ea
ch land use category as identified in the storm drainage impact fee program and fee schedule.
C. For the purpose of calculating the storm drainage impact fee for development projects proposing a use that is not consistent with the parcel’s land use category as defined in the city’s General Plan, the public works Ddirector or his/her designee will determine the most appropriate storm drainage impact fee. Said storm drainage impact fee will be determined using the applicable impervious area factors for the proposed use.
D. The storm drainage impact fees shall be paid by the property owner in the amount as c
alculated pursuant to subsections (A), (B), and (C) of this section and shall be based on the detailed analysis in the storm drainage impact fee program nexus study.
E. For the purpose of calculating storm drainage impact fees pursuant to subsections (A), (B), and (C) of this section for properties with an approved use permit which significantly changes the underlying use of the site or properties within a special planning area, the public works Ddirector or his/her designee is hereby authorized to determine the fee category that corresponds most directly to the proposed use and density.
F. For the purpose of calculating storm drainage impact fees pursuant to subsections (A), (B),
and (C) of this section for building permits for land use categories not specifically named in this chapter or storm drainage impact fee program nexus study, the public works Ddirector or his/her designee is hereby authorized to determine the fee category that corresponds most directly to the proposed use and density. [Ord. 15-2020 § 1 (Att. 2)].
16.95.110 Cr edit for construction of trunk storm drainage facilities.
Upon request by the property owner or his authorized agent, the public works Ddirector may authorize the construction of specific storm drainage facilities, eligible under the storm drainage development impact fee program, in lieu of paying a portion of the storm drainage impact fees required by this chapter. The amount of credits authorized for the construction of drainage facilities shall be computed from the unit base costs included in the storm drainage impact fee program. Credits shall be based on the least expensive permanent facilities installed consistent with the city’s improvement standards and other applicable policies or regulations adopted by the city. The credit shall be based on the actual cost, not to exceed the programmed cost listed in the storm drainage impact fee program credit schedule in effect on the date the fees are paid.
A. Credits are authorized whenever drainage facilities are constructed and meet the fo
llowing criteria:
ITEM 10.2.
ATTACHMENT 3
1. Th
e facilities are part of the drainage system covered by storm drainage impact fee program;
2. Were designed to serve a watershed area of 30 acres or greater;
3. Were required by the city in connection with development or new construction; and
4. Were constructed pursuant to improvement plans approved by the city.
No credit shall be allowed for facilities that are not permanent facilities.
B. Prior to credits being finalized and/or issuance of any of the approvals set forth in RCMC 16.95.050 (e.g., approvals of building permits, subdivisions or zoning amendments), the construction of any drainage facilities authorized by this section must be accepted by the city.
C. Credits shall be adjusted as necessary at the time the facilities are accepted by the city.
D. Fifteen percent of the fee obligation must be paid in cash, and credits cannot be used.
This amount is to be paid to the city to cover administrative costs and construction of any necessary downstream improvements.
E. Where the amount of the allowed credit is less than the amount of the storm drainage impact fee otherwise applicable to the development in question, the property owner must pay the city the difference in accordance with RCMC 16.95.060.
F. Where the amount of the allowed credit is greater than the amount of the storm drainage impact fee, the city will pay the property owner the difference only from the applicable storm drainage impact fee fund within 10 years from the date the reimbursement agreement is submitted, pursuant to RCMC 16.95.120, in accordance with the storm drainage impact fee program nexus study in order of priority when funds are available. The property owner must enter into a credit agreement as well as a reimbursement agreement with the city.
G. The public works Ddirector may determine to either (1) provide the property owner with a credit pursuant to this section, or (2) enter into a reimbursement agreement with the property owner pursuant to RCMC 16.95.120. [Ord. 15-2020 § 1 (Att. 2)].
16.95.120 Reimbursement for construction of storm drainage facilities.
A. Upon application by the property owner, the public works Ddirector may enter into a reimbursement agreement authorizing the construction of any storm drainage facilities, or portions thereof, designated in the storm drainage impact fee program. In addition to the requirements of subsection (D) of this section, the agreement shall set forth the amount to ITEM 10.2.
ATTACHMENT 3
be r
eimbursed, the time and manner in which payments are to be made, and shall state that reimbursement by the city will only be made from the applicable storm drainage impact fee fund when funds are available.
B. By entering into a reimbursement agreement, a property owner is not relieved of the obligation to pay the storm drainage impact fees in the manner and amount specified by this chapter.
C. If the public works Ddirector or his/her designee enters into an agreement authorized by subsection (A) of this section, or credit agreement as authorized by RCMC 16.95.110(C), the agreement shall provide that:
1. The general fund of the city is not liable for payment of any obligations arising from the reimbursement agreement;
2. The credit or taxing power of the city is not pledged for the payment of any obligations arising from the reimbursement agreement;
3. The landowner shall not compel the exercise of the city taxing power or the forfeiture of any of its property to satisfy any obligations arising from the reimbursement agreement; and
4. The obligation arising from the reimbursement agreement is not a debt of the city, nor a legal or equitable pledge, charge, lien, or encumbrance upon any of its property, or upon any of its income, receipts, or revenues, and is payable only from the storm drainage impact fees deposited in the applicable storm drainage fund.
D. The property owner or his authorized agent shall apply for reimbursement as set forth in subsections (A), (B), (C) and (D) of this section no later than five years after the drainage facilities are constructed and accepted by the city. The property owner shall waive the right of reimbursement for construction costs payable under this section when the reimbursement is not applied for within said five-year limitation. [Ord. 15-2020 § 1 (Att. 2)].
16.95.130 Detention basin land.
A. The city will compensate developers for the appraised value of land for flood control and storm water quality detention basins that are:
1. Part of an approved drainage master plan;
2. Deemed by the Ddirector of public works (director) to be hydraulically efficient;
3. Regionally beneficial (serving more than 160 acres);
ITEM 10.2.
ATTACHMENT 3
4. Pe
rmanent facilities.
B. The city shall not issue credits or reimbursements for land purchases which:
1. Serve only the needs of a single developer, such as, but not limited to, a detention basin for a storm water pump plant, a basin that mitigates for floodplain reclamation;
2. Is associated with in-fill projects where peak flow attenuation is required to accommodate the limitations of the downstream conveyance pursuant to Section 9-1 of the city’s Improvement Standards.
C. For basin land that is eligible for credits as outlined above, the credit will be based on the appraisal of the unentitled/existing land value on the date of the filing of the first subdivision map or tentative parcel map, that requires the basin pursuant to the approved drainage master plan or conditions placed on the proposed project. The value shall not exceed the cost of land as set forth in the approved development impact fee program credit schedule in effect at the time the land is dedicated. [Ord. 15-2020 § 1 (Att. 2)]. authorized or required by, but not limited to: (1) the city of Rancho Cordova Improvement Standards; (2) the Sacramento County Construction Specifications; (3) the Quimby Act (Section 66477 et seq. of the Government Code) and implementing ordinances (Chapter 22.40 RCMC); and (4) school impact fees (Section 65970 et seq. of the Government Code) and implementing ordinances. Any credits or reimbursements pursuant to RCMC 16.95.110 and 16.95.120 shall not include credits or repayment for the funding, construction or dedications described in this section.
B. The construction of facilities by a private owner pursuant to RCMC 16.95.110 and 16.95.120 shall be performed and contracted for as required by law, including, but not limited to, compliance with the city’s Improvement Standards and requirements of the public works department, if applicable to the particular facility. [Ord. 15-2020 § 1 (Att. 2)].
ITEM 10.2.
ATTACHMENT 3
MEMORANDUM
City Council Staff Report - Page 1 of 2
ITEM 12.1.
DATE: July 7, 2025
TO: Honorable Mayor and Council Members
FROM: Stacy Delaney, Senior Management Analyst
SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT NO. 2025-170, WITH SOIL BORN FARMS URBAN
AGRICULTURE PROJECT (SOIL BORN FARMS) FOR AN AMOUNT
NOT TO EXCEED $150,000 PER YEAR, FOR GENERAL OPERATING
SUPPORT AND AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACT AMENDMENT NO. 2024-229-1 WITH SOIL BORN FARMS
TO INCREASE THE CONTRACT AMOUNT FROM $513,778 TO AN
AMOUNT NOT TO EXCEED $723,778 FOR THE CONSTRUCTION OF
THE ANIMAL BARN PROJECT AT THE AMERICAN RIVER RANCH
RECOMMENDATION
Adopt the Resolution.
RESULT OF RECOMMENDED ACTION
Adoption of the Resolution would initiate Contract No. 2025-170 and the First Amendment to Contract No. 2024-229 between the City of Rancho Cordova and Soil Born Farms.
BACKGROUND
Soil Born Farms submitted a request to the City of Rancho Cordova during the Fiscal Year 2025-26 Budget process to fund general operating costs and to increase the approved budget for the Animal Barn project at the American River Ranch. On June 2, 2025, City Council approved the Fiscal Year 2025-2027 Budget, which included the Fiscal Year 2025-26 Community Enhancement & Investment Fund grants. Some grants were approved as multi-year commitments, including the general operating support of Soil Born Farms. The City Council agreed to fund an amount not to exceed $150,000 per year for two consecutive fiscal years, for the period of July 1, 2025, through June 30, 2026 (Year One) and July 1, 2026, through June 30, 2027 (Year Two) for general operating costs. Moreover, the City Council approved an additional $210,000 for the Animal Barn construction project at the American River Ranch. The parties now desire to enter into a use of funds agreement detailing the provisions of the services, terms, and the outcomes desired to demonstrate the community benefit of the city's financial contribution towards general operating expenses. Additionally, the parties desire to amend the contract for the Animal Barn Project.
City Council Staff Report - Page 2 of 2
FISCAL IMPACT AND FUNDING SOURCE
The City Council has approved sufficient funds in the Fiscal Year 2025-26 and 2026-27 Operating Budgets through the city's Measure H Community Enhancement & Investment Fund allocation.
ATTACHMENT(S)
1. Resolution
2. Contract No. 2025-170
3. Contract No. 2024-229-1
ITEM 12.1. ATTACHMENT 1
Resolution No. XX-2025 Page 1 of 2
CITY OF RANCHO CORDOVA
RESOLUTION NO. XX-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA,
STATE OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT NO. 2025-170, WITH SOIL BORN FARMS URBAN AGRICULTURE PROJECT (SOIL BORN FARMS) FOR AN AMOUNT NOT TO EXCEED $150,000 PER YEAR, FOR
GENERAL OPERATING SUPPORT AND AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT NO. 2024-229-1 WITH SOIL BORN FARMS TO INCREASE THE CONTRACT AMOUNT FROM $513,778 TO AN AMOUNT NOT TO EXCEED $723,778 FOR THE CONSTRUCTION OF THE ANIMAL BARN PROJECT AT THE
AMERICAN RIVER RANCH
WHEREAS, the city has a Community Enhancement & Investment Fund which is funded by Measure H and Measure R, 1/2 cent local sales tax measures approved by Rancho Cordova voters in November 2014 and 2020; and
WHEREAS, the city has established a program for the making of community grants to people and organizations that will support community priorities, including arts, culture, history, and entertainment; education, after school programs, and school gardens; sports; and overall community benefit; and
WHEREAS, Soil Born Farms submitted a request to the City of Rancho Cordova during the Fiscal Year 2025-26 Budget process to fund general operating costs and to request additional funding for the animal barn construction; and WHEREAS, the city has allocated city funds to Soil Born Farms, which will benefit the City of Rancho Cordova and its residents by ensuring the operational capacity of Soil Born Farms is set to provide such programming activities for Rancho Cordova students, children, adults, and the visiting public, and to construct a 3,000 square foot animal barn that supports integration of farm animals into the ecosystem at the historic American River Ranch; and WHEREAS, the City Council agreed to fund an amount not to exceed $150,000 per year for two consecutive fiscal years, for the period of July 1, 2025, through June 30, 2026 (Year One) and July 1, 2026, through June 30, 2027 (Year Two) for general operating support and an additional $210,000 due to increased construction costs associated with the Animal Barn Project; and
WHEREAS, the City Council has approved sufficient funds in the Fiscal Year 2025-26 and 2026-27 Operating Budgets through the city's Measure H Community Enhancement & Investment Fund allocation for general operations support to Soil Born Farms and for the increased costs associated with the construction project.
NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA hereby authorizes the City Manager to enter into a use of funds agreement, known as Contract No. 2025-170, with Soil Born Farms for general operating support of their organization through June 30, 2027, and to enter into the First Amendment to Contract No. 2024-229 for the Animal Barn Project at the American River Ranch in a form approved by the City Attorney.
ITEM 12.1. ATTACHMENT 1
Resolution No. XX-2025 Page 2 of 2 PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 7th day of July 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Siri Pulipati, Mayor
ATTEST:
Stacy Leitner, CMC
City Clerk
CONTRACT NO.: 2025-170
June 30, 2025 2025/26 Funding Agreement Between
the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 1 of 5
AGREEMENT BETWEEN CITY OF RANCHO CORDOVA
AND SOIL BORN FARMS URBAN AGRICULTURE PROJECT
FOR USE OF CITY FUNDS
This Agreement is made by and between the City of Rancho Cordova, a California municipal corporation (“City”), and Soil Born Farms Urban Agriculture Project (“Soil Born Farms), a California 501(c)(3) Nonprofit corporation (“Provider”) (each may herein be referred to as a “Party” or collectively as “Parties”) as of July 1, 2025.
Whereas, City has allocated City funds to Provider for the purpose of providing operational support to Soil Born Farms, which will benefit the City of Rancho Cordova and its residents by maintaining and further developing Soil Born Farms and the historic American River Ranch and thereby elevating the profile of the City as being a destination for Rancho Cordova students, children, adults, and the visiting public; and City and Provider agree as follows:
1. Programs and Services. Provider will provide the services described in Exhibit A, entitled “Scope of Services.”
2. Term. The term (the “Term”) of this Agreement shall be as set forth in Exhibit A.
3. Funding and Use of Funds. City has allocated funds to Provider in the amount of Three Hundred Thousand Dollars ($300,000). The funds shall be disbursed to the Provider as set forth in Exhibit A and shall be used by Provider solely for the purposes, and subject to the terms, set forth in Exhibit A.
a. Failure to use the funds for the purposes described in Exhibit A and pursuant to the terms of this Agreement shall be considered a material breach of this Agreement.
Provider shall reimburse City for such funds and may be required to reimburse City for all funds allocated.
b. Minor changes in the use of funds may be approved in writing by the City Manager or his or her designee. “Minor” means a change of use for no more than thirty percent (30%) of the funds allocated to Provider, or a change which does not alter the core objectives of the service provided with the funds.
4. Unexpended Funds. If any funds advanced to Provider remain unexpended upon the expiration of the term of this Agreement, Provider shall return the unexpended funds to City within thirty (30) days of the expiration date of the Agreement.
5. Timeliness. Providers will have thirty (30) days following the receipt of their grant funding Agreement to provide the required insurance documents and IRS Form W-9 to the City ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 2025/26 Funding Agreement Between
the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 2 of 5 needed to execute the Agreement. This is being done to help mitigate delay of the project and/or the inability to complete the project during the proposed Term.
6. Maintenance and Use. [INTENTIONALLY OMITTED]
7. Documents, Reports and Records.
7.1 Record Retention. Provider shall always maintain a complete and current set of financial and statistical records of all its activities which shall clearly reflect the application and use of the funds received from City. All expenditures of the funds granted pursuant to this Agreement must be only for the items set forth in Exhibit A hereto and must be documented by receipts, cancelled checks, credit card statements, or other evidence acceptable to City, which clearly document the amount and purpose of the expenditure. Expenditures for which there is no documentation are not eligible for funding under this Agreement.
7.2 Inspection of Records. All records required to be retained pursuant to Section 7.1 shall be subject to inspection or audit by City at any reasonable time during the normal and usual business hours of Provider. Recognizing, however, that Provider may from time-to-time render services to recipients that are personal and confidential in nature, City will always maintain that confidentiality and will not require a public record to be made or provided that violate the confidentiality of Provider except as required by law. Any inspection or audit shall be made by City’s Administrative Services Director, or a designee of the Administrative Services Director.
7.3 Required Reports. Provider shall file Exhibit B, “Report Of Use of City Funds,” with the City on or before the dates set forth on Exhibit A. If payments of City funds are to be distributed in more than one installment, distribution of the second and any subsequent distributions will not be made until any required reports have been filed and approved by the City Manager or his or her designee. Provider shall file Exhibit C, “Outcomes Report,” with City on or before the date set forth on Exhibit A. Provider shall file reports using the City’s online software for grant management and as set forth in Section 14, Notices, below.
8. Non-Discrimination. Provider agrees that in the performance of this Agreement and in the provision of any services funded in whole or in part by the grant made by City to Provider pursuant to this Agreement, Provider shall not discriminate against any employee, recipient of Provider’s services, or any other person, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, gender, or sexual orientation. In the event that Provider is a religious organization, Provider shall also not condition receipt of any of the services funded by the grant made pursuant to this Agreement upon participation in any religious instruction or service.
9. Indemnification. Provider shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Provider or its employees, ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 2025/26 Funding Agreement Between
the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 3 of 5 subcontractors, volunteers, or agents, or by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Provider shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of the City or its officers, employees, agents, or volunteers; and (2) the actions of Provider or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Provider to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Provider from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether such insurance policies shall have been determined to apply. By execution of this Agreement, Provider acknowledges and agrees to the provisions of this Section and that it is a material element of consideration.
10. Insurance. Provider shall comply with the insurance requirements contained in Exhibit D, “Insurance Requirements,” and shall procure, at its own cost and expense all insurance coverages listed in Exhibit D before commencing services, projects, or programs with allocated City funds. Provider shall provide proof of such coverage, including certificates of insurance and endorsements, prior to receiving City funds.
Provider hereby acknowledges and agrees to acquire insurance timely and to provide accurate contact information for the City of Rancho Cordova’s insurance verification system. Initial
11. Attribution. Provider shall include the Community Enhancement & Investment Fund logo and/or the following language in all printed materials or electronic communications promoting or describing the programs and services to be provided pursuant to this Agreement:
“Supported in part by the Community Enhancement & Investment Fund from the City of Rancho Cordova.” The logo or language shall be in proportional type size to the total area of the printed material. If the funds provided herein are used to build or install a structure or improvement to property or a building, including, but not limited to, building improvements, playground or sports facilities, or art installations, or is used to fund the purchase of a vehicle on which signage will be placed, Provider shall include the attribution noted above on a permanent sign located at the site of the project or the signage located on the vehicle.
Provider hereby acknowledges and agrees to attribute funding of the project/program for general operating support, capacity building, and strategic planning efforts as described in paragraph 11. Initial
12. Provider Not an Agent. Except as City may specify in writing, Provider shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Provider shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 2025/26 Funding Agreement Between
the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 4 of 5
13. No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.
14. Notices. Any approval, document, or other notice which either party may desire to give to the other party under this Agreement must be made in writing and may be given by first class mail, postage prepaid, or reputable overnight delivery service or personal delivery addressed to the party to whom the notice is directed as set forth below, or at any other address as that party may later designate:
City of Rancho Cordova:
To Provider:
City of Rancho Cordova
2729 Prospect Park Drive
Rancho Cordova, California 95670
Attn: City Manager
Soil Born Farms
2140 Chase Drive
Rancho Cordova, CA 95670
Attn: Shawn Harrison
Any written notice, demand or communication shall be deemed received immediately if delivered by hand or upon the third day from the date it is postmarked if delivered by first class, registered or certified mail.
15. Interpretation. This Agreement will be performed entirely within California and shall be construed in accordance with the laws of the State of California and any action to enforce the terms of this Agreement must be brought in the court of competent jurisdiction for the County of Sacramento, State of California.
16. Attorneys’ Fees. In the event any proceeding or action is brought in connection with the enforcement of this Agreement, the prevailing Party shall be entitled to recover reasonable attorneys’ fees and costs, including those on appeal.
17. Amendments. The Parties may amend this agreement only by a writing signed by all Parties.
18. Integration. This Agreement, including Exhibits A, B, C, and D, attached hereto, and incorporated herein, represents the entire and integrated agreement between the Parties and supersedes all prior negotiations, representations, or agreements, either written or oral.
19. IRS Form W-9. Provider shall complete and submit Internal Revenue Form W-9 to the City before execution of this Agreement. The City’s Administrative Services Director shall have the ability to waive this requirement.
Signatures on the following page.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 2025/26 Funding Agreement Between
the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 5 of 5 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year first set forth above, which date shall be considered by the Parties to be the effective date of this Agreement.
CITY: PROVIDER:
______________________ ________________________
Micah Runner Shawn Harrison
City Manager Founder and Co-Director
Date: ___________ Date: _____________
Attest:
_____________________
Stacy Leitner, CMC
City Clerk
Date: ____________
Approved as to Form:
______________________
Adam U. Lindgren, City Attorney
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 1 of 6
EXHIBIT A
SCOPE OF SERVICES
Address: 2140 Chase Drive, Rancho Cordova, CA 95670
Telephone: 916.363.9685 (office); 916.718.3563 (mobile) Email: [email protected]
Contact Person/Title: Shawn Harrison/Founder and Co-Director Funding Allocation: $300,000
Term: July 1, 2025 – June 30, 2027
1. Services to be Provided: Provider shall use the funds to support general operations and administration for Soil Born Farms and the historic American River Ranch, which shall include staffing, insurance, increasing capacity, enhancing marketing, day on the farm events, wayfinding and other signage, and strategic planning services. Provider shall add more essential staffing, expand access to Rancho Cordova families, and host community events, classes, and hands-on workshops, as well as continue ongoing operations. Provider will attribute the City of Rancho Cordova funding and support on its website, and general marketing.
2. Units of Service to be Provided: See above.
3. Use of Funds: Provider shall use the funds as follows:
Year One: July 1, 2025 – June 30, 2026
$120,000
$30,000
$150,000
Staff salaries and wages and other operational costs and expenses of Soil Born Farms, including wayfinding and other signage
Strategic planning services
Total
Year Two: July 1, 2026 – June 30, 2027
$150,000
$150,000
Staff salaries and wages and other operational costs and expenses of Soil Born Farms, including wayfinding and other signage
Total
a. The amounts listed above are estimates of the expenditure and may vary.
However, the amount may not vary by more than thirty percent (30%) (with City Manager approval) unless the Agreement is amended. In no event shall the City’s total distribution of funds to Provider under the Agreement exceed the total allocation shown above.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 2 of 6 b. Unexpended Funds. If any funds advanced to Provider remain unexpended upon the expiration of the term of this Agreement, Provider shall return the unexpended funds to City within thirty (30) days of the expiration date of the Agreement.
c. In the event that the costs to perform the items of work set forth herein exceed the amount of funds granted to Provider, Provider shall be responsible for the payment of all costs in excess of the funds granted.
d. Prevailing Wages. To the extent required by law, Provider and all of the Provider’s subcontractors shall comply with California Health and Safety Code Section 33422.1 and shall comply with California Labor Code Section 1770 et seq. and all regulations adopted pursuant thereto (referred to herein as, “Prevailing Wage Laws”), and be responsible for carrying out the requirements of such provisions. The Provider shall, and hereby agrees to, unconditionally indemnify, reimburse, defend, protect and hold harmless the City and its elective and appointive boards, commissions, officers, agents, attorneys, consultants and employees, and all of their respective successors and assigns, from and against any and all claims, demands, suits and actions at law or in equity, and losses, liabilities, expenses, penalties, fines, orders, judgments, injunctive or other relief, and costs and damages of every kind, nature and description (including but not limited to attorneys’ fees and court costs; with counsel reasonably acceptable to the City), and administrative, enforcement or judicial proceedings, whether known or unknown, and which directly or indirectly, in whole or in part, are caused by, arise from, or relate to, or are alleged to be caused by, arise from, or relate to, the payment or requirement of payment of prevailing wages or the requirement of competitive bidding in the construction of the Project, the failure to comply with any state or federal labor laws, regulations or standards in connection with this Agreement, including but not limited to California Labor Code Section 1770 et seq. and the Prevailing Wage Laws, or any act or omission of the City or the Provider related to this Agreement with respect to the payment or requirement of payment of prevailing wages or the requirement of competitive bidding, whether or not any insurance policies shall have been determined to be applicable to any such claims, demands, suits, actions, losses, liabilities, expenses, penalties, fines, orders, judgments, injunctive or other relief, costs, damages, or administrative, enforcement or judicial proceedings. It is further agreed that the City does not, and shall not, waive any rights against the Provider which they may have by reason of this indemnity and hold harmless agreement because of the acceptance by the City, or the deposit with the City by the Provider, of any of the insurance policies described in this Agreement.
4. Eligibility Criteria for Qualification of Recipients for Services: N/A Provider shall keep documentation confirming eligibility requirements were met by recipients.
5. Allocation and Payment of Funds: City shall distribute the funds to Provider as follows: City shall pay Provider Twenty-Five Thousand Dollars ($25,000) upon execution of this Agreement (“Initial Payment”). After Provider exhausts the Initial payment, City shall ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 3 of 6 reimburse Provider for Operational costs and expenses incurred by Provider for the Term of the Agreement (each payment a “Reimbursement Payment,” collectively the “Reimbursement Payments”). The total payment of funds by City to Provider under this Agreement shall not exceed $150,000 in Year One (July 1, 2025 – June 30, 2026). The total payment of funds by City to Provider under this Agreement shall not exceed $150,000 in Year Two (July 1, 2026 – June 30, 2027). All Year Two payments shall be Reimbursement Payments.
In the event that any Report for Use of City Funds and/or Outcomes Report which is due to be filed prior to the date upon which a distribution is otherwise due, has not been timely filed, City shall not be obligated to make any additional distributions based on the submission of invoices until two weeks after the date on which the delinquent reports are received by City and have been reviewed and been determined to comply with the requirements of this Agreement.
All requests for the payment of funds shall be due to City by the termination date of this Agreement. The City acknowledges, however, that there may be circumstances when Provider may be unable to do so because it may not yet have received an invoice from a vendor prior to that date. In that case Provider may submit a final request for payment within sixty (60) days after the termination date of the Agreement. City shall not be required to make any payments based on requests submitted more than sixty (60) days after the termination date.
Provider hereby acknowledges and agrees to the conditions of allocation and payment of funds as described in paragraph 5.
Initial
6. Reports: Provider shall file the following reports (each a “Report” and collectively the “Reports”) with City on the dates set forth below:
6.1 Report for Use of City Funds: December 31, 2025, June 30, 2026, December 31, 2026, and June 30, 2027. The Provider may submit reports up to 30-days after the end of the report accounting period to allow for processing time.
The Reports shall include copies of documentation for all expenditures of the funds granted pursuant to this Agreement. Such documentation may include receipts, cancelled checks, credit card statements, or other evidence acceptable to City, and must clearly document the amount and purpose of the expenditure. Please take note of the following:
• A description and total amount of the expenditures incurred during the reporting period. This information can be provided in a table or similar format. Report periods are defined in Exhibit B and Exhibit C of this Agreement. • Sensitive banking information, payroll information, and any confidential business information shall be redacted from any documentation prior to being submitted.
Reports submitted to the City are public records and it remains Provider’s responsibility to ensure such protected information is not transmitted to the City.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 4 of 6 Expenditures which are not so documented are not eligible for funding under this Agreement. If all funds granted herein have been fully documented in the December of 2026 report, then the final Use of Funds Report is not required to be submitted in June of 2027.
6.2 Outcomes Report: December 31, 2025, June 30, 2026, December 31, 2026, and June 30, 2027. The Provider may submit reports up to 30-days after the end of the report accounting period to allow for processing time.
The Reports shall describe the services and/or programs provided, number of participants or attendees, and include photographs, and shall include the following • An impact statement demonstrating Provider’s accomplishments during the reporting period. Report periods are defined in Exhibit B and Exhibit C of this Agreement.
• Specific numerical data to quantify attendance and participation in Provider’s program/project/event
• Five (5) individual quality images for marketing purposes that tell the story and illustrate Provider’s program/project/event.
If all funds granted herein have been fully documented in the December 2026 report, then the final Outcomes Report is not required to be submitted in June of 2027.
Reports shall be submitted through an online platform using a form request provided by the City of Rancho Cordova’s Community Enhancement & Investment Fund staff. It is the responsibility of the Provider to participate in offered training and request assistance from staff to comply with the reporting requirements.
Provider hereby acknowledges and agrees to the reporting requirements set forth in paragraph 6.
Initial
7. Location and Facilities: Provider’s approved program or project must take place in the City of Rancho Cordova unless originally written into the Provider’s application approved by the City of Rancho Cordova. Provider shall independently secure space for the approved project and program.
Provider hereby acknowledges and agrees to the conditions of location and facilities as described in paragraph 7.
Initial
8. Additional Provisions: Provider will provide the following enhanced services and community benefits described below and will provide all support staff necessary to carry out this Agreement.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 5 of 6
8.1 Enhanced Services Outcomes. Provider will deliver the following enhanced outcomes and provide reporting on the metrics and the unique community benefit to Rancho Cordova residents as part of the Outcomes Reports referenced in Section 6 of Exhibit A:
• Capacity building, which may include hiring additional part-time and/or full-time staff whether directly employed by Provider or through external contracted services in the areas of fund development, administrative support, outreach to the community, teen workforce development and oversight, student and teacher engagement, and public activities such as open days on the farm. This improves overall operational efficiency of Provider and increases their ability to provide new or additional high-quality programs and activities to the Rancho Cordova community.
• Enhanced marketing to showcase and support the diverse hands-on environmental education for local youth and the visiting public. This includes adding “in Rancho Cordova” as a tag line in all printed materials or electronic communications promoting or describing the programs and services to be provided pursuant to this Agreement. The language shall be in proportional type size to the total area of the printed material. This will increase site visits both in person and digitally and brand recognition that the American River Ranch is in Rancho Cordova.
• New site wayfinding signage and other signage for guests entering the historic American River Ranch. This will increase the visibility of the American River Ranch and better direct the flow of patrons while on the property. Provider shall include attribution language on any permanent signs located at the American River Ranch provided pursuant to this Agreement.
• Strategic planning utilizing an external contract service provider specializing in work with nonprofit corporations like Provider. This will provide a short-term and long-term operational road map for the organization. • Provider will provide one (1) seat on their Board of Directors to be filled in or vacated at the direction of the City Manager. This Board member shall exercise his/her own judgment and discretion as a volunteer in serving Provider and shall not perform his/her services to Provider under the direction of the City Manager as an employee of the City.
8.2 Enhanced Community Benefit. Provider will provide enhanced community benefit by doing two or more of the following activities and provide reporting on the metrics as part of the Outcomes Reports referenced in Section 6 of Exhibit A:
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit A to 2025/26 Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 6 of 6 • Providing paid employment to teens living in Rancho Cordova (10-15 teens each year during the term of this Agreement not paid for under the wholly separate agreement for school garden support) • Offering free field trips for children attending Rancho Cordova schools (10 field trips each year during the term of this Agreement not paid for under the wholly separate agreement for school garden support) • Supporting school garden development and instruction (not paid for under the wholly separate agreement for school garden support) • Offering free or discounted classes or hands-on workshops to Rancho Cordova teachers or parent volunteers (three times each year during the term of this Agreement not paid for under the wholly separate agreement for school garden support)
• Designating “Rancho Cordova Day on the Farm” where activities such as regenerative agriculture farm tours, bird walks, etc. are free for Rancho Cordova residents (annually during the term of this Agreement) • Providing free compost, organic plants and other gardening supplies to Rancho Cordova schools and/or residents (three times per year during the term of this Agreement and not paid for under the wholly separate agreement for school garden support)
• Additionally, if Provider has other community benefit ideas, they may submit them in writing and have those approved by the City Manager or his or her designee.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit B to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 1 of 1
EXHIBIT B
REPORT FOR USE OF CITY FUNDS
Address: 2140 Chase Drive, Rancho Cordova, CA 95670
Telephone: 916.363.9685 (office); 916.718.3563 (mobile) Email: [email protected]
Contact Person/Title: Shawn Harrison/Founder and Co-Director Report Due Date: December 31, 2025, June 30, 2026, December 31, 2026, and June 30, 2027 Report Accounting Period: July 1, 2025 – December 31, 2025 (Report 1), January 1, 2026 – June 30, 2026 (Report 2), July 1, 2026 – December 31, 2026 (Report 3), and January 1, 2027 – June 30, 2027 (Report 4)
The Provider may submit reports up to 30-days after the end of the report accounting period to allow for processing time.
City funds received during reporting period:
City funds expended during reporting period (please attach all receipts and proof of payments made using City funds): [this should include a total and what it was spent on, including any line items, if applicable, and attach receipts or proof of expenditures] Units of service provided during this period (if applicable):
Units of service provided to City Residents during this period (if applicable):
The Reports shall include copies of documentation for all expenditures of the funds granted pursuant to this Agreement. Such documentation may include receipts, cancelled checks, credit card statements, or other evidence acceptable to City, and must clearly document the amount and purpose of the expenditure. Expenditures which are not so documented are not eligible for funding under this Agreement. If all funds granted herein have been fully documented in the December of 2026 report, then the final Use of Funds Report is not required to be submitted in June of 2027.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit C to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 1 of 2
EXHIBIT C
OUTCOMES REPORT
Address: 2140 Chase Drive, Rancho Cordova, CA 95670
Telephone: 916.363.9685 (office); 916.718.3563 (mobile) Email: [email protected]
Contact Person/Title: Shawn Harrison/Founder and Co-Director Report Due Date: December 31, 2025, June 30, 2026, December 31, 2026, and June 30, 2027 Report Accounting Period: July 1, 2025 – December 31, 2025 (Report 1), January 1, 2026 – June 30, 2026 (Report 2), July 1, 2026 – December 31, 2026 (Report 3), and January 1, 2027 – June 30, 2027 (Report 4)
The Provider may submit reports up to 30-days after the end of the report accounting period to allow for processing time.
The Reports shall consist of a narrative of work accomplished during the reporting period. City may require additional information or increased frequency of reporting to address the conditions and deliverables as described in the Additional Provisions found within Exhibit A. The Reports shall include an update on the following outcomes and metrics:
Capacity Building:
• Summary of additional part-time and/or full-time staff hired, by position, and the overall operational efficiencies realized
• Summary of additional contracted services, by position, and the overall operational efficiencies realized
• Summary of additional programs and/or activities offered at the American River Ranch
Enhanced Marketing:
• Summary of digital marketing campaigns and analytics measuring things such as site visits, unique viewers, popular content, user trends, and registration data • Summary of print, radio, or television marketing campaigns including analytics • Implementation of the “in Rancho Cordova” tag line and summary of how it is being used
New Wayfinding and Directional Signage:
• Summary of new signage installed, including location, type, number installed, and qualitative data focusing on patron experiences because of the new signage ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit C to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 2 of 2 Strategic Planning:
• Summary of the scope of work, including project overview, project cost, timeline, key operational milestones and deliverables, and a copy of the written final report or executive summary produced
Board of Directors:
• Confirmation that the City seat on the Board of Directors for Soil Born Farm has been established and filled
• Copy of the Board calendar of dates
Community Benefit:
• Summary of paid employment for teens living in Rancho Cordova • Summary of free field trips for children attending Rancho Cordova schools with usage numbers by school site
• Summary of school garden development and instruction with usage numbers by school site
• Summary of free, discounted classes, or hands-on workshops to Rancho Cordova teachers or parent volunteers with the percentage of discount offered and usage numbers included by school site
• Summary of Rancho Cordova Day on the Farm describing the free activities offered and the number of participants
• Summary of free gardening supplies to Rancho Cordova residents such as free compost and usage number included
• Summary of other community benefits unique to Rancho Cordova residents If all funds granted herein have been fully documented in the December 2026 report, then the final Outcomes Report is not required to be submitted in June of 2027.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit D to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 1 of 4
EXHIBIT D
INSURANCE REQUIREMENTS
Before beginning any work or expending any City allocated funds under this Agreement, Provider, at its own cost and expense, shall procure “occurrence coverage” insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the services hereunder by the Provider and its agents, representatives, employees, volunteers, and subcontractors. Provider shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Provider shall maintain the insurance policies required by this Exhibit D throughout the term of this Agreement. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.
City may approve reduced coverage amounts after review by the Administrative Services Director and City Attorney.
1. Workers’ Compensation. Provider shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Provider. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Provider may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the City. The insurer, if insurance is provided, or the Provider, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, agents and volunteers for loss arising from work performed under this Agreement.
Provider shall notify City within fourteen (14) days of notification from Provider’s insurer if such coverage is suspended, voided, or reduced in coverage or in limits.
The requirement to maintain Statutory Workers’ Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Provider does not have any employees.
2. General/Commercial Liability Insurance.
2.1 General requirements. Provider, at its own cost and expense, shall maintain commercial general liability or general liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00). The commercial general liability or general liability insurance shall be per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a commercial general or general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit D to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 2 of 4 shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
2.2 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Provider, including the insured’s general supervision of Provider; products and completed operations of Provider; premises owned, occupied, or used by Provider; and automobiles owned, leased, or used by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees, and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage.
d. Any failure of Provider to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be canceled except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City. Provider shall notify City within fourteen (14) days of notification from Provider’s insurer if such coverage is suspended, voided, or reduced in coverage or in limits.
2.3 Sexual Molestation and Abuse Coverage. Any Provider using City funds to provide direct services to children shall maintain sexual molestation and abuse coverage in an amount no less than FIVE HUNDRED THOUSAND DOLLARS ($500,000.00).
3. Automobile Liability Insurance.
3.1 General requirements. When applicable, Provider, at its own cost and expense, shall maintain automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00). The automobile liability insurance shall be per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If an automobile liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit D to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 3 of 4 against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
3.2 Minimum scope of coverage. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition), Code 1 (any auto). No endorsement shall be attached limiting the coverage.
3.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Provider, including the insured’s general supervision of Provider; products and completed operations of Provider; premises owned, occupied, or used by Provider; and automobiles owned, leased, or used by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees, and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage.
d. Any failure of Provider to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers.
4. All Policies Requirements.
4.1 Verification of coverage. Prior to beginning any work under this Agreement, Provider shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
4.2 Subcontractors. Provider shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
4.3 Deductibles and Self-Insured Retentions. Provider shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement.
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO.: 2025-170
June 30, 2025 Exhibit D to 2025/26 to Funding Agreement Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – General Operating Support Page 4 of 4 During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Provider may increase such deductibles or self- insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Provider procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them.
4.4 Waiver of Subrogation. Provider hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Provider agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the Provider, its employees, agents, and subcontractors.
4.5 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Provider shall provide written notice to City at Provider’s earliest possible opportunity and in no case later than five (5) days after Provider is notified of the change in coverage.
4.6 Confirmation of Point of Contact and Insurance Maintenance Acknowledgement. The City of Rancho Cordova has transferred ongoing insurance certificate monitoring to Ebix, RCS, Inc. Exhibit D of this Agreement specifies the insurance requirements of doing business (including receiving grant funding and sponsorships) with the City of Rancho Cordova. Ebix RCS, Inc. will notify the Provider’s contact person by email at the address provided below if the insurance on file becomes non-compliant.
Provider hereby acknowledges and agrees to the insurance requirements set forth in Exhibit D will be monitored for compliance by Ebix, RCS, Inc.
Initial
Provider hereby agrees to maintain insurance meeting all requirements of this agreement by responding to all notices received from Ebix, RCS, Inc., [email protected] Initial
In the space below, confirm an active email responsible for maintaining Provider’s insurance.
This may be an individual associated with Provider and does not need to be an insurance broker.
Email Address:
6211339.1
ITEM 12.1.
ATTACHMENT 2
CONTRACT NO. 2024-229-1
June 24, 2025 First Amendment to MOU Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – American River Rancho Animal Barn Project Page 1 of 3
FIRST AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF RANCHO CORDOVA AND
SOIL BORN FARMS URBAN AGRICULTURE PROJECT FOR THE
AMERICAN RIVER RANCH ANIMAL BARN PROJECT
This First Amendment to the Memorandum of Understanding (“Amendment”) is made by and between the City of Rancho Cordova (“City”) and Soil Born Farms Urban Agriculture Project (“Soil Born Farms”) as of July 1, 2025. City and Soil Born Farms are hereinafter collectively referred to as the "Parties."
RECITALS
WHEREAS, the Parties entered into a Memorandum of Understanding (“MOU”) d ated September 1, 2024, for the purpose of constructing a 3,000 square foot animal barn that supports integration of farm animals into the ecosystem at the historic American River Ranch for holistic land stewardship practices and provides infrastructure to support diverse hands-on environmental education for local youth and the visiting public; and
WHEREAS, this Amendment will increase the funding amount by Two Hundred Ten Thousand Dollars ($210,000) due to increased construction costs associated with the Animal Barn Project; and
NOW, THEREFORE, the Parties hereto agree as follows:
AGREEMENT
1. Section 2 of the MOU, “Project Costs” had been determined by Soil Born Farms to be Two Million Five Hundred Twenty-Five Thousand Seven Hundred Seventy-Eight Dollars ($2,525,778). City and Soil Born Farms had previously agreed to share these costs as follows:
a. City
Responsibility. City shall be responsible for paying for the following costs of the Project:
$172,180 Project Management
$18,750 Site Preparation
$294,890 Animal Barn Construction
$27,958 Indirect Costs
$513,778 Sub-Total Construction
b. Soil Born Farms Responsibility. Soil Born Farms shall be responsible for paying the remaining costs of Two Million Twelve Thousand Dollars ($2,012,000), to be used for all project costs which are not covered by City’s Contribution, and which are necessary to complete the improvements to the American River Ranch, including, but not limited to, all additional costs for design, labor, construction, materials, environmental and labor compliance, supervision and project management, purchase of livestock, plants, planter beds, feed, indoor/outdoor pens, and signage.
ITEM 12.1.
ATTACHMENT 3
CONTRACT NO. 2024-229-1
June 24, 2025 First Amendment to MOU Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – American River Rancho Animal Barn Project Page 2 of 3 Soil Born Farms has a wholly separate agreement with the Wildlife Conservation Board, referred to as WC-2493CA.
c. The Parties agree to amend Section 2 of the MOU to increase the Project Costs.
Section 2 of the MOU is amended to read as follows:
“Project Costs. The total Project costs have been determined by Soil Born Farms to be Two Million Nine Hundred Thirty-Four Thousand One Hundred Sixteen Dollars ($2,934,116). City and Soil Born Farms have agreed to share these costs as follows:
a. City Responsibility. City shall be responsible for paying for the following costs of the Project:
$272,072 Project Management
$421,405 Animal Barn Construction
$30,301 Indirect Costs
$723,778 Sub-Total Construction
Soil Born Farms may use reasonable flexibility with respect to expenditures between line items described above if the total City Contribution is not exceeded. In no event shall the City’s total payment under the MOU exceed the total City allocation shown above.
b. Soil Born Farms Responsibility. Soil Born Farms shall be responsible for paying the remaining costs of Two Million Two Hundred Ten Thousand Three Hundred Thirty-Eight Dollars ($2,210,338), to be used for all project costs which are not covered by City’s Contribution, and which are necessary to complete the improvements to the American River Ranch, including, but not limited to, all additional costs for design, labor, construction, materials, environmental and labor compliance, supervision and project management, purchase of livestock, plants, planter beds, feed, indoor/outdoor pens, and signage.”
2. Section 4 of the MOU, “Payment by City to Soil Born Farms of City Share” provides for the City to pay Soil Born Farms Five Hundred Thirteen Thousand Seven Hundred Seventy-Eight Dollars ($513,778). The Parties agree to amend Section 4 of the MOU in order to increase the compensation amount to pay Soil Born Farms for increased costs associated with the Animal Barn Project. Section 4 of the MOU is amended to read as follows:
"Payment by City to Soil Born Farms of City Share provides for the City to pay Soil Born Farms Seven Hundred Twenty-Three Thousand Seven Hundred Seventy-Eight Dollars ($723,778). City shall pay its share of the costs of the project to Soil Born Farms which shall apply the funds for the purposes set forth in
2.a. City shall pay as follows:
a) Within 14 days of execution of this original MOU, the City shall pay Soil Born Farms $128,444.
b) Within
14 days of Soil Born Farms demonstrating the award of a construction contract, the City shall pay the construction contract amount not
to exceed$ 421,405.
ITEM 12.1.
ATTACHMENT 3
CONTRACT NO. 2024-229-1
June 24, 2025 First Amendment to MOU Between the City of Rancho Cordova and Soil Born Farms Urban Agriculture Project – American River Rancho Animal Barn Project Page 3 of 3 c) Thereafter, once the combined initial two payments totaling $5 49,849 represented in section 4.a and 4.b. above have been expended by Soil Born Farms, the City shall reimburse Soil Born Farms for the remaining costs pursuant to this MOU upon presentation to City of invoices documenting the purchase of those services or items.”
3. All other terms and conditions in the MOU shall remain in ful l force and effect to the extent they are not in conflict with this Amendment.
4. The signatures of the Parties to this Amendment may be executed and acknowledged on separate pages or in counterparts which, when attached to this Amendment, shall constitute one complete Amendment.
IN WITNESS WHEREOF, the Parties have executed this Amendment on the day and year first above written.
CITY OF RANCHO CORDOVA SOIL BORN FARMS URBAN
AGRICULTURE PROJECT
____________________________ ______________________________ Micah Runner, City Manager Shawn Harrison, Founder & Co-Director Date:__________________ Date:__________________
Attest:
____________________________
Stacy Leitner, CMC, City Clerk
Date:__________________
Approved as to Form:
____________________________
Adam U. Lindgren, City Attorney
Date:__________________
ITEM 12.1.
ATTACHMENT 3
MEMORANDUM
City Council Staff Report - Page 1 of 2
ITEM 12.2.
DATE: July 7, 2025
TO: Honorable Mayor and Council Members
FROM: Kim Juran, Administrative Services Director
SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH THE RANCHO CORDOVA FOOD LOCKER IN
THE AMOUNT OF $1,100,000 FOR OPERATING SUPPORT
THROUGH JUNE 30, 2030
RECOMMENDATION
Adopt the Resolution.
RESULT OF RECOMMENDED ACTION
Adoption of the Resolution would give the City Manager the authority to execute a contract that will enable the city to increase its support for the Rancho Cordova Food Locker operations to $220,000 per year over the next five years.
BACKGROUND
The City of Rancho Cordova has been a financial contributor to the Rancho Cordova Food Locker (RCFL) for several years with the use of Measure H funding and most recently, American Rescue Plan Act (ARPA) funding. In February 2021, the city commissioned a feasibility study for RCFL to help better understand its optimal operational structure as well as future growth potential. One of the key findings of the feasibility study was the need to hire an Executive Director to proactively advance its mission, "to fight hunger and feed hope in Rancho Cordova." In 2022, the RCFL board hired Carrie Johnson to serve as its first Executive Director.
Under Carrie's leadership, the RCFL has expanded its reach to more than 4,000 local residents.
As part of its vision for the future, in 2024 RCFL purchased a vacant 6,600 square foot facility that would allow for growth and expansion of services. This project will transform the site from the currently run-down, vacant building into the region's first Community Food Hub, an innovative reimagining of the traditional food pantry. At the heart of this transformation is a grocery store-style shopping experience that will empower individuals and families facing food insecurity to choose foods that meet their unique dietary, cultural, and health needs - replacing pre-packed food boxes with dignity, autonomy, and access. This project is slated to begin in summer 2025 and open to the public by mid 2026.
At the City Council work session on May 14, 2025, a formal request was made to the city by Carrie Johnson to provide financial support to the Rancho Cordova Food Locker Community
City Council Staff Report - Page 2 of 2
Food Hub project. At this meeting, the council indicated their support of a $1.1 million financial contribution to RCFL. Staff is recommending that this financial support be spread over the next five years to provide additional operating support for RCFL while they focus their fundraising efforts and donor contributions towards the construction of the Community Food Hub project.
This approach avoids the use of public funds towards the construction of the Community Food Hub project, which would trigger additional costs and time burdens on the project.
FISCAL IMPACT AND FUNDING SOURCE
A total financial contribution of $1.1 million for the Rancho Cordova Food Locker was budgeted for in the Fiscal Year 2025-27 budget. The funding source for this financial support will come from the Community Enhancement and Investment Fund Measure R Legacy Project allocation.
ATTACHMENT(S)
1. Resolution
2. Contract
ITEM 12.2. ATTACHMENT 1
Resolution No. XX-2025 Page 1 of 2
CITY OF RANCHO CORDOVA
RESOLUTION NO. XX-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA,
STATE OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A
CONTRACT WITH THE RANCHO CORDOVA FOOD LOCKER IN THE AMOUNT OF $1,100,000 FOR OPERATING SUPPORT THROUGH JUNE 30, 2030
WHEREAS, the Rancho Cordova Food Locker has been providing emergency food support to the Rancho Cordova community for over 35 years; and
WHEREAS, the City of Rancho Cordova has been a financial contributor to the Rancho Cordova Food Locker with the use of both Community Enhancement and Investment Fund and American Rescue Plan Act funding; and
WHEREAS, as part of its vision for the future, in 2024, the Rancho Cordova Food Locker purchased a vacant 6,600 square foot facility that would allow for growth and expansion of services; and
WHEREAS, this project will transform the site from the currently run-down, vacant building into the region's first Community Food Hub, an innovative reimagining of the traditional food pantry; and
WHEREAS, at the City Council work session on May 14, 2025, a formal request was made to the city by the Rancho Cordova Food Locker Executive Director to provide financial support to the Rancho Cordova Food Locker Community Food Hub project; and
WHEREAS, at this same meeting, the City Council indicated their support of a $1.1 million financial contribution to the Rancho Cordova Food Locker; and WHEREAS, staff recommends that this financial support be spread over the next five years to provide additional operating support for RCFL while they focus their fundraising efforts and donor contributions towards the construction of the Community Food Hub project to ensure public funds are not used towards the construction of the Community Food Hub project, which would trigger additional costs and time burdens to the project.
NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA authorizes the City Manager to execute a contract with the Rancho Cordova Food Locker in the amount of $1,100,000 for operating support through June 30, 2030.
PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 7th day of July 2025 by the following vote:
AYES:
NOES:
ABSENT:
ITEM 12.2. ATTACHMENT 1
Resolution No. XX-2025 Page 2 of 2 ABSTAIN:
Siri Pulipati, Mayor
ATTEST:
Stacy Leitner, CMC
City Clerk
AGREEMENT BETWEEN CITY OF RANCHO CORDOVA
AND RANCHO CORDOVA FOOD LOCKER
FOR USE OF CITY FUNDS FOR OPERATING SUPPORT
Th
is Agreement is made by and between the City of Rancho Cordova, a California municipal corporation (“City”), and Rancho Cordova Food Locker, a California 501(c)(3) nonprofit charitable corporation (“Provider”) (each may herein be referred to as a “Party” or collectively as “Parties”) as of July 1, 2025.
Wh
ereas, City has allocated City funds to Provider for the purpose of supporting the operations of the Rancho Cordova Food Locker and support for its executive director, which will benefit the City of Rancho Cordova and its residents by allowing the Provider to continue to improve its program to store and distribute food to the hungry, including families with children, in the City of Rancho Cordova; and
Ci
ty and Provider agree as follows:
1. Pr
ograms and Services. Provider will provide the services described in Exhibit A, entitled “Scope of Services.”
2. Term. The term (the “Term”) of this Agreement shall be as set forth in Exhibit A.
3. Funding and Use of Funds. City has allocated funds to Provider in the amount of One Million One Hundred Thousand Dollars ($1,100,000). The funds shall be disbursed to the Provider as set forth in Exhibit A and shall be used by Provider solely for the purposes, and subject to the terms, set forth in Exhibit A.
a. Failure to use the funds for the purposes described in Exhibit A and pursuant to the terms of this Agreement shall be considered a material breach of this Agreement. Provider shall reimburse City for such funds and may be required to reimburse City for all funds allocated.
b. Minor changes in the use of funds may be approved in writing by the City Manager or his or her designee. “Minor” means a change of use for no more than thirty percent (30%) of the funds allocated to Provider, or a change which does not alter the core objectives of the service provided with the funds.
4. Unexpended Funds. If any funds advanced to Provider remain unexpended upon the expiration of the term of this Agreement, Provider shall return the unexpended funds to City within thirty (30) days of the expiration date of the Agreement.
5. Timeliness. Providers will have sixty ( 60) days following the receipt of their grant funding Agreement to provide the required insurance documents and IRS Form W-9 to the City ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
needed to execute the Agreement. This is being done to help mitigate delay of the project and/or the inability to complete the project during the proposed Term.
6. Maintenance and Use. [INTENTIONALLY OMITTED]
7. Documents, Reports and Records.
7.1 Record Retention. Provider shall always maintain a complete and current set of financial and statistical records of all its activities which shall clearly reflect the application and use of the funds received from City. All expenditures of the funds granted pursuant to this Agreement must be only for the items set forth in Exhibit A hereto and must be documented by receipts, cancelled checks, credit card statements, or other evidence acceptable to City, which clearly document the amount and purpose of the expenditure. Expenditures for which there is no documentation are not eligible for funding under this Agreement.
7.2 Inspection of Records. All records required to be retained pursuant to Section 7.1 shall be subject to inspection or audit by City at any reasonable time during the normal and usual business hours of Provider. Recognizing, however, that Provider may from time-to-time render services to recipients that are personal and confidential in nature, City will always maintain that confidentiality and will not require a public record to be made or provided that violate the confidentiality of Provider except as required by law. Any inspection or audit shall be made by City’s Administrative Services Director, or a designee of the Administrative Services Director.
7.3 Required Reports. Provider shall file Exhibit B, “Report Of Use of City Funds,” with the City on or before the dates set forth on Exhibit A. If payments of City funds are to be distributed in more than one installment, distribution of the second and any subsequent distributions will not be made until any required reports have been filed and approved by the City Manager or his or her designee. Provider shall file Exhibit C, “Outcomes Report,” with City on or before the date set forth on Exhibit A. Provider shall file reports using the City’s online software for grant management and as set forth in Section 14, Notices, below.
8. Non-Discrimination. Provider agrees that in the performance of this Agreement and in the provision of any services funded in whole or in part by the grant made by City to Provider pursuant to this Agreement, Provider shall not discriminate against any employee, recipient of Provider’s services, or any other person, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, gender, or sexual orientation. In the event that Provider is a religious organization, Provider shall also not condition receipt of any of the services funded by the grant made pursuant to this Agreement upon participation in any religious instruction or service.
9. Indemnification. Provider shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Provider or its employees, ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
subcontractors, volunteers, or agents, or by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Provider shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of the City or its officers, employees, agents, or volunteers; and (2) the actions of Provider or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Provider to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Provider from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether such insurance policies shall have been determined to apply. By execution of this Agreement, Provider acknowledges and agrees to the provisions of this Section and that it is a material element of consideration.
10. Insurance. Provider shall comply with the insurance requirements contained in Exhibit D, “Insurance Requirements,” and shall procure, at its own cost and expense all insurance coverages listed in Exhibit D before commencing services, projects, or programs with allocated City funds. Provider shall provide proof of such coverage, including certificates of insurance and endorsements, prior to receiving City funds.
Provider hereby acknowledges and agrees to acquire insurance timely and to provide accurate contact information for the City of Rancho Cordova’s insurance verification system. Initial
11. Attribution. Provider shall include the Community Enhancement & Investment Fund logo and/or the following language in all printed materials or electronic communications promoting or describing the programs and services to be provided pursuant to this Agreement:
“Supported in part by the Measure H Community Enhancement & Investment Fund from the City of Rancho Cordova.” The logo or language shall be in proportional type size to the total area of the printed material. If the funds provided herein are used to build or install a structure or improvement to property or a building, including, but not limited to, building improvements, playground or sports facilities, or art installations, or is used to fund the purchase of a vehicle on which signage will be placed, Provider shall include the attribution noted above on a permanent sign located at the site of the project or the signage located on the vehicle.
Provider hereby acknowledges and agrees to attribute funding of the food storage and distribution program as described in paragraph 11.
Initial
12. Provider Not an Agent. Except as City may specify in writing, Provider shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Provider shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
13. No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.
14. Notices. Any approval, document, or other notice which either party may desire to give to the other party under this Agreement must be made in writing and may be given by first class mail, postage prepaid, or reputable overnight delivery service or personal delivery addressed to the party to whom the notice is directed as set forth below, or at any other address as that party may later designate:
City of Rancho Cordova: City of Rancho Cordova
2729 Prospect Park Drive
Rancho Cordova, California 95670
Attn: City Manager
To Provider: Rancho Cordova Food Locker
10600 Coloma Road
Rancho Cordova, CA 95670
Any written notice, demand or communication shall be deemed received immediately if delivered by hand or upon the third day from the date it is postmarked if delivered by first class, registered or certified mail.
15. Interpretation. This Agreement will be performed entirely within California and shall be construed in accordance with the laws of the State of California and any action to enforce the terms of this Agreement must be brought in the court of competent jurisdiction for the County of Sacramento, State of California.
16. Attorneys’ Fees. In the event any proceeding or action is brought in connection with the enforcement of this Agreement, the prevailing Party shall be entitled to recover reasonable attorneys’ fees and costs, including those on appeal.
17. Amendments. The Parties may amend this agreement only by a writing signed by all Parties.
18. Integration. This Agreement, including Exhibits A, B, C, and D, attached hereto, and incorporated herein, represents the entire and integrated agreement between the Parties and supersedes all prior negotiations, representations, or agreements, either written or oral.
19. IRS Form W-9. Provider shall complete and submit Internal Revenue Form W-9 to the City before execution of this Agreement. The City’s Administrative Services Director shall have the ability to waive this requirement.
Signatures on the following page.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year first set forth above, which date shall be considered by the Parties to be the effective date of this Agreement.
CITY: PROVIDER:
______________________ ________________________
Micah Runner Carrie Johnson
City Manager Executive Director
Date: ___________ Date: _____________
Attest:
_____________________
Stacy Leitner, CMC
City Clerk
Date: ____________
Approved as to Form:
______________________
Adam U. Lindgren, City Attorney
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
EXHIBIT A
SCOPE OF SERVICES
Address: 10600 Coloma Road, Rancho Cordova, CA 95670
Telephone: 916-837-5431
Email: [email protected]
Contact Person/Title: Carrie Johnson / Executive Director
Funding Allocation: $1,100,000
Term: July 1, 2025 – June 30, 2030
1. Services to be Provided: Provider shall use the grant funds to sustain its food storage and delivery program including sustaining operations and funding the Executive Director. These funds are intended to help sustain the Rancho Cordova Food Locker’s operations during the construction and opening of the new Community Food Hub project.
These funds shall not directly support the Community Food Hub construction project.
Provider shall meet with the City Manager, or designee, sixty (60) days prior to the end of Years One through Four of this Agreement to evaluate Provider’s performance and the success of the program offered. If there is a delay in the construction and opening of the Community Food Hub project, the funding authorized in this agreement may be withheld. If the City, in its sole discretion, determines that the services have not been successful, the City may terminate this Agreement.
2. Units of Service to be Provided: See above.
3. Use of Funds: Provider shall use the funds as follows:
Year One (July 1, 2025 – June 30, 2026)
$220,000 Operations support for food storage and food delivery program including salary of the Executive Director during the construction and opening of the Community Food Hub.
$220,000 Total
Year Two (July 1, 2026 – June 30, 2027)
$220,000 Operations support for food storage and food delivery program including salary of the Executive Director during the construction and opening of the Community Food Hub.
$220,000 Total
Year Three (July 1, 2027 – June 30, 2028)
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
$220,000 Operations support for food storage and food delivery program including salary of the Executive Director during the construction and opening of the Community Food Hub.
$220,000 Total
Year Four (July 1, 2028 – June 30, 2029)
$220,000 Operations support for food storage and food delivery program including salary of the Executive Director during the construction and opening of the Community Food Hub.
$220,000 Total
Year Five (July 1, 2029 – June 30, 2030)
$220,000 Operations support for food storage and food delivery program including salary of the Executive Director during the construction and opening of the Community Food Hub.
$220,000 Total
a. The amounts listed above are estimates of the expenditures and may vary.
However, the amount may not vary by more than thirty percent (30%) (with City Manager approval) unless the Agreement is amended. In no event shall the City’s total distribution of funds to Provider under the Agreement exceed the total allocation shown above.
b. Unexpended Funds. If any funds advanced to Provider remain unexpended upon the expiration of the term of this Agreement, Provider shall return the unexpended funds to City within thirty (30) days of the expiration date of the Agreement.
c. In the event that the costs to perform the items of work set forth herein exceed the amount of funds granted to Provider, Provider shall be responsible for the payment of all costs in excess of the funds granted.
d. Prevailing Wages. To the extent required by law, Provider and all of the Provider’s subcontractors shall comply with California Health and Safety Code Section 33422.1 and shall comply with California Labor Code Section 1770 et seq. and all regulations adopted pursuant thereto (referred to herein as, “Prevailing Wage Laws”), and be responsible for carrying out the requirements of such provisions. The Provider shall, and hereby agrees to, unconditionally indemnify, reimburse, defend, protect and hold harmless the City and its elective and appointive boards, commissions, officers, agents, attorneys, consultants and employees, and all of their respective successors and assigns, from and against any and all claims, demands, suits and actions at law or in equity, and losses, liabilities, expenses, penalties, fines, orders, judgments, injunctive or ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
other relief, and costs and damages of every kind, nature and description (including but not limited to attorneys’ fees and court costs; with counsel reasonably acceptable to the City), and administrative, enforcement or judicial proceedings, whether known or unknown, and which directly or indirectly, in whole or in part, are caused by, arise from, or relate to, or are alleged to be caused by, arise from, or relate to, the payment or requirement of payment of prevailing wages or the requirement of competitive bidding in the construction of the Project, the failure to comply with any state or federal labor laws, regulations or standards in connection with this Agreement, including but not limited to California Labor Code Section 1770 et seq. and the Prevailing Wage Laws, or any act or omission of the City or the Provider related to this Agreement with respect to the payment or requirement of payment of prevailing wages or the requirement of competitive bidding, whether or not any insurance policies shall have been determined to be applicable to any such claims, demands, suits, actions, losses, liabilities, expenses, penalties, fines, orders, judgments, injunctive or other relief, costs, damages, or administrative, enforcement or judicial proceedings. It is further agreed that the City does not, and shall not, waive any rights against the Provider which they may have by reason of this indemnity and hold harmless agreement because of the acceptance by the City, or the deposit with the City by the Provider, of any of the insurance policies described in this Agreement.
4. Eligibility Criteria for Qualification of Recipients for Services: N/A.
Provider shall keep documentation confirming eligibility requirements were met by recipients.
5. Allocation and Payment of Funds: City shall distribute the funds to Provider as follows: City shall pay Two Hundred Twenty Thousand Dollars ($220,000) to Provider upon execution of the original Agreement, the second payment of Two Hundred Twenty Thousand Dollars ($220,000) on or before July 31, 2026, the third payment of Two Hundred Twenty Thousand Dollars ($220,000) on or before July 31, 2027, the fourth payment of Two Hundred Twenty Thousand Dollars ($220,000) on or before July 31, 2028, and the final payment of the Two Hundred Twenty Thousand Dollars ($220,000) on or before July 31, 2029.
In the event that any Report for Use of City Funds and/or Outcomes Report which is due to be filed prior to the date upon which a distribution is otherwise due, has not been timely filed, City shall not be obligated to make any additional distributions based on the submission of invoices until two weeks after the date on which the delinquent reports are received by City and have been reviewed and been determined to comply with the requirements of this Agreement.
All requests for the payment of funds shall be due to City by the termination date of this Agreement. The City acknowledges, however, that there may be circumstances when Provider may be unable to do so because it may not yet have received an invoice from a vendor prior to that date. In that case Provider may submit a final request for payment within sixty (60) days after the termination date of the Agreement. City shall not be required to make any payments based on requests submitted more than sixty (60) days after the termination date.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
Initial Provider hereby acknowledges and agrees to the conditions of allocation and payment of funds as described in paragraph 5.
6. Reports: Provider shall file the following reports (each a “Report” and collectively the “Reports”) with City on the dates set forth below:
6.1 Report for Use of City Funds: December 31, 2025, June 30, 2026, December 31, 2026, June 30, 2027, December 31, 2027, June 30, 2028, December 31, 2028, June 30, 2029, December 31, 2029, June 30, 2030.
The Reports shall include copies of documentation for all expenditures of the funds granted pursuant to this Agreement. Such documentation may include receipts, cancelled checks, credit card statements, or other evidence acceptable to City, and must clearly document the amount and purpose of the expenditure. Please take note of the following:
• A description and total amount of the expenditures incurred during the reporting period. This information can be provided in a table or similar format. Report periods are defined in Exhibit B and Exhibit C of this Agreement. • Sensitive banking information, payroll information, and any confidential business information shall be redacted from any documentation prior to being submitted.
Reports submitted to the City are public records and it remains Provider’s responsibility to ensure such protected information is not transmitted to the City.
Expenditures which are not so documented are not eligible for funding under this Agreement. If all funds granted herein have been fully documented in the December of 2029 report, then the final Use of Funds Report is not required to be submitted in June of 2030.
6.2 Outcomes Report: December 31, 2025, June 30, 2026, December 31, 2026, June 30, 2027, December 31, 2027, June 30, 2028, December 31, 2028, June 30, 2029, December 31, 2029, June 30, 2030.
The Reports shall describe the services and/or programs provided, number of participants or attendees, and include photographs, and shall include the following • An impact statement demonstrating Provider’s accomplishments during the reporting period. Report periods are defined in Exhibit B and Exhibit C of this Agreement.
• Specific numerical data to quantify attendance and participation in Provider’s program/project/event
• Five (5) individual quality images for marketing purposes that tell the story and illustrate Provider’s program/project/event.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
If all funds granted herein have been fully documented in the December of 2029 report, then the final Outcomes Report is not required to be submitted in June of 2030.
Reports shall be submitted through an online platform using a form request provided by the City of Rancho Cordova’s Community Enhancement & Investment Fund staff. It is the responsibility of the Provider to participate in offered training and request assistance from staff to comply with the reporting requirements.
Provider hereby acknowledges and agrees to the reporting requirements set forth in paragraph 6.
Initial
7. Location and Facilities: Provider’s approved program or project must take place in the City of Rancho Cordova unless originally written into the Provider’s application approved by the City of Rancho Cordova. Provider shall independently secure space for the approved project and program.
If Provider seeks to use space at Rancho Cordova’s City Hall, Provider shall independently work with the facilities staff to obtain approval and review information on the city’s website. City Hall facilities include the use of screen(s), projector(s), and sound. Provider is directly responsible for all fees related to the rental of any space and may use grant dollars for those expenses if written in the Use of Funds of Exhibit A. If using space at City Hall, the Provider is responsible for the rental of any equipment beyond the use of the screen(s), projector(s), and sound.
Provider hereby acknowledges and agrees to the conditions of location and facilities as described in paragraph 7.
Initial
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
EXHIBIT B
REPORT FOR USE OF CITY FUNDS
Address: 10600 Coloma Road, Rancho Cordova, CA 95670
Telephone: 916-837-5431
Email: [email protected]
Contact Person/Title: Carrie Johnson / Executive Director
Report Due Date: December 31, 2025, June 30, 2026, December 31, 2026, June 30, 2027, December 31, 2027, June 30, 2028, December 31, 2028, June 30, 2029, December 31, 2029, June 30, 2030.
Report Accounting Period:
Year One: July 1, 2025 – December 31, 2025 (Report 1) and January 1, 2026 – June 30, 2026 (Report 2)
Year Two: July 1, 2026 – December 31, 2026 (Report 3) and January 1, 2027 – June 30, 2027 (Report 4)
Year Three: July 1, 2027 – December 31, 2027 (Report 5) and January 1, 2028 – June 30, 2028 (Report 6)
Year Four: July 1, 2028 – December 31, 2028 (Report 7) and January 1, 2029 – June 30, 2029 (Report 8)
Year Five: July 1, 2029 – December 31, 2029 (Report 9) and January 1, 2030 – June 30, 2030 (Report 10)
City funds received during reporting period:
City funds expended during reporting period (please attach all receipts and proof of payments made using City funds): [this should include a total and what it was spent on, including any line items, if applicable, and attach receipts or proof of expenditures]
Units of service provided during this period (if applicable):
Units of service provided to City Residents during this period (if applicable):
The Reports shall include copies of documentation for all expenditures of the funds granted pursuant to this Agreement. Such documentation may include receipts, cancelled checks, credit card statements, or other evidence acceptable to City, and must clearly document the amount and purpose of the expenditure. Expenditures which are not so documented are not eligible for funding under this Agreement. If all funds granted herein have been fully documented in the December of 2029 report, then the final Use of Funds Report is not required to be submitted in June of 2030.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
EXHIBIT C
OUTCOMES REPORT
Address: 10600 Coloma Road, Rancho Cordova, CA 95670
Telephone: 916-837-5431
Email: [email protected]
Contact Person/Title: Carrie Johnson / Executive Director
Report Due Date: December 31, 2025, June 30, 2026, December 31, 2026, June 30, 2027, December 31, 2027, June 30, 2028, December 31, 2028, June 30, 2029, December 31, 2029, June 30, 2030.
Report Accounting Period:
Year One: July 1, 2025 – December 31, 2025 (Report 1) and January 1, 2026 – June 30, 2026 (Report 2)
Year Two: July 1, 2026 – December 31, 2026 (Report 3) and January 1, 2027 – June 30, 2027 (Report 4)
Year Three: July 1, 2027 – December 31, 2027 (Report 5) and January 1, 2028 – June 30, 2028 (Report 6)
Year Four: July 1, 2028 – December 31, 2028 (Report 7) and January 1, 2029 – June 30, 2029 (Report 8)
Year Five: July 1, 2029 – December 31, 2029 (Report 9) and January 1, 2030 – June 30, 2030 (Report 10)
[Provider should submit a narrative of any measurable outcomes achieved or goals met]
The Reports shall describe the services and/or programs provided, number of participants or attendees, and include photographs. If all funds granted herein have been fully documented in the December of 2029 report, then the final Outcomes Report is not required to be submitted in June of 2030.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
EXHIBIT D
INSURANCE REQUIREMENTS
Before beginning any work or expending any City allocated funds under this Agreement, Provider, at its own cost and expense, shall procure “occurrence coverage” insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the services hereunder by the Provider and its agents, representatives, employees, volunteers, and subcontractors. Provider shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Provider shall maintain the insurance policies required by this Exhibit D throughout the term of this Agreement. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.
City may approve reduced coverage amounts after review by the Administrative Services Director and City Attorney.
1. Workers’ Compensation. Provider shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Provider. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Provider may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the City. The insurer, if insurance is provided, or the Provider, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, agents and volunteers for loss arising from work performed under this Agreement.
Provider shall notify City within fourteen (14) days of notification from Provider’s insurer if such coverage is suspended, voided, or reduced in coverage or in limits.
The requirement to maintain Statutory Workers’ Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Provider does not have any employees.
2. General/Commercial Liability Insurance.
2.1 General requirements. Provider, at its own cost and expense, shall maintain commercial general liability or general liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00). The commercial general liability or general liability insurance shall be per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a commercial general or general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
2.2 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Provider, including the insured’s general supervision of Provider; products and completed operations of Provider; premises owned, occupied, or used by Provider; and automobiles owned, leased, or used by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees, and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage.
d. Any failure of Provider to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers.
e. An endorsement shall state that coverage shall not be canceled except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City. Provider shall notify City within fourteen (14) days of notification from Provider’s insurer if such coverage is suspended, voided, or reduced in coverage or in limits.
2.3 Sexual Molestation and Abuse Coverage. Any Provider using City funds to provide direct services to children shall maintain sexual molestation and abuse coverage in an amount no less than FIVE HUNDRED THOUSAND DOLLARS ($500,000.00). OR [INTENTIONALLY OMITTED]
3. Automobile Liability Insurance.
3 .1 General requirements. When applicable, Provider, at its own cost and expense, shall maintain automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00). The automobile liability insurance shall be per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If an automobile liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
3 .2 Minimum scope of coverage. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition), Code 1 (any auto). No endorsement shall be attached limiting the coverage.
3 .3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy:
a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Provider, including the insured’s general supervision of Provider; products and completed operations of Provider; premises owned, occupied, or used by Provider; and automobiles owned, leased, or used by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees, and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage.
d. Any failure of Provider to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers.
4. All Policies Requirements.
4.1 Verification of coverage. Prior to beginning any work under this Agreement, Provider shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
4.2 Subcontractors. Provider shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
4.3 Deductibles and Self-Insured Retentions. Provider shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Provider may increase such deductibles or self- insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Provider procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them.
4.4 Waiver of Subrogation. Provider hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Provider agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the Provider, its employees, agents, and subcontractors.
4.5 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Provider shall provide written notice to City at Provider’s earliest possible opportunity and in no case later than five (5) days after Provider is notified of the change in coverage.
4.6 Confirmation of Point of Contact and Insurance Maintenance Acknowledgement. The City of Rancho Cordova has transferred ongoing insurance certificate monitoring to Ebix, RCS, Inc. Exhibit D of this Agreement specifies the insurance requirements of doing business (including receiving grant funding and sponsorships) with the City of Rancho Cordova. Ebix RCS, Inc. will notify the Provider’s contact person by email at the address provided below if the insurance on file becomes non-compliant.
Provider hereby acknowledges and agrees to the insurance requirements set forth in Exhibit D will be monitored for compliance by Ebix, RCS, Inc.
Initial
Provider hereby agrees to maintain insurance meeting all requirements of this agreement by responding to all notices received from Ebix, RCS, Inc., [email protected]
Initial
In the space below, confirm an active email responsible for maintaining Provider’s insurance.
This may be an individual associated with Provider and does not need to be an insurance broker.
Email Address:
6211339.1
ITEM 12.2.
ATTACHMENT 2
Contract No. 2025-XXX
MEMORANDUM
City Council Staff Report - Page 1 of 2
ITEM 12.3.
DATE: July 7, 2025
TO: Honorable Mayor and Council Members
FROM: Micah Runner, City Manager
SUBJECT: A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING CONTRACT NO. 2025-99
IN AN AMOUNT NOT TO EXCEED $825,000 WITH SACRAMENTO
METRO FIRE DISTRICT TO CONTRIBUTE TO SQUAD 61FROM JULY
1, 2025 THROUGH JUNE 30, 2026
RECOMMENDATION
Adopt the Resolution.
RESULT OF RECOMMENDED ACTION
Adoption of the Resolution would authorize the City Manager to execute a Memorandum of Understanding with Sacramento Metro Fire District to support Squad 61 up to $825,000 from July 1, 2025 through June 30, 2026.
BACKGROUND
Sacramento Metro Fire District submitted a request to the City of Rancho Cordova during the Fiscal Year 2025-26 Budget process to fund Squad 61, a unit deployed out of Station 61 in Rancho Cordova to provide enhanced fire protection and emergency medical life safety services within the city. On June 2, 2025, City Council approved the Fiscal Year 2025-2027 Budget, which included the Community Enhancement and Investment allocation. Based on previous direction from the majority of Council, the budget includes funding to support up to half of the cost to fund Squad 61 at $825,000 for a one-year period from July 1, 2025 through June 30, 2026. The parties now desire to enter into a Memorandum of Understanding (MOU) detailing the provisions of the services, responsibilities, terms, and the outcomes to demonstrate the community benefit of the city's financial contribution towards supporting Squad 61 personnel expenses.
Included in the MOU, Sacramento Metro Fire District will provide quarterly reports to the city that include the following sections:
• Overview of Squad 61's Operations
• Key Metrics & Data (response time, call volume and call distribution and nonstructural fire response)
• Trend and Analysis
City Council Staff Report - Page 2 of 2
• Impact Assessment
FISCAL IMPACT AND FUNDING SOURCE
The Adopted Fiscal Year 2025-27 Operating Budget through the city's Measure H Community Enhancement & Investment Fund includes funding allocation up to $825,000 for FY 25/26.
ATTACHMENT(S)
1. Resolution
2. Contract No. 2025-99
ITEM 12.3. ATTACHMENT 1
Resolution No. XX-2025 Page 1 of 2
CITY OF RANCHO CORDOVA
RESOLUTION NO. XX-2025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA, STATE
OF CALIFORNIA, AUTHORIZING THE CITY MANAGER TO A EXECUTE MEMORANDUM OF UNDERSTANDING CONTRACT NO. 2025-99 IN AN AMOUNT NOT TO EXCEED $825,000 WITH SACRAMENTO METRO FIRE DISTRICT TO CONTRIBUTE TO SQUAD 61 FROM JULY 1, 2025 THROUGH JUNE 30, 2026
WHEREAS, Sacramento Metro Fire District created Squad 61, a unit deployed out of Station 61 in Rancho Cordova to provide enhanced fire protection and emergency medical life safety services within the city in November 2023 utilizing funding received from the SAFER 2021 grant; and
WHEREAS, Sacramento Metro Fire District depleted the SAFER 2021 grant funds in October 2024 and has since that time been funding the cost of Squad 61 from their operating budget; and
WHEREAS, Sacramento Metro Fire District submitted a request to the City of Rancho Cordova during the Fiscal Year 2025-26 Budget process to fund Squad 61 personnel costs; and WHEREAS, the City Council agreed to fund up to half of the cost to support Squad 61 personnel costs, in an amount not to exceed $825,000 based on actual costs incurred for the one-year period of July 1, 2025 through June 30, 2026; and WHEREAS, the City Council has approved sufficient funds in the Fiscal Year 2025-26 Operating Budget through the city’s Measure H Community Enhancement and Investment Fund allocation; and
WHEREAS, the Parties now desire to enter into a Memorandum of Understanding for the services described above and agree to the performance and reporting requirements in this agreement to demonstrate the community benefit of the city financial contribution.
NOW, THEREFORE, BE IT HEREBY RESOLVED THE CITY COUNCIL OF THE CITY OF RANCHO CORDOVA hereby authorizes the City Manager to enter into a Memorandum of Understanding (MOU), known as Contract No. 2025-99, with Sacramento Fire District to fund up to half of the costs to support Suqd 61 personnel costs, in an amount not to exceed $825,000 for a one-year period from July 1, 2025 through June 30, 2026 in a form approved by the City Attorney.
PASSED AND ADOPTED by the City Council of the City of Rancho Cordova on the 7th day of July 2025 by the following vote:
AYES:
NOES:
ABSENT:
ITEM 12.3. ATTACHMENT 1
Resolution No. XX-2025 Page 2 of 2 ABSTAIN:
Siri Pulipati, Mayor
ATTEST:
Stacy Leitner, CMC
City Clerk
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
MEMORANDUM OF UNDERSTANDING WITH SACRAMENTO METRO FIRE
DISTRICT FOR THE FUNDING OF SQUAD 61 ENHANCED FIRE PROTECTION
AND EMERGENCY MEDICAL LIFE SAFETY SERVICES
This Memorandum of Understanding between the City of Rancho Cordova, a California municipal corporation (“City”) and the Sacramento Metro Fire District, a California special district (“District”) entered into on this 1st day of July, 2025.
RECITALS
WHEREAS, Sacramento Metro Fire District created Squad 61, a unit deployed out of Station 61 in Rancho Cordova to provide enhanced fire protection and emergency medical life safety services within the city in November 2023 utilizing funding received from the SAFER 2021 grant; and
WHEREAS, Sacramento Metro Fire District depleted the SAFER 2021 grant funds in October 2024 and has since that time been funding the cost of Squad 61 from their operating budget; and
WHEREAS, Sacramento Metro Fire District submitted a request to the City of Rancho Cordova during the Fiscal Year 2025-26 Budget process to fund Squad 61 personnel costs; and WHEREAS, the City Council agreed to fund up to half of the cost to support Squad 61 personnel costs, in an amount not to exceed $825,000 based on actual costs incurred for the one- year period of July 1, 2025 through June 30, 2026; and
WHEREAS, the City Council has approved sufficient funds in the Fiscal Year 2025-26 Operating Budget through the city’s Measure H Community Enhancement and Investment Fund allocation; and
WHEREAS, the Parties now desire to enter into a Memorandum of Understanding for the services described above and agree to the performance and reporting requirements in this agreement to demonstrate the community benefit of the city financial contribution.
In reliance upon and in consideration of the mutual representations and obligations hereunder, the City and the District agree as follows:
AGREEMENT
ARTICLE I. City Requirements.
The District agrees to comply with the following requirements:
A. The District will only use city funds for outcomes described in Article V of this Agreement.
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
B. To address the City’s fiduciary responsibility regarding the city funds, District will continue to maintain tax-exempt status and operate using appropriate internal controls and generally accepted accounting principles (“GAAP”). District shall give City access to financial records for examination purposes on an as-needed basis.
C. District will provide a draft Statement of Revenues and Expenditures report for Fiscal Year 2025-26. A report from the District's financial system will suffice to satisfy this request and must include funds received from the city and associated expenditures.
ARTICLE II. Payment of City Funds
A. City funds will be paid quarterly upon submission and approval by the City of District’s Progress Reports described in Article III. Except as otherwise specified in this Section, the City shall pay the Provider for all actual costs incurred by the District in providing the services set forth in this Agreement. “A specific breakdown of the budgeted cost of the various components of this MOU will be set forth in the District’s Final Budget adopted in September 2025. Compliance with all other provisions of this Agreement is also required in order for District to receive payment of City funds.
ARTICLE III. Progress Reports.
A. The District shall submit to the City a progress report every three (3) months after the effective date of the Agreement. Progress reports will be due by the last day of the month following the end of each quarter, i.e. progress report for work and expenses July through September will be due by October 31, October through December will be due by January 31, etc.
B. Progress reports shall consist of (1) a one-page narrative of work accomplished during the reporting period, and (2) a detailed expenditure report of payroll costs by pay period for Squad 61 personnel costs. City may require additional information or increased frequency of reporting to address the conditions and deliverables as described in Article V.
C. Progress reports must also include a comparison of actual accomplishments to the objectives indicated in this Agreement, including measurement against agreed-upon metrics and outcomes, as well as the work program to be approved by the City. Reports must include reasons for slippage if established objectives were not met. All progress reports should reflect efforts in this area.
D. The District shall submit quarterly progress reports, which will be followed by issuance of city payment. The City retains the authorization and discretion to delay or deny payment if progress reports are incomplete, do not reflect substantial progress toward delivery of outcomes, or demonstrate that funds were used for activities other than those covered in Article V.
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
ARTICLE IV. Default
A default under this MOU shall consist of using city funds for a purpose other than as authorized by this Agreement, noncompliance with legislative, regulatory, or other requirements applicable to this Agreement, any other breach of this Agreement, or any misrepresentation in the proposal submission.
ARTICLE V. Additional Provisions
•Project Description. Sacramento Metro Fire District will provide the following enhanced services described below:
•Squad 61, assigned to Station 61, will be principally assigned to mitigate emergency incidents in its first due area and occasionally respond incidents within District’s jurisdiction. See Station 61’s first due map attached.
•Squad 61 will consist of 6 firefighters working two-day shifts (2 firefighters per shift), providing uninterrupted services to City.
•Squad 61 will be a Type V engine (i.e., a “grass rig”), a vehicle designed specifically for wildland firefighting.
•At no cost to City, District will provide all ancillary support; including apparatus, equipment, and support staffing necessary to carry out this agreement. •Outcomes and Metrics. District’s activities will deliver the following outcomes and provide reporting on the metrics during the one-year of the Agreement:
•The funding for staffing of a dedicated squad unit, staffed with two firefighter paramedics, allows for the continuation of Squad 61 in Fiscal Year 2025-26 to benefit the citizens of Rancho Cordova. It is believed that Station 61, already the busiest fire station in Rancho Cordova, will benefit significantly from the continuation of this resource. The squad unit serves as the first responder to medical calls, enabling the fire engine to remain available for other emergencies, including larger-scale incidents. This improves overall response time and increases the department's ability to provide timely and efficient services to the Rancho Cordova community.
•From an operational standpoint, this squad alleviates call volume burden on existing units, bringing responder workloads within district-adopted standards and best practices. This reduction in calls for each individual unit will not only improve operational efficiency but also directly impact the health and well-being of our firefighters in the city by reducing fatigue and stress. By keeping crews within optimal operational levels, the squad ensures that the department is better
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
equipped to handle emergency demands while improving overall job satisfaction and firefighter safety within Rancho Cordova.
•Additionally, this squad brings a valuable wildland fire suppression capability, allowing for a more robust response to vegetation fires in both the city and surrounding areas, including the American River Parkway. Although the parkway lies outside city limits, the homes and infrastructure along its perimeter are within Rancho Cordova, and the squad’s presence will directly impact the speed and effectiveness of fire mitigation efforts. This will reduce the community’s exposure to wildland fires and improve the department's overall response to vegetation fire threats in Rancho Cordova.
•The support of this squad unit at Station 61 not only increases the city's emergency service capabilities but will also optimize firefighter safety, improve response times, and enhance our ability to protect the lives and property of residents in Rancho Cordova.
•It is anticipated that Squad 61 will also be present at community events when arranged in advance, including Good Neighbor Days.
Metrics:
Response Time Metrics
•Response Time to Medical Calls: Track how quickly Squad 61 is able to respond to medical emergencies. A reduction in average response time compared to previous years would indicate improved efficiency.
•Response Time for Fire Engine 61 (increased availability): Measure the difference in the response times of the fire engine, as the squad being first-up on medical calls will allow fire engines to remain available for larger emergencies.
Call Volume and Call Distribution
•Total Calls for Service (Squad 61): Track the number of medical and fire-related calls the squad handles. This shows how much demand Squad 61 is responding to. •Reduction in Call Volume for Other Units: Measure the decrease in calls handled by other units (especially fire engines) as a result of the squad unit being first-up for medical calls.
•Fire Engine 61 Availability Rate: Track the number of calls where the fire engine is available to respond (e.g., not already committed to another emergency).
Nonstructural Fire Response Metrics
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
•Number of Nonstructural Fires Responded to by Squad 61: Track how many vegetation fires the squad responds to, especially along the American River Parkway and surrounding areas.
•Response Time to Nonstructural Fires: Measure how quickly Squad 61 responds to vegetation fires compared to historical data for non-squad units.
Quarterly updates would be organized with the following sections.
Overview of Squad 61’s Operations
oBrief summary of Squad 61’s role and deployment.
Key Metrics and Data
oA dashboard-style presentation of the metrics outlined above (e.g., response times, call volumes, etc.).
Trends and Analysis
oDiscussion of any observed trends (e.g., improved response times, reduced fatigue, better wildland fire suppression).
Impact Assessment
oEvaluation of the squad’s direct impact on the community (e.g., faster emergency responses, fewer properties threatened by wildfires).
ARTICLE VI: Term and Funding.
The term of this Agreement is from July 1, 2025 through June 30, 2026, in order to provide support towards Squad 61. Subject to the provisions of the Agreement and City Council approval during the budget approval process, the City will make its funds available to District for operational expenses for the purpose of delivering outcomes in the form of services and products as follows:
A. The total of the contract for FY 2025-26 is an amount not to exceed $825,000 (Eight Hundred Twenty-Five Thousand Dollars) in city funds will be made available to the District from July 1, 2025 through June 30, 2026.
The above amounts are subject to the City’s budget approval process and as such, may be amended by a majority of the Council during the budget approval and amendments process.
In witness whereof, the Parties have executed this MOU as of the effective date first written above. --SIGNATURES ON FOLLOWING PAGE--
ITEM 12.3. ATTACHMENT 2
Contract #2025-99
July 1, 2025
SACRAMENTO METRO FIRE
DISTRICT (DISTRICT), a California
special district
By:
Its:
CITY OF RANCHO CORDOVA, a
California municipal corporation
By: Micah Runner
Its: City Manager
ATTEST:
________________________________
By: Stacy Leitner
Its: City Clerk
APPROVED AS TO FORM:
________________________________
By: Adam U. Lindgren
Its: City Attorney