For your convenience, all pricing has been itemized below per quote Z5705-0001 for Redlands Fire Department Base Module $177,875.00
Chassis Exterior $ 28,675.00
Module Exterior $ 64,250.00
Chassis Interior $ 5,225.00
Module Interior $ 11,075.00
Total$287,100.00
Items included in above totals:
1.Pricing Model Year: 2026 $
2.Type I - Truck Front End with Modular Body 14' Module - Transverse Unit Configuration
$ 6,375.00
3.This is a CAAS GVS v4.0 2025 Unit $ incl
Chassis Exterior:
4.2 Chassis Keys Provided $ incl
5.Chassis Paint Layout: Keep Factory Paint Color - PQ - Race Red $ incl
6.Chassis : 2027 Ford F-550, Gas, 4x2, Regular Cab, 108" Cab to Axle, PQ - Race Red$ incl
7.Suspension: LiquidSpring $ 18,550.00
8.Camera System: Voyager 7" Monitor with Back-Up Camera $ 2,650.00
9.Voyager Monitor at Standard Rear View Mirror Location $ incl
10.Black Back-up Camera $ incl
11.Wheel type: Factory Aluminum $ incl
12.Road Force Elite tire and wheel balancing $ incl
13.Chassis Steps: Luverne Running Boards $ 1,650.00
14.EXCEPTION TO STANDARD: Standards Compliant OEM Front Bumper declined.
Customer has elected to utilize an after-market, full replacement front bumper with grille guard, and understands this decision will make the unit compliant 'With Exception.'
$ incl
15.Grille Guard: Full Replacement Bumper $ 2,825.00
16.10" and 12" Air Horns $ 1,750.00
17.Compressor Type: Standard $ 1,050.00
18.Air Horn Switching Options: Momentary $ 200.00
19.Passenger's side Grille Light: Whelen M4 Red Light $ incl
20.Driver's side Grille Light: Whelen M4 Red Light $ incl
21.Passenger's side Intersect Light: Whelen M4 Red Light $ incl
22.Driver's side Intersect Light: Whelen M4 Red Light $ incl Chassis Exterior Subtotal$ 28,675.00
Module Exterior:
23.Ceramic Thermal Coating on Module Roof - Roof Will be White $ incl
24.Module Paint Layout: Non-White One Tone - PQ - Race Red $ 4,075.00
25.Anti-Corrosion/Weatherproof Package $ incl
26.Tier 1 - Standard Design Package $ 1,075.00
27.Frazer Provided Tier 2 - Standard Graphics $ 6,775.00
28.Solid Color Conspicuity Squares on Entry Doors $ 550.00
29.Solid Color Conspicuity Strips on Compartment Doors $ 325.00
30.Body Drop on the Passenger's Side Forward of Rear Wheels $ incl
31.Dri-Deck in Applicable Exterior Compartments $ 475.00
32.Transverse Compartment Type: (2) Sliding Trays with Shelf Above $ 4,025.00
33.Shore Power: Single 30 Amp auto eject w/ Red cover on Driver's Side Wall $ 800.00
34.Pigtail/Plug Option: Pigtail $ incl
35.Coax 1: Run coax from location 1 to Chassis $ incl
36.Coax 2: Run coax from location 2 to Chassis $ incl
37.Coax 3: Run coax from location 3 to Electrical Compartment $ incl
38.Coax 4: Run coax from location 4 to Electrical Compartment $ incl
39.UNOC #2337 - Furnish and install fixed shelf with vertical divider above slide-out trays in transverse compartment; raise fixed shelf 8" higher than Cobb County E-3940 $ 800.00
40.UNOC #3372 - Furnish and install (2) slide-out trays on floor of transverse compartment, (1) on each side, with same capacity and extension as Northport E- 2774:
- Slide-out trays to have fabricated pans
- 4" lip on front of pans and on door side
- Wall on back and rear of pans
(see Northport E-2774)
- 120-degree hold-opens on both compartment doors
$ 5,200.00
41.UNOC #2551 - Furnish and install stainless thresholds on transverse, O2, electrical, above wheel well, D/S rear storage, rear backboard, P/S rear storage and front I/O compartments; thresholds to be on bottom and sides of compartment opening (14' transverse unit)
$ 950.00
42.UNOC #3302 - Install dual 20/30 Amp auto eject shore power outlets with Red covers, in lieu of CPQ selection (not selectable in CPQ) $ 625.00
43.UNOC #2536 - Install 12VDC wiring leads, battery hot, in the lower storage compartments below the transverse compartment on both sides:
- (2) on D/S, toward top of back wall: (1) toward front and (1) toward back - (2) on P/S, toward top of back wall: (1) toward front and (1) toward back $ 400.00
44.*Note to Engineering: Transverse compartment with 22-1/2" wide frame opening $ incl
45.UNOC #2748 - Furnish and install (2) additional M9 side scene lights, (1) on each side, in addition to the (2) already selected in CPQ; scene lights to be mounted just aft of the forward box light and just forward of the rear box light $ 1,025.00
46.Front Wall Light Layout: Middle 5 Lights $ incl
47.Front Wall Light #1: Whelen M6 Red Light $ incl
48.Front Wall Light #2: Whelen M6 Red Light $ incl
49.Front Wall Light #3: Whelen M6 Red Light $ incl
50.Front Wall Light #4: Whelen M6 Red Light $ incl
51.Front Wall Light #5: Whelen M6 Red Light $ incl
52.Front Wall Driver Side Box Light: Whelen M9 Red Light $ 250.00
53.Front Wall Passenger Box Light: Whelen M9 Red Light $ 250.00
54.UNOC #2746 - Furnish and install 46" White FireTech HiViz brow light (P/N FT-B- 46-W) on front wall of module, in standard high position, wired to "Front Scene" switch at console
$ 3,125.00
55.UNOC #1946 - Front Wall light #3 to be wired to Primary for steady-burn Red (California Compliance)
$ 175.00
56.Driver Wall Front Box Light: Whelen M9 Red Light $ 250.00
57.Driver Wall Rear Box Light: Whelen M9 Red Light $ 250.00
58.Driver Wheel Well Light: Whelen M6 Clear Light $ incl
59.Side Scene Lights: Frazer Standard Whelen M9 Chrome Housing $ incl
60.O2 Compartment Style: Laydown O2 with Adjustable Shelf $ incl
61.O2 Rollers for an H Cylinder $ incl
62.2 high D Cylinder Holder in the O2 Compartment Next to Laydown $ 325.00
63.O2 Regulator - Ship Loose $ 325.00
64.Electrical Compartment Style: Standard Electrical Compartment $ incl
65.Power Source: MEPS $ 22,600.00
66.Lower Storage Style: Standard Lower Storage $ incl
67.Compartment Above Wheel Well with No I/O Access $ incl
68.Dometic Self-Contained A/C: Includes Exhaust Fan, Air Deflectors and Supplemental Condenser Fan
$ 1,500.00
69.Rear Storage Compartment Style: Rear Storage with Divider and Adjustable Shelf $ 400.00
70.Driver Side Blind Spot Camera - White $ 925.00
71.UNOC #2536 - Install 12VDC wiring, battery hot, in storage compartments below transverse compartments:
- (1) leads on D/S rear wall toward insert
- (1) leads on P/S rear wall toward insert
$ 400.00
72.UNOC #2573 - Hinge O2 compartment door on rear side of compartment opening, in lieu of standard; customer is aware latch level will change on the door $ 525.00
73.UNOC #2574 - Delete adjustable shelf and unistrut tracks from D/S rear storage compartment, forward of divider
$ -550.00
74.UNOC #1630 - Furnish and install Irons Lok K5003 bracket, mounted vertically in D/S rear storage compartment, centered on forward side of vertical divider $ 650.00
75.Module Window Option: Sliding Window $ incl
76.Upper Rear Wall Light Layout: 3 Across $ incl
77.Upper Light #1: Whelen M6 Load Light $ incl
78.Upper Light #2: Whelen M6 Amber Light $ incl
79.Upper Light #3: Whelen M6 Load Light $ incl
80.Lower Light #1: Whelen M6 Brake/Tail/Turn Red Light $ incl
81.Lower Light #2: Whelen M6 Brake/Tail/Turn Red Light $ incl
82.Lower Light #3: Whelen M6 Red Light $ incl
83.Lower Light #4: Whelen M6 Red Light $ incl
84.Rear Wall Driver Box Light: Whelen M9 Red Light $ 250.00
85.Rear Wall Passenger Box Light: Whelen M9 Red Light $ 250.00
86.Rear Backboard Options: No Shelf $ incl
87.Lower BTTs: 2 Grote Lights on each side $ incl
88.Rear Bumper $ incl
89.Door Grabbers $ incl
90.License Plate Light $ incl
91.Passenger Wall Front Box Light: Whelen M9 Red Light $ 250.00
92.Passenger Wall Rear Box Light: Whelen M9 Red Light $ 250.00
93.Passenger Wheel Well Light: Whelen M6 Clear Light $ incl
94.Passenger Scene Light Activated with Side Entry Door $ 525.00
95.Interior Step Option: Double Step Well $ incl
96.Side Entry Step Well Threshold: All Black Non-Skid $ incl
97.Passenger Rear Compartment Style: Passenger Side Storage Compartment $ incl
98.Passenger Side Blind Spot Camera - White $ 925.00
99.Gas Hold Open on All Compartments $ 2,600.00
100.*Note to Engineering: Gas shock hold opens on O2 and front I/O compartment doors to be set at 90-degrees
$ incl
101.UNOC #2296 - In addition to gas shock hold-open on side entry door, install over- limit strap to prevent door from over-extending and damaging the shock $ 175.00
102.UNOC #2555 - Hinge front I/O door on rear side of compartment opening, in lieu of standard; customer is aware latch level will change on the door $ 525.00
Module Exterior Subtotal$ 64,250.00
Chassis Interior:
103.Aftermarket Vinyl Seats $ 1,375.00
104.Siren Speakers: Whelen SA 315 Speakers $ incl
105.Tap-2 on Primary Siren $ incl
106.Siren Option: Whelen C9 Siren in Console $ incl
107.Mic 1 on passenger's side slot 2 $ incl
108.HAAS Alert System: HAAS Alert Responder to Vehicle - 3 Year Sub $ incl 109.Slot 1: Extended MDT plate - no swivel, no fuel gauge $ 200.00 110.Slot 2: Single Slot Switch Panel $ incl
111.Slot 3: Siren 1 $ incl
112.Slot 4: Radio Plate: 7.5 L X 2.5 W opening dims Item ID 2398 $ incl 113.Slot 5: Radio Plate: 7.5 L X 2.5 W opening dims Item ID 2398 $ incl 114.Slot 6: Single Blank $ incl
115.COMP OPEN / DOOR OPEN Warning Buzzer $ 425.00
116.COMP OPEN / DOOR OPEN Red Warning Light on Other - details in UNOC notes$ 575.00 117.Kussmaul USB/USB-C Device at Console $ 400.00
118.Console Switch Layout : Primary - Secondary - Air Horn - Blank - Side Scene (Driver's Side) - Side Scene (Passenger's Side) - Rear Load - Interior Lights - Kussmaul USB/USB-C -
$ incl
119.New Armrest $ 400.00
120.Console Layout: 6-Slot Console $ incl
121.Floor in Front of Console: Gamber Johnson Heavy Dual Cup Holder $ 325.00 122.Chassis Rear Wall: 2 High Glove Box Holder $ 325.00 123.Map Light: Light on passenger side $ 400.00
124.EXCEPTION TO STANDARD: Standards Compliant Anti-Theft Requirement $ incl
Declined: Customer understands that an anti-theft device is required for a certified unit. Customer has approved waiving this option and understands that not meeting these requirements will result in the unit being compliant 'With Exception.' 125.UNOC #643 - Furnish and install Newmar intercom system:
- (1) handset on chassis rear wall, on P/S of glove box holder - (1) handset on O2 stainless, 3" from the edge, above action wall countertop $ 800.00
126.UNOC #1142 - Revised single slot switch panel layout: Primary - Secondary - Air Horn - Front Scene - Side Scene (D/S) - Side Scene (P/S) - Rear Load - Interior - Kussmaul USB/USB-C
$ incl
Chassis Interior Subtotal$ 5,225.00
Module Interior:
127.Protek Cushions $ incl
128.Gunmetal Grey Interior $ incl
129.Stainless Steel Countertops $ incl
130.Stainless Steel Grab Rails $ incl
131.EXCEPTION TO STANDARD: Standards Compliant Fire Extinguisher Requirement Declined. Two fire extinguishers mounted on crash compliant brackets in the Driver's Compartment or vicinity and the Patient Compartment are required for certified units.
Customer has approved waiving this option and understands that not meeting these requirements will result in the unit being Compliant With Exception. $ incl
132.Front I/O with Cargo Netting $ 725.00
133.Quad Outlet in the Front I/O $ incl
134.EXCEPTION TO STANDARD: Standards Compliant Module Heater Declined.
Customer understands the benefits of the auxiliary patient compartment heater, and that it is a required feature to meet heating requirements in certain weather conditions.
Customer has approved waiving this option and understands that not meeting these requirements will result in the unit being Compliant With Exception. $ incl
135.Duplex Outlet on the Front Wall $ incl
136.Quad Outlet in the Front Corner Area $ 325.00
137.Netting at the Front Corner Area $ incl
138.Location 1: 4 Switch w/Thermostat $ incl
139.Location 2: Double O2 Outlet $ incl
140.Location 3: Dual USB receptacles $ 400.00
141.Location 4: Blank $ incl
142.Location 6: Blank $ incl
143.Location 7: Blank $ incl
144.Location 8: Quad 120 VAC $ incl
145.Location 9: Suction $ incl
146.Action Wall Switch Layout : Interior Lights; Dimmer; Ventilation Fan; Blank; $ incl 147.Sharps Container at Action Wall $ incl
148.New Action Wall Acrylic Holder $ incl
149.Single CPR Seat $ incl
150.6pt Harness and Forward Barrier with New Protek Cushions at the CPR Seat $ 1,300.00 151.Acrylic Holder Aft CPR Seat $ incl
152.Rear Door Switch Layout : Blank; Blank; Dump/Bypass (Suspension); Rear Load; $ incl 153.New Protek Cushions at Squad Bench $ incl
154.Two Seating Positions at the Squad Bench - 1 and 3 $ incl 155.Harness Type for Seat Position 1: 6pt Harness $ 875.00 156.Harness Type for Seat Position 3: 6pt Harness $ 875.00 157.Double Squad Bench Cabinet $ 1,050.00
158.New Glove Box & Handrail at the Head of the Squad Bench $ 550.00 159.Trashcan With Lid at the Head of the Squad Bench $ incl 160.O2 Outlet at the Squad Bench Wall $ incl
161.IV Hanger on Ceiling Raceway $ incl
162.Driver Side Stainless Steel Ceiling Grab Rail for 12' Unit $ incl 163.IV Hanger on Squad Bench Ceiling $ incl
164.In-Module Camera at the Rear Position $ 950.00
165.Rear Headknocker Options: No Clocks or Speakers $ incl 166.Stryker cot tower only ( no antler and bar ) $ incl 167.Frazer Provided Stryker Floor Track and Power Harness Only (for Power-LOAD) - Gen 2
$ 4,025.00
168.Loncoin II Onyx Floor $ incl
169.Laydown O2 Cabinet $ incl
170.Captain's Chair Type: Standard Captain's Chair with 4pt. Harness $ incl Module Interior Subtotal$ 11,075.00
Last edited by dbutts on July 16 2026
Email this quote along with your PO
to Herbert Brady at [email protected]
Remit To:
Frazer, LTD
7219 Rampart St.
Houston, Texas 77081
USA
Standard Terms and Conditions
INVOICING AND PAYMENT TERMS: Vendor shall submit one (1) original invoice per payment due. The invoice(s) shall include the items listed in accordance with the quote mentioned in the Sale Agreement with reference to the Customer’s Purchase Order Number.
If the Sale Agreement provides for any progress (or advance) payments based on specific milestones or activities, Vendor’s invoice shall certify to the accomplishment or performance by Vendor of said milestone or activity, and that Customer has obtained a security interest in such Products to the extent of such payment.
Payment shall be due upon receipt of the invoice and delivery of the unit to the Customer unless previously negotiated.
CANCELLATION POLICY: Cancellation of orders must be submitted in writing to [email protected] at least 180 days before the projected production completion date. Failure to adhere to this timeline may result in the application of a cancellation fee amounting to 25% of the total purchase order price.
CHASSIS PAYMENT CONSIDERATION: Please note that payment for the chassis may have been issued prior to the 180-day cancellation window. Therefore, cancellation requests or refunds pertaining to the chassis will be at the discretion of the respective dealerships.
DELIVERY TERMS: The products listed in the estimate are to be delivered Free On Board (FOB) Destination to Houston,TX. Customer representative(s) will pick up the unit at upfitter location, 7219 Rampart St., Houston, TX 77081 and transport it to their final destination at customer expense unless otherwise specified in the Vendor quote.
TERMINATION FOR CAUSE: Customer may terminate this Sale Agreement and any corresponding Purchase Order, or any part thereof, for cause including, but not limited to the following Vendor actions: (1) any default or breach of any of the terms and conditions of the Sale Agreement, (2) failure to provide Customer, upon request, a reasonable assurance of future performance, or (3) bankruptcy, dissolution, or suspension of payments by judicial decree. If Vendor does not cure such failure within a period of five (5) days or such a longer period as Customer may authorize in writing after the date such notice is sent to Vendor, then termination may proceed.
Vendor may also terminate this Sale Agreement and any corresponding Purchase Order for cause, and Vendor will not be in breach of same, in the event any supplier to Vendor fails to deliver Products and/or component parts in a timely fashion and Vendor cannot make alternate accommodations in order to comply with the Parties’ agreed upon completion and delivery dates.
CHANGE ORDERS: Vendor has the right to modify the Purchase Order requirements and conditions as needed and will advise Customer in writing of such requested changes. Vendor shall not proceed with any changes without Customer’s written authorization. Any request by Customer to change the terms or conditions of the Purchase Order, including product specifications, options, and price, must be made in advance of the production job order release. Any changes made after the release of the production job order will incur a $350 fee per change order made in a 24 hour period and will be included on a secondary invoice. Vendor reserves the right to refuse changes requested by the Customer.
MARKET VOLATILITY AND FEATURE AVAILABILITY: Frazer strives to maintain transparency and proactive communication with its customers. Due to market volatility, supply chain disruptions, or other unforeseen circumstances, certain options, brand names, materials, or features may become unavailable during the production process. In such instances, Frazer will notify the customer promptly and work collaboratively to identify and implement suitable alternatives that uphold the functionality, quality, and design standards of the product. Frazer appreciates the customer’s understanding as it navigates these challenges and remains committed to delivering products that meet or exceed customer expectations.
IMPORT DUTIES AND TARIFF DISCLAIMER: The pricing provided in this estimate is based on current market conditions as of the date of issuance and does not account for potential import duties, tariffs, or other
fees that may be imposed on goods imported from non-U.S. countries. Should such charges come into effect prior to the fulfillment of the order, these additional costs may be reflected in the final pricing. Frazer will provide timely notice of any such changes, including a detailed explanation of the impact, and will work in good faith with the customer to minimize any adverse effects. Frazer values its relationship with the customer and encourages open communication to address any questions or concerns that may arise.
PROPRIETARY INFORMATION, CONFIDENTIALITY AND ADVERTISING: All commercial, financial or technical information in any form that Vendor provides to Customer shall be deemed proprietary and confidential and Customer shall not disclose such information to third parties without Vendor’s written consent. Termination of the Sale Agreement shall not relieve Customer of this confidentiality obligation. Upon Vendor’s request, Customer shall return all confidential information to Vendor along with any reproductions, in whole or in part. The confidentiality obligation does not apply to information that is in the public domain through no fault of Customer or to information lawfully within Customer’s possession prior to the date of the Purchase Order, as evidenced by Customer’s written records.
INDEMNIFICATION: Customer shall fully release, indemnify, defend and hold harmless Vendor, its co- venturers, its contractors, and their respective affiliates, and Vendor’s and their respective directors, officers and employees (including agency personnel) (“Vendor Group”) from and against any and all claims arising out of the Customer’s purchase, use, sale or incorporation of any Products purchased from Vendor into Customer’s products or equipment wherein it is claimed or alleged that Vendor’s Products are defective or violate any warranty, standard of care, industry standard or governmental regulation or term or condition of any Purchase Order without regard to any allegation of negligence on the part of the Vendor Group as it pertains to Vendor’s Products.
Vendor shall fully release, indemnify, defend and hold harmless Customer, its co-venturers, its contractors, and their respective affiliates, and the Customer’s and their respective directors, officers and employees (including agency personnel) (“Customer Group”) from and against any and all claims arising out of the Customer’s purchase, use, sale or incorporation of any Products purchased from Vendor into Customer’s products or equipment wherein it is claimed or alleged that Vendor’s Products are defective or violate any warranty, standard of care, industry standard or governmental regulation or term or condition of any Purchase Order without regard to any allegation of negligence on the part of the Customer Group as it pertains to Vendor’s Products.
Customer Initials: _________
LIMITATIONS ON DAMAGES: In the event of any dispute, disagreement or breach alleged by Customer on the part of Vendor, Customer’s exclusive and sole remedy shall be repair or replacement, if practical, of the module, or component part, by Vendor. If Vendor is not able to effectuate a repair, replacement, or cure that brings the module, or component part, into compliance with the Parties’ agreement, then Vendor shall refund the sale price to Customer. In no event shall Vendor be liable to Customer, or to any third-party acting through Customer, for any additional, consequential or punitive damages, or damages for lost sales, revenue or profits claimed by Customer or any third-party acting through Customer.
FORCE MAJEURE: A force majeure delay shall mean any delay or other unforeseeable causes beyond the reasonable control of the party affected, provided that any such delay is not caused, in whole or in part, by the acts or omissions of the party so delayed and further provided that such party is unable to make up for such delay with reasonable diligence and speed. If any such cause delays Vendor’s performance, the delivery date or time for completion may be extended by a period of time reasonably necessary to overcome the effect of such delay; however, Vendor shall take all reasonable measures to mitigate the effects of the force majeure event and to minimize such delay. A party affected by a force majeure event shall notify the other party of such force majeure event within forty-eight (48) hours of its knowledge of such event for the event to be considered a bona fide force majeure event.
TITLE AND RISK OF LOSS: Title to the Products shall transfer to Customer upon receipt of Products by Customer or its agent unless otherwise stated in the Sale Agreement. Notwithstanding the above, risk of loss of the Products shall remain with Vendor until delivered to Customer.
WAIVER: Vendor’s failure to exercise or enforce any right in the Purchase Order, or any other right or privilege under law, or Vendor’s waiver of any breach by Customer shall not constitute a waiver or modification of any terms, conditions, privileges or rights whether of the same or similar type, unless Vendor gives such waiver in writing.
LIENS: Vendor waives and relinquishes all existing and future liens and claims (statutory or otherwise) for the Products specified in the Purchase Order, and warrants that the Products will be free and clear of all liens, claims or encumbrances of any kind.
INSPECTION, REVIEW AND WITNESSING: Customer and/or the ultimate owner of the Products have the right to inspect and attend testing of the Products at Vendor’s premises (or its supplier’s or subcontractor’s premises) with reasonable advance notice. If any inspection is made on the premises of Vendor or its supplier, Vendor, without additional charge, shall provide all reasonable facilities and assistance for the safety and convenience of the inspectors in the performance of their duties.
APPLICABLE LAW AND VENUE: The Sale Agreement shall be governed and interpreted in accordance with the laws of the State of Texas, without reference to any principle of conflict of laws. Customer and Vendor expressly exclude the application of the Convention on International Sale of Goods to the Sale Agreement.
Venue for all judicial, administrative, or regulatory proceedings shall be Houston, Harris County, Texas.
OWNERSHIP OF DOCUMENTS: Title to all drawings, specifications, calculations, technical data and other documents that Customer submits in accordance with the Purchase Order shall vest with Vendor. Vendor shall have the right to use such documents for any purpose pertaining to the manufacture, assembly, and delivery of the Products.
Title to all drawings, specifications, calculations, technical data, and other documents that Vendor submits to the Customer shall vest with the Customer. Customer shall have the right to use such documents for any purpose pertaining to the installation, operation, and maintenance of the Products.
INSURANCE: Vendor shall comply with the project insurance requirements for which the Products are being provided. Customer shall provide specific reasonable levels required as soon as such levels are available, which shall not exceed $1,000,000 for any non-statutory category other than excess liability umbrella, which shall not exceed $4,000,000. When requested by Customer, Vendor shall provide certificates of insurance as proof of same.
SURVIVAL: The provisions of the following Paragraphs of these Terms and Conditions shall survive any cancellation or termination of the Purchase Order: (Proprietary Information, Confidentiality and Advertising), (Indemnification), (Liens), and (Applicable Law and Venue).
H-GAC Houston-Galveston Area Council
P.O. Box 22777 · 3555 Timmons · Houston, Texas 77227-2777 Cooperative Agreement - Contract - Frazer, Ltd. - Public Services - ID: 11104
MASTER GENERAL PROVISIONS
This Master Agreement is made and entered into, by and between the Houston-Galveston Area Council hereinafter referred to as H-GAC having its principal place of business at 3555 Timmons Lane, Suite 120, Houston, Texas 77027 and Frazer, Ltd., hereinafter referred to as the Contractor, having its principal place of business at 7219 Rampart Street, Houston, TX 77081.
WITNESSETH:
WHEREAS, H-GAC hereby engages the Contractor to perform certain services in accordance with the specifications of the Master Agreement; and
WHEREAS, the Contractor has agreed to perform such services in accordance with the specifications of the Master Agreement;
NOW, THEREFORE, H-GAC and the Contractor do hereby agree as follows:
ARTICLE 1: LEGAL AUTHORITY
The Contractor warrants and assures H-GAC that it possesses adequate legal authority to enter into this Master Agreement. The Contractor's governing body, where applicable, has authorized the signatory official(s) to enter into this Master Agreement and bind the Contractor to the terms of this Master Agreement and any subsequent amendments hereto.
ARTICLE 2: APPLICABLE LAWS
The Contractor agrees to conduct all activities under this Master Agreement in accordance with all federal laws, executive orders, policies, procedures, applicable rules, regulations, directives, standards, ordinances, and laws, in effect or promulgated during the term of this Master Agreement, including without limitation, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Contractor shall furnish H-GAC with satisfactory proof of its compliance therewith.
ARTICLE 3: PUBLIC INFORMATION
Except as stated below, all materials submitted to H-GAC, including any attachments, appendices, or other information submitted as a part of a submission or Master Agreement, are considered public information, and become the property of H-GAC upon submission and may be reprinted, published, or distributed in any manner by H-GAC according to open records laws, requirements of the US Department of Labor and the State of Texas, and H-GAC policies and procedures. In the event the Contractor wishes to claim portions of the response are not subject to the Texas Public Information Act, it shall so; however, the determination of the Texas Attorney General as to whether such information must be disclosed upon a public request shall be binding on the Contractor. H-GAC will request such a determination only if Contractor bears all costs for preparation of the submission. H-GAC is not responsible for the return of creative examples of work submitted. H-GAC will not be held accountable if material from submissions is obtained without the written consent of the contractor by parties other than H-GAC, at any time during the evaluation process.
ARTICLE 4: INDEPENDENT CONTRACTOR
The execution of this Master Agreement and the rendering of services prescribed by this Master Agreement do not change the independent status of H-GAC or the Contractor. No provision of this Master Agreement or act of H- GAC in performance of the Master Agreement shall be construed as making the Contractor the agent, servant, or employee of H-GAC, the State of Texas, or the United States Government. Employees of the Contractor are
subject to the exclusive control and supervision of the Contractor. The Contractor is solely responsible for employee related disputes and discrepancies, including employee payrolls and any claims arising therefrom.
ARTICLE 5: ANTI-COMPETITIVE BEHAVIOR
Contractor will not collude, in any manner, or engage in any practice which may restrict or eliminate competition or otherwise restrain trade.
ARTICLE 6: SUSPENSION AND DEBARMENT
Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award (2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1966 Comp. p. 189) and 12689 (3 CFR Part 1989 Comp. p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
Pursuant to the Federal Rule above, Respondent certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas and at all times during the term of the Contract neither it nor its principals will be debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas Respondent shall immediately provide the written notice to H-GAC if at any time the Respondent learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances. H-GAC may rely upon a certification of the Respondent that the Respondent is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract, unless the H-GAC knows the certification is erroneous.
ARTICLE 7: GOAL FOR CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS (if subcontracts are to be let) H-GAC’s goal is to assure that small and minority businesses, women's business enterprises, and labor surplus area firms are used when possible in providing services under a contract. In accordance with federal procurements requirements of 2 CFR §200.321, if subcontracts are to be let, the prime contractor must take the affirmative steps listed below:
1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
2. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller task or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises;
5. Using the services and assistance as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.
6. Nothing in this provision will be construed to require the utilization of any firm that is either unqualified or unavailable. The Small Business Administration (SBA) is the primary reference and database for information on requirements related to Federal Subcontracting https://www.sba.gov/federal-contracting/contracting-guide/prime- subcontracting
NOTE: The term DBE as used in this solicitation is understood to encompass all programs/business enterprises such as: Small Disadvantaged Business (SDB), Historically Underutilized Business (HUB), Minority Owned Business Enterprise (MBE), Women Owned Business Enterprise (WBE) and Disabled Veteran Business Enterprise (DVBE) or other designation as issued by a certifying agency.
Contractor agrees to work with and assist HGACBuy customer in meeting any DBE targets and goals, as may be required by any rules, processes, or programs they might have in place. Assistance may include compliance with reporting requirements, provision of documentation, consideration of Certified/Listed subcontractors, provision of documented evidence that an active participatory role for a DBE entity was
considered in a procurement transaction, etc.
ARTICLE 8: SCOPE OF SERVICES
The services to be performed by the Contractor are outlined in an Attachment to this Master Agreement.
ARTICLE 9: PERFORMANCE PERIOD
This Master Agreement shall be performed during the period which begins Oct 01 2023 and ends Sep 30 2027. All services under this Master Agreement must be rendered within this performance period, unless directly specified under a written change or extension provisioned under Article 21, which shall be fully executed by both parties to this Master Agreement.
ARTICLE 10: PAYMENT OR FUNDING
Payment provisions under this Master Agreement are outlined in the Special Provisions. H-GAC will not pay for any expenses incurred prior to the execution date of a contract, or any expenses incurred after the termination date of the contract.
ARTICLE 11: PAYMENT FOR WORK
The H-GAC Customer is responsible for making payment to the Contractor upon delivery and acceptance of the goods or completion of the services and submission of the subsequent invoice.
ARTICLE 12: PAYMENT TERMS/PRE-PAYMENT/QUANTITY DISCOUNTS If discounts for accelerated payment, pre-payment, progress payment, or quantity discounts are offered, they must be clearly indicated in the Contractor’s submission prior to contract award. The applicability or acceptance of these terms is at the discretion of the Customer.
ARTICLE 13: REPORTING REQUIREMENTS
If the Contractor fails to submit to H-GAC in a timely and satisfactory manner any report required by this Master Agreement, or otherwise fails to satisfactorily render performances hereunder, H-GAC may terminate this Master Agreement with notice as identified in Article 29 of these General Provisions. H-GAC has final determination of the adequacy of performance and reporting by Contractor. Termination of this Master Agreement for failure to perform may affect Contractor’s ability to participate in future opportunities with H-GAC. The Contractor's failure to timely submit any report may also be considered cause for termination of this Master Agreement. Any additional reporting requirements shall be set forth in the Special Provisions of this Master Agreement.
ARTICLE 14: INSURANCE
Contractor shall maintain insurance coverage for work performed or services rendered under this Master Agreement as outlined and defined in the attached Special Provisions.
ARTICLE 15: SUBCONTRACTS AND ASSIGNMENTS
Except as may be set forth in the Special Provisions, the Contractor agrees not to assign, transfer, convey, sublet, or otherwise dispose of this Master Agreement or any right, title, obligation, or interest it may have therein to any third party without prior written approval of H-GAC. The Contractor acknowledges that H-GAC is not liable to any subcontractor or assignee of the Contractor. The Contractor shall ensure that the performance rendered under all subcontracts shall result in compliance with all the terms and provisions of this Master Agreement as if the performance rendered was rendered by the Contractor. Contractor shall give all required notices, and comply with all laws and regulations applicable to furnishing and performance of the work. Except where otherwise expressly required by applicable law or regulation, H-GAC shall not be responsible for monitoring Contractor's compliance, or that of Contractor’s subcontractors, with any laws or regulations.
ARTICLE 16: AUDIT
Notwithstanding any other audit requirement, H-GAC reserves the right to conduct or cause to be conducted an independent audit of any transaction under this Master Agreement, such audit may be performed by the H-GAC local government audit staff, a certified public accountant firm, or other auditors designated by H-GAC and will be
conducted in accordance with applicable professional standards and practices. The Contractor understands and agrees that the Contractor shall be liable to the H-GAC for any findings that result in monetary obligations to H- GAC.
ARTICLE 17: TAX EXEMPT STATUS
H-GAC and Customer members are either units of government or qualified non-profit agencies, and are generally exempt from Federal and State sales, excise or use taxes. Respondent must not include taxes in its Response. It is the responsibility of Contractor to determine the applicability of any taxes to an order and act accordingly.
Exemption certificates will be provided upon request.
ARTICLE 18: EXAMINATION OF RECORDS
The Contractor shall maintain during the course of the work complete and accurate records of all of the Contractor's costs and documentation of items which are chargeable to H-GAC under this Master Agreement. H- GAC, through its staff or designated public accounting firm, the State of Texas, and United States Government, shall have the right at any reasonable time to inspect, copy and audit those records on or off the premises by authorized representatives of its own or any public accounting firm selected by H-GAC. The right of access to records is not limited to the required retention period, but shall last as long as the records are retained. Failure to provide access to records may be cause for termination of the Master Agreement. The records to be thus maintained and retained by the Contractor shall include (without limitation): (1) personnel and payroll records, including social security numbers and labor classifications, accounting for total time distribution of the Contractor's employees working full or part time on the work, as well as cancelled payroll checks, signed receipts for payroll payments in cash, or other evidence of disbursement of payroll payments; (2) invoices for purchases, receiving and issuing documents, and all other unit inventory records for the Contractor's stocks or capital items; and (3) paid invoices and cancelled checks for materials purchased and for subcontractors' and any other third parties' charges.
Contractor agrees that H-GAC will have the right, with reasonable notice, to inspect its records pertaining to purchase orders processed and the accuracy of the fees payable to H-GAC. The Contractor further agrees that the examination of records outlined in this article shall be included in all subcontractor or third-party Master Agreements.
ARTICLE 19: RETENTION OF RECORDS
The Contractor and its subcontractors shall maintain all records pertinent to this Master Agreement, and all other financial, statistical, property, participant records, and supporting documentation for a period of no less than seven (7) years from the later of the date of acceptance of the final payment or until all audit findings have been resolved.
If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the retention period, the records shall be retained until completion of the action and resolution of all issues which arise from it, or until the end of the seven (7) years, whichever is later, and until any outstanding litigation, audit, or claim has been fully resolved.
ARTICLE 20: DISTRIBUTORS, VENDORS, RESELLERS
Contractor agrees and acknowledges that any such designations of distributors, vendors, resellers or the like are for the convenience of the Contractor only and the awarded Contractor will remain responsible and liable for all obligations under the Contract and the performance of any designated distributor, vendor, reseller, etc. Contractor is also responsible for receiving and processing any Customer purchase order in accordance with the Contract and forwarding of the Purchase Order to the designated distributor, vendor, reseller, etc. to complete the sale or service.
H-GAC reserves the right to reject any entity acting on the Contractor’s behalf or refuse to add entities after a contract is awarded.
ARTICLE 21: CHANGE ORDERS AND AMENDMENTS
A. Any alterations, additions, or deletions to the terms of this Master Agreement, which are required by changes in federal or state law or by regulations, are automatically incorporated without written amendment hereto, and shall become effective on the date designated by such law or by regulation.
B. To ensure the legal and effective performance of this Master Agreement, both parties agree that any amendment that affects the performance under this Master Agreement must be mutually agreed upon and that all such amendments must be in writing. After a period of no less than 30 days subsequent to written notice, unless sooner implementation is required by law, such amendments shall have the effect of qualifying the terms of this Master Agreement and shall be binding upon the parties as if written herein.
C. Customers have the right to issue a change order to any purchase orders issued to the Contractor for the purposes of clarification or inclusion of additional specifications, qualifications, conditions, etc. The change order must be in writing and agreed upon by Contractor and the Customer agency prior to issuance of any Change Order. A copy of the Change Order must be provided by the Contractor to, and acknowledged by, H-GAC.
ARTICLE 22: CONTRACT ITEM CHANGES
A. If a manufacturer discontinues a contracted item, that item will automatically be considered deleted from the contract with no penalty to Contractor. However, H-GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item, or take any other action deemed by H-GAC, at its sole discretion, to be in the best interests of its Customers.
B. If a manufacturer makes any kind of change in a contracted item which affects the contract price, Contractor must advise H-GAC of the details. H-GAC may allow or reject the change at its sole discretion.
If the change is rejected, H-GAC will remove the item from its program and there will be no penalty to Contractor. However, H- GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item, or take any other action deemed by H-GAC, at its sole discretion, to be in the best interests of its Customers.
C. If a manufacturer makes any change in a contracted item which does not affect the contract price, Contractor shall advise H-GAC of the details. If the 'new' item is equal to or better than the originally contracted item, the 'new' item shall be approved as a replacement. If the change is rejected H-GAC will remove the item from its program and there will be no penalty to Contractor. However, H-GAC may at its sole discretion elect to make a contract award to the next lowest Respondent for the item or may take any other action deemed by H-GAC at its sole discretion, to be in the best interests of its Customers.
D. In the case of specifically identified catalogs or price sheets which have been contracted as base bid items or as published options, routine published changes to products and pricing will be automatically incorporated into the contract. However, Contractor must still provide written notice and an explanation of the changes to products and pricing. H-GAC will respond with written approval.
ARTICLE 23: CONTRACT PRICE ADJUSTMENTS
Price Decreases
If Contractor’s Direct Cost decreases at any time during the full term of this award, Contractor must immediately pass the decrease on to H-GAC and lower its prices by the amount of the decrease in Direct Cost. (Direct Cost means Contractor’s cost from the manufacturer of any item or if Contractor is the manufacturer, the cost of raw materials required to manufacture the item, plus costs of transportation from manufacturer to Contractor and Contractor to H-GAC. Contractor must notify H-GAC of price decreases in the same way as for price increases set out below. The price decrease shall become effective upon H-GAC’s receipt of Contractor’s notice. If Contractor routinely offers discounted contract pricing, H-GAC may request Contractor accept amended contract pricing equivalent to the routinely discounted pricing.
Price Increase
Contractors may request a price increase for items priced as Base Bid items and Published Options. The amount of any increase will not exceed actual documented increase in Contractor’s Direct Cost and will not exceed 10% of
the previous bid price. Considerations on the percentage limit will be given if the price increase is the result of increased tariff charges or other governmental actions, or other economic factors. Manufacturer price/contract changes involving the sale of motor vehicles will be considered and may be allowed during the entire contract period subject to submission and verification of the proper documentation required for a contract change as referenced in this section.
Price Changes
Any permanent increase or decrease in offered pricing for a base contract item or published option is considered a price change. Temporary increases in pricing by whatever name (e.g., ‘surcharge’, ‘adjustment’, ‘equalization charge’, ‘compliance charge’, ‘recovery charge’, etc.), are also considered to be price changes.
For published catalogs and price sheets as part of an H-GAC contract, requests to amend the contract to reflect any new published catalog or price sheet must be submitted whenever the manufacturer publishes a new document.
The request must include the new catalog or price sheet. All Products shall, at time of sale, be equipped as required under any then current applicable local, state, and federal government requirements. If, during any contract, changes are made to any government requirements which cause a manufacturer's costs of production to increase, Contractor may increase pricing to the extent of Contractor’s actual cost increase. The increase must be substantiated with support documentation acceptable to H-GAC prior to taking effect. Modifications to a Product required to comply with such requirements which become effective after the date of any sale are the responsibility of the Customer.
Requesting Price Increase/Required Documentation
Contractor must submit a written overview of changes requested and reasons for the request, stating the amount of the increase, along with an itemized list of any increased prices, showing the Contractor’s current price, revised price, the actual dollar difference and the percentage of the price increase by line item. Price change requests must be supported with substantive documentation (e.g., notices from suppliers and manufacturers of pricing changes in products, components, transportation, raw materials or commodities, and/or product availability, copies of invoices from suppliers, etc.) clearly showing that Contractor's actual costs have increased per the applicable line-item bid.
The Producer Price Index (PPI) may be used as partial justification, subject to approval by H-GAC, but no price increase based solely on an increase in the PPI will be allowed. This documentation should be submitted in Excel format to facilitate analysis and updating of the website. The letter and documentation must be sent to Lead Program Coordinator, [email protected].
Review/Approval of Requests
If H-GAC approves the price increase, Contractor will be notified in writing; no price increase will be effective until Contractor receives this notice. If H-GAC does not approve Contractor’s price increase, Contractor may terminate its performance upon sixty (60) days advance written notice to H-GAC, however Contractor must fulfill any outstanding Purchase Orders. Termination of performance is Contractor’s only remedy if H-GAC does not approve the price increase. H-GAC reserves the right to accept or reject any price change request.
ARTICLE 24: DELIVERIES AND SHIPPING TERMS
The Contractor agrees to make deliveries only upon receipt of authorized Customer Purchase Order acknowledged by H-GAC. Delivery made without such Purchase Order will be at Contractor’s risk and will leave H-GAC the option of canceling any contract awarded to the Contractor. The Contractor must secure and deliver any item within five (5) working days, or as agreed to on any corresponding customer Purchase Order.
Shipping must be Freight On Board Destination to the delivery location designated on the Customer purchase order. The Contractor will retain title and control of all goods until delivery is completed and the Customer has accepted the delivery. All risk of transportation and all related charges are the responsibility of the Contractor. The Customer will notify the Contractor and H-GAC promptly of any damaged goods and will assist the Contractor in arranging for inspection. The Contractor must file all claims for visible or concealed damage. Unless otherwise stated in the Master Agreement, deliveries must consist only of new and unused merchandise.
ARTICLE 25: RESTOCKING (EXCHANGES AND RETURNS)
There will be no restocking charge to the Customer for return or exchange of any item purchased under the terms of any award. If the Customer wishes to return items purchased under an awarded contract, the Contractor agrees
to exchange, these items for other items, with no additional charge incurred. Items must be returned to Contractor within thirty (30) days from date of delivery. If there is a difference in price in the items exchanged, the Contractor must notify H-GAC and invoice Customer for increase price or provide the Customer with a credit or refund for any decrease in price per Customer’s preference. On items returned, a credit or cash refund will be issued by the Contractor to Customer. This return and exchange option will extend for thirty (30) days following the expiration of the term of the Contract. All items returned by the Customer must be unused and in the same merchantable condition as when received. Items that are special ordered may be returned only upon approval of the Contractor.
ARTICLE 26: MANUALS
Each product delivered under contract to any Customer must be delivered with at least one (1) copy of a safety and operating manual and any other technical or maintenance manual. The cost of the manual(s) must be included in the price for the Product offered.
ARTICLE 27: OUT OF STOCK, PRODUCT RECALLS, AND DISCONTINUED PRODUCTS H-GAC does NOT purchase the products sold pursuant to a Solicitation or Master Agreement. Contractor is responsible for ensuring that notices and mailings, such as Out of Stock or Discontinued Notices, Safety Alerts, Safety Recall Notices, and customer surveys, are sent directly to the Customer with a copy sent to H-GAC.
Customer will have the option of accepting any equivalent product or canceling the item from Customer’s Purchase Order. Contractor is not authorized to make substitutions without prior approval.
ARTICLE 28: WARRANTIES, SALES, AND SERVICE
Warranties must be the manufacturer's standard and inclusive of any other warranty requirements stated in the Master Agreement; any warranties offered by a dealer will be in addition to the manufacturer’s standard warranty and will not be a substitute for such. Pricing for any product must be inclusive of the standard warranty.
Contractor is responsible for the execution and effectiveness of all product warranty requests and any claims, Contractor agrees to respond directly to correct warranty claims and to ensure reconciliation of warranty claims that have been assigned to a third party.
ARTICLE 29: TERMINATION PROCEDURES
The Contractor acknowledges that this Master Agreement may be terminated for Convenience or Default.
H-GAC will not pay for any expenses incurred after the termination date of the contract.
A. Convenience
H-GAC may terminate this Master Agreement at any time, in whole or in part, with or without cause, whenever H-GAC determines that for any reason such termination is in the best interest of H-GAC, by providing written notice by certified mail to the Contractor. Upon receipt of notice of termination, all services hereunder of the Contractor and its employees and subcontractors shall cease to the extent specified in the notice of termination.
The Contractor may cancel or terminate this Master Agreement upon submission of thirty (30) days written notice, presented to H-GAC via certified mail. The Contractor may not give notice of cancellation after it has received notice of default from H-GAC.
B. Default
H-GAC may, by written notice of default to the Contractor, terminate the whole or any part of the Master Agreement, in any one of the following circumstances:
(1) If the Contractor fails to perform the services herein specified within the time specified herein or any extension thereof; or
(2) If the Contractor fails to perform any of the other provisions of this Master Agreement for any reason whatsoever, or so fails to make progress or otherwise violates the Master Agreements that completion of services herein specified within the Master Agreement term is significantly endangered, and in either of these two instances does not cure such failure within a period of ten (10) days (or such longer period of time as may be authorized by H-GAC in writing) after receiving written notice by certified mail of default from H-GAC.
(3) In the event of such termination, Contractor will notify H-GAC of any outstanding Purchase Orders and H-GAC will consult with the End User and notify the Contractor to what extent the End User wishes the Contractor to complete the Purchase Order. If Contractor is unable to do so, Contractor may be subject to a claim for damages from H-GAC and/or the End User.
ARTICLE 30: SEVERABILITY
H-GAC and Contractor agree that should any provision of this Master Agreement be determined to be invalid or unenforceable, such determination shall not affect any other term of this Master Agreement, which shall continue in full force and effect.
ARTICLE 31: FORCE MAJEURE
To the extent that either party to this Master Agreement shall be wholly or partially prevented from the performance of any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God, or specific cause reasonably beyond the party's control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed. Determination of force majeure shall rest solely with H-GAC.
ARTICLE 32: CONFLICT OF INTEREST
No officer, member or employee of the Contractor or Contractors subcontractor, no member of the governing body of the Contractor, and no other public officials of the Contractor who exercise any functions or responsibilities in the review or Contractor approval of this Master Agreement, shall participate in any decision relating to this Master Agreement which affects his or her personal interest, or shall have any personal or pecuniary interest, direct or indirect, in this Master Agreement.
A. Conflict of Interest Questionnaire: Chapter 176 of the Texas Local Government Code requires contractors contracting or seeking to contract with H-GAC to file a conflict-of-interest questionnaire (CIQ) if they have an employment or other business relationship with an H-GAC officer or an officer’s close family member.
The required questionnaire and instructions are located on the H-GAC website or at the Texas Ethics Commission website https://www.ethics.state.tx.us/forms/CIQ.pdf. H-GAC officers include its Board of Directors and Executive Director, who are listed on this website. Respondent must complete and file a CIQ with the Texas Ethics Commission if an employment or business relationship with H-GAC office or an officer’s close family member as defined in the law exists.
B. Certificate of Interested Parties Form – Form 1295: As required by Section 2252.908 of the Texas Government Code. H-GAC will not enter a Contract with Contractor unless (i) the Contractor submits a disclosure of interested parties form to H-GAC at the time the Contractor submits the contract H-GAC, or (ii) the Contractor is exempt from such requirement. The required form and instructions are located at the Texas Ethics Commission website https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.
Respondents who are awarded a Contract must submit their Form 1295 with the signed Contract to H-GAC.
ARTICLE 33: FEDERAL COMPLIANCE
Contractor agrees to comply with all federal statutes relating to nondiscrimination, labor standards, and environmental compliance. With regards to “Rights to Inventions Made Under a Contract or Master Agreement,” If the Federal award meets the definition of “funding Master Agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding Master Agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Master Agreements,” and any implementing regulations issued by the awarding agency. Contractor agrees to be wholly compliant with the provisions of 2 CFR 200, Appendix II.
Additionally, for work to be performed under the Master Agreement or subcontract thereof, including procurement of materials or leases of equipment, Contractor shall notify each potential subcontractor or supplier of the Contractor's federal compliance obligations. These may include, but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b)
Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) the Fair Labor Standards Act of 1938 (29 USC 676 et. seq.), (d) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans with Disabilities Act of 1990; (e) the Age Discrimination in Employment Act of 1967 (29 USC 621 et. seq.) and the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92- 255), as amended, relating to nondiscrimination on the basis of drug abuse; (g) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (i) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (j) any other nondiscrimination provisions in any specific statute(s) applicable to any Federal funding for this Master Agreement; (k) the requirements of any other nondiscrimination statute(s) which may apply to this Master Agreement; (l) applicable provisions of the Clean Air Act (42 U.S.C. §7401 et seq.), the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251 et seq.), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations at 40 CPR Part 15; (m) applicable provisions of the Davis- Bacon Act (40 U.S.C. 276a - 276a- 7), the Copeland Act (40 U.S.C. 276c), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327- 332), as set forth in Department of Labor Regulations at 20 CPR 5.5a; (n) the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (P.L. 94-163).
ARTICLE 34: PROHIBITION ON CONTRACTING WITH ENTITIES USING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE EQUIPMENT (EFFECTIVE AUG. 13, 2020 AND AS AMENDED OCTOBER 26, 2020)
Pursuant to 2 CFR 200.216, Contractor shall not offer equipment, services, or system that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Covered telecommunications equipment or services means 1) telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); 2) for the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); 3) telecommunications or video surveillance services provided by such entities or using such equipment; or 4) telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. Respondent must comply with requirements for certifications. The provision at 48 C.F.R Section 52.204-26 requires that offerors review SAM prior to completing their required representations. This rule applies to all acquisitions, including acquisitions at or below the simplified acquisition threshold and to acquisitions of commercial items, including commercially available off the-shelf items.
ARTICLE 35: DOMESTIC PREFERENCE
In accordance with 2 CFR 200.322, as appropriate and to the extent consistent with law, when using federal grant award funds H-GAC should, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). H-GAC must include this requirement in all subawards including all contracts and purchase orders for work or products under the federal grant award. If Contractor intends to qualify for Purchase Orders using federal grant money, then it shall work with H-GAC to provide all required certifications and other documentation needed to show compliance.
ARTICLE 36: CRIMINAL PROVISIONS AND SANCTIONS
The Contractor agrees to perform the Master Agreement in conformance with safeguards against fraud and abuse as set forth by the H-GAC, the State of Texas, and the acts and regulations of any related state or federal agency.
The Contractor agrees to promptly notify H-GAC of any actual or suspected fraud, abuse, or other criminal activity
through the filing of a written report within twenty-four (24) hours of knowledge thereof. Contractor shall notify H-GAC of any accident or incident requiring medical attention arising from its activities under this Master Agreement within twenty-four (24) hours of such occurrence. Theft or willful damage to property on loan to the Contractor from H-GAC, if any, shall be reported to local law enforcement agencies and H-GAC within two (2) hours of discovery of any such act.
The Contractor further agrees to cooperate fully with H-GAC, local law enforcement agencies, the State of Texas, the Federal Bureau of Investigation, and any other duly authorized investigative unit, in carrying out a full investigation of all such incidents.
The Contractor shall notify H-GAC of the threat of lawsuit or of any actual suit filed against the Contractor pertaining to this Master Agreement or which would adversely affect the Contractor’s ability to perform services under this Master Agreement.
ARTICLE 37: INDEMNIFICATION AND RECOVERY
H-GAC’s liability under this Master Agreement, whether for breach of contract, warranty, negligence, strict liability, in tort or otherwise, is limited to its order processing charge. In no event will H-GAC be liable for any loss of use, loss of time, inconvenience, commercial loss, lost profits, or savings or other incidental, special or consequential damages to the full extent such use may be disclaimed by law. Contractor agrees, to the extent permitted by law, to defend and hold harmless H-GAC, its board members, officers, agents, officials, employees, and indemnities from any and all claims, costs, expenses (including reasonable attorney fees), actions, causes of action, judgements, and liens arising as a result of Contractor’s negligent act or omission under this Master Agreement. Contractor shall notify H-GAC of the threat of lawsuit or of any actual suit filed against Contractor relating to this Master Agreement.
ARTICLE 38: LIMITATION OF CONTRACTOR’S LIABILITY
Except as specified in any separate writing between the Contractor and an END USER, Contractor’s total liability under this Master Agreement, whether for breach of contract, warranty, negligence, strict liability, in tort or otherwise, but excluding its obligation to indemnify H-GAC, is limited to the price of the particular products/services sold hereunder, and Contractor agrees either to refund the purchase price or to repair or replace product(s) that are not as warranted. In no event will Contractor be liable for any loss of use, loss of time, inconvenience, commercial loss, loss of profits or savings or other incidental, special or consequential damages to the full extent such use may be disclaimed by law. Contractor understands and agrees that it shall be liable to repay and shall repay upon demand to END USER any amounts determined by H-GAC, its independent auditors, or any agency of State or Federal government to have been paid in violation of the terms of this Master Agreement.
ARTICLE 39: TITLES NOT RESTRICTIVE
The titles assigned to the various Articles of this Master Agreement are for convenience only. Titles shall not be considered restrictive of the subject matter of any Article, or part of this Master Agreement.
ARTICLE 40: JOINT WORK PRODUCT
This Master Agreement is the joint work product of H-GAC and the Contractor. This Master Agreement has been negotiated by H-GAC and the Contractor and their respective counsel and shall be fairly interpreted in accordance with its terms and, in the event of any ambiguities, no inferences shall be drawn against any party.
ARTICLE 41: PROCUREMENT OF RECOVERED MATERIAL
H-GAC and the Respondent must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include: (1) procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; (2) procuring solid waste management services in a manner that maximizes energy and resource recovery; and (3) establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. Pursuant to the Federal Rule above, as required by the Resource Conservation and Recovery Act of 1976 (42 U.S.C. § 6962(c)(3)(A)(i)), Respondent
certifies that the percentage of recovered materials content for EPA-designated items to be delivered or used in the performance of the Contract will be at least the amount required by the applicable contract specifications or other contractual requirements.
ARTICLE 42: COPELAND “ANTI-KICKBACK” ACT
Contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into the contract. The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as appropriate agency instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. A breach of the contract clauses above may be grounds for termination of the Contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12.
ARTICLE 43: DISCRIMINATION
Respondent and any potential subcontractors shall comply with all Federal statutes relating to nondiscrimination.
These include, but are not limited to:
a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of race, color, or national origin;
b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex;
c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps;
d) The Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101- 6107), which prohibits discrimination on the basis of age;
e) The Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse;
f) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism;
g) Sections 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§3601 et seq.), as amended, relating to nondiscrimination in the sale, rental, or financing of housing; i) Any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and
j) The requirements of any other nondiscrimination statute(s) that may apply to the application.
ARTICLE 44: DRUG FREE WORKPLACE
Contractor must provide a drug-free workplace in accordance with the Drug-Free Workplace Act, as applicable.
For the purposes of this Section, “drug-free” means a worksite at which employees are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance. H-GAC may request a copy of this policy.
ARTICLE 45: APPLICABILITY TO SUBCONTRACTORS
Respondent agrees that all contracts it awards pursuant to the contract awarded as a result of this Master Agreement will be bound by the foregoing terms and conditions.
ARTICLE 46: WARRANTY AND COPYRIGHT
Submissions must include all warranty information, including items covered, items excluded, duration, and renewability. Submissions must include proof of licensing if using third party code for programming.
ARTICLE 47: DATA HANDLING AND SECURITY
It will always be the responsibility of the selected Contractor to manage data transfer and to secure all data appropriately during the project to prevent unauthorized access to all data, products, and deliverables.
ARTICLE 48: DISPUTES
All disputes concerning questions of fact or of law arising under this Master Agreement, which are not addressed within the Whole Master Agreement as defined pursuant to Article 4 hereof, shall be decided by the Executive Director of H-GAC or his designee, who shall reduce his decision to writing and provide notice thereof to the Contractor. The decision of the Executive Director or his designee shall be final and conclusive unless, within thirty (30) days from the date of receipt of such notice, the Contractor requests a rehearing from the Executive Director of H-GAC. In connection with any rehearing under this Article, the Contractor shall be afforded an opportunity to be heard and offer evidence in support of its position. The decision of the Executive Director after any such rehearing shall be final and conclusive. The Contractor may, if it elects to do so, appeal the final and conclusive decision of the Executive Director to a court of competent jurisdiction. Pending final decision of a dispute hereunder, the Contractor shall proceed diligently with the performance of the Master Agreement and in accordance with H-GAC's final decision.
ARTICLE 49: CHOICE OF LAW: VENUE
This Master Agreement shall be governed by the laws of the State of Texas. Venue and jurisdiction of any suit or cause of action arising under or in connection with the Master Agreement shall lie exclusively in Harris County, Texas. Disputes between END USER and Contractor are to be resolved in accordance with the law and venue rules of the state of purchase. Contractor shall immediately notify H-GAC of such disputes.
ARTICLE 50: ORDER OF PRIORITY
In the case of any conflict between or within this Master Agreement, the following order of priority shall be utilized: 1) General Provisions, 2) Special Provisions, 3) Scope of Work, and 4) Other Attachments.
ARTICLE 51: WHOLE MASTER AGREEMENT
Please note, this is an H-GAC Master Agreement template and is used for all products and services offered in H-GAC Cooperative Purchasing. Any redlines to this Master Agreement may not be reviewed. If this Master Agreement has not been signed by the Contractor within 30 calendar days, this Master Agreement will be automatically voided. The Master General Provisions, Master Special Provisions, and Attachments, as provided herein, constitute the complete Master Agreement between the parties hereto, and supersede any and all oral and written Master Agreements between the parties relating to matters herein. Except as otherwise provided herein, this Master Agreement cannot be modified without written consent of the parties.
ARTICLE 52: UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT (SAM) In accordance with 2 CFR Title 2, Subtitle A, Chapter I, Part 25 as it applies to a Federal awarding agency's grants, cooperative agreements, loans, and other types of Federal financial assistance as defined in 2 CFR 25.406.
Contractor understands and as it relates to 2 CFR 25.205(a), a Federal awarding agency may not make a Federal award or financial modification to an existing Federal award to an applicant or recipient until the entity has complied with the requirements described in 2 CFR 25.200 to provide a valid unique entity identifier and maintain an active SAM registration (www.SAM.gov) with current information (other than any requirement that is not applicable because the entity is exempted under § 25.110). 2 CFR 25.200(b) requires that registration in the SAM prior to submitting an application or plan; and maintain an active SAM registration with current information, including information on a recipient's immediate and highest level owner and subsidiaries, as well as on all predecessors that have been awarded a Federal contract or grant within the last three years, if applicable, at all times during which it has an active Federal award or an application or plan under consideration by a Federal awarding agency; and provide its unique entity identifier in each application or plan it submits to the Federal awarding agency. To remain registered in the SAM database after the initial registration, the applicant is required to review and update its information in the SAM database on an annual basis from the date of initial registration or subsequent updates to ensure it is current, accurate and complete. At the time a Federal awarding agency is ready to make a Federal award, if the intended recipient has not complied with an applicable requirement to provide a unique entity identifier or maintain an active SAM registration with current information, the Federal awarding agency: (1) May determine that the applicant is not qualified to receive a Federal award; and (2) May use that determination as a basis for making a Federal award to another applicant.
ARTICLE 53: PROCUREMENT OF RECOVERED MATERIALS
In accordance with 2 CFR 200.323, the Houston-Galveston Area Council and the Contractor or Subrecipient must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include: (1) procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; (2) procuring solid waste management services in a manner that maximizes energy and resource recovery; and (3) establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. Pursuant to the Federal Rule above, as required by the Resource Conservation and Recovery Act of 1976 (42 U.S.C. § 6962(c)(3)(A)(i)), the Contractor or Subrecipient certifies that the percentage of recovered materials content for EPA-designated items to be delivered or used in the performance of the Agreement will be at least the amount required by the applicable contract specifications or other contractual requirements.
SIGNATURES:
H-GAC and the Contractor have read, agreed, and executed the whole Master Agreement as of the date first written above, as accepted by:
Frazer, Ltd.
Signature $docusign:SignHere::Customer1
Name Laura Griffin
Title CEO
Date $docusign:DateSigned::Customer1
H-GAC
Signature $docusign:SignHere::InternalSigner
Name Chuck Wemple
Title Executive Director
Date $docusign:DateSigned::InternalSigner
H-GAC Houston-Galveston Area Council
P.O. Box 22777 · 3555 Timmons · Houston, Texas 77227-2777 Cooperative Agreement - Contract - Frazer, Ltd. - Public Services - ID: 11104
MASTER SPECIAL PROVISIONS
Please note, this is an H-GAC Master Agreement template and is used for all products and services offered in H-GAC Cooperative Purchasing. Any redlines to this Master Agreement may not be reviewed.
Incorporated by attachment, as part of the whole Master Agreement, H-GAC and the Contractor do, hereby agree to the Master Special Provisions as follows:
ARTICLE 1: BIDS/PROPOSALS INCORPORATED
In addition to the whole Master Agreement, the following documents listed in order of priority are incorporated into the Master Agreement by reference: Bid/Proposal Specifications and Contractor’s Response to the Bid/Proposal.
ARTICLE 2: END USER MASTER AGREEMENTS (“EUA”)
H-GAC acknowledges that the END USER, which is the HGACBuy customer utilizing the contract (CUSTOMER and END USER may be used interchangeably) may choose to enter into an End User Master Agreement (EUA) with the Contractor through this Master Agreement. A CUSTOMER/END USER is a state agency, county, municipality, special district, or other political subdivision of a state, or a qualifying non-profit corporation (providing one or more governmental function or service that possess legal authority to enter into the Contract. The term of the EUA may exceed the term of the current H-GAC Master Agreement.
H-GAC’s acknowledgement is not an endorsement or approval of the End User Master Agreement’s terms and conditions. Contractor agrees not to offer, agree to or accept from the CUSTOMER/END USER, any terms or conditions that conflict with those in Contractor’s Master Agreement with H-GAC. Contractor affirms that termination of its Master Agreement with H-GAC for any reason shall not result in the termination of any underlying EUA, which shall in each instance, continue pursuant to the EUA’s stated terms and duration.
Pursuant to the terms of this Master Agreement, termination of this Master Agreement will disallow the Contractor from entering into any new EUA with CUSTOMER/END USER. Applicable H-GAC order processing charges will be due and payable to H-GAC on any EUAs, surviving termination of this Master Agreement between H-GAC and Contractor.
ARTICLE 3: MOST FAVORED CUSTOMER CLAUSE
Contractor shall provide its most favorable pricing and terms to H-GAC. If at any time during this Master Agreement, Contractor develops a regularly followed standard procedure of entering into Master Agreements with other governmental customers within the State of Texas, and offers the same or substantially the same products/services offered to H-GAC on a basis that provides prices, warranties, benefits, and or terms more favorable than those provided to H-GAC, Contractor shall notify H-GAC within ten (10) business days thereafter, and this Master Agreement shall be deemed to be automatically retroactively amended, to the effective date of Contractor’s most favorable past Master Agreement with another entity. Contractor shall provide the same prices, warranties, benefits, or terms to H-GAC and its CUSTOMER/END USER as provided in its most favorable past Master Agreement. H-GAC shall have the right and option at any time to decline to accept any such change, in which case the amendment shall be deemed null and void. If Contractor claims that a more favorable price, warranty, benefit, or term that was charged or offered to another entity during the term of this Master Agreement, does not constitute more favorable treatment, than Contractor shall, within ten (10) business days, notify H-GAC in writing, setting forth the detailed reasons Contractor believes the aforesaid
offer is not in fact most favored treatment. H-GAC, after due consideration of Contractor’s written explanation, may decline to accept such explanation and thereupon this Master Agreement between H-GAC and Contractor shall be automatically amended, effective retroactively, to the effective date of the most favored Master Agreement, to provide the same prices, warranties, benefits, or terms to H-GAC and the CUSTOMER/END USER.
EXCEPTION: This clause shall not be applicable to prices and price adjustments offered by a bidder, proposer, or contractor, which are not within bidder's/proposer’s control [example; a manufacturer's bid concession], or to any prices offered to the Federal Government and its agencies.
ARTICLE 4: PARTY LIABILITY
Contractor’s total liability under this Master Agreement, whether for breach of contract, warranty, negligence, strict liability, in tort or otherwise, is limited to the price of the particular products/services sold hereunder.
Contractor agrees either to refund the purchase price or to repair or replace product(s) that are not as warranted.
Contractor accepts liability to repay, and shall repay upon demand to CUSTOMER/END USER, any amounts determined by H-GAC, its independent auditors, or any state or federal agency, to have been paid in violation of the terms of this Master Agreement.
ARTICLE 5: GOVERNING LAW & VENUE
Contractor and H-GAC agree that Contractor will make every reasonable effort to resolve disputes with the CUSTOMER/END USER in accord with the law and venue rules of the state of purchase. Contractor shall immediately notify H-GAC of such disputes.
ARTICLE 6: SALES AND ORDER PROCESSING CHARGE
Contractor shall sell its products to CUSTOMER/END USER based on the pricing and terms of this Master Agreement. H-GAC will invoice Contractor for the applicable order processing charge when H-GAC receives notification of a CUSTOMER/END USER order. Contractor shall remit to H-GAC the full amount of the applicable order processing charge, after delivery of any product or service and subsequent CUSTOMER/END USER acceptance. Payment of the Order Processing Charge shall be remitted from Contractor to H-GAC, within thirty (30) calendar days or ten (10) business days after receipt of a CUSTOMER/END USER’s payment, whichever comes first, notwithstanding Contractor’s receipt of invoice. For sales made by Contractor based on this Master Agreement, including sales to entities without Interlocal Master Agreements, Contractor shall pay the applicable order processing charges to H-GAC. Further, Contractor agrees to encourage entities who are not members of H-GAC’s Cooperative Purchasing Program to execute an H-GAC Interlocal Master Agreement. H-GAC reserves the right to take appropriate actions including, but not limited to, Master Agreement termination if Contractor fails to promptly remit the appropriate order processing charge to H-GAC.
In no event shall H-GAC have any liability to Contractor for any goods or services a CUSTOMER/END USER procures from Contractor. At all times, Contractor shall remain liable to pay to H-GAC any order processing charges on any portion of the Master Agreement actually performed, and for which compensation was received by Contractor.
ARTICLE 7: LIQUIDATED DAMAGES
Contractor and H-GAC agree that Contractor shall cooperate with the CUSTOMER/END USER at the time a CUSTOMER/END USER purchase order is placed, to determine terms for any liquidated damages.
ARTICLE 8: INSURANCE
Unless otherwise stipulated in Section B of the Bid/Proposal Specifications, Contractor must have the following insurance and coverage minimums:
a. General liability insurance with a Single Occurrence limit of at least $1,000,000.00, and a General Aggregate limit of at least two times the Single Occurrence limit. b. Product liability insurance with a Single Occurrence limit of at least $1,000,000.00, and a General Aggregate limit of at least two times the Single Occurrence limit for all Products except Automotive Fire Apparatus. For Automotive Fire Apparatus, see Section B of the Bid/Proposal Specifications. c. Property Damage or Destruction insurance is required for coverage of End User owned equipment while in Contractor's possession, custody, or control. The minimum Single Occurrence limit is $500,000.00 and the General Aggregate limit must be at least two times the Single Occurrence limit. This insurance may be carried in several ways, e.g. under an Inland Marine policy, as art of Automobile coverage, or under a Garage Keepers policy. In any event, this coverage must be specifically and clearly listed on insurance certificate(s) submitted to H-GAC.
d. Insurance coverage shall be in effect for the length of any contract made pursuant to the Bid/Proposal, and for any extensions thereof, plus the number of days/months required to deliver any outstanding order after the close of the contract period.
e. Original Insurance Certificates must be furnished to H-GAC on request, showing Contractor as the insured and showing coverage and limits for the insurances listed above. f. If any Product(s) or Service(s) will be provided by parties other than Contractor, all such parties are required to carry the minimum insurance coverages specified herein, and if requested by H-GAC, a separate insurance certificate must be submitted for each such party. g. H-GAC reserves the right to contact insurance underwriters to confirm policy and certificate issuance and document accuracy.
ARTICLE 9: PERFORMANCE AND PAYMENT BONDS FOR INDIVIDUAL ORDERS H-GAC’s contractual requirements DO NOT include a Performance & Payment Bond (PPB); therefore, Contractor shall offer pricing that reflects this cost savings. Contractor shall remain prepared to offer a PPB to cover any order if so requested by the CUSTOMER/END USER. Contractor shall quote a price to CUSTOMER/END USER for provision of any requested PPB, and agrees to furnish the PPB within ten business (10) days of receipt of CUSTOMER/END USER's purchase order.
ARTICLE 10: ORDER PROCESSING CHARGE
H-GAC will apply an Order Processing Charge for each sale done through the H-GAC contract, with the exception of orders for motor vehicles. Any pricing submitted must include this charge amount per the most current H-GAC schedule. For motor vehicle orders, the Processing Charge is paid by the CUSTOMER/END USER. Contractor will need to refer to the solicitation for the Order Processing Charge.
ARTICLE 11: CHANGE OF STATUS
Contractor shall immediately notify H-GAC, in writing, of ANY change in ownership, control, dealership/franchisee status, Motor Vehicle license status, or name. Contractor shall offer written guidance to advise H-GAC if this Master Agreement shall be affected in any way by such change. H-GAC shall have the right to determine whether or not such change is acceptable, and to determine what action shall be warranted, up to and including cancellation of Master Agreement.
ARTICLE 12: REQUIREMENTS TO APPLICABLE PHYSICAL GOODS
In the case of physical goods (e.g. equipment, material, supplies, as opposed to services), all Products offered must comply with any applicable provisions of the Texas Business and Commerce Code, Title 1, Chapter 2 and with at least the following:
a. Be new, unused, and not refurbished.
b. Not be a prototype as the general design, operation, and performance. This requirement is NOT meant to preclude the Contractor from offering new models or configurations which incorporate improvements in a current design or add functionality, but in which new model or configuration may be new to the marketplace.
c. Include all accessories which may or may not be specifically mentioned in the Master Agreement, but which are normally furnished or necessary to make the Product ready for its intended use upon delivery.
Such accessories shall be assembled, installed, and adjusted to allow continuous operation of Product at time of delivery.
d. Have assemblies, sub-assemblies and component parts that are standard and interchangeable throughout the entire quantity of a Product as may be purchased simultaneously by any END USER/CUSTOMER. e. Be designed and constructed using current industry accepted engineering and safety practices, and materials.
f. Be available for inspection at any time prior to or after procurement.
ARTICLE 13: TEXAS MOTOR VEHICLE BOARD LICENSING
All Contractors that deal in motor vehicles shall maintain current licenses that are required by the Texas Motor Vehicle Commission Code. If at any time during this Master Agreement term, any required Contractor license is denied, revoked, or not renewed, Contractor shall be in default of this Master Agreement, unless the Texas Motor Vehicle Board issues a stay or waiver. Contractor shall promptly provide copies of all current applicable Texas Motor Vehicle Board documentation to H-GAC upon request.
ARTICLE 14: INSPECTION/TESTING
All Products sold pursuant to this Master Agreement will be subject to inspection/testing by or at the direction of H-GAC and/or the ordering CUSTOMER/END USER, either at the delivery destination or the place of manufacture. In the event a Product fails to meet or exceed all requirements of this Master Agreement, and unless otherwise agreed in advance, the cost of any inspection and/or testing, will be the responsibility of the Contractor.
ARTICLE 15: ADDITIONAL REPORTING REQUIREMENTS
Contractor agrees to submit written quarterly reports to H-GAC detailing all transactions during the previous three (3) month period. Reports must include, but are not limited, to the following information:
a. CUSTOMER/END USER Name
b. Product/Service purchased, including Product Code if applicable c. Customer Purchase Order Number
d. Purchase Order Date
e. Product/Service dollar amount
f. HGACBuy Order Processing Charge amount
ARTICLE 16: BACKGROUND CHECKS
Cooperative customers may request background checks on any awarded contractor’s employees who will have direct contact with students, or for any other reason they so choose, any may require contractor to pay the cost of obtaining any background information requested by the CUSTOMER/END USER.
ARTICLE 17: PROHIBITION ON CONTRACTS WITH COMPANIES BOYCOTTING ISRAEL
CERTIFICATION
As required by Chapter 2271 of the Texas Local Government Code the Contractor must verify that it 1) does not boycott Israel; and 2) will not boycott Israel during the term of the Contract. Pursuant to Section 2271.001, Texas Government Code:
1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and
2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.
ARTICLE 18: NO EXCLUDED NATION OR TERRORIST ORGANIZATION CERTIFICATION As required by Chapter 2252 of the Texas Government Code the Contractor must certify that it is not a company engaged in active business operations with Sudan, Iran, or a foreign terrorist organization – specifically, any company identified on a list prepared and maintained by the Texas Comptroller under Texas Government Code §§806.051, 807.051, or 2252.153. (A company that the U.S. Government affirmatively declares to be excluded from its federal sanctions regime relating to Sudan, Iran, or any federal sanctions regime relating to a foreign terrorist organization is not subject to the contract prohibition.)
ARTICLE 19: PROHIBITION ON CONTRACTING WITH ENTITIES USING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE EQUIPMENT (Effective Aug. 13, 2020 and as amended October 26, 2020)
Pursuant to 2 CFR 200.216, Contractor shall not offer equipment, services, or system that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. ‘‘Covered telecommunications equipment or services means 1) telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); 2) for the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); 3) telecommunications or video surveillance services provided by such entities or using such equipment; or 4) telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.
Contractor must comply with requirements for certifications. The provision at 48 C.F.R Section 52.204-26 requires that Contractors review SAM prior to completing their required representations. This rule applies to all acquisitions, including acquisitions at or below the simplified acquisition threshold and to acquisitions of commercial items, including commercially available off the-shelf items.
ARTICLE 20: BUY AMERICA ACT (National School Lunch Program and Breakfast Program) With respect to products purchased by CUSTOMER/END USER for use in the National School Lunch Program and/or National School Breakfast Program, Contractor shall comply with all federal procurement laws and regulations with respect to such programs, including the Buy American provisions set forth in 7 C.F.R. Part 210.21(d), to the extent applicable. Contractor agrees to provide all certifications required by CUSTOMER/END USER regarding such programs.
In the event Contractor or Contractor’s supplier(s) are unable or unwilling to certify compliance with the Buy American Provision, or the applicability of an exception to the Buy American provision, H-GAC CUSTOMER/END USER may decide not to purchase from Contractor. Additionally, H-GAC
CUSTOMER/END USER may require country of origin on all products and invoices submitted for payment by Contractor, and Contractor agrees to comply with any such requirement.
ARTICLE 21: BUY AMERICA REQUIREMENT (Applies only to Federally Funded Highway and Transit Projects)
With respect to products purchased by CUSTOMER/END USER for use in federally funded highway projects, Contractor shall comply with all federal procurement laws and regulations with respect to such projects, including the Buy American provisions set forth in 23 U.S.C. Section 313, 23 C.F.R. Section 635.410, as amended, and the Steel and Iron Preference provisions of Texas Transportation Code Section 223.045, to the extent applicable. Contractor agrees to provide all certifications required by CUSTOMER/END USER regarding such programs. With respect to products purchased by CUSTOMER/END USER for use in federally funded transit projects, Contractor shall comply with all federal procurement laws and regulations with respect to such projects, including the Buy American provisions set forth in 49 U.S.C. Section 5323(j)(1), 49 C.F.R.
Sections 661.6 or 661.12, to the extent applicable. Contractor agrees to provide all certifications required by CUSTOMER/END USER regarding such programs.
ARTICLE 22: DOMESTIC PREFERENCE
In accordance with 2 CFR 200.322, as appropriate and to the extent consistent with law, a CUSTOMER/END USER using federal grant award funds should, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The CUSTOMER/END USER must include this requirement in all subawards including all contracts and purchase orders for work or products under the federal grant award. If Contractor intends to qualify for Purchase Orders using federal grant money, they shall work with the CUSTOMER/END USER to provide all required certifications and other documentation needed to show compliance.
ARTICLE 23: TITLE VI REQUIREMENTS
H-GAC in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any disadvantaged business enterprises will be afforded full and fair opportunity to submit in response to this Master Agreement and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.
ARTICLE 24: EQUAL EMPLOYMENT OPPORTUNITY
Except as otherwise provided under 41 CFR Part 60, all Contracts and CUSTOMER/END USER Purchase Orders that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 shall be deemed to include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., pg.339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41CFR Part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”
The equal opportunity clause provided under 41 CFR 60-1.4(b) is hereby incorporated by reference. Contractor agrees that such provision applies to any contract that meets the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 and agrees that it will comply with such provision.
ARTICLE 25: CLEAN AIR AND WATER POLLUTION CONTROL ACT
CUSTOMER/END USER Purchase Orders using federal funds must contain a provision that requires the Contractor to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean
Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Pursuant to the Federal Rule above, Contractor certifies that it is in compliance with all applicable provisions of the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387) and will remain in compliance during the term of the Contract.
ARTICLE 26: PREVAILING WAGE
Contractor and any potential subcontractors have a duty to and shall pay the prevailing wage rate under the Davis-Bacon Act, 40 U.S.C. 276a – 276a-5, as amended, and the regulations adopted thereunder contained in 29 C.F.R. pt. 1 and 5.
ARTICLE 27: CONTRACT WORK HOURS AND SAFETY STANDARDS
As per the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708), where applicable, all CUSTOMER/END USER Purchase Orders in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer, on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
ARTICLE 28: PROFIT AS A SEPARATE ELEMENT OF PRICE
For purchases using federal funds more than the current Simplified Acquisition Threshold of $250,000, requires negotiation of profit as a separate element of the price. See, 2 CFR 200.324(b). Contractor agrees to provide information and negotiate regarding profit as a separate element of the price for the purchase. Contractor also agrees that the total price, including profit, charged by Contractor will not exceed the awarded pricing, including any applicable discount, under any awarded contract.
ARTICLE 29: BYRD ANTI-LOBBYING AMENDMENT
Byrd Anti-Lobbying Amendment (31U.S.C. 1352) – Contractors that apply or bid for an award exceeding $100,000 must file the required anti-lobbying certification. Each tier must certify to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier, up to the CUSTOMER/END USER. As applicable, Contractor agrees to file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 USC 1352). Contractor certifies that it is currently in compliance with all applicable provisions of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) and will continue to be in compliance throughout the term of the Contract and further certifies that:
1. No Federal appropriated funds have been paid or will be paid by or on behalf of the Contractor, 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 the awarding of a Federal contract, the making of a Federal Grant, the making of a Federal Loan, the entering into a cooperative Master Agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative Master 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 a Member of Congress in connection with a Federal contract, grant, loan, or cooperative Master Agreement, Contractor shall complete and submit Standard Form – LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.
3. Contractor 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 Master Agreements) and that all subcontractors shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certificate 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.
ARTICLE 30: COMPLIANCE WITH EPA REGULATIONS APPLICABLE TO GRANTS,
SUBGRANTS, COOPERATIVE MASTER AGREEMENTS, AND CONTRACTS Contractor certifies compliance with all applicable standards, orders, regulations, and/or requirements issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act, as amended (13 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15.
ARTICLE 31: COMPLIANCE WITH ENERGY POLICY AND CONSERVATION ACT Contractor certifies that Contractor will be in compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).
Ambulances, EMS & Special Service Vehicles Request For Proposal HGACBuy/Cooperative Purchasing Program
Project ID: AM10-23
Release Date: Friday, June 9, 2023
Due Date: Thursday, August 10, 2023 12:00pm
Posted Friday, June 9, 2023 7:00am
Bid Unsealed Thursday, August 10, 2023 12:03pm
Pricing Unsealed Thursday, August 10, 2023 12:03pm
All dates & times in Central Time
3. Scope of Work / Specifications
This is an indefinite quantity/indefinite delivery offerings contract. The HGACBuy Customer is responsible to ensure adequate competition is performed between the various contractors or contractors outside of HGACBuy to determine price reasonableness that might be required per any funding agency. Customer will need to ensure compliance with any funding agency requirements before proceeding with a purchase order under this contract. Please consult legal counsel regarding questions concerning compliance as a contractor under this solicitation.
3.1. Overview
H-GAC is soliciting responses for selecting qualified manufacturers, dealers, distributors, and service providers of Ambulances, EMS and Other Specialty Vehicles and related services to make these types of products and services available to Customers of the HGACBuy Cooperative Purchasing Program under blanket type contracts. Customers (end users) may require selective acquisitions of equipment and/or services OR full turnkey projects necessitating additional services, training, and maintenance agreements. H-GAC is seeking the broadest possible selection of available ambulances, emergency medical response and specialty vehicles to best serve our customers by providing the largest selection of products/services available to meet their needs. This solicitation may include a request for a discount percent off price catalog, category, or manufacturer, or price list for supplies, materials, or not to exceed hourly rates for installation or repair. Respondents are not required to provide offerings on all categories.
3.2. Categories
This Solicitation is divided into ten (10) separate but related product categories (A-J). When submitting a response, Respondent may choose to submit a response to any of the categories or all of them. No additional weighted value will be assigned to a response that addresses more than one or all categories listed. All equipment must be the manufacturer’s new and current model and must be fully operational upon delivery to the Customer.
Alternative Fuel Vehicles: All responses that include electric, hybrid, or other alternative fuel vehicles must include these vehicles in Category G. If that specific vehicle is also available with an internal combustion engine (ICE), please list the ICE vehicle separately in the appropriate vehicle category. Category G will only include the alternative fuel vehicles, regardless of vehicle function or type.
Product categories are as follows:
1. Ambulance
Response listings/descriptions must be organized by major sub-categories, which include Manufacturer, Type (I, II, or III), module configurations/dimensions, chassis (make and model), 2WD/4WD, and fuel type.
2. Light/Medium Duty EMS Rescue Vehicle
Response listings/descriptions must be organized by major sub-categories, which include manufacturer, model, type/function, chassis (make and model), dimensions, 2WD/4WD, and fuel type.
3. Other Specialty Vehicle or Equipment
Category includes vehicles or trailers for command, communication, tactical response, or other related emergency response functions. Response listings/descriptions must be organized by major sub-categories, which shall include manufacturer, model, type/function, chassis (make and model), axle configuration, dimensions, 2WD/4WD, and fuel type.
4. EMS Vehicle Conversions
Response listings/descriptions must be organized by major sub-categories, which include manufacturer, model, type/function, chassis, 2WD/4WD, and fuel type.
5. Remount Services Only
Pricing for this service must include the cost of removing an existing body and reinstalling it on a different chassis, only. This service would apply where the chassis was supplied by the end user.
Note: Remounting Services are to be performed by an authorized dealer/remounter. Any specific certifications or warranties that may be requested by an end user regarding remounts is the end user’s responsibility and will be negotiated between the end user and the supplier/contractor when services are quoted.
6. Remount on Contractor Supplied Chassis
Pricing for these items must include the cost of the chassis plus the removal and reinstallation of the body.
7. Electric/Alternative Fuel Ambulance/EMS/Rescue Vehicles Response listings must be organized by manufacturer, model, vehicle type/function, and primary fuel/propulsion type.
8. Ambulance/EMS/Rescue Vehicle Service/Maintenance Plans Response listings must include specific details about which fees are included in costs, including current labor rates, and fee structures.
9. Ambulance/EMS/Rescue Vehicle Parts and Supplies
Response listing must include percentage discount.
10. Ambulance/EMS/Rescue Vehicle Options
Response listing must include percentage discount.
3.3. General Requirements
All products priced and sold pursuant to this Solicitation must, as applicable:
1. Meet all applicable requirements of federal, state and local laws and regulations.
2. Be manufacturer's normal offering with all standard features and functions and performance levels.
3. Be ready for turn-key operation upon delivery.
4. Respondent must include specifications, brochures, warranty information, and any other relevant product information with solicitation Response.
Note: “Unpriced/unpublished” options cannot be quoted on the Base Pricing List and may not be sold through this contract.
3.4. Additional Requirements
Licenses
1. Contractor must have and maintain the appropriate license(s) as required by the State of Texas, Department of Transportation, Division of Motor Vehicles, Motor Vehicle Commission Code [latest edition], or any other local, state and federal licenses required and which are applicable to the respondent’s operations.
2. The prescribed licenses must include the manufacturer/respondent, and any and all dealers and their representatives as may be required by the Motor Vehicle Division. Contractor must ensure all emergency and specialty vehicles sold are in accordance with the laws of the state where the sale and acquisition are made.
3. Contractor must maintain all licensing required by the State of Texas as applicable to their business operations during the entire contract term. If during the contract period such licensing lapses, Contractor will be in default and become subject to contract termination unless issued a stay or waiver.
Manuals
1. Contractor must supply at the time of delivery, at least two (2) sets of complete operations and service documentation covering the completed emergency vehicles as delivered and accepted (as per latest edition of KKK-A-1822F).
2. Respondent must supply the following information with their response: Technical Specifications, Product Brochures, Tear Sheets, Cut Sheets, Strippers, etc. which clearly show all the standard features and capabilities of each listing being bid.
Warranty
Contractors must comply with the minimum warranty and maintenance requirements described below for any products or services provided under this Solicitation.
1. Contractor must furnish with response, and for all equipment sold through this H-GAC contract, the manufacturer's general warranty, which must be honored by all the manufacturer's authorized service locations.
2. All service/maintenance plan listings must clearly indicate the cost structure for such plans, clearly indicating which costs and fees are included (such as: hourly labor rates, shop fees, supply fees, environmental fees).
3. The Contractor will handle all warranty claims and all work must be completed within ten (10) calendar days after receipt of equipment/vehicle by the Contractor without cost to H-GAC or the Customer. Delayed warranties must be available for all vehicles and equipment. Warranty start date will be effective the date that the completed unit is placed into service by the Customer. The Contractor must furnish a delayed warranty card/document for each unit delivered and/or advise the Customer of the procedures to be followed for obtaining the delayed start of warranty coverage. Requests for delayed warranties will not exceed six months after delivery.
4. Any and all documents necessary to effect manufacturer’s warranty must be properly applied for and submitted by the Contractor. The Contractor will provide to H-GAC and the Customer a manufacturer’s warranty which will be honored by any of the manufacturer’s authorized dealers and a complete copy must be provided at the time of delivery. When additional warranties are available as standard, they must be included as a part of the response for the benefit of H-GAC and Customer.
5. The patient compartment, all modifications to the OEM chassis by Contractor on the accepted unit, equipment and parts will be guaranteed for a minimum period of one (1) year against defects in design, materials, and workmanship. The warranty period will begin upon final acceptance of the equipment. This warranty will cover parts and labor expenses.
6. On Type I & III emergency medical service MODULE the warranty period will be fifteen (15) years.
7. This warranty will be upgraded to its original status each time the module is remounted by Contractor, or a Contractor authorized remount facility, not to exceed five (5) years above the original warranty.
8. In the event any component part of equipment or materials furnished under these specifications, or its subsequent contract(s), becomes defective by reason of material or workmanship during said period, and the end user agency immediately notifies Contractor of such defect, Contractor will, at no expense to the End User agency or H-GAC, repair or replace equipment or component with new equipment or component.
9. Warranty of all system equipment is the sole responsibility of the Contractor under contract, but may be performed by their certified, designated agent.
3.5. Vehicle Requirements
All equipment and vehicles must be new and be the manufacturer’s latest and current model. Each vehicle must be fully assembled, adjusted, serviced and ready for immediate and continuous operation upon delivery. If the equipment or vehicle does not meet the specification requirements upon delivery, Contractor will be responsible for correcting all deficiencies and making any corrections or adjustments needed to attain specification requirements.
All equipment and vehicles must conform to applicable local, state, federal requirements and must comply to all applicable industry standards (examples: National Fire Protection Association (NFPA), Commission on Accreditation of Ambulance Services (CAAS), Federal Specification for the Star-of-Life Ambulance (KKK-A-1822F), Occupational Safety and Health Administration (OSHA)).
3.6. Service / Maintenance Plans and Parts
All service/maintenance plan listings must clearly indicate the cost structure for such plans, clearly indicating which costs and fees are included (ex: hourly labor rates, shop fees, supply fees, environmental fees).
3.7. Labor Hours Definitions
If the awarded contract contains hours for labor related services, the following definitions will apply:
1. “Business Day” Monday through Friday
2. “Business Hours” Standard Business Hours 8 a.m. to 5 p.m.
3. “Regular Time” Work that occurs during standard business hours
4. “Emergency Time” Work that occurs outside standard business hours
3.8. Administrative Fee
For each purchase order processed under an awarded contract, H-GAC will directly invoice the contractor an administrative fee (Order Processing Charge) applicable to the sale of all equipment and services submitted in contractor’s response. It is the contractor’s responsibility to remit the administrative fee within thirty (30) days of processing any customer’s purchase order, even if an invoice is not received from H-GAC. Contractor agrees that H-GAC will have the right, with reasonable notice, to inspect its records pertaining to purchase orders processed and the accuracy of the fees payable to H-GAC. For this solicitation the administrative fee is as follows:
Administrative Fee (per Purchase Order)
Category A – Ambulance: $1,000 per purchase order Category B – Light/Medium Rescue Vehicle: $1,000 per purchase order Category C – Specialty Vehicle/Equipment:
Light Rescue/Special Service $1,000 per purchase order Heavy Rescue/Special Service $2,000 per purchase order All Trailers 2% per purchase order Category D – EMS Vehicle Conversions: $1,000 per purchase order Category E – Remount Services Only: $600 per purchase order Category F – Remount on Contractor Supplied Chassis: $600 per purchase order Category G –Electric/Alternative Fuel Vehicles Determined by category of vehicle Category H –Service/Maintenance Plans: 2% per purchase order Category I - Ambulance/Vehicle Parts and Supplies 2% per purchase order Category J - Ambulance/EMS/Rescue Vehicle Options No separate fee - part of vehicle
3.9. Final Contract Deliverables
Contractor agrees to submit written quarterly reports to H-GAC detailing all transactions during the previous three (3) month period. Reports must include, but are not limited, to the following information:
• Customer Name and address
• HGACBuy confirmation number
• Product/Service purchased, including Product Code, if applicable • Customer Purchase Order Number
• Purchase Order Date
• Product/Service dollar amount
• HGACBuy Order Processing Charge amount
Reports must be provided to H-GAC in Excel or other acceptable electronic format by the 30th day of the month following the quarter being reported. If Contractor defaults in providing Products or Services reporting as required by the contract, recourse may be exercised through cancellation of the contract and other legal remedies as appropriate.
Attachment A
Frazer, Ltd.
Ambulances, EMS & Special Service Vehicles
Contract No.: AM10-23
Manufacturer Product Item Description Offered List Price HGACBuy Discount
Category A - Ambulance
Frazer, Ltd. Type I - 12' Ram 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 208,500.00 0% Frazer, Ltd. Type I - 12' Ram 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 189,000.00 0% Frazer, Ltd. Type I - 12' Ram 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 215,750.00 0% Frazer, Ltd. Type I - 12' Ram 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 206,500.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 223,500.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 219,250.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 217,000.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 212,250.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 208,000.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 205,750.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 221,500.00 0% Frazer, Ltd. Type I - 12' Ram 4500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 210,250.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 218,250.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 220,500.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 222,750.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 224,750.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 207,000.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 209,250.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 211,000.00 0% Frazer, Ltd. Type I - 12' Ram 5500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 213,250.00 0% Frazer, Ltd. Type I - 12' Chevy 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 195,250.00 0% Frazer, Ltd. Type I - 12' Chevy 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 206,000.00 0% Frazer, Ltd. Type I - 12' Chevy 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 197,750.00 0% Frazer, Ltd. Type I - 12' Chevy 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 208,750.00 0% Frazer, Ltd. Type I - 12' Chevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 211,250.00 0% Frazer, Ltd. Type I - 12' Chevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 209,500.00 0% Frazer, Ltd. Type I - 12' Chevy 4500 MD Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 214,500.00 0% Frazer, Ltd. Type I - 12' Chevy 4500 MD Diesel 4x4 Reg Cab-84CA" w/ Steel wheels $ 212,750.00 0% Frazer, Ltd. Type I - 12' Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 209,000.00 0% Frazer, Ltd. Type I - 12' Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 208,250.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x2 Reg Cab-84"CA w/ AL wheels $ 204,750.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x2 Reg Cab-84"CA w/ AL wheels $ 215,750.00 0% 1
Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 214,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x4 Super Cab-84"CA w/ Steel wheels $ 220,250.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x2 Super Cab-84"CA w/ Steel wheels $ 216,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels $ 217,750.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x4 Reg Cab-84"CA w/ AL wheels $ 219,000.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x4 Super Cab-84"CA w/ AL wheels $ 221,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 217,750.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 203,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x4 Super Cab-84"CA w/ Steel wheels $ 209,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels $ 210,500.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x4 Reg Cab-84"CA w/ AL wheels $ 208,000.00 0% Frazer, Ltd. Type I - 12' Ford F-450 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 206,750.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x2 Reg Cab-84"CA w/ AL wheels $ 217,000.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 215,750.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x4 Reg Cab-84"CA w/ AL wheels $ 220,250.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 219,000.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x2 Reg Cab-84"CA w/ AL wheels $ 209,250.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 204,750.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x4 Reg Cab-84"CA w/ AL wheels $ 206,000.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 208,000.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels $ 217,750.00 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x2 Super Cab-84"CA w/ Steel wheels 219,000.00$ 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x4 Super Cab-84"CA w/ Steel wheels 210,500.00$ 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x4 Super Cab-84"CA w/ Steel wheels 221,500.00$ 0% Frazer, Ltd. Type I - 12' Ford F-550 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels 211,750.00$ 0% Frazer, Ltd. Type I - 12' Ford F-550 Diesel 4x4 Super Cab-84"CA w/ Aluminum wheels 222,750.00$ 0% Frazer, Ltd. Type I - 12' International CV515 Diesel 4x2 Cab-84CA w/ Aluminum wheels 232,250.00$ 0% Frazer, Ltd. Type I - 12' International CV515 Diesel 4x4 Cab-84CA w/ Aluminum wheels 234,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 214,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 195,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 221,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 212,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels 229,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels 225,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 223,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 218,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels 214,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 211,750.00$ 0% 2
Frazer, Ltd. Type I - 12'XT Ram 4500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 227,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 4500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 216,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 224,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels 226,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 228,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels 230,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 213,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels 215,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 217,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ram 5500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 219,250.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 201,250.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 212,000.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 203,750.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 214,750.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels 217,250.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 215,500.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 4500 MD Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels 220,500.00$ 0% Frazer, Ltd. Type I - 12'XT Chevy 4500 MD Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 218,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 215,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 214,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x2 Reg Cab-84"CA w/ AL wheels 210,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x2 Reg Cab-84"CA w/ AL wheels 221,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 220,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x4 Super Cab-84"CA w/ Steel wheels 226,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x2 Super Cab-84"CA w/ Steel wheels 222,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels 223,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x4 Reg Cab-84"CA w/ AL wheels 225,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x4 Super Cab-84"CA w/ AL wheels 227,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 223,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 209,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x4 Super Cab-84"CA w/ Steel wheels 215,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels 216,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x4 Reg Cab-84"CA w/ AL wheels 214,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-450 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 212,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x2 Reg Cab-84"CA w/ AL wheels 223,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels 221,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x4 Reg Cab-84"CA w/ AL wheels 226,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels 225,000.00$ 0% 3
Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x2 Reg Cab-84"CA w/ AL wheels 215,250.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x2 Reg Cab-84"CA w/ Steel wheels 210,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x4 Reg Cab-84"CA w/ AL wheels 212,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 214,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels 223,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x2 Super Cab-84"CA w/ Steel wheels 225,000.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x4 Super Cab-84"CA w/ Steel wheels 216,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x4 Super Cab-84"CA w/ Steel wheels 227,500.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels 217,750.00$ 0% Frazer, Ltd. Type I - 12'XT Ford F-550 Diesel 4x4 Super Cab-84"CA w/ Aluminum wheels 228,750.00$ 0% Frazer, Ltd. Type I - 12'XT International CV515 Diesel 4x2 Cab-84CA w/ Aluminum wheels 238,250.00$ 0% Frazer, Ltd. Type I - 12'XT International CV515 Diesel 4x4 Cab-84CA w/ Aluminum wheels 240,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 242,500.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 238,250.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 236,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 231,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 227,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 224,750.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 240,500.00$ 0% Frazer, Ltd. Type I - 14' Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 228,750.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 237,250.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 239,500.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 241,500.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 243,750.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 226,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 228,250.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 230,000.00$ 0% Frazer, Ltd. Type I - 14' Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 232,250.00$ 0% Frazer, Ltd. Type I - 14' Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 230,500.00$ 0% Frazer, Ltd. Type I - 14' Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 228,750.00$ 0% Frazer, Ltd. Type I - 14' Chevy 4500 MD Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 233,750.00$ 0% Frazer, Ltd. Type I - 14' Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 232,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 227,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 227,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 233,500.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 237,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 236,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 222,500.00$ 0% 4
Frazer, Ltd. Type I - 14' Ford F-450 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 225,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Gas 4x4 Reg Cab-108"CA w/ AL wheels 227,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-450 Gas 4x2 Reg Cab-108"CA w/ AL wheels 223,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ AL wheels 236,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 234,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 239,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 238,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Gas 4x2 Reg Cab-108"CA w/ AL wheels 225,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 223,750.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Gas 4x4 Reg Cab-108"CA w/ AL wheels 228,000.00$ 0% Frazer, Ltd. Type I - 14' Ford F-550 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 227,000.00$ 0% Frazer, Ltd. Type I - 14' International CV515 Diesel 4x2 Cab-108CA w/ Aluminum wheels 248,250.00$ 0% Frazer, Ltd. Type I - 14' International CV515 Diesel 4x4 Cab-108CA w/ Aluminum wheels 252,500.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 248,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 244,500.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 242,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 237,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 233,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 231,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 246,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 235,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 243,500.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 245,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 247,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 250,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 234,500.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 236,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 238,500.00$ 0% Frazer, Ltd. Type I - 14'XT Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 232,000.00$ 0% Frazer, Ltd. Type I - 14'XT Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 236,750.00$ 0% Frazer, Ltd. Type I - 14'XT Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 235,000.00$ 0% Frazer, Ltd. Type I - 14'XT Chevy 4500 MD Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 240,000.00$ 0% Frazer, Ltd. Type I - 14'XT Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 238,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 234,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 233,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 239,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 244,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 243,000.00$ 0% 5
Frazer, Ltd. Type I - 14'XT Ford F-450 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 228,750.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 232,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Gas 4x4 Reg Cab-108"CA w/ AL wheels 233,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-450 Gas 4x2 Reg Cab-108"CA w/ AL wheels 230,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ AL wheels 242,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 241,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 245,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 244,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Gas 4x2 Reg Cab-108"CA w/ AL wheels 231,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 230,000.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Gas 4x4 Reg Cab-108"CA w/ AL wheels 234,250.00$ 0% Frazer, Ltd. Type I - 14'XT Ford F-550 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 233,250.00$ 0% Frazer, Ltd. Type I - 14'XT International CV515 Diesel 4x2 Cab-108CA w/ Aluminum wheels 254,500.00$ 0% Frazer, Ltd. Type I - 14'XT International CV515 Diesel 4x4 Cab-108CA w/ Aluminum wheels 258,750.00$ 0% Frazer, Ltd. Type III - 12' Chevy G3500 Gas 4x2 Reg Cab-80"CA w/ Steel wheels 187,000.00$ 0% Frazer, Ltd. Type III - 12' Ford E-350 Gas 4x2 Cutaway Cab-80"CA w/ Steel wheels 188,750.00$ 0% Frazer, Ltd. Type III - 12' Ford E-450 Gas 4x2 Cutaway Cab-100"CA w/ Steel wheels 189,750.00$ 0% Frazer, Ltd. Type III - 12'XT Chevy G3500 Gas 4x2 Reg Cab-80"CA w/ Steel wheels 193,250.00$ 0% Frazer, Ltd. Type III - 12'XT Ford E-350 Gas 4x2 Cutaway Cab-80"CA w/ Steel wheels 195,000.00$ 0% Frazer, Ltd. Type III - 12'XT Ford E-450 Gas 4x2 Cutaway Cab-100"CA w/ Steel wheels 196,000.00$ 0% Frazer, Ltd. Type III - 14' Chevy G4500 Gas 4x2 Reg Cab-100"CA w/ Steel wheels 206,750.00$ 0% Frazer, Ltd. Type III - 14' Ford E-350 Gas 4x2 Cutaway Cab-80"CA w/ Steel wheels 207,750.00$ 0% Frazer, Ltd. Type III - 14' Ford E-450 Gas 4x2 Cutaway Cab-100"CA w/ Steel wheels 208,750.00$ 0% Frazer, Ltd. MSU - 14' Mobile Stroke Unit 14' on Freightliner M2 Diesel 4x2 Crew Cab 534,500.00$ 0% Frazer, Ltd. MSU - 14' Mobile Stroke Unit 14' on International MV Diesel 4x2 Reg Cab 534,500.00$ 0% Frazer, Ltd. MSU - 15' Mobile Stroke Unit 15' on Freightliner M2 Diesel 4x2 Crew Cab 634,500.00$ 0% Frazer, Ltd. MSU - 15' Mobile Stroke Unit 15' on International MV Diesel 4x2 Reg Cab 634,500.00$ 0% Category B - Light/Medium EMS Rescue Vehicle
Frazer, Ltd.First Responder (UCV) - 9'Ram 3500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 180,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 3500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 176,250.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 3500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 168,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 186,500.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 181,250.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 183,250.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Aluminum wheels $ 188,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Aluminum wheels $ 172,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 170,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Steel wheels $ 175,250.00 0% 6
Frazer, Ltd.First Responder (UCV) - 9'Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Aluminum wheels $ 177,500.00 0% Frazer, Ltd.First Responder (UCV) - 9'Chevy C2500 Gas 4x2 Reg Cab-60"CA w/ Aluminum wheels $ 153,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Chevy C2500 Diesel 4x2 Reg Cab-60"CA w/ Aluminum wheels $ 164,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-350 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 177,500.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-350 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 173,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-350 Diesel 4x4 Super Cab-60"CA w/ Steel wheels $ 175,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 178,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 182,500.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Diesel 4x4 Super Cab-60"CA w/ Steel wheels $ 181,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Gas 4x4 Crew Cab-60"CA w/ Steel wheels $ 171,750.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Gas 4x2 Super Cab-60"CA w/ Steel wheels $ 166,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Gas 4x4 Super Cab-60"CA w/ Steel wheels $ 170,000.00 0% Frazer, Ltd.First Responder (UCV) - 9'Ford F-450 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 167,750.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 3500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 203,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 3500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 199,500.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 3500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 192,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 209,750.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 204,500.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 206,500.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Aluminum wheels $ 212,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Aluminum wheels $ 195,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 193,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Steel wheels $ 198,500.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Aluminum wheels $ 200,750.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Chevy C2500 Gas 4x2 Reg Cab-60"CA w/ Aluminum wheels $ 177,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Chevy C2500 Diesel 4x2 Reg Cab-60"CA w/ Aluminum wheels $ 188,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-350 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 200,750.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-350 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 197,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-350 Diesel 4x4 Super Cab-60"CA w/ Steel wheels $ 199,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels $ 202,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels $ 205,750.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Diesel 4x4 Super Cab-60"CA w/ Steel wheels $ 204,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Gas 4x4 Crew Cab-60"CA w/ Steel wheels $ 195,000.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Gas 4x2 Super Cab-60"CA w/ Steel wheels $ 189,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Gas 4x4 Super Cab-60"CA w/ Steel wheels $ 193,250.00 0% Frazer, Ltd. First Responder (UCV) -
10'
Ford F-450 Gas 4x2 Crew Cab-60"CA w/ Steel wheels $ 191,000.00 0% Category C - Other Specialty Vehicle or Equipment
Frazer, Ltd. Mobile Clinic. - 18' 18' Foot Mobile Clinic Module on International MV Diesel 4x2 Crew Cab $ 548,000.00 0% 7
Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels $ 445,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels $ 441,250.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 439,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels $ 434,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels $ 430,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels $ 427,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels $ 443,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 4500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels $ 431,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 440,250.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels $ 442,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels $ 444,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels $ 446,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels $ 429,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels $ 431,250.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels $ 433,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ram 5500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels $ 435,250.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels $ 433,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 431,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Chevy 4500 MD Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels $ 436,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Chevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 435,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 436,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ AL wheels $ 440,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels $ 439,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Gas 4x2 Reg Cab-108"CA w/ Steel wheels $ 425,500.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Gas 4x4 Reg Cab-108"CA w/ Steel wheels $ 428,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Gas 4x4 Reg Cab-108"CA w/ AL wheels $ 430,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-450 Gas 4x2 Reg Cab-108"CA w/ AL wheels $ 426,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ AL wheels $ 439,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels $ 437,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ AL wheels $ 442,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels $ 441,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Gas 4x2 Reg Cab-108"CA w/ AL wheels $ 428,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Gas 4x2 Reg Cab-108"CA w/ Steel wheels $ 426,750.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Gas 4x4 Reg Cab-108"CA w/ AL wheels $ 431,000.00 0% Frazer, Ltd. Type I - 14' Mobile
Training Unit
Ford F-550 Gas 4x4 Reg Cab-108"CA w/ Steel wheels $ 430,000.00 0% 8
Category E - Remountv Services Only
Frazer, Ltd. 12' Remount 12' Remount on Customer Provided Chassis $ 45,000.00 0% Frazer, Ltd. 14' Remount 14' Remount on Customer Provided Chassis $ 45,000.00 0% Frazer, Ltd. First Responder (UCV)
Remount
First Responder (UCV) Remount on Customer Provided Chassis $ 40,000.00 0% Category F - Remount on Contractor Supplied Chassis
Frazer, Ltd. Type I - 12' RemountRam 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 119,000.00 0% Frazer, Ltd. Type I - 12' RemountRam 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 99,500.00 0% Frazer, Ltd. Type I - 12' RemountRam 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 126,250.00 0% Frazer, Ltd. Type I - 12' RemountRam 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 117,000.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 134,000.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 129,750.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 127,500.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 122,750.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 118,500.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 116,250.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 132,000.00 0% Frazer, Ltd. Type I - 12' RemountRam 4500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 120,750.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 128,750.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 131,000.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 133,250.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 135,250.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 117,500.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Gas 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 119,750.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 121,500.00 0% Frazer, Ltd. Type I - 12' RemountRam 5500 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 123,750.00 0% Frazer, Ltd. Type I - 12' RemountChevy 3500 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 105,750.00 0% Frazer, Ltd. Type I - 12' RemountChevy 3500 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 116,500.00 0% Frazer, Ltd. Type I - 12' RemountChevy 3500 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 108,250.00 0% Frazer, Ltd. Type I - 12' RemountChevy 3500 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 119,250.00 0% Frazer, Ltd. Type I - 12' RemountChevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Aluminum wheels $ 121,750.00 0% Frazer, Ltd. Type I - 12' RemountChevy 4500 MD Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 120,000.00 0% Frazer, Ltd. Type I - 12' RemountChevy 4500 MD Diesel 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 125,000.00 0% Frazer, Ltd. Type I - 12' RemountChevy 4500 MD Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 123,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels $ 119,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 118,750.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x2 Reg Cab-84"CA w/ AL wheels $ 115,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x2 Reg Cab-84"CA w/ AL wheels $ 126,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 125,000.00 0% 9
Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x4 Super Cab-84"CA w/ Steel wheels $ 130,750.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x2 Super Cab-84"CA w/ Steel wheels $ 127,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels $ 128,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x4 Reg Cab-84"CA w/ AL wheels $ 129,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x4 Super Cab-84"CA w/ AL wheels $ 132,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 128,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 114,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x4 Super Cab-84"CA w/ Steel wheels $ 120,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels $ 121,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x4 Reg Cab-84"CA w/ AL wheels $ 118,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-450 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 117,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x2 Reg Cab-84"CA w/ AL wheels $ 127,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x2 Reg Cab-84"CA w/ Steel wheels $ 126,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x4 Reg Cab-84"CA w/ AL wheels $ 130,750.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x4 Reg Cab-84"CA w/ Steel wheels $ 129,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x2 Reg Cab-84"CA w/ AL wheels $ 119,750.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x2 Reg Cab-84"CA w/ Steel wheels $ 115,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x4 Reg Cab-84"CA w/ AL wheels $ 116,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x4 Reg Cab-84"CA w/ Steel wheels $ 118,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x2 Super Cab-84"CA w/ Aluminum wheels $ 128,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x2 Super Cab-84"CA w/ Steel wheels $ 129,500.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x4 Super Cab-84"CA w/ Steel wheels $ 121,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x4 Super Cab-84"CA w/ Steel wheels $ 132,000.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Gas 4x4 Super Cab-84"CA w/ Aluminum wheels $ 122,250.00 0% Frazer, Ltd. Type I - 12' RemountFord F-550 Diesel 4x4 Super Cab-84"CA w/ Aluminum wheels $ 133,250.00 0% Frazer, Ltd. Type I - 12' RemountInternational CV515 Diesel 4x2 Cab-84CA w/ Aluminum wheels $ 142,750.00 0% Frazer, Ltd. Type I - 12' RemountInternational CV515 Diesel 4x4 Cab-84CA w/ Aluminum wheels $ 144,500.00 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 134,250.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 130,000.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 127,750.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 122,750.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 118,750.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 116,500.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 132,250.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 4500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 120,500.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 129,000.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 131,250.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 133,250.00$ 0% 10
Frazer, Ltd. Type I - 14' RemountRam 5500 Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 135,500.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 117,750.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Gas 4x2 Reg Cab-108"CA w/ Aluminum wheels 120,000.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 121,750.00$ 0% Frazer, Ltd. Type I - 14' RemountRam 5500 Gas 4x4 Reg Cab-108"CA w/ Aluminum wheels 124,000.00$ 0% Frazer, Ltd. Type I - 14' RemountChevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Aluminum wheels 122,250.00$ 0% Frazer, Ltd. Type I - 14' RemountChevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 120,500.00$ 0% Frazer, Ltd. Type I - 14' RemountChevy 4500 MD Diesel 4x4 Reg Cab-108"CA w/ Aluminum wheels 125,500.00$ 0% Frazer, Ltd. Type I - 14' RemountChevy 4500 MD Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 123,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-350 Gas 4x4 Reg Cab-84"CA w/ Aluminum wheels 119,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-350 Gas 4x4 Reg Cab-84"CA w/ Steel wheels 118,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 125,250.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 129,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 128,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 114,250.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 117,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Gas 4x4 Reg Cab-108"CA w/ AL wheels 118,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-450 Gas 4x2 Reg Cab-108"CA w/ AL wheels 115,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Diesel 4x2 Reg Cab-108"CA w/ AL wheels 127,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Diesel 4x2 Reg Cab-108"CA w/ Steel wheels 126,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Diesel 4x4 Reg Cab-108"CA w/ AL wheels 130,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Diesel 4x4 Reg Cab-108"CA w/ Steel wheels 129,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Gas 4x2 Reg Cab-108"CA w/ AL wheels 116,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Gas 4x2 Reg Cab-108"CA w/ Steel wheels 115,500.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Gas 4x4 Reg Cab-108"CA w/ AL wheels 119,750.00$ 0% Frazer, Ltd. Type I - 14' RemountFord F-550 Gas 4x4 Reg Cab-108"CA w/ Steel wheels 118,750.00$ 0% Frazer, Ltd. Type I - 14' RemountInternational CV515 Diesel 4x2 Cab-108CA w/ Aluminum wheels 140,000.00$ 0% Frazer, Ltd. Type I - 14' RemountInternational CV515 Diesel 4x4 Cab-108CA w/ Aluminum wheels 144,250.00$ 0% Frazer, Ltd. Type III - 12' Remount Chevy G3500 Gas 4x2 Reg Cab-80"CA w/ Steel wheels 93,750.00$ 0% Frazer, Ltd. Type III - 12' RemountFord E-350 Gas 4x2 Cutaway Cab-80"CA w/ Steel wheels 95,500.00$ 0% Frazer, Ltd. Type III - 14' Remount Chevy G4500 Gas 4x2 Reg Cab-100"CA w/ Steel wheels 94,500.00$ 0% Frazer, Ltd. Type III - 14' Remount Ford E-450 Gas 4x2 Cutaway Cab-100"CA w/ Steel wheels 96,500.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 3500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels 124,750.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 3500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels 121,000.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 3500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels 113,500.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Steel wheels 131,250.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels 126,000.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Diesel 4x2 Crew Cab-60"CA w/ Steel wheels 128,000.00$ 0% 11
Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Diesel 4x4 Crew Cab-60"CA w/ Aluminum wheels 133,500.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Aluminum wheels 116,750.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Gas 4x2 Crew Cab-60"CA w/ Steel wheels 114,750.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Steel wheels 120,000.00$ 0% Frazer, Ltd. First Responder (UCV)
Remount
Ram 4500 Gas 4x4 Crew Cab-60"CA w/ Aluminum wheels 122,250.00$ 0% Category H - Ambulance/EMS/Rescue Vehicle Service/Maintenance Plans Frazer, Ltd Labor Labor (Hourly Rate) $ 145.00 0% 12
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of Resolution No. 8818 authorizing use of the State's Citizens' Option for Public Safety (COPS) Program Funds for Fiscal Year 2026/27 and 2027/28 for the purpose of ensuring public safety (Police Chief Tolber)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to adopt Resolution No. 8818.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 8818 for the use of the State's Citizens' Option for Public Safety Program Funds for Fiscal Year 2026/27 and 2027/28 to ensure public safety.
DISCUSSION:
During Fiscal Year 2000/2001, AB 1913 (Schiff-Cardenas Crime Prevention Act of 2000) was enacted as part of the State budget package. The legislation modified the Citizens' Option for Public Safety (COPS) program established under AB 3229. The COPS program is an ongoing State-funded program that provides financial assistance to local agencies to support frontline public safety services.
In October 2001, Senate Bill (SB) 736 was enacted, ensuring the continued funding of the COPS program. The State Budget Act continues to appropriate funding for the COPS program. To receive these funds, the City is required to maintain a separate, interest-bearing Supplemental Law Enforcement Services Fund (SLESF) for the deposit of COPS revenues, with monthly transfers to the operating budget as needed to facilitate appropriations and expenditures. The City has complied with these requirements.
State law requires that SLESF funds be used to support frontline municipal police services and that they supplement, rather than supplant, existing local funding for law enforcement. In addition, the City Council must consider the proposed use of COPS funds separately from General Fund appropriations. Following City Council approval, the funding request must be forwarded to the County Board of Supervisors before the funds are disbursed.
The City of Redlands will receive SLESF allocations for FY 2026/27 and 2027/28, and the funding will be used as follows:
Personnel: Six Part-Time Camera Operators
The Redlands Police Department (RPD) relies heavily on its part-time Camera Operators to enhance officer and public safety through the monitoring of approximately 160 cameras located throughout the City. These positions provide real-time situational awareness, assist officers in the field, and support investigations by monitoring live and recorded video feeds.
Primary responsibilities include:
Monitoring live and recorded video feeds to identify criminal activity, disturbances and other incidents requiring police response.
Documenting observed incidents through clear and accurate reports.
Operating the California Law Enforcement Telecommunications System (CLETS).
Communicating with officers, dispatchers and other department personnel regarding incidents observed through the camera system.
Making public announcements related to violations, warnings and other public safety information using the department's camera system.
Preserving, labeling, and managing digital evidence, including photographs and video files.
Funding for the six part-time Camera Operators for FY 2026/27 and 2027/28 will not exceed $114,280.
Services: Automated License Plate Reader Renewals
RPD utilizes Automated License Plate Recognition (ALPR) technology to support criminal investigations and enhance public safety. ALPR systems use high-speed cameras to capture images of vehicle license plates, convert the plate information into machine-readable text, and record the date, time, and location of each scan. The data is securely stored in a searchable database that is accessible only to authorized RPD personnel and other local California police departments that have received departmental authorization for legitimate law enforcement purposes and in accordance with applicable laws and department policy.
The funding will cover the renewal of the RPD's ALPR system subscriptions, ensuring the continued operation of the license plate recognition network and investigators' access to ALPR data.
Funding for the ALPR subscriptions for FY 2026/27 and 2027/28 will not exceed $188,000.
Police Vehicle Outfitting
RPD will replace seventeen (17) outdated police vehicles. The requested funding will partially offset the cost of outfitting the new replacement vehicles with necessary equipment to support law enforcement operations.
Funding for FY 2026/27 will not exceed $200,473.
ALTERNATIVES:
The City Council can decide not to authorize the use of the COPS SLESF funds and direct staff accordingly.
STRATEGIC PLAN:
Not applicable.
SUBMITTED BY:
Rachel Tolber, Police 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:
Jimmy Nguyen, Management Analyst
FISCAL IMPACT
Fiscal Year: FY 2026/27 & FY 2027/28
Revenue Generating: No
Amount: FY 2026/27 $502,753; FY 2027/28 $302,280
Budgeted Y/N: Y
Account No.: 249200
Additional Appropriation Required: No
Discussion:
There is no fiscal impact to the General Fund, as the expenditures will be funded through the State's Citizens' Option for Public Safety (COPS) Program funds.
1 I:\cmo\Resolutions\Resolution No. 8818 COPS.08.18.2026.docx
RESOLUTION NO. 8818
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
ACCEPTING THE STATE SUPPLEMENTAL LOCAL LAW ENFORCEMENT
FUNDS, APPROVING THE USE OF THE FUNDS IN ACCORDANCE WITH
STATE REQUIREMENTS
WHEREAS, the California State Legislature created the Citizen’s Option for Public Safety (“COPS”) Program in fiscal year 1996-97; and
WHEREAS, the City must create a Supplemental Law Enforcement Special Fund (“SLESF”) for the funds; and
WHEREAS, the funds cannot be used for administrative overhead exceeding 0.5 percent or allocated to fund the costs of any capital project or construction project that does not directly support frontline law enforcement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:
Section 1. The City Council accept s the state Supplemental Local Law Enforcement for fiscal year 2026/27 and 2027/28.
Section 2. The City Council approves the use of State Supplemental Local Law Enforcement Grant funds for fiscal year 2026/27 and 2027/28 in accordance with state requirements, as outlined below:
• Part-time camera operators
• Automated license plate reader cameras
• Police Vehicle Outfitting
Section. 3. This Resolution shall take effect immediately upon its adoption.
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
________________________
Mario Saucedo, Mayor
ATTEST:
____________________________
Jeanne Donaldson, City Clerk
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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:Consideration of a non-competitive Professional Services Agreement with Rincon Consultants, Inc. for the implementation of the Remedial Action Plan at the Alabama Street Septage Ponds for an amount not to exceed $640,000, and determine that this action is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Heredia) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motions are provided:
I move that the City Council determine that approval of the Professional Services Agreement with Rincon Consultants, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act; and I move that the City Council approve a single-source Professional Services Agreement with Rincon Consultants, Inc. for the implementation of the Remedial Action Plan at the Alabama Street Septage Disposal Ponds for an amount not to exceed $640,000.
RECOMMENDATION:
Staff recommends that City Council determine that approval of the Professional Services Agreement with Rincon Consultants, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act. Staff further recommends City Council approval of a single- source Professional Services Agreement with Rincon Consultants, Inc. for the implementation of the Remedial Action Plan at the Alabama Street Septage Disposal Ponds for an amount not to exceed $640,000.
DISCUSSION:
The Alabama Street Septage Disposal Ponds were utilized from the 1920s through the late 1980s for the disposal of septic tank waste generated throughout the City. The site, located east of Alabama Street adjacent to the south bank of the Santa Ana River, was permanently decommissioned in 2003, at which time a five-year post-closure environmental monitoring program was implemented to evaluate potential impacts to soil and groundwater. In 2017, a surface fire disturbed the closed disposal ponds, compromising site conditions and necessitating the development of an updated mitigation strategy to address potential environmental and regulatory concerns.
On October 30, 2018, the City executed a Professional Services Agreement with Rincon Consultants, Inc. (Rincon) to perform comprehensive environmental site investigations under the oversight of the Santa Ana Regional Water Quality Control Board (Water Board). Since that time, Rincon has completed multiple phases of technical investigations, including subsurface soil and groundwater characterization, installation and sampling of groundwater monitoring wells, per- and polyfluoroalkyl substances (PFAS) assessments, leachability analyses, development of site-specific remediation objectives, and refinement of the site's Conceptual Site Model (CSM).
These technical evaluations established the nature and extent of environmental impacts and provided the basis for selection of an appropriate remedial strategy.
Based on the findings of the environmental investigations, Rincon prepared a Feasibility Study/Remedial Action Plan (FS/RAP) that evaluated site-specific environmental risks, applicable regulatory requirements, and practicable long-term remedial alternatives. Following technical review, the Water Board approved the FS/RAP on June 9, 2026, authorizing the project to transition from the characterization phase into implementation of the selected remedial action. The proposed agreement with Rincon will provide the professional environmental engineering and regulatory compliance services necessary to implement the approved remedy, including regulatory agency coordination, construction and remediation oversight, field inspections, one-year of groundwater monitoring, staff training for long-term monitoring activities, preparation of technical documentation, and submittal of required compliance reports to support achievement of regulatory closure.
The sole-source selection of Rincon is justified based on the firm's unique qualifications and comprehensive institutional knowledge of the Alabama Street Septage Disposal Ponds project. Since 2018, Rincon has served as the City's environmental consultant of record, performing all major site investigations, developing the Water Board- approved FS/RAP, and maintaining detailed knowledge of the site's hydrogeologic conditions, contaminant distribution, risk assessments, and regulatory framework. Retaining Rincon for implementation of the approved remedial action will ensure technical continuity, preserve project efficiencies, minimize schedule impacts and transition costs associated with onboarding a new consultant, and facilitate timely completion of remedial activities leading to regulatory closure of the site.
Approval of the Professional Services Agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act (CEQA) because approval of this agreement will not have any significant effect on the environment.
ALTERNATIVES:
City Council may deny the staff recommendation, although doing so could place the City at risk for unknown penalties that may be issued by the Water Board.
STRATEGIC PLAN:
N/A
SUBMITTED BY:
Monica Heredia, Municipal Utilities and Engineering 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
Goutam K. Dobey, City Engineer
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Interim Finance Director
PREPARED BY:
Johana Silva, Associate Engineer
FISCAL IMPACT
Fiscal Year: FY 26/27
Revenue Generating: No
Budgeted Y/N: Yes
Account No.: 521910
Additional Appropriation Required: No
Discussion:
There is no additional fiscal impact associated with this action. Funding is included in the FY 26/27 Wastewater Project (521910) budget.
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AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of Professional Environmental Services to Implement the Alabama Street Septage Ponds Remedial Action Plan (“Agreement”) is made and entered in this 1st day of September, 20 26 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City ”) and Rincon Consultants, Inc . a California corporation. (“Consultant”). City and Consultant are sometimes individually referred to herein as a “Party” and, together, as the “Parties.” In consideration of the mutual promises contained herein, City and Consultant agree as follows:
ARTICLE 1 – ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide professional environmental services related to the implementation of the Alabama Street Septage Ponds Remedial Action Plan services for City (the “Services”).
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 – SERVICES OF CONSULTANT
2.1 The Servi ces that Consultant shall perform are more particularly described in Exhibit “A,” titled “Scope of Servi ces,” which is attached hereto and incorporated herein by this reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulati ons in the perform ance of this A greement including, but not limited to , any applicable State prevailing wage laws.
ARTICLE 3 – RESPONSIBILITIES OF CITY
3.1 City designates Monica Heredia, Municipal Utilities and Engineering Director , as City’s representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to performance of the Services.
ARTICLE 4 – PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit “B,” titled “Project Schedule,” which is attached hereto and incorporated herein by reference.
4.2 The term of this Agreement shall be for a period of three (3) years commencing as of the Effective Date, unless terminated earlier as provided herein. 2 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc
4.3 If Consultant’s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to Cit y, consistent with City Council-adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff.
ARTICLE 5 – PAYMENTS TO CONSULTANT
5.1 Total compensation for Consultant’s performance of the Services shall not exceed the amount of six hundred forty thousand ($640,000.00). City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit “C ,” titled (“Fee Schedule”) which is attached hereto and incorporated herein by reference.
5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant’s invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant’s invoice.
5.3 Any n otice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section:
CITY: CONSULTANT:
City Clerk Ryan Thacher, Principal
City of Redlands Rincon Consultants, Inc.
35 Cajon Street 2060 Knoll Drive
P.O. Box 3005 (mailing) Ventura, CA 93003
Redlands, CA 92373 [email protected]
[email protected] Phone: 831-566-3081
Phone: (909) 798-7531
ARTICLE 6 – INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements 3 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc evidencing such insurance prior to commencement of the Services. Insurance policies shall incl ude a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City.
A. Workers’ Compensation and Employer’s Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers’ compensation laws of the State of California. Consultant shall execute and provide City with Exhibit “D,” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General L iability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate , for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non -contributing to any insurance or self-insurance maintained by City.
C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made.
D. Business Auto L iability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant’s provision of the Serv ices, hired and non -owned vehicles, and employee non-ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non -contributing to any insurance or self-insurance maintained by City.
E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontrac tor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor.
6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys’ fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services.
ARTICLE 7 – CONFLICTS OF INTEREST
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7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance of Consultant’s Services. Consultant further covenants and represents that in the pe rformance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City’s Conflict of Interest Code under Government Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests , with the City Clerk’s office pursuant to the written instructions provided by the City Clerk.
ARTICLE 8 – GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys’ fees, including fees for the use of in-house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in s trict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City’s immediate termination of this Agreement.
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8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant’s employees, except as herein set forth. Consultant shall supply all necessary tools and i nstrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation.
8.4 This Agreement m ay be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City’s intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant’s compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed S ervices, and (2) any payment du e Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, an y amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California , without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent 6 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.
IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement.
CITY OF REDLANDS RINCON CONSULTANTS, INC.
By: ___________________________ By: _________________________ Mario Saucedo, Mayor Ryan Thacher, Principal
ATTEST:
___________________________
Jeanne Donaldson, City Clerk
7 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc EXHIBIT "A"
SCOPE OF SERVICES
The scope of work for implementing the selected remedial actions is described below.
Task 1 Pre-implementation Activities
The purpose of Task 1 is to prepare the work plans, health and safety documents, permitting materials, and institutional control elements needed to support regulatory review and initiate field implementation of the selected remedial actions.
Task 1.1 Implementation Work Plan
Consultant will prepare an Implementation Work Plan describing the planned scope of work for each selected remedial action: cleaning and inspecting the Imhoff Tanks and AST, destroying the dry groundwater monitoring wells, installing two additional groundwater monitoring wells, and long-term monitoring of the groundwater at the site. The Implementation Work Plan will be subject to review and approval by the Regional Board.
Attached to the Implementation Work Plan will be a HASP prepared for the remedial action implementation activities described in the FS/RAP. This plan will describe the steps necessary for the field crew to operate on site in a safe and healthy manner, including steps to minimize exposure of the crew to potential contaminants. The preparation of such a plan is required by Federal guidelines for site assessment work. The HASP will be prepared in accordance with California Occupational Safety and Health Administration requirements (CCR Title 8 Section 5192) and contains safety provisions for routine response activities and unexpected emergencies.
The plan contains information on chemical and physical hazards, personal protective equipment, decontamination procedures, personnel responsibilities, and emergency response protocols. The HASP will be presented to all onsite personnel and signed prior to the commencement of work.
Task 1.2 Long-term Groundwater Sampling and Analysis Plan Prior to initiation of the first semi-annual groundwater sampling event, Consultant will prepare a sampling and analysis plan (SAP) that will include analytical and sampling requirements for semi-annual groundwater monitoring as well as a detailed groundwater monitoring plan. The SAP will be submitted to the Regional Board for review and approval prior to the first semi- annual groundwater sampling event.
The SAP may be updated as needed based on the groundwater data collected, any significant changes to the groundwater monitoring plan, or new or updated analytical methods.
Task 1.3 Soil Management Plan
Consultant will prepare a Soil Management Plan (SMP) to prescribe appropriate soil handling and management activities to be conducted during future earth moving activities at the site in the vicinity of the Septage Ponds, Imhoff Tanks, or AST. The purpose of the SMP is to provide construction and/or other workers with guidance for the proper handling and management of impacted soil, when or if encountered, during future earth moving activities. The SMP will be subject to review and approval by the Regional Board.
8 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc Task 1.4 Land Use Covenant Support
Consultant will support the City in the preparation and implementation of a Land Use Covenant (LUC) required by the RAP to ensure long‑term protection of human health and the environment. The LUC will establish institutional controls for the Septage Ponds and Imhoff Tank areas where residual impacts will remain in place. Consultant’s role will include assisting the City by providing technical content, site data, and recommended restrictions for incorporation into the LUC, as well as coordinating with the Regional Board and other stakeholders, including the adjacent property owner, as necessary. The City, with its legal counsel, will prepare, finalize, and record the LUC. The LUC is anticipated to include land‑use restrictions limiting development to non‑sensitive uses, requirements for implementing an SMP during any future earthwork (see Task 1.3), prohibitions on intrusive activities without prior regulatory approval, and notification and reporting obligations for future property owners. Once finalized, the LUC will be recorded on the property title and will remain in effect in perpetuity.
Task 2 Tank Cleaning, Inspections, and Reporting
The purpose of Task 2 is to clean and inspect the Imhoff Tanks and AST, to characterize residual materials, and document conditions for Regional Board review as outlined in the FS/RAP.
Task 2.1 Pre-field Activities
Pre-field preparation activities will be conducted prior to the tank cleanings and inspections.
These activities will include coordination between Consultant, the licensed contractor conducting the cleaning, and the City and preparation for the field activities.
Task 2.2 Imhoff Tanks and AST Removal
As an alternative to Tasks 2.2 and 2.3, an excavator and breaker may be used to remove the two concrete Imhoff Tanks. Under this scenario, the concrete would be sized using the breaker to transport to a recycler. The concrete is assumed to be non-hazardous and free of staining. Upon completion of the removal of the Imhoff tanks, the cavities would be backfilled with “clean” import backfill material to the surface and the area will be rough graded. The backfill would be placed in estimated 12-inch lift and compacted with a compaction wheel attached to the excavator. The AST would be loaded on a flatbed truck with the excavator and transported to a local recycling facility. Consultant assumes the AST does not contain any liquid.
Consultant would collect waste characterization samples of the sediment removed from the Imhoff Tanks for disposal at an approved facility. Consultant assumes 4 samples of the sediment removed from the Imhoff Tanks would be collected. Samples will be analyzed for Title 22 Metals by Environmental Protection Agency (EPA) Method 6010, TPH by EPA method 8015B, and VOCs by EPA Method 8260B by a California certified laboratory via standard turnaround time.
Task 2.3 Tank Cleaning and Inspection Memorandum
Following completion of the cleaning and inspection (or removal) of the Imhoff Tanks and AST, a memorandum will be prepared that describes the activities conducted during the cleanings and inspections (or removal) of the tanks. At a minimum the memorandum will include details about the debris or material within the tanks, the cleaning (removal) methods used, the debris or material removed from the tanks, the results of the visual inspections of the cleaned tanks, the 9 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc analytical results of the waste characterization samples, and waste manifests for the disposed material. This report will be subject to review and approval by the Regional Board.
Task 3 Groundwater Monitoring Well Destruction
The purpose of Task 3 is to properly destroy seven dry groundwater monitoring wells at the site in accordance with regulatory requirements as outlined in the FS/RAP.
Task 3.1 Pre-field Activities
Pre-field preparation activities will be conducted prior to groundwater monitoring well destruction. These activities will include coordination between Consultant, the licensed contractor conducting the destruction, and the City and preparation for the field activities as well as the subtasks below.
Task 3.2 Well Locating
During site visits in 2018, some of the historical groundwater monitoring wells were located by Consultant personnel; however, several wells were not located. Consultant will conduct a multi - tiered approach to attempt to locate the groundwater monitoring wells. Consultant will review state and local databases to determine approximate and relative locations of the groundwater monitoring wells. Additionally, Consultant will review historical aerials and site maps.
Once the general vicinity of the wells is determined, Consultant will mobilize to the site with a licensed contractor to deploy ground penetrating radar (GPR) in an attempt to locate the wells. In addition, Consultant personnel will be equipped with a metal detector in an effort to locate steel flush mount covers for the wells. It is anticipated that locating activities will be completed in one day.
Consultant assumes that the general vicinity of each of the wells will be cleared of vegetation by the City prior to conducting GPR activities.
Task 3.3 Permitting
Consultant will obtain the appropriate permit(s) from San Bernardino County Environmental Health Services (EHS) to destroy the seven dry groundwater monitoring wells. This task includes completing applications and associated paperwork, coordination with EHS, and applicable permit fees.
Task 3.4 USA Mark-out
The dry groundwater monitoring well locations will be pre-marked with white flags and white spray paint and notify Underground Service Alert (USA) utility marking service prior to performing well destruction activities. California law requires this notification no less than 48 hours prior to drilling, not including the date of notification. In addition, the City will provide any information they have regarding underground utilities in the project vicinity.
Task 3.5 Monitoring Well Destruction
Well destruction of the groundwater monitoring wells will be performed by a C -57 well driller that is registered with San Bernardino County. The wells will be pressure grouted with approved material from the bottom of the wellbore to ground surface. The groundwater monitoring well 10 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc will be over drilled to a depth of approximately 20 feet below ground surface. The wellbore will be sealed from approximately 20 feet below ground surface to the ground surface with impervious material to prevent any surface water or contaminants from entering the well and potentially reaching groundwater. It is anticipated that destruc tion of groundwater monitoring wells will take up to three days.
Task 3.6 Monitoring Well Destruction Memorandum
Following completion of the destruction of the dry groundwater monitoring wells, a summary memorandum will be prepared describing the completion of the groundwater monitoring well destruction. At a minimum it will include the locations of each of the dry groundwater monitoring wells and the general procedures for groundwater monitoring well destruction. This memorandum will be subject to review and approval by the Regional Board.
Task 4 Groundwater Monitoring Well Installation
The purpose of Task 4 is to install and develop two new groundwater monitoring wells necessary to support long-term groundwater monitoring as outlined in the FS/RAP.
Task 4.1 Pre-field Activities
Pre-field preparation activities will be conducted prior to groundwater monitoring well destruction. These activities will include coordination between Consultant, the licensed contractor performing the installation, and the City and preparation for the field activities as well as the subtasks below.
Task 4.2 Permitting
Consultant will obtain the appropriate permit(s) from San Bernardino County EHS to install two groundwater monitoring wells. This task includes completing applications and associated paperwork, coordination with EHS, and applicable permit fees.
Task 4.3 USA Mark-out
The two groundwater monitoring well locations will be pre-marked with white flags and white spray paint and we will notify USA utility marking service prior to performing well installation activities. California law requires this notification no less than 48 hours prior to drilling, not including the date of notification. In addition, the City will provide any information they have regarding underground utilities in the project vicinity. Consultant assumes that prior to mark-out activities, the City will conduct clearing and grading activities, as needed, so that drilling equipment may access the groundwater monitoring well locations.
Task 4.4 Monitoring Well Drilling and Development
The two groundwater monitoring wells will be installed using an 8 -inch diameter hollow -stem auger to a target total depth of 250 feet bgs where a screen will be placed from approximately 220 to 250 feet bgs. It is anticipated that installation of each well will take up to 7.5 days to complete.
A 4-inch diameter Schedule 80 PVC well will be installed in each borehole; the bottom 30 foot well screen will be slotted Schedule 80 PVC pipe, with 0.010 -inch slots, and solid Schedule 80 11 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc PVC pipe (riser) will be placed from the top of the well screen to land surface. The annulus between the groundwater monitoring well and the borehole will be backfilled with Monterey No. 2/12 sand from the total borehole depth, to 5 feet above the top of the well screen. A 3 -foot thick (minimum) hydrated bentonite seal will be installed above the sand pack. Hydrated bentonite grout will be installed from the top of the bentonite seal of the filter pack to 2 feet bgs. Concrete will be placed from 0 to 2 feet bgs. A traffic -rated vault as well as a riser and pad (given the terrain) will be installed around the groundwater monitoring well. A locking cap will be placed on top of the PVC riser at grade and a bottom PVC cap will either be screwed on or secured with stainless steel screws for each groundwater monitoring well.
Well development activities will be initiated at least 48 hours after groundwater monitoring well installation. The monitoring wells will be developed by pumping, surging, and bailing until sediments in the bottom of the groundwater monitoring well are removed, the extracted water becomes clear, and all indicator parameters become stable (California Environmental Protection Agency 1995). The groundwater monitoring wells will be developed until water quality parameters (pH, temperature, conductivity, and turbidity) stabilize. Water quality field parameters will be collected and recorded throughout the development process.
Task 4.5 Well Survey
The two newly installed groundwater monitoring wells and the one groundwater monitoring well installed in 2022 will be surveyed by a State of California Licensed Land Surveyor. The elevation and the latitude and longitude of the top of well casing will be surveyed for each groundwater monitoring well.
Task 4.6 Investigation Derived Waste
Investigative derived waste (IDW) will be generated from purged groundwater into 55 -gallon drums. Consultant will collect two IDW -water samples from groundwater purged from the two newly installed wells. The samples will be subm itted to a laboratory and will be analyzed for VOCs by EPA Method 8260B, TPH by EPA Method 8015, and Title 22 Metals by EPA Method 6010/7417 for waste disposal purposes. Consultant will contract with a waste hauler to pick up and transport the drums to a waste facility.
Task 4.7 Well Installation Memorandum
Upon completion of the installation of the groundwater monitoring wells, Consultant will prepare a completion memorandum detailing, at a minimum, the well construction details and well development proced ures. This memorandum will be subject to review and approval by the Regional Board.
Task 5 Remedial Action Implementation Reporting
A Remedial Action Implementation Report will be prepared to describe the activities conducted as described in Tasks 1 through 4. The Report will reference the memoranda and Regional Board approval letters for each memorandum.
12 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc Task 6 Long-term Groundwater Monitoring
The purpose of Task 6 is to conduct semi‑annual groundwater sampling and reporting to evaluate potential contaminant migration and ensure long‑term protectiveness of the approved remedial actions.
Task 6.1 Year 1 Groundwater Monitoring
Consultant assumes that Year 1 groundwater monitoring will be conducted in 2027 and consist of:
• Completing pre-field preparation activities including coordination between Consultant, subcontractors, and the City.
• Installing a dedicated pump equipped with high density tubing in each of the groundwater wells to be sampled and monitored long term (total of 3 pumps). • Performing one 3-year groundwater monitoring event with the analyte list shown in Table 1.
One groundwater sample will be collected from each monitoring well (total of 3 samples). One duplicate sample will be collected and one equipment blank sample will be collected during each sampling event.
• Performing one semi-annual groundwater monitoring event with the analyte list shown in Table 2. One groundwater sample will be collected from each monitoring well (total of 3 samples). One duplicate sample will be collected and one equipment blank sample will be collected during each sampling event.
• During each groundwater monitoring event, field parameters including pH, specific conductance, dissolved oxygen, and temperature will be monitored prior to collecting groundwater samples. Groundwater samples will be stored in a cooler chilled to 4 degrees Celsius and will be couriered to a State-certified analytical laboratory using chain-of-custody protocol. Consultant assumes the City will contract directly with the analytical laboratory.
Analytical laboratory costs are not included in this proposal. • Preparing and submitting an annual report for review and approval by the Regional Board.
Groundwater monitoring activities and analytical results will be reported to the City and the Regional Board in a letter report. The letter report will include groundwater levels, calculated groundwater gradient, analytical results, and any other pertinent observations as well as a status update of ongoing remediation activities.
• Disposing of purged groundwater after the second monitoring event of the year. IDW will be generated from purged groundwater into 55-gallon drums. Consultant will collect one IDW- water sample from the drums each year. The samples will be submitted to a laboratory and will be analyzed for VOCs by EPA Method 8260B, TPH by EPA Method 8015, and Title 22 Metals by EPA Method 6010/7417 for waste disposal purposes. Consultant will contract with a waste hauler to pick up and transport the drums to a waste facility after the second monitoring event of the year.
Table 1. Analyte List for 3-year Groundwater Monitoring Events Analysis Description
Monitoring Frequency Method for Groundwater
Analysis
13 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc Analysis Description
Monitoring Frequency Method for Groundwater
Analysis
Lead Semi-annual EPA Method 6010B
PFOA/PFOS Semi-annual EPA Method 1633
PFAS – Full List Every 3 Years EPA Method 1633
Total Cations Every 3 Years EPA Method 1
Total Anions Every 3 Years EPA Method 1
Hydroxide (OH) Every 3 Years EPA Method 2
Specific Conductance
(Electrical Conductivity)
Every 3 Years EPA Method 120.1
Total Hardness Every 3 Years EPA Method 130
pH Every 3 Years EPA Method 150.1
Total Dissolved Solids Every 3 Years EPA Method 160.1
Iron (Fe) Every 3 Years EPA Method 200.7 / 236.1
Manganese (Mn) Every 3 Years EPA Method 200.7 / 243.1
Zinc (Zn) Every 3 Years EPA Method 200.7 / 289.1
Boron (B) Every 3 Years EPA Method 212.3 / 200.7
Carbonate (CaCO3) Every 3 Years EPA Method 310.2
Bicarbonate (HCO3) Every 3 Years EPA Method 310.2
Total Alkalinity Every 3 Years EPA Method 310.1
Chloride (Cl) Every 3 Years EPA Method 325
Fluoride (F) Every 3 Years EPA Method 340
Nitrate (NO3) Every 3 Years EPA Method 353.2
Phosphate (PO4) Every 3 Years EPA Method 365.2
Total Phosphorus Every 3 Years EPA Method 365.1/365.2
Sulfate (SO4) Every 3 Years EPA Method 375
Chemical Oxygen Demand Every 3 Years EPA Method 410
Total Organic Carbon Every 3 Years EPA Method 415
Phenols Every 3 Years EPA Method 420.1
Total Organic Halogens Every 3 Years EPA Method 450.1
Volatile Organic Compounds
(VOCs)
Every 3 Years EPA Method 8260B
Total Petroleum Hydrocarbons
(TPH) – Gas, Diesel, and
Motor Oil Range
Every 3 Years EPA Method 8015M
Notes:
14 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc Analysis Description
Monitoring Frequency Method for Groundwater
Analysis
Methods for groundwater analysis will be finalized in the Long-term Groundwater Sampling and Analysis Plan (see Task 1.2)
EPA - United States Environmental Protection Agency
PFAS - per- and polyfluoroalkyl substances
PFOA - perfluorooctanoic acid
PFOS - perfluorooctanesulfonic acid
Table 2. Analyte List for Semi-annual Groundwater Events Analysis Description Monitoring Frequency Method for Groundwater Analysis Lead Semi-annual EPA Method 6010B
PFOA/PFOS Semi-annual EPA Method 1633
Notes:
Methods for groundwater analysis will be finalized in the Long-term Groundwater Sampling and Analysis Plan (see Task 1.2)
EPA - United States Environmental Protection Agency
PFOA - perfluorooctanoic acid
PFOS - perfluorooctanesulfonic acid
Task 6.2 Training for Groundwater Monitoring
Consultant will conduct training with City staff to take over responsibility for groundwater monitoring beyond the first year of groundwater monitoring activities (i.e., training to occur during year 1 monitoring activities). Consultant will train during two sampling events, which will include coordination with the analytical laboratory, preparation of sampling equipment and bottleware, collection of samples, and submittal of samples to the analytical laboratory.
Consultant assumes the City will contract directly with the analytical laboratory and manage IDW during these training events. Costs associated with IDW and analytical laboratory costs are not included in this proposal.
Task 7 Contingency
Due to the potential unknowns (e.g., well locations, well construction information) and challenges installing prior wells at the site and in the local region, Consultant has included a 10- percent contingency budget to account for potential budget overruns. Consultant will not expend this budget without prior written approval from the City.
General Assumptions
• Costs for written documents (Tasks 1.1, 1.2, 1.3, 2.4, 3.5, 4.7, 5, and 6.1) include responding to one round of comments from the City, and one round of comments from the Regional Board.
• Consultant is not responsible for any damages to underground improvements not clearly or accurately marked by the City. Consultant will contact DigAlert for utility mark-outs; 15 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc however, it should be noted that DigAlert often does not mark the location of subsurface utilities located on private property. If Consultant damages any subsurface utility or structure that is not identified by the City, then the City will assume the cost and all liability related to repair and injury that may occur as a result of such an occurrence. • The subsurface is amenable to well installation using the methods described in this proposal and the sampling can be completed in the specified time frame. Consultant will advise the City of any necessary revisions to the work scope as well as additional costs, if required. • Laboratory analytical costs included in this proposal assume a standard turnaround time. • An annual escalation of 3.5% was applied to costs projected in 2027, 2028, and 2029.
16 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc EXHIBIT "B"
PROJECT SCHEDULE
Activity Estimated Start Time and Year Estimated Year
Pre-implementation Activities 6 months after approval of FS/RAP Second half of 2026 Long-term Groundwater Sampling and
Analysis Plan
6 months after approval of FS/RAP Second half of 2026
Soil Management Plan 6 months after approval of FS/RAP Second half of 2026 Imhoff Tank Cleaning, Inspections,
and Reporting
6 months after approval of FS/RAP Second half of 2026
Aboveground Storage Tank Cleaning,
Inspections, and Reporting
6 months after approval of FS/RAP Second half of 2026
Groundwater Monitoring Well
Destruction
6 months after approval of FS/RAP Second half of 2026
Groundwater Monitoring Well
Installation
1 year after approval of FS/RAP Second half 2027
Annual Groundwater Monitoring and
Reporting
Once every year after the installation of
the groundwater monitoring wells
First half of 2028, 2029,
and 2030
Remedial Action Implementation
Report
6 months after completion of all
remedial action alternatives
First half of 2028
Land Use Covenant 1 year after groundwater monitoring
well installation
Second half 2028
* Schedule is subject to change due to permitting, site conditions, and coordination needs; therefore, an agreement term of 3 years is proposed.
17 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc EXHIBIT "C"
FEE SCHEDULE
Task Estimated Costs
Task 1 Pre-implementation Activities $35,800
Task 1.1 Implementation Work Plan $10,000
Task 1.2 Long-term Groundwater Sampling and Analysis Plan $8,000 Task 1.3 Soil Management Plan $8,000
Task 1.4 Land Use Covenant Support $9,800
Task 2 Tank Cleaning, Inspections, and Reporting $141,300 Task 2.1 Pre-field Activities $2,400
Task 2.2 Imhoff Tanks and AST Removal $134,900
Task 2.3 Tank Cleaning and Inspection Memorandum $4,000 Task 3 Groundwater Monitoring Well Destruction $60,700
Task 3.1 Pre-field Activities $3,300
Task 3.2 Well Locating $7,300
Task 3.3 Permitting $9,000
Task 3.4 USA Mark-out $3,700
Task 3.5 Monitoring Well Destruction $33,400
Task 3.6 Monitoring Well Destruction Memorandum $4,000
Task 4 Groundwater Monitoring Well Installation $340,600 Task 4.1 Pre-field Activities $3,300
Task 4.2 Permitting $4,800
Task 4.3 USA Mark-out $3,700
Task 4.4 Monitoring Well Drilling and Installation $302,300 Task 4.5 Well Survey $7,300
Task 4.6 Investigation Derived Waste $15,200
Task 4.7 Monitoring Well Memorandum $4,000
Task 5 Remedial Action Implementation Reporting $7,500
Task 6 Long-term Groundwater Monitoring (First 3 Years) $54,100 Task 6.1 Year 1 Groundwater Monitoring $42,700
Task 6.2 Groundwater Monitoring Training $11,400
Total $640,000
18 I:\cmo\Agreements\Rincon Professional Services Agreement.bm.08.19.2026.FY2728-29.doc EXHIBIT "D"
WORKERS’ COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of the following ways:
(a) By being insured against liability to pay compensation by one or more insurer s duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self-insure, either as an individual employer , or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees.
CHECK ONE
_____I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self - insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861).
_____I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers’ compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers’ compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers’ compensation insurance.
I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct.
VENDOR
By: Date: ___________________
Ryan Thatcher, Principal
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.
Date:______________________
To: Purchasing Division
From: ________________________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.
The City M anager w ill determine whether the justification is appropriate. R equests for exception must be supported by factual statements that will pass an audit.
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page 2
INSTRUCTIONS
1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.
Existing Equipment:
Manufacturer/Model Number:
Age:
Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. T he requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-than- new cost.
f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).
2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:
Rincon Consultants, Inc. is uniquely qualified to implement the Remedial Action Plan at the AlaEama Street Septage 'isposal Ponds due to their ongoing involvement with the site since 20. Rincon has overseen the assessment, monitoring, and regulatory reporting, developing extensive knowledge of the site's conditions and a strong working relationship with the Santa Ana Regional Water Quality Control Board.
Rev 1.31.19
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:
_________________________________________________________ Prepared by Date _________________________________________________________ Department Director Date Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date
List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.
Explain what action(s) the department would take if the sole/single source services wereno longer available
Changing consultants would delay the proMect and increase the risk of regulatory noncompliance and potential Water Board penalties.
I certify that the above information is accurate to the best of my knowledge, and a signedcopy of this document will be kept on file and available for audit in my department DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Consideration of a Single-Source Professional Services Agreement with Parsons Water & Infrastructure Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project for an amount not to exceed $287,326 and determination that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Heredia) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motions are provided:
I move that the City Council determine that approval of a Professional Services Agreement with Parsons Water & Infrastructure, Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and I move that the City Council approve a single-source Professional Services Agreement with Parsons Water & Infrastructure Inc. for an amount not to exceed $287,326.
RECOMMENDATION:
Staff recommends that City Council determine that approval of the Professional Services Agreement with Parsons Water & Infrastructure, Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project is exempt from environmental review pursuant to Section 15061(b) (3) of the State's Guidelines implementing the California Environmental Quality Act. Staff further recommends City Council approval of a single-source Professional Services Agreement with Parsons Water & Infrastructure Inc., for an amount not to exceed $287,326.
DISCUSSION:
The City of Redlands has owned and operated its Wastewater Treatment Plant (WWTP) since 1962, with major expansions and upgrades completed in 1972, 1988, and 2004, to accommodate population growth and meet evolving regulatory requirements. The 2004 improvements included the installation of a membrane bioreactor (MBR) filtration and disinfection system, increasing the plant's total treatment capacity to 9.5 million gallons per day (MGD). The MBR process treats up to 6.0 MGD of wastewater to California Title 22 recycled water standards, while a parallel conventional treatment process provides an additional 3.5 MGD of treatment capacity. The recycled water produced by the MBR system is used by Southern California Edison's Mountainview Power Plant for cooling tower operations and landscape irrigation, as well as by commercial customers located north of Interstate 10 and west of Interstate 210 for irrigation purposes. Effluent from the conventional treatment process is discharged to City-owned infiltration basins to replenish the local groundwater basin.
In March 2019, the City Council approved a Professional Services Agreement with Parsons Water & Infrastructure Inc. (Parsons) to provide engineering design services for the WWTP Improvement Project. As the Project progressed and in anticipation of receiving a $45 million Clean Water State Revolving Fund (CWSRF) loan for construction, the City Council approved an additional agreement with Parsons in April 2025 to provide construction plan consolidation and bidding support services. Upon completion of the final design, Municipal Utilities and Engineering Department (MUED) staff worked closely with Parsons to develop a comprehensive bid package that incorporated a Base Bid and multiple additive bid items. This approach was intended to maximize the use of the available State Revolving Fund (SRF) financing while providing flexibility in the Project's construction scope.
Following completion of the bid documents, MUED staff advertised the Project for competitive bids on February 5, 2026. On April 2, 2026, the City Clerk's Office publicly opened five bids submitted by qualified contractors. The bid schedule was organized with a Base Bid representing the essential improvements required to achieve the Project's primary objectives, including upgrades to the headworks, primary treatment facilities, peak-flow treatment systems, aeration basins, digestion facilities, plant-wide electrical and supervisory control and data acquisition (SCADA) systems, and associated civil and structural improvements. Additional project components were included as additive bid items, allowing the City to adjust the construction scope based on available funding.
Although the Project received competitive interest, all submitted bids substantially exceeded the engineer's estimate and the funding available for construction. Consequently, on May 5, 2026, the City Council, at staff's recommendation, rejected all bids and directed staff to revise and re-advertise the Project. MUED staff and Parsons subsequently continued refining the bid package to better align the Project's scope with available funding and construction market conditions. Because the existing agreement with Parsons has since expired, a new professional services agreement is required to complete the revised bid package and provide bidding support services. Staff successfully negotiated a not-to-exceed agreement amount of $287,326 and recommends approval of a new agreement with Parsons to provide these services.
Parsons is uniquely qualified to continue providing engineering services for the WWTP Upgrade Project based on its extensive involvement with the project since 2019. Throughout the planning, assessment, and final design phases, Parsons has developed comprehensive institutional knowledge of the facility, design criteria, regulatory requirements, technical analyses, and project-specific decisions. The firm completed the final design in December 2023 and is therefore uniquely positioned to provide bid package preparation and bidding support services without the need for additional review, redesign, or knowledge transfer.
As funding becomes available to advance construction of the WWTP Upgrade Project, continuity of engineering services is critical to maintaining the project schedule and preserving the integrity of the approved design.
Procuring a different consultant would require significant time for familiarization with the project's technical documentation, design assumptions, and regulatory coordination, resulting in unnecessary delays, increased costs, duplication of previously completed work, and potential design inconsistencies. Such delays could adversely affect the timely implementation of critical wastewater infrastructure improvements and increase the City's risk of regulatory noncompliance, including potential enforcement actions or penalties from the State Water Resources Control Board. For these reasons, a sole-source procurement with Parsons is in the City's best interest, as it ensures project continuity, minimizes risk, and provides the most efficient and cost-effective path to project implementation.
ALTERNATIVES:
The Council may deny the staff recommendation and provide an alternative direction.
STRATEGIC PLAN:
Priority B: Strategic Objective 1. Complete Wastewater Treatment Plant Phase 2 Project Construction.
SUBMITTED BY:
Monica Heredia, Municipal Utilities and Engineering Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
James Garland, Interim Finance Manager
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Goutam Dobey, City Engineer
FISCAL IMPACT
Fiscal Year: FY 26/27
Revenue Generating: Yes
Budgeted Y/N: Yes
Account No.: 521910
Additional Appropriation Required: No
Discussion:
There is no additional fiscal impact associated with this action. Funding for the Project has been included in the approved MUED FY 2026/27 Budget within the Wastewater Fund (Fund 521).
1 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx
AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of final engineering for bid package preparation and bidding support services for the Wastewater Treatment Plant Upgrade Project Phase 2 (“Agreement”) is made and entered in this 1st day of September, 2026 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City ”) and Parsons Water & Infrastructure Inc., a Delaware corporation (“Consultant”). City and Consultant are sometimes individually referred to herein as a “Party” and, together, as the “Parties.” In consideration of the mutual promises contained herein, City and Consultant agree as follows:
ARTICLE 1 – ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide final engineering for bid package preparation and bidding support services for the Wastewater Treatment Plant Upgrade Project Phase 2 services for City (the “Services”).
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 – SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit “A,” titled “Scope of Servi ces,” which is attached hereto and incorporated herein by this reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this A greement including, but not limited to , any applicable State prevailing wage laws.
ARTICLE 3 – RESPONSIBILITIES OF CITY
3.1 City designates Monica Heredia , Municipal Utilities and Engineering Department Director, as City’s representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to performance of the Services.
ARTICLE 4 – PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner.
4.2 Consultant shall complete the Services by June 30, 2027, unless the Services are terminated earlier as provided for herein.
2 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx
4.3 If Consultant’s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to Cit y, consistent with City Council-adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff.
ARTICLE 5 – PAYMENTS TO CONSULTANT
5.1 Compensation: Total compensation for Consultant’s performance of the Services shall be in the amount of Two Hundred Eighty-Seven Thousand Three Hundred Twenty-Six dollars ($287,326.00). City shall pay Consultant in accordance with Exhibit “ B,” titled “Fee Proposal” which is attached hereto and incorporated herein by this reference.
5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant’s invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant’s invoice.
5.3 Any n otice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i ) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF) , if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accor dance with this section:
CITY: CONSULTANT:
City Clerk Satish Kamath, Vice President
City of Redlands Parsons Water & Infrastructure Inc. 35 Cajon Street 100 W. Walnut Street
P.O. Box 3005 (mailing) Pasadena, CA 91124
Redlands, CA 92373 [email protected]
[email protected] Phone: (626) 440-3355
Phone: (909) 798-7531 Fax: (626) 440-2630
ARTICLE 6 – INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant.
Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a 3 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City.
A. Workers’ Compensation and Employer’s Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self-insured or exempt from the workers’ compensation laws of the State of California. Consultant shall execute and provide City with Exhibit “ C,” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General L iability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate , for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City.
C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made.
D. Business Auto L iability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant’s provision of the Services, hired and non-owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non -contributing to any insurance or self - insurance maintained by City.
E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies req uired hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor.
6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys’ fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services.
ARTICLE 7 – CONFLICTS OF INTEREST
7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by 4 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx the performance of Consultant’s Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position s pecified in City’s Conflict of Interest Code under Government Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, State ment of Economic Interests , with the City Clerk’s office pursuant to the written instructions provided by the City Clerk.
ARTICLE 8 – GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys’ fees, including fe es for the use of in - house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in s trict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City’s immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant’s employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to 5 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on b ehalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation.
8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City’s intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant’s compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed S ervices, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein , an y amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.
6 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx
IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement.
CITY OF REDLANDS PARSONS WATER &
INFRASTRUCTURE INC.
By: ___________________________ By: _________________________ Mario Saucedo, Mayor Satish Kamath, Vice President
ATTEST:
___________________________
Jeanne Donaldson, City Clerk
7 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx EXHIBIT "A"
Scope of Services
Task 1: Project Management
1.1 Project Management
The project management task will continue through the duration of the bid repackaging and bidding. Consultant will provide project oversight and coordination to ensure the successful execution of the work. This effort will include maintaining clear communication with the City, tracking project progress, and managing scope and budget. Consultant will attend as -needed meetings to address specific project issues, provide technical support, and ensure that all aspects of the repackaging process proceed smoothly. Consultant will execute the PM task efficiently and keep the level of effort (LOE) to a minimum.
Task 2: Drawing and Specification Repackaging
2.1 Drawings
Drawings from the previous bid package will either be revised, remain in the set with minor changes, or be removed from the set in order to align with the base bid scope of work.
1. Approximately 137 drawings contain a mix of both base bid and additive bid scope items which will need to be evaluated and revised on an individual drawing basis. The LOE associated with this category of drawing varies greatly with the amount of base and additive scope overlap. These drawings need to be revised to ensure only the base bid scope is included and there are no equipment, piping, power, or control connections/references to additive scope. However, provisions for future additive items need to remain or be added.
Electrical drawings, in particular, require a significant effort to ensure base bid scope is met and provisions for future additive scope items are included. This includes reviewing and revising ductbank routing, including required spare conduits for future additive bid items, revising corresponding conduit schedules, providing conduit stub ups into power centers for future equipment, and determining which pullboxes/manholes to terminate spare conduits.
2. Drawings containing only base bid scope items will remain in the set. They will be verified and reviewed to ensure there are no references to removed scope items. These drawings will then be replotted with revised borders, title blocks, and references.
3. Drawings containing only additive bid scope items will be verified and removed from the set, with drawing numbers preserved and labeled ‘Not Used’ in the sheet index.
2.2 Specifications
Specifications from the previous bid package will either be revised, remain in the set with minor changes, or be removed from the set entirely in order to align with the base bid scope of work.
8 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx
1. Specification sections containing language related to both base bid and additive bid scope items will be evaluated and references to additive scope sections will be revised. Certain specifications, especially Division 13, will require significant revisions to ensure the plant control strategy, instrumentation schedules, and I/O list are aligned with the base bid scope.
2. Specification sections containing only base bid scope items will be verified to ensure there are no references to removed scope items. These specifications will then be recombined with revised footers.
3. Specification sections containing only additive bid scope items will be verified and removed from the set.
2.3 Quality Assurance and Quality Control (QA/QC)
An interdisciplinary review session will be conducted among all 7 disciplines to ensure consistency and coordination between drawings and specifications.
Task 3: Revised Cost Estimate
3.1 Base Bid Revised Construction Cost Estimate
To ensure the repackaged base bid set aligns with the City’s budget, our estimators will review, validate, and update the estimate. This will provide insight as to whether additional scope items should be added or removed to provide the City with the appro priate amount of scope coinciding with the budget available.
Task 4: Engineering Services During Bid Phase
4.1 Respond to Contractor RFIs During Bid Phase
The Consultant team will respond to requests for information (RFIs) and questions from prospective bidders during the Bid Phase.
4.2 Support for Addenda Preparation
Based on the type of RFI, it is anticipated that clarification will be required in the form of addenda.
While the City will prepare the formal addenda, Consultant will provide engineering support by revising drawings and specifications as required.
9 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx EXHIBIT "B"
Fee Proposal
DESCRIPTION Total
Hours Labor ODCs Total
2%
Task 1 PROJECT MANAGEMENT
1.1 Project Management, Oversight, Coordination, and Meetings 20 $3,520 $70 $3,590 Subtotal Task 1 20 $3,520 $70 $3,590
Task 2 DRAWING AND SPECIFICATION REPACKAGING
2.1 Drawings 703 $149,277 $2,986 $152,263
2.2 Specifications 106 $25,271 $505 $25,776
2.3 QA/QC 144 $31,624 $633 $32,257
Subtotal Task 2 952 $206,172 $4,123 $210,295
Task 3 REVISED COST ESTIMATE
3.1 Base Bid Revised Cost Estimate 120 $24,840 $497 $25,337 Subtotal Task 3 120 $24,840 $497 $25,337
Task 4 ENGINEERING SERVICES DURING BID PHASE
4.1 Respond to Contractor RFIs 100 $24,930 $499 $25,429
4.2 Support for Addenda Preparation 100 $22,230 $445 $22,675 Subtotal Task 4 200 $47,160 $943 $48,103
Engineering Services for Bid Repackaging & Bidding Support TOTAL 1,292 $281,692 $5,634 $287,326 TA SK
10 I:\cmo\Agreements\Agreement w Parsons Water.bm.08.19.2026.FY2728-28.docx EXHIBIT "C"
WORKERS’ COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of the following ways:
(a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self-insure, either as an individual employer , or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees.
CHECK ONE
_____I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with suc h provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861).
_____I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers’ compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers’ compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers’ compensation insurance.
I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct.
PARSONS WATER & INFRASTRUCTURE INC.
By: Date: ___________________
Satish Kamath, Vice President
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.
Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition # ___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.
The City M anager w ill determine whether t he justification is appropriate. R equests for exception must be supported by factual statements that will pass an audit.
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS
1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.
Existing Equipment:
Manufacturer/Model Number:
Age:
Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. T he requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-than- new cost.
f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).
2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:
4. List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.
Explain what action(s) the department would take if the sole/single source services wereno longer available
I certify that the above information is accurate to the best of my knowledge, and a signedcopy of this document will be kept on file and available for audit in my department _________________________________________________________ Prepared by Date _________________________________________________________ Department Director Date Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Individual Council Member Report on Activities for July and August 2026 from Mayor Pro Tem Shaw (City Clerk Donaldson)
DISCUSSION:
Mayor Pro Tem Shaw has requested to include this report on the agenda for recording purposes. The report does not require City Council approval.
July & August 2026 Council Activities
Mayor Pro Tem Marc Shaw
o Attended Redlands Emergency Services Academy graduation ceremony o Attended “Bowl with a Cop” event at Empire Bowl
o Attended various Redlands Bowl events
o Attended meetings with consultant to prepare for CM and CA annual performance reviews
o Attended Assistant City Manager McConnell’s Retirement Party o Attended Sunrise Rotary America’s 250th event
o Meetings with City Manager to discuss ongoing issues
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Appointment of Temporary Board Chair and Board Secretary (General Counsel Garcia) MOTION:
I move to appoint Mario Saucedo as Temporary Board Chair and Jeanne Donaldson as Temporary Board Secretary.
DISCUSSION:
The Redlands Housing Corporation Board will be officially appointing board officers later in this agenda. In order to ensure the orderly conduct of the meeting and to ensure the proper recordation of the meeting minutes, the Board is asked to appoint Mario Saucedo as the Temporary Board Chair and Jeanne Donaldson as the Temporary Board Secretary.
SUBMITTED BY:
Yvette M. Abich Garcia, General Counsel
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consider Approval of Organizational Certificate of Incorporator Appointing Directors of the Redlands Housing Corporation (General Counsel Garcia)
MOTION:
I move to adopt the Organizational Certificate of Incorporator of the Redlands Housing Corporation and Authorize the Board Members to Execute the Certificate.
RECOMMENDATION:
Staff recommends the Board approve the Organizational Certificate of Incorporator Appointing Directors to the Redlands Housing Corporation and Authorize the Board Members to Execute the Certificate.
DISCUSSION:
The Organizational Certificate of Incorporator is a formal legal statement signed by the Corporation Board Members appointing themselves by name to serve as the first Board of Directors of the Redlands Housing Corporation.
Effective September 1, 2026, the members of the Board of Directors of the Redlands Housing Corporation shall be:
1. Mario Saucedo
2. Marc Shaw
3. Denise Davis
4. Eddie Tejeda
5. Paul Barich
SUBMITTED BY:
Yvette M. Abich Garcia, General Counsel
RECOMMENDED BY:
Charles M. Duggan Jr., President
REVIEWED BY:
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Yvette M. Abich Garcia, General Counsel
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact.
17942.00162\45044780.1
1 ORGANIZATIONAL CERTIFICATE OF INCORPORATOR
OF
REDLANDS HOUSING CORPORATION
A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION
The undersigned Incorporator, named in the Articles of Incorporation of R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation, in order to record certain actions taken in connection with the organization of this Corporation, pursuant to the powers conferred upon said Incorporator by Section 5134 of the California Nonprofit Public Benefit Corporation Law, does hereby certify as follows:
ARTICLES OF INCORPORATION
The original Articles of Incorporation of this Corporation have been filed in the office of the California Secretary of State in Sacramento. A certified copy of said Articles of Incorporation, showing the filing date and corporate number, has been inserted in the corporate minute book.
NUMBER AND APPOINTMENT OF DIRECTORS
The number of Directors authorized by Section 3.2.1 of the Bylaws of this Corporation is five (5). The names of the persons which shall act as the initial Directors of this Corporation until successors are appointed pursuant to the Bylaws of this Corporation, or until their removal or resignation, as the case may be, and in whom the powers of further organization and direction of this Corporation are hereby vested, effective upon their acceptance of this appointment, are as follows:
Name of Director Effective Date
September 1, 2026
September 1, 2026
September 1, 2026
September 1, 2026
1. Mario Saucedo
2. Marc Shaw
3. Denise Davis
4. Eddie Tejeda
5. Paul Barich September 1, 2026
17942.00162\45044780.1
2 INCORPORATOR’S CERTIFICATION
The undersigned Incorporator, having completed the initial organization of the above-named Corporation and having named one or more Directors to carry out the functions of Directors as required by law, hereby executes this Organizational Certificate recording the actions so taken and declares that she has delivered the corporate minute book containing the Articles of Incorporation, the draft Bylaws, and the original of this Organizational Certificate to the Directors named hereinabove.
Dated: September 1, 2026
_________________________________________
DUSTIN NIRSCHL
Incorporator
[ACCEPTANCE OF APPOINTMENT AS DIRECTORS FOLLOW ON NEXT PAGE] 17942.00162\45044780.1
3 Acceptance of appointment as Directors and receipt of the corporate minute book are hereby acknowledged.
Dated: September 1, 2026
____________________________________
MARIO SAUCEDO
____________________________________
DENISE DAVIS
____________________________________
MARC SHAW
____________________________________
EDDIE TEJEDA
____________________________________
PAUL BARICH
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Review and Ratify Articles of Incorporation document that was filed and certified by the California Secretary of State (Assistant City Manager Garcia)
MOTION:
I move to ratify the Articles of Incorporation for the Redlands Housing Corporation.
RECOMMENDATION:
Staff recommends the Board ratify the Articles of Incorporation for the Redlands Housing Corporation.
DISCUSSION:
In 2022, the City entered into a Homekey grant agreement with the State and Shangri-La Industries for the acquisition and conversion of the former Good Nite Inn into permanent supportive housing. Following their 2023 acquisition of the property, Shangri-La deparated the State after defaulting on its obligations under the grant agreement. At that time, the City began working with the State and other parties toward a settlement and a path for maintaining the property’s continued use as permanent supportive housing. As part of that effort, the Redlands Housing Corporation was formed as a California nonprofit public benefit corporation. Ratification of the Articles of Incorporation formally confirms the City’s authorization of the Corporation’s formation and the filing made with the California Secretary of State on August 3, 2026.
The Articles establish the Corporation for public and charitable purposes, specifically to own and operate real property to expand housing opportunities in Redlands and to receive and use grants, contributions, and other resources in furtherance of that purpose. The Corporation is intended to provide a separate nonprofit ownership structure that helps limit the City’s direct exposure while facilitating the continued operation of the Homekey property over the next several years. The current plan is for the Corporation to serve as an interim owner until the property can be transferred in the coming years, subject to applicable State approvals and funding requirements, to an external, independent nonprofit organization for long-term operation as permanent supportive housing.
SUBMITTED BY:
Danielle Garcia, Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., President
REVIEWED BY:
Yvette M. Abich Garcia, General Counsel
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:
Danielle Garcia, Assistant City Manager
Danielle Garcia, Assistant City Manager
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact as a result of ratifying the Articles of Incorporation for the Redlands Housing Corporation.
B20260353856
Corporation Name
Corporation Name Redlands Housing Corporation
Initial Street Address of Principal Office of Corporation Principal Address 300 EAST STATE STREETSUITE 690REDLANDS, CA 92373 Initial Mailing Address of Corporation
Mailing Address P.O. BOX 3005REDLANDS, CA 92373
Attention City Manager
Agent for Service of Process
Agent Name JEANNE DONALDSON
Agent Address 300 EAST STATE STREETSUITE 690REDLANDS, CA 92373 Purpose Statement
This corporation is a Nonprofit Public Benefit Corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law for: Public and Charitable purposes Additional Statements
The specific purpose of this corporation is to own and operate real estate to expand housing opportunities in the City of Redlands and to receive, invest and utilize funds, property and in-kind materials or services acquired through the solicitation of contributions, donations, grants, gifts, bequests and the like for the Corporation’s purposes.
Notwithstanding any of the above statements of purpose and powers, this corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the specific purpose of this corporation.
Additional information and signatures set forth on attached pages, if any, are incorporated herein by reference and made part of these Articles of Incorporation.
Electronic Signature
I declare that I am the person who executed this instrument, which execution is my act and deed.
Dustin Nirschl
Signature
08/03/2026
Date
STATE OF CALIFORNIAOffice of the Secretary of StateARTICLES OF INCORPORATION CA NONPROFIT CORPORATION PUBLIC BENEFITCalifornia Secretary of State 1500 11th Street
Sacramento, California 95814
(916) 657-5448
B4891-5598 08/03/2026 4:41 PM Received by California Secretary of State
For Office Use Only
-FILED-
File No.: B20260353856
Date Filed: 8/3/2026
Certificate Verification No.: 487259238 Date: 08/03/2026 17942.00162\45056366.2
This corporation is organized and operated exclusively for the purposes set forth within the meaning of Internal Revenue Code section 501(c)(3).
No substantial part of the activities of this corporation shall consist of carrying on propaganda, or otherwise attempting to influence legislation, and this corporation shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office.
The property of this corporation is irrevocably dedicated to the purposes set forth herein and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer or member thereof or to the benefit of any private person.
Upon the dissolution or winding up of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed to a nonprofit fund, foundation or corporation which is organized and operated exclusively for charitable, educational and/or religious purposes and which has established its tax-exempt status under Internal Revenue Code section 501(c)(3), or to the City of Redlands, California, provided such assets are used for the purposes for which the corporation was established.
B4891-5599 08/03/2026 4:41 PM Received by California Secretary of State
Certificate Verification No.: 487259238 Date: 08/03/2026 California Secretary of State
Business Programs Division
1500 11th Street, Sacramento, CA 95814
Request Type:
Entity Name:
Entity No.:
Entity Type:
Issuance Date:
Copies Requested:
Receipt No.:
Certified Copies
Redlands Housing Corporation
08/03/2026
1 CALIFORNIA
B20260353856
Nonprofit Corporation - CA - Public
Benefit
014551230Formed In:
Certificate No.: 487259238
Document Listing
Reference # Date Filed Filing Description Number of Pages B4891-5598 08/03/2026 Initial Filing 2
** **** ****** ******** End of list ******** ****** **** ** I, SHIRLEY N. WEBER, PH.D., California Secretary of State, do hereby certify on the Issuance Date, the attached document(s) referenced above are true and correct copies and were filed in this office on the date(s) indicated above.
IN WITNESS WHEREOF, I execute this
certificate and affix the Great Seal of the
State of California on August 03, 2026.
To verify the issuance of this Certificate, use the Certifcate No. above with the Secretary of State Certification Verification Search available at bizfileOnline.sos.ca.gov.
SHIRLEY N. WEBER, PH.D.
Secretary of State
California Secretary of State
Business Programs Division
1500 11th Street, Sacramento, CA 95814
Thank You for Doing Business in California
Congratulations on your new business registration with the California Secretary of State (SOS).
What’s next?
1.Resources for Businesses Just Starting – The Secretary of State provides additional business resources at bizfile.sos.ca.gov to help guide you through the process of starting your business, including:
·Starting A Business Guide & Checklist –
www.sos.ca.gov/business-programs/business-entities/starting-business-checklist/ for key steps you may need to take when launching a business in California. ·SOS Business Resources – www.sos.ca.gov/business/be/resources for a list of agencies you may need to contact to ensure proper compliance with California state law.
2. Corporations and Limited Liability Companies Can File SOS Statement of Information Online – For faster service, file your initial Statement of Information and any future Statements of Information anytime online by logging into your bizfile Online account at bizfileOnline.sos.ca.gov. To file, select the Statement of Information document, complete and submit online. Statements by Common Interest Development Association also can be filed online with your Statement of Information.
You are required to file a Statement of Information within the first 90 days of registering your business with the SOS and you are statutorily required to maintain your business by filing a Statement of Information, either every year for stock corporations or every other year for nonprofit corporations and LLCs, before the end of the calendar month of the original registration date. Please see the table below for your specific entity type. NOTE: You may be assessed a $250 penalty for not filing your Statement of Information. * Corporations formed as a Common Interest Development must file a Statement by Common Interest Entity Type (Jurisdiction) Frequency of FilingInitial Due Date All Stock Corporations (California) Within 90 Days Annually Out-Of-State Corporations
Credit Unions
Agricultural Cooperatives (California)
Canabis Cooperative Associations
General Cooperatives
Nonprofit Corporations (California)
Nonprofit Corporations - Common
Interest Development*
Limited Liability Companies
All Other Business Entity Types
Within 90 Days
Within 90 Days
Within 90 Days
Within 90 Days
Within 90 Days
Within 90 Days
Within 90 Days
Within 90 Days
Statement Of Information Not Required
Annually
Annually
Annually
Annually
Every Other Year
Every Other Year
Every Other Year
Every Other Year
Development with their Statement of Information.
3. Franchise Tax Board (FTB) Tax Filing – Once your entity is registered with the SOS, you are required to file a tax return with FTB for each taxable year, even if you are not conducting business or have no income.
Contact FTB at www.ftb.ca.gov or (800) 852-5711 for forms and requirements concerning franchise taxes or income taxes.
Be aware, if you fail to file a return by the original or extended due date, or fail to pay taxes when due, a penalty may be imposed by FTB. Please visit www.ftb.ca.gov/businesses/Penalty-Information.shtml for tax penalty related information.
4. Business Names and Trademarks
Registration of a business with the Secretary of State does not in itself establish a trademark for the business name. There is a separate legal process to establish a trademark or service mark. Additionally, registration of a business with the Secretary of State does not authorize the use of a business name in violation of another person’s or entity's rights to the name, such as infringement of a trademarked word or phrase.
The Secretary of State’s office maintains registration and all updates of California state trademarks and service marks. Information is accessible via our California Trademark Search at tmbizfile.sos.ca.gov/search, which also provides free PDF copies of imaged Trademark documents.
For more information on the registration of business names and registering a trademark, visit:
· General provisions governing trademarks and service marks are found in the Model State Trademark Law – California Business and Professions Code sections 14200 et seq · Federal Trademark Act – United States Code, Title 15, Chapter 22, section 1051 et seq. · California Fictitious Business Name Law – Business and Professions Code section 17900 et seq. · Common law rights, including rights to a trade name.
If you have any questions regarding such rights, please consult a private attorney.
5. Nonprofit Corporations
Nonprofit corporations in California are not automatically exempt from paying California franchise taxes or income taxes each year. For information about tax requirements and/or applying for tax exempt status, please contact the appropriate taxing agency listed below. If you are a domestic nonprofit public benefit corporation, you likely have filing requirements with the California Office of the Attorney General. https://oag.ca.gov/sites/all/files/agweb/pdfs/charities/publications/guide_for_charities.pdf.
Other Business Information and Resources
All business entities are subject to state and federal tax laws. You may wish to contact the following agencies to assist you with tax or other business-related issues:
· Internal Revenue Service – www.irs.gov or call (800) 829-4933 for forms and issues concerning Federal tax, employer identification numbers, subchapter S elections. · California Department of Tax and Fee Administration – www.cdtfa.ca.gov or call (800) 400-7115 for forms and issues concerning sales taxes, use taxes or other special taxes and fees administered by the California Department of Tax and Fee Administration.
· Employment Development Department – www.edd.ca.gov or call (888) 745-3886 for forms and issues concerning employment and payroll taxes.
· California State Board of Equalization – www.boe.ca.gov or call (916) 274-3350 for forms and issues concerning property taxes, alcoholic beverage taxes, and taxes on insurers.
· State Compensation Insurance Fund – www.statefundca.com or call (888) 782-8333 for information or to get a quote for workers' compensation insurance.
· Department of Industrial Relations, Division of Occupational Safety and Health (DOSH), better known as Cal/OSHA - www.dir.ca.gov or call (800) 963-9424 for guidance on workplace safety and health regulations in California.
· CalGold – www.calgold.ca.gov for appropriate permit, licensing, and contact information for the various agencies that administer and issue these permits.
· CA Governor’s Office of Business and Economic Development (Go-Biz)– www.business.ca.gov for a range of business services including, site selection and permit assistance. · The California Business Incentives Gateway (CBIG) – cbig.ca.gov is a web portal that connects business owners and entrepreneurs with financial incentives.
Be sure to review the Welcome Letter for key information and contacts you may need.
Corporations and limited liability companies must file a Statement of Information within 90 days of the initial filing and annually or every other year, thereafter. For additional resources, view Starting A Business Checklist for key steps you may need to take when launching a business in California.
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B20260353856
B20260353856
Nonprofit Corporation - CA - Public Benefit
Entity Name:
Entity Type:
Entity No.:
Document Type:
Document No.:
File Date:
Redlands Housing Corporation
Initial Filing
Thank you for using bizfile California, the California Secretary of State's business portal for online filings, searches, business records, and additional resources.
Initial Business Filing Approved
August 7, 2026
California Secretary of State
Business Programs Division
1500 11th Street, Sacramento, CA 95814
REDLANDS, CA 92373
P.O. BOX 3005
Redlands Housing Corporation
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consider Approval of the Redlands Housing Corporation Bylaws (General Counsel Garcia) MOTION:
I move to adopt the Bylaws for the Redlands Housing Corporation.
RECOMMENDATION:
Staff recommends the Board approve the Redlands Housing Corporation Bylaws.
DISCUSSION:
As part of the Redlands Housing Corporation’s required actions under law, the Board of Directors must approve Bylaws which is a foundational document providing organization to the corporate structure and internal operations to the Redlands Housing Corporation. The Bylaws address matters, including, but not limited to:
Establishing Governance Structure: Bylaws outline the Corporation’s purpose, its principal office, the number of Directors and the authority and responsibilities of the Board of Directors.
Setting Procedures for Meetings; Voting: Bylaws outline the requirements for calling and running board meetings efficiently, sending out notices of meetings, quorums and handling voting procedures.
Defining Board Officers: Bylaws specify the roles and responsibilities of officers of the Corporation such as the chairperson, vice chairperson, secretary, treasurer and the chief executive officer, procedures for member voting and approving amendments to the bylaws.
Record-Keeping and Fiscal Matters: Bylaws address record-keeping and fiscal reporting requirements of the Corporation.
SUBMITTED BY:
Yvette M. Abich Garcia, General Counsel
REVIEWED BY:
Charles M. Duggan, Jr., President
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact.
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BYLAWS
OF
REDLANDS HOUSING CORPORATION
A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION
ARTICLE I
ORGANIZATION
1.1 Name. The name of this corporation is R EDLANDS HOUSING CORPORATION (“Corporation”).
1.2 Purpose. The Corporation is a nonprofit public benefit corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law for charitable purposes. The specific purpose of this Corporation is to own and operate real estate to expand housing opportunities in the City of Redlands and to receive, invest and utilize funds, property and in-kind materials or services acquired through the solicitation of contributions, donations, grants, gifts, bequests and the like for the Corporation’s purposes.
1.3 Limitation on Corporate Activities. The Corporation is organized and operated exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986, as amended (“Code”). The Corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Code, or (b) by a corporation contributions to which are deductible under section 170(c)(2) of the Code.
1.4 Dedication of Assets. The property of this Corporation is irrevocably dedicated to charitable purposes, and no part of the net income or assets of this Corporation shall ever inure to the benefit of any director, officer or member thereof or to the benefit of any private person. Upon the dissolution or winding up of the Corporation, none of the assets of the Corporation shall be distributable to any director, officer or member thereof or to the benefit of any private person and any assets remaining after payment or provision for payment, of all debts and liabilities of this Corporation shall be distributed to a nonprofit fund, foundation or corporation which is organized and operated exclusively for charitable purposes and which has established and maintained its tax- exempt status under Section 501(c)(3) of the Code, or to the City of Redlands, California, provided such assets are used for the purposes for which the Corporation was established.
1.5 Principal Office. The principal office for the transaction of the activities and affairs of this Corporation shall be located and maintained at 300 East State Street, Suite 690, Redlands, California 92373. The Board (as that term is defined in Section 3.2 of these Bylaws) is hereby granted full power and authority to change the location of the principal office of the Corporation from one location to another location in the City of Redlands or County of San Bernardino. Any such change shall be noted by the Secretary in these Bylaws, but shall not be considered an amendment of these Bylaws. The Corporation may also have offices at such other places, within or without San Bernardino County, as its business may require and as the Board may designate. 17942.00162\45187846.1
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ARTICLE II
MEMBERS
The Corporation shall have no members as that term is defined by section 5056 of the California Corporations Code (“CCC”), and shall be governed solely by its Board in accordance with these Bylaws. Pursuant to section 5310(b) of the CCC, any action which would otherwise require approval by a majority of all members shall only require the approval of the Board. The Corporation may refer to persons or entities associated with it as “members” even though those persons or entities are not voting members, but no such reference shall constitute anyone a member within the meaning of section 5056 of the CCC.
ARTICLE III
BOARD OF DIRECTORS
3.1 General and Specific Powers. Subject to the provisions and limitations of the California Nonprofit Public Benefit Corporation Law and any other applicable laws, and subject to any limitations in the Articles of Incorporation or these Bylaws, the Corporation’s activities and affairs shall be managed, and all corporate powers shall be exercised, by or under the direction of the Board. Without limiting the generality of the foregoing, the Board shall have the power and authority to exercise this Corporation’s rights as member or shareholder of any other corporation, venture or entity in which this Corporation has an interest as a member, shareholder or otherwise.
In doing so, the Board may, by resolution authorize one (1) or more officers of this Corporation to represent this Corporation with respect to any matter to be acted upon by this Corporation as a member, shareholder or otherwise.
3.2 Directors.
3.2.1 Number. The authorized number of directors (“Directors”) of the board of directors (“Board”) of the Corporation shall be five (5).
3.2.2 Ex-Officio Directors. Each of the five (5) sitting members of the City Council of the City of Redlands (“City”) shall be appointed to the board of the Corporation with the right to vote. Notwithstanding any provision in these Bylaws to the contrary, Ex-Officio Directors shall hold such membership on the Board for the term such individual holds his or her position as a member of the City Council of the City, but shall automatically be deemed to have resigned from and removed from the Board, without any action by the Board, effective at such time when said individual no longer holds his or her position as a member of the City Council of the City, and shall be replaced, without any action by the Board, by the person selected to serve in such position as a member of the City Council of the City.
3.3 Interested Persons. None of the individuals serving on the Board may be “interested persons.”
3.3.1 As used in this Section 3.3, an “interested person” means:
(a) Any person compensated by the Corporation for services rendered to it within the previous twelve (12) months, whether as a full-time or part-time employee, 17942.00162\45187846.1
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independent contractor or otherwise, excluding any reasonable compensation paid to a Director for his/her service as Director; and
(b) Any brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law or father-in-law of such person.
3.3.2 Any violation of the provisions of this Section 3.3 shall not affect the validity or enforceability of any transaction entered into by the Corporation.
3.4 Vacancies. A vacancy on the Board shall exist upon the deemed resignation and removal from the Board in the event a member of the Board no longer holds his or her position as a member of the City Council of the City as provided in Section 3.2.2.
3.5 Compensation of Directors. Directors shall receive no compensation for their services as Directors of the Corporation. However, they shall be entitled to receive such just and reasonable reimbursement of expenses as may be determined by the Board.
3.6 Inspection Rights of Directors. Every Director shall have the absolute right at any reasonable time to inspect and copy all books, records and documents of every kind and to inspect the physical properties of the Corporation during normal weekday business hours. If a Director wishes to be accompanied by an attorney during such inspection, then the inspection will be scheduled at a time when the Corporation’s attorney will be present.
3.7 Standard of Care. A Director shall perform the duties of a director, including duties as a member of any committee of the Board on which the Director may serve, in good faith, in a manner such Director believes to be in the best interest of the Corporation and with such care, including reasonable inquiry, as an ordinarily prudent person in a like situation would use under similar circumstances. In performing the duties of a Director, a Director shall be entitled to rely on information, opinions, reports or statements, including financial statements and other financial data, in each case prepared and presented by:
(a) One or more officers or employees of the Corporation whom the Director believes to be reliable and competent in the matters presented; (b) Counsel, independent accountants or other persons as to matters which the Director believes to be within such person’s professional or expert competence; or
(c) A committee of the Board upon which the Director does not serve, as to matters within its designated authority, which committee the Director believes to merit confidence, as long as, in any such case, the Director acts in good faith, after reasonable inquiry when the need therefore is indicated by the circumstances and without knowledge that would cause such reliance to be unwarranted.
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A person who performs the duties of a Director in accordance with the above shall have no liability based upon any failure or alleged failure to discharge that person’s obligations as a Director.
ARTICLE IV
MEETINGS OF THE BOARD
4.1 In General. To the extent possible, all meetings of the Governing Board shall be held in accordance with the requirements of the Ralph M. Brown Act as set forth in Section 54950 et seq. of the California Government Code (“Brown Act”) and all other requirements under the CCC.
4.2 Place of Meetings. Unless designated otherwise by resolution of the Board, meetings of the Board shall be held at the Redlands City Council Chambers, 35 Cajon Street, Ste. 2, Redlands, California 92373.
4.3 Annual Meetings. The annual meeting of the Board (“Annual Meeting”) shall be held each year on a date and at a time designated by resolution of the Board. The Annual Meeting shall be held for the purpose of organization, adoption of the budget, and the transaction of such other business as may properly be brought before the meeting.
4.4 Regular Meetings. Regular meetings of the Board shall be held on such date and time designated by resolution of the Board.
4.5 Notice of Regular Meetings. Notice and agenda of all regular meetings of the Board shall be published at least 72 hours before the regular meeting, in accordance with the Brown Act.
Notice and agenda of all regular meetings shall be given to each Director by (a) personal delivery of written notice; (b) first-class mail, postage prepaid; (c) telephone, including a voice messaging system or other system or technology designed to record and communicate messages; (d) facsimile; (e) electronic mail; or (f) other electronic means. Notices sent by first-class mail shall be deposited in the United States mail at least four (4) business days before the time set for the meeting. Notices given by personal delivery, telephone or electronic transmission shall be delivered, telephoned or sent, respectively, at least two (2) business days before the time set for the meeting. The notice shall state the time of the meeting and the place, if the place is other than the Corporation’s principal office.
4.6 Special Meetings. Special meetings of the Board for any purpose or purposes may be called by the Board Chair or any three (3) Directors.
4.7 Notice of Special Meetings. Notice of the time and place of special meetings as well as all business to be transacted or discussed shall be published at least 24 hours prior to the special meeting using the same methods as posting an agenda for a regular meeting. Notice shall be given to each Director by (a) personal delivery of written notice; (b) first-class mail, postage prepaid; (c) telephone, including a voice messaging system or other system or technology designed to record and communicate messages; (d) facsimile; (e) electronic mail; or (f) other electronic means. All such notices shall be given or sent to the Director’s address or telephone number as 17942.00162\45187846.1
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shown on the Corporation’s records. Notices sent by first-class mail shall be deposited in the United States mail at least four (4) days before the time set for the meeting. Notices given by personal delivery, telephone or electronic transmission shall be delivered, telephoned or sent, respectively, at least forty-eight (48) hours before the time set for the meeting. The notice shall state the time of the meeting and the place, if the place is other than the Corporation’s principal office.
4.8 Waiver of Notice. Written notice may be dispensed with as to any Director who, at or prior to the time the meeting convenes, files with the Secretary a written waiver of notice, a written consent to the holding of the meeting, an approval of the minutes of the meeting, or who is actually present at the meeting when it convenes. All such waivers, consents and approvals shall be made a part of the minutes of the meeting.
4.9 Conduct of Meetings. Meetings of the Board shall be presided over by the Board Chair, or in his or her absence, by the Board Vice Chair.
4.10 Quorum. A majority of the authorized number of Directors then in office shall constitute a quorum for the transaction of any business except adjournment.
4.11 Required Vote of Directors.
4.11.1 In General. Every action taken or decision made by a majority of the Directors present at a duly held meeting at which a quorum is present shall be an act of the Board, subject to the more stringent provisions contained in these Bylaws or provided by the California Nonprofit Public Benefit Corporation Law, including, without limitation, those provisions relating to: (a) approval of contracts or transactions in which a Director has a direct or indirect material financial interest; (b) approval of certain transactions between corporations having common directorships; (c) creation of and appointments of committees of the Board, and (d) indemnification of Directors. A meeting at which a quorum is initially present may continue to transact business notwithstanding the withdrawal of Directors, if any action taken is approved by at least a majority of the required quorum for such meeting or such greater number as is required by the Articles of Incorporation, these Bylaws or by law.
4.11.2 Greater Vote Required. Notwithstanding Section 4.11.1, the amendment, or repeal of these Bylaws or adoption of new bylaws, and the amendment or restatement of the Articles of Incorporation, requires the approval of two-thirds (2/3) of the authorized number of Directors.
4.12 Adjournment. A majority of the Directors present, whether or not a quorum is present, may adjourn any meeting to another time and place. Notice of the time and place of holding an adjourned meeting need not be given unless the original meeting is adjourned more than twenty-four (24) hours, in which case notice of any adjournment to another time and place shall be given, before the time of the adjourned meeting, to the Directors who were not present at the time of the adjournment.
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ARTICLE V
COMMITTEES OF THE BOARD
5.1 Committees.
5.1.1 Generally. Except as limited by Section 5.2 of these Bylaws, the Board may by resolution adopted by a majority of the Directors then in office, designate one or more committees for any purposes and delegate to such committees any of the powers and authorities of the Board to the extent permitted by section 5212 of the CCC. All such committees shall consist of a number of Directors that will be determined by the Board as committees are established. All committee meetings shall be held in accordance with the Brown Act.
5.1.2 Committee Members. The chairperson and members of each special or advisory committee, except as otherwise provided by the Board or by these Bylaws, shall be appointed annually by the Board and may be removed by majority vote of the Directors then in office. Vacancies on any committee may be filled for the unexpired portion of the term in the same manner as provided in the case of original appointment.
5.1.3 Standing Committees.
(a) Budget, Finance, and Audit Committee. This committee shall be composed of at least two Directors and other person(s) who the Board determines to have expertise in these matters. This committee shall make reports and recommendations to the Board concerning: the establishment of investment policies for the Corporation; the investment of Corporation funds; the selection of financial institutions to serve as depositories for funds; the selection of financial advisors; the development of operating and other budget for the Corporation; and the oversight of accounting for the Corporation. The audit side of this committee will ensure compliance and review the control systems of the Corporation and supervise external financial reporting.
(b) Administrative Committee. This committee shall be composed of at least two Directors and other person(s) who the Board determines to have expertise in these matters. This committee shall organize the meetings of the Board, shall be responsible for the orientation of any retreats, and be responsible for any campaigns, marketing and branding for the Corporation.
5.1.4 Quorum; Meetings. Each committee shall meet as often as necessary to perform its duties, at such times and places as directed by its chairperson or by the Board. A majority of the members of a committee shall constitute a quorum of such committee and the act of a majority of the members present at a meeting at which a quorum is present shall be the act of the committee. Each committee shall keep accurate minutes of its meetings, the chairperson designating a secretary of the committee for this purpose, and shall make periodic reports and recommendations to the Board.
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5.1.5 Expenditures. Except as may otherwise be provided by the Board or by these Bylaws, any expenditure of corporate funds by a committee shall require prior approval of the Board.
5.2 Limitation on Delegation. In accordance with the CCC, the Board may not delegate any power of final action to any committee not composed entirely of Directors, and may not delegate to any committee the following powers:
(a) the filling of vacancies on the Board or on any committee which has the authority of the Board;
(b) the fixing of compensation of the Directors for serving on the Board or on any committee;
(c) the amendment or repeal of Bylaws or the adoption of new Bylaws; (d) the amendment or repeal of any resolution of the Board which by its express terms is not so amendable or repealable;
(e) the appointment of committees of the Board or the members thereof; (f) the expenditure of corporate funds to support a nominee for Director after there are more persons nominated for Director than can be selected; or (g) the approval of any contract or transaction to which the Corporation is a party and in which one or more of its Directors has a material financial interest, except as special approval is provided for in section 5233(d)(3) of the CCC.
5.3 Advisory Committees. Advisory committees may be appointed from time to time by the Board. Advisory committees’ membership may consist of Directors only, both Directors and nondirectors, or nondirectors only. Advisory committees have no legal authority to act for the Corporation, shall serve only in an advisory capacity and shall report their findings and recommendations to the Board.
ARTICLE VI
OFFICERS
6.1 Officers. The officers of this Corporation shall be a Board Chair, Board Vice Chair, President, Secretary and Treasurer. The Board may establish such other offices as it shall deem advisable. Additional officers so established shall hold office for such period and shall have such powers and duties as the Board may authorize from time to time. Any number of offices may be held by the same person, except that neither the Secretary nor the Treasurer may serve concurrently as the President. No officer shall execute, acknowledge, or verify any instrument in more than one capacity, if such instrument is required to be executed, acknowledged or verified by two (2) or more officers.
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6.1.1 Board Chair. The Mayor shall serve as the Board Chair and shall hold such office for so long as he or she serves as Mayor of the City. The Board Chair shall preside at all meetings of the Board and exercise and perform such other powers and duties as the Board may assign from time to time.
6.1.2 Board Vice Chair. The Mayor Pro Tempore shall serve as the Board Vice Chair and shall hold such office for so long as he or she serves as Mayor Pro Tempore of the City.
In the absence of the Board Chair, the Board Vice Chair shall preside at meetings of the Corporation and exercise and perform such other powers and duties as the Board may assign from time to time.
6.1.3 President. The City Manager shall serve as the President and shall hold such office for so long as he or she serves as City Manager of the City. The President shall exercise and perform such other powers and duties as the Board may assign from time to time. The President may also be designated by the alternate titles of “President” or “Chief Executive Officer”.
6.1.4 Secretary. The City Clerk shall serve as the Secretary and shall hold such office for so long as he or she serves as City Clerk of the City. The Secretary shall keep or cause to be kept, at the Corporation’s principal office or such other place as the Board may direct, a book of minutes of all meetings, proceedings and actions of the Board, and of meetings of committees of the Board. The minutes of meetings shall include the time and place that the meeting was held; whether the meeting was annual, regular or special, and if special, how authorized; the notice given; and the names of persons present at Board and committee meetings. The Secretary shall keep or cause to be kept written waivers of notice of meetings; written consents to holding meetings, written approval of minutes of meetings; and unanimous written consents of action of the Board without a meeting. The Secretary shall keep or cause to be kept, at the principal office of the Corporation, a copy of the Articles of Incorporation and Bylaws, as amended to date. The Secretary shall give, or cause to be given, notice of all meetings of the Board and of committees of the Board that these Bylaws require to be given. The Secretary shall have such other powers and perform such other duties as the Board or these Bylaws may require.
6.1.5 Treasurer. The City Treasurer shall serve as the Treasurer and shall hold such office for so long as he or she serves as City Treasurer of the City. The Treasurer shall keep and maintain, or cause to be kept, and maintained adequate and correct books and accounts of the Corporation’s properties and transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses. The Treasurer shall send, or cause to be given, to the Directors such financial statements and reports as are required to be given by law, by these Bylaws or by the Board. The books of account shall be open to inspection by any Director at all reasonable times.
The Treasurer shall (i) deposit, or cause to be deposited, all money and other valuables in the name and to the credit of the Corporation with such depositories as the Board may designate; (ii) disburse the Corporation’s funds upon a check or draft of the Corporation signed pursuant to the order of the Board; (iii) render to the President and the Board, when requested, an account of all transactions as Treasurer and of the financial condition of the Corporation; and (iv) have such other powers and perform such other duties as the President, Board or these Bylaws may require. The Treasurer 17942.00162\45187846.1
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may also be designated by the alternate title “Chief Financial Officer” if the Corporation does not obtain the services of an individual to serve as its chief financial officer.
6.2 Removal; Vacancies. Each officer of the Corporation serves by virtue of holding the corresponding City office specified in these Bylaws. Any officer may be removed from office with the Corporation, and a vacancy in such office shall occur, only upon the officer’s: (a) removal from the corresponding City office by certified recall election; (b) legal disqualification from the corresponding City office, including for failure to maintain any residency required for such City office; (c) death; or (d) effective resignation from the corresponding City office. The Corporation may rely on the official records of the City, certified election results, or any determination by a court or other governmental authority with jurisdiction as conclusive evidence of any such event.
Upon any vacancy, the successor, interim successor, or legally authorized acting holder of the corresponding City office shall automatically succeed to the corresponding office of the Corporation.
ARTICLE VII
INDEMNIFICATION
7.1 Indemnification. The Corporation shall indemnify a Director, officer, or employee under the provisions of section 5238 of the CCC, or pursuant to any contract entered into with any employee who is not an officer or Director.
7.2 Advance of Expenses. Expenses incurred in defending any proceeding may be advanced by the Corporation as authorized in section 5238 of the CCC prior to the final disposition of such proceeding, upon receipt of an undertaking by or on behalf of the Director, officer or employee to repay such amount unless it shall be determined ultimately that the Director, officer or employee is entitled to be indemnified.
7.3 Insurance. The Corporation shall purchase and maintain insurance on behalf of any Director, officer or employee of the Corporation against any liability asserted against or incurred by the Director, officer or employee in such capacity or arising out of the Director’s, officer’s or employee’s status as such, whether or not the Corporation would have the power to indemnify the Director, officer or employee against such liability under the provisions of section 5238 of the CCC.
ARTICLE VIII
AMENDMENTS
8.1 Amendment of Articles. The amendment or restatement of the Articles of Incorporation of the Corporation is provided for by California state law and requires the approval of two-thirds (2/3) of the Directors of the Corporation, a majority of the City Council of the City, and the filing of a certificate of amendment with the Secretary of State.
8.2 Amendment of Bylaws. These Bylaws may be amended or repealed, or new bylaws may be adopted, only by approval of two-thirds (2/3) of the Directors of the Corporation, subject 17942.00162\45187846.1
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to the written consent of the City Council of the City. Any conflict between these Bylaws and the Articles of Incorporation shall be resolved in favor of the Articles of Incorporation.
ARTICLE IX
RECORDS
9.1 Minute Book. The Corporation shall keep or cause to be kept a minute book which shall contain:
(a) The record of all meetings of the Board including date, place, those attending and the proceedings thereof, a copy of the notice of the meeting and when and how given, written waivers of notice of meeting, written consents to holding meeting, written approvals of minutes of meeting, and unanimous written consents to action of the Board without a meeting, and similarly as to meetings of committees of the Board established pursuant to these Bylaws. (b) A copy of the Articles of Incorporation, and all amendments thereof, and a copy of all certificates filed with the Secretary of State; and (c) A copy of these Bylaws, and all amendments hereof, duly certified by the Secretary.
9.2 Financial Statements; Annual Report.
9.2.1 Financial Statements. Financial statements shall be prepared as soon as reasonably practicable after the close of the fiscal year, but not later than the fifteenth (15th) day of the fourth (4th) month after the close of said fiscal year. The financial statements shall contain in appropriate detail the following: (i) a balance sheet for the Corporation as of the end of the fiscal year; (ii) an income statement for the same period; and (iii) a statement of cashflows for that same period.
9.2.2 Annual Report to Directors. An annual report, including the financial statements prescribed by Section 9.2.1 of these Bylaws, shall be furnished annually to all Directors within 120 days after the end of the Corporation’s fiscal year and shall include any information required by Section 9.3 of these Bylaws. The financial statements included with the annual report shall be accompanied by a report thereon of independent accountants, or, if there is no such report, the certificate of an authorized officer of the Corporation that such statements were prepared without audit from the books and records of the Corporation. If the Board approves, the Corporation may send the report and any accompanying material sent pursuant to this Section 9.3 by electronic transmission.
9.2.3 Exception. Notwithstanding Sections 9.2.1 and 9.2.2, the requirement of a financial statement and an annual report shall not apply if the Corporation receives less than $10,000 in gross revenues or receipts during the fiscal year, provided, however, that the information specified above for inclusion in an annual report must be furnished annually to all Directors who request it in writing.
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9.3 Report of Transactions and Indemnifications. As part of the annual report to all Directors required by Section 9.2.2 of these Bylaws, or a separate document if no annual report is issued, the Corporation shall annually prepare and mail, deliver or send by electronic transmission to all Directors a statement of any transaction between the Corporation and one of its officers or Directors or of any indemnification paid to any officer or Director. The statement shall be mailed within 120 days after the close of the fiscal year. The statement required by this Section shall describe briefly:
9.3.1 Covered Transactions. Any covered transaction during the previous fiscal year involving more than Ten Thousand Dollars ($10,000), or which was one of a number of covered transactions in which the same “interested person” had a direct or indirect material financial interest, and which transactions in the aggregate involved more than Ten Thousand Dollars ($10,000). The names of the “interested persons” involved in such transactions, stating such person’s relationship to the Corporation, the nature of such person’s interest in the transaction and, where practicable, the amount of such interest; provided, that in the case of a transaction with a partnership of which such person is a partner, only the interest of the partnership need be stated.
9.3.2 Indemnifications. The statement shall describe briefly the amount and circumstances of any indemnifications or advances aggregating to more than Ten Thousand Dollars ($10,000) paid during the fiscal year to any officer or Director of the Corporation pursuant to section 5238 of the CCC.
For purposes of this Section 9.3, an “interested person” is (i) any Director or officer of the Corporation, or its parent or subsidiary; and (ii) any holder of more than 10 percent (10%) of the voting power of the Corporation, its parent or subsidiary.
9.4 Periodic Regulatory Filings.
9.4.1 Secretary of State. In accordance with section 6210 of the CCC, the Corporation shall file a statement of information, in the form required by the Secretary of State, every two years from the date of its incorporation. The statement must be filed no earlier than August 1 and no later than January 31 of the year in which the filing is required. In addition, the Corporation must also file a statement if at any time before the required biennial filing is due the information provided in the previously filed statement has changed.
9.4.2 Attorney General. Within thirty (30) days of first receiving property, the Corporation shall file with the Attorney General an initial registration form, setting forth such information and attaching documents prescribed in accordance with rules and regulations of the Attorney General. Thereafter, the Corporation shall renew its registration annually within four (4) months and fifteen (15) days after the end of the fiscal year.
ARTICLE X
MISCELLANEOUS
10.1 Accounting Year. The accounting year of the Corporation shall end on the 30th day of June of each year.
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10.2 Bonding. All Directors, officers or employees handling funds shall be properly bonded, if so required by the Board.
10.3 Self-Dealing. In the exercise of voting right by Directors, no Director shall vote on any issue, motion or resolution which directly or indirectly inures to his or her benefit financially, except that such Director may be counted in order to qualify a quorum and, except as the Board may otherwise direct, may participate in a discussion on such an issue, motion or resolution if he or she first discloses the nature of his or her interest subject to the applicable provisions of the CCC.
10.4 Gifts and Donations. The Board may accept on behalf of the Corporation any contributions, gifts, bequests or devises for the general purpose or for any special purpose of the Corporation not in violation of the Corporation’s Articles of Incorporation.
10.5 Contracts. Unless otherwise set forth in these Bylaws the Board may authorize any officer or officers, agent or agents of the Corporation, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to specific instances.
10.6 Checks; Drafts; etc. Except as otherwise set forth in these Bylaws, all checks, drafts, or orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the Corporation, shall be signed by such officer or officers, agent or agents, of the Corporation and in such manner as shall from time to time be determined by resolution of the Board.
10.7 Conflicts of Interest. The Corporation, through its Board, may promulgate from time to time a conflict of interest policy and other policies according to the current law then in effect to be adhered to by its officers and Directors.
10.8 Inspection of Articles and Bylaws. The Corporation shall keep at its principal executive office in California the original or a copy of its Articles of Incorporation endorsed and certified by the Secretary of State and its Bylaws certified by the Secretary, as amended or otherwise altered to date, which shall be open to inspection by Directors at all reasonable times during office hours.
10.9 Inspection by Public. In accordance with section 6104 of the Code, copies of the Corporation’s application for tax exemption and any papers submitted in support of such application shall be made available by the Corporation for inspection at the request of any individual during regular business hours at the Corporation’s principal place of business and at any regularly maintained regional or district office of the Corporation having three or more employees.
10.10 Interpretation and Construction. Any conflict between these Bylaws and the Articles of Incorporation shall be resolved in favor of the Articles of Incorporation. Unless the context requires otherwise, the general provisions, rules of construction and definitions in the 17942.00162\45187846.1
-13-
California Nonprofit Public Benefit Corporation Law shall govern the construction of these Bylaws.
10.11 Dissolution. The Corporation shall not be voluntarily dissolved, except by approval of the Board. In the event of dissolution of the Corporation in any manner and for any cause, after the payment or adequate provision for the payment of all of its debts and liabilities, all of the remaining funds, assets and properties of the Corporation shall be paid or distributed as provided for in the Articles of Incorporation.
10.12 Rules of Order. The Board may, by resolution, adopt, amend, or repeal rules of order or a parliamentary authority for meetings of the Board and its committees. Such rules shall apply only to the extent not inconsistent with the California Corporations Code, the Articles of Incorporation, these Bylaws, or any applicable corporate resolution. Failure to follow such rules of order shall not invalidate any corporate action otherwise validly taken.
10.13 Job Descriptions and Policies. Notwithstanding any other provision in these Bylaws to the contrary, the Board may, at its option, implement job descriptions and policies for Directors, committee members, officers and other employees. 17942.00162\45187846.1
CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Bylaws, comprising thirteen (13) pages, constitute the Bylaws of said Corporation, as duly approved by the Board of Directors of said Corporation at a meeting duly held on September 1, 2026.
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1 st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consider Appointment of Officers of the Redlands Housing Corporation (General Counsel Garcia) MOTION:
I make a motion to appoint the following officers of the Housing Corporation a. Mario Saucedo, Board Chair
b. Marc Shaw, Board Vice Chair
c. Charles M. Duggan, Jr., President
d. Jeanne Donaldson, Secretary
e. Phillip Doolittle, Treasurer; and
2. I further move that the appointed Board Chair replaces the Temporary Board Chair and manages the meeting and the appointed Secretary replaces the Temporary Secretary and records the Meeting Minutes; and
3. I further move that the Officers appointed by the Board of Directors herein be authorized to take all acts necessary and required to fulfill the intent of all resolutions adopted by the Board at this meeting, including, but not limited to, taking all acts necessary and required to finalize incorporation and exemption filings; and
4. I further move to authorize and direct the Secretary to sign the Certificate of Secretary of the Bylaws.
RECOMMENDATION:
Staff recommends the Board appoint the officers of the Redlands Housing Corporation as set forth above and take other related actions.
DISCUSSION:
Consistent with the Redlands Housing Corporation’s Bylaws, the Board of Directors shall appoint its Board Chair, Board Vice Chair, President, Secretary and Treasurer and take other related actions.
SUBMITTED BY:
Yvette M. Abich Garcia, General Counsel
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact.
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consideration of Resolution No. 2026-01-RHC Establishing a Minute Book of the Redlands Housing Corporation (General Counsel Garcia)
MOTION:
I make a motion to adopt Resolution No. 2026-01-RHC.
RECOMMENDATION:
Staff recommends the Board approve Resolution No. 2026-01-RHC establishing a Minute Book of the Redlands Housing Corporation.
DISCUSSION:
Section 9.1 of the Redlands Housing Corporation’s Bylaws requires the Board of Directors to establish and maintain a Corporate Minute Book which serves as a formal, centralized and permanent location where the Corporation maintains its organizational and founding documents, meetings records, and resolutions and other decisional records of the Board of Directors. The Secretary of the Corporation is designated as the custodian of the Minute Book.
SUBMITTED BY:
Yvette M. Abich Garcia, General Counsel
REVIEWED BY:
Charles M. Duggan, Jr., President
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact.
RESOLUTION NO. 2026-01-RHC
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE REDLANDS
HOUSING CORPORATION ESTABLISHING A MINUTE BOOK OF THE
REDLANDS HOUSING CORPORATION
WHEREAS, the Redlands Housing Corporation (“Corporation”) is a California nonprofit public benefit corporation; and
WHEREAS, Section 9.1 of the Corporation’s Bylaws require the Board of Directors (“Board”) to establish and maintain a Corporate Minute Book which serves as a repository for the Corporation’s official records; and
WHEREAS, it is in the best interest of the Corporation to maintain a formal, centralized, and permanent record of its founding documents, meetings, actions, and decisions of the Board of Directors.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE REDLANDS HOUSING CORPORATION AS FOLLOWS;
Section 1. The foregoing recitals are true and correct, and the Board of Directors so finds and determines.
Section 2. The Board of Directors hereby establishes a physical binder to serve as the official Corporate Minute Book of the Corporation.
Section 3. The Secretary of the Corporation is designated as the custodian of the Minute Book and is authorized and directed to file all Articles of Incorporation, Bylaws, meeting minutes, written consents, and all future resolutions within this Minute Book.
Section 4. This Resolution shall take effect immediately upon its adoption.
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
Mario Saucedo, Chair
CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of REDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Resolution No. 2026-01-RHC comprising one (1) page as duly approved by the following vote of the Board of Directors of said Corporation at a meeting duly held on September 1, 2026:
AYES
NOES
ABSTENTION
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Review and Consider Adoption of the Conflict of Interest Policy, Whistleblower Protection Policy and Document Retention and Destruction Policy of the Redlands Housing Corporation (Assistant City Manager Garcia)
MOTION:
I move to adopt the Conflicts of Interest Policy, Whistleblower Protection Policy, and Document Retention and Destruction Policy and ask the Secretary to sign the corresponding Certificate of Secretary.
RECOMMENDATION:
Staff recommends the Board adopt the Conflicts of Interest Policy, Whistleblower Protection Policy, and Document Retention and Destruction Policy and ask the Secretary to sign the corresponding Certificate of Secretary.
DISCUSSION:
Staff recommends that the Board adopt the proposed Conflicts of Interest, Document Retention and Destruction, and Whistleblower Protection Policies to establish foundational governance and compliance procedures for the Redlands Housing Corporation. Collectively, the policies protect the Corporation’s charitable and tax-exempt purposes by requiring disclosure and appropriate handling of conflicts, establishing consistent requirements for preserving and lawfully destroying corporate records, and providing a process for reporting suspected misconduct without retaliation. Authorization for the Secretary to execute the accompanying certificates will create an official corporate record confirming that each policy was duly approved and adopted by the Board at its organizational meeting.
SUBMITTED BY:
Danielle Garcia, Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., President
REVIEWED BY:
Yvette M. Abich Garcia, General Counsel
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact associated with adoption of the policies enumerated in the motion.
17942.00162\45044773.1
1 CONFLICTS OF INTEREST POLICY
OF
REDLANDS HOUSING CORPORATION
A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION
ARTICLE I
PURPOSE
The purpose of this Policy is to protect the interests of the Corporation when it is contemplating entering into a contract, transaction or arrangement that might benefit the private interest of an Interested Person, or might result in an Excess Benefit Transaction and that subsequent imposition of excise taxes under Section 4958 of the Internal Revenue Code. While this Policy seeks to ensure the continuation of the status of the Corporation as a tax-exempt organization under applicable federal and state laws, it is intended to supplement, but not replace, applicable federal and state laws prescribing conflicts of interest rules governing nonprofit corporations.
ARTICLE II
DEFINITIONS
Whenever used in this Policy, the following terms shall have the meanings ascribed thereto in this Article II, unless a different meaning is required by the context:
2.1 “Authorized Body”. For purposes of the Excess Benefit Transaction provisions of this Policy only, the term “Authorized Body” shall have the same meaning as such term is given under Treasury Regulations Section 53.4958-6(c)(1).
2.2 “Board”. The term “Board” means the Board of Directors of the Corporation.
2.3 “Committee”. The term “Committee” jointly and severally means each committee of the Corporation with the right to exercise powers delegated to it, directly or indirectly, by or through the Board.
2.4 “Compensation”. The term “Compensation” shall include, without limitation, direct remuneration, indirect remuneration, and gifts or favors that are not insubstantial in nature.
2.5 “Conflict of Interest”. The term “Conflict of Interest” jointly and severally means an actual or potential, direct or indirect, Financial Interest or Non-Pecuniary Interest or other benefit, in cash or in kind (“Other Benefit”), to a Director, officer, member of a Committee or Other Person arising on account of the Corporation entering into, or contemplating entering into, a contract, transaction or arrangement. The foregoing definition shall be construed broadly, with any doubt or ambiguity resolved in such manner that a Conflict of Interest shall be deemed to exist.
A determination of whether a Conflict of Interest exists shall be made by the Board pursuant to the procedures set forth in Article III.
17942.00162\45044773.1
2 2.6 “Corporation”. The term “Corporation” means R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation.
2.7 “Director(s)”. The term “Director(s)” jointly and severally means each individual serving on the Board.
2.8 “Disqualified Person”. For purposes of the Excess Benefit Transaction provisions of this Policy only, the term “Disqualified Person” means the following persons: (i) any person in a position to exercise substantial influence over the Corporation’s affairs at any time during the five-year period ending on the date of the contract, transaction or arrangement; (ii) any member of the extended family of any person in a position to exercise substantial influence over the Corporation’s affairs at any time during the five-year period ending on the date of the contract, transaction or arrangement; or (iii) any Thirty-Five Percent Controlled Entity of any person identified in (i) or (ii) above.
2.9 “Excess Benefit Transaction”. The term “Excess Benefit Transaction” means any contract, transaction or arrangement in which an economic benefit is provided by the Corporation, directly or indirectly, to or for the use of any Disqualified Person if the value of the economic benefit provided exceeds the value of the consideration (including the performance of services) received by the Corporation for providing such benefit.
2.10 “Financial Interest”. The term “Financial Interest” means an interest of, or inuring to, an individual directly or indirectly, through any business, investment, extended family, or other public or private, relationship, by way of—
(a) an ownership or investment interest in any entity with which the Corporation has a contract, transaction or arrangement, (b) a Compensation arrangement with the Corporation or with any entity or individual with which the Corporation has a contract, transaction or arrangement, or
(c) a potential ownership or investment interest in, or a potential Compensation arrangement with, any entity or individual with which the Corporation is contemplating or negotiating a contract, transaction or arrangement.
2.11 “Interested Person”. The term “Interested Person” jointly and severally means any Director, officer, member of a Committee or Other Person who has a Financial Interest or Non-Pecuniary Interest or Other Benefit. If an individual is an Interested Person with respect to any entity affiliated with the Corporation then that individual is an Interested Person with respect to the Corporation and all entities affiliated with the Corporation.
2.12 “Non-Pecuniary Interest”. The term “Non-Pecuniary Interest” means an interest, other than a Financial Interest or Other Benefit, of, or inuring to, any individual directly or indirectly, through any business, investment, extended family, or other public or private, relationship, by way of—
17942.00162\45044773.1
3 (a) an affiliation with any individual with whom the Corporation has, or is contemplating or negotiating, a contract, transaction or arrangement, or (b) an affiliation with any entity with which the Corporation has, or is contemplating or negotiating, a contract, transaction or arrangement.
For purposes of this Section 2.12, non-exhaustive examples of a Non-Pecuniary Interest include:
(i) serving as a director, officer, member of a committee with board- or entity-delegated powers, trustee, executor or executrix, or in like representative capacity, of an entity or individual, with which or whom, as the case may be, the Corporation has, or is contemplating or negotiating, a contract, transaction or arrangement; or
(ii) a member of an extended family serving as a director, officer, member of a committee with board- or entity-delegated powers, trustee, executor or executrix or in like representative capacity, of an entity or individual, with which or whom, as the case may be, the Corporation has, or is contemplating or negotiating, a contract, transaction or arrangement; or (iii) a business or investment partner, including any such partner of a member of an extended family, serving as a director, officer, member of a committee with board- or entity-delegated powers, trustee, executor or executrix, or in like representative capacity, of an entity or individual, with which or whom, as the case may be, the Corporation has, or is contemplating or negotiating, a contract, transaction or arrangement.
2.13 “Other Person”. The term “Other Person” means any individual, other than a Director, officer or member of a Committee, who has Board- or Committee-delegated powers to act, directly or indirectly, for or on behalf of the Corporation in respect of the Corporation entering into, or contemplating to enter into, any contract, transaction or arrangement.
2.14 “Policy”. The term “Policy” means this C ONFLICTS OF INTEREST POLICY OF REDLANDS HOUSING CORPORATION.
2.15 “Relative”. The term “Relative” shall include an individual’s spouse, parents, grandparents, children, grandchildren, brothers, sisters, aunts and uncles, nieces and nephews, and the similar family of the individual’s spouse or the spouse of any of the above.
2.16 “Thirty-Five Percent Controlled Entity”. The term “Thirty-Five Percent Controlled Entity” means a corporation, partnership, or estate or trust in which Disqualified Persons described in Section 2.8(i) and (ii) own more than thirty-five (35) percent of the combined voting power, profits interest, or beneficial interests, respectively. 17942.00162\45044773.1
4 ARTICLE III
PROCEDURES
3.1 Duty to Disclose.
3.1.1 General. In connection with any Conflict of Interest, an Interested Person must disclose, with reasonable certitude, the existence and nature of his or her Financial Interest, Non-Pecuniary Interest or Other Benefit, and all relevant material facts, to the Directors and Committee members considering the proposed contract, transaction or arrangement.
3.1.2 Certain Non-Pecuniary Interests. Each Director, officer, Committee member and Other Person shall disclose on an annual basis each public and private entity for which he or she, or a member of his or her extended family, presently serves, or served within the immediately preceding two (2) years, as a director, officer, member of a committee with board- or entity-delegated powers, trustee, or in like representative capacity. Such disclosure shall be made on the annual statement required by Article VIII hereof, and shall be reviewed by the Board and the Committee as part of its preliminary due diligence in considering any proposed contract, transaction or arrangement. Notwithstanding anything in this Policy or otherwise to the contrary, the requirement imposed upon the Board and the Committee by this Section 3.1.2 shall not relieve any Interested Person of his or her duty to disclose any Financial Interest, Non-Pecuniary Interest or Other Benefit in accordance with Section 3.1.1 hereof.
3.2 Determining Whether Conflict of Interest Exists. After disclosure of the Financial Interest or Non-Pecuniary Interest or Other Benefit together with all material facts, and after discussion with the Interested Person, the Interested Person shall leave the Board or Committee meeting while the Financial Interest, Non-Pecuniary Interest or Other Interest is discussed and voted upon. The disclosure shall be submitted to all Directors or Committee members, other than any Interested Person, eligible to vote on such proposed contract, transaction or arrangement, who shall decide whether or not a Conflict of Interest exists. Prior to making a decision as to whether or not a Conflict of Interest exists, an Interested Person may make a presentation at the Board or Committee meeting, but after the presentation, he or she shall leave the meeting during the discussion of, and the vote on, the contract, transaction or arrangement involving the possible Conflict of Interest.
3.3 Procedures for Addressing Conflicts of Interest. Prior to the Corporation entering into any proposed contract, transaction or arrangement in respect of which a Conflict of Interest has been determined by the Board to exist, each of the following shall be established as a matter of fact:
3.3.1 The Chair of the Board or a chairperson of a Committee shall, in good faith, consider and determine, if appropriate, whether or not to appoint a non-Interested Person or Committee to investigate alternatives to the proposed contract, transaction or arrangement.
3.3.2 After exercising due diligence and reasonable investigation under the circumstances, the Board or Committee shall consider and, in good faith, determine whether the Corporation can obtain a more advantageous contract, transaction or arrangement with reasonable 17942.00162\45044773.1
5 efforts under the circumstances from a person or entity that would not give rise to a Conflict of Interest.
3.3.3 If a more advantageous contract, transaction or arrangement is not attainable in accordance with Section 3.3.2 hereof, then the Board shall, in good faith, determine by a majority vote of all Directors eligible to vote, who are non-Interested Persons and have full knowledge of all the material facts disclosed pursuant to Section 3.1.1 hereof (i) whether the proposed contract, transaction or arrangement is in the Corporation’s best interest and for the Corporation’s own benefit, and (ii) whether the proposed contract, transaction or arrangement is fair and reasonable to the Corporation at the time when the Corporation enters into the proposed contract, transaction or arrangement. In conformity with the above determination, the Board shall make its decision as to whether to enter into the proposed contract, transaction or arrangement.
However, if the Board shall determine that the proposed contract, transaction or arrangement is not in the best interests of, or for the own benefit of, the Corporation or that the proposed contract, transaction or arrangement is not fair or reasonable to the Corporation, then the Board shall not authorize, approve or ratify the entering into the proposed contract, transaction or arrangement by the Corporation.
For purposes of the foregoing paragraph in this Section 3.3.3, “Committee” shall be inserted in lieu of “Board,” provided, however, that such Committee shall have complied with the procedures set forth in this Section 3.3, and that it was, in good faith, determined by such Committee that it was not reasonably practicable to obtain Board approval in accordance with the foregoing paragraph in this Section 3.3.3 prior to such Committee authorizing or approving the entering into the proposed contract, transaction or arrangement by the Corporation.
3.4 Violations of this Policy.
3.4.1 If the Board or a Committee has reasonable cause to believe that a Director, officer, Committee member or Other Person has failed to disclose a Conflict of Interest, the Board or Committee shall inform such Director, officer, Committee member or Other Person of the basis for such belief and afford such Director, officer, Committee member or Other Person an opportunity to explain the alleged failure to disclose.
3.4.2 If, after hearing the response of such Director, officer, Committee member or Other Person and making such further investigation as may be necessary and required, in accordance with this Policy or otherwise, under the circumstances, the Board or Committee determines that such Director, officer, Committee member or Other Person has in fact failed to disclose a Conflict of Interest, then the Board or Committee shall take appropriate disciplinary and corrective action, including, without limitation, the timely bringing of a proper court action seeking any or all of the remedies specified in subdivision (h) of Section 5233 of the California Nonprofit Public Benefit Corporation Law.
17942.00162\45044773.1
6 ARTICLE IV
EXCESS BENEFIT TRANSACTIONS
The Board recognizes that whether or not a contract, transaction or arrangement presents a Conflict of Interest, it may be an Excess Benefit Transaction. Accordingly, all contracts, transactions or arrangements shall be reviewed as well under the following procedures to prevent the authorization of an Excess Benefit Transaction. It shall be the objective of the Corporation to qualify, to the extent reasonably practical, for the rebuttable presumption concerning all potential Excess Benefit Transactions under Treasury Regulations Section 53.4958-6.
4.1 Determination of Whether the Contract, Transaction or Arrangement Involves a Disqualified Person. As part of its review of any contract, transaction or arrangement, the Board and each Committee shall determine whether a Disqualified Person is a party to such contract, transaction or arrangement.
4.2 Review Procedure.
4.2.1 If, pursuant to Section 4.1, the Board or a Committee determines that a contract, transaction or arrangement involves a Disqualified Person, such contract, transaction or arrangement shall be reviewed by an Authorized Body, which shall have sole authority to approve such contract, transaction or arrangement. The Authorized Body shall not authorize such contract, transaction or arrangement until it has obtained appropriate data regarding whether the contract, transaction or arrangement is comparable to the terms of a contract, transaction or arrangement that would be obtained from an independent third party. The Authorized Body has appropriate data on comparability if, given the knowledge and experience of its members, it has information sufficient to determine comparability. Relevant information in this regard includes, but is not to be limited to: (a) in the case of compensation, compensation paid by similar organizations (both taxable and tax-exempt) for functionally comparable positions, the availability of similar services in the Corporation’s geographic area, actual written offers from similar institutions competing for the Disqualified Person’s services and current compensation surveys compiled by independent firms and (b) in the case of property transfers, independent appraisals.
4.2.2 Once the Authorized Body has obtained appropriate data on comparability, it may proceed to vote on the contract, transaction or arrangement. Such vote shall be subject to the provisions of Article III of this Policy. In addition, any member of the Authorized Body having a Conflict of Interest with respect to the contract, transaction or arrangement shall recuse himself or herself from the vote in respect of the contract, transaction or arrangement. A person does not have a Conflict of Interest with respect to any contract, transaction or arrangement involving a Disqualified Person for purposes of the Excess Benefit Transaction rules if: (i) such person is not the Disqualified Person; (ii) such person is not a member of the family of the Disqualified Person; (iii) such person is not in an employment relationship subject to the direction and control of the Disqualified Person; (iv) such person is not receiving compensation or other payments subject to approval by the Disqualified Person; (v) such person has no material Financial Interest affected by the contract, transaction or arrangement; and (vi) the Disqualified Person has not approved and will not approve a transaction providing an economic benefit to such person. 17942.00162\45044773.1
7 4.2.3 The Authorized Body shall document the basis for its authorization of the contract, transaction or arrangement before the later of the next meeting of the Authorized Body or 60 days after the final action of the Authorized Body. A decision of the Authorized Body is “documented” if the minutes or other written or electronic corporate records of the Authorized Body note: (i) the terms of the contract, transaction or arrangement and the date it was approved; (ii) the members of the Authorized Body who were present during debate on the contract, transaction or arrangement and those who voted on it; (iii) the comparability data obtained and relied on, and how it was obtained; and (iv) the actions taken with respect to the consideration of the contract, transaction or arrangement by anyone who had a Conflict of Interest.
ARTICLE V
ADDITIONAL GUIDELINES
5.1 Nepotism. In personnel matters that uniquely affect a Relative of a Director, that Director shall abstain from voting.
5.2 Compensation for Contracted Services. While it is preferred that no Director receive pay for contracted services rendered to the Corporation, in exceptional cases where temporary, specialized work is provided, full disclosure shall be made to the Board and services shall be provided as governed by written agreement with such terms that are fair and reasonable to the Corporation.
5.3 Loans; Guarantee for Obligations. The Corporation shall not make any loan of money or property to or guarantee the obligation of any Director, officer, Committee member or Other Person unless approved by the Board; provided, however, that the Corporation may advance money to a Director, officer, Committee member or Other Person for expenses reasonably anticipated to be incurred in the performance of the duties of such Director, officer, Committee member or Other Person on behalf of the Corporation, provided that in the absence of such advance, such Director, officer, Committee member or Other Person would be entitled to be reimbursed for such expenses by the Corporation.
5.4 Use of Position to Benefit Other Organizations. Directors, officers, Committee members and Other Persons shall not use their position to benefit the interests of a particular organization, constituency, or special interest group by any means, including but not limited to providing information not available to potential transaction partners or grantees, lobbying on behalf of or serving as spokesperson to the Corporation for an organization or interest group with which he or she is affiliated, or attempting to effect a positive decision for such organization or interest group through his or her position within the Corporation.
5.5 Confidentiality of Information. Directors, officers, Committee members and Other Persons will maintain the confidentiality of internal information about the Corporation.
Information about the Corporation’s activities should be disseminated widely once determined to be available for public use to promote equal opportunities for access. Conduct should not create preferential access nor create material benefit from any information regarding grant making, investment or other business actions or decisions by the Corporation which has not been fully disclosed to the general public by the Corporation.
17942.00162\45044773.1
8 5.6 Non-Pecuniary Benefits. Directors, officers, Committee members and Other Persons shall exercise diligence to avoid using their affiliation with the Corporation to enhance their own personal stature, for example, to secure board appointments to other organizations or to receive awards, preferential treatment or other special recognition.
5.7 Referral to Counsel. Questions regarding interpretation or application of this Policy should be referred to counsel for the Corporation.
ARTICLE VI
RECORDS OF PROCEEDINGS
The minutes of the Board and Committees shall contain—
(a) the name of each person, whether or not such person constituted an Interested Person, who disclosed or otherwise was found to have a Financial Interest, Non-Pecuniary Interest or Other Benefit in connection with a proposed contract, transaction or arrangement, the nature of the Financial Interest, Non-Pecuniary Interest or Other Benefit, any action taken to determine whether a Conflict of Interest existed, and the decision of the Board or Committee as to whether or not a Conflict of Interest in fact existed;
(b) the name of each person deemed to be a Disqualified Person that is deemed to be a party to a contract, transaction or arrangement, the process followed by the Authorized Body in reviewing such contract, transaction or arrangement, the type of data used to determine whether such contract, transaction or arrangement constitutes an Excess Benefit Transaction, and the decision of the Authorized Body as to whether or not an Excess Benefit Transaction in fact existed; and
(c) the name of each person who was present for discussions and votes relating to the proposed contract, transaction or arrangement, the content of the discussion, including any alternatives to the proposed contract, transaction or arrangement, and a record of any votes taken in connection therewith.
ARTICLE VII
COMPENSATION COMMITTEES; RECUSAL
7.1 Directors. A voting Director who receives Compensation, directly or indirectly, from the Corporation for services is precluded from voting on matters pertaining to that Director’s Compensation.
7.2 Committee Member. A voting member of any Committee, whose jurisdiction includes Compensation matters and who receives Compensation, directly or indirectly, from the Corporation is precluded from voting on matters pertaining to that member’s Compensation. 17942.00162\45044773.1
9 7.3 Provision of Information Related to Compensation. No voting Director or member of any Committee, whose jurisdiction includes Compensation matters and who receives Compensation, directly or indirectly, from the Corporation, either individually or collectively, is precluded from providing information to any Committee regarding Compensation.
ARTICLE VIII
ANNUAL STATEMENTS
Each Director, officer, Committee member and Other Person shall sign on an annual basis a statement which, in addition to containing the disclosure required by Section 3.1.2 of this Policy, affirms that such Director, officer, Committee member or Other Person— (a) has received a copy of this Policy,
(b) has read and understands this Policy,
(c) has agreed to be bound by and comply with this Policy, and (d) understands that the Corporation is a tax-exempt charitable organization, and that in order to maintain its federal and state tax-exempt status, the Corporation must engage primarily in activities which accomplish its charitable purposes.
ARTICLE IX
PERIODIC REVIEWS
9.1 Periodic Review. To ensure that the Corporation operates in a manner consistent with its charitable purposes, and that it does not engage in any activity that could jeopardize its status as a federal and state tax-exempt charitable organization, the Board shall conduct periodic reviews of its operations. The periodic reviews shall, at a minimum, include the following subjects:
(a) Whether Compensation arrangements and benefits are reasonable, based on competent survey information, and are the result of arm’s-length bargaining.
(b) Whether partnership and joint venture arrangements and arrangements with Other Persons affiliated with the Corporation conform to written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further the Corporation’s charitable purposes, and do not result in inurement, impermissible private benefit or an Excess Benefit Transaction.
(c) Whether agreements to provide services, products and the like further the Corporation’s charitable purposes and do not result in inurement, an 17942.00162\45044773.1
10 impermissible private benefit or an Excess Benefit Transaction.
9.2 Use of Outside Experts. In conducting the periodic reviews provided for in Section
9.1, the Corporation may, but need not, use outside advisors. If outside experts are used, then such use shall not relieve the Board of its responsibility for ensuring that such periodic reviews are conducted.
ARTICLE X
AMENDMENTS
This Policy shall be amended by the Board from time to time as necessary to take into account developments in applicable state law and federal tax law governing Internal Revenue Code Section 501(c)(3) organizations.
17942.00162\45044773.1
11 CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Conflicts of Interest Policy, comprising ten (10) pages, constitutes the Conflicts of Interest Policy of said Corporation, as duly approved and adopted by the Board of Directors of said Corporation at a meeting duly held on September 1, 2026.
In Witness Whereof, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
17942.00162\45044773.1
12 REDLANDS HOUSING CORPORATION
Annual Conflicts of Interest Disclosure Statement
In accordance with Article VIII of the Conflicts of Interest Policy of R EDLANDS HOUSING CORPORATION (“Policy”) I, ______________________, hereby certify that:
I have received a copy of the Policy.
I have read and understand the Policy.
I agree to be bound by and comply with the Policy.
I understand that R EDLANDS HOUSING CORPORATION is a tax-exempt charitable organization and that, in order for it to maintain its federal and state tax-exempt status, it must engage primarily in activities that accomplish one or more of its recognized charitable and tax- exempt purposes.
I further certify that, except as shown below, I do not have any Conflict of Interest (as that term is defined in Section 2.5 of the Policy) nor have I been a party to an Excess Benefit Transaction (as that term is defined in Section 2.9 of the Policy), and that, except as shown below, I am in compliance with the disclosure requirements of Section 3.1 of the Policy.
Exceptions: ____________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________ ___________________________________ Signature Date
17942.00162\45044751.1
1 WHISTLEBLOWER PROTECTION POLICY
OF
REDLANDS HOUSING CORPORATION
A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION
ARTICLE I
PURPOSE
The Corporation is committed to lawful and ethical behavior in all its activities and requires its Directors, officers, members of any Committee, employees, if any, and Other Persons to act in accordance with all applicable laws, regulations, policies and to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. In keeping with this purpose, the objectives of the Corporation’s Whistleblower Protection Policy are to establish policies and procedures to: (i) prevent or detect and correct improper activities; (ii) encourage each Director, officer, Committee member, employee and Other Persons to report what he or she in good faith believes to be a material violation of law or policy or questionable accounting or auditing matter by the Corporation or any person acting on behalf of the Corporation; (iii) ensure the receipt, documentation, retention of records, and resolution of reports received under this Policy; and (iv) protect Reporting Individuals from retaliatory action.
ARTICLE II
DEFINITIONS
Whenever used in this Policy, the following terms shall have the following meanings, unless a different meaning is required by the context:
2.1 “Baseless Allegations”. The term “Baseless Allegations” shall mean allegations made with reckless disregard for truth or falsity.
2.2 “Board”. The term “Board” means the board of directors of the Corporation.
2.3 “Committee”. The term “Committee” jointly and severally means each committee of the Corporation with the right to exercise powers delegated to it, directly or indirectly, by or through the Board.
2.4 “Director(s)”. The term “Director(s)” jointly and severally means each individual serving on the Board.
2.5 “Fraudulent or Dishonest Conduct”. The term “Fraudulent or Dishonest Conduct” means a deliberate act or failure to act with the intention of obtaining an unauthorized benefit.
Examples of Fraudulent or Dishonest Conduct include, but are not limited to the following:
Forgery or alteration of documents;
Unauthorized alteration or manipulation of computer files; Fraudulent financial reporting;
17942.00162\45044751.1
2 Pursuit of a benefit or advantage in violation of the Corporation’s Conflict of Interest Policy and any other material violation of any other policy; Misappropriation or misuse of the Corporation’s resources, such as funds, supplies or other assets;
Authorizing or receiving compensation for goods not received or services not performed;
Authorizing or receiving compensation for hours not worked; Providing false or misleading information on financial documents, grant reports, tax returns or other public documents;
Providing false or misleading information to or withholding material information from auditors, lawyers, directors or other representatives responsible for ensuring compliance with fiscal and legal responsibilities; and
Discrimination based on race, gender, sexual orientation, ethnicity or disability.
2.6 “Other Persons”. The term “Other Persons” shall mean any volunteer, any other persons contractually or otherwise working on Corporation-sponsored matters, and other persons having or granted access to the resources or property of the Corporation.
2.7 “Reporting Individual”. The term “Reporting Individual” shall refer to any Director, officer, Committee member, employee, if any, or Other Persons that reports what he or she in good faith believes to be Fraudulent or Dishonest Conduct.
2.8 “Policy”. The term “Policy” means this W HISTLEBLOWER PROTECTION POLICY OF REDLANDS HOUSING CORPORATION.
ARTICLE III
PROCEDURES
3.1 Reporting Responsibility. All persons subject to this Policy shall report suspected Fraudulent or Dishonest Conduct. Such persons’ concerns about possible Fraudulent or Dishonest Conduct, including the misuse of resources or property of the Corporation, should be reported to the President of the Board. If, for any reason, any such person finds it difficult to report his or her concerns to the President of the Board, then such person shall report the concerns to the Board Chair, Treasurer or Secretary of the Board. Alternatively, to facilitate reporting of suspected violations where such person wishes to remain anonymous, a written statement may be submitted to any of the aforementioned Board Chair, President, Treasurer or Secretary of the Board.
Notwithstanding the preceding, it is not the intention of this Policy to encourage Reporting Individuals to make Baseless Allegations.
3.2 Responsibility of Board Chair, President, Treasurer or Secretary of the Board. The Board Chair, President, Treasurer or Secretary of the Board are required to report suspected Fraudulent or Dishonest Conduct to the Board. Reasonable care should be taken in dealing with suspected misconduct to avoid: (i) Baseless Allegations; (ii) premature notice to persons suspected 17942.00162\45044751.1
3 of misconduct and/or disclosure of suspected misconduct to others not involved with the investigation; and (iii) violations of a person’s rights under the law. Officers, while appropriately concerned about such issues, should not in any circumstances perform any investigation or other follow-up steps on their own, and accordingly: (x) should not contact the person suspected to further investigate the matter or demand restitution; (y) should not discuss the case with attorneys, the media or anyone other than the Board; and (z) unless required by law, should not report the case to an authorized law enforcement officer without first discussing the case with the Board.
3.3 Complaint.
3.3.1 Handling. Complaints by Reporting Individuals will be handled with sensitivity, discretion and confidentiality to the extent allowed by the circumstances and the law.
Such complaints will only be shared with those who have a need to know, to enable the Corporation to conduct an effective investigation, determine what action to take based on the results of any investigation, and in appropriate cases with law enforcement personnel. Should disciplinary or legal action be taken against a person or persons as a result of a complaint by a Reporting Individual, such person may also have the right to know the identity of the Reporting Individual to the extent permitted under the law.
3.3.2 Investigation. All relevant matters, including suspected but unproven matters, will be reviewed and analyzed, with documentation of the receipt, retention, investigation and treatment of the complaint. Appropriate corrective action will be taken, if necessary, and findings will be communicated back to the Reporting Individual. Investigations may warrant investigation by an independent person such as auditors and/or attorneys.
3.4 No Retaliation. The Corporation will use its best efforts to protect Reporting Individuals from retaliation. No person, however associated with the Corporation, shall retaliate against a Reporting Individual, for informing management about an activity which that person believes to constitute Fraudulent or Dishonest Conduct, with the intent or effect of adversely affecting the terms or conditions of the Reporting Individual’s employment, including but not limited to, threats of physical harm, loss of job, punitive work assignments, or impact on salary or fees. Reporting Individuals who believe that they have been retaliated against may file a written complaint with the Board. Any such complaint of retaliation will be promptly investigated and appropriate corrective measures taken if allegations of retaliation are substantiated. This protection from retaliation is not intended to prohibit appropriate persons at the Corporation from taking action, including disciplinary action, in the usual scope of their duties and based on valid performance-related factors.
3.5 Acting in Good Faith. Anyone reporting a concern must act in good faith and have reasonable grounds for believing that the matter raised is a serious violation of law or policy or a material accounting or auditing matter. Persons making Baseless Allegations may be subject to disciplinary action by the Corporation, up to and including termination of employment, and/or legal claims by individuals accused of such conduct.
3.6 Violations of this Policy. Violation of this Policy shall be referred to the Board for appropriate action and the Board shall take immediate corrective action consistent with this Policy 17942.00162\45044751.1
4 and applicable law, and the immediate review and modification, if necessary, of this Policy and Corporation procedures to guard against any future violation of this Policy.
ARTICLE IV
ANNUAL STATEMENTS
Each Director, officer, Committee member and employee, if any, and Other Person shall sign on an annual basis a statement which affirms that such Director, officer, Committee member or employee, if any, or Other Person—
(a) has received a copy of this Policy,
(b) has read and understands this Policy, and
(c) has agreed to be bound by and comply with this Policy.
ARTICLE V
AMENDMENTS
This Policy shall be amended by the Board from time to time as necessary. 17942.00162\45044751.1
5 CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify as follows:
1. That I am the acting Secretary of R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Whistleblower Protection Policy, comprising four (4) pages, constitutes the Whistleblower Protection Policy of the Corporation, as duly approved and adopted by the Board of Directors of the Corporation at a meeting duly held on September 1, 2026.
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
17942.00162\45044751.1
REDLANDS HOUSING CORPORATION
Annual Whistleblower Protection Policy Statement
In accordance with Article IV of the Whistleblower Protection Policy of R EDLANDS HOUSING CORPORATION (“Policy”) I, _____________________, hereby certify that:
I have received a copy of the Policy.
I have read and understand the Policy.
I agree to be bound by and comply with the Policy.
Dated: ______________________. ____________________________________ (Signature)
____________________________________
(Printed Name)
17942.00162\45044774.1
1 DOCUMENT RETENTION AND DESTRUCTION POLICY
OF
REDLANDS HOUSING CORPORATION
A CALIFORNIA NONPROFIT PUBLIC BENEFIT CORPORATION
ARTICLE I
PURPOSE
The purpose of this Document Retention and Destruction Policy (“Policy”) is for REDLANDS HOUSING CORPORATION (“Corporation”) to enhance compliance with the Sarbanes- Oxley Act and to promote the proper treatment of corporate records of the Corporation. The Sarbanes-Oxley Act addresses the retention and destruction of business records and documents, which applies to nonprofits, and turns intentional document destruction into a process that must be carefully monitored.
In accordance with 18 U.S.C. Section 1519 and the Sarbanes-Oxley Act, as it applies to nonprofits, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention and destruction of documents received or created by the Corporation in connection with the transaction of organization business. This policy covers all records and documents, regardless of physical form, contains guidelines for how long certain documents should be kept and how records should be destroyed. The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate the Corporation’s operations by promoting efficiency and freeing up valuable storage space.
ARTICLE II
POLICY
2.1 General Guidelines. Records should not be kept if they are no longer needed for the operation of the Corporation or required by law. Unnecessary records should be eliminated from the files. The cost of maintaining records is an expense which can grow unreasonably if good housekeeping is not performed. A mass of records also makes it more difficult to find pertinent records in a timely manner. Many outdated records and documents can cause confusion with regard to the currency of the Corporation’s operations. (a) Records Defined. For purposes of this policy, “records” includes paper, electronic files (including e-mail) and voicemail records, regardless of where the record is stored, including network servers, desktop or laptop computers and handheld computers and other wireless devices.
(b) From time to time, the Corporation may establish retention or destruction policies or schedules for specific categories of records in order to ensure legal compliance, and also to accomplish other objectives, such as preserving intellectual property and cost management.
Several categories of documents that warrant special consideration are identified below. While 17942.00162\45044774.1
2 minimum retention periods are established, the retention of the documents identified below and of documents not included in the identified categories should be determined primarily by the application of the general guidelines affecting document retention, as well as the exception for litigation relevant documents and any other pertinent factors.
2.2 Exception for Litigation Relevant Documents. The Corporation expects all officers, directors, and employees, and contractors to comply fully with any published records retention or destruction policies and schedules, provided that all officers, directors, employees and contractors should note the following general exception to any state destruction schedule: In accordance with 18 U.S.C. Section 1519 and the Sarbanes Oxley Act, the Corporation shall not knowingly destroy a document with the intent to obstruct justice or influence an “investigation or proper administration of any manner within the jurisdiction of any department or agency of the United States. . . or in relation to or contemplation of such matter or case.” If you believe, or the Corporation informs you, that Corporation records are relevant to litigation, or potential litigation (i.e., a dispute that could result in litigation), then you must preserve those records until it is determined that the records are no longer needed. If an official investigation is underway or is suspected, document purging must stop in order to avoid criminal obstruction. This exception supersedes any previously or subsequently established destruction schedule for those records.
2.3 Minimum Retention Periods for Specific Categories:
2.3.1 Corporate Documents. Corporate records include the Corporation’s Articles of Incorporation, Bylaws and IRS Form 1023, Application for Exemption and tax-exempt designation letters. These records should be retained permanently. IRS regulations require that the Form 1023 be available for public inspection upon request.
2.3.2 Tax Returns. Tax returns and worksheets shall be retained permanently.
2.3.3 Tax Records. Tax records include, but may not be limited to, documents concerning payroll, income from membership and other sources, expenses, proof of contributions made by donors, accounting procedures, and other pertinent documents concerning the Corporation’s revenues. Tax records should be retained for at least seven (7) years from the date of filing the applicable return.
2.3.4 Board and Board Committee Materials. Meeting minutes for the Board meetings and Committee meetings, and Board policies and resolutions, should be retained permanently in the Corporation’s minute book. A clean copy of all other Board and Board Committee materials should be kept for no less than three (3) years by the Corporation.
2.3.5 Press Releases/Public Filings. The Corporation should retain permanent copies of all press releases and publically filed document under the theory that the Corporation should have its own copy to test the accuracy of any 17942.00162\45044774.1
3 document a member for the public can theoretically produce against the Corporation.
2.3.6 Legal Files. Legal counsel should be consulted to determine the retention period of the particular documents, but legal documents should generally be maintained for a period of seven (7) years after expiration of the agreement or termination of the matter. Please note the exception set forth in Section 2 above relating to records pertaining to potential litigation.
2.3.7. Marketing and Sales Documents. The Corporation should keep final copies of marketing and sales documents for the same period of time it keeps other corporate files, generally three (3) years . An exception to the three-year policy may be sales invoices, contracts, leases, licenses, and other legal documentation. These documents should be kept for at least seven (7) years beyond the life of the agreement.
2.3.8 Contracts. Final execution copies of all contracts entered into by the Corporation should be retained. The Corporation should retain copies of the final contracts for at least seven (7) years beyond the life of the agreement and longer in the case of publically filed contracts or if required by the terms of such agreement.
2.3.9 Correspondence. Unless correspondence of a substantive nature falls under another category listed elsewhere in this Policy, correspondence should generally be saved for three (3) years . Correspondence that holds no substantive value to the Corporation, such as solicitation mailings will not be retained.
2.3.10 Banking and Accounting. Accounts payable ledgers and schedules should be kept for seven (7) years. Bank reconciliations, bank statements, deposit slips and checks (unless for important payments and purchases) should be kept for three (3) years . Any inventories of products, materials, and supplies and any invoices should be kept for seven (7) years.
2.3.11 Insurance. Current insurance policies, insurance records, current accident reports, claims, etc. should be kept permanently, except that expired insurance policies not relevant to accident reports or claims may be destroyed after five (5) years.
2.3.12 Audit Records. External audit reports should be kept permanently. Internal audit reports should be kept for three (3) years.
2.3.13 Personnel Records. Personnel files should be retained at least seven (7) years after employment is terminated. Payroll records, including records relating to employee’s leave should be retained for a period of seven (7) years. Employment applications should be retained for three (3) years 17942.00162\45044774.1
4 from the date of taking action on the application. Employee I-9 forms should be retained for at least three (3) years after termination.
2.3.14 Contributions. Donors records and acknowledgement letters should be kept for at least seven (7) years.
2.4 Electronic Documents and Records. Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of donations made online, that fall into one of the document types identified in Section 2.3 will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email message, the message should be printed in hard copy and forwarded to the Secretary to archive in the appropriate file.
Backup and recovery methods will be tested on a regular basis.
2.4.1 Electronic Mail. E-mail that needs to be saved should be either: (i) printed in hard copy and forwarded to the Secretary to archive in the appropriate file; or (ii) downloaded to a computer file and kept electronically or on disk as a separate file. The Corporation may adopt a separate policy governing the retention and handling of electronic mail, which shall be considered a supplement and not a replacement of this Policy.
2.5 Emergency Planning. The Corporation’s records will be stored in a safe, secure and accessible manner. Documents and financial files that are essential to keeping the Corporation operating in an emergency will be duplicated or backed up at least every week and maintained off site.
2.6 Document Destruction. The Corporation’s Treasurer is responsible for the ongoing process of identifying records which have met the required retention period and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding. Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
2.7 Compliance. Failure on the part of employees to follow this Policy can result in possible civil and criminal sanctions against the Corporation and its employees and possible disciplinary action against responsible individuals. The Treasurer will periodically review these procedures with legal counsel or the Corporation’s certified public accountant to ensure that they are in compliance with new or revised regulations.
17942.00162\45044774.1
5 CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of R EDLANDS HOUSING CORPORATION, a California nonprofit public benefit Corporation (“Corporation”); and
2. That the foregoing Document Retention and Destruction Policy, comprising four (4) pages, constitutes the Document Retention and Destruction Policy of said Corporation, as duly approved and adopted by the Board of Directors of said Corporation at a meeting duly held on September 1, 2026.
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consideration of Resolution No. 2026-02-RHC Establishing the Date and Location of the Annual Regular Meetings of the Redlands Housing Corporation (Assistant City Manager Garcia) MOTION:
I move to adopt Resolution No. 2026-02-RHC
RECOMMENDATION:
Staff recommends approval of Resolution No. 2026-02-RHC establishing the date and location of the Regular Annual Meeting of the Redlands Housing Corporation.
DISCUSSION:
As part of the organizational actions necessary to establish the Redlands Housing Corporation as a California nonprofit public benefit corporation, the Board must establish a regular meeting schedule for conducting Corporation business. The proposed resolution designates the Corporation’s annual regular meeting as occurring immediately following the first regular meeting of the Redlands City Council each September, at the same location.
This schedule provides a consistent annual meeting date while allowing the Corporation to conduct necessary organizational and operational business in accordance with its governing documents and the Ralph M. Brown Act.
SUBMITTED BY:
Danielle Garcia, Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., President
REVIEWED BY:
Yvette M. Abich Garcia, General Counsel
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact associated with adoption of Resolution No. 2026-02-RHC.
4132-6795-3510.2
RESOLUTION NO. 2026-02-RHC
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE REDLANDS
HOUSING CORPORATION ESTABLISHING THE DATE AND LOCATION
OF ITS ANNUAL REGULAR MEETING
WHEREAS, the Redlands Housing Corporation (“Corporation”) is a California nonprofit public benefit corporation; and
WHEREAS, the Board of Directors desires to establish an annual regular meeting and provide for additional meetings as necessary to conduct the business of the Corporation in accordance with its governing documents and the Ralph M. Brown Act.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE REDLANDS HOUSING CORPORATION AS FOLLOWS;
Section 1. The foregoing recitals are true and correct, and the Board of Directors so finds and determines.
Section 2. Annual Regular Meeting. The annual regular meeting of the Board shall be held immediately following the first regular meeting of the Redlands City Council in September of each year, at the same location as that City Council meeting. The agenda for the annual regular meeting shall state its anticipated commencement time and shall be posted in accordance with the Ralph M. Brown Act.
Section 3. This Resolution shall take effect immediately upon its adoption.
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
Mario Saucedo, Chair
4132-6795-3510.2
CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of REDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Resolution No. 2026-02-RHC comprising one (1) page as duly approved by the Board of Directors of said Corporation at a meeting duly held on September 1, 2026.
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary
DATE: September 1, 2026
TO: Honorable Chair and Board Members
SUBJECT:Consideration of Resolution No. 2026-03-RHC Establishing the Banking Institution of Record and Approving Certain Officers as Bank Account Authorized Signatories (Assistant City Manager Garcia)
MOTION:
I move to adopt Resolution No. 2026-03-RHC.
RECOMMENDATION:
Staff recommends the Board adopt Resolution No. 2026-03-RHC establishing the Banking Institution of record and approving certain officers as bank account authorized signatories.
DISCUSSION:
As part of the organizational actions necessary to establish the Redlands Housing Corporation, the Corporation must establish banking services for the deposit, custody, and disbursement of its funds. Consistent with the authority provided under the Corporation’s Bylaws, Resolution No. 2026-03-RHC selects U.S. Bank as an authorized depository and designates the President and Treasurer, including anyone serving in an interim or acting capacity, as Authorized Corporation Representatives. The resolution also permits the President to designate additional representatives by written certificate and authorizes those representatives to complete the administrative actions necessary to establish and maintain the Corporation’s accounts.
SUBMITTED BY:
Danielle Garcia, Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., President
REVIEWED BY:
Yvette M. Abich Garcia, General Counsel
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:
Danielle Garcia, Assistant City Manager
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
There is no fiscal impact associated with adoption of Resolution No. 2026-03-RHC.
4132-6795-3510.2
RESOLUTION NO. 2026-03-RHC
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE REDLANDS
HOUSING CORPORATION SELECTING A FINANCIAL INSTITUTION AND
DESIGNATING AUTHORIZED CORPORATION REPRESENTATIVES
WHEREAS, the Redlands Housing Corporation (“Corporation”) is a California nonprofit public benefit corporation; and
WHEREAS, Sections 6.1.5 and 10.6 of the Corporation’s Bylaws authorize the Board of Directors (“Board”) to designate depositories for Corporation funds and determine the officers or agents authorized to execute checks, drafts, and other orders for payment; and WHEREAS, the Board desires to establish a bank account for the deposit, custody, and disbursement of Corporation funds and to designate the individuals authorized to act on the Corporation’s behalf in connection with that account.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE REDLANDS HOUSING CORPORATION AS FOLLOWS;
Section 1. The foregoing recitals are true and correct, and the Board of Directors so finds and determines.
Section 2. US Bank is hereby selected as an authorized depository of the Corporation.
The Corporation is authorized to establish and maintain one or more checking, savings, deposit, or other accounts with the institution as necessary to conduct its business.
Section 3. “Authorized Corporation Representative” means the President and Treasurer of the Corporation, including any person serving in an interim or acting capacity in either office, and any other person designated by the President in a written certificate filed wi th the Secretary of the Corporation and the financial institution.
Section 4. Each Authorized Corporation Representative is authorized, on behalf of the Corporation, to execute account-opening documents, furnish certifications and information, access account records, make deposits, and perform other administrative actions necessary to establish and maintain the Corporation’s accounts.
Section 5. The financial institution may rely upon this Resolution and any written certificate executed pursuant to it until it receives written notice of an amendment or revocation.
The Secretary is authorized to certify the adoption and continuing effectiveness of this Resolution and the identity of the Authorized Corporation Representatives.
Section 6. This Resolution shall take effect immediately upon its adoption.
2 4132-6795-3510.2
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
Mario Saucedo, Chair
4132-6795-3510.2
CERTIFICATE OF SECRETARY
I, the undersigned, do hereby certify:
1. That I am the acting Secretary of REDLANDS HOUSING CORPORATION, a California nonprofit public benefit corporation (“Corporation”); and
2. That the foregoing Resolution No. 2026-03-RHC comprising two (2) pages as duly approved by the Board of Directors of said Corporation at a meeting duly held on September 1, 2026.
IN WITNESS WHEREOF, I have hereunto subscribed my name this 1st day of September, 2026.
______________________________
JEANNE DONALDSON, Secretary