Agenda packet — Redlands City Council, September 1, 2026 (part 3 of 4)

DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of a grant award from the County of San Bernardino Office of Homeless Services in the amount of $611,041.00 from Homeless, Housing, Assistance, and Prevention 5 (HHAP-5) grant for the Project HomeKey Site, Emergency Shelter, and Outreach, authorizing the City Manager or designee to execute the grant agreement; and approve authorization of an additional appropriation in the grant amount; and determine that the HHAP-5 Grant and Services are exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act. (City Manager Duggan) MOTION:

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

1. I move to authorize an additional appropriation in the amount of $611,041.00, and determine that the HHAP-5 Grant and Services are exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act; and

2. I move that City Council approve acceptance of the grant award from the County of San Bernardino Office of Homeless Services in the amount of $611,041.00 from the Homeless Housing, Assistance and Prevention 5 (HHAP-5) grant for the Project Site, Emergency Shelter, and Outreach, authorize the City Manager or his designee to execute the grant agreement and related program documents.

RECOMMENDATION:

Staff recommends that the City Council determine that the HHAP-5 Grant and services provided are exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act; and authorize the additional appropriation of $611,041.00. Staff further recommends City Council approve acceptance of a grant award from the County of San Bernardino Office of Homeless Services in the amount of $611,041.00 from Homeless Housing, Assistance and Prevention 5 (HHAP-5) grant for the Project HomeKey Site, Emergency Shelter, and Outreach, and authorize the City Manager or his designee to execute the grant agreement and related program documents.

DISCUSSION:

In June 2026, the City of Redlands was awarded a Project Homekey grant from the County of San Bernardino Office of Homeless Services in the amount of $611,041.00 from Homeless Housing, Assistance and Prevention 5 (HHAP-5) grant for the Project HomeKey Site, Emergency Shelter, and Outreach.

The City of Redlands continues to provide a coordinated approach to addressing homelessness through Project Homekey supportive housing, emergency shelter, case management, and homeless outreach services. These programs are designed to assist individuals experiencing homelessness at different stages of housing stability, from initial street outreach and emergency shelter to permanent housing and long-term supportive services. Project Homekey provides permanent supportive housing for formerly homeless individuals who require ongoing assistance to maintain housing stability. On-site case management connects residents with behavioral health care, medical services, benefits, employment resources, and other community-based services while supporting long- term housing retention.

Emergency shelter services provide individuals experiencing homelessness with a safe, temporary place to stay while case managers work with participants to address barriers and develop a plan toward permanent housing.

Services include housing navigation, benefits assistance, referrals, and coordination with community partners.

Homeless outreach services engage individuals living on the streets, in encampments, and other locations not intended for habitation. Outreach staff work to build relationships with community partners and individuals experiencing homelessness, assess individual needs, provide connections to available resources, and facilitate placement into shelter, treatment, and housing when appropriate.

Together, these services provide a continuum of support focused on reducing unsheltered homelessness, increasing housing placements, and helping individuals achieve and maintain long-term housing stability.

ALTERNATIVES:

City Council may elect not to accept the grant funding, not approve the agreement and provide alternative direction to staff.

STRATEGIC PLAN:

Supports Strategic Objective 4: Homelessness - Develop methods to reduce and prevent homelessness.

SUBMITTED BY:

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

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

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:

Ashley Rosario, Management Analyst

FISCAL IMPACT
Fiscal Year: FY2026-27
Revenue Generating: No
Amount: $611,041.00
Budgeted Y/N: N
Account No.: 200120-6710
Additional Appropriation Required: Yes
Discussion:

This agreement is grant funded and will not impact the general fund.

BOS Standard Contract Page 1 of 52

THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY

Office of Homeless Services

Department Contract Representative Marcus Dillard
Telephone Number 909-501-0610

Contractor City of Redlands
Contractor Representative Charles Duggan
Telephone Number (909) 798-7510
Contract Term June 9, 2026 – June 30, 2028
Original Contract Amount $611,041.00
Amendment Amount N/A
Total Contract Amount $611,041.00
Cost Center 6210002901
Grant Number (if applicable)

IT IS HEREBY AGREED AS FOLLOWS:

WHEREAS, the San Bernardino City and County Continuum of Care (SBC CoC) has been allocated funds by the State of California Interagency Council on Homelessness, in partnership with the Department of Housing and Community Development within the Business, Consumer Services and Housing Agency, hereinafter called State, under the Homeless Housing, Assistance and Prevention Round 5 (HHAP -5) Program authorized pursuant to Section 17 of Assembly Bill 129 (Chapter 40, Statutes of 2023; Health and Safety Code § 50230, et seq.), which was signed into law by Governor Gavin Newsom on July 10, 2023; and WHEREAS, the San Bernardino County (County) Office of Homeless Services, hereinafter referred to as OHS, is the Administrative Entity authorized to act on behalf of the County to administer HHAP-5 as designated by the SBC CoC, the eligible recipient of HHAP-5 funding; and
WHEREAS, the County conducted a competitive process to find City of Redlands (Contractor) to provide these services, and
WHEREAS, the County finds Contractor qualified to provide Homeless Prevention Shelter Diversion, Street Outreach, and Service Coordination; and
WHEREAS, the County desires that such services be provided by Contractor and Contractor agrees to perform these services as set forth below;
NOW, THEREFORE, the County and Contractor mutually agree to the following terms and conditions:

Contract Number

SAP Number

Revised 10/17/2025 Page 2 of 52

TABLE OF CONTENTS

SECTION PAGE
A. DEFINITIONS 3
B. CONTRACTOR RESPONSIBILITIES 6
C. GENERAL CONTRACT REQUIREMENTS 7
D. TERM OF CONTRACT 15
E. COUNTY RESPONSIBILITIES 15
F. FISCAL PROVISIONS 15
G. INDEMNIFICATION AND INSURANCE REQUIREMENTS 16
H. RIGHT TO MONITOR AND AUDIT 19
I. CORRECTION OF PERFORMANCE DEFICIENCIES 19
J. NOTICES 19
K. ENTIRE AGREEMENT 20
L. ELECTRONIC SIGNATURES 20

ATTACHMENTS
EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY
EXHIBIT 2 – FISCAL PROVISIONS
EXHIBIT 3 – SCOPE OF WORK
EXHIBIT 4 – HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
EXHIBIT 5 – HMIS CLIENT DATA REPORT SAMPLE
EXHIBIT 6 – HMIS DATA QUALITY REPORT SAMPLE
EXHIBIT 7 –REQUEST FOR DISBURSEMENT FORM
EXHIBIT 8 – EXPENDITURE REPORT
EXHIBIT 9 – CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255 EXHIBIT 10 - ANTI- LOBBYING CERITIFICATION

Revised 10/17/2025 Page 3 of 52
A. DEFINITIONS
A.1 Administrative Entity: A unit of general-purpose local government (city, county, or a city that is also a county) or nonprofit organization that has (1) previously administered federal Department of Housing and Urban Development (HUD) Continuum of Care (CoC) funds as the collabo rative applicant pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations, and (2) been designated by the CoC to administer program funds.

A.2 Case Management: The coordination of community -based services by a professional team to ensure individuals receive quality support tailored to their unique setbacks or ongoing challenges, helping them progress toward stability and recovery. In addition, it can be defined a s a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet a client’s overall needs.

A.3 Reserved

A.4 Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

A.5 Coordinated Entry System (CES): The CES is a centralized or coordinated process developed pursuant to Section 578.7 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019, designed to coordinate homelessness program participant intake, assessment, and pr ovision of referrals. In order to satisfy this subdivision, a centralized or coordinated assessment system shall cover the geographic area, be easily accessed by individuals and families seeking housing or services, be well advertised, and include a comprehensive and standardized assessment tool.

A.6 Emergency Aid: Any urgent and immediate services, which include housing that will be provided to homeless individuals. Broad categories of uses include, but are not limited to, shelters, shelter beds, public toilets, shower facilities, tiny-shed homes, etc.

A.7 Emergency Shelter: Housing with minimal supportive services for homeless persons that is limited to occupancy of six months or less by a homeless person as defined in subdivision (e) of Section 50801 of the Health and Safety Code.

A.8 General Service Area: The geographically defined area where a service entity provides outreach and direct services to homeless people.

A.9 Homeless: The same meaning as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019:
(1) An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; (ii) An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, State, or local government programs for low-income individuals); or (iii) An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution;
(2) An individual or family who will imminently lose their primary nighttime residence, provided that:
(i) The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance;
(ii) No subsequent residence has been identified; and
(iii) The individual or family lacks the resources or support networks, e.g., family, friends, Revised 10/17/2025 Page 4 of 52
faith-based or other social networks, needed to obtain other permanent housing; (3) Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
(i) Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e–2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a); (ii) Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance;
(iii) Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; and (iv) Can be expected to continue in such status for an extended period of time because of chronic disabilities; chronic physical health or mental health conditions; substance addiction; histories of domestic violence or childhood abuse (including neglect); the presence of a child or youth with a disability; or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment; or
(4) Any individual or family who:
(i) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life -threatening conditions that relate to violence against the individual or a family member, including a child, that has either tak en place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence;
(ii) Has no other residence; and
(iii) Lacks the resources or support networks, e.g., family, friends, and faith -based or other social networks, to obtain other permanent housing.

A.10 Homeless Management Information System (HMIS): A web-enabled database used by homeless service providers to capture information about the San Bernardino County persons they serve. The database tracks services provided to homeless individuals and families by the collaborative agencies. Services tracked include: emergency, transitional, and permanent housing bed usage, employment, veteran’s status, as well as referrals to health and human service providers, or other relevant supportive service agencies. As required by the U.S.

Department of Housing and Urban Development, the Continuum of Care utilizes the captured information to make informed decisions in planning, homeless advocacy, and policy development that result in target services. HMIS also includes that use of a comparable database by a victim services provider or legal services provider that is permitted under Part 576 of Title 24 of the Code of Federal Regulations.

A.11 Homeless Youth: An unaccompanied youth between 12 and 24 years of age, inclusive, who is experiencing homelessness, as defined in subsection (2) of Section 725 of the federal McKinney-Vento Homeless Assistance Act [42 U.S.C. Sec. 11434a(2)]; includes unaccompanied youth who are pregnant or parenting.

A.12 Housing First: has the same meaning as in Section 8255 of the Welfare and Institutions Code, including all of the core components listed therein.

A.13 Housing Search and Placement: Services to assist clients to locate, secure, and navigate the rental market. Housing Search and Placement activities include, but are not limited to, unit identification, unit inspection, determining rent reasonableness, contracts, advocating for households, landlord/tenant mediation, and any other housing requirements.

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A.14 Navigation Center: A Housing First, low-barrier, service-enriched shelter focused on moving homeless individuals and families into permanent housing that provides temporary living facilities while case managers connect individuals experiencing homelessness to income, public benefits, health services, shelter, and housing.

A.15 Office of Homeless Services (OHS): The lead agency for the San Bernardino County Continuum of Care (SBC CoC). The SBC CoC coordinates services with the San Bernardino County Homeless Partnership consisting of community and faith -based organizations, educational institutions, non-profit organizations, private industry, and Federal, State and local governments. OHS is the Administrative Entity for the HUD Continuum of Care Homeless Assistance Grant, and serves as the coordinator and administrator for grant submissions to the State Homeless Coordinating Finance Council, with focused administrative effort to support people experiencing or at risk of homelessness and the connections to housing, supportive services, case management, and mainstream services to assist with housing stability and self-sufficiency. OHS now serves as the administrator of the Housing Homelessness Incentive Program contract, taking over this responsibility from the Community Development and Housing Department (CDH). OHS coordinates HHAP-5 services on behalf of the County and oversees contractor performance, compliance, and reporting. OHS and County are used interchangeably in this Agreement.

A.16 Permanent Housing – A structure or set of structures with subsidized or unsubsidized rental housing units subject to applicable landlord-tenant law, with no limit on length of stay and no requirement to participate in supportive services as a condition of access to or continued occupancy in the housing. Permanent Housing includes Permanent Supportive Housing.

A.17 Permanent Supportive Housing (PSH): Low-barrier permanent housing with services. The type of services depends on the needs of the residents. Services may be short-term, sporadic, or ongoing indefinitely. PSH units are for individuals and families who are homeless or chronically homeless. PSH is housing combined with services, which may include mental health and health services, drug and alcohol treatment, education and job training.

A. 18 Personally Identifiable Information (PII) – Any representation of information that permits the identity of an individual to whom the information applies, to be reasonably inferred by either direct or indirect means.

A.19 Point-in-Time Count (PITC): means the most recently available point-in time count data as reflected in the Annual Homeless Assessment Report released by the United States Department of Housing and Urban Development.

A.20 Program: The Homeless Housing, Assistance, and Prevention Program Round 5, is a state- funded initiative designed to support local jurisdictions and community partners in addressing homelessness through coordinated, data-driven strategies.

A.21 Rapid Re-Housing (RRH): An intervention designed to help individuals and families quickly exit homelessness and return to permanent housing. Using the Housing First model, move families and individuals into permanent affordable housing as quickly as possible with minimal barriers, assist with move-in costs such as security and utility deposits and short-medium term declining rental subsidies, and provide intensive social services while families or individual’s stability and equip them with skills and resources they need to sustain and thrive in housing and avoid future homelessness.

A.22 San Bernardino City and County Continuum of Care (SBC CoC): The group organized to carry out the responsibilities required under this part and that is composed of representatives of organizations, including nonprofit homeless providers, victim service providers, faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing Revised 10/17/2025 Page 6 of 52
developers, law enforcement, organizations that serve homeless and formerly homeless veterans, and homeless and formerly homeless persons to the extent these groups are represented within the geographic area and are available to participate. Provides leadership in creating a comprehensive countywide network of service delivery to homeless individuals and families and those at-risk of becoming homeless.

A.23 San Bernardino City and County Continuum of Care (CoC) Service Providers: A network of Community Based Organization partnered with the SBC CoC to provide services to homeless individuals and families.

A.24 San Bernardino City and County Continuum of Care (SBC CoC) Board: The policy making body for the San Bernardino County Homeless Partnership. SBC CoC Board works to ensure that the recommendations listed in the County’s 10-Year Strategy to End Homelessness are realized. SBC CoC Membership is composed of elected officials, state and local representatives, community and faith-based organizations, and corporate advocates.

A.25 Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor, who is performing services on behalf of Contractor, under a separate contract with or on behalf of Contractor.

A.26 Target Population: Any person who is Homeless as defined in this Agreement.

A.27 Transitional Housing: A short-term, service-oriented housing program that provides temporary residential stability and intensive support to help people experiencing homelessness successfully transition into permanent housing.

A.28 United States Department of Housing and Urban Development (HUD): A Federal agency established in 1965, HUD’s mission is to increase homeownership, support community development, and increase access to affordable housing free from discrimination. To fulfill this mission, HUD will embrace high standards of ethics, management and accountability and forge new partnerships, particularly with faith -based and community organizations, that leverage resources and improve HUD’s ability to be effective on the community level.

A.29 Youth Set-Aside: The minimum requirement that at least 10% of HHAP 5 funds be used for housing and services that directly serve homeless youth ages 12 -24, including pregnant or parenting youth, in compliance with HHAP 5 eligible uses and reporting requirements.

B. CONTRACTOR RESPONSIBILITIES

B.1 The project description for services to be provided by Contractor under this Contract are identified in Exhibit 3 - SCOPE OF WORK.

B.2 Contractor shall be in compliance with all applicable Federal, State, and local laws, required to perform this Contract. Contractor shall be required to repay the County in the event of non - compliance with any applicable law if the County is required to repay any amount of funds to the State as a result of Contractor’s non-compliance.

B.3 Contractor and its Subcontractors shall perform the work in accordance with Federal, State and local housing and building codes, as applicable.

B.4 Contractor shall be responsible to accomplish the levels of performance as set forth in EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY for the services outlined in EXHIBIT 2 – FISCAL PROVISIONS and report such measures quarterly to the County with each monthly expenditure report as directed in EXHIBIT 3 – SCOPE OF WORK . The County will review Contractor performance to assess expenditure and performance progress. If Contractor is not meeting Revised 10/17/2025 Page 7 of 52
expenditure and performance measures, the County will work with Contractor to identify strategies and remediate performance issues.

B.5 Contractor shall ensure that all staff, volunteers and/or Subcontractors performing Services under this Contract or receiving PII data as outlined in this contract, comply with the terms and conditions as set forth in the Human Services Information Privacy and Security Requirements specified at http://hss.sbcounty.gov/Privacy prior to providing any Services. Contractor shall immediately notify the County of any suspected or actual breach of confidential information as further detailed in the requirements. These requirements specified at http://hss.sbcounty.gov/Privacy are hereby incorporated by this reference.

B.6 Contractor’s obligation to the County shall not end until all closeout requirements are completed.

Activities during closeout period shall include, but are not limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent funds, and accounts receivable to the County), and determining the custodianship of records.

C. GENERAL CONTRACT REQUIREMENTS
C.1 Recitals
The recitals set forth above are true and correct and incorporated herein by this reference.

C.2 Contract Amendments
Contractor agrees any alterations, variations, modifications, or waivers of the provisions of the Contract, shall be valid only when reduced to writing, executed and attached to the original Contract and approved by the person(s) authorized to do so on behalf of Contractor and County.

C.3 Contract Assignability
Without the prior written consent of the County, the Contract is not assignable by Contractor either in whole or in part.

C.4 Contract Exclusivity
This is not an exclusive Contract. The County reserves the right to enter into a contract with other contractors for the same or similar services. The County does not guarantee or represent that the Contractor will be permitted to perform any minimum amou nt of work, or receive compensation other than on a per order basis, under the terms of this Contract.

C.5 Attorney’s Fees and Costs
If any legal action is instituted to enforce any party’s rights hereunder, each party shall bear its own costs and attorney’s fees, regardless of who is the prevailing party. This paragraph shall not apply to those costs and attorney ’s fees directly arising from a third -party legal action against a party hereto and payable under Indemnification and Insurance Requirements.

C.6 Background Checks for Contractor Personnel
Contractor shall ensure that its personnel (a) are authorized to work in the jurisdiction in which they are assigned to perform Services; (b) do not use legal or illegal substances in any manner which will impact their ability to provide Services to the County ; and (c) are not otherwise disqualified from performing the Services under applicable law. If requested by the County and not in violation of applicable law, Contractor shall conduct a background check , at Contractor’s sole expense, on all its personnel providing Services. If requested by the County, Contractor shall provide the results of the background check of each individual to the County. Such background check shall be in the form generally used by Contractor in its initial hiring of employees or contracting for contractors or, as applicable, during the employment-screening process but must, at a minimum, have been performed within the preceding 12-month period. Contractor personnel who do not meet the County’s hiring criteria, in County’s sole discretion, shall not be assigned to work on County property or Services, and County shall have the right, at its sole option, to refuse access to any Contract personnel to any County facility.

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C.7 Change of Address
Contractor shall notify the County in writing, of any change in mailing address within ten (10) business days of the change.

C.8 Choice of Law
This Contract shall be governed by and construed according to the laws of the State of California.

C. 9 Compliance with County Policy
In performing the Services and while at any County facilities, Contractor personnel (including subcontractors) shall (a) conduct themselves in a businesslike manner; (b) comply with the policies, procedures, and rules of the County regarding health and saf ety, and personal, professional and ethical conduct; (c) comply with the finance, accounting, banking, Internet, security, and/or other applicable standards, policies, practices, processes, procedures, and controls of the County; and (d) abide by all laws applicable to the County facilities and the provision of the Services, and all amendments and modifications to each of the documents listed in subsections (b), (c), and (d) (collectively, “County Policies”). County Policies, and additions or modifications thereto, may be communicated orally or in writing to Contractor or Contractor personnel or may be made available to Contractor or Contractor p ersonnel by conspicuous posting at a County facility, electronic posting, or other means generally used by County to disseminate such information to its employees or contractors. Contractor shall be responsible for the promulgation and distribution of County Policies to Contractor personnel to the extent necessary and appropriate.

County shall have the right to require Contractor’s employees, agents, representatives and subcontractors to exhibit identification credentials issued by County in order to exercise any right of access under this Contract.

C.10 Confidentiality
Contractor shall protect from unauthorized use or disclosure the names and other identifying information concerning persons receiving Services pursuant to this Contract, except for statistical information not identifying any participant. Contractor shall not use or disclose any identifying information for any purpose other than carrying out the Contractor's obligations under this Contract, except as may otherwise be required by law. This provision will remain in force even after the termination of the Contract.

C.11 Primary Point of Contact
Contractor will designate an individual to serve as the primary point of contact for the Contract.

Contractor or designee must respond to County inquiries within two (2) business days. Contractor shall not change the primary contact without written acknowledgement to the County. Contractor will also designate a back-up point of contact in the event the primary contact is not available.

C.12 County Representative
The Chief of Homeless Services of his/her designee shall represent the County in all matters pertaining to the services to be rendered under this Contract, including termination and assignment of this Contract, and shall be the final authority in all matters pertaining to the Services/Scope of Work by Contractor. If this contract was initially approved by the San Bernardino County Board of Supervisors, then the Board of Supervisors must approve all amendments to this Contract, unless otherwise delegated.

C.13 Damage to County Property
Contractor shall repair, or cause to be repaired, at its own cost, all damages to County vehicles, facilities, buildings or grounds caused by the willful or negligent acts of Contractor or its employees or agents. Such repairs shall be made immediately af ter Contractor becomes aware of such damage, but in no event later than thirty (30) days after the occurrence.

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If the Contractor fails to make timely repairs, the County may make any necessary repairs. The Contractor, as determined by the County, shall repay all costs incurred by the County for such repairs, by cash payment upon demand, or County may deduct such costs from any amounts due to the Contractor from the County, as determined at the County’s sole discretion.

C. 14 Debarment and Suspension
Contractor certifies that neither it nor its principals o r subcontract ors is presently debarred , suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See the following United States General Services Administration’s System for Award Management we bsite https://www.sam.gov).

Contractor further certifies that if it or any of its subcontractors are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

C.15 Drug and Alcohol Free Workplace
In recognition of individual ri ghts to work in a safe, healthful and productive workplace, as a material condition of this Contract, the Contractor agrees that the Contractor and the Contractor’s employees, while performing service for the County, on County property, or while using Coun ty equipment:

C.15.1 Shall not be in any way impaired because of being under the influence of alcohol or an illegal or controlled substance.

C.15.2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of an illegal or controlled substance.

C.15.3 Shall not sell, offer, or provide alcohol or an illegal or controlled substance to another person, except where Contractor or Contractor’s employee who, as part of the performance of normal job duties and responsibilities, prescribes or administers medically prescribed drugs.

The Contractor shall inform all employees that are performing service for the County on County property, or using County equipment, of the County’s objective of a safe, healthful and productive work place and the prohibition of drug or alcohol use or impairment from same while performing such service for the County.

The County may terminate for default or breach of this Contract and any other Contract the Contractor has with the County, if the Contractor or Contractor’s employees are determined by the County not to be in compliance with above.

C.16 Duration of Terms
This Contract, and all of its terms and conditions, shall be binding upon and shall inure to the benefit of the heirs, executors, administrators, successors, and assigns of the respective parties, provided no such assignment is in violation of the provisions of this Contract.

C.17 Employment Discrimination
During the term of the Contract, Contractor shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic infor mation, marital status, sex, gender, gender identity, gender expression, sexual orientation, age, or military and veteran status.

Contractor shall comply with Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, 13672, Title VI and Title VII of the Civil Rights Act of 1964, the California Fair Employment and Housing Act and other applicable Federal, State and County laws and regulations and policies relating to equal employment and contracting opportunities, including laws and regulations hereafter enacted.

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C.18 Environmental Requirements
In accordance with County Policy 11 -08, the County prefers to acquire and use products with higher levels of post-consumer recycled content. Environmentally preferable goods and materials must perform satisfactorily and be available at a reasonable price. The County requires Contractor to use recycled paper for any printed or photocopied material created as a result of this Contract. Contractor is also required to use both sides of paper sheets for reports submitted to the County whenever practicable.

To assist the county in meeting the reporting requirements of the California Integrated Waste Management Act of 1989 (AB 939), Contractor must be able to annually report the County’s environmentally preferable purchases. Contractor must also be able to report on environmentally preferable goods and materials used in the provision of their service to the County, utilizing a County approved form.

C.19 Improper Influence
Contractor shall make all reasonable efforts to ensure that no County officer or employee, whose position in the County enables him/her to influence any award of the Contract or any competing offer, shall have any direct or indirect financial interest resulting from the award of the Contract or shall have any relationship to the Contractor or officer or employee of the Contractor.

C.20 Improper Consideration
Contractor shall not offer (either directly or through an intermediary) any improper consideration such as, but not limited to cash, discounts, service, the provision of travel or entertainment, or any items of value to any officer, employee or agent of th e County in an attempt to secure favorable treatment regarding this Contract.

The County, by written notice, may immediately terminate this Contract if it determines that any improper consideration as described in the preceding paragraph was offered to any officer, employee or agent of the County with respect to the proposal and award process. This prohibition shall apply to any amendment, extension or evaluation process once a contract has been awarded.

Contractor shall immediately report any attempt by a County officer, employee or agent to solicit (either directly or through an intermediary) improper consideration from Contractor. The report shall be made to the supervisor or manager charged with super vision of the employee or the County Administrative Office. In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

C.21 Informal Dispute Resolution
In the event the County determines that service is unsatisfactory, or in the event of any other dispute, claim, question or disagreement arising from or relating to this Contract or breach thereof, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement.

To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties.

C.22 Legality and Severability
The parties’ actions under the Contract shall comply with all applicable laws, rules, regulations, court orders and governmental agency orders. The provisions of this Contract are specifically made severable. If a provision of the Contract is terminated o r held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall remain in full effect.

C.23 Licenses, Permits and/or Certifications
Contractor shall ensure that it has all necessary licenses, permits and/or certifications required by the laws of Federal, State, County, and municipal laws, ordinances, rules and regulations. The Contractor shall maintain these licenses, permits and/or certifications in effect for the duration of Revised 10/17/2025 Page 11 of 52
this Contract. Contractor will notify County immediately of loss or suspension of any such licenses, permits and/or certifications. Failure to maintain a required license, permit and/or certification may result in immediate termination of this Contract.

C.24 Material Misstatement/Misrepresentation
If during the course of the administration of this Contract, the County determines that Contractor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, this Contract may be immediately terminated. If th is Contract is terminated according to this provision, the County is entitled to pursue any available legal remedies.

C.25 Mutual Covenants
The parties to this Contract mutually covenant to perform all of their obligations hereunder, to exercise all discretion and rights granted hereunder, and to give all consents in a reasonable manner consistent with the standards of “good faith” and “fair dealing”.

C.26 Nondisclosure
Contractor shall hold as confidential and use reasonable care to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, confidential information that is either: (1) provided by the County to Contractor or an agent of Contractor or otherwise made available to Contractor or Contractor’s agent in connection with this Contract; or, (2) acquired, obtained, or learned by Contractor or an agent of Contractor in the performance of this Contract. For purposes of this provision, confidential information means any data, files, software, information or materials in oral, electronic, tangible or intangible form and however stored, compiled or memorialize and includes, but is not limited to, technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data.

C.27 Notice of Delays
Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, that party shall, within twenty-four (24) hours, give notice thereof, inc luding all relevant information with respect thereto, to the other party.

C.28 Ownership of Documents
All documents, data, products, graphics, computer programs and reports prepared by Contractor pursuant to the Contract shall be considered property of the County upon payment for services (and products, if applicable). All such items shall be delivered to County at the completion of work under the Contract, subject to the requirements of Section IV –Term of the Contract. Unless otherwise directed by County, Contractor may retain copies of such items.

C.29 Reserved

C.30 Air, Water Pollution Control, Safety and Health
Contractor shall comply with all air pollution control, water pollution, safety and health ordinances and statutes, which apply to the work performed pursuant to this Contract.

C.31 Records
Contractor shall maintain all records and books pertaining to the delivery of services under this Contract and demonstrate accountability for contract performance. All records shall be complete and current and comply with all Contract requirements. Failu re to maintain acceptable records shall be considered grounds for withholding of payments for invoices submitted and/or termination of the Contract.

All records relating to the Contractor’s personnel, consultants, subcontractors, Services/Scope of Work and expenses pertaining to this Contract shall be kept in a generally acceptable accounting Revised 10/17/2025 Page 12 of 52
format. Records should include primary source documents. Fiscal records shall be kept in accordance with Generally Accepted Accounting Principles and must account for all funds, tangible assets, revenue and expenditures. Fiscal records must comply with the appropriate Office of Management and Budget (OMB) Circulars, which state the administrative requirements, cost principles and other standards for accountancy.

C.32 Relationship of the Parties
Nothing contained in this Contract shall be construed as creating a joint venture, partnership, or employment arrangement between the Parties hereto, nor shall either Party have the right, power or authority to create an obligation or duty, expressed or im plied, on behalf of the other Party hereto.

C.33 Release of Information
No news releases, advertisements, public announcements or photographs arising out of the Contract or Contractor’s relationship with County may be made or used without prior written approval of the County.

C.34 Representation of the County
In the performance of this Contract, Contractor, its agents and employees, shall act in an independent capacity and not as officers, employees, or agents of the San Bernardino County.

C.35 Strict Performance
Failure by a party to insist upon the strict performance of any of the provisions of this Contract by the other party, or the failure by a party to exercise its rights upon the default of the other party, shall not constitute a waiver of such party’s right to insist and demand strict compliance by the other party with the terms of this Contract thereafter.

C.36 Subcontracting
Contractor shall obtain County’s written consent, which County may withhold in its sole discretion, before entering into Contracts with or otherwise engaging any subcontractors who may supply any part of the Services to County. At County’s request, Contra ctor shall provide information regarding the subcontractor’s qualifications and a listing of a subcontractor’s key personnel including, if requested by the County, resumes of proposed subcontractor personnel. Contractor shall remain directly responsible to County for its subcontractors and shall indemnify County for the actions or omissions of its subcontractors under the terms and conditions specified in Section G. All approved subcontractors shall be subject to the provision s of this Contract applicable to Contractor Personnel.

For any subcontractor, Contractor shall:

36.1 Be responsible for subcontractor compliance with the Contract and the subcontract terms and conditions; and

36.2 Ensure that the subcontractor follows County’s reporting formats and procedures as specified by County.

36.3 Include in the subcontractor’s subcontract substantially similar terms as are provided in Sections B. Contractor Responsibilities and C. General Contract Requirements.

Upon expiration or termination of this Contract for any reason, County will have the right to enter into direct Contracts with any of the Subcontractors. Contractor agrees that its arrangements with Subcontractors will not prohibit or restrict such Subcontractors from entering into direct Contracts with County.

C. 37 Subpoena
In the event that a subpoena or other legal process commenced by a third party in any way concerning the Goods or Services provided under this Contract is served upon Contractor or County, such party agrees to notify the other party in the most expeditious fashion possible following receipt Revised 10/17/2025 Page 13 of 52
of such subpoena or other legal process. Contractor and County further agree to cooperate with the other party in any lawful effort by such other party to contest the legal validity of such subpoena or other legal process commenced by a third party as may be reasonably required and at the expense of the party to whom the legal process is directed, except as otherwise provided herein in connection with defense obligations by Contractor for County.

C.38 Termination for Convenience
The County reserves the right to terminate the Contract, for its convenience, with or without cause, with a thirty (30) day written notice of termination. Such termination may include all or part of the services described herein. Upon such termination, payment will be made to the Contractor for services rendered and expenses reasonably incurred prior to the effective date of termination.

Upon receipt of termination notice Contractor shall promptly discontinue services unless the notice directs otherwise. Contractor shall deliver promptly to County and transfer title (if necessary) all completed work, and work in progress, including drafts, documents, plans, forms, data, products, graphics, computer programs and reports.

C.39 Time of the Essence
Time is of the essence in performance of this Contract and of each of its provisions.

C.40 Venue
The parties acknowledge and agree that this Contract was entered into and intended to be performed in San Bernardino County, California. The parties agree that the venue of any action or claim brought by any party to this Contract will be the Superior Cou rt of California, San Bernardino County, San Bernardino District. Each party hereby waives any law or rule of the court, which would allow them to request or demand a change of venue. If any action or claim concerning this Contract is brought by any third party and filed in another venue, the parties hereto agree to use their best efforts to obtain a change of venue to the Superior Court of California, San Bernardino County, San Bernardino District.

C.41 Conflict of Interest
Contractor shall make all reasonable efforts to ensure that no conflict of interest exists between its officers, employees, or subcontractors and the County. Contractor shall make a reasonable effort to prevent employees, Contractor, or members of governi ng bodies from using their positions for purposes that are, or give the appearance of being motivated by a desire for private gain for themselves or others such as those with whom they have family business, or other ties.

Officers, employees, and agents of cities, counties, districts, and other local agencies are subject to applicable conflict of interest codes and state law. In the event the County determines a conflict of interest situation exists, any increase in costs, associated with the conflict of interest situation, may be disallowed by the County and such conflict may constitute grounds for termination of the Contract. This provision shall not be construed to prohibit employment of persons with whom Contractor’s officers, employees, or agents have family, business, or other ties so long as the employment of such persons does not result in increased costs over those associated with the employment of any other equally qualified applicant.

C.42 Former County Administrative Officials
Contractor agrees to provide, or has already provided information on former San Bernardino County administrative officials (as defined below) who are employed by or represent Contractor.

The information provided includes a list of former County administrative officials who terminated County employment within the last five years and who are now office rs, principals, partners, associates or members of the business. The information also includes the employment with or representation of Contractor. For purposes of this provision, “County administrative official” is defined as a member of the Board of Supervisors or such officer’s staff, County Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Revised 10/17/2025 Page 14 of 52
C.43 Disclosure of Criminal and Civil Procedures
The County reserves the right to request the information described herein from the Contractor.

Failure to provide the information may result in a termination of the Contract . The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The Contractor also may be requested to provide information to clarify initial responses. Negative information discovered may result in Contract termination.

Contractor is required to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if st ill pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of its partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Contractor will be asked to describe any such indictments or charges (a nd the status thereof), convictions and the surrounding circumstances in detail.

In addition, the Contractor is required to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Contractor will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

C.44 Reserved

C.45 Reserved

C.46 Iran Contracting Act
IRAN CONTRACTING ACT OF 2010, Public Contract Code sections 2200 et seq. (Applicable for all Contracts of one million dollars ($1,000,000) or more). In accordance with Public Contract Code section 2204(a), the Contractor certifies that at the time the Contract is signed, the Contractor signing the Contract is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2 203 as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Contractors are cautioned that making a false certification may subject the Contractor to civil penalties, termination of existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205.

C.47 Reserved

C.48 Reserved

C. 49 Executive Order N-6-22 Russia Sanctions
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia ’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country- Revised 10/17/2025 Page 15 of 52
information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). The EO directs state agencies and their contractors (including by agreement or receipt of a grant) to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should it be determined that Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. Contractor shall be provided advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response.

Termination shall be at the sole discretion of the County.

C.50 Reserved

C.51 Reserved

C.52 Reserved

C.53 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (FAR 52.203-18).

In compliance with Federal Acquisition Regulation 52.203 -18, Contractor shall not require employees or subcontractors of Contractor seeking to report waste, fraud, or abuse, to sign internal confidentiality agreements or statement prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. To the extent Contractor has required employees or subcontractors to sign internal confidentiality agreements or statements in the past, Contractor shall notify current employees and subcontractors that those prohibitions and restrictions are no longer in effect.

Contractor shall include this clause in all subcontracts.

C.54 Use of Biobased Products (FAR 52.223-1)
Contractor certifies that to the extent biobased products are purchased using Contract funds, Contractor shall comply with Federal Acquisition Regulation 52.223-1.

C.55 Service Contract Labor Standards (FAR 52.222-52, 52.222-53, 22.1003-4) To the extent applicable, Contractor agrees to comply with and to provide any information necessary for the County to comply with Federal Acquisition Regulations 52.222 -52, 52.222-53, and 22.1003-4.

C.56 Reserved

D. TERM OF CONTRACT
This Contract is effective as of June 9, 2026, and expires June 30, 2028, but may be terminated earlier in accordance with provisions of this Contract.

E. COUNTY RESPONSIBILITIES
E.1 OHS shall provide technical assistance to Contractor.

E.2 OHS shall participate in evaluating the progress of the overall program.

E.3 OHS shall monitor Contractor on a regular basis in regard to compliance with contractual requirements.

E.4 The County agrees to establish mutually satisfactory methods for the exchange of information as may be necessary, including information regarding participants enrolled or are involved in a program which is receiving HHAP 5 funding. The exchange of information is necessary to allow each party to perform its duties and functions under this agreement, and fulfill deliverables as Revised 10/17/2025 Page 16 of 52
outlined in Exhibit 4, HHAP Deliverable Checklist. Appropriate procedures must be adhered to, to ensure information is safeguarded from improper disclosure in accordance with applicable state and federal laws and regulations. No identifying information shall be disclosed by any party for any purpose other than carrying out the disclosing party’s responsibilities under this agreement, except as may be otherwise required by law.

F. FISCAL PROVISIONS
F.1 The maximum amount of disbursement under this Contract shall not exceed $ 611,041.00, as budgeted in EXHIBIT 1 – AWARD BY CATEGORY and shall be subject to availability of HHAP 5 funds to the County. The consideration to be paid to Contractor, as provided herein, shall be full payment for all Contractor’s services and expenses incurred in the performance hereof, including travel and per diem.

F.2 The Contractor shall submit itemized monthly invoices to the County, in arrears, in a format acceptable to the County, for services performed under this Contract. Invoices must be submitted within twenty (20) working days following the end of the month in which the services were provided. All invoices will be reviewed by the County for compliance with the terms of this Contract. The County will reconcile each invoice within thirty (30) working days of receipt, or within thirty (30) working days after resolution of any billing dispute.

F.3 Contractor shall accept all payments from County via electronic funds transfer (EFT) directly deposited into the Contractor’s designated checking or other bank account. Contractor shall promptly comply with directions and accurately complete forms provide d by County required to process EFT payments.

F.4 County is exempt from Federal excise taxes and no payment shall be made for any personal property taxes levied on Contractor or on any taxes levied on employee wages. The County shall only pay for any State or local sales or use taxes on the services rendered or equipment and/or parts supplied to the County pursuant to the Contract.

F.5 Costs for services under the terms of this Contract shall be incurred during the contract period except as approved by County. Contractor shall not use current year funds to pay prior or future year obligations.

F.6 Funds made available under this Contract shall not supplant any federal, state or any governmental funds intended for services of the same nature as this Contract. Contractor shall not claim disbursement or payment from County for, or apply sums received from County with respect to that portion of its obligations that have been paid by another source of revenue.

Contractor agrees that it will not use funds received pursuant to this Contract, either directly or indirectly, as a contribution or compensation for purposes of obtaining funds from another revenue source without prior written approval of the County.

F.7 Contractor shall adhere to the County’s Travel Management Policy (8 -02 and 08-02SP1) when travel is pursuant to this Contract and for which disbursement is sought from the County. In addition, Contractor is encouraged to utilize local transportation services, including but not limited to, the Ontario International Airport.

G. INDEMNIFICATION AND INSURANCE REQUIREMENTS
G.1 Indemnification
The Contractor agrees to indemnify, defend (with counsel reasonably approved by County) and hold harmless the County and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by the County on account of any claim except where such indemnification is prohibited by law. This indemnification p rovision shall apply regardless of the existence or degree of fault of indemnities. The Contractor indemnification obligation applies to the County’s “active” as well Revised 10/17/2025 Page 17 of 52
as “passive” negligence but does not apply to the County’s “sole negligence” or “willful misconduct” within the meaning of Civil Code section 2782.

G.2 Additional Insured
All policies, except for Worker’s Compensation, Errors and Omissions and Professional Liability policies shall contain additional endorsements naming the County and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. The additional insured endorsements shall not limit the scope of coverage for the County to vicarious liability but shall allow coverage for the County to the full extent provided by the policy. Such additional insured coverage shall be at least as broad as Additional Insured (Form B) endorsement form ISO, CG 2010.11 85.

G.3 Waiver of Subrogation Rights
The Contractor shall require the carriers of required coverages to waive all rights of subrogation against the County, its officers, employees, agents, volunteers, contractors and subcontractors.

All general or auto liability insurance coverage provided s hall not prohibit the Contractor and Contractor’s employees or agents from waiving the right of subrogation prior to a loss or claim.

The Contractor hereby waives all rights of subrogation against the County.

G.4 Policies Primary and Non-Contributory
All policies required herein are to be primary and non -contributory with any insurance or self - insurance programs carried or administered by the County.

G.5 Severability of Interests
The Contractor agrees to ensure that coverage provided to meet these requirements is applicable separately to each insured and there will be no cross liability exclusions that preclude coverage for suits between the Contractor and the County or between the County and any other insured or additional insured under the policy.

G.6 Proof of Coverage
The Contractor shall furnish Certificates of Insurance to the County Department administering the Contract evidencing the insurance coverage at the time the Contract is executed, additional endorsements, as required shall be provided prior to the commencem ent of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department, and Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within fifteen (15) days of the commencement of this contract, the Contractor shall furnish a copy of the Declaration page for all applicable policies and will provide complete certified copies of the policies and endorsements immediately upon request.

G.7 Acceptability of Insurance Carrier
Unless otherwise approved by Risk Management, insurance shall be written by insurers authorized to do business in the State of California and with a minimum “Best” Insurance Guide rating of “A- VII”.

G.8 Deductibles and Self-Insured Retention
Any and all deductibles or self -insured retentions in excess of $10,000 shall be declared to and approved by Risk Management.

G.9 Failure to Procure Coverage
In the event that any policy of insurance required under this contract does not comply with the requirements, is not procured, or is canceled and not replaced, the County has the right but not the obligation or duty to cancel the contract or obtain insuran ce if it deems necessary and any premiums paid by the County will be promptly reimbursed by the Contractor or County payments to the Contractor will be reduced to pay for County purchased insurance.

Revised 10/17/2025 Page 18 of 52
G.10 Insurance Review
Insurance requirements are subject to periodic review by the County. The Director of Risk Management or designee is authorized, but not required, to reduce, waive or suspend any insurance requirements whenever Risk Management determines that any of the required insurance is not available, is unreasonably priced, or is not needed to protect the interests of the County. In addition, if the Department of Risk Management determines that heretofore unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Director of Risk Management or designe e is authorized, but not required, to change the above insurance requirements to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the County, inflation, or any other item reasonably related to the County’s risk.

Any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this contract. Contractor agrees to execute any such amendment within thirty (30) days of receipt.

Any failure, actual or alleged, on the part of the County to monitor or enforce compliance with any of the insurance and indemnification requirements will not be deemed as a waiver of any rights on the part of the County.

G.11 The Contractor agrees to provide insurance set forth in accordance with the requirements herein.

If the Contractor uses existing coverage to comply with these requirements and that coverage does not meet the specified requirements, the Contractor agrees t o amend, supplement or endorse the existing coverage to do so.

Without in anyway affecting the indemnity herein provided and in addition thereto, the Contractor shall secure and maintain throughout the contract term the following types of insurance with limits as shown:

G.11.1 Workers’ Compensation/Employer’s Liability – A program of Workers’ Compensation insurance or a state-approved, self-insurance program in an amount and form to meet all applicable requirements of the Labor Code of the State of California, including Employer’s Liability with $250,000 limits covering all persons including volunteers providing services on behalf of the Contractor and all risks to such persons under this contract.

If Contractor has no employees, it may certify or warrant to the County that it does not currently have any employees or individuals who are defined as “employees” under the Labor Code and the requirement for Workers’ Compensation coverage will be waived by the County’s Director of Risk Management.

With respect to Contractors that are non-profit corporations organized under California or Federal law, volunteers for such entities are required to be covered by Workers’ Compensation insurance.

G.11.2 Commercial/General Liability Insurance – The Contractor shall carry General Liability Insurance covering all operations performed by or on behalf of the Contractor providing coverage for bodily injury and property damage with a combined single limit of not less than one million dollars ($1,000 ,000), per occurrence. The policy coverage shall include:
a. Premises operations and mobile equipment.
b. Products and completed operations.
c. Broad form property damage (including completed operations). d. Explosion, collapse and underground hazards.
e. Personal injury.
f. Contractual liability.

Revised 10/17/2025 Page 19 of 52
g. $2,000,000 general aggregate limit.

G.11.3 Automobile Liability Insurance – Primary insurance coverage shall be written on ISO Business Auto coverage form for all owned, hired and non -owned automobiles or symbol 1 (any auto). The policy shall have a combined single limit of not less than one million dollars ($1,000,000) for bodily injury and property damage, per occurrence.

If the Contractor is transporting one or more non -employee passengers in performance of contract services, the automobile liability policy shall have a combined single limit of two million dollars ($2,000,000) for bodily injury and property damage per occurrence.

If the Contractor owns no autos, a non -owned auto endorsement to the General Liability policy described above is acceptable.

G.11.4 Umbrella Liability Insurance – An umbrella (over primary) or excess policy may be used to comply with limits or other primary coverage requirements. When used, the umbrella policy shall apply to bodily injury/property damage, personal injury/advertising injury and shall include a “d ropdown” provision providing primary coverage for any liability not covered by the primary policy. The coverage shall also apply to automobile liability.

G.11.5 Professional Liability – Professional Liability Insurance with limits of not less than one million ($1,000,000) per claim and two million ($2,000,000) aggregate limits or

Errors and Omissions Liability Insurance – Errors and Omissions Liability Insurance with limits of not less than one million ($1,000,000) and two million ($2,000,000) aggregate limits
or

Directors and Officers Insurance coverage with limits of not less than one million ($1,000,000) shall be required for Contracts with charter labor committees or other not-for-profit organizations advising or acting on behalf of the County.

If insurance coverage is provided on a “claims made” policy, the “retroactive date” shall be shown and must be before the date of the state of the contract work. The claims made insurance shall be maintained or “tail” coverage provided for a minimum of five (5) years after contract completion.

G.11.6 Reserved

G.11.7 Cyber Liability Insurance - Cyber Liability Insurance with limits of no less than $1,000,000 for each occurrence or event with an annual aggregate of $2,000,000 covering privacy violations, information theft, damage to or destruction of electronic information, intentional and/or unintentional release of private information, alteration of electronic information, extortion and network security. The policy shall protect the involved County entities and cover breach response cost as well as regulatory fines and penalties.

G.11.8 Abuse/Molestation Insurance – Contractor shall have abuse or molestation insurance providing coverage for all employees for the actual or threatened abuse or molestation by anyone of any person in the care, custody, or control of any insured, including negligent employment, investigati on and supervision. The policy shall provide coverage for both defense and indemnity with liability limits of not less than Revised 10/17/2025 Page 20 of 52
one million dollars ($1,000,000) with a two million dollars ($2,000,000) aggregate limit.

H. RIGHT TO MONITOR AND AUDIT
H.1 The County, State and Federal government shall have absolute right to review and audit all records, books, papers, documents, corporate minutes, and other pertinent items as requested, and shall have absolute right to monitor the performance of Contractor in the delivery of services provided under this Contract. Contractor shall give full cooperation, in any auditing or monitoring conducted. Contractor shall cooperate with the County in the implementation, monitoring, and evaluation of this Contract and comply with any and all reporting requirements established by the County.

H.2 Contractor shall maintain all records and books pertaining to the delivery of Services under the Contract and demonstrate accountability for Contract performance. All records shall be complete and current and comply with all Contract requirements. Failure to maintain acceptable re cords shall be considered grounds for withholding of payments for invoices submitted and/or termination of Contract.

H.3 All records pertaining to services delivered and all fiscal, statistical and management books and records shall be available for examination and audit by County representatives for a period of five years after final payment under this Contract or until all pending County, State and Federal audits are completed, whichever is later.

I. CORRECTION OF PERFORMANCE DEFICIENCIES
I.1 Failure by Contractor to comply with any of the provisions, covenants, requirements or conditions of this Contract shall be a material breach of this Contract.

I.2 In the event of a non-cured breach, County may, at its sole discretion and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract:
a. Afford Contractor thereafter a time period within which to cure the breach, which period shall be established at the sole discretion of County; and/or b. Discontinue disbursement to Contractor for and during the period in which Contractor is in breach, which disbursement shall not be entitled to later recovery; and/or c. Withhold funds pending duration of the breach; and/or d. Offset against any monies billed by Contractor but yet unpaid by County those monies disallowed pursuant to Item “b” of this paragraph; and/or e. Terminate this Contract immediately and be relieved of the payment of any consideration to Contractor. In the event of such termination, the County may proceed with the work in any manner deemed proper by the County. The cost to the County shall be deduc ted from any sum due to the Contractor under this Contract and the balance, if any, shall be paid by the Contractor upon demand.

J. NOTICES
All written notices provided for in this Contract or which either party desires to give to the other shall be deemed fully given, when made in writing and either served personally, or by facsimile, or deposited in the United States mail, postage prepaid, and addressed to the other party as follows:

Notice shall be deemed communicated two (2) County working days from the time of mailing if mailed as provided in this paragraph.

Revised 10/17/2025 Page 21 of 52
K. ENTIRE AGREEMENT
This Contract, including all Exhibits and other attachments, which are attached hereto and incorporated by reference, and other documents incorporated herein, represents the final, complete and exclusive agreement between the parties hereto. Any prior agreement, promises, negotiations or representations relating to the subject matter of this Contract not expressly set forth herein are of no force or effect. This Contract is executed without reliance upon any promise, warranty or representation by any party or any representative of any party other than those expressly contained herein. Each party has carefully read this Contract and signs the same of its own free will.

L. ELECTRONIC SIGNATURES
This Agreement may be executed in any number of counterparts, each of which so executed shall be deemed to be an original, and such counterparts shall together constitute one and the same Agreement. The parties shall be entitled to sign and transmit an electronic signature of this Agreement (whether by facsimile, PDF or other mail transmission), which signature shall be binding on the party whose name is contained therein. Each party providing an electronic signature agrees to promptly execute and deliver to the other party an original signed Agreement upon request.

Revised 10/17/2025 Page 22 of 52
IN WITNESS WHEREOF, San Bernardino County and the Contractor have each caused this Contract to be subscribed by its respective duly authorized officers, on its behalf.

FOR COUNTY USE ONLY
Template Approved as to Legal Form Reviewed for Contract Compliance Reviewed/Approved by Department

Suzanne Bryant, Deputy County Counsel
Date Date Date

SAN BERNARDINO COUNTY City of Redlands
(Print or type name of corporation, company, contractor, etc.) B
y

Marcus Dillard, Chief of Homeless Services (Authorized signature - sign in blue ink) Dated:

Name
Charles Duggan
(Print or type name of person signing contract)

Title City Manager
(Print or Type)
Dated:

Address
300 E State St, Suite 690
Redlands, CA 92373

Revised 10/17/2025 Page 23 of 52
EXHIBIT 1
HHAP-5 AWARD BY CATEGORY
AGENCY NAME: CITY OF REDLANDS

Project Component Type Prevention & Shelter Diversion, Street Outreach, Services Coordination Funding Costs for Homelessness prevention, street outreach, permanent supportive housing case management, recuperative care navigation, workforce development, subcontracted service coordination, and HMIS coordination services.

Eligible Use
Category Description of Services Population
Focus Cost Service
Unit
Number
Expected
to be
Served
Prevention &
Shelter
Diversion
Trauma-informed shelter diversion
and homelessness prevention
services, including HUD-certified
housing counseling, financial
planning, budgeting assistance,
landlord mediation, and housing
stabilization for survivors of
domestic violence and human
trafficking. Services include
subcontracted support for one (1)
case manager, and one (1) Housing
Counselor to provide direct client
services, housing stabilization, and
supportive case management.

Chronically
Homeless,
Seniors, Domestic
Violence & Human
Trafficking
Survivors
$125,000 Individuals 50
Street
Outreach
Street-based outreach and
engagement, including medical
assessments, CES enrollment,
benefits navigation, housing
referrals, and connection to interim
or permanent housing. Services
include subcontracted support for
one (1) Outreach Navigator position
to provide direct client outreach,
engagement, and linkage to housing
and supportive services.

Unsheltered
individuals
experiencing
homelessness
$121,041 Individuals 100
Revised 10/17/2025 Page 24 of 52
Services
Coordination
Case management and intensive
case management supporting
emergency shelter participants and
residents of permanent supportive
housing, including employment
linkage, housing stabilization, and
service coordination. Services
include subcontracted support for
three (3) Case Manager positions to
provide direct client case
management and supportive
services.

Individuals in
emergency shelter
and permanent
supportive housing
$365,000 Individuals 100
Total Award $611,041.00

Revised 10/17/2025 Page 25 of 52
EXHIBIT 2

FISCAL PROVISIONS
A. Method, Time, and Conditions of Payment
CONTRACTOR shall be reimbursed by COUNTY, for an amount not to exceed $611,041.00. Said funds shall be allocated pursuant to the Budget shown below.

Agency: City of Redlands
Budget
June 9, 2026 through June 30, 2028
Eligible Use Category Award/Allocation
Service
Unit

Average Cost per
service unit

PREVENTION AND SHELTER DIVERSION
$125,000.00 50
Individuals
$2,500.00 Average per
client enrolled
• Housing Counseling
• Financial Planning
• Budget Coaching
• Landlord Mediation
• Sub-Contractors:
o Case Manager
o Housing Counselor
Total for Sub-Category $125,000.00
Eligible Use Category Award/Allocation Service
Unit
Average Cost per
Household

STREET OUTREACH
$121,041.00 100
Individuals

$1,210.41 Average per
client enrolled
• Street Outreach
o Encampment Engagement
• Transportation Costs
• Street Medicine
• Outreach Supplies
o Hygiene Kits, food and water
distribution
• Outreach Coordination
o Medical Assessment
o CES Enrollment
o Benefits Navigation
o Housing Referrals

• Sub-Contractor:
o Outreach Navigator

Total for Sub-Category $121,041.00
Eligible Use Category

Award/Allocation
Service
Unit

Average Cost per
Household

SERVICES COORDINATION
$365,000.00 100
Individuals
$3,650.00 Average per
client enrolled • Staff and Benefits
o Administrative Assistance (FTE

1.0)
Revised 10/17/2025 Page 26 of 52
o Employment Specialist (FTE 1.0)
• Case Management
o Intensive Case Management
• Project Home Key
• Sub-Contractors:
o (3) Case Managers
Total for Sub-Category $365,000.00
Total HHAP Award $611,041.00
Note: The table above may be changed (without changing the Total amount) with prior written approval from OHS.
a. CONTRACTOR’s expenses will only be utilized for eligible costs. CONTRACTOR shall submit Expenditure Reports of eligible costs on a monthly basis no later than thirty (30) days after the end of each month in which the costs were incurred. Each claiming period shall consist of a calendar month. b. With each Expense Report of eligible costs, CONTRACTOR shall submit:

1. All general and approved activity for eligible expenses.

2. If the required supporting documentation is not provided, COUNTY may delay disbursements until the documentation is received by COUNTY. COUNTY reserves the right to request additional information and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Contract.

3. The following items shall be submitted for Case Management and Service Coordination:
i. Cost allocation reports covering the month claimed for the HHAP-5 program.

4. The following must be submitted for employee wages and fringe benefits claimed:
i. Employee Time and Activity Logs for each employee that includes date work was performed, description of work, notes, eligible activity, hours worked for the day, total number of hours worked related to project worked and signed by employee and supervisor. ii. Time sheet that details all hours worked, including holiday, vacation, sick and any other time charged to contract.
iii. Proof of direct deposit which includes employee’s full name, hourly rate, taxes, benefits, total amount that was deposited into the employee’s account.
iv. Payroll Registers for the pay periods included in the claim. v. Proof of payment for all fringe benefits premiums claimed for disbursement.

5. At least once per fiscal year provide:
vi. Worker’s Compensation Insurance rates for each class of employee charged to the program. vii. Fringe benefits premium rates with a breakdown of the employee and employer’s contributions. Contractor will not be compensated for the employee’s contribution to fringe benefits premiums (if applicable).
viii. Rate of employer’s contribution to employee retirement accounts (if applicable).

Revised 10/17/2025 Page 27 of 52

6. For all non-payroll related expenses submit copies of receipts, invoices, or bill expenses with disbursement for this category along with proof of payments, (i.e., copy of canceled check/EFT with bank statements or credit card) and proof that the credit card was paid, if a credit card was used.

7. The following items shall be submitted for Rapid Rehousing and Rental Assistance:
ix. Submit copies of leases, rental assistance agreements, receipts, invoices, or bill expenses with disbursement for this category along with proof of payments, (i.e., copy of canceled check/EFT with bank statements or credit card) and proof that the credit card was paid, if a credit card was used.

8. Travel expenses must be kept in a mileage log and have maps associated with each of the trips. The log should maintain a start and end vehicle mileage with the total number of miles traveled and for what purpose. All travel claimed must be associated with the HHAP-5 program.
d. All approved, complete reports submitted in a timely manner shall be processed/paid within thirty (30) calendar days.
e. All HHAP-5 funds shall be expended by the termination date of this Contract. f. Expenditure Deadlines:

Percentage of HHAP-5
Award That Must be
Expended
Milestone Deadlines
50% 364 Days after Execution of Contract
75% 183 Days Prior to the Expenditure Deadline

g. CONTRACTOR must expend:

1. No less than fifty percent (50%) of HHAP-5 funds by July 16, 2027.

2. One hundred percent (100%) of HHAP-5 funds by May 15, 2028.

3. “Expend” means all HHAP-5 funds obligated under this Contract or subcontracts have been fully paid and receipted, and no invoices remain outstanding.

Reports submitted by the CONTRACTOR will be used to ensure that CONTRACTOR is on track to expend fifty percent (50%) of HHAP -5 funds by July 16, 2027, and one hundred percent (100%) of HHAP-5 funds by May 15, 2028. CONTRACTOR may submit a request to OHS prior to April 17, 2027, if CONTRACTOR is not on track to expend 50% of the HHAP -5 funds by July 1 6, 2027 , proposing an alternative expenditure rate to meet the May 15, 2028, 100% expenditure deadline with justification. The Chief of Homeless Services may approve, modify, or deny such request.

If, by December 31, 2027, CONTRACTOR has not submitted reports showing an expenditure of at least seventy five percent (75%) of the HHAP-5 funds, the remaining twenty five percent (25%) may be reallocated.
h. H HAP-5 funds may not be obligated and expended prior to the effective date of this Contract. “Obligate” means that CONTRACTOR has placed orders, entered into sub-contracts, received services, or entered into similar transactions that require payment from the Contract award. i. All proceeds from any interest -bearing account established by the CONTRACTOR for the deposit of HHAP-5 funds must be used for HH AP-5 eligible activities. Documentation of all expenditures and Revised 10/17/2025 Page 28 of 52
accrued interest shall be reported on the forms provided by OHS (see EXHIBIT 8 – EXPENDITURE REPORT).
j. Any housing-related activities funded with HHAP-5 funds, including but not limited to, emergency shelter, rapid-rehousing, rental assistance, transitional housing and permanent supportive housing must be in compliance or otherwise aligned with the Core Components of Housing First, pursuant to Welfare and Institution Code Section 8255(b).
k. CONTRACTOR confirms that rental assistance will be issued directly to a property owner, or an agent authorized to act on behalf of a property owner.
l. For all programs and services for which there are sources of funds in addition to COUNTY funds as provided under this Contract, CONTRACTOR shall provide proof of such funding. CONTRACTOR must be able to account for the receipt, obligation and expenditure of funds.

1. The COUNTY shall NOT pay for any services provided by CONTRACTOR which are funded by other sources. All restrictions and/or requirements provided in this Contract relative to accounting, budgeting, and reporting apply to the total program regardless of funding sources. m. The COUNTY reserves the right to reduce the Contract award when the COUNTY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the Contract term or if it is determined that costs incurred are not in conformance with HHAP 5 eligible costs. Changes in the Contract award will be done after consultation with CONTRACTOR. Such changes shall be incorporated into this Contract by written amendment(s). n. CONTRACTOR shall accept all payments from COUNTY via electronic funds transfer (EFT) directly deposited into the CONTRACTOR’s designated checking or other bank account. CONTRACTOR shall promptly comply with directions and accurately complete forms provided by COUNTY required to process EFT payments.
o. COUNTY is exempt from Federal excise taxes and no payment shall be made for any personal property taxes levied on CONTRACTOR or on any taxes levied on employee wages. The County shall only pay for any state or local sales or use taxes on the services rendered or equipment and/or parts supplied to the COUNTY pursuant to the Contract.
p. Costs for services under the terms of this Contract shall be incurred during the contract period except as approved by COUNTY. CONTRACTOR shall not use current year funds to pay prior or future year obligations. Disbursements to Contractor are Net 30.
q. CONTRACTOR shall adhere to the C OUNTY’s Travel Management Policy (8 -02 and 08 -02SP1) when travel is pursuant to this Contract and for which disbursement is sought from the C OUNTY.

In addition, CONTRACTOR is encouraged to utilize local transportation services, including but not limited to, the Ontario International Airport.

A.1 Documentation of Costs and Other Financial Reporting a. CONTRACTOR will be required to maintain books, records, documents, and other evidence directly related to the performance of work in accordance with Generally Acceptable Accounting Procedures.

Costs shall be supported by properly executed payrolls, time records, inv oices, receipts, vouchers or other official documentation, as evidence of the nature and propriety of the charges. b. The CONTRACTOR shall retain all documentation related to the services provided and all financial records associated with this Agreement for a period of five (5) years following the termination of this contract. Such records shall be made available for inspection upon reasonable request by the COUNTY during this retention period.

Revised 10/17/2025 Page 29 of 52
c. All accounting documents pertaining in whole or in part to this Contract shall be clearly identified and readily accessible, and upon reasonable notice, the COUNTY shall have the right to audit the records of the CONTRACTOR as they relate to the Contract and the activities and services described herein.

CONTRACTOR shall also:

1. Maintain an effective system of internal fiscal control and accountability for all HH AP-5 funds and property acquired or improved with HH AP-5 funds, and make sure the same are used solely for authorized purposes.

2. Keep a continuing record of all disbursements by date, payment method, amount, vendor, description of items purchased and line item from which the money was expended, as reflected in the CONTRACTOR’s accounting records.

3. Maintain payroll, financial, and expense disbursement records for a minimum period of five (5) years after the termination of this Contract.

4. Permit inspection and audit of its records with respect to all matters authorized by this Contract by representatives of the County at any time during normal business hours and as often as necessary.

5. Inform the COUNTY concerning any funds allocated to CONTRACTOR, that the CONTRACTOR anticipates will not be expended during the term of this Contract.

6. Repay the COUNTY any funds in its possession at the time of the termination of this Contract that may be due to the COUNTY (e.g., ineligible costs, unexpended funds, etc.).

A.2 Funding
a. This Contract is valid and enforceable only if sufficient funds are made available to COUNTY by legislative appropriation. In addition, this Contract is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether Federal or those of the State, or of any agency, department, or any politica l subdivision of Federal or the State governments, which may affect the provisions, terms or funding of this Contract in any manner. b. CONTRACTOR must establish and maintain effective internal controls over all funding awarded to CONTRACTOR by the COUNTY to provide reasonable assurance that CONTRACTOR complies with Federal, State, and COUNTY statutes, regulations, and terms and conditions of the Contract. c. COUNTY may base funding for CONTRACTOR upon positive performance outcomes, which OHS will monitor throughout the year.
d. CONTRACTOR must be able to demonstrate that H HAP-5 funds were expended for eligible uses to benefit members of the Target Population.
e. Funds allocated pursuant to this Contract shall be used exclusively for costs included in CONTRACTOR’s program budget (see EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY). Contract funds shall not be used as security or to guarantee payments for any non -program obligations nor as loans for non -program activities.
f. CONTRACTOR certifies and agrees that it will not use funds provided through this Contract to pay for entertainment, gifts, or fundraising activities.

A.3 Ineligible Costs
a. HHAP-5 funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of HHAP-5 and the eligible uses identified in California Health and Safety Code Sections 50218 et seq.

Revised 10/17/2025 Page 30 of 52
b. The COUNTY or the State reserves the right to request additional information and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Contract. If CONTRACTOR or its Sub contractors use HH AP-5 funds to pay for ineligible activities, Contractor shall be required to reimburse these funds to the COUNTY within thirty (30) days of the request.

1. An expenditure which is not authorized by this Contract, or which cannot be adequately documented, shall be disallowed and will not be reimbursed to the CONTRACTOR by COUNTY.

2. The State, at its sole and reasonable discretion, shall make the final determination regarding the allowability of expenditures of HHAP-5 funds.

3. Program funds shall not be used to supplant existing local funds for homeless housing, assistance, or prevention. HH AP-5 funds cannot replace local funds that are committed to an existing or developing homeless assistance program. However, if funds previously supporting a service or project end or are reduced for reasons beyond the control of CONTRACTOR and services or housing capacity will be lost as a result of these funds ending, HH AP-5 funds may be used to maintain the service or program and are not considered supplanting [examples include, but are not limited to, a time-limited city and/or county tax or one -time block grant, such as Homeless Emergency Aid Program (HEAP) grant].

A.4 Withheld Payments
Payments to CONTRACTOR may be withheld by COUNTY if CONTRACTOR fails to comply with any provision of this Contract.

A.5 Disallowance
a. If CONTRACTOR receives payment under this Contract which is later disallowed by COUNTY for nonconformance with this Contract, CONTRACTOR shall be required to promptly reimburse these funds to COUNTY and shall be prohibited from submitting to COUNTY disbursement requests for subsequent HHAP-5 funds until COUNTY is fully reimbursed or, at its option, COUNTY may offset the amount disallowed from any payment due to CONTRACTOR.

If it is determined that a CONTRACTOR falsified any certification, RFA information, financial, or contract report, CONTRACTOR shall be required to reimburse the full amount of HHAP-5 award to COUNTY, and may CONTRACTOR be prohibited from any further participation in HHAP-5. COUNTY may impose any other actions permitted under 24 CFR 576.501 (c).

A.6 Fiscal Accountability
a. CONTRACTOR agrees to manage funds received through COUNTY in accordance with sound accounting policies; incur and claim only eligible costs for disbursement; and adhere to accounting standards established in 2 CFR Part 200.
b. CONTRACTOR must establish and maintain on a current basis an accrual accounting system in accordance with generally accepted accounting principles and standards. Further, CONTRACTOR must develop an accounting procedure manual. Said manual shall be made available to COUNTY upon request or during fiscal monitoring visits.

A.7 Financial Management
a. Review, understanding, and certification that quarterly disbursement reports submitted to the COUNTY meet eligible expenses under HHAP-5 and State requirements. The COUNTY shall have no obligation to reimburse CONTRACTOR with any funds other than HH AP-5 funds the COUNTY receives from the State.

Revised 10/17/2025 Page 31 of 52
b. CONTRACTOR attests that by submitting a monthly expenditures report to OHS, it has completed all due diligence necessary and verified eligibility for HHAP-5 funding. CONTRACTOR shall be required to repay COUNTY for non-eligible expenditures that may inadvertently be processed by the COUNTY. c. Subsequent disbursements after the firs t disbursement, are dependent upon CONTRACTOR properly documenting the expenses/expenditure reports to cover the previous disbursement.

A.8 Budget Changes
a. CONTRACTOR agrees that no changes shall be made to CONTRACTOR’s HHAP-5 budget without first obtaining prior approval. No more than the amounts specified in EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY may be spent for the separate cost categories specified in the budget summary. Any changes to this Contract must be requested by CONTRACTOR in writing through OHS. Changes must be approved by the COUNTY and/or the State.

A.9 Budget Amendments
a. CONTRACTOR shall make no changes to the budget without first obtaining written approval from the COUNTY. Any budget amendments requests shall be submitted in writing through OHS. must be requested by the CONTRACTOR in writing within 180 days of the contract expiration. b. Any budget amendment or modification that results in a cumulative change equal to or greater than twenty-five percent (25%) of the total approved Contract budget shall require prior approval by the SBC CoC Board. OHS shall submit such requests to the CoC B oard and facilitate the Board's review and approval process.

A.10 Equipment and Other Property
a. All equipment, materials, supplies or property of any kind (including vehicles, publications, copyrights, etc.) purchased with HHAP-5 funds received under the terms of this Contract which has a life expectancy of one (1) year or more shall be the property of the COUNTY and shall be subject to the provisions of this paragraph. The disposition of equipment or property of any kind shall be determined by the COUNTY when the Contract is terminated. Additional terms are as follows:

1. The purchase of any furniture or equipment which was not included in CONTRACTOR’s approved budget, shall require the prior written approval of the COUNTY, and shall fulfill the provisions of this Contract which are appropriate and directly related to CONTRACTOR’s services or activities under the terms of the Contract. The COUNTY may refuse approval for any cost resulting from such items purchased, which are incurred by CONTRACTOR, if prior written approval has not been obtained from the COUNTY.

2. Before equipment purchases made by CONTRACTOR are approved by the COUNTY, CONTRACTOR must submit paid vendor receipts identifying the purchase price, description of the item, serial numbers, model number and location where equipment will be used during the term of this Contract.

3. CONTRACTOR shall submit an inventory of equipment purchased under the terms of this Contract as part of the expenditures report for the month in which the equipment is purchased. CONTRACTOR must also maintain an inventory of equipment purchased that, at a minimum, includes the description of the property, serial number or other identification number, title holder, acquisition date, cost of the equipment, location, use and condition of the pr operty, and ultimate disposition data. A physical inventory of the property must be reconciled annually. Equipment should be adequately maintained and a control system in place to prevent loss, damage, or theft. Equipment with cost exceeding COUNTY’s capitalization threshold of $5,000 must be depreciated.

4. No costs incurred prior to the Contract commencement date shall be eligible for reimbursement with HHAP-5 funds.

Revised 10/17/2025 Page 32 of 52

5. Upon termination of this Contract, CONTRACTOR will provide a final inventory to the COUNTY and shall at that time query the COUNTY as to requirements, including the manner and method in returning equipment to the COUNTY. Final disposition of such equipment shall be in accordance with instructions from the COUNTY.

A.11 Final Advance
Unless approved by OHS in writing, all final requests for disbursement of authorized HHAP-5 expenditure under this Grant must be submitted to OHS no later than December 31, 2027.

Revised 10/17/2025 Page 33 of 52
EXHIBIT 3

SCOPE OF WORK

A. GENERAL REQUIREMENTS
CONTRACTOR shall carry out the following responsibilities between June 9, 2026, to June 30, 2028:

A.1 Service Requirements
The Contractor shall administer a regional Homeless Housing, Assistance and Prevention Round 5 (HHAP-5) initiative that provides homelessness prevention, street outreach, permanent supportive housing case management, recuperative care navigation, workforce development, and Homeless Management Information System (HMIS) coordination services. Subcontractor support for Services shall prioritize seniors, survivors of human trafficking, and individuals with disabilities residing in or served within the jurisdictions of the Cities of Redlands, Loma Linda, Highland, and Yucaipa, as well as the community of Mentone. The Contractor shall implement all program activities in accordance with Housing First principles and shall ensure coordination and compliance with the Coordinated Entry System (CES) and HMIS requirements, as applicable.

Service delivery shall include subcontracted support for one (1) Case Manager and one (1) Housing Counselor for Prevention and Shelter Diversion services, one (1) Outreach Navigator for Street Outreach services, and three (3) Case Manager positions for Services Coordination. Services Coordination shall also include Contractor staff consisting of one (1.0 FTE) Administrative Assistant and one (1.0 FTE) Employment Specialist to support program administration, workforce development, and client service coordination.

Performance Measurement Requirements

Measurement Outcome
Number of individuals served
(Note: Performance Report should include breakdown
of each type e.g. Single Adult, Youth and Families)
~ 250 Individuals
Percentage of persons exiting back into
Homelessness No more than 10%
Percentage of eligible/willing persons served to retain or obtain mainstream benefits 90%
Percentage of eligible and willing person to maintain
or increase income/employment 90%

A.2 Project Detail
Project Component Type Services
Funding Costs
Homelessness prevention, street outreach, permanent supportive housing case management, recuperative care navigation, workforce development, subcontracted service coordination, and HMIS coordination services
Population Focus Chronically homeless individuals, seniors, human trafficking, survivors, and persons with disabilities.

A.3 Presentation of Services
Revised 10/17/2025 Page 34 of 52
CONTRACTOR shall:
a. Provide effective administrative management of the budget, staffing, recording, and reporting portion of the Contract with the COUNTY. If administrative responsibilities are delegated to Subcontractors, the CONTRACTOR must ensure that any Subcontractor(s) possess the qualifications and capacity to perform all delegated responsibilities. Responsibilities include but are not limited to the following:

1. Designate the responsible position(s) in your organization for managing the funds allocated to this program.

2. Maximize the use of the allocated funds.

3. Ensure timely and accurate reporting.

4. Maintain appropriate staffing levels.

5. Ensure staff possess the qualification and capacity to perform responsibilities tied to the staff’s position.

6. Effectively communicate and monitor the program for its success.

7. Maintain communication between the CONTRACTOR and OHS.

8. Act quickly to identify and solve problems.
b. Ensure that all program sites are well maintained.
c. Provide one (1) or more staff will work with the participants to apply for available housing units.

The staff should work closely with any Housing Navigators working and collaborate with existing systems to ensure maximum utilization of services and reduce duplicative efforts. This includes, but is not limited to, assistance with all issues related to securing housing such as developing housing leads, identifying landlords willing to work with the population, creating suitable housing plans from available stock, working with landlords to develop positive relationships, assisting participants to be document ready for housing interviews, and assisting with transportation for housing search purposes. Staff will meet with property managers, coach residents to be successful when meeting with potential property managers and prepare them for moving into a unit. Staff may also work to develop shared housing options for residents. Staff will work in collaboration with the participant’s case manager to ensure both parties are aware of one another’s efforts and progress. Caseloads should be limited to fifteen (15) participants at any given time.
d. Provide one (1) or more staff will assist the participants with linkage to supportive services if participants are not connected to supportive services in order to receive needed services. Staff will also assist with all housing search activities as described above. e. CONTRACTOR shall, at a minimum, provide the following staffing pattern expressed in Full-Time Equivalents (FTEs) continuously throughout the term of the Contract. One (1) FTE shall be equal to an average of forty (40) hours work per week.

PROGRAM FTEs
Administrative Assistant 1.0
Employment Specialist 1.0
Total FTEs 2.0
Revised 10/17/2025 Page 35 of 52
f. CONTRACTOR shall maintain personnel files for each staff member, which will include, but not be limited to, an application for employment, qualifications for the position, documentation of bicultural/bilingual capabilities (if applicable), pay rate and evaluations justifying pay increases.

B. PROGRAM REQUIREMENTS
Contractor shall adhere to the following:

B.1 Coordinated Entry System (CES)
a. The CES is a referral process that currently coordinates with the SBC CoC. All those participating with CES will need to apply to participate with the Homeless Management Information System (HMIS).
b. CONTRACTOR must notify the CES within 10 days of award of the HHAP-5 funding by utilizing the online 211 Registration form located at: 211 Registration Form (wufoo.com) c. CONTRACTOR must work in collaboration with CES and SBC CoC to ensure the screening, assessment, and referral of HHAP-5 participants are consistent with the eligible uses under HHAP-5.
d. CONTRACTOR agrees to receive referrals from CES prior to providing services with the exception of individuals receiving emergency assistance. In such cases, immediate services can be provided, but individuals and/or families must be referred by Contractor to CES for assessment and prioritization within seventy -two (72) hours. CONTRACTOR understands that individuals and/or families may not be referred to CONTRACTOR and may be referred to another service provider based upon the CES assessment.

B.2 Data Reporting
a. CONTRACTOR will submit to OHS detailed reports containing information listed in EXHIBIT 3 – SCOPE OF WORK, Section C.
b. A report will be due forty -five (45) days after the date of expiration of this Contract or upon completion of Contract services. Reports should be submitted via File Transfer Program (FTP). c. CONTRACTOR shall submit additional reports as required by the State or COUNTY.

B.3 Monitoring
a. The COUNTY has the right to monitor the Contract during the Contract period to ensure accuracy of expenditure reports and compliance with applicable laws and regulations. b. CONTRACTOR agrees to furnish duly authorized representatives from the COUNTY and the State access to all financial records necessary to review or audit Contract services and to evaluate the cost, quality, and appropriateness of services.
c. If the State or the COUNTY determines that all, or any part of, the payments made by the COUNTY to CONTRACTOR pursuant hereto are not eligible expenses in accordance with this Contract, said funds will be repaid by CONTRACTOR to the COUNTY. In the event such payment is not made on demand, the COUNTY may withhold future disbursements to CONTRACTOR until such disallowances are paid by CONTRACTOR. If disallowable expenses are not reimbursed within thirty (30) days of demand, the Contract will terminate without consultation at the COUNTY’s sole and absolute discretion.

Revised 10/17/2025 Page 36 of 52
d. If there is a conflict between a State audit of this Contract and a COUNTY audit of this Contract, the State audit shall take precedence.

B.4 Closeout
a. CONTRACTOR shall submit a closeout report including a narrative of the project outcomes, an inventory of all equipment and property acquired or improved by HHAP-5 funds, and a final financial report, upon termination or completion of the services specified in this Contract. b. CONTRACTOR agrees to adhere to and comply with all the closeout procedures detailed below; including, but not limited to the following:

1. Disposition of program assets shall be determined by the COUNTY when the Contract is terminated.

2. CONTRACTOR shall submit within forty-five (45) days after the date of expiration of this Contract, all financial, performance, and other reports required by this Contract; and in addition, will cooperate in a program audit by the COUNTY.

3. Any unobligated/unexpended funds disbursed in advance to CONTRACTOR shall be returned to the COUNTY within thirty (30) days after the expiration of the Contract term, or in accordance with Section Exhibit 2, Section A.1 , whichever occurs first. This obligation shall survive the termination of the Contract.

4. CONTRACTOR must account for any real and personal property acquired with HHAP-5 funds.

5. Closeout will remain pending until all requirements are met and all outstanding issues with the CONTRACTOR have been resolved to the satisfaction of the COUNTY.

CONTRACTOR must ensure that data on all persons served are entered into the countywide HMIS. HMIS is managed and operated by OHS. HMIS technical and data standards are set forth in the Final 2024 HMIS Data Standards, on file with OHS.
a. CONTRACTOR shall enter into a Memorandum of Understanding (MOU) with the HMIS Lead Agency where the CONTRACTOR agrees to share HMIS data with other HHAP-5 funded agencies, unless prohibited by law.
b. CONTRACTOR is required to work with OHS staff to ensure the timely and accurate set -up of their HMIS program profile and to ensure the HMIS program profile is setup in a manner that accurately captures the data pertinent to CONTRACTOR’s program. CONTRACTOR’s program profile must be setup prior to CONTRACTOR submitting their first HHAP-5 disbursement request (see EXHIBIT 7 – HHAP-5 EXPENDITURES AND REQUEST FOR DISBURSEMENT FORM). c. CONTRACTOR shall submit a copy of HMIS reports (see EXHIBIT 5 – HMIS CLIENT DATA REPORT SAMPLE) with the quarterly disbursement reports. In the case of Domestic Violence service providers or other agencies prohibited from entering data into HMIS, documentation from the HMIS lead agency certifying that the CONTRACTOR is using a comparable database shall be delivered to the COUNTY. The contact information for the "HMIS Lead Agency" is:

Christopher Salazar, HMIS Lead
San Bernardino County
Office of Homeless Services
560 E. Hospitality Ln., Ste. 200
Revised 10/17/2025 Page 37 of 52
San Bernardino CA 92415-0044
[email protected]
Phone: 909-501-0610
d. CONTRACTOR must ensure all required data elements, as listed below, are entered into the HMIS system for HHAP-5 participants, in a timely manner, and is inputted no later than two (2) working days after program entry. Services rendered to clients must be entered into HMIS no later than two (2) working days from date of service(s). All clients who exit the program must have an updated status in HMIS withi n two (2) working days from actual exit date. Failure to meet the above data inputting requirements will constitute a violation of the terms and conditions of this Contract. CONTRACTOR will be notified by OHS, and if not rectified, the Contract may be terminated at the COUNTY’s sole and absolute discretion. e. In addition to the timely entry of HMIS data, CONTRACTOR is required to enter accurate and complete data. The COUNTY will ensure CONTRACTOR adheres to Data Quality Standards, as established by HUD, and data entry requirements, as set forth in the HMIS MOU and the OHS Policy Handbook. The Data Quality Standards assess the data quality and completeness of the following Data Elements entered:

1. Client Demographic Data
i. Name
ii. Social Security Number
iii. Date of Birth
iv. Race
v. Ethnicity
vi. Gender
vii. Veteran Status

2. Universal Data
i. Disabling Condition
ii. Project Start Date
iii. Project Exit Date
iv. Destination
v. Relationship to Head of Household
vi. Client Location
vii. Housing Move-in Date
viii. Living Situation

3. Common Program Specific Data Elements
i. Income and Sources
ii. Non-Cash Benefits
Revised 10/17/2025 Page 38 of 52
iii. Health Insurance
iv. Disability Elements
v. Physical Disability
vi. Developmental Disability
vii. Chronic Health Condition
viii. HIV/AIDS
ix. Mental Health Problem
x. Substance Abuse
xi. Domestic Violence
xii. Contact
xiii. Date of Engagement
xiv. Bed-Night Date
xv. Housing Assessment Disposition

4. Data Timeliness
i. Entry Timeliness
ii. Exit Timeliness
f. According to Data Quality Standards, CONTRACTOR is required to have a five-percent (5%) or less error rate to ensure data accuracy and less than a five -day lapse in timeliness for entry of data at time of client entry, services are rendered, and client exit. Any performance benchmarks not meeting these standards will be captured on CONTRACTOR’s HMIS Data Quality Report f. Sample (see EXHIBIT 6 – HMIS DATA QUALITY REPORT) . The report will be generated by CONTRACTOR and submitted quarterly with expenditure reports. OHS will review reports and data deficiencies, if any, will be identified and discussed with CONTRACTOR to determine methods to remediate and/or improve data quality scores. g. If CONTRACTOR continues to not meet data entry and data quality benchmarks, as established by HUD and set forth in the HMIS MOU and the OHS Policy Handbook, COUNTY may terminate Contract as set forth in Section I - CORRECTION OF PERFORMANCE DEFICIENCIES. h. CONTRACTOR agrees to provide the COUNTY and/or the State access to HMIS data collected and entered into HMIS, upon request, and to participate in any statewide data initiative as directed by the State including, but not limited to, a statewide data integration environment.

B.6 Housing First
The methodology of providing services will follow the Housing First policy. This is an approach that offers permanent, affordable housing as quickly as possible for individuals and families experiencing homelessness, and then provides the supportive services and connections to the community-based supports people need to avoid returning to homelessness. HHAP-5 projects must align and comply with the core components of Housing First as defined in California Welfare and Institutions Code Revised 10/17/2025 Page 39 of 52
Section 8255(b) (see Exhibit 9 – CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255).

B.7 Program Participant Eligibility
CONTRACTOR shall ensure that:
a. HHAP-5 participants meet the Homeless definition as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019:

1. An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
i. An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground;
ii. An individual or family living in a supervised publicly or privately -operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by Federal, State and local government programs for low-income individuals); or iii. An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

2. An individual or family who will imminently lose their primary nighttime residence, provided that:
i. The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance;
ii. No subsequent residence has been identified; and
iii. The individual or family lacks the resources or support networks, e.g., family, friends, faith-based or other social networks, needed to obtain other permanent housing;

3. Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
i. Are defined as homeless under Section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), Section 637 of the Head Start Act (42 U.S.C. 9832), Section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e-2), Section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), Section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), Section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or Section 725 of the McKinney -Vento Homeless Assistance Act (42 U.S.C. 11434a);
ii. Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance;
iii. Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; and iv. Can be expected to continue in such status for an extended period of time because of chronic disabilities; chronic physical health or mental health conditions; substance addiction; histories of domestic violence or childhood abuse (including neglect); the presence of a child or youth with a disability; or two or more barriers to employment, which include the lack of a high school degree or General Education Development Revised 10/17/2025 Page 40 of 52
(GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment; or

4. Any individual or family who:
i. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either take n place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence; ii. Has no other residence; and
iii. Lacks the resources or support networks, e.g., family, friends, and faith -based or other social networks, to obtain other permanent housing.
b. HHAP-5 participants are referred by CES to CONTRACTOR. c. CONTRACTOR coordinates program enrollment and services in collaboration with CES.

B.8 Job Training and Employment
CONTRACTOR agrees to refer HHAP-5 clients that are eligible for job training and employment services to the County of San Bernardino Workforce Development Department (WDD). Number of participants who have been referred to WDD will be reported on a quarterly basis by CONTRACTOR.

B.9 Staffing Requirements
CONTRACTOR shall provide the necessary professional staff to meet the needs of the homeless population following the Housing First model (e .g. Case managers, Clinicians, medical staff, peer advocates, employment specialists, and eligibility specialists). CONTRACTOR must have the readiness capacity to immediately perform and administer homeless efforts through HHAP-5 funding.

B.10 Non-Discrimination Requirements
CONTRACTOR and its subcontractors shall not deny the HHAP-5 contract’s benefits to any Person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. CONTRACTOR shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. CONTRACTOR and Subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article.

CONTRACTOR shall permit access by representatives of the Civil Rights Department and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. CONTRACTOR and its Subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Revised 10/17/2025 Page 41 of 52
C. HHAP-5 REPORTING REQUIREMENTS
C.1 Detailed reports
a. CONTRACTOR shall submit reports containing, at minimum, the following information:

1. Amount awarded to CONTRACTOR with activity(ies) identified.

2. Contract expenditures.

3. Unduplicated number of homeless persons and households served by HHAP-5 funds.

4. Unduplicated number of persons and households at imminent risk of homelessness served by HHAP-5 funds.

5. Number of instances of service.

6. Increases in capacity for new and existing programs.

7. Number of unsheltered homeless persons and homeless households becoming sheltered.

8. Number of homeless persons and homeless households entering permanent housing.

9. Number of homeless persons and households successfully exited from HHAP-5 (i.e., in permanent housing) that remain in permanent housing 12 months post-exit from HHAP-5.

10. Number of persons and households at imminent risk of homelessness successfully exited from HHAP-5 (i.e., in permanent housing) that remain in permanent housing 12 months post -exit from HHAP-5.

C.2 Reporting Breakdown by Activity
a. CONTRACTOR will provide reports with a breakdown for each activity (i.e. services, capital improvements, rental assistance, etc.) and program type (i.e. emergency shelter, rapid re - housing, outreach, etc.) for the supplemental reporting requirements listed above, wh en applicable. The same information will also be requested specifically for the following subpopulations, based on priorities defined by the U.S. Department of Housing and Urban Development (HUD):

1. Chronically homeless

2. Homeless veterans

3. Unaccompanied homeless youth

4. Homeless persons in families with children
Note: Counts by subpopulation will not be required in cases where that information is unavailable but is expected in cases where client information is entered in the Homeless Management Information System (HMIS).

Revised 10/17/2025 Page 42 of 52

EXHIBIT 4

HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
I. General HHAP Eligible Cost
☐ 1. Staff Salaries and Benefits
• ☐Payroll Calculation Worksheet for HHAP
o ☐Showing all calculations charged for HHAP and supports the amount specified in the expenditure report. • ☐Paystub / Payroll Summary
• ☐Timesheet and Time Activity report indicating staff performed HHAP eligible activity o ☐Timesheet / Time Activity report must include:
 ☐Employee Name
 ☐Job title/position and description
 ☐Time Period Covered
• ☐Start and end dates for the reporting period (e.g., weekly, bi-weekly, or monthly)  ☐Daily Time Entries
• ☐Time worked each day (in hours)
• ☐Specific start and end times (optional but recommended for accuracy)  ☐Task/Activity Details
• ☐Description of the work performed, or tasks completed • ☐Allocation of time to specific programs or activities o ☐If the employee’s time is split between multiple funding sources or programs, clearly indicate the percentage or hours allocated to each program.  ☐Use a percentage breakdown or specific hours (e.g., 50% HHAP 1, 25% ESG, 25% HHAP 2)
• ☐ Use a percentage breakdown for each category of HHAP  ☐Certification and Approval
• ☐Employee signature and date, certifying the accuracy of the time reported . • ☐Supervisor or manager signature and date, approving and verifying the report . • ☐Employee Benefits
o ☐Employer paid benefits such as Health Insurance (Medical, Dental, Vision), Social Security and Medicare Contributions, Retirement Plans and Pension Contributions, Workers’ Compensation Insurance, Paid Leave (Vacation, Sick, Holiday), Life and Disability Insurance, Fringe Benefits etc.  ☐Proof of employer contributions (invoices, payroll deductions)  ☐Bank Statement that the benefits are paid.
• ☐Proof of payment that the salary is paid
o ☐If paystub is printed using the providers payroll system, this is acceptable as proof of payment.

☐ 2. Insurance
• ☐ Invoice or premium billing statement or official receipt from the insurance provider showing the amount paid, date, and coverage period.
• ☐ Proof of payment that the insurance is paid.

☐ 3. Mileage log (approved and signed)
• ☐ Start and End Odometer
• ☐ Activity / Purpose
• ☐ Total Mileage
• ☐ Destination
• ☐ Map
Revised 10/17/2025 Page 43 of 52

HHAP MONTHLY EXPENDITURE REPORT CHECKLIST

☐ 4. Eligible Use (HHAP Categories)
a. Rapid Rehousing (RRH)
☐ Complete and signed lease agreement between tenant and landlord including the copies of addendum house ins
☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibili ties of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Client eligibility documentation (Literally Homeless) ☐ Proof of Payment (Please see Section I item 6)

b. Prevention and Shelter Diversion
☐ Client eligibility documentation (risk of homelessness) ☐ Eviction Notice / Disconnection notice for utility bills ☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibili ties of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Proof of Payment (Please see Section I item 6)

c. Operating Subsidies
☐ Operating expenses are aligned with the scope of work in the contract. ☐ Monthly expense reports / General Ledger (utilities, maintenance costs, operating expense) ☐ Invoices / receipts
☐ Proof of Payment (Please see Section I item 6)

d. Street Outreach
☐ Log of street outreach activities (date, location, staff involved) ☐ Intake forms for clients engaged
☐ Expense receipts for supplies and transportation (e.g., fuel, public transport) ☐ Proof of Payment (Please see Section I item 6)

e. Service Coordination
☐ Client intake and assessment forms
☐ Documentation of services provided (case notes, service plans) ☐ Receipts for any client-related expenses (transport, supplies) ☐ TARs for coordinators and case managers
Revised 10/17/2025 Page 44 of 52
☐ Salary and benefits documentation for service coordination staff ☐ Proof of Payment (Please see Section I item 6)

HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
f. Systems Support
☐ Proof of system implementation (software invoices, maintenance records) ☐ Invoices and payment proof for administrative expenses ☐ TARs for staff managing the system or providing oversight g. Permanent Housing
☐ Complete and signed lease agreement between tenant and landlord including the copies of addendum house ins
☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibili ties of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Client eligibility documentation (Literally Homeless) ☐ Lease agreements for clients housed under permanent housing ☐ Assessment forms
☐ Payment records for rent, utilities, and other housing expenses ☐ Staff involved in Permanent Housing (please see section II item 1. ☐ Proof of Payment (Please see Section I item 6)

h. Interim Sheltering
☐ Client intake forms and eligibility documentation
☐ Shelter occupancy logs and proof of client stay
☐ Invoice and proof of payment (Please see Section I item 6) ☐ Staff involved in Interim Sheltering (please see section II item 1.

i. Emergency Shelters
☐ Client intake and assessment forms
☐ Occupancy records showing duration of client stay
☐ Invoice and proof of payment (Please see Section I item 6) ☐ Staff involved in Emergency Shelter (please see section II item 1).

j. Homelessness Youth Set Aside
☐ Client intake and assessment forms
☐ Occupancy records showing duration of client stay
☐ Invoice and proof of payment (Please see Section I item 6) ☐ Staff involved in Homelessness Youth Set Aside (please see section II item 1

Revised 10/17/2025 Page 45 of 52

EXHIBIT 5

HMIS CLIENT DATA REPORT SAMPLE

Revised 10/17/2025 Page 46 of 52

EXHIBIT 6

HMIS DATA QUALITY REPORT SAMPLE

Revised 10/17/2025 Page 47 of 52

Revised 10/17/2025 Page 48 of 52

EXHIBIT 7

DISBURSEMENT REQUEST

Revised 10/17/2025 Page 49 of 52

EXHIBIT 8

EXPENDITURE REPORT

Revised 10/17/2025 Page 50 of 52

EXHIBIT 9
CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255

State of California

WELFARE AND INSTITUTIONS CODE
Section 8255

8255.

For purposes of this chapter:

(a) “Council” means the California Interagency Council on Homelessness, formerly known as the Homeless Coordinating and Financing Council established pursuant to Section 8257.

(b) “Core components of Housing First” means all of the following:
(1) Tenant screening and selection practices that promote accepting applicants regardless of their sobriety or use of substances, completion of treatment, or participation in services. (2) Applicants are not rejected on the basis of poor credit or financial history, poor or lack of rental history, criminal convictions unrelated to tenancy, or behaviors that indicate a lack of “housing readiness.” (3) Acceptance of referrals directly from shelters, street outreach, drop-in centers, and other parts of crisis response systems frequented by vulnerable people experiencing homelessness. (4) Supportive services that emphasize engagement and problem solving over therapeutic goals and service plans that are highly tenant-driven without predetermined goals. (5) Participation in services or program compliance is not a condition of permanent housing tenancy. (6) Tenants have a lease and all the rights and responsibilities of tenancy, as outlined in California’s Civil, Health and Safety, and Government codes.
(7) The use of alcohol or drugs in and of itself, without other lease violations, is not a reason for eviction. (8) In communities with coordinated assessment and entry systems, incentives for funding promote tenant selection plans for supportive housing that prioritize eligible tenants based on criteria other than “first-come- first-serve,” including, but not limited to, the duration or chronicity of homelessness, vulnerability to early mortality, or high utilization of crisis services. Prioritization may include triage tools, developed through local data, to identify high-cost, high-need homeless residents. (9) Case managers and service coordinators who are trained in and actively employ evidence-based practices for client engagement, including, but not limited to, motivational interviewing and client-centered counseling.
(10) Services are informed by a harm-reduction philosophy that recognizes drug and alcohol use and addiction as a part of tenants’ lives, where tenants are engaged in nonjudgmental communication regarding drug and alcohol use, and where tenants are offered education regarding how to avoid risky behaviors and engage in safer practices, as well as connected to evidence-based treatment if the tenant so chooses. (11) The project and specific apartment may include special physical features that accommodate disabilities, reduce harm, and promote health and community and independence among tenants. (c) “Homeless” has the same definition as that term is defined in Section 91.5 of Title 24 of the Code of Federal Revised 10/17/2025 Page 51 of 52

(d) (1) “Housing First” means the evidence-based model that uses housing as a tool, rather than a reward, for recovery and that centers on providing or connecting homeless people to permanent housing as quickly as possible. Housing First providers offer services as needed and requested on a voluntary basis and that do not make housing contingent on participation in services.

(2) (A) “Housing First” includes time-limited rental or services assistance, so long as the housing and service provider assists the recipient in accessing permanent housing and in securing longer term rental assistance, income assistance, or employment.
(B) For time-limited, supportive services programs serving homeless youth, programs should use a positive youth development model and be culturally competent to serve unaccompanied youth under 25 years of age. Providers should work with the youth to engage in family reunification efforts, where appropriate and when in the best interest of the youth. In the event of an eviction, programs shall make every effort, which shall be documented, to link tenants to other stable, safe, decent housing options.

Exit to homelessness should be extremely rare, and only after a tenant refuses assistance with housing search, location, and move-in assistance.
(e) “State programs” means any programs a California state agency or department funds, implements, or administers for the purpose of providing housing or housing-based services to people experiencing homelessness or at risk of homelessness, with the exception of federally funded programs with requirements inconsistent with this chapter.

(f) “Council staff” means the individuals who work for the California Interagency Council on Homelessness and who are overseen by the executive officer of the California Interagency Council on Homelessness.

(g) “Executive council” means the California Interagency Executive Council on Homelessness created pursuant to Section 8257 and consisting of the members identified in subdivision (c) of Section 8257.

(Effective July 5, 2025.)

Revised 10/17/2025 Page 52 of 52

EXHIBIT 10

ANTI- LOBBYING CERITIFICATION
The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

4. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

5. The Contractor, __City of Redlands__, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and St atements, apply to this certification and disclosure, if any.

________________________________________
Signature of Contractor’s Authorized Official

__Charles Duggan, City Manager _____________
Name and Title of Contractor’s Authorized Official

_____________________
Date

ATTEST:
_________________________
Jeanne Donaldson, City Clerk
DATE OF REQUEST:

An additional 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:

Account 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

REQUEST FOR ADDITIONAL APPROPRIATION

FINANCE USE ONLY

Page 1 of 1 ends

BOS Standard Contract Page 1 of 53

THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY

Office of Homeless Services

Department Contract Representative Marcus Dillard
Telephone Number 909-501-0610

WHEREAS, the San Bernardino City and County Continuum of Care (SBC CoC) has been allocated funds by the State of California Interagency Council on Homelessness, in partnership with the Department of Housing and Community Development within the Business, Consumer Services and Housing Agency, hereinafter called State, under the Homeless Housing, Assistance and Prevention Round 5 (HHAP-5) Program authorized pursuant to Section 17 of Assembly Bill 129 (Chapter 40, Statutes of 2023; Health and Safety Code § 50230, et seq.), which was signed into law by Governor Gavin Newsom on July 10, 2023; and WHEREAS, the San Bernardino County (County) Office of Homeless Services, hereinafter referred to as OHS, is the Administrative Entity authorized to act on behalf of the County to administer HHAP-5 as designated by the SBC CoC, the eligible recipient of HHAP-5 funding; and
WHEREAS, the County conducted a competitive process to find City of Redlands (Contractor) to provide these services, and
WHEREAS, the County finds Contractor qualified to provide Homeless Prevention Shelter Diversion, Street Outreach, and Service Coordination; and
WHEREAS, the County desires that such services be provided by Contractor and Contractor agrees to perform these services as set forth below;
NOW, THEREFORE, the County and Contractor mutually agree to the following terms and conditions:

Contract Number

SAP Number

Revised 10/17/2025 Page 2 of 53

TABLE OF CONTENTS

Revised 10/17/2025 Page 3 of 53
A. DEFINITIONS
A.1 Administrative Entity: A unit of general-purpose local government (city, county, or a city that is also a county) or nonprofit organization that has (1) previously administered federal Department of Housing and Urban Development (HUD) Continuum of Care (CoC) funds as the collaborative applicant pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations, and (2) been designated by the CoC to administer program funds.

A.2 Case Management: The coordination of community-based services by a professional team to ensure individuals receive quality support tailored to their unique setbacks or ongoing challenges, helping them progress toward stability and recovery. In addition, it can be defined as a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet a client’s overall needs.

A.3 Reserved

A.4 Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

A.5 Coordinated Entry System (CES): The CES is a centralized or coordinated process developed pursuant to Section 578.7 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019, designed to coordinate homelessness program participant intake, assessment, and provision of referrals. In order to satisfy this subdivision, a centralized or coordinated assessment system shall cover the geographic area, be easily accessed by individuals and families seeking housing or services, be well advertised, and include a comprehensive and standardized assessment tool.

A.8 General Service Area: The geographically defined area where a service entity provides outreach and direct services to homeless people.

A.9 Homeless: The same meaning as defined in Section 578.3 of Title 24 of the Code of Federal Regulations, as that section read on January 10, 2019:
(1) An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; (ii) An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, State, or local government programs for low-income individuals); or (iii) An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution;
(2) An individual or family who will imminently lose their primary nighttime residence, provided that:
(i) The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance;
(ii) No subsequent residence has been identified; and
(iii) The individual or family lacks the resources or support networks, e.g., family, friends, Revised 10/17/2025 Page 4 of 53
faith-based or other social networks, needed to obtain other permanent housing; (3) Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
(i) Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e–2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a); (ii) Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance;
(iii) Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; and (iv) Can be expected to continue in such status for an extended period of time because of chronic disabilities; chronic physical health or mental health conditions; substance addiction; histories of domestic violence or childhood abuse (including neglect); the presence of a child or youth with a disability; or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment; or
(4) Any individual or family who:
(i) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence;
(ii) Has no other residence; and
( i i i ) Lacks the resources or support networks, e.g., family, friends, and faith-based or other social networks, to obtain other permanent housing.

A.12 Housing First: has the same meaning as in Section 8255 of the Welfare and Institutions Code, including all of the core components listed therein.

Revised 10/17/2025 Page 5 of 53
A.14 Navigation Center: A Housing First, low-barrier, service-enriched shelter focused on moving homeless individuals and families into permanent housing that provides temporary living facilities while case managers connect individuals experiencing homelessness to income, public benefits, health services, shelter, and housing.

A.15 Office of Homeless Services (OHS): The lead agency for the San Bernardino County Continuum of Care (SBC CoC). The SBC CoC coordinates services with the San Bernardino County Homeless Partnership consisting of community and faith-based organizations, educational institutions, non-profit organizations, private industry, and Federal, State and local governments. OHS is the Administrative Entity for the HUD Continuum of Care Homeless Assistance Grant, and serves as the coordinator and administrator for grant submissions to the State Homeless Coordinating Finance Council, with focused administrative effort to support people experiencing or at risk of homelessness and the connections to housing, supportive services, case management, and mainstream services to assist with housing stability and self-sufficiency. OHS now serves as the administrator of the Housing Homelessness Incentive Program contract, taking over this responsibility from the Community Development and Housing Department (CDH). OHS coordinates HHAP-5 services on behalf of the County and oversees contractor performance, compliance, and reporting. OHS and County are used interchangeably in this Agreement.

A.22 San Bernardino City and County Continuum of Care (SBC CoC): The group organized to carry out the responsibilities required under this part and that is composed of representatives of organizations, including nonprofit homeless providers, victim service providers, faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing Revised 10/17/2025 Page 6 of 53
developers, law enforcement, organizations that serve homeless and formerly homeless veterans, and homeless and formerly homeless persons to the extent these groups are represented within the geographic area and are available to participate. Provides leadership in creating a comprehensive countywide network of service delivery to homeless individuals and families and those at-risk of becoming homeless.

A.26 Target Population: Any person who is Homeless as defined in this Agreement.

A.28 United States Department of Housing and Urban Development (HUD): A Federal agency established in 1965, HUD’s mission is to increase homeownership, support community development, and increase access to affordable housing free from discrimination. To fulfill this mission, HUD will embrace high standards of ethics, management and accountability and forge new partnerships, particularly with faith-based and community organizations, that leverage resources and improve HUD’s ability to be effective on the community level.

A.29 Youth Set-Aside: The minimum requirement that at least 10% of HHAP 5 funds be used for housing and services that directly serve homeless youth ages 12-24, including pregnant or parenting youth, in compliance with HHAP 5 eligible uses and reporting requirements.

B. CONTRACTOR RESPONSIBILITIES
B.1 The project description for services to be provided by Contractor under this Contract are identified in Exhibit 3 - SCOPE OF WORK.

B.2 Contractor shall be in compliance with all applicable Federal, State, and local laws, required to perform this Contract. Contractor shall be required to repay the County in the event of non- compliance with any applicable law if the County is required to repay any amount of funds to the State as a result of Contractor’s non-compliance.

B.3 Contractor and its Subcontractors shall perform the work in accordance with Federal, State and local housing and building codes, as applicable.

B.4 Contractor shall be responsible to accomplish the levels of performance as set forth in EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY for the services outlined in EXHIBIT 2 – FISCAL PROVISIONS and report such measures quarterly to the County with each monthly expenditure report as directed in EXHIBIT 3 – SCOPE OF WORK. The County will review Contractor performance to assess expenditure and performance progress. If Contractor is not meeting expenditure and performance measures, the County will work with Contractor to identify strategies and remediate performance issues.

Revised 10/17/2025 Page 7 of 53
B.5 Contractor shall ensure that all staff, volunteers and/or Subcontractors performing Services under this Contract or receiving PII data as outlined in this contract, comply with the terms and conditions as set forth in the Human Services Information Privacy and Security Requirements specified at http://hss.sbcounty.gov/Privacy prior to providing any Services. Contractor shall immediately notify the County of any suspected or actual breach of confidential information as further detailed in the requirements. These requirements specified at http://hss.sbcounty.gov/Privacy are hereby incorporated by this reference.

B.6 Contractor’s obligation to the County shall not end until all closeout requirements are completed.

C. GENERAL CONTRACT REQUIREMENTS
C.1 Recitals
The recitals set forth above are true and correct and incorporated herein by this reference.

C.3 Contract Assignability
Without the prior written consent of the County, the Contract is not assignable by Contractor either in whole or in part.

C.4 Contract Exclusivity
This is not an exclusive Contract. The County reserves the right to enter into a contract with other contractors for the same or similar services. The County does not guarantee or represent that the Contractor will be permitted to perform any minimum amount of work, or receive compensation other than on a per order basis, under the terms of this Contract.

C.5 Attorney’s Fees and Costs
If any legal action is instituted to enforce any party’s rights hereunder, each party shall bear its own costs and attorney’s fees, regardless of who is the prevailing party. This paragraph shall not apply to those costs and attorney’s fees directly arising from a third-party legal action against a party hereto and payable under Indemnification and Insurance Requirements.

C.6 Background Checks for Contractor Personnel
Contractor shall ensure that its personnel (a) are authorized to work in the jurisdiction in which they are assigned to perform Services; (b) do not use legal or illegal substances in any manner which will impact their ability to provide Services to the County; and (c) are not otherwise disqualified from performing the Services under applicable law. If requested by the County and not in violation of applicable law, Contractor shall conduct a background check, at Contractor’s sole expense, on all its personnel providing Services. If requested by the County, Contractor shall provide the results of the background check of each individual to the County. Such background check shall be in the form generally used by Contractor in its initial hiring of employees or contracting for contractors or, as applicable, during the employment-screening process but must, at a minimum, have been performed within the preceding 12-month period. Contractor personnel who do not meet the County’s hiring criteria, in County’s sole discretion, shall not be assigned to work on County property or Services, and County shall have the right, at its sole option, to refuse access to any Contract personnel to any County facility.

C.7 Change of Address
Contractor shall notify the County in writing, of any change in mailing address within ten (10) business days of the change.

Revised 10/17/2025 Page 8 of 53

C.8 Choice of Law
This Contract shall be governed by and construed according to the laws of the State of California.

C. 9 Compliance with County Policy
In performing the Services and while at any County facilities, Contractor personnel (including subcontractors) shall (a) conduct themselves in a businesslike manner; (b) comply with the policies, procedures, and rules of the County regarding health and safety, and personal, professional and ethical conduct; (c) comply with the finance, accounting, banking, Internet, security, and/or other applicable standards, policies, practices, processes, procedures, and controls of the County; and (d) abide by all laws applicable to the County facilities and the provision of the Services, and all amendments and modifications to each of the documents listed in subsections (b), (c), and (d) (collectively, “County Policies”). County Policies, and additions or modifications thereto, may be communicated orally or in writing to Contractor or Contractor personnel or may be made available to Contractor or Contractor personnel by conspicuous posting at a County facility, electronic posting, or other means generally used by County to disseminate such information to its employees or contractors. Contractor shall be responsible for the promulgation and distribution of County Policies to Contractor personnel to the extent necessary and appropriate.

C.11 Primary Point of Contact
Contractor will designate an individual to serve as the primary point of contact for the Contract.

C.13 Damage to County Property
Contractor shall repair, or cause to be repaired, at its own cost, all damages to County vehicles, facilities, buildings or grounds caused by the willful or negligent acts of Contractor or its employees or agents. Such repairs shall be made immediately after Contractor becomes aware of such damage, but in no event later than thirty (30) days after the occurrence.

If the Contractor fails to make timely repairs, the County may make any necessary repairs. The Contractor, as determined by the County, shall repay all costs incurred by the County for such repairs, by cash payment upon demand, or County may deduct such costs from any amounts due to the Contractor from the County, as determined at the County’s sole discretion.

Revised 10/17/2025 Page 9 of 53

C. 14 Debarment and Suspension
Contractor certifies that neither it nor its principals or subcontractors is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See the following United States General Services Administration’s System for Award Management website https://www.sam.gov).

C.15 Drug and Alcohol Free Workplace
In recognition of individual rights to work in a safe, healthful and productive workplace, as a material condition of this Contract, the Contractor agrees that the Contractor and the Contractor’s employees, while performing service for the County, on County property, or while using County equipment:

C.15.1 Shall not be in any way impaired because of being under the influence of alcohol or an illegal or controlled substance.

C.15.2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of an illegal or controlled substance.

C.17 Employment Discrimination
During the term of the Contract, Contractor shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, sexual orientation, age, or military and veteran status.

C.18 Environmental Requirements
In accordance with County Policy 11-08, the County prefers to acquire and use products with higher levels of post-consumer recycled content. Environmentally preferable goods and materials must perform satisfactorily and be available at a reasonable price. The County requires Revised 10/17/2025 Page 10 of 53
Contractor to use recycled paper for any printed or photocopied material created as a result of this Contract. Contractor is also required to use both sides of paper sheets for reports submitted to the County whenever practicable.

C.20 Improper Consideration
Contractor shall not offer (either directly or through an intermediary) any improper consideration such as, but not limited to cash, discounts, service, the provision of travel or entertainment, or any items of value to any officer, employee or agent of the County in an attempt to secure favorable treatment regarding this Contract.

Contractor shall immediately report any attempt by a County officer, employee or agent to solicit (either directly or through an intermediary) improper consideration from Contractor. The report shall be made to the supervisor or manager charged with supervision of the employee or the County Administrative Office. In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties.

C.22 Legality and Severability
The parties’ actions under the Contract shall comply with all applicable laws, rules, regulations, court orders and governmental agency orders. The provisions of this Contract are specifically made severable. If a provision of the Contract is terminated or held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall remain in full effect.

C.23 Licenses, Permits and/or Certifications
Contractor shall ensure that it has all necessary licenses, permits and/or certifications required by the laws of Federal, State, County, and municipal laws, ordinances, rules and regulations. The Contractor shall maintain these licenses, permits and/or certifications in effect for the duration of this Contract. Contractor will notify County immediately of loss or suspension of any such licenses, permits and/or certifications. Failure to maintain a required license, permit and/or certification may result in immediate termination of this Contract.

Revised 10/17/2025 Page 11 of 53
C.24 Material Misstatement/Misrepresentation
If during the course of the administration of this Contract, the County determines that Contractor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, this Contract may be immediately terminated. If this Contract is terminated according to this provision, the County is entitled to pursue any available legal remedies.

C.27 Notice of Delays
Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, that party shall, within twenty-four (24) hours, give notice thereof, including all relevant information with respect thereto, to the other party.

C.28 Ownership of Documents
All documents, data, products, graphics, computer programs and reports prepared by Contractor pursuant to the Contract shall be considered property of the County upon payment for services (and products, if applicable). All such items shall be delivered to County at the completion of work under the Contract, subject to the requirements of Section IV–Term of the Contract. Unless otherwise directed by County, Contractor may retain copies of such items.

C.29 Reserved

C.31 Records
Contractor shall maintain all records and books pertaining to the delivery of services under this Contract and demonstrate accountability for contract performance. All records shall be complete and current and comply with all Contract requirements. Failure to maintain acceptable records shall be considered grounds for withholding of payments for invoices submitted and/or termination of the Contract.

All records relating to the Contractor’s personnel, consultants, subcontractors, Services/Scope of Work and expenses pertaining to this Contract shall be kept in a generally acceptable accounting format. Records should include primary source documents. Fiscal records shall be kept in accordance with Generally Accepted Accounting Principles and must account for all funds, tangible assets, revenue and expenditures. Fiscal records must comply with the appropriate Revised 10/17/2025 Page 12 of 53
Office of Management and Budget (OMB) Circulars, which state the administrative requirements, cost principles and other standards for accountancy.

C.36 Subcontracting
Contractor shall obtain County’s written consent, which County may withhold in its sole discretion, before entering into Contracts with or otherwise engaging any subcontractors who may supply any part of the Services to County. At County’s request, Contractor shall provide information regarding the subcontractor’s qualifications and a listing of a subcontractor’s key personnel including, if requested by the County, resumes of proposed subcontractor personnel. Contractor shall remain directly responsible to County for its subcontractors and shall indemnify County for the actions or omissions of its subcontractors under the terms and conditions specified in Section G. All approved subcontractors shall be subject to the provisions of this Contract applicable to Contractor Personnel.

For any subcontractor, Contractor shall:

36.1 Be responsible for subcontractor compliance with the Contract and the subcontract terms and conditions; and

36.2 Ensure that the subcontractor follows County’s reporting formats and procedures as specified by County.

36.3 Include in the subcontractor’s subcontract substantially similar terms as are provided in Sections B. Contractor Responsibilities and C. General Contract Requirements.

C. 37 Subpoena
In the event that a subpoena or other legal process commenced by a third party in any way concerning the Goods or Services provided under this Contract is served upon Contractor or County, such party agrees to notify the other party in the most expeditious fashion possible following receipt of such subpoena or other legal process. Contractor and County further agree to cooperate with the other party in any lawful effort by such other party to contest the legal validity of such subpoena or other legal process commenced by a third party as may be reasonably required and at the expense Revised 10/17/2025 Page 13 of 53
of the party to whom the legal process is directed, except as otherwise provided herein in connection with defense obligations by Contractor for County.

C.39 Time of the Essence
Time is of the essence in performance of this Contract and of each of its provisions.

C.40 Venue
The parties acknowledge and agree that this Contract was entered into and intended to be performed in San Bernardino County, California. The parties agree that the venue of any action or claim brought by any party to this Contract will be the Superior Court of California, San Bernardino County, San Bernardino District. Each party hereby waives any law or rule of the court, which would allow them to request or demand a change of venue. If any action or claim concerning this Contract is brought by any third party and filed in another venue, the parties hereto agree to use their best efforts to obtain a change of venue to the Superior Court of California, San Bernardino County, San Bernardino District.

C.41 Conflict of Interest
Contractor shall make all reasonable efforts to ensure that no conflict of interest exists between its officers, employees, or subcontractors and the County. Contractor shall make a reasonable effort to prevent employees, Contractor, or members of governing bodies from using their positions for purposes that are, or give the appearance of being motivated by a desire for private gain for themselves or others such as those with whom they have family business, or other ties.

The information provided includes a list of former County administrative officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of the business. The information also includes the employment with or representation of Contractor. For purposes of this provision, “County administrative official” is defined as a member of the Board of Supervisors or such officer’s staff, County Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

C.43 Disclosure of Criminal and Civil Procedures
The County reserves the right to request the information described herein from the Contractor.

Failure to provide the information may result in a termination of the Contract. The County also Revised 10/17/2025 Page 14 of 53
reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The Contractor also may be requested to provide information to clarify initial responses. Negative information discovered may result in Contract termination.

Contractor is required to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of its partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Contractor will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

C.44 Reserved

C.45 Reserved

C.46 Iran Contracting Act
IRAN CONTRACTING ACT OF 2010, Public Contract Code sections 2200 et seq. (Applicable for all Contracts of one million dollars ($1,000,000) or more). In accordance with Public Contract Code section 2204(a), the Contractor certifies that at the time the Contract is signed, the Contractor signing the Contract is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

C.47 Reserved

C . 4 8 Reserved

C. 49 Executive Order N-6-22 Russia Sanctions
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country- information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). The EO directs state agencies and their contractors (including by agreement or receipt of a grant) to terminate contracts with, and to refrain Revised 10/17/2025 Page 15 of 53
from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should it be determined that Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. Contractor shall be provided advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response.

Termination shall be at the sole discretion of the County.

C.50 Reserved

C.51 Reserved

C.52 Reserved

C.53 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (FAR 52.203-18).

In compliance with Federal Acquisition Regulation 52.203-18, Contractor shall not require employees or subcontractors of Contractor seeking to report waste, fraud, or abuse, to sign internal confidentiality agreements or statement prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. To the extent Contractor has required employees or subcontractors to sign internal confidentiality agreements or statements in the past, Contractor shall notify current employees and subcontractors that those prohibitions and restrictions are no longer in effect.

Contractor shall include this clause in all subcontracts.

C.56 Reserved

D. TERM OF CONTRACT
This Contract is effective as of June 9, 2026 and expires June 30, 2028, but may be terminated earlier in accordance with provisions of this Contract.

E. COUNTY RESPONSIBILITIES
E.1 OHS shall provide technical assistance to Contractor.

E.2 OHS shall participate in evaluating the progress of the overall program.

E.3 OHS shall monitor Contractor on a regular basis in regard to compliance with contractual requirements.

E.4 The County agrees to establish mutually satisfactory methods for the exchange of information as may be necessary, including information regarding participants enrolled or are involved in a program which is receiving HHAP 5 funding. The exchange of information is necessary to allow each party to perform its duties and functions under this agreement, and fulfill deliverables as outlined in Exhibit 4, HHAP Deliverable Checklist. Appropriate procedures must be adhered to, to ensure information is safeguarded from improper disclosure in accordance with applicable state and federal laws and regulations. No identifying information shall be disclosed by any party for any purpose other than carrying out the disclosing party’s responsibilities under this Revised 10/17/2025 Page 16 of 53
agreement, except as may be otherwise required by law.

F. FISCAL PROVISIONS
F.1 The maximum amount of disbursement under this Contract shall not exceed $611,041.00, as budgeted in EXHIBIT 1 – AWARD BY CATEGORY and shall be subject to availability of HHAP 5 funds to the County. The consideration to be paid to Contractor, as provided herein, shall be full payment for all Contractor’s services and expenses incurred in the performance hereof, including travel and per diem.

F.7 Contractor shall adhere to the County’s Travel Management Policy (8-02 and 08-02SP1) when travel is pursuant to this Contract and for which disbursement is sought from the County. In addition, Contractor is encouraged to utilize local transportation services, including but not limited to, the Ontario International Airport.

G. INDEMNIFICATION AND INSURANCE REQUIREMENTS
G.1 Indemnification
The Contractor agrees to indemnify, defend (with counsel reasonably approved by County) and hold harmless the County and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by the County on account of any claim except where such indemnification is prohibited by law. This indemnification provision shall apply regardless of the existence or degree of fault of indemnities. The Contractor indemnification obligation applies to the County’s “active” as well as “passive” negligence but does not apply to the County’s “sole negligence” or “willful misconduct” within the meaning of Civil Code section 2782.

Revised 10/17/2025 Page 17 of 53
G.2 Additional Insured
All policies, except for Worker’s Compensation, Errors and Omissions and Professional Liability policies shall contain additional endorsements naming the County and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. The additional insured endorsements shall not limit the scope of coverage for the County to vicarious liability but shall allow coverage for the County to the full extent provided by the policy. Such additional insured coverage shall be at least as broad as Additional Insured (Form B) endorsement form ISO, CG 2010.11 85.

All general or auto liability insurance coverage provided shall not prohibit the Contractor and Contractor’s employees or agents from waiving the right of subrogation prior to a loss or claim.

The Contractor hereby waives all rights of subrogation against the County.

G.4 Policies Primary and Non-Contributory
All policies required herein are to be primary and non-contributory with any insurance or self- insurance programs carried or administered by the County.

G.6 Proof of Coverage
The Contractor shall furnish Certificates of Insurance to the County Department administering the Contract evidencing the insurance coverage at the time the Contract is executed, additional endorsements, as required shall be provided prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department, and Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within fifteen (15) days of the commencement of this contract, the Contractor shall furnish a copy of the Declaration page for all applicable policies and will provide complete certified copies of the policies and endorsements immediately upon request.

G.8 Deductibles and Self-Insured Retention
Any and all deductibles or self-insured retentions in excess of $10,000 shall be declared to and approved by Risk Management.

G.9 Failure to Procure Coverage
In the event that any policy of insurance required under this contract does not comply with the requirements, is not procured, or is canceled and not replaced, the County has the right but not the obligation or duty to cancel the contract or obtain insurance if it deems necessary and any premiums paid by the County will be promptly reimbursed by the Contractor or County payments to the Contractor will be reduced to pay for County purchased insurance.

G.10 Insurance Review
Insurance requirements are subject to periodic review by the County. The Director of Risk Management or designee is authorized, but not required, to reduce, waive or suspend any Revised 10/17/2025 Page 18 of 53
insurance requirements whenever Risk Management determines that any of the required insurance is not available, is unreasonably priced, or is not needed to protect the interests of the County. In addition, if the Department of Risk Management determines that heretofore unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Director of Risk Management or designee is authorized, but not required, to change the above insurance requirements to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the County, inflation, or any other item reasonably related to the County’s risk.

G.11 The Contractor agrees to provide insurance set forth in accordance with the requirements herein.

If the Contractor uses existing coverage to comply with these requirements and that coverage does not meet the specified requirements, the Contractor agrees to amend, supplement or endorse the existing coverage to do so.

With respect to Contractors that are non-profit corporations organized under California or Federal law, volunteers for such entities are required to be covered by Workers’ Compensation insurance.

G.11.2 Commercial/General Liability Insurance – The Contractor shall carry General Liability Insurance covering all operations performed by or on behalf of the Contractor providing coverage for bodily injury and property damage with a combined single limit of not less than one million dollars ($1,000,000), per occurrence. The policy coverage shall include:
a. Premises operations and mobile equipment.
b. Products and completed operations.
c. Broad form property damage (including completed operations). d. Explosion, collapse and underground hazards.
e. Personal injury.
f. Contractual liability.
g. $2,000,000 general aggregate limit.

Revised 10/17/2025 Page 19 of 53
G.11.3 Automobile Liability Insurance – Primary insurance coverage shall be written on ISO Business Auto coverage form for all owned, hired and non-owned automobiles or symbol 1 (any auto). The policy shall have a combined single limit of not less than one million dollars ($1,000,000) for bodily injury and property damage, per occurrence.

If the Contractor is transporting one or more non-employee passengers in performance of contract services, the automobile liability policy shall have a combined single limit of two million dollars ($2,000,000) for bodily injury and property damage per occurrence.

If the Contractor owns no autos, a non-owned auto endorsement to the General Liability policy described above is acceptable.

G.11.4 Umbrella Liability Insurance – An umbrella (over primary) or excess policy may be used to comply with limits or other primary coverage requirements. When used, the umbrella policy shall apply to bodily injury/property damage, personal injury/advertising injury and shall include a “dropdown” provision providing primary coverage for any liability not covered by the primary policy. The coverage shall also apply to automobile liability.

G.11.5 Professional Liability – Professional Liability Insurance with limits of not less than one million ($1,000,000) per claim and two million ($2,000,000) aggregate limits or

Errors and Omissions Liability Insurance – Errors and Omissions Liability Insurance with limits of not less than one million ($1,000,000) and two million ($2,000,000) aggregate limits
or

G.11.6 Reserved

G.11.8 Abuse/Molestation Insurance – Contractor shall have abuse or molestation insurance providing coverage for all employees for the actual or threatened abuse or molestation by anyone of any person in the care, custody, or control of any insured, including negligent employment, investigation and supervision. The policy shall provide coverage for both defense and indemnity with liability limits of not less than one million dollars ($1,000,000) with a two million dollars ($2,000,000) aggregate limit.

Revised 10/17/2025 Page 20 of 53
H. RIGHT TO MONITOR AND AUDIT
H.1 The County, State and Federal government shall have absolute right to review and audit all records, books, papers, documents, corporate minutes, and other pertinent items as requested, and shall have absolute right to monitor the performance of Contractor in the delivery of services provided under this Contract. Contractor shall give full cooperation, in any auditing or monitoring conducted. Contractor shall cooperate with the County in the implementation, monitoring, and evaluation of this Contract and comply with any and all reporting requirements established by the County.

H.2 Contractor shall maintain all records and books pertaining to the delivery of Services under the Contract and demonstrate accountability for Contract performance. All records shall be complete and current and comply with all Contract requirements. Failure to maintain acceptable records shall be considered grounds for withholding of payments for invoices submitted and/or termination of Contract.

I.2 In the event of a non-cured breach, County may, at its sole discretion and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract:
a. Afford Contractor thereafter a time period within which to cure the breach, which period shall be established at the sole discretion of County; and/or b. Discontinue disbursement to Contractor for and during the period in which Contractor is in breach, which disbursement shall not be entitled to later recovery; and/or c. Withhold funds pending duration of the breach; and/or d. Offset against any monies billed by Contractor but yet unpaid by County those monies disallowed pursuant to Item “b” of this paragraph; and/or e. Terminate this Contract immediately and be relieved of the payment of any consideration to Contractor. In the event of such termination, the County may proceed with the work in any manner deemed proper by the County. The cost to the County shall be deducted from any sum due to the Contractor under this Contract and the balance, if any, shall be paid by the Contractor upon demand.

San Bernardino County
Office of Homeless Services
560 E Hospitality Lane, Suite 200
San Bernardino, CA 92415-0044
City of Redlands
35 Cajon Street, Suite 222
Redlands, CA 92373
Attn: David Rabindranath-Homeless Solutions
Manager
Notice shall be deemed communicated two (2) County working days from the time of mailing if mailed as provided in this paragraph.

K. ENTIRE AGREEMENT
This Contract, including all Exhibits and other attachments, which are attached hereto and incorporated by reference, and other documents incorporated herein, represents the final, complete and exclusive Revised 10/17/2025 Page 21 of 53
agreement between the parties hereto. Any prior agreement, promises, negotiations or representations relating to the subject matter of this Contract not expressly set forth herein are of no force or effect. This Contract is executed without reliance upon any promise, warranty or representation by any party or any representative of any party other than those expressly contained herein. Each party has carefully read this Contract and signs the same of its own free will.

Revised 10/17/2025 Page 22 of 53
IN WITNESS WHEREOF, San Bernardino County and the Contractor have each caused this Contract to be subscribed by its respective duly authorized officers, on its behalf.

FOR COUNTY USE ONLY
Template Approved as to Legal Form Reviewed for Contract Compliance Reviewed/Approved by Department

Suzanne Bryant, Deputy County Counsel
Date Date D a t e

SAN BERNARDINO COUNTY C i t y o f R e d l a n d s
(Print or type name of corporation, company, contractor, etc.) B
y

Marcus Dillard, Chief of Homeless Services (Authorized signature - sign in blue ink) Dated:

Name
Charles Duggan
(Print or type name of person signing contract)

Title City Manager
(Print or Type)
D a t e d :

Address
300 E State St, Suite 690
Redlands, CA 92373

Revised 10/17/2025 Page 23 of 53
EXHIBIT 1
HHAP-5 AWARD BY CATEGORY
AGENCY NAME: CITY OF REDLANDS

Project Component Type Prevention & Shelter Diversion, Street Outreach, Services Coordination Funding Costs for Homelessness prevention, street outreach, permanent supportive housing case management, recuperative care navigation, workforce development, subcontracting service coordination, and HMIS coordination services.

Unsheltered
individuals
experiencing
homelessness
$121,041 Individuals 100
Revised 10/17/2025 Page 24 of 53
Services
Coordination
Case management and intensive
case management supporting
emergency shelter participants and
residents of permanent supportive
housing, including employment
linkage, housing stabilization, and
service coordination. Services are
provided by one (1) Administrative
Assistance, one (1) Employment
Specialist, and subcontracted
services for three (3) Case Manager
positions to provide direct client
case management and supportive
services.

Individuals in
emergency shelter
and permanent
supportive housing
$365,000 Individuals 100
Total Award $611,041.00

Revised 10/17/2025 Page 25 of 53
EXHIBIT 2

Agency: City of Redlands
Budget
June 9, 2026 through June 30, 2028
Eligible Use Category Award/Allocation
Service
Unit

Average Cost per
service unit

PREVENTION AND SHELTER DIVERSION
$125,000.00 50
Individuals
$2,500.00 Average per
client enrolled
 Housing Counseling

 Financial Planning

 B u d g e t C o a c h i n g

 L a n d l o r d M e d i a t i o n

 Sub-Contractors:
o Case Manager
o Housing Counselor

Total for Sub-Category $125,000.00
Eligible Use Category Award/Allocation Service
Unit
Average Cost per
Household

STREET OUTREACH
$121,041.00 100
Individuals

$1,210.41 Average per
client enrolled
 Street Outreach
o Encampment Engagement
 Transportation Costs

 S t r e e t M e d i c i n e

 Outreach Supplies
o Hygiene Kits, food and water
distribution

 Outreach Coordination
o Medical Assessment
o CES Enrollment
o Benefits Navigation
o Housing Referrals

 Sub-Contractor:
o Outreach Navigator

Total for Sub-Category $121,041.00
Revised 10/17/2025 Page 26 of 53
Eligible Use Category

Award/Allocation
Service
Unit

Average Cost per
Household

SERVICES COORDINATION
$365,000.00 100
Individuals
$3,650.00 Average per
client enrolled
 S t a f f a n d B e n e f i t s
o Administrative Assistance (FTE

1.0)
o Employment Specialist (FTE 1.0)
 Case Management
o Intensive Case Management
 Project Home Key
 Sub-Contractors:
o (3) Case Managers
Total for Sub-Category $365,000.00
Total HHAP Award $611,041.00
Note: The table above may be changed (without changing the Total amount) with prior written approval from OHS.
a. CONTRACTOR’s expenses will only be utilized for eligible costs. CONTRACTOR shall submit Expenditure Reports of eligible costs on a monthly basis no later than thirty (30) days after the end of each month in which the costs were incurred. Each claiming period shall consist of a calendar month. b. With each Expense Report of eligible costs, CONTRACTOR shall submit:

1. All general and approved activity for eligible expenses.

3. The following items shall be submitted for Case Management and Service Coordination:
i. Cost allocation reports covering the month claimed for the HHAP-5 program.

5. At least once per fiscal year provide:

Revised 10/17/2025 Page 27 of 53
vi. Worker’s Compensation Insurance rates for each class of employee charged to the program. vii. Fringe benefits premium rates with a breakdown of the employee and employer’s contributions. Contractor will not be compensated for the employee’s contribution to fringe benefits premiums (if applicable).
viii. Rate of employer’s contribution to employee retirement accounts (if applicable).

6. For all non-payroll related expenses submit copies of receipts, invoices, or bill expenses with reimbursement for this category along with proof of payments, (i.e., copy of canceled check/EFT with bank statements or credit card) and proof that the credit card was paid, if a credit card was used.

7. The following items shall be submitted for Rapid Rehousing and Rental Assistance:
ix. Submit copies of leases, rental assistance agreements, receipts, invoices, or bill expenses with reimbursement for this category along with proof of payments, (i.e., copy of canceled check/EFT with bank statements or credit card) and proof that the credit card was paid, if a credit card was used.

8. Travel expenses must be kept in a mileage log and have maps associated with each of the trips. The log should maintain a start and end vehicle mileage with the total number of miles traveled and for what purpose. All travel claimed must be associated with the HHIP program. d. All approved, complete reports submitted in a timely manner shall be processed/paid within thirty (30) calendar days.
e. All HHAP-5 funds shall be expended by the termination date of this Contract. f. Expenditure Deadlines:

Percentage of HHAP-5
Award That Must be
Expended
Milestone Deadlines
50% 364 Days after Execution of Contract
75% 183 Days Prior to the Expenditure Deadline

g. CONTRACTOR must expend:

1. No less than fifty percent (50%) of HHAP-5 funds by July 16, 2027.

2. One hundred percent (100%) of HHAP-5 funds by May 15, 2028.

3. “Expend” means all HHAP-5 funds obligated under this Contract or subcontracts have been fully paid and receipted, and no invoices remain outstanding.

Reports submitted by the CONTRACTOR will be used to ensure that CONTRACTOR is on track to expend fifty percent (50%) of HHAP-5 funds by July 16, 2027, and one hundred percent (100%) of HHAP-5 funds by May 15, 2028. CONTRACTOR may submit a request to OHS prior to April 17, 2027, if CONTRACTOR is not on track to expend 50% of the HHAP-5 funds by July 16, 2027, proposing an alternative expenditure rate to meet the May 15, 2028, 100% expenditure deadline with justification. The Chief of Homeless Services may approve, modify, or deny such request.

Revised 10/17/2025 Page 28 of 53
h. HHAP-5 funds may not be obligated and expended prior to the effective date of this Contract. “Obligate” means that CONTRACTOR has placed orders, entered into sub-contracts, received services, or entered into similar transactions that require payment from the Contract award. i. All proceeds from any interest-bearing account established by the CONTRACTOR for the deposit of HHAP-5 funds must be used for HHAP-5 eligible activities. Documentation of all expenditures and accrued interest shall be reported on the forms provided by OHS (see EXHIBIT 8 – EXPENDITURE REPORT).
j. Any housing-related activities funded with HHAP-5 funds, including but not limited to, emergency shelter, rapid-rehousing, rental assistance, transitional housing and permanent supportive housing must be in compliance or otherwise aligned with the Core Components of Housing First, pursuant to Welfare and Institution Code Section 8255(b).
k. CONTRACTOR confirms that rental assistance will be issued directly to a property owner, or an agent authorized to act on behalf of a property owner.
l. For all programs and services for which there are sources of funds in addition to COUNTY funds as provided under this Contract, CONTRACTOR shall provide proof of such funding. CONTRACTOR must be able to account for the receipt, obligation and expenditure of funds.

1. The COUNTY shall NOT pay for any services provided by CONTRACTOR which are funded by other sources. All restrictions and/or requirements provided in this Contract relative to accounting, budgeting, and reporting apply to the total program regardless of funding sources. m. The COUNTY reserves the right to reduce the Contract award when the COUNTY’s fiscal monitoring indicates that CONTRACTOR’s rate of expenditure will result in unspent funds at the end of the Contract term or if it is determined that costs incurred are not in conformance with HHAP 5 eligible costs. Changes in the Contract award will be done after consultation with CONTRACTOR. Such changes shall be incorporated into this Contract by written amendment(s). n. CONTRACTOR shall accept all payments from COUNTY via electronic funds transfer (EFT) directly deposited into the CONTRACTOR’s designated checking or other bank account. CONTRACTOR shall promptly comply with directions and accurately complete forms provided by COUNTY required to process EFT payments.
o. COUNTY is exempt from Federal excise taxes and no payment shall be made for any personal property taxes levied on CONTRACTOR or on any taxes levied on employee wages. The County shall only pay for any state or local sales or use taxes on the services rendered or equipment and/or parts supplied to the COUNTY pursuant to the Contract.
p. Costs for services under the terms of this Contract shall be incurred during the contract period except as approved by COUNTY. CONTRACTOR shall not use current year funds to pay prior or future year obligations. Disbursements to Contractor are Net 30.
q. CONTRACTOR shall adhere to the COUNTY’s Travel Management Policy (8-02 and 08-02SP1) when travel is pursuant to this Contract and for which disbursement is sought from the COUNTY.

In addition, CONTRACTOR is encouraged to utilize local transportation services, including but not limited to, the Ontario International Airport.

Costs shall be supported by properly executed payrolls, time records, invoices, receipts, vouchers or other official documentation, as evidence of the nature and propriety of the charges.

Revised 10/17/2025 Page 29 of 53
b. The CONTRACTOR shall retain all documentation related to the services provided and all financial records associated with this Agreement for a period of five (5) years following the termination of this contract. Such records shall be made available for inspection upon reasonable request by the COUNTY during this retention period.
c. All accounting documents pertaining in whole or in part to this Contract shall be clearly identified and readily accessible, and upon reasonable notice, the COUNTY shall have the right to audit the records of the CONTRACTOR as they relate to the Contract and the activities and services described herein.

CONTRACTOR shall also:

1. Maintain an effective system of internal fiscal control and accountability for all HHAP-5 funds and property acquired or improved with HHAP-5 funds, and make sure the same are used solely for authorized purposes.

3. Maintain payroll, financial, and expense disbursement records for a minimum period of five (5) years after the termination of this Contract.

5. Inform the COUNTY concerning any funds allocated to CONTRACTOR, that the CONTRACTOR anticipates will not be expended during the term of this Contract.

6. Repay the COUNTY any funds in its possession at the time of the termination of this Contract that may be due to the COUNTY (e.g., ineligible costs, unexpended funds, etc.).

A.2 Funding
a. This Contract is valid and enforceable only if sufficient funds are made available to COUNTY by legislative appropriation. In addition, this Contract is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether Federal or those of the State, or of any agency, department, or any political subdivision of Federal or the State governments, which may affect the provisions, terms or funding of this Contract in any manner. b. CONTRACTOR must establish and maintain effective internal controls over all funding awarded to CONTRACTOR by the COUNTY to provide reasonable assurance that CONTRACTOR complies with Federal, State, and COUNTY statutes, regulations, and terms and conditions of the Contract. c. COUNTY may base funding for CONTRACTOR upon positive performance outcomes, which OHS will monitor throughout the year.
d. CONTRACTOR must be able to demonstrate that HHAP-5 funds were expended for eligible uses to benefit members of the Target Population.
e. Funds allocated pursuant to this Contract shall be used exclusively for costs included in CONTRACTOR’s program budget (see EXHIBIT 1 – HHAP-5 AWARD BY CATEGORY). Contract funds shall not be used as security or to guarantee payments for any non-program obligations nor as loans for non-program activities.
f. CONTRACTOR certifies and agrees that it will not use funds provided through this Contract to pay for entertainment, gifts, or fundraising activities.

Revised 10/17/2025 Page 30 of 53
A.3 Ineligible Costs
a. HHAP-5 funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of HHAP-5 and the eligible uses identified in California Health and Safety Code Sections 50218 et seq.
b. The COUNTY or the State reserves the right to request additional information and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Contract. If CONTRACTOR or its Subcontractors use HHAP-5 funds to pay for ineligible activities, Contractor shall be required to reimburse these funds to the COUNTY within thirty (30) days of the request.

1. An expenditure which is not authorized by this Contract, or which cannot be adequately documented, shall be disallowed and will not be reimbursed to the CONTRACTOR by COUNTY.

2. The State, at its sole and reasonable discretion, shall make the final determination regarding the allowability of expenditures of HHAP-5 funds.

3. Program funds shall not be used to supplant existing local funds for homeless housing, assistance, or prevention. HHAP-5 funds cannot replace local funds that are committed to an existing or developing homeless assistance program. However, if funds previously supporting a service or project end or are reduced for reasons beyond the control of CONTRACTOR and services or housing capacity will be lost as a result of these funds ending, HHAP-5 funds may be used to maintain the service or program and are not considered supplanting [examples include, but are not limited to, a time-limited city and/or county tax or one-time block grant, such as Homeless Emergency Aid Program (HEAP) grant].

A.4 Withheld Payments
Payments to CONTRACTOR may be withheld by COUNTY if CONTRACTOR fails to comply with any provision of this Contract.

Revised 10/17/2025 Page 31 of 53
A.7 Financial Management
a. Review, understanding, and certification that quarterly disbursement reports submitted to the COUNTY meet eligible expenses under HHAP-5 and State requirements. The COUNTY shall have no obligation to reimburse CONTRACTOR with any funds other than HHAP-5 funds the COUNTY receives from the State.
b. CONTRACTOR attests that by submitting a monthly expenditures report to OHS, it has completed all due diligence necessary and verified eligibility for HHAP-5 funding. CONTRACTOR shall be required to repay COUNTY for non-eligible expenditures that may inadvertently be processed by the COUNTY. c. Subsequent disbursements after the first disbursement, are dependent upon CONTRACTOR properly documenting the expenses/expenditure reports to cover the previous disbursement.

A.9 Budget Amendments
a. CONTRACTOR shall make no changes to the budget without first obtaining written approval from the COUNTY. Any budget amendments requests shall be submitted in writing through OHS. must be requested by the CONTRACTOR in writing within 180 days of the contract expiration. b. Any budget amendment or modification that results in a cumulative change equal to or greater than twenty-five percent (25%) of the total approved Contract budget shall require prior approval by the SBC CoC Board. OHS shall submit such requests to the CoC Board and facilitate the Board's review and approval process.

3. CONTRACTOR shall submit an inventory of equipment purchased under the terms of this Contract as part of the expenditures report for the month in which the equipment is purchased. CONTRACTOR must also maintain an inventory of equipment purchased that, at a minimum, includes the description of the property, serial number or other identification number, title holder, acquisition date, cost of the Revised 10/17/2025 Page 32 of 53
equipment, location, use and condition of the property, and ultimate disposition data. A physical inventory of the property must be reconciled annually. Equipment should be adequately maintained and a control system in place to prevent loss, damage, or theft. Equipment with cost exceeding COUNTY’s capitalization threshold of $5,000 must be depreciated.

4. No costs incurred prior to the Contract commencement date shall be eligible for reimbursement with HHAP-5 funds.

A.11 Final Advance
Unless approved by OHS in writing, all final requests for disbursement of authorized HHAP-5 expenditure under this Grant must be submitted to OHS no later than December 31, 2027.

Revised 10/17/2025 Page 33 of 53
EXHIBIT 3

SCOPE OF WORK

A. GENERAL REQUIREMENTS
CONTRACTOR shall carry out the following responsibilities between June 9, 2026, to June 30, 2028:

A.1 Service Requirements
The Contractor shall administer a regional Homeless Housing, Assistance and Prevention Round 5 (HHAP-5) initiative that provides homelessness prevention, street outreach, permanent supportive housing case management, recuperative care navigation, workforce development, and Homeless Management Information System (HMIS) coordination services. Services shall prioritize seniors, survivors of human trafficking, and individuals with disabilities residing in or served within the jurisdictions of the Cities of Redlands, Loma Linda, Highland, and Yucaipa, as well as the community of Mentone.

The Contractor shall implement all program activities in accordance with Housing First principles and shall ensure coordination and compliance with the Coordinated Entry System (CES) and HMIS requirements, as applicable.

Performance Measurement Requirements

Revised 10/17/2025 Page 34 of 53
A.3 Presentation of Services
CONTRACTOR shall:
a. Provide effective administrative management of the budget, staffing, recording, and reporting portion of the Contract with the COUNTY. If administrative responsibilities are delegated to Subcontractors, the CONTRACTOR must ensure that any Subcontractor(s) possess the qualifications and capacity to perform all delegated responsibilities. Responsibilities include but are not limited to the following:

1. Designate the responsible position(s) in your organization for managing the funds allocated to this program.

2. Maximize the use of the allocated funds.

3. Ensure timely and accurate reporting.

4. Maintain appropriate staffing levels.

5. Ensure staff possess the qualification and capacity to perform responsibilities tied to the staff’s position.

6. Effectively communicate and monitor the program for its success.

7. Maintain communication between the CONTRACTOR and OHS.

Revised 10/17/2025 Page 35 of 53
PROGRAM FTEs
Administrative Assistant 1.0
Employment Specialist 1.0
Total FTEs 2.0
f. CONTRACTOR shall maintain personnel files for each staff member, which will include, but not be limited to, an application for employment, qualifications for the position, documentation of bicultural/bilingual capabilities (if applicable), pay rate and evaluations justifying pay increases.

B. PROGRAM REQUIREMENTS
Contractor shall adhere to the following:

B.1 Coordinated Entry System (CES)
a. The CES is a referral process that currently coordinates with the SBC CoC. All those participating with CES will need to apply to participate with the Homeless Management Information System (HMIS).
b. CONTRACTOR must notify the CES within 10 days of award of the HHAP-5 funding by utilizing the online 211 Registration form located at: 211 Registration Form (wufoo.com) c. CONTRACTOR must work in collaboration with CES and SBC CoC to ensure the screening, assessment, and referral of HHAP-5 participants are consistent with the eligible uses under HHAP-5.
d. CONTRACTOR agrees to receive referrals from CES prior to providing services with the exception of individuals receiving emergency assistance. In such cases, immediate services can be provided, but individuals and/or families must be referred by Contractor to CES for assessment and prioritization within seventy-two (72) hours. CONTRACTOR understands that individuals and/or families may not be referred to CONTRACTOR and may be referred to another service provider based upon the CES assessment.

B.2 Data Reporting
a. CONTRACTOR will submit to OHS detailed reports containing information listed in EXHIBIT 3 – SCOPE OF WORK, Section C.
b. A report will be due forty-five (45) days after the date of expiration of this Contract or upon completion of Contract services. Reports should be submitted via File Transfer Program (FTP). c. CONTRACTOR shall submit additional reports as required by the State or COUNTY.

B.3 Monitoring
a. The COUNTY has the right to monitor the Contract during the Contract period to ensure accuracy of expenditure reports and compliance with applicable laws and regulations. b. CONTRACTOR agrees to furnish duly authorized representatives from the COUNTY and the State access to all financial records necessary to review or audit Contract services and to evaluate the cost, quality, and appropriateness of services.
c. If the State or the COUNTY determines that all, or any part of, the payments made by the COUNTY to CONTRACTOR pursuant hereto are not eligible expenses in accordance with this Contract, said funds will be repaid by CONTRACTOR to the COUNTY. In the event such payment is not made on demand, the COUNTY may withhold future disbursements to CONTRACTOR until Revised 10/17/2025 Page 36 of 53
such disallowances are paid by CONTRACTOR. If disallowable expenses are not reimbursed within thirty (30) days of demand, the Contract will terminate without consultation at the COUNTY’s sole and absolute discretion.
d. If there is a conflict between a State audit of this Contract and a COUNTY audit of this Contract, the State audit shall take precedence.

1. Disposition of program assets shall be determined by the COUNTY when the Contract is terminated.

3. Any unobligated/unexpended funds disbursed in advance to CONTRACTOR shall be returned to the COUNTY within thirty (30) days after the expiration of the Contract term, or in accordance with Section Exhibit 2, Section A.1, whichever occurs first. This obligation shall survive the termination of the Contract.

4. CONTRACTOR must account for any real and personal property acquired with HHAP-5 funds.

5. Closeout will remain pending until all requirements are met and all outstanding issues with the CONTRACTOR have been resolved to the satisfaction of the COUNTY.

B.5 Homeless Management Information System
The HMIS is a local database application used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness in the COUNTY. CONTRACTOR must ensure that data on all persons served are entered into the countywide HMIS. HMIS is managed and operated by OHS. HMIS technical and data standards are set forth in the Final 2024 HMIS Data Standards, on file with OHS. a. CONTRACTOR shall enter into a Memorandum of Understanding (MOU) with the HMIS Lead Agency where the CONTRACTOR agrees to share HMIS data with other HHAP-5 funded agencies, unless prohibited by law.
b. CONTRACTOR is required to work with OHS staff to ensure the timely and accurate set-up of their HMIS program profile and to ensure the HMIS program profile is setup in a manner that accurately captures the data pertinent to CONTRACTOR’s program. CONTRACTOR’s program profile must be setup prior to CONTRACTOR submitting their first HHAP-5 disbursement request (see EXHIBIT 7 – HHAP-5 EXPENDITURES AND REQUEST FOR DISBURSEMENT FORM). c. CONTRACTOR shall submit a copy of HMIS reports (see EXHIBIT 5 – HMIS CLIENT DATA REPORT SAMPLE) with the quarterly disbursement reports. In the case of Domestic Violence service providers or other agencies prohibited from entering data into HMIS, documentation from the HMIS lead agency certifying that the CONTRACTOR is using a comparable database shall be delivered to the COUNTY. The contact information for the "HMIS Lead Agency" is:

Revised 10/17/2025 Page 37 of 53
Christopher Salazar, HMIS Lead
San Bernardino County
Office of Homeless Services
560 E. Hospitality Ln., Ste. 200
San Bernardino CA 92415-0044
[email protected]
Phone: 909-501-0610
d. CONTRACTOR must ensure all required data elements, as listed below, are entered into the HMIS system for HHAP-5 participants, in a timely manner, and is inputted no later than two (2) working days after program entry. Services rendered to clients must be entered into HMIS no later than two (2) working days from date of service(s). All clients who exit the program must have an updated status in HMIS within two (2) working days from actual exit date. Failure to meet the above data inputting requirements will constitute a violation of the terms and conditions of this Contract. CONTRACTOR will be notified by OHS, and if not rectified, the Contract may be terminated at the COUNTY’s sole and absolute discretion. e. In addition to the timely entry of HMIS data, CONTRACTOR is required to enter accurate and complete data. The COUNTY will ensure CONTRACTOR adheres to Data Quality Standards, as established by HUD, and data entry requirements, as set forth in the HMIS MOU and the OHS Policy Handbook. The Data Quality Standards assess the data quality and completeness of the following Data Elements entered:

1. Client Demographic Data
i. Name
ii. Social Security Number
iii. Date of Birth
iv. Race
v. Ethnicity
vi. Gender
vii. Veteran Status

3. Common Program Specific Data Elements
i. Income and Sources
ii. Non-Cash Benefits
iii. Health Insurance
iv. Disability Elements
v. Physical Disability
vi. Developmental Disability
vii. Chronic Health Condition
viii. HIV/AIDS
ix. Mental Health Problem
x. Substance Abuse
xi. Domestic Violence
xii. Contact
xiii. Date of Engagement
xiv. Bed-Night Date
xv. Housing Assessment Disposition

4. Data Timeliness
i. Entry Timeliness
ii. Exit Timeliness
f. According to Data Quality Standards, CONTRACTOR is required to have a five-percent (5%) or less error rate to ensure data accuracy and less than a five-day lapse in timeliness for entry of data at time of client entry, services are rendered, and client exit. Any performance benchmarks not meeting these standards will be captured on CONTRACTOR’s HMIS Data Quality Report f. Sample (see EXHIBIT 6 – HMIS DATA QUALITY REPORT). The report will be generated by CONTRACTOR and submitted quarterly with expenditure reports. OHS will review reports and data deficiencies, if any, will be identified and discussed with CONTRACTOR to determine methods to remediate and/or improve data quality scores. g. If CONTRACTOR continues to not meet data entry and data quality benchmarks, as established by HUD and set forth in the HMIS MOU and the OHS Policy Handbook, COUNTY may terminate Contract as set forth in Section I - CORRECTION OF PERFORMANCE DEFICIENCIES. h. CONTRACTOR agrees to provide the COUNTY and/or the State access to HMIS data collected and entered into HMIS, upon request, and to participate in any statewide data initiative as directed by the State including, but not limited to, a statewide data integration environment.

Revised 10/17/2025 Page 39 of 53
B.6 Housing First
The methodology of providing services will follow the Housing First policy. This is an approach that offers permanent, affordable housing as quickly as possible for individuals and families experiencing homelessness, and then provides the supportive services and connections to the community-based supports people need to avoid returning to homelessness. HHAP-5 projects must align and comply with the core components of Housing First as defined in California Welfare and Institutions Code Section 8255(b) (see Exhibit 9 – CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255).

1. An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
i. An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground;
ii. An individual or family living in a supervised publicly or privately-operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by Federal, State and local government programs for low-income individuals); or iii. An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

3. Unaccompanied youth under 25 years of age, or families with children and youth, who do not otherwise qualify as homeless under this definition, but who:
i. Are defined as homeless under Section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), Section 637 of the Head Start Act (42 U.S.C. 9832), Section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e-2), Section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), Section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), Section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or Section 725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a);
ii. Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance;
Revised 10/17/2025 Page 40 of 53
iii. Have experienced persistent instability as measured by two moves or more during the 60-day period immediately preceding the date of applying for homeless assistance; and iv. Can be expected to continue in such status for an extended period of time because of chronic disabilities; chronic physical health or mental health conditions; substance addiction; histories of domestic violence or childhood abuse (including neglect); the presence of a child or youth with a disability; or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment; or

4. Any individual or family who:
i. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence; ii. Has no other residence; and
iii. Lacks the resources or support networks, e.g., family, friends, and faith-based or other social networks, to obtain other permanent housing.
b. HHAP-5 participants are referred by CES to CONTRACTOR. c. CONTRACTOR coordinates program enrollment and services in collaboration with CES.

B.9 Staffing Requirements
CONTRACTOR shall provide the necessary professional staff to meet the needs of the homeless population following the Housing First model (e.g. Case managers, Clinicians, medical staff, peer advocates, employment specialists, and eligibility specialists). CONTRACTOR must have the readiness capacity to immediately perform and administer homeless efforts through HHAP-5 funding.

Revised 10/17/2025 Page 41 of 53
CONTRACTOR shall permit access by representatives of the Civil Rights Department and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. CONTRACTOR and its Subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) C. HHAP-5 REPORTING REQUIREMENTS
C.1 Detailed reports
a. CONTRACTOR shall submit reports containing, at minimum, the following information:

1. Amount awarded to CONTRACTOR with activity(ies) identified.

2. Contract expenditures.

3. Unduplicated number of homeless persons and households served by HHAP-5 funds.

4. Unduplicated number of persons and households at imminent risk of homelessness served by HHAP-5 funds.

5. Number of instances of service.

6. Increases in capacity for new and existing programs.

7. Number of unsheltered homeless persons and homeless households becoming sheltered.

8. Number of homeless persons and homeless households entering permanent housing.

9. Number of homeless persons and households successfully exited from HHAP-5 (i.e., in permanent housing) that remain in permanent housing 12 months post-exit from HHAP-5.

10. Number of persons and households at imminent risk of homelessness successfully exited from HHAP-5 (i.e., in permanent housing) that remain in permanent housing 12 months post-exit from HHAP-5.

C.2 Reporting Breakdown by Activity
a. CONTRACTOR will provide reports with a breakdown for each activity (i.e. services, capital improvements, rental assistance, etc.) and program type (i.e. emergency shelter, rapid re- housing, outreach, etc.) for the supplemental reporting requirements listed above, when applicable. The same information will also be requested specifically for the following subpopulations, based on priorities defined by the U.S. Department of Housing and Urban Development (HUD):

1. Chronically homeless

2. Homeless veterans

3. Unaccompanied homeless youth

4. Homeless persons in families with children
Revised 10/17/2025 Page 42 of 53
Note: Counts by subpopulation will not be required in cases where that information is unavailable but is expected in cases where client information is entered in the Homeless Management Information System (HMIS).

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EXHIBIT 4

HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
I. General HHAP Eligible Cost
☐ 1 . S t a f f S a l a r i e s a n d B e n e f i t s  ☐Payroll Calculation Worksheet for HHAP o ☐Showing all calculations charged for HHAP and supports the amount specified in the expenditure report.  ☐Paystub / Payroll Summary  ☐Timesheet and Time Activity report indicating staff performed HHAP eligible activity o ☐Timesheet / Time Activity report must include:
 ☐Employee Name
 ☐Job title/position and description
 ☐Time Period Covered
 ☐Start and end dates for the reporting period (e.g., weekly, bi-weekly, or monthly)  ☐Daily Time Entries
 ☐Time worked each day (in hours)
 ☐Specific start and end times (optional but recommended for accuracy)  ☐Task/Activity Details
 ☐Description of the work performed, or tasks completed  ☐Allocation of time to specific programs or activities o ☐If the employee’s time is split between multiple funding sources or programs, clearly indicate the percentage or hours allocated to each program.  ☐Use a percentage breakdown or specific hours (e.g., 50% HHAP 1, 25% ESG, 25% HHAP 2)
 ☐ Use a percentage breakdown for each category of HHAP  ☐Certification and Approval
 ☐Employee signature and date, certifying the accuracy of the time reported.  ☐Supervisor or manager signature and date, approving and verifying the report.  ☐Employee Benefits
o ☐Employer paid benefits such as Health Insurance (Medical, Dental, Vision), Social Security and Medicare Contributions, Retirement Plans and Pension Contributions, Workers’ Compensation Insurance, Paid Leave (Vacation, Sick, Holiday), Life and Disability Insurance, Fringe Benefits etc.  ☐Proof of employer contributions (invoices, payroll deductions)  ☐Bank Statement that the benefits are paid.
 ☐Proof of payment that the salary is paid
o ☐If paystub is printed using the providers payroll system, this is acceptable as proof of payment.

☐ 2. Insurance
 ☐ Invoice or premium billing statement or official receipt from the insurance provider showing the amount paid, date, and coverage period.
 ☐ Proof of payment that the insurance is paid.

☐ 3. Mileage log (approved and signed)
 ☐ Start and End Odometer
 ☐ Activity / Purpose
 ☐ Total Mileage
 ☐ Destination
 ☐ Map

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HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
☐ 4. Eligible Use (HHAP Categories)
a. Rapid Rehousing (RRH)
☐ Complete and signed lease agreement between tenant and landlord including the copies of addendum house ins
☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibilities of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Client eligibility documentation (Literally Homeless) ☐ Proof of Payment (Please see Section I item 6)

b. Prevention and Shelter Diversion
☐ Client eligibility documentation (risk of homelessness) ☐ Eviction Notice / Disconnection notice for utility bills ☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibilities of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Proof of Payment (Please see Section I item 6)

e. Service Coordination
☐ Client intake and assessment forms
☐ Documentation of services provided (case notes, service plans) ☐ Receipts for any client-related expenses (transport, supplies) ☐ TARs for coordinators and case managers
☐ Salary and benefits documentation for service coordination staff ☐ Proof of Payment (Please see Section I item 6)
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HHAP MONTHLY EXPENDITURE REPORT CHECKLIST
f. Systems Support
☐ Proof of system implementation (software invoices, maintenance records) ☐ Invoices and payment proof for administrative expenses ☐ TARs for staff managing the system or providing oversight g. Permanent Housing
☐ Complete and signed lease agreement between tenant and landlord including the copies of addendum house ins
☐ Rental Assistance agreement - a contract between a service provider (like a nonprofit or government agency) and a landlord. It outlines how rent payments will be made on behalf of a tenant who needs housing support. The agreement specifies the payment amount, duration, and responsibilities of both the landlord and the service provider to ensure the tenant can stay in the rental unit. ☐ Client eligibility documentation (Literally Homeless) ☐ Lease agreements for clients housed under permanent housing ☐ Assessment forms
☐ Payment records for rent, utilities, and other housing expenses ☐ Staff involved in Permanent Housing (please see section II item 1. ☐ Proof of Payment (Please see Section I item 6)

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EXHIBIT 5

HMIS CLIENT DATA REPORT SAMPLE

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EXHIBIT 6

HMIS DATA QUALITY REPORT SAMPLE

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EXHIBIT 7

DISBURSEMENT REQUEST

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EXHIBIT 8

EXPENDITURE REPORT

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EXHIBIT 9
CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255

State of California

WELFARE AND INSTITUTIONS CODE
Section 8255

8255.

For purposes of this chapter:

(a) “Council” means the California Interagency Council on Homelessness, formerly known as the Homeless Coordinating and Financing Council established pursuant to Section 8257.

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(d) (1) “Housing First” means the evidence-based model that uses housing as a tool, rather than a reward, for recovery and that centers on providing or connecting homeless people to permanent housing as quickly as possible. Housing First providers offer services as needed and requested on a voluntary basis and that do not make housing contingent on participation in services.

(Effective July 5, 2025.)

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EXHIBIT 10

ANTI- LOBBYING CERITIFICATION
The undersigned certifies, to the best of his or her knowledge and belief, that:

5. The Contractor, __City of Redlands__, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

________________________________________
Signature of Contractor’s Authorized Official

__Charles Duggan, City Manager _____________
Name and Title of Contractor’s Authorized Official

_____________________
Date

DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of Resolution No. 8819 Establishing the Confidential Employee Unit (Human Resources/Risk Management Director King)
MOTION:

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

I move to adopt Resolution No. 8819 establishing the Confidential Employee Unit.

RECOMMENDATION:

Staff recommends that the City Council adopt of Resolution No. 8819 establishing a separate Confidential Employee Unit.

DISCUSSION:

Pursuant to Government Code Section 3507.5, a public agency may designate management and confidential employees and may prohibit confidential employees from representing an employee organization that represents other City employees on matters within the scope of representation.

Confidential employees are those who, in the normal course of their duties, assist management personnel who formulate, determine, and effectuate labor relations policies or who regularly have access to confidential information concerning collective bargaining, labor negotiations, grievance administration, disciplinary matters, or other sensitive employer-employee relations matters.

As the City's organizational structure and operational needs have evolved, several management and professional classifications have assumed significant responsibilities involving confidential labor relations information.

Establishing a separate Confidential Employee Unit appropriately recognizes these responsibilities, avoids potential conflicts of interest in the administration of employer-employee relations, and is consistent with the City's authority.

The proposed resolution establishes a Confidential Employee Unit consisting of the following classifications:

Assistant Director, Human Resources/Risk Management
Human Resources Manager
Human Resources Analyst
Assistant Finance Director
Finance Manager
Budget Analyst
Employees assigned to these classifications routinely participate in or support activities involving collective bargaining, compensation analysis, labor cost projections, employee relations, disciplinary investigations, grievance administration, organizational planning, and the preparation of confidential information for labor negotiations.

ALTERNATIVES:

The City Council may choose to reject, modify, or continue this item for additional discussion.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Gina King, Human Resources/Risk Management Director

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:

Jenna Yorck, HR Manager

FISCAL IMPACT
Fiscal Year: N/A
Revenue Generating: No
Amount: N/A
Budgeted Y/N: N/A
Account No.: N/A
Additional Appropriation Required: No
Discussion:

Establishing the Confidential Employee Unit has minimal fiscal impact which has been accounted for in the FY27 and FY28 Biennial Adopted Budget. Compensation and benefits for employees assigned to the unit will continue to be considered through the City's annual budget process and future City Council actions. 1 I:\cmo\Resolutions\Resolution No. 8819 Confidential Unit Employees.bm.08.13.2026docx.docx

RESOLUTION NO. 8819

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS MODIFYING

EXISTING UNITS AND ESTABLISHING THE CONFIDENTIAL EMPLOYEE UNIT WHEREAS, the City of Redlands’ Employer -Employee Relations Resolution (“EERR”) , Resolution No. 7531, sets forth the procedures for the administration of employer -employee relations, including the establishment of appropriate units of employees; WHEREAS, Section 3(c) of the EERR provides for the definition of a “confidential employee;”
WHEREAS, the City of Redlands has determined that certain classifications that are presently included in the established units represented by the Redlands Association of Management Employees (“ RAME”) and the Redlands Association of Mid -Management Employees (“RAMME”) constitute confidential employees as defined by the EERR; WHEREAS, in light of the confidential nature of these identified classifications, the City of Redlands ha s determined that it is appropriate to modify the current unit s in which the se classifications reside by removing the classifications from the units and including them in a newly established Confidential Employee Unit comprised exclusively of confidential employee classifications;
WHEREAS, the City of Redlands has fully complied with the procedures set forth under Section 13 of the EERR to modify the units represented by RAME and RAMME and place the removed classifications in a Confidential Employee Unit; NOW, THEREFORE, be it resolved by the City Council of the City of Redlands, as follows:

Section 1. The City of Redlands establishes a Confidential Employee Unit comprised exclusively of confidential employee classifications.

Section 2. The benefits for the classifications in the Confidential Employee Unit shall be provided in accordance with t he benefits established in the Memor andum of Understanding between the City of Redlands and RAME;
Section 3. The unit represented by RAME shall be modified to remove the following classifications which shall be placed in the newly formed Confidential Employee Unit pursuant to this Resolution:

1. Assistant Director, Finance

2. Finance Manager

3. Assistant Director, Human Resources/Risk Management

4. Human Resources Manager
2 I:\cmo\Resolutions\Resolution No. 8819 Confidential Unit Employees.bm.08.13.2026docx.docx

Section 4. The unit represented by RAMME shall be modified to remove the following classifications which shall be placed in the newly formed Confidential Employee Unit pursuant this Resolution:

1. Human Resources Analyst

2. Budget Analyst

ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.

__________________________
Mario Saucedo, Mayor

ATTEST:

___________________________
Jeanne Donaldson, City Clerk

3 I:\cmo\Resolutions\Resolution No. 8819 Confidential Unit Employees.bm.08.13.2026docx.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 regular meeting thereof held on the 1st day of September, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk

DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Discussion and possible action regarding the City Clerk's compensation and consideration of Resolution No. 8825 (Human Resources/Risk Management Director King) MOTION:

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

I move to approve Resolution No. 8825.

RECOMMENDATION:

Staff recommends that the City Council approve Resolution No. 8825.

DISCUSSION:

In accordance with Government Code Section 36517, the City Clerk’s compensation (salary and benefits) is set by Resolution of the City Council. The City Council may change the City Clerk's compensation through the adoption of a new Resolution approved by a majority vote of the Council. It is at the Council’s discretion to set the City Clerk’s compensation, as there are no specific state law procedures that can be followed. Resolution No. 8327, adopted in 2022, is the most recent resolution setting forth the City Clerk’s salary at $85,454 per year plus benefits. At that time, the City Clerk's proposed salary was based on internal equity with other positions with similar responsibilities.

The City Clerk's salary has remained unchanged since 2022.

Staff brought forth a recommendation in July with similar corresponding salary increases to those that the City Council approved for union-represented employees, approximately 6.5 percent (%) higher, representing the four percent (%) across-the-board increase approved for general employees along with a 2.5 percent (%) step increase.

However, the Council requested a revised recommendation to set the City Clerk's salary to a comparable classification's salary and benefit increase schedule.

Human Resources evaluated comparable internal classifications and corresponding benefit structures to identify an appropriate benchmark for the City Clerk position. In conducting this review, staff considered the nature of the position, organizational level, and scope of responsibility. Based on the analysis, staff determined that the Redlands Association of Management Employees (Management Unit) was the most aligned, as the City Clerk serves as a full-time employee with ongoing operational responsibilities, such as overseeing elections, maintaining official records, ensuring compliance with the Brown Act and Public Records Act, administering municipal elections, and supporting the legislative functions of the City Council. These responsibilities are administrative and operational in nature and are comparable to other full-time management positions within the organization.

Accordingly, the proposed resolution establishes the City Clerk's compensation by linking the position to the Management Unit salary schedule at Range 75, Step 3 ($130,552 annually) and provides that future across-the- board salary adjustments and selected benefits shall be administered in the same manner as the Management Unit. The resolution also provides for automatic annual salary step adjustments until the maximum step is reached, with the anniversary date established as the effective date of the resolution.

This approach provides several long-term benefits. First, it maintains internal equity by aligning the City Clerk's compensation with comparable full-time positions performing similar levels of responsibility. Second, it allows future salary and designated benefit adjustments approved for the Management Unit to apply automatically to the City Clerk, eliminating the need for periodic standalone compensation resolutions. Finally, because the City Clerk is a full-time employee of the City, aligning the position with an existing full-time employee group promotes consistency, transparency, and administrative efficiency in the City's overall compensation structure.

ALTERNATIVES:

The City Council could reject the proposed resolution or set the compensation at a different amount.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Jenna Yorck, HR Manager

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:

Jenna Yorck, HR Manager

FISCAL IMPACT
Fiscal Year: 2027
Discussion:

The proposed resolution, if adopted would increase the City Clerk's total compensation package (salary and benefits) by approximately $74,137 per year. This calculation assumes that current medical election will remain in tact. In the event the medical election changes, the maximum exposure for the medical increase would be an additional $15,600 per year or $1,300 per month (based on a family plan). This compensation change exceeds the amount included in the FY27 and FY28 Biennial Adopted budget and has not yet been fully incorporated into the City’s financial forecast. Staff will continue to evaluate the cumulative impact of the compensation change and will return to the City Council with any necessary budget adjustments. 1 I:\cmo\Resolutions\Resolution No. 8825 City Clerk Compensation.08.18.2026.docx

RESOLUTION NO. 8825

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS AMENDING

COMPENSATION FOR THE ELECTIVE OFFICE OF THE CITY CLERK AND RESCINDING RESOLUTION NO. 8327.

WHEREAS, Government Code Section 36517 provides that the compensation for the elective office of the City Clerk shall be fixed by ordinance or resolution; and WHEREAS, by the adoption of this resolution, it is the desire of this City Council to establish the salary and select benefits approved for the elective office of the City Clerk; NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Redlands as follows:

Section 1. Compensation and Benefits. The City Clerk shall be eligible to receive across the board salary and select benefit increases, as outlined below, in the same manner, and at the same time, as employees in the Redlands Association of Management Employees (Management Unit) to maintain parity with other comparable full-time positions.

A. Annual Salary. The annual salary for the City Clerk shall be designated at Range 75 of the Management Unit, Step 3 ($130,552.00 annually) effective the pay period following Council approval. The City Clerk shall be eligible for annual salary step advancements until the maximum step of the salary range is attained. The anniversary date for such advancements shall be the effective date of this Resolution.

B. Life Insurance. The City shall contribute the monthly premium for term life insurance in the amount of twenty-five thousand dollars ($25,000.00).

C. Health Insurance. The City Clerk shall receive the same Health Insurance benefits, in the same manner as the Management Unit.

D. 401A Retirement Plan. The City Clerk shall receive the same annual contribution to deferred compensation plan, in the same manner as the Management Unit.

E. Optional participation in a 457 plan.

Section 2. Notwithstanding the annual salary and benefits established by this Resolution for the elective office of the City Clerk, in the event a majority of the City’s Management Unit employees participates in a City-established salary reduction, furlough, or other similar plan to achieve a specific amount of cost savings, the City Clerk shall also be obligated to achieve similar savings through reductions in the City Clerk’s compensation.

Section 3. Resolution No. 8327 is hereby rescinded.

2 I:\cmo\Resolutions\Resolution No. 8825 City Clerk Compensation.08.18.2026.docx

ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.

____________________________
Mario Saucedo, Mayor
ATTEST:

_________________________
Jeanne Donaldson, City Clerk

3 I:\cmo\Resolutions\Resolution No. 8825 City Clerk Compensation.08.18.2026.docx

AYES:

NOES:

ABSENT:

ABSTAIN:

______________________________
Jeanne Donaldson, City Clerk

City Council/Successor Agency Meeting J. 4.

DATE: 04/05/2022
TO: Honorable Mayor and City Council Members
SUBJECT: Discussion and possible action relating to the City Clerk's compensation and consideration of Resolution No. 8327 (Council Member Gallagher)
MOTION(S):

If the City Council concurs with Council Member Gallagher's recommendation, the following motion is provided:

I move to approve Resolution No. 8327.

RECOMMENDATION:

It is recommended by Council Member Gallagher to increase the City Clerk's compensation.

DISCUSSION:

In accordance with Government Code Section 36517, the City Clerk’s compensation (salary and benefits) is set by Resolution of the City Council. The City Council may change the City Clerk's compensation through the adoption of new Resolution approved by a majority vote of the Council. It is at the Council’s discretion to set the City Clerk’s compensation as there are no particular state law procedures that can be followed. Resolution No. 7486, adopted in 2015, is the most current Resolution setting forth the City Clerk’s salary at $72,000 per year or $6,000 per month plus benefits.

For comparison purposes, staff did conduct a salary survey for the position of City Clerk, however it is difficult to find an “apples to apples” comparison given that not all City Clerks are elected. Many General Law cities have appointed City Clerks who act as Department Heads. Further, we found a varying degree of responsibilities and duties for an elected City Clerk.

Redlands Regular Meeting of 04-05-2022

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The following list includes the monthly salary of surrounding general law cities with elected City Clerks that were identified by staff.

City of Rialto - $1440.71 per month
City of Colton - $370 per month
City of Fontana - $1,000 per month plus $300 car allowance City of Rancho Cucamonga – Salary range of $9,016 - $13,505 per month (NOTE: This position requires significant qualifications and acts as a Department Head with )

Lastly, since it is at the discretion of the City Council to set forth the compensation of the City Clerk, the Council may consider looking at internal equity with other positions within the City that have similar responsibilities.

Should the City Council consider this option, staff finds there is potential for an increase up to $85,454 per year or $7,121 per month. Should the City Council wish to move forward in adjusting the compensation of the City Clerk, staff has prepared Resolution No. 8327 increasing the compensation of the City Clerk to $85,454 per year or $7,121 per month effective April 18, 2022, which is the first day of the next pay period following adoption of the Resolution if it were to be adopted this evening. Other benefits would remain unchanged.

ALTERNATIVES:

The Council could reject the proposed Resolution or set the compensation at a lower amount..

STRATEGIC PLAN:

Not Applicable
SUBMITTED BY:

Council Member Gallagher
Fiscal Impact
Discussion:

The proposed Resolution if adopted would increase the City Clerk's salary by $13,454 per year. The General Fund impact to the current Fiscal Year is approximately $3,107, which can be absorbed in the current year.

Attachments
Resolution No. 8327
Resolution No. 7486

Redlands Regular Meeting of 04-05-2022

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Redlands Regular Meeting of 04-05-2022

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RESOLUTION NO. 8327

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

AMENDING COMPENSATION FOR THE ELECTIVE OFFICE OF THE CITY CLERK AND RESCINDING RESOLUTION NO.7486

WHEREAS, Government Code Section 36517 provides that the compensation for the elective office of the City Clerk shall be fixed by ordinance or resolution; and

WHEREAS, by the adoption of this resolution, it is the desire of this City Council to establish the salary and benefits approved for the elective office of the City Clerk as of April 18, 2022;

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Redlands as follows:

Section 1. T he annual salary for the elective office of the City Clerk is Eighty-Five Thousand Four Hundred Fifty-Four Dollars ($85,454). In addition to such salary, the City Clerk shall receive the following City-paid benefits:

A. Life insurance in the amount of Twenty Five Thousand Dollars ($25,000).

B. Contribution of $900 per month towards medical, city paid dental, or at the election of the City Clerk, a stipend of Three Hundred Fifty Dollars ($350) per month.

C. Contribution to deferred compensation in the amount of One Thousand Eight Hundred Forty-Five Dollars ($1,845) per year.

D. Optional participation in a 457 plan.

Section 2. Notwithstanding the annual salary and benefits established by this Resolution for the elective office of the City Clerk, in the event a majority of the City’s Department Directors participates in a City -established salary reduction, furlough, or other similar plan to achieve a specific amount of cost savings, the City Clerk shall also be obligated to achieve similar savings through reductions in the City Clerk’s compensation.

Section 3. Resolution No. 7486 is hereby rescinded.

ADOPTED, SIGNED AND APPROVED this 5th day of April, 2022.

______________________________
Paul T. Barich, Mayor
ATTEST:

_________________________
Jeanne Donaldson, City Clerk

Redlands Regular Meeting of 04-05-2022

272 of 300
RESOLUTION NO. 7486

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

AMENDING COMPENSATION FOR THE ELECTIVE OFFICE OF THE
CITY CLERK AND RESCINDING RESOLUTION NO. 7133
WHEREAS, Government Code Section 36517 provides that the compensation for the elective office of the City Clerk shall be fixed by ordinance or resolution; and WHEREAS, by the adoption of this resolution, it is the desire of this City Council to establish the salary and benefits approved for the elective office of the City Clerk as of March 1, 2015;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Redlands as follows:

Section 1. The annual salary for the elective office of the City Clerk is Seventy Two Thousand Dollars ($72,000). In addition to such salary, the City Clerk shall receive the following City-paid benefits:

A. Life insurance in the amount of Twenty Five Thousand Dollars ($25,000).

B. Contribution of One Thousand Twenty Five ($1,025) per month for medical, dental and vision care under the City's Post Employment Health Plan defined by Resolution No. 7015, or at the election of the City Clerk, a stipend of Three Hundred Fifty Dollars ($350) per month.

C. Contribution to deferred compensation in the amount of One Thousand Eight Hundred Forty-Five Dollars ($1,845) per year.

D. Optional participation in a 401(a) plan or 457 plan.

Section 2. Notwithstanding the annual salary and benefits established by this Resolution for the elective office of the City Clerk, in the event a majority of the City's Department Directors participates in a City-established salary reduction, furlough, or other similar plan to achieve a specific amount of cost savings, the City Clerk shall also be obligated to achieve similar savings through reductions in the City Clerk's compensation.

Section 3. Resolution No. 7133 is hereby rescinded.

ADOPTED, SIGNED AND APPROVED this 17th day of February, 2015.

Paul W. Foster, Mayor
ATTEST:

Sam Irwm, ity Clerk
1:\cclerkNResolutions\Res 7400-7499\7486 City Clerk Compensation.docx

Redlands Regular Meeting of 04-05-2022

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I, Sam Irwin, City Clerk of Redlands, hereby certify that the foregoing Resolution No. 7486 was duly adopted by the City Council at a regular meeting thereof, held on the 17th day of February, 2015, by the following vote:

AYES: Councilmembers Harrison, Gilbreath, Barich, James; Mayor Foster NOES: None
ABSENT: None
ABSTAIN: None
Sam Irwin, City Clerk
I:\cclerk\Resolutions Res 7400-7499i7486 City Clerk Compensation.docx

Redlands Regular Meeting of 04-05-2022

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DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of Resolution No. 8826 Establishing a limited-term assignment program to provide temporary staffing support for City departments and authorizing the Human Resources Director to administer the program (Human Resources/Risk Management Director King) MOTION:

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

I move to adopt Resolution No. 8826 establishing a limited-term assignment program to provide temporary staffing support for City departments and authorize the Human Resources Director to administer the program.

RECOMMENDATION:

Staff recommends that the City Council approve the establishment of a Human Resources administered Limited- Term Assignment Program, authorizing the Human Resources Department to maintain a pool of up to ten (10) authorized limited-term positions to provide temporary staffing support to City departments on an as-needed basis.

Individual appointments shall not exceed two (2) years from the employee's date of hire, with costs to be funded by the requesting department.

DISCUSSION:

The City periodically experiences staffing challenges when employees are absent for extended periods due to protected leave, medical leave, military leave, workers' compensation, special projects, workload surges, grant- funded initiatives, and other temporary operational circumstances approved by the Human Resources Director.

Although these absences are temporary, they frequently create significant workload challenges for departments that must continue providing essential public services while operating with reduced staffing levels.

Historically, departments have relied upon temporary staffing agencies to address these staffing shortages. While temporary staffing agencies provide immediate assistance, they often result in higher costs for the City, limited familiarity with municipal operations, and fewer opportunities to recruit individuals interested in pursuing careers in local government.

To provide departments with a more responsive and cost-effective alternative, staff recommends establishing a Limited-Term Assignment Program administered by the Human Resources Department. Similar to staffing models utilized by other public agencies, the program would establish a pool of authorized limited-term positions that Human Resources may utilize as temporary operational needs arise. When a department identifies a temporary staffing need, Human Resources would evaluate the assignment, determine the appropriate qualifications and compensation based on the duties to be performed, and conduct a targeted recruitment using an assignment- specific working title that accurately reflects the temporary position. Once selected, the limited-term employee would be temporarily assigned to the requesting department for the duration of the operational need.

This approach provides departments with timely access to qualified talent while eliminating the need to create new limited-term positions or rely solely on temporary staffing agencies each time a temporary staffing need arises. By utilizing assignment-specific working titles while maintaining employees within the centralized Limited-Term Assignment Program, the City can recruit candidates possessing the specialized knowledge, skills, and abilities required for each assignment without creating numerous temporary classifications. This structure provides departments with staffing flexibility while promoting consistency in recruitment, classification administration, and compensation.

The program also creates an opportunity to develop a pipeline of future public sector professionals. Individuals appointed through the Limited-Term Assignment Program will gain valuable municipal experience, training, and exposure to City operations, making them stronger candidates for future employment opportunities with the City of Redlands and other public agencies.

Approval of this item would authorize Human Resources to administer a centralized Limited-Term Assignment Program consisting of up to ten (10) authorized limited-term positions. Individual appointments would occur only upon identification of a temporary operational need, confirmation of available departmental funding, and approval by the Human Resources Director. The requested authorization establishes staffing flexibility rather than permanent additions to the City's workforce and allows the City to respond more effectively to temporary operational staffing demands while maintaining uninterrupted public services.

ALTERNATIVES:

The City Council may choose to reject, modify, or continue this item for additional discussion.

STRATEGIC PLAN:

N/A

SUBMITTED BY:

Gina King, Human Resources/Risk Management Director

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:

Gina King, Human Resources/Risk Management Director

FISCAL IMPACT
Fiscal Year: 2027
Discussion:

Approval of the Limited-Term Assignment Program establishes a staffing resource administered by the Human Resources Department and does not, by itself, create an ongoing fiscal obligation or authorize the hiring of ten additional employees. Individual limited-term assignments will occur only when a department identifies a temporary operational need and confirms that sufficient funding is available within the existing budget or through an approved budget adjustment.

The salary and benefit costs associated with each limited-term assignment will be charged directly to the requesting department and will be based on the salary range of the most comparable existing City classification for the duties assigned. Staff anticipates that utilizing City employees through the Limited-Term Assignment Program will provide departments with a more cost-effective alternative to temporary staffing agencies while improving continuity of operations, organizational knowledge, accountability, and the City's ability to recruit and develop qualified candidates for future employment opportunities.

1 I:\cmo\Resolutions\Resolution No. 8826.bm.08.21.2026.docx

RESOLUTION NO. 8826

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ESTABLISHING A LIMITED -TERM ASSIGNMENT PROGRAM TO

PROVIDE TEMPORARY STAFFING SUPPORT FOR CITY DEPARTMENTS

AND AUTHORIZING THE HUMAN RESOURCES DIRECTOR TO

ADMINISTER THE PROGRAM
WHEREAS, the City of Redlands periodically experiences temporary staffing shortages resulting from protected leaves of absence, medical leave, military leave, workers’ compensation, recruitment delays, temporary vacancies, special projects, grant-funded initiatives, workload surges, and other operational circumstances that impact the City's ability to efficiently provide public services; and
WHEREAS, departments have historically relied upon temporary staffing agencies to address these staffing needs, which often results in higher costs, reduced organizational continuity, and limited opportunities to recruit individuals interested in careers in local government; and
WHEREAS, the City Council finds that establishing a centralized Limited-Term Assignment Program administered by the Human Resources Department will provide departments with a flexible, efficient, and cost-effective method of addressing temporary operational staffing needs while maintaining continuity of municipal operations; and WHEREAS, the City Council desires to authorize the Human Resources Director to administer the Limited-Term Assignment Program, establish administrative procedures, determine the appropriate comparable classification and compensation for each assignment, utilize assignment-specific working titles for recruitment purposes, and assign employees to departments experiencing temporary operational staffing needs.

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

Section 1. Establishment of Program. The City Council hereby establishes a Limited- Term Assignment Program to be administered by the Human Resources Department for the purpose of providing temporary staffing support to City departments experiencing temporary operational staffing needs, including but not limited to employee leaves of absence, recruitment delays, temporary vacancies, special projects, grant-funded initiatives, workload surges, and other temporary operational needs approved by the Human Resources Director.

Section 2. Authorized Positions. The Human Resources Department is authorized to maintain a pool of up to ten (10) authorized limited-term positions to be utilized on an as-needed basis. Approval of this Resolution authorizes the program and the pool of authorized positions 2 I:\cmo\Resolutions\Resolution No. 8826.bm.08.21.2026.docx

only; it does not authorize or require that all positions be filled simultaneously, nor does it establish ten permanent positions.

Section 3. Administration. The Human Resources Director, or designee, is authorized to administer the Program; determine temporary operational need; establish qualifications, comparable classification, compensation, and assignment-specific working titles; recruit, appoint, assign, transfer, and separate limited-term employees in accordance with applicable law and City policy; and adopt administrative procedures necessary to implement this Program.

Section 4. Compensation. Each limited-term assignment shall be compensated at the salary range of the most comparable existing City classification based on the duties, responsibilities, qualifications, and level of work to be performed. Working titles may be used for recruitment and assignment purposes and shall not establish separate classifications.

Section 5. Duration. Appointments shall not exceed two (2) years from the employee's date of hire unless otherwise authorized by the City Council or permitted by applicable law.

Section 6. Funding. Each assignment shall be funded by the requesting department.

Prior to filling an assignment, the requesting department shall confirm sufficient appropriations within its budget or through an approved budget adjustment.

Section 7. Nature of Program. Nothing in this Resolution creates permanent positions, guarantees future employment, or modifies the employment status of limited-term employees under applicable law or City policy.

Section 8. Effective Date. This Resolution shall become effective immediately upon its adoption.

ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.

__________________________
Mario Saucedo, Mayor
ATTEST:

___________________________
Jeanne Donaldson, City Clerk

3 I:\cmo\Resolutions\Resolution No. 8826.bm.08.21.2026.docx

AYES:

NOES:

ABSENT:

ABSTAIN:

______________________________
Jeanne Donaldson, City Clerk

DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of a Cooperative Purchase of a Type I Paramedic Squad Vehicle from Frazer, Ltd. in the Amount of $394,240 to Support Emergency Medical Response Operations (Fire Chief Sessler)
MOTION:

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

I move to approve the cooperative purchase of a Type I Paramedic Squad vehicle from Frazer, Ltd. in the amount of $394,240, and authorize the City Manager, or designee, to execute the necessary purchase agreements in accordance with City purchasing guidelines.

RECOMMENDATION:

Staff recommends that the City Council approve the cooperative purchase of a Type I Paramedic Squad vehicle in the amount of $394,240 to support emergency medical response operations and authorize the City Manager, or designee, to execute the necessary purchase agreements in accordance with City purchasing guidelines.

BACKGROUND:

The Redlands Fire Department provides advanced life support (ALS) emergency medical services to the community and responds to approximately 12,000 emergency incidents annually. Maintaining a reliable and modern emergency response fleet is essential to ensuring the continued delivery of high-quality emergency medical services.

Medic Squad 264 (MS264) was placed into service in 2018 and follows the Department's established 10-year replacement lifecycle, consisting of seven (7) years as a frontline unit followed by three (3) years in reserve status.

The shortened lifecycle reflects the high mileage, extended engine hours, and increased operational demands associated with medic squad vehicles. Replacement planning began in Fiscal Year 2026-27 to accommodate the estimated two-year design and manufacturing timeline for specialty emergency vehicles, ensuring delivery of the replacement unit before the end of MS264's intended frontline service life and maintaining continuity of emergency medical response capabilities.

DISCUSSION:

The proposed cooperative purchase consists of one (1) Type I Paramedic Squad vehicle from Frazer, Ltd. in the amount of $394,240 through HGACBuy Cooperative Purchasing Contract No. AM10-23. The cooperative purchasing contract was competitively solicited and awarded, allowing the City to obtain competitive pricing without conducting a separate formal bidding process.

The replacement paramedic squad will serve as a frontline emergency medical response vehicle and is specifically designed to provide a more efficient and maneuverable platform for responding to medical aid incidents. Compared to larger fire apparatus, medic squads are better suited for the majority of emergency medical responses, allowing the Department to deploy the most appropriate resource based on the nature of the incident.

The use of a dedicated medic squad also reduces unnecessary mileage, engine hours, and wear on larger and more expensive fire engines and trucks, extending the service life of those apparatus while reducing long-term maintenance and replacement costs. Replacing MS264 in accordance with the Department's fleet replacement schedule supports cost-effective asset management, maintains operational readiness, enhances firefighter safety, and ensures the continued delivery of high-quality patient care to the community.

ALTERNATIVES:

The City Council may choose not to approve the cooperative purchase of the Type I Paramedic Squad vehicle, which would delay the replacement of MS264, increase maintenance costs, and impact the reliability of the Department's emergency medical response fleet.

STRATEGIC PLAN:

Priority B - Public Health & Safety

SUBMITTED BY:

Rich Sessler, Fire Chief

RECOMMENDED BY:

Charles M. Duggan Jr., City Manager

REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
James Garland, Interim Finance Director
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:

Bruni Reyes, Management Analyst

FISCAL IMPACT
Fiscal Year:

Revenue Generating: No
Amount: $
Budgeted Y/N: Yes
Account No.:

Additional Appropriation Required: No
Discussion:

Funding for the purchase of the Paramedic Squad is fully available through the Fire Department's adopted budget and $50,000 from the Fire Equipment Reserves Fund. As a result, no additional General Fund appropriation is required.

Customer Quote
7/27/2026 12:27:40 PM
Estimate No: Z5705-0001
Quote Date: 6/11/2026
Expiration Date: 9/30/2026
Salesperson: HB
Payment Terms: Due on Delivery
Invoice To: Deliver To:

Nathan Bristol
Redlands Fire Department
35 Cajon St
Redlands 92373
US
Order Instructions:

TERMS:

The unit will be invoiced approximately 30 days prior to vehicle completion and is due upon acceptance of the completed unit, unless alternate terms have been approved in writing.

All ownership documentation—including the Manufacturer’s Statement of Origin (MSO), Buyer’s Order, and delivery paperwork—will be held until full payment of all open invoices has been received. This won’t delay you from inspecting or taking delivery—but you won’t receive the paperwork until payment is complete.

TERMS:

A progress payment for the chassis portion will be invoiced upon arrival at the dealership and is due within 30 days of the invoice date. The remaining balance will be invoiced approximately 30 days prior to vehicle completion and is due upon delivery of the completed unit, unless alternate terms have been approved in writing.

No. Item Qty U/M: Unit Price Net Amount
1 MODULE 1.00 EA $ 287,100.00 $ 287,100.00
Type I 14' Module
2 CHASSIS 1.00 EA $ 74,500.00 $ 74,500.00
2027 Ford F-550 Gas 4x2
This chassis price is derived from the latest information provided by Ford. The exact pricing details will not be available until the chassis physically arrives at the dealership, at which juncture adjustments to this price may be made. In the event of any price adjustment, you will receive written notification detailing the changes.
3 DELIVERY 1.00 M $ 0.00 $ 0.00
Customer Pick UP - FOB Frazer
Customer must pick up in Houston at Frazer or additional delivery charges will apply 4 HGAC-NEW 1.00 EA $ 1,000.00 $ 1,000.00
Contract No. AM10-23
Frazer will accept returns on parts up to 180 days after shipment. No restocking fee will be charged if the item is returned within 90 days of the original invoice date. All parts returns should be shipped back freight prepaid and require prior approval with a “Returns Material Authorization” (RMA) clearly displayed on the exterior of the shipping package. A credit will be issued towards the customer's account within approximately 7 business days of receipt of the item. If a part is returned after 90 days of the original invoice date a 15% restocking fee will be applied. Frazer Ltd reserves the right to accept returned items at its sole discretion based upon the condition of the item to be placed back into stock. :

SUG
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Frazer, Ltd. Page of 1 2
Customer Quote
7/27/2026 12:27:40 PM
Estimate No: Z5705-0001
Quote Date: 6/11/2026
Expiration Date: 9/30/2026
Salesperson: HB
Payment Terms: Due on Delivery
Order Instructions:

No. Item Qty U/M: Unit Price Net Amount
5 SpecDoc 1.00 EA $ 0.00 $ 0.00
Configurable item to create the SpecDoc
Remit To:

Frazer, Ltd.
1410 Gillingham Lane
Sugar Land TX 77478
Sale Amount:

Order Disc( 0.0000%):

Surcharge:

Sales Tax:

Misc Charges:

Total Amount:
362,600.00

0.00 N/A
31,640.00

0.00 394,240.00
Frazer will accept returns on parts up to 180 days after shipment. No restocking fee will be charged if the item is returned within 90 days of the original invoice date. All parts returns should be shipped back freight prepaid and require prior approval with a “Returns Material Authorization” (RMA) clearly displayed on the exterior of the shipping package. A credit will be issued towards the customer's account within approximately 7 business days of receipt of the item. If a part is returned after 90 days of the original invoice date a 15% restocking fee will be applied. Frazer Ltd reserves the right to accept returned items at its sole discretion based upon the condition of the item to be placed back into stock. :

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Redlands City CouncilSeptember 1, 2026

Redlands City Council
September 1, 2026