Redlands City Council
February 7, 2023

CITY OF REDLANDS

CITY COUNCIL

SUCCESSOR AGENCY

A G E N D A S
FEBRUARY 7, 2023

EDDIE TEJEDA
Mayor
PAUL T. BARICH
Mayor Pro Tempore

DENISE DAVIS
Council Member
JENNA

GUZMAN-LOWERY
Council Member

MARIO SAUCEDO
Council Member
***

JEANNE DONALDSON
City Clerk

ROBERT DAWES
City Treasurer
CHARLES M. DUGGAN JR.

City Manager
YVETTE M. ABICH GARCIA
City Attorney
5:00 p.m. Open Public Meeting, Public Comment (Closed Session) 6:00 p.m. Open Session (Public Meeting)
* * *
City Council Chambers
Civic Center, 35 Cajon Street, Redlands, California
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Redlands Regular Meeting of 02/07/2023

A G E N D A
The following information comprises the agenda for the regular meetings of the City Council of the City of Redlands and the Board of Directors of the Successor Agency of the former Redevelopment Agency of the City of Redlands at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Redlands, California, on:

TUESDAY, FEBRUARY 7, 2023
To join via Zoom on a computer, laptop, or smart device Please visit www.zoom.us
, click on Join a Meeting
Enter the Meeting ID 824 4618 0187, then run the Zoom launcher To join via Zoom with audio only (cell phone or landline):

Dial 1-877-853-5247
Enter the Meeting ID 824 4618 0187
Should the City lose connectivity on Zoom, we will halt the meeting until it can be restored. To check on the status of remote connectivity in the event of an outage, go to the City’s website at www.cityofredlands.org
or to the City’s Facebook page at @CityofRedlands or the Instagram page at @CityofRedlands_CityHall.

In the event the City cannot reestablish Zoom connectivity in a reasonable amount of time, the mayor will adjourn the meeting to a future date.

PLEASE NOTE: Anyone desiring to speak on an agendized item at this meeting may do so during the consideration of that item. Due to time constraints and the number of persons who may wish to give oral testimony, public comments will be limited to three (3) minutes.

To provide comment while participating from Council Chambers:

Although it is not required, speakers are encouraged to submit a "Speaker Sign Up Sheet" before the meeting is convened. Forms are available in the Office of the City Clerk or in Council Chambers.

After the meeting has convened, you may place the speaker form in the basket at the table along the north wall of the Chambers. Please do not disturb the City Clerk while the meeting is in progress.

To provide comment through Zoom (on a computer, laptop, or smart device):

Click the "Raise Hand" button and the moderator will unmute you when it is your turn to speak To provide comment via audio only (cell phone or landline):

Dial *9 to "Raise Hand". The moderator will identify you by your area code and last 3 numbers of your telephone number when it is your turn to speak.

PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC

COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
5:00 P.M.

A. Call City Council Meeting to Order.

B. Recess until 6:00 P.M. Open Session
(There are no Closed Session matters)
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6:00 P.M.

C. Reconvene City Council Meeting
D. Invocation by Mayor Pro Tem Barich - Pledge of Allegiance (In keeping with long-standing traditions of legislative invocations, this City Council meeting may include a brief invocation. Such invocations are not intended to proselytize or advance any one, or to disparage any other, faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.) E. Presentations

1. Redlands Pet Adoption (Redlands Animal Services)

2. Presentation of the Black History Month Proclamation to Human Relations Commissioner Kenneth Ford, and Jina Imani of the Artlands.

F. Public Comment - City Council
(At this time, the City Council will provide an opportunity for the public to address them on any subject, within the jurisdiction of the City Council, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three {3} minutes.) G. Consent Calendar
(The following routine items have been recommended for approval and will be acted upon simultaneously unless separate discussion and/or action is requested by a Councilmember or a member of the audience.)

1. Approve minutes of the regular meeting of January 17, 2023 (City Clerk Donaldson)

2. Approve City Council Liaison assignments to the City's Boards, Commissions, Committees and Outside Agencies (Mayor Tejeda)

3. Authorize issuance of a proclamation declaring February 18, 2023 as the celebration of Mahaparamashivaratri in the City of Redlands as a gesture of support for those in our community who observe and celebrate this occasion (Mayor Tejeda)

4. Authorize issuance of a proclamation declaring the month of February to be Black History Month in the City of Redlands (Council Member Davis)

5. Adopt Resolution No. 8433 authorizing remote teleconference meetings by the City Council and all Boards, Commissions, and Committees of the City in accordance with Assembly Bill 361 (2021) for a period of 28 days or or until the City Council adopts a Subsequent Resolution in accordance with Government Code section 54953(e)(3) or until the Governor terminates the State of Emergency whichever occurs first (Council Member Davis)

6. Approve the Second Amendment to the Public Works Contract with Deark E&C, Inc. for the Orange Blossom Trail Phase 3 Project to extend the time for completion by sixty (60) calendar days (Municipal Utilities and Engineering Director Harris)

7. Approve a Third Amendment to the Professional Services Agreement with Webb Municipal Recycled Paper
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7. Approve a Third Amendment to the Professional Services Agreement with Webb Municipal Finance, LLC increasing the total agreement amount to $86,500, and an additional appropriation of $33,577.59 (Development Services Director Desatnik)

8. Approve an addendum amending the existing State Plan of Operation between the State and the Redlands Police Department and authorize the Chief of Police to execute the addendum (Police Chief Catren)

9. Approve the Interlocal Agreement between the Town of Apple Valley, the Cities of Adelanto, Barstow, Chino, Colton, Fontana, Hesperia, Highland, Montclair, Ontario, Rancho Cucamonga, Redlands, Rialto, San Bernardino, Twentynine Palms, Upland, Victorville, and the County of San Bernardino Concerning Distribution of the 2022 Justice Assistance Grant Award, and an additional appropriation of $18,431 to the police department (Police Chief Catren)

10. Approve the purchase of a 2022 Vermeer Stump Grinder for the amount of $106,675.89 (Assistant City Manager Boatman)

11. Approve the request for commercial vendors and the temporary closure of State Street for the Art-On-State-Street event on March 19, 2023, and determination that the event is categorically exempt from environmental review pursuant to Section 15311 of the State's guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)

12. Approve a sole source purchase with Citizen Communications DBA Recyclist for Solid Waste compliance software for the amount of $34,390 (Assistant City Manager Boatman)

13. Accept the California Market Match Program Grant through the Ecology Center in the amount of $5,200, approve an additional appropriation of $5,200, and approve an in-kind services match of $8,914.25 (Assistant City Manager Boatman)

14. Approve a First Amendment to the Public Works Contract with Armstrong Cal Builders, Inc. for the Joslyn Senior Center Renovation Project No. FCS10252021ER to extend the time for completion by one hundred fifty (150) calendar days and determine that the project is categorically exempt from environmental review pursuant to Section 15061 of the State's guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)

15. Receive and file the Annual Report of the Citrus Preservation Commission by Chairman Michael Day (Assistant City Manager Boatman)
H. Communications

1. Conference Report- 2023 New Mayors and Council Members Academy (Council Member Saucedo)

2. Annual Report of the Airport Advisory Board by Chair Deborah Forthun and Vice Chair Jason Golembeski (Assistant City Manager Chris Boatman)

3. Presentation and submittal of a Letter of Intent, by Monique Arellano of SBCTA, regarding the San Bernardino Regional Housing Trust (Assistant City Manager Boatman) Recycled Paper
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I. New Business

1. Consideration and possible action for the 2023-2024 Community Development Block Grant Program Year and authorization for submittal of the 2023-2024 Cooperating City Recommended Projects Form to the County of San Bernardino Community and Housing Division (Development Services Director Desatnik)

2. Consideration of the purchase and replacement of five solid waste collection vehicles from Rush Truck Centers in an amount not-to-exceed $2,278,102.70 (Assistant City Manager Boatman)

3. Consideration of a contract with Delta Electric LLC for an amount not-to-exceed $363,000 for the Prospect Park Lighting Upgrades Project, waive a minor error in the bid, acceptance of a donation in the amount of $363,000 from Friends of Prospect Park,  approve an additional appropriation of the same, and determine that the project is exempt from environmental review pursuant to Section 15303(d) of the State's guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)
J. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
K. Adjournment
The next regular meeting of the City Council will be held on February 21, 2023 L. Successor Agency of the former Redevelopment Agency of the City of Redlands

1. Call regular meeting of the Successor Agency Board of Directors to order.

2. Public Comment
(At this time, the Agency Board will provide an opportunity for the public to address them on any subject, within the jurisdiction of the Successor Agency of the former Redevelopment Agency of the City of Redlands, which is not already scheduled on this agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting.

Comments will be limited to three {3} minutes.)

3. Approve the regular meeting minutes of December 6, 2022 (Secretary Donaldson)

4. Adjourn Successor Agency Board of Directors' meeting The next regular meeting of the Agency will be held on March 7, 2023 Recycled Paper
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If you challenge any proposed development entitlement listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public hearing.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Goutam Dobey, of the Municipal Utilities and Engineering Department at (909) 798-7584 ext 2. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
(28 CFR 35.102-35.104 ADA Title II)
Any writings or documents distributed to a majority of the City Council regarding an open session agenda item less than 72 hours before this meeting are available for public inspection at the City Clerk's Office or at the dais of the City Clerk once the open session begins.

Staff reports or other written documentation relating to items referred to on the agenda are available at the A. K. Smiley Public Library, 125 West Vine Street, Redlands, California, and on the City’s website referenced below.

Regular meetings are televised live on Redlands TV Channel 3 (Spectrum) and Channel 35 (Frontier) and re-broadcast at 7:00 P.M. the following Wednesday, Friday and Sunday; and at 9:00 A.M. Thursday, Saturday and Monday. Meetings are also streamed live and archived for later viewing on demand on the City’s website at www.cityofredlands.org
. Agendas, staff reports and minutes of the City Council of the City of Redlands are available online at: www.cityofredlands.org.

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City Council/Successor Agency Meeting G. 1.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve minutes of the regular meeting of January 17, 2023 (City Clerk Donaldson)
MOTION:

I move to approve the regular meeting minutes of January 17, 2023.

Attachments
Regular meeting minutes of January 17, 2023
Redlands Regular Meeting of 02/07/2023

MINUTES

Regular meetings of the City Council and the Redlands Financing Authority of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on January 17, 2023 at 5:00 P.M.

Present: Eddie Tejeda, Mayor
Paul Barich, Mayor Pro Tempore
Denise Davis, Council Member
Jenna Guzman-Lowery, Council Member
Mario Saucedo, Council Member
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Janice McConnell, Assistant City Manager; Chris Boatman, Assistant City Manager; Carl Baker, Public Information Officer; Chris Catren, Police Chief; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief

Mayor Tejeda called the meeting to order and explained that comments could be presented in-person, via Zoom, via cell phone or landline. He offered the public an opportunity to provide comment on any item on the agenda for the closed session.

PUBLIC COMMENT

None forthcoming

CLOSED SESSION

Conference with labor negotiator - Government Code §54957.6 (Assistant City Manager McConnell)
Agency Negotiator: Laura Kalty, Liebert Cassidy Whitmore; Janice McConnell; Tommi Ng, Danielle Garcia
Employee
Organizations:

Redlands Association of Department Directors
Redlands Association of Management Employees
Redlands Association of Mid-Management Employees
Redlands Association of Safety Management Employees
Redlands Association of Fire Management Employees
Redlands Police Officers Association
Redlands Professional Firefighters Association
Redlands Civilian Safety Employees
Teamsters Local 1932 Redlands Chapter

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Redlands Regular Meeting of 02/07/2023

Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Garcia)
Lydia Rodriguez v. City of Redlands, San Bernardino Superior Court Case No.

CIVDS1935452

a.

Neitzel v. City of Redlands, San Bernardino Small Claims Case No. SCVA2203323b.

RECONVENE CITY COUNCIL MEETING

The meeting reconvened at 7:10 P.M. with an invocation by Council Member Davis followed by the pledge of allegiance to the American flag.

CLOSED SESSION REPORT

City Attorney Abich Garcia announced that no reportable action was taken during the closed session.

PRESENTATIONS

Redlands Pet Adoption
Animal Services Supervisor Jodi Kroeger and Animal Services Officer Trevor Houser introduced “Hercules”, a one-year-old male Pit Bull mix who is available for adoption, along with thirty-six other dogs and two cats at the Redlands Animal Shelter. Ms. Kroeger informed the Council there had been thirty dogs and nineteen cats adopted since December 1, 2022.

Proclamation Recognizing UofR Men's Water Polo Team
Mayor Pro Tem Barich presented a Proclamation recognizing the University of Redlands Men's Water Polo Team to University President Krista Newkirk, Head Coach Ryan Hall, and all the players, who were congratulated for winning the USA Water Polo Division III Collegiate National Championship on December 4, 2022.

PUBLIC COMMENT

Homelessness- Luis Camargo complained about the blatant drug use and aggressive nature of some of the homeless population and he said at times, he feared for his safety.

Airport Access - Allen O'Neil, of Past Pleasures Car Club, requested the City consider granting him access to the Redlands Municipal Airport to offer people with disabilities a chance to see the airport. He invited everyone to attend the Club's monthly car shows held the 1st Fridays from April to November in Yucaipa.

Homeless & Small Businesses
- Deborah and Stanford Martin, as small business owners, expressed concerns about the growing homeless population in Redlands. They were disappointed that homelessness even exists in one of the richest nations of the world and they urged the Council to do everything they can to address the matter.

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Redlands Regular Meeting of 02/07/2023

North Side History - Andy Hoder offered several nuggets of history concerning the early days of Redlands, focusing particularly on the north side of town.

CONSENT CALENDAR

Minutes

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the regular meeting minutes of December 20, 2022.

Vote: 5 - 0 Passed

Proclamation Recognizing U of R Men's Water Polo Team

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the issuance of a proclamation to the University of Redlands Men's Water Polo Team.

Vote: 5 - 0 Passed

Resolution No. 8430 Remote Teleconference Meetings

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, Resolution No. 8430 authorizing remote teleconference meetings by the City Council and all Boards, Commissions, and Committees of the City in accordance with Assembly Bill 361 (2021) for a period of 30 days.

Vote: 5 - 0 Passed

Ordinance No. 2953 Selection of Mayor and Mayor Pro Tempore

On December 20, 2022, Council Members approved to introduce Ordinance No. 2953, to change Chapter 2.02 of the Redlands Municipal Code relating to the selection of the Mayor and Mayor Pro Tempore and their respective terms of office and tonight's item was to consider the final adoption of the ordinance. As public comment, Andy Hoder questioned the ordinance verbiage concerning council member compensation, thought it confusing, and he opposed increasing the monthly stipend. John Roach agreed with the rotation methodology for selecting the Mayor but he was concerned that the ordinance was tied to a resolution identifying the selection details, which only requires a one-step approval process to amend or revise.

City Attorney Abich Garcia clarified that the ordinance amended the section related to the Mayor and Mayor Pro Tem selection process and did not amend the section addressing Council Member compensation, but rather the compensation section restated what had already been adopted last year. Council Member Saucedo reiterated that he preferred the current methodology which provides for a more democratic process instead of declaring someone mayor, simply by default. Council Member Davis said the rotation schedule was fair and in alignment with other cities nearby. Mayor Pro Tem Barich suggested the CC_RFA_January 17, 2023

Redlands Regular Meeting of 02/07/2023

possibility of tabling the item but there was no consensus. Mayor Tejeda added he had a productive conversation with Council Member Davis and he better understood her reasons for moving to a rotation system and he said he would support it.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Denise Davis, the City Council unanimously adopted, by roll call vote, Ordinance No. 2953, (Second Reading), changing Chapter 2.02 of the Redlands Municipal Code relating to the selection of the Mayor and Mayor Pro Tempore and their respective terms of office.

Vote: 4 - 1 Passed
NAY: Council Member Mario Saucedo

Settlement Agreement Disclosure

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the public disclosure of details of an Agreement of Settlement and General Release between the City of Redlands and Lydia Rodriguez. Under the terms of the agreement, the City agrees to pay Ms. Rodriguez $75,000.00 to settle and dispose of disputes and controversies associated with a civil action pending in the San Bernardino Superior Court and entitled Lydia Rodriguez v. City of Redlands, et al., Case No. CIVDS 1935452.

Vote: 5 - 0 Passed

RASME Side Letter Agreement

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, a Side Letter Agreement between the City and the Redlands Association of Safety Management Employees (RASME). The agreement will provide for a $3,500 retention bonus for its employees. All other provisions of the Memorandums of Understanding between the City and RASME are unaffected by this agreement.

Vote: 5 - 0 Passed

Amending Professional Services Agreement Inclusionary Housing Program

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the First Amendment to the sole source Professional Services Agreement with Keyser Marston Associates, Inc., to extend the term end date to June 30, 2023, allowing for the continued performance of professional services associated with the creation of an Inclusionary Housing program.

Vote: 5 - 0 Passed

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Receive and File PARIS Program Annual Report

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, to receive and file Pavement Accelerated Repair Implementation Strategy (PARIS) Program Annual Report.

Vote: 5 - 0 Passed

Amending Professional Services Agreement for Citywide Left-Turn Pocket Study

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, approval of the First Amendment to the Professional Services Agreement with KOA Corporation for the Citywide Left-Turn Pocket Study is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and approved the First Amendment to the Professional Services Agreement with KOA Corporation for the Citywide Left-Turn Pocket Study. Staff discovered additional traffic counts were necessary and KOA agreed to complete the additional work for a total cost of $9,000, increasing the Agreement's not-to-exceed value to $108,905.

Vote: 5 - 0 Passed

Resolution No. 8431 Support of Yucaipa Valley Water District Annexation

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, Resolution No. 8431 supporting the annexation of Assessor Parcel Number 0300-241-16-0000 by the Yucaipa Valley Water District for potable water, recycled water, and wastewater utility services.

Vote: 5 - 0 Passed

Bear Valley Mutual Water Company Stock Purchase Agreement

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the Bear Valley Mutual Water Company Stock Purchase Agreement with Erin Barnum.

Vote: 5 - 0 Passed

Professional Services Agreement Coyote Mitigation Services

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of the Professional Services Agreement with Wildlife Management Professionals is exempt from environmental review pursuant to Section 15061 of the State's guidelines implementing the California Environmental Quality Act; and approved the Professional Services Agreement and a Single Source Purchase Order with Wildlife Management Professionals, Inc, for an amount not-to-exceed $24,000 for coyote mitigation services.

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Redlands Regular Meeting of 02/07/2023

Vote: 5 - 0 Passed

In-Kind Request Downtown Redlands Artwalk Event

Assistant City Manager Boatman introduced the request from Kid's Cures Foundation for in-kind support for $5,554, street closures and the sale of alcoholic beverages related to the Downtown Redlands Artwalk event to be held on March 26, 2023. As public comment, Dennis Bell questioned why an out-of-town organization was requesting to close streets in downtown Redlands and he thought the in-kind support was a waste of the public's money.

Janelle Guerrero pointed out that Stronger Together Now also requested this date and there was a potential conflict. Jessie K, coordinator of the Artwalk, said the October event held last year was a great success and brought awareness to the Kid's Cures Foundation. Staff received the Artwalk application before the request from Stronger Together Now.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the state’s guidelines implementing the California Environmental Quality Act; authorized and approved a request for in-kind support in the amount of $5,544 related to this event; authorized the temporary closure of East State Street from Orange Street to 7th Street and 5th Street from Redlands Boulevard to State Street on March 26, 2023; and approved the request for the sale and consumption of alcoholic beverages in Ed Hales Park.

Vote: 5 - 0 Passed

Redlands Bowl Electrical &Theatrical Lighting Upgrade Contract Amendment

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the First Amendment to the Public Works Contract with My Electrician Inc. for the Redlands Bowl Electrical and Theatrical Lighting Upgrade Project, to extend time for completion by ninety (90) calendar days.

Vote: 5 - 0 Passed

Senior Center Outdoor Dining Facilities Construction Project Contract Amendment

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of the agreement is exempt from an environmental review pursuant to Section 15061 of the State's CEQA guidelines; and approved the Second Amendment to the Public Works Contract with DEARK E&C, INC. for the Senior Center Outdoor Dining Facilities Construction Project to extend the time for completion by sixty (60) calendar days.

Vote: 5 - 0 Passed

Wildlife Hazard Assessment & Wildlife Hazard Management Plan

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Redlands Regular Meeting of 02/07/2023

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Mario Saucedo, the City Council unanimously determined, by roll call vote, that approval of the agreement with Coffman Associates, Inc. is categorically exempt from environmental review pursuant to Section 15306 of State's guidelines implementing the California Environmental Quality Act; approved an additional appropriation in the amount of $98,650 from the Airport Projects and Grants fund; and approved a Professional Services Agreement and Single Source Purchase Order with Coffman Associates, Inc. for an amount not to exceed $98,650, to conduct a wildlife hazard assessment and prepare a wildlife hazard management plan.

Vote: 5 - 0 Passed

Stronger Together Now Giving Sundays Events Ed Hales Park

Assistant City Manager Boatman reviewed the request from Stronger Together Now for in-kind support and for commercial vendors and the temporary closure of a portion of 5th Street for the Stronger Together Now Giving Sundays within Ed Hales Park on January 29, 2023, February 26, 2023, March 26, 2023, April 30, 2023, September 24, 2023, October 22, 2023, and November 19, 2023. Council Members Davis and Guzman-Lowery supported the request and appreciated how Stronger Together Now events bring life and vitality to the downtown area. As public comment, Janelle Guerrero, of Stronger Together Now, stated the group strives to accommodate the needs of the community while also minimizing the traffic and parking impacts, and she agreed to find a different date in March for Giving Sunday. Jessie, of Kid's Cures Foundation, recognized the value of the Stronger Together Now events.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that these events are categorically exempt from environmental review pursuant to Section 15311 of the State's guidelines implementing the California Environmental Quality Act; authorized the closure of a portion of N. 5th Street from 11:00 a.m. to 7:00 p.m. on January 29, 2023, February 26, 2023, April 30, 2023, September 29, 2023, October 22, 2023, and November 19, 2023; approved the expenditure of City resources and in-kind support in the amount of $7,938 related to the events; and directed staff to find a new March date that will not conflict with the Downtown Artwalk event scheduled for March 26, 2023.

Vote: 5 - 0 Passed

Landfill Hydrogeologic Support Agreement

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of this Agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and approved a Professional Services Agreement with Geo-Logic Associates, Inc., for Landfill Hydrogeologic Support at the California Street Landfill for an amount not-to-exceed $79,642 for a period of one year, with two additional one-year renewal options for a total amount not-to-exceed $240,040.

Vote: 5 - 0 Passed

CC_RFA_January 17, 2023

Redlands Regular Meeting of 02/07/2023

COMMUNICATIONS

National Community Survey Results

Project Manager Ross Wittman provided a brief report regarding the National Community Survey (NCS) and introduced Joe Dell'Olio, Senior Survey Associate at Polco who presented an overview of the results. The NCS includes standard questions and custom questions for measuring resident satisfaction levels and perceptions about the quality of local government services. The standardized portions of the NCS allow Polco to provide benchmark comparisons to any of the hundreds of communities who have conducted the survey. The results of the 2021 NCS were presented to the City Council in November 2021. To effectively gauge resident's continued satisfaction with City services, in February 2022, the City again contracted with Polco to conduct the 2022 NCS.

In early September, the 2022 survey instrument was distributed to a randomly selected sample of Redlands residents, representative of the City's demographics and spread equitably among each of the five City Council election districts. On October 5, 2022, the survey was opened to general participation for all members of the community. Data collection ended on October 19, 2022 and during the months of October and November, Polco compiled the results.

The NCS captured residents’ opinions by considering ten central facets of a community, including Economy, Mobility, Community Design, Utilities, Safety, Natural Environment, Parks and Recreation, Health and Wellness, Education, Arts, and Culture, Inclusivity and Engagement The report provides the opinions of a representative sample of 339 residents of the City of Redlands collected from August 31st, 2022 to October 19th, 2022. The margin of error around any reported percentage is 5.2% for all respondents and the response rate for the 2022 survey was 13%. Survey results were weighted so that the demographic profile of respondents was representative of the demographic profile of adults in Redlands.

As public comment, Dennis Bell admitted he did not take the survey because he considered it rigged and a waste of taxpayer money. Mr. Dell'Olio and Council Members briefly discussed items such as survey methods, weighted responses, random sampling and general conclusions drawn from the results. Council Members appreciated the report as it will be a useful tool to guide the City moving forward.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Denise Davis the City Council unanimously approved, by roll call vote, to receive and file the presentation on the results of a National Community Survey (NCS) conducted by Policy Confluence Inc. dba Polco.

Vote: 5 - 0 Passed

NEW BUSINESS

CC_RFA_January 17, 2023

Redlands Regular Meeting of 02/07/2023

Contract Award 2022 CIP Water Pipeline Replacement Project

Municipal Utilities and Engineering Director Harris reviewed a construction contract with Tryco General Engineering for the 2022 CIP Water Pipeline Replacement Project, to replace approximately 3.5 miles of aging and deteriorated water pipelines. Each year, a portion of revenues generated through water utility rates is used to replace aging water pipelines throughout the City.

On motion of Council Member Jenna Guzman-Lowery, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of a Construction Contract and construction of the 2022 CIP Water Pipeline Replacement Project are categorically exempt from environmental review in accordance with Section 15302 of the State’s guidelines implementing the California Environmental Quality Act; approved the 2022 CIP Water Pipeline Replacement Project plans and specifications; and approved a Construction Contract with Tryco General Engineering for an amount not-to-exceed $4,744,111.

Vote: 5 - 0 Passed

2023 Fourth of July Celebration Contribution

Assistant City Manager Boatman offered background on the request from the Redlands 4th of July Committee to approve a contribution of $30,000 in anticipation of the 2023 Fourth of July Celebration to be held again at Moore Middle School. This cost represents only a portion of the total cost for fireworks, as the Committee reported the overall show costs in excess of $100,000. The City recognizes the value of partnering with non-profit agencies and organizations to support programs that provide a community benefit, including drawing visitors into the City, encouraging tourism and economic benefits, as well as generating goodwill with the Redlands community. Last year, the Council expressed interest in relocating the event back to the University due to its central location but the Committee determined that the University was not ideal for two reasons: 1) a new scoreboard limits the ground fireworks visibility for the audience in certain seating areas; and 2) costs are significantly higher due to additional security and amenities that are needed.

As public comment, Dennis Bell thought last year's ticket sales were dismal at only 750 tickets sold. Andy Hoder said he regularly attended the event when it was held at the University location, and he suggested that ticket sales should offset the cost of the show.

He wondered if there were other sources of revenue to meet the increased costs. Mayor Pro Tem Barich voiced concerns about the reliability of the fireworks vendor contracted by the Committee. Council Members Guzman-Lowery and Davis said their constituents thought Moore Middle School was not centrally located and, instead, recommended the event be moved back to the University. Council Member Saucedo supported the event but suggested this item should have been brought to Council sooner to allow for more thoughtful discussion. Mayor Tejeda was willing to approve the $30,000 contribution for this year's event but did not want the Committee to turn this into an annual request. Event coordinator Tim Murone clarified that the fees charged by the University of Redlands were simply too high and, at $37,000, would force the Committee to double the contribution request to CC_RFA_January 17, 2023

Redlands Regular Meeting of 02/07/2023

$67,000. Based on these costs, he said Moore Middle School was a more reasonable option.

On motion of Mayor Pro Tempore Paul Barich, seconded by Council Member Mario Saucedo, the City Council approved, by roll call vote, a contribution of $30,000 for the 2023 Fourth of July Celebration to be paid to the Redlands 4th of July Committee and determined that the financial support serves a public benefit.

Vote: 5 - 0 Passed

COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES

Mayor Tejeda thanked his colleagues for their support and selecting him as the new Mayor.

Council Member Guzman-Lowery expressed her appreciation of City staff and especially those focusing on addressing homelessness.

Council Member Saucedo was proud to attend the MLK event hosted by The Village, Second Baptist Church of Redlands and the All-Campus Peace Walk at the University of Redlands honoring the legacy of Dr. Martin Luther King Jr.

ADJOURNMENT

There being no further action required the meeting adjourned at 8:55 P.M. The next regular meeting of the City of Redlands City Council will be held on February 7, 2023.

REDLANDS FINANCING AUTHORITY

Chairperson Tejeda called the meeting to order and offered anyone present the opportunity to address the Board on any subject not already on the agenda, within the jurisdiction of the Redlands Financing Authority.

PUBLIC COMMENT

None forthcoming

Minutes

On motion of Vice Chair Barich, seconded by Board Member Guzman-Lowery, the minutes of the regular meeting of September 20, 2022 were unanimously approved, by roll call vote.

Vote: 5 - 0 Passed

ADJOURNMENT
There being no further business, the Redlands Financing Authority adjourned at 8:56 P.M.

The next regular meeting of the Agency will be held on May 16, 2023.

CC_RFA_January 17, 2023

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 2.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve City Council Liaison assignments to the City's Boards, Commissions, Committees and Outside Agencies (Mayor Tejeda) MOTION:

I move to approve the City Council liaison assignments to the City's boards, commissions, committees and outside agencies as recommended by Mayor Tejeda.

RECOMMENDATION:

It is recommended by Mayor Tejeda that the City Council consider the liaison assignments as represented in the attached table titled “2023 City of Redlands Commissions/Boards/Committees.”
DISCUSSION:

Subsequent to the City's General Municipal Election and reorganization of the City Council, it is necessary to coordinate new Council liaison assignments to the City's boards, commissions, committees and outside agencies. Mayor Tejeda has reviewed the list and has provided his recommendation for the new liaison assignments, which are reflected in the attached table for the Council's consideration.

SUBMITTED BY:

Janice McConnell, Assistant City Manager
REVIEWED BY:

Charles M. Duggan, Jr., City Manager
PREPARED BY:

Jennifer Macias, Management Analyst
Redlands Regular Meeting of 02/07/2023

Attachments
2023 City of Redlands Commissions/Boards/Committees
Redlands Regular Meeting of 02/07/2023

I:\cmo\BOARDS\Local Appt Lists\Commission Board_List_2023.docx Updated: 1/17/2023 2:07 PM. 1 2023 CITY OF REDLANDS COMMISSIONS/BOARDS/COMMITTEES

Commissions and Committees created by Ordinance or Resolution of the City of Redlands - These are City sponsored and staffed committees that are appointed by the Council and subject to the Brown Act

COMMISSION/BOARD

MEETING TIME

MEETING MONTHS

STAFF LIAISON

COUNCIL LIAISON

PRIMARY ALTERNATE
Airport Advisory Board

3rd Thursday 6 p.m. Monthly Adarian (AJ) Lawson 557-8520 (Facilities and Community Services)

Barich Saucedo
Citrus Preservation Commission 2nd Tuesday 4 p.m. Monthly Tricia Swope 335-4701 (Facilities and Community Services)
Guzman-
Lowery Davis
Cultural Arts Commission 2nd Monday 4 p.m. Jan / Mar / May/ Jul / Sept / Nov
Tricia Swope 335-4701
(Facilities and Community Services)
Guzman-
Lowery Davis
Historic and Scenic Preservation
Commission 1st Thursday 6 p.m. Monthly Brian Foote, 798-7562 (Development Services)
Davis Barich
Human Relations Commission 2nd Monday 6:30 p.m. Jan / Mar / May Jul / Sept / Nov
Beatris Ordaz; 798-7534
(Human Resources)

Guzman-
Lowery Saucedo
Library Board 2nd Tuesday 5 p.m. Monthly Don McCue, 798-7565 (Library)

Barich Saucedo
Municipal Utilities/Public Works
Commission 1st Monday 4 p.m. Feb / Apr / Jun
Aug / Oct / Dec
Johana Silva, 798-7584x4
(Municipal Utilities and
Engineering) Saucedo Tejeda
Parks & Recreation Advisory
Commission 2nd Thursday 4 p.m. Jan / Mar / May
Jul / Sept / Nov
Don Craw 798-7304
(Facilities and Community Services) Tejeda
Guzman-
Lowery
Planning Commission 2nd & 4th Tuesday 4 p.m. Monthly Brian Desatnik, 798-7598 (Development Services)
Tejeda Barich
Redlands Regular Meeting of 02/07/2023

I:\cmo\BOARDS\Local Appt Lists\Commission Board_List_2023.docx Updated: 1/17/2023 2:07 PM. 2 Street Tree Committee 4th Thursday 5:30 p.m. Feb / Apr / Jun Aug / Oct / Dec
Erik Reeves 798-7570
(Facilities and Community Services)

Tejeda
Guzman-
Lowery
Traffic & Parking Commission 4th Thursday 6 p.m. Jan / Mar / May Jul / Sept / Nov
Johana Silva 798-7582
Sergeant Jeremy Floyd
((Municipal Utilities and Engineering,
and PD)

Davis
Guzman-
Lowery
Utilities Advisory Committee As needed on biannual
basis
As needed Johana Silva, 798-7584x4
(Municipal Utilities and Engineering)
n/a n/a

Redlands Regular Meeting of 02/07/2023

I:\cmo\BOARDS\Local Appt Lists\Commission Board_List_2023.docx Updated: 1/17/2023 2:07 PM. 3

Regionally significant boards and commissions - These positions may require staff coordination and technical support for specific policy areas where we are working with regional partners and stakeholders.

COMMISSION/BOARD MEETING TIME / LOCATION LIAISON ALTERNATE

OMNITRANS 1st Wednesday; 8:00 a.m
1700 W. Fifth Street, San Bernardino Davis

Saucedo

SBCTA
1st Wednesday; 9:00 a.m.
(after Omnitrans)
1170 W. Third Street, San Bernardino
Barich Saucedo

League of California Cities,
Legislative Task Force
3rd Wednesday every other month
10:00 a.m.

Ontario City Hall
Davis

Barich
(None Required)
Southern California Association of
Governments (SCAG)
1st Thursday; 9:00 a.m.
818 W. 7th Street, 12th Floor - LA
This is an elected position among the cities of Loma Linda, Redlands, Colton, and Grand Terrace
CONFIRE Board of Directors As Needed Davis

Tejeda

Santa Ana River Wash Committee
As Needed
SB Water Conservation District
1630 W. Redlands Blvd., Ste A
Redlands, CA 92373
Saucedo Tejeda

Water Policy Advisory
Commission
As Needed
380 E Vanderbilt Way
San Bernardino Saucedo Barich
San Bernardino County Solid
Waste Advisory Task Force
(SWAT)

April and October and As Needed

Davis Saucedo

Redlands Regular Meeting of 02/07/2023

I:\cmo\BOARDS\Local Appt Lists\Commission Board_List_2023.docx Updated: 1/17/2023 2:07 PM. 4 Council appointments to community organizations - These positions require little or no staff support but could generate Council announcements and communications during the agenda.

ORGANIZATION MEETING TIME / LOCATION LIAISON ALTERNATE

Redlands Chamber of Commerce
3rd Wednesday; 8:00 a.m.

Ayres Hotel – 1015 W. Colton Ave

Saucedo

Barich

Redlands Service Club Council 1st Thursday; 10:00 a.m.

City Hall, 35 Cajon Street, Suite 200 Saucedo

Tejeda

Redlands Conservancy

as needed

Barich Saucedo
Inland Empire Economic
Partnership
Quarterly All Divisions Meeting
7:30-9:00a.m. - CSUSB Saucedo Tejeda
Interagency Council on
Homelessness
4th Wednesday; 9:00 a.m.
850 E. Foothill Blvd, Rialto Guzman-Lowery Davis

City Council Appointed Ad Hoc Committees - These committees are established by the Council and are comprised of two representatives meeting in limited duration, with staff support, and are not subject to the Brown Act

COMMITTEE MEETING TIME COUNCIL REPRESENTATIVES
Coronavirus – COVID-19 (March 17, 2020) Tejeda Barich

COMMITTEE MEETING TIME COUNCIL REPRESENTATIVES
Market Night Committee (June 7, 2022) Tejeda Barich

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 3.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring February 18, 2023 as the celebration of Mahaparamashivaratri in the City of Redlands as a gesture of support for those in our community who observe and celebrate this occasion (Mayor Tejeda)
MOTION:

I move to authorize issuance of a proclamation declaring February 18, 2023 as the celebration of Mahaparamashivaratri in the City of Redlands.

Attachments
Proclamation - Mahaparamashivaratri 2023
Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 4.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring the month of February to be Black History Month in the City of Redlands (Council Member Davis)
MOTION:

I move to authorize the issuance of a Proclamation declaring the month of February to be Black History Month in the City of Redlands.

Attachments
Black History Month 2023
Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 5.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8433 authorizing remote teleconference meetings by the City Council and all Boards, Commissions, and Committees of the City in accordance with Assembly Bill 361 (2021) for a period of 28 days or or until the City Council adopts a Subsequent Resolution in accordance with Government Code section 54953(e)(3) or until the Governor terminates the State of Emergency whichever occurs first (Council Member Davis) MOTION:

I move to adopt Resolution No. 8433.

DISCUSSION:

On January 17, 2023, the City Council adopted Resolution No. 8430 authorizing remote teleconference meetings by the City Council and all Boards, Commissions, and Committees of the City in accordance with Assembly Bill 361 (2021) for a period of 30 days ending February 15, 2023. AB 361, signed into law on September 16, 2021, amends Government Code Section 54953 to provide the authority and specific requirements for public agencies to hold virtual meetings during a proclaimed state of emergency and remain in compliance with the Brown Act.

In accordance with Government Code Section 54953 (e)(3), the City Council must review the need and make findings for continuing the teleconferencing as authorized by AB 361 at least once every thirty days until the Governor terminates the state of emergency. With the adoption of Resolution No. 8433, the City Council is reaffirming its findings and compliance with AB 361 for an additional 28 days ending March 7, 2023.

SUBMITTED BY:

Council Member Denise Davis
Redlands Regular Meeting of 02/07/2023

Attachments
Reso. 8433 Teleconference Meeting
Redlands Regular Meeting of 02/07/2023

1 I:\cmo\Resolutions\8433 Teleconference Meeting 2.7.23.docx RESOLUTION NO. 8433

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

AUTHORIZING REMOTE TELECONFERENCE MEETINGS BY THE CI TY

COUNCIL AND ALL BOARDS, COMMISSIONS, AND COMMITTEES OF THE CITY IN ACCORDANCE WITH ASSEMBLY BILL 361 (2021) FOR A PERIOD

OF THIRTY DAYS

WHEREAS, COVID-19 (also known as the “Coronavirus Disease”) is a respiratory disease that has spread across the globe, with thousands of confirmed cases in California, including within the City of Redlands (“City”); and

WHEREAS, on January 31, 2020, the United States Secretary of Health and Human Services declared a public health emergency based on the threat caused by COVID-19, and the President of the United States issued a proclamation declaring a national emergency concerning COVID-19 beginning March 1, 2020; and

WHEREAS, in response to COVID-19, the Governor of the State of California issued a proclamation of a state of emergency on March 4, 2020; and

WHEREAS, the City Council of the City adopted a proclamation of a local emergency related to the COVID-19 virus on March 17, 2020; and

WHEREAS, the City is committed to preserving and fostering public access, transparency, observation, and participation in meetings of the City Council and City b oards, commissions, and committees (hereafter collectively referred to as “legislative bodies;”) and

WHEREAS, all meetings of the City Council and legislative bodies are open and public as required by the Ralph M. Brown Act (“Brown Act”) (Government Code section 54950 et seq.), so that any member of the public may attend, observe, and participate in a meaningful way; and

WHEREAS, Government Code section 54953(b)(3) of the Brown Act allows a local legislative body to hold public meetings by teleconference and to make public meetings accessible telephonically or otherwise electronically to all members of the public seeking to attend and to address the local legislative body, as long as the following requirements are met:

1. Each teleconference location from which a member is participating is noticed on the agenda;

2. Each teleconference location is accessible to the public;

3. Members of the public must be able to address the body at each teleconference location;

4. At least one member of the legislative body must be physically present at the location specified in the meeting agenda; and

5. During teleconference meetings, at least a quorum of the members of the local body must participate from locations within the local body’s territorial jurisdiction; and

WHEREAS, the Brown Act, as amended by AB 361 (2021), at Government Code section 54953(e), allows for remote observation and participation in meetings by members of a legislative Redlands Regular Meeting of 02/07/2023

2 I:\cmo\Resolutions\8433 Teleconference Meeting 2.7.23.docx body and members of the public without compliance with the requirements of Government Code section 54953(b)(3), subject to certain conditions; and

WHEREAS, the initial required condition of Government Code section 54953(b)(3) is a declaration of a state of emergency by the Governor pursuant to the California Emergency Services Act at Government Code section 8625, proclaiming the existence of conditions of disaster or of extreme peril to the safety of persons and property within the state and within the boundaries of the City, caused by conditions as described in Government Code section 8558; and

WHEREAS, the Governor’s proclamation of a state of emergency includes area within the jurisdictional boundaries of the City; and

WHEREAS, Government Code section 54953(e)(3)(A-B), added by AB 361, provides an alternative to having public meetings in accordance with Government Code Section 54953(b)(3) when the City Council has reconsidered the circumstances of the COVID-19 state of emergency and that the following circumstances exist:

1. The state of emergency because COVID-19 continues to directly impact the ability of the members of City Council and the members of the City’s boards, commissions, and committees to meet safely in person; and

2. The State of California and the County of San Bernardino continue to recommend measures to promote social distancing; and

WHEREAS, Government Code Section 54953(e) further requires that state or local officials have imposed, or recommended, measures to promote social distancing, or the legislative body finds that meeting in person would present an imminent risk to the health or safety of attendees; and

WHEREAS, such conditions now exist in the City in that (i) state and local officials do recommend social distancing measures, and (ii) emergency conditions evidenced by COVID-19 and its variants create ongoing COVID-19 cases, hospitalizations, and deaths, such that meeting in person would present imminent risk to health or safety of attendees; and

WHEREAS, the City Council affirms that it will allow for observation and participation by City Council members as well as board, commission, and committee members and the public, via Zoom, or other appropriate technology, in an effort to protect the constitutional and statutory rights of all attendees; and

WHEREAS, Government Code Section 54953 (e)(3) further requires that the City Council review the need and make findings for continuing the teleconferencing as authorized by AB 361 at least once every thirty days until the Governor terminates the state of emergency;

Redlands Regular Meeting of 02/07/2023

3 I:\cmo\Resolutions\8433 Teleconference Meeting 2.7.23.docx

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF REDLANDS HEREBY RESOLVES AS FOLLOWS:

Section 1. The above recitals are true and correct and are incorporated herein by this reference.

Section 2. The City Council finds that the state of emergency conditions related to COVID-19 as set forth in the Governor’s and City’s proclamations of emergency are on-going.

Section 3. The City Council further finds that State and county officials recommend social distancing conditions causing imminent risk to attendees as described above exist.

Section 4. The City Council hereby recognizes and affirms the existence and conditions of a state of emergency as proclaimed by the Governor, and the City, and affirms, authorizes, and proclaims the existence of a local emergency throughout the City.

Section 5. The City Council finds that the state of emergency because COVID-19 continues to directly impact the ability of members of the City Council and the members of the City’s b oards, c ommissions, and committees to meet safely in person and such fact creates an imminent health risk to such members.

Section 6. The City Council hereby authorizes the City Council, and all of the boards , commissions, and committees of the City, to conduct their meetings without compliance with Government Code section 54953(b)(3), and to instead comply with the remote meeting requirements as authorized by Government Code section 54953(e).

Section 7. The City Manager and City Clerk are authorized and directed to take all actions reasonably necessary to carry out the intent and purpose of this Resolution, including, conducting open and public meetings remotely in accordance with Government Code section 54953(e), and other applicable provisions of the Brown Act, for all City Council meetings, and all boards, commissions, and committee meetings of the City.

Section 8. This Resolution shall take effect immediately upon its adoption and shall be effective until either (i) March 7, 2023, or (ii) such time as the City Council adopts a Subsequent Resolution in accordance with Government Code section 54953(e)(3) to extend the time during which the City Council and all City legislative bodies may continue to meet remotely, without compliance with Government Code section 54953(b)(3), but otherwise as permitted by Government Code section 54953(e), or ( iii) the Governor terminates the State of Emergency , whichever occurs first.

ADOPTED, SIGNED AND APPROVED this 7th day of February 2023.

________________________
ATTEST: Eddie Tejeda, Mayor

____________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 02/07/2023

4 I:\cmo\Resolutions\8433 Teleconference Meeting 2.7.23.docx I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a special meeting thereof held on the 7th day of February 2023.

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 6.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Second Amendment to the Public Works Contract with Deark E&C, Inc. for the Orange Blossom Trail Phase 3 Project to extend the time for completion by sixty (60) calendar days (Municipal Utilities and Engineering Director Harris)
MOTION(S):

If City Council determines the staff recommendation is appropriate, the following motion is provided:

I move to approve the Second Amendment to the Public Works Contract with Deark E&C, Inc. for the Orange Blossom Trail Phase 3 Project to extend the time for completion by sixty (60) calendar days.

RECOMMENDATION:

Staff recommends City Council approve the Second Amendment to the Public Works Contract with Deark E&C, Inc. for the Orange Blossom Trail Phase 3 Project to extend the time for completion by sixty (60) calendar days.

DISCUSSION:

On June 7, 2022 City Council approved a Public Works Contract with Deark E&C, Inc. to construct the Orange Blossom Trail Phase 3 Project (Project) for an amount not-to-exceed $782,396. This project is funded by a Transportation Development Act (TDA) Article 3 grant and proposes to construct approximately one half mile of multi-use path along the Mission Channel from Alabama Street to Tennessee Street. On September 20, 2022, City Council approved the first amendment to the Contract to extend the time for completion to one hundred eighty (180) calendar days.

Redlands Regular Meeting of 02/07/2023

Due to lengthy project material lead times and several weeks of delays due to weather conditions, Deark E&C Inc. has notified staff that the Contract completion time is inadequate. Therefore, staff recommends a Contract amendment to increase the time for completion by sixty (60) calendar days, resulting in a revised time for completion of two hundred forty (240) calendar days. This is the second Contract revision proposed.

ALTERNATIVES:

City Council may deny the staff recommendation, although doing so would prevent completion of the project.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Goutam K. Dobey, City Engineer
PREPARED BY:

Gerard Nepomuceno, Civil Engineer
Fiscal Impact
Discussion:

There is no fiscal impact associated with this action.

Attachments
Deark E&C, Inc. Second Amendment
B. First Amendment to Deark E&C Contract (Reference Only) C. Executed Contract (Reference Only)
Redlands Regular Meeting of 02/07/2023

I:\cmo\Agreements\Deark OBT Contract Second AmendmentFY22-0106.docx-jm

SECOND AMENDMENT TO PUBLIC WORKS CONSTRUCTION CONTRACT

This second amendment (“ Second Amendment”) to the Public Works Construction Contract for the Orange Blossom Trail Phase 3 Project dated June 7, 2022 (the “Contract”), by and between the City of Redlands, a municipal corporation and general law city (“City”), and Deark E&C, Inc., a California corporation (“Contractor”), is made and entered into this 7th day of February 2023.

RECITALS

WHEREAS, it is the desire of the City and Contractor to amend their existing Contract, specifically to amend the Time for Completion of the Contract; and

WHEREAS, the City Council approved the contract with contractor for work in accordance with the Contract Documents for City’s Orange Blossom Trail Phase 3 Project, Project No. S241001;

NOW, THEREFORE, in consideration of the mutual promises contained herein City and Contractor agree as follows:

AGREEMENT

Section 1. The time for completion, as set forth in Section 3 of the Contract, is her eby amended to increase Contractor’s time for completion and shall read as follows:

“TIME FOR COMPLETION: the Work shall be completed within Two Hundred Forty (240) calendar days from and after the date of City’s issuance of a Notice to Proceed to Contractor.”

Section 2. All other provisions of the Contract shall remain unchanged by this Second Amendment, and in effect.

IN WITNESS WHEREOF, the parties have executed this Second Amendment, to be effective as of the 7th day of February 2023.

CITY OF REDLANDS DEARK E&C, INC.

________________________________ By: ________________________________ Eddie Tejeda, Mayor Dong Keun Jin, President

ATTEST:

__________________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 02/07/2023

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Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

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Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 7.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a Third Amendment to the Professional Services Agreement with Webb Municipal Finance, LLC increasing the total agreement amount to $86,500, and an additional appropriation of $33,577.59 (Development Services Director Desatnik)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move that City Council determine that approval of this contract amendment is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and

1. I move to approve the Third Amendment to the Agreement with Webb Municipal Finance, LLC increasing the total agreement amount to $86,500, and an additional appropriation of $33,577.59

2. RECOMMENDATION:

Staff recommends City Council approve the Third Amendment to the Professional Services Agreement with Webb Municipal Finance, LLC by $30,000, increasing it from $56,500 to $86,500, and an additional appropriation of $33,577.59, to allow for the continued performance of professional services for the annual levy administration and annexations for Community Facilities district No. 2004-1 (district) which is exempt from the California Environmental Quaility Act pursuant to Section 15061(b)(3) of the CEQA Guidelines.

Redlands Regular Meeting of 02/07/2023

DISCUSSION:

On September 18, 2018, City Council approved an agreement with Webb Municipal Finance, LLC for an amount not to exceed $56,500.

On November 5, 2019, City Council approved a first amendment to the agreement with Webb Municipal Finance, LLC to change the City's representative and to extend the term of the agreement for 3 years through December 31, 2022.

On December 20, 2022, City Council approved the second amendment to the agreement with Webb Municipal Finance, LLC to change the City's representative, to extend the term of the agreement for 3 years through December 31, 2025, increasing the agreement from $56,500 to $86,500 and an additional appropriation of $33,577.59. However, it was discovered the second amendment did not include the increase from $56,500 to $86,500, which is reflected in this third amendment.

The proposed action is exempt from the requirements of the California Environmental Quality Act's (CEQA) guidelines pursuant to Section 15061(b)(3) as the amendment of an existing agreement would be covered by the general rule common sense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, and there is negligible expansion of existing facilities.

ALTERNATIVES:

City Council may elect not to amend the existing agreement and provide staff with an alternative recommendation. However, not approving these actions would result in a halt in the processing of future annexations until a new CFD engineering firm is selected.

STRATEGIC PLAN:

Not applicable.

Redlands Regular Meeting of 02/07/2023

SUBMITTED BY:

Brian Desatnik, Director
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Tricia Munoz, Development Services/Management Analyst
Fiscal Impact
Fiscal Year: 2022-23
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: Y
Account No.: 101163-6106
Discussion:

Funding for the agreement in the amount of $33,577 will be offset generally by revenue received as fees associated with this service are collected each time an annexation into the CFD is requested.

Attachments
Third Amendment Webb Municipal Finance LLC
Second Amendment_Webb Municipal Finance LLC
First Amendment_Webb Municipal Finance LLC
Original Agreement_Webb Municipal Finance LLC
Additional Appropriation Form
Redlands Regular Meeting of 02/07/2023

1 I:\cmo\Agreements\Third_Amendment_Webb_Municipal_Finance_LLC FY22-0107.docx-la

THIRD AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES

This third amendment (“Third Amendment”) to the agreement for the provision of services associated with Community Facilities District (“Agreement”), dated September 18, 2018 , by and between the City of Redlands, a municipal corporation and a general law city (“City”), and Webb Municipal Finance, LLC , a California Limited Liability Company (“Consultant”), is made and entered into this 7 th day of February 2023. City and Consultant are sometimes individually referred to herein as a “Party”, and collectively as the “Parties”.

RECITALS

WHEREAS, the Parties entered into a Professional Services Agreement (“Agreement”) on September 18, 2018, to provide Community Facilities District services to the City;

WHEREAS, the Parties entered into a Second Amendment to the Agreement (“ Second Amendment”) on December 20, 2022; and

WHEREAS, it is the desire of the Parties to amend their existing Agreement, specifically to make a change to the total amount of the Agreement.

NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledged City and Consultant agree as follows:

AGREEMENT

Section 1. Article 5 of the Agreement, entitled “ Payments to Consultant ,” is hereby amended to read as follows:

“5.1 Total compensation for Consultant’s performance of the Services shall not exceed the amount of Eighty-Six Thousand Five Hundred Dollars ($86,500). City shall pay Consultant on a time and materials basis up to the not- to-exceed amount in accordance with Exhibit “B” entitled “HOURLY RATE SCHEDULE” attached hereto and incorporated herein by reference."

Section 2. All other provisions of the Agreement shall remain unchanged by this Second Amendment and in effect.

[SIGNATURES ON THE FOLLOWING PAGE]

Redlands Regular Meeting of 02/07/2023

2 I:\cmo\Agreements\Third_Amendment_Webb_Municipal_Finance_LLC FY22-0107.docx-la IN WITNESS WHEREOF, the P arties have executed this Third A mendment, to be effective as of 7th day of February 2023.

CITY OF REDLANDS WEBB MUNICIPAL FINANCE, LLC

________________________________ By: ________________________________ Eddie Tejeda, Mayor Heidi Schoeppe,
President/Managing Director

ATTEST:

__________________________________

Jeanne Donaldson, City Clerk

Redlands Regular Meeting of 02/07/2023

3 I:\cmo\Agreements\Third_Amendment_Webb_Municipal_Finance_LLC FY22-0107.docx-la EXHIBIT “B”

HOURLY RATE SCHEDULE

CLASSIFICATION
Engineers/Project Managers/Planners/Scientists/ Rates
Assessment/Special Tax Consultants/Landscape Architects/Designers $/Hour Principal II.............................................................................................................................. 293.00 Principal I .............................................................................................................................. 279.00 Senior III ............................................................................................................................... 252.00 Senior II ................................................................................................................................ 240.00 Senior I ............................................................................................................................... 232.00 Associate III .......................................................................................................................... 208.00 Associate II ........................................................................................................................... 197.00 Associate I ............................................................................................................................ 191.00 Assistant V ........................................................................................................................... 173.00 Assistant IV .......................................................................................................................... 156.00 Assistant III ........................................................................................................................... 144.00 Assistant II ............................................................................................................................ 135.00 Assistant I ............................................................................................................................. 98.00 Survey Services
2-Person Survey Party .......................................................................................................... 302.00 1-Person Survey Party ......................................................................................................... 208.00 Inspection Services
Construction Manager II ..................................................................................................... .. 245.00 Construction Manager I ........................................................................................................ 185.00 Inspector (Non-Prevailing Wage) ......................................................................................... 141.00 Inspector Overtime (Non-Prevailing Wage) .......................................................................... 190.00 Inspector (Prevailing Wage) ................................................................................................. 152.00 Inspector Overtime (Prevailing Wage) .................................................................................. 200.00 Administrative Services
Project Coordinator .............................................................................................................. 115.00 Administrative Assistant III ................................................................................................... 102.00 Administrative Assistant II .................................................................................................... 91.00 Administrative Assistant I ..................................................................................................... 72.00 Other Direct Expenses
Incidental Charges ............................................................................................................... Cost Postage ................................................................................................................................ Cost Subcontracted Services ....................................................................................................... Cost Special Consultant………………………………………………………………………………… 365.00 Survey/Inspection Per Diem.................................................................................................. Prevailing Wage Rate
In-House Delivery Up to 1/2 hour.......................................................................................... 32.00 In-House Delivery 1/2 Hour up to 1 Hour .............................................................................. 64.00 In-House Delivery Over 1 Hour up to 2 Hours ...................................................................... 118.00 In-House Delivery Over 2 Hours ........................................................................................... 170.0 0 Survey/Inspection Vehicle .................................................................................................... 0.81/Mil e Mileage ................................................................................................................................. 0.72/Mile

Note:

All rates are subject to change based on annual inflation and cost of living adjustments. Prevailing wages are dictated by the California Department of Industrial Relations (DIR). As such, the indicated rate will remain in effect until revised rates are published by the DIR. The rate shown shall be subject to renegotiation to remain in compliance with State requirements if prevailing wages are increased by the DIR.

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DATE
OF REQUEST:

An a
dditional appropriation is hereby requested as follows:

Department:

JUSTIFICATION:

Requested By:

Recommended By Finance Director: Recommended:

Yes No Signed
Comments: Approved by City Council:

Date:

Signed:

City Clerk
REVENUE APPROPRIATION INCREASE (if applicable)
EXPENDITURE APPROPRIATION INCREASE (if applicable)
$
-
$
-

TRANSACTION
NO:

ACCOUNTING PERIOD:

Acc
ount Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) AmountAccount Description Orgkey Object Code Department Head
City Manager
CITY

OF REDLANDS
REQ

UEST FOR ADDITIONAL APPROPRIATION
FINANC

E USE ONLY
Pag
e 1 of 1
Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 8.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve an addendum amending the existing State Plan of Operation between the State and the Redlands Police
Department and authorize the Chief of Police to execute the addendum (Police Chief Catren)
MOTION(S):

I move to approve an addendum amending the existing State Plan of Operation between the State and the Redlands Police Department and authorize the Chief of Police to execute the addendum.

RECOMMENDATION:

Staff recommends City Council approve an addendum amending the existing State Plan of Operation between the State and the Redlands Police Department and authorize the Chief of Police to execute the addendum.

DISCUSSION:

This addendum amends the existing State Plan of Operation (dated February 2021) between the State and the Redlands Police Department (LEA) and is herein referred to as the SPO Addendum. The SPO Addendum implements requirements found within Presidential Executive Order (EO) 14074 (Section 12), signed on May 25, 2022. In accordance with current SPO-Paragraph 17, notice is being provided of a unilateral change to the SPO. Unless the Department takes immediate action to terminate the current SPO, the modifications or amendments will become binding.

This addendum addresses:

ROLES AND RESPONSIBILITIES1.

MODIFICATION TO DEFINITION OF “CONTROLLED” PROPERTY"2.

PROHIBITED ITEMS THAT MAY BE ISSUED FOR LIMITED PURPOSES3.

Redlands Regular Meeting of 02/07/2023

ACQUIRING (OR RETAINING) CONTROLLED PROPERTY4.

REGIONAL SHARING AGREEMENTS5.

POLICIES/PROCEDURES6.

TRAINING7.

DOCUMENTATION REQUIRED FOR “SIGNIFICANT INCIDENTS”8.

ANNUAL CERTIFICATIONS9.

SAVINGS CLAUSE/INTERPRETATION10.

AGREEMENTS OF PARTIES11.

ALTERNATIVES:

Do not approve the addendum amending the existing State Plan of Operation between the State and the Redlands Police Department.

STRATEGIC PLAN:

Not applicable
SUBMITTED BY:

Christopher R. Catren, Chief of Police
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Shayna Walker, Operations Manager
Fiscal Impact
Fiscal Year: 2022-23
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: Y
Account No.: 246200
Discussion:

At this time, the Redlands Police Department does not foresee acquiring any Redlands Regular Meeting of 02/07/2023

At this time, the Redlands Police Department does not foresee acquiring any property from the program during this year. However, if any expenses are incurred for maintaining past property obtained or if the Redlands Police Department decides to acquire property from the program, the expenses will be paid out of Non-General Fund Asset Forfeiture Account.

Attachments
Addendum to LESO Program State Plan of Operation
Redlands Regular Meeting of 02/07/2023

DEFENSE LOGISTICS AGENCY

DISPOSITION SERVICES
74 WASHINGTON AVENUE NORTH
BATTLE CREEK, MICHIGAN 49037-3092

GPL August 15, 2022

MEMORANDUM FOR LAW ENFORCEMENT SUPPORT OFFICE (LESO) PROGRAM

PARTICIPATING LAW ENFORCEMENT AGENCY (LEA)

SUBJECT: Addendum to LESO Program State Plan of Operation (SPO)

This addendum amends the existing State Plan of Operation (dated February 2021) between the State and Law Enforcement Agency (LEA) and is herein referred to as the SPO Addendum. The SPO Addendum implements requirements found within Presidential Executive Order (EO) 14074 (Section 12), signed on May 25, 2022 . In accordance with current SPO-Paragraph 17, notice is being provided of a unilateral change to the SPO. Unless an LEA takes immediate action to terminate the current SPO, the modifications or amendments will become binding.

1) ROLES AND RESPONSIBILITIES The State Shall:

a) Ensure each LESO Program participating Law Enforcement Agency ( LEA) has signed the LESO- approved SPO Addendum no later than January 1, 202 3. The SPO Addendum will be signed by the Chief Law Enforcement Official (CLEO) (or assigned designee) and the current State Coordinator (SC) (or authorized State Point of Contact [SPOC]).

b) Provide LESO with a comprehensive list of LEAs who do not sign the SPO Addendum by January 1, 2023. LESO will restrict the LEA to ensure LEA may not request or receive “controlled” property as defined within this addendum.

2) MODIFICATION TO DEFINITION OF “CONTROLLED” PROPERTY This SPO Addendum adds the below items to the “controlled” property definitions currently found in the 2021 SPO. These items are added pursuant to EO 14074 which reestablishes EO 13688. In 2017, the Law Enforcement Equipment Working Group (established by EO 13688), further added, deleted and ref ined the definitions of “controlled” items in their annual equipment list review. Provisions within the 2021 MOA applicable to “controlled” property apply to the items listed below (regardless of DEMIL and/or DEMIL Integrity Code).

Title and ownership of the “controlled” property listed below remains with the DoD in perpetuity and will not be relinquished to the LEA (regardless of DEMIL and/or Integrity Code ). The LESO retains final authority to determine what items qualify as “controlled” property. The below items listed in Section 1.2 of Law Enforcement Equipment Working Group (LEEWG) Recommendations (as modified in 2017), will be managed and issued as controlled property unless other restrictions or conditions are noted:

a) Manned Aircraft, Fixed Wing: Powered aircraft with a crew aboard, such as airplanes, that use a fixed wing for lift. (Note: These items were p reviously listed as controlled in LESO Program . Any aircraft without commercial application are prohibited).

b) Manned Aircraft Rotary Wing: Powered aircraft with a crew aboard, such as helicopters, that use a rotary wing for lift. (Note: These items were previously listed as controlled in LESO Program . Any aircraft without commercial application are prohibited).

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c) Unmanned Aerial Vehicles : A remotely piloted powered aircraft without a crew onboard. (Note: These items are not currently issued in the LESO Program).

d) Armored Vehicles, Wheeled : Any wheeled vehicle either purpose‐built or modified to provide ballistic protection to its occupants, such as a Mine‐Resistant Ambush Protected (MRAP) vehicle or an Armored Personnel Carrier (APC). These vehicles are sometimes used by law enforcement personnel involved in dangerous operating conditions, including active shooter or similar high‐threat situations.

These vehicles often have weapon‐firing ports. (Note: These vehicles were previously considered controlled due to DEMIL code and are now prohibited unless certification requirements in Section 3 are met).

e) Tactical Vehicles, Wheeled : A vehicle purpose‐built to operate on‐ and off‐ road in support of military operations, such as a High Mobility Multi-purpose Wheeled Vehicle (HMMWV), 2.5‐ton truck, 5‐ton truck, or a vehicle with a breaching or entry apparatus attached. These vehicles are sometimes used by law enforcement in rough terrain or inclement weather for search and rescue operations, as well as other law enforcement functions. This excludes commercially available vehicles not tactical in nature, such as pick-up trucks or SUVs. (Note 1: This is LEEWG modified definition from 2017. Note 2: All tactical vehicles will now be considered controlled, and title will not pass. Note 3: Armored vehicles in this category will be considered prohibited unless certification requirement s in Section 3 are met).

f) Command and Control Vehicles: Any wheeled vehicle either purpose-built or modified to facilitate the operational control and direction of public safety units responding to an incident. Command and control vehicles provide a variety of capabilities to incident Commander, including, but not limited to, the provision for enhanced communications and other situational awareness capabilities. Command and Control Vehicles are similar to a recreational vehicle and can accommodate multiple people at multiple workstations in the command center. This category does not include SUVs and is not intended for other types of vehicles that could serve as a command -and-control center. (Note 1: This is the LEEWG modified definition from 2017. Note 2: Armored vehicles in this category will be considered prohibited unless certification requirements in Section 3 are met).

g) Specialized Firearms and Ammunition Under .50‐Caliber (excludes firearms and ammunition designed for regularly assigned duties) and less lethal launchers : Weapons and corresponding ammunition for specialized operations or assignment. This includes launchers specifically designed and built to launch less lethal projectiles. This excludes weapons such as service issued handguns, rifles or shotguns that are issued or approved by the agency to be used by all sworn officers/deputies during the course of regularly assigned duties. (Note 1: This is the LEEWG modified definition from 2017. Note 2: The LESO Program only issues weapons under .50 caliber that are designed for regularly assigned duties).

h) Explosives and Pyrotechnics: Includes “flash bangs” as well as explosive breaching tools often used by special operations units. (Note: These items were previously prohibited in the LESO Program and are now specifically prohibited in EO 14074).

i) Breaching Apparatus: Tools designed to provide rapid entry into a building or through a secured doorway. These tools may be mechanical in nature (a battering ram connected to a vehicle or a propellant), ballistic (slugs), or explosive. This category does not include dual purpose tools such as a sledgehammer or bolt cutter. (Note: This is the LEEWG modified definition from 2017).

j) Riot/Crowd Control Batons: Non-expandable of greater length (more than 24 inches) than service - issued types and are intended to protect its wielder during crowd control si tuations by providing distance from assailants. This category includes all batons with advanced features such as tear gas discharge, electronic or “stun” capabilities. (Note: This is the LEEWG modified definition from 2017).

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k) Riot Helmets: Helmets designed to protect the wearer’s face and head from injury during melees from projectiles including rocks, bricks, liquids, etc. Riot helmets include a visor which protects the face. (Note 1: The LEEWG removed these items from the controlled list in 2017. Note 2: LESO does not issue Kevlar helmets based on DoD policy).

l) Riot/Crowd Control Shields: Shields intended to protect wielders from their head to their knees in crowd control situations. Most are designed for the protection of the user from projectiles including rocks, bricks, and liquids. Some afford limited ballistic protection as well. (Note: This is the LEEWG modified definition from 2017).

3) PROHIBITED ITEMS THAT MAY BE ISSUED FOR LIMITED PURPOSES EO 14074 lists the below items as “prohibited” for issue under the LESO Program; however identifies specific authorized uses for these “prohibited” items if requested, utilized and annually certified as being used only in authorized manners. When utilized in an authorized manner (a s indicated in the below example descriptions), the items are categorized as “controlled” property.

a) Long Range Acoustic Devices (LRAD) that do not have commercial application- LRADs are capable of directing sound over great distances at extreme volume in more geographical precision than an ordinary speaker. Certain LRAD capabilities which are aimed at dispersing individuals or groups as a kinetic use-of-force shall not be used. Examples of LRAD capabilities that shall not be used include (but are not limited to) attention commanding alert tones, powerful warning tones and/or deterrent tones.

i) Authorized uses - LRADs may only be utilized a s a public address system for commercial purposes. Any other use is not authorized.

ii) Annual Certification Requirements- During the LESO Program annual inventory, LEAs with LRADs must certify that the LRAD is utilized exclusively as a public address system for commercial purposes. An LEAs signature on the SPO Addendum agreeing to these new terms will serve as initial certification.

iii) LEAs that do not have a current SPO Addendum on file by January 1, 2023 or who fail to annually certify the LRAD is being used in an authorized manner must return LRAD(s) to DLA Disposition Services.

b) Vehicles that do not have commercial application- This includes all tracked and armored vehicles, such as a Mine‐Resistant Ambush Protected (MRAP), Armored Personnel Carrier (APC), or Armored HMMWV. (Note: This category excludes vehicles with commercial application, such as pick -up trucks, non-armored HMMWVs, 2.5‐ton trucks, 5‐ton trucks , or SUVs. The LESO Program identifies/defines vehicles with “commercial application” as items with a DEMIL Code of “ A” or DEMIL “Q” (with an Integrity Code of 6) that may be sold to the general public under DoD sales programs).

i) Authorized uses- EO 14074 allows limited transfer of vehicles that do not have commercial application if the LEA certifies that the vehicle will be used exclusively for disaster-related emergencies; active shooter scenarios; hostage or other search and rescue operations; or anti - terrorism preparedness, protection, prevention, response, recovery, or relief . Any other use of these vehicles is not authorized.

ii) Annual Certification Requirements- During the LESO Program annual inventory, LEAs with these vehicles must certify that the vehicle(s) is utilized exclu sively for disaster -related emergencies; active shooter scenarios; hostage or other search and rescue operations; or anti - terrorism preparedness, protection, prevention, response, recovery, or relief. An LEAs signature on the SPO Addendum agreeing to these new terms will serve as initial certification.

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iii) LEAs that do not have a current SPO Addendum on file by January 1, 2023 or who fail to annually certify that the vehicle(s) use is exclusively for disaster -related emergencies; active shooter scenarios; hostage or other search and rescue operations; or anti-terrorism preparedness, protection, prevention, response, recovery, or relief must return vehicle(s) to DLA Disposition Services.

4) ACQUIRING (OR RETAINING) CONTROLLED PROPERTY The State shall:

a) Review, verify and only submit to LESO for approval, requests for controlled property by LEAs who have current SPO and SPO Addendum on file with the state.

b) Ensure LEAs return controlled property to DLA Disposition Services if the Department of Justice (DOJ) determines or a Federal, State, Tribal, local, or territorial court enters a final judgment finding that the LEA has engaged in a pattern or practice of civil rights violations.

c) Ensure that prior to requesting/acquiring any controlled property, the LEAs:

i) Provide written or electronic notification to the local community of its intent to request controlled property. The notification must be translated into appropriate languages to inform individuals with limited English proficiency. The LESO Program would recommend that LEAs provide a notice of intent to request controlled property to the local community on or before January 1, 2023 and at the beginning of each fiscal year (October 1st) thereafter. This notification should include a comprehensive list of any controlled property that may be requested throughout the year. If this notice of intent does not include a specific controlled property item, such item may not be requested in the LESO Program until 30-days after an updated notice is published.

ii) Provide written or electronic notification to the city council or appropriate local Civilian Governing Body (CGB) of its intent to request controlled property and allow “reasonable opportunity to review” (normally 3 0-days). The LESO Program would recommend that LEAs provide a notice of intent to the CGB on or before January 1, 2023 and at the beginning of each fiscal year (October 1st) thereafter. This notification should include a comprehensive list of any controlled property that may be requested throughout the year. If this notice of intent does not include a specific controlled property item, such item may not be requested in the LESO Program until 30-days after an updated notice is published. Requests for controlled property must comport with all applicable approval requirements of the CGB.

(1) The above requirement includes e lected Sheriff’s who also shall notify their CGB or city or county government within their jurisdiction.

(2) In cases of disagreement between requesting LEAs and CGB, the Governor appointed LESO Program State Coordinator (SC) will obtain an advisory opinion from the States Attorney General’s Office on whether CGBs are authorized by state law to deny the request.

iii) Campus LEAs operating in Institutions of Higher Education (IHE)- LEAs operating in IHEs otherwise referred to as “Campus Police” or “Campus LEAs” must also adhere to the requirements identified below:

(1) Obtain the IHE Board of Governors (or an equivalent body) explicit approval for the acquisition of controlled property. Such approval must be evidenced in the Campus LEAs request submitted to the LESO Program. Silence or inaction by the Campus LEAs Board of Governors does not constitute evidence of approval, and the “reasonable opportunity to review” (normally 30-days) standard does not apply to Campus LEA applications.

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(2) Certify that their policies and training include specific provisions on using controlled property in a way that does not chill speech, is not disruptive to the educational environment, and does not foster a hostile climate among students.

(3) Campus LEAs who receive controlled vehicles are required to remove the militaristic appearance (i.e., painting the vehicle a different color).

5) REGIONAL SHARING AGREEMENTS LESO Program participants who are part of a regional sharing agreement must also adhere to the following requirements. LEAs shall:

a) Provide information regarding the size of the region, including the number and size of the LEA with access to the requested controlled property and the estimated population served.

b) Ensure any controlled property providing support in a regional sharing agreement is utilized in accordance with the LESO Program SPO and this SPO Addendum.

c) Ensure that only LESO Program participants within the regional sharing agreement utilize the controlled property. Agencies/activities who are not LESO Program participants may not utilize or direct the use of controlled property obtained via the LESO Program.

d) Obtain SC/SPOC approval to temporarily conditionally loan property to another LESO Program participant within the regional sharing agreement (if mission requires). If the SC/SPOC approves the temporary conditional loan, it shall be done using an acceptable Equipment Custody Receipt (ECR).

At the end of the temporary conditional loan, the item (s) shall be ret urned to the original LEA for accountability. All requests for conditional loans will be based on bona fide law enforcement requirements.

i) The LESO Program participant with controlled property on their inventory must certify that the other LESO Program participant in the regional sharing agreement requesting the property under a conditional loan:

(1) Has adopted requisite protocols (in Section 6 below) or will adopt those protocols before their personnel use the controlled property,

(2) Have provided requisite training (in Section 7 below) or will provide that training before their personnel use the controlled property, and

(3) Will adhere to the information collection and retention requirements (in Section 8 below).

ii) The LEA conditionally loaning the controlled property will remain accountable to the LESO Program to ensure the above provisions are met.

6) POLICIES/PROCEDURES LEAs must establish policie s/procedures that are consistent with the standards listed below, in order to request or maintain controlled property. LEAs must:

a) Adopt and comply with general policing standards.

i) Community Policing- LEA policies/procedures should reflect the concept that trust and mutual respect between police and the communities they serve are critical to public safety. Community policing fosters relationships between law enforcement and the local community which promotes public confidence in LEAs therefore increasing LEA ability to investigate crimes and keep the peace.

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ii) Constitutional Policing- LEA policies/procedures must emphasize that all police work should be carried out in a manner consistent with the requirements of the U.S. Constitution and federal law. Policies/procedures must include First, Fourth, and Fourteenth Amendment principles in law enforcement activity, as well as compliance with Federal and State civil rights laws. LEA certified law enforcement officers receive training on the rights embodied by such Constitutional Amendments and how these amendments inform policing policies/procedures.

iii) Community Input and Impact- LEA policies/procedures must identify mechanisms that LEAs will use to engage the communities they serve to inform them and seek their input about LEAs actions, role in, and relationships with the community. LEAs should make particular efforts to seek the input of communities where controlled property is likely to be used so as to mitigate the effect that such use may have on public confidence in the police. This could be achieved through the LEAs regular interactions with the public through community forums, town halls, or meetings with the Chief, or community outreach divisions.

b) Adopt and comply with controlled property standards.

i) Appropriate Use of Controlled Property - LEA policies/procedures must define appropriate use of controlled property; officers who are authorized to use controlled property must be trained on these policies/procedures. LEAs should examine scenarios in which controlled property will likely be deployed, the decision‐making processes that will determine whether controlled property is used, and the potential that both use and misuse of controlled property could create fear and distrust in the community. Policies/procedures should consider whether measures can be taken to mitigate that effect ( i.e., keep armored vehicles at a staging area unt il needed) and any alternatives to the use of such property and tactics to minimize negative effects on the community, while preserving officer safety.

ii) Supervision of Use- LEA policies/procedures must specify appropriate supervision of personnel operating or utilizing controlled property. Supervision must be tailored to the type of controlled property being used and the nature of the engagement or operation during which the property will be used. Policies/procedures must describe when a supervisor of appropriate authority is required to be present and actively overseeing the property being used.

iii) Effectiveness Evaluation- LEA policies/procedures must articulate that the LEA will regularly monitor and evaluate the effectiveness and value of controlled property to determine whether continued deployment and use is warranted on operational, tactical, and technical grounds. LEAs should routinely revie w after‐action reports and analyze any data on, for example, how often controlled property is used or whether controlled property is used more frequently in certain law enforcement operations or in particular locations or neighborhoods.

iv) Auditing and Accountability- LEA must establish policies/procedures that are designed to prevent misuse, unauthorized use and/or loss of controlled property. LEA will hold personnel accountable to agree and comply with State, local, Tribal and Federal controlled property use policies/procedures.

v) Transparency and Notice- LEA policies/procedures must articulate that LEA will engage the community regarding controlled property, policies/procedures governing its use, and review of “significant incidents” (as defined in Section 8), with the understanding that there are reasonable limitations on disclosures of certain information and law enforcement sensitive operations and procedures.

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c) Must adopt and comply with record‐keeping requirements for controlled property.

i) Upon LESO request, LEAs must provide a copy of the general policing standards and specific controlled property standards that were adopted, to include any related policies/procedures.

ii) Record‐Keeping Requirement- LEAs must retain comprehensive training records, either in the personnel file of the officer who was trained or by the LEAs training division or equivalent entity, for a period of at least three (3) years, and must provide a copy of these records, upon LESO request.

7) TRAINING LEAs that request or have acquired controlled property via the LESO Program must establish written policies/procedures for controlled property use, and all personnel who are authorized to use the controlled property will be trained on these policies/procedures. LEAs must:

a) Provide annual training on general policing standards to personnel who may use the controlled property.

b) Provide annual training on property standards to personnel who may use the controlled property.

c) Provide controlled property operational and technical training to personnel and ensure personnel are proficient prior to using controlled property.

d) Provide scenario‐based training to personnel that combines constitutional and community policing principles with controlled property specific training. LEA personnel authorizing or directing the use of controlled property should have enhanced scenario‐based training to examine, deliberate, and review the circumstances in which controlled property should or should not be used.

8) DOCUMENTATION REQUIRED FOR “SIGNIFICANT INCIDENTS” LEAs must collect and retain the information ( described below) when any law enforcement activity involves a “Significant Incident” which requires (or results in) the use of controlled property on the LEAs inventory. A “Significant Incident” is defined as any law enforcement operation or action that involves: 1) a violent encounter among civilians or between civilians and the police, 2) a use‐of‐force that causes death or serious bodily injury, 3) a demonstration or other public exercise of First Amendment rights, or 4) an event that draws, or could be reasonably expected to draw, a large number of attendees or participants, such as those where advanced planning is needed. LEAs must:

a) Collect and re tain documentation for controlled property used in a “Significant Incident” for a minimum of three (3) years after the incident has occurred. The LEA must provide documentation to LESO upon request.

i) Documentation should also be made available to the community the LEA serves in accordance with applicable policies /procedures with exemptions made concerning the disclosure of any sensitive information.

b) No new report or format is required for “Significant Incident” reports so long as information is easily accessible and organized. The required information may already exist in a police report, o perations plan, officer daily log, incident report, after -action report or described in a use‐of‐force report. If required information (annotated below) is contained in a pre -existing reports, the LEA must simply ensure that the report includes information that controlled property was used. Required information is listed below:

i) Name and quantity of controlled property used, including relevant details such as make/model/serial number of controlled property used.

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ii) Description of the LEA action/operation involving the controlled property.

iii) Identification of LEA personnel who used and directed the use of the controlled property.

iv) Identify or describe c ivilians who were the subject or target of LEA action/operation. For large crowds or multiple persons, the LEA must provide general description of the civilians (i.e., a crowd of approximately 250 people).

v) Result of the action/operation in which controlled property was used (i.e., arrests, citations, injuries or fatalities, use‐of‐force, victim extraction, or property damage).

9) ANNUAL CERTIFICATIONS By signing the SPO Addendum, the LEA agrees to the below certification statements. In addition, the LEA must annually certify compliance with the below certification statements during the Annual LESO Program Inventory. LEAs must:

a) Certify they have authorization from their CGB to participate in the LESO Program.

b) Certify they have provided their CGB and local community a comprehensive list of controlled property that may be requested through the LESO Program.

i) Notification may be made electronically or in writing and must be translated into appropriate languages to inform individuals with limited English proficiency. It is recommended this notification be done on an annual basis.

ii) If controlled property is not identified in the comprehensive list provided to the CGB and local community, an updated notification to CGB and local community must be made. The CGB and local community will be afforded 30-days to review what additional items are being requested.

c) Certify the request for controlled property comports/complies with all applicable approval requirements of the CGB.

d) Certify they have adopted and comply with controlled property standards (i.e., appropriate u se, supervision of use, effectiveness evaluation, auditing/accountability of use, transparency/notice of use, and record-keeping requirements.

e) Certify they have provided annual training to personnel on the maintenance, sustainment, and appropriate use of controlled property, including respect for the rights of citizens under the Constitution of the United States and de-escalation of force.

f) (LEAs with LRADs ) Certify that the LRAD is utilized exclusively as a public address system for commercial purposes.

g) Certify that controlled property vehicle(s) are utilized exclusively for disaster-related emergencies; active shooter scenarios; hostage or other search and rescue operations; or anti-terrorism preparedness, protection, prevention, response, recovery, or relief.

h) Certify that controlled property requiring a license (or other authorization ), is only utilized by personnel who hold license (or other authorization) to operate such property.

i) Certify that controlled property will be returned to DLA Disposition Services when no longer needed.

j) Certify that they are abiding by the current LESO Program SPO and SPO Addendum, and maintain a signed copy of these documents on file.

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k) Certify the Application for Participation on -file with LESO Program is current and accurately reflects the number of officers in the agency when fully staffed. (Note: If Application for Participation is not accurate, LEA must provide an updated Application for Participation to State Coordinators Office).
l) Certify they are compliant with LESO Program allocation limits . (Note: Property allocation limits are based on the number of officers at an LEA when fully staffed). m) Certify that they agree to return the controlled property if the Department of Justice (DOJ) determines or a Federal, State, Tribal, local, or territorial court enters a final judgment finding that the LEA has engaged in a pattern or practice of civil rights violations. n) Campus LEAs (as described in Section 4) must also certify that their policies and training include specific provisions on using controlled property in a way that does not chill speech, is not disruptive to the educational environment, and does not foster a hostile climate among students. o) Program participants who are part of a regional sharing agreement (as described in Section 5) , must also certify that the other LESO Program participant in the regional sharing agreement requesting the property under a conditional loan: 1) Ha ve adopted requisite protocols in (as described in Section 6) or will adopt those protocols before their personnel use the controlled property, 2) Have provided requisite training (as described in Section 7) or will provide that training before their personnel use the controlled property, and 3) Will adhere to the information collection and retention requirements (as described in Section 8).
10) SAVINGS CLAUSE/INTERPRETATION Nothing in this SPO Addendum shall be construed to impair or otherwise affect the requirements under the existing SPO between the State and LEA (dated February 2021), unless expressly amended herein. To the extent there is a disagreement concerning the interpretation of this SPO Addendum or the extent this SPO Addendum affects requirements under the existing SPO, the disagreement shall be resolved at the exclusive discretion of the LESO Program. 11) AGREEMENTS OF PARTIES By signing this SPO Addendum, the State and LEA acknowledges and accepts these changes. The SPO Addendum must be signed by LEAs no later than January 1, 2023 to remain eligible for LESO Program participation. The changes contained in this SPO Addendum are acknowledged and accepted by the following:

Governor-appointed State Coordinator State of _______________________________________________ Title (Print): __________________________________________________________________________ Name (Print): _________________________________________________________________________ Signature (Sign): _____________________________________ Date MM/DD/YYYY): ______________ Law Enforcement Agency Name: _________________________________________________________ Chief Law Enforcement Official (CLEO) Title (Print): _________________________________________ Name (Print): _________________________________________________________________________ Signature (Sign): _____________________________________ Date MM/DD/YYYY): _____________ Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 9.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Interlocal Agreement between the Town of Apple Valley, the Cities of Adelanto, Barstow, Chino, Colton, Fontana, Hesperia, Highland, Montclair, Ontario, Rancho Cucamonga, Redlands, Rialto, San Bernardino, Twentynine Palms, Upland, Victorville, and the County of San Bernardino Concerning Distribution of the 2022 Justice Assistance Grant Award, and an additional appropriation of $18,431 to the police department (Police Chief Catren)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

I move to approve the Interlocal Agreement Between the Town of Apple Valley, the Cities of Adelanto, Barstow, Chino, Colton, Fontana, Hesperia, Highland, Montclair, Ontario, Rancho Cucamonga, Redlands, Rialto, San Bernardino, Twentynine Palms, Upland, Victorville, and the County of San Bernardino Concerning Distribution of the 2022 Justice Assistance Grant Award; and

1. An additional appropriation of $18,431 to the police department.2.

RECOMMENDATION:

Staff recommends that City Council approve the Interlocal Agreement Between the Town of Apple Valley, the Cities of Adelanto, Barstow, Chino, Colton, Fontana, Hesperia, Highland, Montclair, Ontario, Rancho Cucamonga, Redlands, Rialto, San Bernardino, Twentynine Palms, Upland, Victorville, and the County of San Bernardino Concerning Distribution of the 2022 Justice Assistance Grant Award, and an additional appropriation of $18,431 to the police department.

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DISCUSSION:

As in past years, the Redlands Police Department (RPD) is entitled to a share of the 2022 Justice Assistance Grant (JAG) Award monies which are allocated based on city population. All of the above-listed governmental agencies agree to allow the County of San Bernardino to administer the grant funds and to distribute to each agency their allocated monies to expend the funds in accordance with JAG guidelines. The RPD will receive $18,431. The police department plans to utilize the $18,431 to expand its community-based automated license plate recognition program (ALPR). Any additional money left over will be utilized to update the Redlands Police Department's fixed camera surveillance system.

The RPD initially partnered with various community stakeholders to create a community-based ALPR camera program on a small scale due to budgetary constraints. Due to the program's success, additional cameras were approved in the FY 22-23 and FY 23-24 city budgets. The goal is to have most egress points of the city covered by an ALPR camera. This grant project will allow the City of Redlands to expand the ALPR program which will help solve or prevent acts of violence and other crimes. ALPRs are high-speed camera systems that photograph license plates, convert the numbers and letters into machine-readable text, tag them with the time and location, and upload that data into a database for retrieval.

The RPD is sensitive to concerns regarding ALPRs and has been very transparent in the manner it deploys such cameras by holding town hall meetings, explaining deployments, allowing the Redlands Privacy Council to review the program, and preparing City Council staff reports which further allow the public to comment on the program. The RPD utilizes the vendor Flock Safety Group Inc. to install these cameras at strategic locations to capture vehicles leaving certain areas of the city in an effort to identify suspects who have just committed a crime. The Flock Safety vendor focuses on addressing privacy concerns and only retains the images of the vehicles for 30 days.

Access to the images is regulated by RPD policy, which can be found on RPD's website. Currently, there are approximately 45 Flock Safety cameras deployed in the City of Redlands. The City only pays for a portion of those cameras as residents, business owners, and other organizations have funded the other cameras.

ALTERNATIVES:

Do not accept the grant
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STRATEGIC PLAN:

Not applicable
SUBMITTED BY:

Christopher R. Catren, Police Chief
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Travis Martinez, Deputy Chief of Police
Fiscal Impact
Fiscal Year: FY 2022-24
Revenue Generating: N
Appropriation Required Y/N: Y
Amount: 18431
Budgeted Y/N: N
Discussion:

The Redlands Police Department's share of the grant totals $18,431.

Attachments
Interlocal Agreement
Add'l Approp JAG 2022
Redlands Regular Meeting of 02/07/2023

INTERLOCAL AGREEMENT

BETWEEN THE TOWNS OF APPLE VALLEY AND YUCCA VALLEY, THE CITIES OF

ADELANTO, BARSTOW, CHINO, COL TON, FONTANA, HESPERIA, HIGHLAND,

MONTCLAIR, ONTARIO, RANCHO CUCAMONGA, REDLANDS, RIALTO, SAN

BERNARDINO, UPLAND, VICTORVILLE, YUCAIPA, AND SAN BERNARDINO COUNTY, CA

CONCERNING DISTRIBUTION OF THE
2022 JUSTICE ASSISTANCE GRANT AWARD
This Agreement is made and entered into this 15th day of November , 2022, by and between SAN BERNARDINO COUNTY, acting by and through its governing body, the Board of Supervisors (hereinafter referred to as "COUNTY"), and the aforementioned TOWNS (hereinafter referred to as "TOWNS") and named CITIES (hereinafter referred to as "CITIES"), acting by and through their respective governing bodies, the Town Councils and City Councils, all of whom are situated within San Bernardino County, State of California, as follows:

WHEREAS, each governing body, in performing governmental functions or in paying for the performance of governmental functions hereunder, shall make that performance or those payments from current revenues legally available to that party; and WHEREAS, each governing body finds that the performance of this Agreement is in the best
interests of all parties, that the undertaking will benefit the public, and that the division of costs fairly compensates the performing party for the services or functions under this Agreement; and
WHEREAS, the COUNTY agrees to release to TOWNS and CITIES their respective grant allocation from the JAG Award within sixty (60) days upon receipt of funds, less five percent (5%) for administrative fees, as reflected on Appendix 1 here attached and hereby incorporated by reference as part of this agreement; and COUNTY agrees to use the five percent (5%) of JAG award funds received from TOWNS and CITIES under this agreement for administrative fees toward the administration of TOWNS' and CITIES' programs during the entire permissible duration of said programs; and TOWNS and CITIES agree to deposit their JAG award funds into a separate trust account in accordance with JAG guidelines; and TOWNS and CITIES each agree to the five percent (5%) reduction of their respective grant allocation from the JAG award, as reflected on Appendix 1 for administrative fees toward the administration of this program; and additionally the TOWNS and CITIES each agree that it is their responsibility to ensure these funds are expended in accordance with JAG guidelines, and that the interest generated from such funds shall be solely applied and expended in accordance with these same JAG guidelines; and WHEREAS, the TOWNS, CITIES and COUNTY believe it to be in their best interests to reallocate the JAG funds,
NOW THEREFORE, the COUNTY and TOWNS and CITIES agree as follows:

Section 1.

COUNTY agrees to release to TOWNS and CITIES their respective grant allocation from the JAG Award within sixty (60) days upon receipt of funds, less five percent (5%) for administrative fees, as reflected in Appendix 1 here attached and hereby incorporated by reference as part of this Agreement, and; COUNTY agrees to use the five percent (5%) of JAG award funds received from MOU - 2022 Justice Assistance Grant Page 1
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City Council/Successor Agency Meeting G. 10.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the purchase of a 2022 Vermeer Stump Grinder for the amount of $106,675.89 (Assistant City Manager Boatman)
MOTION(S):

If the City Council determines that the staff’s recommendation is appropriate, the following motion is provided:

I move to approve the purchase of a 2022 Vermeer SC852 Stump Grinder for the amount of $106,675.89.

RECOMMENDATION:

Staff recommends that City Council approve the purchase of a 2022 Vermeer SC852 Stump Grinder for the amount of $106,675.89.

DISCUSSION:

The City's Facilities and Community Services Department is recommending the purchase of a new 2022 Vermeer SC852 Stump Grinder for the Street Trees Division for the amount of $106,675.89. The existing stump grinder (see attached Vehicle Disposition Point Chart) is 44 years old with over 2600 hours of use and is no longer able to withstand the demands of the Street Tree Division. On average, the Division is required to grind approximately 7 to 10 tree stumps per month.

In accordance with the City's procurement guidelines, staff obtained a cooperative contract price for the 2022 Vermeer SC852 Stump Grinder through Sourcewell (formerly NJPA). By utilizing the Sourcewell cooperative purchasing, the City can benefit from the combined purchasing power of more than 50,000 government, educational, and nonprofit organizations. Staff is recommending the City Council approve the purchase of the 2022 Vermeer SC852 Stump Grinder through Sourcewell Contract Number 031721. This contract has been Redlands Regular Meeting of 02/07/2023

Grinder through Sourcewell Contract Number 031721. This contract has been solicited and awarded and conforms to the City's procurement policies.

ALTERNATIVES:

City Council may choose to reject the proposed purchase.

STRATEGIC PLAN:

Supports Priority D - Sustainability; Strategic Objective 3 - Infrastructure SUBMITTED BY:

Chris Boatman, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Kathleen Giorgianni, Senior Administrative Assistant
Fiscal Impact
Fiscal Year: FY 2022-24
Revenue Generating: No
Appropriation Required Y/N: No
Amount: 106675.89
Budgeted Y/N: Yes
Account No.: 101305
Discussion:

There are sufficient funds within the Street Tree Division budget for Fiscal Year 22/24 to purchase the stump grinder.

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Attachments
Sourcewell Contract
Unit 370 Disposition Sheet
RDO Equipment Quote
Redlands Regular Meeting of 02/07/2023

031721-VRM

Rev. 10/2020 1

Solicitation Number: RFP #031721

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Vermeer Manufacturing Company dba Vermeer Corporation, 1210 Vermeer Road East, Pella, IA 50219 (Vendor).

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

Sourcewell issued a public solicitation for Tree Maintenance Equipment, Attachments, and Accessories from which Vendor was awarded a contract.

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

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires May 7, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

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

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.







 
 








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All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

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

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

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

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.

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

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

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable 





 
 








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time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

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

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

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

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

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

4. PRODUCT AND PRICING CHANGE REQUESTS

Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing 





 
 








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restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

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

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

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

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

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

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

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.







 
 








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Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

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

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

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

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

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

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

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

7. CUSTOMER SERVICE

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

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable. 





 
 








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

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:

x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.

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

The Vendor will submit payment to Sourcewell for 0.75% multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’s name and Sourcewell- assigned contract number in the memo; and must be mailed to the address above “Attn:

Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.






 
 








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

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

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

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

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

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

B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

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

D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

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

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their 





 
 








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respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications.

12. GOVERNMENT DATA PRACTICES

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

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

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

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.






 
 








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a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

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

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

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

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

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

14. GOVERNING LAW, JURISDICTION, AND VENUE

Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.







 
 








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15. FORCE MAJEURE

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

16. SEVERABILITY

If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

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

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

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

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

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

1. Nonperformance of contractual requirements, or

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

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:







 
 








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x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

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

1. Workers’ Compensation and Employer’s Liability.

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

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

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

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

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

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

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







 
 








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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

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

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

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

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

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other 





 
 








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insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

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

19. COMPLIANCE

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

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

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

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

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

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

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all 





 
 








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references to “federal” should be interpreted to mean the United States federal government.

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

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

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

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

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

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of 





 
 








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

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

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

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any 





 
 








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person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

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

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

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

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

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.






 
 








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22. CANCELLATION

Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Vermeer Manufacturing Company dba
Vermeer Corporation

By: __________________________ By: __________________________ Jeremy Schwartz Chad Tousey
Title: Chief Procurement Officer Ti tle: Corporate Accounts Manager

Date: ________________________

Date: ________________________
Approved:

By: __________________________

Chad Coauette
Title: Executive Director/CEO

Date: ________________________







 
 






























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Bid Number: RFP 031721 Vendor Name: Vermeer Corporation 





 
 








Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Investment Proposal (Quote)
RDO Equipment Co.
20 Iowa Avenue
Riverside CA, 92507
Phone: (951) 778-3700 - Fax: (951) 778-3746
Proposal for:

CITY OF REDLANDS
PO BOX 3005
REDLANDS, CA, 923731505

SAN BERNARDINO
Investment Proposal Date:

Pricing Valid Until:

Deal Number:

Customer Account#:

Sales Professional:

Phone:

Fax:

Email:
7/25/2022
12/31/2022
1575876
2641005
Steve Wren
(951) 778-3700
(909) 428-4800
[email protected]
Comments
SOURCEWELL CONTRACT PRICING #031721-VRM PROPOSED PRICING PENDING APPROVAL.

Equipment Information
Quantity Serial Number
Stock Number
Hours
(approx.)
Status / Year / Make / Model
Additional Items
Cash Price
1 TBD
TBD
0 New 2022 VERMEER SC852 $89,753.40
Freight in $1,580.00
Prep / Reconditioning $480.00
Other PRICE INCREASE $7,180.00
Equipment Subtotal: $98,993.40
Purchase Order Totals
Balance: $98,993.40
CA STATE TAX: $5,939.61
CA COUNTY TAX: $247.48
CA SPECIAL TAX: $1,484.90
Sales Tax Total: $7,671.99
CA Tire Fee: $10.50
Sub Total: $106,675.89
Cash with Order: $0.00
Balance Due: $106,675.89
Equipment Options
Qty Serial Number Year / Make / Model Description
1 TBD 2022 VERMEER SC852 SC85210VP SC852 VALUE PACKAGE TIER 4 FINAL SC852T4NRC ~SC852 - NON RADIO REMOTE CONTROL OPTION
D1575876 Page 1 of
1 Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 11.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the request for commercial vendors and the temporary closure of State Street for the Art-On-State-Street event on March 19, 2023, and determination that the event is categorically exempt from environmental review pursuant to Section 15311 of the State's guidelines implementing the California Environmental Quality Act (Assistant City Manager Boatman)
MOTION(S):

If the City Council determines that the request is appropriate, the following motions are provided:

I move that the City Council determine that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the State’s guidelines implementing the California Environmental Quality Act; and

1. I move to approve the special event and authorize the temporary closure of East State Street from 6th Street to 7th Street on March 19, 2023 for the Art-On-State-Street event hosted by the Redlands Art Association.

2. RECOMMENDATION:

Staff recommends that the City Council direct staff accordingly regarding the event, commercial vendors and temporary street closure request of East State Street from 6th Street to 7th Street for the Art-On-State-Street event hosted by the Redlands Art Association on March 19, 2023.

DISCUSSION:

The Facilities and Community Services Department manages the administration and issuance of permits for special events held in public areas of the City. Upon issuing a special event permit, the event may take place contingent on the event organizer paying the required fees. The City recognizes the value of partnering Redlands Regular Meeting of 02/07/2023

with non-profit agencies and organizations to provide services beneficial to the community.

The non-profit organization, Redlands Art Association, has hosted other events in Redlands and is requesting to hold the Art-On-State-Street event on Sunday, March 19th, on East State Street between 6th and 7th Streets from 10:00 a.m. to 5:00 p.m. The Redlands Art Association is a 501(c)3 organization that intends to use proceeds from the event to further art education at their art center downtown. The Redlands Art Association is also requesting to have commercial vendors with various sales of artwork, approximately 39 artists or vendors. City Council approval is required for the event because of the request for the temporary street closure and because the Municipal Code prohibits commercial activity and special events to take place within a city street. The City Council has approved commercial activity within a city street for non-profit events in the past.

Therefore, the Council's approval is needed for this request.

Should the City Council elect to approve the event, the following conditions of approval will apply:

The event will be held on East State Street from 6th Street to 7th Street; All commercial vendors shall have a current City of Redlands business license to participate in the event; and
The event shall comply with all County of San Bernardino Health Permit regulations.

ALTERNATIVES:

The City Council may elect to deny the event, commercial activity, or temporary street closure.

STRATEGIC PLAN:

Priority A- Quality of Life, Strategic Objective 1. Beautification, Arts, and Culture.

Enhance community events to better reflect Redlands' diversity and demographics.

SUBMITTED BY:

Chris Boatman, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Christopher R. Catren, Police Chief
Redlands Regular Meeting of 02/07/2023

Christopher R. Catren, Police Chief
PREPARED BY:

Larry Alms, Administrative Assistant II
Fiscal Impact
Fiscal Year: FY 2022-23
Revenue Generating: N
Appropriation Required Y/N: N
Budgeted Y/N: N
Discussion:

If the event is approved, the applicant will pay any applicable fees associated with the event.

Attachments
special event summary
Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

Redlands Regular Meeting of 02/07/2023

City Council/Successor Agency Meeting G. 12.

DATE: 02/07/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a sole source purchase with Citizen Communications DBA Recyclist for Solid Waste compliance software for the amount of $34,390 (Assistant City Manager Boatman)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motions are provided:

I move to approve a sole source purchase with Citizen Communications DBA Recyclist for solid waste compliance software in the amount of $34,390.

RECOMMENDATION:

Staff recommends that the City Council approve a sole source purchase with Citizen Communications DBA Recyclist for solid waste compliance software in the amount of $34,390.

DISCUSSION:

The City of Redlands Facilities and Community Services Department, Solid Waste Division regularly procures supplies and services to support operations throughout the City. To accommodate these services, staff is seeking approval for a cloud-based compliance software that provides accurate and efficient record-keeping capabilities that includes all reporting tools and meets California’s SB 1383 jurisdictional requirements. Recyclist was selected as the sole source vendor, as it is the sole manufacturer of the Program Tracker, which is designed specifically for municipal solid waste and recycling managers and their collaborators. Per the purchasing guidelines, this amount requires City Council approval.

Redlands Regular Meeting of 02/07/2023

ALTERNATIVES:

The City Council may elect not to approve the request to purchase the Recyclist Program Tracker and provide alternative direction to staff.

STRATEGIC PLAN:

Supports Priority D- Sustainability
SUBMITTED BY:

Chris Boatman, Assistant City Manager
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Nathalie Ayala, Senior Administrative Assistant
Fiscal Impact
Fiscal Year: FY 2022-23
Amount: $34,390
Budgeted Y/N: Y
Account No.: 511900 & 511910
Discussion:

Sufficient funding for this service is included in the Solid Waste Division's (511900 & 511910) budget for Fiscal Year 2022-2023 as approved by City Council. Costs associated with any future renewal terms of the agreement will be included in subsequent budget requests prepared by the Department.

Program Tracker - Base Subscription $27,390
Projected Data Set Imports (2 @ $1,000 per data set) $2,000 Implementation Fee $5,000
Total $34,390
Attachments
A. Sales Services Order Form
Redlands Regular Meeting of 02/07/2023

A. Sales Services Order Form
B. Sole-Single Source Request Form
C. Sole Source Letter
Redlands Regular Meeting of 02/07/2023

1 SAAS SERVICES ORDER FORM

Customer: City of Redlands Contact: Karee Keyser
Address: P.O. Box 3005 Phone: (909) 335-4704
Redlands, CA 92373 Email: [email protected]
Services: Recyclist Program Tracker (the “Service(s)”). Initial Service Term: 12 months, commencing upon completion of implementation.

Service Capacity: Management of regulatory compliance and outreach for commercial and multi-family waste generators within the City of Redlands service area.

Implementation Services: Company will use commercially
reasonable efforts to provide Customer the services described in the Statement of Work ("SOW") attached as Exhibit A hereto
("Implementation Services"), and Customer shall pay Company the Implementation Fee in accordance with the terms herein.

Service Fees: Base Annual Subscription Fee billed upon completion of Implementation Services, subject to the terms of Section 4 herein.

Data Import Fees billed upon receipt of each data set, subject to the terms of Section 4 herein.

Implementation Fees (one-time): Payable upon execution of the Agreement, subject to the terms of Section 4 herein.

Extension Option: Customer may exercise an option for a 3-year extended term, at the Subscription Fees detailed below, at least 90 days prior to the end of the Initial Service Term.

YEAR 1 SERVICE FEES PRICE QTY SUBTOTAL
Program Tracker - Base Subscription (standard) $27,390 1 $27,390 Projected Data Set Imports (per data set) $1,000 2 $2,000

Year 1: Total Projected Annual Fees $29,390

ONE-TIME FEES PRICE QTY SUBTOTAL
Program Tracker - Implementation Fee $5,000 1 $5,000

Total One-Time Fees $5,000

Redlands Regular Meeting of 02/07/2023

2 EXTENSION OPTION SERVICE FEES YEAR 2 YEAR 3 YEAR 4
Program Tracker - Base Subscription (standard) $27,390 $28,760 $30,197 Projected Data Set Imports ($1,000 x 4 data sets) $4,000 $4,000 $4,000 Total Projected Annual Fees $31,390 $32,760 $34,197
Redlands Regular Meeting of 02/07/2023

3 SAAS SERVICES AGREEMENT
This SaaS Services Agreement (“Agreement”) is entered into on this xx day of xxx 20xx (the “Effective Date”) between Citizen Communications, LLC dba Recyclist with a place of business at 12313 Soaring Way, Suite 1D, Truckee CA 96161 (“Company”), and the Cu stomer listed above (“Customer”). This Agreement includes and incorporates the above Order Form, as well as the attached Terms and Conditions and contains, amo ng other things, warranty disclaimers, liability limitations and use limitations. There shall be no force or effect to any different terms of any related purchase order or similar form unless expressly identifying this Agreement, specifically referencing the provisions of this Agreement to be altered or superseded and signed by the parties after the date hereof.

Citizen Communications, LLC dba Recyclist

Name:

Title:

Date:

City of Redlands

Name:

Title:

Date:

Redlands Regular Meeting of 02/07/2023

4 TERMS AND CONDITIONS

1. SAAS SERVICES AND SUPPORT

1.1 Subject to the terms of this Agreement, Company will use commercially reasonable efforts to provide Customer the Services.

As part of the registration process, Customer will identify an administrative user name and password for Customer’s Company account. Company reserves the right to refuse registration of, or cancel passwords it deems inappropriate.

1.2 Subject to the terms hereof, Company will provide Customer with reasonable technical support services in accordance with Company’s standard practice.

2. RESTRICTIONS AND RESPONSIBILITIES

2.1 Customer will not, directly or indirectly: reverse engineer, decompile, disassemble or otherwise attempt to discover the source code, object code or underlying structure, ideas, know-how or algorithms relevant to the Services or any software, documentation or data related to the Services (“Software”); modify, translate, or create derivative works based on the Services or any Software (except to the extent expressly permitted by Company or authorized within the Services); use the Services or any Software for timesharing or service bureau purposes or otherwise for the benefit of a third; or remove any proprietary notices or labels. With respect to any Software that is distributed or provided to Customer for use on Customer premises or devices, Company hereby grants Customer a non-exclusive, non-transferable, non-sublicensable license to use such Software during the Term only in connection with the Services.

2.2 Further, Customer may not remove or export from the United States or allow the export or re-export of the Services, Software or anything related thereto, or any direct product thereof in violation of any restrictions, laws or regulations of the United States Department of Commerce, the United States Department of Treasury Office of Foreign Assets Control, or any other United States or foreign agency or authority.

As defined in FAR section 2.101, the Software and documentation are “commercial items” and according to DFAR section 252.227‑7014(a)(1) and (5) are deemed to be “commercial computer software” and “commercial computer software documentation.” Consistent with DFAR section 227.7202 and FAR section 12.212, any use modification, reproduction, release, performance, display, or disclosure of such commercial software or commercial software documentation by the U.S. Government will be governed solely by the terms of this Agreement and will be prohibited except to the extent expressly permitted by the terms of this Agreement.

2.3 Customer represents, covenants, and warrants that Customer will use the Services only in compliance with its intended functionality and all applicable laws and regulations. Customer shall be responsible for obtaining and maintaining any equipment and ancillary services needed to connect to, access or otherwise use the Services, including, without limitation, modems, hardware, servers, software, operating systems, networking, web servers and the like (collectively, “Equipment”). Customer is responsible for maintaining the confidentiality of the passwords assigned to Customer and its users. Customer will immediately notify Company if it becomes aware that a password is lost, stolen, disclosed to an unauthorized third party, or otherwise compromised. Company will be responsible for any and all activities made pursuant to the licenses granted to Customer’s hereunder and any of its users’ or Equipment or the access credentials to the Services. Customer shall, and shall ensure its users, use commercially reasonable efforts to prevent unauthorized access to, or use of, the Services, and notify Company promptly of any unauthorized access or use. Customer hereby agrees to indemnify and hold harmless Company against any damages, losses, liabilities, settlements and expenses (including without limitation costs and attorneys’ fees) in connection with any claim or action that arises from an alleged violation of the foregoing or otherwise from Customer’s use of Services. Although Company has no obligation to monitor Customer’s use of the Services, Company may do so and may prohibit any use of the Services it believes may be (or alleged to be) in violation of the foregoing.

3. CONFIDENTIALITY; PROPRIETARY RIGHTS

3.1 Each party (the “Receiving Party”) understands that the other party (the “Disclosing Party”) has disclosed or may disclose business, technical or financial information relating to the Disclosing Party’s business (hereinafter referred to as “Proprietary Information” of the Disclosing Party). Proprietary Information of Company includes non-public information regarding features, functionality and performance of the Service. Proprietary Information of Customer includes non-public data provided by Customer to Company to enable the provision of the Services (“Customer Data”). The Receiving Party agrees: (i) to take reasonable precautions to protect such Proprietary Information, and (ii) not to use (except in performance of the Services or as otherwise permitted herein) or divulge to any third person any such Proprietary Information. The Disclosing Party agrees that the foregoing shall not apply with respect to any information after two (2) years following the disclosure thereof or any information that the Receiving Party can document (a) is or becomes generally available to the public, or (b) was in its possession or known by it prior to receipt from the Disclosing Party, or (c) was rightfully disclosed to it without restriction by a third party, or (d) was independently developed without use of any Proprietary Information of the Disclosing Party or (e) is required to be disclosed by law, court order or subpoena.

3.2 Customer shall own all right, title and interest in and to the Customer Data. Company shall own and retain all right, title and interest in and to (a) the Services and Software, all improvements, enhancements or modifications thereto, (b) any software, applications, inventions or other technology developed in connection with Implementation Services or support, and (c) all intellectual property rights related to any of the foregoing.

3.3 Notwithstanding anything to the contrary, Company shall have the right to collect and analyze data and other information relating to the provision, use and performance of various aspects of the Services and related systems and technologies (including, without limitation, information concerning Customer Data and data derived therefrom), and Company will be free (during and after the term hereof) to (a) use such Redlands Regular Meeting of 02/07/2023

5 information and data to improve and enhance the Services and for other development, diagnostic and corrective purposes in connection with the Services and other Company offerings, and (b) disclose such data solely in aggregate or other de-identified form in connection with its business. No rights or licenses are granted except as expressly set forth herein.

4. PAYMENT OF FEES

4.1 Customer will pay Company the then applicable fees described in the Order Form for the Services and Implementation Services in accordance with the terms therein (the “Fees”). If Customer’s use of the Services exceeds the Service Capacity set forth on the Order Form or otherwise requires the payment of additional fees (per the terms of this Agreement), Customer shall be billed for such usage and Customer agrees to pay the additional fees in the manner provided herein. Company reserves the right to change the Fees or applicable charges and to institute new charges and Fees at the end of the Initial Service Term or then‑current renewal term, upon thirty (30) days prior notice to Customer (which may be sent by email). Notwithstanding the foregoing, all Data Import Fees set forth in the Order Form are estimates only and are, at any time during the Term, subject to reasonable increases based on then-current Company fees for Data Set Imports. If Customer believes that Company has billed Customer incorrectly, Customer must contact Company no later than 60 days after the closing date on the first billing statement in which the error or problem appeared, in order to receive an adjustment or credit. Inquiries should be directed to Company’s customer support department.

4.2 Company may choose to bill through an invoice, in which case, full payment for invoices issued in any given month must be received by Company thirty (30) days after the mailing date of the invoice. Unpaid amounts are subject to a finance charge of 1.5% per month on any outstanding balance, or the maximum permitted by law, whichever is lower, plus all expenses of collection and may result in immediate termination of Service. Customer shall be responsible for all taxes associated with Services other than U.S. taxes based on Company’s net income.

4.3 At the end of the Initial Service Term, Customer will have an Extension Option for an additional 36 months, at the annual subscription fee pricing detailed in the Order Form. The Customer must notify the Company of their intent to exercise this option at least 90 days prior to the end of the Initial Service Term.

5. TERM AND TERMINATION

5.1 Subject to earlier termination as provided below, this Agreement is for the Initial Service Term, or, if exercised per the provisions in Section 4.3, the Extension Option Term , and shall be automatically renewed for additional periods of the same duration as the Initial Service Term (collectively, the “Term”), unless either party requests termination .

5.2 In addition to any other remedies it may have, either party may also terminate this Agreement upon thirty (30) days’ notice (or without notice in the case of nonpayment), if the other party materially breaches any of the terms or conditions of this Agreement. Customer will pay in full for the Services up to and including the last day on which the Services are provided. Upon any termination, Company will make all Customer Data available to Customer for electronic retrieval for a period of thirty (30) days, but thereafter Company may, but is not obligated to, delete stored Customer Data. All sections of this Agreement which by their nature should survive termination will survive termination, including, without limitation, accrued rights to payment, confidentiality obligations, warranty disclaimers, and limitations of liability.

6. WARRANTY AND DISCLAIMER
Company shall use reasonable efforts consistent with prevailing industry standards to maintain the Services in a manner which minimizes errors and interruptions in the Services and shall perform the Implementation Services in a professional and workmanlike manner. Services may be temporarily unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by Company or by third-party providers, or because of other causes beyond Company’s reasonable control, but Company shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service disruption. However, Company does not warrant that the Services will be uninterrupted or error free; nor does it make any warranty as to the results that may be obtained from use of the Services. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION, THE SERVICES AND IMPLEMENTATION SERVICES ARE PROVIDED “AS IS” AND COMPANY DISCLAIMS ALL WARRANTIES,

EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.

7. INDEMNITY
Company shall indemnify Customer from liability to third parties resulting from infringement by the Service of any United States patent or any copyright or misappropriation of any trade secret, provided Company is promptly notified of any and all threats, claims and proceedings related thereto and given reasonable assistance and the opportunity to assume sole control over defense and settlement; Company will not be responsible for any settlement it does not approve in writing. The foregoing obligations do not apply with respect to portions or components of the Service (a) not supplied by Company, (b) made in whole or in part in accordance with Customer specifications, (c) that are modified after delivery by Company, (d) combined with other products, processes or materials where the alleged infringement relates to such combination, (e) where Customer continues allegedly infringing activity after being notified thereof or after being informed of modifications that would have avoided the alleged infringement, or (f) where Customer’s use of the Service is not strictly in accordance with this Agreement. If, due to a claim of infringement, the Services are held by a court of competent jurisdiction to be or are believed by Company to be infringing, Company may, at its option and expense (i) replace or modify the Service to be non-infringing provided that such modification or replacement contains substantially similar features and functionality, (ii) obtain for Customer a license to continue using the Service, or (iii) if neither of the foregoing is commercially practicable, terminate this Agreement and Customer’s rights hereunder and provide Customer a refund of any prepaid, unused fees for the Service.

Redlands Regular Meeting of 02/07/2023

6 8. LIMITATION OF LIABILITY

8.1 Customer acknowledges, understands and agrees that Company utilizes third party hardware, software and hosting solutions in connection with the Services (“Third Party Solutions”) in order to economically provide the Services to Customer. Customer recognizes that the quality of the Services is dependent upon such Third Party Solutions and that Company does not have nor exercise significant bargaining power with such Third Party Solutions so as to reasonably control the Customer’s experience resulting from such Third Party Solutions, and therefore notwithstanding any other provision of this Agreement to the contrary, agrees that Company shall not be liable or in breach of this Agreement to the extent such liability or breach is the result of the acts or omissions of Third Party Solutions or their providers.

8.2 NOTWITHSTANDING ANYTHING TO THE CONTRARY, EXCEPT FOR BODILY INJURY OF A PERSON, COMPANY

AND ITS SUPPLIERS (INCLUDING BUT NOT LIMITED TO ALL EQUIPMENT AND TECHNOLOGY SUPPLIERS), OFFICERS,

AFFILIATES, REPRESENTATIVES, CONTRACTORS AND EMPLOYEES SHALL NOT BE RESPONSIBLE OR LIABLE WITH RESPECT

TO ANY SUBJECT MATTER OF THIS AGREEMENT OR TERMS AND CONDITIONS RELATED THERETO UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY OR OTHER THEORY: (A) FOR ERROR OR INTERRUPTION OF USE OR FOR LOSS OR

INACCURACY OR CORRUPTION OF DATA OR COST OF PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR TECHNOLOGY OR LOSS OF BUSINESS; (B) FOR ANY INDIRECT, EXEMPLARY, INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES; (C) FOR ANY MATTER BEYOND COMPANY’S REASONABLE CONTROL; OR (D) FOR ANY AMOUNTS THAT, TOGETHER WITH AMOUNTS

ASSOCIATED WITH ALL OTHER CLAIMS, EXCEED THE FEES PAID BY CUSTOMER TO COMPANY FOR THE SERVICES UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY, IN EACH CASE, WHETHER OR NOT COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

9. MISCELLANEOUS
If any provision of this Agreement is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full force and effect and enforceable. This Agreement is not assignable, transferable or sublicensable by Customer except with Company’s prior written consent. Company may transfer and assign any of its rights and obligations under this Agreement with consent of City, except that Company may assign this Agreement in whole without such consent in connection with any transfer of all or substantially all of Company’s assets or stock, merger, spin-off, consolidation, reorganization or other business combination or change of control by Company upon thirty (30) days' written notice to Customer. This Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to the subject matter of this Agreement, and that all waivers and modifications must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture, or employment is created as a result of this Agreement and Customer does not have any authority of any kind to bind Company in any respect whatsoever. In any action or proceeding to enforce rights under this Agreement, the prevailing party will be entitled to recover costs and attorneys’ fees. All notices under this Agreement will be in writing and will be deemed to have been duly given when received, if personally delivered; when receipt is electronically confirmed, if transmitted by facsimile or e-mail; the day after it is sent, if sent for next day delivery by recognized overnight delivery service; and upon receipt, if sent by certified or registered mail, return receipt requested. This Agreement shall be governed by the laws of the State of California without regard to its conflict of laws provisions.

Redlands Regular Meeting of 02/07/2023

7 EXHIBIT A
Statement of Work

Implementation of the Recyclist Program Tracker includes:
● Configuring data import process to align with Customer’s data and programmatic objectives ● Importing initial compliance records
● Setting up user accounts and permissions
● Customizing database fields to meet reasonable customer needs ● Customizing reports to meet reasonable customer needs

Base subscription includes:
● Commercial and multi-family generator database for tracking:
○ Service levels
○ Contact information
○ AB 1826 & AB 341 compliance
○ SB 1383 compliance (rolling out in phases)

● Log of all outreach activities

● CRM features to schedule and track outreach to commercial generators, including:
○ Site Visits
○ Phone Calls
○ Emails
○ Photos taken
○ Task lists and calendars
○ Task reminders and summaries

● Customization of standard forms and reports to meet reasonable customer needs, such as:
○ Tracking local programs and pilot projects
○ Tracking compliance with state, regional and/or local ordinances ○ Complex customization projects necessitating new forms and/or reports may require additional professional services. Any additional consulting, training, development, configuration, development and/or integration services may be out of scope and subject to Company agreeing to provide such services pursuant to a change order to this SOW.

● Reports in list and/or graph format, with ability to search, sort and filter, and to export to Excel, PDF, or image file ● Cloud-based database that syncs data across all users in real time ● Web-based application, with mobile app for iOS and Android (requires internet connection) ● Secure web hosting with weekly backups
● Support via email, Monday-Friday 9am-5pm PT
● Support via phone by appointment
● Unlimited users

Data Import includes:
● Processing and importing a single-tab Excel worksheet or CSV file ● For service record data imports:
○ Importing new accounts, identifying possibly closed accounts and service-level changes ○ Updating generator compliance statuses to align with new data ● Custom Data Template Surcharge applicable to any Data Imports not delivered in the standard Recyclist Service Record Template

13090458_v7
Redlands Regular Meeting of 02/07/2023