLYNA30113 LEAD ANIMAL CONTROL OFFICER 437 $4,223.56 MONTHLY $5,133.91 MONTHLYGENERAL30080 LEAD BUILDING INSPECTOR526 $6,583.37 MONTHLY $8,002.71 MONTHLYGENERAL30463 LEAD CODE ENFORCEMENT OFFICER 498 $5,725.75 MONTHLY $6,960.00 MONTHLYGENERAL30311 LEAD CUSTODIAN397 $3,459.55 MONTHLY $4,205.27 MONTHLYGENERAL30932 LEAD EQUIPMENT MECHANIC 470 $4,978.96 MONTHLY $6,052.87 MONTHLYGENERAL20170 LEAD FORENSICS SPECIALIST516 $6,258.42 MONTHLY $7,606.65 MONTHLYMIDDLE MANAGEMENT30490 LEAD MAINTENANCE WORKER 452 $4,551.76 MONTHLY $5,533.13 MONTHLYGENERAL30593 LEAD PARKS CONSTRUCTION AND MAINTENANCE WORKER 471 $5,004.78MONTHLY $6,083.00 MONTHLYGENERAL10319 LEGAL ADMINISTRATIVE ASSISTANT (U) 497 $5,583.74 MONTHLY $6,787.18 MONTHLYCONFIDENTIAL30335 LIBRARIAN I (FLEX)450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL30366 LIBRARIAN II479 $5,208.16 MONTHLY $6,330.50 MONTHLYGENERAL30341 LIBRARY ASSISTANT370 $3,023.75 MONTHLY $3,675.84 MONTHLYGENERAL20388 LIBRARY CIRCULATION SUPERVISOR 460 $4,732.79 MONTHLY $5,753.10MONTHLYMIDDLE MANAGEMENT10401 LIBRARY DIRECTOR (U)635 $11,114.73 MONTHLY $13,508.97 MONTHLYMANAGEMENT20385 LIBRARY NETWORK ADMINISTRATOR 492 $5,552.05 MONTHLY $6,748.68 MONTHLYMIDDLE MANAGEMENTSALARY SCHEDULE FOR FISCAL YEAR 2022/20234  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;905 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT30380 LIBRARY NETWORK TECHNICIAN 422 $3,919.03 MONTHLY $4,763.75 MONTHLYGENERAL00361LIBRARY PAGE (PT)361 $2,687.00 MONTHLY $3,266.00 MONTHLYNA20387 LIBRARY PROGRAM COORDINATOR 450 $4,502.71 MONTHLY $5,473.56 MONTHLYMIDDLE MANAGEMENT30391 LIBRARY TECHNICIAN I (FLEX) 380 $3,178.70 MONTHLY $3,864.15 MONTHLYGENERAL30392 LIBRARY TECHNICIAN II402 $3,546.71 MONTHLY $4,311.80 MONTHLYGENERAL00133LIFEGUARD (PT)370 $2,810.00 MONTHLY $3,416.00 MONTHLYNA30215 LITERACY PROGRAM COORDINATOR 470 $4,978.96 MONTHLY $6,052.87 MONTHLYGENERAL20484 MAINTENANCE SUPERVISOR522 $6,448.72 MONTHLY $7,837.81 MONTHLYMIDDLE MANAGEMENT30486 MAINTENANCE WORKER I (FLEX) 393 $3,391.76 MONTHLY $4,122.41 MONTHLYGENERAL30487 MAINTENANCE WORKER II415 $3,784.53 MONTHLY $4,600.18 MONTHLYGENERAL30488 MAINTENANCE WORKER III425 $3,978.22 MONTHLY $4,835.84 MONTHLYGENERAL10530 MANAGEMENT ANALYST I (FLEX) 476 $5,028.95 MONTHLY $6,113.21 MONTHLYMANAGEMENT10531 MANAGEMENT ANALYST I (FLEX)(U) 476 $5,028.95 MONTHLY $6,113.21MONTHLYMANAGEMENT10532 MANAGEMENT ANALYST II506 $5,841.09 MONTHLY $7,099.38 MONTHLYMANAGEMENT10533 MANAGEMENT ANALYST II (U)506 $5,841.09 MONTHLY $7,099.38 MONTHLYMANAGEMENT10516 MARKETING & MEDIA SPECIALIST 476 $5,028.95 MONTHLY $6,113.21 MONTHLYCONFIDENTIAL30515 MARKETING & PUBLIC RELATIONS SPECIALIST 461 $4,760.52 MONTHLY$5,787.09 MONTHLYGENERAL00502MAYORNA $4,166.67 MONTHLY $4,166.67 MONTHLYNA10503 MAYOR'S CHIEF OF STAFF (U) 580 $8,448.38 MONTHLY $10,268.84 MONTHLYMANAGEMENT10190 NEIGHBORHOOD & CUSTOMER SERVICE MANAGER (U) 561 $7,683.70 MONTHLY $9,339.63 MONTHLYMANAGEMENT10528 NETWORK SYSTEMS ADMINISTRATOR 566 $7,877.77 MONTHLY $9,575.88 MONTHLYCONFIDENTIAL30425 NPDES INSPECTOR I (FLEX)461 $4,760.52 MONTHLY $5,787.09 MONTHLYGENERAL30426 NPDES INSPECTOR II485 $5,366.34 MONTHLY $6,523.11 MONTHLYGENERAL20555 NPDES MANAGER525 $6,545.48 MONTHLY $7,956.07 MONTHLYMIDDLE MANAGEMENT10868 OPERATIONS & MAINTENANCE DIVISION MANAGER (U) 591 $8,924.06 MONTHLY $10,847.89 MONTHLYMANAGEMENT30581 PARKING ENFORCEMENT OFFICER 380 $3,178.70 MONTHLY $3,864.15 MONTHLYGENERAL20603 PARKS AND LANDSCAPE MAINTENANCE SUPERVISOR 534 $6,845.45 MONTHLY $8,321.62 MONTHLYMIDDLE MANAGEMENT30611 PARKS MAINTENANCE WORKER I (FLEX) 390 $3,341.19 MONTHLY $4,061.07 MONTHLYGENERAL30622 PARKS MAINTENANCE WORKER II 421 $3,899.66 MONTHLY $4,740.07 MONTHLYGENERAL10064 PAYROLL SUPERVISOR521 $6,294.62 MONTHLY $7,651.00 MONTHLYMANAGEMENT10068 PAYROLL TECHNICIAN430 $3,998.48 MONTHLY $4,859.14 MONTHLYCONFIDENTIAL20400 PERMIT SERVICES SUPERVISOR 494 $5,607.96 MONTHLY $6,816.42 MONTHLYMIDDLE MANAGEMENT30691 PLANNING AIDE456 $4,643.23 MONTHLY $5,643.97 MONTHLYGENERAL10713 PLANNING DIVISION MANAGER (U) 594 $9,059.07 MONTHLY $11,011.37MONTHLYMANAGEMENT30680 PLANS EXAMINER I (FLEX)499 $5,754.80 MONTHLY $6,994.43 MONTHLYGENERAL30682 PLANS EXAMINER II534 $6,851.31 MONTHLY $8,328.75 MONTHLYGENERAL30481 PLUMBER450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL00192 POLICE CADET (PT)NA $15.50 HOURLY $17.00 HOURLYNA00520 POLICE CALL TAKER (PT)396 $19.85 HOURLY $24.14 HOURLYNA50283 POLICE CAPTAINP5 $17,351.00 MONTHLY $17,351.00 MONTHLYPOLICE MANAGEMENT20775 POLICE DISPATCH MANAGER528 $6,644.39 MONTHLY $8,076.49 MONTHLYMIDDLE MANAGEMENT20772 POLICE DISPATCH SUPERVISOR 498 $5,720.85 MONTHLY $6,954.04 MONTHLYMIDDLE MANAGEMENT32767 POLICE DISPATCHER I (FLEX)425 $4,025.63 MONTHLY $4,893.48 MONTHLYPOLICE DISPATCHER32768 POLICE DISPATCHER II456 $4,698.57 MONTHLY $5,711.24 MONTHLYPOLICE DISPATCHER30848 POLICE FLEET MAINTENANCE EXPEDITOR 398 $3,476.77 MONTHLY $4,226.79 MONTHLYGENERAL50402 POLICE LIEUTENANTP4 $14,743.00 MONTHLY $14,743.00 MONTHLYPOLICE MANAGEMENT40751 POLICE OFFICERP1 $7,334.59 MONTHLY $9,795.27 MONTHLYPOLICE SAFETY30218 POLICE PERSONNEL AND TRAINING TECHNICIAN 430 $4,079.37 MONTHLY $4,957.44 MONTHLYGENERAL20765 POLICE RECORDS SUPERVISOR 464 $4,828.48 MONTHLY $5,869.22 MONTHLYMIDDLE MANAGEMENT30219 POLICE RECORDS TECHNICIAN I (FLEX) 369 $3,008.68 MONTHLY $3,657.55 MONTHLYGENERALSALARY SCHEDULE FOR FISCAL YEAR 2022/20235  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;906 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT30220 POLICE RECORDS TECHNICIAN II 390 $3,341.19 MONTHLY $4,061.07 MONTHLYGENERAL40332 POLICE SERGEANTP3 $9,638.12 MONTHLY $12,621.94 MONTHLYPOLICE SAFETY30585 POOL MAINTENANCE COORDINATOR 421 $3,899.66 MONTHLY $4,740.07 MONTHLYGENERAL00331POOL MANAGER I (PT)421 $3,624.00 MONTHLY $4,405.00 MONTHLYNA00333POOL MANAGER II (PT)443 $4,044.00 MONTHLY $4,916.00 MONTHLYNA20019 PRINCIPAL ACCOUNTANT550 $7,414.20 MONTHLY $9,012.94 MONTHLYMIDDLE MANAGEMENT10182 PRINCIPAL CIVIL ENGINEER600 $9,334.35 MONTHLY $11,345.72 MONTHLYMANAGEMENT10243 PRINCIPAL PLANNER580 $8,448.38 MONTHLY $10,268.84 MONTHLYMANAGEMENT20864 PROCUREMENT CONTRACT SPECIALIST 520 $6,384.21 MONTHLY $7,760.40MONTHLYMIDDLE MANAGEMENT00360PROGRAMMING/TRAFFIC ASSISTANT400 $3,264.00 MONTHLY $3,967.00 MONTHLYNA10132 PROJECT MANAGER OF COMMUNITY DEVELOPMENT PROGRAMS (U) 550 $7,273.41 MONTHLY $8,841.79 MONTHLYMANAGEMENT10639 PROJECT MANAGER/COMMUNITY SERVICES 550 $7,273.41 MONTHLY $8,841.79 MONTHLYMANAGEMENT20949 PROPERTY AND EVIDENCE SUPERVISOR 494 $5,607.96 MONTHLY $6,816.42 MONTHLYMIDDLE MANAGEMENT30947 PROPERTY AND EVIDENCE TECHNICIAN I (FLEX) 411 $3,710.28 MONTHLY $4,509.79 MONTHLYGENERAL30948 PROPERTY AND EVIDENCE TECHNICIAN II 472 $5,029.53 MONTHLY $6,113.13 MONTHLYGENERAL10212 PUBLIC INFORMATION OFFICER (U) 593 $9,013.71 MONTHLY $10,956.52MONTHLYMANAGEMENT30580 PUBLIC WORKS INSPECTOR I (FLEX) 476 $5,130.68 MONTHLY $6,236.88MONTHLYGENERAL30583 PUBLIC WORKS INSPECTOR II499 $5,754.80 MONTHLY $6,994.43 MONTHLYGENERAL30584 PUBLIC WORKS INSPECTOR III 529 $6,683.45 MONTHLY $8,123.23 MONTHLYGENERAL10900 PUBLIC WORKS SAFETY AND TRAINING OFFICER 510 $5,958.16 MONTHLY $7,242.82 MONTHLYMANAGEMENT10863 PURCHASING DIVISION MANAGER (U) 598 $9,241.54 MONTHLY $11,232.86 MONTHLYMANAGEMENT30770 RANGEMASTER465 $4,856.29 MONTHLY $5,903.30 MONTHLYGENERAL10440 REAL PROPERTY MANAGER580 $8,448.38 MONTHLY $10,268.84 MONTHLYMANAGEMENT10259 RECORDS MANAGEMENT SPECIALIST (U) 460 $4,642.92 MONTHLY $5,643.85 MONTHLYCONFIDENTIAL00222RECREATION AIDE (PT)361 $2,687.00 MONTHLY $3,266.00 MONTHLYNA00244RECREATION LEADER (PT)368 $2,782.00 MONTHLY $3,382.00 MONTHLYNA00230RECREATION SPECIALIST (PT)393 $3,152.00 MONTHLY $3,831.00 MONTHLYNA00256 RECREATION SUPERVISOR (AQUATICS) (PT) 481 $4,888.00 MONTHLY $5,942.00 MONTHLYNA30825 RECREATION THERAPIST468 $4,929.46 MONTHLY $5,992.61 MONTHLYGENERAL30115 REGISTERED VETERINARY TECHNICIAN 450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL10690 RISK DIVISION MANAGER (U)590 $8,879.76 MONTHLY $10,794.10 MONTHLYMANAGEMENT10538 SAFETY OFFICER530 $6,583.62 MONTHLY $8,002.23 MONTHLYCONFIDENTIAL00266 SECURITY OFFICER I (PT)371 $2,824.00 MONTHLY $3,433.00 MONTHLYNA00265 SECURITY OFFICER II (PT)395 $3,183.00 MONTHLY $3,869.00 MONTHLYNA30708 SENIOR ADMINISTRATIVE ASSISTANT 420 $3,880.30 MONTHLY $4,716.40MONTHLYGENERAL30229 SENIOR ANIMAL SERVICES REPRESENTATIVE 390 $3,341.19 MONTHLY $4,061.07 MONTHLYGENERAL30410 SENIOR ARBORIST502 $5,840.89 MONTHLY $7,099.89 MONTHLYGENERAL10154 SENIOR CIVIL ENGINEER581 $8,490.57 MONTHLY $10,319.47 MONTHLYMANAGEMENT30228 SENIOR CUSTOMER SERVICE REPRESENTATIVE 435 $4,181.59 MONTHLY $5,083.34 MONTHLYGENERAL30230 SENIOR CUSTOMER SERVICE REPRESENTATIVE (BILINGUAL) 445 $4,395.73 MONTHLY $5,342.67 MONTHLYGENERAL30232 SENIOR CUSTOMER SERVICE REPRESENTATIVE (BILINGUAL)(U) 445 $4,395.73 MONTHLY $5,342.67 MONTHLYGENERAL10222 SENIOR CUSTOMER SERVICE REPRESENTATIVE (U) 435 $4,098.68 MONTHLY $4,982.54 MONTHLYCONFIDENTIAL10632 SENIOR GIS ANALYST530 $6,583.62 MONTHLY $8,002.23 MONTHLYCONFIDENTIAL10656 SENIOR HUMAN RESOURCES TECHNICIAN 461 $4,666.12 MONTHLY $5,672.33 MONTHLYCONFIDENTIAL10689 SENIOR HUMAN RESOURCES/RISK ANALYST 559 $7,607.76 MONTHLY $9,246.81 MONTHLYCONFIDENTIAL10622 SENIOR INFORMATION TECHNOLOGY ANALYST 553 $7,383.10 MONTHLY $8,974.69 MONTHLYCONFIDENTIAL10385 SENIOR INFORMATION TECHNOLOGY TECHNICIAN 488 $5,339.04 MONTHLY $6,489.75 MONTHLYCONFIDENTIAL00283SENIOR LIFEGUARD (PT)396 $3,199.00 MONTHLY $3,889.00 MONTHLYNA10513 SENIOR MANAGEMENT ANALYST 556 $7,494.90 MONTHLY $9,109.69 MONTHLYMANAGEMENT10514 SENIOR MANAGEMENT ANALYST (U) 556 $7,494.90 MONTHLY $9,109.69 MONTHLYMANAGEMENTSALARY SCHEDULE FOR FISCAL YEAR 2022/20236  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;907 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNIT10529 SENIOR NETWORK SYSTEMS ADMINISTRATOR 592 $8,969.42 MONTHLY $10,901.68 MONTHLYCONFIDENTIAL30710 SENIOR OFFICE ASSISTANT375 $3,100.15 MONTHLY $3,768.38 MONTHLYGENERAL10223 SENIOR OFFICE ASSISTANT (U) 375 $3,038.67 MONTHLY $3,693.66 MONTHLYCONFIDENTIAL20243 SENIOR PLANNER549 $7,377.64 MONTHLY $8,967.78 MONTHLYMIDDLE MANAGEMENT00294SENIOR RECREATION LEADER (PT)375 $2,881.00 MONTHLY $3,502.00 MONTHLYNA10300 SHELTER VETERINARIAN644$11,624.17 MONTHLY $14,130.20 MONTHLYMANAGEMENT30978 SOLID WASTE FIELD INSPECTOR 450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL20995 STATION MANAGER490 $5,497.22 MONTHLY $6,682.02 MONTHLYMIDDLE MANAGEMENT00019STUDENT INTERN (PT)361 $2,687.00 MONTHLY $3,266.00 MONTHLYNA20336 TECHNOLOGY LIBRARIAN502 $5,835.89 MONTHLY $7,093.81 MONTHLYMIDDLE MANAGEMENT10443 TRAFFIC ENGINEER573 $8,158.33 MONTHLY $9,916.56 MONTHLYMANAGEMENT20437 TRAFFIC ENGINEERING ASSOCIATE 532 $6,777.71 MONTHLY $8,238.83 MONTHLYMIDDLE MANAGEMENT20438 TRAFFIC OPERATIONS AND SYSTEMS ANALYST 552 $7,489.46 MONTHLY $9,103.25 MONTHLYMIDDLE MANAGEMENT20370 TRAFFIC SIGNAL AND LIGHTING SUPERVISOR 533 $6,812.12 MONTHLY $8,279.69 MONTHLYMIDDLE MANAGEMENT30447 TRAFFIC SIGNAL TECHNICIAN I (FLEX) 450 $4,506.57 MONTHLY $5,478.25 MONTHLYGENERAL30448 TRAFFIC SIGNAL TECHNICIAN II 484 $5,339.44 MONTHLY $6,489.76 MONTHLYGENERAL30449 TRAFFIC SIGNAL TECHNICIAN III 513 $6,170.16 MONTHLY $7,500.18 MONTHLYGENERAL30667 TREASURY ASSISTANT399 $3,495.06 MONTHLY $4,247.23 MONTHLYGENERAL10740 TREASURY MANAGER598 $9,241.54 MONTHLY $11,232.86 MONTHLYMANAGEMENT20666 TREASURY SUPERVISOR502 $5,835.89 MONTHLY $7,093.81 MONTHLYMIDDLE MANAGEMENT30620 VOLUNTEER COORDINATOR (GRANT FUNDED) 358 $2,848.35 MONTHLY $3,461.71 MONTHLYGENERAL30000 WEED ABATEMENT COORDINATOR 462 $4,784.19 MONTHLY $5,816.14 MONTHLYGENERALREVISION ADOPTED BY MCC 6/19/17REVISION ADOPTED BY MCC 6/20/18REVISION ADOPTED BY MCC 06/19/19REVISION ADOPTED BY MCC 8/21/19REVISION ADOPTED BY MCC 1/15/20REVISION ADOPTED BY MCC 6/24/20REVISION ADOPTED BY MCC 9/2/20REVISION ADOPTED BY MCC 12/16/20REVISION ADOPTED BY MCC 2/17/21REVISION ADOPTED BY MCC 7/21/21REVISION ADOPTED BY MCC 6/16/21REVISION ADOPTED BY MCC 7/21/21REVISION ADOPTED BY MCC 8/4/21REVISION ADOPTED BY MCC 9/15/21REVISION ADOPTED BY MCC 10/20/21REVISION ADOPTED BY MCC 11/3/21REVISION ADOPTED BY MCC 2/2/22REVISION ADOPTED BY MCC 2/16/22REVISION ADOPTED BY MCC 3/16/22REVISION ADOPTED BY MCC 4/6/22REVISION ADOPTED BY MCC 5/18/22REVISION ADOPTED BY MCC 6/15/22(U) DENOTES UNCLASSIFIED * Part‐time, seasonal, and temporary filled positions with a salary established in Resolution No. 2022‐    shall be paid the hourly equivalent of the salary listed in the 2022/2023 Salary Schedule and shall be provided only those benefits mandated by applicable SALARY SCHEDULE FOR FISCAL YEAR 2022/20237  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;908 ADOPTED 01/18/23EFFECTIVE 01/01/23CLASSCODECLASSIFICATION TITLE SALARY RANGENEW BOTTOM STEPBOTTOM HOURLY/MONTHLYNEW TOP STEPTOP HOURLY/MONTHLYUNITREVISION ADOPTED BY MCC 7/20/22REVISION ADOPTED BY MCC 8/17/22REVISION ADOPTED BY MCC 9/21/22REVISION ADOPTED BY MCC 10/19/22REVISION ADOPTED BY MCC 11/2/22REVISION ADOPTED BY MCC 11/16/22REVISION ADOPTED BY MCC 12/7/22SALARY SCHEDULE FOR FISCAL YEAR 2022/20238  of 8&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;909 CITY OF SAN BERNARDINO POLICE DEPARTMENT First 6 Following Third Fourth Fifth & Sub- JOB Months 18 Months Year Year sequent Yrs TITLE Service Service Service Service Service Monthly Pay Rates Effective July 1, 2022: Police Officer $7,334.59 $7,949.49 $8,565.46 $9,180.36 $9,795.27 P-1 Detective/Corporal $8,516.94 $9,180.36 $9,843.78 $10,506.16 $11,169.58 P-2 Sergeant $9,638.12 $10,383.81 $11,129.50 $11,876.25 $12,621.94 P-3 Lieutenant -- -- -- -- $15,898.11 P-4 Captain -- -- -- -- $18,710.45 P-5 Assistant Chief -- -- -- -- $22,906.31 P-6   Packet Pg. 910 1 0 8 7 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Suzie H. Soren, Director of Human Resources Department:Human Resources Subject:Amendment to Professional Services Agreements for Legal Services (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager or designee to execute: 1. The First Amendment to the Professional Services Agreement with Carpenter, Rothans & Dumont for representation in the Tammy Bender v. City of San Bernardino, et al. U.S. District Court Case No. 5:21-CV-01459-CBM-SP; 2. The Third Amendment to the Professional Services Agreement with Atkinson, Andelson, Loya, Rudd and Romo for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337; 3. The Second Amendment to the Professional Services Agreement with Stream, Kim, Hicks, Wrage and Alfaro for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337 Background Tammy Bender v. City of San Bernardino, et al. •On March 4, 2021, the City entered into an agreement with Carpenter, Rothans & Dumont, LLP in the amount of $49,999 pursuant to 3.04.085(A) of the Municipal Code to represent the City in the Tammy Bender v. City of San Bernardino, et. al, U.S. District Court Case No. 5:21-CV-01459-CBM-SP. The case remains active. Andrea Miller II v. City of San Bernardino, et al. •On August 11, 2020, the City entered into an agreement with Atkinson, Andelson, Loya, Rudd and Romo in the amount of $49,999 to represent the City in the Andrea Miller II v. City of San Bernardino, et al., San Bernardino Superior Co. Case No.   Packet Pg. 911 1 0 8 7 CIVDS 2015337. •On July 21, 2021, the City entered into the first amendment to the agreement for a total not to exceed $75,000. •On April 6, 2022, the City entered into the second amendment to the agreement for a total not to exceed $200,000. The case is now closed. Andrea Miller II v. City of San Bernardino, et al. •On March 17, 2021, the City entered into an agreement with Stream, Kim, Hicks, Wrage and Alfaro in the amount of $49,999 to represent Sandra Ibarra in the Andrea Miller II v. City of San Bernardino, et al., San Bernardino Superior Co. Case No. CIVDS 2015337. •On April 6, 2022, the City entered into the first amendment to the agreement for a total not to exceed $100,000. The case is now closed. Discussion At this time, it is necessary to increase the not to exceed amounts under all agreements listed above. Carpenter, Rothans & Dumont have worked effectively and expeditiously on the Tammy Bender matter. It is advisable to maintain this firm as continued representation is essential to protect the City’s interest and avoid unnecessary liability. In addition, utilizing the same firm provides efficiency that would be lost should the case need to be transferred to a different firm. The Andrea Miller II matter is closed, however, there are outstanding invoices which must be reconciled and paid. The proposed amendments to contract amounts are as follows: Case Firm Current Not-to-Exceed Amount Proposed Not-to- Exceed Amount 5:21-CV- 01459 Carpenter, Rothans & Dumont $49,999 $150,000 CIVDS 2015337 Atkinson, Andelson, Loya, Rudd & Romo $200,000 $300,000 CIVDS 2015337 Stream, Kim, Hicks, Wrage & Alfaro $100,000 $250,000 2021-2025 Strategic Targets and Goals Authorization of these amendments aligns with Key Target No. 1e: Improved Operational & Financial Capacity – Minimize Risk and Litigation Exposure. Continued legal representation protects the City’s interest and avoids unnecessary liability.   Packet Pg. 912 1 0 8 7 Fiscal Impact There is no impact to General Fund. Sufficient funding has been included in the FY 2022/23 budget to support the contract amendment. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California authorize the City Manager or designee to execute: 4. The First Amendment to the Professional Services Agreement with Carpenter, Rothans & Dumont for representation in the Tammy Bender v. City of San Bernardino, et al. U.S. District Court Case No. 5:21-CV-01459-CBM-SP; 5. The Third Amendment to the Professional Services Agreement with Atkinson, Andelson, Loya, Rudd and Romo for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337; 6. The Second Amendment to the Professional Services Agreement with Stream, Kim, Hicks, Wrage and Alfaro for representation in the Andrea Miller II v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337 Attachments Attachment 1 Original and Amended Agreements Attachment 2 Exhibit A – New Amended Agreements Ward: All Wards Synopsis of Previous Council Actions: March 4, 2021 The Mayor and City Council authorized the City Manager to execute a Professional Services Agreement with Carpenter, Rothans & Dumont, LLP for representation in the U.S. District Court Case No. 5:21-CV-01459-CBM-SP. April 6, 2022 The Mayor and City Council authorized the City Manager to execute the Second Amendment to the Professional Services with Atkinson, Andelson, Loya, Rudd and Romo for representation in the Andrea Miller v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337. April 6, 2022 The Mayor and City Council authorized the City Manager to execute the First Amendment to the Professional Services with Stream, Kim, Hicks, Wrage and Alfaro for representation in the Andrea Miller v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337.   Packet Pg. 913   Packet Pg. 914   Packet Pg. 915   Packet Pg. 916   Packet Pg. 917   Packet Pg. 918   Packet Pg. 919 SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND ATKINSON, ANDELSON, LOYA, RUUD & ROMO This Second Amendment (“Second Amendment”) is entered into by and between the City of San Bernardino, a charter city organized under the laws of the State of California (hereinafter the “City”), and Atkinson, Andelson, Loya, Ruud & Romo, (hereinafter the “Firm”) as of April 6, 2022. City and Firm are at times referred to individually as “Party” and collectively as the “Parties.” WHEREAS, City and Firm entered into Professional Services Agreement dated April 30, 2020 for the provision of legal services in connection with the case entitled Andrea Miller v. City of San Bernardino, et. al II, San Bernardino Superior Co. Case No. CIVDS 2015337 (“Original Agreement”); and WHEREAS, on July 21, 2021, the City and Firm entered into a First Amendment to the Original Agreement to include an additional $75,000, increasing the total contract amount to $125,000. WHEREAS, City and Firm now wish to amend the Original Agreement to increase the not - to-exceed cap. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows: 1. Not-To-Exceed Cap. The $50,000 not-to-exceed cap identified in the Original Agreement is hereby increased to $200,000. 2. Effect on Other Provisions. All other provisions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Second Amendment to be executed the day and year first above written. CITY FIRM Robert D. Field, City Manager Irma Rodriguez Moisa, Partner DocuSign Envelope ID: 82130563-07AC-4F76-9F68-07B76C0B75EE   Packet Pg. 920 EXHIBIT B   Packet Pg. 921   Packet Pg. 922 EXHIBIT A   Packet Pg. 923   Packet Pg. 924   Packet Pg. 925 EXHIBIT B   Packet Pg. 926 - 1 - Firm-General -- 3004707.1 STREAM KIM HICKS WRAGE & ALFARO, PC HOURLY BILLING RATES [Effective January 1, 2021] Attorneys 2021 Billing Rate Theodore K. Stream $490 Eugene Kim $470 Robert J. Hicks $470 Jamie Wrage $445 Mario H. Alfaro $435 Jennifer A. Mizrahi $425 Alicen Wong $395 Amy J. Osborne $395 Todd R. Kinnear $395 Andrea Rodriguez $375 Nour A. Rizvi $375 Tuan-Anh Vu $350 Donna M. DiCarlantonio $275 Summer DeVore $270 Paraprofessionals Cathy Brandt $210   Packet Pg. 927 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND STREAM, KIM, HICKS, WRAGE, & ALFARO APC This First Amendment (“First Amendment”) is entered into by and between the City of San Bernardino, a charter city organized under the laws of the State of California (hereinafter the “City”), and Stream, Kim, Hicks, Wrage, & Alfaro APC, (hereinafter the “Firm”) as of April 6, 2022. City and Firm are at times referred to individually as “Party” and collectively as the “Parties.” WHEREAS, City and Firm entered into Professional Services Agreement dated March 17, 2021 for the provision of legal services in connection with the case entitled Miller v. City of San Bernardino, et al., San Bernardino Co. Case No. CIVDS2015337 (“Original Agreement”); and WHEREAS, City and Firm now wish to amend the Original Agreement to increase the not- to-exceed cap. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows: 1. Not-To-Exceed Cap. The $50,000.00 not-to-exceed cap identified in the Original Agreement is hereby increased to $150,000.00. 2. Effect on Other Provisions. All other provisions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed the day and year first above written. CITY FIRM Robert D. Field, City Manager Robert J. Hicks, Partner DocuSign Envelope ID: 2B273742-24BA-4D88-965A-CA8B7AFEF333   Packet Pg. 928   Packet Pg. 929   Packet Pg. 930   Packet Pg. 931   Packet Pg. 932   Packet Pg. 933   Packet Pg. 934   Packet Pg. 935   Packet Pg. 936   Packet Pg. 937   Packet Pg. 938   Packet Pg. 939   Packet Pg. 940   Packet Pg. 941   Packet Pg. 942 EXHIBIT A 1 9 4 2 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND CARPENTER, ROTHANS AND DUMONT LLP This First Amendment (“First Amendment”) is entered into by and between the City of San Bernardino, a charter city organized under the laws of the State of California (hereinafter the “City”), and Carpenter, Rothans & Dumont LLP, a limited liability partnership (hereinafter the “Firm”) as of January 18, 2023. City and Firm are at times referred to individually as “Party” and collectively as the “Parties.” WHEREAS, City and Firm entered into Professional Services Agreement dated March 4, 2021, for the provision of legal services in connection with the case entitled Tammy Bender v. City of San Bernardino, et al., US District Court Case No. 5:21-CV-01459-CBM-SP (“Original Agreement”); and WHEREAS, City and Firm now wish to amend the Original Agreement to increase the not- to-exceed cap. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows: 1.Not-To-Exceed Cap. The $49,999.99 not-to-exceed cap identified in the Original Agreement is hereby increased to $150,000.00. 2.Effect on Other Provisions. All other provisions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed the day and year first above written. Dated: _____, 2023 Carpenter, Rothans & Dumont LLP By: Steven J. Rothans Its: Partner Dated: _____, 2023 CITY OF SAN BERNARDINO By: Its: City Manager   Packet Pg. 943 EXHIBIT A 1 9 4 2 THIRD AMENDMENT TO THE LEGAL SERVICES AGREEMENT WITH ATKINSON, ANDELSON, LOYA, RUUD & ROMO This Third Amendment (“Third Amendment”) to the Professional Services Agreement dated January 18, 2023, is made and entered into by and between the City of San Bernardino (“City”) and Atkinson, Andelson, Loya, Ruud & Romo (“Consultant”) as of the last date set forth below. 1. This Amendment is made with respect to the following facts and purposes: a. On April 30, 2020, the City and Consultant entered into a Services Agreement for the provision of legal services pertaining to Andrea Miller v. City of San Bernardino, et al. II, San Bernardino Superior Co. Case No. CIVDS 2015337 (“Original Agreement”). b. On July 21, 2021, the City and Consultant entered into a First Amendment to the Professional Services Agreement (First Amendment). c. On April 6, 2022, the City and Consultant entered into a Second Amendment to the Professional Services Agreement (Second Amendment). d. The Original agreement is hereby amended to increase the total amount not to exceed amount from $300,000. 2. The Original Agreement is hereby amended to increase the total not to exceed amount from $50,000 to $300,000. 3. Except as modified by this Third Amendment, all provisions of the Original Agreement shall remain in full force and effect for the term thereof. 4. This First Amendment may be executed in counterparts, each of which shall be deemed an original, but which together shall constitute one and the same instrument. Dated: _____, 2023 ATKINSON, ANDELSON, LOYA, RUUD & ROMO By: Irma Rodriguez Moisa, Its: Partner Dated: _____, 2023 CITY OF SAN BERNARDINO By: Its: City Manager   Packet Pg. 944 EXHIBIT A 1 9 4 2 SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND STREAM, KIM, HICKS, WRAGE, & ALFARO APC This Second Amendment (“Second Amendment”) is entered into by and between the City of San Bernardino, a charter city organized under the laws of the State of California (hereinafter the “City”), and Stream, Kim, Hicks, Wrage, & Alfaro APC, (hereinafter the “Firm”) as of January 18, 2023. City and Firm are at times referred to individually as “Party” and collectively as the “Parties.” WHEREAS, City and Firm entered into Professional Services Agreement dated March 17, 2021 for the provision of legal services in connection with the case entitled Andrea Miller v. City of San Bernardino, et al. II, San Bernardino Co. Case No. CIVDS2015337 (“Original Agreement”); and WHEREAS, City and Firm now wish to amend the Original Agreement to increase the not- to-exceed cap. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows: 1. Not-To-Exceed Cap. The $150,000.00 not-to-exceed cap identified in the Original Agreement is hereby increased to $250,000.00. 2. Effect on Other Provisions. All other provisions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Second Amendment to be executed the day and year first above written. Dated: _____, 2023 STREAM, KIM, HICKS, WRAGE, & ALFARO APC By: Robert J. Hicks Its: Partner Dated: _____, 2023 CITY OF SAN BERNARDINO By: Its: Interim City Manager   Packet Pg. 945 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Suzie H. Soren, Director of Human Resources Department:Human Resources Subject:Agreements with Kaiser Permanente for Pre- employment and Occupational Medical Services (All Wards) Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager or designee to execute: 1. A professional services agreement with Kaiser Permanente for pre-employment screening services. 2. A professional services agreement with Kaiser Permanente for occupational medical services. Background The City of San Bernardino has utilized Fox Occupational Medical Center to provide medical services relating to pre-employment screening clearances and workplace injuries from 2018 to present. In response to the expiration of that contract, staff prepared two separate Request for Proposals (RFP). One RFP was established for pre-employment medical services, which garnered three responses from bidders. The second RFP was created for occupational medical services, which collected two responses. The criteria used to evaluate each proposal was based on the bidder's ability to render services outlined in the scope of services in each RFP. Kaiser Permanente was selected as the most qualified vendor to provide both pre- employment and occupational medical services. Discussion Kaiser Permanente provides a wide array of health services, including occupational medicine; pre-employment; drug screening; vaccinations; return-to-work exams; fitness for duty exams, commercial driver medical certification; and other services related to the City of San Bernardino’s employment related medical examinations. Following a detailed analysis of each proposal, including an evaluation of qualifications, staffing, understanding of the City’s scope of work, references, and ability to meet the   Packet Pg. 946 City’s needs regarding appointment availability and hours of operation, Kaiser was found to be the most equipped bidder. Kaiser Permanente’s staff are trained, certified, and monitored for regulatory compliance and testing accuracy. Extensive peer reviews and continuing medical education requirements help to ensure that physician and staff quality remain high. In addition, to ensure that City employees are receiving high-quality care and service, Kaiser Permanente subscribes to a rigorous program of certification, training, clinical review, and quality improvement that include: performance monitoring; credentialing and re-credentialing of physicians and other health care professionals; patient satisfaction surveys; continuing medical education programs; and internal surveys and audits. The focus of their medical care program is not just health and safety exams or the treatment of injury and illness, but on prevention and wellness. For example, they use an electronic health information system to trend data over time and identify developing work-related health issues, so that employees can take preventive measures before a potential problem becomes serious. Kaiser Permanente has extensive experience in the services requested within the City’s RFP and is committed to providing the following services to the City of San Bernardino: o Work Fitness exams o Department of Transportation (DOT) exams o DOT drug testing o First Aid o Return to Duty Evaluations o Work related injury care evaluation and treatment o Respirator Clearance o Immunization evaluation and vaccinations o Maintenance of Medical Records o TB Testing o Pre-employment medical exams o Police Officer Standards and Training (POST) Exam Local Vendor Preference Of bidders that turned in proposals, two have office locations in the City of San Bernardino; however, none are headquartered in the City. Kaiser Permanente does not have office locations for the services requested in the City; however, they have nearby locations in Riverside and Fontana, and staff is confident that Kaiser Permanente will offer the highest quality of service to City employees. 2021-2025 Strategic Targets and Goals The request to enter into a professional services agreement for pre-employment and occupational medical clinic services aligns with Key Target No. 2b: Build a culture   Packet Pg. 947 that attracts, retains, and motivates the highest quality talent by assisting employees in navigating health clearances and workplace injuries. Fiscal Impact There is no financial impact as sufficient funding is included in the FY 22/23 Operating Budget. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager or designee to execute: 1. A professional services agreement with Kaiser Permanente for pre-employment screening services. 2. A professional services agreement with Kaiser Permanente for occupational medical services. Attachments Attachment 1 Professional Services Agreement – Pre-employment Services Attachment 2 Professional Services Agreement – Occupational Medical Services Attachment 3 RFP Pre-employment Services Response – Kaiser Attachment 4 RFP Pre-employment Services Response – Concentra Attachment 5 RFP Pre-employment Services Response – Exam Professionals Attachment 6 RFP Occupational Medical Services Response – Kaiser Attachment 7 RFP Occupational Medical Services Response – Concentra Ward: All Wards Synopsis of Previous Council Actions: June 20, 2018 The Mayor and City Council adopted Resolution No. 2018-169, approving the Vendor Services Agreement between Fox Occupational Medical Center for Pre-Employment Physicals and evaluations.   Packet Pg. 948 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND KAISER FOUNDATION HEALTH PLAN INC This Agreement is made and entered into as of January 18, 2023, by and between the CITY OF SAN BERNARDINO, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and KAISER FOUNDATION HEALTH PLAN, INC. , a California nonprofit corporation with its principal place of business at 1800 Harrison Street 9th Floor, Oakland, CA. 94612 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Pre-Employment Screening Services (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by   Packet Pg. 949 2 Consultant under this Agreement exceed the sum of $50,000 annually. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. a. Adjustments. No retroactive price adjustments will be considered. Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing. Annual increases shall not exceed the percentage change in the Consumer Price Index- All urban consumers, All Items - (Series ID# CUURS49CSA0) Riverside-San Bernardino – Ontario, CA areas for the twelve (12) month period January through January immediately preceding the adjustments and be subject to City’s sole discretion and approved (if needed) for budget funding by the City Council. 6. Term. This Agreement shall commence on the Effective Date and continue through June 30, 2025, with a two (2), one (1) year options to renew. 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. c. Ownership of Medical Records. All records and test results obtained via examinations conducted under the Agreement shall be considered the property of and owned by the medical provider and will be retained by Consultant in the City of San Bernardino employee’s medical record as required by state and federal regulations.   Packet Pg. 950 3 These records will not be released to anyone, except with the written permission of the patient, or as required by regulations and for the adjudication of workers’ compensation claims. An electronic medical record is created for each patient in Consultant’s integrated health management system. KPHealthConnect is Consultant’s electronic medical record; all patient transactions are tracked in this system of record will be held in perpetuity. Consultant’s computer systems shall comply with extensive security and disaster recovery guidelines and industry best practices. All medical reports and clearances sent to the City from Consultant may be utilized for audit purposes. The City will be responsible for maintaining any employee records they receive from Consultant. The City will be responsible for maintaining their Surveillance program requirements and schedules. The surveillance program consists of providing surveillance exams when requested by the city. It is up to the city to determine which employees require a surveillance examination. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement.   Packet Pg. 951 4 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and   Packet Pg. 952 5 control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant, in lieu of any insurance requirements contained herein, may fulfill such insurance obligations through its alternative risk management programs, including self-insurance, and City consents to such self-insurance and agrees that, in such case, Consultant cannot provide endorsements or reports deductibles, or self-insured retentions, or other requirements that are inconsistent with a program of self- insurance. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions   Packet Pg. 953 6 limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all   Packet Pg. 954 7 subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber) At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. g. Minimum Policy Limits Required, see section 16 for alternate Insurance Requirements. (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) Cyber Liability $1,000,000 per occurrence and aggregate (ii) Defense costs shall be payable in addition to the limits.   Packet Pg. 955 8 (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. h. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. i. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.   Packet Pg. 956 9 (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. j. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. k. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. l. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact   Packet Pg. 957 10 same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. Consultant agrees to defend, indemnify, protect, and hold harmless the City of San Bernardino, its agents, officers and employees (collectively, "City of San Bernardino") from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney's fees, or payments for injury to any person or property (collectively, "Losses") caused or claimed to be caused by the gross negligence or willful misconduct of Consultant, or Consultant's employees, agents and officers. Consultant's responsibilities under this agreement do not include liability arising from the City of San Bernardino, unless arising in combination with the acts or omissions of Consultant, its employees, agents or officers; provided, however, that Consultant's duty to defend, indemnity, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of City of San Bernardino hereunder. City of San Bernardino, has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Consultant, if the City of San Bernardino chooses to do so. Consultant’s indemnification obligations under this section for Losses incurred during the term of this Agreement and arising out of this Agreement shall survive the expiration or earlier termination of this Agreement. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815)   Packet Pg. 958 11 and debarment of contractors and subcontractors (Labor Code Section 1777.1). 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an   Packet Pg. 959 12 error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign Catherine V. Bland as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: Kaiser Foundation Health Plan, Inc. 1800 Harrison Street 9th Floor Oakland, CA 94612 Attn: Catherine V. Bland 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.   Packet Pg. 960 13 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement.   Packet Pg. 961 14 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 962 15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND KAISER FOUNDATION HEALTH PLAN INC IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney KAISER FOUNDATION HEALTH PLAN INC Signature Name Title   Packet Pg. 963 16 EXHIBIT A SCOPE OF SERVICES Physical Exam Scheduling: Physical exams must be able to occur within two (2) working days of being requested to do so by the City. Applicants/Employees should wait no longer than thirty (30) minutes. KPOJ will make every effort to schedule the physical exams and services denoted within this RFP within (2) working days, of the exam being requested by the City. However, in certain instances, exams may extend past (2) working days. KPOJ will make every effort to limit wait times to no longer than (30) minutes, however in some instances KPOJ wait time may exceed (30) minutes. POST Exams Deviations/Exceptions: KPOJ will send written clearances within 24 hours of having all the information and documentation to complete the clearance report. Should there be a delay, due to additional information or testing being required. The clinic will notify the City’s designated contact and the employee. KPOJ will make every effort to notify the City of delays within 48 hours of a delay. However, in some instances notifications may be delayed beyond 48 hours. Drug Screens Deviations/Exceptions: Should the City elect to utilize Quest the test results reporting time varies depending upon the service provided. BAT and Spirometry results are typically provided the same day. DOT/non -DOT urine collection typically requires 24-48 hours for lab results. However, if a Medical Reporting Officer’s interpretation is needed the reporting time will depend upon the donor’s response to the MRO. KPOJ agrees to provide rapid drug tests to meet the timeframes within the RFP and report negative results to the City within 48 hours of the testing. Non-negative tests will need to be sent to either the City’s Third-Party Administrator or to Quest. Site Examination: Any site examinations requested by the City of San Bernardino shall be performed (1) not more frequently than once per calendar year, unless the results of the previous site examination reveal deficiencies, in which case the City of San Bernardino may conduct an additional site examination and/or re-evaluation: (2) during Supplier’s normal business hours; (3) on a date and time mutually agreeable to Kaiser Permanente and the City of San Bernardino. Terms of the site visit must be mutually agreeable and must protect patient privacy and not violate HIPAA. Invoices and/or medical reports that Kaiser Permanente has provided to the City of San Bernardino via mail, fax or email may be subject to audit/examination at the sole discretion of the City of San Bernardino. Pre-employment Exams: Standard pre-employment examinations through KPOJ include medical evaluations to determine a job applicant's current limitations in relation to the essential job tasks identified by the employer. Pre-placement examinations provide valuable information to the employer to assist them in determining applicants' fitness to perform essential job tasks, making reasonable accommodations for safety, and in complying with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). Pre-placement evaluations are also required for Occupational Safety and Health Administration (OSHA)-regulated medical surveillance. We are prepared to perform physical exams according to City of San Bernardino job classifications or assignments. We will review each job classification and job description that includes physical requirements related to environmental conditions. Kaiser Permanente physicians conduct a typical pre-placement exam as follows: • Occupational and medical history, including review of past injuries, illnesses, and disabling claims, especially related to musculoskeletal conditions, back and Repetitive Motion Injuries (RMI’s) that are directly related to the applicant's job tasks   Packet Pg. 964 17 • Review of employer job descriptions which include essential tasks and environmental factors • Vital signs, height, and weight • Physical examination focused on job tasks, for example: musculoskeletal evaluation directed toward past problems and current job tasks; focused back evaluation; neck and upper extremity screening (over 10 separate assessments and maneuvers); lower extremity functional assessment • Vision testing (far, near, color, peripheral) and hearing screen (Whisper Test) • Physician assessment and medical recommendation for applicant placement including: recommendations for accommodation; recommendations for placement restrictions; recommendations for further evaluation prior to final employer decision; discussion of wellness issues with applicants Police: To help the City of San Bernardino maintain a healthy workforce, our physicians, nurse practitioners, and other health care providers have been specially trained in pre-placement and periodic evaluations including the extensive medical guidelines of Peace Officer Standard & Training (POST). Our Police Officer exams meet all POST and Occupational Safety & Health Administration (OSHA) standard regulations. The POST is nationally recognized as the foremost authority in medical standards for law enforcement. The KPOJ comprehensive POST medical evaluations include the following: • Occupational and medical history assessment, including review of past injuries and illnesses and disabling claims related to cardiovascular and musculoskeletal conditions, back injuries, and other conditions per the POST guidelines for law enforcement • Review of local agency job requirements, including essential tasks, environmental factors, and staffing • POST physical examination, including musculoskeletal evaluation based on past problems and current job tasks, focused back evaluation, neck and upper extremity screening, and low extremity functional assessment • Vision testing • Other POST-recommended exam components, including audiometry, spirometry, electrocardiogram (EKG), treadmill, urinalysis, drug testing, purified protein derivative test (PPD) for tuberculosis (TB), complete blood count test (CBC) for anemia or infection, comprehensive chemistry panel, and antibody measurements to test for hepatitis B and C • Physician assessment and medical recommendations for placement, restrictions, or further evaluation prior to final employer decision • Voluntary discussion of wellness issues • Additional tests and services can be added based on the City’s specific needs or as clinically indicated by our evaluating physician to clear an employee. Respiratory Clearance (Pulmonary Function Test/Spirometry): To help ensure your employees are physically able to work safely with a respirator, we offer respirator clearance medical examinations. As required by the Occupational Safety and Health Administration (OSHA), clearance takes place before fit testing or training for respirator use. The assessment includes: • Physician or registered nurse review of respirator questionnaire • Focused occupational and medical history • N-95 fit testing • Focused physical examination • Spirometry • Physician interpretation and written clearance   Packet Pg. 965 18 Our examinations comply with regulatory agencies (federal, state, and local), accreditation agencies, and the Center for Disease Control and Prevention (CDC)/National Institute for Occupational Safety and Health (NIOSH) guidelines. If the physician identifies potential risk factors for the employee in the respirator questionnaire, the patient history or examination, other tests, such as exercise stress testing, may be required before clearance. Supplementary tests can often be performed by us, at an additional cost. Hearing Screening: KPOJ performs baseline and annual audiometric testing and evaluations. We compare results annually and prepare trend analyses to identify any hearing loss. Automated hearing conservation audiometric equipment with a sound-treated test environment is available within Kaiser Permanente’s Medical Centers. Technicians performing hearing tests must successfully pass a hearing conservation course accredited by the Counsel for Accreditation in Occupational Hearing Conservation (CAOHC). Audiometers and sound rooms are calibrated and tested to meet American National Standards Institute (ANSI) specifications 3.6. We are certified and follow strict adherence to OSHA/CalOSHA Hearing Conservation Amendment. In the event that additional evaluation is needed, we also have access to more extensive audiometric testing and evaluation in the Ear, Nose, and Throat (ENT) Departments at our medical centers.   Packet Pg. 966 19 Vision: Vision testing—including near, far, peripheral, stereo depth, and color—is provided at each of our occupational health centers using Titmus equipment. Additional vision testing and evaluation services are available by referral in the ophthalmology departments at Kaiser Permanente Medical Centers. Vision screening is completed as part of all physical examinations utilizing the Snellen eye chart unless otherwise specified according to the employee’s job description/job classification. Each occupational health clinic has Titmus Vision Testing equipment for a more in-depth screening. Comprehensive vision testing and evaluation are available at each medical center in the Ophthalmology department. Laboratory: Laboratory services, including CBC and Chemistry Panel, are available at all Kaiser Permanente medical facilities where our occupational health clinics are located. Lab work will be ordered by the KPOJ Occupational physician and the lab draw may be done at any Kaiser Permanente lab in Southern CA. Radiology: Radiology is available during business hours in Kaiser Permanente Radiology departments and 24 hours a day in Kaiser Permanente Emergency departments. During normal business hours KPOJ has direct access to medical X-ray imaging. We utilize digital X-ray services that allow X-rays to be viewed immediately by a physician once the X-ray has been performed. More in-depth reading of results by a certified radiologist is available within 24 hours of completion of the assessment. Vaccinations: Vaccinations and titers, including Hepatitis B, are available through KPOJ. Our clinics also provide Hepatitis A, Influenza, Tetanus/Diphtheria/Pertussis (Td and Tdap). TB Tests: KPOJ provides PPD/TB Clearance (PPD/TB) for baseline, annual and periodic testing, as well as QuantiFERON lab-based TB testing. Tuberculosis (TB)/PPD skin test can include: • Purified protein derivative skin tests to help control and prevent the spread of TB. • Two-step testing, with a second test performed approximately one week after the first. Results from both tests are read 48 to 72 hours after administration. Two-step testing enables us to obtain important baseline information that helps to differentiate in subsequent tests between positive “boosted” reactions due to past infections and positive reactions caused by new TB infections. Cardiology: Electrocardiograph (ECG or EKG) testing and Stress testing is available through Kaiser Permanente. The KPOJ clinic will coordinate all aspects of the ECG, EKG and/or Treadmill testing associated with the health and safety clearance. Drug and Alcohol Screening: Our occupational clinic staff provide drug screen collection and are trained in Chain of Custody procedures, including specimen collection and National Institute for Drug Abuse (NIDA) and non-NIDA collection requirements. In compliance with 49 CFR Part 40 and the Department of Transportation (DOT) regulations, we require all staff to complete a training course for urine drug screen collections prior to any drug screen collection. In addition, our staff is current with breath alcohol technician training and demonstrates proficiency in accordance with 49 CFR Part 40. Breath alcohol testing is provided in all our occupational health centers. Our equipment meets DOT/DMV standards and is on the National Highway Traffic Safety Administration’s Conforming Products List for instruments that conform to the model specifications for Evidential Breath Testing Devices. The occupational health technicians who perform breath alcohol testing have all successfully completed a DOT certification course.   Packet Pg. 967 20 Our substance abuse program is typically administered by Quest, a third-party administration firm specializing in private and public sector substance abuse testing programs. We provide urine specimen collection services and breath alcohol testing, while Quest provides the laboratory services, Medical Review Officer (MRO) services, reporting, training, and assistance with employer policy development and record keeping requirements. Collection is available both on and off site. Our clinics will also act as a collection site for City of San Bernardino’s third-party administrator, should City of San Bernardino elect to use a different TPA/MRO. Onsite Services: KPOJ will provide on-site services for the City of San Bernardino, with a minimum of thirty (30) days’ notice. Onsite services must be scheduled for mutually agreed upon dates and times. On-site services typically require a minimum of 30 employees scheduled on any given day. Onsite fees may be waived, based on the number of employees scheduled for services. Services available onsite include physical exams, vaccinations, respirator clearance and fit testing, TB testing, and lab work. Other services may be available upon arrangements with your account manager. Additional Exams and Services: KPOJ can provide the following surveillance exams: asbestos exam, asbestos with silica exam, silica exam, lead exam.   Packet Pg. 968 21 SCHEDULE OF CHARGES RFP Price for One Year Audiogram, screening $ 30.00 Breathalyzer, alcohol screen $ 30.00 Urine Drug Screen - DOT with MRO $ 60.00 Urine Drug Screen - Non-DOT 11 Panel $ 45.00 EKG, resting $ 50.00 POST Physical Exam $ 95.00 Titer: Hepatitis B Surface Antibody, HBsAB $ 31.00 Vaccine: Hepatitis B (series of 3 injections)/Per injection $ 94.00 Vaccine: Hepatitis A (series of 2 injections)/Per injection $ 96.00 Lipid Panel $ 28.00 Preplacement Physical Exam $ 65.00 QuantiFERON testing $ 127.00 Lumbar X-Ray (1 view) $ 55.00 Chest X-Ray (1 view) $ 55.00 Chest X-Ray (2 views) $ 65.00 Vaccine: Variva (chickenpox) (if indicated)/ Per injection $ 132.00 Respirator Physical Exam $ 60.00 Respirator Fit Test, qualitative (When employer requested $ 35.00 Urine Drug Screen Collection Only (sent out to employer lab) 10 Panel $ 20.00 Urine Drug Screen - DOT with MRO $ 60.00 Urine Drug Screen - Non-DOT 11 Panel $ 45.00 Vaccine: Tdap $ 63.00 Titer: Hepatitis B Surface Antibody, HBsAB $ 31.00 Titer: Mumps Antibody screen $ 35.00 Titer: Rubella Antibody screen $ 35.00 Titer: Rubeola Antibody Screen $ 35.00 Titer: Varicella Antibody Screen $ 35.00   Packet Pg. 969 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND KAISER FOUNDATION HEALTH PLAN INC This Agreement is made and entered into as of January 18, 2023 by and between the CITY OF SAN BERNARDINO, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and KAISER FOUNDATION HEALTH PLAN, a CORPORATION with its principal place of business at 1800 Harrison Street 9th Floor, Oakland, CA. 94612 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Occupational Medical Clinic Services (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by   Packet Pg. 970 2 Consultant under this Agreement exceed the sum of $150,000 annually. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. a. Adjustments. No retroactive price adjustments will be considered. Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing. Annual increases shall not exceed the percentage change in the Consumer Price Index- All urban consumers, All Items - (Series ID# CUURS49CSA0) Riverside-San Bernardino – Ontario, CA areas for the twelve (12) month period January through January immediately preceding the adjustments and be subject to City’s sole discretion and approved (if needed) for budget funding by the City Council. 6. Term. This Agreement shall commence on the Effective Date and continue through June 30, 2025 with two (2), one (1) year extension 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance.   Packet Pg. 971 3 a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work and meet the Key Performance Indicators, attached hereto as Exhibit “B” and incorporated herein by this reference. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of   Packet Pg. 972 4 interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City.   Packet Pg. 973 5 (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status.   Packet Pg. 974 6 (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber) At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. At all times during the performance of the work under this Agreement, the Consultant shall maintain Aviation and/or Drone Liability insurance for bodily injury and property damage, in a form and with insurance companies acceptable to the City. g. Minimum Policy Limits Required   Packet Pg. 975 7 (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) Cyber Liability $1,000,000 per occurrence and aggregate (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. h. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. i. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver   Packet Pg. 976 8 renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. j. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. k. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities   Packet Pg. 977 9 and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. l. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code   Packet Pg. 978 10 section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment   Packet Pg. 979 11 a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become   Packet Pg. 980 12 the property of the City. 27. Organization. Consultant shall assign Catherine V. Bland as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: Kaiser Foundation Health Plan Inc 1800 Harrison Street 9th Floor Oakland, CA. 94612 Attn: Catherine V. Bland 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such   Packet Pg. 981 13 determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.   Packet Pg. 982 14 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. 44. Disciplinary Actions in Phases for Non-Performance. Failure for Consultant to perform its obligations under this Agreement or comply with the Performance Indicators may result in disciplinary action as follows: (i) Informal Warning (Written or Verbal). Consultant is given a warning in regards to non-performance. If a verbal warning is issued, it will be confirmed with an electronic correspondence to the Consultant. (ii) Formal Written Warning. A formal written warning is issued to Consultant pursuant to Section 29 of this Agreement. Consultant must respond within 5 to 10 days of receipt of the formal warning. Upon response from the Consultant, Consultant shall be provided a reasonable time to make corrections to their performance. This time period (iii) Formal Penalty Issued. A penalty of 15% of the Consultant’s current invoice amount or annual contract amount is deducted for non-performance after previous warnings have been issued. (iv) Termination of Contract. If the performance has not been corrected after all warnings and previous penalties have been exhausted, City may terminate the contract pursuant to Section 21 of this Agreement. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 983 15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND KAISER FOUNDATION HEALTH PLAN INC IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney KAISER FOUNDATION HEALTH PLAN INC Signature Name Title   Packet Pg. 984 16 EXHIBIT A SCOPE OF SERVICES/SCHEDULE OF CHARGES OCCUPATIONAL MEDICAL CLINIC SERVICES 1.Work fitness examinations/evaluations as requested by the city to determine an employee’s physical ability to perform the duties of their position without undue hazard to employee or others. 2.Medical examinations/evaluations required for commercial driver’s license (Class A/B license). 3.Services of a licensed psychologist/therapist or psychiatrist, who can evaluate industrial or non-industrial stress and psychological issues. 4.Drug testing in accordance with Department of Transportation (DOT). The City has established drug testing programs consistent with DOT. The City’s DOT testing includes pre-employment, post-accident, reasonable suspicion, random testing, and follow-up testing, with the addition of periodic testing of individuals. Service shall be available twenty-four (24) hours per day, seven (7) days per week, either directly or in partnership with another qualified provider. 5.First aid treatment at the proposer’s medical facility of minor industrial injuries that do not require more than one follow-up visit. First aid means any one-time treatment, and any follow-up visit for the purpose of observation, of minor scratches, cuts, burns, splinters, or other minor industrial injury, which do not ordinarily require medical care as defined by Labor Code Section 5401. This one- time treatment, and follow-up visit for the purpose of observation, is considered first aid even though provided by a physician or registered professional personnel. 6.Return to Duty evaluations. 7.Transportation services to and from the facility when necessary. 8.Medical examinations and evaluations as requested by the City to determine if an employee’s injury or illness is work related. 9.Contractor shall, per the request of the City and/or per Occupational Safety and Health Administration (OSHA) protocol, provide the following, but not limited to: Respirator Clearance Examinations, Proof of Immunization Services, and Proof of immunity examinations and vaccinations as determined necessary. 10.Provide vaccinations and immunizations for communicable diseases including, but not limited to, hepatitis, rabies, tetanus, and other communicable diseases as required and/or in response to public emergencies as determined by the   Packet Pg. 985 17 County’s Public Health Department. Provide Tuberculosis Testing shall be as follows: Initial and annual tuberculosis screenings for City employees upon request; Provide mass testing/screening at various City worksites upon request; and provide tuberculosis skin testing for employees exposed to active tuberculosis and who have been determined to need additional testing by the City. 11.Initiate and/or update and maintain medical/health records on all employees for whom Contractor provides services. Initiate health records on all City job applicants including, but not limited to the following: health questionnaire, results of all tests, proofs of immunity, examinations, physician consultations, and progress notes with rationale for any additional tests or reports outside of the scope of usual examination. These records and all related materials shall remain the property of the City. 12.Maintain and store all medical records for the term of the contract at no additional cost and in a secure and confidential manner. Should the Agreement be cancelled or expire, these records are the property of the City and shall be made available to the City within two (2) weeks of cancellation or expiration, at no charge to the City. 13.Contractor shall provide staff containing licensed examining physicians, clinicians and support staff who are experienced in occupational medicine and familiar with state and federal laws. Contractor shall also provide appropriate support staff, such as licensed nurses, medical technicians, etc., as well as necessary facilities, equipment, supplies and materials. 14.Contractor shall maintain examination centers located within San Bernardino or Riverside County and convenient to the City. The City will consider proposals whose facilities are not in close proximity to the City. The Contractor shall provide services during normal business hours Monday-Friday, City holidays excluded. Location of services shall be handicapped-accessible and shall conform to all applicable federal, state, and local safety laws.   Packet Pg. 986 18 SCHEDULE OF CHARGES FITNESS FOR DUTY (FFD/RTW) 300397 Fitness for Duty Physical Exam, Initial $ 95.00 As Clinically Indicated: 300408 Physician Consultation; each additional 15 minutes $ 60.00 97750 Lift Test Evaluation, each 30 minutes $ 60.00 DMVDOT EXAM (DMV) 300390 DMV/DOT Physical Exam $ 115.00 Per Employer Request 300465 Urine Drug Screen - DOT with MRO $ 60.00 DRUG SCREEN (DRUG) 300465 Urine Drug Screen - DOT with MRO $ 60.00 82075 Breathlyzer, alcohol screen $ 30.00 As Clinically Indicated: 300421 Breathlyzer, alcohol confirmatory test (positive screen test) $ 30.00 RETURN TO WORK (FFD/RTW) 300397 Fitness for Duty Physical Exam, Initial $ 95.00 As Clinically Indicated: 300408 Physician Consultation; each additional 15 minutes $ 60.00 97750 Lift Test Evaluation, each 30 minutes $ 60.00 RESPIRATOR MEDICAL EVALUATION - BASELINE/ANNUAL (RESP) 300415 Review of Respirator Questionnaire by MD/NP/RN $ 35.00 Per Employer Request 300410 Respirator Fit Test, Qualitative (When employer requested) $ 35.00 As Clinically Indicated: 71046 Chest X-Ray (2 views) $ 65.00 300391 Respirator Physical Exam $ 60.00 93015 Cardiac Stress Test with Treadmill $ 230.00 94010 Spirometry $ 35.00 300408 Physician Consultation; each 15 minutes $ 60.00 TITER/VACCINATION (VAX) 300406 History/Review of Tests/Brief Screen/No Physical by RN/MD/NP $ 35.00 86735 Titer: Mumps antibody screen $ 35.00 86762 Titer: Rubella antibody screen $ 35.00 86765 Titer: Rubeola antibody screen $ 35.00 86787 Titer: Varicella antibody screen $ 35.00 86317 Titer: Hepatitis B Surface antibody, HBsAB $ 31.00 86382 Titer: Rabies $ 43.00 36415 Venipuncture $ 15.00 Per Employer Request 90746 Vaccine: Hepatitis B (series of 3 injections) per injection $ 94.00   Packet Pg. 987 19 90707 Vaccine: MMR injection (series of 2 injections, if indicated) -per injection $ 76.00 90715 Vaccine: Tdap (tetanus, diphtheria, pertussis) $ 63.00 90716 Vaccine: Varivax (chickenpox) (series of 2 injections, if indicated) per injection $ 132.00 90658 Influenza vaccine injectin, as vaccine is available $ 20.00 90632 Vaccine: Hepatitis A (series of injections) per injection $ 96.00 90675 Rabies Vaccine - series of 2 injections/ per injection $ 371.00 PPD/TB CLEARNACE (PPD/TB) BASELINE/ANNUAL/PERIODIC 99211 History/review of Tests/Brief Screen/No Physical/TB Risk Assessment Questionnaire Form Completion by RN/MD/NP -OR- $ 35.00 86580 PPD, one placement and one reading -OR- $ 20.00 86480 QuantiFERON testing $ 127.00 36415 Venipuncture $ 15.00 99211 Brief encounter with non-MD Provider (PPD-Review Of Symptoms Form) $ 20.00 As Clinically Indicated: 71045 Chest X-Ray for Positive PPD (1 view) $ 55.00 71046 Chest X-Ray for Positive PPD (2 view) $ 65.00 300422 PPD, 2 step, 2 placements and readings $ 30.00 ONSITE SERVICES NURSING 300418 Site: Nursing Onsite each 15 min. (minimum one hour) $ 37.00 300412 Administrative Activity $ 60.00 AUDIOGRAM (AUD) 92552 Audiogram, screening $ 30.00 As Clinically Indicated: 300408 Physician Consultation; each 15 minutes $ 60.00 WORKER'S COMPENSATION INJURY CARE SERVICES N/A Initial injury evaluation and care Reimbursement at CA Fee Schedule Rate N/A Follow up injury care Reimbursement at CA Fee Schedule Rate Vaccination - History/Review of Tests/Brief Screen fee only charged when the vaccination/titer is done as a stand-alone service and not in conjunction with a physical exam Onsite Services - A minimum of 30 scheduled appointments are usually required for services to be done at a city location. Onsite fees may be waived based on the number of services   Packet Pg. 988   Packet Pg. 989   Packet Pg. 990   Packet Pg. 991   Packet Pg. 992   Packet Pg. 993   Packet Pg. 994   Packet Pg. 995   Packet Pg. 996   Packet Pg. 997   Packet Pg. 998   Packet Pg. 999   Packet Pg. 1000   Packet Pg. 1001   Packet Pg. 1002   Packet Pg. 1003   Packet Pg. 1004   Packet Pg. 1005   Packet Pg. 1006   Packet Pg. 1007   Packet Pg. 1008   Packet Pg. 1009   Packet Pg. 1010   Packet Pg. 1011   Packet Pg. 1012   Packet Pg. 1013   Packet Pg. 1014   Packet Pg. 1015   Packet Pg. 1016   Packet Pg. 1017   Packet Pg. 1018   Packet Pg. 1019 Concentra's Proposal for Pre- Employment Screening Services PRESENTED TO City of San Bernardino RFP F-23-01A PRESENTED BY Joseph Moritz Senior Key Accounts Manager 599 Inland Center Drive San Bernardino, CA 92408 Mobile: 760.212.5910 Email: JoMoritz@Concentra.com   Packet Pg. 1020 concentra.com 5080 Spectrum Drive, 1200 West Tower, Addison, Texas 75001 • 800.232.3550 October 18, 2022 Precious Carter Purchasing Manager City of San Bernardino 290 North D Street San Bernardino, CA 92401 RE: Pre-Employment Screening Services, RFP F-23-01A Dear Ms. Carter: Concentra® is pleased to present to City of San Bernardino (City) our proposal to provide Pre- Employment Screening Services, which adheres to all specifications and includes all relevant attachments. As City’s incumbent provider for the scope of services and as the nation’s leader in occupational healthcare, Concentra is highly qualified and well positioned to continue performing the services City is seeking. Our national footprint, strong infrastructure, health care expertise, and commitment to service excellence would provide ongoing tangible benefits for City – supporting you in your efforts to meet your program objectives. Concentra draws from a pool of experienced professionals to serve our clients’ needs. We assign an initial point of contact during the procurement and contracting phases and designate operational resources to provide ongoing account management and program support. The operations director would monitor contract deliverables and program expectations to help ensure we achieve successful outcomes that effectively meet the program objectives. In addition, the account management team would help ensure the services rendered under the contract remain compliant with all applicable local, s tate, and federal regulations. Should you have any questions or concerns regarding our response, please contact Joseph Moritz, Senior Key Accounts Manager, via phone: 760.212.5910 or by email: JoMoritz@Concentra.com. Concentra affirms that: ▪ All information contained herein is current, complete, accurate, and remains valid for 120 days following the due date, October 18, 2022 Concentra values City’s consideration of our response. We are confident that when our experience and capabilities, geographic footprint, and account management strategy are taken into account, Concentra will emerge as your ideal partner for the requested services. We look forward to the opportunity to continue serving as the preferred Pre-Employment Screening Services partner with City of San Bernardino and its employees. Respectfully submitted, Kathy T. Le, MD, MPH President and Treasurer Occupational Health Centers of California, a Medical Corporation dba Concentra Medical Centers DocuSign Envelope ID: 5B8ADC8C-988A-4740-A75D-7825AA169563   Packet Pg. 1021 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Executive Summary 1. Executive Summary (2-page limit) Summarize the content of your proposal in a clear and concise manner. We provide service descriptions for providing the City’s requested scope of work. While these service descriptions highlight our standard approach, we have the expertise and resource to render all services per the City’s specifications and in full compliance with all applicable regulatory requirements. Understanding the City’s Requirements Concentra understands that the City is requesting proposals from qualified firms for pre-employment screening services. Concentra further acknowledges that the City desires a program consisting of a minimum of the following: ▪ Pre-employment medical examinations and evaluations for perspective employees ▪ Occupational/environmental health exams and evaluations ▪ Preparation of written summaries of medical exam/test results ▪ Manage medical/health records ▪ Maintain and store all medical records ▪ Provide physical exams within two (2) working days upon request with wait no longer than thirty (30) minutes Concentra’s Solution As the incumbent, Concentra has extensive experience performing the requested services and we are confident our expertise and best practices approach to pre-employment screening services make us the right company to continue to assist the City in meeting its program objectives. Concentra would successfully perform the requested scope of services proficiently and in the most cost- effective manner through our extensive network of medical centers, our skilled clinicians and account management team staff, and our operational efficiency. Concentra assures the City that we would: ▪ Leverage our decades of experience and use company best practices that are compliant with the Department of Transportation (DOT), Occupational Safety and Health Administration (OSHA), and other regulated examinations ▪ Maintain policies and procedures to ensure ongoing compliance with the Americans with Disabilities Act (ADA), the Family and Medical Leave Act (FMLA), the National Fire Protection Association (NFPA), police officer standards, and many others ▪ Conduct drug screenings in accordance with DOT standard, 49 CFR Part 40 ▪ Utilize a Substance Abuse and Mental Health Services Administration (SAMHSA)-certified, College of American Pathologists-Forensic Drug Testing (CAP-FDT) accredited, and Clinical Laboratory Improvement Amendments (CLIA)-certified laboratory for specimen analysis ▪ Utilize our San Bernardino Inland medical center as the main service site ▪ Employ only properly certified and trained staff to perform the scope of work ▪ Assign a designated team of qualified professionals to oversee the City’s program and ensure continued compliance ▪ Document patient visits and generate meaningful reports ▪ Maintain records securely to ensure confidentiality of personal health information in accordance with the guidelines outlined by the Health Insurance Portability and Accountability Act (HIPAA) We have the experience and resources, and qualified personnel, and are readily able to serve the City efficiently and professionally.   Packet Pg. 1022 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Executive Summary A Best-in-Class Occupational Health Model With a clear and compelling vision and a notable record of accomplishments, we offer our best-in-class solution and a health care experience that is second to none. As clients come to know us, they discover Concentra’s value in everything we do. A National Leader Applying Proven Approaches Unmatched Access With Concentra, your employees have access to our extensive network of nearly 520 Concentra medical centers nationwide. In addition, Concentra Telemed® and Concentra Telerehab® extend access to care beyond the centers’ walls and standard working hours. Our integrated approach ensures continuity of care by leveraging the same electronic medical record and practice model regardless of access point. Concentra’s Transportation Solution provides injured employees with scheduled and real-time rides to and from Concentra medical centers. Available nationwide, our transportation solution is provided free of cost for employee transportation after initial injury, for follow-up appointments, and for scheduled physical therapy visits. After an employee reports an injury to his/her supervisor, the supervisor calls the local Concentra medical center to request a ride. A few minutes later, a driver sends a text message notifying the employee of the estimated time of arrival for pickup. After the visit, center team members arrange for the employee’s ride back to the workplace or home, depending on the severity of the injury and the treating clinician’s recommended treatment plan. The City’s employees would have prompt access to expert care, convenient rides with no smartphone app or tip required, and reduced time away from work. Our Mission Our company mission is to improve the health of America’s workforce, one patient at a time. We take a customized approach that enables us to meet the diverse needs of our customers across the U.S. We attribute our success to our commitment to put our customers’ people first, delivering personalized attention that optimizes employee health and productivity.   Packet Pg. 1023 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Table of Contents 2. Table of Contents 1. Executive Summary (2-page limit) ............................................................................. 2 2. Table of Contents ....................................................................................................... 4 3. Identification of Proposer (2-page limit) ..................................................................... 5 4. Staffing Resources (3-page limit) ............................................................................... 6 5. Experience and Technical Competence (10-page limit) ............................................. 9 6. Proposed Method to Accomplish the Work (5-page limit) ........................................ 16 7. Fee Proposal (2-page limit) ...................................................................................... 21 8. Insurance (4-page limit) ........................................................................................... 23 9. Litigation (3-page limit) ............................................................................................. 24 10. Other Information (2-page limit) ............................................................................... 25 11. Certification of Proposal ........................................................................................... 26 12. Appendices (5-page limit) ........................................................................................ 27   Packet Pg. 1024 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 5 3. Identification of Proposer (2-page limit) a. Legal name and address of the company. Occupational Health Centers of California, a Medical Corporation 5080 Spectrum Drive, Suite 1200W Addison, TX 75001 b. Legal form of company (partnership, corporation). C Corporation c. If company is a wholly owned subsidiary of a “parent company,” identify the “parent company.” Select Medical Corporation d. Name, title, address and telephone number of the proposed representative to contact concerning the Proposal Submittal. Joseph Moritz, Senior Key Accounts Manager 599 Inland Center Drive San Bernardino, CA 92408 Mobile: 760.212.5910 Email: JoMoritz@Concentra.com e. California Business License Number C2055819   Packet Pg. 1025 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 6 4. Staffing Resources (3-page limit) a. Firm Staffing and Key Personnel (i) Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed. Center Medical Therapy MNM Total Chino Hills 3 5 14 22 Colton 1 2 7 10 Irwindale 2 4 10 16 Irwindale Arrow 5 5 25 35 Moreno Valley-Perris 2 2 11 15 Murrieta 2 3 13 18 Ontario Milliken 2 2 11 15 Ontario Airport 1 1 7 9 Ontario Grove 3 4 13 20 Pomona 2 4 9 15 Rancho Cucamonga 5 9 29 43 Riverside Chicago 2 3 8 13 Riverside West March 1 1 7 9 San Bernardino Inland Center 5 6 25 36 San Bernardino Camino Real 2 3 11 16 (ii) Identify three (3) persons that shall be principally responsible for working with the City. Indicate the role and responsibility of each individual. If the Proposer is chosen as a finalist, these principal individuals must attend the interview and in-person presentation. Key Principal Contacts Cell Phone E-mail Sabrina S. Linnemann Vice President Operations – Pacific 949-779-0273 SLinnemann@Concentra.com Keith Wresch, MD Director of Medical Operations Inland Empire & Fresno 909.481.7345 KWresch@concentra.com Drashti Desai, MPT Director of Clinical Services Inland Empire & Fresno 909.270.0478 DrDesai@concentra.com   Packet Pg. 1026 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 7 (iii) Describe proposed team organization, including identification and responsibilities of key personnel. Please include one-page resumes. Program Organizational Chart Solicitation Management Program Oversight Program Delivery Resumes We have included personnel resumes in Attachment A: Key Employee Qualifications. (iv) Provide brief biographies of individuals that shall be working directly with the City. Sabrina S. Linnemann, Vice President Operations – Pacific Sabrina has over 30 years in the medical industry and comes with a system driving logic to the Operations Team at Concentra. The goal is not only to bring a systematic workflow the centers but to also empower clinic colleagues to be the very best at what they do. And to treat each patient as an individual. Education • Executive MBA Candidate – Pepperdine University (coursework completed) • Bachelor of Science in Health Systems Management: Chapman University Drashti Desai, Director of Clinical Services Drashti has over 18 years working in the clinics for Concentra. She brings the Therapy departments into a full recovery center for the patient. Not only with her expertise on the body mechanics but by motivating her clinic directors to care for each patient. Reminding them that the patient recovery is in part mental as well as physical. Education • Advanced master’s in physical therapy: Loma Linda University, California. GPA: 4.0/4.0 • Bachelor’s in physical therapy: Gujarat University, Ahmedabad, India. GPA: 4.0/4.0 • First Year Bachelor of Arts: Gujarat University, Ahmedabad, India GPA: 3.9/4.0 Dr. Wresch, Director of Medical Operations Dr. Wresch has over 20 years of medical experience and has worked in many of Concentra busiest clinics in the country. His bedside manner is personable and very informative to the patient. He explains what the process is to the patient and provides them with a top-tier patient experience. Education • Doctor of Medicine: Loma Linda University, California. b. Subcontractors (i) The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor(s) that is anticipat ed to perform each function, if known at this time. Joseph Moritz Senior Acct. Manager Program Management Medical Oversight Therapy Oversight Sabrina S. Linnemann Vice President Operations, Pacific Keith Wresch, MD Director of Medical Drashti Desai, MPT Director of Clinical Services Administration Medical Services Therapy Services Medical Assistants Medical Support Specialists Patient Service Specialists Physicians Physician Assistants Registered Nurses Physical Therapists Athletic Trainers Initial Point of Contact Program Leadership Service Team   Packet Pg. 1027 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 8 Concentra would perform the scope of services using in-house resources. We would not utilize subcontractors. We would communicate to the primary point of contact at the City, if any alterations to standard operating procedures would occur or be made that affect the scope of work.   Packet Pg. 1028 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 9 5. Experience and Technical Competence (10-page limit) a. Experience (i) The Proposer shall provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP. Clinical Experience The City has unique service specifications and Concentra can deliver customized clinical solutions to help you achieve your program goals and objectives. We treat one in every five work-related injuries/illnesses, more than 18 million since 1979. We maintain policies and procedures to ensure ongoing compliance with standard regulating bodies, including the Occupational Safety and Health Administration (OSHA), the U.S. Department of Transportation (DOT), the Americans with Disabilities Act (ADA), the Family and Medical Leave Act (FMLA), the National Fire Protection Association (NFPA), police officer standards, and many others. Our approach successfully combines evidence-based medicine with our clinical expertise and superior service disc ipline to deliver convenient access to quality care and measurable cost savings. We maintain written guidelines on all relevant regulatory standards and create client -specific service packages tailored to meet the unique needs of each client’s program requirements. Furthermore, we assure that only qualified individuals perform the requested services, in accordance with all local, state, and federal guidelines. Department of Transportation Experience Annually, Concentra performs more than 800,000 DOT examinations, making us the nation’s largest provider of screening services for drivers of commercial motor vehicles. We provide DOT physical examinations for employers who operate in various industries, including: ▪ Aviation (FAA) ▪ Trucking (FMCSA) ▪ Railways (FRA) ▪ Public Transit (FTA) ▪ Maritime (MARAD) ▪ Pipelines and Hazmat (PHMSA), and more (ii) Describe the past experience of the staff to be assigned to perform the Services in performing similar services. Staff Experience As the incumbent provider for services, we greatly value our relationship with City of San Bernardino. We are committed to providing you with excellent service and will continue to make best efforts to notify the employer of key personnel changes. Sabrina S. Linnemann, Vice President Operations – Pacific Sabrina has over 30 years in the medical industry and comes with a system driving logic to the Operations Team at Concentra. Credentials ▪ 9 years with Concentra ▪ 30 years of experience ▪ Certification 9/1/2021 Stanford University, Graduate School of Business, Leading Through Personal Excellence Executive MBA Candidate – Pepperdine University (coursework completed) BS in Health Systems Management – Chapman University   Packet Pg. 1029 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 10 Drashti Desai, Director of Clinical Services Drashti has over 18 years working in the clinics for Concentra. She brings the Therapy departments into a full recovery center for the patient. Dr. Wresch, Director of Medical Operations Dr. Wresch has over 20 years of medical experience and has worked in many of Concentra busiest clinics in the country. (iii) The Proposer shall state the number of years the firm has conducted business. Proposer must have at least four (4) years’ experience in providing the required scope of Services for public clients. Concentra has been performing physical examinations, conducting drug and alcohol testing, and administering immunizations and vaccinations since our inception more than four decades ago. (iv) Provide three (3) references regarding the Proposer’s experience and performance performing similar services. Include the following information: (1) Organization/City, contact name, phone number, e-mail address; and (2) project size and description, if applicable, and description of services. Concentra offers the following other employer references for the City’s review. We encourage the City to contact these entities as they can attest to our ability to perform health care services similar to those requested as part of the City’s program. We perform the required services per each employer’s specifications and in full compliance with all regulatory guidelines. References Employer 1 County of San Diego Address 5530 Overland Ave. Ste. 210 City, State, & Zip San Diego, Ca. 92123 Contact Info Prefer email: Suzann.charney@sdcounty.ca.gov Name & Title Suzann Charney (Engagement is Employer Services and Injury) Employer 2 City of Menifee Address 29844 Haun Road City, State, & Zip Menifee, Ca. 92586 Contact Info/email Prefer email: rcardenas@cityofmenifee.us Name & Title Robert Cardenas, Deputy Human Resources Director Employer 3 City of Rancho Cucamonga Credentials ▪ 18 years with Concentra ▪ 18 years of experience ▪ Advanced master’s in physical therapy: Loma Linda University, California. GPA: 4.0/4.0 ▪ Bachelor’s in physical therapy: Gujarat University, Ahmedabad, India. GPA: 4.0/4.0 ▪ First Year Bachelor of Arts: Gujarat University, Ahmedabad, India GPA: 3.9/4.0 Credentials ▪ 10 years with Concentra ▪ 20 years of experience ▪ Loma Linda University School of Medicine- ▪ Intern in Obstetrics and Gynecology- Loma Linda University ▪ Resident in General Surgery -Loma Linda University Medical Center ▪ Undergraduate Education: ▪ Walla Walla University ▪ BA degrees in Spanish and Religion, and a minor in Chemistry   Packet Pg. 1030 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 11 Address 10500 Civic Center Dr. City, State, & Zip Rancho Cucamonga, Ca. 91730 Contact Info Prefer email: Claudia.Nunez@cityofrc.us Name & Title Claudia Nunez, ARM Senior Risk Management Analyst (v) Describe the Proposer’s local experience and knowledge of City. Local Experience Fox Medical Clinic opened its doors on May 4, 1996 and has been treating the City ever since that time. August 2021, Concentra acquired the Fox Medical Clinic and provided an extension of the existing contract the center had with the City of San Bernardino. The clinic has been performing services since th e acquisition. Whereas Dr. Fox has continued the practice under the new name as the Concentra San Bernardino Camino Real center and the subsequent staff have remained in place. Concentra also offers the network of nearby centers to perform the same services and has honored the legacy pricing model for the City. b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include: (a) Role of the firm (b) Dollar value of the services (c) Dollar value of the fee (d) Description of services (e) Staffing (f) Duration of providing services (g) Relationship to client (h) Contact name, position, entity name, telephone number, fax number and e-mail address for each project. Project Specific Experience Response (a) Role of the firm Department of Transportation Drug and Alcohol Testing (b) Dollar value of the services $184,000 (c) Dollar value of the fee Concentra offer per component pricing with no additional fees for service. (d) Description of service Pre-Employment Drug Test; Post-Accident Drug & Alcohol Test; Reasonable Suspicion Drug & Alcohol Test; Random Drug Test; Random Drug & Alcohol (BAT); Non-DOT Drug Test Only; Non-DOT Alcohol Test Only (e) Staffing San BernardinoInland Ctr. # of Support Staff: 36 (24/7) 12:00 am - 12:00 am (All Holidays) Email: San-Bernardino@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to ensure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services 5-year term (g) Relationship to client Contracted Collection Center (h) Contact name, position, entity name, telephone number, fax number and e-mail address for each project. Contract Administrator: Name: Nicole Jews Title: Contract Administrator   Packet Pg. 1031 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 12 Project Specific Experience Response (a) Role of the firm PRE-EMPLOYMENT SCREENING SERVICES (b) Dollar value of the services $150,000 (c) Dollar value of the fee Concentra offer per component pricing with no additional fees for service. (d) Description of service HPE Level 2; Pre-employment Physical; Rapid mCup-10 panel urine drug-screen; Hair-sample collection & Workers Compensation. (e) Staffing Rancho Cucamonga # of Support Staff: 43 (24/7) 12:00 am - 12:00 am (All Holidays) Email: Rancho-Cucamonga@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to ensure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services Annual with auto-renew (g) Relationship to client Contracted Clinic and strategic partner (h) Contact name, position, entity name, telephone number, fax number and e-mail address for each project. Vanessa Rodriguez Human Resources Generalist I Inland Empire Health Plan Rodriguez-V@iehp.org 10801 Sixth Street Rancho Cucamonga, CA 91730 Project Specific Experience Response (a) Role of the firm Contracted Center for Employer Services and Workmen’s Compensation (b) Dollar value of the services $650,000 (c) Dollar value of the fee Concentra offer per component pricing with no additional fees for service. (d) Description of service TB Skin Test; Fitness for Duty Physical-Level 2 Physical-level 2; Physical-PrePlacement (New Hire evaluation; - review of forms, immunization records; history, snellen eye exam, ishihara, whisper test, bp, ht, weight ; and BP) U/A dipstick Ishihara Test Book; Non Regulated UDS 10 Panel PrePlacement (e) Staffing Irwindale Arrow Hwy # of Support Staff: 35 Telephone: (909) 379-7202 Email: nicole.jews@omnitrans.org Omnitrans 1700 West Fifth Street San Bernardino, CA 92411   Packet Pg. 1032 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 13 (24/7) 12:00 am - 12:00 am (All Holidays) Email: Irwindale-Arrow@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to e nsure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services 3 years (g) Relationship to client Contracted clinic and strategic partner (h) Contact name, position, entity name, telephone number, fax number and e- mail address for each project. Gloria Moran, Executive Assistant to: Tyler Seto, MD, Vice President of Enterprise, Quality & Pt Safety -City of Hope GMoran@coh.org City of Hope – Duarte Campus / Flash Bldg. 2nd Flr., Room 2216 1500 E. Duarte Road; Duarte, Ca. 91010 (ii) If any of the following has occurred, please describe in detail: (a) Failure to enter into a contract or professional services agreement once selected. (b) Withdrawal of a proposal as a result of an error. (c) Termination or failure to complete a contract. (d) Debarment by any municipal, county, state, federal or local agency. (e) Involvement in litigation, arbitration or mediation. Conviction of the firm or its principals for violating a state or federal antitrust law by bid or proposal rigging, collusion, or restrictive competition between bidders or proposers, or conviction of violating any other federal or state law related to bidding or professional services performance. Knowing concealment of any deficiency in the performance of a prior contract. (f) Falsification of information or submission of deceptive or fraudulent statements in connection with a contract. (g) Willful disregard for applicable rules, laws or regulations. Information regarding any of the above may, at the sole discretion of the City, be deemed to indicate an unsatisfactory record of performance. Concentra affirms that none of the violations listed above has occurred that would directly affect the contractual relationship between Concentra and the City. c. Technical Competence (i) Description of in-house resources (i.e., computer capabilities, software applications, modem protocol, modeling programs, etc.) All Concentra medical centers maintain the essential staffing resources, required equipment, and licensed and credentialed clinicians to perform your requested scope of services. Technology Allscripts TouchWorks® Electronic Health Record (EMR) enables our clinicians to access patient records from any Concentra medical center, onsite clinic, Concentra Telemed, or Concentra TeleReh ab site in the country. Our EMR integrates with practice management systems and supports continuity of patient care and an exceptional customer experience. Allscripts provides: ▪ Computerized order entry and management with electronic integration with laboratory and X-ray vendors ▪ Supports both onsite dispensing and pharmacy e-prescribing ▪ Customized clinical documentation templates to support clinical operations ▪ Best practice, evidence based, diagnosis specific care guides ▪ Integrated tasking and communication function Allscripts supports all clinical operations, improves clinical quality, and streamlines the information exchange process to afford our clinicians the ability to quickly and accurately communicate information to the City and your employees. The system also provides data-driven insights, allowing us to apply population management principles for measurable trend management. Our ability to capture member data in real time from multiple   Packet Pg. 1033 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 14 sources helps us learn the health and social behavior patterns unique to each individual and the City’s population in the aggregate. The following illustration depicts the various features of an APM/Touch Works technology solution: Concentra HUB & Treatment Authorizations Concentra offers a self-service, online tool for the City’s convenient access to account information, test results, and reporting. The Concentra HUB uses advanced security software to ensure privacy and the protection of employee information. ▪ Online account management  Access to make edits to your company and location addresses and contacts  View capabilities of all service packages, components, and payors, third-party administrators, and medical review officers ▪ Timely updates to your employees' non-injury and injury visit results and work restrictions  Full integration of existing employer reports for easy access  Export and print functionality for all accessible reports  Archive and search functions for stored reports provided ▪ Ability to create, manage, and review employee authorizations online  Electronic creation and transmission of authorization and associated forms  Saving the authorization sends it to Concentra automatically; no need for employee to bring form  Option to print and email authorization to employee is available, but not required  Search and archive functions ▪ Enhanced security features protect your information  Access control  Database monitoring ▪ Malware and virus protection ▪ Intrusion detection and prevention (ii) Ability to draw upon multi-disciplinary staff to address the Services requested in this RFP. Center Staff Concentra employs skilled and experienced health care professionals to deliver services relevant to our offering. Center staff includes an appropriate combination of physicians, mid-levels, nurses, physical therapists, radiology technicians, and medical assistants. Clinical Professionals Concentra utilizes qualified and appropriately licensed and credentialed clinical professionals to serve the occupational health needs of a client's workforce. These professio nals are skilled in their respective areas of expertise and undergo extensive annual training in addition to continuing education classes. Furthermore, our   Packet Pg. 1034 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 15 clinical professionals are vigilant in applying their knowledge to recognize and diagnose potential exposures and resulting health issues. They regularly monitor OSHA, DOT, NFPA, police officer standards, ADA, and other applicable federal and state regulations to ensure all associated services remain in compliance and adhere to best practice guidelines. Support Staff Concentra employs qualified support personnel whom we train and fully certify to perform their associated tasks. Specifically, our center support staff includes drug specimen collectors certified to perform DOT collections, certified breath alcohol technicians, National Institute for Occupational Safety and Health (NIOSH)-certified pulmonary function testers, Council for Accreditation in Occupational Hearing Conservation (CAOHC)-certified personnel to perform audiometric testing, certified radiologic technologists, certified medical assistants, and certified phlebotomists. Operational Oversight The Center Operations Director would serve as the day-to-day contact for program operations. This individual regularly monitors processes and procedures to ensure ongoing compliance with applicable regulations and guidelines, as well as program specifications. The Center Operations Director (COD) is invaluable to the success of the program and is available to answer questions, address issues, and ensure the program continues to operate efficiently. ▪ Oversees day-to-day medical center operations ▪ Implements and ensures ongoing compliance with operational policies, procedures, and training programs within the center ▪ Manages patient care issues and other center issues requiring resolutions ▪ Establishes a clear understanding of contract objectives and deliverables to ensure successful executio n of programs and projects ▪ Collaborates with center, area, and regional leadership teams to ensure we effectively deliver the stipulated scope of work, monitors program outcomes, and maintenances the employer account. Medical Oversight The Center Medical Director, would provide primary oversight for clinical practices, ensuring continued compliance. The Center Medical Director (CMD) ensures that medical interpretations and associated clearances comply with the most recent medical standards and guidelines and adhere to applicable regulations. The CMD’s expertise relevant to the desired scope of work is instrumental in the provision of services. ▪ Reviews medical history and performs medical physical examinations ▪ Reviews medical evaluations conducted by other center clinicians ▪ Understands all medical surveillance requirements of the Occupational Safety and Health Administration (OSHA), the U.S. Department of Transportation (DOT), the National Fire Protection Association (NFPA), police officer standards, the Americans with Disabilities Act (ADA), the Family and Medical Leave Act (FMLA), and other regulated examinations ▪ Reports the results of the medical evaluation to the employee, including any medical condition(s) identified during the evaluation   Packet Pg. 1035 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 16 6. Proposed Method to Accomplish the Work (5-page limit) Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Services, goals of the City, and general functions required. Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described in Exhibit “A”, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work. Concentra proposes that our center closest to the City is the San Bernardino Inland center, serve as the primary site for employees. While the primary clinic is fully capable of providing all required services in one facility, all Concentra medical centers are available as convenience necessitates. All Concentra medical centers maintain the essential staffing resources, required equipment, and licensed and credentialed clinicians to perform you r requested scope of services. Facility Name Hours of Operation* Chino Hills 8:00 am - 5:00 pm (Mon. - Fri.) Colton 8:00 am - 5:00 pm (Mon. - Fri.) Irwindale 8:00 am - 5:00 pm (Mon. - Fri.) Irwindale Arrow Hwy (24/7) Moreno Valley 8:00 am - 5:00 pm (Mon. - Fri.) Murrieta 8:00 am - 5:00 pm (Mon. - Fri.) Ontario 8:00 am - 5:00 pm (Mon. - Fri.) Ontario Airport 8:00 am - 5:00 pm (Mon. - Fri.) Ontario South 8:00 am - 5:00 pm (Mon. - Fri.) Pomona 8:00 am - 5:00 pm (Mon. - Fri.) Riverside Chicago Ave 8:00 am - 5:00 pm (Mon. - Fri.) Riverside West March 8:00 am - 5:00 pm (Mon. - Fri.) Rancho Cucamonga (24/7) San Bernardino Camino Real 8:00 am - 5:00 pm (Mon. - Fri.) San Bernardino Inland Center (24/7) *Please note that hours are subject to change. Concentra Medical Center Facilities Concentra medical centers offer a full complement of health care services including, but not limited to, substance abuse testing, physical examinations, clinical services, vaccinations, injury care, p hysical therapy, and wellness screenings. Our centers offer convenient weekday operational hours and many locations also offer evening and weekend hours. We continually evaluate the layout of our centers to accommodate patient flow and volume. Therefore, the physical dimension, layout, and staffing of each center varies depending on the location and overall scope of services. Our centers average between 3,100 and 9,000 square feet in size. The centers maintain security services, and most offer free parking on the center property or adjacent to the center. All facilities are accessible (ADA-compliant) and conform to all applicable federal, state, and local safety and disability laws . San Bernardino Inland Contact Information Address: 599 Inland Center Drive San Bernardino, Ca. 92408 T 909-889-2665  F 909-884-4114 Hours of Operation*: 24 Hours – 7 Days   Packet Pg. 1036 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 17 Occupational Health Services Physical Examinations Concentra has comprehensive policies and procedures outlining examination requirements in accordance with DOT, OSHA, ADA, and general occupational health. We assure City that a trained and appropriately licensed medical professional would perform the required examinations and adhere to all applicable regulations and guidelines specific to the examination. Medical and Work History Questionnaire Prior to any physical examination, an employee completes a thorough medical history questionnaire that includes personal, occupational, family, and medication history. Our comprehensive medical and work history questionnaires ensure your employees are compliant with all federal, state, and local mandates specific to their job category. After reviewing the questionnaire, Concentra’s clinician performs a comprehensive physical examination and reviews the questionnaire in conjunction with the employee’s test results to make the appropriate medical recommendations. Concentra immediately addresses any findings that pose immediate danger to the life or health of the employee. FormFox Electronic Forms Concentra uses the FormFox system to electronically capture the employee’s medical history and questionnaire. The employee completes the form online before coming to the clinic/medical center, or upon arrival, thus ensuring legibility and completeness (the system prevents skipping sections). For DOT physicals, if the driver is certified, the medical examiner's certificate (MEC) is provided in the center post-visit. All determinations are reported to the National Registry of Certified Medical Examiners (NRCME) per regulations. Custom and Spanish Forms Concentra has custom medical and work history questionnaires in both English and Spanish and can provide an array of comprehensive and mandated questionnaires necessary to maintain compliance. Standard Examination Components Concentra would provide physical examinations according to City’s requirements. However, it is customary for the standard examination to include the following components: ▪ Medical history ▪ Occupational history ▪ Vital signs ▪ Vision acuity (far distance) ▪ Examination of head, eyes, ears, nose, and throat ▪ Evaluation of the cardiovascular system ▪ Evaluation of the respiratory system ▪ Gastrointestinal examination ▪ Musculoskeletal examination ▪ Neurological evaluation ▪ Skin and lymphatic examination We would also perform other ancillary testing as requested and/or indicated, upon City’s approval and consistent with evidence-based medical standards and regulatory requirements. Pre-placement/Post-offer Physical Examinations Concentra realizes that any medical examination must be “job-related and consistent with business necessity” (29 CFR 1630.14(b)). Pre-placement/post-offer physical examinations help ensure employees or prospective employees do not have a medical condition that: ▪ Prevents safe performance of the essential job duties ▪ Can be exacerbated by the job duties ▪ Affects the safety of the employee, co-workers, or others in the workplace   Packet Pg. 1037 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 18 Respirator Medical Clearance Evaluation We summarize our capabilities to perform respirator medical clearance evaluations for an employer’s occupational health services program in the following table. Component Details OSHA Respirator Medical Clearance Evaluation Questionnaire Concentra uses the required OSHA Respirator Medical Clearance Evaluation Questionnaire (questionnaire) when rendering an evaluation. Concentra asks the employer to provide the following information: • Type and weight of respirator to be worn • Exposures encountered with respirator use • Duration and frequency of respirator use • Physical effort expected while wearing the respirator • Temperature and humidity extremes during wear • Other personal protective equipment to be worn while wearing the respirator • Any subsequent medical information If the employee provides a positive response to any of questions one through eight of the questionnaire, a follow-up exam and ancillary tests (such as spirometry, resting EKG, and CXR) may be required at the discretion of the evaluating clinician. The evaluating clinician reviews the responses, performs a focused physical exam, reviews any test results, then provides a written medical opinion to the employer regarding the employee’s ability to use the respirator. Physical Examination A follow-up medical exam may be required based on questionnaire responses. The exam includes all components as applicable and medically appropriate. We conduct the evaluations in accordance with OSHA standards, as outlined in 29 CFR 1910.134. Clinical Testing As appropriate, Concentra performs spirometry, Chest X-rays, and resting EKGs. Fit Testing (additional fee) Concentra has comprehensive policies and procedures for training our medical support specialist on respirator fit testing in accordance with OSHA regulation 29 CFR 1910.134. We regularly provide qualitative fit testing at Concentra medical centers and perform quantitative fit testing at select locations. DOT-Compliant Urine Drug Screens Concentra conducts urine drug testing in full compliance with Department of Transportation (DOT) rule 49 CFR Part 40 (Procedures for Transportation Workplace Drug and Alcohol Testing) and adheres to all Substance Abuse and Mental Health Services Administration (SAMHSA) policies and procedures to ensure appropriate chain of custody. By following these procedures in both federal and non-federal testing, Concentra simplifies the collection process, offers the most defensible procedures for our collectors and c lients, and provides the optimal level of confidentiality for the donors. Laboratory Urine Drug Screening Initial Screening Test A high-sensitivity enzyme immunoassay (EIA) screens for the presence of commonly abused drugs. At this stage, test results equal to or greater than a calibrated immunoassay cutoff concentration identify presumptively positive specimens. Each batch contains both negative and positive quality control samples along with one blind quality control sample that is inserted into the batch in a random position. Laboratory Urine Screen Confirmation Test For specimens that do not screen negative initially, confirmatory drug testing is performed by gas chromatography/mass spectrometry (GC/MS), liquid chromatography/mass spectrometry (LC/MS), or any other technique recognized by the U.S. Department of Health and Human Services (DHHS) and Substance Abuse and Mental Health Services Administration (SAMHSA). The concentration of drug or drug metabolite in each donor specimen is determined by c omparison of the response of the specimen to the response of calibrators of known concentration. As with the screening test, each batch contains both negative and positive quality control samples along with one blind quality control sample that is inserted into the batch in a random position. If required, confirmation testing for specimen validity is performed by the same or, if available, a second definitive method that can be utilized to identify specimens as adulterated,   Packet Pg. 1038 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 19 substituted, or invalid. Each confirmation test is performed on a second aliquot that is obtained from the original specimen container and all confirmation batches contain appropriate quality control samples to verify the performance of the procedure. ▪ If a donor specimen has a concentration of drug that is less than the employer-specific cutoff, the specimen is determined to be negative for the confirmation test. ▪ If a donor specimen has a concentration of drug that is greater than or equal to the employer-specific cutoff, the specimen is determined to be positive for the specific test. Laboratory positives are transmitted to the Medical Review Officer (MRO.) The MRO gathers all test data, interviews the donor, and confirms the result as positive or negative. The result is posted only after MRO verification. Medical Review Officer (MRO) Services When the laboratory confirms a non-negative result, Concentra enlists a Medical Review Officer (MRO) through our preferred vendor for review of the result. An MRO assistant ensures the MRO cop y and the laboratory copy of the chain of custody and control form (CCF) are transmitted timely, as the MRO does not initiate a donor interview until receiving the MRO copy of the CCF and does not transmit verified results until receiving the laboratory co py. If the MRO is unable to obtain either copy, the MRO reports a “canceled” test. The MRO makes three or more attempts in a three-day period to reach the donor (barring unforeseen circumstances, such as donor’s phone disconnected). The MRO interviews the donor to determine if there is a legitimate medical explanation for the non-negative result. The MRO can ask medically related questions (which the donor’s employer cannot ask under the Americans with Disabilities Act) to validate or invalidate a non - negative laboratory result. Clinical Screenings A range of clinical screening services are offered at Concentra centers. We perform screenings on equipment that has been thoroughly examined and calibrated so that results are as timely and accurate as possible . Some services listed below may not be available at all onsites, and can be customized as determined by the employer. The following table summarizes our clinical screening capabilities: Type of Test Details Audiometric Screening All audiometric screening conforms to the Occupational Safety and Health Administration (OSHA) standard 29 CFR 1910.95. We have Council for Accreditation in Occupational Hearing Conservation (CAOHC)-certified technicians to perform the tests, and we would provide all certifications upon request. Concentra’s services specific to audiometric screening include: ▪ Audiometers that pause screening if ambient sound levels temporarily exceed OSHA levels ▪ Immediate Standard Threshold Shift (STS) identification and retest capability ▪ CAOHC-certified hearing specialists ▪ Acoustic Systems audio booth professionally designed and installed in each clinic ▪ Daily equipment calibration ▪ Microprocessor audiometers Please note: Concentra cannot test hearing in people who wear hearing a ids as this requires specialized equipment. People with hearing aids need to be tested by an audiologist and then submit the results. EKG (resting) Concentra performs a 12-lead EKG that measures the electrical activity of the heart, read by a center clinician. Pulmonary Function Testing A technician performs all pulmonary function testing that allows real-time graphic and numeric data to verify the test validity. Data returns of VC, FEVI, PEFR, FEF 25 percent-75 percent, and FEVI/FVC are required.   Packet Pg. 1039 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 20 Type of Test Details Vision A trained technician performs a vision test that meets OSHA standards for visual acuity. The technician screens for visual acuity with corrective lenses, lateral and vertical phorias, stereo depth perception, and color discrimination. For visual acuity testing, we utilize the Snellen chart for distance vision, and the Ishihara book to assess color vision. Vitals A trained technician records resting pulse rates and blood pressure using a hospital grade sphygmomanometer and stethoscope. Any person who does not meet normal pulse rate or blood pressure criteria is re-tested. X-rays All posterior-anterior X-rays are performed by registered X-ray technicians and certified B-readers review selected chest X-rays in accordance with OSHA regulations. Administrative and Support Services Record Retention Policy and Ownership Our record retention policy is in accordance with the HIPAA Record Retention regulations of six years and as contractually agreed upon for any extended time period after six years. Upon contract termination, the records would belong to the City to the extent allowed by applicable law. While the City would provide physical storage for the medical records, Concentra’s systems that are leveraged to provide services would also store medical records within their secured databases, which are logically segmented from other customer databases and are within encrypted daily, weekly, and annual backups. Additionally, the APM/Touchworks system would store the City’s data within their SOC 2 audited data centers. Concentra would provide copies of medical records to any third-party requestor (with the appropriate executed release from the employee/patient, court order, or business affidavit, as applicable). The City would be able to access patient medical records to the extent allowed by law. Transfer of medical records Concentra works with employers to ensure that appropriate record transfer, both electronic and physical, occurs at the conclusion of a contract for services. The nature of the records to be maintained by the City upon contract termination would be dependent upon the final scope of the services provided. Concentra utilizes medical record custodial agreements to delineate the responsibilities of whatever party ultimately retains records created pursuant to the services rendered – whether it is the City, Concentra, or a third-party successor to the contract. Concentra has a standard format by which the records would be transferred electronically. Appointment Scheduling Concentra would provide the City's employees with prompt service. Although our medical centers are primarily “first come, first serve,” Concentra can accommodate scheduled appointments if requested, with 24 hours’ advance notice. In addition, our medical centers implement “fast track” drug/alcohol testi ng services where employees experience a 30-minute-or-less wait time for drug specimen collection and/or breath alcohol testing.   Packet Pg. 1040 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 23 8. Insurance (4-page limit) See the Agreement, attached hereto as Exhibit “B”, for a description of the insurance requirements. Our Legal and Risk Departments reviewed the terms, conditions, and insurance requirements and made minor modifications to the language. We include these suggested revisions on the following pages. If Concentra is the successful bidder, we desire to engage in open dialogue with City, review the proposed modifications, and ultimately create an agreement that not only outlines the schedule of services, but also protects the business interests of both City and Concentra. We provide the certificate of insurance immediately following.   Packet Pg. 1041 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 24 9. Litigation (3-page limit) Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years. Concentra is subject to certain legal proceedings, inquiries, claims, and disputes that arise from time to time in the ordinary course of business. Such claims and legal proceedings include employment matters, contractual issues, workers’ compensation, professional liability, and general liability matters. Concentra employs various risk transfer methodologies to cover its exposure to risk, including various self-insured programs and high deductible programs. Concentra establishes reserves for its liabilities under those programs based on actuarial ana lysis that includes the elements of severity, frequency, and jurisdiction, with input from Concentra’s legal representatives responsible for the defense of such claims. Concentra believes that its insurance coverage and the reserves established for its claims are sufficient for its operations. Concentra does not believe these legal proceedings or actions, individually or in the aggregate, will have a material adverse effect on our financial position, results of operations, or liquidity.   Packet Pg. 1042 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 25 10. Other Information (2-page limit) This section shall contain all other pertinent information regarding the following: a. Demonstration of record of staffing tasks efficiently and completing projects on time and within the allocated budget. Concentra has weekly team huddles to review progress and adjust staffing to maintain services goals. We measure our total time in center for each patient daily and adjust staffing and flow to ensure positive patient experiences. Concentra also provides frequent and ongoing training to all operators and clinicians to ensure we maintain a high level of skill and acumen for all services offered. We currently contract with multiple municipalities across the State of California, delivering the highest standard of medical care within their proposed budget. References are provided of similar contracts and the scope of services offered, as examples of our ability to deliver quality service, efficient staffing and effective project management within a designated budget. b. Description of community involvement. Concentra has developed and implemented measures to ensure our Concentra medical centers are appropriately responding to the COVID-19 pandemic. We are staffed and continue to treat injured and ill employees but with heightened awareness that we will encounter patients potentially infected with COVID-19. We want to assure the City that we are taking all possible precautions to ensure the health and safety of all employees, their co-workers, families 2021 Health & Lifestyle Exhibition Hosted by the City of San Bernardino Concentra participated as an exhibitor and donated prizes for the raffle. 3rd VP Position in Country Springs Elementary School, Chino Hills, California Served the PTA board for 3 consecutive years from 2012 thru 2015 and organized the spring fundraiser, raising almost $ 20,000 for the school by leading fundraising activities like Jogathon, Casino Night, Mother/Son, and Father/ Daughter Dance. c. Description of any previous involvement with the City. In August 2021, Concentra acquired the Fox Medical Clinic and provided an extension of the existing contract the center had with the City of San Bernardino. The clinic has been performing services since the acquisition. Dr. Fox has continued the practice under the new name as the Concentra San Bernardino Camino Real center and the subsequent staff has remained in place. Now as a part of the Concentra network, the City is able to utilize our nearby and local medical centers and we have honored the legacy pricing model for the City. d. A statement that the Proposer has not conflicts of interest in connection with providing the Services. Concentra is unaware of any conflicts of interest in providing services to the City.   Packet Pg. 1043 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 26 11. Certification of Proposal This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.” The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP , unless otherwise stated in Concentra’s exceptions. Kathy T. Le, MD, MPH President and Treasurer Occupational Health Centers of California, a Medical Corporation dba Concentra Medical Centers We provide the City’s Bid Acknowledgement form immediately following. DocuSign Envelope ID: 5B8ADC8C-988A-4740-A75D-7825AA169563   Packet Pg. 1044 City of San Bernardino ♦ RFP F-23-01A Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 27 12. Appendices (5-page limit) In this section, Concentra includes the following information for the City’s review: ▪ Attachment A: Key Employee Qualifications ▪ Attachment B: Legal Documents   Packet Pg. 1045 City of San Bernardino ♦ 23-01 Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Attachments Attachment A Required Forms and Documents   Packet Pg. 1046 Joseph Moritz Linkedin.com/in/Joseph-Moritz |JoMoritz@Concentra.com|760-212-5910 | moritz.joseph@gmail.com Qualification Self-motivated leadership for over 20 years with proven success for both cultural and quota metric driven enterprise goals. Possess positive energy and solutions-based problem-solving skills for team growth. Relevant Experience Concentra, Murrieta, Ca. 2014-Present Sr. Key Accounts Manager, Director Inland Empire • Maintained Goal year over year, Managing a portfolio of $23.8 million current YTD 110.11%. • Manage relationships between Workers Compensation Claims Managers and Employer contacts at Amazon, UPS, County of Riverside, County of San Bernardino, Keenan, AdminSure, and Sedgwick. • Maintained Goal year over year, for 5 years, while still focusing growth on home clinics of operation. • Brought in $3,394,662 of new business revenue in 2018. Developed cohesive working relationships with both Center Ops. Dir. and Clinicians and cultivated solid synergy with Regional Leadership Team. Meritus Corp., Irvine, Ca. 2012-2014 Major Account Executive • Cultivated relationships with clients over $1 million per month in revenue. • Worked in person, phone, & would Video Conference around the world. • Won the 2013 Operations Commitment to Excellence Award, employee of the year. SuperMedia LLC, Ontario, Ca. 2009-2012 Account Executive • Golden Eagle award winner 26 consecutive pay periods of positive same store growth. • Navy Seal Mentor award, cultivated, new Reps to successfully achieve over-budget status. • Sales-management training program. Personally mentored & groomed by VP West Coast Sales. Y.R.C. Roadway Inc., Long Beach, Ca. 2006-2009 Senior Account Executive • Cultivated a portfolio of 150+ clients maintaining 102% growth during a market recession. Consultant, Ontario, Ca. 2002-2006 Director of Sales • I hired/fired, trained and cultivated Acct. Executives for portfolio growth as well as new sales. ECOLAB, Inc., Industry, Ca. 1999-2002 Senior Account Executive • Assisted the Sales Manager by interviewing candidates for hire and creating marketing strategies. • Launched a successful corp. campaign to Stater Bros. Markets Corp. chain, worth $285k. • Sold and managed the Chain Account: The Coffee Bean and Tea Leaf worth over $100k. • As part of a National Government Bid Team sold and managed The Chino Prison worth $100k. Education Franklin Covey Seminar, Business Organization and Team Relationships. University of San Francisco, Advanced Social Media Marketing Almeda University: Bachelor of Arts, Business Management 6/2006   Packet Pg. 1047 Sabrina Linnemann Dana Point, CA | slinnemann@cox.net | 949.779.0273 HEALTHCARE OPERATIONS EXECUTIVE Operations and Network Management Executive with expertise in managing high-volume, multi-site physician practice networks and ambulatory clinics for some of the largest healthcare organizations in the country. • Streamlined operations to position healthcare organizations for significant growth • Orchestrated relocation and renovation of clinics and start-up of innovative employer worksite clinics • Implemented best practices that improved customer service metrics KEY STRENGTHS ■ Healthcare Operations Leadership ■ Strategic Planning & Execution ■ Policy & Regulatory Compliance ■ Business Partner Management ■ Managed Care Expertise ■ Workflow and Process Analysis ■ Business & Market Development ■ Clinical Operations ■ Physician Recruitment & Retention ■ Talent Development ■ P&L and Cost Management ■ Customer Experience EXECUTIVE CONTRIBUTIONS CONCENTRA – SOUTHERN CALIFORNIA 2021 – PRESENT VICE PRESIDENT, OPERATIONS – PACIFIC SURGICAL CARE AFFILIATES (SCA), AN OPTUM COMPANY 2019 – 2021 Surgical Care Affiliates is Optum’s ambulatory surgical care company, specializing in providing expertise in the management of ASCs, in addition to providing physicians and patients with superior outcomes and experience through the broad array of services provided. Regional Vice President, Operations - Los Angeles/Inland Empire Recruited to bring two challenging regions together to create a cohesive team culture, develop streamlined and consistent processes across the regions to support growth and expansion in two key regions for the business. Leveraged broad healthcare and market knowledge, in addition to key physician and system relationships to align resources to drive mutual growth and opportunities to all stakeholders. Create alignment of resources and build relationships with internal support teams to enhance the value SCA brings to our patients and physician-partners. ⧫ Operations: Operational oversight of eight, multi-specialty ambulatory surgery centers of $100MM and 45K cases annualized and 300+ FT/PT teammates. Combined two regions in turmoil together to create a streamlined approach to execute on operational objectives and KPIs. Developed strong team culture amongst both regions where none existed. Identified opportunity to standardize, train and reduce expenses of the purchasing teams by creating a Regional Purchaser’s Champion that is now considered for replication in other regions. Successfully navigated patient care and implementation of significant new policies through the pandemic and ensure 100% compliance with regulatory requirements, passing all CDPH inspections and with no outbreaks in centers. ⧫ Growth: Completed a syndication of ten new physicians into a surgery center which has led to double the revenue year over year, during a pandemic. Completing a successful syndication of seven individual and three key strategic group partners into a center to be completed in 2021. Two struggling new acquisitions that I took over when coming into my role now have the highest case volumes exceeding budget and during a pandemic. Rollout of Total Joint program in four ASCs and Cardiovascular program in four ASCs in ’20-’21. ⧫ Strategy and Market Development: Leading the relationship building with key Optum medical groups in the regions I serve to focus on high acuity migration of cases into the ASC in order to reduce MedEx for groups, increase revenue/acuity in our ASCs and increase physician and patient experience. Developing relationships in both regions with health systems where no relationship had existed and currently exploring opportunities to partner with those systems in JV activities.   Packet Pg. 1048 ⧫ Customer Experience: Focused efforts to rebuild SCA’s reputation amongst our partners to ensure they have a full appreciation of what we bring to our partnership relationships. Focused on building relationships with key specialists and specialty groups that included bringing them into our partnerships and enhancing their relationships with our Optum medical groups. Managing the patient experience during the pandemic when no visitors were allowed and the implementation of safety practices has made this area challenging, however we have implemented various tools and scripting within each facility to focus on getting patient response rates at or above benchmark and each center has an action plan in place to address opportunities. ⧫ Compliance: All facilities are either JCAHO or AAAHC accredited and several have gone through surveys during 2020 - 2021. All facilities are fully accredited and all passed visits by CDPH during the pandemic in assuring that all safety practices mandated were being adhered to. Focus was made on ensuring that all teammates and operational leaders are fully compliant with all training requirements and audits. REGAL MEDICAL GROUP – Southern California 2015 – 2019 Regal Medical Group is one of Southern California’s leading and largest full-risk IPA/medical groups. Regal Medical Group and its affiliates has earned a CMS quality STAR rating of 4.5+, cares for 500,000+ managed care lives, and has a network of over 3000 primary care physicians and 7000+ specialists. Vice President, Network Management Recruited as senior executive to streamline workflow and position organization to meet corporate targets. Leveraged understanding of health plans, managed care, and government healthcare programs. ⧫ Operations: Developed and implemented Standard Operating Procedures (SOPs) and Policies and Procedures for Physician Network to ensure sustainable growth across all lines of business. Increased efficiency, productivity, and created standardization by identifying opportunities for improvement. ⧫ Network Growth: Achieved and/or exceeded growth targets for all lines of business to include Senior, Commercial/Employer Group, Exchange, Medi-Cal and Medi-Medi by focusing on network development, enrollment growth, and physician recruitment. ⧫ Performance Management: Increased productivity by developing talent internally, restructuring teams, and establishing accountability measures. ⧫ Strategy and Market Development: Identified and executed on specific strategies to expand network based on market conditions and business partnerships. Development of strategic initiatives to drive growth and create disruption amongst competitor networks within the marketplace. ⧫ Customer Experience: Design and implement processes to improve customer experience and promote brand within physician network to drive growth of physician network and enrollment in all lines of business. ⧫ Compliance: Implemented processes and established standards to ensure 100% compliance with health plan and regulatory requirements within physician network. CONCENTRA – Ontario, CA 2007 – 2015 Director of Operations, Southern California and Hawaii (2012 – 2015) | 11 clinics, 60 physicians, 150+ employees Promoted to lead a major market for Concentra, the nationwide leader in occupational healthcare and urgent care services with $1B in annual revenue. Achieved goals through standardizing business operations and taking action in the areas of financial management, talent development, performance management, facilities improvement, client relationship management, customer service, regulatory compliance, and strategic planning. ⧫ Network Growth: Launched and operated several work site health clinics for major Southern California companies. Improved profit for $45M market (1,600+ patients daily), meeting all operating expense targets. ⧫ Operations: Executed several major transactions, including relocation of two high-volume, 24-hour clinics, renovation of three clinics, and launch of an innovative employer worksite clinic. ⧫ Customer Relationships: Implemented best practices that improved customer service metrics across the board. Ranked #1 or #2 in the region consistently on measures for overall patient satisfaction and customer wait times.   Packet Pg. 1049 ⧫ Process Improvement: Asked by top executives to standardize operations nationwide. Drove successful implementation of standardized procedures, EMR platform and pilot sites for innovative ambulatory clinic management software. ⧫ Talent Management: Optimized FTE efficiency and maintained lowest turnover in region. CONCENTRA – California, Nevada, Arizona, Oregon, Hawaii Zone Director, Specialist Services (2007 – 2012) | 5 states, 25+ clinics, 80+ physicians Grew volume by improving operational oversight and focusing on development of physician specialty network in Western US. Created growth strategy that targeted high-quality specialists. Was responsible for operations and budget. ⧫ Operations: Doubled program revenue and increased gross revenue 10% per visit by implementing improvements in transcription management and charge entry processes. ⧫ Program Development: Increased internal capture rate of referrals from 38% to 65% in four years by expanding the program’s footprint and establishing a specialist program to broaden the scope of services offered. Doubled specialist panel in five years and grew to #1 ranking nationally for size and scope. ⧫ Network Growth: Aligned strategic plan with overall company strategy, monitored marketplace trends, gathered competitive and business intelligence, and recruited top-quality physicians. ⧫ Strategic Planning: Generated new revenue by expanding subspecialties and removing barriers to entry. ⧫ Marketing Strategy: Improved visibility by rolling out new branding campaign internally and externally; transitioned 25+ centers to new marketing collateral, logos, materials, and branding activities. THE INSTITUTE FOR HAND AND MICROSURGERY – Santa Ana, CA 2003 – 2007 Director of Marketing and Special Projects Aligned marketing and operations with expansion and growth strategy for the hand and upper extremity specialty physicians group. Focused on physician recruitment and relationship building with new hospitals, as well as fellowship program outreach, business development, market analysis, and partnership and provider management. ⧫ Network Management: Negotiated and completed 95% of private insurance and Medical Provider Network (California Workers’ Compensation) contracts for the practice, where none existed previously. ⧫ Operations: Expanded the company from one to five offices. ⧫ Marketing Strategy: Strengthened and solidified brand by creating all marketing collateral, including logo development, advertising, and marketing campaign management. ⧫ Government Healthcare Programs: Transitioned practice from 95% Lien Workers’ Compensation to 100% Authorized Workers’ Compensation in 12 months and instituted a diversified payer-mix strategy. ⧫ Customer Relationships / Metrics: Improved service delivery by creating a Patient Satisfaction Survey and utilizing data to track results. PACIFIC MEDICAL CLINIC – Santa Ana, CA 1992 – 2003 Senior Administrator | Operations and Marketing Built the occupational, industrial, and family medicine clinic from the ground up. Created the structure, workflow, policies and procedures, hired and trained personnel, identified the site, negotiated leases, and executed the complete build-out of operations. ⧫ Process Improvement: Created a Policy and Procedure Manual to fill process gaps and ensured 100% compliance with OSHA, Workers’ Compensation, and medical practice guidelines. ⧫ Marketing Strategy: Promoted and grew practice by partnering with marketing staff to develop marketing collateral tailored to client companies. EDUCATION & CREDENTIALS Certification 9/1/2021   Packet Pg. 1050 Stanford University, Graduate School of Business, Leading Through Personal Excellence Executive MBA Candidate – Pepperdine University (coursework completed) BS in Health Systems Management – Chapman University   Packet Pg. 1051 Keith Richard Wresch MD Phone: 909-921-6327 Email: kwresch@concentra.com Experience: 2022 – Present Director of Medical Operations for the Inland Empire and Fresno 2019 – 2022 Center Medical Director Concentra Rancho Cucamonga 9405 Fairway View Place, Rancho Cucamonga, CA 91730 Medical Director Concentra Amazon ONT 2 Onsite 1910 East Central Avenue, San Bernardino, CA 92408 2017 – 2019 Center Medical Director Concentra San Bernardino 599 Inland Center Drive Suite 105, San Bernardino, CA 92408 2013 – 2017 Medical Director U.S. HealthWorks Ontario North 3200 Inland Empire Boulevard Suite 100, Ontario, CA 91764 2012 – 2013 Staff physician U.S. HealthWorks Chino 15302 El Prado Road, Chino, CA 91710 2011 – 2012 Physician working with Dr. Ralph Dean 91 East Grand Boulevard, Corona, CA 92879 2010 – 2012 Physician Canyon Lake Urgent Care 31740 Railroad Canyon Road Canyon Lake, CA 92587 2007 – 2010 Physician Alternative Care consultants 1733 North Palm Canyon Drive Suite B, Palm Springs, CA 92262 2005 – 2007 Physician Beaver Medical Group Urgent Care 7000 Boulder Avenue Highland, CA 92346 Education: Graduate Education: 1998 – 2002 Loma Linda University School of Medicine- Graduated Class of 2002 2002 – 2003 Intern in Obstetrics and Gynecology- Loma Linda University 2002 – 2005 Resident in General Surgery -Loma Linda University Medical Center Undergraduate Education: 1993 – 1998 Walla Walla University 204 South College Avenue, College Place, WA 99324 Graduated in 1998 with BA degrees in Spanish and Religion, and a minor in Chemistry Skills: Fluent in Spanish; Have ‘California radiology supervisor and operator certificate’   Packet Pg. 1052 Drashti Desai Chino Hills, CA E-mail: drashtidesai@yahoo.com EDUCATION Advanced Masters in Physical Therapy Loma Linda University, California. Completed June 2000. GPA: 4.0/4.0 Bachelors in Physical Therapy Gujarat University, Ahmedabad, India. Ranked 2nd position statewide in Bachelor’s program. Completed March 1997. GPA: 4.0/4.0 First Year Bachelor of Arts Gujarat University, Ahmedabad, India. Completed April 1998. GPA: 3.9/4.0 WORK EXPERIENCE ➢ 11/15- Till Date Regional Therapy Director, Concentra Medical Centers, California. Overseeing all Therapy related aspects for 11 centers in Inland Empire which includes Physical Therapy, Chiropractic, Acupuncture, Physical Abilities testing and Occupational Therapy. Initiated and d eveloped Ergonomics and Work Conditioning, Service lines. Leading a team of about 40 associates with tasks including vacation coverages, schedule management, staffing, progressive discipline, standardization of systems and continuous coaching and mentoring of the associates to help them grow in their roles. Working very closely with the Regional Medical, Sales and Operations Team. ➢ 03/04- 11/15 Physical Therapist, US Healthworks, California. Worked as the supervising physical Therapist at the Chino location until August 2011, and currently supporting Pomona, Ontario North and Chino as a Per Diem Therapist. At the chino location, led all aspects of operations, including the development of people putting customer service at the top priority. Restructured scheduling to minimize wait times and optimize quality of care, created spreadsheets to track productivity, authorizations, referrals that were sent after hours, due date for re-evaluations and PPE’s. Carefully reviewed employer case instructions for each employee for line of treatment and developed PAT’s for various accounts based on their job description and requirements. Performed weekly financial analysis in AS 400 to evaluate the clinic outcomes in terms of Visits, ARPV, Pt/First visit ratios, missed and no show appointments, projected revenue and amounts reimbursed for past patients to identify areas of deficit and potential for growth. Periodically evaluated the cost of staffing and temp labor to formulate a plan of action based on the budgeted goals and clearly communicated the expectations and action from time to time to the medical providers, center manager and therapy staff via monthly triads or informal meetings as demanded by the situation to maximize clinic’s financial and clinical performance. VOLUNTARY ACTIVITIES ➢ 3rd VP Position in Country Springs Elementary School, Chino Hills, California Served the PTA board for 3 consecutive years from 2012 thru 2015 and organized the spring fundraiser, raising almost $ 20,000 for the school by leading fundraising activities like Jogathon, Casino Night, Mother/Son, and Father/ Daughter Dance. ➢ Lead for Indian Community Dance Festival organized by DEVIS Group Structured, organized and delegated various aspects of this huge successful event attended by more than 850 people for October 2013 and 2014. This was the first of its kind for this organization and was involved in management and supervision of a team of more than 20 people. ACHIEVEMENTS • Awarded a medal from UNICEF for participation in UNICEF’s fund raising drive. • Actively Participated in the National Pulse Polio Immunization Program held in Ahmed abad. • Appointed Class Representative throughout P.T program from 1993 -96 and College Students Representative in the year 1996-97. • Elected Class Representative and General Secretary of the High School in the year 1991 -92. REFERENCES AVAILABLE UPON REQUEST   Packet Pg. 1053 City of San Bernardino ♦ 23-01 Pre-Employment Screening Services October 18, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Attachments Attachment B Legal and Risk Our Legal and Risk Departments reviewed the terms, conditions, and insurance requirements and made minor modifications to the language. We include these suggested revisions on the following pages. If Concentra is the successful bidder, we desire to engage in open dialogue with City, review the proposed modifications, and ultimately create an agreement that not only outlines the schedule of services, but also protects the business interests of both City and Concentra.   Packet Pg. 1054 0 EXHIBIT A SCOPE OF SERVICES The City of San Bernardino is requesting proposals for (Pre-employment Screening Services). The vendor will furnish all materials, permits, supervision, and incidentals as necessary to perform and complete the requested services. The City is seeking proposals for professional services from a qualified firm in supporting their pre- employment screening services. Please review the following line items below: 1. Pre-employment medical examinations and evaluations for perspective employees. The objectives of the City pre-employment exam process are to ensure that all candidates for City employment are, a) medically capable to perform job duties, b) not placed in positions that can aggravate existing medical conditions or create hazards to themselves or others, and c) permit maximum accommodation of individuals with disabilities. Physiologic measures required of all applicants will include, but may not be limited to: blood pressure, pulse, respiration, temperature, height, weight, visual acuity (corrected and/or uncorrected), color vision, and urinalysis. 2. Occupational/environmental health exams and evaluations (e.g., respiratory, hearing etc.). 3. Prepare and submit a written summary of medical exam/test results to the City in complete, accurate and understandable style, no later than forty-eight (48) hours after an exam or P.O.S.T. exam. All results, including drug and alcohol results, must be included in this summary. Inform City departmental contact by email within forty-eight (48) hours with complete medical screening results. Provider shall advise City Departmental Contact of any delays. If exam is inconclusive and additional time is required, Provider shall contact the City Departmental contact within the forty-eight (48) hour time period to provide status report. 4. Initiate and/or update and maintain medical/health records on all employees and applicants for whom Contractor provides services. Initiate health records on all City job applicants including, but not limited to the following: health questionnaire, results of all tests, proofs of immunity, examinations, physician consultations, and progress notes with rationale for any additional tests or reports outside of the scope of usual examination. These records and all related materials shall remain the property of the City. 5. Maintain and store all medical records for the term of the contract at no additional cost and in a secure and confidential manner. Should the Agreement be cancelled or expire, these records are the property of the City and shall be made available to the City within two (2) weeks of cancellation or expiration, at no charge to the City. DocuSign Envelope ID: 5B8ADC8C-988A-4740-A75D-7825AA169563   Packet Pg. 1055 1 6. Physical exams must be able to occur within two (2) working days of being requested to do so by the City. Applicants/Employees should wait no longer than thirty (30) minutes from the time of actual appointment, before services are begun. 7. Contractor shall maintain examination centers located within San Bernardino or Riverside County and convenient to the City. The City will consider proposals whose facilities are not in close proximity to the City. The Contractor shall provide services during normal business hours Monday-Friday, City holidays excluded. Location of services shall be handicapped-accessible and shall conform to all applicable federal, state, and local safety laws. Bidders must acknowledge all requirements of previous section, including all categories and sub-points. Please Sign and Acknowledge Here: __________________________________________ _________________________________________________________________________ If Bidder can provide additional services that are related to the services above, but not mentioned in this section, please list the additional services and detail how they will be beneficial to the city BIDDER’S RESPONSE: DocuSign Envelope ID: 5B8ADC8C-988A-4740-A75D-7825AA169563   Packet Pg. 1056 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 10/4/2022 The Graham Company The Graham Building 1 Penn Square West Philadelphia PA 19102- Concentra Unit 215-567-6300 215-405-2694 Concentra_Unit@grahamco.com Columbia Casualty Company 31127 CONCGRO-01 Liberty Mutual Fire Ins.Co.23035OccupationalHealthCentersofCalifornia, A Medical Corporation,c/o Select Medical Corporat 4716 Old Gettysburg Road Mechanicsburg PA 17055 Liberty Insurance Corporation 42404 Liberty Mutual Insurance Group 23043 American Guarantee &Liability Ins.Co.26247 Allied World Assurance Company,AG 810223803 A X 1,000,000 X 500,000 X Professional Lia X $1M Claim/$3M Ag 1,000,000 3,000,000 X Y Y HAZ 4032244581-6 1/1/2022 1/1/2023 3,000,000 B 2,000,000 X Y Y AS2-631-510199-322 4/1/2022 4/1/2023 A X X 9,000,000YHMC40322357521/1/2022Y 1/1/2023 10,000,000 X 3,000,000 C D XYWA7-63D-510199-352 WC5-631-510199-362 4/1/2022 4/1/2022 4/1/2023 4/1/2023 1,000,000 1,000,000 1,000,000 E F Property Excess Liability ZMD0119116-06 C023701-007 1/1/2022 1/1/2022 1/1/2023 1/1/2023 SEE BELOW $10M Each Occurrence $10M Aggregate UMBRELLA LIABILITY COVERAGE includes Excess General Liability on an Occurrence Basis and Excess Professional Liability on a Claims Made Basis. Both Coverages are excess of a $3,000,000 Self-Insured Retention each Occurrence/Claim subject to a $18,000,000 Aggregate. PROFESSIONAL LIABILITY COVERAGE includes Case Management Services including the rendering of case management or utilization review performed by insured for others. INDIANA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244595-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon See Attached... CITY OF SAN BERNARDINO Attn:VANESSA SLOUKA 290 NORTH D STREET SAN BERNARDINO CA 92401   Packet Pg. 1057 ACORD 101 (2008/01) The ACORD name and logo are registered marks of ACORD © 2008 ACORD CORPORATION. All rights reserved. THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:FORM TITLE: ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE Page of AGENCY CUSTOMER ID: LOC #: AGENCY CARRIER NAIC CODE POLICY NUMBER NAMED INSURED EFFECTIVE DATE: CONCGRO-01 1 1 The Graham Company Occupational Health Centers of California, A Medical Corporation,c/o Select Medical Corporat 4716 Old Gettysburg Road Mechanicsburg PA 17055 25 CERTIFICATE OF LIABILITY INSURANCE KANSAS PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244600-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon LOUISIANA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244614-8;Effective 1/1/2022-1/1/2023 - $100,000 Each Medical Incident/$300,000 Aggregate Per Insured or Surgeon NEBRASKA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244628-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,000,000 Aggregate Per Insured or Surgeon PENNSYLVANIA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244631-8;1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon WISCONSIN PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244659-8;1/1/2022-1/1/2023 - $1,000,000 Each Medical Incident/$3,000,000 Aggregate Per Insured or Surgeon PROPERTY COVERAGE:Risk of Physical Loss or Damage to Covered Property subject to policy terms and conditions. WORKERS COMPENSATION -Occupational Health Centers of California,A Medical Corporation -Liberty Mutual Insurance Corp.-Policy #WA5-63D-510199-312;Effective:4/1/2022-4/1/2023 WORKERS COMPENSATION -Occupational Health Centers of Southwest,P.A.-Liberty Insurance Corp.-Policy #WA7-63D-510199-402;Effective: 4/1/2022-4/1/2023 WORKERS COMPENSATION -Occupational Health Centers of Southwest,P.A.-Liberty Mutual Insurance Corp.-Policy #WC5-631-510199-252 (WI); Effective:4/1/2022-4/1/2023 ADDITIONAL WORKERS COMPENSATION POLICIES: OHC of Arkansas –Liberty Insurance Corp.-Policy #WC7-631-510199-282;Effective:4/1/2022-4/1/2023 OHC of Southwest (AZ/UT)–Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-242;Effective:4/1/2022-4/1/2023 OHC of Delaware –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-332;Effective:4/1/2022-4/1/2023 OHC of Georgia/Hawaii –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-382;Effective:4/1/2022-4/1/2023 OHC of Illinois –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-412;Effective:4/1/2022-4/1/2023 OHC of Louisiana –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-292;Effective:4/1/2022-4/1/2023 OHC of Michigan –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-272;Effective:4/1/2022-4/1/2023 OHC of Nebraska –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-372;Effective:4/1/2022-4/1/2023 OHC of New Jersey –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-262;Effective:4/1/2022-4/1/2023 OHC of North Carolina –Liberty Insurance Corp.-Policy #WC7-631-510199-342;Effective:4/1/2022-4/1/2023 OHC of Southwest (KS)–Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-422;Effective:4/1/2022-4/1/2023 Therapy Centers of Southwest I,PA (OR)-Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-392;Effective:4/1/2022-4/1/2023 Therapy Centers of South Carolina,PA -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-302;Effective:4/1/2022-4/1/2023 OHC of Minnesota -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-452;Effective:4/1/2022-4/1/2023 OHC of Alaska -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-442;Effective:4/1/2022-4/1/2023 CYBER LIABILITY -AIG Specialty Insurance Company -Policy #01-581-98-19;Effective:9/25/2022-9/25/2023 -Limit:$10,000,000 EXCESS CYBER LIABILITY -Endurance American Specialty Insurance Company -Policy #NVX30025438400;Effective:9/25/2022-9/25/2023 -Limit: $10,000,000 Excess of $10,000,000 CRIME COVERAGE -National Union Fire Insurance Company of Pittsburgh,PA -Policy #02-406-10-33;Effective:12/31/2021-12/31/2022 -Limit:$10,000,000 Coverage is provided for all medical professionals currently or previously employed or contracted by the above Named Insured,but only for professional services performed for or on behalf of the above Named Insured. RE:OHC OF CA/CMC IS BIDDING ON AN RFP UNDER #F-23-01 TO PROVIDE MEDICAL SERVICES (WHICH COULD INCLUDE PHYSICAL EXAMS AND OR DRUG/ALCOHOL TESTING SERVICES)TO THE EMPLOYEES OF THE NAMED CLIENT. THE CITY OF SAN BERNARDINO,ITS OFFICIALS,OFFICERS,EMPLOYEES,AGENTS AND VOLUNTEERS are all included as additional insureds on the above General Liability,Auto Liability and Umbrella Liability Policies and coverage shall apply on a Primary and Non-Contributory basis if required by written contract. Prior to loss,and if required by written contract,Waiver of Subrogation is provided on General Liability,Auto Liability,Umbrella Liability and Workers Compensation Policies for work performed under contract if permissible by state law. Should any of the above described policies be cancelled before the expiration date thereof,The Graham Company will endeavor to mail 30 days written notice to the certificate holder,but failure to do so shall impose no obligation or liability of any kind upon The Graham Company,its agents or representatives.   Packet Pg. 1058 WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Person or Organization Schedule Job Description Where required by contract or written agreement prior to loss and allowed by law. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2% of the California workers' compensation premium otherwise due on such remuneration. Additional premium is a percent of the California Manual Workers Compensation premium. Subject to a minimum premium charge of $ 250 Effective Date Premium $ Issued by Liberty Insurance Corporation 21814 For attachment to Policy No. WA7-63D-510199-312 Issued to Concentra Group Holding Parent, LLC WC 04 03 06Ed: 04/1984 Page of 1 1   Packet Pg. 1059 POLICY NUMBER:COMMERCIAL AUTO CA 20 48 10 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED INSURED FOR This endorsement modifies insurance provided under the following: AUTO DEALERS COVERAGE FORM SCHEDULE Name Of Person(s) Or Organization(s): Information required to complete this Schedule, if not shown above, will be shown in the Declarations. CA 20 48 10 13 © Insurance Services Office, Inc., 2011 Page 1 of 1 COVERED AUTOS LIABILITY COVERAGE BUSINESS AUTO COVERAGE FORM MOTOR CARRIER COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. This endorsement identifies person(s) or organization(s) who are "insureds" for Covered Autos Liability Coverage under the Who Is An Insured provision of the Coverage Form. This endorsement does not alter coverage provided in the Coverage Form. Each person or organization shown in the Schedule is an "insured" for Covered Autos Liability Coverage, but only to the extent that person or organization qualifies as an "insured" under the Who Is An Insured provision contained in Paragraph A.1. of Section II - Covered Autos Liability Coverage in the Business Auto and Motor Carrier Coverage Forms and Paragraph D.2. of Section I - Covered Autos Coverages of the Auto Dealers Coverage Form. Any person or organization whom you have agreed in writing to add as an additional insured, but only to coverage and minimum limits of insurance required by the written agreement, and in no event to exceed either the scope of coverage or the limits of insurance provided in this policy. AS2-631-510199-322 282   Packet Pg. 1060 POLICY NUMBER: AS2-631-510199-038 COMMERCIAL AUTO CA 04 44 10 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: AUTO DEALERS COVERAGE FORM BUSINESS AUTO COVERAGE FORM MOTOR CARRIER COVERAGE FORM With respectto coverage provided by this endorsement, the provisionsof the Coverage Form apply unless modified by the endorsement. SCHEDULE Name(s) Of Person(s) Or Organization(s): Any person or organization for whom you perform work under a written contract if the contract requires you to obtain this agreement from us, but only if the contract is executed prior to the injury or damage occurring. Premium: $ INCL Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The Transfer Of Rights Of Recovery Against Others To Us condition does not apply to the person(s) or organization(s) shown in the Schedule, but only to the extent that subrogation is waived prior to the "accident" or the "loss" under a contract with that person or organization. CA 04 44 10 13 © Insurance Services Office, Inc., 2011 Page 1 of I 249 Policy Number: AS2-631-510199-322   Packet Pg. 1061 Policy General Liability Auto Umbrella Deductible $1,000,000 $1,000 for Each Auto ‐ Comprehensive Collision$3,000,000 General/Professional Liability Self Insured Retention $5,000,000 Abuse or Molestation Self Insured Retention WC ‐ Concentra  WC ‐ OHC CA    WC ‐ OHC SWPA  Policy #  HAZ 4032244581‐6 AS2‐631‐510199‐322 HMC 4032235752  WA7‐63D‐510199‐352  WA5‐36D‐510199‐312  WA7‐63D‐510199‐402 $500,000 Deductible $250,000 Deductible $100,000 Deductible Property  ZMD0119116‐06 Excess Liability  C023701‐007 $50,000 Property Damage Per Occurrence Deductible EXCEPT: $150,000 Water or Liquid Damage QUAKE: $100,000 Property Damage and Time Element Combined ‐ Per Occurrence EXCEPT: 5% Property Damage and 5% Time Element Combined At each premises, but not less than $250,000 Property Damage and Time Element combined at any and all premises within defined Earthquake Zone 1. 2% Property Damage and 2% Time Element Combined At each premises, but not less than$250,000 Property Damage and Time Element Combined at any and all premises within defined Earthquake Zone 2. FLOOD: $ 100,000 Property Damage and Time Element Combined at any and all premises (Per Occurrence) EXCEPT: $ 1,000,000 Property Damage and $1,000,000 Time Element at each Location within a Special Flood Hazard Area $ 250,000 Property Damage and Time Element Combined at each Location within a Moderate Flood Hazard Area $150,000 Self Insured Retention &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1062 HAZ 4032244581-6   Packet Pg. 1063 POLICY NUMBER: HAZ 4032244581-6 COMMERCIAL GENERAL LIABILITY CG 20 01 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY – OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the contrary: Primary And Noncontributory Insurance This insurance is primary to and will not seek contribution from any other insurance available to an add itional insured under your policy provided that: (1)The additional insured is a Named Insured under such other insurance; and (2)You have agreed in writing in a contract or agreement that this insurance would be primary and would not seek contribution from any other insurance available to the additional insured. CG 20 01 04 13 © Insurance Services Office, Inc., 2012 Page 1 of 1   Packet Pg. 1064 WAIVER OF RIGHTS OF RECOVERY APPLICABLE TO GENERAL LIABILITY COVERAGE FORM The changes set forth below are applicable only to the Commercial General Liability Coverage Form G- 145566-A, G-145567-A). The Healthcare Liability Policy Common Conditions (G-144102-A) are amended as set forth below: Condition XII.,Transfer of Rights of Recovery is amended by the addition of the following: Solely within the scope of this endorsement as indicated above, we waive any right of recovery we may have against any person or organization that you have agreed with, in writing, prior to the date of loss, to waive your right to recover against because of payments we make under the Commercial General Liability Coverage Form for injury or damage arising out of your ongoing operations. This endorsement applies only to: All other terms and conditions of the Policy remain unchanged. This endorsement, which forms a part of and is for attachment to the Policy issued by the designated Insurers, takes effect on the effective date of said Policy at the hour stated in said Policy, unless another effective date is shown below, and expires concurrently with said Policy. GSL6554XX (4-11) Page 1 Policy No: HAZ 4032244581-6 Endorsement No: Effective Date: 1/1/2022 Insured Name: Concentra Group Holdings Parent, LLC © CNA All Rights Reserved.   Packet Pg. 1065 REQUEST FOR PROPOSALS FOR CITY OF SAN BERNARDINO FOR Rebid RFP F-23-01A PRE-EMPLOYMENT SCREENING SERVICES CITY OF SAN BERNARDINO 290 North D Street San Bernardino, California 92401 Telephone: (909) 384-7272 https://www.ci.san-bernardino.ca.us/   Packet Pg. 1066 1 CITY OF SAN BERNARDINO NOTICE INVITING PROPOSALS, RFP NO. RFP F-23-01A PRE-EMPLOYMENT SCREENING SERVICES PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of San Bernardino (“City”) via Planetbids until 3:00 PM until Tuesday, October 18, 2022. Proposals received after this date will be returned to the proposers unopened. Faxed or electronically submitted proposals will not be accepted. The City is requesting proposals to provide: Pre-Employment Screening Services The award of this contract is subject to available budget adequate to carry out the provisions of the proposed agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City. Interested proposers may download copies of the Request for Proposals (“RFP”) by visiting the City’s web site, https://www.ci.san-bernardino.ca.us/. Firms that anticipate submitting a proposal are required to send an email to the project manager acknowledging receipt of the RFP so that the City can add the firm to its notification list. Please include the contact person, the name of the firm, address, phone number, and e-mail address. All addenda will be published on the City’s website. For more information regarding the RFP, please contact: City of San Bernardino Purchasing Department Precious Carter (Purchasing Manager) Email: purchasing@sbcity.org   Packet Pg. 1067 2 CITY OF SAN BERNARDINO REQUEST FOR PROPOSALS PRE-EMPLOYMENT SCREENING SERVICES I. BACKGROUND AND INTRODUCTION The City of San Bernardino (“City”) is requesting proposals from qualified firms1 (“Proposers”) for PRE-EMPLOYMENT SCREENING SERVICES (“Services”). II. REQUEST FOR PROPOSALS A. Scope of Services The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in Exhibit “A”, attached hereto and incorporated herein by this reference. Notwithstanding the inclusion of such Services in Exhibit “A”, the final scope of Services negotiated between City and the successful Proposer shall be set forth in the Professional Service Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference. B. City Contact for this RFP The principal contact for the City regarding this RFP will be Precious Carter, Manager of (Purchasing Department) and Michelle Parra (Buyer), (909) 384-5086), Email: purchasing@sbcity.org or a designated representative, who will coordinate the assistance to be provided by the City to the Proposer. C. Requests for Clarification All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to the City Contact for this RFP, identified above. All written questions, if answered, will be issued to all prospective proposers via Planetbids. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 3:00 p.m. local time on the date identified in the Proposal Schedule. Each Proposer is responsible for ensuring that it has received all addenda, clarifications, supplemental information and responses to questions prior to submitting a proposal. 1Use of the term “firm” shall mean individual proprietorship, partnership, Limited Liability Company, corporation or joint venture.   Packet Pg. 1068 3 D. Pre-Proposal Meeting Each Proposer is requested to attend a “non-mandatory” pre-proposal meeting to be held on October 5, 2022, from 10:00 am to 11:00 am via Microsoft Teams Meeting. The Teams Meeting login information will be located with Planetbids. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the Services requested. E. Content and Format of Proposal Proposals shall be concise, well organized and demonstrate qualifications and applicable experience. Proposals shall include one (1) electronic pdf file format via the Planetbids.com website. Please allow time for system to process your bid. Bids will not be accepted after the deadline of October 18, 2022. Proposals shall be in the following order and shall include: 1. Executive Summary: (limit: 2 pages) Summarize the content of your proposal in a clear and concise manner 2. Table of Contents: (limit: 1 page) 3. Identification of Proposer: (limit: 2 pages) a. Legal name and address of the company. b. Legal form of company (partnership, corporation). c. If company is a wholly owned subsidiary of a “parent company,” identify the “parent company.” d. Name, title, address and telephone number of the proposed representative to contact concerning the Proposal Submittal. e. California Business License Number 4. Staffing Resources: (limit: 3 pages) a. Firm Staffing and Key Personnel (i) Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed. (ii) Identify three (3) persons that shall be principally responsible for working with the City. Indicate the role and responsibility of each individual. If the Proposer is chosen as a finalist, these principal individuals must attend the interview and in-person presentation.   Packet Pg. 1069 4 (iii) Describe proposed team organization, including identification and responsibilities of key personnel. Please include one-page resumes. (iv) Provide brief biographies of individuals that shall be working directly with the City. b. Subcontractors (i) The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor(s) that is anticipated to perform each function, if known at this time. (ii) Not Required 5. Experience and Technical Competence: (limit: 3 pages) a. Experience (i) The Proposer shall provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP. (ii) Describe the past experience of the staff to be assigned to perform the Services in performing similar services. (iii) The Proposer shall state the number of years the firm has conducted business. Proposer must have at least four (4) years’ experience in providing the required scope of Services for public clients. (iv) Provide three (3) references regarding the Proposer’s experience and performance performing similar services. Include the following information: (1) Organization/City, contact name, phone number, e-mail address; and (2) project size and description, if applicable, and description of services. (v) Describe the Proposer’s local experience and knowledge of City. b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include: (a) Role of the firm (b) Dollar value of the services   Packet Pg. 1070 5 (c) Dollar value of the fee (d) Description of services (e) Staffing (f) Duration of providing services (g) Relationship to client (h) Contact name, position, entity name, telephone number, fax number and e-mail address for each project. (ii) If any of the following has occurred, please describe in detail: (a) Failure to enter into a contract or professional services agreement once selected. (b) Withdrawal of a proposal as a result of an error. (c) Termination or failure to complete a contract. (d) Debarment by any municipal, county, state, federal or local agency. (e) Involvement in litigation, arbitration or mediation. Conviction of the firm or its principals for violating a state or federal antitrust law by bid or proposal rigging, collusion, or restrictive competition between bidders or proposers, or conviction of violating any other federal or state law related to bidding or professional services performance. Knowing concealment of any deficiency in the performance of a prior contract. (f) Falsification of information or submission of deceptive or fraudulent statements in connection with a contract. (g) Willful disregard for applicable rules, laws or regulations. Information regarding any of the above may, at the sole discretion of the City, be deemed to indicate an unsatisfactory record of performance. c. Technical Competence   Packet Pg. 1071 6 (i) Description of in-house resources (i.e., computer capabilities, software applications, modem protocol, modeling programs, etc.) (ii) Ability to draw upon multi-disciplinary staff to address the Services requested in this RFP. 6. Proposed Method to Accomplish the Work: (limit: 3 pages) Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Services, goals of the City, and general functions required. Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of S ervices and goals described in Exhibit “A”, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work. 7. Fee Proposal: (limit: 2 pages) Please provide a not-to-exceed fee proposal with detailed line times for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached hereto as Exhibit “B”). 8. Insurance: (limit: 4 pages) - not including supporting documentation) See the Agreement, attached hereto as Exhibit “B”, for a description of the insurance requirements. Proposer shall provide a copy of their Certificate of Insurance showing that their insurance meets the requirements of the city. 9. Litigation: (limit: 3 pages) Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years. 10. Other Information: (limit: 2 pages) This section shall contain all other pertinent information regarding the following: a. Demonstration of record of staffing tasks efficiently and completing projects on time and within the allocated budget. b. Description of community involvement. c. Description of any previous involvement with the city. d. A statement that the Proposer has not conflicts of interest in connection with providing the Services. 11. Certification of Proposal: This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.” 12. Appendices: (limit: 5 pages) F. No Deviations from the RFP   Packet Pg. 1072 7 In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein. If proposer does not take any exceptions or deviations from the terms and conditions indicated in the agreement, then the proposer must indicate this information by making a statement within the proposal documents. G. Selection Process 1. The city will evaluate proposals based on the following criteria: a. The Proposer is properly licensed to practice in the State of California. b. The Proposer has no conflict of interest with regard to any other work performed by the firm for the City. c. Clarity and conformance of proposal to the RFP. d. Content of the proposal. e. Proposer’s experience and performance. f. Team members’ experience and performance. g. Fee proposal. h. Comments by references (Pass/Fail) i. Exceptions/Deviations to RFP (Pass/Fail) j. Litigations (Pass/Fail) k. Fiscal Stability (Pass/Fail) 2. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions. 3. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made. The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable Agreement with the selected Proposer. In the event that the City is unable to reach agreement, the City will   Packet Pg. 1073 8 proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired. 4. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement. H. Protests 1. Protest Contents: Protests based on the content of the RFP shall be submitted to the City no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with City policy, or this RFP is not in compliance with law. A protest must be filed in writing with the City (email is not acceptable) within five (5) business days after receipt of notification of the contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the contract award will be rejected by the City as invalid and the Proposer’s failure to timely file a protest shall waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any m atters not set forth in the protest shall be deemed waived. 2. City Review: The City will review and evaluate the basis of the protest , provided that the protest is filed in strict conformity with the foregoing. The City shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by the City relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings. I. Proposal Schedule The tentative schedule is as follows: ACTION DATE Release of Request for Proposal September 26, 2022 Pre-Proposal Meeting Location: Microsoft Teams Meeting October 5, 2022 Last Day to Submit Questions for Clarification received by the City via Planetbids on or before 3:00 PM October 10, 2022 Clarifications Issued by City on or before 3:00 PM October 13, 2022   Packet Pg. 1074 9 ACTION DATE Deadline for Receipt of Proposals submitted on or before 3:00 PM October 18, 2022 The above scheduled dates are tentative, and City retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the above-described professional Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time. J. Submittal Requirements 1. General: It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement. 2. Preparation: Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired . However, technical literature that supports the approach to providing the Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal. 3. Site Examination: Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement. 4. Authorization: The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer. 5. Confidentiality of Proposal: Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFP shall become the exclusive property of the City and shall become public records under the California Public Records Act. Furthermore, the City shall have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from   Packet Pg. 1075 10 disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this procurement. 1. Submittal Instructions: Electronic PDF file format via Planetbids. Please allow time for system to process your proposal. The Proposal must be received no later than 3:00pm PST, on or before October 18, 2022. The City shall not be responsible for proposals that are not received on time. The City will not be responsible for and will not accept late bids due to slow internet connection, or incomplete transmissions. K. General Conditions 1. Amendments to RFP: The City reserves the right to amend the RFP and issue to all Proposers an addendum. 2. Amendments to Proposals: Unless specifically requested by the City, no amendment, addendum or modification shall be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals. 3. Non-Responsive Proposals: A proposal may be considered non- responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.   Packet Pg. 1076 11 4. Costs for Preparing: The City shall not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected. 5. Cancellation of RFP: City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposa l preparation, interview, fee negotiation or other marketing costs associated with this RFP. 6. Price Validity: Prices provided by Proposers in response to this RFP are valid for 120 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded. 7. No Commitment to Award: Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP. 8. Right to Negotiate and/or Reject Proposals: City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Proposers are encouraged to submit their best prices in their proposals, and City intends to negotiate only with the Proposer(s) whose proposal most closely meets City’s requirements at the lowest estimated cost. The Agreement, if any is awarded, shall go to the Proposer whose proposal best meets City’s requirements. 9. Non-Discrimination: The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract. Publication Date of RFP: September 26, 2022   Packet Pg. 1077 0 EXHIBIT A SCOPE OF SERVICES The City of San Bernardino is requesting proposals for (Pre-employment Screening Services). The vendor will furnish all materials, permits, supervision, and incidentals as necessary to perform and complete the requested services. The City is seeking proposals for professional services from a qualified firm in supporting their pre- employment screening services. Please review the following line items below: 1. Pre-employment medical examinations and evaluations for perspective employees. The objectives of the City pre-employment exam process are to ensure that all candidates for City employment are, a) medically capable to perform job duties, b) not placed in positions that can aggravate existing medical conditions or create hazards to themselves or others, and c) permit maximum accommodation of individuals with disabilities. Physiologic measures required of all applicants will include, but may not be limited to: blood pressure, pulse, respiration, temperature, height, weight, visual acuity (corrected and/or uncorrected), color vision, and urinalysis. 2. Occupational/environmental health exams and evaluations (e.g., respiratory, hearing etc.). 3. Prepare and submit a written summary of medical exam/test results to the City in complete, accurate and understandable style, no later than forty-eight (48) hours after an exam or P.O.S.T. exam. All results, including drug and alcohol results, must be included in this summary. Inform City departmental contact by email within forty-eight (48) hours with complete medical screening results. Provider shall advise City Departmental Contact of any delays. If exam is inconclusive and additional time is required, Provider shall contact the City Departmental contact within the forty-eight (48) hour time period to provide status report. 4. Initiate and/or update and maintain medical/health records on all employees and applicants for whom Contractor provides services. Initiate health records on all City job applicants including, but not limited to the following: health questionnaire, results of all tests, proofs of immunity, examinations, physician consultations, and progress notes with rationale for any additional tests or reports outside of the scope of usual examination. These records and all related materials shall remain the property of the City. 5. Maintain and store all medical records for the term of the contract at no additional cost and in a secure and confidential manner. Should the Agreement be cancelled or expire, these records are the property of the City and shall be made available to the City within two (2) weeks of cancellation or expiration, at no charge to the City.   Packet Pg. 1078 1 6. Physical exams must be able to occur within two (2) working days of being requested to do so by the City. Applicants/Employees should wait no longer than thirty (30) minutes from the time of actual appointment, before services are begun. 7. Contractor shall maintain examination centers located within San Bernardino or Riverside County and convenient to the City. The City will consider proposals whose facilities are not in close proximity to the City. The Contractor shall provide services during normal business hours Monday-Friday, City holidays excluded. Location of services shall be handicapped-accessible and shall conform to all applicable federal, state, and local safety laws. Bidders must acknowledge all requirements of previous section, including all categories and sub-points. Please Sign and Acknowledge Here: __________________________________________ _________________________________________________________________________ If Bidder can provide additional services that are related to the services above, but not mentioned in this section, please list the additional services and detail how they will be beneficial to the city BIDDER’S RESPONSE:   Packet Pg. 1079 0 EXHIBIT B CITY OF SAN BERNARDINO SAMPLE PROFESSIONAL SERVICE AGREEMENT MODEL PROFESSIONAL SERVICES AGREEMENT – REMOVE THIS TITLE WHEN USED. USE ONLY FOR PROFESSIONAL SERVICES – DEFINED AS: SPECIALIZED SERVICES SUCH AS FINANCIAL, ECONOMIC, ACCOUNTING, LEGAL, ENGINEERING OR ADMINISTRATIVE SERVICES PLEASE NOTE: THIS PROFESSIONAL SERVICES AGREEMENT MAY NOT BE USED TO CONTRACT FOR DESIGN SERVICES PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] This Agreement is made and entered into as of [***INSERT MONTH***] [***INSERT DATE***], 2022 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City ”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY AND STATE - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: [***INSERT DESCRIPTION***] (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”   Packet Pg. 1080 1 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” [***Alternatively, the compensation schedule may be described here***] b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $[***INSERT NOT TO EXCEED AMOUNT***]. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Ag reement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. a. Adjustments. No retroactive price adjustments will be considered. Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing. [***Additionally, the City may include a CPI price adjustment, delete the following language if such adjustment will not be used***] Annual increases shall be three percent (3%) or the not exceed the percentage change in the Consumer Price Index- All urban consumers, All Items - (Series ID# CUURS49CSA0) Riverside-San Bernardino – Ontario, CA areas for the twelve (12) month period January through January immediately preceding the adjustments and be subject to City’s sole discretion and approved (if needed) for budget funding by the City Council. 6. Term. This Agreement shall commence on the Effective Date and shall continue for one (1) year (“Initial Term”). Thereafter, the parties shall mutually agree in writing to extend the Agreement (“Renewal Terms”) and the pricing shall be adjusted as set forth in Section 5.a above. through the completion of services as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”). [***Alternatively, the term can be spelled out in this section without reference to the Exhibit***] 7. Maintenance of Records; Audits.   Packet Pg. 1081 2 a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non - performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with   Packet Pg. 1082 3 generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work and meet the Key Performance Indicators, attached hereto as Exhibit “B” and incorporated herein by this reference. [***IF NO PERFORMANCE INDICATORS WILL BE USED DELETE THE ABOVE LANGUAGE AND ACCOMPANYING EXHIBIT B***] 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on an y subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subcons ultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability   Packet Pg. 1083 4 (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status.   Packet Pg. 1084 5 (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Medical Malpractice Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional medical malpractice liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber) At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. g. Aviation and/or Drone Liability [***REMOVE SECTION IF NOT APPLICABLE***] At all times during the performance of the work under this Agreement, the Consultant shall maintain Aviation and/or Drone Liability insurance for bodily injury and property damage, in a form and with insurance companies acceptable to the City. h. Minimum Policy Limits Required   Packet Pg. 1085 6 (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Medical Malpractice Liability $1,000,000 per claim and aggregate (errors and omissions) Cyber Liability $1,000,000 per occurrence and aggregate Aviation and/or Drone Liability $1,000,000 per occurrence limit [***REMOVE IF NOT APPLICABLE***] (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement only on the Commercial General Liability and Automobile Liability policies. i. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. j. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that th e Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.   Packet Pg. 1086 7 (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. k. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. l Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification.   Packet Pg. 1087 8 (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. m. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.   Packet Pg. 1088 9 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1 775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). [***IF CITY IS AWARE THAT THE CONSULTANT WILL PERFORM WORK SUBJECT TO PREVAILING WAGE LAW, PLEASE CONTACT LEGAL COUNSEL TO OBTAIN GUIDANCE REGARDING REVISING THE FOLLOWING PROVISION***]If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If sai d termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of   Packet Pg. 1089 10 such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the term s, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign [***INSERT NAME***] as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the s ame in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: CONSULTANT:   Packet Pg. 1090 11 City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: [***INSERT DEPARTMENT HEAD TITLE OR “City Manager”***] With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney [***INSERT NAME, ADDRESS & CONTACT PERSON***] 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is soug ht. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right   Packet Pg. 1091 12 or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a b ona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or a nticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. 44. [***DELETE SECTION IF THESE PENALTIES WILL NOT BE USED***] Disciplinary Actions in Phases for Non-Performance. Failure for Consultant to perform its obligations under this Agreement or comply with the Performance Indicators may result in disciplinary action as follows: (i) Informal Warning (Written or Verbal). Consultant is given a warning in regards to non-performance. If a verbal warning is issued, it will be confirmed with an electronic correspondence to the Consultant. (ii) Formal Written Warning. A formal written warning is issued to Consultant pursuant to Section 29 of this Agreement. Consultant must respond within 5 to 10 days of receipt of the formal warning. Upon response from the Consultant, Consultant shall be   Packet Pg. 1092 13 provided a reasonable time to make corrections to their performance. This time period (iii) Formal Penalty Issued. A penalty of 15% of the Consultant’s current invoice amount or annual contract amount is deducted for non-performance after previous warnings have been issued. (iv) Termination of Contract. If the performance has not been corrected after all warnings and previous penalties have been exhausted, City may terminate the contract pursuant to Section 21 of this Agreement. 45. Medical Records. (a) Custodian. Consultant shall serve as the custodian of medical records created at the clinic during the term of this Agreement. Consultant, as custodian of records shall abide by all local, state, and federal requirements for such record retention during and after the term of this Agreement. Consultant shall also abide by all applicable laws related to Consultant and the medical service record retention. City acknowledges that Consultant will provide copies of medical records to any third-party requestor (with the appropriate executed release from the employee/patient, court order, or business affidavit, as applicable). (b) Access. City understands and acknowledges that the City is not entitled to access any patient medical records except to the extent allowed by law. Consultant is a “covered entity” as enumerated in 45 CFR §160.103. As a covered entity, Consultant may only disclose protected health information as authorized by and to the extent allowed by law. (c) Retention and Destruction. Upon the termination of this Agreement for any reason, Consultant shall maintain all records created against the statutory and regulatory requirements. Should City request records be maintained by Consultant beyond any state, local or federal rule due to an ongoing audit or legal matter, then City shall be invoiced for such retention for as long as such records are retained until written notice from City to destroy such retained records. This Section 45 shall survive the termination of this Agreement. [SIGNATURES ON FOLLOWING PAGE] Formatted: Font: 11 pt Formatted: Font: 11 pt   Packet Pg. 1093 14 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: Robert D. Field City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney CONSULTANT PLEASE DO NOT SIGN (SAMPLE AGREEMENT ONLY) Signature Name Title   Packet Pg. 1094 15 EXHIBIT A [***ATTACH OR INSERT: Scope of Services / Schedule of Charges and Payments / Activity Schedule***]   Packet Pg. 1095 16 [***IF NO PERFORMANCE INDICATORS WILL BE USED DELETE EXHIBIT B***] EXHIBIT B KEY PERFORMANCE INDICATORS OR PERFORMANCE REQUIREMENTS 1. Performance Expectations  A Performance Measurement Plan (“Performance Plan”) will be developed by the City [***INSERT DEPARTMENT***], will be mutually agreed to in partnership with Consultant and will be reviewed on a quarterly basis.  Consultant will track and document all performance measures identified in the Performance Plan. Measures will include, but a not limited to the measures listed below:  Consultant will develop and distribute, electronically, a monthly summary report showing the current status and 12 month trend of each performance measure  Consultant will attend quarterly meetings scheduled by the City [***INSERT DEPARTMENT***]and present and discuss performance measures  Consultant will track all cost savings for all orders requested by Waste Resources and will report their total Cost Savings on a quarterly basis 2. Performance Measures 1. Safety: a. Definition: the condition of being protected from or unlikely to cause danger, risk, or injury b. Safety Measures is related to PW projects when a contractor is conducting work on a county facility and/or delivery materials and services to a county facility 2. Quality: a. Definition: the standard of something as measured against other things of a similar kind; the degree of excellence of something. b. Quality Measure is related to final result of a product or service. Ex. was the monitor installed correctly, crooked, upside down? Were monthly/annual inspections done correctly/on time, were they incomplete. 3. Cost Savings: a. Definition: a reduction in expenses, especially in business b. Cost Savings Measure is related savings that a vendor makes and passes on to the County. 4. On-Time Delivery: a. Definition: On Time Delivery or OTD refers to a key performance indicator measuring the rate of finished product and deliveries made in time. This rate is expressed in a total number of units delivered within a set period defined by the customer and the supplier. b. On-Time Delivery measure is related to service contracts, were the samples delivered on time to the lab. This can also refer to pick-up services such as with environmental contracts that deal with hazardous samples   Packet Pg. 1096 17   Packet Pg. 1097 0 [***OPTIONAL: IF FEDERAL FUNDS ARE INVOLVED, ATTACH FEDERAL FUNDING REQUIREMENTS - DELETE THIS EXHIBIT OTHERWISE***] EXHIBIT C FEDERAL REQUIREMENTS [***INSERT APPLICABLE FEDERAL REQUIREMENTS – REQUIREMENTS WILL CHANGE BASED ON FUNDING SOURCE***]   Packet Pg. 1098   Packet Pg. 1099   Packet Pg. 1100   Packet Pg. 1101   Packet Pg. 1102   Packet Pg. 1103   Packet Pg. 1104   Packet Pg. 1105   Packet Pg. 1106   Packet Pg. 1107   Packet Pg. 1108   Packet Pg. 1109   Packet Pg. 1110   Packet Pg. 1111   Packet Pg. 1112   Packet Pg. 1113   Packet Pg. 1114   Packet Pg. 1115   Packet Pg. 1116   Packet Pg. 1117   Packet Pg. 1118   Packet Pg. 1119   Packet Pg. 1120   Packet Pg. 1121   Packet Pg. 1122 Response to: City of San Bernardino For: RFP F-22-62A Pre-Employment Screening Services October 6, 2022 Submitted By: Kaiser Permanente on-the-job® Catherine V. Bland Senior Sales Executive   Packet Pg. 1123 October 6, 2022 City of San Bernardino 290 North D St. San Bernardino, CA 92401 Attn: Vanessa Slouka RE: RFP F-22-62A Dear Ms. Slouka: On behalf of Kaiser Permanente, I appreciate the opportunity to respond to the City of San Bernardino’s Request for Proposal for Pre-Employment Screening Services. As one of California’s largest providers of occupational health and safety services, with 24 clinics throughout Southern California, we are experts in keeping employees safe and healthy on the job. Through Kaiser Permanente on-the-job® (KPOJ), the City of San Bernardino will be able to offer these services to your new hires and employees at any KPOJ in Southern CA, allowing your employees more options of treating close to home or close to the job site. For the purposes of this RFP, the two primary KPOJ locations for the City of San Bernardino are located at: Kaiser Permanente Fontana Medical Campus, Medical Office Building 3, 9985 Sierra Ave, Fontana, CA 92335 Kaiser Permanente Riverside Medical Campus, 4th Floor, 10800 Magnolia Ave., Riverside, CA 92505 This response will remain valid for a period of not less than sixty (60) days from the date of submittal and should be considered a demonstration of our desire to work with the City of San Bernardino. We are committed to helping you reduce costs, mitigate health and safety risks, and boost employee performance with high quality, cost-effective occupational health, and safety services that:  Educate employees about on-the-job safety and wellness  Improve employee health and reduce absenteeism and presenteeism  Identify health and safety issues  Support regulatory compliance Sincerely, Catherine V. Bland, RN, CCM, CPUM, CLNC Sr. Sales Executive Occupational Health Sales & Account Management Kaiser Foundation Health Plan   Packet Pg. 1124 1. EXECUTIVE SUMMARY Kaiser Permanente on-the-job® is widely recognized as a leader for occupational health and safety services, our expertise is demonstrated in our: Focus on prevention and wellness – The focus of our medical care program has always been on prevention and wellness, not just health and safety exams or the treatment of injury and illness. We take this same approach with our fee-for-service occupational health and safety services. For example, we use our proprietary electronic health information system, Kaiser Permanente HealthConnect®, to trend data over time and identify developing work- related health issues, such as hearing or lung function loss, so that employees can take preventive measures before the problem becomes serious. Highly trained and experienced staff – our highly skilled physicians are dedicated to occupational health services and understand the complexities of workforce regulations. Our technicians are trained, certified, and monitored for regulatory compliance and testing accuracy. Extensive peer reviews and continuing medical education requirements help to ensure that physician and staff quality remains high. Quality standards – We apply exacting quality standards – the same ones that have earned us NCQA Excellent accreditation for our health plans – and Joint Commission certification for all our hospitals – to our occupational health and safety services program. So that you can be confident that your employees are receiving high-quality care and service, we have a rigorous program of certification, training, clinical review, and quality improvement that includes:  Ongoing performance monitoring at the individual provider and department level  Credentialing and recredentialing of physicians and other health care professionals  Patient satisfaction surveys  Internal surveys and audits  Evidenced-based practice guidelines at the point of care  Continuing medical education programs to improve clinical skills and effectiveness  Test audits to ensure quality and adherence to relevant regulations Local and regional Permanente Medical Group committees share responsibility for quality oversight and improvement, and they monitor and evaluate the quality and appropriateness of all aspects of care, including service and access, within our occupational health centers. They also identify quality assurance issues and priorities, monitor and report on clinical and provider performance, and sponsor quality improvement initiatives. We have extensive experience in the services requested within the City’s request for proposal and would be happy to provide the following services to the City of San Bernardino:  Work Fitness exams  DOT exams  DOT drug testing  First Aid  Return to Duty Evaluations  Work related injury care evaluation and treatment  Respirator Clearance  Immunization evaluation and Vaccinations  Maintenance of Medical Records  TB Testing We have included a corporate organizational chart below.   Packet Pg. 1125   Packet Pg. 1126 2. TABLE OF CONTENTS Cover Letter 1. Executive Summary 2. Table of Contents 3. Identification of Proposer 4. Staffing Resources 5. Fiscal Stability – N/A 6. Experience and Technical Competence 7. Proposed Method to Accomplish the Work 8. Fee Proposal 9. Insurance 10. Litigation 11. Other Information 12. Certificate of Proposal 13. Appendices F. Deviations and Exceptions to this RFP   Packet Pg. 1127 3. IDENTIFICATION OF PROPOSER a. Legal name and address of the company. Kaiser Foundation Health Plan and Kaiser Permanente on-the-job® in partnership with the Southern California Permanente Medical Group, 1800 Harrison Street, 9th Floor, Oakland, CA 94612. b. Legal form of company (partnership, corporation). Kaiser Permanente is one of the nation's largest not-for-profit prepaid group practice plans, which represents a partnership between Kaiser Foundation Health Plan, Inc. and Kaiser Foundation Hospitals and the Permanente Medical Groups. Kaiser Foundation Hospitals is a nonprofit corporation that owns and operates its own hospitals. Kaiser Foundation Health Plan is a nonprofit corporation, exempt from tax under Section 501 (c)(3) of the Internal Revenue Code. We have no owner, shareholders, or sponsor. Kaiser Foundation Hospitals is a nonprofit corporation that owns and operates its own hospitals. Permanente Medical Groups are partnerships or professional corporations of physicians. The full responsibility for providing and arranging the medical care services for members and patients. California is served by The Permanente Medical Group (TPMG) and Southern California Permanente Medical Group (SCPMG). TPMG is structured as a corporation, whereas SCPMG is a partnership. Each Permanente Medical Group takes a cooperative approach to medicine and the management of our medical facilities, with its doctors having the opportunity to present their views on policy decisions. Each PMG conducts its own physician recruitment and staffing and is responsible for maintaining the quality of medical services for the members. Kaiser Permanente on-the-job® (KPOJ) is a specialty department within Kaiser Permanente that provides occupational health and safety services. c. If company is a wholly owned subsidiary of a “parent company,” identify the “parent company.” Not applicable. d. Name, title, address, and telephone number of the proposed representative to contact concerning the Proposal Submittal. Catherine Bland, RN, CCM, CPUM, CLNC Sr. Sales Executive 1800 Harrison St., 9th floor Oakland, CA 94612 Phone: 916 367-3302 Email: Catherine.V.Bland@kp.org   Packet Pg. 1128 e. California Business License Number Our City of San Bernardino Business License number is Account #2839. Our City and State business licenses are provided below.   Packet Pg. 1129   Packet Pg. 1130 4. STAFFING RESOURCES a. Firm Staffing and Key Personnel i. Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed. Staffing of our clinics is determined by clinic and regional leadership to ensure patient safety and optimum service delivery. KPOJ can provide additional staff, as needed to provide these services to the City. Our clinic staffing for the City of San Bernardino services will consist of the following key personnel: Assigned Staff – KPOJ Fontana Clinic Position Name Project Manager/Sales Executive Cathy Bland, RN Account Manager Marcus Johnson Chief Physician Dr. Laurie Hemsley Clinic Physicians Dr. Laurie Hemsley, Dr. Quincy Bascombe, Dr. Jung Lee, Dr. Thomas Pham Clinic Manager Paul Tigno Clinic Supervisor Eileen Alegre, RN Case Coordinator Carlos Ramirez, Patricia Castillo Clinic Staff Doctors, LVNs, RN Supervisor, Case Processors, Case Coordinators, Admin Assistant Assigned Staff – KPOJ Fontana Clinic Position Name Project Manager/Sales Executive Cathy Bland, RN Account Manager Marcus Johnson Chief Physician Dr. Gerald West Clinic Physicians Dr. Dana Johnson, Dr. Jayveeh Navarro, Dr. Tanvir Mahtab, Dr. Michael Song, Dr. Zaid Al-Faham, Dr. Gregory Bouyer Clinic Manager Chandra Charles Clinic Supervisor Esther Castillo Case Coordinator Cindy Marquez, Sylvia Lherisson Clinic Staff Colette Hunter, Marcy Vandenberg, Lynette Ruiz, Cherrie Cobarruvias, Melody McConnaughey, Robert Benavides ii. Identify three (3) persons that shall be principally responsible for working with the City. Indicate the role and responsibility of each individual. If the Proposer is chosen as a finalist, these principal individuals must attend the interview and in-person presentation.   Packet Pg. 1131 Name and Position Responsibility Cathy Bland, RN - Project Manager/Sales Executive Primary contact between the City and the KPOJ clinics during the contracting and implementation of services. Marcus Johnson - Account Manager Liaison available to the City who will assist with ongoing partnership and coordination of Stewardship meetings between KPOJ and the City of San Bernardino following successful implementation of services. Yolanda D. Parra- Project Manager III One of the Southern California Permanente Medical Group’s regional experts on Occupational Health and Safety Services. Will work with the City to coordinate billing and coordinate the Mobile Health vehicle, should the City elect to utilize the Mobile Health Vehicle for some aspects of service delivery. iii. Describe proposed team organization, including identification and responsibilities of key personnel. Please include one-page resumes. Team Organization – KPOJ Fontana Clinic Position Responsibility Cathy Bland, RN - Project Manager/Sales Executive Primary contact between City and the KPOJ clinics during the contracting and implementation of services. Marcus Johnson - Account Manager Liaison available to the City who will assist with ongoing partnership and coordination of Stewardship meetings between KPOJ and the City following successful implementation of services. Dr. Laurie Hemsley - Chief Physician Provides leadership and oversees the operations and services for occupational health clinic. Dr. Laurie Hemsley, Dr. Quincy Bascombe, Dr. Jung Lee, Dr. Thomas Pham - Clinic Physicians Primary providers for occupational health services in addition to the key personnel noted above. Paul Tigno - Clinic Manager Provides the day-to-day management of the occupational health clinic. Eileen Alegre, RN - Clinic Supervisor Provides the day-to-day supervision of key clinic staff. Carlos Ramirez, Patricia Castillo - Case Coordinators Provides coordination of medical treatment, referrals, work status, authorizations, and clearance. Clinic Staff - Doctors, LVNs, RN Supervisor, Case Processors, Case Coordinators, Admin Assistant Provides the day-to-day patient care and coordination of services. Team Organization – KPOJ Riverside Clinic Position Responsibility Cathy Bland, RN - Project Manager/Sales Executive Primary contact between City and the KPOJ clinics during the contracting and implementation of services.   Packet Pg. 1132 Marcus Johnson, Executive Account Manager - Liaison available to the City who will assist with ongoing partnership and coordination of Stewardship meetings between KPOJ and the City following successful implementation of services. Dr. Gerald West - Chief Physician Provides leadership and oversees the operations and services for occupational health clinic. Dr. Dana Johnson, Dr. Jayveeh Navarro, Dr. Tanvir Mahtab, Dr. Michael Song, Dr. Zaid Al-Faham, Dr. Gregory Bouyer – Clinic Physicians Primary providers for occupational health services in addition to the key personnel noted above. Chandra Charles - Clinic Manager Provides the day-to-day management of the occupational health clinic. Esther Castillo - Clinic Supervisor Provides the day-to-day supervision of key clinic staff. Cindy Marquez, Sylvia Lherisson - Case Coordinators Provides coordination of medical treatment, referrals, work status, authorizations, and clearance. Clinic Staff - Colette Hunter, Marcy Vandenberg, Lynette Ruiz, Cherrie Cobarruvias, Melody McConnaughey, Robert Benavides Provides the day-to-day patient care and coordination of services. iv. Provide brief biographies of individuals that shall be working directly with the City. Catherine Bland, RN, CCM, CPUM, CLNC, Sr. Sales Executive Cathy is responsible for identifying key employers, carriers and third-party administrators that would benefit from Kaiser Permanente On-the-Job programs and services. Through understanding the occupational health and safety programs of KPOJ customers and potential customers she defines and implements injury care and employment health services that meet the needs of the clients she serves. Cathy works closely with Kaiser Permanente Account Managers to implement integrated programs and to ensure that client specifics are identified and adhered to at the clinic level. Cathy is a Registered Nurse who has obtained certifications in Case Management, Utilization Management, and Legal Nurse Consulting. She has 26 years of workers compensation case management experience. She has been a nurse for over 30 years and has extensive background in hospital-based nursing; specializing in critical care and cardiology Cathy divides her work time between Northern and Southern CA. Cathy has two adult children and when not working enjoys spending time camping, fishing, boating and hiking. Sr. Sales Executive, Kaiser On-the-Job 2012 - Present Sr. Account Manager, Kaiser On-the-Job 2010- 2012 National Account Manager, (CorVel) 2007 - 2010 Area Manager Northern Ca and Nevada (CorVel) 2005 - 2007 Concord District Manager (CorVel) 2004 - 2005 Regional UM Manager (GENEX Services) 1996 - 2004 Case Manager (Friendly Hills Health Network) 1995 - 1996 House Supervisor (Western Medical Center) 1994 - 1995   Packet Pg. 1133 Utilization Review Supervisor (PacifiCare) 1993 - 1994 Staff Nurse (Sutter Memorial Hospital) 1988 - 1993 Staff Nurse (Western Medical Center) 1985 - 1988 ________________________________________________________________________ YOLANDA D. PARRA, PROJECT MANAGER III EXPERIENCE Southern California Permanente Medical Group Oct 2008 - Present  Program management and oversight of the Occupation Health & Safety Service (OHSS) program for Kaiser Permanente On-the-Job (KPOJ) focusing on health plan membership conversions  Developed collaborative partnerships with various regional departments including IT, PFS, SSD, Clinical Content, National Proposal Development, Clinic Staff (front-end and back-end), Outside Contracting, Procurement  Coordination of specialized clinical training and equipment purchasing /maintenance with external vendors in collaboration with BioMed and local medical center protocols and polices  KPHC process development in collaboration with technical business partners from concept to implementation  Consulting for large and small employer contracting/agreement to implement pre-employment, annual screening, and surveillance clearances. Identified and managed out-of-the norm processes in meeting the account needs satisfactorily EDUCATION UNIVERSITY OF LAVERNE La Verne, CA Doctor of Public Administration (D.P.A) (Jun 2020) Master of Health Administration (M.B.A.) (2008) Master of Science (M.S.) Gerontology (2008) Bachelor of Science (B.S) Organizational Management (2005) ________________________________________________________________________ Gerald Ivan West, M.D., M.S. Staff Physician, Department of Occupational Health MEDICAL EDUCATION MEHARRY MEDICAL SCHOOL, Nashville, TN - M.D., M.S, Degree 2001 MOREHOUSE COLLEGE, Atlanta, GA - BA Degree 1995 POST GRADUATE TRAINING UNIVERSITY OF CALIFORNIA, IRVINE - Occupational and Environmental Residency, 2007 UNIVERSITY OF CALIFORNIA, IRVINE - Internal Medicine Residency, 2004 PROFESSIONAL EXPERIENCE   Packet Pg. 1134 Kaiser Permanente - Department of Occupational Health, Riverside, CA Staff Physician, 2007 – Present Medical Chief for Occupational Health, 2014 – Present Kaiser Permanente, Department of Internal Medicine, 2004-2005 LICENSURE California CERTIFICATION Board Certified Occupational Medicine Board Certified Internal Medicine Physician and Surgeon, Medical Board of California ________________________________________________________________________ Lauri Hemsley, MD, MPH Fontana Kaiser Permanente on-the-job MEDICAL EDUCATION UNIVERSITY OF CALIFORNIA LOS ANGELES, Los Angeles, CA – MPH Degree1994 LOMA LINDA UNIVERSITY MEDICAL SCHOOL, Loma Linda, CA – MD Degree 1991 POST GRADUATE TRAINING UNIVERSITY OF SOUTHERN CALIFORNIA, Los Angeles, CA – Residency in Occupational Medicine, 1992-1994 LOMA LINDA UNIVERSITY HOSPITAL, Loma Linda, CA – Internship in Internal Medicine, 1991-1992 PROFESSIONAL EXPERIENCE Kaiser Permanente - Department of Occupational Health, Fontana, CA Staff Physician, 1995 – Present Family Practice Clinic, San Bernardino, CA 1992-1995 LICENSURE California CERTIFICATION Board Certified Occupational Medicine Qualified Medical Examiner ________________________________________________________________________   Packet Pg. 1135 Paul Tigno, MBA, Department Administrator Paul oversees daily clinic operations of the Department. He communicates with outside Employers, Employees, Insurance Carrier’s Nurse Case Managers and Adjusters with any questions and feedback that they may have. He continuously ensures that appropriate staffing and material supply levels are adequate for Occupational Medicine practices, as well as maintaining clinical continuity and optimization. Paul strives for providing the quality and customer care clients expect in a Work Comp Health Care Provider. Paul partners with the Kaiser Permanente Sales Account Management Team by meeting with customers, as well as potential customers, with facilitating informational gathering sessions to explain our delivery of services and identify customer needs. Paul is a manager who has over eighteen years of project management, consulting, conflict resolution, training, and healthcare informatics experience. He holds a Master in Business Administration and Batchelor in Information Technology. Paul enjoys his free time with fishing, camping and paintball. Movies are a favorite as Sci Fi, fantasy, comedy, and horror are genre films to watch with his wife. Department Administrator, Kaiser Permanente on-the-job 2019 – Present Assistant Department Administrator, Kaiser Permanente Orthopedics/Podiatry 2011- 2019 Workflow Consultant, Kaiser Permanente Business Optimization 2009 - 2011 Project Manager II, Kaiser Permanente System Solutions & Deployment 2006 - 2009 HIM Supervisor, Los Angeles County Probation Health Information Management 2004 - 2006 HIM Supervisor, Los Angeles County Health Department 2003 - 2004 EMT, Greybor Ambulance and Transport 1999-1999 b. Subcontractors (i) The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor(s) that is anticipated to perform each function, if known at this time. KPOJ is the prime contractor for this response. We do not plan to utilize any subcontractors to fulfill the requirements of this contract. We subcontract on a very limited basis with physicians and other health care professionals for primary and specialty care services to provide additional support to our clinic Physicians. These contracts are negotiated by the medical groups and may include reimbursement methods such as per diem, per case, and fee-for-service. Our substance abuse program is typically administered by Quest, a third-party administration firm specializing in private and public sector substance abuse testing programs. We provide urine specimen collection services and breath alcohol testing, while Quest provides laboratory services, Medical Review Officer (MRO) services, after- hour testing, reporting, training, and assistance with employer policy development and record keeping requirements. Collection is available both on and off site. If desired, we will act as a collection site for the City of San Bernardino’s third-party administrator for drug screening services. Should the City elect to use their TPA we will require a supply of collection kits, chain of custody forms, and information about the courier service. 5. FISCAL STABILITY – NOT APPLICABLE   Packet Pg. 1136 6. EXPERIENCE AND TECHNICAL COMPETENCE a. Experience i. The Proposer shall provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP. Kaiser Permanente is recognized as one of the United States’ leading health care providers and not-for-profit health plans. We currently serve 12.5 million members in 8 states and the District of Columbia. Care for members and patients is focused on their total health and guided by their personal Southern California Permanente Medical Group physicians, specialists, and team of caregivers. Our expert and caring medical teams are empowered and supported by industry-leading technology advances and tools for health promotion, disease prevention, state-of- the-art care delivery, and world-class chronic disease management. We are dedicated to care innovations, clinical research, health education, and improving community health. Kaiser Permanente has offered occupational health and safety services since 1993. We are one of the largest providers of occupational health services in California. Our program provides a wide range of workers’ compensation medical care and occupational health and safety services to employers, unions, health and welfare trust funds, and insurers. KPOJ operates 24 occupational health centers in Southern California, and 29 occupational health centers in Northern California staffed with occupational health physicians, case managers, nurse practitioners, physical therapists, and psychologists. The Fontana and Riverside KPOJ clinics are deemed to be the primary clinics for this RFP to offer your employees the highest quality care. However, all Kaiser Permanente Occupational Health Centers are equipped and staffed to provide the services denoted within this RFP. Description of Experience. Below we describe how KPOJ will meet the goals and fulfill the general functions identified in Exhibit A – Scope of Services in this RFP. Work fitness exams. A Fitness exam determines the continued safe performance of job tasks. The evaluation includes an assessment of the employee's ability to safely perform the essential tasks related to his or her current position. The employer must provide the performance problem or request for accommodation prompting the evaluation. Under federal and state laws, Return to Work and Fitness for Duty evaluations are restricted to job-related issues. As appropriate, the evaluations include:  Review of job description, including essential tasks and environmental factors related to the current medical condition(s)  Review of records  Review of medical history and current treatment(s)  Focused physical examination  Written evaluation of employee's ability to return to work and need for accommodation All information obtained from periodic evaluations is confidential. The employee will need to sign a Health Insurance Portability and Accountability Act (HIPAA) release form at the time of registration in order for us to release any medical information to the employer. HIPAA permits us to disclose certain treatment and payment information with workers' compensation payers and benefit administrators. However, disclosures to an employer of treatment or evaluation information by medical providers' will be limited by HIPAA regulations. DMV/DOT Exams: Our Department of Transportation/Department of Motor Vehicles (DOT/DMV) medical evaluations are compliant with all applicable standards including the rule effective May 21, 2014, requiring only providers registered as Certified Medical Examiners in the National Registry of Certified Medical Examiners (NRCME) to conduct physical examinations for all commercial motor vehicle (CMV) drivers.   Packet Pg. 1137 Our long-standing commitment to prevention and wellness provides an added value to the medical evaluation by targeting risk reduction for the benefit of the future employee and consequently for the benefit of the employer. A Pre-placement examination may be combined with a DMV/DOT License complying with Department of Transportation (DOT) regulations. The medical certificate will be valid for two years (unless an existing medical condition requires a shorter certification period). DMV/DOT Exams include the following:  Occupational and medical history, including review of past injuries, illnesses, and prior disabling claims; especially related to musculoskeletal conditions, back and motor vehicle operation tasks  Vital signs along with height and weight  Physical examination including skin, eyes, ears/nose/throat, heart, lungs, abdomen, nervous system  Musculoskeletal evaluation directed toward past problems and motor vehicle operation tasks: focused back evaluation, neck and upper extremity functional assessment, lower extremity functional assessment, individual interpretation of regulations, identification of renewal interval (two years or less depending on medical conditions), completion of forms and certificate  Vision testing (far, near, color, peripheral) and hearing screen ((Whisper Test/Audiogram)  Dipstick urinalysis  DOT urine drug screen collection  Breath Alcohol Testing (DOT 49CFR, part 40)  Physician assessment and decision based on DOT regulations DOT medical certificate will be provided to the employee as soon as all medical information and/or necessary testing is completed. A copy of the DMV/DOT certificate will be provided to the employer within 24 hours of the certificate being completed. Mental health evaluation. KPOJ declines to bid on this portion of the RFP Drug and Alcohol Screening: Our occupational clinic staff provide drug screen collection and are trained in Chain of Custody procedures, including specimen collection and National Institute for Drug Abuse (NIDA) and non-NIDA collection requirements. In compliance with 49 CFR Part 40 and the Department of Transportation (DOT) regulations, we require all staff to complete a training course for urine drug screen collections prior to any drug screen collection. In addition, our staff is current with breath alcohol technician training and demonstrates proficiency in accordance with 49 CFR Part 40. Breath alcohol testing is provided in all our occupational health centers. Our equipment meets DOT/DMV standards and is on the National Highway Traffic Safety Administration’s Conforming Products List for instruments that conform to the model specifications for Evidential Breath Testing Devices. The occupational health technicians who perform breath alcohol testing have all successfully completed a DOT certification course. Our substance abuse program is typically administered by Quest, a third-party administration firm specializing in private and public sector substance abuse testing programs. We provide urine specimen collection services and breath alcohol testing, while Quest provides the laboratory services, Medical Review Officer (MRO) services, reporting, training, and assistance with employer policy development and record keeping requirements. Our clinics will also act as a collection site for City of San Bernardino’s third-party administrator, should City of San Bernardino elect to use a different TPA/MRO.   Packet Pg. 1138 First aid treatment. Kaiser Permanente On-the-Job (KPOJ) protects your business with our occupational health programs. All City of San Bernardino employees — even those who aren’t Kaiser Permanente members — can obtain first aid and injury care treatment for work-related injuries and illnesses through KPOJ, a fully integrated department within Kaiser Permanente. Your employees may seek care at any of clinics in Southern CA, allowing them to obtain first aid and injury care treatment close to their home or work. Our physicians believe that working in modified or full duty capacity is an important part of the healing process and will provide appropriate functional restrictions based on the diagnosis, symptoms and physician’s exam finding. With our experienced Telehealth/Video medicine protocols you can be assured that your employees will be cared for in the most medically appropriate environment for their specific healthcare needs; either in person or via telephone/video. When you include KPOJ as part of your larger health care strategy, you benefit from our coordinated approach to care. Unlike programs run by third-party workforce health vendors, our workforce health programs are integrated and connected to a patient’s electronic medical record. Our occupational clinics are fully integrated with Kaiser Permanente medical and specialty care providers, hospitals, and health plan with a focus on your employees’ health and wellness. Most of our occupational health centers are located on Kaiser Permanente medical campuses, allowing for one stop access that enables your employees to get the care they need when they need it, with easy referrals to radiology, and specialty care, as well as onsite lab testing, pharmacy, and more. This means less time away from work for your employees and money saved on mileage costs. Our clinics provide:  Specialized care for work-related injuries and illnesses  Skilled physicians who are board certified or board eligible in occupational medicine or a related specialty  Kaiser Permanente On-the-Job physicians will coordinate all aspects of care throughout the recovery process  Case managers and/or case coordinators are available to assist the City, the injured worker or the City’s workers’ compensation payer.  Urgent and after-hours care available 24 hours a day, every day  Coordinated clinical services, including radiology, specialty care, and pharmacy  Coordinated referrals to physical therapy within your designated Medical Provider Network Return to duty evaluations. We will evaluate an employee's ability to return to work following an absence, disability, or serious medical condition. The evaluation includes an assessment of the employee's ability to safely perform the essential tasks related to his or her current position. The employer must provide information related to the medical absence and the employer’s concern related to the employees return to work prompting the evaluation. Under federal and state laws, Return to Work and Fitness for Duty evaluations are restricted to job-related issues. As appropriate, the evaluations include:  Review of job description, including essential tasks and environmental factors related to the current medical condition(s)  Review of records  Review of medical history and current treatment(s)  Focused physical examination  Written evaluation of employee's ability to return to work and need for accommodation All information obtained from periodic evaluations is confidential. The employee will need to sign a Health Insurance Portability and Accountability Act (HIPAA) release form at the time of registration in order for us to   Packet Pg. 1139 release any medical information to the employer. HIPAA permits us to disclose certain treatment and payment information with workers' compensation payers and benefit administrators. However, disclosures to an employer of treatment or evaluation information by medical providers' will be limited by HIPAA regulations. Transportation services. KPOJ declines to bid on this portion of the RFP Medical examinations and evaluations as requested to determine if an injury is work related: As part of initial injury care treatment our experienced occupational health physicians will evaluate the injury or illness regarding the injury or illness having arisen out of the course of employment and during the course of employment and will report their assessment in their initial report to the claims payer. Please note that all claim determinations must be made by the workers’ compensation claims payer. Should the physician determine the injury or illness is not related to the course of employment the KPOJ physician will explain the medical rationale to the employee and refer the patient to their personal physician for care. Should the employee be a Kaiser Permanente member the KPOJ clinic will facilitate future care with the employee’s personal Kaiser Permanente Physician. Respiration clearance examinations, proof of immunization services, and proof of immunity exams: Respiratory Clearance (Pulmonary Function Test/Spirometry): To help ensure your employees are physically able to work safely with a respirator, we offer respirator clearance medical examinations. As required by the Occupational Safety and Health Administration (OSHA), clearance takes place before fit testing or training for respirator use. The assessment includes:  Physician or registered nurse review of respirator questionnaire  Focused occupational and medical history  N-95 fit testing  Focused physical examination  Spirometry  Physician interpretation and written clearance Our examinations comply with regulatory agencies (federal, state, and local), accreditation agencies, and the Center for Disease Control and Prevention (CDC)/National Institute for Occupational Safety and Health (NIOSH) guidelines. If the physician identifies potential risk factors for the employee in the respirator questionnaire, the patient history or examination, other tests, such as exercise stress testing, may be required before clearance. Supplementary tests can often be performed by us, at an additional cost. Vaccinations: Vaccinations and titers, including Hepatitis A, Hepatitis B, Rabies, Tetanus (Tdap), and other communicable diseases are available through KPOJ. KPOJ offers Hepatitis screening as clinically indicated post exposure. KPOJ also offers Hepatitis Titers to identify employees at risk for exposure during their course of employment through our Occupational Health and Safety Services during a preemployment exam. Hepatitis Series: KPOJ offers Hepatitis B vaccination and titers. Hepatitis B Vaccination is a series of 3 injections when clinically indicated unless the City allows employees to decline vaccinations. KPOJ offers Hepatitis A vaccination and titer. Hepatitis A Vaccination is a series of 2 injections, when clinically indicated, unless the City allows employees to decline vaccinations.   Packet Pg. 1140 TB Tests. KPOJ provides PPD/TB Clearance (PPD/TB) for baseline, annual and periodic testing, as well as QuantiFERON lab-based TB testing. Tuberculosis (TB)/PPD skin test can include:  Purified protein derivative skin tests to help control and prevent the spread of TB.  Two-step testing, with a second test performed approximately one week after the first. Results from both tests are read 48 to 72 hours after administration. Two-step testing enables us to obtain important baseline information that helps to differentiate in subsequent tests between positive “boosted” reactions due to past infections and positive reactions caused by new TB infections. KPOJ also offers lab based QuantiFERON as an alternative to TB/PPD skin testing. TB On-Site Services: KPOJ will provide on-site TB testing services for the City of San Bernardino with a minimum of thirty (30) days’ notice. On-site services must be scheduled for mutually agreed upon dates and times. On-site services typically require a minimum of 30 employees scheduled on any given day. Onsite fees may be waived, based on the number of employees scheduled for services. Other services available onsite include physical exams, vaccinations, respirator clearance and fit testing, and lab work. Maintain and store all medical records for the term of the contract at no additional cost and in a secure and confidential manner: An electronic medical record is created for each patient in our integrated health management system. All medical records will be maintained for a minimum of the life of the contract in a confidential secure manner, at no charge to the City or the patient. All records and test results obtained via examinations conducted under the contract shall be considered the property of and owned by the medical provider and will be retained by Kaiser Permanente during the term of the contract. These records will not be released to anyone, except with the written permission of the patient, or as required by regulations for the adjudication of the workers’ compensation claims. Clearance reports will be sent to the employer within 24 hours of having all information necessary to complete the Clearance report. Work Status reports for injury care treatment will be sent to the employer the same day. Qualified Staff. We have trained and certified physicians and other health care professionals at each of our occupational health centers who are qualified and dedicated to providing high quality services to your employees. We require all physicians to fulfill Continuing Medical Education (CME) requirements. We also provide specialized programs for advanced practice nursing, medical technologists, and physical/occupational therapists that help fulfill their license requirements for CME. Our Medical Assistant/ Certified Occupational Health Technician (MA/COHT) is a healthcare assistant who performs non-invasive routine technical support services under the specific authorization, supervision, and direction of and for a licensed physician. Kaiser Permanente on-the-job® has a specialized program to certify Medical Assistants for Occupational Health. All personnel performing audio screening are certified by the Council on Accreditation of Occupational Hearing Conservation (CAOCH); personnel performing spirometry screening (pulmonary function testing) are certified through a National Institute for Occupational Health and Safety (NIOSH)-approved spirometry course; and personnel performing breath alcohol testing are certified Breath Alcohol Technicians. Certificates are available for review upon request. All personnel performing spirometry screening (pulmonary function testing) are certified through a National Institute for Occupational Health and Safety (NIOSH)-approved spirometry course.   Packet Pg. 1141 Locations and business hours. For the purposes of this RFP, the two primary KPOJ locations for the City of San Bernardino are located at: Kaiser Permanente Fontana Medical Campus, Medical Office Building 3, 9985 Sierra Ave, Fontana, CA 92335 Kaiser Permanente Riverside Medical Campus, 4th Floor, 10800 Magnolia Ave., Riverside, CA 92505 Additional Exams and Services: Pre-employment Exams Standard pre-employment examinations through KPOJ include medical evaluations to determine a job applicant's current limitations in relation to the essential job tasks identified by the employer. Pre-placement examinations provide valuable information to the employer to assist them in determining applicants' fitness to perform essential job tasks, making reasonable accommodations for safety, and in complying with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). Pre-placement evaluations are also required for Occupational Safety and Health Administration (OSHA)-regulated medical surveillance. We are prepared to perform physical exams according to City of San Bernardino job classifications or assignments. If KPOJ is selected as the City of San Bernardino medical provider for these services, we will review each job classification and job description that includes physical requirements related to environmental conditions. Kaiser Permanente physicians conduct a typical pre-placement exam as follows:  Occupational and medical history, including review of past injuries, illnesses, and disabling claims, especially related to musculoskeletal conditions, back and Repetitive Motion Injuries (RMI’s) that are directly related to the applicant's job tasks  Review of employer job descriptions which include essential tasks and environmental factors  Vital signs, height, and weight  Physical examination focused on job tasks, for example: o Musculoskeletal evaluation directed toward past problems and current job tasks o Focused back evaluation o Neck and upper extremity screening (over 10 separate assessments and maneuvers) o Lower extremity functional assessment o Vision testing (far, near, color, peripheral) o Hearing screen (Whisper Test) o Physician assessment and medical recommendation for applicant placement including:  Recommendations for accommodation  Recommendations for placement restrictions  Recommendations for further evaluation prior to final employer decision  Discussion of wellness issues with applicants Cardiology: Electrocardiograph (ECG or EKG) testing and Stress testing is available through Kaiser Permanente. The KPOJ clinic will coordinate all aspects of the ECG, EKG and/or Treadmill testing associated with the health and safety clearance. ii. Describe the past experience of the staff to be assigned to perform the Services in performing similar services. We have trained and certified physicians and other health care professionals at each of our occupational health centers who are qualified and dedicated to providing high quality services to your employees. We require all   Packet Pg. 1142 physicians to fulfill Continuing Medical Education (CME) requirements. We also provide specialized programs for advanced practice nursing, medical technologists, and physical/occupational therapists that help fulfill their license requirements for CME. Our Medical Assistant/ Certified Occupational Health Technician (MA/COHT) is a healthcare assistant who performs non-invasive routine technical support services under the specific authorization, supervision, and direction of and for a licensed physician. Kaiser Permanente on-the-job® has a specialized program to certify Medical Assistants for Occupational Health. All personnel performing audio screening are certified by the Council on Accreditation of Occupational Hearing Conservation (CAOCH); personnel performing spirometry screening (pulmonary function testing) are certified through a National Institute for Occupational Health and Safety (NIOSH)-approved spirometry course; and personnel performing breath alcohol testing are certified Breath Alcohol Technicians. Certificates are available for review upon request. All personnel performing spirometry screening (pulmonary function testing) are certified through a National Institute for Occupational Health and Safety (NIOSH)-approved spirometry course. iii. The Proposer shall state the number of years the firm has conducted business. Proposer must have at least four (4) years’ experience in providing the required scope of Services for public clients. Kaiser Permanente on-the-job® has been offering occupational health and safety services for 29 years, since 1993. We are one of the largest providers in California. We have a broad client base, and we are the provider of choice for a wide variety of private businesses and public sector clients, such as municipalities as well as both state and federal government departments. Our clinics all have extensive experiences in providing the scope of services within this RFP. iv. Provide three (3) references regarding the Proposer’s experience and performance performing similar services. Include the following information: (1) Organization/City, contact name, phone number, e-mail address; and (2) project size and description, if applicable, and description of services. County of San Diego, San Diego, CA Suzann Charney, Risk Manager, HR Services, (858) 694-3756, Suzann.charney@sdcounty.ca.gov Description of Services: Occupational Health & Safety Services: Preplacement Physical exams, POST exams, DMV/DOT exams, Drug Screen collection, Audiogram, Respirator Fit Tests, Hazardous Waste/Emergency Worker testing, etc. City of Ventura, Ventura, CA Valerie Barroso, Assistant Human Resources Director, (805) 654-7854, vbarroso@cityofventura.ca.gov Description of Services: Occupational Health & Safety Services: Preplacement Physical exams, Police/Firefighter/Dispatch exams, DMV/DOT, Respirator Medical Evaluation, Fitness for Duty/Return to Work, Drug Screen collection (DOT/ Non-DOT), Breath Alcohol testing, Audiogram, PPD/TB, Vaccines – various, etc. Orange Unified School District, Orange, CA Diana Gaeta, CSRM Director, Risk Management and Safety, (714) 628-5390, dgaeta@orangeusd.org Description of Services: Occupational Health & Safety Services: Respirator Medical Evaluation, Fit Testing v. Describe the Proposer’s local experience and knowledge of City.   Packet Pg. 1143 Kaiser Permanente is a long-term community partner with the City of San Bernardino. We have provided grant funding for the City of San Bernardino, Community services dept to support summer pools, "Operation Splash" for at least 10 years. City of San Bernardino is also a key partner is community collaborations called Uplift San Bernardino, which includes San Bernardino City Unified School district, several other strategic organizations plus National CORE, nonprofit housing developer to overall improve life for people living, working in San Bernardino. Community health in San Bernardino is central to our mission because healthy communities are where people thrive. Like our approach to medicine, our work in the community takes a prevention-focused, evidence-based approach. In pursuit of our mission, we go beyond traditional corporate philanthropy and grant-making to leverage our internal resources with our physician expertise, clinical practices, health education expertise, and technical assistance. Our commitment to community includes a robust engagement process that lifts the voice of community members and highlights priority health needs in our 2019 Community Health Needs Assessments (CHNA) and 2019 Community Engagement Summaries (CES). Through this process, Southern California Kaiser Foundation Hospitals identified urgent social and economic factors that negatively impact community health. Based on the CHNA findings, the 2020 – 2022 Implementation Strategy (IS) Plans for Kaiser Foundation Hospitals apply a health equity lens to outline our commitment to invest, partner, and drive change to improve the health of individuals in communities we serve. At Kaiser Permanente, we believe in using the full range of our organization’s assets to improve the health of the communities we serve. We regularly gather data and seek input from our community partners and members to inform our investments and to guide the development of strategies that can make long-term, sustainable change and improve health. We are pleased to share our 2021 Community Benefit Year-End report for Kaiser Foundation Hospitals in Fontana and Ontario that summarize our efforts and highlight specific strategies and resources we deployed to respond to the prioritized health needs in those communities. b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include (a) Role of the firm (a) Dollar value of the services (b) Dollar value of the fee (c) Description of services (d) Staffing (e) Duration of providing services (f) Relationship to client (g) Contact name, position, entity name, telephone number, fax number and e-mail address for each project. We consider this information to be proprietary. KPOJ is one of the largest providers of occupational health services within the state of California. We have an extensive employer base that is comprised of private businesses and public sector clients such as municipalities and state and federal government departments. Please refer to the references provided as a small sample of KPOJ services agreements/contracts. (ii) If any of the following has occurred, please describe in detail: (a) Failure to enter into a contract or professional services agreement once selected. (b) Withdrawal of a proposal as a result of an error.   Packet Pg. 1144 (c) Termination or failure to complete a contract. (d) Debarment by any municipal, county, state, federal or local agency. (e) Involvement in litigation, arbitration or mediation. Conviction of the firm or its principals for violating a state or federal antitrust law by bid or proposal rigging, collusion, or restrictive competition between bidders or proposers, or conviction of violating any other federal or state law related to bidding or professional services performance. Knowing concealment of any deficiency in the performance of a prior contract. (f) Falsification of information or submission of deceptive or fraudulent statements in connection with a contract. (g) Willful disregard for applicable rules, laws or regulations. Information regarding any of the above may, at the sole discretion of the City, be deemed to indicate an unsatisfactory record of performance. During the normal course of business, the Health Plan becomes involved in civil litigation such as commercial or contractual disputes. In management's opinion, the legal actions against the organization will have no material adverse effect on the Health Plan's finances or operations, nor will such litigation disrupt the health care services we propose to deliver because the litigation is well managed and because we have sufficient financial resources (insurance and reserves) to cover our costs, continue delivering health care services, and pay our staff. Health Plan has not had criminal or antitrust litigation against it during the past five years. Additional information is available upon request. In management's opinion, litigation against the Health Plan will not disrupt the services we propose to deliver because the litigation is well managed and because we have sufficient financial resources (insurance and reserves) to cover our costs, continue delivering health care services, and pay our staff. c. Technical Competence (i) Description of in-house resources (i.e., computer capabilities, software applications, modem protocol, modeling programs, etc.) Kaiser Permanente HealthConnect®. As the largest, most comprehensive civilian electronic health record (EHR) system in America, Kaiser Permanente HealthConnect® securely links Kaiser Permanente facilities across the nation, making each member’s current medical record securely available when and where it is needed. KP HealthConnect improves coordination of care by merging medical information into one central, secure database. KP HealthConnect is utilized to deliver integrated care for members and non-members that receive care through KPOJ. Pharmacy records and lab results, among other data, are accessible around the clock by KPOJ Occupational Physicians, mitigating the possibility of error that can develop with handwritten documentation. Physicians and pharmacists see drug alerts, which warn them of adverse reactions that might occur if patients receive certain combinations of medications simultaneously. As a result, potential miscommunication can be circumvented, and clinicians are assisted in providing the proper protocols and treatment. KP HealthConnect also tracks preventive care and helps ensure that critical appointments are kept. Virtual Visits. In 2020, Kaiser Permanente took its suite of telehealth offerings to the next level by providing an opportunity to connect with a provider via video in real-time to address their care needs. The convenience of video visits will be available to City of San Bernardino employees as medically appropriate. Video visits may be conducted from a desktop, laptop, or mobile device.   Packet Pg. 1145 Patients receive continuity of medical care from their trusted KPOJ Primary Treating Physician, whether visits are in person, virtual, or a combination of the two. KPOJ front office staff, nurses, and physicians are available to support both video and in-person visits. (ii) Ability to draw upon multi-disciplinary staff to address the Services requested in this RFP. KPOJ has a strong organizational team that is fully trained and committed to provide the services you require. We have a team of individuals with clear responsibilities with the singular goal of satisfying your needs. Our trained and certified physicians and health care professionals are qualified and dedicated to providing high quality services to your employees. In addition to our occupational physicians, our clinics have access to Kaiser Permanente’s specialty physicians and departments that may be needed as part of pre-placement exams and DOT exams. An example is the ability to coordinate Sleep Apnea Studies through Kaiser Permanente when they are clinically indicated. Our clinics are located on Kaiser Permanente medical campuses that offer ancillary services such as laboratory, radiology, and pharmacy services. Occupational Health Organizational Team & Structure:  Chief Physician - Provides leadership and oversees the operations and services for occupational health centers.  Lead Physician - Manages the occupational health center under the direction of the Chief Physician.  Clinic Manager - Provides the day-to-day management of the occupational health centers.  Other Personnel - We have medical personnel such as registered nurses, physician assistants and   Packet Pg. 1146 medical technicians on staff at each occupational health center.  Sales Executive - Primary responsibility for the implementation process between City of San Bernardino and Kaiser Permanente Occupational Health. Following implementation, the Sales Executive will be back up the Account Manager when the Account Manager is out of the office to ensure City of San Bernardino should any issues or concern occur during the Account Manager’s absence.  Account Manager - Will be your key contact to ensure ongoing quality and consistency of our program. Your designated Kaiser Permanente On-the-Job® Account Manager will schedule stewardship meetings and coordinate with the clinic managers to ensure that your specific needs are met. Kaiser Permanente on-the-Job® has a strong organizational team that is fully trained and committed to provide occupational health & safety services. We have a team of individuals with clear responsibilities with the singular goal of satisfying your needs. We have provided information on our Kaiser Permanente on-the-Job® clinics that are available to service the City of San Bernardino. 7. PROPOSED METHOD TO ACCOMPLISH THE WORK Please see the general project plan below, which identifies the tasks, milestones, and deliverables for the implementation of the medical services as well as providing the services post implementation. If awarded the contract, we will coordinate with City of San Bernardino staff to ensure the project implementation plan meets the needs of the City and is completed by the go live date set by the City. KPOJ is committed to working in partnership with the City to protect your organization's most valuable resource; your employees. The KPOJ Sr. Sales Executive and Account Executive will be your primary points of contact and will work closely with you on all aspects of the contracting process and beyond to facilitate a successful partnership, analyze your needs, develop strategies, and recommend solutions. The KPOJ team will make every effort to ensure that services are provided timely and effectively. In the event that an issue is raised, the City may connect directly with the clinic or the Account Manager. Through coordination with the case manager and clinic manager, we will work with the employer to address and resolve the issue. If case escalation is needed, we will elevate the issue to the Chief Physician and Regional Practice Leader. Task Lead Target Date Purpose Meet with City of San Bernardino representative/s Cathy Bland Week of contract award Confirm/adjust implementation plan Work with the City of San Bernardino representative(s) regarding contract Cathy Bland Immediately upon award of contract Facilitate contract and all required insurance documents, business license and vendor form completion Schedule KPOJ clinic meeting and tour for key City of San Bernardino personnel Cathy Bland Within 3 weeks of award Arrange for City of San Bernardino representative/s to meet with key clinic staff to establish operational expectations and mutual agreements   Packet Pg. 1147 8. FEE PROPOSAL Our fee schedule appears below. 9. INSURANCE Kaiser Permanente agrees to the insurance requirements, with the exceptions/deviations noted under the Exceptions and Deviations section. Proof of insurance will be provided as part of the implementation process. 10. LITIGATION During the normal course of business, the Health Plan becomes involved in civil litigation such as commercial or contractual disputes. In management's opinion, the legal actions against the organization will have no material adverse effect on the Health Plan's finances or operations, nor will such litigation disrupt the health care services we propose to deliver because the litigation is well managed and because we have sufficient financial resources (insurance and reserves) to cover our costs, continue delivering health care services, and pay our staff. Health Plan has not had criminal or antitrust litigation against it during the past five years. Additional information is available upon request. In management's opinion, litigation against the Health Plan will not disrupt the services we propose to deliver because the litigation is well managed and because we have sufficient financial resources (insurance and reserves) to cover our costs, continue delivering health care services, and pay our staff. Provide appointment request form to City of San Bernardino staff Cathy Bland Within 1 week following completion of contract Review Referral Process and provide referral forms for scheduling all services with the City of San Bernardino staff Fontana and Riverside clinics begin accepting appts. Paul Tigno Contract completion scheduling all examinations and drug screens Additional KPOJ clinics begin accepting DOT appts. Southern California Clinics Week 3 following contract completion scheduling all examinations and drug screens Weekly calls with KPOJ operations Cathy Bland, Paul Tigno and Chandra Bolton-Charles Weekly upon completion of contract Weekly calls to track implementation progress Weekly virtual meetings with the City of San Bernardino representative/s Cathy Bland and KPOJ staff, as indicated based on meeting topics Weekly following award of contract through successful implementation of services Weekly meetings to track contract completion and implementation progress Quarterly Stewardship Meetings with the City of San Bernardino Key Personnel Marcus Johnson and KPOJ staff, as indicated based on meeting topics Quarterly Ensure program is going well and the City of San Bernardino team is happy with services and partnership with KPOJ   Packet Pg. 1148 11. OTHER INFORMATION a. Demonstration of record of staffing tasks efficiently and completing projects on time and within the allocated budget. Kaiser Permanente on-the-job® staffs our clinics appropriately to meet the needs of our customers and ensure the safety of patients. Kaiser Permanente has the experience and staff to provide these services on time and according to the contracted fee schedule budget. Our broad base of customers, as well as the workflow in our clinics maximizes efficiency while prioritizing patient care. Our Electronic Medical Record improves efficiency and improves medical outcomes by electronic referrals and electronic consults, when medically appropriate. Electronic referrals to Kaiser Permanente pharmacies, radiology, specialty physicians and departments all improve medical outcomes and reduce the amount of time your employees have to spend coordinating care and driving around town for services. b. Description of community involvement. Community support. Kaiser Permanente provided $759,075,649 in Community Total Funding and Grants in Southern California in 2021. Kaiser Permanente has provided high-quality health care to our members and communities for more than 70 years. We understand that getting and keeping healthy means more than just eating fresh fruits and vegetables, working out, and visiting your physician once a year. In fact, there are economic, social, and environmental factors that play major roles in the quality of your health and the health of your family. That’s why we are working to make communities healthier. We support innovative efforts to increase nutritious foods, physical activity, economic vitality, safety, and wellness in local schools, workplaces, and neighborhoods. As one of the nation's most productive research institutions, Kaiser Permanente and our research scientists are transforming the future of health. The lack of access to high quality health care for the uninsured or underinsured is a major social concern. Community Health funds Community Medicine Fellowships and the training of medical staff to educate a new generation of physicians to improve the health of underserved communities. We contribute resources to support community clinics, public hospitals, and government programs to improve both the access and quality of patient care. c. Description of any previous involvement with the City. Kaiser Permanente provides Health Plan Insurance to the City of San Bernardino. Additionally, Kaiser Permanente on-the-job® provides injury care services to the City of San Bernardino. d. A statement that the Proposer has not conflicts of interest in connection with providing the Services. Kaiser Permanente on-the-job® and the key personnel noted within this RFP have no conflicts of interest with providing the services outlined within this RFP. 12. CERTIFICATION OF PROPOSAL Kaiser Permanente on-the-job® agrees to furnish the services to the City in accordance with the RFP and to be bound by the terms and conditions of the RFP, with the exceptions and deviations noted below. 13. APPENDICES   Packet Pg. 1149 The following documents are attached:  KPOJ Southern California location list  KPOJ mobile health vehicle flyer F. DEVIATIONS AND EXCEPTIONS Kaiser Permanente notes the following deviations and exceptions to the requirements of this RFP. Ownership of Medical Records All records and test results obtained via examinations conducted under the contract shall be considered the property of and owned by the medical provider and will be retained by Kaiser Permanente in the City of San Bernardino employee’s medical record as required by state and federal regulations. These records will not be released to anyone, except with the written permission of the patient, or as required by regulations and for the adjudication of workers’ compensation claims. An electronic medical record is created for each patient in our integrated health management system. KPHealthConnect® is our electronic medical record; all patient transactions are tracked in this system of record and will be held in perpetuity. At Kaiser Permanente, our computer systems comply with extensive security and disaster recovery guidelines. All medical reports and clearances sent to the City of San Bernadino from KPOJ may be utilized for audit purposes. The City will be responsible for maintaining any employee records they receive from KPOJ. The City will be responsible for maintaining their Surveillance program requirements and schedules. . Drug Screens Deviations/Exceptions Should the City elect to utilize Quest the test result reporting time varies depending upon the service provided. BAT and UDS results are typically provided the same day. DOT / non-DOT urine collection typically requires 24- 48 hours for lab results. However, if a Medical Reporting Officer’s interpretation is needed the reporting time will depend upon the donor's response to the MRO. KPOJ agrees to provide rapid drug tests to meet the timeframes within the RFP and report negative results to the City within 48 hours of the testing. Non- negative tests will need to be sent to either the City’s Third Party Administer or to Quest. Site Examination Any site examinations requested by the City of San Bernardino shall be performed (1) not more frequently than once per calendar year, unless the results of the previous site examination reveal deficiencies, in which case the City of San Bernardino may conduct an additional site examination and/or re-evaluation; (2) during Supplier’s normal business hours; (3) on a date and time mutually agreeable to Kaiser Permanente and the City of San Bernardino. Terms of the site visit must be mutually agreeable and must protect patient privacy and not violate HIPAA. Invoices and/or medical reports that Kaiser Permanente has provided to the City of San Bernardino via mail, fax or email may be subject to audit/examination at the sole discretion of the City of San Bernardino. Insurance Notwithstanding any other provision of this Agreement, including but not limited to those contained under section 16. Kaiser Permanente, in lieu of any insurance requirements contained herein, may fulfill such insurance   Packet Pg. 1150 obligations through its alternative risk management programs, including self-insurance, and City consents to such self-insurance and agrees that, in such case, Consultant cannot provide endorsements or report deductibles, or self-insured retentions, or other requirements that are inconsistent with a program of self-insurance. City also agrees that Consultant’s fulfillment of the insurance requirements through alternate risk management programs shall not constitute a breach of this Agreement. Indemnification Kaiser Permanente agrees to defend, indemnify, protect, and hold harmless the City of San Bernardino, its agents, officers and employees (collectively, “City of San Bernardino") from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the gross negligence or willful misconduct of Kaiser Permanente, or Kaiser Permanente’s employees, agents and officers. Kaiser Permanente’s responsibilities under this agreement do not include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City of San Bernardino, unless arising in combination with the acts or omissions of Kaiser Permanente, its employees, agents or officers; provided, however, that Kaiser Permanente’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of City of San Bernardino. Notwithstanding Kaiser Permanente’s obligation to defend City of San Bernardino hereunder, City of San Bernardino, has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Kaiser Permanente, if the City of San Bernardino chooses to do so.   Packet Pg. 1151 905165838 June 2022 Antelope Valley Area Lancaster Medical Offices 43112 N. 15th St. W. West Building Lancaster, CA 93534 661-726-2262 Baldwin Park Area Crossroads Medical Offices 12801 Crossroads Parkway S. Suite 150 City of Industry, CA 91746 562-463-4357 Downey Area Garden Medical Offices 9353 E. Imperial Highway 3rd Floor Downey, CA 90242 562-657-2200 Inland Empire Area Fontana Medical Center 9985 Sierra Ave. Medical Office Building 3 Basement Fontana, CA 92335 909-427-3917 Moreno Valley Heacock Medical Offices 12815 Heacock St. 1st Floor, Suite 106 Moreno Valley, CA 92553 951-353-4322 Ontario Medical Center 2295 S. Vineyard Ave. Medical Office Building A 3rd Floor, Suite 306 Ontario, CA 91761 909-427-3917 Riverside Medical Center 10800 Magnolia Ave. Medical Office Building 1 4th Floor, Suite 408 Riverside, CA 92505 951-353-4322 Wildomar Medical Offices 36450 Inland Valley Drive 2nd Floor, Suite 205 Wildomar, CA 92595 951-353-4322 Kern County Area Stockdale Medical Offices 3501 Stockdale Highway Bakersfield, CA 93309 661-398-3813 Los Angeles Metro Area Downtown Hope Street Medical Offices 333 S. Hope St., Suite C130 Los Angeles, CA 90071 323-783-6621 Inglewood Medical Offices 110 N. La Brea Ave. 3rd Floor, Suite 303 Inglewood, CA 90301 310-202-3030 Los Angeles Medical Center 1526 N. Edgemont St. 1st Floor Los Angeles, CA 90027 323-783-6621 Playa Vista Medical Center 5300 McConnell Ave. 1st Floor Los Angeles, CA 90066 310-202-3030 West Los Angeles Medical Center 5971 Venice Blvd. 4th Floor, Room 462 Los Angeles, CA 90034 310-202-3030 Orange County Area Alton/Sand Canyon Medical Offices 6670 Alton Parkway Medical Office Building 1 Irvine, CA 92618 714-644-6450 Harbor–MacArthur Medical Offices 3401 S. Harbor Blvd. Santa Ana, CA 92704 714-644-6450 Orange County–Anaheim Medical Center 3460 E. La Palma Ave. Medical Office Building 1 1st Floor Anaheim, CA 92806 714-644-6450 San Diego County Area Otay Mesa Medical Offices 4650 Palm Ave. Medical Office Building 2 2nd Floor San Diego, CA 92154 833-242-8500 San Diego Medical Center 4647 Zion Ave., 1st Floor San Diego, CA 92120 833-242-8500 San Marcos Medical Offices 400 Craven Road Medical Office Building 1 2nd Floor San Marcos, CA 92078 833-242-8500 San Fernando Valley Area Panorama City Medical Center 13652 Cantara St. Building 2, 1st Floor Panorama City, CA 91402 818-375-2233 Woodland Hills Medical Center Northside Medical Offices 5601 De Soto Ave. Entrance N, Suite 172 Woodland Hills, CA 91367 818-719-3006 South Bay Area Carson Medical Offices 18600 S. Figueroa 1st Floor, Suite 120 Gardena, CA 90248 310-527-5600 Ventura Area Oxnard Medical Offices 2200 E. Gonzales Road Oxnard 2 Building 1st Floor, Suite 105 Oxnard, CA 93036 805-604-6055 Our Kaiser Permanente On-the-Job® centers in Southern California   Packet Pg. 1152 Produced by SCPMG & Stakeholder Communications, 5/2012 We’re making health calls Since April 2010, the Kaiser Permanente Mobile Health Vehicle started bringing the medical team to you by offering employees easy access to care at worksites throughout Southern California. Members receive a range of services when visiting the vehicle, which is equipped with two exam rooms and with Kaiser Permanente HealthConnect®, our state-of-the-art electronic health record system. Caregivers can view your full personal health record, identify necessary preventive screenings, and log the services you receive. And because they are linked to our integrated system, our caregivers can coordinate your labs, EKGs, and prescriptions with your local Kaiser Permanente facility. Mobile Health Vehicle—bringing better health to work The mobile clinic offers employees the following services: • Routine preventive care • Routine Ob/Gyn services • Same day care • Blood pressure checks • Body mass index measurement • Glucose and cholesterol screening • Immunizations • Blood and urine collection/processing to regional lab with doctor visit • Referrals to specialists when necessary • And more   Packet Pg. 1153 Occupational Medical Clinic Services Proposal for City of San Bernardino RFP F-22-62A PRESENTED BY Joseph Moritz Senior Key Accounts Manager 599 Inland Center Drive San Bernardino, CA 92408 Mobile: 760.212.5910 Email: Jomoritz@Concentra.com   Packet Pg. 1154 concentra.com 5080 Spectrum Drive, 1200 West Tower, Addison, Texas 75001 • 800.232.3550 October 6, 2022 Vanessa Slouka, Buyer City of San Bernardino 290 North D Street San Bernardino, CA 92401 RE: Occupational Medical Clinic Services, F-22-62A Dear Ms. Slouka: Concentra® is pleased to present to City of San Bernardino (the City) our proposal to provide Occupational Medical Clinic Services, which adheres to all specifications and includes all relevant attachments. As the City’s incumbent provider for the scope of services and as the nation’s leader in occupational healthcare, Concentra is highly qualified and well positioned to continue performing the services the City is seeking. Our national footprint, strong infrastructure, health care expertise, and commitment to servi ce excellence would provide ongoing tangible benefits for the City – supporting you in your efforts to meet your program objectives. Concentra draws from a pool of experienced professionals to serve our clients’ needs. We assign an initial point of contact during the procurement and contracting phases and designate operational resources to provide ongoing account management and program support. The operations director would monitor contract deliverables and program expectations to help ensure we achieve s uccessful outcomes that effectively meet the program objectives. In addition, the account management team would help ensure the services rendered under the contract remain compliant with all applicable local, state, and federal regulations. Should you have any questions or concerns regarding our response, please contact Joseph Moritz, Senior Key Accounts Manager, via phone: 760.212.5910 or by email: JoMoritz@Concentra.com. Concentra affirms that: ▪ All information contained herein is current, complete, accurate, and remains valid for 180 days following the due date, October 6, 2022 ▪ The City anticipates a contract term of one year Concentra values the City’s consideration of our response. We are confident that when our experience and capabilities, geographic footprint, and account management strategy are taken into account, Concentra will emerge as your ideal partner for the requested services. We look forward to the opportunity to continue serving as the preferred Occupational Medical Clinic Services partner with City of San Bernardino and its employees. Respectfully submitted, Kathy T. Le, MD, MPH Kathy T. Le, MD, MPH President and Treasurer Occupational Health Centers of California, a Medical Corporation dba Concentra Medical Centers   Packet Pg. 1155 City of San Bernardino ♦RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Table of Contents Table of Contents 1. Executive Summary ................................................................................................... 3 3. Identification of Proposer ........................................................................................... 5 4. Staffing Resources ..................................................................................................... 6 5. Fiscal Stability ............................................................................................................ 9 6. Experience and Technical Competence................................................................... 10 7. Proposed Method to Accomplish the Work ............................................................ 13 8. Fee Proposal ............................................................................................................ 18 9. Insurance ................................................................................................................. 19 10. Litigation .................................................................................................................. 20 11. Other Information ..................................................................................................... 21 12. Certification of Proposal: .......................................................................................... 22 13. Appendices .............................................................................................................. 23   Packet Pg. 1156 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 3 1. Executive Summary (limit: 2 pages) Executive Summary The City has unique service specifications and Concentra can deliver customized clinical solutions to help you achieve your program goals and objectives. We treat one in every five work-related injuries/illnesses, more than 18 million since 1979. We maintain policies and procedures to ensure ongoing compliance with standard regulating bodies, including the Occupational Safety and Health Administration (OSHA), the U.S. Department of Transportation (DOT), the Americans with Disabilities Act (ADA), the Family and Medical Leave Act (FMLA), the National Fire Protection Association (NFPA), police officer standards, and many others. Our approach successfully combines evidence -based medicine with our clinical expertise and superior service discipline to deliver convenient access to quality care and measurable cost savings. Understanding the City’s Requirements Concentra understands that the City is requesting proposals from qualified firms for pre-employment screening services. Concentra further acknowledges that the City desires a program consisting of a minimum of the following: ▪ Occupational/environmental health exams and evaluations o Work fitness examinations/evaluations o Services of a licensed psychologist/therapist or psychiatrist o First aid treatment at the proposer’s medical facility of minor industrial injuries o Return to Duty evaluations o Medical examinations and evaluations as requested by the City to determine if an employee’s injury or illness is work related ▪ Drug testing in accordance with Department of Transportation (DOT). ▪ Transportation services to and from the facility when necessary. ▪ Respirator Clearance Examinations, Proof of Immunization Services, and Proof of immunity examinations and vaccinations as determined necessary . ▪ Medical examinations/evaluations required for commercial driver’s license ▪ Provide vaccinations and immunizations for communicable diseases ▪ Preparation of written summaries of medical exam/test results ▪ Manage medical/health records ▪ Maintain and store all medical records ▪ Provide staff containing licensed examining physicians, clinicians and support staff who are experienced in occupational medicine and familiar with state and federal laws. ▪ Maintain examination centers located within San Bernardino or Riverside County and convenient to the City. Expertise and Innovation Concentra played a significant role in creating the workplace health industry model that exists today. We apply our proven methodologies to occupational medicine and workers’ compensation and have developed evidence-based clinical guidelines to help improve treatment and overall outcomes. We established the Concentra Occupational Health Research Institute (COHRI) in 2000 to promote scientific research and continuing medical education in occupational health.   Packet Pg. 1157 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 4 A National Leader Applying Proven Approaches Unmatched Access With Concentra, your employees have access to our extensive network of nearly 520 Concentra medical centers nationwide. In addition, Concentra Telemed® and Concentra Telerehab® extend access to care beyond the centers’ walls and standard working hours. Our integrated approach ensures continuity of care by leveraging the same electronic medical record and practice model regardless of access point. Concentra’s Transportation Solution provides injured employees with scheduled and real-time rides to and from Concentra medical centers. Available nationwide, our transportation solution is provided free of cost for employee transportation after initial injury, for follow-up appointments, and for scheduled physical therapy visits. After an employee reports an injury to his/her supervisor, the supervisor calls the local Concentra medical center to request a ride. A few minutes later, a driver sends a text message notifying the employee of the estimated time of arrival for pickup. After the visit, center team members arrange for the employee’s ride back to the workplace or home, depending on the severity of the injury and the treating clinician’s recommended treatment plan. The City’s employees would have prompt access to expert care, convenient rides with no smartphone app or tip required, and reduced time away from work. Clinical Foundation Concentra was founded by physicians as a medical practice and the delivery of high -quality medical care continues to be our core competency to this day. We hire and retain some of the finest clinicians in the industry and have established a model for workplace health unequalled in the industry. Concentra’s Medical Expert Panels work to identify health trends, research new treatment approaches, monitor regulatory changes and develop clinical practice guidelines and best practices. Examples include, but are not limited to: ▪ Developed the FReSH program (Functional Restoration/Status of Healing Scale), a new approach to pain management, which focuses on functional movement and improvements in the healing process. This program encourages patients to take a more active role in their recovery which means injured employees return to work faster, making your company more productive. Our Mission Our company mission is to improve the health of America’s workforce, one patient at a time. We take a customized approach that enables us to meet the diverse needs of our customers across the U.S. We attribute our success to our commitment to put our customers’ people first, delivering personalized attention that optimizes employee health and productivity.   Packet Pg. 1158 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 5 3. Identification of Proposer (limit: 2 pages) a. Legal name and address of the company. Occupational Health Centers of California, a Medical Corporation 5080 Spectrum Drive, Suite 1200W Addison, TX 75001 b. Legal form of company (partnership, corporation). Corporation c. If company is a wholly owned subsidiary of a “parent company,” identify the “parent company.” NA d. Name, title, address and telephone number of the proposed representative to contact concerning the Proposal Submittal. Joseph Moritz, Senior Key Accounts Manager 599 Inland Center Drive San Bernardino, CA 92408 Mobile: 760.212.5910 Email: JoMoritz@Concentra.com e. California Business License Number C2055819   Packet Pg. 1159 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 6 4. Staffing Resources (limit: 6 pages) a. Firm Staffing and Key Personnel (i) Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed. (ii) Identify three (3) persons that shall be principally responsible for working with the City. Indicate the role and responsibility of each individual. If the Proposer is chosen as a finalist, these principal individuals must attend the interview and in-person presentation. (iii) Describe proposed team organization, including identification and responsibilities of key personnel. Please include one-page resumes. (iv) Provide brief biographies of individuals that shall be working directly with the City. Bidder’s Response 4.a.(i) Center Medical Therapy MNM Total Chino Hills 3 5 14 22 Colton 1 2 7 10 Irwindale 2 4 10 16 Irwindale Arrow 5 5 25 35 Moreno Valley-Perris 2 2 11 15 Murrieta 2 3 13 18 Ontario Milliken 2 2 11 15 Ontario Airport 1 1 7 9 Ontario Grove 3 4 13 20 Pomona 2 4 9 15 Rancho Cucamonga 5 9 29 43 Riverside Chicago 2 3 8 13 Riverside West March 1 1 7 9 San Bernardino Inland Center 5 6 25 36 San Bernardino Camino Real 2 3 11 16 Bidder’s Response 4.a.(ii) Key Principal Contacts Cell Phone E-mail Sabrina S. Linnemann Vice President Operations – Pacific 949-779-0273 SLinnemann@Concentra.com Keith Wresch, MD Director of Medical Operations Inland Empire & Fresno 909.481.7345 KWresch@concentra.com Drashti Desai, MPT Director of Clinic Services Inland Empire & Fresno 909.270.0478 DrDesai@concentra.com Bidder’s Response 4.a.(iii) Profiles of Key Contacts   Packet Pg. 1160 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 7 Program Organizational Chart Solicitation Management Program Oversight Program Delivery Bidder’s Response 4.a.(iv) Sabrina S. Linnemann, Vice President Operations – Pacific Sabrina has over 30 years in the medical industry and comes with a system driving logic to the Operations Team at Concentra. The goal is not only to bring a systematic workflow the centers but to also empower clinic colleagues to be the very best at what they do. And to treat each patient as an individual. Education • Executive MBA Candidate – Pepperdine University (coursework completed) Bachelor of Science in Health Systems Management: Chapman University Drashti Desai, Director of Clinical Services Drashti has over 18 years working in the clinics for Concentra. She brings the Therapy departments into a full recovery center for the patient. Not only with her expertise on the body mechanics but by motivating her clinic directors to care for each patient. Reminding them that the patient recovery is in part mental as well as physical. Education • Advanced Masters in Physical Therapy: Loma Linda University, California. GPA: 4.0/4.0 • Bachelors in Physical Therapy: Gujarat University, Ahmedabad, India. GPA: 4.0/4.0 • First Year Bachelor of Arts: Gujarat University, Ahmedabad, India GPA: 3.9/4.0 Dr. Wresch, Director of Medical Operations Dr. Wresch has over 20 years of medical experience and has worked in many of Concentra busiest clinics in the country. His bedside manner is personable and very informative to the patient. He explains what the process is to the patient and provides them with a top-tier patient experience. Education • Doctor of Medicine: Loma Linda University, California. Resumes We have included personnel resumes in Attachment A: Key Employee Qualifications. Joseph Moritz Senior Acct. Manager Program Management Medical Oversight Therapy Oversight Keith Wresch, MD Director of Medical Drashti Desai, MPT Director of Clinical Services Administration Medical Services Therapy Services Medical Assistants Medical Support Specialists Patient Service Specialists Physicians Physician Assistants Registered Nurses Physical Therapists Athletic Trainers Initial Point of Contact Program Leadership Service Team Sabrina S. Linnemann Vice President Operations, Pacific   Packet Pg. 1161 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 8 b. Subcontractors (i) The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor(s) that is anticipated to perform each function, if known at this time. For this scope-of-work, Concentra will not need to sub -contract out the work. Concentra would communicate to the primary point of contact at the City, if any alterations to standard operating procedures would occur or be made that affect the scope of work.   Packet Pg. 1162 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 9 5. Fiscal Stability Not Applicable.   Packet Pg. 1163 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 10 6. Experience and Technical Competence (limit: 3 pages) a. Experience Bidder’s Response A(i) (i) The Proposer shall provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP. Clinical Experience Injury Experience Concentra's injury treatment experience gave rise to our process management approach. We monitor and direct the processes and events that make up the structure and flow of an individual case, all with the focus of achieving the optimal outcome. We also believe to execute the model, a strong partnership between the employer, the patient, and the medical provider must exist. With this insight, Concentra transformed our model into a best-in-class occupational medicine program that integrates these four key components into a cohesive solution that achieves optimal results. Non-injury Experience Concentra has been performing physical examinations, conducting drug and alcohol testing, and administering immunizations and vaccinations since our inception more than four decades ago. We maintain written guidelines on all relevant regulatory standards and create client-specific service packages tailored to meet the unique needs of each client’s program requirements. Furthermore, we assure that only qualified individuals perform the requested services, in accordance with all local, state, and federal guide lines. Bidder’s Response A(ii) (ii) Describe the past experience of the staff to be assigned to perform the Services in performing similar services. As the incumbent provider for services, we greatly value our relationship with City of San Bernardino. We are committed to providing you with excellent service and will continue to make best efforts to notify the employer of key personnel changes . Bidder’s Response A(iii) (iii) The Proposer shall state the number of years the firm has conducted business. Proposer must have at least four (4) years’ experience in providing the required scope of Services for public clients. History and Background Concentra was founded by physicians in 1979. Since then, we have grown to be the largest provider of occupational health serv ices in the country. Operating as a division of Select Medical, Concentra is a leading health care company focused on improving the health of America’s workforce, one patient at a time. Concentra currently serves employers by providing a broad range of health advisory services and operating nearly 140 onsite clinics. Concentra treated more than 18 million injured workers since 1979. Bidder’s Response A(iv) (iv) Provide three (5) references regarding the Proposer’s experience and performance performing similar services. Include the following information: (1) Organization/City, contact name, phone number, e-mail address; and (2) project size and description, if applicable, and description of services. References San Diego County of Schools County of San Diego 6401 Linda Vista Rd. Rm #505; San Diego, Ca. 92111 5530 Overland Ave. Ste. 210; San Diego, Ca. 92123 Prefers eMail: famenta@sdcoe.net Prefer email: Suzann.charney@sdcounty.ca.gov Felicia Amenta, San Diego County Office of Education Suzann Charney (Engagement is Employer Services and Injury) County of Riverside City of Menifee P.O. Box 1120; Riverside, Ca. 92502 29844 Haun Road; Menifee, Ca. 92586 eMail preferred: tnhuynh@rivco.org Prefer email: rcardenas@cityofmenifee.us Tam Huynh, RN -Workers Compensation Nurse Case Mgr Robert Cardenas, Deputy Human Resources Director City of Rancho Cucamonga 10500 Civic Center Dr.; Rancho Cucamonga, Ca. 91730 Claudia Nunez, ARM, Senior Risk Management Analyst Bidder’s Response A(v) (v) Describe the Proposer’s local experience and knowledge of City.   Packet Pg. 1164 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 11 Local Experience Concentra has more than 40 years of experience and nationally recognized clinicians in occupational medicine. Our San Bernardino Inland Ctr. Clinic was established in 1995 and proudly provides a range of occupational health services 24 hours a day 7 days a week. We recently remodeled our 13k square foot center into a state-of-the-art medical facility beginning April 2022. Fox Medical Clinic opened its doors on May 4th, 1996 and has been treating the City ever since that time. In August 2021, Concentra acquired the Fox Medical Clinic and provided an extension of the existing contract the center had with the City of San Bernardino. Dr. Fox has continued the practice under the new name as the Concentra San Bernardino Camino Center and the subsequent staff have remained in place. Concentra also offers the network of 15 nearby centers to perform the same services and has honored the legacy pricing model for the City. b. Project Specific Experience b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include: b. Project Specific Experience: Bidders Response (2) (a) Role of the firm PRE-EMPLOYMENT SCREENING SERVICES (b) Dollar value of the services $150,000 (c) Dollar value of the fee Concentra offers per component pricing with no additional fees for service. (d) Description of service HPE Level 2; Pre-employment Physical; Rapid mCup-10 panel urine drug-screen; Hair-sample collection & Workers Compensation. (e) Staffing Rancho Cucamonga # of Support Staff: 43 (24/7) 12:00 am - 12:00 am (All Holidays) Email: Rancho-Cucmonga@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to ensure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services Annual with auto-renew (g) Relationship to client Contracted Clinic and strategic partner (h) Contact name, position, entity name, telephone number, fax number and e-mail address for ea. project. Vanessa Rodriguez 10801 Sixth Street; Rancho Cucamonga, CA 91730 Human Resources Generalist I Inland Empire Health Plan Rodriguez-V@iehp.org b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include: b. Project Specific Experience: Bidders Response (1) (a) Role of the firm Department of Transportation Drug and Alcohol Testing (b) Dollar value of the Services $184,000 (c) Dollar value of the fee Concentra offer per component pricing with no additional fees for service. (d) Description of service Pre-Employment Drug Test; Post-Accident Drug & Alcohol Test; Reasonable Suspicion Drug & Alcohol Test; Random Drug Test; Random Drug & Alcohol (BAT); Non-DOT Drug Test Only; Non- DOT Alcohol Test Only (e) Staffing San Bernardino Inland Ctr. # of Support Staff: 36 (24/7) 12:00 am - 12:00 am (All Holidays) Email: San-Bernardino@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to ensure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services 5-year term (g) Relationship to client Contracted Collection Center (h) Contact name, position, entity name, telephone number, fax number and e- mail address for ea. project. Omnitrans 1700 West Fifth Street; San Bernardino, CA 92411 Contract Administrator: Name: Nicole Jews Title: Contract Administrator Telephone: (909) 379-7202 Email: nicole.jews@omnitrans.org   Packet Pg. 1165 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 12 b. Project Specific Experience (i) The Proposer shall provide a description of the three most relevant service contracts held within the last five years, one page per project, to include: b. Project Specific Experience: Bidders Response (3) (a) Role of the firm Contracted Center for Employer Services and Workmen’s Compensation (b) Dollar value of the services $650,00 (c) Dollar value of the fee Concentra offer per component pricing with no additional fees for service. (d) Description of service TB Skin Test; Fitness for Duty Physical-Level 2 Physical-level 2; Physical-PrePlacement (New Hire evaluation; - review of forms, immunization records; history, snellen eye exam, ishihara, whisper test, bp, ht, weight ; and BP) U/A dipstick Ishihara Test Book; Non Regulated UDS 10 Panel PrePlacement (e) Staffing Irwindale Arrow Hwy # of Support Staff: 35 (24/7) 12:00 am - 12:00 am (All Holidays) Email: Irwindale-Arrow@concentra.com Concentra carefully considers each project and its unique goals when assigning an account management team. We take a collaborative approach that combines local operational and clinical support to ensure quality and service excellence. The individuals we select bring valuable, relevant experience to the program and provide ongoing support within their respective areas of expertise. (f) Duration of providing services 3 years (g) Relationship to client Contracted clinic and strategic partner (h) Contact name, position, entity name, telephone number, fax number and e-mail address for ea. project. Gloria Moran, Executive Assistant to: Tyler Seto, MD, Vice President of Enterprise, Quality & Pt Safety -City of Hope City of Hope – Duarte Campus / Flash Bldg. 2nd Flr., Room 2216 1500 E. Duarte Road; Duarte, Ca. 91010 GMoran@coh.org (ii) If any of the following has occurred, please describe in detail: (a) Failure to enter into a contract or professional services agreement once selected. (b) Withdrawal of a proposal as a result of an error. (c) Termination or failure to complete a contract. (d) Debarment by any municipal, county, state, federal or local agency. (e) Involvement in litigation, arbitration or mediation. Conviction of the firm or its principals for violating a state or federal antitrust law by bid or proposal rigging, collusion, or restrictive competition between bidders or proposers, or conviction of violating any other federal or state law related to bidding or professional services performance. Knowing concealment of any deficiency in the performance of a prior contract. (f) Falsification of information or submission of deceptive or fraudulent statements in connection with a contract. (g) Willful disregard for applicable rules, laws or regulations. Information regarding any of the above may, at the sole discretion of the City, be deemed to indicate an unsatisfactory record of performance. Concentra affirms that none of the violations listed above has occurred that would directly affect the contractual relationship between Concentra and the City. c. Technical Competence (i) Description of in-house resources (i.e., computer capabilities, software applications, modem protocol, modeling programs, etc.) (ii) Ability to draw upon multi-disciplinary staff to address the Services requested in this RFP. Technology Allscripts TouchWorks® Electronic Health Record (EMR) enables our clinicians to access patient records from any Concentra medical center, onsite clinic, Concentra Telemed, site in the country. Our EMR integrates with practice management systems and suppor ts continuity of patient care and an exceptional customer experience. Allscripts supports all clinical operations, improves clinical quality, and streamlines the information exchange process to afford our clinicians the ability to communicate information quickly and accurately to the City and your employees. Our ability to capture member data in real time from multiple sources helps us learn the health and social behavior patterns unique to each individual and the City’s population in the aggregate. Concentra HUB Concentra offers a self-service, online tool for the client’s convenient access to account information, test results, and reporting. The Concentra HUB uses advanced security software to ensure privacy and the protection of employee information. The HUB offers: O nline account management; Timely updates to your employees' non-injury and injury visit results and work restrictions; Online Billing; Enhanced security features protect your information; Malware and virus protection; Intrusion detection and prevention. Center Staff Concentra employs skilled and experienced health care professionals to deliver services relevant to our offering. Center staf f includes an appropriate combination of physicians, mid-levels, nurses, physical therapists, radiology technicians, and medical assistants.   Packet Pg. 1166 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 13 7. Proposed Method to Accomplish the Work (limit:5 pages) Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Services, goals of the City, and general functions required. Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described in Exhibit “A”, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention withi n the discussion of its proposed method to accomplish the work. Concentra proposes that our center closest to the City is the San Bernardino Inland Center clinic, serve as the primary site for employees. While the primary clinic is fully capable of providing all required services in one facility, all Concentra medical centers are available as convenience necessitates. All Concentra medical centers maintain the essential staffing resources, required equipment, and licensed and credentialed clinicians to perform your requested scope of services. Please note that hours are subject to change. We continually evaluate the layout of our centers to accommodate patient flow and volume. Therefore, the physical dimension, layout, and staffing of each center varies depending on the location and overall scope of services. Our centers average between 3,100 and 9,000 square feet in size. The centers maintain security services, and most offer free parking on the center property or adjacent to the center. All facilities are accessible (ADA-compliant) and conform to all applicable federal, state, and local safety and disability laws. Facility Name Hours of Operation* Holiday Hours* Chino Hills 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Colton 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Irwindale 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Irwindale Arrow Hwy (24/7) 12:00 am - 12:00 am (All Holidays) Moreno Valley 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Murrieta 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Ontario 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Christmas Day), Closed (Independence Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Labor Day), Closed (Memorial Day), Closed (Independence Day (observed)) San Bernardino Inland Ctr. Address: 599 Inland Center Drive San Bernardino, Ca. 92408 Contact Information T 909-889-2665  F 909-884-4114 Hours of Operation*: 24 Hours – 7 Days   Packet Pg. 1167 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 14 Ontario Airport 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Ontario South 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Pomona 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Riverside Chicago Ave 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Riverside West March 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) Rancho Cucamonga (24/7) 12:00 am - 12:00 am (All Holidays) San Bernardino Camino Real 8:00 am - 5:00 pm (Mon. - Fri.) Closed (Thanksgiving Friday), Closed (Independence Day), Closed (Labor Day), Closed (Memorial Day), Closed (Christmas Day), Closed (New Year's Day), Closed (Thanksgiving Day), Closed (Independence Day (observed)) San Bernardino Inland Center (24/7) 12:00 am - 12:00 am (All Holidays) *Please note that hours are subject to change. Concentra Medical Center Facilities Concentra medical centers offer a full complement of health care services including, but not limited to, substance abuse testing, physical examinations, clinical services, vaccinations, injury care, physical therapy, and wellness screenings. Our centers offer convenient weekday operational hours, and many locations also offer evening and weekend hours. We continually evaluate the layout of our centers to accommodate patient flow and volume. Therefore, the physical dimension, layout, and staffing of each center varies depending on the location and overall scope of services. Our centers average between 3,100 and 9,000 square feet in size. The centers maintain security services, and most offer free parking on the center property or adjacent to the center. All facilities are accessible (ADA-compliant) and conform to all applicable federal, state, and local safety and disability laws. Multilingual Support Through our nationwide network of Concentra Medical Centers and employer onsite clinics, Concentra has acquired extensive experience with multilingual populations. To accommodate multiple language requirements, we use remote translation services through our preferred provider, Voiance. This 24/7 service supports more than 200 languages and dialects, including American Sign Language. Also, many Concentra centers are staffed with clinician’s and office staff who are bilingual, and recruiting bilingual staff is another option, where a specific engagement requires. In addition, our marketing department can translate   Packet Pg. 1168 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 15 promotional material and center messaging into other languages. Additional fees may apply for translation services. Standard Examination Components Concentra would provide physical examinations according to the client’s requirements. However, it is customary for the standard examination to include the following components: ▪ Medical history ▪ Occupational history ▪ Vital signs ▪ Vision acuity (far distance) ▪ Examination of head, eyes, ears, nose, and throat ▪ Evaluation of the cardiovascular system ▪ Evaluation of the respiratory system ▪ Gastrointestinal examination ▪ Musculoskeletal examination ▪ Neurological evaluation ▪ Skin and lymphatic examination We would also perform other ancillary testing as requested and/or indicated, upon the client’s approval and consistent with evidence-based medical standards and regulatory requirements. Return-to-work Examinations Concentra’s longstanding methodology and practices expedite employees’ safe and sustainable return to work. Our process includes immediate communication with the employer, careful job analysis, and a focus on avoiding or limiting an employee’s lost time from work. During a return-to-work physical examination, in addition to a review of the employee’s medical history and existing documentation, the clinician performs a basic medical examination. The clinician determines if the employee is medically able to proceed with the functional performance evaluation. If the employee has a medical condition that precludes participation in a functional performance evaluation (e.g., recent back/knee/shoulder surgery, an active hernia, a cardiac condition), we require clearance from the employee’s personal physician prior to the functional evaluation. Once the employee has completed the required functional tests, the Concentra therapist documents a “pass/fail” result and the results are given to the clinician. The clinician then combines the medical results with the functional test results to render an overall “pass/fail” result for the employee. In some cases, our examining clinician may require additional testing to render a medical decision. However, we do not conduct any additional testing without authorization by the designated employer contact. COVID-19 Return-to-Work Clearance, Assessment, Testing and Surveillance Concentra medical centers now offer COVID-19 testing for asymptomatic employees to provide initial clearance for return to work. We recommend an initial screening using our COVID -19 Assessment. Your employees complete our assessment questionnaire, and a Concentra clinician reviews the responses to determine if the employee may go to work or if testing for active COVID-19 infection, testing for COVID-19 antibodies, or an in-person clinical examination is recommended. Department of Transportation (DOT) Physical Examinations Concentra has been performing Department of Transportation (DOT) physical examinations for employers for the past 40 years. Annually, we perform more than 800,000 DOT physicals. We maintain comprehensive policies and procedures for these examinations and thoroughly train our staff on each testing component. The Federal Motor Carrier Safety Administration (FMCSA) provides the physical requirements for commercial motor vehicle (CMV) drivers in 49 CFR 391.41. (Other DOT agencies may have prescribed different physical standards for their safety sensitive roles, such as pilots, rail conductors, etc.) The purpose of the DOT examination is to detect the presence of physical, mental, or organic conditions of such a character and extent as to affect the driver’s ability to safely operate a commercial motor vehicle. The examination must be conducted carefully and include (at least) all information requested in the applicable form. A history of certain conditions may lead to a disqualification or indicate the need for further testing and/or an evaluation by a specialist.   Packet Pg. 1169 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 16 Medical Examiner’s Certificate The DOT physical exam is performed by a certified medical examiner listed on the National Registry of Certified Medical Examiners. The exam includes a review of the employee's medical history; a physical exam with vital signs, vision, and hearing testing; and a urine test for blood, protein, and sugar to look for conditions that may impact a driver's ability to safely operate a vehicle. Following the examination, the results are automatically reported to the National Registry and state motor vehicle agencies, as required. If the driver passes, the ME provides the required Medical Examiner’s Certificate (MEC). The certifica te may be issued for up to 24 months; however, the Concentra ME may limit certification based on a driver's medical history. Confidentiality Concentra maintains the confidentiality of all medical data. Information firefighters provide to our clinician would not be inappropriately shared. No fire department supervisor or manager shall have access to medical records without the express written consent of the employee. There are occasions, however, when specific medical information is required to make decisions regarding placement, return to work, and so forth. In these cases, written consent shall be obtained from the employee prior to release of specific medical information. Human Performance Evaluation/Job-specific Functional Testing Following the job-site evaluation, our specialist develops an ADA-compliant, job-specific functional test that we refer to as a human performance evaluation (HPE). The HPE assesses individuals on the ability to perform the essential job functions (EJFs) and can be used for pre -employment and return-to-work testing. The Concentra physical therapist begins by defining each physically distinguishable task involved in the job (i.e., lifting, carrying, pushing, pulling, etc.), including those tasks that have a definitive starting a nd ending point, occur with regularity, and require a level of quantifiable physical exertion. For each qualified biomechanical functional requirement, the physical therapist uses a force gauge to measure external weights, starting and ending heights, task frequencies, forces produced or overcome, climbing requirements, and more. This process adheres strictly to evaluation techniques that have a direct correlation to the functional requirements. Injury Care By choosing Concentra, the City is assured that its injured workers would have convenient access to care delivered by our specially trained occupational medicine clinicians and therapists, and according to our outcomes-based clinical practices and rigorous standards of care. Concentra believes an exceptional workforce health program begins with an integrated system that connects four key components: Employer Engagement, Patient Engagement, Clear Communications, and Quality Medical Outcomes. We also believe to execute the model, a strong partnership between the employer, the patient, and the medical provider must exist. With this insight, Concentra transformed our model into a best-in-class occupational medicine program that integrates these four key components into a cohesive solution that achieves optimal results. Transportation Concentra’s Transportation Solution provides injured employees with scheduled and real-time rides to and from Concentra medical centers. Available nationwide, our transportation solution is provided free of cost for employee transportation after initial injury, for follow-up appointments, and for scheduled physical therapy visits. After an employee reports an injury to his/her supervisor, the supervisor calls the local Concentra medical center to request a ride. A few minutes later, a driver sends a text message notifying the employee of the estimated time of arrival for pickup. After the visit, center team members arrange for the employee’s ride back to the workplace or home, depending on the severity of the injury and the treating clinician’s recommended treatment plan. The City’s employees would have prompt access to expert care, convenient rides with no smartphone app or tip required, and reduced time away from work.   Packet Pg. 1170 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 17 Physical and Rehabilitation Therapy is one of Concentra’s core competencies, encompassing physical, occupational, and massage therapy, as well as athletic training services in specific locations. More than 60 percent of our therapists are certified in manual therapy and highly skilled in the treatment of cumulative trauma disorders. About five percent of our therapists are certified hand therapists . Return-to-work Philosophy Concentra ascribes to the philosophy that injured employees recover better when they can return to normal activities quickly. Our proven methodology focuses on increasing function to expedite the employee's safe and sustainable return-to-work. Our clinicians would communicate with the employer to perform job analyses, and, whenever possible, arrange for limited duty to avoid lost time and productivity. Our clinicians would also educate the injured employee on ways to enhance function. We encourage support from front - line supervisors and can also perform return-to-work evaluations to help ensure the injured employee is able to meet the essential job functions. Vaccination Services and Infectious Disease Screenings Concentra offers vaccination services and screening/testing for infectious disease to assist employers in maintaining a healthy workforce. We administer vaccinations and infectious disease screenings per regulatory requirements and recommendations from leading health organizations, including the Occupational Safety and Health Administration (OSHA), Centers for Disease Control and Prevention (CDC), and the World Health Organization (WHO). Drug and Alcohol Testing DOT-Compliant Urine Drug Screens Concentra conducts urine drug testing in full compliance with Department of Transportation (DOT) rule 49 CFR Part 40 (Procedures for Transportation Workplace Drug and Alcohol Testing) and adheres to all Substance Abuse and Mental Health Services Administration (SAMH SA) policies and procedures to ensure appropriate chain of custody. By following these procedures in both federal and non -federal testing, Concentra simplifies the collection process, offers the most defensible procedures for our collectors and clients, and provides the optimal level of confidentiality for the donors. Our typical process includes: ▪ Certified staff to perform collections ▪ Use of split specimen collection method as required by DOT ▪ Use of the proper custody and control forms (CCF) for regulated and non-regulated testing, using electronic CCFs when possible ▪ Proper specimen containment ▪ Shipment of specimen, within 24 hours, to a SAMHSA-certified laboratory for analysis ▪ Involvement of a Medical Review Officer (MRO) for follow-up review, as appropriate Medical Review Officer (MRO) Services When the laboratory confirms a non-negative result, Concentra enlists a Medical Review Officer (MRO) through our preferred vendor for review of the result. An MRO assistant ensures the MRO copy and the laboratory copy of the chain of custody and control form (CCF) are transmitted timely, as the MRO does not initiate a donor interview until receiving the MRO copy of the CCF and does not transmit verified results until receiving the laboratory copy. If the MRO is unable to obtain either copy, the MRO reports a “canceled” test. The MRO makes three or more attempts in a three-day period to reach the donor (barring unforeseen circumstances, such as donor’s phone disconnected). The MRO interviews the donor to determine if there is a legitimate medical explanation for the non-negative result. The MRO can ask medically related questions (which the donor’s employer cannot ask under the Americans with Disabilities Act) to validate or invalidate a non-negative laboratory result.   Packet Pg. 1171 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 18 8. Fee Proposal (limit: 2 pages) Please provide a not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached hereto as Exhibit “B”). Fee proposal shall be uploaded separately to planetbids under the “Cost File” tab. The fees associated with the services requested in the RFP have been uploaded separately to Planetbids as required.   Packet Pg. 1172 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 19 9. Insurance (limit: 4 pages) Please provide a copy of your Certificate of Insurance. See the Agreement, attached hereto as Exhibit “B”, for a description of the insurance requirements. We have included our Certificate of Insurance in Attachment C – Legal and Risk.   Packet Pg. 1173 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 20 10. Litigation (limit: 2 pages) Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years. Please provide a statement stating that there is no litigation, history of litigation or pending litigations claimed by your fir m or against your firm. Legal Statement Concentra is subject to certain legal proceedings, inquiries, claims, and disputes that arise from time to time in the ordinary course of business. Such claims and legal proceedings include employment matters, contractual issues, workers’ compensation, professional liability, and general liability matters. Concentra employs various risk transfer methodologies to cover its exposure to risk, including various self -insured programs and high deductible programs. Concentra establishes reserves for its liabilities under those programs based on actuarial analysis that includes the elements of severity, frequency, and jurisdiction, with input from Concentra’s legal representatives responsible for the defense of such claims. Concentra believes that its insurance coverage and the reserves establishe d for its claims are sufficient for its operations. Concentra does not believe these legal proceedings or actions, individually or in the aggregate, will have a material adverse effect on our financial position, results of operations, or liquidity .   Packet Pg. 1174 City of San Bernardino ♦ RFP F-22-62A Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 21 11. Other Information (limit: 5 pages) a. Demonstration of record of staffing tasks efficiently and completing projects on time and within the allocated budget. Concentra has weekly team huddles to review progress and adjust staffing to maintain services goals. We measure our total time in center for each patient daily and adjust staffing and flow to ensure positive patient experiences. Concentra also provides frequent and ongoing training to all operators and clinicians to ensure we maintain a high level of skill and acumen for all services offered. We currently contract with multiple municipalities across the State of CA delivering the highest standard of medica l care within their proposed budget. References are provided of those contracts and the scope of services offered as examples of our ability to deliver quality service, efficient staffing and effective project management within a designated budget. b. Description of community involvement. Pandemic Response Concentra has developed and implemented measures to ensure our Concentra medical centers are appropriately responding to the COVID-19 pandemic. We are staffed and continue to treat injured and ill employees but with heightened awareness that we will encounter patients potentially infected with COVID-19. We want to assure you that we are taking all possible precautions to ensure the health and safety of all employees, their co-workers, families 2021 & 2022 Health & Lifestyle Exhibition Hosted by the City of San Bernardino Concentra participated as an exhibitor & donated prizes for the raffle. c. Description of any previous involvement with the city. In August 2021, Concentra acquired the Fox Medical Clinic and provided an extension of the existing contract the center had with the City of San Bernardino. The clinic has been performing services since the acquisition. Whereas the office has continued the practice under the new name as the Concentra San Bernardino Camino Real center and the subsequent staff have remained in place. Concentra also offers the network of nearby centers to perform the same services and has honored the legacy pricing model for the City. d. A statement that the Proposer has not conflicts of interest in connection with providing the Services. At this time, Concentra is unaware of any conflicts of interest in providing services to the City.   Packet Pg. 1175 City of San Bernardino ♦ RFP F-23-02 Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 22 12. Certification of Proposal: This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.” Concentra hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP, unless otherwise stated in Concentra’s exceptions.   Packet Pg. 1176 City of San Bernardino ♦ RFP F-23-02 Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Page 23 13. Appendices (limit: 2 pages) Attachments In this section, Concentra includes the following information for the City’s review: ▪ Attachment A: Key Employee Qualifications ▪ Attachment B: Legal and Risk   Packet Pg. 1177 City of San Bernardino ♦ RFP F-23-02 Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Attachment Attachment A Key Employee Qualifications/ CV   Packet Pg. 1178 Drashti Desai Chino Hills, CA E-mail: drashtidesai@yahoo.com EDUCATION Advanced Masters in Physical Therapy Loma Linda University, California. Completed June 2000. GPA: 4.0/4.0 Bachelors in Physical Therapy Gujarat University, Ahmedabad, India. Ranked 2nd position statewide in Bachelor’s program. Completed March 1997. GPA: 4.0/4.0 First Year Bachelor of Arts Gujarat University, Ahmedabad, India. Completed April 1998. GPA: 3.9/4.0 WORK EXPERIENCE ➢ 11/15- Till Date Regional Therapy Director, Concentra Medical Centers, California. Overseeing all Therapy related aspects for 11 centers in Inland Empire which includes Physical Therapy, Chiropractic, Acupuncture, Physical Abilities testing and Occupational Therapy. Initiated and d eveloped Ergonomics and Work Conditioning, Service lines. Leading a team of about 40 associates with tasks including vacation coverages, schedule management, staffing, progressive discipline, standardization of systems and continuous coaching and mentoring of the associates to help them grow in their roles. Working very closely with the Regional Medical, Sales and Operations Team. ➢ 03/04- 11/15 Physical Therapist, US Healthworks, California. Worked as the supervising physical Therapist at the Chino location until August 2011, and currently supporting Pomona, Ontario North and Chino as a Per Diem Therapist. At the chino location, led all aspects of operations, including the development of people putting customer service at the top priority. Restructured scheduling to minimize wait times and optimize quality of care, created spreadsheets to track productivity, authorizations, referrals that were sent after hours, due date for re-evaluations and PPE’s. Carefully reviewed employer case instructions for each employee for line of treatment and developed PAT’s for various accounts based on their job description and requirements. Performed weekly financial analysis in AS 400 to evaluate the clinic outcomes in terms of Visits, ARPV, Pt/First visit ratios, missed and no show appointments, projected revenue and amounts reimbursed for past patients to identify areas of deficit and potential for growth. Periodically evaluated the cost of staffing and temp labor to formulate a plan of action based on the budgeted goals and clearly communicated the expectations and action from time to time to the medical providers, center manager and therapy staff via monthly triads or informal meetings as demanded by the situation to maximize clinic’s financial and clinical performance. VOLUNTARY ACTIVITIES ➢ 3rd VP Position in Country Springs Elementary School, Chino Hills, California Served the PTA board for 3 consecutive years from 2012 thru 2015 and organized the spring fundraiser, raising almost $ 20,000 for the school by leading fundraising activities like Jogathon, Casino Night, Mother/Son, and Father/ Daughter Dance. ➢ Lead for Indian Community Dance Festival organized by DEVIS Group Structured, organized and delegated various aspects of this huge successful event attended by more than 850 people for October 2013 and 2014. This was the first of its kind for this organization and was involved in management and supervision of a team of more than 20 people. ACHIEVEMENTS • Awarded a medal from UNICEF for participation in UNICEF’s fund raising drive. • Actively Participated in the National Pulse Polio Immunization Program held in Ahmed abad. • Appointed Class Representative throughout P.T program from 1993 -96 and College Students Representative in the year 1996-97. • Elected Class Representative and General Secretary of the High School in the year 1991 -92. REFERENCES AVAILABLE UPON REQUEST   Packet Pg. 1179 Keith Richard Wresch MD Phone: 909-921-6327 Email: kwresch@concentra.com Experience: 2022 – Present Director of Medical Operations for the Inland Empire and Fresno 2019 – 2022 Center Medical Director Concentra Rancho Cucamonga 9405 Fairway View Place, Rancho Cucamonga, CA 91730 Medical Director Concentra Amazon ONT 2 Onsite 1910 East Central Avenue, San Bernardino, CA 92408 2017 – 2019 Center Medical Director Concentra San Bernardino 599 Inland Center Drive Suite 105, San Bernardino, CA 92408 2013 – 2017 Medical Director U.S. HealthWorks Ontario North 3200 Inland Empire Boulevard Suite 100, Ontario, CA 91764 2012 – 2013 Staff physician U.S. HealthWorks Chino 15302 El Prado Road, Chino, CA 91710 2011 – 2012 Physician working with Dr. Ralph Dean 91 East Grand Boulevard, Corona, CA 92879 2010 – 2012 Physician Canyon Lake Urgent Care 31740 Railroad Canyon Road Canyon Lake, CA 92587 2007 – 2010 Physician Alternative Care consultants 1733 North Palm Canyon Drive Suite B, Palm Springs, CA 92262 2005 – 2007 Physician Beaver Medical Group Urgent Care 7000 Boulder Avenue Highland, CA 92346 Education: Graduate Education: 1998 – 2002 Loma Linda University School of Medicine- Graduated Class of 2002 2002 – 2003 Intern in Obstetrics and Gynecology- Loma Linda University 2002 – 2005 Resident in General Surgery -Loma Linda University Medical Center Undergraduate Education: 1993 – 1998 Walla Walla University 204 South College Avenue, College Place, WA 99324 Graduated in 1998 with BA degrees in Spanish and Religion, and a minor in Chemistry Skills: Fluent in Spanish; Have ‘California radiology supervisor and operator certificate’   Packet Pg. 1180 Sabrina Linnemann Dana Point, CA | slinnemann@cox.net | 949.779.0273 HEALTHCARE OPERATIONS EXECUTIVE Operations and Network Management Executive with expertise in managing high-volume, multi-site physician practice networks and ambulatory clinics for some of the largest healthcare organizations in the country. • Streamlined operations to position healthcare organizations for significant growth • Orchestrated relocation and renovation of clinics and start-up of innovative employer worksite clinics • Implemented best practices that improved customer service metrics KEY STRENGTHS ■ Healthcare Operations Leadership ■ Strategic Planning & Execution ■ Policy & Regulatory Compliance ■ Business Partner Management ■ Managed Care Expertise ■ Workflow and Process Analysis ■ Business & Market Development ■ Clinical Operations ■ Physician Recruitment & Retention ■ Talent Development ■ P&L and Cost Management ■ Customer Experience EXECUTIVE CONTRIBUTIONS CONCENTRA – SOUTHERN CALIFORNIA 2021 – PRESENT VICE PRESIDENT, OPERATIONS – PACIFIC SURGICAL CARE AFFILIATES (SCA), AN OPTUM COMPANY 2019 – 2021 Surgical Care Affiliates is Optum’s ambulatory surgical care company, specializing in providing expertise in the management of ASCs, in addition to providing physicians and patients with superior outcomes and experience through the broad array of services provided. Regional Vice President, Operations - Los Angeles/Inland Empire Recruited to bring two challenging regions together to create a cohesive team culture, develop streamlined and consistent processes across the regions to support growth and expansion in two key regions for the business. Leveraged broad healthcare and market knowledge, in addition to key physician and system relationships to align resources to drive mutual growth and opportunities to all stakeholders. Create alignment of resources and build relationships with internal support teams to enhance the value SCA brings to our patients and physician-partners. ⧫ Operations: Operational oversight of eight, multi-specialty ambulatory surgery centers of $100MM and 45K cases annualized and 300+ FT/PT teammates. Combined two regions in turmoil together to create a streamlined approach to execute on operational objectives and KPIs. Developed strong team culture amongst both regions where none existed. Identified opportunity to standardize, train and reduce expenses of the purchasing teams by creating a Regional Purchaser’s Champion that is now considered for replication in other regions. Successfully navigated patient care and implementation of significant new policies through the pandemic and ensure 100% compliance with regulatory requirements, passing all CDPH inspections and with no outbreaks in centers. ⧫ Growth: Completed a syndication of ten new physicians into a surgery center which has led to double the revenue year over year, during a pandemic. Completing a successful syndication of seven individual and three key strategic group partners into a center to be completed in 2021. Two struggling new acquisitions that I took over when coming into my role now have the highest case volumes exceeding budget and during a pandemic. Rollout of Total Joint program in four ASCs and Cardiovascular program in four ASCs in ’20-’21. ⧫ Strategy and Market Development: Leading the relationship building with key Optum medical groups in the regions I serve to focus on high acuity migration of cases into the ASC in order to reduce MedEx for groups, increase revenue/acuity in our ASCs and increase physician and patient experience. Developing relationships in both regions with health systems where no relationship had existed and currently exploring opportunities to partner with those systems in JV activities.   Packet Pg. 1181 ⧫ Customer Experience: Focused efforts to rebuild SCA’s reputation amongst our partners to ensure they have a full appreciation of what we bring to our partnership relationships. Focused on building relationships with key specialists and specialty groups that included bringing them into our partnerships and enhancing their relationships with our Optum medical groups. Managing the patient experience during the pandemic when no visitors were allowed and the implementation of safety practices has made this area challenging, however we have implemented various tools and scripting within each facility to focus on getting patient response rates at or above benchmark and each center has an action plan in place to address opportunities. ⧫ Compliance: All facilities are either JCAHO or AAAHC accredited and several have gone through surveys during 2020 - 2021. All facilities are fully accredited and all passed visits by CDPH during the pandemic in assuring that all safety practices mandated were being adhered to. Focus was made on ensuring that all teammates and operational leaders are fully compliant with all training requirements and audits. REGAL MEDICAL GROUP – Southern California 2015 – 2019 Regal Medical Group is one of Southern California’s leading and largest full-risk IPA/medical groups. Regal Medical Group and its affiliates has earned a CMS quality STAR rating of 4.5+, cares for 500,000+ managed care lives, and has a network of over 3000 primary care physicians and 7000+ specialists. Vice President, Network Management Recruited as senior executive to streamline workflow and position organization to meet corporate targets. Leveraged understanding of health plans, managed care, and government healthcare programs. ⧫ Operations: Developed and implemented Standard Operating Procedures (SOPs) and Policies and Procedures for Physician Network to ensure sustainable growth across all lines of business. Increased efficiency, productivity, and created standardization by identifying opportunities for improvement. ⧫ Network Growth: Achieved and/or exceeded growth targets for all lines of business to include Senior, Commercial/Employer Group, Exchange, Medi-Cal and Medi-Medi by focusing on network development, enrollment growth, and physician recruitment. ⧫ Performance Management: Increased productivity by developing talent internally, restructuring teams, and establishing accountability measures. ⧫ Strategy and Market Development: Identified and executed on specific strategies to expand network based on market conditions and business partnerships. Development of strategic initiatives to drive growth and create disruption amongst competitor networks within the marketplace. ⧫ Customer Experience: Design and implement processes to improve customer experience and promote brand within physician network to drive growth of physician network and enrollment in all lines of business. ⧫ Compliance: Implemented processes and established standards to ensure 100% compliance with health plan and regulatory requirements within physician network. CONCENTRA – Ontario, CA 2007 – 2015 Director of Operations, Southern California and Hawaii (2012 – 2015) | 11 clinics, 60 physicians, 150+ employees Promoted to lead a major market for Concentra, the nationwide leader in occupational healthcare and urgent care services with $1B in annual revenue. Achieved goals through standardizing business operations and taking action in the areas of financial management, talent development, performance management, facilities improvement, client relationship management, customer service, regulatory compliance, and strategic planning. ⧫ Network Growth: Launched and operated several work site health clinics for major Southern California companies. Improved profit for $45M market (1,600+ patients daily), meeting all operating expense targets. ⧫ Operations: Executed several major transactions, including relocation of two high-volume, 24-hour clinics, renovation of three clinics, and launch of an innovative employer worksite clinic. ⧫ Customer Relationships: Implemented best practices that improved customer service metrics across the board. Ranked #1 or #2 in the region consistently on measures for overall patient satisfaction and customer wait times.   Packet Pg. 1182 ⧫ Process Improvement: Asked by top executives to standardize operations nationwide. Drove successful implementation of standardized procedures, EMR platform and pilot sites for innovative ambulatory clinic management software. ⧫ Talent Management: Optimized FTE efficiency and maintained lowest turnover in region. CONCENTRA – California, Nevada, Arizona, Oregon, Hawaii Zone Director, Specialist Services (2007 – 2012) | 5 states, 25+ clinics, 80+ physicians Grew volume by improving operational oversight and focusing on development of physician specialty network in Western US. Created growth strategy that targeted high-quality specialists. Was responsible for operations and budget. ⧫ Operations: Doubled program revenue and increased gross revenue 10% per visit by implementing improvements in transcription management and charge entry processes. ⧫ Program Development: Increased internal capture rate of referrals from 38% to 65% in four years by expanding the program’s footprint and establishing a specialist program to broaden the scope of services offered. Doubled specialist panel in five years and grew to #1 ranking nationally for size and scope. ⧫ Network Growth: Aligned strategic plan with overall company strategy, monitored marketplace trends, gathered competitive and business intelligence, and recruited top-quality physicians. ⧫ Strategic Planning: Generated new revenue by expanding subspecialties and removing barriers to entry. ⧫ Marketing Strategy: Improved visibility by rolling out new branding campaign internally and externally; transitioned 25+ centers to new marketing collateral, logos, materials, and branding activities. THE INSTITUTE FOR HAND AND MICROSURGERY – Santa Ana, CA 2003 – 2007 Director of Marketing and Special Projects Aligned marketing and operations with expansion and growth strategy for the hand and upper extremity specialty physicians group. Focused on physician recruitment and relationship building with new hospitals, as well as fellowship program outreach, business development, market analysis, and partnership and provider management. ⧫ Network Management: Negotiated and completed 95% of private insurance and Medical Provider Network (California Workers’ Compensation) contracts for the practice, where none existed previously. ⧫ Operations: Expanded the company from one to five offices. ⧫ Marketing Strategy: Strengthened and solidified brand by creating all marketing collateral, including logo development, advertising, and marketing campaign management. ⧫ Government Healthcare Programs: Transitioned practice from 95% Lien Workers’ Compensation to 100% Authorized Workers’ Compensation in 12 months and instituted a diversified payer-mix strategy. ⧫ Customer Relationships / Metrics: Improved service delivery by creating a Patient Satisfaction Survey and utilizing data to track results. PACIFIC MEDICAL CLINIC – Santa Ana, CA 1992 – 2003 Senior Administrator | Operations and Marketing Built the occupational, industrial, and family medicine clinic from the ground up. Created the structure, workflow, policies and procedures, hired and trained personnel, identified the site, negotiated leases, and executed the complete build-out of operations. ⧫ Process Improvement: Created a Policy and Procedure Manual to fill process gaps and ensured 100% compliance with OSHA, Workers’ Compensation, and medical practice guidelines. ⧫ Marketing Strategy: Promoted and grew practice by partnering with marketing staff to develop marketing collateral tailored to client companies. EDUCATION & CREDENTIALS Certification 9/1/2021   Packet Pg. 1183 Stanford University, Graduate School of Business, Leading Through Personal Excellence Executive MBA Candidate – Pepperdine University (coursework completed) BS in Health Systems Management – Chapman University   Packet Pg. 1184 Joseph Moritz Linkedin.com/in/Joseph-Moritz |JoMoritz@Concentra.com|760-212-5910 | moritz.joseph@gmail.com Qualification Self-motivated leadership for over 20 years with proven success for both cultural and quota metric driven enterprise goals. Possess positive energy and solutions-based problem-solving skills for team growth. Relevant Experience Concentra, Murrieta, Ca. 2014-Present Sr. Key Accounts Manager, Director Inland Empire • Maintained Goal year over year, Managing a portfolio of $23.8 million current YTD 110.11%. • Manage relationships between Workers Compensation Claims Managers and Employer contacts at Amazon, UPS, County of Riverside, County of San Bernardino, Keenan, AdminSure, and Sedgwick. • Maintained Goal year over year, for 5 years, while still focusing growth on home clinics of operation. • Brought in $3,394,662 of new business revenue in 2018. Developed cohesive working relationships with both Center Ops. Dir. and Clinicians and cultivated solid synergy with Regional Leadership Team. Meritus Corp., Irvine, Ca. 2012-2014 Major Account Executive • Cultivated relationships with clients over $1 million per month in revenue. • Worked in person, phone, & would Video Conference around the world. • Won the 2013 Operations Commitment to Excellence Award, employee of the year. SuperMedia LLC, Ontario, Ca. 2009-2012 Account Executive • Golden Eagle award winner 26 consecutive pay periods of positive same store growth. • Navy Seal Mentor award, cultivated, new Reps to successfully achieve over-budget status. • Sales-management training program. Personally mentored & groomed by VP West Coast Sales. Y.R.C. Roadway Inc., Long Beach, Ca. 2006-2009 Senior Account Executive • Cultivated a portfolio of 150+ clients maintaining 102% growth during a market recession. Consultant, Ontario, Ca. 2002-2006 Director of Sales • I hired/fired, trained and cultivated Acct. Executives for portfolio growth as well as new sales. ECOLAB, Inc., Industry, Ca. 1999-2002 Senior Account Executive • Assisted the Sales Manager by interviewing candidates for hire and creating marketing strategies. • Launched a successful corp. campaign to Stater Bros. Markets Corp. chain, worth $285k. • Sold and managed the Chain Account: The Coffee Bean and Tea Leaf worth over $100k. • As part of a National Government Bid Team sold and managed The Chino Prison worth $100k. Education Franklin Covey Seminar, Business Organization and Team Relationships. University of San Francisco, Advanced Social Media Marketing Almeda University: Bachelor of Arts, Business Management 6/2006   Packet Pg. 1185 City of San Bernardino ♦ RFP F-23-02 Occupational Medical Clinic Services October 6, 2022 © 2022 Concentra Operating Corporation. All rights reserved. Attachment Attachment B Legal and Risk Our Legal and Risk Departments reviewed the terms, conditions, and insurance requirements and made minor modifications to the language. We include these suggested revisions on the following pages. If Concentra is the successful bidder, we desire to engage in open dialogue with the City, review the proposed modifications, and ultimately create an agreement that not only outlines the schedule of services, but also protects the business interests of both the City and Concentra.   Packet Pg. 1186 REBID RFP F-22-62A 12 EXHIBIT A SCOPE OF SERVICES OCCUPATIONAL MEDICAL CLINIC SERVICES 1. Pre-employment medical examinations and evaluations for perspective employees. The objectives of the City pre-employment exam process are to ensure that all candidates for City employment are, a) medically capable to perform job duties, b) not placed in positions that can aggravate existing medical conditions or create hazards to themselves or others, and c) permit maximum accommodation of individuals with disabilities. Physiologic measures required of all applicants will include, but may not be limited to blood pressure, pulse, respiration, temperature, height, weight, visual acuity (corrected and/or uncorrected), color vision, and urinalysis. 2. Work fitness examinations/evaluations as requested by the city to determine an employee’s physical ability to perform the duties of their position without undue hazard to employee or others. 3. Medical examinations/evaluations required for commercial driver’s license (Class A/B license). 4. Services of a licensed psychologist/therapist or psychiatrist, who can evaluate industrial or non-industrial stress and psychological issues. 5. Drug testing in accordance with Department of Transportation (DOT). The City has established drug testing programs consistent with DOT. The City’s DOT testing includes pre-employment, post-accident, reasonable suspicion, random testing, and follow-up testing, with the addition of periodic testing of individuals. Service shall be available twenty-four (24) hours per day, seven (7) days per week, either directly or in partnership with another qualified provider. 6. Occupational/environmental health exams and evaluations (e.g., respiratory, hearing etc.). 7. First aid treatment at the proposer’s medical facility of minor industrial injuries that do not require more than one follow-up visit. First aid means any one-time treatment, and any follow-up visit for the purpose of observation, of minor scratches, cuts, burns, splinters, or other minor industrial injury, which do not ordinarily require medical care as defined by Labor Code Section 5401. This one-time treatment, and follow-up visit for the purpose of observation, is considered first aid even though provided by a physician or registered professional personnel. 8. Return to Duty evaluations. 9. Prepare and submit a written summary of medical exam/test results to the City in complete, accurate and understandable style, no later than forty-eight (48) hours after an exam or 5 days following a P.O.S.T. exam. All results, including drug and alcohol results, must be included in this summary. Inform City departmental contact by email within forty- eight (48) hours with complete medical screening results. Provider shall advise City Departmental Contact of any delays. If exam is inconclusive and additional time is DocuSign Envelope ID: 83FC8427-14A6-418E-AA1F-8BAAEA8C5E0D   Packet Pg. 1187 REBID RFP F-22-62A 13 required, Provider shall contact the City Departmental contact within the forty-eight (48) hour time period to provide status report. 10. Transportation services to and from the facility when necessary. 11. Medical examinations and evaluations as requested by the City to determine if an employee’s injury or illness is work related. 12. Contractor shall, per the request of the City and/or per Occupational Safety and Health Administration (OSHA) protocol, provide the following, but not limited to: Respirator Clearance Examinations, Proof of Immunization Services, and Proof of immunity examinations and vaccinations as determined necessary. 13. Provide vaccinations and immunizations for communicable diseases including, but not limited to, hepatitis, rabies, tetanus, and other communicable diseases as required and/or in response to public emergencies as determined by the County’s Public Health Department. Provide Tuberculosis Testing shall be as follows: Initial and annual tuberculosis screenings for City employees upon request; Provide mass testing/screening at various City worksites upon request; and provide tuberculosis skin testing for employees exposed to active tuberculosis and who have been determined to need additional testing by the City. 14. Initiate and/or update and maintain medical/health records on all employees and applicants for whom Contractor provides services. Initiate health records on all City job applicants including, but not limited to the following: health questionnaire, results of all tests, proofs of immunity, examinations, physician consultations, and progress notes with rationale for any additional tests or reports outside of the scope of usual examination. These records and all related materials shall remain the property of the City. 15. Maintain and store all medical records for the term of the contract at no additional cost and in a secure and confidential manner. Should the Agreement be cancelled or expire, these records are the property of the City and shall be made available to the City within two (2) weeks of cancellation or expiration, at no charge to the City. 16. Physical exams must be able to occur within two (2) working days of being requested to do so by the City. Applicants/Employees should wait no longer than thirty (30) minutes from the time of actual appointment, before services are begun. 17. Contractor shall provide staff containing licensed examining physicians, clinicians and support staff who are experienced in occupational medicine and familiar with state and federal laws. Contractor shall also provide appropriate support staff, such as licensed nurses, medical technicians, etc., as well as necessary facilities, equipment, supplies and materials. 18. Contractor shall maintain examination centers located within San Bernardino or Riverside County and convenient to the City. The City will consider proposals whose facilities are not in close proximity to the City. The Contractor shall provide services during normal business hours Monday-Friday, City holidays excluded. Location of services shall be handicapped-accessible and shall conform to all applicable federal, state, and local safety laws. DocuSign Envelope ID: 83FC8427-14A6-418E-AA1F-8BAAEA8C5E0D   Packet Pg. 1188 REBID RFP F-22-62A 14 Bidders must acknowledge all requirements of previous section, including all categories and sub-points. Please Sign and Acknowledge Here: __________________________________________ _________________________________________________________________________ If Bidder can provide additional services that are related to the services above, but not mentioned in this section, please list the additional services and detail how they will be beneficial to the city BIDDER’S RESPONSE: DocuSign Envelope ID: 83FC8427-14A6-418E-AA1F-8BAAEA8C5E0D   Packet Pg. 1189 REBID RFP F-22-62A 15 EXHIBIT B CITY OF SAN BERNARDINO - EXAMPLE PROFESSIONAL SERVICE AGREEMENT PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] This Agreement is made and entered into as of [***INSERT MONTH***] [***INSERT DATE***], 2021 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY AND STATE - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: [***INSERT DESCRIPTION***] (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement.   Packet Pg. 1190 REBID RFP F-22-62A 16 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” [***Alternatively, the compensation schedule may be described here***] b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $[***INSERT NOT TO EXCEED AMOUNT***]. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 6. Term. This Agreement shall commence on the Effective Date and shall continue for one (1) year (“Initial Term”). Thereafter, the parties shall mutually agree in writing to extend the Agreement (“Renewal Terms”) and the pricing shall be as set forth in Exhibit A. through the completion of services as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”). [***Alternatively, the term can be spelled out in this section without reference to the Exhibit***] 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and   Packet Pg. 1191 REBID RFP F-22-62A 17 timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance   Packet Pg. 1192 REBID RFP F-22-62A 18 with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without th e written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of serv ices hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’   Packet Pg. 1193 REBID RFP F-22-62A 19 policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured.   Packet Pg. 1194 REBID RFP F-22-62A 20 c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Medical Malpractice Liability (Errors and Omissions) Article I. At all times during the performance of the work under this Agreement the Consultant shall maintain professional medical malpractice liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy   Packet Pg. 1195 REBID RFP F-22-62A 21 must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Medical Malpractice Liability $2,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement only on the Commercial General Liability and Automobile Liability policies. g. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. h. Policy Provisions Required   Packet Pg. 1196 REBID RFP F-22-62A 22 (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional medical malpractice liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. i. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.   Packet Pg. 1197 REBID RFP F-22-62A 23 j. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. k. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provide d by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members   Packet Pg. 1198 REBID RFP F-22-62A 24 of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). [***IF CITY IS AWARE THAT THE CONSULTANT WILL PERFORM WORK SUBJECT TO PREVAILING WAGE LAW, PLEASE CONTACT LEGAL COUNSEL TO OBTAIN GUIDANCE REGARDING REVISING THE FOLLOWING PROVISION***]If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the   Packet Pg. 1199 REBID RFP F-22-62A 25 same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction.   Packet Pg. 1200 REBID RFP F-22-62A 26 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign [***INSERT NAME***] as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: [***INSERT DEPARTMENT HEAD TITLE OR “City Manager”***] With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: [***INSERT NAME, ADDRESS & CONTACT PERSON***] 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestr y, sex, age or   Packet Pg. 1201 REBID RFP F-22-62A 27 other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that an y other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.   Packet Pg. 1202 REBID RFP F-22-62A 28 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Medical Records. Medical Records. (a) Custodian. Consultant shall serve as the custodian of medical records created at the clinic during the term of this Agreement. Con sultant, as custodian of records shall abide by all local, state, and federal requirements for such record retention during and after the term of this Agreement. Consultant shall also abide by all applicable laws related to Consultant and the medical service record retention. City acknowledges that Consultant will provide copies of medical records to any third-party requestor (with the appropriate executed release from the employee/patient, court order, or business affidavit, as applicable). (b) Access. City understands and acknowledges that the City is not entitled to access any patient medical records except to the extent allowed by law. Consultant is a “covered entity” as enumerated in 45 CFR §160.103. As a covered entity, Consultant may only disclose protected health information as authorized by and to the extent allowed by law. (c) Retention and Destruction. Upon the termination of this Agreement for any reason, Consultant shall maintain all records created against the statutory and regulatory requirements. Should City request records be maintained by Consultant beyond any state, local or federal rule due to an ongoing audit or legal matter, then City shall be invoiced for such retention for as long as such records are retained until written notice from City to destroy such retained records. Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial   Packet Pg. 1203 REBID RFP F-22-62A 29 This Section 43 shall survive the termination of this Agreement. [SIGNATURES ON FOLLOWING PAGE] Formatted: Font: (Default) Arial   Packet Pg. 1204 REBID RFP F-22-62A 30 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: [***INSERT NAME***] City Manager ATTESTED BY: [***INSERT NAME***] City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney CONSULTANT SAMPLE DO NOT SIGN________ Signature Name Title   Packet Pg. 1205 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 10/4/2022 The Graham Company The Graham Building 1 Penn Square West Philadelphia PA 19102- Concentra Unit 215-567-6300 215-405-2694 Concentra_Unit@grahamco.com Columbia Casualty Company 31127 CONCGRO-01 Liberty Mutual Fire Ins.Co.23035OccupationalHealthCentersofCalifornia, A Medical Corporation,c/o Select Medical Corporat 4716 Old Gettysburg Road Mechanicsburg PA 17055 Liberty Insurance Corporation 42404 Liberty Mutual Insurance Group 23043 American Guarantee &Liability Ins.Co.26247 Allied World Assurance Company,AG 269153364 A X 1,000,000 X 500,000 X Professional Lia X $1M Claim/$3M Ag 1,000,000 3,000,000 X Y Y HAZ 4032244581-6 1/1/2022 1/1/2023 3,000,000 B 2,000,000 X Y Y AS2-631-510199-322 4/1/2022 4/1/2023 A X X 9,000,000YHMC40322357521/1/2022Y 1/1/2023 10,000,000 X 3,000,000 C D XYWA7-63D-510199-352 WC5-631-510199-362 4/1/2022 4/1/2022 4/1/2023 4/1/2023 1,000,000 1,000,000 1,000,000 E F Property Excess Liability ZMD0119116-06 C023701-007 1/1/2022 1/1/2022 1/1/2023 1/1/2023 SEE BELOW $10M Each Occurrence $10M Aggregate UMBRELLA LIABILITY COVERAGE includes Excess General Liability on an Occurrence Basis and Excess Professional Liability on a Claims Made Basis. Both Coverages are excess of a $3,000,000 Self-Insured Retention each Occurrence/Claim subject to a $18,000,000 Aggregate. PROFESSIONAL LIABILITY COVERAGE includes Case Management Services including the rendering of case management or utilization review performed by insured for others. INDIANA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244595-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon See Attached... CITY OF SAN BERNARDINO Attn:PURCHASING 290 NORTH D STREET SAN BERNARDINO CA 92401   Packet Pg. 1206 ACORD 101 (2008/01) The ACORD name and logo are registered marks of ACORD © 2008 ACORD CORPORATION. All rights reserved. THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:FORM TITLE: ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE Page of AGENCY CUSTOMER ID: LOC #: AGENCY CARRIER NAIC CODE POLICY NUMBER NAMED INSURED EFFECTIVE DATE: CONCGRO-01 1 1 The Graham Company Occupational Health Centers of California, A Medical Corporation,c/o Select Medical Corporat 4716 Old Gettysburg Road Mechanicsburg PA 17055 25 CERTIFICATE OF LIABILITY INSURANCE KANSAS PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244600-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon LOUISIANA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244614-8;Effective 1/1/2022-1/1/2023 - $100,000 Each Medical Incident/$300,000 Aggregate Per Insured or Surgeon NEBRASKA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244628-8;Effective 1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,000,000 Aggregate Per Insured or Surgeon PENNSYLVANIA PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Columbia Casualty Company -Policy #HAZ 4032244631-8;1/1/2022-1/1/2023 - $500,000 Each Medical Incident/$1,500,000 Aggregate Per Insured or Surgeon WISCONSIN PHYSICIAN PROFESSIONAL LIABILITY COVERAGE -Continental Casualty Company -Policy #HAZ 4032244659-8;1/1/2022-1/1/2023 - $1,000,000 Each Medical Incident/$3,000,000 Aggregate Per Insured or Surgeon PROPERTY COVERAGE:Risk of Physical Loss or Damage to Covered Property subject to policy terms and conditions. WORKERS COMPENSATION -Occupational Health Centers of California,A Medical Corporation -Liberty Mutual Insurance Corp.-Policy #WA5-63D-510199-312;Effective:4/1/2022-4/1/2023 WORKERS COMPENSATION -Occupational Health Centers of Southwest,P.A.-Liberty Insurance Corp.-Policy #WA7-63D-510199-402;Effective: 4/1/2022-4/1/2023 WORKERS COMPENSATION -Occupational Health Centers of Southwest,P.A.-Liberty Mutual Insurance Corp.-Policy #WC5-631-510199-252 (WI); Effective:4/1/2022-4/1/2023 ADDITIONAL WORKERS COMPENSATION POLICIES: OHC of Arkansas –Liberty Insurance Corp.-Policy #WC7-631-510199-282;Effective:4/1/2022-4/1/2023 OHC of Southwest (AZ/UT)–Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-242;Effective:4/1/2022-4/1/2023 OHC of Delaware –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-332;Effective:4/1/2022-4/1/2023 OHC of Georgia/Hawaii –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-382;Effective:4/1/2022-4/1/2023 OHC of Illinois –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-412;Effective:4/1/2022-4/1/2023 OHC of Louisiana –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-292;Effective:4/1/2022-4/1/2023 OHC of Michigan –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-272;Effective:4/1/2022-4/1/2023 OHC of Nebraska –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-372;Effective:4/1/2022-4/1/2023 OHC of New Jersey –Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-262;Effective:4/1/2022-4/1/2023 OHC of North Carolina –Liberty Insurance Corp.-Policy #WC7-631-510199-342;Effective:4/1/2022-4/1/2023 OHC of Southwest (KS)–Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-422;Effective:4/1/2022-4/1/2023 Therapy Centers of Southwest I,PA (OR)-Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-392;Effective:4/1/2022-4/1/2023 Therapy Centers of South Carolina,PA -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-302;Effective:4/1/2022-4/1/2023 OHC of Minnesota -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-452;Effective:4/1/2022-4/1/2023 OHC of Alaska -Liberty Mutual Fire Insurance Company -Policy #WC2-631-510199-442;Effective:4/1/2022-4/1/2023 CYBER LIABILITY -AIG Specialty Insurance Company -Policy #01-581-98-19;Effective:9/25/2022-9/25/2023 -Limit:$10,000,000 EXCESS CYBER LIABILITY -Endurance American Specialty Insurance Company -Policy #NVX30025438400;Effective:9/25/2022-9/25/2023 -Limit: $10,000,000 Excess of $10,000,000 CRIME COVERAGE -National Union Fire Insurance Company of Pittsburgh,PA -Policy #02-406-10-33;Effective:12/31/2021-12/31/2022 -Limit:$10,000,000 Coverage is provided for all medical professionals currently or previously employed or contracted by the above Named Insured,but only for professional services performed for or on behalf of the above Named Insured. RE:OHC OF CA/CMC IS BIDDING ON AN RFP UNDER #F-22-62A WHICH IS BIDDING TO PROVIDE MEDICAL SERVICES TO THE EMPLOYEES OF THE NAMED CLIENT. CITY OF SAN BERNARDINO;ITS OFFICIALS,OFFICERS,EMPLOYEES AND AGENTS,VOLUNTEERS are all included as additional insureds on the above General Liability,Auto Liability and Umbrella Liability Policies and coverage shall apply on a Primary and Non-Contributory basis if required by written contract. Prior to loss,and if required by written contract,Waiver of Subrogation is provided on General Liability,Auto Liability,Umbrella Liability and Workers Compensation Policies for work performed under contract if permissible by state law.   Packet Pg. 1207 WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Person or Organization Schedule Job Description Where required by contract or written agreement prior to loss and allowed by law. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2% of the California workers' compensation premium otherwise due on such remuneration. Additional premium is a percent of the California Manual Workers Compensation premium. Subject to a minimum premium charge of $ 250 Effective Date Premium $ Issued by Liberty Insurance Corporation 21814 For attachment to Policy No. WA7-63D-510199-312 Issued to Concentra Group Holding Parent, LLC WC 04 03 06Ed: 04/1984 Page of 1 1   Packet Pg. 1208 POLICY NUMBER:COMMERCIAL AUTO CA 20 48 10 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED INSURED FOR This endorsement modifies insurance provided under the following: AUTO DEALERS COVERAGE FORM SCHEDULE Name Of Person(s) Or Organization(s): Information required to complete this Schedule, if not shown above, will be shown in the Declarations. CA 20 48 10 13 © Insurance Services Office, Inc., 2011 Page 1 of 1 COVERED AUTOS LIABILITY COVERAGE BUSINESS AUTO COVERAGE FORM MOTOR CARRIER COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. This endorsement identifies person(s) or organization(s) who are "insureds" for Covered Autos Liability Coverage under the Who Is An Insured provision of the Coverage Form. This endorsement does not alter coverage provided in the Coverage Form. Each person or organization shown in the Schedule is an "insured" for Covered Autos Liability Coverage, but only to the extent that person or organization qualifies as an "insured" under the Who Is An Insured provision contained in Paragraph A.1. of Section II - Covered Autos Liability Coverage in the Business Auto and Motor Carrier Coverage Forms and Paragraph D.2. of Section I - Covered Autos Coverages of the Auto Dealers Coverage Form. Any person or organization whom you have agreed in writing to add as an additional insured, but only to coverage and minimum limits of insurance required by the written agreement, and in no event to exceed either the scope of coverage or the limits of insurance provided in this policy. AS2-631-510199-322 282   Packet Pg. 1209 POLICY NUMBER: AS2-631-510199-038 COMMERCIAL AUTO CA 04 44 10 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: AUTO DEALERS COVERAGE FORM BUSINESS AUTO COVERAGE FORM MOTOR CARRIER COVERAGE FORM With respectto coverage provided by this endorsement, the provisionsof the Coverage Form apply unless modified by the endorsement. SCHEDULE Name(s) Of Person(s) Or Organization(s): Any person or organization for whom you perform work under a written contract if the contract requires you to obtain this agreement from us, but only if the contract is executed prior to the injury or damage occurring. Premium: $ INCL Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The Transfer Of Rights Of Recovery Against Others To Us condition does not apply to the person(s) or organization(s) shown in the Schedule, but only to the extent that subrogation is waived prior to the "accident" or the "loss" under a contract with that person or organization. CA 04 44 10 13 © Insurance Services Office, Inc., 2011 Page 1 of I 249 Policy Number: AS2-631-510199-322   Packet Pg. 1210 Policy General Liability Auto Umbrella Deductible $1,000,000 $1,000 for Each Auto ‐ Comprehensive Collision$3,000,000 General/Professional Liability Self Insured Retention $5,000,000 Abuse or Molestation Self Insured Retention WC ‐ Concentra  WC ‐ OHC CA    WC ‐ OHC SWPA  Policy #  HAZ 4032244581‐6 AS2‐631‐510199‐322 HMC 4032235752  WA7‐63D‐510199‐352  WA5‐36D‐510199‐312  WA7‐63D‐510199‐402 $500,000 Deductible $250,000 Deductible $100,000 Deductible Property  ZMD0119116‐06 Excess Liability  C023701‐007 $50,000 Property Damage Per Occurrence Deductible EXCEPT: $150,000 Water or Liquid Damage QUAKE: $100,000 Property Damage and Time Element Combined ‐ Per Occurrence EXCEPT: 5% Property Damage and 5% Time Element Combined At each premises, but not less than $250,000 Property Damage and Time Element combined at any and all premises within defined Earthquake Zone 1. 2% Property Damage and 2% Time Element Combined At each premises, but not less than$250,000 Property Damage and Time Element Combined at any and all premises within defined Earthquake Zone 2. FLOOD: $ 100,000 Property Damage and Time Element Combined at any and all premises (Per Occurrence) EXCEPT: $ 1,000,000 Property Damage and $1,000,000 Time Element at each Location within a Special Flood Hazard Area $ 250,000 Property Damage and Time Element Combined at each Location within a Moderate Flood Hazard Area $150,000 Self Insured Retention &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1211 HAZ 4032244581-6   Packet Pg. 1212 POLICY NUMBER: HAZ 4032244581-6 COMMERCIAL GENERAL LIABILITY CG 20 01 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY – OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the contrary: Primary And Noncontributory Insurance This insurance is primary to and will not seek contribution from any other insurance available to an add itional insured under your policy provided that: (1)The additional insured is a Named Insured under such other insurance; and (2)You have agreed in writing in a contract or agreement that this insurance would be primary and would not seek contribution from any other insurance available to the additional insured. CG 20 01 04 13 © Insurance Services Office, Inc., 2012 Page 1 of 1   Packet Pg. 1213 WAIVER OF RIGHTS OF RECOVERY APPLICABLE TO GENERAL LIABILITY COVERAGE FORM The changes set forth below are applicable only to the Commercial General Liability Coverage Form G- 145566-A, G-145567-A). The Healthcare Liability Policy Common Conditions (G-144102-A) are amended as set forth below: Condition XII.,Transfer of Rights of Recovery is amended by the addition of the following: Solely within the scope of this endorsement as indicated above, we waive any right of recovery we may have against any person or organization that you have agreed with, in writing, prior to the date of loss, to waive your right to recover against because of payments we make under the Commercial General Liability Coverage Form for injury or damage arising out of your ongoing operations. This endorsement applies only to: All other terms and conditions of the Policy remain unchanged. This endorsement, which forms a part of and is for attachment to the Policy issued by the designated Insurers, takes effect on the effective date of said Policy at the hour stated in said Policy, unless another effective date is shown below, and expires concurrently with said Policy. GSL6554XX (4-11) Page 1 Policy No: HAZ 4032244581-6 Endorsement No: Effective Date: 1/1/2022 Insured Name: Concentra Group Holdings Parent, LLC © CNA All Rights Reserved.   Packet Pg. 1214 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Lydie Gutfeld, Director of Parks, Recreation and Community Services Department:Parks, Recreation, and Community Services Subject:Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2023-014 to accept and allocate additional grant funds for the Senior Nutrition Program from the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program in the amount of $304,846. Background The City of San Bernardino is a congregate meal provider serving seniors 60 years of age and older in the community through the Senior Nutrition Program. The program is administered at six congregate sites: 5th Street Senior Center, Perris Hill Senior Center, Hernandez Community Center, Lytle Creek Community Center, New Hope Family Life Center, and Highland Senior Center. The City prepares meals at the 5th Street Senior Center, which are then delivered to the meal sites daily. Each year, the City provides approximately 50,000 meals to an estimated 250 recipients. In addition to meals, the City also provides nutrition education to participants through program. The Senior Nutrition Program is supported by funding received from San Bernardino County Department of Aging and Adult Services (DAAS). The City is currently in the first year of a three-year contract (Resolution No. 22-126) for the period of July 1, 2022, through June 30, 2023, in the amount of $1,220,000. On March 15, 2022, the City was contacted by DAAS and given the opportunity to submit a proposal to receive additional funding through the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program (HCBS-NI). The HCBS-NI Grant Program is intended to enhance, expand, and increase senior nutrition through capacity and infrastructure improvements throughout the state. On December   Packet Pg. 1215 13, 2022, the City was awarded $304,846 for various meal capacity and infrastructure improvements. The funding must be fully expended by December 31, 2023. Discussion The aging population is projected to grow substantially over the next decade and the City recognizes a need to take proactive approaches to ensure it can meet the needs of older adults in the community. The HCBS-NI grant funding will permit the City to make substantial improvements that will enhance the Senior Nutrition Program. Those improvements include the replacement of kitchen equipment (serving trays, warmers, refrigerator, mixer, ice machine, dishwasher, transport containers, and carts) and the addition of a new meal delivery vehicle. The existing kitchen equipment is 10-15 years old, and while repairs have been completed over the years, the equipment has reached its useful and food-safety life. The 2008 Chevy delivery van is 16 years old. The funding will permit the City to replace an aging vehicle with a newer, more reliable, and cost- effective vehicle in the long-term. The City also intends to expand and enhance its nutrition education program. In addition to the lecture-style presentations and printed materials currently provided to participants, the funding will allow the City to purchase audio visual equipment (Smart TV, projector, touch screen laptops and cable connections) that will result in greater participant engagement. The funding will also be used to purchase a computer laptop, which will be used by program staff to enter meal and nutrition education data and serve as a back-up for presentations. Currently, the City provides nutrition education to over 400 participants each quarter. Additionally, in response to Public Safety Power Shutoffs during high-risk conditions, the City intends to purchase portable generators, stationary generators for each site, refrigerated boxes, a flame-resistant cabinet (to house emergency food supplies), grills, and propane tanks that will allow the Senior Nutrition Program to continue to operate at all its locations. The generators and supporting equipment will permit the City to mitigate both spoilage and delivery delays at nutrition sites. 2021-2025 Strategic Targets and Goals Adoption of this Resolution aligns with Strategic Target No. 1: Improved Operational & Financial Capacity by securing a revenue source to enhance, expand, and increase senior nutrition services into the future and creating a framework for spending decisions, and Strategic Target No. 3: Improved Quality of Life by providing the necessary capacity and infrastructure improvements to serve low cost nutritious meals for the senior aged population. Fiscal Impact No fiscal impact to the General Fund. The FY 2022-2023 adopted budget currently has $369,749 budgeted for daily operational costs for the Senior Nutrition Program. The additional $304,846 from the HCBS Senior Nutrition Infrastructure Grant will supplement capacity and allow for infrastructure improvements benefitting the Senior Nutrition Program.   Packet Pg. 1216 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2023-014 to accept and allocate additional grant funds for the Senior Nutrition Program from the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program in the amount of $304,846. Attachments 1. Attachment 1- Resolution 2023-014 Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant 2. Attachment 2- 2022-23 Proposed List of Items HCBS Senior NI 3. Attachment 3- 2022-23 Letter of Intent to Award HCBS Senior NI Ward: All Wards Synopsis of Previous Council Actions: June 15, 2022 The Mayor and City Council adopted Resolution 2022-126, approving Year One of a Three-Year Grant Allocation with the San Bernardino County Department of Aging and Adult Services (DAAS) for the Senior Nutrition Program.   Packet Pg. 1217 Resolution No. 2023-014 Resolution 2023-014 January 18, 2023 Page 1 of 3 1 9 1 6 RESOLUTION NO. 2023-014 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVING TO ACCEPT AND ALLOCATE TO EXPEND ADDITIONAL GRANT FUNDS FOR THE SENIOR NUTRITION PROGRAM FROM THE HOME AND COMMUNITY BASED SERVICES (HCBS) SENIOR NUTRITION INFRASTRUCTURE GRANT PROGRAM IN THE AMOUNT OF $304,846. WHEREAS, The City of San Bernardino is contracted (County Contract #22-666) with the San Bernardino County Department of Aging and Adult Services (DAAS) as one of eight (8) nutrition providers in the County; and WHEREAS, The Parks, Recreation and Community Services Department submitted a Grant Proposal upon invite to the San Bernardino County DAAS for consideration for funding from the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program (California Department of Aging, Mello-Granlund Older Californians Act) to enhance, expand, and increase senior nutrition infrastructure in California; and WHEREAS, on December 14, 2022, San Bernardino County Department of Aging and Adult Services (DAAS) issued a Letter of Grant Award – Older Californians Nutrition Program (California Department of Aging for Home and Community Based services Senior Nutrition Infrastructure Funding) to the City of San Bernardino; and WHEREAS, The City intends to purchase capacity and infrastructure improvements for senior nutrition services. The funds shall be expended by December 31, 2023. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Mayor and City Council of the City of San Bernardino hereby accept a grant award in the amount of $304,846 from San Bernardino County DAAS of the Home and Community Based Services (HCBS) Senior Nutrition Infrastructure Grant Program. SECTION 3. The Agency Director of Administrative Services is hereby authorized to amend the FY 2022/23 budget by $304,846 in both revenue and expenditures. SECTION 4. The total appropriation of the grant award shall prioritize purchasing, upgrading, or refurbishing infrastructure for the production and distribution of congregate or home-delivered meals.   Packet Pg. 1218 Resolution No. 2023-014 Resolution 2023-014 January 18, 2023 Page 2 of 3 1 9 1 6 SECTION 5.That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1219 Resolution No. 2023-014 Resolution 2023-014 January 18, 2023 Page 3 of 3 1 9 1 6 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1220 PSA:20 Provider:City of San Bernardino Service:C1 1,533,269 Location Equipment to Be Purchased:Equipment Type COST C-1 COST C-2 Total Cost 1 5th St. Senior Center 600 West 5th St., San Bernardino (1) Commercial solid door pass-through warmer Individual Equipment 11,339$ 11,339$ 2 5th St. Senior Center 600 West 5th St., San Bernardino (1) Upright commercial reach-in refrigerator Individual Equipment 8,790$ 8,790$ 3 5th St. Senior Center 600 West 5th St., San Bernardino (1) 30 qt. planetary mixer floor model Individual Equipment 19,918$ 19,918$ 4 5th St. Senior Center 600 West 5th St., San Bernardino (1) Commercial ice maker Individual Equipment 6,073$ 6,073$ 5 5th St. Senior Center 600 West 5th St., San Bernardino (1) Commercial dishwasher Individual Equipment 5,832$ 5,832$ 6 5th St. Senior Center 600 West 5th St., San Bernardino (1) 45 gal. flame resistant cabinet (emergency food) Cart/Cabinet, Hot/Cold 1,553$ 1,553$ 7 5th St. Senior Center 600 West 5th St., San Bernardino (6) Chafer (food warmers)Individual Equipment 1,213$ 1,213$ 8 City of San Bernardino Fleet 182 S Mt View, San Bernardino (5) Refrigerated box (portable)Refrigerator/Freezer 22,770$ 22,770$ 9 5th St. Senior Center 600 West 5th St., San Bernardino (6) 8 ft. picnic tables with bench seats Individual Equipment 12,420$ 12,420$ 10 5th St. Senior Center 600 West 5th St., San Bernardino (2) 8 ft. picnic tables with wheelchair access Individual Equipment 4,000$ 4,000$ 11 City of San Bernardino Fleet 182 S Mt View, San Bernardino (3) 60” stainless steel outdoor grill (propane)Individual Equipment 8,073$ 8,073$ 12 City of San Bernardino Fleet 182 S Mt View, San Bernardino (6) propane tanks for each grill and one back- up Individual Equipment 450$ 450$ 13 5th St. Senior Center 600 West 5th St., San Bernardino (6) round-trip tote (daily supplies)Individual Equipment 250$ 250$ 14 5th St. Senior Center 600 West 5th St., San Bernardino (6) hot food containers Cart/Cabinet, Hot/Cold 2,200$ 2,200$ 15 5th St. Senior Center 600 West 5th St., San Bernardino (6) cold food containers Cart/Cabinet, Hot/Cold 2,200$ 2,200$ 16 5th St. Senior Center 600 West 5th St., San Bernardino (6) wheeled dolly Cart/Cabinet, Hot/Cold 2,500$ 2,500$ 17 5th St. Senior Center 600 West 5th St, San Bernardino Perris Hill 780 E 21 St, San Bernardino Highland Senior Center 3102 E Highland Ave., Highland Lytle Creek 380 South "K" St., San Bernardino New Hope Family Center 1505 W. Highland Ave., San Bernardino Rudy Hernandez 222 North Lugo Ave. San Bernardino (300) Serving trays Individual Equipment 3,000$ 3,000$ County of San Bernardino Home & Community Based Services Senior Nutrition Infrastucture Grant Budget \\HSSServer075\DAASHomeShares\a7712\My Documents\Book1   Packet Pg. 1221 PSA:20 Provider:City of San Bernardino Service:C1 1,533,269 Location Equipment to Be Purchased:Equipment Type COST C-1 COST C-2 Total Cost 18 5th St. Senior Center (2) 600 West 5th St, San Bernardino and Perris Hill (2) 780 E 21 St, San Bernardino (4) Metal serving carts Individual Equipment 1,500$ 1,500$ 19 City of San Bernardino Fleet 182 S Mt View, San Bernardino (5) 15,000 watt Emergency Generators for each site (Perris Hill, Highland, New Hope Family Life Cntr, Lytle Creek, Hernandez Community Cntr) 18,113$ 18,113$ 20 City of San Bernardino Fleet 182 S Mt View, San Bernardino (1) 120 kilowatts Emergency Generators for each site (5th St. Senior Center) 103,500$ 103,500$ 21 City of San Bernardino Fleet 182 S Mt View, San Bernardino (1) Meal Delivery Cargo van CDA FORM 7037 60,044$ 60,044$ 22 5th St. Senior Center 600 West 5th St., San Bernardino (1) Audio visual equipment ((1) projector, cable connections, (1) 80 inch smart TV, (2) touch screen laptops) CDA FORM 7037 9,108$ 9,108$ 304,846$ -$ 304,846.00$ Revenue Sources:Total State Funds -$ -$ -$ Total Revenue -$ CDA FORM 7037 Total Expenditures \\HSSServer075\DAASHomeShares\a7712\My Documents\Book1   Packet Pg. 1222   Packet Pg. 1223 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Darren L. Goodman, Chief of Police Department:Police Subject:Accept the Tobacco Grant Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-015 authorizing: 1. The City Manager or designee to accept the FY 2022/23 Department of Justice Tobacco Grant. 2. The Agency Director of Administrative Services to amend the FY 2022/23 Adopted Budget appropriating $1,097,375 in both revenue and expenditures. 3. The Police Department to increase the approved staffing appropriately. Background The Tobacco Grant Program is administered by the U.S. Department of Justice (DOJ), Division of Operations. The Tobacco Grant is a competitive grant process. The Police Department was successfully awarded Tobacco Grant funds during FY 2020/2021 to pay for staffing dedicated to identifying and targeting problematic tobacco retailers in the City. The grant will expire in December of 2023. The Department submitted a proposal for the FY 2022/2023 Tobacco Grant in August 2022. On November 21, 2022, the Department received notification that the proposal was accepted and the City would be awarded $1,097,375 in grant funding to support the newly proposed program. Discussion The Tobacco Grant Program is intended to be both enforcement and education based. Agencies may use the funding to identify and target problematic tobacco retailers and educate the community, parents, youth, and retailers about the deadly effects of underage tobacco use. The Department has applied for the Tobacco Grant as a proactive community policing effort to mitigate the exposure of harmful factors that may be detrimental to the City's youth. The Department's proposal incorporates tobacco   Packet Pg. 1224 enforcement and education into the Community Policing Model, provides officers with tobacco enforcement training, and develops a strategy to enhance enforcement capacity and staff knowledge globally. The grant funding will pay for two full-time officer positions and overtime for 36 months (FY 2022/23 through FY 2024/25). 2021-2025 Strategic Targets and Goals The request to authorize the receipt, obligation, and expenditure of the FY 2022/25 Tobacco Grant aligns with Key Target No. 1c: Improved Operational & Financial Capacity - Implement, maintain, and update a fiscal accountability plan. Fiscal Impact There is no fiscal impact to the General Fund with this item as there are no fund match requirements under this grant. The FY 2022/23 will need to be amended, both revenues and expenditures, by $1,097,375. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-015 authorizing: 1. The City Manager or designee to accept the FY 2022/23 Department of Justice Tobacco Grant. 2. The Agency Director of Administrative Services to amend the FY 2022/23 Adopted Budget appropriating $1,097,375 in both revenue and expenditures. 3. The Police Department to increase the approved staffing appropriately. Attachments Attachment 1 Resolution No. 2023-015 Attachment 2 Subaward Information Letter Ward: All Wards Synopsis of Previous Council Actions: January 20, 2021 Mayor and City Council adopted Resolution No. 2021-14, authoring the City Manager to accept the FY 2020/21 Tobacco Grant and the Director of Finance to amend the FY 2020/21 budget appropriating $1,169,028 in both revenue and expenditures; and authorizing the Police Department to increase the approved staffing.   Packet Pg. 1225 Resolution No. 2023-015 Resolution No. 2023-015 January 18, 2023 Page 1 of 3 1 9 6 4 RESOLUTION NO. 2023-015 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO ACCEPT THE FY 2022/23 TOBACCO GRANT, THE AGENCY DIRECTOR OF ADMINISTRATIVE SERVICES TO AMEND THE FY 2022/23 ADOPTED BUDGET APPROPRIATING $1,097,375 IN BOTH REVENUE AND EXPENDITURES, AND THE POLICE DEPARTMENT TO INCREASE THE APPROVED STAFFING APPROPRIATELY. WHEREAS, the City of San Bernardino has been awarded the FY 2022/23 California Department of Justice Tobacco Grant funding in the amount of $1,097,375; and, WHEREAS,. The City will use grant funding to establish tobacco enforcement and education programs to be adopted into the Community Policing Model. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The City Manager is hereby authorized to execute the grant agreement between the City of San Bernardino and the California Department of Justice and accept the FY 2022/23 Tobacco Grant in the amount of $1,097,375. SECTION 3. The Agency Director of Administrative Services is hereby authorized to amend the FY 2022/23 Adopted Budget increasing revenue and expenditures by $1,097,375. SECTION 4. The Police Department is authorized to increase staffing appropriately according to the grant. SECTION 5.That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective immediately.   Packet Pg. 1226 Resolution No. 2023-015 Resolution No. 2023-015 January 18, 2023 Page 2 of 3 1 9 6 4 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1227 Resolution No. 2023-015 Resolution No. 2023-015 January 18, 2023 Page 3 of 3 1 9 6 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1228 ROB BONTA State of California Attorney General DEPARTMENT OF JUSTICE DIVISION OF OPERATIONS TOBACCO GRANT PROGRAM P.O. BOX 160187 SACRAMENTO, CA 95816-0187 Telephone: (916) 210-6422 E-Mail: TobaccoGrantRFP@doj.ca.gov 11/15/2022 Jason King, Lieutenant San Bernardino Police Department, Special Investigations Bureau 710 North D Street San Bernardino, CA, 92401 Re: Tobacco Grant Award Notification Fiscal Year 2022-23 (RFP: DOJ-PROP56-2022-23-1) Dear Jason King, Congratulations! On behalf of the California Department of Justice (Department), Tobacco Grant Program, I am pleased to inform you, your agency’s grant application for the fiscal year 2022-23 grant cycle has been approved for grant funds authorized under the California Healthcare, Research and Prevention Tobacco Tax Act of 2016. The total amount of your agency’s grant award is $1,097,375. The Tobacco Grant Program’s award process is highly competitive, and for the 2022-23 grant cycle, the Department received over $34 million in requested grant funding. Grant funding was prioritized to support local enforcement efforts to reduce the illegal sale of tobacco products to minors. Also, as per the Request for Proposal, any funding for school resource officers/on- campus enforcement was not considered in this funding cycle. Consequently, some awards were approved with modifications based on funding priorities. To accept the 2022-23 grant award, please return the following by email within 15 calendar days of receipt of this letter: 1.Signed Letter of Intent (template attached), affirming either: a.Your agency will seek a resolution from the governing body to accept the award (if your agency has a governing body); or b.No governing body exists and no resolution is required. 2.Award Summary (if modifications are required based on the revised award amount, as indicated in the Award Summary document) Please email the signed Letter of Intent and other information as indicated above to TobaccoGrantRFP@doj.ca.gov with the subject line: “FY 22-23_Letter of Intent_San Bernardino Police Department, Special Investigations Bureau.” Upon receipt of this information, the Department will provide your agency with additional documents for execution/use (e.g.,   Packet Pg. 1229 San Bernardino Police Department, Special Investigations Bureau 11/15/2022 Page 2 Memorandum of Understanding, Grantee Handbook, etc.). These documents will contain more information about the process for reimbursement and other important details. Activities for reimbursement under this grant may commence January 1, 2023. Should you have any questions regarding this letter or the required follow up information, please email TobaccoGrantRFP@doj.ca.gov. Sincerely, For STACY HEINSEN Manager, Tobacco Grant Program For ROB BONTA Attorney General Attachments: Letter of Intent Award Summary Budget Detail   Packet Pg. 1230 Page 1 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Darren L. Goodman, Chief of Police Department:Police Subject:Off-Road Police Vehicles Goods Purchasing Agreement Report Recommendation It is recommended that of the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or his/her designee to enter into an agreement with Malcolm Smith Motorsports to purchase two off-road police vehicles in accordance with the Goods Purchasing Agreement. 2. The Agency Director of Administrative Services to issue a purchase order to Malcolm Smith Motorsports in an amount not to exceed $98,889.70. Background On November 16, 2021, The County Board of Supervisors authorized the disbursement of $7 million to each of the five Supervisor Districts under the Priorities Program. This funding was to assist with the purchase of off-road police vehicles for cities surrounding the County flood controls and Santa Ana Riverbed. Other municipalities have already utilized some of these funds for the purchase of these vehicles. Additionally, some of these municipalities are preparing to purchase additional off-road vehicles under this program. On November 16, 2021, the County of San Bernardino Board of Supervisors allocated $162,334 for the City of San Bernardino Police Department to purchase off-road vehicles for law enforcement purposes in the County flood control areas and the Santa Ana Riverbed. On September 21, 2022, City Council passed Resolution 2022-204, authorizing the City Manager to accept $162,334 from the County of San Bernardino and for the Director of Finance to amend the FY 2022/23 Adopted Budget, for the purchase of the off-road police vehicles. Discussion   Packet Pg. 1231 Page 2 The City of San Bernardino experiences off-road vehicle related crime in multiple areas of City property, and County property, within the City limits. The County flood control areas along with the Santa Ana Riverbed have been plagued with off-road vehicle trespassing along with homeless encampments. These areas have historically been difficult to police due to their inaccessibility with the City’s current police vehicle fleet. On September 21, 2022, San Bernardino City Council adopted Resolution No. 2022- 204, authorizing the City Manager to accept the funds and the Director of Finance to amend the adopted FY 2022/23 budget. Upon passage of the Resolution, San Bernardino City Finance Department initiated an open bid process and subsequently did not receive any bids for the two identified vehicles. Local vendors were contacted and did not choose to provide a bid. Ultimately, a formal bid was completed by Malcolm Smith Motorsports in Riverside, California. A Goods Purchasing Agreement has been completed, identifying Malcolm Smith Motorsports as the Vendor, and once authorized, the Finance Department will complete the process of purchasing the vehicles. 2021-2025 Strategic Targets and Goals The request to authorize the purchase of off-road police vehicles aligns with Key Target No. 3: Improved Quality of Life - Constantly evaluate public safety service delivery models to enhance the quality of service. Fiscal Impact The fiscal impact to the City is $98,889.70 to the General Fund. There is sufficient funding the in the FY 2022/2023 Adopted Budget. Conclusion It is recommended that of the Mayor and City Council of the City of San Bernardino, California, authorize: 1.The City Manager or his/her designee to enter into an agreement with Malcolm Smith Motorsports to purchase two off-road police vehicles in accordance with the Goods Purchasing Agreement. 2. The Agency Director of Administrative Services to issue a purchase order to Malcolm Smith Motorsports in an amount not to exceed $98,889.70. Attachments Attachment 1 Off Road Vehicles Goods Purchasing Agreement Attachment 2 Contract with the County of San Bernardino Ward: All Wards   Packet Pg. 1232 Page 3 Synopsis of Previous Council Actions: September 21, 2022 Mayor and City Council adopted Resolution No. 2022- 204, for the acceptance of $162,334 from the County of San Bernardino, and authorized the Agency Director of Administrative Services to amend the FY 2022/23 adopted budget.   Packet Pg. 1233 1 1 8 7 9 CITY OF SAN BERNARDINO GOODS PURCHASE AGREEMENT This Goods Purchase Agreement (“Agreement”) is entered into this 18th day of January, 2023, by and between the City of San Bernardino, a charter city and municipal corporation organized under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401, County of San Bernardino, State of California (“City”), and Malcolm Smith Motorsports, a Corporation with its principal place of business at 7599 Indiana Avenue, Riverside, California, 92504 (“Supplier”). City and Supplier are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. Section 1. DEFINITIONS. A. “Goods” means all machinery, equipment, supplies, items, parts, materials, labor or other services, including design, engineering and installation services, provided by Supplier as specified in Exhibit “A,” attached hereto and incorporated herein by reference. B. “Delivery Date(s)” means that date or dates upon which the Goods is to be delivered to City, ready for approval, testing and/or use as specified in Exhibit “B.” Section 2. MATERIALS AND WORKMANSHIP. When Exhibit “A” specifies machinery, equipment or material by manufacturer, model or trade name, no substitution will be made without City’s written approval. Machinery, equipment or material installed in the Goods without the approval required by this Section 2 will be deemed to be defective material for purposes of Section 4. Where machinery, equipment or materials are referred to in Exhibit “A” as equal to any particular standard, City will decide the question of equality. When requested by City, Supplier will furnish City with the name of the manufacturer, the performance capabilities and other pertinent information necessary to properly determine the quality and suitability of any machines, equipment and material to be incorporated in the Goods. Material samples will be submitted at City’s request. Section 3. INSPECTIONS AND TESTS. City shall have the right to inspect and/or test the Goods prior to acceptance. If upon inspection or testing the Goods or any portion thereof are found to be nonconforming, unsatisfactory, defective, of inferior quality or workmanship, or fail to meet any requirements or specifications contained in Exhibit “A,” then without prejudice to any other rights or remedies, City may reject the Goods or exercise any of its rights under Section 4.C. The inspection, failure to make inspection, acceptance of goods, or payment for goods shall not impair City’s right to reject nonconforming goods, irrespective of City’s failure to notify Supplier of a rejection of nonconforming goods or revocation of acceptance thereof or to specify with particularity any defect in nonconforming goods after   Packet Pg. 1234 2 1 8 7 9 rejection or acceptance thereof. Section 4. WARRANTY. A. Supplier warrants that the Goods will be of merchantable quality and free from defects in design, engineering, material, and workmanship for a period of six (6) months, or such longer period as provided by a manufacturer’s warranty or as agreed to by Supplier and City, from the date of final written acceptance of the Goods by City as required for final payment under Section 7. Supplier further warrants that any services provided in connection with the Goods will be performed in a professional and workmanlike manner and in accordance with the highest industry standards. B. Supplier further warrants that all machinery, equipment, or process included in the Goods will meet the performance requirements and specifications specified in Exhibit “A” and shall be fit for the purpose intended. City’s inspection, testing, approval, or acceptance of any such machinery, equipment, or process will not relieve Supplier of its obligations under this Section 4.B. C. For any breach of the warranties contained in Section 4.A and Section 4.B, Supplier will, immediately after receiving notice from City, at the option of City, and at Supplier’s own expense and without cost to City: 1. Repair the defective Goods; 2. Replace the defective Goods with conforming Goods, F.O.B. City’s plant, office or other location of City where the Goods was originally performed or delivered; or 3. Repay to City the purchase price of the defective Goods. If City selects repair or replacement, any defects will be remedied without cost to City, including but not limited to, the costs of removal, repair, and replacement of the defective Goods, and reinstallation of new Goods. All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same, all at its own expense and without cost to City. D. Supplier also warrants that the Goods is free and clear of all liens and encumbrances whatsoever, that Supplier has a good and marketable title to same, and that Supplier owns or has a valid license for all of the proprietary technology and intellectual property incorporated within the Goods. Supplier agrees to indemnify, defend, and hold City harmless against any and all third party claims resulting from the breach or inaccuracy of any of the foregoing warranties. E. In the event of a breach by Supplier of its obligations under this Section 4, City will not be limited to the remedies set forth in this Section 4, but will have all the rights   Packet Pg. 1235 3 1 8 7 9 and remedies permitted by applicable law, including without limitation, all of the rights and remedies afforded to City under the California Commercial Code. Section 5. PRICES. Unless expressly provided otherwise, all prices and fees specified in Exhibit “C,” attached hereto and incorporated herein by reference, are firm and shall not be subject to change without the written approval of City. No extra charges of any kind will be allowed unless specifically agreed to in writing by City’s authorized representative. The total price shall include (i) all federal, state and local sales, use, excise, privilege, payroll, occupational and other taxes applicable to the Goods furnished to City hereunder; and (ii) all charges for packing, freight and transportation to destination. Section 6. CHANGES. City, at any time, by a written order, and without notice to any surety, may make changes in the Goods, including but not limited to, City’s requirements and specifications. If such changes affect the cost of the Goods or time required for its performance, an equitable adjustment will be made in the price or time for performance or both. Any change in the price necessitated by such change will be agreed upon between City and Supplier and such change will be authorized by a change order document signed by City and accepted by Supplier. Section 7. PAYMENTS. A. Terms of payment, are net thirty (30) days, less any applicable retention, after receipt of invoice, or completion of applicable Progress Milestones. Final payment shall be made by City after Supplier has satisfied all contractual requirements. Payment of invoices shall not constitute acceptance of Goods. B. If Progress Milestones have been specified in Exhibit “B,” then payments for the Goods will be made as the requirements of such Progress Milestones are met. Progress payments for the Goods will be made by City upon proper application by Supplier during the progress of the Goods and according to the terms of payment as specified in Exhibit “B.” Supplier’s progress billing invoice will include progress payments due for the original scope of work and changes. Each “Item for Payment” shown in Exhibit “B” and each change order will be itemized on the invoice. Invoices for cost plus work, whether part of Exhibit “B” or a change order, must have subcontractor and/or supplier invoices attached to Supplier’s invoice. Other format and support documents for invoices will be determined by City in advance of the first invoice cycle. C. Payments otherwise due may be withheld by City on account of defective Goods not remedied, liens or other claims filed, reasonable evidence indicating probable filing of liens or other claims, failure of Supplier to make payments properly to its subcontractors or for material or labor, the failure of Supplier to perform any of its other obligations under the Agreement, or to protect City against any liability arising out of Supplier’s failure to pay or discharge taxes or other obligations. If the causes for which   Packet Pg. 1236 4 1 8 7 9 payment is withheld are removed, the withheld payments will be made promptly. If the said causes are not removed within a reasonable period after written notice, City may remove them at Supplier’s expense. D. Payment of the final Progress Milestone payment or any retention will be made by City upon: 1. Submission of an invoice for satisfactory completion of the requirements of a Progress Milestone as defined in Exhibit “B” and in the amount associated with the Progress Milestone; 2. Written acceptance of the Goods by City; 3. Delivery of all drawings and specifications, if required by City; 4. Delivery of executed full releases of any and all liens arising out of this Agreement; and 5. Delivery of an affidavit listing all persons who might otherwise be entitled to file, claim, or maintain a lien of any kind or character, and containing an averment that all of the said persons have been paid in full. If any person refuses to furnish an actual release or receipt in full, Supplier may furnish a bond satisfactory to City to indemnify City against any claim or lien at no cost to City. E. Acceptance by Supplier of payment of the final Progress Milestone payment pursuant to Section 7.D will constitute a waiver, release and discharge of any and all claims and demands of any kind or character which Supplier then has, or can subsequently acquire against City, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. However, payment for the final Progress Milestone by City will not constitute a waiver, release or discharge of any claims or demands which City then has, or can subsequently acquire, against Supplier, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. Section 8. SCHEDULE FOR DELIVERY. A. The time of Supplier’s performance is of the essence for this Agreement. The Goods will be delivered in accordance with the schedule set forth in Exhibit “B.” Supplier must immediately notify City in writing any time delivery is behind schedule or may not be completed on schedule. In addition to any other rights City may have under this Agreement or at law, Supplier shall pay City the sum of $0 per item of Goods for each calendar day for which the item of Goods is unavailable beyond the scheduled delivery date(s) specified in Exhibit “B.”   Packet Pg. 1237 5 1 8 7 9 B. In the event that the Goods is part of a larger project or projects that require the coordination of multiple contractors or suppliers, then Supplier will fully cooperate in scheduling the delivery so that City can maximize the efficient completion of such project(s). Section 9. TAXES. A. Supplier agrees to timely pay all sales and use tax (including any value added or gross receipts tax imposed similar to a sales and use tax) imposed by any federal, state or local taxing authority on the ultimate purchase price of the Goods provided under this Agreement. B. Supplier will withhold, and require its subcontractors, where applicable, to withhold all required taxes and contributions of any federal, state or local taxing authority which is measured by wages, salaries or other remuneration of its employees or the employees of its subcontractors. Supplier will deposit, or cause to be deposited, in a timely manner with the appropriate taxing authorities all amounts required to be withheld. C. All other taxes, however denominated or measured, imposed upon the price of the Goods provided hereunder, will be the responsibility of Supplier. In addition, all taxes assessed by any taxing jurisdiction based on Supplier property used or consumed in the provision of the Goods such as and including ad valorem, use, personal property and inventory taxes will be the responsibility of Supplier. D. Supplier will, upon written request, submit to City written evidence of any filings or payments of all taxes required to be paid by Supplier hereunder. Section 10. INDEPENDENT CONTRACTOR. Supplier enters into this Agreement as an independent contractor and not as an employee of City. Supplier shall have no power or authority by this Agreement to bind City in any respect. Nothing in this Agreement shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Supplier are employees, agents, contractors or subcontractors of the Supplier and not of City. City shall not be obligated in any way to pay any wage claims or other claims made against Supplier by any such employees, agents, contractors or subcontractors or any other person resulting from performance of this Agreement. Section 11. SUBCONTRACTS. Unless otherwise specified, Supplier must obtain City’s written permission before subcontracting any portion of the Goods. Except for the insurance requirements in Section 13.A, all subcontracts and orders for the purchase or rental of supplies, materials or equipment, or any other part of the Goods, will require that the subcontractor be bound by and subject to all of the terms and conditions of the Agreement. No subcontract or order will relieve Supplier from its obligations to City, including, but not limited to Supplier’s insurance and indemnification obligations. No subcontract or order will bind City.   Packet Pg. 1238 6 1 8 7 9 Section 12. TITLE AND RISK OF LOSS. Unless otherwise agreed, City will have title to, and risk of loss of, all completed and partially completed portions of the Goods upon delivery, as well as materials delivered to and stored on City property which are intended to become a part of the Goods. However, Supplier will be liable for any loss or damage to the Goods and/or the materials caused by Supplier or its subcontractors, their agents or employees, and Supplier will replace or repair said Goods or materials at its own cost to the complete satisfaction of City. Notwithstanding the foregoing, in the event that the City has paid Supplier for all or a portion of the Goods which remains in the possession of Supplier, then City shall have title to, and the right to take possession of, such Goods at any time following payment therefor. Risk of loss for any Goods which remains in the possession of Supplier shall remain with Supplier until such Goods has been delivered or City has taken possession thereof. Supplier will have risk of loss or damage to Supplier’s property used in the construction of the Goods but which does not become a part of the Goods. Section 13. INDEMNIFICATION. A. Supplier shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence or willful misconduct of Supplier, its officials, officers, employees, agents, subcontractors and subconsultants arising out of or in connection with the Goods or the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses except such loss or damage which was caused by the sole negligence or willful misconduct of the City. B. Supplier’s defense obligation for any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, its officials, officers, employees, agents, or volunteers shall be at Supplier’s own cost, expense, and risk. Supplier shall pay and satisfy any judgment, award, or decree that may be rendered against City or its officials, officers, employees, agents, or volunteers, in any such suit, action, or other legal proceeding. Supplier shall reimburse City and its officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. C. Supplier’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers, employees, agents or volunteers. Section 14. INSURANCE. A. General. Supplier shall take out and maintain:   Packet Pg. 1239 7 1 8 7 9 1. Commercial General Liability Insurance, of at least $2,000,000 per occurrence/ $4,000,000 aggregate for bodily injury, personal injury and property damage, at least as broad as Insurance Services Office Commercial General Liability most recent Occurrence Form CG 00 01; 2. Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, of at least $1,000,000 per accident for bodily injury and property damage, at least as broad as most recent Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto); 3. Workers’ Compensation in compliance with applicable statutory requirements and Employer's Liability Coverage of at least $1,000,000 per occurrence; and 4. Pollution Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate shall be provided by the Supplier if transporting hazardous materials. 5. If Supplier is also the manufacturer of any equipment included in the Goods, Supplier shall carry Product Liability and/or Errors and Omissions Insurance which covers said equipment with limits of not less than $1,000,000. 6. Privacy/Network Security (Cyber Liability), of at least $1,000,000 per occurrence and aggregate for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and (4) the introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. B. Additional Insured; Primary; Waiver of Subrogation; No Limitation on Coverage. The policies required under this Section shall give City, its officials, officers, employees, agents or volunteers additional insured status. Such policies shall contain a provision stating that Supplier’s policy is primary insurance and that any insurance, self- insurance or other coverage maintained by the City or any additional insureds shall not be called upon to contribute to any loss, and shall contain or be endorsed with a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers. The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement. C. Insurance Carrier. All insurance required under this Section is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the City.   Packet Pg. 1240 8 1 8 7 9 D. Evidence of Insurance. Supplier shall furnish City with original certificates of insurance and endorsements effecting coverage required by the Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms supplied or approved by the City. All certificates and endorsements must be received and approved by the City before delivery commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. E. Subcontractors. All subcontractors shall meet the requirements of this Section before commencing work. In addition, Supplier shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. F. Freight. Supplier shall ensure that third party shippers contracted by Supplier have adequate insurance coverage for the shipped Goods. Section 15. LIENS. A. Supplier, subcontractors and suppliers will not make, file or maintain a mechanic’s or other lien or claim of any kind or character against the Goods, for or on account of any labor, materials, fixtures, tools, machinery, equipment, or any other things furnished, or any other work done or performance given under, arising out of, or in any manner connected with the Agreement (such liens or claims referred to as “Claims”); and Supplier, subcontractor and suppliers expressly waive and relinquish any and all rights which they now have, or may subsequently acquire, to file or maintain any Claim and Supplier, subcontractor and suppliers agree that this provision waiving the right of Claims will be an independent covenant. B. Supplier will save and hold City harmless from and against any and all Claims that may be filed by a subcontractor, supplier or any other person or entity and Supplier will, at its own expense, defend any and all actions based upon such Claims and will pay all charges of attorneys and all costs and other expenses arising from such Claims. Section 16. TERMINATION OF AGREEMENT BY CITY. A. Should Supplier at any time refuse or fail to deliver the Goods with promptness and diligence, or to perform any of its other obligations under the Agreement, City may terminate Supplier’s right to proceed with the delivery of the Goods by written notice to Supplier. In such event City may obtain the Goods by whatever method it may deem expedient, including the hiring of another contractor or other contractors and, for that purpose, may take possession of all materials, machinery, equipment, tools and appliances and exercise all rights, options and privileges of Supplier. In such case Supplier will not be entitled to receive any further payments until the Goods is delivered. If City’s cost of obtaining the Goods, including compensation for additional managerial   Packet Pg. 1241 9 1 8 7 9 and administrative services, will exceed the unpaid balance of the Agreement, Supplier will be liable for and will pay the difference to City. B. City may, for its own convenience, terminate Supplier’s right to proceed with the delivery of any portion or all of the Goods by written notice to Supplier. Such termination will be effective in the manner specified in such notice, will be without prejudice to any claims which City may have against Supplier, and will not affect the obligations and duties of Supplier under the Agreement with respect to portions of the Goods not terminated. C. On receipt of notice under Section 16.B, Supplier will, with respect to the portion of the Goods terminated, unless the notice states otherwise, 1. Immediately discontinue such portion of the Goods and the placing of orders for materials, facilities, and supplies in connection with the Goods, 2. Unless otherwise directed by City, make every reasonable effort to procure cancellation of all existing orders or contracts upon terms satisfactory to City; and 3. Deliver only such portions of the Goods which City deems necessary to preserve and protect those portions of the Goods already in progress and to protect material, plant and equipment at the Goods site or in transit to the Goods site. D. Upon termination pursuant to Section 16.B, Supplier will be paid a pro rata portion of the compensation in the Agreement for any portion of the terminated Goods already delivered, including material and services for which it has made firm contracts which are not canceled, it being understood that City will be entitled to such material and services. Upon determination of the amount of said pro rata compensation, City will promptly pay such amount to Supplier upon delivery by Supplier of the releases of liens and affidavit, pursuant to Section 7.C. Section 17. FORCE MAJEURE A. Supplier shall not be held responsible for failure or delay in shipping nor City for failure or delay in accepting goods described herein if such failure or delay is due to a Force Majeure Event. B. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the work); (4) pandemics, epidemics or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work, only to the extent such strikes and other organized labor action are beyond the control of Supplier and its subcontractors, of every tier, and to the extent the effects   Packet Pg. 1242 10 1 8 7 9 thereof cannot be avoided by use of replacement workers. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority. C. In the event of any such excused interference with shipments, City shall have the option either to reduce the quantity provided for in the order accordingly or to exercise its right of cancellation as set forth in this Agreement. Section 18. MISCELLANEOUS PROVISIONS. A. Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address or at such other address as the respective parties may provide in writing for this purpose: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: Captain Brian Harris With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney SUPPLIER: Malcolm Smith Motorsports 7599 Indiana Avenue Riverside, CA, 92504 Attn: Brian Anderson Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. B. Assignment or Transfer. Supplier shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of the City, which will not be unreasonably withheld. Provided, however, that claims for money due or to become due Supplier from the City under this Agreement may be assigned to a financial institution or to a trustee in bankruptcy, without such approval. Notice of any assignment or transfer, whether voluntary or involuntary, shall be furnished promptly to the City.   Packet Pg. 1243 11 1 8 7 9 C. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties. D. Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. E. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise. F. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County. G. Attorneys’ Fees and Costs. If any action in law or equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, each Party shall pay its own attorneys’ fees. H. Interpretation. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. I. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. J. Authority to Enter Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement and bind each respective Party. K. Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. L. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. M. City’s Right to Employ Other Suppliers. City reserves its right to employ other contractors in connection with the Goods. N. Entire Agreement. This Agreement constitutes the entire agreement between the Parties relative to the Goods specified herein. There are no understandings, agreements, conditions, representations, warranties or promises with respect to this Agreement, except those contained in or referred to in the writing. O. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered   Packet Pg. 1244 12 1 8 7 9 as an original signature for all purposes and shall have the same force and effect as an original signature. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1245 13 1 8 7 9 SIGNATURE PAGE TO GOODS PURCHASE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND MALCOLM SMITH MOTORSPORTS IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date first above written. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney MALCOLM SMITH MOTORSPORTS Signature Joyce F Smith Name CFO/CEO Title   Packet Pg. 1246 14 1 8 7 9 EXHIBIT A SCOPE OF SERVICES/SCHEDULE OF CHARGES This goods agreement is for the “one-time” purchase of two (2) off-road police vehicles and associated equipment. These vehicles are for usage within flood control and riverbed areas. Vehicle shall be delivered filled with fuel and two (2) sets of keys per vehicle. New/Used Year Make Model Dealer Retail Price New 2023 CAN-AM MAV MAX XRS TURBO RR $32,799.00 New 2023 ZEIMAN F816 $3,900.00 New 2023 CAN-AM MAV MAX XRS TURBO RR $32,799.00 New 2022 ZEIMAN F816 $3,900.00 Details of Pricing: Parts Add-ons for Both Vehicles with Labor City Base Price $73,398.00 Freight $2,950.00 Customer Added Options $8,466.00 Dealer Prep/Rigging Fee $5,418.00 Subtotal $90,232.60 Registration Fee $164.00 California Tire Fee $28.00 Electronic Veh. Reg.$124.00 Title/License/Registration Fees $76.00 Document or Administration Fees $340.00 Sales Tax $7,925.10 Cash Price $98,889.70 Net Sales (Cash Price – Net Trade)$98,889.70 Sub Total (Net Sale + Other Charges)$98,889.70 Amount to Pay $98,889.70   Packet Pg. 1247 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1248 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1249 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1250 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1251 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1252 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1253 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1254 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1255 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1256 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1257 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1258 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1259 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1260 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1261 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1262 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1263 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1264 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Darren Goodman, Chief of Police Department:Police Subject:Purchase of Night Vision Goggles Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1.The City Manager or designee to sign and execute a purchase agreement with NightOps Tactical Incorporated; 2.The Agency Director of Administrative Services to issue a purchase order in the amount of $337,623 to NightOps Tactical Incorporated. Background The San Bernardino Police Department received formulary grant funds from the Edward Byrne Memorial Justice Assistance Grant (JAG) as a sub-recipient of the County of San Bernardino. JAG grants are cash grants paid in advance and require no matching funds. In 2017, the federal government-imposed conditions on federal grant funds to local law enforcement requiring local agencies to assist with immigration enforcement. This delayed the distribution of JAG funds for law enforcement agencies impacted by those conditions. In August of 2017, the Attorney General challenged this ruling and the related lawsuits concluded in late 2019. In July of 2022, JAG grant funds previously withheld during FY 2017 through 2020 were released for spending. Discussion The Police Department consistently looks for ways to improve upon officer safety and service to the community. To help accomplish this goal, the Department proposes using grant funds from the FY 2019 and 2020 JAG awards toward purchasing Night vision goggles. Officers assigned to the Department’s Special Weapons and Tactics (SWAT) team must perform their tasks during some of the most dangerous situations police officers   Packet Pg. 1265 have to face. Working during darkness only adds to those challenges. Currently, while working in dark or low-light environments, SWAT officers are forced to use flashlights. The flashlights reveal their location, eliminate the element of surprise, and compromises their safety when trying to apprehend dangerous suspects. When using night vision technology, officers do not need to use flashlights, so they are less likely to indicate their location which compromises their safety. This would give officers an advantage when conducting slow, methodical searches during darkness as well as help detectives working on investigations at night. Investigators will also utilize this technology to prevent illegal activities that include narcotics sales, human trafficking, and other cases where darkness adds a layer of secrecy for criminal activity. The Finance Department conducted an open bid solicitation process. The bids submitted were evaluated at the conclusion of the bid process. Of the three bids submitted, NightOps Tactical Incorporated was identified as the only vendor that could meet all project specifications at the lowest cost. Based on the bid results, the staff selected NightOps Tactical as the best value vendor. Vendor Quantity Total Maxa Beam Searchlight Inc. 27 $291,389.20 Night Ops Inc.27 $337,623.00 TNVC Inc.27 $381,096.80 Maxa Beam was the lowest bidder, but they provided an alternative solution that did not meet the bid specs and was not an acceptable solution. 2021-2025 Strategic Targets and Goals This purchase aligns with Goal No. 3: Improved Quality of Life: Constantly evaluate public safety service delivery models to enhance the quality of service. Fiscal Impact There is no fiscal impact to the General Fund with this item. There is sufficient funding through JAG grants to execute this purchase. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1.The City Manager or designee to sign and execute a purchase agreement with NightOps Tactical Incorporated; 2.The Agency Director of Administrative Services to issue a purchase order in the amount of $337,623 to NightOps Tactical Incorporated. Attachments   Packet Pg. 1266 Attachment 1 Goods Purchase Agreement Ward: All Wards Synopsis of Previous Council Actions: None   Packet Pg. 1267 1 1 8 9 1 CITY OF SAN BERNARDINO GOODS PURCHASE AGREEMENT This Goods Purchase Agreement (“Agreement”) is entered into this 18th day of JANUARY 2023, by and between the City of San Bernardino, a charter city and municipal corporation organized under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401, County of San Bernardino, State of California (“City”), and NIGHTOPS TACTICAL INC, a CORPORATION with its principal place of business at 5710 Auburn Blvd #23 Sacramento, CA. 95841 (“Supplier”). City and Supplier are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. Section 1. DEFINITIONS. A. “Goods” means all machinery, equipment, supplies, items, parts, materials, labor, or other services, including design, engineering and installation services, provided by Supplier as specified in Exhibit “A,” attached hereto and incorporated herein by reference. B. “Delivery Date(s)” means that date or dates upon which the Goods is to be delivered to City, ready for approval, testing and/or use as specified in Exhibit “B.” Section 2. MATERIALS AND WORKMANSHIP. When Exhibit “A” specifies machinery, equipment or material by manufacturer, model or trade name, no substitution will be made without City’s written approval. Machinery, equipment or material installed in the Goods without the approval required by this Section 2 will be deemed to be defective material for purposes of Section 4. Where machinery, equipment or materials are referred to in Exhibit “A” as equal to any particular standard, City will decide the question of equality. When requested by City, Supplier will furnish City with the name of the manufacturer, the performance capabilities and other pertinent information necessary to properly determine the quality and suitability of any machines, equipment, and material to be incorporated in the Goods. Material samples will be submitted at City’s request. Section 3. INSPECTIONS AND TESTS. City shall have the right to inspect and/or test the Goods prior to acceptance. If upon inspection or testing the Goods or any portion thereof are found to be nonconforming, unsatisfactory, defective, of inferior quality or workmanship, or fail to meet any requirements or specifications contained in Exhibit “A,” then without prejudice to any other rights or remedies, City may reject the Goods or exercise any of its rights under Section 4.C. The inspection, failure to make inspection, acceptance of goods, or payment for goods shall not impair City’s right to reject nonconforming goods, irrespective of City’s failure to notify Supplier of a rejection of nonconforming goods or revocation of acceptance thereof or to specify with particularity any defect in nonconforming goods after   Packet Pg. 1268 2 1 8 9 1 rejection or acceptance thereof. Section 4. WARRANTY. A. Supplier warrants that the Goods will be of merchantable quality and free from defects in design, engineering, material, and workmanship for a period of two (2) years, or such longer period as provided by a manufacturer’s warranty or as agreed to by Supplier and City, from the date of final written acceptance of the Goods by City as required for final payment under Section 7. Supplier further warrants that any services provided in connection with the Goods will be performed in a professional and workmanlike manner and in accordance with the highest industry standards. B. Supplier further warrants that all machinery, equipment, or process included in the Goods will meet the performance requirements and specifications specified in Exhibit “A” and shall be fit for the purpose intended. City’s inspection, testing, approval, or acceptance of any such machinery, equipment, or process will not relieve Supplier of its obligations under this Section 4.B. C. For any breach of the warranties contained in Section 4.A and Section 4.B, Supplier will, immediately after receiving notice from City, at the option of City, and at Supplier’s own expense and without cost to City: 1. Repair the defective Goods; 2. Replace the defective Goods with conforming Goods, F.O.B. City’s plant, office, or other location of City where the Goods was originally performed or delivered; or 3. Repay to City the purchase price of the defective Goods. If City selects repair or replacement, any defects will be remedied without cost to City, including but not limited to, the costs of removal, repair, and replacement of the defective Goods, and reinstallation of new Goods. All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same, all at its own expense and without cost to City. D. Supplier also warrants that the Goods is free and clear of all liens and encumbrances whatsoever, that Supplier has a good and marketable title to same, and that Supplier owns or has a valid license for all of the proprietary technology and intellectual property incorporated within the Goods. Supplier agrees to indemnify, defend, and hold City harmless against any and all third-party claims resulting from the breach or inaccuracy of any of the foregoing warranties. E. In the event of a breach by Supplier of its obligations under this Section 4, City will not be limited to the remedies set forth in this Section 4, but will have all the rights   Packet Pg. 1269 3 1 8 9 1 and remedies permitted by applicable law, including without limitation, all of the rights and remedies afforded to City under the California Commercial Code. Section 5. PRICES. Unless expressly provided otherwise, all prices and fees specified in Exhibit “C,” attached hereto and incorporated herein by reference, are firm and shall not be subject to change without the written approval of City. No extra charges of any kind will be allowed unless specifically agreed to in writing by City’s authorized representative. The total price shall include (i) all federal, state, and local sales, use, excise, privilege, payroll, occupational and other taxes applicable to the Goods furnished to City hereunder; and (ii) all charges for packing, freight and transportation to destination. Section 6. CHANGES. City, at any time, by a written order, and without notice to any surety, may make changes in the Goods, including but not limited to, City’s requirements and specifications. If such changes affect the cost of the Goods or time required for its performance, an equitable adjustment will be made in the price or time for performance or both. Any change in the price necessitated by such change will be agreed upon between City and Supplier and such change will be authorized by a change order document signed by City and accepted by Supplier. Section 7. PAYMENTS. A. Terms of payment are net thirty (30) days, less any applicable retention, after receipt of invoice, or completion of applicable Progress Milestones. Final payment shall be made by City after Supplier has satisfied all contractual requirements. Payment of invoices shall not constitute acceptance of Goods. B. If Progress Milestones have been specified in Exhibit “B,” then payments for the Goods will be made as the requirements of such Progress Milestones are met. Progress payments for the Goods will be made by City upon proper application by Supplier during the progress of the Goods and according to the terms of payment as specified in Exhibit “B.” Supplier’s progress billing invoice will include progress payments due for the original scope of work and changes. Each “Item for Payment” shown in Exhibit “B” and each change order will be itemized on the invoice. Invoices for cost plus work, whether part of Exhibit “B” or a change order, must have subcontractor and/or supplier invoices attached to Supplier’s invoice. Other format and support documents for invoices will be determined by City in advance of the first invoice cycle. C. Payments otherwise due may be withheld by City on account of defective Goods not remedied, liens or other claims filed, reasonable evidence indicating probable filing of liens or other claims, failure of Supplier to make payments properly to its subcontractors or for material or labor, the failure of Supplier to perform any of its other obligations under the Agreement, or to protect City against any liability arising out of Supplier’s failure to pay or discharge taxes or other obligations. If the causes for which   Packet Pg. 1270 4 1 8 9 1 payment is withheld are removed, the withheld payments will be made promptly. If the said causes are not removed within a reasonable period after written notice, City may remove them at Supplier’s expense. D. Payment of the final Progress Milestone payment or any retention will be made by City upon: 1. Submission of an invoice for satisfactory completion of the requirements of a Progress Milestone as defined in Exhibit “B” and in the amount associated with the Progress Milestone; 2. Written acceptance of the Goods by City; 3. Delivery of all drawings and specifications, if required by City; 4. Delivery of executed full releases of any and all liens arising out of this Agreement; and 5. Delivery of an affidavit listing all persons who might otherwise be entitled to file, claim, or maintain a lien of any kind or character, and containing an averment that all of the said persons have been paid in full. If any person refuses to furnish an actual release or receipt in full, Supplier may furnish a bond satisfactory to City to indemnify City against any claim or lien at no cost to City. E. Acceptance by Supplier of payment of the final Progress Milestone payment pursuant to Section 7.D will constitute a waiver, release and discharge of any and all claims and demands of any kind or character which Supplier then has, or can subsequently acquire against City, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. However, payment for the final Progress Milestone by City will not constitute a waiver, release or discharge of any claims or demands which City then has, or can subsequently acquire, against Supplier, its successors, and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. Section 8. SCHEDULE FOR DELIVERY. A. The time of Supplier’s performance is of the essence for this Agreement. The Goods will be delivered in accordance with the schedule set forth in Exhibit “B.” Supplier must immediately notify City in writing any time delivery is behind schedule or may not be completed on schedule. In addition to any other rights City may have under this Agreement or at law, Supplier shall pay City the sum of $0.00 per item of Goods for each calendar day for which the item of Goods is unavailable beyond the scheduled delivery date(s) specified in Exhibit “B.”   Packet Pg. 1271 5 1 8 9 1 B. In the event that the Goods is part of a larger project or projects that require the coordination of multiple contractors or suppliers, then Supplier will fully cooperate in scheduling the delivery so that City can maximize the efficient completion of such project(s). Section 9. TAXES. A. Supplier agrees to timely pay all sales and use tax (including any value added or gross receipts tax imposed similar to a sales and use tax) imposed by any federal, state, or local taxing authority on the ultimate purchase price of the Goods provided under this Agreement. B. Supplier will withhold, and require its subcontractors, where applicable, to withhold all required taxes and contributions of any federal, state, or local taxing authority which is measured by wages, salaries or other remuneration of its employees or the employees of its subcontractors. Supplier will deposit, or cause to be deposited, in a timely manner with the appropriate taxing authorities all amounts required to be withheld. C. All other taxes, however denominated or measured, imposed upon the price of the Goods provided hereunder, will be the responsibility of Supplier. In addition, all taxes assessed by any taxing jurisdiction based on Supplier property used or consumed in the provision of the Goods such as and including ad valorem, use, personal property and inventory taxes will be the responsibility of Supplier. D. Supplier will, upon written request, submit to City written evidence of any filings or payments of all taxes required to be paid by Supplier hereunder. Section 10. INDEPENDENT CONTRACTOR. Supplier enters into this Agreement as an independent contractor and not as an employee of City. Supplier shall have no power or authority by this Agreement to bind City in any respect. Nothing in this Agreement shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Supplier are employees, agents, contractors or subcontractors of the Supplier and not of City. City shall not be obligated in any way to pay any wage claims or other claims made against Supplier by any such employees, agents, contractors or subcontractors or any other person resulting from performance of this Agreement. Section 11. SUBCONTRACTS. Unless otherwise specified, Supplier must obtain City’s written permission before subcontracting any portion of the Goods. Except for the insurance requirements in Section 13.A, all subcontracts and orders for the purchase or rental of supplies, materials or equipment, or any other part of the Goods, will require that the subcontractor be bound by and subject to all of the terms and conditions of the Agreement. No subcontract or order will relieve Supplier from its obligations to City, including, but not limited to Supplier’s insurance and indemnification obligations. No subcontract or order will bind City.   Packet Pg. 1272 6 1 8 9 1 Section 12. TITLE AND RISK OF LOSS. Unless otherwise agreed, City will have title to, and risk of loss of, all completed and partially completed portions of the Goods upon delivery, as well as materials delivered to and stored on City property which are intended to become a part of the Goods. However, Supplier will be liable for any loss or damage to the Goods and/or the materials caused by Supplier or its subcontractors, their agents or employees, and Supplier will replace or repair said Goods or materials at its own cost to the complete satisfaction of City. Notwithstanding the foregoing, in the event that the City has paid Supplier for all or a portion of the Goods which remains in the possession of Supplier, then City shall have title to, and the right to take possession of, such Goods at any time following payment therefor. Risk of loss for any Goods which remains in the possession of Supplier shall remain with Supplier until such Goods has been delivered or City has taken possession thereof. Supplier will have risk of loss or damage to Supplier’s property used in the construction of the Goods but which does not become a part of the Goods. Section 13. INDEMNIFICATION. A. Supplier shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence or willful misconduct of Supplier, its officials, officers, employees, agents, subcontractors and subconsultants arising out of or in connection with the Goods or the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses except such loss or damage which was caused by the sole negligence or willful misconduct of the City. B. Supplier’s defense obligation for any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, its officials, officers, employees, agents, or volunteers shall be at Supplier’s own cost, expense, and risk. Supplier shall pay and satisfy any judgment, award, or decree that may be rendered against City or its officials, officers, employees, agents, or volunteers, in any such suit, action, or other legal proceeding. Supplier shall reimburse City and its officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. C. Supplier’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers, employees, agents or volunteers. Section 14. INSURANCE. A. General. Supplier shall take out and maintain:   Packet Pg. 1273 7 1 8 9 1 1. Commercial General Liability Insurance, of at least $2,000,000 per occurrence/ $4,000,000 aggregate for bodily injury, personal injury and property damage, at least as broad as Insurance Services Office Commercial General Liability most recent Occurrence Form CG 00 01; 2. Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, of at least $1,000,000 per accident for bodily injury and property damage, at least as broad as most recent Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto); 3. Workers’ Compensation in compliance with applicable statutory requirements and Employer's Liability Coverage of at least $1,000,000 per occurrence; and 4. Pollution Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate shall be provided by the Supplier if transporting hazardous materials. 5. If Supplier is also the manufacturer of any equipment included in the Goods, Supplier shall carry Product Liability and/or Errors and Omissions Insurance which covers said equipment with limits of not less than $1,000,000. 6. Privacy/Network Security (Cyber Liability), of at least $1,000,000 per occurrence and aggregate for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and (4) the introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. B. Additional Insured; Primary; Waiver of Subrogation; No Limitation on Coverage. The policies required under this Section shall give City, its officials, officers, employees, agents or volunteers additional insured status. Such policies shall contain a provision stating that Supplier’s policy is primary insurance and that any insurance, self- insurance or other coverage maintained by the City or any additional insureds shall not be called upon to contribute to any loss and shall contain or be endorsed with a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers. The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement. C. Insurance Carrier. All insurance required under this Section is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the City.   Packet Pg. 1274 8 1 8 9 1 D. Evidence of Insurance. Supplier shall furnish City with original certificates of insurance and endorsements effecting coverage required by the Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms supplied or approved by the City. All certificates and endorsements must be received and approved by the City before delivery commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. E. Subcontractors. All subcontractors shall meet the requirements of this Section before commencing work. In addition, Supplier shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. F. Freight. Supplier shall ensure that third party shippers contracted by Supplier have adequate insurance coverage for the shipped Goods. Section 15. LIENS. A. Supplier, subcontractors and suppliers will not make, file or maintain a mechanic’s or other lien or claim of any kind or character against the Goods, for or on account of any labor, materials, fixtures, tools, machinery, equipment, or any other things furnished, or any other work done or performance given under, arising out of, or in any manner connected with the Agreement (such liens or claims referred to as “Claims”); and Supplier, subcontractor and suppliers expressly waive and relinquish any and all rights which they now have, or may subsequently acquire, to file or maintain any Claim and Supplier, subcontractor and suppliers agree that this provision waiving the right of Claims will be an independent covenant. B. Supplier will save and hold City harmless from and against any and all Claims that may be filed by a subcontractor, supplier or any other person or entity and Supplier will, at its own expense, defend any and all actions based upon such Claims and will pay all charges of attorneys and all costs and other expenses arising from such Claims. Section 16. TERMINATION OF AGREEMENT BY CITY. A. Should Supplier at any time refuse or fail to deliver the Goods with promptness and diligence, or to perform any of its other obligations under the Agreement, City may terminate Supplier’s right to proceed with the delivery of the Goods by written notice to Supplier. In such event City may obtain the Goods by whatever method it may deem expedient, including the hiring of another contractor or other contractors and, for that purpose, may take possession of all materials, machinery, equipment, tools and appliances and exercise all rights, options and privileges of Supplier. In such case Supplier will not be entitled to receive any further payments until the Goods is delivered. If City’s cost of obtaining the Goods, including compensation for additional managerial   Packet Pg. 1275 9 1 8 9 1 and administrative services, will exceed the unpaid balance of the Agreement, Supplier will be liable for and will pay the difference to City. B. City may, for its own convenience, terminate Supplier’s right to proceed with the delivery of any portion or all of the Goods by written notice to Supplier. Such termination will be effective in the manner specified in such notice, will be without prejudice to any claims which City may have against Supplier, and will not affect the obligations and duties of Supplier under the Agreement with respect to portions of the Goods not terminated. C. On receipt of notice under Section 16.B, Supplier will, with respect to the portion of the Goods terminated, unless the notice states otherwise, 1. Immediately discontinue such portion of the Goods and the placing of orders for materials, facilities, and supplies in connection with the Goods, 2. Unless otherwise directed by City, make every reasonable effort to procure cancellation of all existing orders or contracts upon terms satisfactory to City; and 3. Deliver only such portions of the Goods which City deems necessary to preserve and protect those portions of the Goods already in progress and to protect material, plant and equipment at the Goods site or in transit to the Goods site. D. Upon termination pursuant to Section 16.B, Supplier will be paid a pro rata portion of the compensation in the Agreement for any portion of the terminated Goods already delivered, including material and services for which it has made firm contracts which are not canceled, it being understood that City will be entitled to such material and services. Upon determination of the amount of said pro rata compensation, City will promptly pay such amount to Supplier upon delivery by Supplier of the releases of liens and affidavit, pursuant to Section 7.C. Section 17. FORCE MAJEURE A. Supplier shall not be held responsible for failure or delay in shipping nor City for failure or delay in accepting goods described herein if such failure or delay is due to a Force Majeure Event. B. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the work); (4) pandemics, epidemics or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work, only to the extent such strikes and other organized labor action are beyond the control of Supplier and its subcontractors, of every tier, and to the extent the effects   Packet Pg. 1276 10 1 8 9 1 thereof cannot be avoided by use of replacement workers. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority. C. In the event of any such excused interference with shipments, City shall have the option either to reduce the quantity provided for in the order accordingly or to exercise its right of cancellation as set forth in this Agreement. Section 18. MISCELLANEOUS PROVISIONS. A. Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address or at such other address as the respective parties may provide in writing for this purpose: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: Ernest Luna With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney SUPPLIER: Nightops Tactical Inc 5710 Auburn Blvd #23 Sacramento, CA. 95841 Attn: John McDonald Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. B. Assignment or Transfer. Supplier shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of the City, which will not be unreasonably withheld. Provided, however, that claims for money due or to become due Supplier from the City under this Agreement may be assigned to a financial institution or to a trustee in bankruptcy, without such approval. Notice of any assignment or transfer, whether voluntary or involuntary, shall be furnished promptly to the City. C. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.   Packet Pg. 1277 11 1 8 9 1 D. Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. E. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise. F. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County. G. Attorneys’ Fees and Costs. If any action in law or equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, each Party shall pay its own attorneys’ fees. H. Interpretation. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. I. No Third-Party Beneficiaries. There are no intended third-party beneficiaries of any right or obligation assumed by the Parties. J. Authority to Enter Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement and bind each respective Party. K. Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. L. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. M. City’s Right to Employ Other Suppliers. City reserves its right to employ other contractors in connection with the Goods. N. Entire Agreement. This Agreement constitutes the entire agreement between the Parties relative to the Goods specified herein. There are no understandings, agreements, conditions, representations, warranties or promises with respect to this Agreement, except those contained in or referred to in the writing. O. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature.   Packet Pg. 1278 12 1 8 9 1 [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1279 13 1 8 9 1 SIGNATURE PAGE TO GOODS PURCHASE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND NIGHTOPS TACTICAL INC IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date first above written. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney NIGHTOPS TACTICAL INC Signature Name Title   Packet Pg. 1280 14 1 8 9 1 Exhibit A Scope of Services The Vendor will furnish all materials, renderings, equipment, tools, removal, installation, labor, coordination, permits, supervision, freight, and incidentals (including tax) as necessary to perform and complete the project pursuant to the Request for Vendor Quotes and the Agreement. The following is a non-inclusive description of the project work and/or goods to be provided. Night Vision Goggles and Accessories Night Vision Goggles are needed for nighttime operations. One of the most critical advantages of night vision for law enforcement is spatial awareness, which can be applied to many common scenarios. There are incredible rewards to seeing in the dark. The idea contrasted sharply with the traditional officer using a flashlight at night. Officers forced to use a flashlight not only limit their situational awareness but also their spatial awareness. As soon as they activate their flashlight, that light beam becomes their world. Add a weapon to the scenario, and the stakes become direr. The officer has little choice but to focus on that beam of light in the dark, and they can lose track of their complete surroundings and situation. This does nothing to address the obvious officer safety issue of broadcasting your location to possible armed suspects in the dark. Night vision goggles allow the officer not to need a flashlight and does not indicate their location, plus they have complete situational and spatial awareness of their environment.   Packet Pg. 1281 15 1 8 9 1 Exhibit B N/A   Packet Pg. 1282 16 1 8 9 1 Exhibit C Fee Schedule Description Quantity Unit Cost Total Cost Comments NightOps Tactical NT/DTNVS W/Elbit Thin Filmed White Phosphor Aviation Grade Tubes 27 $9,370.00 $252,990.00 Q2585 CoreSurvival Hel Star 6 HS640-18 IFF 27 $160.00 $4,320.00 Modbutton Lite Dual Lead 27 $108.00 $2,916.00 Wilcox G24B NVG mount 27 $420.00 $11,340.00 Eyepiece CapPlugs & Soft Carrying Case 54 $0.00 $0.00 Included in Line Item 1 123A Lithium batteries 54 $0.00 $0.00 Included in Line Item 1 Daylight Filters 54 $0.00 $0.00 Included in Line Item 1 Eye Cups 54 $0.00 $0.00 Included in Line Item 1 Sacrificial Windows 54 $0.00 $0.00 Included in Line Item 1 Demist Shiels 54 $0.00 $0.00 Included in Line Item 1 IPD Stop 27 $360.00 $9,720.00 Density Filter 27 $17.50 $472.50 Diffuser 27 $13.50 $364.50 Steiner DBAL A3 10011 27 $1,950.00 $52,650.00 NightOps NVG Counterweight Kit - Blk 27 $45.00 $1,215.00 Wilcox NVG lanyard 27 $55.00 $1,485.00 Additional Fees (if any)1 $0.00 $0.00 Delivery Fee 1 $150.00 $150.00 LMS Defense LE Practical NVG Training - 16 Hour 2 Day Course 1 $0.00 $0.00 Included for any agency purchase of over 20 Units. $337,623.00   Packet Pg. 1283 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Darren L. Goodman, Chief of Police Department:Police Subject:Purchase of Tactical Vests Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or designee to sign and execute a purchase agreement with Aardvark. 2. The Agency Director of Administrative Services to issue a purchase order in the amount of $70,000 to Aardvark. Background The San Bernardino Police Department received formulary grant funds from the Edward Byrne Memorial Justice Assistance Grant (JAG) as a sub-recipient of the County of San Bernardino. JAG grants are cash grants paid in advance and require no matching funds. In 2017, the federal government imposed conditions on federal grant funds to local law enforcement, requiring local agencies to assist with immigration enforcement. This delayed the distribution of JAG funds for law enforcement agencies impacted by those conditions. In August of 2017, the Attorney General challenged this ruling, and the related lawsuits concluded in late 2019. In July of 2022, JAG grant funds previously withheld during FY 2017 through 2020 were released for spending. Discussion The Police Department constantly looks to improve methods used to apprehend violent criminals more effectively on behalf of the public. While doing this, it’s important that the Department does its best to keep officers safe. To accomplish this goal, the Department proposes using grant funds from the FY 2019 and 2020 JAG awards toward purchasing replacement tactical vests. Special Weapons and Tactics (SWAT) team members are called upon to address   Packet Pg. 1284 some of the most dangerous situations that police officers face. A typical situation in which the SWAT team would be called upon could be a situation where an armed suspect is barricaded, with or without a hostage, in a location and is refusing to surrender. Due to the increased levels of danger that SWAT team members face, the Department seeks to purchase tactical vests that would provide additional protection for SWAT team members in the course of their duties. A tactical vest allows for a plate to be inserted into the vest which would provide additional ballistic protection for the wearer. The quality of ballistic protection degrades over time from exposure to the elements and officer use and as a result vendors assign an expiration date to each vest. The SWAT teams current vests will expire in July of 2023. The Finance Department conducted an open bid solicitation process. The bids submitted were evaluated after the bid process. Of the two bids submitted, Aardvark was identified as the vendor that could meet all project specifications at the lowest cost. Based on the bid results, the staff selected Aardvark as the best-value vendor. Vendor Quantity Total AARDVARK 27 $63,415.17 All State Police Equipment 27 $70,362.00 2021-2025 Strategic Targets and Goals This purchase aligns with Goal No. 3: Improved Quality of Life: Constantly evaluate public safety service delivery models to enhance the quality of service. Fiscal Impact The financial impact to the City is the expenditure of $70,000 from the general fund. There is sufficient funding in the adopted FY 2022/23 budget to cover this expenditure. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize: 1. The City Manager or designee to sign and execute a purchase agreement with Aardvark. 2. The Agency Director of Administrative Services to issue a purchase order in the amount of $70,000 to Aardvark. Attachments Attachment 1 – Goods Purchase Agreement Ward: All Wards   Packet Pg. 1285 Synopsis of Previous Council Actions: March 7, 2018 Mayor and City Council adopted Resolution No. 2018-60, authorizing the City Manager to issue a Purchase Order to Aardvark for the purchase of SWAT Tactical Vests.   Packet Pg. 1286 1 1 9 6 6 CITY OF SAN BERNARDINO GOODS PURCHASE AGREEMENT This Goods Purchase Agreement (“Agreement”) is entered into this 18th day of January, 2023, by and between the City of San Bernardino, a charter city and municipal corporation organized under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401, County of San Bernardino, State of California (“City”), and AARDVARK, a CORPORATION, with its principal place of business at 1935 Puddingstone Drive, La Verne, CA. 91750 (“Supplier”). City and Supplier are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement. Section 1. DEFINITIONS. A. “Goods” means all machinery, equipment, supplies, items, parts, materials, labor or other services, including design, engineering and installation services, provided by Supplier as specified in Exhibit “A,” attached hereto and incorporated herein by reference. B. “Delivery Date(s)” means that date or dates upon which the Goods is to be delivered to City, ready for approval, testing and/or use as specified in Exhibit “B.” Section 2. MATERIALS AND WORKMANSHIP. When Exhibit “A” specifies machinery, equipment or material by manufacturer, model or trade name, no substitution will be made without City’s written approval. Machinery, equipment or material installed in the Goods without the approval required by this Section 2 will be deemed to be defective material for purposes of Section 4. Where machinery, equipment or materials are referred to in Exhibit “A” as equal to any particular standard, City will decide the question of equality. When requested by City, Supplier will furnish City with the name of the manufacturer, the performance capabilities and other pertinent information necessary to properly determine the quality and suitability of any machines, equipment and material to be incorporated in the Goods. Material samples will be submitted at City’s request. Section 3. INSPECTIONS AND TESTS. City shall have the right to inspect and/or test the Goods prior to acceptance. If upon inspection or testing the Goods or any portion thereof are found to be nonconforming, unsatisfactory, defective, of inferior quality or workmanship, or fail to meet any requirements or specifications contained in Exhibit “A,” then without prejudice to any other rights or remedies, City may reject the Goods or exercise any of its rights under Section 4.C. The inspection, failure to make inspection, acceptance of goods, or payment for goods shall not impair City’s right to reject nonconforming goods, irrespective of City’s failure to notify Supplier of a rejection of nonconforming goods or revocation of acceptance thereof or to specify with particularity any defect in nonconforming goods after   Packet Pg. 1287 2 1 9 6 6 rejection or acceptance thereof. Section 4. WARRANTY. A. Supplier warrants that the Goods will be of merchantable quality and free from defects in design, engineering, material, and workmanship for a period of two (2) years, or such longer period as provided by a manufacturer’s warranty or as agreed to by Supplier and City, from the date of final written acceptance of the Goods by City as required for final payment under Section 7. Supplier further warrants that any services provided in connection with the Goods will be performed in a professional and workmanlike manner and in accordance with the highest industry standards. B. Supplier further warrants that all machinery, equipment, or process included in the Goods will meet the performance requirements and specifications specified in Exhibit “A” and shall be fit for the purpose intended. City’s inspection, testing, approval, or acceptance of any such machinery, equipment, or process will not relieve Supplier of its obligations under this Section 4.B. C. For any breach of the warranties contained in Section 4.A and Section 4.B, Supplier will, immediately after receiving notice from City, at the option of City, and at Supplier’s own expense and without cost to City: 1. Repair the defective Goods; 2. Replace the defective Goods with conforming Goods, F.O.B. City’s plant, office or other location of City where the Goods was originally performed or delivered; or 3. Repay to City the purchase price of the defective Goods. If City selects repair or replacement, any defects will be remedied without cost to City, including but not limited to, the costs of removal, repair, and replacement of the defective Goods, and reinstallation of new Goods. All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same, all at its own expense and without cost to City. D. Supplier also warrants that the Goods is free and clear of all liens and encumbrances whatsoever, that Supplier has a good and marketable title to same, and that Supplier owns or has a valid license for all of the proprietary technology and intellectual property incorporated within the Goods. Supplier agrees to indemnify, defend, and hold City harmless against any and all third party claims resulting from the breach or inaccuracy of any of the foregoing warranties. E. In the event of a breach by Supplier of its obligations under this Section 4, City will not be limited to the remedies set forth in this Section 4, but will have all the rights   Packet Pg. 1288 3 1 9 6 6 and remedies permitted by applicable law, including without limitation, all of the rights and remedies afforded to City under the California Commercial Code. Section 5. PRICES. Unless expressly provided otherwise, all prices and fees specified in Exhibit “C,” attached hereto and incorporated herein by reference, are firm and shall not be subject to change without the written approval of City. No extra charges of any kind will be allowed unless specifically agreed to in writing by City’s authorized representative. The total price shall include (i) all federal, state and local sales, use, excise, privilege, payroll, occupational and other taxes applicable to the Goods furnished to City hereunder; and (ii) all charges for packing, freight and transportation to destination. Section 6. CHANGES. City, at any time, by a written order, and without notice to any surety, may make changes in the Goods, including but not limited to, City’s requirements and specifications. If such changes affect the cost of the Goods or time required for its performance, an equitable adjustment will be made in the price or time for performance or both. Any change in the price necessitated by such change will be agreed upon between City and Supplier and such change will be authorized by a change order document signed by City and accepted by Supplier. Section 7. PAYMENTS. A. Terms of payment, are net thirty (30) days, less any applicable retention, after receipt of invoice, or completion of applicable Progress Milestones. Final payment shall be made by City after Supplier has satisfied all contractual requirements. Payment of invoices shall not constitute acceptance of Goods. B. If Progress Milestones have been specified in Exhibit “B,” then payments for the Goods will be made as the requirements of such Progress Milestones are met. Progress payments for the Goods will be made by City upon proper application by Supplier during the progress of the Goods and according to the terms of payment as specified in Exhibit “B.” Supplier’s progress billing invoice will include progress payments due for the original scope of work and changes. Each “Item for Payment” shown in Exhibit “B” and each change order will be itemized on the invoice. Invoices for cost plus work, whether part of Exhibit “B” or a change order, must have subcontractor and/or supplier invoices attached to Supplier’s invoice. Other format and support documents for invoices will be determined by City in advance of the first invoice cycle. C. Payments otherwise due may be withheld by City on account of defective Goods not remedied, liens or other claims filed, reasonable evidence indicating probable filing of liens or other claims, failure of Supplier to make payments properly to its subcontractors or for material or labor, the failure of Supplier to perform any of its other obligations under the Agreement, or to protect City against any liability arising out of Supplier’s failure to pay or discharge taxes or other obligations. If the causes for which   Packet Pg. 1289 4 1 9 6 6 payment is withheld are removed, the withheld payments will be made promptly. If the said causes are not removed within a reasonable period after written notice, City may remove them at Supplier’s expense. D. Payment of the final Progress Milestone payment or any retention will be made by City upon: 1. Submission of an invoice for satisfactory completion of the requirements of a Progress Milestone as defined in Exhibit “B” and in the amount associated with the Progress Milestone; 2. Written acceptance of the Goods by City; 3. Delivery of all drawings and specifications, if required by City; 4. Delivery of executed full releases of any and all liens arising out of this Agreement; and 5. Delivery of an affidavit listing all persons who might otherwise be entitled to file, claim, or maintain a lien of any kind or character, and containing an averment that all of the said persons have been paid in full. If any person refuses to furnish an actual release or receipt in full, Supplier may furnish a bond satisfactory to City to indemnify City against any claim or lien at no cost to City. E. Acceptance by Supplier of payment of the final Progress Milestone payment pursuant to Section 7.D will constitute a waiver, release and discharge of any and all claims and demands of any kind or character which Supplier then has, or can subsequently acquire against City, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. However, payment for the final Progress Milestone by City will not constitute a waiver, release or discharge of any claims or demands which City then has, or can subsequently acquire, against Supplier, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. Section 8. SCHEDULE FOR DELIVERY. A. The time of Supplier’s performance is of the essence for this Agreement. The Goods will be delivered in accordance with the schedule set forth in Exhibit “B.” Supplier must immediately notify City in writing any time delivery is behind schedule or may not be completed on schedule. In addition to any other rights City may have under this Agreement or at law, Supplier shall pay City the sum of $0.00 per item of Goods for each calendar day for which the item of Goods is unavailable beyond the scheduled delivery date(s) specified in Exhibit “B.”   Packet Pg. 1290 5 1 9 6 6 B. In the event that the Goods is part of a larger project or projects that require the coordination of multiple contractors or suppliers, then Supplier will fully cooperate in scheduling the delivery so that City can maximize the efficient completion of such project(s). Section 9. TAXES. A. Supplier agrees to timely pay all sales and use tax (including any value added or gross receipts tax imposed similar to a sales and use tax) imposed by any federal, state or local taxing authority on the ultimate purchase price of the Goods provided under this Agreement. B. Supplier will withhold, and require its subcontractors, where applicable, to withhold all required taxes and contributions of any federal, state or local taxing authority which is measured by wages, salaries or other remuneration of its employees or the employees of its subcontractors. Supplier will deposit, or cause to be deposited, in a timely manner with the appropriate taxing authorities all amounts required to be withheld. C. All other taxes, however denominated or measured, imposed upon the price of the Goods provided hereunder, will be the responsibility of Supplier. In addition, all taxes assessed by any taxing jurisdiction based on Supplier property used or consumed in the provision of the Goods such as and including ad valorem, use, personal property and inventory taxes will be the responsibility of Supplier. D. Supplier will, upon written request, submit to City written evidence of any filings or payments of all taxes required to be paid by Supplier hereunder. Section 10. INDEPENDENT CONTRACTOR. Supplier enters into this Agreement as an independent contractor and not as an employee of City. Supplier shall have no power or authority by this Agreement to bind City in any respect. Nothing in this Agreement shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Supplier are employees, agents, contractors or subcontractors of the Supplier and not of City. City shall not be obligated in any way to pay any wage claims or other claims made against Supplier by any such employees, agents, contractors or subcontractors or any other person resulting from performance of this Agreement. Section 11. SUBCONTRACTS. Unless otherwise specified, Supplier must obtain City’s written permission before subcontracting any portion of the Goods. Except for the insurance requirements in Section 13.A, all subcontracts and orders for the purchase or rental of supplies, materials or equipment, or any other part of the Goods, will require that the subcontractor be bound by and subject to all of the terms and conditions of the Agreement. No subcontract or order will relieve Supplier from its obligations to City, including, but not limited to Supplier’s insurance and indemnification obligations. No subcontract or order will bind City.   Packet Pg. 1291 6 1 9 6 6 Section 12. TITLE AND RISK OF LOSS. Unless otherwise agreed, City will have title to, and risk of loss of, all completed and partially completed portions of the Goods upon delivery, as well as materials delivered to and stored on City property which are intended to become a part of the Goods. However, Supplier will be liable for any loss or damage to the Goods and/or the materials caused by Supplier or its subcontractors, their agents or employees, and Supplier will replace or repair said Goods or materials at its own cost to the complete satisfaction of City. Notwithstanding the foregoing, in the event that the City has paid Supplier for all or a portion of the Goods which remains in the possession of Supplier, then City shall have title to, and the right to take possession of, such Goods at any time following payment therefor. Risk of loss for any Goods which remains in the possession of Supplier shall remain with Supplier until such Goods has been delivered or City has taken possession thereof. Supplier will have risk of loss or damage to Supplier’s property used in the construction of the Goods but which does not become a part of the Goods. Section 13. INDEMNIFICATION. A. Supplier shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence or willful misconduct of Supplier, its officials, officers, employees, agents, subcontractors and subconsultants arising out of or in connection with the Goods or the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses except such loss or damage which was caused by the sole negligence or willful misconduct of the City. B. Supplier’s defense obligation for any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, its officials, officers, employees, agents, or volunteers shall be at Supplier’s own cost, expense, and risk. Supplier shall pay and satisfy any judgment, award, or decree that may be rendered against City or its officials, officers, employees, agents, or volunteers, in any such suit, action, or other legal proceeding. Supplier shall reimburse City and its officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. C. Supplier’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers, employees, agents or volunteers. Section 14. INSURANCE. A. General. Supplier shall take out and maintain:   Packet Pg. 1292 7 1 9 6 6 1. Commercial General Liability Insurance, of at least $2,000,000 per occurrence/ $4,000,000 aggregate for bodily injury, personal injury and property damage, at least as broad as Insurance Services Office Commercial General Liability most recent Occurrence Form CG 00 01; 2. Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, of at least $1,000,000 per accident for bodily injury and property damage, at least as broad as most recent Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto); 3. Workers’ Compensation in compliance with applicable statutory requirements and Employer's Liability Coverage of at least $1,000,000 per occurrence; and 4. Pollution Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate shall be provided by the Supplier if transporting hazardous materials. 5. If Supplier is also the manufacturer of any equipment included in the Goods, Supplier shall carry Product Liability and/or Errors and Omissions Insurance which covers said equipment with limits of not less than $1,000,000. 6. Privacy/Network Security (Cyber Liability), of at least $1,000,000 per occurrence and aggregate for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and (4) the introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. B. Additional Insured; Primary; Waiver of Subrogation; No Limitation on Coverage. The policies required under this Section shall give City, its officials, officers, employees, agents or volunteers additional insured status. Such policies shall contain a provision stating that Supplier’s policy is primary insurance and that any insurance, self- insurance or other coverage maintained by the City or any additional insureds shall not be called upon to contribute to any loss, and shall contain or be endorsed with a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers. The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement. C. Insurance Carrier. All insurance required under this Section is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the City.   Packet Pg. 1293 8 1 9 6 6 D. Evidence of Insurance. Supplier shall furnish City with original certificates of insurance and endorsements effecting coverage required by the Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms supplied or approved by the City. All certificates and endorsements must be received and approved by the City before delivery commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. E. Subcontractors. All subcontractors shall meet the requirements of this Section before commencing work. In addition, Supplier shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. F. Freight. Supplier shall ensure that third party shippers contracted by Supplier have adequate insurance coverage for the shipped Goods. Section 15. LIENS. A. Supplier, subcontractors and suppliers will not make, file or maintain a mechanic’s or other lien or claim of any kind or character against the Goods, for or on account of any labor, materials, fixtures, tools, machinery, equipment, or any other things furnished, or any other work done or performance given under, arising out of, or in any manner connected with the Agreement (such liens or claims referred to as “Claims”); and Supplier, subcontractor and suppliers expressly waive and relinquish any and all rights which they now have, or may subsequently acquire, to file or maintain any Claim and Supplier, subcontractor and suppliers agree that this provision waiving the right of Claims will be an independent covenant. B. Supplier will save and hold City harmless from and against any and all Claims that may be filed by a subcontractor, supplier or any other person or entity and Supplier will, at its own expense, defend any and all actions based upon such Claims and will pay all charges of attorneys and all costs and other expenses arising from such Claims. Section 16. TERMINATION OF AGREEMENT BY CITY. A. Should Supplier at any time refuse or fail to deliver the Goods with promptness and diligence, or to perform any of its other obligations under the Agreement, City may terminate Supplier’s right to proceed with the delivery of the Goods by written notice to Supplier. In such event City may obtain the Goods by whatever method it may deem expedient, including the hiring of another contractor or other contractors and, for that purpose, may take possession of all materials, machinery, equipment, tools and appliances and exercise all rights, options and privileges of Supplier. In such case Supplier will not be entitled to receive any further payments until the Goods is delivered. If City’s cost of obtaining the Goods, including compensation for additional managerial   Packet Pg. 1294 9 1 9 6 6 and administrative services, will exceed the unpaid balance of the Agreement, Supplier will be liable for and will pay the difference to City. B. City may, for its own convenience, terminate Supplier’s right to proceed with the delivery of any portion or all of the Goods by written notice to Supplier. Such termination will be effective in the manner specified in such notice, will be without prejudice to any claims which City may have against Supplier, and will not affect the obligations and duties of Supplier under the Agreement with respect to portions of the Goods not terminated. C. On receipt of notice under Section 16.B, Supplier will, with respect to the portion of the Goods terminated, unless the notice states otherwise, 1. Immediately discontinue such portion of the Goods and the placing of orders for materials, facilities, and supplies in connection with the Goods, 2. Unless otherwise directed by City, make every reasonable effort to procure cancellation of all existing orders or contracts upon terms satisfactory to City; and 3. Deliver only such portions of the Goods which City deems necessary to preserve and protect those portions of the Goods already in progress and to protect material, plant and equipment at the Goods site or in transit to the Goods site. D. Upon termination pursuant to Section 16.B, Supplier will be paid a pro rata portion of the compensation in the Agreement for any portion of the terminated Goods already delivered, including material and services for which it has made firm contracts which are not canceled, it being understood that City will be entitled to such material and services. Upon determination of the amount of said pro rata compensation, City will promptly pay such amount to Supplier upon delivery by Supplier of the releases of liens and affidavit, pursuant to Section 7.C. Section 17. FORCE MAJEURE A. Supplier shall not be held responsible for failure or delay in shipping nor City for failure or delay in accepting goods described herein if such failure or delay is due to a Force Majeure Event. B. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the work); (4) pandemics, epidemics or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work, only to the extent such strikes and other organized labor action are beyond the control of Supplier and its subcontractors, of every tier, and to the extent the effects   Packet Pg. 1295 10 1 9 6 6 thereof cannot be avoided by use of replacement workers. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority. C. In the event of any such excused interference with shipments, City shall have the option either to reduce the quantity provided for in the order accordingly or to exercise its right of cancellation as set forth in this Agreement. Section 18. MISCELLANEOUS PROVISIONS. A. Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address or at such other address as the respective parties may provide in writing for this purpose: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: Captain Nelson Carrington With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney SUPPLIER: AARDVARK 1935 Puddingstone Drive La Verne, CA. 91750 Attn: Brittany Baeza Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. B. Assignment or Transfer. Supplier shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of the City, which will not be unreasonably withheld. Provided, however, that claims for money due or to become due Supplier from the City under this Agreement may be assigned to a financial institution or to a trustee in bankruptcy, without such approval. Notice of any assignment or transfer, whether voluntary or involuntary, shall be furnished promptly to the City. C. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.   Packet Pg. 1296 11 1 9 6 6 D. Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. E. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise. F. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County. G. Attorneys’ Fees and Costs. If any action in law or equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, each Party shall pay its own attorneys’ fees. H. Interpretation. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. I. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. J. Authority to Enter Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement and bind each respective Party. K. Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. L. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. M. City’s Right to Employ Other Suppliers. City reserves its right to employ other contractors in connection with the Goods. N. Entire Agreement. This Agreement constitutes the entire agreement between the Parties relative to the Goods specified herein. There are no understandings, agreements, conditions, representations, warranties or promises with respect to this Agreement, except those contained in or referred to in the writing. O. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1297 12 1 9 6 6 SIGNATURE PAGE TO GOODS PURCHASE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND AARDVARK IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date first above written. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney AARDVARK Signature Name Title   Packet Pg. 1298 13 1 9 6 6 Exhibit A Goods Specifications Members from the Special Weapons and Tactical (SWAT) teams use tactical vests during operations and training. It allows officers to carry gear that is necessary while providing ballistics protection to the officer which has been proven to save lives. A tactical vest allows officers to place/stow essential gear on the vest rather than on their waistband or legs. By wearing the tactical vest, officers are more maneuverable during high-stressed situations or incidents A tactical vest allows for a plate to be inserted into the vest allowing additional ballistic protection. The current tactical vest worn by members of the SWAT Team will expire in less than a year (July 2023). 1. Type III “A” Threat Body Armor Standard and specifications shall be included in the specification requirement as follows: •National Institute of Justice, Standard NIJ-STD-0101.06, Ballistic Resistance of Body Armor •National Institute of Justice, Standard NIJ-STD-0101.04, Type III Protocol •MIL-STD-662, V50 Ballistic Test for Armor •Federal Standard No. 751, Stitches, Seams & Stitching •ISO 9001:2015 Quality Management Standard •fixed shoulder design •soft armor first system •allows for installation of a 10 x 12 hard armor rifle plate •structured texture shoulder design •internal radio routing channels on the surface of the platform •three-piece cummerbund design •Webb lists Molly loadbearing services •Bar tackled anchors •First spear tubes/Hook and loop closure systems Materials of Construction •All materials must be new, unused, and without defects. •The exterior surfaces of the carrier system shall be constructed of 500 Denier Cordura™ nylon.   Packet Pg. 1299 14 1 9 6 6 •Interior surfaces of the carrier system shall be constructed of water-resistant diamond rip-stop nylon material to reduce moisture penetration, reduce friction, and increase comfort. •Load Bearing portions shall be constructed of Blue Force Gear™Ultracomp™ material and feature an angular MOLLE webless attachment system utilizing 1" nylon webbing. •The MOLLE webless attachment system must withstand 160 lbs. when tested by pulling on opposite sides of the same 1" webless slot. Closure System The vest portion of the carrier shall utilize a side closure design with a close at each side connecting the cummerbund to the front panel. The vest must be available in two different closures, Velcro and non-Velcro, to be chosen by the purchaser at the time of fitting. Adjustment System •The vest must have a girth adjustment system to allow girth adjustments in small increments. •The adjustment must take place by adjusting the effective length of the cummerbund at the rear of the vest. •Adjustment must be rapid (under 1 minute) and utilize the cummerbund locking into place on the rear of the carrier with a MOLLE based system. •A concealment panel for the adjustment area that allows for complete use of the carrier MOLLE system across the back must exist. The concealment panel must fix in place rapidly without snaps. Cummerbund •The carrier must utilize the same material construction as the base carrier as well as the same ballistics and load-bearing systems. •Cummerbund must feature at least six rows of 180 angular webless MOLLE over the entire surface of the cummerbund. •The cummerbund must feature a concealed elastic expansion panel to allow for flexibility in the cummerbund and slight variations in vest girth without the need for adjustment.   Packet Pg. 1300 15 1 9 6 6 Sizing •The armor system must be available in at least six different standard sizes and three different lengths per size. All patterns must scale the entire ballistic system and all components as sizes change to ensure coverage remains consistent regardless of size. •Sizing of end users shall be conducted with sizing vests for at least the basic six sizes. •Either an employee of the prime contractor or an employee of the subcontract manufacturer must conduct sizing. This employee must be specifically trained and certified in sizing tactical armor as well as this particular armor system. Ballistics •The carrier system shall utilize a ballistic package which is certified under National Institute of Justice, Standard NIJ-STD-0101.06, Ballistic Resistance of Body Armor •All ballistic materials and packages must be in accordance with the attached specification for ballistic packages. Yoke Yoke of the vest must have “SBPD SWAT” logo laser engraved. 2. Level 3 ++ ICW Lightweight Rifle Plates •Made of ceramic/polyethylene composite •Plate covering must have 1000-Denier Cordura Nylon •Must have been tested and passed against 5.56mm x 45mm 62 grain SS109 Green Tip M855 ammunition (6 impacts) •Must have been tested and passed against 5.56 x 45mm, 55gr M193 ammunition (6 impacts) •Must have been tested and passed against 7.62 x 39mm, 123gr MSC ammunition (6 impacts) •Must have been tested and passed against 7.62 x 51mm, 147gr NATO Ball FMJ M80 ammunition (6 impacts) •Weight not to exceed 3.6 pounds for 10” x 12” Thickness not to exceed .09” 3.(2) additional Type III “A” Threat Body Armor with (4) Level 3 ++ rifle plates. a. (2) additional complete kits will be added when 18 or more Type III “A” Threat Body Armor are purchased.   Packet Pg. 1301 16 1 9 6 6   Packet Pg. 1302 17 1 9 6 6 Exhibit B Delivery Schedule N/A   Packet Pg. 1303 18 1 9 6 6 Exhibit C Fee Schedule Item No.Description Quantity Unit Cost Total Amount P7Q-TRV-UL3A Project 7/TRV/Complete Platform Ultralight 3A Ballistics 25 $1,945.00 $48,625.00 P7-RP-3++-ICW-LWLG Project 7/Rifle Plate/Level 3++ICW/Lightweight/SAPI Large 50 $285.00 $14,250.00 P7Q-IDPSET-SM Project 7 ID Patch Set(Front 2x6, Back 3x8) 27 $20 $540.00 P7Q-TRV-UL3A Project 7/TRV/Complete Platform Ultralight 3A Ballistics (SAVES PROGRAM) 2 $0.00 $0.00 P7-RP-3++-ICW-LWLG Project 7/Rifle Plate/Level 3++ICW/Lightweight/SAPI Large (SAVES PROGRAM) 4 $0.00 $0.00 Free Shipping $0.00 Subtotal $63,415.00 Sales Tax $5,548.81 Total Price $68,963.81   Packet Pg. 1304 1 0 4 8 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Professional Services Agreement for Focused Drainage Study for Meyers Creek Drainage System Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve the award of a Professional Services Agreement with Q3 Consulting to prepare the Focused Drainage Study for Meyers Creek Drainage System and authorize the City Manager, or designee, to sign and execute the agreement. Background The City of San Bernardino needs a qualified stormwater engineering consultant to perform a drainage assessment of the Meyers Canyon Drainage System and generate conceptual alignments for improvements to Meyers Canyon. The evaluation will generate a matrix of channel configuration to be characterized based on type (channel or box culvert), size, regulatory permitting scope, construction cost and land acquisition. The drainage area is classified as E-11 of the County’s Comprehensive Storm Drain Plan (CSDP) No. 7. Six tracts have recently been developed within the drainage area which include tracts 16502, 16533, 17329, 17367, 20150, and 20539. The focused drainage study will provide hydrology and hydraulic model for the area consistent with the San Bernardino County Flood Control District (FCD) standards with the goal of identifying a cost-effective and implementable drainage system for the study area. Discussion On September 13, 2022, the Department of Public Works requested proposals to provide Professional Services for a focused drainage study of the Meyers Creek Drainage System. Two (2) responses to the RFP were received on October 18,   Packet Pg. 1305 1 0 4 8 2022. Firm Name Location Proposed Amount Q3 Consulting Corona, CA $266,771 Infrastructure Engineers Brea, CA $203,930 Their proposals were evaluated by staff based on several criteria including: •Understanding of the work to be performed •Experience with similar kinds of work (including experience with the City) •Qualifications of key personnel •Rates •Familiarity with state and federal procedures •Financial responsibility •Demonstrated technical ability A selection committee consisting of management level staff reviewed the two proposals. Q3 Consulting received superior ratings when measuring the competency of their staff, maintaining a consistent completion schedule, and their depth of understanding of the project and the project’s general approach. Q3 Consulting also has an extensive background in successfully completing similar tasks for numerous cities throughout Southern California. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No. 1e: Improved Operational & Financial Capacity – Minimize risk and litigation exposure. Approval of this drainage study will result in public improvements being constructed that minimize property damage and health risks through upgrading the existing drainage system. Fiscal Impact There is no General Fund impact associated with this action. To fund project costs, it is requested to have the Agency Director of Administrative Services record a budget amendment in the amount of $267,000 from the Conejo & 39th Storm Drain SD19-001 (8681) project to the Storm Drain Study Myers Canyon project (7770). The Storm Drain Study at Meyers Canyon was not previously approved as part of the Capital Improvement Program for FY 2023-2027, therefore, had no adopted budget in FY 2022/23. Consequently, the Conejo & 39th Storm Drain project received an adopted budget of $500,000 for FY 2022/23 and is projected to generate project savings necessary to cover the full project cost for the Storm Drain Study at Meyers Canyon. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve the award of a Professional Services Agreement with Q3 Consulting to prepare the Focused Drainage Study for Meyers Creek Drainage   Packet Pg. 1306 1 0 4 8 System and authorize the City Manager, or designee, to sign and execute the agreement. Attachments Attachment 1 - Agreement with Q3 Consulting (Proposal Included) Attachment 2 - Location Map Attachment 3 - Infrastructure Engineers Proposal Ward: Fifth Ward Synopsis of Previous Council Actions: June 1, 2022 Mayor and City Council adopted Resolution No. 2022-102 approving the Fiscal Year 203 & 2024 Operating Budget and Capital Improvement Program 2023-2027.   Packet Pg. 1307 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND Q3 CONSULTING This Agreement is made and entered into as of January 18, 2023, by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and Q3 Consulting with its principal place of business at 200 S. Main Street, Suite 300, Corona, CA 92882 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Focused Study For Meyers Creek Drainage Study (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation.   Packet Pg. 1308 2 a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $266,771.00. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warrant ed, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. a. Adjustments. No retroactive price adjustments will be considered. Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing. 6. Term. The term of this Agreement shall be from January 18, 2023 to June 28, 2024, unless earlier terminated as provided herein. Consultant shall complete the services within the term of this Agreement and shall meet any other established schedules and deadlines set forth in each individual Task Order issued by the City. All applicable indemnification provisions of this Agreement shall remain in effect following the termination of this Agreement. 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually conve nient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of writt en notice from the   Packet Pg. 1309 3 City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, gi ve written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work.   Packet Pg. 1310 4 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will co nstitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the   Packet Pg. 1311 5 performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an addit ional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.   Packet Pg. 1312 6 (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, a nd Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this se ction. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber) At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City.   Packet Pg. 1313 7 g. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) Cyber Liability $1,000,000 per occurrence and aggregate (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. h. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. i. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any   Packet Pg. 1314 8 such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve t he Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. j. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. k. Additional Insurance Provisions   Packet Pg. 1315 9 (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. l. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement .   Packet Pg. 1316 10 b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudicat ion by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with s uch Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Dep artment of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California.   Packet Pg. 1317 11 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and   Packet Pg. 1318 12 Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign Remi Candaele as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: Q3 Consulting 200 S. Main Street, Suite 300 Corona, CA 92882 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non -discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises , or agreements have been made by any person which are not incorpor ated herein, and that any other agreements shall be void. This is an integrated Agreement.   Packet Pg. 1319 13 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, su ch determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be eff ective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or rem edy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, bro kerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.   Packet Pg. 1320 14 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1321 15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND Q3 CONSULTING IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: Robert D. Field City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney CONSULTANT Signature Name Title   Packet Pg. 1322   Packet Pg. 1323 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | i Cover Letter October 18, 2022 City of San Bernardino 201 North “E” street Attn: Alex Qishta, Deputy Director Public Works/City Engineer San Bernardino, CA 92401 Subject: PROPOSAL FOR FOCUSED STUDY FOR MEYERS CREEK DRAINAGE SYSTEM Dear Mr. Qishta and Members of the Selection Committee: Q3 Consulting (Q3)/Proactive Engineering Consultants (PEC) is pleased to submit this proposal to provide engineering services to the City of San Bernardino (hereafter collectively referred to as “City”). We have reviewed the Request for Proposals for the Focused Drainage Study for Meyers Creek Drainage System and understand the elements involved in the solicitation. Q3/PEC is a State certified small business that focuses on providing comprehensive services for municipal drainage and storm drain projects. We currently do not have a business license for San Bernardino and understand that there will be a flat rate business with fee if we are chosen for the project. Q3/PEC has teamed with ECORP (CEQA/NEPA/Regulatory Permits) to provide the City the most qualified team to complete the focused drainage study. Our team is recognized throughout Southern California as drainage planning, analysis, and design leaders, providing high quality, cost effective, and time sensitive solutions for public agencies. A key feature of our proposed organization is to designate a local Project Manager, Remi Candaele, PE, MS, QSD, QISP. Remi brings a unique understanding of storm water infrastructure projects for public agencies in Southern California. He is nationally recognized, published in many stormwater journals, and has been awarded by ASCE and the Los Angeles Section for both his expertise and leadership 3 years in a row. A few recent completions for Remi include the Baseline Road Storm Drain Project in Rialto, CA and the Storm Drain Master Plan System T-2 and Street Improvements in Fontana, CA. Our mutual success will also rely on the expertise of Tom Ryan, P.E. with watershed-wide drainage studies, the experience of John McCarthy, P.E., C.F.M. with master planned drainage facilities, and other in-house professionals showcased in this proposal that add to our team’s experience. Our team has a history of working together to complete these types of projects. We have successfully delivered in the preparation of drainage studies, and preliminary and final design plans for multiple public agencies, including for San Bernardino County Flood Control District, Caltrans, U.S. Army Corps of Engineers and the Cities of Redlands, Yucaipa, Chino, Chino Hills, Fontana, and Grand Terrace. These relationships will assist the City in developing cost-effective solutions for Meyers Creek. We are ready to start work immediately! We appreciate the opportunity to submit our proposal and look forward to discussing how we can assist the City with the focused drainage study. This proposal is signed by an Officer with authority to bind the company. This proposal shall remain valid for 9 months from the date of the proposal. If you have any questions or require further information, please contact me at (951) 280-3300 or via email at rcandaele@q3consulting.net. Respectfully submitted, Remi Candaele, PE, MS, QSD, QISP John McCarthy, PE, CFM Senior Project Manager Principal-in-Charge Authorized Officer, Vice President   Packet Pg. 1324 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | ii This page intentionally left blank.   Packet Pg. 1325 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | iii Table of Contents Cover Letter ......................................................................................................................................................................... i Identification of Proposer ................................................................................................................................................... 1 Staffing Resources ............................................................................................................................................................... 2 Project Understanding and Work Plan ............................................................................................................................... 7 Anticipated Data Needs .................................................................................................................................................... 11 Anticipated Schedule ........................................................................................................................................................ 12 Experience and Technical Competence ............................................................................................................................ 13 Schedule of Charges .......................................................................................................................................................... 20   Packet Pg. 1326 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 1 Identification of Proposer Q3 Consulting (Q3) was started as a dba of Proactive Engineering Consultants Inc. (PEC) in 2018. Q3/PEC is a S Corporation. Q3 is an award-winning specialized stormwater management firm with an extensive background in the planning, analysis, and design of comprehensive stormwater management solutions for public works projects. The founders of Q3 each have over 25 years of experience in the stormwater field including an extensive background in hydrology, hydraulics, water quality, and the design for stormwater facilities throughout Southern California. PEC was founded in 2006 and has a staff of 80 engineers, surveyors, utility coordinators, professionals, and administrative personnel (including Q3 staff). Q3/PEC is a California Certified Small Business (DGS #2009320) City of Corona - #03925346. Q3 provides a full range of stormwater services related to the planning and design of channels, culverts, storm drains, diversions structures, basins, levees, and regional multi-benefit stormwater infrastructure, water quality planning, watershed-wide restoration plans, grant applications, cost estimating and benefit-cost analysis, PS&E preparation, and floodplain mapping. Q3/PEC is a full-service engineering firm with expertise in civil engineering, wet utility relocations, dry utility coordination, field surveying and mapping, and construction management.  Regional/Local Hydrology  1- & 2-Dimensional Hydraulic Modeling  Street and Utility Improvement Plans  Cost Estimates  Municipal Storm Drain and Flood Control Channel Design  Stakeholder Coordination (SBCFCD, Caltrans, adjacent Cities, etc.)  Preliminary Site Constraints  Erosion and Sediment Control Plans  Freeway Task Mitigation Analysis Studies  Stormwater Quality / BMPs  Grading Plans and related Studie s  CFD Budgets  Right-of-Way Engineering  Wet and Dry Utility Planning/Relocations  3D Laser Scanning  Utility Surveys  Aerial / Photogrammetric Surveys  Topographic Surveys  ALTA / ACSM Land Title Surveys  Construction Management  Dry Utility Coordination  And more… Although our staff has extensive experience working on small to large scale projects, we have adopted a small business client focused philosophy. It is this philosophy that established our mission to be “A Different Kind of Company” providing high quality service to a small group of clients. Our goal is to have long-term relationships with our clients to provide value-driven results. Q3 has joined forces with ECORP Consulting, Inc. (ECORP) to bring a team of highly experienced professionals in CEQA/NEPA and regulatory permitting. ECORP is based in Redlands and brings over two decades of joint experience with Q3 working together on flood control channel and municipal storm drain improvement projects. ECORP is a California “S” Corporation, also certified as a California Small Business-Public Works (SB-PW), which specializes in assisting government agencies and private clients with a wide range of environmental services including technical expertise in land use planning; biological, cultural, and water resources; and regulatory compliance with California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA), Clean Water Act, federal and state Endangered Species Acts, National Historic Preservation Act (NHPA), and other laws and regulations. ECORP has well- established working relationships with the resources agencies, including the U.S. Army Corps of Engineers (USACE), California Department of Fish and Wildlife (CDFW), Regional Water Quality Control Board (RWQCB), and the U.S. Fish and Wildlife Service (USFWS). Lead Office and Project Manager Remi Candaele, PE, MS, QSD, QISP Email: rcandaele@q3consulting.net Phone: 951.280.3300 200 S. Main Street, Suite 300 Corona, CA 92882   Packet Pg. 1327 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 2 Staffing Resources Project Team Organization Chart Q3 recognizes that the successful delivery of high-quality technical studies and improvement plans start with assigning a Project Manager and Discipline Leads that possesses superior technical, management, and leadership skills. Q3’s key staff and team of subconsultants possess these characteristics and provide the City with the specialized expertise to develop comprehensive technical drainage studies, preliminary design alignment that minimizes utility relocation and right-of-way acquisition. The following is a summary of the qualifications of our Key Staff Members and proposed subconsultants. Resumes for key staff members are also included.   Packet Pg. 1328 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 3 Key Staff Resumes Project Manager Remi Candaele, MS, PE, QSD/P, QISP will serve as your Program Manager. As Program Manager, he will be the main point of contact and will direct the personnel and resources necessary to successfully complete the assigned projects. Remi Candaele brings over 16 years of versatile background in planning, design, and construction support of Public Works and Institutional projects with an emphasis on storm water improvements. He has extensive experience in water management, street improvements, bike trails, water quality compliance, and master planning of utilities. Candaele has also prepared numerous publications and conference proceedings covering a wide range from new methods in water resources and the implementation of water strategic plans. He understands the importance of proactive communication with both internal and external stakeholders. Remi’s skillset and contributions to the industry have been recognized by numerous awards, notably with the 2016 Young Engineer in the Private Sector of the Western U.S., and the 2021 Carl Blum Award by the Los Angeles Section of the American Society of Civil Engineers. RELEVANT PROJECT EXPERIENCE Pine Avenue Extension and Chino Creek - Chino, CA - Drainage Manager for the PS&E for the 1.4-mile extension of Pine Avenue from State Route 71 easterly to El Prado Road as an urban four-lane arterial street and widening of the existing Pine Avenue to a 4-lane arterial street from El Prado Road to Euclid Avenue (SR-83). Includes design and construction of 3-span 500LF bridge structure over Chino Creek. MPD System T-2 Storm Drain and Street Improvements - Fontana, CA - Senior Project Manager in charge of the preparation of construction documents for 2.5 miles of storm drain improvements with RCP pipe sizes up to 96-inch diameter, for the master-planned Cypress Avenue storm drain (MPD Line T-2). The facilities start at Sierra Avenue and drain west to the intersection of Cypress Avenue and Foothill Boulevard and continue southbound on Cypress Avenue to connect to the County 9’x7’ West Fontana Channel lateral near the intersection with Orange Way. A detailed Composite Utility Plan was created using base files and record drawings gathered from wet and dry utility companies. Baseline Rd Line C Improvements and Cactus Basin – Rialto, CA - Senior Project Manager in charge of the preparation of construction documents for the Master-Planned Baseline Road storm drain project. The nine- foot by seven-foot-box facility starts at Tamarind Avenue and drain east to outlet in Cactus Basin #3. The size of the drainage infrastructure was optimized using the 2D hydraulic component of XPSWMM. Coordination with DSOD is necessary to obtain an encroachment permit for penetrating through the jurisdictional dam. A detailed Composite Utility Plan created based on record drawings gathered from wet and dry utility companies. 3rd Street Bridge and Flood Control Improvements – San Bernardino International Airport Authority, CA - Senior Engineer. Worked with the San Bernardino International Airport Authority (SBIAA), Inland Valley Development Agency (IVDA) and the City of San Bernardino to come up with a modified street frontage design and also provided the design of two vehicular bridges to cross over the 3rd street channel which will ultimately provide direct access to the property and avoided negative impacts to the existing San Bernardino County Flood Control City Creek Channel. Sediment Transport Study for the Santa Ana River, Reach 3, California – Riverside County Flood Control District, CA Project Engineer responsible for the development of a HEC-6T sediment transport model predicting the aggradation/degradation of a 7.4-mile reach of the Santa Ana River. The calibrated model was used to develop recommendations for repair, modification, and/or reconstruction of levee improvements including groins. Development included the assessment of historical topography/morphology, sensitivity analyzes, n-value, time step, rating curve, sediment inflow) to model observed variations in bed profile, inclusion of bridges, and scour analyses.   Packet Pg. 1329 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 4 Principal-in-Charge John McCarthy, PE, CFM brings over three decades of experience on hydrology, hydraulics, and scour for transportation and flood control projects. He is highly skilled at managing complex drainage and flood engineering projects. Over the past 30 years, he has been involved with numerous flood control and trail engineering projects along the Santa Ana River and other regional flood control facilities in Orange County including work with the Orange County Public Works and the U.S. Army Corps of Engineers. He has extensive experience working on hydraulic and scour analyses for bridge design projects. RELEVANT PROJECT EXPERIENCE Hydromodification Mapping and Documentation for Santa Ana River Watersheds, San Bernardino County, CA. Mr. McCarthy was the Project Manager of the team provided engineering services to the San Bernardino County Flood Control District to prepare a comprehensive mapping and analysis of stormwater conveyance facilities within the Santa Ana River Watershed area in San Bernardino County. Work included developing a rapid assessment methodology and applying it to non-hardened streams and channels to identify those susceptible to adverse impacts from hydromodification of the watersheds. Chino Preserve Storm Drain Master Plan Update, Chino, CA. City of Chino. Project Manager for the preparation of hydrology and hydraulic studies to update the City’s storm drain master plan. Prepared new hydrology based on the city’ current land use plan, identified deficient storm drain systems and developed alternatives and recommendations for the updated master plan. Work included preliminary design plans for Line I, a proposed double 8’ x 8’ RCB, that extends for 2.5 miles along Euclid Drive (State Hwy 83). State Route 91 Eastbound Widening Project, Orange County, CA. Orange County Transportation Authority. Hydraulic Engineer. As part of the WKE team for the SR-91 Eastbound Widening provided river hydraulics and scour analysis to support the design of the bridge widening over the Santa Ana River. Completed a Final Hydraulics Report for the bridge crossing and processed the necessary encroachment permit with OCPW, license agreement with the OCWD, and the 408 permit with the USACE. Storm Water Master Plan, Rancho Palos Verdes, CA. Principal-in-Charge. The Rancho Palos Verdes Master Plan included the development of a GIS database for the storm drain inventory including a Facility Mapping Tool which was utilized to gather field data and keep the City informed of the field work schedule and findings. Data gathering for the project included filling in missing as-built data such as inverts and facility naming. The hydrology and hydraulics modeling were completed utilizing GIS, XPSWMM, and XPWSPGW. This master plan includes the integration of storm water quality retrofit opportunities. The Master Plan will ultimately provide the City with a comprehensive “living” storm water master plan. The master plan also includes a project prioritization scheme and a Capital Improvement Plan. Prado Dam Outlet Works Project, Riverside County, CA. U.S. Army Corps of Engineers. Responsible for the final engineering plans, specifications and estimates for raising the dam embankment and construction of a new outlet works associated with the Prado Dam Improvements for the Los Angeles District, Army Corps of Engineers. The project included the development of plans for a stilling basin, energy dissipater, and installation of a gauging station and electronic flow meters to monitor flow rates in the outlet channel. Santa Ana River Parkway-Trail and Bikeway Project, Orange County CA. Orange County Public Works. Project Manager. Development of alignments and preliminary plans for the extension of the trails along the Santa Ana River from Gypsum Canyon Road to Green River Golf Course.   Packet Pg. 1330 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 5 Deputy Project Manager & Conceptual Study Task Lead Tom Ryan, MS, PE has over 24 years of experience in the design and analysis of flood control and drainage systems. Tom is an expert at watershed modeling and has been on the forefront of advanced modeling including the use of combined one- and two- dimensional analysis for complex drainage and diversion systems. He has completed improvement plans and technical studies for numerous channels, storm drains, and diversion structures for agencies including the San Bernardino County Flood Control District, USACE, and Riverside County Flood Control and Water Conservation District. Tom’s work in advanced hydraulic modeling and public awareness has included first-of-its-kind simulations that resulted in award winning projects and numerous national and local presentations and publications RELEVANT PROJECT EXPERIENCE City of Redlands Storm Drain Master Plan, Redlands, CA. As Project Manager, managed team that performed an investigation of the City of Redland’s drainage infrastructure to identify the existing system’s capacity and recommend improved facility sizing for the Master Plan of Drainage. Each system was prioritized. Regional and local solutions were evaluated to identify the most cost-effective solutions. As part of the facility analyses, a comprehensive urbanized area hydraulic model was prepared in XPSWMM using a fully dynamic, linked 1-D/2-D model. The project included updating the City’s Storm Drain GIS database to include linked As-Built plans to their respective drainage systems. A City specific “Green Initiatives” identified potential locations for water quality BMP implementation. Locations were identified based on location, expected tributary pollutant loadings, and downstream impaired water bodies. The final report prepared included a full cost estimate that ranked each system into recommended construction priorities. Laguna Woods Village Surface Drainage Improvements Design, Laguna Woods, CA. Project Manager for project that included improving surface drainage features of an area known for flooding. Improvements included channel widening, addition of a large culvert crossing, implementing graded berms, and adding retaining walls and residential flood gates to control surface flooding. The design and impacts of the proposed improvements were evaluated using XP’s version of the Storm Water Management Model (XPSWMM). A coupled 1-D and 2-D model was prepared to evaluate and design the proposed surface improvements and identify their potential hydraulic impacts on the existing subsurface drainage system. The resulting surface drainage improvements saved the client more than $3.5M in previously proposed infrastructure costs. City of Yucaipa Ultimate Culvert Crossing Designs, Yucaipa, CA. Project Engineer for the design of two ultimate (100-year) culvert crossings and associated local storm drain improvements. The project included culvert design, roadway drainage design, which included multiple inlets and pipe storm drain facilities and roadway design. Responsibilities included hydraulic analysis, plan preparation and oversight, utility agency coordination, pressure (water) line relocation, cost estimations, specification writing, and roadway design and realignment. Additional responsibilities included coordination and completion of Caltrans Local Assistance forms required for this federally funded project. City of La Quinta Focused Drainage Study, La Quinta, California. Project manager for a multi-company effort to evaluate the City’s current drainage infrastructure and identify solutions to reduce current flooding issues. Recent large storm events caused extensive flood damage to certain parts of the City. Due to the topographic and climatic characteristics of the City, an advanced hydrologic and hydraulic modeling approach was used to develop potential design alternatives to alleviate the flooding issues. The project included using an alternative hydrology approach (distributed rainfall method, or DRM) in conjunction with a fully 2-dimensional (2-D) surface model of a major portion of the City. The existing and proposed storm drain facilities were linked to the 2-D model to create a single comprehensive, fully dynamic 1D/2D hydrologic/hydraulic model for various storm events. The models were validated against actual storm flood photos prior to implementing proposed drainage solutions. Mr. Ryan was instrumental in selecting the methodology, performing the calculations, validating the results, and delivering the results to the City. This level of detail for an urban area flood analysis is a first of its kind in the Coachella Valley. This project is still ongoing and will also include presentations to the City Council.   Packet Pg. 1331 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 6 Primary Staff Table The Q3/PEC Team primary staff is highlighted in the table below. Detailed resumes for key staff identified on the organization chart are provided following the table. NAME/ROLE/EXPERIENCE LICENSES/EDUCATION RELEVANT PROJECT EXPERIENCE Q3 CONSULTING / PROACTIVE ENGINEERING CONSULTANTS Zach Snyder, PE Hydrology, Hydraulics 7-Years Civil Engineer, CA #87537 B.S., Civil Engineering, California State Polytechnic University, Pomona – 2014  La Quinta Focused Drainage Study  Redlands Regional Drainage Focus Study  Northeastern Sphere Annexation, San Bernardino  Whitewater River Channel/Drop Structures  Morongo Creek Channel & Diversion Structure Howard J. Barndt, MS, PE Hydrology/Hydraulics 20-Years Civil Engineer, CA #65914 B.S., California State University, Long Beach, Civil Eng. – 1999 M.S., California State University, Long Beach, Civil Eng. – 2004  Master Plan of Drainage Update, Wilson and Wildwood Creeks, Yucaipa  Drainage Master Plan for North, South, and West Santa Ana River Tributary Areas, Anaheim  Encinitas Stormwater Master Plan Candace Tong, PE Preliminary Design and Costs 7-Years Civil Engineer, CA #90444 B.S., Civil Engineering, University of California, Irvine – 2014  Chino Preserve Drainage Master Plan  Fontana Focused Drainage Master Plan  Whitewater River Improvement Plans  Arroyo Simi Grade Control Structure Design Amy Derrett, EIT Hydrology, Hydraulics 8-Years B.S., Civil & Environmental Engineering, University of California, Los Angeles – 2012  The Farm Redevelopment Hydrology & Drainage Facility Design  Chino Storm Drain Line G  Pine Avenue Widening  Holy Sepulcher Cemetery Hydrology & Drainage Jeff Langdon, PE Preliminary Channel Design 35-Years Civil Engineer, CA #42429 B.S., Civil Engineering, University of Nebraska, Lincoln – 1984  Pine Ave Widening & Regional Drainage Facilities  Chino Line I Dbl. 8’x8’ RCB Design  Borrego Wash Channel and Diversion  Agua Chinon, Bee Canyon and Serrano Creek Hydraulics and Design Justin Ware, PLS Right-of-Way Documents 18-Years Professional Land Surveyor, CA #9242 Operating Engineers Local 12 Certified Party Chief - 2012  Metro Orange Line Extension  Orange County Sanitation District Plants 1 & 2  Pomona College Land Surveys  Pine Avenue Widening Bob Gregory Dry Utilities BS in Civil Engineering from the University of Missouri – Rolla (Formerly Missouri School of Mines)  Kaiser Permanente Upgrades  Travertine Flood Hazard Mitigation Plan  Grand Terrace Focused Area Master Plan Update ECORP CONSULTING Scott Taylor Regulatory Permitting 30-Years Certified CRAM, Wetland Training Institute Practitioner: Riverine Module BA Biology, Point Loman Nazarene University  On-Call Biological and Ecological Services Contract  First Line of Defense (FLOD) Project, San Bernardino  County CEQA Documentation and Regulatory Permitting for the Sunburst Avenue Class  Protocols and requirements for the USFWS, USACE, CDFW, RWQCB and Bureau of Land Management. ECORP CONSULTING Jesus “Freddie” Olmos CEQA Evaluation 34-Years Environmental Analysis; CEQA; NEPA, University of California, Los Angeles BA, Environmental Analysis & Design Urban & Regional Planning, University of California, Irvine  Riverside County Flood Control and Water Conservation District  CEQA IS/MND and Regulatory Permitting for the Mountain View Acres Storm Drain Project, San Bernardino County – County of San Bernardino/Flood Control District Department of Public Works   Packet Pg. 1332 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 7 Project Understanding and Work Plan Project Understanding The City of San Bernardino needs a qualified stormwater engineering firm to perform a detailed assessment of the Meyers Canyon drainage system and generate conceptual alignments for improvements to Meyers Canyon. The evaluation will generate a matrix of channel configurations to be characterized based on type (channel or box culvert), size, materials, regulatory permitting scope and duration, construction cost, land acquisition, hydraulic efficiency, and modifications to existing crossings. The drainage area is classified as online E-11 of the County’s Comprehensive Storm Drain Plan (CSDP) No. 7. Six tracts have recently been developed within the drainage area, including Tracts 16502, 16533, 17329, 17367, 20150, and 20539. The Meyers Canyon drainage system crosses successively W Meyers Road and Belmont Avenue W before its confluence with the unimproved Cable Creek. Downstream of the existing confluence, Cable Creek has been improved to an engineered channel with a soft bottom to minimize costs, environmental mitigation, and other conveyance considerations. The focused hydrology study of Meyers Creek will extend from its headwaters to its point of confluence with Cable Creek. Our team conducted a site visit on November 9, 2022 to evaluate the source of mud and debris flows that discharged onto North Little League Drive after the November 7-8 storm event. Two initial observations were made: 1. The current course of Meyers Creek could have been altered from its historical path or could differ from the anticipated course in the vicinity of parcels 026106101 and 034811112. Q3 will perform a thorough evaluation of the upstream drainage course to identify whether improvements are necessary upstream of Meyers Road crossing. Sedimentation and scour will also be evaluated to ensure that the channelization of Meyers Creek would not negatively impact Cable Creek. 2. Sediment laden flows breached the existing settling basin along North Little League Drive. Q3 will perform a cursory review of the two existing basins, including a quantification of upstream debris flows and consistency of the current design with industry standards. Q3 will also provide recommendations for conceptual repairs. The alternative alignment evaluation will focus on the reach from approximately 1,200 linear feet upstream of W Meyers Road to the confluence of Meyers Creek with Cable Creek. Q3 Consulting proposes to develop both a hydrology model and a hydraulic model for the focused reach consistent with the San Bernardino County Flood Control District (FCD) standards, with the goal of identifying a cost-effective and implementable drainage system for the study area. Work Plan Task 1 – Baseline Collection and Review Q3 will coordinate with the City and County FCD to research, collect, and review existing background data. Data collection includes existing City GIS drainage and watershed maps, as-built drawings for the local storm drain facilities and regional drainage systems (Cable Creek), as-builts for the existing creek crossings (W Meyers Road, Belmont Avenue W, N Little League Road), FEMA Flood Insurance Study data, available topography (LiDAR data), previous project reports, and existing   Packet Pg. 1333 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 8 and proposed development hydrology/hydraulic/sediment yield studies for Tracts 16502, 16533, 17329, 17367, 20150, and 20539, existing hydrology study for Cable Creek. Specific attention will be given to the debris basin upstream of Tract No. 17367. Q3 has determined that the 2018 LiDAR high resolution topo is available for the drainage area. Q3 assumes that no additional topographic data will be necessary for the focused drainage study. The creek alignment will be based on the GIS database of the County’s Assessor Office. Q3 will perform a site visit to review the existing condition, including a field investigation of the drainage conduits or culvert crossings, signs of erodibility, existing utilities and infrastructure, review of new storm drain infrastructure by new tracts, and identify conceptual alignments that may minimize impacts. The site visit will be extended to the vicinity of parcels 026106101 and 034811112, as well as the upstream reaches of Meyers Creek, where deemed accessible by the City. Q3 will evaluate the expected drainage course, as well as notable changes, of Meyers Creek at critical locations. We understand that the City may be able to supply recent drone aerials and survey for the area of interest. This data will be used to set up the hydrology and hydraulic models. Task 2 – Focus Area Hydrology & Hydraulics During the proposal process, Q3 has estimated the total drainage area to exceed 910 acres or 1.4 square miles. The County’s Hydrology Manual recommends that the rational method be used for determining time of concentrations in watersheds larger than 1 square mile. The time of concentration will then be used in the preparation of the Single Area Unit Hydrograph (SAUH). Task 2.1 Hydrology Q3 will delineate the entire drainage area tributary to Meyers Canyon based on the 2018 LiDAR topo using GIS delineation tools. Q3 will utilize existing rational method hydrology to develop subwatershed hydrographs at main line concentration points within the study areas. Using the rational method time-of-concentrations and loss rate data, Q3 will prepare models using hydrologic computational softwares approved by the County’s FCD and MS Excel to develop Single Area Unit Hydrographs at pertinent concentration points. Task 2.2 Hydraulics Q3 will develop a one-dimensional, steady-state, HEC-RAS hydraulic model that extends from approximately 1,200 linear feet upstream of W Meyers Road to the confluence of Meyers Creek with Cable Creek. Downstream control will be set per the Base Flood Elevation defined on DFIRM Panel #06071C7930J. The models will include the two existing crossings. Model runs will be prepared for both the existing (interim) and ultimate condition, as well as for the 100- and 500-year events. Model runs will be performed for the anticipated channel configurations, including existing condition, concrete lined trapezoidal channel, bank lined trapezoidal channel, RCB, or RCP. Q3 will perform a series of watershed-based hydraulic simulations to examine and identify the prevailing flood pattern behavior along the study reach alignment to understand its hazard and risk potential as well as support the conceptualization and implementation of an effective flood protection solution. The simulations may help delineate the current course of Meyers Creek and identify whether improvements are necessary upstream of the Meyers Road crossing. An annotated map will be created to showcase the results from each scenario. Task 2.3 Sedimentation and Scour Q3 will evaluate the event-based and long-term sediment transport behavior of the Meyers Canyon main stem based on the results of model simulations coupled with other relevant scour computations as part of the alternative analysis process to determine the vertical channel profile stability constraints. These constraints will be used to guide the design of the proposed channel improvements with respect to grade control and toe-down requirements. As part of this effort, the collection and analysis of sediment samples will be performed at four locations along the study reach alignment to support the characterization of the bed material as part of the sediment transport model definition.   Packet Pg. 1334 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 9 Task 3 –Evaluation of Interim Detention Basins Q3 will conduct a site visit of the two settling basins to evaluate the conditions that have led to storm flows breaching the embankment. Q3 will review the approved storm drain plans for Tract No. 17329 and identify potential drainage improvements within the future right-of-way. The size, shape, and configuration of the proposed debris basin upstream of Tract No. 17329 will be reviewed and compared to the expected debris volumes. Using the results from the investigation, Q3 will generate a technical memorandum to summarize its assessment and provide a list of conceptual recommendations. We assume that access to the site will be allowed by the City. Task 4 – Preliminary Design Alternatives Task 4.1 Existing Utility Alignments Early coordination with third-party utility purveyors is critical in mitigating lengthy delays during construction. Q3 will prepare the first utility notification letter at project kickoff to notify intent of project and request as-builts and data. The latest list and contact information of third-party utility purveyors should be provided by the City. Q3 will ask the City to submit the request to SCE/SCG to avoid non-governmental fees. Acquired information regarding alignments (horizontal and vertical) of existing utilities will be profiled in CAD to identify potential conflicts and relocations. Task 4.2 Environmental Assessment It is understood that any substantial improvement to the creek will result, at a minimum, in the need for an initial study/mitigated negative declaration. Q3 will work with subconsultant ECORP to define a list of potential technical studies to support the CEQA/NEPA process, the anticipated regulatory permits (401/404/1602), and the anticipated timeline based on previous experience. The actual studies and reports are deferred to final engineering. ECORP will prepare an environmental constraints analysis for the alternative alignment scenarios. Constraints to the project would be related to the removal of mature trees and potential impacts to nesting birds (e.g., raptors), temporary air quality (including greenhouse gases), noise, and traffic flow impacts during construction, and the proximity of residential development. An Environmental Constraints Report will identify potential environmental constraints and permits that would be required to support the proposed Project. The analysis will be based on the 20 environmental resources areas as listed in the CEQA Initial Study Checklist. ECORP will conduct an aquatic resources delineation for portions of the Meyer Canyon drainage system that may be subject to either direct or indirect impacts due to the Project. This includes the portion from the West Belmont Avenue Arizona crossing to 1,200 linear feet upstream of the Meyers Road crossing. A report will be prepared that describes potential waters of the U.S., including wetlands, and identify anticipated mitigation requirements. Task 4.3 Conceptual Right-Of-Way Assessment Q3 will use the Parcel GIS database of the County’s Assessor Office to lay out the parcels impacted under each channel configuration and identify the right-of-way requirements for each alternative. An anticipated drainage easement will also be required to facilitate the long-term maintenance of the drainage improvements. This proposal includes a budget to purchase up to 14 Preliminary Title Reports (PTRs). The intent is to review the PTRs of privately-owned parcels that may be impacted by the ultimate improvements to Meyers Creek. The intent is to identify and align all existing easements for incorporation into the alternative matrix and into the conceptual plans. Task 4.4 Preliminary Design Report (PDR) Q3 will prepare a conceptual design plan of each alternative, including layout in plan view and typical cross-sections with standard details and standard specifications. Non-standard details are deferred to final engineering. For the preferred alignment selected by the City, a 40-foot scale conceptual profile will be generated. Lot lines and the Google Earth aerial will be shown per the County Assessor GIS database. The maintenance access road will be incorporated into the plan view layouts per County’s FCD standards. The location of maintenance ramps will be finalized during final engineering.   Packet Pg. 1335 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 10 Improvements to the existing Arizona low-water crossing at Belmont Ave W may require a realignment of the street vertical profile. One 40-foot scale plan view and a vertical profile of the street centerline will be generated for the proposed drainage improvements. Q3 will develop a comparative matrix that defines the configuration, cost, right-of-way, environmental, construction timeline, existing utility impacts, and hydraulic efficiency of each alternative. Q3 will prepare a preliminary engineer’s estimate of probable costs based on unit costs provided by the City and the latest construction bids for similar projects to be provided by the County’s FCD. Conceptual costs for right-of-way acquisition, and environmental mitigation will be included. Q3 will prepare a Preliminary Design Report (PDR) to define the conceptual hydrology and hydraulic models and describe the considered alternatives. The report will include project assumptions, calculations, methods, and graphics for the alternative solutions. The written report and appendices will serve as the technical documentation for the preliminary engineering design. This report shall include the background for the design criteria and assumptions, hydrology and hydraulic model, and identification of the recommended improvements. Q3 will prepare the exhibits for presentation to City Council. Deliverable(s):  One (1) draft PDR in PDF format and hardcopy  One (1) final PDR in PDF format and hardcopy  One (1) set of exhibits for presentation at City Council in electronic format Task 5 – Meeting & Coordination Project Management – Q3 will update the Project Work Plan based on the comments received during the kickoff meeting. The Project Work Plan will build on the proposal with details for each deliverable, schedule, budget, meetings, and QA/QC process. The project schedule will be finalized after the kickoff meeting. During the course of the project, Q3 will attend conference calls and make themselves available for coordination with the team. Coordination Meetings – Q3 will arrange progress status and coordination meetings throughout the life of the project with the City. We anticipate that coordination meetings will take place at project kickoff, draft channel alignment, draft PDR, and final PDR. We anticipate that coordination with the County’s FCD will take place after delivering the draft set of alternative concept plans. Presentation to City Council – Q3 will use the exhibits prepared as part of the PDR development. Q3 will prepare a draft PowerPoint presentation and a script for review by City Staff. Updates to the PowerPoint presentation and the script will be made to address the City’s comments. Our proposal assumes a presentation to the City Mayor and City Council. Deliverable(s):  Draft Presentation in PowerPoint format  Final Presentation in PowerPoint format  Full scale exhibits for presentation at City Council in PDF. Full size hardcopies can be produced by a professional reprographics service using the reimbursable budget. Assumptions: 1. Third Party Fees, if any, to be paid by the City 2. Any other work task not specifically set forth in the above Scope of Services   Packet Pg. 1336 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 11 Anticipated Data Needs At project kickoff, Q3/PEC will work proactively with the City to obtain the following data and initiate the development of the focused drainage study. Anticipated needs may include:  Existing drainage and watershed maps in GIS format.  As-built drawings for the local storm drain facilities and regional drainage systems (Cable Creek).  As-builts for the existing street and utility improvements along W Meyers Road, Belmont Avenue W, and N Little League Road.  Available topography (LiDAR data).  Available utility mapping in the project vicinity.  Construction drawings, drainage reports for Tracts 16502, 16533, 17329, 17367, 20150, and 20539.  Map that defines interim and ultimate land use condition.  Assist in coordination with the County’s FCD to obtain the hydrology study and the RAS hydraulic model for Cable Creek.  Grant no-fee right-of-way access.  And any information or data that is deemed beneficial to the focused drainage study.  Potential access to private property   Packet Pg. 1337 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 12 Anticipated Schedule We have prepared a schedule of project deliverables with the goal of delivering a Final PDR before the end of June 2024. Our due diligence during the proposal stage has allowed us to get ahead of schedule with research. Anticipating the issues enables Q3 to stay in control of a realistic schedule. The following assumptions were made:  Notice to proceed and project kickoff after January 18, 2023  Review of submittals by City – three weeks turnaround  Coordination with the County’s FCD will be initiated at project kickoff In addition, the following measures will be implemented to maintain control of the schedule:  Remi will be the single point of responsibility for meeting the schedule: Our Project Manager is a single point of contact and has the responsibility of tracking progress versus schedule. Remi will maintain lines of communication internally and with the City to keep the staff updated with required action plans to help us stay on schedule.  The proposed staff would be made available for overtime and/or additional staff would be asked to assist. Task Plan Start Plan Duration Weeks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 … 75 01/23/2022 1/30/2022 2/6/2022 2/13/2022 2/20/2022 2/27/2022 3/6/2022 3/13/2022 3/20/2022 3/27/2022 4/3/2022 4/10/2022 4/17/2022 4/24/2022 5/1/2022 5/8/2022 5/15/2022 5/22/2022 5/29/2022 6/5/2022 6/12/2022 6/19/2022 6/26/2022 7/3/2022 7/10/2022 7/17/2022 7/24/2022 7/31/2022 8/7/2022 8/14/2022 8/21/2022 8/28/2022 9/4/2022 9/11/2022 9/18/2022 9/25/2022 10/2/2022 10/9/2022 10/16/2022 10/23/2022 10/30/2022 … 06/28/2024 1. Baseline Collection and Review 1 Data Gathering and Site Visit 1 5 2. Focus Area Hydrology & Hydraulics 1. Hydrology 4 30 2. Hydraulics 7 27 3. Sedimentation and Scour 4 30 3. Evaluation of Interim Detention Basins 3.a Draft Investigation Memo 1 5 CITY REVIEW 6 2 3.b Final Investigation Memo 8 3 4. Preliminary Design Alternatives 1. Existing Utility Alignments 4 4 2. Environmental Assessment/J.D. 4 30 3. Conceptual Right-of-Way Assessment 4 30 4.a Conceptual Exhibits 8 5 CITY REVIEW #1 13 3 4.b Draft PDR and Draft City Council Presentation 16 6 CITY REVIEW #2 22 3 4.c Draft PDR and Draft City Council Presentation 25 9 CITY REVIEW #3 34 4 4.d Final Preliminary Design Report (PDR) 38 38 5. Meetings and Coordination 1 75 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1338 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 13 Experience and Technical Competence Experience Q3 was started as a dba of Proactive Engineering Consultants Inc. (PEC) in January 2018. Since 1993, staff members have partnered with the San Bernardino County Flood Control District and local cities and agencies for the design of stormwater projects including flood control channels, culverts, diversion structures, and stormwater retention and detention basins. Q3/PEC is a full-service engineering firm with expertise in civil engineering, wet utility relocations, dry utility coordination, field surveying and mapping, and construction management.  Regional/Local Hydrology  1- & 2-Dimensional Hydraulic Modeling  Street and Utility Improvement Plans  Cost Estimates  Municipal Storm Drain and Flood Control Channel Design  Stakeholder Coordination (SBCFCD, Caltrans, adjacent Cities, etc.)  Preliminary Site Constraints  Erosion and Sediment Control Plans  Freeway Task Mitigation Analysis Studies  Stormwater Quality / BMPs  Grading Plans and related Studies  CFD Budgets  Right-of-Way Engineering  Wet and Dry Utility Planning/Relocations  3D Laser Scanning  Utility Surveys  Aerial / Photogrammetric Surveys  Topographic Surveys  ALTA / ACSM Land Title Surveys  Construction Management  Dry Utility Coordination  And more… Technical Competence Non-Exhaustive List of Computer Programs owned and proficiently operated by Q3/PEC Staff:  80+ user workstations, all dual screens connected via fiber-optic WAN to facilitate collaboration  Hydrology: AES, HEC-HMS, ArcGIS, XP-SWMM, TUFLOW  Hydraulics: WSPG, HEC-RAS, XP-SWMM, Flowmaster, FHWA HEC Tools  CADD: AutoCAD, BIM, Revit, Civil 3D, MicroStatio, Geopak, Geopak 3D Modeling, InRoads  Conceptual Design: Adobe PDF, Make Sketchup, Revu Bluebeam, Publisher  Collaboration: Sharepoint, Sharefile FTP, MS Teams, GoToMeetings, Webex, etc.  Project Management: MS Project, BQE Core Engineer Q3/PEC has a diversified staff of 80 professional engineers, surveyors, and administrative support. Together with our subconsultant partner, ECORP, we provide the ability complete, upon short notice, a wide range and number of potentials on-call projects for the City. Our proposed team is comprised of a core group of professionals that are familiar with the day-to-day demands of task orders. Should there be a scheduling or scoping challenge arise, we have the ability to bring in internal qualified and experienced staff to augment our productivity and meet the City’s objectives. Our team is dedicated to providing a high-quality product to the City of San Bernardino. We are ready to deliver immediately!   Packet Pg. 1339 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 14 Project Specific Experience RENAISSANCE MASTER PLAN LINE D TO JURISDICTIONAL CACTUS BASIN | RIALTO, CA DATES: 2018-2022 PROJECT INFORMATION Client: City of Rialto Michael Tahan, City of Rialto Former Public Works Director with full knowledge of project. Phone: (909) 262-4770. Email: mtahan@ppmgroup-inc.com Fee: $566,000 Design Remi Candaele, as Senior Project Manager under previous entity, led the preparation of construction documents for the Baseline Road storm drain project. The 9’x7’ box facility starts at Tamarind Avenue and drains east to outlet in Cactus Basin #3 (1.5 miles long). The size drainage infrastructure was optimized using the 2D hydraulic component of XPSWMM. Drainage parameters are consistent with the Cactus Basin Drainage Study (San Bernardino County Flood Control District, 2015) and the San Bernardino County Hydrology Manual. A Composite Utility Plan was created based on record drawings gathered from wet and dry utility companies. The Plan served as a key support to identify the most efficient horizontal and vertical alignments, along with the definition of a trench detail. Coordination with DSOD is necessary to obtain an encroachment permit for penetrating through the jurisdictional dam. Penetration design details include 1:10 concrete structures and articulated joints. The Cactus Basins provided significant flood mitigation benefits to accommodate the undersized and erosion-prone Cactus Channel downstream of Baseline Road. The project includes the preparation of plan, specification and estimates for the storm drain, street, and utility relocation plans. THE PRESERVE DRAINAGE MASTER PLAN UPDATE | CHINO HILLS, CA DATES: 2020-2021 PROJECT INFORMATION Client: City of Chino Natalie Avila, Principal. Phone: 909-334-3406. Email: navila@cityofchino.org Fee: $450,000 Q3 Consulting provided engineering services to update the Master Plan of Drainage for the City of Chino’s “Preserve” area. The original master plan was prepared in 2003 and updated for the Preserve Specific Plan area in 2007. Numerous changes within the Preserve including the on-going widening of Pine Avenue, as well as the offsite watershed changes associated with the Chino Airport and the City of Ontario, have necessitated the need for a comprehensive update to the current Master Plan of Drainage for The Preserve. Q3 prepared updated hydrology in accordance with San Bernardino County Hydrology Manual guidelines for the City and offsite drainage areas. The hydrology incorporated existing studies for the individual tracts within the Preserve into a comprehensive overall master plan, including the integration of existing flood detention basins. Updated hydraulic analyses for six (6) major drainage facilities were prepared to identify deficiencies and provide required facility alignments and sizes for Lines C, F, G, H, I, and J in accordance with the existing and future planned development. Line I was the most critical piece of the master plan update and detailed alternatives, and preliminary plans were prepared for the facility. The facility is proposed to be a double barrel 8-foot wide by 8-foot height reinforced concrete box culvert (RCB) for a reach of 13,000 feet. Q3 prepared 35% plan for the recommended alternative for Line I. A master plan document was prepared to document the methodology and results of the analysis. Updated cost estimates for the drainage facilities were prepared and incorporated into the City’s drainage impact fee (DIF).   Packet Pg. 1340 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 15 MPD SYSTEM T-2 STORM DRAIN AND STREET IMPROVEMENTS | FONTANA, CA DATES: 2018-2022 PROJECT INFORMATION Client: City of Fontana Chris Smethurst, Associate Engineer. Phone: (909) 350-6649. Email: csmethurst@fontana.org Fee: $575,000 Design Remi Candaele, as Senior Project Manager under previous entity, led the preparation of construction documents for 2.5 miles of stormdrain improvements with RCP pipe sizes up to 96-inch diameter, for the master-planned Cypress Avenue storm drain (MPD Line T-2). The facilities start at Sierra Avenue and drain west to the intersection of Cypress Avenue and Foothill Boulevard and continue southbound on Cypress Avenue to connect to the County 9’x7’ West Fontana Channel lateral near the intersection with Orange Way. A detailed Composite Utility Plan was created using base files and record drawings gathered from wet and dry utility companies. The Plan served as a key support to identify the most efficient horizontal and vertical alignments, along with the definition of a trench detail. A feasibility evaluation for curb, sidewalk, and accessibility improvements was performed to identify design alternatives and itemize potential repairs. Street Improvements include 3,000 lineal feet of raised landscaped medians, two traffic signal modifications; widening the Foothill/Juniper intersection; 1.25 miles of ADA retrofit of all sidewalks, curb ramps, and driveway approached; and 2.25 miles of pavement rehabilitation. A construction phasing plan was also prepared to minimize impacts on local traffic and residents. The project includes the preparation of plan, specification and estimates for the storm drain, street, and utility relocation plans. NORTH EASTERN SPHERE ANNEXATION SPECIFIC PLAN (NESASP) STUDIES | SAN BERNADINO COUNTY, CA DATES: 2018-2020 PROJECT INFORMATION Client: San Bernardino County Flood Control District David Doublet, Assistant Director. Phone: (909)387-7918. Email: ddoublet@dpw.sbcounty.gov Fee: $120,000 Q3 team members provided hydrology and hydraulic engineering services to support the NESASP. Work included preparing regional hydrology to develop peak flows tributary to the proposed project site. The main offsite area includes the mountainous area between the Deer Creek and Day Creek dams. Evaluations included removing a portion of the inline detention basin “levee” system to allow flows to naturally run through the project site. Q3 Team members worked directly with SBCFCD to review their HEC-RAS 5.0 two-dimensional (2-D) models. Standard hydraulics were also performed by the Q3 Team members to identify appropriate levee removals that would not impact the downstream floodplain. Engineering services also include evaluating natural bottom culverts and bridge type structures for proposed roadway crossings within the project site. Hydraulic models extended down to Banyan Street, where SBCFCD has several culverts under the roadway. Our team evaluated alternatives with the goal of not impacting these, or any downstream, structures. Q3 Consulting is now contracted to support regional planning for the flood control facilities within the project. As part of this effort, Q3 Consulting has been requested to provide oversight for the SBCFCD 2-D modeling effort.   Packet Pg. 1341 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 16 FONTANA FOCUSED DRAINAGE MASTER PLAN UPDATE| FONTANA, CA DATES: 2018-2020 PROJECT INFORMATION Client Reference: City of Fontana Kathy Raasch, Sr. Engineer. Phone: (909) 428-8814. Email: kraasch@fontana.org Fee: $100,000 Q3 Consulting provided engineering services to prepare a focused drainage study for a portion of the City of Fontana master plan of drainage. The study focuses on the north portion of the City evaluating two major drainage areas: the area tributary to the Duncan Road storm drain (Line A), and the area tributary to the Summit Avenue storm drain (Line B). This project involved coordination and acceptance of methodology from San Bernardino County Flood Control District as Line A discharged into the Hawker-Crawford Channel and a majority of Line B was already constructed and discharged into the San Servaine Basin. This study was instigated by the proposed development (The Arboretum) by Lewis Management Corporation. As part of their agreement with the City, Lewis would construct the main storm drain infrastructure along Dunlap Road, or Line A. Previous studies had been prepared proposing large conduits. Q3 was hired to re-evaluate the system hydrology and hydraulics models fix discrepancies, update land uses and evaluate the required facility type and size. Rational and Unit Hydrograph hydrology was prepared and routed through the conduit system with complex diversions, and multiple tributary hydrographs. As part of this study, Q3 evaluated the potential diversion of flows from Line A south to Line B since the newly constructed Line B had substantial freeboard associated with it. Q3 also focused on diverting flows from both Line A and Line B to a series of man-made lakes within the Sierra Lakes development. Diverting flows into these lakes was evaluated to store and percolate flows to maximize potential ground water replenishment.   Packet Pg. 1342 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 17 WHITEWATER RIVER CHANNEL AND GRADE CONTROL IMPROVEMENTS| INDIAN WELLS, CA DATES: 2018-2021 PROJECT INFORMATION Client: City of Indian Wells / The Wildlands Conservancy Jack Thompson, The Wildlands Conservancy (TWC). Phone: (760) 325-7222. Email: Jack.t@twc-ca.org Fee: $429,000 Q3 provided engineering services for the analysis and conceptual design for improvements to the Whitewater River, as part of the Indian Wells Crossing development project. The team prepared a basis of design report and identified recommendations for proposed improvements to the Whitewater River Stormwater Channel (WWRSC). The project reach within the WWRSC extends approximately 3,000 feet downstream of Miles Avenue Bridge and 1,500 feet upstream (west) of the bridge. The work included the evaluation of new slope lining and stabilization/modification of grade control structures along a one-mile reach of the channel. The channel has a 100-year design discharge of 47,000 cfs. Technical studies included river hydraulics, long-term sediment transport, and scour studies along the channel and at the bridge and drop structure locations. The detailed analyses included HEC-RAS hydraulic models, scour calculations, sediment transport modeling, drop structure evaluation and design, and local bridge element scour calculations. Based on the results of the studies the project scope was expanded to develop improvement plans for the required improvements. Processed the plans and report through CVWD for approvals. The proposed improvements include construction of approximately 12,000 lf of concrete slope lining, improvements to existing grade control structure, and several storm drain outlets to the WWRSC for local drainage. Proposed improvements were designed in accordance with CVWD and Riverside County criteria. Several workshops were held with the approving agencies and their review consultant to develop a design that meets the needs of the project and would be acceptable to CVWD when dedicated to them for ownership and maintenance. GRAND TERRACE FOCUSED AREA MASTER PLAN UPDATE| GRAND TERRACE, CA DATES: 2019-2022 PROJECT INFORMATION Client: City of Grand Terrace Alan French, Principal Engineer. Phone: (909) 824-6621 X251. Email: afrench@grandterrace-ca.gov. Fee: $124,000 Q3 Consulting provided engineering services to update the “Pico” area of the City’s master plan of drainage. The City’s draft master plan update was never completed and lacked the necessary information for the required storm drain sizes associated with new development projects. The update for the Pico area included an advanced hydrology/ hydraulic SWMM model that used a combination of 2-d surface flow analysis with a 1-d subsurface (storm drain) analysis. Due to the steep terrain, and gridded street network, a rain-on-grid approach was used for the developed urban areas to more accurately determine the stormwater run-off patterns. The rational method and unit hydrograph hydrology for the hillslopes tributary to the urban areas were prepared in accordance with San Bernardino County hydrology methods and incorporated into the advanced models. The update included the evaluation of the existing watershed conditions to identify the deficiencies and flood prone areas. These areas were confirmed through discussions with City staff and review of historic flooding documentation. Q3 identified a set of potential alternatives and evaluated the effectiveness in the hydrology/hydraulic model. The results of the alternatives analysis runs were used to determine the most cost-effective solutions for the deficient areas. Alignments and facilities sizes were prepared for the recommended storm drain systems. A focused master plan update report was prepared and processed for approval through the City.   Packet Pg. 1343 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 18 Additional References Project Representative Image Description Reference As-Needed Stormwater On-Call And Regional Storm Drain Improvements Huntington Beach, Ca Fee: $290,000 Remi Candaele, as Senior Project Manager under previous entity, and Q3 Staff have been assisting the City with its Stormwater Implementation Program, providing a wide range of services. A few services have included the preparation of: Construction documents for LID and Trash BMPs including the McCallen Park Water Quality Improvements to remove trash and debris from more than 2 square miles. Design challenges included: Shoring for a 32-foot-deep pit for the implementation of the hydrodynamic separator Jim Merid Principal City of Huntington Beach (714) 375-8445 jim.merid@surfcity-hb.org LACCD A/E On-Call: Stormwater Mitigation Improvements Sylmar, Ca Fee: $375,000 Remi Candaele served as Senior Project Manager under previous entity and led architecture, engineering, surveying, and construction administration services for the preparation and the implementation of the stormwater program in response to the anticipated Phase II Permit. Tasks performed included Plans, specification, and estimates for storm drain, sewer, water quality, street, electrical, and landscaping improvements. CGP Inspections and QSP support. Stormwater capture and reuse studies. Natalie Mason Project Manager Los Angeles Community College District (818) 367-7236 Natalie.Mason@build-laccd.org Pine Avenue Widening City of Chino, CA Fee: $3,500,000 Design Q3 prepared technical hydrology and hydraulic studies and construction documents for the storm drain facilities associated with the widening of Pine Avenue from Euclid Avenue to Hellman Avenue, a 2-mile reach in the City of Chino. The roadway is being widened to support the increased traffic demand as a result of the buildout of the Chino Agricultural Preserve area. Detailed street flooded width, catch basin, and storm drain hydraulic calculations were prepared to support the design. Amer Jakher Director of Public Works City of Chino 909-334-3265 ajakher@cityofchino.org County of Ventura On- Call Stormwater Assistance Ventura, CA Cumulative Fee to Date: $490,000 Assisting the Countywide Stormwater Implementation Program with: (1) design services for storm drain, drainage, and regional BMP projects to meet TSOs milestones ; (2) Perform reviews of LID Reports, grading plans, and drainage studies as part of the County’s discretionary and grading permit applications; (3) Coordination and review of plans, reports, and estimates from Caltrans District 7 for the joint stormwater project in Saticoy; and (4) Development and implementation of system-wide drainage and stormwater improvements to address the TMDLs and known flooded locations. Ewelina Mutkowska CSP Manager County of Ventura Watershed Protection District 805.645.1382 Ewelina.Mutkowska@ventura.org   Packet Pg. 1344 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 19 Testimonials “It has been a true pleasure working with you (Remi) and your team, your performance has been worth commending and I have no doubt it will only get better as the projects move forward.” Monelito Mendoza, BuildLACCD Stormwater Improvement Project Manager “I would definitely have positive feedback to share.” Jim Merid, Environmental Principal Engineer, City of Huntington Beach “I have no reservation whatsoever in recommending Mr. Remi Candaele, PE for the 2-dimensional rainfall-runoff model of the City’s watersheds.” Brent Siemer, Deputy Public Works Director, City of Simi Valley Underground Detention and Infiltration, Sylmar,CA Avenue E culverts under construction on Wilson Creek in City of Yucaipa Storm Drain Encasement to Santa Clara River Levee System, Oxnard, CA   Packet Pg. 1345 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 20 Schedule of Charges A detailed schedule of charges is included. The cost proposal includes hourly rates for all staff, anticipated direct and indirect charges, costs for site visits, reproductions, and other miscellaneous reimbursable expenses.   Packet Pg. 1346 Proposal for Focused Study Meyers Creek Drainage System Q3 Consulting/PROACTIVE P a g e | 21   Packet Pg. 1347 Estimated CSDP Area E11 CSDP Estimated   Packet Pg. 1348   Packet Pg. 1349 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 i | Page Table of Contents 1. Approach to the Scope of Services ................................................................... 1 2. Proposer’s Personnel ....................................................................................... 9 3. Qualifications and Experience ........................................................................ 23 4. Availability of Staff ......................................................................................... 26 5. Subconsultants .............................................................................................. 27 6. Local Preference ........................................................................................... 27 7. Information Request ...................................................................................... 29 8. Comments or Suggestions ............................................................................. 29 9. Cost Proposal ................................................................................................. 29   Packet Pg. 1350 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1351 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 1 | Page 1. Approach to the Scope of Services 1. Design Phase Provide Site Topo Survey - Overall topographical survey to determine elevations and drainage patterns. Data will be used for the grading design of several features requested as part of the project. The final digital file will be surveyed points locating finish surfaces for hardscapes as well as culvert inverts throughout the reach of the channel. The limits of the survey will be from the top of W Meyers Rd to the discharge point at Cajon Wash. Each point will have a coordinate for horizontal location with an elevation based on a specified datum. The data for the survey file will have a basis of bearing for horizontal control with a basis of elevation (datum) for vertical control. Provide Geotechnical Services – The goal is to investigate subsurface characteristics and provide recommendations for an optimal method of improvement from a geotechnical perspective. During the preliminary review, subsurface exploration will be done at the proposed reach of the channel where accessible. Hydrology/Hydraulic study – Initial hydrology study to determine the following: • Prepare a 100-year storm event drainage analysis of the study area using the worst of the 1-hour, 3-hour, 6-hour, and 24-hour design storm frequencies. Elevations for the watershed shall be obtained from the USGS maps. Channel elevations to be obtained from topo/survey data. • Preliminary design solutions with estimates will be presented. Once an initial field walk and drainage study of the existing channel is completed, a more comprehensive list of potential issues can be more clearly identified. Problems we will look at will be scour, sediment transport, and discharge to Cajon Wash. We will look at the street crossings and culverts and look at overflows to ensure the street crossings are strong enough to withstand the 100-year storm. In addition, an analysis of open vs. closed system will be shown, where the benefits and problems of each system will be presented. • Once a design has been agreed upon between the City and the Consultants, a final hydraulic analysis will be calculated and construction plans with specifications, and estimates will be put together for submittal. This construction design will be to accommodate the 100-year storm event. • A preliminary design of a 500-year storm event with an estimate of probable construction costs will be presented. With storm events of this magnitude, additional factors must be investigated. Since the velocity of the channel will increase, the height of the embankments must be looked at in detail with comparison to the water surface; the width of the channel must be investigated to see if it’s feasible to widen the channel to take the additional flows. Also, the streets crossing must be investigated to see if there is an increase in velocity for the overflows. Meetings with City Staff – To ensure a seamless communication with the City, we will plan in-person meetings at the City to discuss details on conceptual layouts and details needed or required from City staff. Meetings will be scheduled as needed. The goal is to make sure the ideas required or recommended by the City is implemented in the conceptual plans. This will avoid any conflicts in the construction phase of the project. San Bernardino County Coordination – Coordinate approvals and permitting with San Bernardino County. Any exhibits or paperwork/forms will be put together and submitted within the timeframe of the City. Any additional requirements from the City will be incorporated into the design and will be part of the exhibit for San Bernardino County.   Packet Pg. 1352 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 2 | Page Final Presentation to City – Prepare and provide a 20-minute presentation to the San Bernardino City Mayor and City Council. This presentation will be complete bringing up existing conditions and problems defined. The Final design for both the 100 year and 500 year storms will be discussed showing which design would be recommended for construction. 2. Construction Design Phase Prepare 60% Design PS&E – The submittal package will be comprised of the Hydrology/Hydraulic calculations, plan/profile of existing and proposed improvements, specifications, and cost estimate for construction. The specification will be a multi-page document that will clearly list out every bid item that will be used to construct this project; the estimate will be a spreadsheet listing out the cost and quantity of every bid item listed in the specification; and reports for Hydrology/Hydraulics will be submitted to show our calculations for our design. Prepare and Submit 90% PS&E – Respond to comments from the previous 60% submittal. A 90% submittal will be put together which will include a full set of plans, specification, estimate and reports. In addition, each page received from the City will be looked at and marked with a check mark to notify that the comment was looked at and revised as noted. Prepare Final PS&E – Respond to comments from the previous 90% submittal. A final submittal will be put together which will include a full set of plans, specification, estimate and reports. Since these plans are final, the plans will be signed by the Engineer of Record. 3. Bid and Construction Support Respond to RFIs – Request for Information (RFI) will be a high priority. Any RFI received will be responded to immediately, documented, and sent back. We will keep close communication with the contractor to ensure that questions are answered in a timely manner. Approved Submittals – Any additional documents, specifications, or drawings will be looked at. The engineer of record will coordinate with the CM to approve these submitted documents prior to construction.   Packet Pg. 1353 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 3 | Page Project Site Photographs   Packet Pg. 1354 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 4 | Page   Packet Pg. 1355 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 5 | Page   Packet Pg. 1356 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 6 | Page   Packet Pg. 1357 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 7 | Page   Packet Pg. 1358 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 8 | Page   Packet Pg. 1359 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 9 | Page 2. Proposer’s Personnel Organization Chart Sid Mousavi, MSCE, PE Principal-in-Charge Aidan Mousavi, MBA, PE, QSP/QSD QA/QC Engineer Christopher Ley, PE Senior Engineer Shawnt Babakhanian CAD Manager Francisco Calderon, PE, QSP/QSD Project Manager Bahar Baradaran Engineering Assistant On-Point Land Surveying, Inc. Surveying Subconsultant J.E. Miller & Associates Geotechnical Engineering Subconsultant   Packet Pg. 1360 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 10 | Page Resumes Sid Mousavi has over 35 years of experience in engineering projects covering a wide range of municipal management, civil engineering, transportation, public works, construction management, traffic engineering, community development and redevelopment, parks and recreation facilities, and public and private land development. As the Chief Executive Officer at Infrastructure Engineers, Sid is responsible for the direction and administration of internal services, civil engineering design, city services and other corporate management responsibilities and matters. Prior to joining Infrastructure Engineers, Sid’s accomplishments included serving as City Manager, Director of Public Works, and City Engineer for various cities in Southern California, with responsibilities for directing and administering such functional elements as engineering, planning, building & safety, facilities and equipment, landscaping, streets, environmental services, transportation, transit, and other municipal services. Responsibilities also included communication with City Councils, City Commissions, other city departments and governmental regulatory agencies, utility companies, contractors, consultants, and the general public. Sid has performed the entire spectrum of engineering activities, which include engineering investigations, conceptual and feasibility studies, planning/scheduling, design, specifications, cost analysis, cost estimating, contract negotiations, construction management and engineering support services. Sid has served as the Contract City Engineer for the following cities: Relevant Experience Principal-in-Charge, Various Capital Projects, City of South El Monte, CA. Sid was responsible for contract oversight of capital projects for the City, which included the Safe Route to School Project – Pedestrian Improvement Project, Durfee Avenue Project – Street and Median Improvement Project, Thienes Avenue Project – Street Improvement Project, and the New Temple Park Improvements – Prefabricated Modular Restroom. City Engineer, City of Bell Gardens, CA. Sid was responsible for approving all capital projects for the City and providing cost estimates and budgets for new and upcoming projects. Supervised various Infrastructure Engineers projects as the designated Principal-in-Charge. Participated in development meetings and provided support for various land development projects by establishing conditions for approval of projects. Supervised and directed traffic engineering and water engineering activities of the City. Attended City Council meetings and provided  City of Bell Gardens  City of Montebello  City of Irwindale  City of La Puente  City of Baldwin Park Education: •MS, Civil Engineering, California State Polytechnic University, Pomona, CA •BS, Civil Engineering, California State Polytechnic University, Pomona, CA •BS, Irrigation Engineering, Azerbaijan University, Iran Registrations/Certificates: •Registered Civil Engineer, CA, No. 42645 Years of Experience: 35+ Sid Mousavi, MSCE, PE – Principal-in-Charge   Packet Pg. 1361 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 11 | Page reports of engineering projects to the City Council. Oversees the City’s NPDES program and MS4 Permit compliance. Principal-in-Charge, City of Brea, CA. Sid was responsible for oversight of performance of professional services to provide plans, specifications and estimates for rehabilitation of alleys east of Brea Boulevard and south of Imperial Highway to Date Street, Downtown Parking Structure 1 Sewer Line Upgrade, and Sewer Main Repair in Alley west of Brea Boulevard and south of Imperial Highway. Principal-in-Charge, Various Street Improvements, City of Lynwood, CA. Sid provided oversight of design, construction management, and inspection of street improvements for Linden Street, Virginia Avenue. Walnut Avenue, Redwood Avenue, Elmwood Avenue, Olanda Avenue, and Las Flores Boulevard. The project included topographic surveying to address the drainage issues, removal, and replacement of broken or missing gutters and curbs, subsurface investigation of the existing asphalt structure, replacement of existing damaged or substandard driveways, removal and replacement of trees that have caused damage, design of ADA-compliant ramps, and repair or placement of sidewalks, where necessary. Infrastructure Engineers also provided bid administration, construction management services, and inspection for these projects. Interim City Manager, Director of Public Works & Planning and City Engineer, City of Baldwin Park, CA. Served as Interim City Manager during a 14-month vacancy at the City of Baldwin Park, Responsible for the development of the $40 million annual operating and capital budgets, including the identification of new revenue sources for the City. Involved in labor negotiation with seven city labor groups. Also responsible for the enhancement of the City’s public information and public relations materials, policy development and implementation, and general administrative oversight of the City’s six departments and more than 300 employees. As Executive Director to the City’s Community Development Commission, directed the City’s redevelopment activities. Also served as Executive Director of the Baldwin Park Housing Authority, which provided housing services for Baldwin Park as well as the cities of Duarte, El Monte, Monrovia, and West Covina. City Engineer, City of Bell Gardens, CA. Served as the City Engineer under a general contract to provide City Engineer services. Responsible for all capital improvement programs, land development, traffic engineering, water engineering, and redevelopment engineering. City Engineer, City of Montebello, CA. Sid was responsible for all the City’s engineering issues and projects, including overseeing the City’s engineering staff. Also served as secretary to the Traffic Commission, preparing all reports and projects to the Engineering Division.   Packet Pg. 1362 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 12 | Page Francisco Calderon has over 25 years of professional experience in both civil and hydrological engineering design which covers all aspects of hydrology and hydraulics. Francisco’s experience includes design of major drainage systems, preparation of stormwater pollution prevention plans, Water Quality Management Plans, and hydrology reports. Relevant Experience Project Engineer, Yorba Linda Master Plan of Drainage, Yorba Linda, CA. Performed Hydrology calculations using Advanced Engineering Software (AES) software program. The entire Yorba Linda watershed consisted of hundreds of Acres. There were several watersheds that we had to analyze to get an accurate calculation. For our analysis, we used Rational method for watersheds under 640 acres and Unit Hydrograph method for watershed areas above 640 acres. We calculated all discharges at every node for the city limits of Yorba Linda and analyzed all the pipes that were deficient. We then calculated proposed pipes to accommodate discharges and proposed structures or basins to support the calculated discharges. For our network pipe calculations, we used Water Surface Pressure Gradient software (WSPG). This gave us the proper Hydraulic Grade Line which gave us the exact information we needed for pipes that were deficient. A full report was then prepared stating the pipe improvements that had to be done to accommodate the flows. This was all part of the Master Plan. Project Engineer, San Timoteo Creek for the U.S. Army District, Riverside, CA. Assisted in the preliminary design for this 2.5-mile channel consisting of 11 retention/detention basins. The section of the channel consisted of buried soil cement banks on each side covered with natural dirt for vegetation. The channel depth varied from 27 to 36 feet with 10 to 16 feet reserved for sediment. The purpose of the project was to minimize erosion on the channel. Initial velocities were high and the volume of the sediment at the bottom of the channel was substantial. Our approach to the project was to flatten the existing slope of the channel to where the velocities were more manageable. Then, we designed drop structures at several locations with cement energy dissipators to ensure the beginning and end elevations remain the same with a better result with water and sediment control. Responsible for centerline control geometry, plan, profile, and cross-sections. Project Manager, Space Center, Mira Loma, CA. Project Manager and Designer for 50 AC commercial site. Design approach was to comply with Water Quality issues and Grading. Initial entitlement has been the initial push for this project. The design was a commercial warehouse building with parking throughout the site. The overall site had a moderate slope, which resulted in better flows for the parking area. With the site so large, we were able to capture the storm waters via sheet flow at the upper portion of the parking with a few inlets at the lower end. A channel ran through the middle of these parcels but any discharge to this stream had to be filtered due to the WQMP requirements by Riverside County Flood Control (RCFC). For our situation, several designs of bioswales and sand filters were implied in this project to acquire an agreement with RCFC. The Education: •BS, Civil Engineering, California State Polytechnic University, Pomona, CA Registrations/Certificates: •Registered Civil Engineer, CA, No. 58840 •Qualified SWPPP Developer (QSD) No. 22435 Years of Experience: 25+ Francisco Calderon, PE, QSP/QSD – Project Manager   Packet Pg. 1363 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 13 | Page bioswales were designed to initially filter out the flows with the required contact time, then the flows discharged into the sand filters for additional percolation before going into the channel. Project Engineer, Palisades, Corona, CA. Worked as Project Engineer to design Hydromodification and Water Quality design for Condominium in Corona. The project consisted of several hundred units which was adjacent to a wash. The goal was to design post discharge flowrate to be equal or less than existing flowrates. In addition, the requirement of hydromodification was required with the water quality requirements. During the study of grading and drainage flows, it was apparent that the site could be split into two different systems. So, an underground system was designed for each side of the development. This method enabled the developer more useable space in the long run which made the construction of the site less complicated when it came to grading. Project Engineer, SoCal Gas Company, Playa Del Rey, CA. Francisco was the Project Engineer assigned to design erosion control BMPs to protect the steep slopes on the SoCal Gas property. This occurred before the big, expected rains of El Nino and SoCal Gas wanted to protect the slopes to avoid any slope failures during the rainstorms. The task was to visit the site, make design decisions for the most feasible BMPs for the site, then present a construction drawing for SoCal Gas to approve. After the initial visit, the team noticed that a few parts of the slope were steeper than 1:1 which meant that additional slope stability measurements had to be taken using either soil nails or retaining walls. Through the help of the onsite soils engineer, the team was able to determine that using Geotextiles Mats were appropriate for most of the slopes considering these measures were only temporary. Additionally, they were able to stabilize the existing silt fences by installing sandbags at the base.   Packet Pg. 1364 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 14 | Page Aidan Mousavi’s professional focus is primarily on the field of city engineering and environmental infrastructure by providing civil engineering assistance to Public Works and Engineering Departments. Aidan’s experience includes Traffic signal design, traffic impact analysis, calming studies, warrant reports, roadway design projects, parks, and downtown revitalization design projects, contract procurement, grant applications, project management, and administration. Aidan is familiar with municipal protocols and works within these structures to conduct field inspections and develop annual compliance reports. As an MBA graduate, Aidan brings his academic knowledge to Infrastructure Engineers to work with the firm’s Operations Manager to manage all Capital Improvement Program (CIP) and non-CIP projects. Relevant Experience Associate Engineer, San Gabriel River Bikeway, City of Baldwin Park, CA. Aidan designed a Class I bikeway route with new decorative solar powered streetlights. Designed LID and Green-Street elements. He also prepared plans, specifications and estimate for City bidding. Developed Stormwater Pollution Prevention Plan (SWPPP) including erosion control plan. Associate Engineer, Water Well No. 1, City of Bell Gardens, CA. Expanded a water well pumping station and installed a 25 ft. reservoir on site. This required expanding the concrete working area by around 12,000 square feet. The area was flat, so area drains had to be designed to capture all the flows from the east side to the west which all discharges into an existing catch basin. The flows were captured with new storm drainpipes which connected to an existing system. In addition, this site had to comply with MS4 permit and hydrology retention basin requirements. To accomplish this, storm drainpipes were re-routed to discharge into an underground detention chamber. This chamber was sized to comply for both requirements which simplified our design. The chambers were designed to percolate storm flows and an overflow pipe is designed to flow into an existing catch basin during large storm events. Project Manager, NPDES Watershed Management Plan, City of Bell Gardens, CA. Aidan worked with over 20 agencies to prepare a comprehensive watershed management plan and coordinated integrated monitoring program to reduce the levels of pollution into the Rio Hondo River and assisted in developing, planning, and phasing the underground Ford Park Cistern Project. Design Engineer, Coachella Grow Engineering Services, High Hampton, City of Coachella, CA. Designed and designated catchment areas on 11-acre lot along with sizing and slope of pipe to divert water. Designed retention basin and dry wells to intercept runoff from catchment areas with intent to infiltrate the entire site’s runoff. Developed hydrology and hydraulics report to summarize findings and method for grading plans and retention basin size per Riverside County and City of Coachella Design Education: •MBA, General, California State Polytechnic University, Pomona •BS, Civil Engineering, California State Polytechnic University, Pomona Registrations/Certificates: •Registered Civil Engineer, CA, No. 91136 •QSP/QSD No. 91136 Years of Experience: 10 Aidan Mousavi, MBA, PE, QSP/QSD – QA/QC Engineer   Packet Pg. 1365 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 15 | Page Standards. The main objective for this project was designing a cannabis cultivation facility with parking and right-of-way improvements. Engineering Supervisor, San Gabriel River Bikeway Environmental Services and Permits, City of Baldwin Park, CA. Responsible for developing and approving SWPPP so all pollutants and their sources, including sources of sediment associated with construction site erosion and all other activities associated with construction activity were controlled. All discharges were identified and either eliminated, controlled or treated. BMPs selected that are effective and result in the reduction or elimination of pollutants in stormwater discharges. Post-construction BMPs are identified and installed during construction that are intended to reduce or eliminate pollutants after construction is completed. Developed methods to implement BMP inspection, visual monitoring, Rain Even Action Plan (REAP) and Construction Site Monitoring Program (CSMP). Gertrude Drive Street Improvements, City of Lynwood, CA. Developed Plans, Specifications and Estimate (PS&E) package for water improvement along Gertrude Drive. Designing 8” D.I.P Water Main complete with tees, service lines, water meters, water boxes, wedge gate valves, transition couplings, thrust blocks, reducers etc. Plans included asphalt and concrete repairs along with plan and profile for curb and gutter drainage. Engineering Associate, Traffic Signal Improvement at Olive Street and Phelan Avenue Intersection, City of Baldwin Park, CA. Aidan prepared a signal warrant study for the intersection of Olive and Phelan per the City’s request. After having passed warrant requirements, Aidan had designed proposed improvements to make the intersection signalized. The improvements included pavement rehabilitation, ugrading ramps to be ADA compliant, striping crosswalks and camera detection. Associate Engineer, ATP Cycle 2 – Unprotected Crosswalk Safety Enhancement Improvements City of Huntington Park, CA. The City requested Infrastructure Engineers (IE) to revise and complete the current Plans (39 sheets), Specifications and Estimates which had been prepared by Transtech. The scope included 22 intersection improvements for pedestrian accessibility and safety. The City also requested IE to obtain E76 for construction since it has only obtained Preliminary Environmental Study (PES) certifications from Caltrans. In order to complete the E76 process, the Right of Way certifications and request for construction was required before completion, this process took between 6-8 weeks after completion of the 100% PS&E documents. Supervising Engineer, Slauson Avenue Congestion Relief Improvements Project, City of Huntington Park, CA. The City of Huntington Park was awarded a Metro Grant for Slauson Avenue Congestion Relief Improvements Project (MR306.83) for the design of five (5) intersections along the Slauson Avenue corridor and all other associated improvements to increase safety, intersection capacity, and operations. The design phase was part of the I-710 Early Action Projects program. Aidan provided design services for the project while also pursuing the construction funding through the Gateway Cities COG, I-710 Project Committee. CIP Manager, City of Montebello, CA. Aidan was responsible for reviewing CIP and land development projects by establishing project priorities and scheduling. He evaluated work products of staff and contractors, developed project budgets, prepared cost estimates, coordinated multiple projects with other City departments, analyzed   Packet Pg. 1366 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 16 | Page specifications, and made recommendations to City staff. Provided oversight for the City, ensuring that all major projects were running smoothly. Hosted pre-construction meetings with the contractors, construction managers, and City staff. In these meetings, ensured the construction manager understood relevant job duties as explained in the scope of work, and that the project was kept within budget and schedule while meeting all safety requirements. Assisted City residents with their concerns over the phone, at the front counter, and onsite. Engineering Assistant, City of South El Monte, CA. Assisted the City Engineer by providing counter staff support and responding to inquiries at the Engineering counter; responded to contractors, engineers, and architects; provided various engineering information, such as traffic counts data, surveying information, and City, county, and state standards. Conducted research, compiled data, and reports for the City Engineer, conducted field visits for land development projects, when required; responded to telephone inquiries and generally assisted the department and the public with their needs and requests. Assisted with NPDES compliance requirements by providing annual training to field staff and by preparing the City for audits from the county or state Water Boards. Managed the City’s goal in attaining Climate Registered status. Hosted weekly meetings between various departments to elaborate on recent activities taking place within the City and proposed activities to take place in the future. Wrote warrants to be paid to contractors and issued permits to be paid to the City. Drafted staff reports, resolutions, and Requests for Proposals (RFPs) to be presented to Council. Attended City Council meetings to be well informed on the needs of the public and the intended direction of the Council. Maintained correspondence between all relevant government agencies such as LA Metro, Consolidated Sewer Maintenance District, Caltrans, etc. Managed plan checking services by maintaining the log, hosting meetings between developers and the plan checker, and drafting fees to be paid. Proofread and refined all documents from the Public Works Department. Organized and maintained all Public Works documents in the appropriate physical and electronical files.   Packet Pg. 1367 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 17 | Page Christopher Ley has over 15 years design and engineering experience. He is excellent when it comes to CAD and graphic design. His experience includes civil engineering design including street layout, hydrology, drainage, sewer design and grading for residnetial and commercial projects. Relevant Experience Project Engineer, Walden and Associates, Irvine, CA. Christopher was responsible for civil engineering design including street layout, hydrology, drainage, sewer design and grading for residential and commercial projects. Skilled in developing plans and survey data sets using AutoCAD Civil 3D 2012 and 2016. Production of reports using Microsoft Word and Excel, Bentley WaterCAD, and Bluebeam. Staff Engineer/CAD Manager, WWD/L&S Engineering, Monterey, CA. Responsible for civil engineering design including street layout, hydrology, drainage, sewer design and grading for residential and commercial projects. Skilled in developing plans and survey data sets using AutoCAD Land Desktop 2006 and AutoCAD Civil 3D 2011. Responsible for company's migration from Land Desktop 2006 to Civil 3D 2011. Subsequent duties as CAD Manager, responsible for all training in Civil 3D after initial offsite classes, development of comprehensive styles and description key sets, and implementing transitions to Civil 3D standards from Land Desktop. Also developed training aids and curriculum for transition. Responsible for conversion of Civil 3D files for Revit. CAD Manager/Senior Draftsman, Saroyan Masterbuilders, Sand City, CA. Responsible for residential and commercial design and drafting while ensuring ADA compliance, egress requirements and coordination of plans from various disciplines into a single set. Was responsible for implementation of AutoCAD 2006 system, training of 2 supervisors, development of CAD standards and overseeing transition from hand drafting. Drafting and Engineering Manager, Greenway Design, Marina, CA. Residential design and drafting including determination of code compliance for lateral stability and egress. Extensive experience with MicroStation V8 and Triforma production drafting of residential structures, including application of engineering notes. Senior Draftsman, Lindal Cedar Homes, Inc., Seattle, WA. Senior draftsman with responsibility for residential design and drafting, including determination of code compliance for lateral stability and egress. Instrumental in creating structural designs of posts and beams for a variety of vertical and lateral loads. Pioneered development of various charts as aids in design of structural elements. Directly involved in the implementation of MicroStation Triforma 3D and developed methods of aligning nonplanar elements that were subsequently used by MicroStation in their official training programs. Education: •BS, Civil Engineering, Oregon State University Registrations/Certificates: •Registered Civil Engineer, No. 80620 Years of Experience: 15+ Christopher Ley, PE – Senior Engineer   Packet Pg. 1368 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 18 | Page Shawnt Babakhanian has 30 years of experience in the preparation of contract drawings for a variety of civil engineering, transportation engineering, and structural engineering projects. He also has extensive knowledge and expertise in both IT and CADD management. Relevant Experience Designer/Drafter, Safe Routes to School - Pleasant View, Vineland and Tracy Elementary Schools, City of Baldwin Park, CA. The project consisted of preparation of PS&E for new signing and striping, curb extensions, new curb and gutter, sidewalks, ADA-compliant ramps, and pavement. Other improvements included the installation of detectable warning surfaces. The project consists of work on nine intersections. Designer/Drafter, Safe Routes to School Program Implementation Plan, Bell Gardens High School & Garfield Elementary School, City of Bell Gardens, CA. Responsible for all drawings for this project, which included removing existing markings, rehabilitating pavement areas, installing zebra crosswalks, raised truncated domes, bulb-outs, pedestrian countdown signal heads, solar streetlights, solar radar speed feedback signs, pavement legend, and marking, striping, markers at 15 intersections. Designer/Drafter, Federal Safe Routes to School Program Implementation Plan - Eastmont Intermediate School, City of Montebello, CA. Responsible for all drawings for this project, which included school-area improvements by replacing school crosswalks, concrete sidewalk, signs, traffic striping, markers, pavement markings to increase the safety of children walking to school. Designer/Drafter, Traffic Signal Modification at Nelson Avenue and Sunset Avenue, City of industry, CA. Provided design assistance and plans for this project, which included construction of roadway improvements, including removal of existing improvements including AC pavement, concrete sidewalk, curbs and gutters, storm drain improvements, landscaping and traffic signals, and construction of new street and sidewalk improvements, including new PCC curb and gutter, PCC sidewalk, storm drain catch basins, drainage inlet modifications, AC pavement sections, and replacement of the traffic signal system located at the intersection. Designer/Drafter, Elm Street ADA Accessibility Project, City of Montebello, CA. Responsible for the preparation of plans and details. Involved in detailed field investigations, including a field survey of curb ramps, driveways, and sidewalks. Specifications and cost estimates were prepared for ADA accessibility improvements. Quality assurance/quality control was put into practice to ensure the improvements were completed as defined by the client. Certificates: •AutoCad Glendale College, Glendale •AutoCad Civil 3D Westech College, Pomona •Microstation Westech College, Pomona •Land Development Desktop Westech College, Irvine Years of Experience: 30 Shawnt Babakhanian – CAD Manager   Packet Pg. 1369 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 19 | Page Designer/Drafter, Alley Improvement Project, City of Bell Gardens, CA. Responsible for drafting pavement, longitudinal gutters, and utility improvements. The project included reconstruction of the alley’s intersection, pavement, and gutter system. Also involved in specifications and cost estimate preparation. Responsible for quality assurance/quality control for the project’s plans and details to ensure that the project was completed while adhering to city requirements. The project was completed on time and within budget. Safe Routes to School Program Implementation Plan, Bell Gardens High School & Garfield Elementary School, City of Bell Gardens, CA. Provided design assistance and plans for this project, which included removing existing markings, rehabilitating pavement areas, installing zebra crosswalks, raised truncated domes, bulb-outs, pedestrian countdown signal heads, solar streetlights, solar radar speed feedback signs, pavement legend, and marking, striping, markers at 15 intersections. Designer, Garfield Avenue Street Improvement Project, City of Montebello, CA. Responsible for the preparation of plans, profiles, and details, and involved with the field investigation that included field surveys of the asphalt pavement, sidewalks, curbs and gutters, driveways, and curb ramps. In addition, specification and cost estimates were prepared for the street improvements. The project was completed successfully, ahead of the deadline and under budget. Designer/Drafter, Street Improvement Project/Pedestrian Crossing Light Improvements, Various Streets, City of Bell Gardens, CA. Provided design assistance and plans for this project, which included overlay of asphalt rubber hot mix (ARHM), reconstruction of sidewalks, driveway approaches, curbs and gutters, cross gutters, alley intersections, curb ramps, AC pavement, striping and marking, and pedestrian crossing light improvements. Designer/Drafter, Gran Plaza Design Project, City of Calexico, CA. The project called for designing a new shopping mall, including a site plan, grading, sewer system, water system, drainage, and signing and striping. Responsibilities included designing/drafting the site plan and drafting the project’s sewer and water plan and profiles. The project was completed successfully ahead of the deadline, under budget, and to the client’s satisfaction. Designer/Drafter, Various Street Rehabilitation Projects, City of Bell Gardens, CA. Responsible for drafting street improvements, signing and striping, and utility plans. In addition, Shawnt was involved in specifications and cost estimates preparation. He was responsible for quality assurance/quality control for project plans and details to ensure the project was completed while adhering to city requirements. The project was completed on time and within budget. Designer/Drafter, University Drive Street Improvement Project, City of Irvine, CA. University Drive required improvements to the asphalt pavement, median islands, curbs and gutters, driveways, sidewalks, and adjustments to the utilities. Shawnt oversaw drafting and design for the project, as well preparing cost estimates and conducting the field investigation. The project was completed to the client’s specifications, on time, and well within budget.   Packet Pg. 1370 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 20 | Page Relevant Experience Engineering Assistant, ATP Cycle 2 Lynwood Community Linkages to Civic Center and Long Beach Boulevard, City of Lynwood, CA. Responsible for creating the signing and striping sheets for the project. Work involved creating the construction notes and designing the new striping on AutoCAD. Engineering Assistant, Street Rehabilitation Project, Bell Gardens, CA. Responsible for developing street cross section and base map; performed field reconnaissance to inspect and verify surface indications of utilities. Infrastructure Engineers is providing design, project management, bidding of contract, construction management and inspection, as well as federal fund administration for this project that involves removal of existing AC paving and paving of AC pavement and concrete improvement reconstruction, including replacing existing curb and gutter, sidewalk, driveway approaches, access ramps, and adjustment of utility covers, traffic striping, markers, pavement markings and curb painting. Engineering Assistant, CIP Priority 2B Street Improvement Project, Lynwood, CA. Bahar has created all sheets for improvements and utility relocations for the City’s Phase 2 CIP Street Improvement Project. Tasks included coordinating with utility companies and conducting field investigations to obtain measurements of existing site and proposed improvements. Bahar has prepared specification package per Greenbook and has developed quantities for removals and improvements for cost estimation. Intern, City of Irvine, CA. Bahar acted as sustainability manager assistant. She aided in the development of plans on drainage, road, and residential projects. She also helped with environmental studies, permitting and alternative analyses. She observed the preparation, function and process of tender and contract documents in action and assisted civil engineers to fulfill these. Bahar also collaborated with research on other projects as a team member. Internship, William Simpson and Associates, City of Lake Forest, CA. Bahar drafted detail of sections, plans, and elevations with AutoCad. She handled cost of materials estimations, report and document tracking, project documentation, on-site project visits, and building permit applications. Bahar shadowed senior civil engineer on a project to determinate the on-going stability of concrete stabilized footpath around a commercial center. Internship, MRH Structural Engineers, City of Newport Beach, CA. Bahar gained experience in document reading, as well as preparation of maps and plans. She computed load and grade requirements and material stress factors to determine design specifications with MathCad. Bahar also drafted detail of sections, plans, and elevations with AutoCad. Education: •MS, Water Resources, California State University, Fullerton •BS, Civil Engineering, University of Science and Culture, Iran Years of Experience: 4 Bahar Baradaran – Engineering Assistant   Packet Pg. 1371 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 21 | Page Subconsultants On Point Land Surveying, Inc. offers their clients highly experienced staff that can manage any level of project. They handle projects from small residential lots to multi-million- dollar construction projects. It is their goal to consistently exceed their client's expectations by offering the highest degree of coordination, communication, and client contact while maintaining very competitive pricing. Company Principals Gary A. Lewis and Anthony D. Smith Principal/President/Director of Field Operations Principal/Vice President/Administrative Survey Manager CA PLS 8601CA PLS 8133, AZ PLS 48359, CA PE 80387 Gary has over 26 years of both field and office experience; including projects from small lot surveys to large scale construction projects. Gary is currently the Director of Field Operations for On Point Land Surveying, Inc. His work assignments consist of managing the field crews when performing design, as- built topographic, boundary and construction surveys. Tony is a graduate of California State Polytechnic University, Pomona with a Bachelor of Science in Civil Engineering, emphasis in Geospatial Engineering. Tony has over 18 years broad-spectrum experience in all phases of land surveying and civil engineering; including project management, fundamental engineering, and construction services for projects valued to $100 million. Professional Experience  Boundary Surveys  ALTA Surveys  Residential and commercial construction staking  Parcel Maps, Tract maps, & Records of Survey  GPS Surveys  Aerial control & Aerial Topographic Surveys  Design Surveys  Open pit mining On Point Land Surveying, Inc. – Surveying Subconsultant   Packet Pg. 1372 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 22 | Page J.E. Miller & Associates, specializes in Land Surveying, Civil Engineering and Planning. This includes construction staking, grading plans, utility plans, certifications, consulting and more. They perform services for residential, commercial, and public works projects and have developed many beneficial relationships with the local governing institutions. They believe in working hard and taking care of people. They believe in honesty and integrity - the difference being honesty is telling the truth and integrity is doing the right thing even when no one is watching. They believe in precision and efficiency. They believe in experience and open minds, and they believe that all this put together creates success for their clients and their business. J.E. Miller & Associates – Geotechnical Engineering Subconsultant   Packet Pg. 1373 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 23 | Page 3. Qualifications and Experience Our design team delivered PS&E for the improvements on Lilita Street and Eve Avenue in the City of Lynwood. The project consisted of a comprehensive rehabilitation of the streets, including new pavement sections, localized concrete repairs, a new storm drain chamber to alleviate the flooding in the area, a new water main and localized sewer repairs. All of the proposed improvements were based on hydrology/hydraulic reports, a geotechnical report, the City’s water master plan and sanitary sewer CCTV footage. The medium-sized BMP was deemed the best option from four different recommendations our design team provided to the City. Client Contact Information: •Julian Lee, Public Works Director •(310) 603-0220 ext. 801 •jlee@lynwood.ca.us •Project Cost: $1,234,621 •Dates of service: 2017 - 2019 IE Team Members: •Farzad Dorrani Project Manager •Haney Henein Construction Manager •Shawnt Babakhanian CAD Specialist Lilita Street and Eve Avenue Street Rehab. and Storm Drain Improvements City of Lynwood   Packet Pg. 1374 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 24 | Page The scope of work provided by IE under the contract for City Engineer services, was to coordinate for the design and construction of a commuter bike path for the City of Baldwin Park. The work also included direct communication with City of Baldwin Park staff, Los Angeles Flood Control District, and US Army Corps. for permitting purposes. Several reports were coordinated for submittal including Hydrology report, Geotech report, Cultural report, and NESMI report. This project has been active with field visits, design, and coordination with subconsultants and City staff but construction for the bike path and the landscaping will begin October of 2022. Client Contact Information: •Sam Gutierrez, Public Works Director •(626) 960-4011 •SGutierrez@baldwinpark.com •Project Cost: $1,200,000 •Dates of service: October 2022 IE Team Members: •Francisco Calderon Project Manager •Miguel Hernandez Construction Manager •Shawnt Babakhanian CAD Specialist San Gabriel River Commuter Bikeway Project City of Baldwin Park   Packet Pg. 1375 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 25 | Page The scope of work provided by IE under the contract for City Engineer services, is to coordinate for the design to connect Baldwin Park to the San Gabriel River Trail. Project scope includes conducting hydrologic analysis of the trail and surrounding drainage areas and planting native vegetation in landscaped areas with drought tolerant trees and bioswales along the greenway. The work also includes direct communication with City of Baldwin Park staff, Los Angeles County Flood Control District, and U.S. Army Corps of Engineers for permitting purposes. This project has been active with field visits, design, and coordination with subconsultants and City staff and construction for the bike path and the landscaping will begin shortly once U.S. Army Corps of Engineers' permit has been granted. Client Contact Information: •Sam Gutierrez, Public Works Director •(626) 960-4011 •SGutierrez@baldwinpark.com •Project Cost: $3,845,295 •Dates of service: June 2023 IE Team Members: •Aidan Mousavi Project Manager •Miguel Hernandez Construction Manager •Shawnt Babakhanian CAD Specialist Big Dalton Wash Project City of Baldwin Park   Packet Pg. 1376 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 26 | Page 4. Availability of Staff Key Staff Availability Sid Mousavi 25% Francisco Calderon 45% Aidan Mousavi 40% Christopher Ley 45% Shawnt Babakhanian 40%   Packet Pg. 1377 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 27 | Page 5. Subconsultants Infrastructure Engineers will not be utilizing any subconsultants. 6. Local Preference Advanced Applied Engineering, dba, Infrastructure Engineers, an S corporation, was established in 1994 with a clear mission to provide professional engineering and municipal services to cities and counties throughout Southern California. We are committed to making a difference in the communities we serve by maintaining and improving infrastructure and supporting civic services. Our staff are focused practitioners and expert technicians in every field they service. Many of them are former city employees, so they understand the importance of maintaining strict oversight of project schedules, budgets, and maintenance. They possess first- hand knowledge of city operations and priorities, which empowers them to be strong advocates for every city they serve. We work closely with our clients to address issues before they become a problem and strive to always deliver high- quality results on time and within budget. As a mid-sized municipal services consulting firm, we have achieved great success in our pursuit of service to cities, which has allowed us to grow to a firm with more than 120 staff in five (5) offices conveniently located throughout Southern and Central California. Our office locations are as follows: San Bernardino County: 301 E. Vanderbilt Way Suite 430 San Bernardino, CA 92408 Phone: (714) 940-0100 Orange County (Headquarters): 3060 Saturn Street Suite 250 Brea, CA 92821 Phone: (714) 940-0100 Los Angeles County: 13200 Crossroads Parkway Suite 400 Industry, CA 91746 Phone: (626) 544-0400 Infrastructure Engineers will provide these services from our San Bernardino office. There are currently five (5) employees stationed at this office and ten (10) employees are doing business inside the City limits on behalf of IE. Infrastructure Engineers’ Business License appears on the following page. City of Orange: 3111 N. Tustin Avenue Suite 270 Orange, CA 92865 Phone: (714) 940-0100 Kern County: 785 Tucker Road Suite G, PMB #401 Tehachapi, CA 93561 Phone: (714) 940-0100   Packet Pg. 1378 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1379 Proposal for Focused Drainage Study for Meyers Creek Drainage System City of San Bernardino – October 18, 2022 29 | Page 7. Information Request Infrastructure Engineers does not foresee requiring any additional Items, actions or information to be provided by the City. 8. Comments or Suggestions Since this RFP is for a channel study and design for a 100-yr and 500-yr storm event for Meyers Creek, it would be more complete to acquire the 100-yr and 500-yr depths and flows for Cajon Wash. This wash is the discharge point for Meyer’s Creek. As an example, if Cajon Wash increased in depth significantly for the 500-yr storm then that will greatly affect the design of the Meyer’s Creek channel for that particular storm event. With this additional information, we can design something more specifically to protect the residences that are adjacent to the wash. 9. Cost Proposal Infrastructure Engineers’ “Cost Proposal” appears in a separate, sealed envelope, per the RFP.   Packet Pg. 1380 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1381 1 0 4 9 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Award a Professional Services Agreement for a Parks Master Plan Recommendation: It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-016 to: 1.Approve the award of a Professional Services Agreement with Next Practice Partners, LLC to prepare the City of San Bernardino Parks Master Plan in the amount of $997,400; and 2.Authorize the Agency Director of Administrative Services to amend the FY 2022/23 CIP budget and appropriate funding from the FY 2023/24 adopted CIP budget in the amount of $750,000 through Measure S Fund to complete the Project; and 3.Authorize the City Manager, or designee, to sign and execute the agreement. Background The City of San Bernardino is an incredibly diverse community that houses various backgrounds and cultures. This is seen with the presence of a higher than national average Hispanic/Latino and Native American population, numerous veterans and thousands of students through California State University, San Bernardino. To accommodate its diverse population, the City offers a wide variety of social and recreational activities, including 30+ parks, greenways and trails, entertainment and community centers, soccer complexes, and senior services. In a continuing effort to offer services that better serve and engage the community of San Bernardino, the City proposes developing a new Park Master Plan. While most Parks Master Plans are typically re-evaluated every 10 years to assess for any significant modifications that may influence the local community’s recreation needs the City’s existing Plan was last updated in 2008.   Packet Pg. 1382 1 0 4 9 Discussion The Park Master Plan is a strategic document that studies the existing park system, facilities and recreation programming, and identifies a planning blueprint to improve, protect and expand the city's network of parks, facilities and recreational services for the future. On September 15, 2022, Public Works requested proposals to provide Professional Services for the City of San Bernardino Parks Master Plan. Two (2) responses to the RFP were received on October 20, 2022. Firm Name Location Next Practice Partners, LLC.Carmel, IN RJM Design Group San Juan Capistrano, CA The proposals from the firms were evaluated by staff based on several criteria including: •Understanding of the work to be performed •Experience with similar kinds of work (including experience with the City) •Qualifications of key personnel •Rates •Familiarity with state and federal procedures •Financial responsibility •Demonstrated technical ability A selection committee consisting of management level staff reviewed the two proposals. Next Practice Partners, LLC received superior ratings in the following categories: necessary related experience, adequacy of staff, completion schedule, depth of understanding of the project and project approach. Next Practice Partners, LLC, has extensive experience with park master planning and park development projects. Some of their successfully completed nearby projects thought Southern California include the City of Carlsbad Park Masterplan, City of Freemont Park Master Plan, City of Chino Park Mater Plan, and City of Temple City Parks and Open Space Master Plan. The City of San Bernardino Park Master Plan process will generally entail three phases: a) Completion of a site inventory and analysis and program/needs assessment (Discover); b) Conduct Public Outreach (Envision); and c) Development of a preferred concept into Master Plan recommendations (Develop). Community engagement will be an essential component of the Master Plan process at all stages. 2021-2025 Strategic Targets and Goals Authorization of this agreement aligns with Key Target No 3: Improved Quality of   Packet Pg. 1383 1 0 4 9 Life. The Completion of this project will improve park assets by developing a Park Master Plan with recommendation for future improvements of City Parks. Fiscal Impact There is no General Fund impact associated with this action. The budget for the proposed work was previously established through the Adopted Capital Improvement Plan for FY 2022/23 - 2023/24 as follows: FY 2022/23 Cultural Development Fund $350,000 FY 2023/24 Measure S $750,000 Staff recommends the appropriation of the $750,000 in Measure S programmed for FY 2023/24 to be amended to FY 2022/2023. The estimated cost of preparation for the City of San Bernardino Park Master Plan is $997,400. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2023-016 to: 1.Approve the award of a Professional Services Agreement with Next Practice Partners, LLC to prepare the City of San Bernardino Parks Master Plan in the amount of $997,400; and 2.Authorize the Agency Director of Administrative Services to amend the FY 2022/23 CIP budget and appropriate funding from the FY 2023/24 adopted CIP budget in the amount of $750,000 through Measure S Fund to complete the Project; and 3.Authorize the City Manager, or designee, to sign and execute the agreement. Attachments Attachment 1 Resolution No. 2023-016 Attachment 2 Professional Services Agreement Attachment 3 Next Practice Partners, LLC. Proposal Attachment 4 RJM Design Group Proposal Ward: All Wards Synopsis of Previous Council Actions: June 1, 2022 Mayor and City Council adopted Resolution No. 2022-102 adopting the 2022-24 CIP.   Packet Pg. 1384 Resolution No. 2023-016 Resolution No. 2023-016 January 18, 2023 Page 1 of 3 1 9 8 7 RESOLUTION NO. 2023-016 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVE THE AWARD OF A PROFESSIONAL SERVICES AGREEMENT WITH NEXT PRACTICE PARTNERS, LLC TO PREPARE THE CITY OF SAN BERNARDINO PARKS MASTER PLAN IN THE AMOUNT OF $997,400; AUTHORIZE THE AGENCY DIRECTOR OF ADMINISTRATIVE SERVICES TO AMEND THE BUDGET AND APPROPRIATE FUNDING FROM FY 2023/24 CAPITAL IMPROVEMENT PLAN, IN THE AMOUNT OF $750,000 THROUGH MEASURE S FUND TO THE FY 2022/23 CAPITAL IMPROVEMENT PLAN TO COMPLETE THE PROJECT; AND AUTHORIZE THE CITY MANAGER OR DESIGNEE TO SIGN AND EXECUTE THE AGREEMENT. WHEREAS, The City of San Bernardino is an incredibly diverse community that houses various backgrounds and cultures and WHEREAS, The City’s parks, recreation and community services is truly the force that can unite and bring community together; and WHEREAS, To continue to offer services that better serve and continue to engage the community of San Bernardino, the city in dire need of a Park Masterplan.; and WHEREAS, The last City of San Bernardino Park Master Plan was prepared in 2008 and was deemed to be absolute; this plan did not meet the city and resident’s needs; and WHEREAS, On September 15, 2022, Public Works requested proposals to provide Professional Services for City of San Bernardino Park Master Plan. Two (2) responses to the RFP were received on October 20, 2022, by the following firms: Next Practice Partners, LLC and RJM Design Group; and WHEREAS, Next Practice Partners, LLC, has extensive experience with park master planning and park development projects. Some of their nearby projects include the City of Carlsbad Park Master Plan, City of Freemont Park Master Plan, City of Chino Park Mater Plan, and City of Temple City Parks and Open Space Master Plan; and WHEREAS, The estimated preparation for the City of San Bernardino Park Master Plan costs is $997,400. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference.   Packet Pg. 1385 Resolution No. 2023-016 Resolution No. 2023-016 January 18, 2023 Page 2 of 3 1 9 8 7 SECTION 2. Approve the award of a Professional Services Agreement with Next Practice Partners, LLC to prepare the City of San Bernardino Parks Master Plan in the amount of $997,400. SECTION 3.The Agency Director of Administrative Services is hereby authorized to amend the budget and appropriate funding from the FY 2023/24 CIP budget in the amount of $750,000 through Measure S Fund to the FY 2022/23 CIP budget for a total of $1,100,000 to complete the Project. SECTION 4.The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 6.Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1386 Resolution No. 2023-016 Resolution No. 2023-016 January 18, 2023 Page 3 of 3 1 9 8 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2022-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1387 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND NEXT PRACTICE PARTNERS, LLC. This Agreement is made and entered into as of January 18, 2023, by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and Next Practice Partners, LLC. with its principal place of business at 1950 East Greyhound Pass, Suite 121, Carmel, IN 46033 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: City of San Bernardino Park Master Plan (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: AGREEMENT 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A”. 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services   Packet Pg. 1388 2 in accordance with the Schedule of Charges set forth in Exhibit “A”.. b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $997,400.00. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. a. Adjustments. No retroactive price adjustments will be considered. Additionally, no price increases will be permitted during the first year of this Agreement, unless agreed to by City and Consultant in writing. 6. Term. The term of this Agreement shall be from January 18, 2023 to December 30, 2024, unless earlier terminated as provided herein. Consultant shall complete the services within the term of this Agreement and shall meet any other established schedules and deadlines set forth in each individual Task Order issued by the City. All applicable indemnification provisions of this Agreement shall remain in effect following the termination of this Agreement. 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term.   Packet Pg. 1389 3 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept   Packet Pg. 1390 4 payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies   Packet Pg. 1391 5 acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).   Packet Pg. 1392 6 (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber) At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. g. Minimum Policy Limits Required   Packet Pg. 1393 7 (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) Cyber Liability $1,000,000 per occurrence and aggregate (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. h. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. i. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver   Packet Pg. 1394 8 renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. j. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. k. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities   Packet Pg. 1395 9 and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. l. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement. b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code   Packet Pg. 1396 10 section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment   Packet Pg. 1397 11 a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become   Packet Pg. 1398 12 the property of the City. 27. Organization. Consultant shall assign Neelay Bhatt as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: Next Practice Partners, LLC. 1950 East Greyhound Pass, Suite 121 Carmel, IN 46033 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such   Packet Pg. 1399 13 determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.   Packet Pg. 1400 14 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. 43. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1401 15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND Q3 CONSULTING IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney CONSULTANT Signature Name Title   Packet Pg. 1402 16 EXHIBIT A [***ATTACH OR INSERT: Scope of Services / Schedule of Charges and Payments / Activity Schedule***]   Packet Pg. 1403 17   Packet Pg. 1404 October 2022 City of San Bernardino Parks Master Plan Proposal Next Practice Partners, LLC.   Packet Pg. 1405 1 Table of Contents CHAPTER ONE – COVER LETTER ............................................................................................... 2 CHAPTER TWO – DESCRIPTION OF COMPANY AND QUALIFICATIONS ..................... 4 WHO WE ARE ............................................................................................................................................................................................................ 4 WHAT WE DO ............................................................................................................................................................................................................ 4 OUR HISTORY ............................................................................................................................................................................................................ 5 OUR TEAM ................................................................................................................................................................................................................... 5 AVAILABILITY OF STAFF ......................................................................................................................................................................................12 CHAPTER THREE - SUB-CONSULTANTS USED .................................................................... 13 RHA LANDSCAPE ARCHITECTS-PLANNERS INC. ....................................................................................................................................13 BOA ARCHITECTURE ............................................................................................................................................................................................ 14 AQUATIC DESIGN GROUP ...................................................................................................................................................................................15 ETC INSTITUTE ......................................................................................................................................................................................................... 16 MERGE DIVERSE ABILITIES INCLUSION CONSULTING ........................................................................................................................ 17 HISPANIC / LATINO COMMUNITY OUTREACH ......................................................................................................................................... 17 NATIVE AMERICAN RESOURCE CENTER .................................................................................................................................................... 17 CHAPTER FOUR - STATEMENT OF LOCAL PREFERENCE ELIGIBILITY ......................... 18 CHAPTER FIVE – EXPERIENCE ON SIMILAR PROJECTS .................................................... 19 CITY OF CARLSBAD, CALIFORNIA .................................................................................................................................................................. 19 CITY OF FREMONT, CALIFORNIA ................................................................................................................................................................... 20 BROWARD COUNTY, FLORIDA ........................................................................................................................................................................21 CITY OF ROCKVILLE, MARYLAND ................................................................................................................................................................... 22 CITY OF CHINO, CALIFORNIA ........................................................................................................................................................................... 23 CITY OF TEMPLE CITY, CALIFORNIA............................................................................................................................................................. 24 CHAPTER SIX – DESCRIPTION OF PROPOSED METHODS AND REPORT ................... 25 WHAT YOU WANT ................................................................................................................................................................................................. 25 HOW WILL WE DELIVER ................................................................................................................................................................................... 26 PHASE 1: DISCOVER (WHAT-IS) ...................................................................................................................................................................... 26 PHASE 2: ENVISION (WHAT’S NEXT) ............................................................................................................................................................ 30 PHASE 3: DEVELOP (FUTURE ROADMAP) ................................................................................................................................................... 36 CHAPTER SEVEN TIMELINE ....................................................................................................... 39   Packet Pg. 1406 2 CHAPTER ONE – COVER LETTER To, City of San Bernardino, Public Works Department, Engineering Division. Attn: Alex Qishta, DDPW / City Engineer Ref: Parks Master Plan RFP Response San Bernardino’s History and Culture The City of San Bernardino is an incredibly diverse community in its people and its offerings. With your range of offerings including 30+ parks, greenways and trails, recreation centers, soccer complexes, senior services, and cemeteries, you truly have a richness of culture and heritage. The presence of a higher than national average Hispanic / Latino and Native American population, numerous veterans and thousands of students through Cal State San Bernardino can created a melting pot of backgrounds and cultures and one that parks, recreation and community services can truly unite and bring together. In addition, the ongoing SanBernardino2050 Plan and your emergence out of decade long bankruptcy are momentous steps in moving the city forward. This Parks Master Plan will further rejuvenate the City and its people so they can all have access to the quality of life they truly deserve.   Packet Pg. 1407 Proposal Parks Masterplan 3 Our Experience We are excited to submit our proposal to partner with the City on this transformational project. At Next Practice Partners, we have a vision to build a more inclusive and innovative world for all and we have assembled a team that shares our values and our mission. Our team, led by yours truly, has experience with 150+ Park System Master, Strategic and Business Plans from Anchorage, AK to Allentown, PA and extensive experience in California, specifically Southern California. Our team members have lived and grown up in California and are multicultural and multilingual, including Spanish, Hindi and American Sign Language. Our experiences range from companies such as Disney and Target to national gold medal and award-winning park agencies such as Broward County, FL, Carmel-Clay, IN, Carlsbad, CA, Durango, CO, Gurnee Park District, IL among others. Our Team We have assembled a team of experts who are local and national. RHA Landscape Architects- Planners in Riverside, CA, Aquatics Design Group in Carlsbad and BOA Architects in Long Beach, are our local partners while national statistically valid survey experts, ETC Institute are in Kansas and national inclusion experts MERGE Diverse Abilities Inclusion Consulting are in Massachusetts. This helps us provide the best of local, regional and national expertise to this critical project. Our Approach Our entire team is committed to ensuring our approach is the most inclusive planning process for a Parks Master Plan so that everyone in San Bernardino who wishes to participate has a chance to share their vision for the future. With a combination of existing team members, your staff, and the community leaders, we will craft an approach that meets people where they are and incorporates cutting edge technology and innovative practices in this process. We look forward to hearing from you and welcome an opportunity to further share our approach to build this critical piece of the City’s future and provide the diverse community hope and a sense of optimism to look forward to. Gratefully, Neelay Bhatt Founder and CEO Next Practice Partners, LLC. Email: Neelay.Bhatt@BeNextPractice.com / Web: www.BeNextPractice.com Cell: 740 591 0225   Packet Pg. 1408 4 CHAPTER TWO – DESCRIPTION OF COMPANY AND QUALIFICATIONS WHO WE ARE Next Practice Partners, LLC. is a team committed to building a more inclusive and innovative future for all through planning, training, and technology services. WHAT WE DO Master Planning + Strategic Planning+ Business Planning We believe innovation is not a by-product, but the very essence of a planning process. We also ensure that inclusion is not optional but an integral part of our approach. This combination of innovation and inclusion fuels our approach to Master Planning, Strategic Planning, and Business Planning. We are committed to helping users see their values and unmet needs reflected in the plans and developing plans that aren’t just pretty pictures (that are unrealistic) but rather living documents that are financially and environmentally sustainable. Our team’s background with CAPRA visitors, fluency in 6 languages, and our proprietary digital technologies help us provide the most inclusive community engagement possible. In addition, we center empathy and equity at the core of our process through our focus on listening, storytelling, and the user experience. Your plans will benefit from our experience on 150+ plans from Anchorage, Alaska to Allentown, Pennsylvania so that your roadmap for the future balances strategic goals and human capital along with infrastructure priorities and political realities. OUR VISION A more inclusive and innovative future for all OUR MISSION To help communities prepare for what's next OUR VALUES INCLUSION + INNOVATION + INFORMATION = INSPIRATION   Packet Pg. 1409 Proposal Parks Masterplan 5 OUR HISTORY The Company is newly founded in July 2022 and is headquartered in Carmel, Indiana. Our project team members have close to 100 years of experience in the parks, recreation, and sports industries in addition to working with national Gold Medal agencies. The staff profiled on the following pages will be directly involved in this Master Plan. The Founder & CEO has been a national leader in the parks and recreation industry space having served on the Board of the National Recreation and Park Association, spoken at multiple national conferences and even keynoted the California Recreation and Park Society conference and consulted with parks and recreation / community services agencies all over California and nationwide. OUR TEAM NEELAY BHATT Founder & CEO Education Exec. Education / 2018 / Sr. Executives in State and Local Government / Harvard University MSA 2005 / Masters in Sports Administration / Ohio University MBA / 2004 / Masters in Business Administration / Ohio University PG / 2003 / Post Graduate Diploma in Advertising & Public Relations / University of Mumbai BA/2002/Psychology and Economics / University of Mumbai Mr. Bhatt’s career on five continents includes Disney, The Super Bowl, The Olympics, and years of consulting, public speaking, and training. He champions “Ideas Worth Spreading” as the curator for TEDxCollegePark, TEDxIndianapolis, and TEDxIndianapolisWomen, and his service as a trustee for the National Recreation and Park Association sought to ensure “no child was left indoors.” As the Founder & CEO of Next Practice Partners, he combines inclusion and innovation to help agencies prepare for “what’s next” through planning, training, and technology solutions. Over his 25-year journey, he has developed business and operations plans for Los Angeles County serving 12 million people, trained Olympic Governing bodies, and co-created the world’s largest municipal customer service and leadership training initiative for Chicago Park District’s 3000 employees. His Master and Strategic planning work with Atlanta, Broward County, Charlotte-Mecklenburg County, Indianapolis, Las Vegas, and San Diego, among others have recommended facility development and infrastructure improvements totaling over $2.5 billion, shaping a more equitable and accessible future for all. In addition, he has extensively worked all over California including City of San Diego, City of Carlsbad, City of San Clemente, Los Angeles County, Riverside County,   Packet Pg. 1410 6 City of Chino, City of Pasadena, Temple City, City of San José, City of Fremont, City of Gilroy and many others. As a first-generation immigrant raised by three women and a father who always showed up, he hopes to model the same for his two kids. These life experiences are woven into his keynotes on next practices and trends, the art of storytelling, and magical customer service, and have inspired executives, professionals, startups, and students from Charlotte to China and from Switzerland to New Zealand. JASON ELISSALDE Senior Project Manager Education BA/2001/Communication and Media Studies/ Cal State University, Sacramento Mr. Elissalde has 25 years of experience in training, development, and management both in the private and public sectors. Within his work in the public sector with organizations such as Enterprise Rent-A-Car, and Target; Jason would lead multiple teams and processes; receiving awards and commendations for his work in customer service, operational excellence, data analytics, and fiscal growth. He would finally find his “Why” in his seven-plus years at Willamalane Park and Recreation District, where he was a key part of their National Gold Medal-winning team and take the lead in their, now, successful CAPRA accreditation process. He championed the District’s workplace culture, with a focus on staff development and a “mission” focused approach to problem-solving, goal setting, and personal accountability. A consultant, a CAPRA accreditation visitor, and a passionate Disney fan (ask him about his Tinker Bell story someday) committed to being an ally for those not in the room, he routinely speaks nationally on workplace culture, change management, purpose-driven leadership, and the importance of developing an emotional connection to the work we do and the communities we serve. ESTRELLA SAINBURG Project Associate – Hispanic / Latino Outreach Lead Education MS 2023 (May)/ City / Urban, Community and Regional Planning, UT Austin BA/2016/Development Studies, minor Global Poverty and Practice, UC Berkeley Ms. Sainburg focuses on bringing about stronger communities and relationships with our natural environment through park and recreation planning. She is expected to graduate with her Masters in Community and Regional Planning at the University of Texas at Austin in 2023 and has earned her Bachelor of Arts in Development Studies with a minor in Global Poverty and Practice at UC Berkeley while also spending time in Chile at Pontificia Universidad Católica de Chile.   Packet Pg. 1411 Proposal Parks Masterplan 7 Ms. Sainburg has experience in public service, organizational leadership, project management, community engagement, and strategic planning and is a native Spanish speaker from her Mexican American heritage. Originally from Los Angeles, California, Estrella grew up at the foothills of the Angels Crest National Forest and is passionate about bridging the gap in access to nature and recreation for underserved communities. When she’s not studying or researching, she is enjoying the beautiful outdoors, visiting family, or exploring parks in different cities. She enjoys biking, dancing, reading, and hanging out with her nieces and nephews. RYAN MALISZEWSKI, Project Consultant – ASL Meeting Facilitator / Deaf Community Outreach Lead Education BS/2001/Business Administration and Management/ University of Arizona Mr. Maliszewski partners with passionate leaders and visionaries to apply universal design and strategy to solve complex organizational challenges and promote inclusive & accessible workspaces. Previously, he was the Chief Executive Officer of a Deaf-led Neapolitan pizzeria responsible for scaling the business across multiple locations and Director of Innovation & Entrepreneurship at Gallaudet University which is the only liberal arts university for the Deaf in the world. He also served as an Executive Strategy and Technology Advisor for the Federal Bureau of Investigation (FBI). Mr. Maliszewski has long been a serial entrepreneur within the accessibility and inclusion space and is involved with the local community where he provides strategic planning support to several disability-focused organizations and currently sits on the Washington DC Mayor’s Innovation & Technology Inclusion Council. He recently spoke at TEDxCollegePark at the University of Maryland about tapping into the power of “DeafGain” highlighting how Deaf people navigate through life not built for them, yet they constantly adapt, problem solve, and innovate, often reinventing technology and discovering new resources with universal appeal. View his TEDx talk here: Gaining New Perspectives: Leadership Lessons from a Deaf CEO https://www.youtube.com/watch?v=J-oiEapn7og   Packet Pg. 1412 8 DOUG GROVE, RLA, ASLA LEED AP RHA Landscape Architects-Planners President Education BS/1985/Landscape Architecture/ Cal State Polytechnic University, Pomona Active Registration 1987/Landscape Architect/2799/State of California LEED Accredited Professional – United States Green Building Council (USGBC) Mr. Grove is a Principal Landscape Architect and LEED Accredited Professional with RHA LANDSCAPE ARCHITECTS-PLANNERS, INC. He graduated from California State Polytechnic University, Pomona in 1985 and holds a Bachelor of Science degree in Landscape Architecture. He has more than twenty-eight years of experience as a professional Landscape Architect. He brings to the firm a wide range of experience in the public works sector having been personally involved in the design and project management of hundreds of park projects as well as housing development, streetscape, institutional and commercial projects. Mr. Grove serves on the California Park and Recreation Society (CPRS) State Board of Directors as Vice President and on the CPRS District 11 Board of Directors as the Administrators Section Representative. He is a past President of the CPRS State Development and Operations Section. He is on the Board of Directors for the Building Industry Association (BIA) Riverside County and is on the Board of Directors for the California Turf and Landscape Foundation at the University of California, Riverside. He is a past Board Member for the United States Green Building Council Inland Empire (USGBC-IE). LAUREN MCHUGH, RLA RHA Landscape Architects-Planners Inc. Project Architect Education BS/2006/Landscape Architecture/ Cal State Polytechnic University, Pomona Active Registration 2009/Landscape Architect/5578/State of California Ms. McHugh is a Project Architect with RHA Landscape Architects- Planners, Inc. She graduated from California State Polytechnic University, Pomona, and holds a Bachelor of Science degree in Landscape Architecture. She has more than 15 years of landscape design and computer-aided graphic design experience. Her experience has included the design of projects from preliminary phases to construction documents. She has been responsible for design development, project coordination, and project approval. She possesses computer design skills that allow for multi- media presentations and computer rendering. Ms. McHugh’s experience includes developing plans for parks, streetscapes, schools, housing and commercial properties.   Packet Pg. 1413 Proposal Parks Masterplan 9 EDWARD LOC NG BOA Architects, Principal / Director of Design Education Bachelor of Architecture, University of Hawaii, 1981 Professional Registration  Licensed Architect, C-16840, State of California, 1986  LEED Accredited Professional, 2009  Disabled Access Appeals Board, City of Long Beach, since 1989  Certified Access Review Board and Design Review Board City of Downey, since 1992  Completed Accessibility Surveyor Training for State Leased Buildings and Facilities State of California, since 2003 Mr. Ng has been a member of BOA since 1982 and is currently their Principal and Director of Design, Mr. Ng has over 38 years of experience in all phases of the design process. He has personally designed and managed over 500 municipal facility projects, 400 ADA compliance projects, and completed design work for over 50 park facilities for local cities. He has been the Project Manager and Designer for numerous projects within civic/public buildings, the Parks and Recreation facilities, city hall, Fire Station facilities, Police facilities, and ADA retrofit/transition plan projects. This experience coupled with Mr. Ng’s dedication and commitment to sustainability and design excellence has led to numerous honors and repeat clients for BOA. Finally, Mr. Ng has personally designed numerous parks and recreation facilities and public parks, including the Cities of: Carson, Bellflower, Cypress, Hawthorne, Irvine, Huntington Beach, Torrance, Tustin, State of California, and many others. Mr. Ng and BOA are currently working in San Bernardino on the community center renovation at Nicholson Park and they have performed work on several other projects in the city as well. A certified plan review consultant to California’s Division of the State Architect, Mr. Lok Ng has completed DSA-sponsored training as an Access Compliance Plan Reviewer and Accessibility Surveyor. As a member of the City of Long Beach Disabled Access Appeals Board since 1994 and the Design Review Board for the City of Downey since 1989, he has reviewed applications and appeals for a broad range of commercial and municipal design projects. He is also LEED, AP Certified and has designed several LEED Certified projects, which will be a great asset for the sustainability design.   Packet Pg. 1414 10 JUSTIN CARON Aquatic Design Group, Principal / CEO Education MBA/2009/ Capella University BA/2003/Bachelor of Arts/Auburn University Professional Affiliations California Parks & Recreation Society Certified Aquatic Facility Operator (AFO) National Recreation & Park Association / USA Swimming World Waterpark Association Innovation & Technology Committee Mr. Caron has spent much of his life in and around pools. He was a six- time All American and two-time captain for Auburn University’s swim team, which won four SEC titles and one national championship title while he was there. He has also coached at elite camps around the country and spends most of his free time now in the pool with his two young children. His unique combination of passion for swimming and technical knowledge enables him to relate to all members during the design process. Mr. Caron is responsible for project management, programming, planning, business development, and communication between the Client, other design professionals, and Aquatic Design Group. Similar Project Experience (partial list) Adventure Park Wet Play Addition, Visalia, CA Alga Norte Community Park, Carlsbad, CA Apple Campus Spas, Cupertino, CA Brooks Street Pool Assessment, Oceanside, CA City Heights Pool Renovation, San Diego, CA DryTown Waterpark Renovation, Palmdale, CA East Oakland Sports Center, Oakland, CA El Cariso Pool Renovation, Los Angeles, CA El Corazon Aquatic Center, Oceanside, CA Grape Day Park Master Plan Study, Escondido, CA   Packet Pg. 1415 Proposal Parks Masterplan 11 LISA DRENNAN, FOUNDER MERGE Diverse Abilities Inclusion Consulting Education BS/1988/Psychology/Early Childhood Education/Saint Michael’s College, Vermont Ms. Drennan has a 38-year career advocating for individuals with disabilities to be active and meaningfully engaged members of society through supporting community entities to enhance their disability inclusion initiatives, resulting in greater accessibility, purpose and belonging. At New England Village in Pembroke, MA, a residential community for adults with developmental disabilities, she gained experience as a direct support worker, then climbed the ranks and expanded her journey to be named the Director of the Sollar Wellness Center, helping to design and open a first-of-its-kind building offering aquatics, fitness, music, art, and education specifically designed to meet the needs of persons with disabilities. In 2014, she joined the South Shore YMCA as the first-ever Association Director of Inclusion. Through innovative program development, creation and execution of comprehensive staff training and building community partnerships, she was recognized as a leader in the field of social and recreational inclusion for persons with diverse abilities. Lisa was appointed as the National Chairperson of the Y-USA’s Diverse Abilities Working Group providing a platform of learning and sharing of best practices for Y’s across the country. In 2018 Lisa started MERGE, where she provides comprehensive consultation, staff training and systems implementation to community entities committed to disability inclusion, access and belonging. Ms. Drennan lives with her family in Pembroke, Massachusetts and is an avid fitness enthusiast who enjoys outdoor adventure activities (especially when she brings her grand-puppy Lucy along).   Packet Pg. 1416 12 AVAILABILITY OF STAFF The following table represents staff availability based on our current understanding of the project. This will be finalized based on the City’s needs should we be chosen to work on this project. Staff Role % of Time Available on this project Neelay Bhatt Principal Consultant and Project Manager 65% Jason Elissalde Asst. Project Manager 60% Estrella Sainburg Project Consultant – Hispanic Outreach Lead 50% Doug Grove Local Support and Site Assessment Lead 35% Lauren McHugh Planning and Site Assessment Consultant 35% Lisa Drennan Inclusion Assessment Lead 15% Ryan Maliszewski ASL Meeting Lead + Deaf Community Outreach 10% Edward Loc Ng Architect - Facility Assessment Lead 10% Justin Caron Aquatics – Pool Assessment Lead 5%   Packet Pg. 1417 Proposal Parks Masterplan 13 CHAPTER THREE - SUB-CONSULTANTS USED RHA LANDSCAPE ARCHITECTS-PLANNERS INC. RHA is headed by two principals: Doug Grove, RLA, ASLA, LEED AP, the firm's president, and Greg Meek, RLA, CPSC. We use a "team" approach under the direction of the firm's principals and its associates. The staff of eight people includes four licensed landscape architects as well as support designers. Established in 1979, RHA Landscape Architects-Planners, Inc. offers a wide range of landscape architectural and planning services to assist public agencies and private developers in the design of variety of public spaces and facilities including but not limited to: • Parks and Recreation Master Plans • Regional, Community, and Neighborhood Parks • Government Centers • Public Office Buildings and Administration Facilities • Preservation of Natural and Historic sites RHA has completed hundreds of parks and recreation planning projects in California over the last 42 years. System-wide Master Plans include: • Parks, Trails, & Open Space Master Plan City of Benicia • Parks & Facilities Master Plan City of Chino • Park & Recreation Master Plan City of Carlsbad • Park, Facilities & Recreation MP Pleasant Hill Rec. & Park District • Park & Recreation Master Plan City of San Clemente • Parks & Recreation Master Plan City of Cathedral City • Park and Open Space Master Plan City of Temple City • Needs Assessment and Action Plan City of Carlsbad • Needs Assessment/Park and Recreation Master Plan Town of Ladera Ranch • Pico Rivera Golf Course Master Plan City of Pico Rivera • Park & Recreation Master Plan City of San Jacinto • California Citrus State Historic Park General Plan City of Riverside/State of California • Ten Year Master Plan of Parks & Recreation Rim of the World RPD Partnership: The Next Practice Partners team members and RHA have teamed on more than 10 similar parks and recreation projects, as has RHA with BOA and Aquatic Design Group. .   Packet Pg. 1418 14 BOA ARCHITECTURE Located in West Long Beach, BOA has been in continuous business for 60 years, with a competitive advantage in Public Works architectural modernization projects including: building additions, renovation/retrofit, tenant improvements (TI); façade improvement projects, and building systems modernization. Although they have completed new construction projects, this is their industry niche and competitive advantage. They have completed over 2,000 Public Works architectural projects for over 80 local public entities. They have unique expertise in Parks/Recreation Facilities, Fire Stations, Security-Workplace Safety Improvements, Community Centers, ADA Compliance, and Civic Center Facilities. Their staff expertise and production systems are geared for these types of architectural modernization and often “messy” renovation projects. They have completed the design of over 500 Parks/Recreation projects, over 60 Community Centers, over 70 fire stations, 20 libraries, over 400 ADA Compliance renovation projects, and 20 civic center renovation projects. BOA is currently working on the community center renovation at Nicholson Park in San Bernardino and currently has an on-call contract with the City. Relevant projects include:  Nicholson Park Community Center, San Bernardino, CA  Wilmington Senior/Multi-Purpose Center at Banning Park, Los Angeles, Wilmington, CA  Bartlett Senior Center, Torrance, CA  Bellflower Indoor Pool & Locker Room Renovation, Bellflower, CA  Jesse Owens Indoor Swimming Pool Facility, Los Angeles, CA  LA COUNTY ISD, Deferred Maintenance Program, Los Angeles County, CA  As-Needed Citywide ADA Facilities Compliance, Long Beach, CA  Pasadena Villa Parke Community Pool Deck & Equipment Replacement, Pasadena, CA  ADA Transition Plan, Santa Maria, CA  Warner Grand Theater Facilities Historic Assessment & ADA Compliance, Los Angeles, CA   Packet Pg. 1419 Proposal Parks Masterplan 15 AQUATIC DESIGN GROUP For more than 37 years, Aquatic Design Group has set the standard for quality design and consulting services within the aquatics industry. They have been responsible for the design and processing of over 3,000 projects in 43 states and 25 countries around the world. The firm is focused on swimming pool and water feature architectural, structural, mechanical, and electrical design services within the following market segments: parks and recreation, high schools, higher education, hospitality, health care, and anything else that might call for an aquatics specialist. They specialize in all types of water including competition, recreation, leisure, therapy, and ornamental and natural water features. Relevant projects include:  Alga Norte Community Park, Carlsbad, CA  Antelope Aquatics Complex, Antelope, CA  Arcadia Park Pool, Arcadia, CA  Balboa Park Pool Renovation, San Francisco, CA  Belmont Plaza Pool Facility Assessment, Long Beach, CA  Belvedere Community Park Pool, Los Angeles, CA  Charter Swim Complex Olympic Time Trail Pool, Long Beach, CA  East Oakland Sports Center, Oakland, CA  Fontana Park Aquatic Center, Fontana, CA  Garvey Park Splash Zone Replacement, Rosemead, CA  Hamilton Pool Renovation, Novato, CA  Hart Park Pool Renovation, Orange, CA  Hartnell College Competition Pool Renovation, Salinas, CA  Jurupa Valley Aquatic Center “The Cove”, Riverside, CA  Lincoln Village Pool Replaster, Rancho Cordova, CA  Memorial Park Pool, San Diego, CA  Mike Shellito Indoor Pool Splashpad, Roseville, CA  Perris Valley Aquatic Center “DropZone”, Perris, CA   Packet Pg. 1420 16 ETC INSTITUTE ETC Institute is a 102-person market research firm that specializes in the design and administration of market research for governmental organizations. Our major areas of emphasis include citizen satisfaction surveys, park and recreation surveys, community planning surveys, business surveys, transportation surveys, employee surveys, voter opinion surveys, focus groups, and stakeholder interviews. Since 1982, ETC Institute has completed research projects for organizations in 49 states. ETC Institute has designed and administered more than 3,500 statistically valid surveys and our team of professional researchers has moderated more than 1,000 focus groups and 2,000 stakeholder meetings. During the past five years alone, ETC Institute has administered surveys in more than 700 cities and counties across the United States. ETC Institute has conducted research for more major U.S. cities and counties than any other firm. Core services of the firm involve conducting statistically valid surveys and related market research. ETC Institute has conducted more than 600 surveys for parks and recreation systems in 46 states across the country for a wide variety of projects including parks and recreation master plans, strategic plans and feasibility studies. Established in 1992, the principals and associates of ETC Institute helped secure funding for more than $2 billion of parks and recreation projects. Partnership: The Next Practice Partners team members and ETC Institute have teamed on more than 100 similar parks and recreation projects.   Packet Pg. 1421 Proposal Parks Masterplan 17 MERGE DIVERSE ABILITIES INCLUSION CONSULTING MERGE understands and celebrates that people interact, learn, and experience the world around them differently. We build stronger communities together, with you, providing expert guidance on inclusion of persons with diverse abilities. Our consultative services are backed by decades of hands-on experience, to build organizational commitment and culture change. Our services give community organizations the tools and confidence to ensure community members with diverse abilities are welcomed, engaged and supported to be successful in all aspects of your community, programs and offerings, while meaningfully participating alongside their peers without disabilities. MERGE has recently worked with the Old Colony YMCA Association based in Southeast Massachusetts. Their Senior Executive team recognized the need for organizational change and commitment to disability inclusion to better serve their community and align with their mission to be “For ALL”. We worked together to bring forth a needs assessment and inclusion audit, identifying goals and implementation strategies to help them on their pathway toward inclusion. Resources/Articles  www.mergeconsulting.org  Building Friendships Between Persons With and Without Disabilities Toolkit  NRPA Article - Inclusive Recreation: A Pathway Toward Friendship  Inclusion: It's Not Just The Right Thing To Do  Inclusive Sport Design Australia Blog Partnership: The Next Practice Partners team members and Merge have been in contact since 2019. HISPANIC / LATINO COMMUNITY OUTREACH We recognize the critical importance of maximizing engagement with the Hispanic / Latino community. In addition, to our team members, we will collaborate with the City to identify appropriate stakeholders and groups such as the Inland Empire Hispanic Leadership Council, Latino Health Collaborative, Coalition of Inland Empire Latino Organizations (CIELO) and other neighborhood, faith-based groups to maximize outreach, education, and input collection for the Hispanic / Latino community. NATIVE AMERICAN RESOURCE CENTER The Next Practice Partners team has also had conversations with the Native American Resource Center. This center seeks to build a transformative society through deepening structured partnerships between Native American cultural lifeways and colonial societal models that are committed to reimagining their infrastructures by building relationships with Indigenous Peoples through political & cultural inclusivity. If we are chosen to partner with the City on this project, we will identify ways to engage them and their connections to maximize outreach and ensure indigenous voices in San Bernardino are heard.   Packet Pg. 1422 18 CHAPTER FOUR - STATEMENT OF LOCAL PREFERENCE ELIGIBILITY We do not have an office or any employees in the City of San Bernardino.   Packet Pg. 1423 Proposal Parks Masterplan 19 CHAPTER FIVE – EXPERIENCE ON SIMILAR PROJECTS Note: The Next Practice Partners team worked on these projects during their prior employment experience. CITY OF CARLSBAD, CALIFORNIA What: Parks and Recreation Master Plan, Park Master Plans and Feasibility Studies and Parks and Recreation Master Plan Update Who: The Next Practice Partners team along with RHA and ETC Institute Scope:  Community Input (Focus Groups, Key Leadership Meetings, Public Forums, Statistically reliable survey)  Customized crowdsourcing project website (www.carlsbadparksplan.com)  Demographic and Recreation Trends Analysis  Park and Facility Assessment / Recreation Program Assessment  Internal Operational Assessment  Funding and Revenue Strategies  Level of Service Standards / GIS Mapping  Capital Improvement Plan and Priority Rankings  Detailed Strategic Action Plan Duration: Multiple Plans from 2013 – Ongoing Outcomes: Short term, midterm, and ongoing recommendations for day-to-day operational tactics and two signature “ideas”. 1. Development of dedicated pickleball courts, expansion of 3 Community Parks and a Senior Center; increase program participation and greater equity of access. 2. The Department became one of 5 agencies in California to obtain national accreditation through CAPRA (Council for Accreditation of Parks and Recreation Agencies). 3. Currently, the Next Practice Team is updating the 2021 Parks and Recreation Master Plan. Website: http://carlsbadparksplan.com/pdf/carlsbad-parks-and-recreation-department-master- plan.pdf References: Mr. Kyle Lancaster, Parks & Recreation Director, 799 Pine Avenue, Carlsbad, CA 92008; (760) 434-2941; Kyle.Lancaster@carlsbadca.gov   Packet Pg. 1424 20 CITY OF FREMONT, CALIFORNIA What: Comprehensive Parks and Recreation Master Plan Who: The Next Practice Partners team with WRT and ETC Institute Scope:  Community Input (Focus Groups, Key Leadership Meetings, Virtual Public Forums)  Focus Group meeting in American Sign Language  Multilingual Statistically Valid Survey o 5 languages  Online Surveys (English and Spanish)  Customized crowdsourcing project website  Community Input App  Demographic and Recreation Trends Analysis  Park and Facility Assessment  Recreation Program Assessment  Maintenance Management Plan  Funding and Revenue Strategies  Level of Service Standards  Equity Mapping  Capital Improvement Plan and Priority Rankings  CAPRA Submittal Review  Visioning and Strategic Action Plan Duration: Dec 2019 – Mar 2022 Outcomes: First Master Plan in the 21st Century: unanimously adopted 7-0 by Council First ever stakeholder meeting held entirely in American Sign Language Statistically Valid Surveys in 5 languages; Built multi-lingual website and ADA accessible website 4. (Recommended) 10 min walk access to a park for all. 5. (Recommended) Build Multi-generational, multi-use recreation center(s). 6. (Recommended) Update existing park amenities and diversify funding sources. 7. (Recommended) Increased staffing / contract support for future levels of service Website: https://www.fremont.gov/government/departments/parks-planning-design/park- planning/parks-master-plan References: Ms. Suzanne Wolf, Community Services Director; 3300 Capitol Avenue, Bldg B, Fremont, CA 94538; (408) 203 9203; swolf@fremont.gov;   Packet Pg. 1425 Proposal Parks Masterplan 21 BROWARD COUNTY, FLORIDA What: Parks and Recreation System Master Plan Who: The Next Practice Partners team with Chen Moore, Barth & Associates and ETC Institute Scope:  Pop. 2 million / Home to Everglades National Park /  Large Hispanic and Caribbean population  Community Input (Focus Groups, Key Leadership Meetings, Public Forums, Statistically valid and Online Survey)  Customized crowdsourcing project website  Demographic and Recreation Trends Analysis  Park and Facility Assessment  Recreation Program Assessment  Signature Park Series Development  Funding and Revenue Strategies  Level of Service Standards / Equity Mapping  Capital Improvement Plan and Priority Rankings  Visioning Workshop  Strategic Action Plan Duration: November 2019 – May 2022 Outcomes: First ever system-wide Master Plan for the gold-medal winning agency 1. (Recommended) Create a world class and truly inclusive guest experience 2. (Recommended) Develop specialty parks and signature elements unique to Broward County (initial designs provided) 3. (Recommended) Ensure long-term financial sustainability with dedicated funding 4. (Recommended) Incorporate green initiatives, resilience, and environmental sustainability in all aspects of operations, especially return on investments 5. (Recommended) Pursue National (re)Accreditation and second Gold Medal Award. Website: https://www.betterparksbetterbroward.com References: Mr. Dan West, Parks & Recreation Director, 950 NW 38th Street, Oakland Park, FL 333009; (954) 826-2483; Dwest@broward.org   Packet Pg. 1426 22 CITY OF ROCKVILLE, MARYLAND What: Recreation and Parks Strategic Plan Who: The Next Practice Partners team with LPDA and ETC Institute Scope:  Community Input (Focus Groups, Key Leadership Meetings, Public Forums)  Statistically valid Survey  Online Survey  Customized ADA accessible crowdsourcing project website  Demographic and Recreation Trends Analysis  Parks, Trails and Facility Assessment  Recreation Program and Senior Program Assessment  Marketing Plan  Internal Operations and Maintenance Assessment  Funding and Revenue Strategies  Level of Service Standards / GIS Mapping  Vision, Mission and Core Values  Capital Improvement Plan and Priority Rankings  Strategic Action Plan Duration: – January 2019 – October 2020 Outcomes: Completed Strategic Plan through the pandemic; unanimous 5-0 adoption Established Department’s core values starting with Diversity, Equity and Inclusion Connected the Strategic Plan to the Arts and Culture Study and Senior Citizen Needs Assessment 1. (Recommended) Build a standalone branding identity for the Department 2. (Recommended) Design, develop and maximize use of RedGate Park (old golf course) as a regional destination 3. (Recommended) Redevelop King Farm Farmstead to add cultural offerings to historic amenities 4. (Recommended) Ensure equity of access for all offerings and evaluate adding multi- generational community facilities Website: http://rockourfuture.com/technical-reports.html References: Mr. Tim Chesnutt, Recreation and Parks Director, 111 Maryland Avenue #3, Rockville, MD 20850; (240) 314-8620; tchesnutt@rockvillemd.gov   Packet Pg. 1427 Proposal Parks Masterplan 23 CITY OF CHINO, CALIFORNIA What: Parks and Facilities Master Plan Who: The Next Practice Partners team with RHA, ETC Institute, and WLC Architects Scope:  Community Input (Focus Groups, Key Leadership Meetings, Public Forums, Statistically valid Survey)  Crowdsourcing Project Website  Demographic and Recreation Trends Analysis  Park and Facility Assessment  Recreation Program Assessment  Funding and Revenue Strategies  Level of Service Standards / GIS Mapping  Capital Improvement Plan and Priority Rankings  Visioning and Action Plan Duration: 2019 – 2021 Outcomes: Unanimous Council approval Short term, midterm, and ongoing recommendations for improvements to existing parks and programs with full park assessments documented in GIS files 1. (Recommended) Dedicated marketing/branding support (including staff position) 2. (Recommended) Focus on long-term sustainability 3. (Recommended) Partner with the City to reenergize the Downtown area 4. (Recommended) Prioritize trail connectivity and increase equity of access 5. (Recommended) Upgrade existing facilities / amenities to enhance the user experience Website: https://chinocreatescommunity.com/technical-reports.html References: Ms. Linda Reich, City Manager; (909) 334-3491; lreich@cityofchino.org Ms. Silvia Avalos, Community Services Director; (909) 334-3434; savalos@cityofchino.org 13220 Central Avenue, Chino, C 91701   Packet Pg. 1428 24 CITY OF TEMPLE CITY, CALIFORNIA What: Parks and Open Space Master Plan Who: RHA with Next Practice Partners team member and ETC Institute Scope:  Community Input (Focus Groups / Key Leadership Meetings / Public Meetings)  Intercept Surveys (in Mandarin Chinese)  Statistically valid Survey  Demographic and Recreation Trends Analysis  Park and Facility Assessment  Recreation Program Assessment  Funding and Revenue Strategies  Level of Service Standards / GIS Mapping  Capital Improvement Plan and Priority Rankings  Detailed Strategic Action Plan  Google Earth Interactive Map Duration: 2013 - 2014 Outcomes: First public engagement in Mandarin Chinese for the Master Plan Short term, midterm, and ongoing recommendations for improvements to existing parks and potential parcels to be acquired for to create additional park space References: Agency contact is no longer with the city (retired)   Packet Pg. 1429 Proposal Parks Masterplan 25 CHAPTER SIX – DESCRIPTION OF PROPOSED METHODS AND REPORT WHAT YOU WANT Outcomes Trends Staffing and Funding Needs Community Priorities Recommendations Short, Mid, Long Range Plan Mission, Vision, Values   Packet Pg. 1430 26 HOW WILL WE DELIVER PHASE 1: DISCOVER (WHAT-IS) 6.1.1 FACILITATE THE MASTER PLAN PROCESS Our team is committed to lead and partner with you on the entire plan process. We operate in a collaborative manner with ongoing communication and a transparent process. This will include: 1. Initial Kickoff Meeting 2. Bi-monthly project status meetings 3. Shared folders for collaborative work 4. Regular milestone presentations for key findings 5. Communication with Advisory Committee and Council / Commissions, as appropriate 6.1.2 COLLABORATE WITH ADVISORY COMMITTEE Our team would be delighted to work with an Advisory Committee throughout the project. We will plan at least four (4) advisory committee meetings starting from the initial kick-off, interim findings, visioning and recommendations stages. We will collaborate with the city to ensure maximum participation in each stage of this process to ensure their input and buy-in for the plan. 6.1.3 REVIEW EXISTING DOCUMENTATION We will review and familiarize ourselves with all background information and context provided by staff. This may include, but is not limited to the following: • 2016 Parks, Recreation & Forestry Plan • 2022-23 City of San Bernardino Capital Improvement Plan • 2020-25 City Council Goals • Other relevant background information   Packet Pg. 1431 Proposal Parks Masterplan 27 6.1.4 DEVELOP COMMUNITY OUTREACH / EDUCATION STRATEGY The Consulting Team will work with the City to develop a comprehensive approach that is inclusive and innovative to promote the Plan, increase awareness, obtain input and, thus, create community buy-in. We will assist the City with creative ideas for marketing strategies that staff can implement to maximize greater community awareness and engagement. A. Public Engagement/Advocacy Strategy – The Consulting Team with our internal and partner outreach experts will collaborate with staff to develop a comprehensive, multilingual, in-person and digital outreach and advocacy plan. The goal will be to ensure a fully transparent process and one where we engage the community where they are to ensure anyone who wants to participate in the planning process has an opportunity to do so. B. Project Storytelling – We believe in the power of storytelling and will help craft a brand identity and story for the Master Plan that the staff and community can advocate and support. C. Develop Stakeholder List - Ensuring a representative stakeholder mix is critical to the plan process. We will work with the City to identify key stakeholders and user groups that should be involved in the process. 6.1.5 DEVELOP COMMUNITY DEMOGRAPHICS AND TRENDS To develop a plan, it is essential to understand what the population and the trends for the future are. The Consulting Team will utilize the City of San Bernardino’s projections and supplement using US Census information and census tract data from Environmental Systems Research Institute, Inc. (ESRI), the largest research and development organization dedicated to Geographical Information Systems (GIS) and specializing in population projections and market trends. This will help identify the demographic makeup of the population being served, their recreation preferences, future changes in the demographics and participation trends. Ultimately, these are foundational data sets to help the city plan for a future based on population shifts, and what recreation trends are occurring. The analysis uses US 2020 Census information, 2023 (estimates) and future projections for characteristics including age, income, race / ethnicity, gender, health metrics etc. The ESRI Information will be supplemented by Sports & Fitness Industry Association’s (SFIA) 2022 Study of Sports, Fitness and Leisure Participation, ESRI local market potential, and outdoor recreation trends from the Outdoor Foundation and Tree Equity analysis from American Forests. 6.1.6 CONDUCT INCLUSION AUDIT Our team will conduct an inclusion audit that will help identify goals and implementation strategies to help the Department on your pathway toward inclusion. This will be performed from varied perspectives including, but not limited to, age, gender, language, culture, neurodivergence and sensory ability, physical ability. Some tasks will include:  Onsite evaluations of programming spaces  Evaluation of user journey for internal and external customers in San Bernardino  Evaluation of website and marketing pieces  Evaluation of policies and procedures to ensure inclusive practices for internal staff  Focus group meetings with for staff offering specialized programs to identify barriers to inclusion   Packet Pg. 1432 28 In addition, our team will also conduct a Leadership Roadmap to Inclusion workshop for senior team members to ensure the Department leadership understands the principles and elements of inclusion and for each team member to identify their specific action steps as the plan is developed. 6.1.7 INVENTORY AND ASSESS EXISTING PARKS AND FACILITIES The Consulting Team will compile a comprehensive inventory of all City parks, amenities, and open space including year built and acreage. This will include confirmation of the location and size of existing parks and amenities, and functionality, accessibility, condition, comfort, and convenience. The analysis will list each location’s amenities, its current condition, and estimated age. The Consulting Team will provide qualitative evaluation of amenities per park report (e.g., equal balance of amenities in each park) and develop a set of prioritized recommendations for improvements needed within existing parks. To begin, a park tour will be performed with City staff to assess and confirm the inventory and existing conditions. We will also review and ensure alignment with other City of San Bernardino plans to ensure synergies and interconnectivity between the various planning documents. The Consulting Team will provide a graphic and written site assessment of existing parks, open space, and trails in the City. An aerial photo of each site will be obtained from Google Maps and a list of the existing park and amenities will be listed. All park amenities will be documented in GIS for use by city staff in future planning. 1. Locations - Update City Plan 2. Size and boundary 3. Use - Neighborhood or Regional 4. History - Provided by City (history and past renovations) 5. Current condition 6. Facilities - Inventory of all park and recreational facilities (playgrounds, playfields, ball courts, pools, gyms, restrooms, parking capacity). 7. Compliance with ADA requirements 8. Constraints - Identify the constraint that minimizes the parks’/facilities’ ability to be maximized. 9. Opportunities - Identify opportunities to expand or enhance recreational opportunities.   Packet Pg. 1433 Proposal Parks Masterplan 29 10. Operations and Maintenance – Review with the City and contracted maintenance staff overall maintenance practices, as well as provide recommendations for required/enhanced maintenance requirements, including a review of trash collection at the parks. 11. Potential revenue sources - Identify areas of potential revenue from parks and recreation facilities, including any City easements. 12. School Facilities - Review of school playfield facilities and potential uses. 13. Evaluate opportunities to increase sustainability practices such as reducing turf, energy, and water consumption, etc. 6.1.8 ASSESS EXISTING PROGRAMS AND EVENTS Recreation programs and events are the key tools to bringing the community together, activating facilities and determining future spaces, be it parks or recreation facilities / complexes. As the Department seeks to serve the San Bernardino community in the best way possible, this assessment reviews how well the offerings are aligned with community values, user demographics, program trends, underserved needs and envisions what future service delivery would look like. Using staff input, existing data, and nationwide program trends, this process will provide strategies and recommendations for program offerings that are innovative and inclusive. The eventual goal of this process is to help identify the unmet programmatic needs of the diverse community that the Department serves and the gaps in services currently offered that may be best fulfilled by other service providers.   Packet Pg. 1434 30 6.1.9 ASSESS ORGANIZATIONAL CULTURE The Consulting Team will evaluate the staff culture to determine organizational readiness and willingness to move forward on key recommendations that could come from the Plan. The Consultant Team will organize and develop a staff and workforce engagement survey modeled after the Malcolm Baldridge Quality Assessment Survey titled “Are We Making Progress?” which rates the perceptions of individuals regarding leading issues in the workplace. This survey assessment will be developed based on the survey instrument of the Baldridge National Quality Program, a program of the National Institute of Standards and Technology, which is a component of the U.S. Department of Commerce. The questions of the survey are designed to assess the nature and degree of engagement in performing the functions and meeting the vision of the organization. PHASE 2: ENVISION (WHAT’S NEXT) 6.1.10 CONDUCT PUBLIC OUTREACH The community’s input and their values shape our approach towards envisioning the future. We believe that the individuals impacted by the plan need to help shape what the plan includes. To that end, we will ensure the most robust public outreach approach shaped by the Public Engagement / Advocacy Outreach plan developed in the initial phase of the plan. Specific tasks include but are not limited to: A. Key Leadership/Focus Group/Stakeholder Interviews – The Consulting Team will engage stakeholders, key leaders and staff interviews and discussions through a combination of individual / small group discussions in person and online. We propose to conduct at least 24 interviews over a 2-day period to help identify priorities, unmet needs, and their vision for the future. The list of potential interviewees will be determined based on discussion with City staff and should include, but is not limited to:   Packet Pg. 1435 Proposal Parks Masterplan 31  City Elected Officials  City Staff  Commissions  Diverse Community Groups  Key Business Leaders  Key Partners  Local school officials  Faith based groups  Users and non-users of the system  Senior Groups  Veterans  Youth Groups  Youth Sports organizations B. Multi-lingual Outreach – Our team includes native speakers of multiple languages including Spanish, Hindi, Greek, American Sign Language etc. and will work with other local experts to ensure a truly inclusive environment where language access is not a barrier to participation. We will conduct dedicated focus groups in Spanish and American Sign Language for the Hispanic / Latino community members and the Deaf / Hard of Hearing Community. In addition, we will partner with the Native American Resource Center or other groups to engage and seek input from the Indigenous community. This is not an exhaustive list, and we will conduct additional outreach based on conversations with City staff. C. Public Workshops – These meetings are open to all and will be held in spaces to maximize community participation. These meetings will seek community feedback on parks, trails, programs, events, and other needs in multiple ways and provide education on the Master Plan process and its importance to the community. We propose to conduct at least eight (8) public workshops: Seek Input:  Two (2) initial in-person workshops – with Spanish Language Interpreters  Two (2) virtual workshops – with Spanish Language Interpretation / Closed Captioning to share the Master Plan’s story and obtain initial feedback and ideas for the future. Share Findings and Draft Recommendations:  Two (2) in-person workshops – with Spanish Language Interpreters  Two (2) virtual workshops – with Spanish Language Interpretation / Closed Captioning   Packet Pg. 1436 32 Each workshop will have options for live polling through the meeting platform or our digital tools to share input and see results in real time. D. Youth / Teen Engagement – The Consulting Team will specifically engage youth through an online survey or meeting with Youth / Teen Advisory groups. These surveys and meetings will ensure the future generations in San Bernardino are involved in shaping their future. E. Special Event / Cultural Event Outreach – We will partner with City staff to identify the key special events/ cultural events such as the recently held Festival – Where Our Cultures Collide to share plan info and obtain feedback. This can be done through intercept surveys at the event or a specific booth. If possible, we could also do a pop-up outreach event at a school / park. F. Bi-Lingual Electronic Survey – The Consulting Team will also create a bilingual online survey administered in English and Spanish through www.surveymonkey.com. This survey will be promoted through the Project website and the City’s website and promotional mediums to maximize outreach and response rates. These surveys would provide complementary insights to the input obtained from the other public engagement sources and help compare findings from the Statistically valid survey. G. Multi-lingual Statistically-Valid Survey – The Consulting Team will work with ETC Institute to perform a random, scientifically valid community-wide household survey to quantify knowledge, need, unmet need, priorities and support for system improvements that include facility, programming, and the park needs of the City. The survey will be administered by a combination of a mail/phone, will have options for respondents to answer in multiple languages besides English (as determined by the City staff) and will have a minimum sample size of 500 completed surveys at a 95% level of confidence and a confidence interval of +/- 4.9%. It will be developed in collaboration with the City staff and is anticipated that 3-4 drafts of the survey will be prepared before the final draft. ETC Institute will ensure that the survey results will be statistically represent San Bernardino residents and that the results are statistically significant based on the City’s population. The mailed survey will include a cover letter (on City letterhead) that explains the importance of the survey, encourages participation, and includes an online link to complete the survey. All mailed surveys, including the cover letter, will be printed by ETC Institute. All attempts to contact respondents will be tracked to accurately calculate the number and rates for refusals, ineligible contact information, eligible contact information, and completed interviews.   Packet Pg. 1437 Proposal Parks Masterplan 33 H. Multilingual ADA Accessible Digital Platform – The Consulting Team will develop a customized multilingual, ADA Accessible digital platform that includes a project website, live streaming of meetings, social media engagement and location-based feedback. This will also share all project updates and milestones to ensure a transparent and collaborative process to engage the entire community, especially ones that may not participate in meetings. Examples can be viewed at www.BetterParksBetterBroward.com or www.carlsbadparksplan.com. This multi-lingual website is key to reaching out to a younger millennial and Gen Z audience that may not traditionally show up at public meetings or respond to surveys. I. HAPPiFEETtm Community Input App HAPPiFEET is our proprietary GPS location- based feedback app for the community to participate in the Master Planning process. As technology evolves and more millennials use apps and mobile devices to engage, this San Bernardino branded App will allow users to share feedback from any park, trail, event in the City. Instant Notification: Predetermined staff (by location) will get instant email notifications of any user feedback to address the issue and this feedback would be helpful with determining site-specific needs that can be woven into the plan’s recommendations and CIP as well. Ad-Supported Functionality: The functionality will also include a provision to incorporate banner ads to highlight upcoming meetings / special events and other opportunities for the community to share input in the planning process.   Packet Pg. 1438 34 Data Dashboards: The information obtained from the app will be accessible to staff through a personalized web portal (www.keephappifeet.com). It will provide the ability to sort and view by specific location thus allowing the city and City leadership to address specific issues or concerns in the planning process. 6.1.11 ASSESS NEEDS AND LEVELS OF SERVICE The in-depth assessment and input collection during the Phase 1 – Discovery phase will help determine true community priorities and demand / unmet needs. Using information from the community input and the statistically valid survey, the Consulting team will determine the existing Levels of Service for  Access – Assesses an overall 10 min walk access to a park and travel distances to parks and individual facilities such as playgrounds, athletic fields, recreation centers, etc.  Acreage – Measures acreage in a ratio to the community’s population (acres per 1,000).  Amenities – Measures facility capacity in a ratio to the community’s population and comparing against a standard or guideline.   Packet Pg. 1439 Proposal Parks Masterplan 35  Quality – Measures the quality of facilities and amenities across the community. Based on community input, trends, NRPA and CPRS guidelines, staff input and our professional experience, we will develop a recommended Levels of Service standards that will influence strategies for parkland acquisition, park and trail development and enhancement and recreation facilities and programming. 6.1.12 DEVELOP EQUITY MAPPING AND GAP ANALYSIS The Consulting Team will utilize geographic information systems to develop maps that show the service area covered by each park type or amenity types. This presents an objective tool to determine equity of access and determine true gaps and overlaps. This will help the City staff take appropriate steps to build, acquire, expand, or divest offerings and ultimately maximize access to parks, trails, recreation amenities and facilities in an equitable manner. 6.1.13 CREATE MISSION, VISION, VALUES, GOALS, & OBJECTIVES The Consulting Team will conduct a Visioning Workshop with staff and participants to co-create the core values and vision for the future. This will include  Review top priorities needs  View levels of service and equity of access  Compare benchmark findings  Determine Core Values and Guiding Principles  Establish / update Department’s Vision and Mission  Share vision and strategies for o Culture and historic preservation o Equity and Inclusion o Environmental Stewardship and Fire Safety o Financial Sustainability o Parks and Trails o Programs and Events o Marketing and Storytelling   Packet Pg. 1440 36 The outcome of this process will be a vision, key goals and strategies for the Department to plan for implementation. The Consulting team will facilitate the process with support from City staff to ensure maximum buy-in and co-creation of the vision. PHASE 3: DEVELOP (FUTURE ROADMAP) 6.1.14 DEVELOP PRIORITIES We will utilize priority investment ratings from the community survey to provide priority recommendations and phasing for additions, renovation, redevelopments, replacements, decommissioning, maintenance, and improvements of existing and proposed parks, playgrounds, shelters, sport courts, parking lots, etc. based on research and needs. A list of all implementation projects including proposed improvements and renovations will be provided along with identifying amenities that should and should not be replaced. Information from this assessment will be used to develop the Levels of Service standards and influence the Capital Improvement Plan for the master plan. 6.1.15 BUILD ASSET MANAGEMENT PLAN AND TIMELINE The Consulting Team will work with staff to define parameters and elements to be included with the asset mapping and management in collaboration with the City staff. The parameters will include list of typical assets and their useful lifecycle, sample spreadsheet to include the detailed inventory and assessment of amenities conducted (including fields, buildings, pavilions, benches, lights, playground equipment, drinking fountains, bike racks, etc.) and schedules and guidelines to help staff preserve and protect existing and future assets. 6.1.16 DEVELOP PLAN FOR ACQUISITION / DISPOSAL Our analysis will include a Trust for Public Land-focused analysis of existing and future park land and make recommendations for parkland allocation to help achieve the maximum 10-minute walk to a park guideline. Our Property Acquisition Report and Action Plan will include phasing for all proposed improvements and address recommendations for type, size and general location of future park/land acquisition and disposal of surplus property with suggestions for the use of proceeds.   Packet Pg. 1441 Proposal Parks Masterplan 37 6.1.17 PREPARE CIP AND BUDGET ESTIMATES We will prepare a detailed Capital Improvement Plan (CIP) that will identify all proposed improvement recommendations with associated costs. The CIP will be a multi-page Excel document that will address improvement costs, funding needs, funding sources, priorities, and phasing. 6.1.18 TRAIN STAFF ON INCLUSIVE IMPLEMENTATION To ensure successful implementation, we will provide staff training over a half day workshop Topics covered could include: “Words Matter”, disability etiquette/suggested interactions, implementing inclusive strategies, working with families and community members, communication practices, and understanding hidden disabilities. The goal will be to help staff understand the need to move from “inclusion programs to inclusive organization” thus decreasing the default toward specialized (segregated) offerings. Creation of “Sensory Kits” and “Inclusion Binders” to assist front line staff by providing them with tools to help members with disabilities or experiencing behavioral challenges to be more successful in their group settings. 6.1.19 DEVELOP DRAFT MASTER PLAN Upon completion and review of the implementation priorities, funding and timelines, the Consulting Team will compile all information into a draft Master Plan document for the staff’s review. Based on staff feedback, the Consulting Team will update the draft plan and then submit for City-wide review and presentations. 6.1.20 PRESENT DRAFT MASTER PLAN The Consulting Team will present the draft Master Plan to the following and others, as determined by staff to ensure buy-in for the Plan’s vision and recommendations, and final acceptance by the City Council. a) Community b) Staff c) Project Steering committee d) Park and Recreation Advisory Board Benicia PTOSMP Capital Improvement Plan October 15, 2022 Action Plan 10:50 AM PARKS Acres Acres Acres Acres New Parks Acres 9SP 9th Street Park 6 DGP Duncan Graham Park 1.41 LHRP Lake Herman Regional Park 577 STPS St. Paul's Square 0.14 BVW Benicia Views II ? ARP Arneson Park (14th Street) 0.1 ESP Ethelree Saraiva Park 0.5 MRFP Maria & Ribiero Fields 4 TBP Turnbull Park 0.2 BTHP Bottle Hill Park (East I - 6th & 7th) ? BCP Benicia Community Park 50 FZP Fitzgerald Field 4 MTP Matthew Turner Park (12th St) 2.5 WFP Waterfront Park CTWR Clocktower Park ? BRP Bridgeview Park 4.59 FTP Francesca Terrace Park 5 OLP Overlook Park 2.7 WEP Water's End Park 2.58 HSRP Hastings Road Park 10 CCP Channing Circle Park 2.5 FSP Frank Skillman Park 2.66 SLP Solano Park 1 SAP Steve Armenta Park 1.65 PWNP Perth Way Neighborhood Park 8 CTP City Park 3.5 GTP Gateway Park 0.36 SOHP Southampton Park 6 BDPA Bordoni Public Access 0.78 CVP Civic Center Park 3.5 JLP Jack London Park 7.7 STCW St. Catherine's Wood 1.32 STREET END PARKS SE14 14th Street SE8 8th Street SEF F Street SE13 13th Street SE6 6th Street (Raymond Bordoni) SEE E Street SE11 11th Street SEH H Street SEC C Street PHASE RATIONALS Phase 1 Years 1-5 General Fund GF PIR Priority Investment Rating Phase 2 Years 6-10 Parks, Landscape, & Lighting Assessment District PLLAD MR Maintenance Repair Phase 3 Years 11-15 Prop 68 Per Capita P68 PA Park Assessment MP Master Plan Miscellaneous Grants GRANT WS Water Savings TBD TBD Measure C +GF MEC Phase Quantity Site Location Category Estimate/Cost Funding Rational - PIRRational - MRRational - PARational - WS P1 2 ea 9th Street Park 9SP Renovation 10,000$ TBD PA P1 4 ea 9th Street Park 9SP Renovation 6,000$ TBD P1 1 ea 9th Street Park 9SP Renovation 10,000$ TBD P1 3 ea 9th Street Park 9SP New 9,000$ TBD PIR PA P1 18,000 sf 9th Street Park 9SP Renovation 270,000$ TBD PIR PA WS P1 2,400 lf 9th Street Park 9SP Renovation 14,400$ TBD PA P2 97,000 sf 9th Street Park 9SP Renovation 485,000$ TBD PA WS P2 1 ls 9th Street Park 9SP Renovation 250,000$ TBD PA P2 1 ea 9th Street Park 9SP Renovation 25,000$ TBD P3 1 ls 9th Street Park 9SP New 1,700,000$ TBD PIR PA P3 11 ea 9th Street Park 9SP Renovation 16,500$ TBD PA P3 1 ls 9th Street Park 9SP Renovation 1,500,000$ TBD MP 1 ls 9th Street Park 9SP New 100,000$ TBD P1 1 ea Arneson Park ARP Renovation 5,000$ TBD PA P1 1 ea Arneson Park ARP Renovation 1,500$ TBD P2 100 lf Arneson Park ARP Renovation 1,100$ TBD PA Status FUNDING SOURCES Comments 2018 assessment 2021 assessment 2021 assessment 2018 assessment 2018 assessment 2018 assessment 2021 assessment 2018 assessment 2018 assessment 2018 assessment Project Description Replace picnic tables Concrete Trash Receptacles Drinking fountain Wayfinding signage Remove turf/install low water use plants Replace all asphalt walkways Replace irrigation Replace parking Add to ET System Waterfront access Replace benches Replace pier and dock Parks Master Plan Replace picnic tables Concrete Trash Receptacle Replace pathway   Packet Pg. 1442 38 e) City Manager and City Council It is envisioned that these presentations will be completed in a hybrid in-person, and virtual format. 6.1.21 DEVELOP AND PRESENT FINAL MASTER PLAN The Consulting Team will develop and present the final Master Plan based on feedback from the various groups and present to the City Council for final approval. The Consulting team will also develop a separate executive summary of the Master Plan report and all documents will be made available in digital format through the project website as well as shared with the staff in pdf copies and print, as required.   Packet Pg. 1443 Proposal Parks Masterplan 39 CHAPTER SEVEN TIMELINE   Packet Pg. 1444 City of San Bernardino • Parks Master Plan | 1 City of San Bernardino Parks Master Plan Proposal   Packet Pg. 1445 2 | City of San Bernardino • Parks Master Plan Table of Contents Cover Letter | 1 Firm Profile | 2 Project Understanding | 3 Scope of Work | 7 Project Team | 22 Relevant Experience | 26 Cost Proposal (under separate cover)   Packet Pg. 1446 City of San Bernardino • Parks Master Plan | 1 October 20, 2022 Alex Qishta, City Engineer City of San Bernardino Public Works / Engineering Division 290 North D Street San Bernardino, CA 92401 Re: City of San Bernardino Parks Master Plan Dear Alex: RJM Design Group, Inc. is pleased to submit our proposal to the City of San Bernardino for the City’s Parks Master Plan. RJM Design Group developed the City’s Parks, Recreation, Trails, and Open Space Master Plan Update in 2008. We are familiar with the existing resources and we are excited to assist in the City’s goal of providing excellent recreation services and facilities to the community. The Parks Master Plan will listen to all voices in the community and offer multiple chances to participate in the process through different outreach tools, as well as a project website that will be accessible throughout the duration of the project. National Standards can be a good reference point for benchmark for comparison, however they shouldn’t replace the need for a local analysis. Responsible growth is based on local community needs. Simply having parkland is not enough. Providing the right types of parks and amenities is critical to fulfilling a community’s recreation needs. Community inspired spaces connect people to parks through a deeper sense of ownership. When parks align with community needs, recreation is balanced and may avoid costly, unnecessary facility improvements that can increase maintenance and operation costs. Our process will help guide the future of parks and recreation in San Bernardino. Regular monthly meetings with the City’s Team will allow the project to remain on schedule and meet the goals of the project. Based upon our previous experience, we have developed a Scope of Work which defines a timely and efficient approach to the update with the latest tools in community recreation planning available. For this project, the management contact is Zachary Mueting and the project manager contact is Kristen Schnell. We estimate the timeline to be approximately 1 year to complete this project. If you have any questions or comments after reviewing our proposal and checking our references, please do not hesitate to contact us. Respectfully submitted, RJM DESIGN GROUP, INC. Zachary M. Mueting, LLA Principal 31591 Camino Capistrano San Juan Capistrano, CA 92675 www.RJMdesigngroup.com (949) 493-2600 phone (949) 493-2690 fax www.RJMdesigngroup.com website Cover Letter   Packet Pg. 1447 2 | City of San Bernardino • Parks Master Plan RJM Design Group, Inc. California Corporation, SBE 35 Years (Since 1987) 3 3-0254945 (949) 493-2600 Larry P. Ryan — President, larryr@rjmdesigngroup.com Zachary Mueting — Secretary, zach@rjmdesigngroup.com Larry P. Ryan / larryr@rjmdesigngroup.com 31591 Camino Capistrano, San Juan Capistrano, CA 92675 17 Personnel (10) Licensed Landscape Architects, Project Managers (5) Technical Support (4) Administrative Support (3) LEED Accredited Professionals (2) Certified Arborists (2) FAA Part 107 Licensed Pilots Firm Legal Name Type of Business Number of Years in Business Federal Tax ID # Contact Information List of Owners Principal Contact Office Location Firm Size Personnel Established in 1987, RJM Design Group has evolved into a multi-disciplinary landscape architectural, planning, and design firm committed to serving the needs of cities, public agencies, and organizations throughout California. RJM is comprised of talented individuals with varied backgrounds and interests. Among these dynamic professionals are licensed landscape architects, designers, and planners, most of whom are LEED Accredited Professionals. Each person brings a unique, yet complementary experience and passion to the firm, who will be dedicated to the duration of the project as needed. Firm Profile RJM Office | San Juan Capistrano, CA 2 | City of San Bernardino • Parks Master Plan   Packet Pg. 1448 City of San Bernardino • Parks Master Plan | 3 Project Understanding Why plan for the future? The pandemic has caused an economic shift, resulting in budget cuts that are having a significant impact on our resources. Our communities look to local open space and recreation to increase their quality of life. Recreation is the backbone of every community. Now is the time to evaluate just what resources we need and how to preserve them. Using the tools available to you, your agency can grow out of these hard times better than ever with focused planning based on local community needs. What sets your agency apart from other neighboring communities? Its people. So why use anything else other than specific local analysis? Every community is unique in not only its demographics but its climate, geolocation, economics, and recreation trends. So specific are our communities that applying a template from another distant agency is nothing more than a best guess. No more large costly planning updates! Always stay up to date with your community recreation planning. The RJM planning toolkit offers individual tools that can be utilized for a fraction of the cost of large comprehensive master plan projects. This allows you to focus research and planning in key areas you deem necessary without having to redevelop an entire master planning document. RJM Design Group’s Parks and Recreation Planning Toolkit is the result of over 30 years of experience in park and recreation planning and analysis. In each community that RJM has developed a successful Master Plan there has always been a need for local trends vs. national standards. RJM’s Toolkit empowers cities, districts, and municipalities to take control with powerful data, but without costly planning efforts. Deploy only the tools that meet your community’s needs. Littlefield Shultis Memorial Park | San Bernardino, CA   Packet Pg. 1449 4 | City of San Bernardino • Parks Master Plan Project Approach Phase Name Tool Deliverables Phase I: Project Management Tool 1: Scalable Project Management ►Project schedule ►Monthly virtual meetings ►Online resource FTP site Phase II: Existing Conditions Analysis Tool 2: Existing Documentation Review Tool 3: Inventory of Recreation Facilities, Parks and Programs Tool 4: Demographic Assessment Tool 5: Local Trends Analysis Tool 6: Custom Park Standards Calculations (CPSC) ►Existing documents summary ►Parks, facilities, and joint use school inventory database in GIS ►Parks, facilities, and joint use school inventory maps ►Gap analysis maps ►Recreation programs and service inventory ►Programs and services assessment ►Demographic assessment summary ►Local trends summary ►Local demand / need analysis for organized sports Phase III: Public Outreach and Engagement Tool 7: Community Engagement ► Project website development & updates ► Virtual and/or in person meetings and summaries ► Stakeholder interviews summary ►Multi-modal survey and report Phase IV: Needs Analysis and Recommendations Tool 8: Community Needs Assessment Tool 9: Recommendations and CIP ►Community needs assessment and prioritization matrix ►Acreage analysis ►GIS mapping of community needs ►15-year priority CIP Plan Phase V: Management, O&M, and Financial Analysis Tool 10: Policy Review and Recommendations Tool 11: Operations and Maintenance Plan Tool 12: Financial Analysis Plan ►Policy Review and Recommendations Summary ►Operations and Maintenance Plan Summary ►Financial Review, Funding Sources, and Recommendations Phase VI: Report Development Tool 13: Report Development and Documentation ►Appendix Document ►Powerpoint presentation ►Final Draft Report ►Final Report Project Overview & Deliverables We have developed the following project approach with five overall phases. Phase I outlines the project management and meetings for the duration of the project. Phase II will focus on updating the existing conditions of San Bernardino’s parks, recreation facilities, programs, and demographics. Phase III will encompass our community outreach tools including RJM’s innovative online virtual and/or in person meetings, project website, and community feedback. Phase IV will include a review of all the community data collected and prepare a meaningful analysis that will support future recreation planning. Phase V will investigate current policies, staffing, funding , and maintenance practices and offer recommendations. Lastly, Phase VI will be a summary of research, in an easy to read document, illustrating the Parks and Recreation Master Plan for San Bernardino:   Packet Pg. 1450 City of San Bernardino • Parks Master Plan | 5 Phase I: Project Management Clear communication is critical in any endeavor. RJM will hold regular virtual meetings with the City monthly to review progress, present information, and recommend direction throughout the project. These virtual meetings enable strong team collaboration and unity in decision making as the project develops. We are happy to include 2-3 additional meetings, if needed. In addition, three meetings with the Master Plan Advisory Committee will be held at project milestones. Additionally, a project team online resource FTP site will allow for easy file access and document review for all team members. This will ensure everyone has access to the latest reports, and graphic illustrations available. Based on select tools, we will create an online project dashboard where you can see results from public comments live as they come in eliminating the “wait” for consultants to gather and report back. Phase II - Existing Conditions Analysis Knowing what documents exist and how they relate to one another can help guide planning to ensure there are no conflicts or overlapping efforts. RJM will review related documents pertinent to your planning process and generate a database of existing resources as well as a summary document highlighting key elements. Understanding the history of past planning projects enables you to carefully navigate future planning efforts free of potential conflict. Tool 1 Scalable Project Management Tool 2 Existing Documentation Review Scope of Services Source: googlemaps.com   Packet Pg. 1451 6 | City of San Bernardino • Parks Master Plan Phase II - Existing Conditions Analysis continued Recreational Facilities and Parks Understanding where parks exist is not enough in today’s world. RJM utilizes the power of ESRI to truly map out community needs and identify underserved areas where park quality, safety, and accessibility may be impacting disadvantaged communities. We will verify the City’s existing parks and facilities list, as well as provide updates to the City for their use. Specifically the GIS dataset will include: • Geolocate city-owned parks and recreation facility parcels. Developed park profile sheet with aerial and boundary of each park site. • Quantify city-owned park passive and active recreational amenities (i.e. ballfields, basketball courts, dog parks, tennis courts, restrooms, and playgrounds). We will also conduct a field review to assess the condition of each park and park amenities. Prepare database to include a list of amenities specific to each park site. The inventory will be analyzed by service area and parkland acreage to identify under served neighborhoods or community planning areas. Map exhibits will be developed to determine the distribution and trail connectivity of recreation facility types throughout the city. The results will illustrate gaps in balancing the equitable distribution of service and opportunities for all ages and income levels. Tool 3 Inventory of Recreation Facilities, Parks, and Programs Recreation Programs Our team shall provide an inventory and evaluation of existing recreation programs provided by the City. RJM shall analyze the City’s current program offerings in terms of attendance, use of space, and consistency with current recreation trends in the leisure services industry. The program evaluation shall provide analysis and rating of how well the Department is doing in the areas of programming for tiny tots/toddlers, youth/teens, adults, families, and seniors (active and mature). The evaluation shall indicate any gaps in service and what programming changes/additions the City of San Bernardino should consider implementing in the future to fill those gaps and meet new recreation trends. Our team will work with staff to evaluate existing levels of social service and recreation program services within the City’s sphere of influence, public and private, to determine adequacy of current social service, and accessible recreation opportunity for all City residents. Additionally, an analysis of best possible providers of community and recreation facilities shall be developed. It will include an analysis of possible competition or duplication of services through other public and private service and facility providers, and recommendations for minimizing duplication and/or enhancing possibilities for collaborative partnerships where appropriate.   Packet Pg. 1452 Play Structure Quantity: 2 | Condition: Good On-Site Parking Quantity: 2 | Condition: Good Tennis Court Quantity: 1 | Condition: Okay Excellent Good Satisfactory Poor PARK NAME: DATE: INVENTORY ITEM: Lytle Creek Park 10/20/2022 5-12 Playground Condition: Notes: Large shade trees around playground Field data collection is conducted using the Esri Collector app to develop a digital inventory of existing city-owned parks. This inventory provides detailed information such as the geo-location of site amenities and maintenance conditions. Parks Inventory Copyright © 1995–2022 Esri. All rights reserved. City of San Bernardino • Parks Master Plan | 7   Packet Pg. 1453 8 | City of San Bernardino • Parks Master Plan Understanding the recreation needs and preferences of City residents first depends upon an understanding of the population and its demographic characteristics. Steps in this process involve a review of data regarding the City’s population base as defined in the latest census, ESRI Tapestry Dataset, and the American Community Survey (ACS). As available, demographic data regarding age, household size, ethnic profile and income characteristics will be used in the analysis. Detailed demographic data regarding such variables as age, ethnicity, household size, and income as well as special populations which may require specialized or disproportionate services and programming, such as seniors, teens, pre-schoolers, second-language learners, individuals with disabilities, military families and veterans will be analyzed in order to identify unique populations for use in the demand analysis. Special attention will be given to any sub-groups of the population that show unusual trends of change. Recreation is as broadly defined as the number of communities across in the US today. Geography, climate, and culture all impact what recreation activities take place. RJM will research trends and issues relevant to your region identifying potential recreation influences in neighboring communities. This analysis will not be the soul source for developing recommendations but provide valuable insight into potential regional influences and how they may impact local demand. Our team will also identify how COVID has impacted parks and recreation and what that impact will have in the future. Understanding who the community is and where they recreate is vital to the development of a successful road map for the future. Phase II - Existing Conditions Analysis continued Tool 4 Demographic Assessment Tool 5 Local Trends Analysis Source: Eric Reed/San Manuel Band of Mission Indians   Packet Pg. 1454 Copyright © 1995–2022 Esri. All rights reserved. City of San Bernardino Tapestry Map & Demographics KEY FACTS 220,812 Population 30.3 Median Age 3.4 Average Household Size POPULATION GROWTH 2000 2010 2020 2025 0 100,000 200,000 COMMUNITY DIVERSITY Asian 2% Hispanic 41% AI / AN 1% White 14% Two or More Races10% Black 7% Other 24% AGE DISTRIBUTION 100% Children 14 under 24.8%Adults 15 to 64 64.4%Seniors 65+10.8% POPULATION GROUPS 32% Pop <19 25% Pop 19-34 33% Pop 35-64 10% Pop 65+ TAPESTRY SEGMENTS 13D Fresh Ambitions 12,801 households 20.2% of Households 7C Urban Edge Families 10,338 households 16.3% of Households 7D Forging Opportunity 6,516 households 10.3% of Households PHYSICAL ACTIVITY RATES 38.0% Exercise at home 2+ times per week 11.5% Exercise at club 2+ times per week COMMUNITY ACTIVITY 100% Swimming 30%Basketball 18%Soccer 13%Tennis 10%Bicycling (Mountain) 10% Baseball 8%Football 7%Softball 5% * Physical activity in the past 12 months TRANSPORTATION TO WORK 1.9% Took Public Transportation 13.5% Carpooled 2.3% Walked to Work 0.2% Bike to Work HOUSEHOLD SPENDING $1,899 Travel MISSIN GTheatre/Operas/ Concerts MISSI NGSports Events $76 Movies/Museums/ Parks MISSIN GOnline Games $1,370 Education PROJECTED GROWTH RATE 0.06% Overall Population -0.73% Generation Z -1.66% Generation X -1.23% Millennial TAPESTRY SEGMENTS 13D Fresh Ambitions 12,801 households 20.2% of Households 7C Urban Edge Families 10,338 households 16.3% of Households 7D Forging Opportunity 6,516 households 10.3% of Households PHYSICAL ACTIVITY RATES 38.0% Exercise at home 2+ times per week 11.5% Exercise at club 2+ times per week COMMUNITY ACTIVITY 100% Swimming 30%Basketball 18%Soccer 13%Tennis 10%Bicycling (Mountain) 10% Baseball 8%Football 7%Softball 5% * Physical activity in the past 12 months TRANSPORTATION TO WORK 1.9% Took Public Transportation 13.5% Carpooled 2.3% Walked to Work 0.2% Bike to Work HOUSEHOLD SPENDING $1,899 Travel MISSIN GTheatre/Operas/ Concerts MISSI NGSports Events $76 Movies/Museums/ Parks MISSIN GOnline Games $1,370 Education PROJECTED GROWTH RATE 0.06% Overall Population -0.73% Generation Z -1.66% Generation X -1.23% Millennial KEY FACTS 220,812 Population 30.3 Median Age 3.4 Average Household Size POPULATION GROWTH 2000 2010 2020 2025 0 100,000 200,000 COMMUNITY DIVERSITY Asian 2% Hispanic 41% AI / AN 1% White 14% Two or More Races10% Black 7% Other 24% AGE DISTRIBUTION 100% Children 14 under 24.8%Adults 15 to 64 64.4%Seniors 65+10.8% POPULATION GROUPS 32% Pop <19 25% Pop 19-34 33% Pop 35-64 10% Pop 65+ City of San Bernardino • Parks Master Plan | 9   Packet Pg. 1455 10 | City of San Bernardino • Parks Master Plan RJM will prepare and conduct a Sports Organization Specific ESRI Online Survey. The survey is specifically designed to collect valuable information regarding facility usage, team size, recreation seasonality, and player volume that is key to calculating the city’s local demand for sports facilities. The results will be tabulated and used to verify and update the participation rates in selected sports for use in the demand analysis and calculation of the City’s local community parks standard. This standard will represent the unique local demand not just a national averaged benchmark. Considering the current inventory of recreation facilities, we will identify surpluses and deficiencies in existing parks and recreation-related facilities to serve the community as it exists now and with projections to 2032. One of the primary advantages to this methodology for determining need is that it provides a quantitative, unbiased evaluation of the surpluses and deficits in the City’s parks and recreation facilities, both currently and in the future. Tool 6 Custom Park Standards Calculations (CPSC’s) Phase II - Existing Conditions Analysis continued   Packet Pg. 1456 City of San Bernardino • Parks Master Plan | 11 Phase III - Public Outreach and Engagement Your most robust tool is the ability to reach out to your community in a meaningful two- way dialogue. Find out what, where, and how your community recreates. Over the years technology has changed and so has the trend in which community residents communicate. There is no one prescriptive method that is a catch all for any community. Community input no longer rests on a one-night workshop. People take part in surveys and feedback sessions when it is convenient with their schedules. We engage the entire community and not just a handful of special interests through the following outreach elements Project Portal / Website Development RJM will develop a project website in the ESRI story map platform where the community can learn about the project, understand the extent of planning considerations, and provide feedback. This website will be a hub for community collaboration and meaningful two-way feedback. This continuous public dialogue will ensure maximum opportunity for all community members to become informed and involved in the development of the Parks Master Plan. As each of the following outreach efforts are completed, the results will be posted. This method enables continued community involvement for the life of the project. At any point during the project the community can provide direct comments via a “Feedback” button on the website. As feedback is recorded it will be reviewed and shared with the project team. Stakeholder Interviews or Focus Groups Soliciting the attitudes and perceived needs of community stakeholders is an essential element for a successful Master Plan. Often involved in the front lines of community recreation support and programming, stakeholders have a unique understanding of community desires. One-on-one interviews will be conducted with selected key stakeholders such as members of the City Council, Parks & Recreation Commission, City Manager’s Office, and School District representatives. RJM will work with staff to identify interviewees. Estimate twenty (20) interviews to be conducted via online virtual meetings. Tool 7 Community Engagement Your community can view current reporting on the project RJM Design Group October 20, 2022 San Bernardino Project Portal Scan the QR code, go to https://arcg.is/14Lrj90 or click the photo to see a project portal/website sample. Sample of Community Engagement Outreach Participant Totals (San Dimas)   Packet Pg. 1457 12 | City of San Bernardino • Parks Master Plan Community Workshops Since 2020, we have seen an increase in community participation using virtual workshop methods, such as an online commencement video and online surveys available on the project website. The community now has the choice to participate in community workshops in person or virtually on their own schedule. Each “in person” community consensus building workshop includes a two (2) hour session, inclusive, for up to fifty (50) participants. Each online survey includes summarizing up to (300) responses. We propose to work closely with City Staff to organize and further define the approach to be used in this process. City to provide and manage all PPP requirements as mandated by the CDC and state of California. We will coordinate with City staff for the promotion of the workshops, scheduling, and the provision of staff to assist with the workshops. Our workshop methodology is designed to arrive at consensus regarding the priorities perceived by the public for improvements to the parks, recreation facilities, programs, and services. Workshop No. 1 The first workshop will solicit community input on the characteristics, issues, and trends the City is currently facing. An online survey will also be available for residents that are unable to attend the workshop and will be active for (2) two weeks. The information gathered will be used identify key ideas and desires to be explored in the future surveys and outreach efforts. Workshop No. 2 The second workshop will focus on parks, facilities, and programming needs. This workshop will begin with a presentation illustrating the results of past efforts and soliciting further information on the prioritization of the desired recreation improvements. This workshop will also promote an online survey option. The online survey will stay live for (2) two weeks allowing all community members to take part at their own pace. Workshop No. 3 The final community outreach event will involve sharing all the past outreach results as well as the facility and program prioritization survey summary. At the conclusion of the presentation our team will host online survey will also be available for residents that are unable to attend the workshop and will be active for (2) two weeks for residents to weigh in and vote on the results. We will also make paper copies of the survey available for distribution at City Hall and other locations as requested. Paper surveys will be collected, and data entered by City staff to be counted with online survey responses. Each workshop also includes a 5-10 minute commencement video that replicates the in- person presentation. The commencement video is made available on the project website for community members unable to attend the in-person events. Phase III - Public Outreach and Engagement continued   Packet Pg. 1458 City of San Bernardino • Parks Master Plan | 13 Statistically-Valid, Multi-Modal Community Survey To ensure that the Parks Master Plan is representative of the needs, priorities and concerns of all residents in the City—not just those who actively participate in the stakeholder interviews, workshops, community meetings, or advisory committees—we recommend conducting a statistically reliable survey of at least 400 households as part of the public participation and outreach program. A sample of this size will provide a highly reliable profile of residents’ needs, priorities, and preferences as they pertain to parks and recreational facilities in the City, with a maximum statistical margin of error due to sampling of 4.9% at the 95% level of confidence. Importantly, it will also allow the data to be analyzed within various subgroups (e.g., by ethnicity, age, area of residence, lifestyle parameters, etc.) to identify how needs, preferences, and activities vary at the subgroup level within acceptable margins of error. After selecting households at random using a stratified design, the survey will be administered using a multi-modal approach including multiple recruiting methods (mail, email and telephone) and data collection methods (telephone and password-protected online surveys) to ensure a balanced, representative sample that reflects the full diversity of the City’s resident population. Using a multi-modal approach will ensure a higher participation rate, reduce response bias, better capture the opinions of traditionally hard-to-reach subgroups, and ultimately deliver more reliable data than relying on a single-mode approach (i.e. telephone only). Consultant team will include all tasks necessary to complete the survey, including questionnaire design and refinement, developing an appropriate random sample, programming and hosting the survey online to allow sampled respondents the flexibility of participating online using unique PIN passwords, Spanish translation, recruiting participation through three methods (mailed invitations, emailed invitations and telephone calls), completing at least 400 interviews according to a strict interviewing protocol, conducting quality control checks throughout the data collection period, processing the data, analyzing the data, preparing a thorough full-color report of the findings. The final report will not only convey the results among residents as a whole, it will also detail how the results vary across important subgroups of residents such as by age, gender, location with the City, presence of children in the home, as well as length of residence and other factors. City of San Bernardino Parks Master Plan October 20, 2022RJM Design Group “making lives and communities better now and in the future” Phase III - Public Outreach and Engagement continued   Packet Pg. 1459 14 | City of San Bernardino • Parks Master Plan Phase IV - Needs Analysis and Recommendations The strength of the Parks Master Plan will largely rest on the successful outreach efforts and thorough analysis of the results. The assessment will not only convey the results among residents as a whole, it will also detail how the results vary across important subgroups of residents such as age, gender, location within the City, presence of children in the home, as well as length of residence and other factors. Using the ESRI Tapestry community dataset RJM can analyze the micro demographics to determine not just priority of recommendations but the impact on the location of the recommendations as well. Each of the community engagement strategies employed will be analyzed and combined into a single engagement needs matrix graphic. This graphic will illustrate the community needs that have the most significant impact as well as other trending recreation desires among the community. A mission statement, vision, and core values will be developed from the community needs assessment with the city team and master plan advisory committee. Tool 8 Community Needs Assessment 0 2 4 6 8 10 12 Dog Park Gym / Recreation Center; Basketball Courts (Arena / Indoors) Shade Structures Sports Complex / Sports Park Trails / Trail System / Trail Heads/Access / Walking / Jogging Aquatic Center; Indoor Pool Baseball Fields; Baseball Diamonds Community Center (at all parks) Cross Country Facility Football Fields; Flag Football Tournament Location Lighting in Parks Multi-Purpose Fields Open Space / Natural Areas / Greenbelts Parking Restrooms Senior Facility / Center Soccer Fields; Youth Soccer Fields (U-5, U-7) BMX / Skate Park Carousal / Ferris Wheel (Fairmount Park) Community Garden (Patterson Park) Exercise Course Golf Course (18 hole) Heated Pool; Ramp / Stairs to enter pools Homeless Facility / Center Lacrosse Library (Bobby Bonds Park) Outdoor Performance Venue / Amphitheater / Arena Parks/Mt. Rubidoux Pickleball Courts w/Lights Pocket Parks / Linear Parks Rugby Field Santa Ana River Trail Scoreboards for all Fields; Sport Field Fencing Softball Fields Splash Pad / Water Play Youth Opportunity Center Zipline Area of maximum community impact Public Workshops Workshop 1 / Workshop 2 / Workshop 3 / Workshop 4 / Workshop 5 / Workshop 6 Stakeholder Interviews Focus Group / Stakeholders Surveys Sports Org. Survey / ESRI Online Survey / Phone Survey 6 7 10 6 6 7 6 4 3 3 3 3 FrequentApparentIdentifiedSample of Engagement Needs Matrix   Packet Pg. 1460 City of San Bernardino • Parks Master Plan | 15 Phase IV - Needs Analysis and Recommendations RJM will provide a complete recommendation action plan outlining the park infrastructure improvements required to meet the needs of the community. Recommendations will be based on research and documented community needs. Specific recommendations may include park and recreation features such as additions, renovations, redevelopments, replacements, decommissioning, maintenance, and improvements of proposed parks, playgrounds, shelters, sports courts, parking lots, and turf reduction. After the facility needs, community priorities, and public consensus are defined, we will discuss and evaluate with City Staff the short-term, intermediate, and long-term opportunities to create new community recreation facilities. This may include evaluation of areas such as drainage or flood control sites, vacant land, or reuse of existing park land as well as potential new or enhanced partnerships to maximize the communities existing resources. Consultant shall further refine the list to create a 10-year priority CIP Plan and a detailed implementation schedule for first 5 years, including priority projects. The plan shall take into account immediate and long-range budget projections, planning staffing needs and operational resources. Tool 9 Recommendations and CIP Tool 10 Policy Review and Recommendations The purpose of this task is to provide, recommend, and establish coordination between the Parks Master Plan and San Bernardino’s General Plan. This will include proposed modifications, amendments, or revisions to the General Plan. The Consultant shall review San Bernardino’s planning and development ordinances pertinent to parks development issues; propose amendments and/or new ordinances as needed to accomplish parks development goals and objectives. Analyze current facility usage policies and fees for consistency, relevance, and effectiveness. The Consultant will develop an overall operational assessment for efficiencies and best management practices that can be employed to guide the organization including an analysis and identification of core recreation services, effective resource allocation, cost recovery, and pricing strategies that take into consideration community wide benefits vs. individual benefits. Recommended broad strategies for improvement or elevation of current operations to a best practice level will be presented that will apply to: • Pricing strategies for facilities and programs • Staffing standards for recreation services used by the community • Inventory of potential community partnerships and outside providers Phase V - Management, O&M, and Financial Analysis   Packet Pg. 1461 16 | City of San Bernardino • Parks Master Plan Phase V - Management, O&M, and Financial Analysis Tool 11 Operations and Maintenance Plan The Consultant will conduct an analysis of existing financial plans developing a Financial Plan with recommendations applicable to addressing the updated financial needs and priorities for the City of San Bernardino. Review and discuss existing funding mechanisms and cost recovery practices for recreation programs and services; and recommend appropriate levels of cost recovery through fees. Recommendations should balance cost recovery with issues of affordability. Provide a thorough analysis of existing funding practices, sources of funds including user fees and impact fees, and funding levels for parks, recreation, community service facilities and programs. Identify new or alternative sources of funds that might reasonably be developed to supplement existing funding methods an identify new funding practices that might present long- term funding stability. Tool 12 Financial Plan Review and Recommendations Prepare an Operation and Maintenance plan for the grounds and buildings maintained by the City. The plan will identify routine and preventative maintenance schedules/programs, work management, asset lifecycle management, and performance measurements. Operation and Maintenance Plan will include maintenance specifications and a proposed scope of work for park maintenance including a schedule of park maintenance services. Consultant shall also develop an Asset Management Plan specific for San Bernardino that ensures the uniform application of maintenance across the widely dispersed park and recreation facilities. Plan will factor in both the City’s suggestions and capabilities, and industry best practices and evaluate community interest, useful life of each asset, and impacts from recreational activities. Consultant shall provide an evaluation of current staffing levels and organizational structure based upon the existing department and potential growth with the development of this master plan. An evaluation and analysis of current management and operations practices will be provided, giving specific attention to parks maintenance and staffing (consideration should be given to contract maintenance vs. in-house staffing) with recommendations pertinent to future growth of parklands, buildings and facilities, and related services. Operations and Maintenance Plan will propose the development and operation of a sustainable park system for the City of San Bernardino identifying a vision, goals, and objectives for a park system that addresses environmental and economic sustainability. Recommendations can be prepared for specific sustainability practices for both new and rehabilitation projects, including ongoing sustainable operation and maintenance practices for incorporation into future bid requirements for maintenance suppliers, as well as design and construction guidelines for proposed new projects or project improvements that address environmental and economic sustainability goals. Propose cost-effective funding levels necessary to adequately sustain quality, safe, and cost-effective maintenance operations and practices and sustain recommended levels of maintenance and service. NRPA “levels of maintenance standards” should be used to help define recommendations.   Packet Pg. 1462 City of San Bernardino • Parks Master Plan | 17 Tool 10 Report Development and Documentation Master Plan Report Development The draft report will summarize all information gathered in inventory tasks, analysis, funding opportunities, phasing, community priorities and other data as appropriate. Recommend levels of recreation and park facilities shall be presented graphically and demonstrate distribution of service and opportunity. A list of site-specific projects, acquisitions, and services shall be generated and prioritized. Following a City Staff review, RJM will conduct a virtual meeting with City Staff to review and discuss refinements to the draft report. Upon receipt of one set of non-conflicting comments from the City, we will revise the document. The RJM Team will then incorporate City refinements and submit the Second Draft for staff review. Once the Second Draft has been reviewed and non-conflicting comments are received, a final Draft will be developed and formatted for delivery. All original detailed research and summary reports will be cataloged in an Appendix Document. Public Meetings and Presentations RJM will prepare a PowerPoint presentation summarizing the Final Report and present the final draft Master Plan to the City Council for review, comment, and final direction. Included in this proposal is in person attendance at one City Council meeting at kick off, one Park and Recreation Advisory Board meeting, one Commission meeting, and one City Council meeting for presentation and findings of the Parks Master Plan. Phase VI - Report Development   Packet Pg. 1463 18 | City of San Bernardino • Parks Master Plan M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 Phase I: Project Management (Tool 1) Tool 1: Scalable Project Management Phase II: Existing Conditions Analysis (Tool 2 - 5) Tool 2: Existing Documentation Review Tool 3: Inventory of Parks, Facilities, and Programs Tool 4: Demographic Assessment Tool 5: Local Trends Tool 6: Custom Park Standards Calculations Phase III: Public Outreach and Engagement (Tool 7) Project Website Development Stakeholder Interviews Workshop ONE Workshop TWO Workshop THREE Statistically-Valid Multi-Modal Phone Survey Phase IV: Needs Analysis and Recommendations (Tool 8- 9) Tool 8: Community Needs Assessment Tool 9: Recommendations & CIP Phase V: O & M, Policy, and Funding Analysis (Tool 10 - 12) Tool 10: Policy Review and Recommendations Tool 11: Operations and Maintenance Plan Tool 12: Financial Plan Review and Recommendations Phase VI: Report Development (Tool 13) Tool 13: Report Development and Documentation M Month Kick Off Meeting (In-Person) Project Review Meeting (Virtual) Presentations (In-Person) Project Management Plan   Packet Pg. 1464 City of San Bernardino • Parks Master Plan | 19 City of San Bernardino Zachary Mueting Principal RJM Design Group Kristen Schnell Project Manager RJM Design Group Adam Probolsky Survey Specialist Probolsky Research Source: googlemaps.com Organizational Chart The Community/ Stakeholders Master Plan Advisory Committee Tim Gallagher Senior Associate RJM Design Group City of San Bernardino • Parks Master Plan | 19   Packet Pg. 1465 20 | City of San Bernardino • Parks Master Plan Zachary Mueting, LLA LEED AP (BD+C) Principal In Charge RJM Design Group, Inc. Percentage of Time Avaliable: 55% Zachary Mueting has been with RJM Design Group since 2005. Zachary is a licensed Landscape architect with a strong background in recreation planning and design. Combining degrees in computer science, a masters in landscape architecture, and over 15 years of community engagement experience, Zachary has developed the most detailed community engaged master planning product available. Furthering that achievement Zachary has implemented a master planning toolkit approach with several of RJM’s long term clients. Zachary’s experience, education, professional accreditation, and publication of community consensus building techniques enables him to fulfill his role assisting with community outreach, landscape planning and design services and achievement of appropriate design solutions that create community. Related Project Experience • Parks, Recreation & Community Services Master Plan, Carson, CA • Citywide Park Needs Assessment, Laguna Niguel, CA • Parks and Recreation Needs Assessment, San Dimas, CA • Community Services Master Plan, Temecula, CA • Comprehensive Parks, Recreation, and Community Services Master Plan, Riverside, CA • Parks and Facilities Condition and Utilization Assessment, Cypress, CA • Update of Open Space Master Plan of Parks and Recreation, Costa Mesa, CA • Parks, Trails, Open Space, and Recreation Master Plan, Menifee, CA • Parks and Open Space Master Plan, Downey, CA • Park and Recreation Master Plan, Huntington Beach, CA • Recreation Needs Assessment, Goleta, CA • Jurupa Community Services District Parks and Recreation Master Plan, Eastvale, CA • Parks, Recreation, Trails, and Open Space Master Plan Update, San Bernardino, CA • Parks and Recreation Master Plan, Murrieta, CA • Parks and Recreation Master Plan, Banning, CA • Chino Hills Parks & Recreation Open Space Master Plan Update, Chino Hills, CA • Parks, Recreation, Trails, and Open Space Master Plan Update, Santa Clarita, CA • Aliso Viejo Community Association Parks & Recreation Master Plan, Aliso Viejo, CA • Laguna Woods Village Recreational Needs Assessment, Laguna Woods, CA • Long Range Master Plan, Lake Mission Viejo Association, Mission Viejo, CA Licenses Landscape Architect / CA 5731 Education Masters Degree, Landscape Architecture, California State Polytechnic University, Pomona, CA Bachelor of Science, Information Technology, Colorado Technical University, CO Bachelor of Science, Information Systems Management, Colorado Technical University, CO Project Team   Packet Pg. 1466 City of San Bernardino • Parks Master Plan | 21 Kristen Schnell Project Manager/Research Analyst RJM Design Group, Inc. Percentage of Time Avaliable: 65% Kristen Schnell has over 20 years of experience working on Parks and Recreation Master Plans. Her responsibilities include tracking all pertinent data and distributing to the consultant team, tracking project schedule and ensuring target dates are met, day-to-day correspondence, preparing summary reports & exhibits, preparing for and attending community outreach events, and preparation of the master plan report. In addition, Kristen has considerable experience working within the processing systems of several California jurisdictions. She is currently pursuing her AICP certification and is a member of the American Planning Association. Related Project Experience • Parks, Recreation & Community Services Master Plan, Carson, CA • Citywide Park Needs Assessment, Laguna Niguel, CA • Parks and Recreation Needs Assessment, San Dimas, CA • Community Services Master Plan, Temecula, CA • Comprehensive Parks, Recreation, and Community Services Master Plan, Riverside, CA • Senior Center Needs Assessment, Tustin, CA • Parks Recreation Master Plan, Banning, CA • Parks and Recreation Master Plan Update, Murrieta, CA • Parks, Trails, Open Space and Recreation Master Plan Update, San Bernardino, CA • Parks, Recreation, and Open Space Master Plan Update, Santa Clarita, CA • Parks, Recreation and Open Space Master Plan Update, Chino Hills, CA • Parks, Recreation, and Open Space Master Plan, Dana Point, CA • Recreation Needs Assessment for Laguna Woods Village (age-restricted community), PCM, Inc. • Recreation and Parks Master Plan, Pasadena, CA • Parks and Recreation Master Plan Update, Aliso Viejo Community Association, Aliso Viejo, CA • Recreation, Parks, Green Space and Family Services Master Plan, Azusa, CA • Update of Open Space Master Plan of Parks and Recreation, Costa Mesa, CA • Parks and Recreation Master Plan, Norwalk, CA • Recreation Needs Assessment, San Juan Capistrano, CA • Parks and Recreation Master Plan, Yucaipa, CA • Recreation Needs Assessment, West Hollywood, CA • Parks and Recreation Master Plan, La Quinta, CA Education Bachelor of Science, Biology University of California, Santa Cruz, CA   Packet Pg. 1467 22 | City of San Bernardino • Parks Master Plan Project Team (continued) Timothy A. Gallagher Recreation Programming/Senior Associate RJM Design Group, Inc. Percentage of Time Avaliable: 65% Timothy A. Gallagher has considerable expertise in parks and recreation management gleaned from more than thirty-five years of public agency management experience and numerous Board positions with industry associations and interest groups. Tim will spearhead many of the tasks outlined in our scope of work including the review of current practices and policies, operations and maintenance evaluation, identifying best management practices, and developing the new policies for the City . As a Manager or Department head for Parks and Recreation agencies in Seattle, Washington and Los Angeles County Director of Parks and Recreation, Tim had responsibility for long-range planning, park and facility development, program development and operations, and maintenance of parks and community facilities. This experience includes leadership of the development of Strategic Action Plans for Los Angeles County Department of Parks and Recreation and the City of Seattle Department of Parks and Recreation. Tim’s agency experience has also provided him the opportunity to gain familiarity with various funding and financing tools, as well as processing Plans for approval and successful submission of grant requests. Related Project Experience • Parks and Recreation Master Plan, Huntington Beach, CA • Parks and Recreation Master Plan, Goleta, CA • Livermore Maintenance Evaluation, included in Recreation and Parks District, Parks and Recreation Master Plan, Livermore, CA • Jurupa Community Services District Maintenance Evaluation, included in Parks and Recreation Master Plan • Jurupa Community Services District, Maintenance and Operations Manual • Pleasant Hill Park Maintenance Fiscal Evaluation as part of the Strategic Business Plan 2012/2013 • Pleasanton Parks and Recreation Master Plan included Maintenance Evaluation, Pleasanton, CA • Santa Maria Leisure Needs Assessment and Action Plan Update, included Park Maintenance Evaluation and Sustainability Plan, Santa Maria, CA • State of Oregon Statewide Comprehensive Outdoor Recreation Plan— Development of chapter on Sustainability in Parks and Recreation • Strategic Action Plan, Seattle, WA • Pro Parks and Green Spaces Levies Management, Seattle • Strategic Action Plan, Los Angeles County, CA • Hollywood Bowl Renovation, Los Angeles • San Luis Obispo County Open Space Trails Plan Education • M.A. Parks & Recreation Administration, CSU Chico • B.A. Sociology / UC Los Angeles Professional and Civic Positions • Board Member, California Council of Land Trusts • Legislative Chair—California Parks & Recreation Society Legislative Committee. 2000-2005 • Instructor, Cal Poly San Luis Obispo   Packet Pg. 1468 City of San Bernardino • Parks Master Plan | 23 Adam Probolsky Survey Specialist Probolsky Research Percentage of Time Avaliable: 65% Adam Probolsky has acted as pollster and strategic advisor on hundreds of local, county and statewide ballot measures and candidate and outreach campaigns. Additionally, he has been a key advisor to his firm’s clients on matters of public policy, legislation and business strategy. Probolsky was a planning commissioner and finance commissioner in the City of Irvine. He was also a member of the Orange County Waste & Recycling Commission overseeing landfills, recycling programs, waste hauling companies and power generating facilities, and he is also a former member of the Orange County Transportation Authority’s Environmental Mitigation and Oversight Committee. Mr. Probolsky regularly speaks to organizations on local public policy issues such as annexation, government customer service, taxation, infrastructure and recreation. Established for twenty-seven years, Probolsky Research specializes in opinion research on public policy, with government, corporate, election and non-profit practice areas. We understand government. Probolsky Research is a medium size firm with a staff of nine. Adam Probolsky (president) is your key contact throughout our relationship. Our work does not end after we deliver our final report – we are available (including in-person meetings) as needed moving forward, at no additional cost to you. We apply expert methodologies and leverage the right research tool for each situation. Our research services include telephone, online and multi-mode surveys, focus groups and other research. Related Project Experience • Parks and Recreation Needs Assessment, San Dimas, CA • Parks and Recreation Master Plan Update, Huntington Beach, CA • George Izay Park Master Plan, Burbank, CA • Parks and Facilities Master Plan, Pomona, CA • Parks, Recreation, and Community Services Master Plan, Carson, CA Probolsky Research is a Latina- and Woman-owned California Certified Small Business Enterprise (Supplier # 11154461)   Packet Pg. 1469 24 | City of San Bernardino • Parks Master Plan Our experience with local communities can help your city’s future planning efforts. Relevant Experience 24 | City of San Bernardino • Parks Master Plan   Packet Pg. 1470 City of San Bernardino • Parks Master Plan | 25 Parkland Inventoried: 56,664 acres Population Served: 3,638,331 people Agencies Served: 41+ agencies Years of Planning: 35 years Agencies Served Aliso Viejo Azusa Banning Brentwood Carson Chino Hills Costa Mesa Cypress Dana Point Downey Goleta Huntington Beach Jurupa Community Services District La Quinta Laguna Woods Village Laguna Hills Laguna Niguel Lake Mission Viejo Association Livermore Manteca Menifee Murrieta Norwalk Pasadena Pleasant Hill Pleasanton Pomona Rancho Mission Viejo Riverside Rocklin Roseville Sacramento San Bernardino San Dimas San Fernando San Juan Capistrano Santa Barbara County Santa Clarita Santa Maria Stanton Temecula West Hollywood Woodland Yucaipa website | rjmdesigngroup.com email | rjm@rjmdesigngroup.com   Packet Pg. 1471 26 | City of San Bernardino • Parks Master Plan Project Summary RJM Design Group developed the City’s first Parks and Recreation Master Plan. The process commenced with an inventory and assessment of the existing parks, recreation facilities, and program opportunities available within the City. Projected population growth, housing units, age distribution, and median income were some attributes that helped to identify the demographic characteristics of the resident population. The existing inventory and demographic analysis provided the foundational understanding of the community. The community outreach provided multiple opportunities to engage the community members and included a project website, online feedback comments, a statistically valid, multimodal survey, stakeholder interviews, three (3) community online surveys, a sports organization questionnaire, and six (6) in-person community workshops. Key strategies were developed to address each facility and program recommendation. Current capital improvement projects and costs for the recommendations were outlined in the report. Funding sources and strategies were identified to assist in the implementation of the recommendations. Parks, Recreation & Community Services Master Plan Carson, CA Status: Completed 2022 Client: The City of Carson Project Date: August 2021 to July 2022 Size: 19.2 square miles Population: 93,184 Project Cost: $230,940.00 Client Reference Michael Whittiker, Jr., Director of Parks, Recreation & Community Services, City of Carson phone: (310) 847-3570 Ext. 3571 email: MWhittiker@carsonca.gov Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Senior Associate: Tim Gallagher Survey Specialist: Adam Probolsky Relevant Experience   Packet Pg. 1472 City of San Bernardino • Parks Master Plan | 27 Citywide Park Needs Assessment Laguna Niguel, CA Project Summary The Laguna Niguel Citywide Park Needs Assessment serves as a guide and implementation tool for the management and development of parks and recreation facilities throughout the City. The process began with a review of pertinent planning documents, existing park resources, and recreation opportunities. Following the initial inventory an extensive community outreach campaign was developed. In-Person and live streaming online video presentations, one on one stakeholder interviews, public online surveys, direct website feedback, and a statistically valid multi-modal survey was conducted to clearly analyze the community recreation demand in the City. The project website enabled community members to review updates and provide immediate feedback at any point in time. The following are key strategies developed to balance the available inventory with the community recreational desires: provide sustainable sports facility management, increase park quality to strengthen community ties and bring diverse populations together, promote community connectivity to nature through an extensive trail network and trail events, and celebrate Laguna Niguel history and local identity. Status: Completed 2022 Client: The City of Laguna Niguel Project Date: July 2021 to April 2022 Size: 14.79 square miles Population: 65,952 Client Reference Ron Rivera Parks and Recreation Director City of Laguna Niguel phone: (949) 425-5148 email: RRivera@cityoflagunaniguel.org Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Survey Specialist: Timothy McLarney Laguna Beach N A Pa,k Aliso Viejo El Nguet Country ClubJEJ24 f ' � .f o< fil] Monarch Be.:1ch Gou I! 4' S n r 3 -Redondo View Node cat-o1 I 4 - Ridge View Park ,,..,. I ,. , -.. 6 -Beacon Hill Park 7 -Bear Brand Park 8 -Clipper Cove Park -9 -Crown Royale Park -10 - Hidden Hills Park -11 -Juaneno Park -12 - La Plata Park -13 -Lilly Shapell Park -14 -Marina Hills Park -15 -Niguel Heights Park --16 -Niguel Road Park -17 -Niguel Woods Park -18 -Ocean Breeze Park -19 -Pare Vista Overlook Park -20 -Pare Vista Park -21 -Pare Vista View park -22 -Rancho Niguel Park 23 - Reef View Node -24 -Seminole Park -25 -Yosemite Park Community Park 26 -Chapparosa park 27 -Crown Valley Park 28 - Laguna Niguel Skate & Soccer Park 29 - La Paz Sports Park 30 -Pooch Park County of Orange Parks 31 - Aliso & Woods Canyon Wilderness Park 32 -Badlands Park 33 - Laguna Niguel Regional Park 34 -Salt Creek Corridor 35 -Seaview Park San Juan Capistrano San Juan Hills Golf Club Laguna Ni g u e I City par ks CommunitylnspiredSpaces I -0 __ -==o�.=-�-5-=-0=-·_5 _ - _ - _ -:1M-i�les---�C_i_t_y_o_f_L_a _g_u_n_a_N_i g_ u _e_l_, _C_A_ R J Mg��a� Relevant Experience   Packet Pg. 1473 28 | City of San Bernardino • Parks Master Plan Parks and Recreation Needs Assessment San Dimas CA Project Summary The San Dimas Parks and Recreation Needs Assessment clearly defines the parks and recreation facility needs of the community and identifies surpluses and deficiencies with existing facilities. This project included a comparison of the City’s department organization, staffing, parks and recreation amenities, and programs to ten (10) comparable cities to establish a benchmark comparison. The community engagement process included stakeholder interviews, 3 virtual town hall meetings, a sports organization survey, and a statistically-valid multi-mode survey. Custom park standards were calculated based on the actual participation of San Dimas residents. A program inventory and evaluation were conducted on the existing programs and services offered. A final community workshop prioritized current and future park and recreation needs using a virtual meeting platform. Recommendations included key strategies, funding sources and CIP plan. The final report is a roadmap to guide the development of San Dimas’ Parks and Recreation Services now and into the future. Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Survey Specialist Adam Probolsky Status: Completed 2020 Client: The City of San Dimas Project Date: April 2020 to December 2020 Size: 15.4 square miles Population: 34,966 Client Reference Scott Wasserman Director of Parks and Recreation City of San Dimas phone: (909) 394-6233 email: swasserman@sandimasca.gov 31 30 19 20 40 41 17 39 231415 38 34 37 12 1 32 2 18 8 11 25 36 29 16 4 21 27 10 6 3 9 24 22 7 26 13 35 28 5 33 CC CRC HCPR JRC MPSC MRC OTTCT PW RHRTPL TCC TVM THC City of Temecula - Parks and Facilities City of Temecula - Community Services Master Plan, 20190120.5 Miles Legend Parks 1- Bahia Vista Park 2 - Butterfield Stage Park 3 - Calle Aragon Park 4 - Crowne Hill Park 5 - Eagle Soar Playground and Splash Pad 6 - Harveston Community Park 7 - Harveston Lake Park 8 - John Magee Park 9 - Kent Hintergardt Memorial Park 10 - Loma Linda Park 11 - Long Canyon Creek Park 12 - Margarita Community Park 13 - Meadows Park 14 - Nakayama Park 15 - Nicolas Road Park 16 - Pablo Apis Park 17 - Pala Community Park 18 - Paloma Del Sol Park 19 - Paseo Gallante Park 20 - Patricia H. Birdsall Sports Park 21 - Pauba Ridge Park 22 - Redhawk Community Park 23 - Riverton Park 24 - Ronald Reagan Sports Park 25 - Rotary Park 26 - Sam Hicks Monument Park 27 - Serena Hills Park 28 - Skyview Park 29 - Stephen Linen Jr. Memorial Park 30 - Sunset Park 31 - Temecula Creek Trail Park 32 - Temecula Duck Pond & Veteran's Memorial 33 - Temecula Skate Park 34 - Temeku Hills Park 35 - Town Square Park 36 - Vail Ranch Park 37 - Veteran's Park 38 - Voorburg Park 39 - Winchester Creek Park 40 - Wolf Creek Park 41 - Wolf Creek Trail Park Legend Facilities 1 - Community Recreation Center (CRC) 2 - Conference Center at Civic Center (CC) 3 - Harveston Community Park Room (HCPR) 4 - Jefferson Recreation Center (JRC) 5 - Mary Phillips Senior Center (MPSC) 6 - Margarita Recreation Center (MRC) 7 - Old Town Temecula Community Theater (OTTCT) 8 - Pennypickle's Workshop / Children's Museum (PW) 9 - Ronald H. Roberts Temecula Public Library (RHRTPL) 10 - Temecula Community Center (TCC) 11 - Temecula HELP Center and Barn (THC) 12 - Temecula Valley Museum / Chapel of Memories (TVM) 15 215 15 15 26 35 CC MPSC OTTCT PW TVM O ld T o w n Temecula Relevant Experience   Packet Pg. 1474 City of San Bernardino • Parks Master Plan | 29 31 30 19 20 40 41 17 39 231415 38 34 37 12 1 32 2 18 8 11 25 36 29 16 4 21 27 10 6 3 9 24 22 7 26 13 35 28 5 33 CC CRC HCPR JRC MPSC MRC OTTCT PW RHRTPL TCC TVM THC City of Temecula - Parks and Facilities City of Temecula - Community Services Master Plan, 20190120.5Miles Legend Parks 1- Bahia Vista Park 2 - Butterfield Stage Park 3 - Calle Aragon Park 4 - Crowne Hill Park 5 - Eagle Soar Playground and Splash Pad 6 - Harveston Community Park 7 - Harveston Lake Park 8 - John Magee Park 9 - Kent Hintergardt Memorial Park 10 - Loma Linda Park 11 - Long Canyon Creek Park 12 - Margarita Community Park 13 - Meadows Park 14 - Nakayama Park 15 - Nicolas Road Park 16 - Pablo Apis Park 17 - Pala Community Park 18 - Paloma Del Sol Park 19 - Paseo Gallante Park 20 - Patricia H. Birdsall Sports Park 21 - Pauba Ridge Park 22 - Redhawk Community Park 23 - Riverton Park 24 - Ronald Reagan Sports Park 25 - Rotary Park 26 - Sam Hicks Monument Park 27 - Serena Hills Park 28 - Skyview Park 29 - Stephen Linen Jr. Memorial Park 30 - Sunset Park 31 - Temecula Creek Trail Park 32 - Temecula Duck Pond & Veteran's Memorial 33 - Temecula Skate Park 34 - Temeku Hills Park 35 - Town Square Park 36 - Vail Ranch Park 37 - Veteran's Park 38 - Voorburg Park 39 - Winchester Creek Park 40 - Wolf Creek Park 41 - Wolf Creek Trail Park Legend Facilities 1 - Community Recreation Center (CRC) 2 - Conference Center at Civic Center (CC) 3 - Harveston Community Park Room (HCPR) 4 - Jefferson Recreation Center (JRC) 5 - Mary Phillips Senior Center (MPSC) 6 - Margarita Recreation Center (MRC) 7 - Old Town Temecula Community Theater (OTTCT) 8 - Pennypickle's Workshop / Children's Museum (PW) 9 - Ronald H. Roberts Temecula Public Library (RHRTPL) 10 - Temecula Community Center (TCC) 11 - Temecula HELP Center and Barn (THC) 12 - Temecula Valley Museum / Chapel of Memories (TVM) 15 215 15 15 26 35 CC MPSC OTTCT PW TVM Old Town Temecula Community Services Master Plan Temecula, CA Status: Completed 2020 Client: The City of Temecula Project Date: May 2019 to August 2020 Size: 37 square miles Population: 114,327 Client Reference Kevin Hawkins Director of Community Services City of Temecula phone: (951) 694-6480 email: kevin.hawkins@cityoftemeculaca.gov Project Summary The Master Plan process commenced with an examination of the characteristics that define the community, and an inventory of the existing recreational opportunities and resources available within the City. Temecula’s Community Services Department includes Arts and Culture, Homeless Outreach, and Library Services. The City prides itself on providing inclusive services for the disabled, veterans, and the senior populations. Established methods of community involvement included a multi-modal survey, stakeholder interviews, focus groups, a sports organization questionnaire, and ward specific community workshops. Community issues, recreational facility and program usage patterns and the community needs for parks and recreation facilities were developed. Identified needs, facility usage patterns, recreation standards and population projections provide the basis for the quantification of facilities required to meet identified community needs were identified. Trail connections and regional trail goals were identified. The final report includes inventory, assessment and recommendations for parks, recreation facilities, programs, trails, arts and culture, and staffing evaluation. Operations and maintenance recommendations as well as a financial strategy plan summarizes an implementation plan for the City. Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Relevant Experience   Packet Pg. 1475 30 | City of San Bernardino • Parks Master Plan Project Summary The Master Plan process commenced with an examination of the characteristics that define the community, and an inventory of the existing recreational opportunities and resources available within the City. The inventory and analysis provided the foundational understanding of the community and serves as the starting point from which community members are engaged and their needs are identified. Established methods of community involvement included a community wide telephone survey, stakeholder interviews, focus groups, GIS community online survey, a sports organization questionnaire, and ward specific community workshops which provided multiple opportunities to engage the community members, and multiple measures from which a broad understanding of community issues, recreational facility and program usage patterns and the community needs for parks and recreation facilities is developed. Identified needs, facility usage patterns, recreation standards and population projections provide the basis for the quantification of facilities required to meet identified community needs. Facility recommendations are derived based on priority of needs, then general cost for recommendations are identified. A full CASp report was also prepared as part of this project. Comprehensive Parks, Recreation & Community Services Master Plan Riverside, CA Status: Completed 2019 Client: The City of Riverside Project Date: June 2018 to December 2019 Size: 81.5 square miles Population: 327,728 Client Reference Adolfo Cruz Director of Parks, Recreation & Community Services City of Riverside phone: (951) 826-2075 email: AdCruz@riversideca.gov Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Relevant Experience   Packet Pg. 1476 City of San Bernardino • Parks Master Plan | 31 Open Space Master Plan of Parks & Recreation Costa Mesa, CA Project Summary The City of Costa Mesa is a coastal community with a very diverse, built-out population of over 113,000 residents. RJM Design Group was contracted to develop the cities original Parks Master Plan in 2002. After successfully following the document the city again contracted RJM to update the document for the next 15 years. The project included complete inventory and assessment of all the recreation facilities and programs, extensive community outreach, stakeholder interviews, and workshops. The resulting document concluded in recommendations for maintenance and operations, funding sources, prioritized facility improvements, park facility and rehabilitation cost estimates, as well as a six year capital improvement plan. Costa Mesa’s Park Master Plan is a community supported city wide plan that will continue to guide the successful development of the parks and recreation facilities in Costa Mesa for the another 15 years. Project Team Principal: Zachary Mueting Project Manager: KristenSchnell Status: Completed 2018 Client: The City of Costa Mesa Project Date: April 2017 to October 2018 Project Size: 15.8 square miles Population: 113,825 Contract Amount: $99,785 Client Reference Jason Minter Parks & Community Services Director City of Costa Mesa phone: (714) 754-5065 email: jason.minter@costamesaca.gov Relevant Experience   Packet Pg. 1477 32 | City of San Bernardino • Parks Master Plan Parks & Recreation Master Plan Huntington Beach, CA Status: Completed 2016 Client: The City of Huntington Beach Project Date: November 2015 to January 2016 Size: 32.1 square miles Population: 201,874 Contract Amount: $220,800 Client Reference Chris Slama Director of Community Services City of Huntington Beach phone: (714) 536-5495 email: cslama@surfcity-hb.org Project Summary Nicknamed “Surf City” for its beautiful wide beaches and consistently breaking surf. The City of Huntington Beach has a large and well-established park system with over seventy five (75) parks and numerous community recreation buildings. The City contracted RJM Design Group to update its existing Parks and Recreation Master Plan. The first phase of the project included a background review of the demographics and community trends and their impact on the park system. The second phase involved a detailed inventory of the facilities and programs currently provided in the City, as well as a gap analysis of the existing facilities to determine locations where recreational opportunities are needed. The third phase included a thorough public involvement process including executive interviews, sports organization questionnaire, telephone survey, and public workshops. The fourth phase looked at the demand and needs for facilities based on the inventory of existing facilities and the data derived from the prior phases. Recommendations included an opportunities feasibility analysis, acquisition plan, cost estimates, capital improvement plan, and sustainable practices/maintenance and operations management plan. Project Team Principal: Zachary Mueting Project Manager: Kristen Schnell Relevant Experience   Packet Pg. 1478 City of San Bernardino • Parks Master Plan | 33 RJM DESIGN GROUP, INC. offers its clients personalized service that is delivered on time and within budget. The principals of RJM maintain personal involvement in all aspects of the project. Our success is based on our ability to perform, meeting the needs of the client and the project. Please feel free to contact all our references as we are sure they will share their success stories of projects we have helped them accomplish. “The Master Plan Update was long overdue. RJM Design Group produced a strong product. The participation process will make this report a useable document that will not just sit on a shelf.” - Kevin Hawkins, Community Services Director City of Temecula “Thank you so much for providing such a detailed report. I appreciate this report gives us feedback on what our community wants and strategies on how to implement those.” - Sandy Rains, Mayor Pro Tem City of Laguna Niguel Agency Name & Contact Information: Scott Wasserman Director of Parks & Recreation CITY OF SAN DIMAS phone: (909) 394-6233 email: swasserman@sandimasca.gov Budget: $115,275 Services: Parks and Recreation Needs Assessment March 2020 - December 2020 Link to report: https://rjmdesigngroup.sharefile.com/d-se45919b2aa9d4bbcb833cf157995b128 Agency Name & Contact Information: Kevin Hawkins Director of Community Services CITY OF TEMECULA phone: (951) 694-6480 email: kevin.hawkins@cityoftemeculaca.gov Budget: $276,000 Services: Community Services Master Plan April 2019 - February 2020 Link to report: https://temeculaca.gov/DocumentCenter/View/11006/Temecula-Community-Services-Master-Plan Agency Name & Contact Information: Ron Rivera Parks and Recreation Director CITY OF LAGUNA NIGUEL phone: (949) 425-5148 email: RRivera@cityoflagunaniguel.org Budget: $146,810 Services: Citywide Park Needs Assessment July 2021 - April 2022 Link to report: https://rjmdesigngroup. sharefile.com/d-s6ecf455b6119459e9dd72e ec226f2c72 Agency Name & Contact Information: Chris Slama Director of Community Services CITY OF HUNTINGTON BEACH phone: (714) 536-5495 email: cslama@surfcity-hb.org Budget: $211,000 Services: Parks and Recreation Master Plan April 2015 - July 2016 (currently updating) Link to report: https://www. huntingtonbeachca.gov/announcements/ attachments/Parks-and-Recreation-Master- Plan-Rev2016.2.5.pdf Agency Name & Contact Information: Jason Minter Parks & Community Services Director CITY OF COSTA MESA phone: (714) 754-5065 email: jason.minter@costamesaca.gov Budget: $161,270 Services: Open Space Master Plan of Parks and Recreation Update January 2017 - June 2018 (currently updating outreach only) Link to report: http://ftp.costamesaca. gov/costamesaca/council/ agenda/2018/2018-02-13/SS-1-Attach-4.pdf Agency Name & Contact Information: Michael Whittiker, Jr. Director of Parks, Recreation & Community Services CITY OF CARSON phone: (310) 847-3570 Ext. 3571 email: MWhittiker@carsonca.gov Budget: $230,940 Services: Parks, Recreation & Community Services Master Plan August 2021 - July 2022 Link to report: https://rjmdesigngroup. sharefile.com/d-s47ced952dca941b08605fa e94b9a8319 References   Packet Pg. 1479 RJM Design Group, Inc. 31591 Camino Capistrano San Juan Capistrano, CA 92675 rjm@rjmdesigngroup.com www.RJMdesigngroup.com [949] 493-2690 fax [949] 493-2600 phone   Packet Pg. 1480 1 0 5 0 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Adoption of Ordinance MC-1606 (Ward 4) Recommendation: Adopt Ordinance No. MC-1606 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services). Background On June 5, 2019, the Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for July 17, 2019, for the issue of establishment of the community facilities district. Discussion On December 7, 2022, the Mayor and City Council introduced, read by title only, and waived further reading of Ordinance No. MC-1606. The Ordinance is now being returned to the Mayor and City Council for adoption. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No 4. Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact   Packet Pg. 1481 1 0 5 0 There is no fiscal impact associated with the recommended action of this item. All costs associated with annexing property into the District have been borne by the Property Owners. By annexing the subject property into the District, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD 2019-1 and not through the City’s General Fund. Conclusion Adopt Ordinance No. MC-1606 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services). Attachments Attachment 1 – Ordinance No. MC-1606 (Ordinance Levying Special Taxes) Attachment 2 – Exhibit A – Description of Services Attachment 3 – Exhibit B – Description of Territory Attachment 4 – Project Location Map Ward: Fourth Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.” July 17, 2019 Mayor and City Council adopted Resolution No. 2019-178 establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 declaring election results for Community Facilities District No. 2019-1; and conducted the first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Mayor and City Council conducted the final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1.   Packet Pg. 1482 1 0 5 0 November 2, 2022 Mayor and City Council adopted Resolution No. 2022-232, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.” December 7, 2022 Mayor and City Council adopted Resolution No. 2022-247 calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Annexation No. 25), and adopted Resolution No. 2022-248 declaring election results for Community Facilities District No. 2019-1 (Annexation No. 25); and introduced Ordinance No. MC-1606 amending Ordinance No. MC-1522.   Packet Pg. 1483 Ordinance No. MC-1606 1 ORDINANCE NO. MC-1606 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on December 7, 2022, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 1484 Ordinance No. MC-1606 2 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately, following adoption of this ordinance, transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023. Helen Tran, Mayor City of San Bernardino   Packet Pg. 1485 Ordinance No. MC-1606 3 Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1486 Ordinance No. MC-1606 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-1606, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2022. Ordinance No. MC-1606 was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1487 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 1488 EXHIBIT B DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 25 is currently comprised of five (5) parcels, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Numbers (APNs). APN Owner Name 0285-211-05 Li Hanhsing, et al. 0285-211-21 Pacific West Company, et al. 0285-211-22 Pacific West Company, et al. 0285-211-23 Pacific West Company, et al. 0285-211-25 Li Hanhsing, et al.   Packet Pg. 1489 ORANGE STPALM AVEHIGHLAND AVE ^_ORANGE STCITRUS ST PIEDMONT DR HIGHLAND AVESEINEAVE PALM AVECENTRAL AVEHEMLOCK D R PALM CREST DR PACIFIC ST ·|}þ330 ·|}þ210 CFD N O. 2019-1 (MAINTEN ANCE SERVICES)ANNEXATION NO. 25 PROJECT MAP   Packet Pg. 1490 1 0 5 1 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Adoption of Ordinance No. MC-1607 (Ward 1) Recommendation: Adopt Ordinance No. MC-1607 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services). Background On June 5, 2019, the Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982”. A public hearing was set for July 17, 2019, for the issue of establishment of the community facilities district. Discussion On December 7, 2022, the Mayor and City Council introduced, read by title only, and waived further reading of Ordinance No. MC-1607. The Ordinance is now being returned to the Mayor and City Council for adoption. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No 4. Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact   Packet Pg. 1491 1 0 5 1 There is no fiscal impact associated with the recommended action of this item. All costs associated with annexing property into the District has been borne by the Property Owner. By annexing the subject property into the District, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD 2019-1 and not through the City’s General Fund. Conclusion Adopt Ordinance No. MC-1607 of the Mayor and City Council of the City of San Bernardino, California, amending Ordinance No. MC-1522 and levying special taxes to be collected during Fiscal Year 2022-2023 to pay the annual costs of the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, parks and trail maintenance, a reserve fund for capital replacement, and administrative expenses with respect to City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services). Attachments Attachment 1 – Ordinance No. MC-1607(Ordinance Levying Special Taxes) Attachment 2 – Exhibit A – Description of Services Attachment 3 – Exhibit B – Description of Territory Attachment 4 – Project Location Map Ward: First Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.” July 17, 2019 Mayor and City Council adopted Resolution No. 2019-178 establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 declaring election results for Community Facilities District No. 2019-1; and conducted the first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services, and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Mayor and City Council conducted the final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services, and expenses with respect to Community Facilities   Packet Pg. 1492 1 0 5 1 District No. 2019-1. October 19, 2022 Mayor and City Council adopted Resolution No. 2022-223, a Resolution of Intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello-Roos Community Facilities Act of 1982.” December 7, 2022 Mayor and City Council adopted Resolution No. 2022-249 calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to Community Facilities District No. 2019-1 (Annexation No. 21) and adopted Resolution No. 2022-250 declaring election results for Community Facilities District No. 2019-1 (Annexation No. 21); and introduced Ordinance No. MC-1607 amending Ordinance No. MC-1522.   Packet Pg. 1493 Ordinance No. MC-1607 1 ORDINANCE NO. MC-1607 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING ORDINANCE NO. MC-1522 AND LEVYING SPECIAL TAXES TO BE COLLECTED DURING FISCAL YEAR 2022-2023 TO PAY THE ANNUAL COSTS OF THE MAINTENANCE AND SERVICING OF LANDSCAPING, LIGHTING, WATER QUALITY IMPROVEMENTS, GRAFFITI, STREETS, STREET SWEEPING, PARKS AND TRAIL MAINTENANCE, A RESERVE FUND FOR CAPITAL REPLACEMENT, AND ADMINISTRATIVE EXPENSES WITH RESPECT TO CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) WHEREAS, the Mayor and City Council (the "City Council") of the City of San Bernardino (the "City") has heretofore adopted Resolution No. 2019-81, stating that a community facilities district to be known as "City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services), County of San Bernardino, State of California" (the "Community Facilities District"), is proposed to be established under the provisions of Chapter 2,5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, commonly known as the "Mello-Roos Community Facilities Act of 1982" (the "Act"), and fixing the time and place for a public hearing on the formation of the Community Facilities District; and WHEREAS, notice was published and mailed to the owners of the property in the Community Facilities District as required by law relative to the intention of the City Council to establish the Community Facilities District and the levy of the special taxes therein to provide certain services, and of the time and place of said public hearing; and WHEREAS, on December 7, 2022, at the time and place specified in said published and mailed notice, the City Council opened and held a public hearing as required by law relative to the formation of the Community Facilities District, the levy of the special taxes therein and the provision of services by the Community Facilities District; and WHEREAS, at the public hearing all persons desiring to be heard on all matters pertaining to the formation of the Community Facilities District, the levy of the special taxes and the provision of services therein were heard, and a full and fair hearing was held; and WHEREAS, subsequent to said hearing, the City Council adopted resolutions entitled "Resolution of the City Council of the City of San Bernardino Establishing Calling An Election for the Purpose of Submitting the Question of the Levy of the Proposed Special Tax to the Qualified Electors of the Proposed Community Facilities District; Authorizing the Levy of Special Taxes; and Establishing the Appropriations Limit for the Proposed Community Facilities District" (the "Resolution of Formation") which resolution established the Community Facilities District, authorized the levy of a special tax within the District, and called an election within the District on   Packet Pg. 1494 Ordinance No. MC-1607 2 the proposition of levying a special tax, and establishing an appropriations limit within the District; and WHEREAS, an election was held within the Community Facilities District in which the sole eligible landowner elector approved said propositions by more than the two-thirds vote required by the Act. THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS: SECTION 1.Findings. It is necessary that the City Council of the City of San Bernardino levy special taxes pursuant to Sections 53340 of the Government Code to provide and finance the costs of certain types of services, and related costs within the Community Facilities District, including (i) the maintenance and servicing of landscaping, lighting, water quality improvements, graffiti, streets, street sweeping, and park maintenance, (ii) a reserve fund for capital replacement, and (iii) administrative expenses, all as more completely described in Exhibit "A" to Resolution No. 2019-81, attached hereto and by this reference made a part hereof. SECTION 2.Levy of Special Taxes. Special taxes shall be and are hereby levied for the Fiscal Year 2022-2023, and each Fiscal Year thereafter, on all parcels of real property within the District which are subject to taxation, which are identified in Exhibit "B" attached hereto. Pursuant to said Section 53340, such special taxes shall be collected in the same manner as ordinary ad valorem property taxes are collected and shall be subject to the same penalties and the same procedure, sale, and Lien priority in case of delinquency as is provided for ad valorem taxes. SECTION 3.Transmittal to County. The City Clerk shall immediately, following adoption of this ordinance, transmit a copy hereof to the Board of Supervisors and the County Auditor of the County of San Bernardino together with a request that the special taxes as levied hereby be collected on the tax bills for the parcels identified in Exhibit "B" hereto, along with the ordinary ad valorem property taxes to be levied on and collected from the owners of said parcels. SECTION 4.Authorization to Publish Ordinance. City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California. SECTION 5.Effective Date. This ordinance shall become effective thirty (30) days after its adoption. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of _______, 2023. Helen Tran, Mayor City of San Bernardino   Packet Pg. 1495 Ordinance No. MC-1607 3 Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1496 Ordinance No. MC-1607 4 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-1607, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the ____ day of ______, 2023. Ordinance No. MC-1607was approved, passed and adopted at a regular meeting held the ____ day of ______, 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of _____, 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1497 EXHIBIT A DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 1498 EXHIBIT B DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 21 is currently comprised of four (4) parcels, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Numbers (APNs). APN Owner Name 0136-371-36 SBABP IV, LLC 0136-371-37 SBABP IV, LLC 0136-371-40 SBABP IV, LLC 0136-371-43 SBABP IV, LLC   Packet Pg. 1499 CENTRAL AVEVICTORIA AVE5TH ST 6TH ST 3RD ST ^_ ·|}þ210 16TH ST SPRUCE ST SIERRA WAYWATERMAN AVECAM PUS WAY 2ND S T MAGNOLIA AVE ORANGE SHOW RD ·|}þ259 ·|}þ330 ·|}þ38 ·|}þ210§¨¦215 §¨¦10 ELM ST3RD ST5 TH ST VICTORIA AVE9TH ST PALM AVEBASELINE ST ORANGE STSTERLING AVECFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 21 PROJECT MAP   Packet Pg. 1500 1 0 5 2 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations and Maintenance Department:Public Works Subject:Resolution Declaring Intent to Annex Territory: Community Facilities District No. 2019-1 (Maintenance Services): Annexation No. 31, Tax Zone No. 32 (Rancho Ave.) (Ward 3) Recommendation: Adopt Resolution No. 2023-017 of the Mayor and City Council of the City of San Bernardino, California, declaring its intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino, adopting a map of the area to be proposed (Annexation No. 31) and authorizing the levy of a special taxes therein. Background On June 5, 2019, the Mayor and City Council approved Resolution No. 2019-81 establishing Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the "CFD No. 2019-1" or "District") for the purpose of levying special taxes on parcels of taxable property to provide certain services which are necessary to meet increased demands placed upon the City. Discussion On July 17, 2019, the Mayor and City Council adopted Resolution No. 2019-178, establishing CFD No. 2019-1 pursuant to the provisions of the Mello-Roos Community Facilities Act of 1982 (“Act”). CFD No. 2019-1 allows for the levy of special taxes on parcels of taxable property for the purpose of providing certain services which are necessary to meet increased demands placed by development upon the City. Development projects are subject to conditions of approval that require projects to form/annex a maintenance district. These districts apply an annual fee or special tax upon properties within the District which provide the revenue to offset the cost of maintenance of the public improvements necessary to serve the development.   Packet Pg. 1501 1 0 5 2 The Developer has agreed to initiate and conduct the CFD annexation proceedings pursuant to the Act. To that end, the Developer has submitted a "Consent and Waiver" form, which is on file in the City Clerk's office that authorizes the City to (1) hold the election and declare election results; (2) shorten election time requirements; (3) waive analysis and arguments; (4) waive all notice requirements relating to the conduct of the election immediately following the public hearing. The public facilities and services proposed to be financed within the territory to be annexed to the District are the following: 1. Public lighting and appurtenant facilities, including streetlights within public rights-of-way and traffic signals; and 2. Maintenance of streets, including pavement management; and 3. City and County costs associated with the setting, levying and collection of the special tax, and in the administration of the District, including the contract administration and for the collection of reserve funds. The proposed development includes approximately 13.28 gross acres of a zoned commercial property. The property is located north of W Rialto Avenue and east of N Rancho Avenue. At build out, this development will include a truck and trailer parking facility as a new Tax Zone No. 32 within CFD No. 2019-1, as shown in the boundary map and included in the Resolution of Intention as Exhibit “D”. In order to annex into CFD No. 2019-1, a Resolution of Intention to annex property must be approved to identify the facilities to be maintained and establish the maximum special tax for this Tax Zone. The Resolution of Intention shall also set the date and time for the public hearing. The rate and method of apportionment of the special tax for this Tax Zone, (Tax Zone No. 32), is included as Exhibit “C” to the Resolution of Intention. The maximum annual special tax for this development has been calculated to be $452 per acre for FY 2023/24. This tax rate includes a Maximum Special Tax A of $358 per acre per year for maintenance services of public facilities and a Maximum Annual Special Tax B (Contingent) of $94 per acre per year. Special Tax B (Contingent) is for the maintenance and operation of the improvements described in Exhibit “B” attached hereto. If the Property Owners Association (POA) were to default of its obligation to maintain such improvements, the City would be able to collect funds to pay for those services. Annual Special Tax A and Annual Special Tax B (Contingent) rate are proposed to escalate each year at the greater of Consumer Price Index (CPI) or 2%. Exhibit “H”, attached hereto, is a maintenance exhibit to illustrate which services will be maintained by the CFD and by the POA. In order to annex property to CFD No. 2019-1 pursuant to the provisions of California Government Code Section 53311 et seq., the City must adopt a series of three statutorily required Resolutions and an Ordinance which are summarized below: •Resolution declaring City intent to annex territory to Community Facilities District No. 2019-1 including the boundary of the area to be annexed and the   Packet Pg. 1502 1 0 5 2 rate and method of apportionment of special taxes within the annexation area (the special tax applies only to properties within the annexation area). •Resolution calling an election to submit to the qualified electors the question of levying a special tax within the area proposed to be annexed to the District. •Resolution declaring the results of the election and directing the recording of the notice of special tax lien. •Amend the Ordinance and order the levy and collection of special taxes in the District. With the adoption of the Resolution of Intention, the Public Hearing would be scheduled for March 1, 2023. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No 1. Improved Operational & Financial Capacity and Key Target No 4. Economic Growth & Development. This project will contribute to ensure that the City is clean and attractive and provide infrastructure designed for long term economic growth. Fiscal Impact The individual property owner in the CFD will be responsible for annual payments of special taxes. Upon full completion of the development, it is estimated that there will be an annual collection of special tax revenues of approximately $4,760 from Special Tax A to be used to pay for maintenance costs. On March 1 of each year, every taxable unit for which a building permit has been issued within the boundaries of the CFD will be subject to the special tax for the ensuing Fiscal Year. If the anticipated costs of maintaining the facilities in any given Fiscal Year, prior to buildout of the project, exceeds the special tax revenues available from parcels for which building permits have been issued, then the special tax may also be applied to property within recorded final subdivision maps, as well as other undeveloped property within the boundaries of the CFD. All costs associated with annexation into the CFD have been borne by the Developer. By annexing into the CFD, the costs of maintaining improvements located within the development will be financed through special taxes levied on the parcels within CFD No. 2019-1 and not through the City’s General Fund. Conclusion Adopt Resolution No. 2023-017 of the Mayor and City Council of the City of San Bernardino, California, declaring its intention to annex territory into Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino, adopting a map of the area to be proposed (Annexation No. 31) and authorizing the levy of a special taxes therein. Attachments   Packet Pg. 1503 1 0 5 2 Attachment 1 – Resolution of Intention No. 2023-017 Attachment 2 – Exhibit A - Description of Territory Attachment 3 – Exhibit B - Description of Services Attachment 4 – Exhibit C - Rate and Method of Apportionment Attachment 5 – Exhibit D - Boundary Maps Attachment 6 – Exhibit E - Petition Attachment 7 – Exhibit F - Notice of Public Hearing Attachment 8 - Exhibit G - Special Election Ballot Attachment 9 - Exhibit H - Maintenance Exhibit Attachment 10 – Project Map Ward: Third Ward Synopsis of Previous Council Actions: June 5, 2019 Mayor and City Council adopted Resolution No. 2019-81, a Resolution of Intention to form Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino (the “Resolution of Intention”), pursuant to the provisions of the “Mello- Roos Community Facilities Act of 1982”. July 17, 2019 Resolution No. 2019-178 was adopted establishing Community Facilities District No. 2019-1; Resolution No. 2019-179 was adopted declaring election results for Community Facilities District No. 2019- 1; and first reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services and expenses with respect to Community Facilities District No. 2019-1. August 7, 2019 Final reading of Ordinance No. MC-1522 levying special taxes to be collected during FY 2019-20 to pay annual costs of maintenance, services, and expenses with respect to Community Facilities District No. 2019-1.   Packet Pg. 1504 Resolution No. 2023-017 Resolution No. 2023-017 January 18, 2023 Page 1 of 4 1 8 0 7 RESOLUTION NO. 2023-017 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, DECLARING ITS INTENTION TO ANNEX TERRITORY INTO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO, ADOPTING A MAP OF THE AREA TO BE PROPOSED (ANNEXATION NO. 31) AND AUTHORIZING THE LEVY OF A SPECIAL TAXES THEREIN WHEREAS, pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”), on June 5, 2019, the Mayor and City Council (the “City Council”) of the City of San Bernardino (the “City”) approved Resolution No. 2019-81 establishing Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino, County of San Bernardino, State of California, defined the "CFD No. 2019-1", for the purpose of levying special taxes on parcels of taxable property therein for the purpose of providing certain services which are necessary to meet increased demands placed upon the City; and WHEREAS, the Mayor and City Council has received a written instrument from the landowner in the CFD No. 2019-1 to initiate and conduct proceedings pursuant to the Act, to annex territory to CFD No. 2019-1 and consenting to the shortening of election time requirements, waiving analysis and arguments, and waiving all notice requirements relating to the conduct of the election; and WHEREAS, the Mayor and City Council has been advised that certain property owners have requested that the area shown in Exhibit D be annexed territory to the boundaries of CFD No. 2019-1, that a rate and method of apportionment of the special tax to be levied therein be established. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. Intent to Annex. The Mayor and City Council hereby declares that it proposes and intends to conduct proceedings pursuant to Article 3.5 for the annexation to the Community Facilities District of the territory described in Exhibit A attached hereto. The Mayor and City Council determines that the public convenience and necessity require that such territory be annexed to the Community Facilities District. SECTION 2.Name of the Community Facilities District. The name of the existing Community Facilities District is known as “Community Facilities District No. 2019-1 (Maintenance Services)”. SECTION 3.Description of Territory Proposed to be Annexed, Annexation Map. The territory proposed to be annexed are included within the boundaries within which property may annex to CFD No. 2019-1 and are more particularly described and shown on that certain map   Packet Pg. 1505 Resolution No. 2023-017 Resolution No. 2023-017 January 18, 2023 Page 2 of 4 1 8 0 7 entitled “Boundaries – Potential Annexation Area Community Facilities District No. 2019-1 (Maintenance Services) of the City of San Bernardino, County of San Bernardino, State of California,” as recorded on June 6, 2019, in Book 88 of Maps of Assessment and Community Facilities District, Page 33, and as Instrument No. 2019-0185395 in the official records of the County of San Bernardino. The territory proposed to be annexed to the CFD No. 2019-1 is described in Exhibit A, attached hereto, and by this reference made a part hereof. Such territory is also shown and described on the map thereof entitled "Annexation Map No. 31, Community Facilities District No. 2019-1 (Maintenance Services), City of San Bernardino, County of San Bernardino, State of California," which is on file with the City Clerk (the "Annexation Map") and attached hereto as Exhibit D. SECTION 4.Description of Authorized Services. The services proposed to be financed by CFD No. 2019-1 (the “Services”) are described in Exhibit B attached hereto. The cost of providing the Services includes “incidental expenses,” which include costs associated of CFD No. 2019-1, determination of the amount of special taxes, collection or payment of special taxes, or costs otherwise incurred in order to carry out the authorized purposes of CFD No. 2019-1. The Services authorized to be financed by CFD No. 2019-1 are in addition to those currently provided in the territory of CFD No. 2019-1 and do not supplant services already available within that territory. SECTION 5. Levy of Special Taxes. Except where funds are otherwise available, a special tax sufficient to pay the costs of the Services (including incidental expenses), secured by recordation of a continuing lien against all nonexempt real property in CFD No. 2019-1, will be levied annually within CFD No. 2019-1. The Rate and Method of Apportionment, and manner of collection of the special tax are specified in Exhibit C. SECTION 6. Adoption of Annexation Map. Pursuant to Section 3110.5 of the Streets and Highways Code, the Mayor and City Council adopts the Annexation Map as the map of the area proposed to be annexed to the CFD No. 2019-1. Pursuant to Section 3111 of said Code, the City Clerk shall file the original of the Annexation map in his office and shall file a copy of the Annexation Map with the County Recorder of the County of San Bernardino no later than 15 days prior to the date of the hearing specified in Section 7 hereof. SECTION 7. Public Hearing. The Mayor and City Council hereby fixes 7:00 p.m., or as soon thereafter as practicable, on Wednesday, March 1, 2023, at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410, as the time and place when and where the Mayor and City Council will conduct a public hearing on the proposed annexation of the said territory to the CFD No. 2019-1. SECTION 8. Notice of Public Hearing. The City Clerk is hereby directed to publish, or cause to be published, a notice of said public hearing, in substantially the form attached hereto as Exhibit F, one time in a newspaper of general circulation published in the area of CFD No. 2019- 1. The publication of said notice shall be completed at least seven days prior to the date herein fixed for said hearing. Said notice shall contain the information prescribed by Section 53322 of the Act.   Packet Pg. 1506 Resolution No. 2023-017 Resolution No. 2023-017 January 18, 2023 Page 3 of 4 1 8 0 7 SECTION 9. Mailing Ballots. In anticipation of its action on Wednesday March 1, 2023, to call the election on the annexation for the same date, pursuant to waiver of election time limits from the landowners, the Mayor and City Council hereby authorizes the City Clerk to mail to each landowner in the territory proposed to be annexed to the CFD No. 2019-1 a ballot in substantially the form set forth in Exhibit G hereto. A copy of the waiver and consent form signed by the property owner is attached hereto as Exhibit E and incorporated herein by this reference. SECTION 10. That the Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 11. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 12. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ____ day of __________ 2023. Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1507 Resolution No. 2023-017 Resolution No. 2023-017 January 18, 2023 Page 4 of 4 1 8 0 7 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the _ __ day of _____ __ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ____ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1508 EXHIBIT A DESCRIPTION OF PROPOSED TERRITORY TO BE ANNEXED The City of San Bernardino Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1”) Annexation No. 31 is currently comprised of one (1) parcel, located within the City boundaries. The property is identified by the following San Bernardino County Assessor's Parcel Number (APN). APN Owner Name 0142-211-29 Elliot Precision Block Co.   Packet Pg. 1509 EXHIBIT B DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1. In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in Exhibit B to this resolution of intention. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 1510 EXHIBIT C City of San Bernardino 1 Community Facilities District No. 2019-1 (Maintenance Services) RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX FOR COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) OF THE CITY OF SAN BERNARDINO A Special Tax (the “Special Tax”) shall be levied on and collected from each Assessor’s Parcel (defined below) in Community Facilities District No. 2019-1 (Maintenance Services) (the “CFD No. 2019-1” or “CFD”; defined below), in each Fiscal Year, (defined below), commencing in the Fiscal Year beginning July 1, 2019, in an amount determined by the City Council of the City of San Bernardino, acting in its capacity as the legislative body of CFD No. 2019-1, by applying the rate and method of apportionment set forth below. All of the real property in CFD No. 2019-1, unless exempted by law or by the provisions herein, shall be taxed to the extent and in the manner provided herein. A. DEFINITIONS “Acre” or “Acreage” means the land area of an Assessor’s Parcel as shown on any Assessor’s Parcel Map, or if the land area is not shown on the Assessor’s Parcel Map, the land area as shown on the applicable Final Map, or if the area is not shown on the applicable Final Map, the land area shall be calculated by the Administrator. “Administrative Expenses” means the actual or reasonably estimated costs directly related to the formation, annexation, and administration of CFD No. 2019-1 including, but not limited to: the costs of computing the Special Taxes and preparing the annual Special Tax collection schedules (whether by the City or designee thereof or both); the costs to the City, CFD No. 2019-1, or any designee thereof associated with fulfilling the CFD No. 2019-1 disclosure requirements; the costs associated with responding to public inquiries regarding the Special Taxes; the costs of the City, CFD No. 2019-1 or any designee thereof related to an appeal of the Special Tax; and the City's annual administration fees including payment of a proportional share of salaries and benefits of any City employees and City overhead whose duties are related to the administration and third party expenses. Administrative Expenses shall also include amounts estimated or advanced by the City or CFD No. 2019-1 for any other administrative purposes of CFD No. 2019-1, including attorney's fees and other costs related to commencing and pursuing to completion any foreclosure of delinquent Special Taxes. “Administrator” means the City Manager of the City of San Bernardino, or his or her designee. “Approved Property” means all Assessor’s Parcels of Taxable Property that are included in a Final Map that was recorded prior to the March 1 preceding the Fiscal Year in which the Special Tax is being levied, and that have not been issued a building permit on or prior to the March 1 preceding the Fiscal year in which the special tax is being levied. “Assessor’s Parcel” means a lot or parcel of land that is identifiable by an Assessor’s Parcel Number by the County Assessor of the County of San Bernardino. “Assessor’s Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor’s Parcel Number. “Assessor’s Parcel Number” means that identification number assigned to a parcel by the County Assessor of the County.   Packet Pg. 1511 City of San Bernardino 2 Community Facilities District No. 2019-1 (Maintenance Services) “Building Square Footage” or “BSF” means the floor area square footage reflected on the original construction building permit issued for construction of a building of Non-Residential Property and any Building Square Footage subsequently added to a building of such Taxable Property after issuance of a building permit for expansion or renovation of such building. “Calendar Year” means the period commencing January 1 of any year and ending the following December 31. “CFD” or “CFD No. 2019-1” means the City of San Bernardino Community Facilities District No. 2019- 1 (Maintenance Services). “City” means the City of San Bernardino. “Contingent Special Tax B Requirement” means that amount required in any Fiscal Year, if the POA is unable to maintain the Service(s) to: (i) pay the costs of Services incurred or otherwise payable in the Calendar Year commencing in such Fiscal Year; (ii) fund an operating reserve for the costs of Services as determined by the Administrator; less a credit for funds available to reduce the annual Special Tax B (Contingent) levy as determined by the Administrator. “County” means the County of San Bernardino. “Developed Property” means all Assessor’s Parcels of Taxable Property for which a building permit for new construction has been issued on or prior to March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Exempt Property” means all Assessors’ Parcels designated as being exempt from the Special Tax as provided for in Section G. “Final Map” means a subdivision of property by recordation of a final map, parcel map, or lot line adjustment, pursuant to the Subdivision Map Act (California Government Code Section 66410 et seq.) or recordation of a condominium plan pursuant to California Civil Code 1352 that creates individual lots for which building permits may be issued without further subdivision. “Fiscal Year” means the period from and including July 1st of any year to and including the following June 30th. “Land Use Category” or “LUC” means any of the categories contained in Section B hereof to which an Assessor’s Parcel is assigned consistent with the land use approvals that have been received or proposed for the Assessor’s Parcel as of March 1 preceding the Fiscal Year in which the Special Tax is being levied. “Maximum Special Tax” means either Maximum Special Tax A and/or Maximum Special Tax B (Contingent), as applicable. “Maximum Special Tax A” means the Maximum Special Tax A, as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1.   Packet Pg. 1512 City of San Bernardino 3 Community Facilities District No. 2019-1 (Maintenance Services) “Maximum Special Tax B (Contingent)” means the Maximum Special Tax B (Contingent), as determined in accordance with Section C below that can be levied in any Fiscal Year on any Assessor's Parcel of Taxable Property within CFD No. 2019-1. “Multi-Family Residential Property” means any Assessor’s Parcel of residential property that consists of a building or buildings comprised of attached Residential Units sharing at least one common wall with another unit. “Non-Residential Property” or “NR” means all Assessor's Parcels of Taxable Property for which a building permit(s) was issued for a non-residential use. The Administrator shall make the determination if an Assessor’s Parcel is Non-Residential Property. “Property Owner’s Association” or “POA” means the property owner’s association or homeowner’s association established to maintain certain landscaping within a Tax Zone. “Proportionately” means for Taxable Property that is: (i) Developed Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Developed Property with the same Tax Zone, (ii) Approved Property, that the ratio of the actual Special Tax levy to the Maximum Special Tax is the same for all Parcels of Approved Property with the same Tax Zone, and (iii) Undeveloped Property that the ratio of the actual Special Tax levy per acre to the Maximum Special Tax per acre is the same for all Parcels of Undeveloped Property with the same Tax Zone. “Residential Unit” or "RU" means a residential unit that is used or intended to be used as a domicile by one or more persons, as determined by the Administrator. “Residential Property” means all Assessor’s Parcels of Taxable Property upon which completed Residential Units have been constructed or for which building permits have been or may be issued for purposes of constructing one or more Residential Units. “Service(s)” means services permitted under the Mello-Roos Community Facilities Act of 1982 including, without limitation, those services authorized to be funded by CFD No. 2019-1 as set forth in the documents adopted by the City Council at the time the CFD was formed. “Single Family Residential Property” means any residential property other than Multi-Family Residential Property on an Assessor’s Parcel. “Special Tax(es)” means the Special Tax A and/or Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property. “Special Tax A” means the annual special tax to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Special Tax A Requirement. "Special Tax A Requirement" means for each Tax Zone, that amount to be collected in any Fiscal Year to pay for certain costs as required to meet the needs for such Tax Zone of CFD No. 2019-1 in both the current Fiscal Year and the next Fiscal Year. The costs to be covered shall be the direct costs for maintenance services including but not limited to (i) maintenance and lighting of parks, parkways, streets, roads and open space, (ii) maintenance and operation of water quality improvements, (iii) public street sweeping, (iv) fund an operating reserve for the costs of Services as determined by the Administrator, and (v) Administrative Expenses. Under no circumstances shall the Special Tax A Requirement include funds for Bonds.   Packet Pg. 1513 City of San Bernardino 4 Community Facilities District No. 2019-1 (Maintenance Services) “Special Tax B (Contingent)” means the Special Tax B (Contingent) to be levied in each Fiscal Year on each Assessor’s Parcel of Taxable Property to fund the Contingent Special Tax B Requirement, if required. "Taxable Property" means all Assessor’s Parcels within CFD No. 2019-1, which are not Exempt Property. “Taxable Unit” means a Residential Unit, Building Square Footage, or an Acre. "Tax Zone" means a mutually exclusive geographic area, within which particular Special Tax rates may be levied pursuant to this Rate and Method of Apportionment of Special Tax. Appendix C identifies the Tax Zone in CFD No. 2019-1 at formation; additional Tax Zones may be created when property is annexed into the CFD. "Tax Zone 1" means the specific geographic area identified on the CFD Boundary Map as Tax Zone 1. "Tract(s)" means an area of land; i) within a subdivision identified by a particular tract number on a Final Map, ii) identified within a Parcel Map; or iii) identified within lot line adjustment approved for subdivision. “Undeveloped Property” means, for each Fiscal Year, all Taxable Property not classified as Developed Property or Approved Property. B. ASSIGNMENT TO LAND USE CATEGORIES For each Fiscal Year, all Assessor’s Parcels of Taxable Property within CFD No. 2019-1 shall be classified as Developed Property, Approved Property, or Undeveloped Property, and shall be subject to the levy of Special Taxes as determined pursuant to Sections C and D below. Assessor’s Parcels of Developed Property and Approved Property shall be classified as either Residential Property or Non-Residential Property. Residential Property shall be further classified as Single Family Residential Property or Multi-Family Residential Property and the number of Residential Units shall be determined by the Administrator. C. MAXIMUM SPECIAL TAX RATES For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Residential Property, all such Assessor’s Parcels shall be assigned the number of Residential Unit(s) constructed or to be constructed thereon as specified in or shown on the building permit(s) issued or Final Map as determined by the Administrator. For Parcels of undeveloped property zoned for development of single family attached or multi-family units, the number of Residential Units shall be determined by referencing the condominium plan, apartment plan, site plan or other development plan, or by assigning the maximum allowable units permitted based on the underlying zoning for the Parcel. Once a single family attached or multi-family building or buildings have been built on an Assessor's Parcel, the Administrator shall determine the actual number of Residential Units contained within the building or buildings, and the Special Tax A levied against the Parcel in the next Fiscal Year shall be calculated by multiplying the actual number of Residential Units by the Maximum Special Tax per Residential Unit identified for the Tract below or as included in Appendix A as each Annexation occurs. For purposes of determining the applicable Maximum Special Tax for Assessor’s Parcels of Developed Property and Approved Property which are classified as Non-Residential Property, all such Assessor’s   Packet Pg. 1514 City of San Bernardino 5 Community Facilities District No. 2019-1 (Maintenance Services) Parcels shall be assigned the number of Building Square Footage or Acres as shown on the Final Map as determined by the Administrator. Once the Administrator determines the actual number of Building Square Footage or Acres for the Assessor’s Parcels, the Special Tax A levied against the Assessor’s Parcel in the next Fiscal Year shall be calculated by multiplying the number of Building Square Footage or Acres by the Maximum Special Tax per Taxable Unit identified for the Tax Zone below or as included in Appendix A as each Annexation occurs. 1. Special Tax A a. Developed Property (i) Maximum Special Tax A The Maximum Special Tax A for each Assessor’s Parcel of Developed Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zones annexed and included in Appendix A. The Maximum Special Tax A for Developed Property for Fiscal Year 2019-2020 within Tax Zone 1 is identified in Table 1 below: TABLE 1 MAXIMUM SPECIAL TAX A RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential Property RU $961 (ii) Increase in the Maximum Special Tax A On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax A that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax A that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax A for each Assessor’s Parcel of Approved Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Approved property Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 2 below:   Packet Pg. 1515 City of San Bernardino 6 Community Facilities District No. 2019-1 (Maintenance Services) TABLE 2 MAXIMUM SPECIAL TAX A RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax A 1 TR 17170 Single Family Residential RU $961 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax A for each Assessor’s Parcel of Undeveloped Property shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax A for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax A for Undeveloped Property for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 3 below: TABLE 3 MAXIMUM SPECIAL TAX A RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax A 1 TR 17170 Acre $4,338 On each July 1, commencing on July 1, 2020 the Maximum Special Tax A for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. 2. Special Tax B (Contingent) The City Council shall levy Special Tax B (Contingent) only in the event the POA defaults in its obligation to maintain the Contingent Services, which default shall be deemed to have occurred, as determined by the Administrator, in each of the following circumstances: (a) The POA files for bankruptcy; (b) The POA is dissolved; (c) The POA ceases to levy annual assessments for the Contingent Services; or (d) The POA fails to provide the Contingent Services at the same level as the City provides similar services and maintains similar improvements throughout the City and within ninety (90) days after written notice from the City, or such longer period permitted by the City Manager, fails to remedy the deficiency to the reasonable satisfaction of the City Council. a. Developed Property (i) Maximum Special Tax B (Contingent)   Packet Pg. 1516 City of San Bernardino 7 Community Facilities District No. 2019-1 (Maintenance Services) The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 4 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for each Tax Zones annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within Tax Zone 1 is identified in Table 4 below: TABLE 4 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES DEVELOPED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 (ii) Increase in the Maximum Special Tax B (Contingent) On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Developed Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. (iii) Multiple Land Use Categories In some instances an Assessor's Parcel of Developed Property may contain more than one Land Use Category. The Maximum Special Tax B (Contingent) that can be levied on an Assessor's Parcel shall be the sum of the Maximum Special Tax B (Contingent) that can be levied for each Land Use Category located on that Assessor's Parcel. For an Assessor's Parcel that contains more than one land use, the Acreage of such Assessor's Parcel shall be allocated to each type of property based on the amount of Acreage designated for each land use as determined by reference to the site plan approved for such Assessor's Parcel. The Administrator's allocation to each type of property shall be final. b. Approved Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 5 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 5 below: TABLE 5 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES APPROVED PROPERTY Tax Zone Tract Land Use Category Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Single Family Residential Property RU $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Approved Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for   Packet Pg. 1517 City of San Bernardino 8 Community Facilities District No. 2019-1 (Maintenance Services) Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. c. Undeveloped Property The Maximum Special Tax B (Contingent) for each Assessor’s Parcel of Taxable Property is shown in Table 6 and shall be specific to each Tax Zone within the CFD. When additional property is annexed into CFD No. 2019-1, the rate and method adopted for the annexed property shall reflect the Maximum Special Tax B (Contingent) for the Tax Zone annexed and included in Appendix A. The Maximum Special Tax B (Contingent) for Fiscal Year 2019-20 within the Tax Zone is identified in Table 6 below: TABLE 6 MAXIMUM SPECIAL TAX B (CONTINGENT) RATES UNDEVELOPED PROPERTY Tax Zone Tracts Taxable Unit Maximum Special Tax B (Contingent) 1 TR 17170 Acre $0 On each July 1, commencing on July 1, 2020 the Maximum Special Tax B (Contingent) for Undeveloped Property shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater. D. METHOD OF APPORTIONMENT OF ANNUAL SPECIAL TAX 1. Special Tax A Commencing with Fiscal Year 2019-20 and for each following Fiscal Year, the Council shall determine the Special Tax A Requirement and shall levy the Special Tax A on all Assessor’s Parcels of Taxable Property until the aggregate amount of Special Tax A equals the Special Tax A Requirement for each Tax Zone. The Special Tax A shall be levied for each Fiscal Year as follows: First: The Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Developed Property within each Tax Zone up to 100% of the applicable Maximum Special Tax to satisfy the Special Tax A Requirement for such Tax Zone; Second: If additional moneys are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first step has been completed, the Special Tax A shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax A for Approved Property; Third: If additional monies are needed to satisfy the Special Tax A Requirement for a Tax Zone after the first two steps has been completed, the Special Tax A shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax A for Undeveloped Property. 2. Special Tax B (Contingent) Commencing with Fiscal Year in which Special Tax B (Contingent) is authorized to be levied and for each following Fiscal Year, the City Council shall determine the Contingent Special Tax B (Contingent) Requirement for each Tax Zone, if any, and shall levy the Special Tax on all Assessor’s Parcels of   Packet Pg. 1518 City of San Bernardino 9 Community Facilities District No. 2019-1 (Maintenance Services) Taxable Property within such Tax Zone until the aggregate amount of Special Tax B (Contingent) equals the Special Tax B ( Contingent) Requirement for such Tax Zone. The Special Tax B (Contingent) Shall be levied for each Fiscal Year as follows: First: The Special Tax shall be levied Proportionately on all Assessor’s Parcels of Developed Property for a Tax Zone up to 100% of the applicable Maximum Special Tax B (Contingent) to satisfy the Contingent Special Tax B Requirement; Second: If additional moneys are needed to satisfy the Contingent Special Tax B Requirement after the first step has been completed, the Special Tax B (Contingent) shall be levied Proportionately on each Parcel of Approved Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Approved Property; Third: If additional monies are needed to satisfy the Contingent Special Tax B Requirement after the first two steps has been completed, the Special Tax B (Contingent) shall be levied Proportionately on all Assessor’s Parcels of Undeveloped Property within such Tax Zone up to 100% of the Maximum Special Tax B (Contingent) for Undeveloped Property. E. FUTURE ANNEXATIONS It is anticipated that additional properties will be annexed to CFD No. 2019-1 from time to time. As each annexation is proposed, an analysis will be prepared to determine the annual cost for providing Services. Based on this analysis, the property to be annexed, pursuant to California Government Code section 53339 et seq. will be assigned to the appropriate Maximum Special Tax rate for the Tax Zone when annexed and included in Appendix A. F. DURATION OF SPECIAL TAX For each Fiscal Year, the Special Tax A shall be levied as long as the Services are being provided. For each Fiscal Year, the Special Tax B (Contingent) shall be levied as long as the Contingent Services are being provided. G. EXEMPTIONS The City shall classify as Exempt Property within CFD No. 2019-1, any Assessor’s Parcels; (i) which are owned by, irrevocably offered for dedication, encumbered by or restricted in use by any public entity; (ii) with public or utility easements making impractical their utilization for other than the purposes set forth in the easement; (iii) which are privately owned but are encumbered by or restricted solely for public uses; or (iv) which is in use in the performance of a public function as determined by the Administrator. H. APPEALS Any property owner claiming that the amount or application of the Special Taxes are not correct may file a written notice of appeal with the City not later than twelve months after having paid the first installment of the Special Tax that is disputed. A representative(s) of CFD No. 2019-1 shall promptly review the appeal, and if necessary, meet with the property owner, consider written and oral evidence regarding the amount of the Special Tax, and rule on the appeal. If the representative’s decision requires that the Special Tax for an Assessor’s Parcel be modified or changed in favor of the property owner, a cash refund shall not be made, but an adjustment shall be made to the Special Tax on that Assessor’s Parcel in the subsequent Fiscal Year(s).   Packet Pg. 1519 City of San Bernardino 10 Community Facilities District No. 2019-1 (Maintenance Services) I. MANNER OF COLLECTION The Special Tax shall be collected in the same manner and at the same time as ordinary ad valorem property taxes, provided, however, that CFD No. 2019-1 may collect the Special Tax at a different time or in a different manner if necessary to meet its financial obligations.   Packet Pg. 1520 City of San Bernardino 11 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX A CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) COST ESTIMATE Special Tax A Services - The estimate breaks down the costs of providing one year's maintenance services for Fiscal Year 2023-24. These services are being funded by the levy of Special Tax A for Community Facilities District No. 2019-1. TAX ZONE 32 PM 20334 Item Description Estimated Cost 1 Lighting $300 2 Streets $3,415 3 Reserves $45 4 Admin $1,000 Total $4,760 Special Tax B Contingent Services – The estimate in the table below breaks down the costs of providing one year’s contingent maintenance services for Fiscal Year 2023-24. If necessary, these services will be funded by the levy of Special Tax B (Contingent) for Community Facilities District No. 2019-1 Tax Zone 32. TAX ZONE 32 (CONTINGENT SERVICES) PM 20334 Item Description Estimated Cost 1 Streets $242 2 Admin $1,000 Total $1,242 TAX ZONE 32 FY 2023-24 MAXIMUM SPECIAL TAX RATES DEVELOPED PROPERTY AND APPROVED PROPERTY Land Use Category Taxable Unit Maximum Special Tax A Maximum Special Tax B Non-Residential Property Acre $358 $94   Packet Pg. 1521 City of San Bernardino 12 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE 32 FY 2023-24 MAXIMUM SPECIAL TAX RATES UNDEVELOPED PROPERTY Taxable Unit Maximum Special Tax A Maximum Special Tax B Acre $358 $94   Packet Pg. 1522 City of San Bernardino 13 Community Facilities District No. 2019-1 (Maintenance Services) TAX ZONE SUMMARY Annexation Tax Zone Tract APN Fiscal Year Maximum Special Tax A Maximum Special Tax B Subdivider Original 1 17170 2019-20 $961 / RU $0 / RU Santiago Communities, Inc. 1 2 17329 2019-20 $473 / RU $0 / RU JEC Enterprises, Inc. 2 3 PM 19814 2020-21 $608 / Acre $0 / Acre GWS #4 Development, LLC 3 4 0266-041-39 2019-20 $1,136 / Acre $0 / Acre Devore Storage Facility, LLC 4 5 TR 20006 2020-21 $344 / RU $57 / RU TH Rancho Palma, LLC 5 6 PM 19701 2020-21 $1,895 / Acre $528 / Acre Strata Palma, LLC 6 7 PM 20112 2020-21 $3,197 / Acre $0 / Acre San Bernardino Medical Center LLC 7 8 TR 20293 2021-22 $2,913 / Acre $334 / Acre ICO Fund VI, LLC 8 9 LM 2019-021 2021-22 $815 / Acre $232 / Acre TR 2600 Cajon Industrial LLC 9 10 TR 20189 2021-22 $490 / Acre $154 / Acre Central Commerce Center, LLC 10 11 LD 1900086 2021-22 $1,472 / Acre $0 / Acre Lankershim Industrial, LLC 11 12 TR 20305 2022-23 $175 / Acre $0 / Acre Prologis, LP 12 13 LLA 2020-004 2022-23 $1,169 / Acre $0 / Acre Dreamland Real Estate Holdings 13 14 TR 5907 2022-23 $2,268 / Acre $0 / Acre Magic Laundry Services, Inc. 14 15 0136-191-21 2022-23 $5,277 / Acre $0 / Acre Ahmad Family Trust 15 16 TR 20216 2022-23 $7,089 / Acre $0 / Acre Gateway SB, LLC 16 17 TR 20145 2022-23 $646 / RU $0 / RU RCH-CWI Belmont, LP 17 18 CUP 20-07 2022-23 $7,433 / Acre $0 / Acre George A. Pearson 18 19 TR 20258 2022-23 $588 / RU $0 / RU RGC Family Trust 19 20 LM 21-10 2022-23 $5,284 / Acre $0 / Acre 170 East 40th Street, LLC 320 21 LM 22-04 2022-23 $6,397 / Acre $0 / Acre 108 Highland, LP 21 22 LM 2021-013 2022-23 $807 / Acre $0 / Acre SBABP IV, LLC 22 23 TR 4592 2022-23 $847 / Acre $320 / Acre 1300 E Highland Ave LLC 23 24 LLA 2020-005 2022-23 $1,385 / Acre $978 / Acre Vone SB, LLC 24 25 TR 20494 2022-23 $174 / RU $17 / RU PI Properties, LLC 25 26 TR 20495 2022-23 $204 / RU $45 / RU Pacific West Company, et al. 26 To Be Determined 27 28 PM 20320 2022-23 $1,851 / Acre $292 / Acre SB Drake Central Avenue LLC 28 29 TR 17329 2023-24 $347 / RU $0 / RU Verdemont Ranch 20, LLC 29 30 LL 2022-11 2022-23 $922 / Acre $372 / Acre CIVF VI – CA1W01, LLC 30 31 PM 20143 2022-23 $2,957 / Acre $1,855 / Acre California Cajun Properties LLC 31 32 PM 20334 2023-24 $358 / Acre $94 / Acre Elliott Precision Block Co. 32 33 PM 3613, 4230 & 4250 2022-23 $1,094 / Acre $186 / Acre S.B. Universal Self Storage LLC   Packet Pg. 1523 City of San Bernardino 14 Community Facilities District No. 2019-1 (Maintenance Services) ESCALATION OF MAXIMUM SPECIAL TAXES On each July 1, commencing on July 1, 2020 the Maximum Special Tax shall increase by i) the percentage increase in the Consumer Price Index (All Items) for Los Angeles - Riverside - Orange County (1982-84 = 100) since the beginning of the preceding Fiscal Year, or ii) by two percent (2.0%), whichever is greater.   Packet Pg. 1524 City of San Bernardino 15 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX B CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) DESCRIPTION OF AUTHORIZED SERVICES The services which may be funded with proceeds of the special tax of CFD No. 2019-1, as provided by Section 53313 of the Act, will include all costs attributable to maintaining, servicing, cleaning, repairing and/or replacing landscaped areas (may include reserves for replacement) in public street right-of-ways, public landscaping, public open spaces and other similar landscaped areas officially dedicated for public use. These services including the following: (a) maintenance and lighting of parks, parkways, streets, roads and open space, which maintenance and lighting services may include, without limitation, furnishing of electrical power to street lights and traffic signals; repair and replacement of damaged or inoperative light bulbs, fixtures and standards; maintenance (including irrigation and replacement) of landscaping vegetation situated on or adjacent to parks, parkways, streets, roads and open space; maintenance and repair of irrigation facilities; maintenance of public signage; graffiti removal from and maintenance and repair of public structures situated on parks, parkways, streets, roads and open space; maintenance and repair of playground or recreation program equipment or facilities situated on any park; and (b) maintenance and operation of water quality improvements which include storm drainage and flood protection facilities, including, without limitation, drainage inlets, catch basin inserts, infiltration basins, flood control channels, fossil fuel filters, and similar facilities. Maintenance services may include but is not limited to the repair, removal or replacement of all or part of any of the water quality improvements, fossil fuel filters within the public right-of-way including the removal of petroleum hydrocarbons and other pollutants from water runoff, or appurtenant facilities, clearing of inlets and outlets; erosion repairs; and cleanup to improvements, and other items necessary for the maintenance, servicing; or both of the water quality basin improvements within flood control channel improvements; and (c) public street sweeping, on the segments of the arterials within the boundaries of CFD No. 2019-1; as well as local roads within residential subdivisions located within CFD No. 2019-1; and any portions adjacent to the properties within CFD No. 2019-1; and In addition to payment of the cost and expense of the forgoing services, proceeds of the special tax may be expended to pay “Administrative Expenses,” as said term is defined in the Rate and Method of Apportionment. The above services shall be limited to those provided within the boundaries of CFD No. 2019-1 or for the benefit of the properties within the boundaries of CFD No. 2019-1, as the boundary is expanded from time to time by anticipated annexations, and said services may be financed by proceeds of the special tax of CFD No. 2019-1 only to the extent that they are in addition to those provided in the territory of CFD No. 2019-1 before CFD No. 2019-1 was created.   Packet Pg. 1525 City of San Bernardino 16 Community Facilities District No. 2019-1 (Maintenance Services) APPENDIX C CITY OF SAN BERNARDINO COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) PROPOSED BOUNDARIES AND POTENTIAL ANNEXATION AREA BOUNDARIES   Packet Pg. 1526 0142-211-29RANCHO AVEPENSYLVANIA AVERIALTOAVEANNEXATION MAP NO. 31COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES)CITY OF SAN BERNARDINOCOUNTY OF SAN BERNARDINO, STATE OF CALIFORNIASHEET 1 OF 1 SHEETTHIS MAP SHOWS THE BOUNDARIES OF AREAS TO BEANNEXED TO COMMUNITY FACILITIES DISTRICT NO. 2019-1(MAINTENANCE SERVICES), OF THE CITY OF SANBERNARDINO, COUNTY OF SAN BERNARDINO, STATE OFCALIFORNIA. THE BOUNDARIES OF WHICH COMMUNITY FACILITIESDISTRICT ARE SHOWN AND DESCRIBED ON THE MAPTHEREOF WHICH WAS PREVIOUSLY RECORDED ONJUNE 6, 2019 IN BOOK 88 OF MAPS OF ASSESSMENTAND COMMUNITY FACILITIES DISTRICT AT PAGE 32 ANDAS INSTRUMENT NO. 2019-0185323 IN THE OFFICE OF THECOUNTY RECORDER OF THE COUNTY OF SAN BERNARDINO,STATE OF CALIFORNIA. I HEREBY CERTIFY THAT THE WITHIN MAP SHOWING PROPOSEDBOUNDARIES OF COMMUNITY FACILITIES DISTRICT 2019-1(MAINTENANCE SERVICES) FOR THE CITY OF SAN BERNARDINO,COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, WASAPPROVED BY THE CITY COUNCIL OF THE CITY OF SANBERNARDINO AT A REGULAR MEETING THEREOF, HELDON THE ____ DAY OF ____________________, 20 ____. BY ITS RESOLUTION NO. ____________________ _________________________________________CITY CLERK, CITY OF SAN BERNARDINO FILED IN THE OFFICE OF THE CITY CLERK THIS _____ DAY OF________, 20 ____. _________________________________________ CITY CLERK, CITY OF SAN BERNARDINOCFD 2019-1TAX ZONE 32^_£¤66·|}þ18·|}þ210§¨¦215§¨¦10£¤66THIS ANNEXATION MAP CORRECTY SHOWS THE LOT ORPARCEL OF LAND INCLUDED WITHIN THE BOUNDARIES OFTHE COMMUNITY FACILITIES DISTRICT. FOR DETAILSCONCERNING THE LINES AND DIMENSIONS OF LOTS ORPARCEL REFER TO THE COUNTY ASSESSOR MAPS FORFISCAL YEAR 2022-23.-LEGEND ANNEXATION AREA BOUNDARYPARCEL LINECITY BOUNDARYXXXX-XXX-XX ASSESSOR PARCEL NUMBER (APN)32 TAX ZONE32THIS MAP WAS FILED UNDER DOCUMENT NUMBER_____________, THIS _______ DAY OF _______, 20 ____,AT _____ M. IN BOOK _____ OF ______________ AT PAGE ____,AT THE REQUEST OF CITY OF SAN BERNARDINO IN THE AMOUNTOF $_____________. CHRIS WILHITE ASSESSOR-RECORDER SAN BERNARDINO COUNTYBY:________________________________ DEPUTY RECORDER SAN BERNARDINO COUNTY RECORDER'S CERTIFICATEEXHIBIT D&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1527 &nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1528 EXHIBIT E   Packet Pg. 1529   Packet Pg. 1530   Packet Pg. 1531   Packet Pg. 1532 EXHIBIT F NOTICE OF PUBLIC HEARING ON INTENTION TO ANNEX TERRITORY TO AN EXISTING COMMUNITY FACILITIES DISTRICT 2019-1 (MAINTENANCE SERVICES) (ANNEXATION NO. 31) NOTICE IS HEREBY GIVEN that the City Council of the City of San Bernardino on January 18, 2023 adopted its Resolution No. 2023-___, in which it declared its intention to annex territory to existing Community Facilities District No. 2019-1 (Maintenance Services) (the "CFD No. 2019-1"), and to levy a special tax to pay for certain maintenance services, all pursuant to the provisions of the Mello-Roos Community Facilities Act of 1982, Chapter 2.5, Part 1, Division 2, Title 5 of the California Government Code. The resolution describes the territory to be annexed and describes the rate and method of apportionment of the proposed special tax. No change in the tax levied in the existing CFD No. 2019-1 is proposed. NOTICE IS HEREBY FURTHER GIVEN that the City Council has fixed 7:00 p.m., or as soon thereafter as practicable, Wednesday, March 1, 2023 at the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, as the time and place when and where the City Council will conduct a public hearing on the annexation of territory to CFD No. 2019-1. At the hearing, the testimony of all interest persons for or against the annexation of the territory or the levying of the special taxes will be heard. If and to the extent participation in the March 1, 2023 meeting must occur by teleconference, videoconference, or other electronic means authorized by the Ralph M. Brown Act or an Executive Order of the Governor of California, the means and methods for participating the meeting shall be posted on the Agenda for said meeting, which shall be posted at least 72 hours prior to the meeting on the City of San Bernardino (www.sbcity.org), and outside of the Bing Wong Auditorium of the Norman F. Feldheym Public Library at 555 W. 6th Street, San Bernardino, California, 92410. A copy of the Agenda will be made available upon request to the San Bernardino City Clerk's office at 909-384-5002. DATED: ____________, 2023 _________________________________________ City Clerk of the City of San Bernardino PUB: _______________, 2023   Packet Pg. 1533 EXHIBIT G CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) ANNEXATION NO. 31 (March 1, 2023) This ballot is for the use of the authorized representative of the following owner of land within Community Facilities District No. 2019-1 (Maintenance Services) (“CFD No. 2019-1”) of the City of San Bernardino: Name of Landowner Number of Acres Owned Total Votes Elliot Precision Block Co. 13.28 14 According to the provisions of the Mello-Roos Community Facilities Act of 1982, and resolutions of the City Council (the “Council”) of the City of San Bernardino (the “City”), the above-named landowner is entitled to cast the number of votes shown above under the heading “Total Votes,” representing the total votes for the property owned by said landowner. The City has sent the enclosed ballot to you so that you may vote on whether or not to approve the special tax. This special tax ballot is for the use of the property owner of the parcels identified below, which parcels are located within the territory proposed to form the CFD No. 2019-1, City of San Bernardino, County of San Bernardino, State of California. Please advise the City Clerk, at (909) 384-5002 if the name set forth below is incorrect or if you are no longer one of the owners of these parcels. This special tax ballot may be used to express either support for or opposition to the proposed special tax. To be counted, this special tax ballot must be signed below by the owner or, if the owner is not an individual, by an authorized representative of the owner. The ballot must then be delivered to the City Clerk, either by mail or in person, as follows: Mail Delivery: If by mail, place ballot in the return envelope provided, and mail no later than February 15, 2023, two calendar weeks prior to the date set for the election. Mailing later than this deadline creates the risk that the special tax ballot may not be received in time to be counted. Personal Delivery: If in person, deliver to the City Clerk at any time up to 7:00 p.m. on March 1, 2023, at the Clerk’s office at 201 N. “E” Street, Bldg A, City of San Bernardino, CA 92401. However delivered, this ballot must be received by the Clerk prior to the close of the public meeting on March 1, 2023. Very truly yours, Genoveva Rocha, CMC, City Clerk   Packet Pg. 1534 TO CAST THIS BALLOT, PLEASE RETURN THIS ENTIRE PAGE. OFFICIAL SPECIAL TAX BALLOT Name & Address of Property Owner: Assessor’s Parcel Number(s): Elliot Precision Block Co. Attn: Melvin G. Elliot 157 N. Rancho Ave. San Bernardino, CA 92410 0142-211-29 CITY OF SAN BERNARDINO COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA COMMUNITY FACILITIES DISTRICT NO. 2019-1 (MAINTENANCE SERVICES) AN “X” OR OTHER MARK WILL CAST ALL VOTES ASSIGNED TO THIS BALLOT SPECIAL TAX BALLOT MEASURE MARK “YES” OR “NO” WITH AN “X”: Shall the City Council of the City of San Bernardino be authorized to levy a special tax on an annual basis at the rates and apportioned as described in Exhibit C to the Resolution Declaring its Intention to Annex territory to Community Facilities District No. 2019-1 (Maintenance Services) adopted by the City Council on January 18, 2023 (the “Resolution”), which is incorporated herein by this reference, within the territory identified on the map entitled “Annexation Map No. 31 of Community Facilities District No. 2019-1 (Maintenance Services) City of San Bernardino” to finance certain services as set forth in Section 4 to the Resolution (including incidental expenses), and shall an appropriation limit be established for the Community Facilities District No. 2019-1 (Maintenance Services) in the amount of special taxes collected? YES _________ NO _________ Certification for Special Election Ballot The undersigned is an authorized representative of the above-named landowner and is the person legally authorized and entitled to cast this ballot on behalf of the above-named landowner. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________, 20__. Melvin G. Elliot President Signature Print Name Title   Packet Pg. 1535 EXHIBIT H&nbsp;&nbsp;&nbsp;&nbsp;Packet Pg.&nbsp;1536 PENSYLVANIA AVERANCHO AVENAR ANG A S T RI ALT O AVE ^_ £¤66 MIL L ST 16TH ST SPRUCE ST SIERRA WAYNINTH ST CAM PUS WAY 2ND S T MAGNOLIA AVE ORANGE SHOW RD 4TH STRANCHO AVE17 TH S T BASE LINE ST SECOND S T PEPPER AVPACIFIC ST CEDAR AVETIPPECANOE STCENTRAL AVE MERIDIAN AVESAN BERNARDINO AVE MT VERNON AVENORMAN R D PENNSYLVANIA AVEWATERMAN AVECITRUS AVE EUCALYPTUS AVEACADEMY STMT.VIEW AVECOLTON AVEREDLANDS BLVD MIL L ST§¨¦215 £¤66 CFD N O. 2019-1 (M AINTEN ANCE SERVICES)ANNEXATION NO. 31 PROJECT MAP   Packet Pg. 1537 1 0 5 6 CONSENT CALENDAR City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Daniel Hernandez, Agency Director of Public Works, Operations, and Maintenance Department:Public Works Subject:License Agreement with DP Industrial Parkway, LLC Recommendation: It is recommended that the Mayor and City Council of San Bernardino, California, adopt Resolution No. 2023-018: 1.Authorizing a License Agreement with DP Industrial Parkway, LLC, a Delaware limited liability company, for the construction of improvements that include a driveway, block wall, trailer parking, and paving located at 5770 Industrial Parkway, San Bernardino, California; and 2. Directing the City Manager or designee to execute the Agreement; and 3. Finding that the project is covered by the mitigated negative declaration previously approved for the 5770 Industrial Parkway project pursuant to the California Environmental Quality Act. Background On February 14, 2022, the Public Works Department received a request from DP Industrial Parkway, LLC, for a license agreement to encroach areas located within the public right-of-way within the City of San Bernardino. The proposed encroachment area is defined as the southwesterly corner of Industrial Parkway, attached herein as “Exhibit A-1”, extending to the southeasterly corner of Palm Avenue, herein attached as “Exhibit A-2”. The proposed encroachment will consist of pavement, landscaping, and a block wall, as more particularly described in Exhibits “B-1 & B-2”, attached herein. DP Industrial Parkway, LLC, is in the process of developing a 46,160 square foot logistics shipping facility on two parcels, one of which is vacant and the other is currently operating as a pallet yard and repair business. The existing property   Packet Pg. 1538 1 0 5 6 improvements consist of an office and warehouse building, miscellaneous industrial buildings, equipment, paving for access and parking, street improvements for the former alignments of Palm Avenue and Industrial Parkway, mature landscaping, and chain link fencing. Portions of the property that are currently unpaved will be paved with asphalt for access and parking. One truck terminal building is proposed, which includes 141 loading docks and an office area of approximately 6,000 square feet. Discussion The City’s standard License Agreement for encroachments within the public right- of-way protects the City’s interest in the right-of-way while giving the Licensee permission to occupy the right-of-way in such a manner as to have as little impact to the public’s use as possible. If in the future, the City requires the reconfiguration or modification of the public right-of-way, the permission granted within the License Agreement is subservient to the City’s paramount right and interest in the public right-of-way. Pursuant to the License Agreement, the Licensee shall indemnify, defend, and hold harmless the City from any costs, claims, damages, injuries, or liability arising from the Licensee’s use of the public right-of-way under the License Agreement. Environmental Review In accordance with the California Environmental Quality Act (CEQA) and State CEQA Guidelines Section 15063 (Initial Study), the Planning Division accepted an Initial Study/Mitigated Negative Declaration prepared in connection with Development Code Amendment (Zoning Map Amendment) 21-03 and Development Permit Type-D 21-15 (Project). Pursuant to Section 15072 of CEQA, a Notice of Intent to Adopt a MND was posted on April 9, 2022, for the CEQA-mandated twenty (20) day public review and comment period. During the twenty (20) day public review period, two comments were received and the Final MND was prepared. On June 14, 2022, the Planning Commission adopted Resolution No. 2022-024-PC forwarding a recommendation to the Mayor and City Council recommending the adoption of the MND under the CEQA for the Project. On September 21, 2022, the City Council adopted Ordinance MC-1593 and Resolution No. 2022-188, adopting the MND and approving a Mitigation Monitoring and Reporting Program for the Project and approving the Project. The currently proposed approval of a License Agreement for the encroachment of improvements that include a driveway, block wall, trailer parking, and paving located at 5770 Industrial Parkway is necessary to implement improvements which were analyzed in the MND. No subsequent negative declaration or environmental impact report is required pursuant to State CEQA Guidelines Section 15162 because the current actions: •do not constitute substantial changes to the Project that will require major revisions of the MND due to the involvement of new significant environmental   Packet Pg. 1539 1 0 5 6 effects or a substantial increase in the severity of previously identified significant effects; •do not constitute substantial changes with respect to the circumstances under which the Project is undertaken that will require major revisions of the MND due to the involvement of new significant environmental effects or a substantial increase in the severity of the previously identified significant effects; or •do not contain new information of substantial importance that was not known and could not have been known with the exercise of reasonable diligence at the time the MND was adopted showing any of the following: (i) the current actions will have one or more significant effects not discussed in the MND; (ii) significant effects previously examined will be substantially more severe than shown in the MND; (iii) mitigation measures or alternatives previously found not to be feasible would in fact be feasible and would substantially reduce one or more significant effects of the Project, but the Council declined to adopt such measures; or (iv) mitigation measures or alternatives considerably different from those analyzed in the MND would substantially reduce one or more significant effects on the environment, but which the Council declined to adopt. 2021-2025 Strategic Targets and Goals This project is consistent with Key Target No. 4 Economic Growth & Development. The approval of this License Agreement helps the property owner ensure that the City is clean and attractive while also protecting the City’s right of way for future use. Fiscal Impact Costs incurred with this action have been offset by the non-refundable administrative fee of $1,535.30 which has been paid in full by the applicant. An annual license fee of $346.80 will be collected for each year the agreement remains in effect, due on the first of each year. Conclusion It is recommended that the Mayor and City Council of San Bernardino, California, adopt Resolution No. 2023-018: 1.Authorizing a License Agreement with DP Industrial Parkway, LLC, a Delaware limited liability company, for the construction of improvements that include a driveway, block wall, trailer parking, and paving located at 5770 Industrial Parkway, San Bernardino, California; and 2. Directing the City Manager or designee to execute the Agreement; and 3. Finding that the project is covered by the mitigated negative declaration   Packet Pg. 1540 1 0 5 6 previously approved for the 5770 Industrial Parkway project pursuant to the California Environmental Quality Act. Attachments Attachment 1 Resolution No. 2023-018 Attachment 2 Exhibit “A-1 & B-1” – Industrial Parkway Encroachment Area Attachment 3 Exhibit “A-2 & B-2” – Palm Avenue Encroachment Area Attachment 4 Exhibit C - License Agreement Ward: Sixth Ward Synopsis of Previous Council Actions: None   Packet Pg. 1541 Resolution No. 2023-018 Resolution 2023-018 January 18, 2023 Page 1 of 4 1 8 3 1 RESOLUTION NO. 2023-018 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING A LICENSE AGREEMENT WITH DP INDUSTRIAL PARKWAY, LLC, A DELAWARE LIMITED LIABILITY COMPANY, FOR THE CONSTRUCTION OF IMPROVEMENTS THAT INCLUDE A DRIVEWAY, BLOCK WALL, TRAILER PARKING, AND PAVING LOCATED AT 5770 INDUSTRIAL PARKWAY, SAN BERNARDINO, CALIFORNIA; AND DIRECTING THE CITY MANAGER TO EXECUTE THE AGREEMENT; AND FINDING THAT THE PROJECT IS COVERED BY THE MITIGATED NEGATIVE DECLARATION PREVIOUSLY APPROVED FOR THE 5770 INDUSTRIAL PARKWAY PROJECT PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT WHEREAS, the City of San Bernardino, a California municipal corporation, is the custodian of certain real property easements located in the Public Right-of-Way (Property) of the City of San Bernardino, California; and WHEREAS, DP Industrial Parkway, LLC, a Delaware limited liability company, is authorized to conduct business in the State of California; and WHEREAS, DP Industrial Parkway, LLC desires the City’s permission to install, construct, operate, maintain, repair, reconstruct, alter, and remove improvements located in the Public Right-of-Way; and WHEREAS, the City of San Bernardino, California, is willing to allow DP Industrial Parkway, LLC a license to enter onto the Property for the construction of improvements that will consist of pavement, landscaping, and a block wall, subject to the terms and conditions of the License Agreement; and WHEREAS, pursuant to the California Environmental Quality Act (Public Resources Code, § 2100 et seq.), the State CEQA Guidelines (California Code of Regulations, Title 14, § 15000 et seq.), and the District’s local CEQA Guidelines (collectively, “CEQA”), the District is the lead agency for the License Agreement; and WHEREAS, pursuant to the requirements of Section 15063 of the State CEQA Guidelines, an Initial Study/Mitigated Negative Declaration was prepared for Development Code Amendment (Zoning Map Amendment) 21-03 and Development Permit Type-D 21-15 (the 5770 Industrial Parkway Project); and   Packet Pg. 1542 Resolution No. 2023-018 Resolution 2023-018 January 18, 2023 Page 2 of 4 1 8 3 1 WHEREAS, on September 21, 2022, the City Council adopted Ordinance MC-1593 and Resolution No. 2022-188, adopting the MND and approving a Mitigation Monitoring and Reporting Program for the 5770 Industrial Parkway Project in accordance with CEQA and approving the Project. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1.The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Mayor and City Council hereby authorize and direct the City Manager to execute the License Agreement between the City of San Bernardino, California, and DP Industrial Parkway, LLC attached hereto as “Exhibit A”. SECTION 3.As the decision-making body for the project, the City Council has reviewed and considered the information contained in the administrative record for the proposed project. Based upon the facts and information contained in the administrative record, including all written and oral evidence presented to the City Council, the City Council finds, as follows: (1) The administrative record has been completed in compliance with CEQA, the State CEQA Guidelines, and the City’s Local CEQA Guidelines. (2) The approval of the License Agreement is covered by the 5770 Industrial Parkway Project evaluated in the approved 2022 MND. No further environmental review is required for the project pursuant to Public Resources Code section 21166 and State CEQA Guidelines section 15162. (3) The determination of CEQA exemption reflects the independent judgment of the City Council. S SECTION 4.Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 5. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this 18th day of January 2023.   Packet Pg. 1543 Resolution No. 2023-018 Resolution 2023-018 January 18, 2023 Page 3 of 4 1 8 3 1 Helen Tran, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, City Clerk Approved as to form: Sonia Carvalho, City Attorney   Packet Pg. 1544 Resolution No. 2023-018 Resolution 2023-018 January 18, 2023 Page 4 of 4 1 8 3 1 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2023-___, adopted at a regular meeting held on the ___ day of _______ 2023 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ REYNOSO _____ _____ _______ _______ CALVIN _____ _____ _______ _______ ALEXANDER _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2023. Genoveva Rocha, CMC, City Clerk   Packet Pg. 1545   Packet Pg. 1546   Packet Pg. 1547   Packet Pg. 1548   Packet Pg. 1549 EXHIBIT C 1 CITY OF SAN BERNARDINO LICENSE AGREEMENT This LICENSE AGREEMENT (“Agreement”) is made this 18th day of January 2023 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“CITY”), and DP Industrial Parkway LLC, a Delaware limited liability company (“LICENSEE”). CITY and LICENSEE are sometimes individually referred to as “Party” and collectively as “Parties”. RECITALS A. CITY is the custodian of certain real property easements commonly referred to as: 5770 N Industrial Parkway, San Bernardino, California, 92407; also known by Assessor’s Parcel Numbers 0266-041-40 & 0266-041-22, and legally described in Exhibits “A-1 & A-2” attached hereto and incorporated herein by reference. (the “Property’). B. Licensee desires to obtain CITY’S permission to enter onto the Property, for the purposes specified in Item 2 of the Basic License Provisions. C. The Parties wish to enter into this License whereby CITY will allow Licensee to enter onto the Property, on a temporary basis, for the construction of improvements that will consist of pavement, landscaping, and a block wall, as more particularly described in Exhibits “B-1 & B-2” attached hereto and incorporated herein by reference. NOW THEREFORE, CITY and LICENSEE do hereby agree as follows: AGREEMENT PART I. BASIC LICENSE PROVISIONS 1. Description of Licensed Property: The CITY’s real property easements are in the County of San Bernardino, State of California, as more particularly described in the attached Exhibit “A”. 2. Use of Licensed Property: For the installation, construction, operation, maintenance, repair, reconstruction, alteration, and removal of the improvements described in Item 9 of these Basic License Provisions and any usual, necessary, and related appurtenances thereto, above, under, and across the easement area of the Licensed Property (“Project”), as more particularly described in the attached Exhibit “B”.   Packet Pg. 1550 EXHIBIT C 2 3. Commencement Date: Date of the Agreement first specified above. 4. Intentionally Omitted: 5. Administrative Fee: $1535.30 6. Licensing Fee: (A) Annual License Fee: $346.80 (B) Annual License Fee Adjustment: (1) Annually based on CPI (2) Periodically to Reflect Fair Market Rental Value 7. CITY Address: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager 8. LICENSEE Address: DP Industrial Parkway, LLC 100 Wilshire Blvd. Suite 250 Santa Monica, CA 90401 Attn: Patrick Kealy 9. Facility: Pavement, landscaping, and block wall to be installed above, under, or across the Licensed Property (the “Facility”), as more particularly described in the attached Exhibit “B”. The foregoing Basic License Provisions and the General License Provisions set forth in the attached Part II are incorporated into and made part of this Agreement. PART II. GENERAL LICENSE PROVISIONS 1. General Grant. Subject to the terms and conditions hereinafter set forth, CITY hereby grants a revocable, non-exclusive license to DP Industrial Parkway, LLC, above, under, and across the Licensed Property, as further described in Exhibit “B“, for the purposes described in Item 2 of the Basic License Provisions, together with rights for access and entry onto the Property as necessary or convenient for the use of the installation of pavement, installation of landscaping, and construction of a block wall. In INITIAL INITIAL INITIAL INITIAL   Packet Pg. 1551 EXHIBIT C 3 connection with this grant of license, LICENSEE, its employees, agents, customers, visitors, invitees, licensees and contractors (collectively, “LICENSEE’s Parties”), may, subject to the provisions hereof, have reasonable rights of entry and access onto adjoining real property of CITY if necessary for the use of the Facility or the Licensed Property, with the time and manner of such entry and access to be subject to CITY’S prior written approval. The Licensed Property, adjoining real property of CITY and personal property of CITY located thereon shall hereinafter collectively be referred to as “CITY Property”. 2. Term. The term (“Term”) of this Agreement shall commence on the “Commencement Date” specified in Item 3 of the Basic License Provisions. Unless a specific term of this Agreement is filled in at Item 4 of the Basic License Provisions, this Agreement shall continue in full force and effect until terminated as provided herein. If Item 4 of the Basic License Provisions provides for a specific term, then this Agreement shall be a license for the term specified in said Item 4; provided, however, that CITY shall have the absolute right to terminate this Agreement prior to the date specified in Item 4 in its sole discretion pursuant to the termination provisions provided herein. 3. Use. LICENSEE shall use the Licensed Property and Facility solely for the purposes specified in Item 2 of the Basic License Provisions and for such lawful purposes as may be directly incidental thereto. No change shall be made by LICENSEE in the use of the Licensed Property, the Facility, or the commodity or product being conveyed through the Facility, if any, without CITY’s prior written approval. 3.1 Notice Prior to Initial Entry. LICENSEE shall provide CITY no less than three (3) days prior written notice before LICENSEE’s initial entry onto the Licensed Property for the purposes hereunder. 4. Condition of Premises. LICENSEE ACCEPTS THE LICENSED PROPERTY IN ITS “AS IS” CONDITION, WITH ALL FAULTS. LICENSEE ACKNOWLEDGES AND AGREES THAT LICENSEE IS ENTERING THE LICENSED PROPERTY UNDER THIS AGREEMENT BASED ON LICENSEE'S OWN INVESTIGATIONS AND KNOWLEDGE OF THE PROPERTY AND THAT, EXCEPT AS OTHERWISE SPECIFICALLY STATED IN THIS AGREEMENT, NEITHER LICENSOR NOR ANY AGENT OF LICENSOR, HAS MADE ANY REPRESENTATION OR WARRANTY WHATSOEVER, EXPRESS OR IMPLIED, WITH REGARD TO THE PHYSICAL CONDITION OF THE PROPERTY OR THE SUITABILITY OF THE PROPERTY FOR ANY PARTICULAR PURPOSE OR USE, INCLUDING, WITHOUT LIMITATION, ANY REPRESENTATIONS OR WARRANTIES REGARDING THE APPLICABILITY OR NON-APPLICABILITY OF ANY LAWS, THE SOIL OR SUBSOIL, SURFACE OR SUBSURFACE CONDITIONS, TOPOGRAPHY, POSSIBLE HAZARDOUS SUBSTANCES CONTAMINATION, FILL, DRAINAGE, ACCESS TO PUBLIC ROADS, AVAILABILITY OF UTILITIES, EXISTENCE OF UNDERGROUND STORAGE TANKS, APPLICABILITY OF OR COMPLIANCE WITH ANY ENVIRONMENTAL LAWS OR ANY OTHER MATTER OF ANY NATURE WHATSOEVER. THE LICENSOR IS NOT RESPONSIBLE FOR DAMAGE TO OR LOSS BY THEFT OF LICENSEE’S PROPERTY LOCATED IN OR ON THE PROPERTY.   Packet Pg. 1552 EXHIBIT C 4 5. Termination of License. A. Notwithstanding any other term or provision of this Agreement, CITY shall have the right to terminate this Agreement and shall have no obligation to reimburse LICENSEE for the Facility or any other improvements to the Licensed Property, under any of the following circumstances: i In the event that CITY determines in its sole discretion that it requires the Licensed Property for its own uses, which determination shall be made by the City Manager or his or her designee and shall not require proof of or satisfaction of any legal standard of necessity. Should CITY exercise this option, CITY may terminate this Agreement by providing thirty (30) days written notice to LICENSEE of the intent to terminate this Agreement. ii CITY may terminate this Agreement at any time for cause, for a breach by LICENSEE of any covenant or term of this Agreement, or a default by LICENSEE of any term or provision of this Agreement, which acts of LICENSEE shall include but not be limited to: (i) The failure by LICENSEE to pay any amount in full when it is due under this Agreement; or (ii) The failure by LICENSEE to perform any obligation under this Agreement. Notification of such termination shall be in writing. B. LICENSEE may terminate this Agreement at any time for its convenience by providing written notice to Lessor six (6) months prior to the date of termination. 6. Hazardous Materials Use and Related Indemnity. A. Use. LICENSEE shall operate and maintain the Licensed Property in compliance with all, and shall not cause or permit the Licensed Property to be in violation of any federal, state or local environmental, health and/or safety-related laws, regulations, standards, decisions of the courts, permits or permit conditions, currently existing or as amended or adopted in the future which are or become applicable to LICENSEE or the Licensed Property (collectively, “Environmental Laws” and, individually, an “Environmental Law”). Except for Hazardous Materials expressly approved by CITY in writing, LICENSEE shall not cause or permit, or allow any of LICENSEE’s Parties to cause or permit, any Hazardous Materials to be brought upon, stored, used, generated, handled, transported, treated, or disposed of on or about the CITY Property. Any Hazardous Materials on or about the CITY Property shall be stored, used, generated, handled, transported, treated, or disposed of in accordance with all applicable Environmental Laws. As used herein, “Hazardous Materials” means any chemical, substance or material which is now or becomes in the future listed, defined or regulated in any manner by any Environmental Law based upon, directly or indirectly, its properties or effects. B. Indemnity. LICENSEE shall indemnify, defend (by counsel acceptable to CITY) and hold harmless the Indemnitees (as defined in Section 18) from and against any and all loss, liability, claim, demand, damage, cost or expense (including without limitation, any fines, penalties, judgments, litigation expenses, attorneys’ fees, and   Packet Pg. 1553 EXHIBIT C 5 consulting, engineering, and construction fees and expenses) incurred by Indemnitees as a result of (a) LICENSEE’s breach of any prohibition or provision of this Section, or (b) any release of Hazardous Materials onto the CITY Property and/or any adjacent property, or (c) any contamination of the CITY Property and/or any adjacent property (i) which occurs due to the use and occupancy of the Facility or the CITY Property by LICENSEE or LICENSEE’s Parties, or (ii) which is made worse due to the act or failure to act of LICENSEE or LICENSEE’s Parties. The foregoing indemnity shall be effective regardless of any negligence (whether active, passive, derivative, joint, concurring or comparative) on the part of Indemnitees, except to the extent, but only to the extent, caused by the gross negligence or willful misconduct of the Indemnitees; shall survive termination of this Agreement; and is in addition to any other rights or remedies which Indemnitees may have under the law or under this Agreement. C. Remediation. In addition, in the event of any release on or contamination of the CITY Property and/or any adjacent property, LICENSEE, at its sole expense, shall promptly take all actions necessary to clean up the affected property and to return the affected property to the condition existing prior to such release or contamination, to the satisfaction of CITY and any governmental authorities having jurisdiction thereover. D. Termination for Breach of Hazardous Materials Obligations. Should LICENSEE not comply fully with the above-stated obligations, CITY may, in its sole discretion, terminate this Agreement by serving five (5) days’ notice of termination upon LICENSEE. Any waiver by CITY of any breach of LICENSEE’s obligation shall not constitute a waiver of the right to terminate this Agreement for any subsequent breach which may occur, or to enforce any other provision of this Agreement. Upon termination, LICENSEE shall remove the Facility and restore the Licensed Property as herein provided. E. Phase I. Prior to execution of this Agreement, CITY may, at CITY’S discretion, provide LICENSEE with a Phase 1 environmental review of the Licensed Property. Upon termination of this Agreement, CITY, at its cost, may perform another Phase 1 environmental review of the Licensed Property. If this second Phase 1 environmental review shows the presence of Hazardous Materials which were not present at the time of the first Phase 1 environmental review, if performed, then LICENSEE shall be conclusively presumed to have released Hazardous Materials on the Licensed Property and shall, in addition to any other responsibilities herein, be responsible for cleaning up the Licensed Property to remove any such Hazardous Materials and taking such other remedial steps required under federal, state or local law or regulation and to indemnify CITY, as necessary, as provided in Section 6.B above, except as provided in Section 6.F below. F. Inapplicability. It is understood and agreed that a LICENSEE who does not now, or in the future, generate, handle, transport, treat, store or dispose of Hazardous Materials on the CITY Property within the meaning of this Section, is not subject to the provisions of Section 6.B. INITIAL INITIAL   Packet Pg. 1554 EXHIBIT C 6 7. Fees. A. Administrative Fee. LICENSEE agrees to reimburse CITY for all costs incurred by CITY to process this Agreement. LICENSEE has deposited the amount specified in Item 5 of the Basic License Provisions (“Deposit”) for processing costs. Such reimbursements shall be made first out of the Deposit made by LICENSEE for such purpose. Any processing costs exceeding that amount shall be reimbursed within thirty (30) days of request. B. Annual License Fee. i LICENSEE shall pay CITY as compensation for this license an Annual License Fee as specified in Item 6 of the Basic License Provisions, as such fee may be adjusted as set forth in paragraphs (ii) and (iii) below. The Annual License Fee shall be due and payable on the first day of the month following the execution of this Agreement (“Payment Date”) and then on that same date during each succeeding year for as long as this Agreement is in effect. ii The Annual License Fee shall be increased, but not decreased, annually as provided below. The adjusted Annual License Fee as of each Payment Date shall be the greater of the Annual License Fee on the day preceding that Payment Date or that amount multiplied by a fraction, the numerator of which is the CPI figure for the third month preceding the month during which the particular Payment Date occurs and the denominator of which is the CPI figure for the month that is three (3) months prior to the month containing the prior Payment Date. As used in this Section, the “CPI” means the Consumer Price Index for Urban Wage Earners and Clerical Workers, Riverside-San Bernardino-Ontario, California, all items (1982-84 = 100), published by the U.S. Department of Labor, Bureau of Labor Statistics, or if such index is no longer published, the U.S. Department of Labor’s most comprehensive official index then in use that most nearly corresponds to the index named above. If it is calculated from a base different from the base period 1982-84 = 100, figures used for calculating the adjustment shall first be converted to the base period used under a formula supplied by the Bureau. If a comparable index is no longer be published by the U.S. Department of Labor, another index generally recognized as authoritative shall be substituted by CITY. iii At intervals of not less than three (3) years, the Annual License Fee (as such fee may be adjusted by paragraph (ii), above) payable under this Section, at the sole discretion of CITY, may be increased, but not decreased, in order to adjust the fee to the then fair market rental value of the Licensed Property as determined by CITY in good faith. Such increases shall be effective on the Payment Date. CITY shall give LICENSEE written notice of the date and amount of any such adjustment not less than thirty (30) days prior to the applicable Payment Date. If no adjustment is made on a given Payment Date, an adjustment may nevertheless be made on a subsequent date and thereafter at intervals of not less than three (3) years apart. C. Late Payment. LICENSEE acknowledges that late payment by LICENSEE of any payment owed to CITY under this Agreement will cause CITY to incur costs not   Packet Pg. 1555 EXHIBIT C 7 contemplated by this Agreement, the exact amount of such costs being extremely difficult and impracticable to fix. Therefore, if any payment due from LICENSEE is not received by CITY within fifteen (15) days of when due, LICENSEE shall pay to CITY an additional sum of ten percent (10%) of the overdue payment as a late charge, up to a maximum amount of $1000. The Parties agree that this late charge represents a fair and reasonable estimate of the administrative costs that CITY will incur by reason of a late payment by LICENSEE. Acceptance of any late payment charge shall not constitute a waiver from exercising any of the other rights and remedies available to CITY under this Agreement, at law or in equity, including, but not limited to, any interest charges imposed herein. 8. Permits. Without limiting the generality of any other provision hereunder, LICENSEE, at its sole cost and expense, shall obtain and shall comply with any and all permits which may be required by any law, regulation or ordinance for any activities LICENSEE desires to conduct or have conducted pursuant to this Agreement. 9. Maintenance and Repair. LICENSEE shall, at its own cost and subject to the approval of the City Manager or his or her designee, repair, maintain and utilize the Facility and Licensed Property so that they will not at any time be a source of danger to or interference with the CITY Property, or any other activities on the CITY Property. Any repair and maintenance work shall be done to the Standards (defined below). LICENSEE shall provide CITY no less than thirty (30) days written notice and shall acquire all necessary approvals from CITY prior to LICENSEE’s commencement of any such repair or maintenance work. If, at any time, LICENSEE shall, in the judgment of CITY, fail to perform properly its obligations under this Section, CITY may, at its option, perform such work itself as it deems necessary for the safe operation of its property and other uses on the CITY Property. In such event, LICENSEE agrees to pay, within fifteen (15) days after a bill is rendered therefor, the cost so incurred by CITY. However, failure on the part of CITY to perform the obligations of LICENSEE shall not release LICENSEE from liability hereunder for any loss or damage occasioned thereby. 10. Standards. LICENSEE shall comply with all applicable statutes, ordinances, rules, regulations, orders and decisions (hereinafter referred to as “Standards”), issued by any federal, state or local governmental body or agency established thereby including without limitation, the United States Department of Transportation, and the California Public Utilities Commission (hereinafter collectively referred to as “Agency”), relating to LICENSEE’s use of the Licensed Property hereunder. In its use of the Licensed Property, LICENSEE shall at all times be in full compliance with all Standards, present or future, set by any Agency, including, but not limited to, Standards concerning air quality, water quality, noise, and Hazardous Materials. In the event LICENSEE fails to be in full compliance with Standards set by any Agency, CITY may, but shall not be obligated to, after giving notice of the failure to LICENSEE, and if LICENSEE, within fifteen (15) days following receipt of such notice (unless such period is extended by CITY), fails to correct such non-compliance, take whatever action it determines in its sole discretion to be necessary to protect the CITY Property. LICENSEE shall reimburse the CITY for all costs (including but not limited to, consulting, engineering, clean-up and disposal, and legal costs) incurred by the CITY as a result of the LICENSEE’s failure to comply with such Standards, and also such costs incurred by the CITY in abating a violation of such   Packet Pg. 1556 EXHIBIT C 8 Standards, protecting against a threatened violation of such Standards, defending any claim of violation of such Standards in any proceeding before any Agency or court, and paying any fines or penalties imposed for such violations. LICENSEE shall, to the extent permitted by law, assume liability for and shall save and hold harmless the CITY from any claim of a violation of the Standards regardless of the nature thereof or the Agency or person asserting such claim, which results from LICENSEE’s use of the Licensed Property in violation of the Standards, even if such claim arises in whole or in part from the negligence or alleged negligence of the CITY. LICENSEE, at its cost, shall assume the defense of all such claims as provided for in Section 20 hereof. 11. Tests and Inspections. CITY shall have the right at any time to inspect the Licensed Property and the Facility so as to monitor compliance with this Agreement. If, in CITY’S sole judgment, any installation on, or use or condition of the Licensed Property may have an adverse effect on the CITY Property (whether or not owned by CITY) or CITY’S operations, CITY shall be permitted to conduct any tests or assessments, including but not limited to environmental assessments, of, on or about the Licensed Property and the Facility, as it determines to be necessary or useful to evaluate the condition of the Licensed Property and the Facility. LICENSEE shall cooperate with CITY in any tests or inspections deemed necessary by CITY. LICENSEE shall pay or reimburse CITY, as appropriate, for all reasonable costs and expenses incurred due to the tests, inspections or any necessary corrective work and inspections thereafter within thirty (30) days of a request for payment. 12. Construction and Installation. A. The Facility shall be installed and constructed at the LICENSEE’s sole cost in accordance with the design plans, which are attached hereto as Exhibit B. Exhibit “B”. Any deviation from the plans shall be approved in writing by the City Manager or his or her designee. C. Construction, installation, and maintenance of the Facility shall be accomplished in such a manner so that it will not interfere with or be a source of danger to the CITY Property or other activities on the CITY Property. Any aspect of the Facility which will interfere with other uses on the CITY Property shall be approved in advance by CITY. CITY may require that CITY’s representative be present during some or all of the construction, installation or maintenance of the Facility. If CITY’s representative determines that the construction, installation or maintenance of the Facility is not being accomplished in accordance with this Agreement, he or she may, but shall not be required to, halt the work. Notwithstanding the presence of the CITY’s representative, LICENSEE shall, at all times, retain full liability and responsibility for all aspects of the construction, installation or maintenance of the Facility. D. LICENSEE shall provide CITY with “As Builts” within twenty (20) days of completion of the Facility, if necessary.   Packet Pg. 1557 EXHIBIT C 9 13. Underground Storage Tanks. LICENSEE shall not install or use any underground storage tanks on the Licensed Property unless specifically approved in advance in writing by CITY, which approval may be withheld in CITY’s sole discretion. If such underground storage tanks are permitted to be installed or used by LICENSEE, at CITY's option to terminate this Agreement at any time and for any reason, LICENSEE shall, prior to the effective date of such termination, remove and close all underground storage tanks and related equipment and clean up and remove all Hazardous Materials in, on, under and about the CITY Property, in accordance with the requirements of all federal, state and local environmental laws and to the satisfaction of CITY and any governmental authorities having jurisdiction thereof, and deliver to CITY a copy of a certificate of closure issued for such tanks by the appropriate governmental authority. 14. Landscaping and Protective Fencing. If required by CITY, LICENSEE, at its sole cost and expense, shall install barrier fencing and/or landscaping to shield the construction area from public access and/or the Facility from public view. CITY shall have the right to review and approve fencing and/or landscaping plans prior to installation. All fencing and/or landscaping work shall be done in accordance with the provisions of Sections 12 and 16 hereof and shall be subject to the maintenance and repair provisions of Section 9 above. 15. Markers. If required by CITY, Project markers in form and size satisfactory to CITY, identifying the Facility and its owners, shall be installed and constantly maintained by and at the expense of LICENSEE at such locations as CITY shall designate. Such markers shall be relocated or removed upon request of CITY without expense to CITY. Absence of markers in or about CITY Property does not constitute a warranty by CITY of the absence of subsurface installations. 16. Insurance. LICENSEE, at its sole cost and expense, shall obtain and maintain, and require its contractors and subcontractors to obtain and maintain, in full force and effect insurance as required by CITY in the amounts and coverage specified and issued by insurance companies as described on Exhibit “C”. CITY reserves the right, to review and change the amount and type of insurance coverage it requires in connection with this Agreement or the work to be performed on the Facility. Prior to (i) entering the Licensed Property or (ii) performing any work or maintenance on the Facility, LICENSEE shall furnish CITY with the insurance endorsements and certificates in the form and amounts specified in Exhibit “C”, evidencing the existence, amounts and coverage of the insurance required to be maintained hereunder. In most instances, CITY does not allow self-insurance, however, if LICENSEE can demonstrate assets and retention funds meeting CITY’s self-insurance requirements, CITY may permit LICENSEE to self-insure; provided, however, that the right to self-insure with respect to any coverage required to be maintained hereunder may be granted or revoked by CITY in its sole and absolute discretion. CITY shall not be liable for the payment of any premiums or assessments for insurance required to be maintained by LICENSEE under this Agreement. 17. Subordinate Rights. This Agreement is subject and subordinate to the prior and future rights and obligations of CITY, its successors and assigns, to use its property in   Packet Pg. 1558 EXHIBIT C 10 the exercise of its powers and in the performance of its duties. Accordingly, there is reserved and retained unto CITY, its successors, assigns and permittees, the right to construct, reconstruct, maintain and use existing, and facilities and appurtenances and existing and future transportation, communication, pipeline facility and other facilities and appurtenances in, upon, over, under, across and along the Licensed Property, and in connection therewith, the right to grant and convey to others, rights and interests to the Licensed Property in, on and around the Licensed Property. This Agreement is subject to all licenses, leases, easements, restrictions, conditions, covenants, encumbrances, liens, claims and other matters of title (hereinafter referred to as “Title Exceptions”) which may affect the Licensed Property now or hereafter, and the words “grant” or “convey” as used herein shall not be construed as a covenant against the existence of any such Title Exceptions. 18. Indemnity. LICENSEE shall at all times indemnify and save harmless CITY and its subsidiaries, officials, officers, employees, agents, contractors, successors and assigns (“Indemnitees”) against and pay in full all losses, damages, or expenses that the Indemnitees may sustain, incur or become liable for, resulting in any manner from the installation, construction, operation, maintenance, repair, reconstruction, alteration, removal, condition, use or presence of the Facility or the use and maintenance of the Licensed Property by the LICENSEE, LICENSEE’s Parties or any person or entity claiming, using or occupying the Licensed Property by, under or through LICENSEE, or anyone directly or indirectly employed by or for whose acts LICENSEE is liable, including, but not limited to, any such losses, damages or expenses arising out of (a) loss of or damage to property, (b) injury to or death of persons, (c) mechanics' or other liens of any character, (d) taxes or assessments of any kind, or (e) interference with the use of the CITY’s property. It is the intention of the Parties that CITY’s right to indemnity hereunder shall be valid and enforceable against LICENSEE regardless of negligence (whether active or passive) on the part of the Indemnitees unless such injury is a result of the sole negligence of CITY. 19. Assumption of Risk and Waiver. To the maximum extent allowed by law, LICENSEE assumes any and all risk of loss, damage or injury of any kind to any person or property, including without limitation, the Facility or appurtenances, if any, the CITY Property and any other property of, or under the control or custody of, LICENSEE, which is on or near the Facility. LICENSEE’s assumption of risk shall include, without limitation, loss or damage caused by defects in any structure or improvement on the Licensed Property, accident or fire or other casualty on the Licensed Property, or electrical discharge, and noise or vibration resulting from CITY’s transit operations on or near the Licensed Property, if applicable. The term “CITY” as used in this Section shall include any other persons or companies employed, retained or engaged by CITY. LICENSEE, on behalf of itself and its Personnel, as a material part of the consideration for this Agreement, hereby waives all claims and demands against CITY for any such loss, damage or injury of LICENSEE and/or its Personnel. In that connection, LICENSEE waives, for itself and its Personnel, the benefit of California Civil Code Section 1542, which provides as follows:   Packet Pg. 1559 EXHIBIT C 11 A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materiality affected his or her settlement with the debtor or released party. The provisions of this Section and of Sections 6.B, 18 and 20 shall survive the termination of this Agreement. As used in this Section, “Personnel” means the LICENSEE, or its officers, directors, affiliates, or anyone directly or indirectly employed by LICENSEE or for whose acts LICENSEE is liable. 20. Defense. Upon written notice from CITY, LICENSEE agrees to assume the defense of any lawsuit, administrative action or other proceeding brought against the Indemnitees by any public body, individual, partnership, corporation, or other legal entity, relating to any matter covered by this Agreement for which LICENSEE has an obligation to assume liability for and/or to indemnify or save and hold harmless the Indemnitees. LICENSEE shall pay all the costs incident to such defense, including, but not limited to, attorneys’ fees, investigators’ fees, litigation expenses, settlement payments, and amounts paid in satisfaction of judgments. Any and all lawsuits or administrative actions brought or threatened on any theory of relief available at law, in equity or under the rules of any administrative agency shall be covered by this Section, including, but not limited to, the theories of intentional misconduct, negligence, breach of statute or ordinance, or upon any theory created by statute or ordinance, state or federal. 21. Attorneys’ Fees. In any judicial or arbitration proceeding involving performance under this Agreement, or default or breach thereof, the prevailing party shall be entitled to its reasonable attorneys’ fees and costs. 22. Successors and Assigns. All the covenants and provisions of this Agreement shall be binding upon and inure to the benefit of the successors, legal representatives and assigns of the CITY and LICENSEE to the same extent and effect as the same are binding upon and insure to the benefit of the Parties hereto. 23. Survival of Obligations. All obligations of LICENSEE hereunder not fully performed as of the termination or cessation of this Agreement in any manner shall survive the termination of this Agreement, including without limitation, all payment obligations with respect to fees and all obligations concerning the condition of the Facility and the CITY Property. 24. Assignment. This Agreement and the license granted herein are personal to the LICENSEE. LICENSEE shall not assign or transfer (whether voluntary or involuntary) this Agreement in whole or in part, or permit any other person or entity to use the rights or privileges hereby conveyed, without the prior written consent of CITY, which may be withheld in CITY’s sole and absolute discretion. Any attempted act in violation of this Section shall be void and without effect and give CITY the right to immediately terminate this Agreement.   Packet Pg. 1560 EXHIBIT C 12 25. Waiver of Covenants or Conditions. The waiver by CITY of the performance of any covenant or condition under this Agreement shall not invalidate this Agreement nor shall it be considered a waiver by it of any other covenant or condition under this Agreement. 26. Amendment. This Agreement may be amended at any time by the written agreement of CITY and LICENSEE. All amendments to this Agreement shall be binding upon the Parties despite any lack of legal consideration, so long as the same shall be in writing and executed by the Parties hereto. 27. Revocation. If, at any time, LICENSEE shall fail or refuse to comply with or carry out any of the covenants herein contained, CITY may, at its election, immediately revoke and terminate this Agreement unless a longer notice period is specifically provided for elsewhere in this Agreement. 28. Abandonment. Should LICENSEE at any time abandon the Licensed Property, or any part thereof, or fail at any time for a continuous period of six (6) months to use the same for the purposes contemplated by this Agreement, then CITY may terminate this Agreement to the extent of the portion so abandoned or discontinued. In addition to any other rights or remedies, CITY shall immediately be entitled to exclusive possession and ownership of the portion so abandoned or discontinued, without the encumbrance of this Agreement or any license granted herein. LICENSEE may abandon the Facility, or any portion thereof, in place subject to the CITY’s prior written approval if CITY determines in its sole and absolute discretion that the abandoned Facility does not conflict with an existing or proposed project or CITY’s use of the CITY Property. Should LICENSEE abandon the Facility, or any portion thereof, LICENSEE shall provide CITY with any documentation CITY deems necessary for said abandonment, which may include, but not be limited to, a certificate of abandonment. CITY shall have no obligation to permit the Facility to be abandoned in place or relocated to any other location on the CITY Property. 29. Eviction, Abandonment or Sale. In the case of the eviction of LICENSEE by anyone owning or obtaining title to the premises on which the Facility is located, or the sale or abandonment by CITY of said premises, CITY shall not be liable to LICENSEE for any damage of any nature whatsoever or to refund any payment made by LICENSEE to CITY hereunder, except the proportionate part of any recurring rental charge which may have been paid hereunder in advance. 30. Condemnation. In the event all or any portion of the Licensed Property shall be taken or condemned for public use (including conveyance by deed in lieu of or in settlement of condemnation proceedings), LICENSEE shall receive compensation (if any) only for the taking and damage to the Facility. Any other commission or damages arising out of such taking or condemnation awarded to LICENSEE are hereby assigned by LICENSEE to CITY. 31. Revocable Licenses and Termination. LICENSEE agrees that notwithstanding the improvements made by LICENSEE to the Licensed Property or the installation of the Facility, or other sums expended by LICENSEE in furtherance of this Agreement, the   Packet Pg. 1561 EXHIBIT C 13 license granted herein is revocable and may be terminated by CITY in accordance with the terms of this Agreement. 32. Restoration of CITY’s Property, Claims for Costs. Upon the termination, revocation of cessation of this Agreement in any manner provided in this Agreement, LICENSEE, upon demand of CITY and at LICENSEE’s own cost and expense, shall abandon the use of the Facility and remove it and restore the Licensed Property of CITY to the same condition in which they were prior to the placing of the Facility thereunder, reasonable wear and tear excepted. In no event shall LICENSEE have any claim against CITY for any of the costs of constructing, maintaining, or removing the Facility. In case LICENSEE shall fail to restore Licensed Property as aforesaid within ten (10) days after the effective date of termination, CITY may proceed with such work at the expense of LICENSEE or may assume title and ownership of the Facility and any other property of LICENSEE located on the Licensed Property. No termination hereof shall release LICENSEE from any liability or obligation hereunder, whether of indemnity or otherwise, resulting from any acts, omissions or events happening prior to the date the Facility is removed, and the Licensed Property restored as above provided. 33. Notice. Any notice hereunder to be given by CITY to LICENSEE shall be deemed to be properly served on the date it is deposited in the United States Mail, postage prepaid, addressed to such party at its address set forth in the Basic License Provisions. Either CITY or LICENSEE may change its address for the receipt of notice by giving written notice thereof to the other party of such change. Notices shall be effective on the date delivered to custody of the U.S. Postal Service. 34. Interest on Past-due Obligations. Except as expressly herein provided, any amount due to CITY which is not paid when due shall bear interest, from the date due, at the rate of ten percent (10%) per annum. Such interest will be due CITY as it accrues. Payment of such interest shall not excuse or cure any default by LICENSEE under this Agreement, provided, however, that interest shall not be payable on late charges incurred by LICENSEE. 35. Joint and Several. In the event that two or more parties execute this Agreement as LICENSEE, all the covenants and agreements of LICENSEE in this Agreement shall be the joint and several covenants and agreements of such parties. 36. Nondiscrimination. LICENSEE certifies and agrees that all persons employed thereby and/or the affiliates, subsidiaries, or holding companies thereof and any contractors retained thereby with respect to the Licensed Property and the Facility are and shall be treated equally without regard to or because of race, religion, ancestry, national origin, or sex, and in compliance with all federal and state laws prohibiting discrimination in employment, including but not limited to the Civil Rights Act of 1964; the Unruh Civil Rights Act; the Cartwright Act; and the California Fair Employment Practices Act. 37. Taxes. LICENSEE shall be liable for and agrees to pay promptly and prior to delinquency, any tax or assessment, including but not limited to any possessory interest   Packet Pg. 1562 EXHIBIT C 14 tax, levied by any governmental authority: (a) against the Facility, the Licensed Property and/or any personal property, fixtures or equipment of LICENSEE used in connection therewith or (b) as a result of the Facility’s operations. 38. Liens. LICENSEE will fully and promptly pay for all materials whether or not joined or affixed to the Facility or the Licensed Property, and fully and promptly pay all persons who perform labor whether or not upon said Facility or the Licensed Property. LICENSEE shall not suffer or permit to be filed or enforced against the CITY Property or the Facility, or any part thereof, any mechanics’, materialmen’s, contractors’, or subcontractors’ liens or stop notices arising from, or any claim for damage growing out of, any testing, investigation, maintenance, or work, or out of any other claim or demand of any kind. LICENSEE shall pay or cause to be paid all such liens, claims or demands, including sums due with respect to stop notices, together with attorneys’ fees incurred by CITY with respect thereto, within ten (10) business days after notice thereof and shall indemnify, hold harmless and defend CITY from all obligations and claims made against CITY for and with respect to the above-described work, including attorneys’ fees. LICENSEE shall furnish evidence of payment upon request of CITY. LICENSEE may contest any lien, claim or demand by furnishing a statutory lien bond or equivalent with respect to stop notices to CITY in compliance with applicable California law. If LICENSEE does not discharge any mechanic's lien or stop notice for works performed for LICENSEE, CITY shall have the right to discharge same (including by paying the claimant) and LICENSEE shall reimburse CITY for the cost of such discharge within ten (10) business days after billing. CITY reserves the right at any time to post and maintain on the CITY Property such notices as may be necessary to protect CITY against liability for all such liens and claims. The provisions of this Section shall survive the termination of this Agreement. 39. Further Acts. LICENSEE agrees to perform any further acts and to execute and deliver in recordable form any documents which may be reasonably necessary to carry out the provisions of this Agreement, including, at CITY’s sole discretion, the relocation of the Facility and the license granted by this Agreement. 40. Waiver of Relocation Rights. LICENSEE HEREBY WAIVES ANY RIGHT TO RELOCATION ASSISTANCE, MOVING EXPENSES, GOODWILL OR OTHER PAYMENTS TO WHICH LICENSEE MIGHT OTHERWISE BE ENTITLED, BUT FOR THIS WAIVER AND CITY’S EXPRESS RIGHT OF TERMINATION, UNDER THE UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISITION POLICIES ACT OF 1970, AS AMENDED, 42 UNITED STATE CODE SECTION 4601 ET SEQ. AND/OR THE CALIFORNIA RELOCATION ASSISTANCE LAW, AS AMENDED, GOVERNMENT CODE SECTION 7260 ET SEQ. 41. Non-Exclusive License. The license granted by this Agreement is not exclusive and CITY specifically reserves the right to grant other licenses within the vicinity of the Facility. 42. Counterparts; Facsimile Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original but all of which together   Packet Pg. 1563 EXHIBIT C 15 shall constitute one and the same instrument. Facsimile signatures shall be considered original signatures. 43. Severability. If any term, covenant, condition or provision of this Agreement, or the application thereof to any person or circumstance, shall to any extent be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the terms, covenants, conditions, or provisions of this Agreement, or the application thereof to any person or circumstance, shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby. 44. Captions. The Captions included in this Agreement are for convenience only and in no way define, limit, or otherwise describe the scope or intent of this Agreement or any provision hereof, or in any way affect the interpretation of this Agreement. 45. Time of Essence. Time is of the essence in this Agreement. 46. No Recording. LICENSEE shall not record or permit to be recorded in the official records of the county where the Licensed Property or Facility is located any memorandum of this Agreement or any other document giving notice of the existence of this Agreement, or the license granted hereby. 47. Entire Agreement. This Agreement and the Exhibits hereto constitute the entire agreement between the CITY and LICENSEE with respect to the subject matter hereof and supersede all prior verbal or written agreements and understandings between the Parties with respect to the items set forth herein. 48. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County. 49. Electronic Signature. Each Party acknowledges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature [SIGNATURES ON FOLLOWING PAGE]   Packet Pg. 1564 EXHIBIT C 16 SIGNATURE PAGE FOR LICENSE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND DP INDUSTRIAL PARKWAY, LLC IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the date first written above. LICENSOR CITY OF SAN BERNARDINO APPROVED BY: City Manager ATTESTED BY: Genoveva Rocha, CMC City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP, City Attorney LICENSEE DP INDUSTRIAL PARKWAY, LLC Signature Brett Dedeaux Name Authorized Signatory Title   Packet Pg. 1565 EXHIBIT C 17   Packet Pg. 1566 EXHIBIT C 18   Packet Pg. 1567 EXHIBIT C 19 EXHIBIT B-1   Packet Pg. 1568 EXHIBIT C 20 EXHIBIT B-2   Packet Pg. 1569 EXHIBIT C 21 EXHIBIT C INSURANCE REQUIREMENTS LICENSEE shall obtain and shall require any consultant or contractor entering the Licensed Property on its behalf to obtain insurance of the types and in the amounts described below and satisfactory to the CITY. A. Commercial General Liability Insurance. LICENSEE shall maintain occurrence version commercial general liability insurance or equivalent form with a combined single limit of not less than $2,000,000 per occurrence, with a general aggregate limit no less than $4,000,000. Such insurance shall include coverage for, but not be limited to: (i) bodily injury and property damage; (ii) personal injury and advertising injury; (iii) fire legal liability; and (iv) products and completed operations. Such insurance policy or policy endorsement shall: 1. Include the CITY, its officials, officers, employees, agents, and consultants as additional insureds with respect to the Licensed Property and LICENSEE’s installation, construction, operation, maintenance, repair, reconstruction, alteration, removal or any other work that LICENSEE undertakes with respect to the Facility; 2. Not contain special limitations on the scope of coverage or the protection afforded to CITY, its officials, officers, employees, agents, and consultants as additional insureds; 3. Be primary with respect to any insurance or self-insurance programs covering CITY, its officials, officers, employees, agents and consultants; 4. Contain standard separation of insured provisions; and 5. Contain a waiver of subrogation that waives any right the insurer has against CITY for any claims or suits. C. Automobile Liability. LICENSEE shall acquire and maintain during the period of the Project, automobile liability with a combined single limit of $1,000,000. E. Workers' Compensation Insurance. LICENSEE shall maintain workers' compensation insurance with statutory limits and employers' liability insurance with limits of not less than $1,000,000 each accident. F. Privacy/Network Security (Cyber). LICENSEE shall maintain privacy/network security insurance, in a form and with insurance companies acceptable to the City, for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and (4) the introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to CITY with limits of not less than $1,000,000 per occurrence and aggregate.   Packet Pg. 1570 EXHIBIT C 22 G. Aviation and/or Drone Liability. If the proposed use of the Licensed Property will involve drones, LICENSEE shall maintain Aviation and/or Drone Liability insurance for bodily injury and property damage, in a form and with insurance companies acceptable to the CITY, with $1,000,000 per occurrence limit. H. Certificates of Insurance. LICENSEE shall, prior to (i) entering the Licensed Property or (ii) performing any installation, construction, operation, maintenance, repair, reconstruction, alteration, removal or any other work that LICENSEE undertakes with respect to the Facility, furnish CITY with properly executed certificates of insurance and, if requested by CITY, certified copies of endorsements and policies, which clearly evidence all insurance required under this Agreement and provide that such insurance shall not be canceled, allowed to expire or be materially reduced in coverage, except on thirty (30) days’ prior written notice to CITY. CITY shall have the sole discretion to determine whether the certificates and endorsements presented comply with the provisions of this Agreement. I. Coverage Maintenance. LICENSEE shall replace certificates, policies, and endorsements for any insurance expiring prior to the termination of this Agreement and shall not allow any lapse in coverage. Further, LICENSEE shall maintain such insurance from the execution of this Agreement until the Facility is removed and the Licensed Property fully restored, except as otherwise provided in this Agreement. J. Licensed Insurer. LICENSEE shall place such insurance with insurers having A.M. Best Company ratings of no less than A: VIII and licensed to do business in California.   Packet Pg. 1571 ITEMS TO BE CONSIDERED FOR FUTURE MEETINGS City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Theodore Sanchez, Council Member, 1st Ward Department:Council Office Subject:Recognized Partnership With Casa Ramona (Ward 1) – Council Member Sanchez   Packet Pg. 1572 ITEMS TO BE CONSIDERED FOR FUTURE MEETINGS City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Ben Reynoso, Council Member, 5th Ward Department:Council Office Subject:Initiate a Request for Proposal seeking a consultant to prepare a feasibility study for installing bike lanes and crosswalk improvements in Downtown (Wards 1, 3) – Council Member Reynoso   Packet Pg. 1573 1 0 6 3 ITEMS TO BE CONSIDERED FOR FUTURE MEETINGS City of San Bernardino Request for Council Action Date:January 18, 2023 To:Honorable Mayor and City Council Members From:Damon L. Alexander, Council Member, 7th Ward Department:Council Office Subject:Direct staff to work with the Mayor and City Council to evaluate and determine the appropriate staffing levels in the Office of the Mayor and the City Council Office (All Wards) – Council Member Alexander   Packet Pg. 1574