Fountain Valley City Council
September 25, 2025

Cost Sharing Agreement – 2025 UWMP Preparation
September 25, 2025

Based on the needs of the City, the projected cost will be $62,004. In addition, staff is requesting a contingency of 10% for unforeseen expenses, which brings the total to an amount not to exceed $68,204. The adopted FY 2025/26 Water Utility Fund Budget allocates a total of $70,000 for the 2025 UWMP. Therefore, there are sufficient funds for this project.

DISCUSSION
In 1983, the California Legislature enacted the Urban Water Management Planning Act (Act) (California Water Code, Sections 10610-10656). The Act requires every urban water supplier providing water for municipal purposes to more than 3,000 service connections or supplying more than 3,000 acre-feet of water annually to prepare, adopt, and file a UWMP with DWR.

Suppliers are required to update their UWMPs every five (5) years.

The purpose of UWMPs is to provide DWR with detailed assessments of suppliers’ present and future water resources and demands for the next 20 years. Assessments must identify supply reliability under three possible hydrologic conditions: a normal year, a single-dry year, and multiple-dry years. These plans support the suppliers’ long-term resource planning efforts to ensure adequate water supplies are available to meet existing and future water demands.

The City of Fountain Valley Water Department supplies over 9,000 acre-feet of water annually, including both potable and recycled water, to approximately 17,400 service connections. To comply with the requirements of the Act, the City’s 2025 UWMP must be submitted to DWR, the California State Library, and the County of Orange by July 1, 2026.

As in previous years, MWDOC is coordinating a joint effort between MWDOC and 23 interested member agencies to facilitate compliance with the Act and take advantage of potential cost savings through economies of scale. With input from interested agencies, MWDOC prepared and issued a Request for Proposals (RFP) to which they received proposals from two (2) consulting firms. A panel of representatives from MWDOC and several participating agencies evaluated the consultants by reviewing the written proposals and conducting interviews.

Upon completion of the evaluation process, the review panel unanimously selected Carollo based on their qualifications and experience, as well as their technical and project management approach that promotes efficiency. They demonstrated a clear path to meeting compliance requirements and completing the project on time and budget. The Carollo team, which includes Maddaus Water Management Inc., and CDM Smith Inc., will be led by respected technical experts with extensive experience in water resources planning in Southern California and Orange County specifically.

In addition to the base scope of work, which includes project management, data collection, information review, and 2025 UWMP preparation and finalization, the following optional tasks may be included based on the individual needs of the participating agencies:
 In-Person and/or Additional Virtual Meetings – with individual agencies  Additional Coordination – for agencies that have complicated arrangements, limited staff, and/or competing interests
 Ripple Effects – processing of changes that might arise from Metropolitan or other

Cost Sharing Agreement – 2025 UWMP Preparation
September 25, 2025

new/changed data sources after completion of the Draft UWMP that would require changes that ripple through multiple tables and/or chapters  Water Shortage Contingency Plan Revision – modify shortage levels and associated actions consistent with Chapter 8 of the 2025 UWMP
 Adoption Process Support – coordinate and prepare up to five (5) notifications for circulation of the Final Draft UWMP that can be circulated to the public, cities, and county, and prepare the resolution for 2025 UWMP Adoption  Management/Board/Public Hearing Presentation Template – prepare a PowerPoint template that can easily be populated with content from the Final Draft 2025 UWMP  Management/Board/Public Hearing Presentation – prepare and present a 10-minute PowerPoint presentation that summarizes the 2025 UWMP
 Public Hearing Meeting – attend the 2025 UWMP Public Hearing to provide backup and answer any questions
 DWR Submittal – submit the 2025 UWMP data to the DWR
 2025 UWMP Hard Copies – print and deliver hard copies of the 2025 UWMP with appendices
 Incorporate Climate Impacts – review climate change impacts developed by another consultant and incorporate them into the supply and demand forecasts To ensure compliance with the requirements of the Act, staff believes that it is in the best interest of the City to participate in the cost-sharing agreement offered by MWDOC.

Participating will allow the City to benefit from Carollo’s expertise and a coordinated multiagency approach that will facilitate the process.

FISCAL REVIEW
The FY 2025/26 Water Utility Fund budget allocates a total of $70,000 for the Urban Water Management Plan in the Public Works Department’s Non-Dept Projects (Non-Recurring) Professional Services account (500.50.90001.53003). There is sufficient funding in the FY 2025/26 budget to fund the $62,004 cost-sharing agreement with a 10% contingency for a total not to exceed $68,204.

FY 2025/26
Water Utility Fund
Public Works Dept – Non-Dept Projects (Non-Recurring) – Professional Services 500.50.90001.53003
FY 2025/26 Budget for UWMP $ 70,000
2025 UWMP Cost Sharing Agreement $ 62,004
10% Contingency for Unforeseen Expenses $ 6,200
Total Cost $ 68,204

PUBLIC NOTIFICATION
Not applicable.

ENVIRONMENTAL IMPACT REVIEW

Cost Sharing Agreement – 2025 UWMP Preparation
September 25, 2025

Not applicable.

ATTORNEY REVIEW
The Attorney(s) for the City has reviewed and approved the agreement.

ALTERNATIVES
Alternative No. 1: Approve the agreement with the Municipal Water District of Orange County (MWDOC) for Sharing Consultant Costs for 2025 Urban Water Management Plans in the amount of $62,004 plus a contingency of 10% for a total amount not to exceed $68,204. This is the recommended action.

Alternative No. 2: Do not approve the agreement with MWDOC for Sharing Consultant Costs, and direct staff to solicit proposals for consultant services through an independent Request for Proposals. This is not recommended as it will prevent the City from benefiting from the economies of scale offered through MWDOC’s cost-sharing agreement and the work MWDOC put into the RFP process to identify a qualified consultant that would provide the best value to the participating agencies.

Alternative No. 3: Do not approve the agreement with MWDOC for Sharing Consultant Costs, and direct staff to prepare the 2025 UWMP with existing staff. This is not recommended as City staff does not have the time, resources, or expertise to complete the 2025 UWMP on its own.

RECOMMENDATION
Staff is requesting City Council approval of Alternative No. 1 to approve the agreement with the Municipal Water District of Orange County (MWDOC) for Sharing Consultant Costs for 2025 Urban Water Management Plans in the amount of $62,004 plus a contingency of 10% for a total amount not to exceed $68,204.

Prepared by: Christine Smith, Senior Management Analyst Reviewed by: Mark Sprague, Field Services Manager
Approved by: Scott Smith, Director of Public Works
Fiscal review by: Ryan Smith, Finance Director / City Treasurer Approved by: Maggie Le, City Manager
Attachments:

1. Agreement with MWDOC for Sharing Consultant Costs

2. Exhibit A 2025 UWMP Consultant Agreement

3. Exhibit B 2025 UWMP Cost Summary Table

* Participating Agency pursuant to separate Master Agreement with MWDOC. 1 AGREEMENT FOR SHARING CONSULTANT COSTS FOR
2025 URBAN WATER MANAGEMENT PLANS
This AGREEMENT is made and entered into as of, ___________ 2025, by and between 1) City of Buena Park
2) City of Fullerton*
3) City of Garden Grove
4) City of La Palma
5) City of Orange
6) City of Seal Beach
7) City of Tustin
8) City of Westminster
9) Yorba Linda Water District
10) East Orange County Water District
11) City of Anaheim*
12) City of Fountain Valley
13) City of Newport Beach
14) City of Santa Ana*
15) City of Huntington Beach
16) Mesa Water District
17) City of San Clemente
18) Santa Margarita Water District
19) South Coast Water District
20) Trabuco Canyon WaterDistrict
21) Laguna Beach County Water District
22) City of Brea
23) City of La Habra
(collectively "Participating Agencies" and individually "Participating Agency") and the Municipal Water District of Orange County ("MWDOC"). The Participating Agencies and MWDOC are collectively referred to as "Parties."

RECITALS
WHEREAS, under California Water Code section 10621(a), the Participating Agencies are required to update their respective Urban Water Management Plan ("UWMP") at least once every five years; and
WHEREAS, the 2025 UWMP's shall be updated and submitted to the California Department of Water Resources (“DWR”) by July 1, 2026; and WHEREAS, each Participating Agency has the responsibility to prepare a separate 2025 UWMP for submission by July 1, 2026; and
Attachment #1

Cost Sharing Agreement for 2025 UWMP
2 WHEREAS, the Participating Agencies share many water supply characteristics, including water sources, regional water management agencies, location, climate history, and demographics; and
WHEREAS, pursuant to California Water Code section 10620, subdivision (d)(3), the Participating Agencies wish to coordinate the preparation of their 2025 UWMPs in the interest of reducing preparation costs; and
WHEREAS, the Participating Agencies and MWDOC desire to cooperate with each other to obtain economies of scale and thereby reduce preparation costs for each of the Participating Agencies; and
WHEREAS, MWDOC and the Participating Agencies have jointly prepared and agreed to a Scope of Work that was incorporated into a Request for Proposals. In response, two consulting firms submitted proposals which were reviewed by a panel comprised of representatives of MWDOC and several Participating Agencies and which resulted in the selection of Carollo Engineers, Inc. ("Consultant") as the consultant to prepare UWMPs for the Participating Agencies (the “Work”); and WHEREAS, MWDOC and its staff are willing to coordinate this process, including the preparation and administration of a professional services agreement with the Consultant; and the administration of the cost sharing provisions of this Agreement; NOW, THEREFORE, in consideration of the payment of money as set forth below and the mutual promises of the Parties hereto, it is agreed:

1. Engagement of Consultant and Administration of Consultant Agreement

1.1 MWDOC shall award a professional services agreement for the work identified in the Request for Proposals to Consultant ("Consultant Agreement").

MWDOC shall use its standard professional services agreement form for the Consultant Agreement with minor negotiated deviations permitted by MWDOC General Manger and Legal Counsel and require appropriate types and limits of insurance coverage. Each CGL policy shall identify MWDOC and its directors, officers, agents, employees, attorneys, consultants and authorized volunteers, the Participating Agencies and their respective directors, officials, officers, agents, employees, attorneys, consultants and authorized volunteers, as additional insureds, or be endorsed to identify these parties as additional insureds using a form acceptable to MWDOC. The Consultant Agreement will require the Consultant's insurer(s) to waive all rights of subrogation against MWDOC and its directors, officers, agents, employees, attorneys, consultants and authorized volunteers, and the Participating Agencies and their respective directors, officials, officers, agents, employees, attorneys, consultants and authorized volunteers. The Consultant Agreement will require Consultant to ensure that its sub-consultants, if any, provide similar insurance coverage.

Cost Sharing Agreement for 2025 UWMP
3 1.2 MWDOC shall coordinate all aspects of the proposed work with Consultant and communicate with each Participating Agency, regularly and upon request of the Participating Agency, regarding the status and substance of its 2025 UWMP.

1.3 MWDOC shall withhold the final payment until such time as every Participating Agency has notified MWDOC that it is satisfied with the final UWMP prepared for it by Consultant.

1.4 Each Participating Agency shall, within a reasonable timeframe, provide all documents, information and assistance requested by the selected contractor during the performance of the Consultant Agreement.

1.5 Each Participating Agency acknowledges that costs may fluctuate as DWR releases the Draft UWMP Guidebook and participating agencies decide whether or not to participate.

2. Cost Sharing by Participating Agencies

2.1 MWDOC shall:

2.1.1 Collect from each Participating Agency upon execution of this Agreement the full amount of the Participating Agency’s proportionate share of the total cost of the Work as described in the Contractor’s proposal, which is in Exhibits A and B.

2.1.2 Inform each Participating Agency of any proposed additional work under the Consultant Agreement that relates to preparation of that Participating Agency's 2025 UWMP and that would result in an increase in that Participating Agency's payment under this Agreement. MWDOC andthe affected Participating Agency must both first approve such additional work in writing before MWDOC will notify Consultant to proceed with the work. Exhibit B includes each Participating Agency’s base cost with elected additional items and may be updated pursuant to this section.

Exhibit B will be incorporated into this Agreement by this reference, subject to any approved updates.

2.1.3 Be responsible for making progress payments directly to Consultant from funds paid to MWDOC by Participating Agencies (see section 1.3) for approved additional work.

2.1.4 Prepare a final accounting and either distribute any remaining funds collected from the Participating Agencies back to the Participating Agencies or issue a final bill to Participating Agencies if there are funds due.

2.2 EachParticipating Agency shall:

2.2.1 Pay to MWDOC upon execution of this Agreement the full amount of the

Cost Sharing Agreement for 2025 UWMP
4 Participating Agency’s proportionate share of the total cost of the Work as described in the Contractor’s proposal, which is in Exhibit A.

2.2.2 Pay to MWDOC, upon approval of any additional work under the Consultant Agreement that relates to preparation of its 2025 UWMP, the full amount owed for the approved additional work. Each Participating Agency shall bear all costs associated with extra work it approves, described within Exhibits A and B, incorporated into this Agreement by reference.

3. Accounting
Upon request of any Participating Agency, MWDOC will provide copies of the selected Consultant's invoices and MWDOC's payment records.

4. Independent Contractor
Any consultant engaged by MWDOC on behalf of the Participating Agencies as contemplated in this Agreement will not be a party to this Agreement and will not be an employee or agent of MWDOC or any of the Participating Agencies, either as a result of this Agreement or as a result of a professional services agreement between MWDOC andthe Consultant. Any consultant engaged as contemplated in this Agreement will be an independent contractor to MWDOC.

5. Warranty, Indemnification and Defense
MWDOC shall use its best efforts in administering the Consultant Agreement, but makes no representations, guarantees or warranties to the Participating Agencies as to the quality or timeliness of work product provided by Consultant pursuant to the Consultant Agreement. All losses or liabilities resulting from any and all actions, claims, penalties, obligations or liabilities, in law or in equity, of every kind or nature whatsoever, that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of or in any manner directly or indirectly connected with any work contemplated by this Agreement shall be subject to the indemnification described in this section. Each of the Parties hereto shall fully indemnify and hold each of the other Parties, their officers, board members, employees, and agents, harmless from any claim, expense or cost, damage or liability imposed or occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, board members, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this Agreement. No Party, nor any officer, board member, employee or agent thereof, shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other Parties hereto, their officers, board members employees, or agents, under or in connection with or arising out of any work authority or jurisdiction delegated to any other Parties under this Agreement.

Cost Sharing Agreement for 2025 UWMP
5 6. Notice
Any notice or communication required to be given under this Agreement shall be in writing and effective when deposited, first class postage prepaid with the United States Postal Service addressed to the contracting Parties as follows:

Notice to Parties
If to:

1. MWDOC Harvey De La Torre, General Manager
Municipal Water District of OrangeCounty
18700 Ward St.

Fountain Valley, CA 92708

2. City of Buena Park Aaron France, City Manager
City of Buena Park
6650 Beach Blvd.

Buena Park, CA 90622

3. City of Fullerton Pursuant to Master Agreement

4. City of Garden Grove Lisa Kim, City Manager
City of Garden Grove
P.O. Box 3070
Garden Grove, CA 92842

5. City of La Palma Michael Egan, Interim City Manager
City of La Palma
7822 Walker Street
La Palma, CA 90623

6. City of Orange Jarad Hildenbrand, City Manager
City of Orange
P.O. Box 449
Orange, CA 92866

7. City of Seal Beach Patrick Gellegos, City Manager
City of Seal Beach
211 8th Street
Seal Beach, CA 90740

8. City of Tustin Aldo Schindler, City Manager
City of Tustin
300 Centennial Way
Tustin, CA 92780

9. Yorba Linda Water
District
Mark Toy, General Manager
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92870

10. City of Westminster Christine Cordon, City Manager
City of Westminster
8200 WestminsterBlvd.

Westminster, CA 92683

Cost Sharing Agreement for 2025 UWMP
6 11. East Orange County
Water District
David Youngblood, General Manager
East Orange County Water District
185 N. McPherson Rd.

Orange, CA 92869

12.City of Anaheim Pursuant to Master Agreement

13. City of Fountain Valley Ted Bui, Mayor
City of Fountain Valley
10200 Slater Avenue
Fountain Valley, CA 92708

14. City of Newport Beach Grace Leung, City Manager
City of Newport Beach
P.O. Box 1768
Newport Beach, CA 92663

15. City of Santa Ana Pursuant to Master Agreement

16. City of Huntington Beach Howard Johnson, Utilities Manager City of Huntington Beach
19001 Huntington Street
Huntington Beach, CA 92648-2211

17. Mesa Water District Paul Shoenberger, General Manager Mesa Water District
1965 Placentia Avenue
Costa Mesa, CA 92627-3420

18. City of San Clemente Andy Hall, City Manager
City of San Clemente
100 AvenidaPresidio
San Clemente, CA 92672

19. Santa Margarita Water
District
Robert Grantham, General Manager
Santa Margarita Water District
26111 Antonio Pkwy
Ranch Santa Margarita, CA 92688

20. South Coast Water District Rick Shintaku, General Manager South Coast Water District
31592 West Street Laguna Beach, CA 92651

21. Trabuco Canyon Water
District
Fernando Paludi, General Manager
Trabuco Canyon Water District
32003 Dove Canyon Drive
Trabuco Canyon, CA 92679

Cost Sharing Agreement for 2025 UWMP
7 22. Laguna Beach County
Water District
Keth Van Der Maaten, General Manager
Laguna Beach County Water District
306 3rd Street
Laguna Beach, CA 92651

23. City of Brea Kristin Griffith, City Manager
City of Brea
1 Civic Center Circle Brea,
CA 92821

24. City of La Habra Jim Sadro, Executive Director
City of La Habra
P.O. Box 337
La Habra, CA 90633-0337

7. Jurisdiction andVenue
In all matters concerning the validity, interpretation, performance, or effect of this Agreement, the laws of the State of California shall govern and be applicable. The Parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that venue of any action brought hereunder shall be in Orange County, California.

8. Counterparts and Facsimile
This Agreement may be executed by the Parties in counterparts, which counterparts shall be construed together and have the same effect as if all the Parties had executed the same instrument. Counterpart signatures may be transmitted by facsimile, email, or other electronic means and have the same force and effect as if they were original signatures. All Parties have participated in the drafting of this Agreement.

9. Severability
If any provision of this Agreement shall be held illegal, invalid, or unenforceable, in whole or in part, the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.

10. Term
This Agreement shall commence upon the date of the earliest execution by any Participating Agency below and shall extend thereafter through the completion of all work product generated by the Consultant and delivered to MWDOC and to each Participating Agency. The scheduled completion date by the Consultant is July 1, 2026. MWDOC shall issue a Notice of Completion to all Participating Agencies upon close-out of the Consultant Agreement. Notwithstanding anything to the contrary in this Section 10, this Agreement may be terminated earlier by MWDOC in its discretion upon or after termination of the Consultant Agreement.

Cost Sharing Agreement for 2025 UWMP
8 11. Entire Agreement
This Agreement contains the entire agreement of the Parties relating to the subject matter hereof; and the Parties have made no agreements, representations, or warranties, either written or oral, relating to the subject matter hereof that are not set forth herein. Except as provided herein, this Agreement may not be modified or altered without prior written approval from Parties.

IN WITNESS WHEREOF, the Parties have hereunto affixed their names as of the day and year thereinafter written, which shall be and is the effective date of This Agreement.

Execution of Agreement by Parties

1. Municipal Water District of Orange
County
Date: ________________________
By:____________________________
Harvey De La Torre, General Manager
Municipal Water District of Orange County
Approved as to Form:

Date: _______________________
By: _________________________
Joseph Byrne
General Counsel

2. City of Buena Park Date: _________________________
By: ___________________________
Aaron France, City Manager
City of Buena Park
Approved as to Form:

Cost Sharing Agreement for 2025 UWMP
9 Date: _________________________
By: ___________________________
City Attorney

3. City of Garden Grove Date: _________________________ By: ___________________________
Lisa Kim, City Manager
City of Garden Grove
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

4. City of La Palma Date: _________________________
By: ___________________________
Michael Egan, Interim City Manager
City of La Palma
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

Cost Sharing Agreement for 2025 UWMP
10 5. City of Orange Date: _________________________
By: ___________________________
Jarad Hildenbrand, City Manager
City of Orange
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

6. City of Seal Beach Date: _________________________
By: ___________________________
Patrick Gallegos, City Manager
City of Seal Beach
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

7. City of Tustin Date: _________________________
By: ___________________________
Aldo Schindler, City Manager
City of Tustin

Cost Sharing Agreement for 2025 UWMP
11 Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

8. Yorba Linda Water District Date: _________________________ By: ___________________________
Richard Mark Toy, General Manager
Yorba Linda Water District
Approved as to Form:

Date: _________________________
By: ___________________________
District Counsel

9. City of Westminster Date: _________________________
By: ___________________________
Christine Cordon, City Manager
City of Westminster
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

Cost Sharing Agreement for 2025 UW MP
12 10. East O range County Water District Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ David Y oungblood, G eneral Manager
East O range County Water District
Approved as to Form:

Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ District Counsel

11. City of Fountain Valley Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Ted B ui, Mayor
City of Fountain Valley
Approved as to Form:

Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Attorney for the City

12. City of Newport B each Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ G race Leung, City Manager
City of Newport B each
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B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ August 14, 2025 September 4, 2025

Cost Sharing Agreement for 2025 UWMP
13 Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

13. City of Huntington Beach
a municipal corporation of the State of
California Date: _________________________
By: ___________________________
Pat Burns, Mayor
City of Huntington Beach
Date: _________________________
By: ___________________________
Lisa Lane Barnes, City Clerk
Approved as to Form:

Date: _________________________
By: ___________________________
Michael Vigliotta, City Attorney

14. Mesa Water District Date: _________________________ By: ___________________________
Paul Shoenberger, General Manager
Mesa Water District
Approved as to Form:

Cost Sharing Agreement for 2025 UWMP
14 Date: _________________________
By: ___________________________
District Counsel

15. City of San Clemente Date: _________________________ By: ___________________________
Andy Hall, City Manager
City of San Clemente
Approved as to Form:

Date: _________________________
By: ___________________________
Elizabeth A. Mitchell, City Attorney

16. Santa Margarita Water District Date: _________________________ By: ___________________________
Robert Grantham, General Manager
Santa Margarita Water District
Approved as to Form:

Date: _________________________
By: ___________________________
District Counsel

Cost Sharing Agreement for 2025 UWMP
15 17. South Coast Water District Date: _________________________ By: ___________________________
Rick Shintaku, General Manager
South Coast Water District
Approved as to Form:

Date: _________________________
By: ___________________________
District Counsel

18. Trabuco Canyon Water District Date: _________________________ By: ___________________________
Fernando Paludi, General Manager
Trabuco Canyon Water District
Approved as to Form:

Date: _________________________
By: ___________________________
District Counsel

19. Laguna Beach County Water District Date: _________________________ By: ___________________________
Keith Van Der Maaten, General Manager
Laguna Beach County Water District

Cost Sharing Agreement for 2025 UWMP
16 Approved as to Form:

Date: _________________________
By: ___________________________
District Counsel

20. City of Brea Date: _________________________
By: ___________________________
Kristin Griffith, City Manager
City of Brea
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

21. City of La Habra Date: _________________________
By: ___________________________
Jim Sadro, City Manager
City of La Habra
Approved as to Form:

Date: _________________________
By: ___________________________
City Attorney

Cost Sharing Agreement for 2025 UWMP
17 EXHIBIT A
Consultant Agreement

Cost Sharing Agreement for 2025 UWMP
18 EXHIBIT B
Cost Summary for Development of Urban Water Management Plans for 2025

Attachment #2

Budget Groupings of Agencies Base Price Task O1: In-Person Individual Meetings ($/mtg) Task O2: Additional Virtual 1:1 Meeting Task O3A: Additional Coordination (Option A) Task O3B: Additional Coordination (Option B) Task O4A: Incoporating Ripple Effects (Option A) Task O4B: Incoporating Ripple Effects (Option B) Task O5A: Water Shortage Contingency Plan (WSCP) Revision (Option A) Task O5B: Water Shortage Contingency Plan (WSCP) Revision (Option B) Task O5C: Water Shortage Contingency Plan (WSCP) Revision (Option C) Task O6: Adoption Process Support Task O7A: Public Hearing Presentation Template Task O7B: Management/Board/ Public Hearing Presentation Task O8: Public Hearing Meetings ($/mtg) Task O9: DWR Submittal Task O10A: 2025 UWMP 5 Hard Copies Task O10B: 2025 UWMP 10 Hard Copies Task O11A: Incorporating Climate change Impacts (Option A) Task O11B: Incorporating Climate change Impacts (Option B) $ 2,700 $ 860 $ 2,500 $ 5,000 $ 2,500 $ 5,495 $ 4,865 $ 8,120 $ 15,643 $ 2,450 $ 1,755 $ 1,372 $ 1,560 $ 1,365 $ 2,525 $ 3,775 $ 3,385 $ 6,241 1 MWDOC $74,727 - - - - $ 2,500 - - - - - $ 1,755 - - $ 1,365 - - - - $ 80,347 $ 5,620 2 City of Buena Park $40,433 - $ 860 - - $ 2,500 - - $ 8,120 - $ 2,450 - $ 1,372 $ 1,560 $ 1,365 $ 2,525 - - - $ 61,185 $ 20,752 3 City of Fullerton (not a part of MWDOC) $40,433 $ 2,700 $ 860 $ 2,500 - $ 2,500 - - $ 8,120 - $ 2,450 - $ 1,372 $ 1,560 $ 1,365 $ 2,525 - $ 3,385 - $ 69,770 $ 29,337 4 City of Garden Grove $40,433 - $ 860 $ 2,500 - - $ 5,495 - $ 8,120 - $ 2,450 $ 1,755 $ 1,372 $ 1,560 $ 1,365 - - - - $ 65,910 $ 25,477 5 City of La Palma $40,433 - $ 860 - - - - - - - - - $ 1,372 - $ 1,365 - - - - $ 44,030 $ 3,597 6 City of Orange $40,433 - - - - - - $ 4,865 - - - - - - $ 1,365 - - - - $ 46,663 $ 6,230 7 City of Seal Beach $40,433 - - - - - - $ 4,865 - - - - $ 1,372 $ 1,560 $ 1,365 - - - - $ 49,595 $ 9,162 8 City of Tustin $40,433 - - - - - - $ 4,865 - - - - - - - - - - $ 6,241 $ 51,539 $ 11,106 9 Yorba Linda Water District $40,433 $ 2,700 $ 860 - - - - - $ 8,120 - - $ 1,755 - $ 1,560 $ 1,365 - - - - $ 56,793 $ 16,360 10 City of Westminster $40,433 - - - - - - $ 4,865 - - - - - - $ 1,365 - - - - $ 46,663 $ 6,230 11 East Orange County Water District $40,433 - $ 860 - - - - $ 4,865 - - - - - - $ 1,365 - - - - $ 47,523 $ 7,090 12 Huntington Beach $40,433 - $ 860 - - - - - - - - - - - - - - - - $ 41,293 $ 860 13 City of Anaheim $43,582 $ 2,700 $ 860 - $ 5,000 - $ 5,495 - - $ 15,643 $ 2,450 $ 1,755 $ 1,372 $ 1,560 $ 1,365 - $ 3,775 $ 3,385 - $ 88,942 $ 45,360 14 City of Fountain Valley $43,582 - $ 860 - - $ 2,500 - - $ 8,120 - $ 2,450 $ 1,755 $ 1,372 - $ 1,365 - - - - $ 62,004 $ 18,422 15 City of Newport Beach $43,582 $ 2,700 - - - $ 2,500 - - $ 8,120 - $ 2,450 - $ 1,372 - $ 1,365 $ 2,525 - - - $ 64,614 $ 21,032 16 City of Santa Ana (not a part of MWDOC) $43,582 $ 2,700 $ 860 $ 2,500 - $ 2,500 - - - $ 15,643 $ 2,450 $ 1,755 $ 1,372 $ 1,560 $ 1,365 - - $ 3,385 - $ 79,672 $ 36,090 17 Mesa Water District $43,582 - - - - - - $ 4,865 - - - - - - $ 1,365 - - - - $ 49,812 $ 6,230 18 City of San Clemente $46,196 - - - - - - - $ 8,120 - - - $ 1,372 $ 1,560 $ 1,365 - - - - $ 58,613 $ 12,417 19 Santa Margarita Water District $46,196 - $ 860 $ 2,500 - $ 2,500 - - - - - - $ 1,372 $ 1,560 - - - $ 3,385 - $ 58,373 $ 12,177 20 South Coast Water District $46,196 - - - - $ 2,500 - $ 4,865 - - - $ 1,755 $ 1,372 $ 1,560 $ 1,365 - - $ 3,385 - $ 62,998 $ 16,802 21 Trabuco Canyon Water District $46,196 - - - - - - - - - $ 2,450 $ 1,755 - - $ 1,365 $ 2,525 - - - $ 54,291 $ 8,095 22 Laguna Beach County Water District $41,314 - - - - - - $ 4,865 - - - - $ 1,372 - $ 1,365 - - - - $ 48,916 $ 7,602 23 City of Brea $46,196 - - - - - - - $ 8,120 - $ 2,450 - $ 1,372 $ 1,560 - $ 2,525 - - - $ 62,223 $ 16,027 24 City of La Habra $46,196 - $ 860 - - - - - $ 8,120 - $ 2,450 - $ 1,372 $ 1,560 $ 1,365 $ 2,525 - - - $ 64,448 $ 18,252 $1,055,890 $ 13,500 $ 10,320 $ 10,000 $ 5,000 $ 20,000 $ 10,990 $ 38,920 $ 73,080 $ 31,286 $ 24,500 $ 14,040 $ 20,580 $ 18,720 $ 27,300 $ 15,150 $ 3,775 $ 16,925 $ 6,241 $ 1,416,217 $ 360,327 Legend Status
Contingecy Items Activated
Not Activated
Last update: 8/7/2025
Total for All Agencies
Total
Exhibit B
Cost Summary For Development of 2025 Urban Water Management Plans Optional Tasks and Contingency Items Grand Total by Agency Total Optional/Contingency Tasks Selected MWDOC
OCWD Groundwater Agencies
OCWD Groundwater Agencies with Recycled Water
South County Agencies with Recycled Water
South County Agencies without Recycled Water
Non-OCWD Groundwater Agencies
Attachment #3

CITY OF FOUNTAIN VALLEY

CITY COUNCIL

COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: September 25, 2025 Members of the City Council
SUBJECT: Purchase and implementation of Brightly Confirm Work Order and Asset Management System with ESRI GIS integration.

Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☒ Attract and retain quality staff through best practices and trends ☒ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable

EXECUTIVE SUMMARY
Currently, the City utilizes multiple platforms and vendors to meet its GIS needs. In order to consolidate GIS data and achieve economies of scale, Staff is requesting that the City Council authorize the purchase and implementation of Brightly Confirm, a cloud-based Enterprise Asset and Work Order Management System, along with related implementation services and training. This system will replace the City’s largely manual asset management and work order tracking processes with a modern, integrated solution that streamlines maintenance, operations, and reporting. The new system will integrate directly with the City’s ESRI Geographic Information System (GIS), providing spatial asset mapping and locationbased work order management.

DISCUSSION
There is a citywide effort to move all departments from isolated systems to solutions that integrate with ESRI and allow data sharing across all departments. That is the catalyst for this purchase. The City also currently relies on disparate, manually maintained systems for managing public infrastructure maintenance activities, asset inventories, and work order tracking. This approach creates inefficiencies, delays in reporting, and challenges in coordinating across Public Works, Utilities, and other departments. Our current combination of Nobel work order and GIS is approximately $80,000 per year, XY maps is $7500 per year.

The replacement of these systems with Brightly and ESRI will cost approximately $49,000 per year. This will lead to a savings of roughly $38,500 per year going forward.

Brightly Confirm
September 25th, 2025

Brightly Confirm will provide:
- Centralized Work Order Management – Create, assign, track, and complete work orders digitally from desktop or mobile devices.
- Asset Inventory Control – Maintain detailed records of City assets, including location, condition, and maintenance history.
- ESRI GIS Integration – Map assets, schedule inspections, and manage work orders spatially for more efficient planning and dispatching.
- Mobile Access for Field Staff – Technicians can receive assignments, log work, and capture photos or inspection data in real-time.
- Improved Reporting and Analytics – Generate reports on maintenance performance, asset condition, and regulatory compliance.

Implementation will follow Brightly’s structured five-phase methodology: Plan, Design, Build, Test, and Deploy. The project includes configuration, data setup, GIS integration, and both administrator and end-user training.

By adopting Brightly Confirm, the City will reduce administrative overhead, improve interdepartmental coordination, and extend the useful life of City assets through improved preventative maintenance planning.

FISCAL REVIEW
Initial Cloud Services (Prorated – FY 25/26) $ 9,520
Professional Services – Confirm Implementation $ 38,886 Professional Services – Enterprise Project Management $ 39,951 Total Initial Investment (FY 25/26) $ 88,357
The subscription will start 4/1/2026. The product will be usable under the implementation agreement if implementation is completed before that date.

Budget Includes Sufficient Funding
Sufficient funding is available in the IT Department budget. Cloud subscription costs will be expensed annually to the IT department's software account. Implementation services are a one-time expense in FY 25/26.

PROCUREMENT:

Fountain Valley Municipal Code 2.36.070(5) allows for “piggybacking” on another agency’s competitively bid contract. Brightly Confirm is available through Sourcewell Contract #090320- SDI, which was competitively bid and awarded to the lowest responsible bidder.

PUBLIC NOTIFICATION
Not applicable.

ENVIRONMENTAL IMPACT REVIEW
Not applicable.

Brightly Confirm
September 25th, 2025

ATTORNEY REVIEW
The Attorney for the City has reviewed this staff report and concurs with the recommended action.

ALTERNATIVES
Alternative No. 1:

Alternative No. 2:

RECOMMENDATION
Approve the purchase and authorize the City Manager to execute agreements with Brightly Software for the Confirm system, implementation services, and ongoing subscription.

Do not approve the purchase and continue using current systems, which would result in ongoing inefficiencies, manual processes, and lack of GIS-integrated asset management.

Staff recommends approval of Alternative No. 1 to purchase and implement the Brightly Confirm Work Order and Asset Management System through Sourcewell Contract #090320- SDI, and authorize the City Manager to execute the necessary agreements.

Prepared by: Steven Bohlson, Information Technology Manager Approved by: Scott Kim, Information Technology Director Approved by: Scott Smith, Public Works Director
Fiscal review by: Ryan Smith, Finance Director
Approved by: Maggie Le, City Manager
Attachments:

1. Brightly Confirm Quote Q-442117

1. Brightly Confirm Statement of Work

PREPARED FOR
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Q >JJFI���MMM�IEKH9;M;BB�CD�=EL�9EEF;H7J?L;�FKH9>7I?D=��������I:? Subscription Term: 15 months (04/01/2026 - 06/30/2026)
Cloud Services
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Professional Services
Item Description Investment
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Total Initial Investment 88,356.28 USD
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Confirm Implementation and Consulting
Statement of Work

This statement of work (SOW) is dated as of May 9, 2025 and is entered into and between Brightly Software, Inc. (Company) and City of Fountain Valley (Customer). The Company and Customer (Parties) are executing this SOW solely for the purpose of enabling and authorizing Company to provide professional services to Customer.

SUMMARY:

Company will provide certain professional services to Customer. These professional services include:

• Confirm implementation with consulting
• Core Project management
• Training
Confirm is Company’s EAM (Enterprise Asset Management) software that will allow the Customer to manage public infrastructure assets, control budgets, and maintain predictive and preventative maintenance tasks.

Company follows the below implementation methodology, which outlines pre-defined phases, milestones, and deliverables to provide a clear, concise, and detailed path. It mitigates risk and creates a shared understanding among stakeholders and team members.

Plan: This project stage establishes a foundation for the project's success by defining key stakeholders, developing a project plan, and establishing a clear governance framework with defined roles and responsibilities. The Company Project Manager will lead the project kick-off during this stage.

Design: Company consultant conducts thorough stakeholder interviews during the Design stage to understand the Customers current processes and determine the appropriate account configuration.

Business requirements will be documented and reviewed for Subscriber acceptance prior to moving to the next project stage. The Company project manager continues to work the project plan, communicate proactively with stakeholders, and actively managing risks.

Build: Company consultant demonstrates, configures, and adjusts the Company Confirm solution according to Customers agreed requirements and imports applicable data during Build stage. Final configuration will be demonstrated and reviewed for Customer acceptance prior to moving to the next project stage. The Company project manager continues to work the project plan, communicate proactively with stakeholders, and actively managing risks.

Test: Ensures the configured solution meets the documented business requirements and is ready for deployment. This stage focuses on executing a testing strategy that validates the configuration, data quality, integrations (if applicable), and any other approved scope. The Company project manager continues to work the project plan, communicate proactively with stakeholders, and actively managing risks.
3

Deploy: The final stage of a Company Confirm implementation project, where Customer is trained according to scope, and the thoroughly tested and validated solution is made available to end-users.

Company implementation project team will support Customer during a 3 days of production environment adoption time followed by a transition to Company’s Support team.

IN SCOPE:

The items below will be in scope of this SOW:

1. Core Project Management
a. Includes the initial scheduling of the kickoff call, scheduled meeting, risk tracking, and close out meeting.

2. Confirm Implementation with Consulting for the following asset class(es) and sub asset types:
i. Water Distribution
a) Mains
b) Valves
c) Hydrants
d) Curb Stops
e) Meters
f) Pump Stations
g) Towers
h) Backflow
i) Service Lines
j) Water Treatment Plant
I. Chemical Feed Lines (Process)
II. Water Lines (Potable)
III. Water Lines (Non-Potable)
IV. Clarifiers
V. Ground Storage Tanks
VI. Elevated Storage Tanks
VII. Pump Stations
VIII. Data/Fiber Utility
IX. Pumps/Variable Frequency Drives
X. Filtration
ii. Waste Water Collections
a) Gravity Mains
b) Forced Mains
c) Manholes
d) Pump Stations
e) Meters
f) Valves
g) Wastewater Treatment Plant
ii. Stormwater
a) Mains
b) Manholes
c) Catch Basins
4

d) Outfalls
e) Inlets
f) Culvers/Ditch lines
iii. Streets
a) Centerlines
b) Signs
c) Sidewalks
d) Street Lighting
e) Bridges
f) Abutments
g) Decking
h) Lighting
i) Utility

3. Training: Persona user training for up to 10 Customer users

4. Training: Full user training for up to 10 Customer users

PROJECT SCHEDULE:

Each project total duration time varies and is dependent on the full participation and availability of the Customer. Project schedule and timelines will be determined by the Company project manager following the initial kickoff call.

Plan
• Identify project stakeholders
• Establish project teams
• Company will facilitate the kick-off call
• Company deploys Confirm environment
• Customer is provided access to Company’s online learning management system • Acceptance: Customer acceptance of key project milestones Design
• Company performs ongoing schedule management
• Company provides ongoing risk / issue management
• Discovery workshop / requirement gathering: Company performs per asset class of up to 6- hours
• Geo spatial review: Company reviews the asset register per asset class of Customer data. Up to 6-hours of Customer facing meetings.
• Business Process Walkthroughs: Company performs detailed overview of the operations of Confirm to ensure Customer can successfully prepare for Localization Workshops of up to 12- hours.
o Inquiries
o Jobs or Works Management
o Defects
o Inspections
• Localization Workshops: Company consultant led workshop of up to 12-hours with Customer being responsible for completing documentation in Confirm for the following areas:
5

o Inquiries
o Jobs or Works Management
o Defects
o Inspections
• Company modifies default process diagrams according to Customer requirements and provides process diagrams to Customer prior to moving to Build phase. • Acceptance: Customer has signed the following acceptance documents:
o Discovery workshop requirements
o Geographic Information System (GIS) spatial review
o Localization process templates
Build
• Ongoing schedule management
• Ongoing risk / issue management
• Company will:
o Confirm environment adapted to Customer specific requirements o Data load of Customer Localizations completed
o GIS integrated for spatial data
o Test the build for quality assurance
o Configuration Demonstration
• Acceptance: Customer accepts that the configuration demonstration meets documented requirements.

Test
• Company validates solution meets agreed business requirements • User acceptance testing is led by Company consultant and performed by Customer:
o Company provides specific User Acceptance Testing (UAT) scripts to Customer and completes walkthrough script with Customer
o GIS integration testing
o Customer continues testing on their own
• Acceptance: Customer signs off UAT script and successful GIS integration testing.

Deploy
• Company migrates Confirm solution to production environment • User training takes place based on training package purchased – Reference “IN SCOPE” and “ASSUMPTIONS - Training” section of this SOW
• Company provides up to 3 days of production environment adoption time • Project close out meeting of up to 1 hour
• Acceptance: Training delivered, Production environment adoption completed, and project close out meeting occurs.

ASSUMPTIONS:

Travel
6

• Company delivers all services virtually. However, the following areas are highly recommended to be delivered on-site: Localization workshops, User Acceptance Testing, Training, and production environment adoption time.
• If Customer requests onsite services, Customer accepts any actual and reasonable travel and related expenses which are not included in the services fees.

Data
• Customer will provide relevant data to be loaded in a timely manner and in Excel or CSV format.

Each record type will be provided in one file with one sheet with column headings and one record with corresponding attributes per row.
• If Customer is unable to provide data in an acceptable format for import, Company Consultant will guide Customer on how to manually create records.
• For the avoidance of doubt, no data extraction or migration services are covered under this SOW for data from any existing Customer system(s).
• Consultant will not access any 3rd party systems for the purpose of exporting data as data migration services are not included.
• If any additional data requirements arise during the project, additional services may be purchased using the change management process outlined in this SOW.

Training
• Customer shall have unlimited access to e-learning training modules • Customer is responsible for ensuring all necessary individuals who are responsible for training Customer resources are present at the training sessions • Any individual training sessions shall:
o not exceed ten (10) attendees per Company Consultant
o be scheduled for no less than one (1) hour and no more than eight (8) hours o be conducted by Company Consultant as agreed upon with Customer • Full user training:
• Full user training of up to ten (10) Customer users and up to to 32 hours in total • Full user training is designed for Supervisors/Managers, Administrative Assistance, and Directors that provides a non-technical training of Confirm • The training provides an everyday use of Confirm web and work zone. Covers the following areas below:
 Inquiries
 Defects
 Jobs
 Work Zone Scheduling
 Inspection Routes
 Dashboards
 Delivering standard reports
 User Administration
• Persona user training:
7

• Persona training of up ten (10) Customer users and up to 16 hours in total • This training is deigned Supervisor, Assignees, and Technicians responsible with assignment and accepting work daily in Confirm.
• This training covers the following areas:
• General Use of Mobile App
• Work Zone Scheduling
• Use of Connect
 Ad-hoc Inspections and Scheduled Inspections
 Accepting on jobs
 Creating and Updating Assets
 Creating Defects
 Creating Requests/Inquiries
Production Environment Adoption
• Before the close out meeting of the Deploy phase, a Company consultant will provide up to 3 days of adoption time.
• If Customer does not attend a scheduled check-in or require assistance, Production environment adoption will be assumed complete.

General Project Assumptions
• In each phase of the project, Company Project Manager and Customer will determine the asset class sequencing of implementations.
• Professional Services ordered hereunder will be available to Customer for 365 days from Statement of Work Effective Date. After such date any unused portion of the Services defined will be forfeited unless otherwise agreed to by both parties. No forfeiture will occur if the parties are diligently working to completion.
• Customer has up to 10 business days to confirm deliverable acceptance per stage. No response will be interpreted as acceptance.
• Customer will provide a single point of contact/project manager for the duration of the project and Customer will provide access to the following resources as necessary: Business Lead, Testing Lead, and Technical Lead
• Customer IT department is responsible for ensuring access to mobile devices, internet connections, email access, and web link access to the software such as white listing IP addresses.
• The appropriate Customer resources will be available for all scheduled activities. Canceling or rescheduling Company consulting activities within 2 weeks of the scheduled activity may result in a rescheduling fee being assessed.
• Services will be provided in the English language and during the following hours Monday to Friday 8:30am to 5pm, Eastern Standard Time. Excluding any holidays that the United States of America observes.
• Any services not explicitly included in this SOW are assumed to be out of scope. For the avoidance of doubt the following are out of scope:
o Enterprise project management service which includes: project management oversight meetings, project plan, creation of WBS (Work Breakdown Structure or Gantt chart) as these are not included in Core Project Management services 8

o data extraction or migration services
o contracts and payments setup, configuration and training o Confirm Application Programmable Interface (API) is provided but data integration services are not included in this SOW except for connecting to Customer GIS o additional asset classes not stated in SOW or sub-asset class types o training for more than the number of users described
o report writing or dashboard creation
o software development services
PROJECT & CHANGE MANAGEMENT:

Company will supply an experienced Project Manager, who will provide scheduling for the deliverables of the implementation project and who will be your primary point of contact for its duration. It is expected that Customer appoints a Project Manager to work in partnership with Company Project Manager and lead Consultant, who will have responsibility of managing and coordinating Customer staff, resources and deliverables.

Company Project Manager along with consultant will facilitate frequent coordination meetings, especially early in the project, to confirm the project is progressing as expected. In addition to meetings, Company Project Manager will communicate project status, system needs and system status through email and telephone calls.

The Core project management activities do not include the following: monthly project management oversight meetings, a customized project plan, and creation of Work Breakdown Structure (WBS) or Gantt chart.

Company implementation team will play an active role in assisting change management during the implementation project. Company proven and effective implementation approach embeds change management activities throughout, with Company team of consultants working in close collaboration with Customer staff. Company experience shows successful implementations require a collaboration of the Customer users with the Company consultant and project manager.

Key Customer users from each business area will be involved in the following activities lead by Company team of consultants, exposing them to the software capabilities and encouraging them to engage in the process of shaping the new system, with those key users promoting the system within their business areas:
• Discovery workshop / requirements gathering
• Geo spatial review
• Business Process Walkthrough Workshops
• Business Process Localization Workshops
• User Acceptance Testing
• Training Preparation
• Production Environment Adoption

9

INVOICING:

At the conclusion of each project stage, billing will be triggered to the Customer.

Stage Trigger Percentage Billing
Plan
Customer acceptance of key
project milestones 25%
Design
Customer acceptance
documents signed:
• Discovery workshop
requirements
• GIS spatial review
• Localization process
templates
25%
Build
Customer accepts that the
configuration demonstration
meets documented
requirements.
30%
Test
Customer signs off UAT script
and successful GIS integration
testing 10%
Deploy
• Training delivered
• Production
environment adoption
completed
• Project close out
meeting completed
10%
10

11

Enterprise Project Management
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Printed Name
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Title
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18

CITY OF FOUNTAIN VALLEY

CITY COUNCIL

COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: September 25, 2025 Members of the City Council
SUBJECT: Public Hearing – FY 2024-25 Community Development Block Grant Consolidated Annual Performance and Evaluation Report
Three-Year Strategic Goals
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☐ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable

EXECUTIVE SUMMARY
Title I of the National Affordable Housing Act of 1990, as amended, requires the City of Fountain Valley (City) to prepare and submit a Consolidated Annual Performance and Evaluation Report (CAPER) to the U.S. Department of Housing and Urban Development (HUD), summarizing the annual accomplishments of the City’s Community Development Block Grant (CDBG) program, and specifying how the CDBG funding was utilized. The City has completed its CAPER in the format prescribed by HUD, which describes the programs implemented by the City in an effort to address the housing and community development goals and objectives outlined in its Consolidated Plan.

Staff is recommending that the City Council conduct a public hearing to obtain public input regarding the CAPER (Attachment 1), and, at its conclusion, approve the CAPER and authorize staff to submit the report to HUD for review and approval.

DISCUSSION
One of the requirements for receiving CDBG funding from HUD is that recipients prepare a Consolidated Plan to govern the use of all federal funds. The Consolidated Plan is a five-year planning document that coordinates all elements of community development including housing, neighborhood improvement, economic development, and human services into a single plan, and serves to provide a unified vision of a community and its goals regarding the use of CDBG funding to assist low-income members of the community. The City of Fountain Valley’s FY 2020-24 Consolidated Plan covered the period of July 1, 2020, to June 30, 2025.

Public Hearing – FY 2024-25 CDBG CAPER
September 25, 2025

At the end of each fiscal year, HUD grantees are required to submit a report, in the format prescribed by HUD, which reviews and reports the programs implemented by the City that address the community development needs and priorities outlined in its Consolidated Plan.

This year-end annual report is known as the CAPER.

The FY 2020-24 Consolidated Plan outlines the following priorities:

1. Improve and preserve existing residential neighborhoods by implementing home, infrastructure, and public facility improvements, and code enforcement programs.

2. Address the needs of persons with special needs through the provision of financial assistance to public service agencies, and the removal of architectural barriers to the physically challenged.

3. Provide affordable housing opportunities for renter households through an on-going partnership with the Orange County Housing Authority.

4. Administer available federal, state, and locally funded housing and community development grant programs, including providing fair housing services, and ensuring compliance with applicable state and federal regulations.

Highlights of the City’s accomplishments in implementing its FY 2024-25 housing and community development grant programs include:

1. Fifteen (15) projects were completed under the City’s Home Improvement Program, consisting of grants, rebates, loans, and lead based paint hazard grants at a total cost of $150,900 in CDBG funds. This includes the cost of program administration.

2. 123 properties located within the City’s low-income CDBG target areas had code violations identified and abated at a cost of $44,756 in CDBG funds.

3. Five (5) non-profit organizations funded by the Public Service Agency (PSA) Grant Program provided services to 360 persons/households. The five (5) programs included childcare scholarships, youth diversion services, congregate and home-delivered meals for the elderly, and emergency and transitional shelter and services for domestic violence victims. $51,355 in CDBG funds were used for these services.

4. The Fair Housing Council of Orange County assisted 125 unduplicated households and resolved 404 issues between renters and landlords. Issues included security deposits, discrimination, substandard conditions, harassment, unlawful detainers, etc. All issues were resolved in-house at a cost of $5,000 in CDBG funds.

5. Orange County Housing Authority (OCHA) administers the federally funded Housing Choice Vouchers (Section 8) for the City. 432 low-income renter households in Fountain Valley currently have HUD vouchers. This program is provided at no cost to the City.

A public meeting of the Housing and Community Development Advisory Board (HCDAB) was conducted on September 2, 2025, to review the draft FY 2024-25 CAPER. The HCDAB unanimously voted to forward a recommendation to City Council to approve the

Public Hearing – FY 2024-25 CDBG CAPER
September 25, 2025

CAPER and submit the report to HUD prior to the September 30, 2025, deadline. No public comments were received.

FISCAL REVIEW
No Fiscal Impact. There is no fiscal impact related to this item; however, submitting the CAPER is a regulatory requirement to receive CDBG funding from HUD. Failure to submit a CAPER would affect future CDBG funding.

PUBLIC NOTIFICATION
A public notice was published in the Orange County Register on Thursday, August 21, 2025, announcing the public comment period, public meeting, and public hearing for the CAPER.

The public comment period began on September 1, 2025, and ended on September 16, 2025.

The public meeting before the HCDAB was on September 2, 2025, and the public hearing before the City Council was originally scheduled for September 23, 2025.

An updated public notice was published in the Orange County Register on August 31, 2025, reflecting the date change of the City Council meeting to Thursday, September 25, 2025.

ENVIRONMENTAL IMPACT REVIEW
Not applicable.

ATTORNEY REVIEW
This does not require the Attorney for the City review or approval.

ALTERNATIVES
Alternative No. 1: Conduct a public hearing to consider the City of Fountain Valley FY 2024- 25 CAPER, approve the CAPER, and authorize staff to submit the final CAPER to HUD by the September 30, 2025, deadline.

Alternative No. 2: Conduct a public hearing to consider the City of Fountain Valley FY 2024- 25 CAPER, make any needed amendments to the report, approve report, and authorize staff to submit the final CAPER to HUD for approval by the September 30, 2025, deadline.

RECOMMENDATION
Staff is requesting City Council approval of Alternative No. 1 - Conduct a public hearing to consider the City of Fountain Valley FY 2024-25 CAPER and authorize staff to submit the final CAPER to HUD for approval by the September 30, 2025, deadline.

Prepared by: Ashlyn Newman, Neighborhood Improvement Manager Reviewed by: Omar Dadabhoy, Deputy City Manager/Community Development

Public Hearing – FY 2024-25 CDBG CAPER
September 25, 2025

Director
Fiscal review by: Ryan Smith, Finance Director
Approved by: Maggie Le, City Manager
Attachments:

1. FY 2024-25 CAPER

1 CITY OF FOUNTAIN VALLEY
FY 2024-2025

CONSOLIDATED ANNUAL

PERFORMANCE EVALUATION

REPORT (CAPER)

2 CITY COUNCIL
Ted Bui, Mayor
Jim Cuneen, Mayor Pro Tempore Glenn Grandis, Council Member Patrick Harper, Council Member Kim Constantine, Council Member Maggie Le, City Manager

HOUSING AND COMMUNITY DEVELOPMENT ADVISORY BOARD
Prem Balani, Chair
Bryan Noble, Vice Chair Matthew Langer, Board Member
Kristin Azcona, Board Member Mike White, Board Member

HOUSING AND COMMUNITY DEVELOPMENT DIVISION STAFF
Omar Dadabhoy, Deputy City Manager/Community Development Director Ashlyn Newman, Neighborhood Improvement Manager
Robert Daley, Housing Technician

3 CITY OF FOUNTAIN VALLEY
2024/25 CAPER

TABLE OF CONTENTS

SECTION PAGE

Executive Summary……………………………………………………………………………………4
CR-05: Goals and Outcomes ..……………………………………………………………………….5 CR-10: Racial and Ethnic Composition of Families Assisted..………………………………….11 CR-15: Resources and Investments…………………………………………………………………12 CR-20: Affordable Housing………………………………………………………………………….14 CR-25: Homeless and Other Special Needs………………………………………………………17 CR-30: Public Housing………………………………………………………………………………..19 CR-35: Other Actions…………………………………………………………………………………22
CR-40: Monitoring……………………………………………………………………………………26
CR-45:CDBG…………………………………………………………………………………………..28
CR-53: Section 3………………………………………………………………………………………29
APPENDICES…………………………………………………………………………………………..30
Appendix 1: FHCOC Analysis of Impediment to Fair Housing Appendix 2: Proof of Publication
Appendix 3: CDBG Eligible Code Enforcement Map
Appendix 4: HUD Reports
Appendix 5: Public Comments

4 EXECUTIVE SUMMARY
The City of Fountain Valley (City) is an entitlement jurisdiction, receiving an annual allocation of Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). As a recipient of CDBG funds, the City is required to prepare a five-year strategic plan that identifies housing and community needs, prioritizes these needs, identifies resources to address the needs, and establishes annual goals and objectives to meet the identified needs. This five-year plan is known as the Consolidated Plan. The purpose of the Consolidated Plan is to outline a strategy for the city to follow in using CDBG funding to achieve the goals of the CDBG program, “to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities principally for low- and moderate-income persons.” The Consolidated Plan is created as a work plan that is divided into five separate planning and reporting cycles. Since factors such as decreases in funding are not usually known from year to year, the five-year goals must remain fluid and are adjusted on an annual basis.

At the end of each fiscal year, the city is required to provide the public and HUD with an assessment of its accomplishments toward meeting the priority goals outlined in the Consolidated Plan. This annual assessment is known as the Consolidated Annual Performance and Evaluation Report (CAPER). This document provides a review and evaluation of the City of Fountain Valley’s progress toward meeting the FY 2024-25 annual goals as outlined in the FY 2024-25 Action Plan, as well as the larger five-year goals of the FY 2020-24 Consolidated Plan. This report summarizes the City’s accomplishments for the period of July 1, 2024, to June 30, 2025.

The CAPER contains the following basic elements:
• Information necessary to assess the City of Fountain Valley’s ability to carry out the CDBG Program in compliance with all applicable rules and regulations; • Required information for HUD’s Annual Report to the U.S. Congress; • Details on programs, projects, and activities that the City of Fountain Valley has undertaken to address priority needs and local objectives during Fiscal Year 2024- 25;
• Planned activities utilizing other funds including Fountain Valley Housing Authority funds; and
• Provides the City of Fountain Valley an opportunity to describe and disseminate information to its citizens regarding the success of the program in meeting the goals stated in the FY 2020-24 Consolidated Plan.

5 CR-05 - Goals and Outcomes
Progress the jurisdiction has made in carrying out its strategic plan and its action plan.

91.520(a)
This CAPER has been prepared to provide information to the residents of the City of Fountain Valley, interested persons, and HUD regarding the City’s use of federal grant funds to meet the priority needs identified in the City’s FY 2020-24 Consolidated Plan. The CAPER focuses on annual goals and accomplishments for the period of July 1, 2024, through June 30, 2025.

This reporting period covers the fifth year of the FY 2020-24 Consolidated Plan cycle. (Note:

Not all five-year goals were addressed during the FY 2024-25 report period).

During FY 2024-25, the City of Fountain Valley made substantial progress in working toward meeting the goals outlined in the 2020-24 Consolidated Plan. Some activities, like public services, had accomplishments far above their projected goals and other activities, such as code enforcement, reached their annual goals but fell short of meeting the 5 year goals. The impact of COVID-19 on the CDBG program has lessened dramatically however many modifications that were made to existing public service agency programs to comply with COVID-19 protocols, remain in place to prioritize community safety.

Highlights of the City’s accomplishments in implementing its FY 2024-25 Housing and Community Development Grant programs include:
• Owner Occupied Home Improvement – 15 grants, rebates, low-interest, deferred payment loans, and lead testing grants were completed for income eligible properties • Fair Housing Services - 125 individuals assisted
• Code Enforcement – 123 violations abated in CDBG eligible areas • Emergency Shelter and Services for Battered Women – 75 individuals/families assisted • Senior Services – 165 individuals assisted
• Youth Services – 120 youth and their families assisted Table 1 on the next page shows the progress in the fiscal year and the accomplishments over the Consolidated Plan cycle.

6 Table 1 FY 2024-25 Accomplishments and 2020-24 Consolidated Plan goals Comparison of the proposed versus actual outcomes for each outcome measure submitted with the Consolidated plan and explain, if applicable, why progress was not made toward meeting goals and objectives. 91.520 (g) Categories, priority levels, funding sources and amounts, outcomes/objectives, goal outcome indicators, units of measure, targets, actual outcomes/outputs, and percentage completed for each of the grantee’s program goals.

Table 1- Accomplishments – Program Year & Strategic Plan to Date Goal Category Source/
Amount
Indicator Unit of
Measure
Expected
5 Yr.

Strategic
Plan
Actual
5 Yr.

Strategic
Plan
5 Yr.

Percent
Complete
Expected
24-25
Program
Year
Actual
24-25
Program
Year
24-25
Percent
Complete
Administration Administration CDBG:
$63,447
Other Other 5 5 100% 1 1 100%
Affordable
Housing
Development
Affordable
Housing
CDBG:
$0
Rental Units
Constructed
Household
Housing
Unit
50 50 100% 0 0 N/A
Code
Enforcement
Affordable
Housing
Code
Enforcement
CDBG:
$80,000
Housing Code
Enforcement/
Foreclosed
Property Care
Household
Housing
Unit
1250 833 67% 125 123 98%
Economic
Development
Non-Housing
Community
Development
Economic
Development
CDBG:
$0
Jobs created/
retained
Jobs 45 42 93% 0 0 N/A

7 Goal Category Source/
Amount
Indicator Unit of
Measure
Expected
5 Yr.

Strategic
Plan
Actual
5 Yr.

Strategic
Plan
5 Yr.

Percent
Complete
Expected
FY 24-25
Program
Year
Actual
FY 24-25
Program
Year
FY 24-25
Percent
Complete
Fair Housing
Report
Fair Housing
Report not part
of
Administrative
20%
CDBG:
$0
Other Other 1 0 0 0 0 N/A
Fair Housing
Services
Fair Housing
Services
CDBG:
$5,000
Other Other 350 617 176% 60 125 208%
Homeless
Services and
Housing
Homeless
Domestic
violence shelter
and services
CDBG:
$14,803
Public service
activities other
than
Low/Moderate
Income
Housing
Benefit
Persons
assisted
350 325 93% 55 75 136%
Housing
Choice
Voucher –
Rental
Assistance
Affordable
Housing
Homeless
Rental
AssistanceOCHA
CDBG:
$0
Other Other 2100 2160 103% 440 432 98%
Lead Based
Paint Hazard
Grant
Affordable
Housing
Lead Based
Paint Hazards
Testing
CDBG:
$7,500
Other Other 75 26 37% 15 4 27%

8 Goal Category Source/
Amount
Indicator Unit of
Measure
Expected
5 Yr.

Strategic
Plan
Actual
5 Yr.

Strategic
Plan
5 Yr.

Percent
Complete
Expected
FY 24-25
Program
Year
Actual
FY 24-25
Program
Year
FY 24-25
Percent
Complete
Neighborhood
Revitalization
Affordable
Housing
CDBG:
$292,718.

Homeowner
Housing
Rehabilitation
Household
Housing
Unit
75 69 92% 15 11 73%
Services for
Frail/Elderly
Non-Homeless
Special Needs
Services for
Elderly/Frail
Elderly
CDBG:
$19,929
Public service
activities other
than Low/
Moderate
Income
Housing
Benefit
Persons
Assisted
775 2093 270% 155 165 106%
Youth Services Non-Homeless
Special Needs
Youth Services
CDBG:
$16,603
Public service
activities other
than
Low/Moderate
Income
Housing
Benefit
Persons
Assisted
475 363 76% 95 135 142%
Table 1- Accomplishments – Program Year & Strategic Plan to Date

9 Assess how the jurisdiction’s use of funds, particularly CDBG, addresses the priorities and specific objectives identified in the plan, giving special attention to the highest priority activities identified.

The following priorities are outlined in the five–year Consolidated Plan:
• Improve and preserve existing residential neighborhoods by implementing home, infrastructure, and public facility improvements, and code enforcement programs. • Address the needs of persons with special needs through the provision of financial assistance to PSAs, and the removal of architectural barriers to the physically challenged. • Provide affordable housing opportunities for renter households through an on-going partnership with the Orange County Housing Authority.
• Administer available federal, state and locally funded housing and community development grant programs, including providing fair housing services and ensuring compliance with applicable state and federal regulations.

Funding priorities for FY 2024-25 were established based on the extent of the need, the availability of other funding sources to address those needs, and whether a similar program was offered by other entities. The City has determined the most effective use of funds is to fund PSAs at the maximum 15% cap and to utilize the majority of remaining CDBG funds toward offering rehabilitation grants, rebates, and loans to income qualified residents to provide decent and sanitary housing and to provide code enforcement in CDBG eligible areas to ensure a suitable living environment.

The City of Fountain Valley provides grants to a diverse group of PSAs who offer a variety of programs to assist low- and moderate-income households with services that they may not otherwise be able to afford. Services provided through the grant program included childcare scholarships, youth diversion services, congregate and home delivered meals for elderly, and emergency and transitional shelter and educational services for domestic violence victims.

During the reporting period, 360 low- and moderate-income residents received services from the PSA’s participating in the City’s PSA grant program. The projected target was for a total of 305 persons to be assisted over the fiscal year. All participating PSA’s met or exceeded their goals except Waymakers juvenile diversion program. While Waymakers did not meet their projected goals, the number of clients served has continued to increase each year as schools are recovering from COVID closures and are back to normal schedules. The Boys & Girls Club, Meals on Wheels Home Delivered Program, and Interval House Domestic Violence Shelter all assisted 30% more clients than initially projected. The total expenditure for all PSA services was $51,355.

The City of Fountain Valley administered several programs to assist low- and moderate-income households with affordable housing concerns. The total expenditures for Housing Programs were $195,656.77 and included the following programs:

Neighborhood Revitalization Program - This program completed 11 single-family home and mobile home grants, loans, and rebates. The expenditures for this activity, including program administration,

10 was $149,499.55.
• Lead Based Paint Hazard Grant Program - This program grants funds necessary for the testing and remediation of lead-based paint hazards in the home. In 2024-25, four homes were tested for lead based paint hazards. The expenditure for the activity was $1,400.00. • Code Enforcement Program - This program helps preserve the housing stock by addressing municipal code violations in the designated low-mod census tracts that show signs of deterioration.

In 2024-25, Code Enforcement abated 123 municipal code violation cases. The amount expended on this activity was $44,756.22.

CDBG regulations allow grantees to spend no more than 20% of the total annual grant for Administration of the CDBG entitlement grant. This amount includes the cost of providing fair housing services to city residents. For the fiscal year, a total of $52,867.87 was expended on administrative costs with an additional $5,000 spent to provide fair housing services to city residents through an agreement with Fair Housing Council of Orange County (FHCOC). The total cost of Administration of the FY 2024-25 entitlement allocation was $57,867.87, 17% of the annual allocation.

FHCOC provides fair housing services to city residents that includes community education regarding issues such as fair lending practices, tenants’ rights, and housing discrimination. The FHCOC also investigates cases of home mortgage discrimination and other fair lending practices. Since the pandemic, FHCOC hosts virtual workshops regarding fair housing, for both landlords and tenants.

They continue to be available via phone and email to assist residents as well as in-office appointments.

During FY 2024-25, FHCOC assisted 125 households, 67% higher than the 75 clients projected to serve during the year. The FHCOC annual update is Appendix 1 to this report.

11 CR-10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted). 91.520(a)
CDBG
White 232
Black or African American 3
Asian 100
American Indian or American Native 0
Native Hawaiian or Other Pacific Islander 0
Total 335
Hispanic 117
Not Hispanic 218
Table 2 – Table of assistance to racial and ethnic populations by source of funds Narrative
CDBG funds were used to assist low income household in the city for all projects and activities. Based on the data from Table 2, the racial breakdown of households assisted with CDBG funding is:
• White – 69%
• Black or African American - 1%
• Asian – 30%
• American Indian or American Native – 0%
• Native Hawaiian or Other Pacific Islander - 0%
35% of those assisted identified as Hispanic and the remaining 65% were non-Hispanic.

12 CR-15 - Resources and Investments 91.520(a)
Identify the resources made available
Source of Funds Source Resources
Made Available
Amount
Expended During
Program Year
CDBG public - federal $500,000.00 $304,858
Other public - federal 0 0
CDBG Program Income public - federal 0 0
Table 3 - Resources Made Available
Narrative
The FY 2024-25 Action Plan estimated a budget of $500,000 to fund CDBG activities for this reporting period. This amount included the annual allocation of $342,237 combined with unspent funds from prior year’s allocations. No program income was received this year.

Identify the geographic distribution and location of investments Target Area Planned
Percentage of
Allocation
Actual
Percentage of
Allocation
Narrative
Description
CDBG/Code Enforcement Eligible
Exception Criteria 25 15
Code
Enforcement
City-Wide 75 85
All other
activities
Table 1 – Identify the geographic distribution and location of investments Narrative
As reflected in Table 3, the majority of CDBG funds were distributed city-wide. Both the PSA program and the Neighborhood Home Improvement Program services are not limited to the CDBG eligible areas. This is because any resident that meets the income requirement can benefit from most programs. Eligibility is established by household income and household size. City staff reviews income and household data when determining eligibility for the Neighborhood Improvement Program and PSA’s collect the same data from their clients.

Most the City’s PSA grant recipients serve groups that are presumed low-income by HUD definitions, so clients do not need to provide proof of income. Program administration is also used on a citywide basis.

Code enforcement numbers in CDBG eligible areas remain consistent. Staff is finding that many cases are becoming more complex, particularly building code, illegal land use, and building permit violations, and are taking more of staff time to bring properties into

13 compliance. A map of CDBG-eligible areas is provided in Appendix 3 at the end of the report.

Leveraging
Explain how federal funds leveraged additional resources (private, state, and local funds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan.

The CDBG Program is leveraged by various funding sources. The highest ratio of leveraging CDBG funds is the PSA Program. Many of the non-profit organizations receive funds from a variety of federal, state, local and private sources. The CDBG funds they receive from the city are generally a very small portion of their overall funding. PSA organizations provide the greatest return for the amount of CDBG funds spent due to their ability to leverage the CDBG grant they receive from the City with their overall funding. This leveraging allows low-income Fountain Valley residents access to services, at no cost, that they may not have an opportunity to receive otherwise. The services include programs for battered women and children, youth criminal diversion programs, youth services, and senior services.

To help offset PSA program costs for grant recipients, the city provides use of the Senior Center for the senior meal program and provides office space at the police department for the youth criminal diversion program. This is an example of how the city used publicly owned facilities to assist in addressing the needs identified in the plan.

Examples of other leveraged funds come from the Home Improvement Program. Eligible lowincome homeowners can use their personal funds to pay for a rehabilitation project and will receive 50% of their costs back in CDBG funds, per program policy, in the form of a rebate.

Code Enforcement CDBG funds are also leveraged by general funds.

The city does not participate in any programs that have matching requirements.

14 CR-20 - Affordable Housing 91.520(b)
Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low-income, lowincome, moderate-income, and middle-income persons served.

One-Year
Goal
Actual
Number of Homeless households to be provided affordable housing units 0 0 Number of Non-Homeless households to be provided affordable housing units 0 0
Number of Special-Needs households to be provided affordable housing units 0 0
Total 0 0
Table 2 – Number of Households
One-Year
Goal
Actual
Number of households supported through Rental Assistance 440 432 Number of households supported through The Production of New Units 0 0 Number of households supported through Rehab of Existing Units 15 11 Number of households supported through Acquisition of Existing Units 0 0 Total 455 448
Table 3 – Number of Households Supported
Discuss the difference between goals and outcomes and problems encountered in meeting these goals.

The City works in partnership with Orange County Housing Authority who administers the voucher assistance program for the city. This ensures that rental assistance is made available to the most disadvantaged households in the city and helps provide rental assistance to special needs populations to ensure they have affordable housing. As Table 5 shows, the number of vouchers issued was eight less, or just less than 2%, of the one–year goal.

As noted on Table 5, the city reached over 73% of its annual goal for the projected number of projects supported through the Rehab of Existing Units. The program has been hindered by staffing issues which has slowed down the project timelines. A new full-time Housing Technician was hired on June 2, 2025, to administer the program and there are currently 18 projects in the pipeline to be completed in the next year. The City continues to receive a substantial number of applications and confirming income qualifications and approving candidates, and determining the scope of work for each project, takes a significant amount of time. The City believes they will exceed the annual goal for the upcoming year.

15 Discuss how these outcomes will impact future annual action plans.

The FY 2024-25 CDBG program outcomes show that the activities funded were successful in assisting low-income households in the city. In future plans, the city will continue to focus on providing grants to a wide variety of PSAs to assist the underserved, and to offer grants, rebates, and loans to lowincome homeowners for rehabilitation of their homes, as the city has had measured success with these programs.

Code enforcement in eligible areas will also be utilized, as it continues to be an effective tool to address issues of deteriorated or deteriorating properties, and ensuring that all properties obtain building permits when required, which supports the safety of all residents. Code enforcement also helps in the marketing of the Home Improvement Program as code enforcement officers provide information of the availability of the program to residents who are oftentimes unaware of the funding opportunities for home improvement that the City provides.

While CDBG funds can be used to assist with renovations and creation of new public facilities and capital projects in targeted neighborhoods, the city has determined that other community needs like housing and human services are a higher priority and can be more successfully addressed with the limited amount of CDBG funds that are available.

Include the number of extremely low-income, low-income, and moderate-income persons served by each activity where information on income by family size is required to determine the eligibility of the activity.

Number of Households Served CDBG Actual HOME Actual
Extremely Low-income 5 N/A
Low-income 10 N/A
Moderate-income 0 N/A
Total 15 N/A
Table 6 – Number of Households Served
Narrative Information
City of Fountain Valley funds programs and projects through the PSA Grant Program, Neighborhood Revitalization Program, and by contracting with Fair Housing Council of Orange County to provide services to households with income levels that are 80% or less of the median County income.

Of the 15 projects funded through the City’s Neighborhood Revitalization Home Improvement Program, 33% had incomes at between 31-50% of the Orange County median income and the remaining 67% were between 51% and 80% of the Orange County median income. 13% of the households were disabled, 73% were elderly, and 33% were female head of households. All households assisted in the Home Improvement Program were owner-occupied households as

16 required by program policy. The households assisted by the City’s Neighborhood Revitalization Program and Lead Based are reflected in Table 6.
432 vouchers for rental assistance were provided by OCHA in Fountain Valley. This includes regular Housing Choice Vouchers, Veterans Affairs Supportive Housing Vouchers, Non-Elderly Disabled Vouchers, Family Unification Vouchers, Family Self-Sufficient Vouchers and Port-in Vouchers from other Housing Authorities. Of this amount, 321 vouchers were for elderly households and 51 were for disabled households. All OCHA voucher recipients qualify at a minimum as very low-income households.

Interval House Domestic Violence Shelter assisted 75 domestic households, which is 140% of the number of clients they projected to assist. Per HUD regulations, domestic violence victims in need of emergency shelter are counted in public service agency accomplishments and do not fit the definition of homeless that are accounted for in Table 4.

Through the Fountain Valley Housing Authority, the City also monitors 54 affordable for-purchase owner occupied units, 156 senior affordable apartments, and 64 all-age affordable rental apartments to ensure they continue to comply with affordability restrictions.

17 CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e);

91.520(c)
Evaluate the jurisdiction’s progress in meeting its specific objectives for reducing and ending homelessness through:

Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs
In the 2024 Point in Time (PIT) count, Fountain Valley had 114 unsheltered, unhoused individuals and a zero unhoused, sheltered persons. The City continues to contract with City Net to address the need for specialized homeless outreach. City Net provides homeless housing navigation services to persons experiencing homelessness in Fountain Valley and assists them in connecting to shelter and housing.

City Net is one of the largest and most effective providers of street outreach and engagement services in southern California and has successfully provided services to many neighboring communities. City Net offers several programs to assist persons experiencing homelessness such as:
• Street Outreach
• Engagement Services
• Housing Navigation
• Case Management
• Transportation
• Emergency Health/Mental Health
• Services for Special Populations
• Food and Emergency Services
• Housing First
• Trauma-Informed Care
City Net’s expertise is direct client contact and has had 109 client interactions since the beginning of 2025 and have enrolled 71 people in their program. The City Net program educating clients on services and housing options that are available to them. They have successfully transitioned 72 clients to housing since June 2024. City Net services are funded outside of the CDBG program.

The Fountain Valley Police Department continues to fund two full-time Homeless Liaison Officer (HLO) dedicated to homeless intervention and education and works alongside City Net. City Net services and the HLOs are funded outside of the CDBG program.

The city continues to support the County of Orange in its Continuum of Care Program (CoC) that administers the homelessness strategy on a countywide approach. The CoC has restructured its governance so that functions are performed by either the Continuum of Care Board or the Commission to End Homelessness. They have also done extensive updating of their data initiatives to better assess the information collected to assist in implementing programs in the most efficient and cost-effective manner.

18 Addressing the emergency shelter and transitional housing needs of homeless persons In 2022, the city entered a partnership with the neighboring cities of Garden Grove and Westminster, and the County of Orange, to develop and operate the Central Cities Navigation Center (CCNC). The CCNC opened in June of 2024 and provides an 85-bed emergency shelter with wrap around social services to individuals experiencing homelessness. The city has 13 dedicated beds available for the unhoused in the city with the flexibility to have more if needed. The CCNC has been an unmitigated success and the 13 beds dedicated to the city are generally full as are the partner cities allotted beds.

Along with the availability of the CCNC, City Net continues to provide housing search and placement services for eligible clients, and they have the resources to locate, and place clients in emergency and transitional housing, throughout the county. City Net and FVPD are also able to refer individuals to the Yale Navigation Center in Santa Ana that is one-half mile outside of Fountain Valley. Yale Navigation Center is a 425-bed interim housing site that provides shelter and supportive services for individuals experiencing homelessness in Orange County.

City Net’s programs are aligned with Housing First principals which means they place persons experiencing homelessness into decent, safe housing, before addressing other issues like stabilizing health, reducing harmful behaviors, or increasing income. City Net believes that by using this approach, ensuring that housing is addressed first, allows clients to focus on other pressing issues in order to get stabilized and back to becoming contributing members of society.

In addition to City Net’s services and FVPD efforts, the City allocated CDBG funds to Interval House through the PSA grant. Interval House offers emergency and transitional housing to domestic violence victims who would otherwise be homeless. Last year Interval House assisted 75 women with emergency shelter and support. They also provide the city with 24-hour crisis counseling and community outreach and education.

Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs
The City, via City Net, makes referrals to the County of Orange Continuum of Care Coordinated Entry System (CES) that has established a coordinated system that paves the way for more efficient homeless assistance. Their program helps people move through the system faster by quickly matching them with the appropriate assistance program, and by providing prevention and diversion resources upfront that can oftentimes prevent homelessness. Coordinated Entry is one essential piece of a broader housing crisis resolution system that rapidly returns people who experience homelessness to stable housing. Other elements include shifting investments towards interventions that achieve the best housing results and removing barriers such that there is an appropriate and effective housing intervention for everyone who needs one.

19 To further assist connecting people experiencing homelessness with additional supportive services offered in Orange County, 2-1-1 Orange County or www.211oc.org has created a “Comprehensive Resource Guide for Orange County”. This virtual one-stop resource guide puts clients in contact with organizations offering supportive services such as substance abuse treatment, mental health services, veterans services, health care, employment services, legal services, disability services, senior services, transportation, and shower facilities. Staff routinely makes referrals to 2-1-1 Orange County for those clients seeking information.

During the 2024-25 reporting period, Fountain Valley allocated the maximum allowable amount of CDBG funds to public service programs. While some of the organizations funded do not directly serve the homeless, many of their activities help prevent homelessness. These activities include shelter and counseling programs for victims of domestic violence and at-risk youth, youth services, and senior services. The City’s Home Improvement Program also prevents potential homelessness by offering grants, rebates, and loans to low-income, owner-occupied households, to pay for repairs to their property that allow them to stay in their homes longer.

Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again
The 2024 Point in Time Count was conducted in January of 2024 and Fountain Valley had 114 unsheltered homeless and zero in shelters at that time. Unsheltered homeless are classified as “worstcase housing needs” in the community. As previously discussed, the city provides homeless services via the homeless service provider, City Net, to assist the FVPD HLO’s in trying to move these clients off the street, and into the CCNC or other transitional or permanent housing. One issue that they often encounter in offering assistance, is the fact the homeless population in the City is somewhat transient.

Many homeless, including those living in vehicles, may be in the city one day, and gone the next. City Net and/or the HLO may initiate contact with homeless individuals to offer services, and later they cannot be located for follow up.

As previously discussed, outside of the CDBG program, the Fountain Valley Housing Authority has provided funding for the 50-unit affordable housing apartment complex, Prado, that has eight units set aside for permanent supportive housing for Veterans Affairs Supportive Housing (VASH) recipients.

This new affordable housing complex is available to extremely low and very low-income households and address “worst case needs” for low-income households in the community.

Additionally, the OCHA provided nine Emergency Housing Vouchers, 14 Continuum of Care Permanent Supportive Program Vouchers, and 20 VASH certificates to Fountain Valley households to assist individuals that are experiencing homelessness or at risk of becoming homeless.

The FVPD also refers victims of domestic violence that have become unexpectedly homeless, to emergency shelters. Interval House is funded through the CDBG program to provide emergency and

20 transitional housing for city residents affected by domestic violence and assisted 75 households during this reporting period.

21 CR-30 - Public Housing 91.220(h); 91.320(j)
Actions taken to address the needs of public housing
There are no public housing units located in the City of Fountain Valley.

The City collaborates with OCHA to provide affordable housing opportunities through the provision of HUD’s Housing Choice Voucher (formerly Section 8 Rental Assistance) to extremely low and very low-income persons/households including seniors, disabled persons, and persons with special needs. In 2011, the City’s Housing Authority passed a resolution to authorize the Orange County Housing Authority to continue to provide Housing Choice Vouchers in its Areas of Operation within the City of Fountain Valley. In FY 2024-25, 432 vouchers were issued to Fountain Valley households.

The OCHA waitlist is currently closed.

Actions taken to encourage public housing residents to become more involved in management and participate in homeownership
There are no public housing units located in the City of Fountain Valley; therefore, no actions are being taken.

Actions taken to provide assistance to troubled PHAs
There are no public housing units located in the City of Fountain Valley; therefore, no actions are being taken.

22 CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j)
Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment. 91.220 (j); 91.320 (i) The major barrier the city has to achieving affordable housing goals is the exorbitant cost of existing housing and the increasingly high cost of housing construction and land costs. Another major factor is the lack of available land that would produce an economically viable option for production of housing for low- and moderate-income households.

In the 2021-29 Housing Element, some areas of the city were rezoned to allow for higher density developments which is expected to result in the addition of affordable housing units. In addition to the rezoned land, in 2024, the City Council passed an Inclusionary Ordinance requiring all new housing developments with 10 or more units to provide 15% of the units to low-income households to provide more affordable housing in the community. There are currently four apartment developments in some stage of construction or the entitlement process that are expected to yield approximately 1,500 new additional rental units. Of those, approximately 226 will be affordable for low income households.

In 2017, in an effort to identify land readily available for affordable housing, the City modified the Harbor Boulevard South Island Specific Plan to allow affordable housing units to be developed by right. An affordable housing developer purchased vacant land in the specific plan area, built a 50-unit affordable housing apartment complex, which was fully leased up in 2022. This is the Prado project mentioned earlier in this report. The complex has eight units dedicated to Permanent Support Housing for VASH recipients and the remainder to primarily extremely low and very low-income households. The VA provides social services on site for the veterans and Life steps Social Service Agency provides services for the remaining units. Lifesteps services are targeted to the tenant population to ensure that the services provided serve the best interests of the tenants.

To further remove barriers to transitional and supportive housing, the City Council previously passed an ordinance in 2016 permitting transitional and supportive housing by right in all residential zones in an attempt to dissolve barriers to their operation in the city.

Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) The City utilizes its entire PSA budget to fund services for underserved individuals in our community.

The PSA Grants provide CDBG funds to agencies that have programs for many of the underserved communities including the low and moderate-income elderly, domestic violence victims and youth.

To assist the underserved elderly frail/elderly population, the City monitored 154 units of senior rental housing for very low and low-income seniors and collaborated with the Orange County Housing Authority who provided Housing Choice Vouchers to 432 very low-income seniors. The City provided CDBG funds through the PSA Program to: Meals on Wheels that delivered meals to 38 homebound seniors and provided congregate meals at the senior center for 127 low-income city residents.

23 The city also provides referrals to County programs that are designed to provide a level of care that allows persons with low incomes to receive assistance such as food, shelter, medical needs. There are also private efforts that the city collaborates with such as low-income utility discount programs.

Outside of CDBG, the city funds a senior Referral and Resource program and peer support groups that connect seniors to much needed resources and assistance.

Through the partnership with Orange County Housing Authority, 432 Housing Choice Vouchers were provided to low-income individuals, including many with physical and mental disabilities. Additionally, the city continued to ensure all accessibility features are installed during construction of new housing units in compliance with Fair Housing requirements.

Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j) The City provides lead-based paint hazard testing and/or risk assessment for home rehabilitation applicants whose homes were built pre-1978 utilizing CDBG funds.

The city will continue to provide Lead Based Paint Hazard Grants to approved rehabilitation program recipients as part of home improvement program, in compliance with HUD requirements. If a home tests positive for lead in a project area, the grant will also provide funds for abatement. In FY 2024-25, four homes were tested for lead-based paint hazards with negative results. Some properties receiving assistance were tested for lead in the previous fiscal year or were exempt from the lead testing requirement due to being built after 1978.

The city also provides Lead Awareness flyers for contractors at the building department.

Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j) According to 2022 Census data estimates, the percentage of the population with income beneath the poverty level in the State of California was 11.5% and in the whole USA, 12.8%. In comparison, the estimated percentage of residents in Fountain Valley with income below the poverty line was 8.8%.

The city utilizes its entire public service budget to supply grants that assist underserved individuals, which includes residents living below poverty level. The Public Service Program provides programs for low and moderate-income elderly, domestic violence victims, and youth and their families that they might not otherwise be able to afford. The City additionally provides grants, rebates and low interest deferred payment loans to low-income homeowners to assist with any necessary repairs on their owner-occupied property, to keep their properties safe and sanitary.

The city also supports many County programs that are designed to provide a level of care that allows persons with extremely low incomes and below to receive assistance such as food, shelter, and medical needs. This includes collaborating with private companies to support programs such as lowincome utility discount programs. The city continues its partnership with OCHA to provide rental assistance to low-income households.

Actions taken to develop institutional structure. 91.220(k); 91.320(j)

24 The City of Fountain Valley’s Community Development Department serves as the lead agency for the implementation of all programs/projects/activities outlined within the Consolidated Plan and subsequent Annual Action Plans. The department is comprised of the Housing and Community Development (HCD) Division, Building Division, Code Enforcement, and the Planning Division.

Additionally, the city continued to participate in efforts to work collectively and cooperatively with other Orange County jurisdictions by participating in countywide efforts for all housing programs.

Actions taken to enhance coordination between public and private housing and social service agencies. 91.220(k); 91.320(j)
The City of Fountain Valley does not operate any public housing; however, relationships with both private for-profit developers and non-profit public service providers remain active as the city continues to implement its community development programs. To maintain and enhance existing relationships between public, private and non-profit organizations, the City of Fountain Valley will continue to participate in all local and regional information and referral meetings between agencies. As discussed earlier, the city provides funding to several non-profit social service agencies through the Public Service Agency Grant program.

The city continues to support and encourage efforts of the OCHA to coordinate private housing resources and social service agencies’ programs.

Identify actions taken to overcome the effects of any impediments identified in the jurisdictions analysis of impediments to fair housing choice. 91.520(a) Per the interim final rule effective May 2, 2025, the city did not conduct a jurisdictional Analysis of Impediments to fair housing however we continue to take active steps to promote fair housing in the city.

In 2024, the City of Fountain Valley passed an Inclusionary Ordinance requiring all new 10 unit or more housing developments to make 15% of the units available for low-income households. As discussed earlier, the city anticipates having approximately 225 new affordable units over the next several years.

To ensure Fountain Valley residents have no-cost access to expert advice regarding fair housing, the City funds Fair Housing Council of Orange County (FHCOC) who provides Fair Housing services to the community. During FY 2024-25, FHCOC handled a total of 133 general housing and discrimination complaints and inquiries from City residents and property owners. 404 possible violations were received from the 133 inquiries. The most common complaints were regarding rental agreements (109), household repairs (55), and 30-day and 60-day notice questions (29). FHCOC was able to assist all residents with their issues without making any outside referrals.

FHCOC provides an annual report detailing the City’s and FHCOC significant accomplishments addressing Fair Housing. The Fair Housing Council of Orange County Analysis of Impediments FY 2024-25 Accomplishments report is attached.

25 CR-40 - Monitoring 91.220 and 91.230
Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements
HCD Staff - The HCD department prepares an annual report, known as the CAPER, which includes a financial analysis of all HUD, funded activities and programs and an evaluation of each program’s performance in meeting its programmatic expenditure goals and outcomes.

Staff monitors every project, including home rehabilitation and PSAs, to ensure compliance with CDBG regulations. Staff conducts annual audits for all sub-grantees and on- site progress inspections throughout each home rehabilitation project.

Housing and Community Development Advisory Board – The Housing and Community Development Advisory Board (HCDAB) meets on a regular basis to review programs and procedures related to the CDBG. Each year, the HCDAB is presented with the CAPER for review. Reasonable accommodation is made for non-English speakers and persons with disabilities if requested.

City Council - The City Council reviews the CAPER on an annual basis and conducts a public hearing to receive comments from stakeholders and the public.

Quarterly Reports: - On a quarterly basis, the PSA’s submit a report to the city summarizing their accomplishments using funding received under the City’s PSA Grant program.

IDIS: - Integrated Disbursement and Information System – The Finance Department approves staff to make the draw of funds from HUD to ensure all expenses are inputted prior to draw.

26 Citizen Participation Plan 91.105(d); 91.115(d)
Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports.

Public Hearings are conducted in person and information is provided to the public on how to watch City Council meetings online if they chose not to attend in person. The public has the option to participate via Zoom at the City Council meeting. Reasonable accommodation can be made for nonEnglish speakers and persons with disabilities if requested.

A Notice of Availability of the City of Fountain Valley’s FY 2024-25 CAPER and dates of public meeting and public hearing was published in The Orange County Register on August 21, 2025. The FY 2024- 25 CAPER was made available to the public for a 15-day period commencing on September 1, 2025, and ending on September 16, 2025. The Public Notice advised of a public meeting in front of the HCDAB on September 2, 2025, and a public hearing in front of the City Council on September 23, 2025. After publication, the City Council meeting date was changed to Thursday, September 25, 2025 and a correction was published in the Orange County Register on August 31, 2025 to reflect the updated Public Hearing date.

The draft CAPER was posted on the City of Fountain Valley’s website, at City Hall, the FV Recreation Center, the Fountain Valley Branch of the Library, and available via email request. The Public Notice provided an email address for public comment for those not wanting to attend in person and advised how to view the Council meeting online.

A public meeting of the HCDAB meeting was held on September 2, 2025, to review the draft FY 2024- 25 CAPER. The meeting agenda was noticed at City Hall and the Recreation Center and was posted on the City’s website. The HCDAB forwarded a recommendation to City Council to approve the CAPER and submit the report to HUD. No public comments were received. (TBD) A public hearing was held in the City of Fountain Valley Council Chambers on September 25, 2025, before the Fountain Valley City Council, to review the FY 2024-25 CAPER and receive public comments. The meeting agenda was noticed at City Hall and on the city website. City Council meetings are available to stream on the City’s website. An email was provided to obtain citizen input on the CAPER for those not able to attend. The Fountain Valley City Council unanimously voted to approve the CAPER and submit it to HUD. No public comments were received. (TBD) Summary of Public Comments
No public comments were received for the FY 24-25 CAPER. (TBD)

27 CR-45 - CDBG 91.520(c)
Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences.

The City of Fountain Valley has completed the fifth year of the 2020-24 five-year Consolidated Plan. The City has been successful in meeting its goals as laid out in the Consolidated Plan and the projects identified in the Con Plan will continue to be implemented to benefit low and moderateincome households in the city.

Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants?
No
[BEDI grantees] Describe accomplishments and program outcomes during the last year.

28 CR-58 – Section 3
Identify the number of individuals assisted and the types of assistance provided Total Labor Hours CDBG HOME ESG HOPWA HTF
Total Number of Activities 0 0 0 0 0
Total Labor Hours 0
Total Section 3 Worker Hours 0
Total Targeted Section 3 Worker Hours 0
Table 4 – Total Labor Hours
Qualitative Efforts - Number of Activities by
Program

CDBG HOME ESG HOPWA HTF
Outreach efforts to generate job applicants who are Public Housing Targeted Workers 0
Outreach efforts to generate job applicants who are Other Funding Targeted Workers. 0
Direct, on-the job training (including apprenticeships). 0 Indirect training such as arranging for, contracting for, or paying tuition for, off-site training. 0
Technical assistance to help Section 3 workers compete for jobs (e.g., resume assistance, coaching). 0
Outreach efforts to identify and secure bids from Section 3 business concerns. 0
Technical assistance to help Section 3 business concerns understand and bid on contracts. 0
Division of contracts into smaller jobs to facilitate participation by Section 3 business concerns. 0
Provided or connected residents with assistance in seeking employment including drafting resumes, preparing for interviews, finding job opportunities, connecting residents to job placement services. 0 Held one or more job fairs. 0
Provided or connected residents with supportive services that can provide direct services or referrals. 0
Provided or connected residents with supportive services that provide one or more of the following: work readiness health screenings, interview clothing, uniforms, test fees, transportation.
0 Assisted residents with finding childcare. 0
Assisted residents to apply for or attend community college or a four year educational institution. 0
Assisted residents to apply for or attend vocational/technical training. 0 Assisted residents to obtain financial literacy training and/or coaching. 0 Bonding assistance, guaranties, or other efforts to support viable bids from Section 3 business concerns. 0
Provided or connected residents with training on computer use or online technologies. 0
Promoting the use of a business registry designed to create opportunities for disadvantaged and small businesses. 0
Outreach, engagement, or referrals with the state one-stop system, as designed in Section 121(e)(2) of the Workforce Innovation and Opportunity Act.
0 Other. 0
Table 5 – Qualitative Efforts - Number of Activities by Program Narrative - The City did not conduct any activities required to meet Section 3 regulations.

29 APPENDICES
Appendix 1: FHCOC Analysis of Impediment to Fair Housing Appendix 2: Proof of Publication
Appendix 3: CDBG Eligible Code Enforcement Map
Appendix 4: HUD Reports
Appendix 5: Public Comments

30 Appendix 1
FHCOC Analysis of Impediment to Fair
Housing

31 During the 2024-2025 report period, the City of Fountain Valley took the following actions (on its own or in cooperation with regional partners and the Fair Housing Council of Orange County (FHCOC) to overcome impediments to fair housing choice identified in the regional AI:
 Fair Housing Community Education – During 2024-2025, the FHCOC regionally conducted or participated in 16 virtual and 46 in-person education and/or outreach activities, reaching a culturally and ethnically diverse audience, in which they made participants aware of fair housing laws and counseling services (including services to help households improve their readiness for a home purchase). As a result of practices that became commonplace and accepted due to the COVID-19 pandemic, the use of virtual education remained a major component during the 2024-2025 period, especially for workshop presentations. All of the 16 virtual activities were not specific to only residents of Fountain Valley, but they were all available to those residents.

Regionally, about 3,201 people were contacted or served by these activities. Through its various regional outreach efforts FHCOC distributed over 12,685 information pieces on fair housing, its services and other housing-related topics, in either English, Spanish or Vietnamese. Most of these items were distributed either directly or via mail or bulk delivery, while some were delivered electronically. Additionally, throughout the Southern California region FHCOC held 11 virtual training sessions for rental property owners/managers, with another 9 presented in person, with most involving managers and owners with properties in Orange County. FHCOC also presented 2 virtual fair housing seminars for housing providers in cooperation with the Apartment Association of Orange County (AAOC). Eleven general fair housing workshops intended for participation by either housing consumers or providers, or both, were provided throughout Orange County. Because 8 these were virtual, they were not specific to residents of Fountain Valley, but they were largely available to those residents.  Fair Housing Enforcement – On a regional basis, FHCOC staff performed 158 intakes regarding fair housing issues, which resulted in the receipt of 106 allegations of housing discrimination and the opening of 38 case files where the allegations seemed sufficiently meritorious to warrant further investigation and/or action. We also counseled or informed another 120 clients regarding fair housing law and/or rights. One allegation arose from Fountain Valley; however, the allegation did not merit a case being opened for investigation.

On a regional basis, FHCOC also conducted 122 paired telephonic, systemic tests for discriminatory rental housing practices. Two systemic rental tests involved locations in Fountain Valley. Regionally, 6 paired telephonic real estate sales tests and 6 paired telephonic systemic pre-application tests of lenders were conducted. While the lending

32 testing previously would have normally been conducted in person, protocols and behaviors initiated by COVID-19 pandemic restrictions have made telephone contact with loan officers commonplace. Furthermore, 16 paired telephonic and relay operator-supported tests were conducted regionally to assess possible discrimination against housing seekers who are deaf or hard of hearing. We also conducted 4 assessments of compliance with accessibility requirements for persons with disabilities at covered multi-family properties built within the last two years.
 Housing Dispute Evaluation & Resolution – On a regional basis, activities provided by FHCOC included assisting 3,203 unduplicated households addressing 10,802 issues, disputes and/or inquires. Of these, 116 unduplicated households, involving 376 issues, disputes and/or inquires, were from Fountain Valley
 Reasonable Accommodations – On a regional basis, 16 inquiries regarding reasonable accommodations and modifications were received by FHCOC that resulted in casework beyond basic counseling. No inquiries arose from Fountain Valley. Overall, 8 of the 16 clients requested and received a reasonable accommodation. 2 clients did not follow through in the process, 4 clients’ requests were deemed not implementable, and the outcome for 2 others were pending at the end of the program year. Regionally, another 16 households were counseled on issues involving reasonable accommodation of a disability-related need at their housing.
 Web-based Outreach – FHCOC’s website currently has an on-line housing discrimination complaint-reporting tool that generates an email to FHCOC. It is also used for other, nondiscrimination, housing-related issues. The City of Fountain Valley has a website link to the FHCOC website where residents can access this information.  Monitoring On-line Advertising – Orange County rentals listed on Craigslist were monitored by FHCOC for discriminatory content (as permitted by staffing limitations). Any discriminatory advertisements were flagged as prohibited and FHCOC responded to these ads through Craigslist’s reply mechanism in order to inform the poster of possible discriminatory content.

In most instances it was not possible to identify the property address and the identity of the individual making the posting. When possible FHCOC also brought these ads to the attention of Craigslist to hasten their removal, although the Craigslist reporting mechanism is no longer simple. When investigation was found to be feasible, the ad was referred to FHCOC’s investigators for possible enforcement action. Other on-line rental advertising sites (e.g., OC Register, LA Times, Westside Rentals, Zillow, etc.) were sporadically monitored; however, the lack of an efficient text search function on these sites made monitoring them less practical.

Without exception, among the ‘apt / housing’ Craigslist rental listings, the identified problematic postings indicated restrictions with regard to children under the age of 18 or improper preference for seniors or ‘older adults’ for housing opportunities that did not appear to qualify

33 as housing for older persons (age 55 and over). Overt racial or national origin discrimination in postings was not observed. Advertising in the ‘rooms / shared’ area of Craigslist was observed to have a higher incidence of stated preferences that violated fair housing law.

However, due to the practical aspects of resource limitations and case law considerations of shared housing situations, most were not acted upon.

With the change in California law effective January 1, 2020 that expanded ‘source of income’ protections to individuals who use forms of housing rent assistance, such as the Housing Choice Voucher (often called ‘Section 8’), FHCOC had previously identified numerous Craigslist postings that contained discriminatory language regarding the use of housing rental assistance during 2020. In the 2024-2025 program year, FHCOC did not find any Craigslist postings for Orange County rentals that discriminated against users of a Housing Choice Voucher, even though this continued to be an issue in other parts of Southern California.

However, several callers brought to our attention a few ads for Orange County rentals on other platforms that had stated an illegal refusal to accept housing assistance. When possible, we reached out to the individuals offering the housing to demand a change in their ad.  Monitor Home Mortgage Disclosure Act Data - Ongoing monitoring of Home Mortgage Disclosure Act (HMDA) data continues to be infeasible due to limited resources at FHCOC.

FHCOC last was able to conduct such analysis using 2008 data (then the latest available) in conjunction with the preparation of the 2010-2015 Regional AI. Analysis of updated HMDA data from 2013, as well as other mortgage lending practices, was included as part of the City of Fountain Valley’s FY 2015-2020 Regional Analysis of Impediments to Fair Housing Choice (AI), which was submitted as part of its Five Year Consolidated Plan FY 2015 - 2020. Similarly, the recently completed Regional Orange County Analysis of Impediments to Fair Housing Choice for the 2020-2024 Consolidated Plan cycle, contained some basic analysis of regional HMDA data for the period of 2014-2017. That analysis showed disparities in the access to loans on the basis of race, with minority applicants having less access than white applicants.

Further HMDA analysis to assess possible mortgage lending disparities on the basis of race and ethnicity in Orange County will require the provision of funding specific for that purpose.  Other Actions to Affirmatively Further Fair Housing - During 2024-2025, FHCOC continued efforts to promote housing affordability within Orange County. It provided services and outreach to organizations involved in the creation and preservation of affordable housing.

These groups included the Kennedy Commission, Mental Health Association of Orange County, Radiant Health (formerly Aids Services Foundation), Affordable Housing Clearinghouse, Jamboree Housing Corporation, Mercy House, South County Outreach, Families Forward, Orange County Congregations Community Organizations, and Orange County Community Housing Corporation.

During the 2024-2025 reporting period, FHCOC continued to offer fair housing training sessions, and these were open to all local government staff. As has become the norm since

34 COVID-19 imposed restrictions first appeared, more than half of all trainings were conducted virtually. Training activity included providing in-person training to staff of the Orange County Housing Authority (OCHA), which serves Fountain Valley. Any City of Fountain Valley staff attending our offered training could receive certification of their attendance.

The FHCOC produced and provided written fair housing-related materials in English, Spanish and Vietnamese to the persons in Fountain Valley. Some materials were distributed by mail or email to persons contacting our agency or participating in virtual outreach activities. FHCOC also undertook specific virtual outreach efforts to immigrant populations in low-income neighborhoods. On a regional basis, an estimated 880 limited English proficiency (LEP) households were served during the 12-month program period, through either telephonic contact, or a combination of virtual and in-person education and outreach activities. FHCOC also continued to implement activities under HUD Fair Housing Initiatives Program grants, for both education and outreach and fair housing enforcement.

These program efforts specifically targeted fair housing services to persons with disabilities, minority groups and immigrant communities, especially immigrants with limited English proficiency. Program efforts included a fair housing testing program that sought to involve members of immigrant populations with limited English proficiency, both for the purpose of enforcing fair housing laws as testers and as a vehicle to increase outreach to these populations.

Through its status as a HUD-approved Housing Counseling agency, FHCOC assisted individuals, including those with limited English proficiency (LEP), with various housing related problems. This included being available to counsel and assist those who had received loans with documents, all prepared in English, which had terms that may have been different from what they believed or were informed they were obtaining, or of which they had less than a full understanding. Many of the other counseling activities under its HUDapproved Housing Counseling also assisted individuals with LEP.

Submitted by Fair Housing Council of Orange County, August 2025.

35 Appendix 2
Proof of Publication

36 Appendix 3
CDBG Eligible Code Enforcement Map

37

38 Appendix 4

HUD REPORTS
PR-26 CDBG Financial Summary Report
PR-26 CDBG Activity Summary by Selected Grant Report
PR-26 CDBG-CV Financial Summary Report
(Required by HUD – Funds were fully disbursed in FY 23-24)

PR26 - CDBG Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 1
11:03
08-07-25
Program Year 2024

FOUNTAIN VALLEY , CA
Metrics
Grantee
Program Year
PART I: SUMMARY OF CDBG RESOURCES
01 UNEXPENDED CDBG FUNDS AT END OF PREVIOUS PROGRAM YEAR 02 ENTITLEMENT GRANT
03 SURPLUS URBAN RENEWAL
04 SECTION 108 GUARANTEED LOAN FUNDS
05 CURRENT YEAR PROGRAM INCOME
05a CURRENT YEAR SECTION 108 PROGRAM INCOME (FOR SI TYPE) 06 FUNDS RETURNED TO THE LINE-OF-CREDIT
06a FUNDS RETURNED TO THE LOCAL CDBG ACCOUNT
07 ADJUSTMENT TO COMPUTE TOTAL AVAILABLE
08 TOTAL AVAILABLE (SUM, LINES 01-07)
PART II: SUMMARY OF CDBG EXPENDITURES
09 DISBURSEMENTS OTHER THAN SECTION 108 REPAYMENTS AND PLANNING/ADMINISTRATION 10 ADJUSTMENT TO COMPUTE TOTAL AMOUNT SUBJECT TO LOW/MOD BENEFIT 11 AMOUNT SUBJECT TO LOW/MOD BENEFIT (LINE 09 + LINE 10) 12 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION
13 DISBURSED IN IDIS FOR SECTION 108 REPAYMENTS
14 ADJUSTMENT TO COMPUTE TOTAL EXPENDITURES
15 TOTAL EXPENDITURES (SUM, LINES 11-14)
16 UNEXPENDED BALANCE (LINE 08 - LINE 15)
PART III: LOWMOD BENEFIT THIS REPORTING PERIOD
17 EXPENDED FOR LOW/MOD HOUSING IN SPECIAL AREAS
18 EXPENDED FOR LOW/MOD MULTI-UNIT HOUSING
19 DISBURSED FOR OTHER LOW/MOD ACTIVITIES
20 ADJUSTMENT TO COMPUTE TOTAL LOW/MOD CREDIT
21 TOTAL LOW/MOD CREDIT (SUM, LINES 17-20)
22 PERCENT LOW/MOD CREDIT (LINE 21/LINE 11)

LOW/MOD BENEFIT FOR MULTI-YEAR CERTIFICATIONS
23 PROGRAM YEARS(PY) COVERED IN CERTIFICATION
24 CUMULATIVE NET EXPENDITURES SUBJECT TO LOW/MOD BENEFIT CALCULATION 25 CUMULATIVE EXPENDITURES BENEFITING LOW/MOD PERSONS
26 PERCENT BENEFIT TO LOW/MOD PERSONS (LINE 25/LINE 24) PART IV: PUBLIC SERVICE (PS) CAP CALCULATIONS
27 DISBURSED IN IDIS FOR PUBLIC SERVICES
28 PS UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 29 PS UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 30 ADJUSTMENT TO COMPUTE TOTAL PS OBLIGATIONS
31 TOTAL PS OBLIGATIONS (LINE 27 + LINE 28 - LINE 29 + LINE 30) 32 ENTITLEMENT GRANT
33 PRIOR YEAR PROGRAM INCOME
34 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PS CAP
35 TOTAL SUBJECT TO PS CAP (SUM, LINES 32-34)
36 PERCENT FUNDS OBLIGATED FOR PS ACTIVITIES (LINE 31/LINE 35) PART V: PLANNING AND ADMINISTRATION (PA) CAP
37 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION
38 PA UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 39 PA UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 40 ADJUSTMENT TO COMPUTE TOTAL PA OBLIGATIONS
41 TOTAL PA OBLIGATIONS (LINE 37 + LINE 38 - LINE 39 +LINE 40) 42 ENTITLEMENT GRANT
43 CURRENT YEAR PROGRAM INCOME
44 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PA CAP
45 TOTAL SUBJECT TO PA CAP (SUM, LINES 42-44)
46 PERCENT FUNDS OBLIGATED FOR PA ACTIVITIES (LINE 41/LINE 45)

FOUNTAIN VALLEY , CA
2,024.00
432,737.07
342,237.00

0.00 0.00

0.00 0.00

0.00 0.00

0.00 774,974.07
246,990.77

0.00 246,990.77
57,867.87

0.00 0.00
304,858.64
470,115.43

0.00 0.00
246,990.77

0.00 246,990.77
100.00%
PY: 2023 PY: 2024 PY: 2025

0.00 0.00

0.00%
51,335.00

0.00 0.00

0.00 51,335.00
342,237.00
4,939.88

0.00 347,176.88

14.79%
57,867.87

0.00 0.00

0.00 57,867.87
342,237.00

0.00 0.00
342,237.00

16.91%

PR26 - CDBG Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 2
11:03
08-07-25
Program Year 2024

FOUNTAIN VALLEY , CA
LINE 17 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 17 No data returned for this view. This might be because the applied filter excludes all data.

LINE 18 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 18 No data returned for this view. This might be because the applied filter excludes all data.

LINE 19 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 19 Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
4 4
4 5
5 5
6 6
6 7
7 7
8 8
8 1
1 1
1 1
1 1
1 1
1 1
1 1
1 1
1 1
10 10
10 10
3 3
3 3
3 3
1124
1124
1124
1123
1123
1123
1122
1122
1122
1126
1126
1126
1125
1125
1125
1128
1129
1130
1131
1135
1136
1137
1139
1140
1141
1143
1127
1127
1127
1127
1127
1127
1132
1133
1134
1138
1119
1119
1119
1119
1119
1119
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
6990708
6980660
6990708
6980660
6990708
6990708
7022011
7053233
7053233
7053233
7053233
6980660
6990708
7014789
7022011
7039525
7053233
6980660
6980660
6990708
7039525
6980660
6990708
7014789
7022011
7039525
7053233
Meals on Wheels - Congregate
Meals on Wheels - Congregate
Meals on Wheels - Congregate
Meals on Wheels - Home Delivered
Meals on Wheels - Home Delivered
Meals on Wheels - Home Delivered
Boys and Girls Club Scholarships
Boys and Girls Club Scholarships
Boys and Girls Club Scholarships
Waymakers Juvenile Diversion
Waymakers Juvenile Diversion
Waymakers Juvenile Diversion
Interval House - Domestic Violence Shelter
Interval House - Domestic Violence Shelter
Interval House - Domestic Violence Shelter
Trinh-Grant
DeStefano - Emer Grant
Trinh - Rebate
DeStefano - Rebate

RODRIGUEZ - EMERGENCY GRANT
Rodriguez, C. - Rebate
Roden - Emer Grant
Hall - Grant
Harnsberger - Grant
Hall - Rebate
JCam MH Grant
Neighborhood Revitalization Program Administration
Neighborhood Revitalization Program Administration
Neighborhood Revitalization Program Administration
Neighborhood Revitalization Program Administration
Neighborhood Revitalization Program Administration
Neighborhood Revitalization Program Administration
Corvacho -Lead Paint Hazard Testing
Crespo - Lead Paint Hazard Testing
Rofaeil - Lead Paint Hazard Testing
DePinto -Lead Grant
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
05A
05A
05A
05A
05A
05A
05A
05D
05D
05D
05D
05D
05D
05D
05G
05G
05G
05G
14A
14A
14A
14A
14A
14A
14A
14A
14A
14A
14A
14A
14H
14H
14H
14H
14H
14H
14H
14I
14I
14I
14I
14I
15 15
15 15
15 15
15 LMC
LMC
LMC
LMC
LMC
LMC
Matrix Code 05A
LMC
LMC
LMC
LMC
LMC
LMC
Matrix Code 05D
LMC
LMC
LMC
Matrix Code 05G
LMH
LMH
LMH
LMH
LMH
LMH
LMH
LMH
LMH
LMH
LMH
Matrix Code 14A
LMH
LMH
LMH
LMH
LMH
LMH
Matrix Code 14H
LMH
LMH
LMH
LMH
Matrix Code 14I
LMA
LMA
LMA
LMA
LMA
LMA
Matrix Code 15
$6,096.00
$1,935.00
$4,159.00
$3,870.00
$3,048.00
$821.00
$19,929.00
$4,901.50
$2,450.75
$2,450.75
$5,134.38
$1,028.96
$636.66
$16,603.00
$7,500.00
$3,750.00
$3,553.00
$14,803.00
$13,500.00
$4,000.00
$5,000.00
$3,347.50
$4,000.00
$3,036.00
$5,500.00
$15,000.00
$15,000.00
$107.50
$14,800.00
$83,291.00
$20,523.00
$16,369.75
$5,200.00
$12,569.95
$3,449.95
$8,095.90
$66,208.55
$350.00
$350.00
$350.00
$350.00
$1,400.00
$6,235.29
$7,925.73
$5,184.72
$8,189.76
$8,522.70
$8,698.02

PR26 - CDBG Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 3
11:03
08-07-25
Program Year 2024

FOUNTAIN VALLEY , CA
Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
Total $246,990.77
LINE 27 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 27 Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number
Activity to
prevent,
prepare for,
and respond
to
Coronavirus
Activity Name Grant Number Fund
Type
Matrix
Code
National
Objective
Drawn Amount
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
2024
Total
4 4
4 5
5 5
6 6
6 7
7 7
8 8
8 1124
1124
1124
1123
1123
1123
1122
1122
1122
1126
1126
1126
1125
1125
1125
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
6990708
7022011
7053233
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Meals on Wheels - Congregate
Meals on Wheels - Congregate
Meals on Wheels - Congregate
Meals on Wheels - Home Delivered
Meals on Wheels - Home Delivered
Meals on Wheels - Home Delivered
Boys and Girls Club Scholarships
Boys and Girls Club Scholarships
Boys and Girls Club Scholarships
Waymakers Juvenile Diversion
Waymakers Juvenile Diversion
Waymakers Juvenile Diversion
Interval House - Domestic Violence Shelter
Interval House - Domestic Violence Shelter
Interval House - Domestic Violence Shelter
Activity to prevent, prepare for, and respond to Coronavirus B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
B24MC060550
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
EN
05A
05A
05A
05A
05A
05A
05A
05D
05D
05D
05D
05D
05D
05D
05G
05G
05G
05G
LMC
LMC
LMC
LMC
LMC
LMC
Matrix Code 05A
LMC
LMC
LMC
LMC
LMC
LMC
Matrix Code 05D
LMC
LMC
LMC
Matrix Code 05G
$6,096.00
$1,935.00
$4,159.00
$3,870.00
$3,048.00
$821.00
$19,929.00
$4,901.50
$2,450.75
$2,450.75
$5,134.38
$1,028.96
$636.66
$16,603.00
$7,500.00
$3,750.00
$3,553.00
$14,803.00
$51,335.00
$51,335.00
LINE 37 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 37 Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2024
2024
2024
2024
2024
2024
2024
2024
Total
2 2
2 2
2 9
9 9
1120
1120
1120
1120
1120
1121
1121
1121
6980660
6990708
7014789
7022011
7053233
6990708
7022011
7053233
Administration of Grant
Administration of Grant
Administration of Grant
Administration of Grant
Administration of Grant
Fair Housing Council Orange County
Fair Housing Council Orange County
Fair Housing Council Orange County
21A
21A
21A
21A
21A
21A
21D
21D
21D
21D
Matrix Code 21A
Matrix Code 21D
$21,378.95
$12,462.56
$4,637.17
$12,586.61
$1,802.58
$52,867.87
$2,500.00
$1,250.00
$1,250.00
$5,000.00
$57,867.87

Formula and Competitive Grants only
Grant Year: 2024
Grantee: FOUNTAIN VALLEY
Date Generated: 08/12/2025
PR26 - Activity Summary by Selected Grant
State Grantee Amount Drawn Grant Grant Activity Matrix National IDIS Activity Amount Funded Total Grant Amount for CDBG 2024 Grant year B24MC060550 Grant Number = $342,237.00 % of CDBG Drawn Total CDBG Funded
Name From Selected Grant Number Year Group Code Objective Activity Status From Selected Grant From Selected Amount Grant/Grant
Amount
(All Years All Sources)
Activity to prevent,
prepare for, and
respond to Coronavirus
Total CDBG Drawn
Amount
(All Years All Sources)
CA FOUNTAIN VALLEY 2024 B24MC060550 Administrative And Planning 21A 1120 Completed $52,867.87 $52,867.87 $52,867.87 $52,867.87 No CA FOUNTAIN VALLEY 2024 B24MC060550 Administrative And Planning 21D 1121 Completed $5,000.00 $5,000.00 $5,000.00 $5,000.00 No Total Administrative And Planning 16.91% $57,867.87 $57,867.87 $57,867.87 $57,867.87 CA FOUNTAIN VALLEY 2024 B24MC060550 Housing 14A LMH 1128 Completed $0.00 $0.00 $13,500.00 $13,500.00 No CA FOUNTAIN VALLEY 2024 B24MC060550 Housing 14H LMH 1127 Completed $66,208.55 $66,208.55 $66,208.55 $66,208.55 No CA FOUNTAIN VALLEY 2024 B24MC060550 Housing 15 LMA 1119 Completed $44,756.22 $44,756.22 $44,756.22 $44,756.22 No Total Housing 32.42% $110,964.77 $110,964.77 $124,464.77 $124,464.77 CA FOUNTAIN VALLEY 2024 B24MC060550 Public Services 05A LMC 1123 Completed $7,739.00 $7,739.00 $7,739.00 $7,739.00 No CA FOUNTAIN VALLEY 2024 B24MC060550 Public Services 05A LMC 1124 Completed $12,190.00 $12,190.00 $12,190.00 $12,190.00 No CA FOUNTAIN VALLEY 2024 B24MC060550 Public Services 05D LMC 1122 Completed $9,803.00 $9,803.00 $9,803.00 $9,803.00 No CA FOUNTAIN VALLEY 2024 B24MC060550 Public Services 05D LMC 1126 Completed $6,800.00 $6,800.00 $6,800.00 $6,800.00 No CA FOUNTAIN VALLEY 2024 B24MC060550 Public Services 05G LMC 1125 Completed $14,803.00 $14,803.00 $14,803.00 $14,803.00 No Non CARES Related Public Services 15.00% $51,335.00 $51,335.00 $51,335.00 $51,335.00 Total 2024 64.33% $220,167.64 $220,167.64 $233,667.64 $233,667.64

64.33% Grand Total $220,167.64 $220,167.64 $233,667.64 $233,667.64

PR26 - CDBG-CV Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 1
10:56
08-12-25

FOUNTAIN VALLEY , CA
Metrics
New Grantee (CV)
PART I: SUMMARY OF CDBG-CV RESOURCES
01 CDBG-CV GRANT
02 FUNDS RETURNED TO THE LINE-OF-CREDIT
03 FUNDS RETURNED TO THE LOCAL CDBG ACCOUNT
04 TOTAL CDBG-CV FUNDS AWARDED
PART II: SUMMARY OF CDBG-CV EXPENDITURES
05 DISBURSEMENTS OTHER THAN SECTION 108 REPAYMENTS AND PLANNING/ADMINISTRATION 06 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION
07 DISBURSED IN IDIS FOR SECTION 108 REPAYMENTS
08 TOTAL EXPENDITURES (SUM, LINES 05 - 07)
09 UNEXPENDED BALANCE (LINE 04 - LINE8 )
PART III: LOWMOD BENEFIT FOR THE CDBG-CV GRANT
10 EXPENDED FOR LOW/MOD HOUSING IN SPECIAL AREAS
11 EXPENDED FOR LOW/MOD MULTI-UNIT HOUSING
12 DISBURSED FOR OTHER LOW/MOD ACTIVITIES
13 TOTAL LOW/MOD CREDIT (SUM, LINES 10 - 12)
14 AMOUNT SUBJECT TO LOW/MOD BENEFIT (LINE 05)
15 PERCENT LOW/MOD CREDIT (LINE 13/LINE 14)
PART IV: PUBLIC SERVICE (PS) CALCULATIONS
16 DISBURSED IN IDIS FOR PUBLIC SERVICES
17 CDBG-CV GRANT
18 PERCENT OF FUNDS DISBURSED FOR PS ACTIVITIES (LINE 16/LINE 17) PART V: PLANNING AND ADMINISTRATION (PA) CAP
19 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION
20 CDBG-CV GRANT
21 PERCENT OF FUNDS DISBURSED FOR PA ACTIVITIES (LINE 19/LINE 20)

FOUNTAIN VALLEY , CA

616,554.00

0.00 0.00
616,554.00

596,509.95
20,044.05

0.00 616,554.00

0.00 0.00

0.00 596,509.95
596,509.95
596,509.95
100.00%

75,312.05
616,554.00

12.21%

20,044.05
616,554.00

3.25%

PR26 - CDBG-CV Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 2
10:56
08-12-25

FOUNTAIN VALLEY , CA
LINE 10 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 10 No data returned for this view. This might be because the applied filter excludes all data.

LINE 11 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 11 No data returned for this view. This might be because the applied filter excludes all data.

LINE 12 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 12 Plan Year IDIS Project IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2019
2020
13 13
948
949
950
951
952
953
954
955
956
957
958
959
960
961
991
992
993
994
995
996
997
998
999
1000
1001
1002
1003
1004
1005
1006
1007
1008
1009
1010
1011
1012
1013
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6401064
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
All-In Productions - SBERG
Douglas A. Tran, M.D. - SBERG
Talbert Dentistry - SBERG
Dr. Tam Bui, MD, Inc. - SBERG
Harbor Electric & Lighting - SBERG
Coast Physical Medicine - SBERG
Hard Media - SBERG
Alliance Rapid Manufacturing - SBERG
Starfish Restaurant - SBERG
Enjoying Mechanics - SBERG
Troung B. Nguyen, MD, Inc- SBERG
Professional Plumbing Inc - SBERG
TK Construction - SBERG
Figueroa Professional Services - SBERG
SBEA Grant - Advance Medical Equipment
SBEA Grant - AH Technology Solutions, Corp
SBEA Grant - Alliance Rehab
SBEA Grant - Andy's Cuts Barbershop
SBEA Grant - Angelfood Donuts
SBEA Grant - Bahn Khot Vung Tau Restaurant
SBEA Grant - Baskin Robbins #3069
SBEA Grant - Bella Ciao Hair Salon
SBEA Grant - Cafe & Te
SBEA Grant - Center Shoe Repair
SBEA Grant - Christina Chauncey, D.P.M.

SBEA Grant - Cty 611
SBEA Grant - Cyber Electronics
SBEA Grant - Daze Spa
SBEA Grant - Euroman Auto Service
SBEA Grant - Fountain Valley Pizza D'Z
SBEA Grant - Hall Occasions
SBEA Grant - Hwang's WMAC, Inc.

SBEA Grant - Lily's Beauty LLC
SBEA Grant - Los Altos Cleaners
SBEA Grant - Moonlight Pizza & Chicken
SBEA Grant - OC Live Active Chiropractic
SBEA Grant - OCC Builders, Inc
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18A
18C
18C
18C
18C
18C
18C
18A
18C
18C
18C
18C
18C
18C
18A
18C
18C
18C
18C
18C
18C
18C
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMJ
LMA
LMA
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMA
LMCMC
LMCMC
LMCMC
LMCMC
LMC
LMCMC
LMA
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
$8,019.48
$15,848.00
$4,944.92
$20,000.00
$19,126.00
$10,342.00
$20,000.00
$10,628.00
$5,520.00
$11,115.50
$9,190.00
$19,050.00
$5,164.00
$12,250.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00 Page 263
PR26 - CDBG-CV Financial Summary Report
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
Integrated Disbursement and Information System
DATE:

TIME:

PAGE: 3
10:56
08-12-25

FOUNTAIN VALLEY , CA
Plan Year IDIS Project IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2020
2021
2022
2023
Total
13 12
12 11
1014
1015
1016
1017
1018
1019
1020
1021
1022
1023
1024
1025
1041
1080
1113
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6526645
6606131
6636701
6674913
6718846
6734061
6770633
6795880
6837631
6878035
6908195
6928907
SBEA Grant - Pho Kim Quy, Inc
SBEA Grant - Pho Ktea
SBEA Grant - Pholosophy/Pholicious
SBEA Grant - Seeden Photography
SBEA Grant - Simply Home Cafe
SBEA Grant - Sky Drone Link
SBEA Grant - Teske Financial
SBEA Grant - The Tan Spa
SBEA Grant - Thyme Well Spent Catering
SBEA Grant - United Studios of Self-Defense
SBEA Grant - Vital Chiropractic
SBEA Grant - Williams MMA
Fresh Beginnings Ministries - Senior Services Program
Fresh Beginnings Ministries - Senior Services Program
Fresh Beginnings Ministries - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
18C
18C
18C
18C
18C
18C
18C
18C
18C
18C
18C
18C
05A
05A
05A
05A
05A
05A
05A
05A
05A
05A
05A
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMC
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMCMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$10,000.00
$7,540.00
$3,620.00
$3,320.00
$6,910.00
$7,270.00
$6,664.00
$7,740.00
$9,891.00
$8,673.00
$8,322.00
$5,362.05
$596,509.95
LINE 16 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 16 Plan Year IDIS Project IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2021
2022
2023
Total
12 12
11 1041
1080
1113
6606131
6636701
6674913
6718846
6734061
6770633
6795880
6837631
6878035
6908195
6928907
Fresh Beginnings Ministries - Senior Services Program
Fresh Beginnings Ministries - Senior Services Program
Fresh Beginnings Ministries - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
Lighthouse - Senior Services Program
05A
05A
05A
05A
05A
05A
05A
05A
05A
05A
05A
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
LMC
$7,540.00
$3,620.00
$3,320.00
$6,910.00
$7,270.00
$6,664.00
$7,740.00
$9,891.00
$8,673.00
$8,322.00
$5,362.05
$75,312.05
LINE 19 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 19 Plan Year IDIS Project IDIS
Activity
Voucher
Number Activity Name MatrixCode
National
Objective Drawn Amount
2019
Total
2 946 6393441
6400466
CDBG-CV Program Admin
CDBG-CV Program Admin
21A
21A
$12,381.86
$7,662.19
$20,044.05

39 Appendix 5
Public Comments
(TBD)

CITY OF FOUNTAIN VALLEY

CITY COUNCIL

COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: September 25, 2025 Members of the City Council
SUBJECT: Approve Amendment No. 2 to CON 21-63 (1040) with Bear Electrical Solutions, LLC for Street Light Maintenance and Repair Services to extend the contract for an additional two (2) year term, beginning October 19, 2025; and increase the total contract sum by $300,000, to an amount not-to-exceed $700,000.

Three-Year Strategic Goals
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☐ Attract and retain quality staff through best practices and trends ☒ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable

EXECUTIVE SUMMARY
The City of Fountain Valley contracts out streetlight maintenance repair services to optimize service quality, obtain specialized expertise, accommodate flexibility for changing demands, leverage access to capital & technology, transfer risk, and realize potential cost savings. The active streetlight maintenance contract is set to expire on October 19, 2025. Based upon the original contract approval, there’s a two-year contract extension available to execute, which will take the contract to its full term.

Throughout the four-year duration of the contract, there’s been a significant number of streetlight knockdowns; the increase in streetlight knockdowns during the 2024-25 period was 200% greater than anticipated. These incidents have prematurely depleted the contract’s capacity for as-needed repairs. Consequently, a $300,000 increase to the contract sum is requested to continue maintenance of the City’s streetlight network and to timely address the escalated replacement needs regarding damaged poles.

Sufficient funding for the two-year extension (FY25/26 through FY26-27) and contract sum increase has been allocated within the approved Street Light Maintenance and Repair Services budget. The two-year allocation is $350,000; the services are funded by the General Fund.

This item is a request for a contract extension and contract value increase to align with the approved budget allocation.

Bear Electrical Solutions, LLC Amendment No. 2 to CON 21-63 (MUNIS CON 1040) September 25, 2025

DISCUSSION
The City of Fountain Valley purchased Southern California Edison (SCE) owned streetlights in 2017. Since the purchase of the streetlights, the City of Fountain Valley pursued the solicitation of streetlight maintenance repair services to optimize service quality, obtain specialized expertise, accommodate flexibility for changing demands, leverage access to capital & technology, transfer risk, and realize potential cost savings.

On September 1, 2021, Request for Proposals (RFP) No.: 21-009 for Street Light Maintenance and Repair Services was posted on PlanetBids to invite qualified contractors per the City’s Municipal Code and Purchasing Policy (FVMC chapter 2.30.020) to submit their proposals, and the City received three (3) proposals. On October 19, 2021, the City Council awarded the Street Light Maintenance and Repair Services Contract CON 21-63 (Munis CON 1040) to Bear Electrical Solutions, LLC for $110,000 per year. The contract duration was for two (2) years with an option to extend it for two (2) additional two (2) year terms for a maximum possible total term of six (6) years.

A detailed summary of tasks and a unit price list was included as part of the original contract and proposal. While the cost for services was not a primary factor in the selection of qualified service providers, the hourly rates for equipment and labor offered by Bear Electrical Solutions, LLC were competitive with those offered by other vendors and were consistent with the rates in the industry.

On September 19, 2023, City Council approved Amendment No. 1, extending the contract for one (1) additional two (2) year period through October 19, 2025 for an annual amount not-toexceed $110,000 per year, leaving one (1) two-year extension available to the City. No CPI increase was requested by Bear Electrical Solutions, LLC as part of Amendment No. 1.

The Bear Electrical Solutions, LLC contract will expire on October 19, 2025. Staff has been satisfied with the services and work performed by their team. After considering the City’s historical RFP results, current economic conditions, and the service provided by Bear Electrical, staff recommends the City Council approve the Bear Electrical Solutions, LLC contract extension for an additional two (2) year term, from October 19, 2025, through September 30, 2027.

When light poles are damaged or destroyed, Bear Electrical Solutions LLC is responsible for the immediate mobilization and removal of damaged streetlight poles and debris, followed by the installation of a replacement pole. Over the four-year duration of the contract, the City has experienced twenty-one (21) total street light knockdowns as follows:
 Fiscal Year 2021/2022 – 1 knockdown
 Fiscal Year 2022/2023 – 7 knockdowns
 Fiscal Year 2023/2024 – 4 knockdowns
 Fiscal Year 2024/2025 – 9 knockdowns
All knockdowns were caused by driver collisions. These incidents are random in nature but are costly when they occur. The repair of damaged street light poles involves factors including pole

Bear Electrical Solutions, LLC Amendment No. 2 to CON 21-63 (MUNIS CON 1040) September 25, 2025

manufacturing lead times and varying street light pole types. The lead time to acquire each street light pole takes an average of five (5) months. Poles are manufactured on a made-toorder basis because street light poles vary in materials, heights, and foundation types throughout the City.

The average cost to remove and replace one (1) street light pole is approximately $15,000.

The City has replaced four (4) of the twenty-one (21) knockdowns, with all replacements occurring in FY23/24. The first four years of this contract did not fully account for the number of street light pole knock downs because the City was new to operating and maintaining Cityowned street lights, and; therefore, causing a growing backlog of street light pole knock downs.

Staff recommends increasing the total contract sum by $300,000 to an amount not-to-exceed $700,000. Amending the contract to an amount not-to-exceed $700,000 will allow the City to restore approximately twelve (12) to fourteen (14) damaged street lights at urgent locations and will also provide for continued routine street light maintenance within the remaining two (2) year contract and the City Council approved budget. There are existing street light knock downs that will not be restored through this contract where Staff will address this through future funding requests.

The City has been actively pursuing cost recovery for street light knockdowns and to date, Staff has recovered more than $50,000 which is associated to five (5) resolved claims. Staff is currently pursuing reimbursement from nine (9) active claims and will continue to pursue reimbursement for future street light knockdowns via the claims process.

It should be noted that Bear Electrical Solutions, LLC, initially requested a CPI increase of

16.23% to their current fee schedule under Amendment No. 2. This request is in alignment with the contract provisions (pages 1-3) and with the published CPI rate of 18.13% for the July 2021 – July 2025 period. However, staff successfully negotiated a 0% CPI increase (no cost increase) through the remaining contract duration of September 30, 2027.

FISCAL REVIEW
Street Light Maintenance and Repairs Budget for FY25/26 & FY26/27 FY25/26 - General Fund (Fund 100) – Acct No. 100.50.50503.55530

$175,000.00
FY26/27 - General Fund (Fund 100) – Acct No. 100.50.50503.55530

$175,000.00
Total Budget

$350,000.00

Bear Electrical Solutions, LLC Amendment No. 2 to CON 21-63 (MUNIS CON 1040) September 25, 2025

Amendment No. 2 to Bear Electrical Solutions, LLC; CON 21-63 (MUNIS CON 1040) Total Contract Sum (October 19, 2021 to October 18, 2025)

$400,000.00
Proposed Addition to Total Contract Sum (October 19, 2025 – September 30, 2027)

$300,000.00
Total Amount

$700,000.00
Bear Electrical Solutions, LLC Contract 21-63
Total Contract Sum

$400,000.00
Encumbered Funds (October 19, 2021 to July 1, 2025)

($352,046.50)
Amendment No. 2 Proposed Addition to Contract Sum

$300,000.00
Total Contract Capacity

$347,953.50

PUBLIC NOTIFICATION
Not applicable.

ENVIRONMENTAL IMPACT REVIEW
Not applicable.

ATTORNEY REVIEW
The Attorney for the City reviewed and approved the Bear Electrical Solutions, LLC CON 21- 63 (MUNIS CON 1040) on October 19, 2021, Amendment No. 1 to CON 21-63 (MUNIS CON 1040) on September 19, 2023, and approved Amendment No.2 to CON 21-63 (MUNIS CON 1040).

ALTERNATIVES
Alternative No. 1: Approve Amendment No. 2 to CON 21-63 (1040) with Bear Electrical Solutions, LLC for Street Light Maintenance and Repair Services to extend the contract for an additional two (2) year term, beginning October 19, 2025; and increase the total contract sum by $300,000, to an amount not-to-exceed $700,000.

Alternative No. 2: Do not approve Amendment No. 2 to Bear Electrical Solutions, LLC Contract CON 21-63 (MUNIS CON 1040). This is not the recommended action because the City would not be able to provide a reliable means to repair streetlights that are inoperable or destroyed due to motor vehicle accident impacts.

Bear Electrical Solutions, LLC Amendment No. 2 to CON 21-63 (MUNIS CON 1040) September 25, 2025

RECOMMENDATION
Staff is requesting City Council approve Amendment No. 2 to CON 21-63 (1040) with Bear Electrical Solutions, LLC for Street Light Maintenance and Repair Services to extend the contract for an additional two (2) year term, beginning October 19, 2025; and increase the total contract sum by $300,000, to an amount not-to-exceed $700,000.

Support by: Terri Phan, Management Aide
Prepared by: Ryan Damon, Engineering Associate
Recommended by: Kyle Knoke, P.E., Senior Civil Engineer Reviewed by: Temo Galvez, P.E., Deputy Public Works Director / City Engineer Approved by: Scott Smith, P.E., Director of Public Works Fiscal Review by: Ryan Smith, Finance Director / City Treasurer Approved by: Maggie Le, City Manager
Attachments:

1. Bear Electrical Solutions, LLC CON 21-63 (MUNIS CON 1040)

2. Amendment No. 1 to Bear Electrical Solutions, LLC CON 21-63 (MUNIS CON 1040)

3. Amendment No. 2 to Bear Electrical Solutions, LLC CON 21-63 (MUNIS CON 1040)

Attachment #1

Attachment #2

Attachment #3

CITY OF FOUNTAIN VALLEY

CITY COUNCIL

COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: September 25, 2025 Members of the City Council
SUBJECT: 1) Authorize staff to issue a purchase order to Olathe Ford Sales, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of four (4) new 2025 Ford Police Interceptor Utility Patrol Units for $234,451.70 through the existing cooperative contract with Sourcewell; and
2) Authorize staff to dispose of the existing vehicles by means that best meet the City’s needs
Three-Year Strategic Goals
☒ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☒ Attract and retain quality staff through best practices and trends ☐ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable

EXECUTIVE SUMMARY
The Police Department (PD) patrol fleet is currently facing urgent challenges following the recent loss of vehicles due to impaired drivers colliding with three (3) PD units. The three (3) vehicles involved were not scheduled for replacement at the time of the collisions. To avoid further impacts on public safety operations, staff has identified an opportunity to promptly secure new Ford Police Interceptor Utility vehicles through an existing Sourcewell contract.

This procurement ensures the City maintains essential patrol capacity and restores the fleet to appropriate operational levels. In addition, a fourth Police Interceptor Utility vehicle is needed to replace a 2019 Patrol Unit that is currently scheduled to be replaced and sent to auction due to age and high mileage.

The FY 2025/26 budget allocates a total of $240,000 from the General Fund to the Fleet Management Fund – Police Department, ISF – Fleet Capital – PD Passenger Cars account (112.70.70052.55544) for the purchase of four (4) police patrol vehicles. The total cost to purchase the four (4) new 2025 Ford Police Interceptor Utility vehicles utilizing the existing Sourcewell cooperative contract with Olathe Ford Sales, Inc. is $234,451.70. Therefore, there are sufficient funds to purchase the requested police vehicles.

Purchase of Police Patrol Vehicles
September 25, 2025

DISCUSSION
Police patrol vehicles have a 4-year life cycle, and the City budgets to replace four (4) police patrol vehicles annually to ensure that the fleet continues to meet the City’s public safety needs. Staff has determined through decades of experience with the operation and maintenance of these vehicles that a 4-year life cycle maximizes cost efficiency while providing a vehicle that meets the City’s public safety needs. Staff regularly evaluates police patrol units in the fleet to determine which units are of the highest priority for replacement and determines which patrol vehicles to replace upon receipt of the replacement vehicles.

As a result of the unanticipated loss of PD vehicles due to impaired drivers colliding with three (3) patrol units, there is an immediate need for new patrol units. Fortunately, staff has secured three (3) new Ford Police Interceptor Utility vehicles this fiscal year at Olathe Ford Sales, Inc.

In addition, a fourth vehicle has been secured to replace a 2019 patrol unit that needs replacement. The vehicles are scheduled to be received by October 31, 2025. Shipping costs will be avoided by redirecting delivery to a California-based dealership.

Staff is not procuring these patrol vehicles through Enterprise Fleet Management because of the unique immediate need. New factory orders placed with Ford for 2026 police models presently have a delivery time of approximately six (6) months. Therefore, the preferred solution for the most timely delivery is for the City to utilize a Sourcewell contract to purchase four (4) new 2025 Ford Police Interceptor Utility vehicles from Olathe Ford Sales, Inc.

The purchase of the new police patrol vehicles supports the City’s strategic goals of enhancing the culture and environment of “A Nice Place to Live” and attracting and retaining quality staff.

Replacing damaged and/or worn-out police patrol vehicles decreases vehicle downtime, increases fleet reliability, and enhances community and officer safety. New vehicles and the modern equipment they are outfitted with provide officers with the tools they need to continue effectively serving and protecting the community.

FISCAL REVIEW
Fountain Valley Municipal Code (FVMC) Contracting Procedures includes a bid exception provision [§2.36.070 (a) (4)] that allows for bidding to be dispensed with when participating in a cooperative contract with another government agency. The recommended purchase is through an existing cooperative contract with Sourcewell.

Sourcewell combines the buying power of 50,000 government, education, and nonprofit organizations through nationally, competitively solicited cooperative contracts. Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments. Sourcewell’s rigorous process streamlines the procurement process by developing Invitation for Bids and Request for Proposals for national, competitive solicitations that meet or exceed local requirements. Sourcewell’s cooperative purchasing program manages the solicitation requirements and offers members easy access to an established network of awarded contracts. Sourcewell membership is free to the City; there is no cost, fee, or obligation to join or use their contracts.

Sourcewell issued a Request for Proposal (RFP) in February 2024 for the procurement of class 4-8 chassis and cabs with related equipment, accessories, and services. The RFP was publicly

Purchase of Police Patrol Vehicles
September 25, 2025

advertised. Thirty-five proposals were received in March 2024 and were evaluated based on eight (8) criteria with pricing being the most heavily weighted. Based on that process, Olathe Ford Sales, Inc. was awarded a cooperative contract (Contract #032824-OLA) by Sourcewell.

The City can utilize the cooperative contract with Olathe Ford Sales, Inc. through Sourcewell to purchase the vehicles at a competitive price in compliance with the City’s purchasing policy.

The FY 2025/26 budget allocates a total of $240,000 from the General Fund to the Fleet Management Fund – Police Department, ISF – Fleet Capital – PD Passenger Cars account (112.70.70052.55544) for the purchase of four (4) police patrol vehicles. The total cost to purchase the four (4) new 2025 Ford Police Interceptor Utility vehicles utilizing the existing Sourcewell cooperative contract with Olathe Ford Sales, Inc. is $234,451.70. Therefore, there are sufficient funds to purchase the requested police vehicles.

FY 2025/26 Budget for 4 Police Patrol Vehicles (112.70.70052.55544) $ 240,000.00 2025 Ford Police Interceptor Utility Vehicles ($58,612.93 ea.) – Qty. 4 $ 234,451.70 The outfitting of the vehicles will be outsourced and managed by the Police Department. A total of $120,000 is allocated for the outfitting of the four (4) Ford Police Interceptor Utility vehicles. If the actual outfitting cost exceeds the budget, the Police Department will return to City Council to request a budget amendment if an additional source of funding is not found.

PUBLIC NOTIFICATION:

Not applicable.

ENVIRONMENTAL IMPACT REVIEW:

Not applicable.

ATTORNEY REVIEW:

This does not require the review or approval by the Attorney for the City. This action will be issued on a City approved purchase order form that provides standard terms and conditions which have been approved by the Attorney for the City.

ALTERNATIVES:

Alternative No. 1: 1) Authorize staff to issue a purchase order to Olathe Ford Sales, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of four (4) new 2025 Ford Police Interceptor Utility Patrol Units for $234,451.70 through the existing cooperative contract with Sourcewell; and 2) authorize staff to dispose of the existing vehicles by means that best meet the City’s needs.

Alternative No. 2: Do not approve the proposal to purchase the police vehicles through the existing cooperative contract and direct staff to obtain multiple quotes for the vehicles. This is not recommended as the cost under the cooperative

Purchase of Police Patrol Vehicles
September 25, 2025

contract is competitive, and leveraging the bulk buying power provides the best value to the City. All Sourcewell contracts have been competitively solicited nationally and save considerable staff time and effort over individual requests and specifications with various vendors to meet our procurement needs.

Alternative No. 3: Do not authorize the purchase of the police vehicles at this time and defer and direct staff to return at a future date with an update on the condition of existing patrol vehicles. This is not recommended, as the PD has an urgent need for patrol units and police patrol vehicles should be regularly replaced to ensure that the fleet continues to meet the City’s public safety needs.

RECOMMENDATION
Staff is requesting that City Council approve Alternative No. 1 which is to 1) authorize staff to issue a purchase order to Olathe Ford Sales, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of four (4) new 2025 Ford Police Interceptor Utility Patrol Units for $234,451.70 through the existing cooperative contract with Sourcewell; and 2) authorize staff to dispose of the existing vehicles by means that best meet the City’s needs Prepared by: Cassandra Burkart, Management Aide
Reviewed by: Mark Sprague, Field Services Manager
Approved by: Scott Smith, Director of Public Works
Approved by: Rod Cox, Interim Police Chief
Fiscal review by: Ryan Smith, Finance Director / City Treasurer Approved by: Maggie Le, City Manager
Attachment:

1. Quote – Olathe Ford Sales, Inc.

Purchase Order / Quote
OLATHE FORD SALES INC Date 8/21/2025
SANDRA GONZALEZ Valid Until 10/1/25
GOVERNMENT MANAGER Contract SOURCEWELL - 032824
DIRECT - 913-312-5371 PO
Lead Time INBOUND
Customer: Invoice Address: Delivery Address:

FOUNTAIN VALLEY Same

BRIAN MOSHER
Description - Vehicle Preview Details Line Total
2025 FORD PIU - ECOBOOST - 3.0L AWD - AGATE BLACK $45,907.00 K8A0 POLICE INTER UTILITY AWD
.119 INCH WHEELBASE

TOTAL BASE VEHICLE

AGATE BLACK METALLIC

CLOTH BUCKETS/VINYL REAR SEATS

ONYX INTERIOR
EQUIPMENT GROUP 500A
.FM STEREO

3.0L ECOBOOST V6 ENGINE
10-SPEED AUTO TRANSMISSION

HID PLUNG W/R HNDL INOPERABLE
JOB #3 ORDER

FORD FLEET SPECIAL ADJUSTMENT
50 STATE EMISSIONS

SPOT LAMP LED DUAL - WHELEN

KEYED ALIKE -KEY CODE E

NOISE SUPPRESSION BOND STRAPS

REAR DR HNDL AND LOCKS INOPR

DEFLECTOR PLATE
4-WAY MANUAL PASSENGER SEAT
¼ SIZE PICTURE IN PICTURE

LH/RH BALLISTIC DOOR PANEL IV

FRONT LICENSE PLATE BRACKET
MSRP - $58,085 - 8.79% off
FACTORY OPTION TOTAL $7,075.00
Subtotal less trade-in $52,982.00
Special Notes and Instructions Sales Tax 8.75% $4,635.93 MSO/ODO STATEMENT. CUST RESPONSIBLE FOR REGISTRATION, TAXES AND TITLING QUOTES ARE ONLY VALID UNTIL CURRENT MODEL YEAR ORDER BANK CLOSES. OLATHE FORD

RESERVES THE RIGHT TO CHARGE CUSTOMER FOR FLOORPLAN IF UPFITTING TAKES AN EXCESSIVE AMOUNT OF TIME.

PAYMENTS FOR VEHICLES MUST BE MADE WITHIN 30 DAYS OF INVOICE OR OLATHE FORD RESERVES

THE RIGHT TO CHARGE FLOORPLAN INTEREST FOR EACH DAY INVOICE IS OVERDUE Tire Tax 0 $0.00
Extended Warranty $0.00
Flooring $0.00
Dropship $600.00
MSO / ODO $395.00
Total Per Unit $58,612.93
Quantity of Units 4
PO Total $234,451.70
Above information is not an invoice and only an estimate of services/goods described above. Quote subject to change.

Please confirm your acceptance of this quote by signing this document, and returning your PO.

Signature
Print Name
Date
If you have any questions concerning this quote, contact Sandra Gonzalez Thank you for your business!
1845 E SANTA FE, OLATHE, KS 66062
505-850-5504 - [email protected]
ATTACHMENT #1

CITY OF FOUNTAIN VALLEY

CITY COUNCIL

COUNCIL ACTION REQUEST
To: Honorable Mayor and Agenda Date: September 25, 2025 Members of the City Council
SUBJECT: 1) Authorize staff to issue a purchase order to Plumber’s Depot, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of one (1) new 2025 GapVax MC1510-3S3X Combination Jet/Vac truck for $734,828.32 through the existing cooperative contract with Sourcewell; and
2) Authorize staff to dispose of Unit #8969 by means that best meet the City’s needs.

Three-Year Strategic Goals
☐ Enhance the culture and environment of “A Nice Place to Live” ☐ Achieve fiscal stability by evaluating processes, and attract and retain revenue producing businesses/opportunities
☒ Attract and retain quality staff through best practices and trends ☒ Maintain, build, and modernize infrastructure to support growth and future needs of the City
☐ Not applicable

EXECUTIVE SUMMARY
The City’s combination jet/vac truck is an integral part of Public Works maintenance for the utilities division. It is used for the routine daily maintenance and cleaning of the City’s sewer and storm drain systems, as well as emergency maintenance tasks such as breaking blockages, hydro excavation, sanitary sewer overflow containment, and emergency response cleanup.

The City currently operates two (2) combination jet/vac trucks. The newer primary truck is used to maintain the City’s sanitary sewer system. Whereas the older truck (Unit #8969) is used as an emergency backup and for hydro excavations. State regulations require the installation of Full Capture System (FCS) devices on the City’s storm drain inlets, increasing the service demands on the heavily used primary truck. Unit #8969 cannot handle additional maintenance demands due to its age, condition, limited parts supply, and increasing maintenance costs. With only one (1) reliable truck in operation, any mechanical failure or maintenance needs result in downtime that significantly hampers the City’s ability to meet regulatory deadlines and respond to emergencies. As infrastructure increases and environmental compliance standards tighten, the need for a second reliable unit has become critical.

Purchase of Jet/Vac Truck
September 25, 2025

The FY 2025/26 budget allocates $750,000 from the Sewer Enterprise Fund to the Fleet Management Fund – Public Works Department, ISF – Fleet Capital – PW, Other Mobile Equipment account (112.50.50052.55509) for the purchase of an additional jet/vac truck to meet the growing needs of the Sewer/Storm Drain Division. There is sufficient funding for this purchase.

DISCUSSION
The City’s combination jet/vac truck is an integral part of Public Works maintenance for the utilities division and the most heavily used piece of equipment in the fleet. This truck is a specialty vehicle utilized by a 2-person crew for both routine and emergency maintenance of the City’s sewer and storm drain systems. These maintenance activities are necessary to maintain compliance with the National Pollution Discharge Elimination System (NPDES) permits and Waste Discharge Regulations (WDR) requirements. Routine maintenance includes scheduled cleaning of approximately 133 miles of sewer mains, 7,500 feet of enhanced maintenance areas (EMA), 11 sewer siphons, 1 sewer lift station, 1 sewer wet well, 70 miles of storm drains, 7 storm siphons, 789 storm drain catch basins, 6 stormceptors, 33 storm culverts, 65 storm grates, and 2 storm water pump stations. On an emergency basis, the jet/vac truck clears sewer and storm drain blockages and is used for hydro excavation during emergency waterline and sewer line repairs when utility conflicts make it impractical to use backhoes for excavation.

In addition to routine maintenance and emergency repairs, the jet/vac truck is called upon for emergency cleanup of sanitary sewer overflows or hazardous material washdowns and cleanups. Sanitary sewer overflows usually do not originate from City property because of the routine maintenance performed by the utilities division; however, they do occur on private property (i.e., shopping centers, apartment units, commercial and industrial areas). Although such overflows originate on private property, they can be significant and create fines if they reach the City’s storm drain system, which flows into flood control channels and then the ocean.

The jet/vac truck is also utilized to assist other departments and divisions, such as Fire, Streets, and Government Buildings, with emergency response cleanup. Duties include preventing foaming agents and other fire runoff from entering the storm water system; liquid and construction debris clean up; and hydro excavation repairs and jetting assistance for other backups.

This demand from other departments and divisions often conflicts with scheduled sewer and storm drain maintenance. Failure to respond in a timely manner with the appropriate equipment can result in violations and significant fines. A replacement unit is needed to maintain service efficiency. The City’s current backup jet/vac truck (Unit #8969) is not a reliable option due to its age and condition. The manufacturer is no longer making replacement parts for this specific unit, and the pump currently needs to be replaced.

On April 7, 2015, the California State Water Resources Control Board (SWRCB) adopted the “Trash Amendments” to the Water Quality Control Plan for Ocean Waters of California to address significant trash pollution. Permittees (municipalities) were required to select one

Purchase of Jet/Vac Truck
September 25, 2025

of the two (2) options (Track 1 or Track 2) to capture trash before it gets in the waterways and submit their choice to the SWRCB by September 2, 2017. The City selected Track 1, which requires permittees to install, maintain, and operate FCS devices in the City’s storm drains to help prevent trash and pollutants from entering the City’s stormwater system.

By December 31, 2025, the City will install 330 FCS devices on the City’s storm drains creating additional demand for maintenance and usage of the jet/vac truck.

On August 23, 2022, the City Council approved the replacement of Unit #8969, a 2010 Camel jet/vac truck, and authorized staff to keep the unit in inventory as a non-replaceable vehicle to serve as an emergency backup and for use by the Utilities division for hydro excavations. Although Unit #8969 is still operational it’s limited to non-jetting projects that require minimal vacuuming due to water pump and vacuum system deficiencies. Restoring and maintaining the unit to working conditions will require a significant financial investment.

In addition, the manufacturer has discontinued parts for this model, meaning there’s limited stock available for repairs. Which severely impacts the City’s ability to maintain the vehicle.

Due to increasing costs and difficulty in maintaining the vehicle, staff is requesting authorization to dispose of Unit #8969 by means that best meet the City’s needs, after the new jet/vac truck is received.

Purchasing the 2025 GapVax MC1510-3S3X Combination Jet/Vac will support the City’s strategic goal of maintaining, building, and modernizing infrastructure to support growth and future needs of the City by ensuring the reliability of the fleet and the City’s ability to properly maintain its sewer and storm drain systems. The purchase also aligns with the City’s goal to attract and retain quality staff through best practices and incorporating new technology that’s easier and more reliable for staff to use, improving both efficiency and job satisfaction. If City Council approves the purchase of a new jet/vac truck, it will take approximately 10 months for the City to receive the truck.

FISCAL REVIEW
Fountain Valley Municipal Code (FVMC) Contracting Procedures includes a bid exception provision [§2.36.070 (a) (4)] that allows for bidding to be dispensed with when participating in a cooperative contract with another government agency. The recommended purchase is through an existing cooperative contract with Sourcewell.

Sourcewell combines the buying power of 50,000 government, education, and nonprofit organizations through nationally competitively solicited cooperative contracts. Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments. Sourcewell’s rigorous process streamlines the procurement process by developing Invitation for Bids and Request for Proposals for national, competitive solicitations that meet or exceed local requirements. Sourcewell’s cooperative purchasing program manages the solicitation requirements and offers members easy access to an established network of awarded contracts. Sourcewell membership is free to the City; there is no cost, fee, or obligation to join or use their contracts.

Purchase of Jet/Vac Truck
September 25, 2025

Sourcewell issued a Request for Proposal (RFP) in August 2021 for sewer vacuum, hydroexcavation, and municipal pumping equipment with related accessories and supplies. The RFP was publicly advertised. Twenty-two proposals were received in October 2021 and were evaluated based on eight criteria with pricing being the most heavily weighted. (Six of the proposals fell outside of the requirements of the RFP and were excluded from further consideration.) Based on that process, GapVax was awarded a cooperative contract (Contract #101221-GPV) by Sourcewell. The City can utilize the cooperative contract with GapVax, Inc. through Sourcewell to purchase the vehicle at a competitive price in compliance with the City’s purchasing policy through Plumber’s Depot, Inc., the sole GapVax factory authorized dealership for Southern California.

The FY 2025/26 budget allocates a total of $750,000 from the Sewer Enterprise Fund to the Fleet Management Fund – Public Works Department, ISF – Fleet Capital – PW, Other Mobile Equipment account (112.50.50052.55509) for the purchase of an additional jet/vac truck to meet the growing needs of the Sewer/Storm Drain Division. The total cost to purchase the new 2025 GapVax MC1510-3S3X Combination Jet/Vac truck is $734.828.32.

There are sufficient funds to purchase the requested vehicle.

FY 2025/26 Budget for a New Jet/Vac Truck $ 750,000.00
2025 GapVax MC1510-3S3X Combination Jet/Vac $734,828.32* *Includes sales tax.

PUBLIC NOTIFICATION
Not applicable.

ENVIRONMENTAL IMPACT REVIEW
Not applicable.

ATTORNEY REVIEW
This does not require the Attorney for the City review or approval. This action will be issued on a City approved purchase order form that provides standard terms and conditions, which have been approved by the Attorney for the City.

ALTERNATIVES
Alternative No. 1: 1) Authorize staff to issue a purchase order to Plumber’s Depot, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of one (1) new 2025 GapVax MC1510-3S3X Combination Jet/Vac truck for
$734,828.32 through the existing cooperative contract with Sourcewell; and 2) authorize staff to dispose of Unit #8969 by means that best meet the City’s needs.

Alternative No. 2: Do not approve the purchase of the jet/vac truck through the existing cooperative contract with Sourcewell and direct staff to obtain multiple quotes for the vehicle. This is not recommended as the cost under the cooperative contract is competitive, and leveraging the bulk buying

Purchase of Jet/Vac Truck
September 25, 2025

power provides the best value to the City. The cooperative contract identified has been competitively solicited and saves considerable staff time and effort over individual requests and specifications with various vendors to meet our procurement needs.

Alternative No. 3: Do not authorize the purchase of the additional jet/vac truck at this time and direct staff to keep Unit #8969. This is not recommended as the additional jet/vac truck is needed to meet the increasing maintenance demands required by the “Trash Amendments.” Without the additional jet/vac truck, it will be difficult for the Utilities division to properly maintain the City’s sewer and storm drains, ensure regulatory compliance, and support other departments. Unit #8969 is no longer a viable option, as the manufacturer has discontinued production and is no longer supplying replacement parts. The unit requires significant repairs, including water pump replacement, valve replacements, vacuum system servicing, blower repairs, debris tank refurbishment, and welding of structural components.

RECOMMENDATION
Staff is requesting City Council approval of Alternative No. 1 to 1) authorize staff to issue a purchase order to Plumber’s Depot, Inc., pursuant to FVMC 2.36.070 (a) (4), for the purchase of one (1) new 2025 GapVax MC1510-3S3X Combination Jet/Vac truck for $734,828.32 through the existing cooperative contract with Sourcewell; and 2) authorize staff to dispose of Unit #8969 by means that best meet the City’s needs.

Prepared by: Pedro Vasquez, Sewer/Storm Drain Supervisor Reviewed by: Mark Sprague, Field Services Manager
Approved by: Scott Smith, Director of Public Works
Fiscal Rev iew by: Ryan Smith, Finance Director
Approved by: Maggie Le, City Manager
Attachments: 1. Quote

2. Sourcewell Contract #101221-GPV

3. Sole Source Provider Letter

Quote
Date
3/31/2025
Estimate #
33351
Name / Address
City of Fountain Valley
Accounts Payable
10200 Slater Avenue
Fountain Valley, CA 92708-4736
Ship To
City of Fountain Valley
City Yard
Attn: Pedro Vasquez
17300 MT. Hermann Street
Fountain Valley, CA 92708
PLUMBERS DEPOT INC.
3921 W. 139th Street
Hawthorne, CA 90250
Rep
JAM
Serial #
Signature and Na...

Fax #
(310)355-1711
Total
Subtotal
Sales Tax (8.75%)
Item Description Qty Price Total
MC-1510 Gap Vax MC Series Combination Jet/Vacuum Machine 1 678,234.41 678,234.41T Disc-Sourcewell-... Sourcewell Discount for GapVax Truck -13,564.69 -13,564.69 FRT-001 Freight 12,000.00 12,000.00
_____________________________________
$734,828.32
$676,669.72
$58,158.60
Attachment #1

SOURCEWELL CONTRACT NO. 101221-GPV

PREPARED BY
PLUMBER'S DEPOT, INC.

PREPARED FOR
QUOTE
Pedro V.

City of Founation Valley
UPDATED:
2/25/2025

QUOTE ID
25-2569
UPDATED:
25 UPDATED
2/25/202
QUOTE
Plumbers Depot Inc

QUOTE ID: 25-2569

ALPHA OPTION DESCRIPTION NOTES QTY
CHA001 PETERBILT 548 (6 X 4) - 370 HP - 62,000 LB. GVWR - AUTO MODEL YEAR 2025 1 3 Year Extended Engine Warranty (Total 5 year) 1
3 Year Extended Transimission Warranty (Total 5 Year) 1 5 Year Extented Towing warranty 1
STD 10 USABLE YARD DEBRIS TANK MADE OF 3/16'' ASTM A-572 GRADE 50 EXTEN STEEL STANDARD

STD FULL-OPENING REAR TAILGATE STANDARD

STD STAINLESS STEEL TAILGATE SEALING ROD STANDARD

STD FOUR HYDRAULIC REAR DOOR LOCKS STANDARD

STD DUAL TAILGATE LIFT CYLINDERS STANDARD
STD FRONT MOUNTED HOIST CYLINDER, POWER UP AND DOWN, 55,000 LB CAPACITY STANDARD

STD THREE TIE-OFF ANCHORS ON TOP OF BODY STANDARD

STD FIVE YEAR WARRANTY ON DEBRIS TANK AGAINST RUST THROUGH, DISTORTION AND

CRACKS STANDARD
STD THREE TIE-OFF ANCHORS ON TOP OF THE BODY 6' APART STANDARD A1C STAINLESS DEBRIS BODY FLUSH OUT SYSTEM, MOUNTED AT MID-LEVEL IN DEBRIS TANK INCLUDES LOW POINT DRAIN 1
A2A DRAIN AT BOTTOM OF TAILGATE - 6" BRASS LEVER VALVE WITH 15' OF LAYFLAT HOSE VALVE IS NOT 100% LEAK PROOF 1 A3-CS FLOAT TYPE LIQUID LEVEL INDICATOR ON SIDE OF DEBRIS TANK 1 A11B FILTER SCREEN FOR PUMP OFF SYSTEM (SHORT BOX) REQUIRES A5 OR A6 1 A21 CURBSIDE LADDER TO PORT INSPECTION AREA 1
A18 PURGE VALVE AT GRAVITY DRAIN (1-1/4" BALL VALVE) 1
A22A GALVANIZED BOLT ON TAILGATE SPLASH SHIELDS 1
A37A UPGRADE BODY INLET CANNON TO HX STYLE WITH CLEANOUT 1 A39 LONG POLE HOLDER TO ACCOMMODATE (3) 12' CLAM DIGGERS 1 A44 PNEUMATIC TAILGATE PROP (IN ADDITION TO STANDARD TAILGATE PROP ROD) 1 STD 1500 GALLON WATER TANK MADE OF 3/16'' 304 STAINLESS STEEL STANDARD STD 4" HIGH ANTI-SIPHON RING WITH (4) 2-1/2" HOLES STANDARD

STD WATER TANK LEVEL SIGHT TUBE ON CURBSIDE STANDARD

STD DRAIN VALVE AT BOTTOM OF WATER TANK STANDARD
STD 3" FILL LINE WITH 2-1/2" FIRE HOSE CONNECTION CURBSIDE STANDARD 2025 MC1510-3S3X COMBINATION JET/VAC
September 2, 2025
NOTE: THE GAPVAX MC UNIT MAY EXCEED FEDERAL BRIDGE ALLOWABLE WEIGHTS WHEN LOADED WITH WATER, OR DEBRIS, AND/OR BOTH WATER AND DEBRIS COMBINED. PLEASE CONSULT FACTORY.

STD 3" WATER STRAINER WITH STAINLESS STEEL SCREEN ON WATER TANK FILL LINE STANDARD STD 3" SUPPLY LINE TO WATER PUMP MOUNTED AT REAR HINGE PIN STANDARD

STD FIVE YEAR WARRANTY ON WATER TANK AGAINST RUST THROUGH, DISTORTION AND

CRACKS STANDARD
B10 ADDITIONAL 3" FILTER BETWEEN WATER TANK AND PUMP (3" Y-STRAINER) 1 B23A GALVANIZED BAFFLES IN THE WATER TANK 1
B30 UPGRADE TO BUTTERFLY VALVE IN 3" SUPPLY LINE STANDARD STD TRUE 8" DIAMETER VACUUM SYSTEM STANDARD

STD VACUUM PUMP DRIVEN VIA MID-SHIP MOUNTED SPLIT SHAFT TRANSFER CASE

GEARBOX (PTO) STANDARD

STD NOISE & VIBRATION DAMPENING MOUNTS ON VACUUM PUMP AND TRANSFER CASE STANDARD

STD NOISE ATTENUATED VACUUM PUMP DISCHARGE SILENCER WITH RAIN CAP AND DRAIN STANDARD STD 24" CENTRIFUGAL CYCLONE SEPARATOR WITH 20" CHAMBER STANDARD

STD DUAL STAINLESS STEEL SHUTOFF FLOAT BALLS MOUNTED AT THE REAR OF DEBRIS

TANK STANDARD

STD STAINLESS STEEL VEE-WIRE SAFETY SCREEN STANDARD
STD 6" SAFETY VACUUM RELIEF STANDARD

STD PANIC SWITCH FUNCTION FOR VACUUM STANDARD
C8 UPGRADE TO ROOTS TYPE VACUUM PUMP 4,500 CFM AND 18" HG (4) 18" Hg VACUUM RELIEF VALVES 1 C2 6" MANUAL VACUUM RELIEF VALVE RECOMMENDED WITH PUMP-OFF SYSTEM 1

STD TRI-PLEX WATER PUMP SYSTEM STANDARD

STD AIR PURGE SYSTEM FOR PRIMARY CIRCUIT STANDARD

STD LOW POINT DRAIN VALVES ON WATER LINES STANDARD
D4 MULTIFLOW CONTROL AND SAFETY REGULATOR VALVE (MSUV) 1 STD WASHDOWN CIRCUIT WITH 50' X 1/2'' HOSE, QUICK CONNECT, AND WASHDOWN HAND GUN 50-FT HOSE REEL STANDARD
STD WASHDOWN CIRCUIT(S) WILL INCLUDE A SAFETY FLOW RESTRICTOR (1/4" HOSE) STANDARD D7A HOSE REEL FOR STANDARD WASHDOWN CIRCUIT, 50' X 1/2" 1 D3B GENERAL MKS "2" SERIES WATER PUMP RATED AT 80 GPM @ 2500 PSI (P/N: PUM022755) 1 D-GPVC VIBRATION DAMPENING COUPLER - WATER PUMP 1
D21 WATER RECIRCULATION VIA AUTOMATIC TRANSMISSION (INCLUDES WASHDOWN, ADDITIONAL CIRCUITS, AND LATERAL REEL) JETTER SYSTEM ONLY 1 STD 8" FRONT MOUNTED TELESCOPING BOOM WITH 26' REACH AND 180 DEG. ROTATION STANDARD STD 180 DEGREE POWER ROTATION VIA WORM DRIVE STANDARD
STD DUAL 4" LIFT CYLINDERS STANDARD

STD CAB PROTECTION RACK STANDARD
E6 REMOTE LUBE FOR BOOM LIFT AND ROTATION 1
STD FRONT FRAME MOUNTED HOSE REEL WITH 180 DEGREE ARTICULATION STANDARD STD HOSE REEL RATED FOR 800' OF HOSE AND 3,000 PSI STANDARD

STD EXTERIOR HOSE EXPANSION RIBS STANDARD

F1C DIGITAL FOOTAGE COUNTER - SHAFT-MOUNTED 1
F6 UPGRADE FRONT HOSE REEL TO POWER ARTICULATE VIA HYDRAULICS 1 F11 AUTOMATIC HOSE LEVEL WINDER (INCLUDES "J-HOOK" STLYE HOSE GUIDE) 1

STD CAB-MOUNTED CONTROLS FOR BLOWER AND HYDRAULICS STANDARD

STD CONTROL PANEL MOUNTED AT FRONT HOSE REEL WITH WATER PUMP CONTROLS STANDARD

STD OPERATOR CONTROL PANEL INCLUDES GAUGES FOR ENGINE, HYDRAULICS, VACUUM,

AND WATER PUMP STANDARD

STD PANIC SWITCH TO RELIEVE WATER PRESSURE AND VACUUM ON FRONT PANEL AND

CURB SIDE OF UNIT STANDARD
G2B G2B CONTROL SYSTEM WITH DM430 DISPLAY INCLUDES: WIRELESS CONTROL REQUIRED 1 LOW WATER SHUTDOWN PROTECTION 1
HIGH WATER TEMPERATURE SHUTDOWN PROTECTION 1
ENGINE OVERSPEED PROTECTION 1
ON-SCREEN DIAGNOSTICS FOR WATER, PTO AND ENGINE LEVELS 1 G19 WIRELESS REMOTE WITH BOOM, VACUUM, AND WATER PRESSURE FUNCTIONS STANDARD 1 G21-TD AARCOMM TRIDENT REMOTE 1
G21-AWR ADDITIONAL WIRELESS TRANSMITTER 1

STD TRUCK-LITE LED RUNNING (MARKER) LIGHTS STANDARD

STD LED STOP/TAIL/TURN LIGHT WITH POLISHED STAINLESS STEEL BOXES STANDARD H5B (2) BOOM WORK LIGHTS - HELLA LED WORK LIGHTS (PN: LHT022429) 1 H7BA (2) SIDE WORK LIGHTS - HELLA LED WORK LIGHTS (PN: LHT022429) (1 PER SIDE) 1 H18C REAR WHELEN ION SUPER LED FLASHERS - 6 LIGHT HEADS 1 3 ON EACH SIDE REAR (1 @ 45 DEGREES) 1
H33 REAR ARROW LIGHT - LOW PROFILE LED (CA TITLE-13 COMPLIANT) TRAFFIC ADVISOR (LHT022544, CODE 3 TORUS NARROWSTIK OR EQUAL) 1
H39B TWO HIGH INTENSITY LED WORK LIGHTS (HELLA PB1500) ON FRONT HOSE REEL TO SHINE INTO MANHOLE 1
STD 25' FIRE HOSE BASKET STANDARD
STD TWO (2) GALVANIZED STEEL TUBE TRAYS 1
I8B-DS 30" TOOL BOX - ALUMINUM, 30" WIDE X 24" TALL X 24" DEEP, MOUNTED ON THE DRIVER'S SIDE 1
I7B-CS 36" TOOL BOX - ALUMINUM, 36" WIDE X 24" TALL X 24" DEEP, MOUNTED ON THE CURBSIDE 1
I14 TRAFFIC CONE HOLDER ON DRIVER'S SIDE 1
I16A WHEEL CHOCK HOLDER (PER SIDE) - DRIVER'S SIDE 1
I16B WHEEL CHOCK HOLDER (PER SIDE) - CURBSIDE 1
I26B TWO BUMPER TOOL BOXES - ALUMINUM, 16" HIGH X 12" WIDE X 18" DEEP WITH FOLD DOWN DOOR 1

STD DOT LIGHTING / FENDERS / MUD FLAPS / TAILGATE SAFETY PROP, ICC LIGHTS STANDARD

STD REMOTE ACTUATED BODY SAFETY PROP STANDARD
STD 70 GALLONS AW-46 HYDRAULIC OIL, LEVEL/TEMPERATURE GAUGE, SHUTOFF ON

SUCTION STANDARD

STD REAR BUMPER, TRIANGLE KIT, FIRE EXTINGUISHER, BACKUP ALARM STANDARD

STD ALLISON 10-BOLT PTO UPGRADE STANDARD
J000 MID-SHIP MOUNTED (SPLIT-SHAFT) TRANSFER CASE WITH TOP DISCONNECT 1 J001 MUST BE "OMSI" BRAND TRANSFER CASE 1
J0B FRONT BUMPER - CALIFORNA FRONT BUMPER 1
J3 TOW HOOKS FRONT 1
J4B TOW HOOKS REAR - FRAME MOUNTED 1
J12 METAL MUD FLAPS IN FRONT OF REAR TIRES 1

STD PAINTED WITH PPG URETHANE PAINT STANDARD

STD PAINT BODY WHITE STANDARD

STD PAINT FRAME AND PARTS BLACK STANDARD

STD PAINT HOSE REEL AND BOOM BLACK STANDARD

STD FLEET FINISH STANDARD
STD 25 FEET OF VACUUM TUBING (5) AND CLAMPS STANDARD

STD TIGER TAIL HOSE GUIDE STANDARD

STD TWO SEWER CLEANING NOZZLES STANDARD
M3 FILL HOSE 25' X 2 1/2" 1
M5C LEADER HOSE 25' X 1" 1
M9H 1" PIRANHA SEWER HOSE - 3,000 PSI X 800 FT PLASTIC (BLUE) (PN: CAT022382) 1 M12 MANHOLE LIFTING HOOK 1
M13 HYDRANT WRENCH 1
M29B TWO CAMERA - BACK-UP CAMERA SYSTEM WITH 7" COLOR MONITOR (RV-505A), INCLUDES DVR-916 REAR AND DVR-921 FRONT CAMERA 1

PRICE OF BASE UNIT WITH OPTIONS: $ 678,234.41
SOURCWELL DISCOUNT: $ 13,564.69
DELIVERY: ($1,000.00 MINIMUM) @ $4.00 PER MILE $ 12,000.00 ESTIMATED SUBTOTAL: $ 676,669.71
SALES TAX: $ 58,158.60
TOTAL PRICE (PER UNIT): $ 734,828.31

SIGNATURE DATE
QUOTE ID LAST UPDATED:
25-2569 2/25/2025
TERMS: 15% DOWN PAYMENT BALANCE DUE UPON COMPLETION. IN THE EVENT OF THE PURCHASERS DEFAULT AND THE TERMINATION OF THIS SALES PROPOSAL AGREEMENT PRIOR TO START OF PRODUCTION, 25% OF THE DOWN PAYMENT SHALL BE FORFEITED AND APPLIED TO GAPVAX, INC. AS PART OF ITS DAMAGES. ONCE PRODUCTION HAS COMMENCED ON THIS SALES PROPOSAL AGREEMENT, IN THE EVENT OF THE

PURCHASERS CANCELLING THE SALES PROPOSAL AGREEMENT, OR FAILING TO ACCEPT DELIVERY, OR FAILING TO COMPLETE THE SALES PROPOSAL AGREEMENT, THE ENTIRE DEPOSIT SHALL BE FORFEITED TO GAPVAX, INC. BUT SUCH FORFEITURE SHALL NOT PREJUDICE ANY OTHER REMEDY WHICH GAPVAX, INC. MAY HAVE FOR BREACH OF ANY OF THE SALES PROPOSAL AGREEMENT. IN THE EVENT OF A COMPLETED

UNIT NOT BEING FUNDED IN A PROMPT AND TIMELY MANNER, AN ADDITIONAL FEE WILL OCCUR TO COVER THE ADDITIONAL FLOOR PLAN EXPENSE. FEDERAL EXCISE TAX AND DELIVERY ARE LISTED. STATE SALES TAX IS NOT INCLUDED. STATE SALES TAX AND VEHICLE REGISTRATION IS THE RESPONSIBILITY OF THE PURCHASER. EXCLUDES ALL OTHER APPLICABLE TAXES, DUTIES, TARIFFS, BROKERAGE, OR DOCUMENTATION FEES. DELIVERY, IF COORDINATED BY GAPVAX, IS $4.00 PER MILE, $1,000.00 MINIMUM.

DELIVERY TERMS: TERMS OF DELIVERY SHALL BE F.O.B. SHIPPING POINT, JOHNSTOWN, PENNSYLVANIA, U.S.A. THIS PROPOSAL WILL REMAIN IN EFFECT FOR 30 DAYS, UNLESS CHANGED IN THE INTERIM UPON WRITTEN NOTICE FROM THE COMPANY. PLEASE RETURN ONE SIGNED COPY OF THIS PROPOSAL, AND ANY FUTURE CORRESPONDENCE TO: GAPVAX, INCORPORATED, 575 CENTRAL AVE., JOHNSTOWN, PA 15902. BY SIGNING THIS PROPOSAL, PURCHASER THEREBY EXPRESSES ACCEPTANCE OF EACH AND EVERY TERM AND CONDITION SET FORTH HEREIN. ANY

PURCHASE ORDER OR ACKNOWLEDGMENT OFFERING TERMS INCONSISTENT WITH THE TERMS AND CONDITIONS HEREOF SHALL HAVE NO BINDING EFFECT WHATSOEVER ON GAPVAX INCORPORATED (THE "COMPANY") OR THE TERMS AND CONDITIONS HEREOF. THIS DOCUMENT AND

THE OTHER DOCUMENTS SPECIFICALLY REFERRED TO AS BEING A PART HEREOF, CONSTITUTE THE ENTIRE CONTRACT ON THE SUBJECT MATTER, AND SHALL NOT BE MODIFIED EXCEPT IN WRITING SIGNED BY BOTH PARTIES. ASSIGNMENT MAY BE MADE ONLY WITH WRITTEN CONSENT OF THE OTHER PARTY.

Chassis and Demo Units are SUBJECT TO PRIOR SALE, a 15% deposit is required with signed proposal ALL ORDERS ARE SUBJECT TO CURRENT PRICES IN EFFECT AT THE TIME OF ORDER ACKNOWLEDGMENT. PRICES AND SPECIFICATIONS ARE SUBJECT TO CHANGE WITHOUT NOTICE. PRICING DISCLAIMER: WHILE WE MAKE EVERY EFFORT TO MAINTAIN AND PRESERVE PRICING

ACCURACY, ALL COST INCREASES INCURRED AFTER ORDER ACKNOWLEDGMENT FOR MAJOR COMPONENTS AND GOVERNMENT MANDATED

REQUIREMENTS, TARIFFS, AND RAW MATERIAL SURCHARGES WILL BE PASSED THROUGH AND ADDED TO CUSTOMER INVOICES WITH OR WITHOUT NOTICE. ALTHOUGH THE INFORMATION ON THIS QUOTATION IS PRESENTED IN GOOD FAITH AND BELIEVED TO BE CORRECT AT THE TIME OF PRINTING, WE MAKE NO REPRESENTATIONS OR WARRANTIES AS TO THE COMPLETENESS OR ACCURACY OF THIS INFORMATION. WE

RESERVE THE RIGHT TO CHANGE, DELETE, OR OTHERWISE MODIFY THE PRICING INFORMATION WHICH IS REPRESENTED HEREIN WITHOUT ANY PRIOR NOTICE. WE CAREFULLY CHECK PRICING SPECIFICATIONS, BUT OCCASIONALLY ERRORS CAN OCCUR, THEREFORE WE RESERVE THE RIGHT TO CHANGE SUCH PRICES WITHOUT NOTICE. WE DISCLAIM ALL LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE MATERIALS. IN NO

EVENT WILL WE BE RESPONSIBLE FOR ANY DAMAGES OF ANY NATURE WHATSOEVER FROM THE RELIANCE UPON INFORMATION FROM THESE MATERIALS. PLEASE CHECK YOUR ORDER TO CONFIRM YOUR PRICING INFORMATION Please return a signed copy to [email protected]

PRICING SUMMARY

101221-GPV
Rev. 3/2021 1
Solicitation Number: RFP #101221

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and GapVax Inc., 575 Central Avenue, Johnstown, PA 15902 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Sewer Vacuum, Hydro-Excavation, and Municipal Pumping Equipment with Related Accessories and Supplies from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 29, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above. 








  
 


Attachment #2

101221-GPV
Rev. 3/2021 2
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be 








  
 



101221-GPV
Rev. 3/2021 3
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; 








  
 



101221-GPV
Rev. 3/2021 4
x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell 








  
 



101221-GPV
Rev. 3/2021 5
contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:










  
 



101221-GPV
Rev. 3/2021 6
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased 








  
 



101221-GPV
Rev. 3/2021 7
by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.









  
 



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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, 








  
 



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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.









  
 



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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract. 








  
 



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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms 








  
 



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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is 








  
 



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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time. 








  
 



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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions. 








  
 



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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names 








  
 



101221-GPV
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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation 








  
 



101221-GPV
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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; 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.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216. 








  
 



101221-GPV
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T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell GapVax Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Gary A. Poborsky
Title: Chief Procurement Officer Title: President
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________









  
 









 












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Bid Number: RFP 101221 Vendor Name: GapVax Inc