CITY OF REDLANDS
CITY COUNCIL
and
REDLANDS HOUSING CORPORATION
A G E N D A S
September 1, 2026
MARIO SAUCEDO
Mayor
MARC SHAW
Mayor Pro Tempore
PAUL BARICH
Council Member
EDDIE TEJEDA
Council Member
DENISE DAVIS
Council Member
JEANNE DONALDSON
City Clerk
PHILLIP DOOLITTLE
City Treasurer
CHARLES M. DUGGAN JR.
City Manager
YVETTE M. ABICH GARCIA
City Attorney
5:00 p.m. Open Public Meeting, Public Comment (Closed Session) 6:00 p.m. Open Session (Public Meeting)
* * *
City Council Chambers
Civic Center, 35 Cajon Street, Suite 2, Redlands, California
A G E N D A
The following information comprises the agenda for the regular meeting of the City Council of the City of Redlands and the Redlands Housing Corporation at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Suite 2, Redlands, California, on:
Tuesday, September 1, 2026
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In the event the City cannot reestablish Zoom connectivity in a reasonable amount of time, the Mayor will adjourn the meeting to a future date.
PLEASE NOTE: Anyone desiring to speak on an agendized item at this meeting may do so during the consideration of that time. Due to time constraints and the number of persons who may wish to give oral testimony, public comments will be limited to three (3) minutes.
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PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC
COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
A. Call City Council Meeting to Order
B. Public Comment
(Any person wishing to provide public comment on a closed session matter may do so at this time.) C. Recess City Council Meeting to a Closed Session
1. Conference with legal counsel - anticipated litigation pursuant to California Government Code § 54956.9 (d)(2) and (d)(3) in one (1) matter:
(Human Resources and Risk Management Director King)
One Case:
a. Kenneth Kramer adv. City of Redlands, Worker’s Compensation Claim No. 21-153160
2. Conference with legal counsel: Existing Litigation - Government Code § 54956.9(d)(1) (City Attorney Abich Garcia)
One Case:
a. Armstrong Cal Builders, Inc. v. City of Redlands, San Bernardino Superior Court, Case No.
CIVSB2505450
D. Reconvene City Council Meeting at 6:00 p.m.
E. Invocation by Mayor Pro Tem Shaw - Pledge of Allegiance (In keeping with long-standing traditions of legislative invocations, this City Council meeting may include a brief invocation. Such invocations are not intended to proselytize or advance any one, or to disparage any other, faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.) F. Closed Session Report
(No reportable action taken in closed session unless otherwise announced by the City Attorney at this time.) G. Presentations
1. Redlands Pet Adoption
(Redlands Animal Services)
2. Presentation of the Adult Literacy Day Proclamation to Diane Shimota, Adult Literacy Coordinator; Don McCue, Library Director; and Kim Green Tutor and Computer Class Instructor (Mayor Saucedo)
3. Recognition of David Rabindranath's Man of the Year Award from State Senator Eloise Gomez Reyes (Mayor Saucedo)
4. Presentation on the Accelerated Neighborhood Climate Action (ANCA) Redlands Neighborhood Disaster Preparedness Program
(Council Member Davis)
5. Recognition of Community Members and Emergency Responders for Life-Saving Actions on July 7, 2026 (Fire Chief Sessler)
H. Public Comment - City Council
I. Consent Calendar
(The following routine items have been recommended for approval and will be acted upon simultaneously unless separate discussion and/or action is requested by a Councilmember or a member of the audience.)
1. Approval of minutes of the regular meeting of July 21, 2026 (City Clerk Donaldson)
2. Authorize issuance of a proclamation Acknowledging David Rabindranath on Receiving the Man of the Year from Senator Eloise Gomez Reyes
(Mayor Saucedo)
3. Authorize issuance of a proclamation declaring September 27, 2026 as Adult Literacy Day (Mayor Saucedo)
4. Approve Amendment No. 1 to the Professional Services Agreement with Many Mansions to correct discrepancies in the rate schedule and authorize reimbursement for eligible supply expenditures in accordance with the Scope of Services
(Assistant City Manager Wilson)
5. Approve a Funding Agreement with the Redlands Historical Museum Association for Museum of Redlands Store and Event Pavilion Operations and Coordination Services and determine that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines
(Assistant City Manager Garcia)
6. Notice to conduct an annual review of approved Development Agreements in accordance with Chapter
18.220 of the Redlands Municipal Code
(Development Services Department Director Reilly)
7. Approve a Memorandum of Understanding with the California Department of Forestry and Fire Protection (CAL FIRE) for California Conservation Corps and California Military Department Handcrews to Support Conservation, Fuels Management, and Hazard Reduction Projects (Fire Chief Sessler)
8. Adopt Resolution No. 8816, Rescinding Resolution No. 8782, Reaffirming and Setting the Special Tax for Emergency Paramedic Service for Fiscal Year 2026-2027, and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the Emergency Paramedic Service Special Taxes on the Fiscal Year 2026-2027 Tax Roll
(Fire Chief Sessler)
9. Adopt Resolution No. 8817, Rescinding Resolution No. 8807, Reaffirming and Approving Delinquent Weed Abatement Enforcement Costs, and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the Delinquent Weed Abatement Costs on the Fiscal Year 2026-2027 Tax Roll (Fire Chief Sessler)
10. Approve the side letter agreements between the City of Redlands and (i) the Redlands Association of Management Employees, (ii) the Redlands Association of Mid-Management Employees, and (iii) the Redlands Civilian Safety Employee Association, which amend and modify the respective articles within each Memorandum of Understanding pertaining to Health Insurance (Human Resources/Risk Management Director King)
11. Approve the side letter agreement between the City of Redlands and Redlands Police Officers Association (RPOA), which amends and modifies Article 8 of the RPOA Memorandum of Understanding (MOU) pertaining to Field Training Officer Sergeant Incentive Pay (Human Resources/Risk Management Director King)
12. Adopt Resolution No. 8820, Rescinding Resolution No. 8790, Reaffirming and Approving the Levying of Special Taxes Within the City of Redlands Community Facilities District No. 2003-1 (Redlands Business Center), and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the City of Redlands Community Facilities District No. 2003-1 Special Taxes on the Fiscal Year 2026-2027 Tax Roll
(Interim Finance Director Garland)
13. Adopt Resolution No. 8821, Rescinding Resolution No. 8810, Reaffirming and Approving the Delinquent Municipal Services Report, Confirming the Delinquent Municipal Service Charges as Liens, and Directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to Place the Delinquent Municipal Service Charges on the Fiscal Year 2026–2027 Tax Roll
(Interim Finance Director Garland)
14. Approve a Single Source Agreement with Hauler Hero, Inc. for three years with two optional one-year extensions, for an amount not to exceed $242,550 for roll-off and route management software (Interim Finance Director Garland)
15. Approve a sole source purchase with DynaTouch Corporation for two full service payment kiosks (credit/debit card, check, and cash), one through-the-wall and one standalone indoor, not to exceed the amount of $107,082
(Interim Finance Director Garland)
16. Approve a Sole Source Purchase and Software Support Services Agreement with LCPtracker, Inc., to furnish labor compliance review software and related services for an amount not to exceed $53,445.55 (Municipal Utilities and Engineering Director Heredia)
17. Approve a First Amendment to the Professional Services Agreement with CDM Smith Inc. to continue providing construction engineering support services for the construction phase of the Joint Utilities Laboratory Building Renovation and Expansion Project Phase 1, and bidding support services for Phase 2 of this project by increasing the total not to exceed amount to $249,638 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)
18. Approve a Single Source Professional Services Agreement with CASC Engineering & Consulting, Inc. (CASC) to provide National Pollutant Discharge Elimination System (NPDES) program management support services for an amount not to exceed $138,915, and determine 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)
19. Approve a Memorandum of Understanding between Compass IGG & Advocacy and the Redlands Police Department and authorize the Chief of Police to sign the MOU (Police Chief Tolber)
20. Approve a Memorandum of Understanding with Colton-Redlands-Yucaipa Regional Occupational Program to provide temporary staffing services to support the Recreation and Senior Services Divisions in an amount not to exceed $140,000, and determine that approval of the Memorandum of Understanding is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act
(Facilities and Community Services Director Crocker)
21. Adopt Resolution No. 8822 and Resolution No. 8823 rescinding Resolution Nos. 8772 and 8773 and Reaffirming Street Lighting District No. 1 and Landscape Maintenance District No. 1 Annual Assessments, and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the Assessments on the Fiscal Year 2026-2027 Tax Roll
(Facilities and Community Services Director Crocker)
22. Adopt Resolution No. 8824 Rescinding Resolution No. 8808 and Approving the Delinquent Administrative Citation and Fine Report, Confirming the Delinquent Administrative Citation and Fines as Liens, and Directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to Place the Delinquent Administrative Citation and Fine Charges on the Fiscal Year 2026-27 Tax Roll (Facilities and Community Services Director Crocker)
23. Approve the use of city resources and the request for in-kind support in the amount of $2,040.00 related to the Art-On-State Street event hosted by the Redlands Art Association on September 20, 2026; approve temporary street closures; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the state's guidelines implementing the California Environmental Quality Act
(Facilities and Community Services Director Crocker)
24. Approve the use of city resources and in-kind request in the amount of $44,048.44 related to the Believe Walk event hosted by the Stater Bros Charities on Sunday, October 4, 2026, approve temporary street closures related to the event; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's Guidelines implementing the California Environmental Quality Act
(Facilities and Community Services Director Crocker)
25. Approve the use of city resources and the request for in-kind support in the amount of $24,415.00 related to the Dog Jog event hosted by the Redlands Chamber of Commerce on October 25, 2026; approve temporary street closures related to the event; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act
(Facilities and Community Services Director Crocker)
J. Communications
1. Discussion and possible action relating to the designation of Voting Delegates to represent the City at the 2026 Annual Conference of the League of California Cities (Mayor Saucedo)
K. Public Hearings
1. CONTINUED PUBLIC HEARING to consider Ordinance Text Amendment No. 372 to amend Title 18 (Zoning Regulations) of the Redlands Municipal Code to prohibit new warehouses and logistics distribution facilities, as defined, and allow existing warehouses to remain as permitted or conditionally permitted uses; consideration of a proposed amendment to Chapter 18.156, Article XII (Warehouses and Logistics Distribution Centers) to add new Section 18.156.970 for new rebuilding provisions for existing warehouses and logistics distribution centers; and consideration of Resolution No. 8793 to amend the commercial and industrial Specific Plans of the City of Redlands to prohibit new warehouses and logistics distribution facilities, as defined, and allow existing warehouses to remain as permitted or conditionally permitted uses.
The proposal qualifies for exemption from environmental review in accordance with Sections 15061(b)(3), 15308, and 15378(b)(5) of the California Environmental Quality Act Guidelines (Development Services Director Reilly)
L. New Business
1. Consideration of a Sole Source Agreement with the Redlands Historical Museum Association and MPQA, LLC for Museum of Redlands Store and Event Pavilion Operations and Coordination Services, approval of an Additional Appropriation, and determination that approval of the Agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines (Assistant City Manager Garcia)
2. Consideration of a grant award from the County of San Bernardino Office of Homeless Services in the amount of $611,041.00 from Homeless, Housing, Assistance, and Prevention 5 (HHAP-5) grant for the Project HomeKey Site, Emergency Shelter, and Outreach, authorizing the City Manager or designee to execute the grant agreement; and approve authorization of an additional appropriation in the grant amount; and determine that the HHAP-5 Grant and Services are exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act. (Assistant City Manager Wilson)
3. Consideration of Resolution No. 8819 Establishing the Confidential Employee Unit (Human Resources/Risk Management Director King)
4. Discussion and possible action regarding the City Clerk's compensation and consideration of Resolution No. 8825
(Human Resources/Risk Management Director King)
5. Consideration of Resolution No. 8826 Establishing a limited-term assignment program to provide temporary staffing support for City departments and authorizing the Human Resources Director to administer the program
(Human Resources/Risk Management Director King)
6. Consideration of a Cooperative Purchase of a Type I Paramedic Squad Vehicle from Frazer, Ltd. in the Amount of $394,240 to Support Emergency Medical Response Operations (Fire Chief Sessler)
7. 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)
8. 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)
9. 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)
M. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
1. Individual Council Member Report on Activities for July and August 2026 from Mayor Pro Tem Shaw (City Clerk Donaldson)
N. Adjournment
O. Redlands Housing Corporation
1. CALL TO ORDER THE MEETING OF THE REDLANDS HOUSING CORPORATION
2. Appointment of Temporary Board Chair and Board Secretary (General Counsel Garcia)
3. PUBLIC COMMENT - REDLANDS HOUSING CORPORATION
(At this time, the Redlands Housing Corporation will provide an opportunity for the public to address them on any subject, within its jurisdiction, which is not already scheduled on the agenda. However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three (3) minutes.)
4. NEW BUSINESS
5. Consider Approval of Organizational Certificate of Incorporator Appointing Directors of the Redlands Housing Corporation
(General Counsel Garcia)
6. Review and Ratify Articles of Incorporation document that was filed and certified by the California Secretary of State
(Assistant City Manager Garcia)
7. Consider Approval of the Redlands Housing Corporation Bylaws (General Counsel Garcia)
8. Consider Appointment of Officers of the Redlands Housing Corporation (General Counsel Garcia)
9. Consideration of Resolution No. 2026-01-RHC Establishing a Minute Book of the Redlands Housing Corporation
(General Counsel Garcia)
10. 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)
11. 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)
12. 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)
13. ADJOURN REDLANDS HOUSING CORPORATION
If you challenge any proposed development entitlement listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public meeting.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Goutam Dobey, of the Municipal Utilities and Engineering Department at (909) 798-7584 ext 2. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
(28 CFR 35.102-35.104 ADA Title II)
Any writings or documents distributed to a majority of the City Council Regarding an open session agenda item less than 72 hours before this meeting are available for public inspection at the City Clerk's Office or at the dais of the City Clerk once the open session begins.
Staff reports or other written documentation relating to items referred to on the agenda are available at the A. K. Smiley Public Library, 125 West Vine Street, Redlands, California, and on the City's Website referenced below.
Regular meetings are televised live on Redlands TV Channel 3 (Spectrum) and Channel 35 (Frontier) and re-broadcast at 7:00 P.M. The following Wednesday, Friday and Sunday; and at 9:00 A.M. Thursday, Saturday, and Monday. Meetings are also streamed live and archived for later viewing on demand on the City's website at www.cityofredlands.org. Agendas, staff reports and minutes of the City Council of the City of Redlands are available online at: www.cityofredlands.org DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approval of minutes of the regular meeting of July 21, 2026 (City Clerk Donaldson) MOTION:
I move to approve the regular meeting minutes of June 16, 2026.
MINUTES
Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on Tuesday, July 21, 2026 at 5:00 P.M.
Present:Mario Saucedo, Mayor
Marc Shaw, Mayor Pro Tempore
Paul Barich, Council Member
Eddie Tejeda, Council Member
Denise Davis, Council Member
Staff:
Danielle Garcia, Assistant City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Phillip Doolittle, City Treasurer; Kurt O. Wilson, Assistant City Manager; Carl Baker, Public Information Officer; Rich Sessler, Fire Chief; Rachel Tolber, Police Chief; Tabitha Crocker, Facilities and Community Services Director; Sean Reilly, Development Services Director; Monica Heredia, Municipal Utilities and Engineering Director; Gina King, Human Resources/Risk Management Director
A. Call City Council Meeting to Order
Mayor Saucedo called the meeting to order and explained that comments could be presented in-person, via Zoom, via cellphone or landline. He offered the public an opportunity to provide comment on any item on the agenda for the closed session.
B. Public Comment
C. Recess City Council Meeting to a Closed Session
1. Conference with legal counsel: Existing Litigation - Government Code § 54956.9(d)(1) (City Attorney Garcia)
Two Cases:
a. Armstrong Cal Builders, Inc. v. City of Redlands, San Bernardino Superior Court, Case No. CIVSB2505450 b. Coyote Aviation v. City of Redlands, et al. San Bernardino County Superior Court Case No. CIVSB2418252
2. Conference with legal counsel: Anticipated litigation pursuant to California Government Code § 54956.9 (d)(2) and (d) (3)
(Human Resources and Risk Management Director King)
One Case: a. Ramon Rodriguez adv. City of Redlands, Worker’s Compensation Claim Nos. 23-169240, 21-158520, and 22-164399
3. Conference with labor negotiator - Government Code § 54957.6 (Human Resources and Risk Management Director King)
Agency Negotiators: John Bakhit, Jay Trinnaman, Gina King, Jorge Castillo Employee Organizations:
Redlands Association of Department Directors
Redlands Association of Management Employees
Redlands Association of Mid-Management Employees
Redlands Association of Safety Management Employees
Redlands Association of Fire Management Employees
Redlands Police Officers Association
Redlands Professional Firefighters Association
Redlands Civilian Safety Employees
Teamsters Local 1932 Redlands Chapter
D. Reconvene City Council Meeting at 6:00 p.m.
The meeting reconvened at 6:00 PM. Mayor Saucedo announced that Mayor Pro Tem Shaw would run the meeting tonight.
E. Invocation by Council Member Tejeda - Pledge of Allegiance F. Closed Session Report
City Attorney Garcia announced that no reportable action was taken during the closed session.
G. Public Comment - City Council
LGBTQIA+ Display - Based on his strong religious beliefs, Samuel Vasquez objected to the month-long LGBTQIA+ book display at Smiley Library and called for it to be taken down and not reinstalled in the future.
Musings - Dennis Bell highlighted an article which noted a controversy with LA Police Department and their use of Flock automated license plate readers. People are concerned that Flock is doing more than just tracking cars, and he was curious what Redlands Police were doing with the data they collect from Flock. He pointed out the City is pouring millions of dollars into the new Citrus Center, and yet he said there is still a parking problem. He wondered where people will park when attending meetings or conducting business there.
Dirty Game of Politics - Andy Hoder expressed disappointment with the state of politics today. He warned that even at the local level, politics can become vindictive and cruel. He said he is choosing to stay engaged, attend council meetings, and to continue to show up and speak up where he is able.
WELCOME
Mayor Pro Tem Shaw introduced Kurt O. Wilson as the new Assistant City Manager and Gina King as the new Human Resources/Risk Management Director. He welcomed them to Redlands, stating that their extensive experience makes them a valuable addition to the team. He also congratulated Danielle Garcia in her new role as Assistant City Manager.
H. Consent Calendar
1. Approve minutes of the regular meeting of July 7, 2026 On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the minutes of the regular meeting of July 7, 2026.
Vote: 5-0 Passed
2. Approve One Limited-Term Administrative Analyst Position within the City Manager’s Office to Provide Capital Project Coordination Support for a Term Not to Exceed Two Years from the Date of Hire On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, one limited-term Administrative Analyst position within the City Manager’s Office to provide capital project coordination support for a term not to exceed two years from the date of hire.
Vote: 5-0 Passed
3. Approve a Procurement Waiver and Professional Services Agreement with Tilden-Coil Constructors, Inc., for Master Construction Management Services for Fire Station 264 Construction for an amount not to exceed $125,000, approval of an additional appropriation, and determination 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 On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of a Professional Services Agreement with Tilden-Coil Constructors, Inc., for Master Construction Management Services for Fire Station No. 264 Relocation Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; waived competitive procurement procedures and authorized the City to contract directly with Tilden-Coil Constructors, Inc. for pre-construction services for the Fire Station No. 264 Relocation Project; approved the Professional Services Agreement with Tilden-Coil Constructors, Inc. for pre-construction services for the Fire Station No. 264 Relocation Project in an amount not to exceed $125,000; and approved an additional appropriation in the same amount.
Vote: 5-0 Passed
4. Approve a Funding Agreement with the Redlands Historical Museum Association for Part-Time Administrative Assistant Staffing of the Museum Store and Event Pavilion, and determination that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of the Funding Agreements with the Redlands Historical Museum Association is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines; and approved the Funding Agreements with the Redlands Historical Museum Association for professional event coordination services for the Museum of Redlands Store and Event Pavilion and for part-time administrative assistant staffing of the Museum Store and Event Pavilion.
Vote: 5-0 Passed
5. Approve an Agreement Modification extending Local Cooperative Fire Protection Agreement Between the City of Redlands and the United States Department of Agriculture, Forest Service, San Bernardino National Forest; and authorize the Mayor and the Fire Chief to execute the modification.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the modification to the Local Cooperative Fire Protection Agreement between the United States Department of Agriculture (USDA), Forest Service, San Bernardino National Forest extending the period of performance to September 18, 2030; and authorized the Mayor and the Fire Chief to execute the agreement modification and any related documents.
Vote: 5-0 Passed
6. Approve an Automatic Aid and Mutual Aid Agreement Between the City of Redlands Fire Department and the San Bernardino County Fire Protection District
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the Automatic Aid and Mutual Aid Agreement between the City of Redlands Fire Department and the San Bernardino County Fire Protection District for a term commencing on July 21, 2026 (the effective date) and continuing through June 30, 2031.
Vote: 5-0 Passed
7. Adopt Resolution No. 8814, establishing a salary schedule and compensation plan for City employees and rescinding Resolution No. 8813
Human Resources/Risk Management Director King presented Resolution No. 8814, establishing a salary schedule and compensation plan for City employees. This resolution incorporates new salary range structures negotiated with each respective bargaining unit for the Redlands Police Officers Association, the Redlands Professional Firefighters Association and Teamsters Local 1932. In addition, the title of Management Services Director has been changed to Finance Director in the salary resolution.
An error was identified on page 16 of the range table for the Redlands Professional Firefighters Association and Redlands Association of Fire Management Employees. Corrections have been made and are accurately reflected in the Amended range table which has been incorporated into the online agenda packet and is available for viewing in the City Clerk's office.
On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council approved, by roll call vote, Resolution No. 8814, as amended, establishing a salary schedule and compensation plan for City employees and rescinding Resolution No. 8813.
Vote: 5-0 Passed
8. Adopt Ordinance No. 3003 and Ordinance No. 3004 Amending Chapters 3.52 and 3.62 of the Redlands Municipal Code relating to Water Utility and Wastewater Utility Rate Adjustments On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council adopted, by roll call vote, Ordinance No. 3003 and Ordinance No. 3004 amending Chapters 3.52 and 3.62 of the Redlands Municipal Code relating to Water Utility and Wastewater Utility Rate Adjustments.
Vote: 5-0 Passed
9. Adopt Resolution No. 8812 approving a Summary Vacation of a Public Service Easement located at 1780 Country Club Drive, Redlands, California, on Assessor's Parcel No. 0176-211-11-0000; and determine approval of the Resolution is exempt pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that adoption of Resolution No. 8812 approving a Summary Vacation is exempt pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and adopted Resolution No. 8812, approving a Summary Vacation of a Public Service Easement located at 1780 Country Club Drive, Redlands, California, on Assessor's Parcel No. 0176-211-11-0000.
Vote: 5-0 Passed
10. Approve a request for in-kind support in the amount of $16,655, related to the 14th Annual Oktoberfest event hosted by Redlands Optimist Club on October 3, 2026, and October 4, 2026; authorize sale and consumption of alcoholic beverages at the event; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; approved the request for in-kind support in the amount of $16,655.63 and authorized the sale and consumption of alcoholic beverages, related to the Redlands Optimist Club Oktoberfest event on October 3rd and October 4th, 2026.
Vote: 5-0 Passed
11. Approve the in-kind support request in the amount of $7,094 related to the Downtown Redlands Artwalk event hosted by the Kid's Cures Foundation on October 25, 2026; approve temporary street closures related to the event; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the State's Guidelines implementing the California Environmental Quality Act On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of the event is exempt from environmental review pursuant to Section 15311(c) of the State's Guidelines implementing the California Environmental Quality Act; and approved the in-kind support request in the amount of $7,094.00 and authorized the temporary street closures related to the Downtown Redlands Artwalk event on October 25, 2026.
Vote: 5-0 Passed
12. Approve a Professional Services Agreement with Acton Architecture, Inc. for on-call general architectural services in an amount not to exceed $150,000; and determine that approval of the agreement is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of a Professional Services Agreement with Acton Architecture, Inc. for general architecture design services is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and approved a professional services agreement with Acton Architecture, Inc. for on-call general architecture design services in an amount not to exceed $150,000 for a term of two years, ending June 30, 2028.
Vote: 5-0 Passed
I. Public Hearings
1. Public Hearing to consider Resolution No. 8807 - Delinquent Weed Abatement Enforcement Cost Report Resolution No. 8807 will approve the Delinquent Weed Abatement Enforcement Costs Report and submittal of the report to the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for Processing Mayor Pro Tem Shaw declared the meeting open as a public hearing and called on Fire Chief Sessler, for a summary of Resolution No. 8807 approving a delinquent Administrative Citations Fine and Weed Abatement Enforcement Cost Report. The property owners identified in the attached report are associated with either unpaid administrative citations or weed abatement enforcement services. The unpaid administrative citations were issued for violations of the Redlands Municipal Code related to the possession, use, discharge, sale, or facilitation of illegal fireworks within the City of Redlands.
The weed abatement enforcement service costs are related to the enforcement actions and compliance measures conducted at identified parcels. Property owners were provided notice of the City Council's consideration of this report and advised of their right to submit written objections or appear before the City Council to present objections or protests. With no further discussion, Mayor Pro Tem Shaw closed the public hearing.
On motion of Council Member Eddie Tejeda, seconded by Council Member Paul Barich, the City Council adopted, by roll call vote, Resolution No. 8807 approving a Delinquent Administrative Citations Fine and Weed Abatement Enforcement Cost Report, and authorizing the Submittal of Notices of Lien to the San Bernardino County Auditor- Controller/Treasurer/Tax Collector for Processing Against the Properties Listed in This Report Vote: 5-0 Passed
J. New Business
1. Consideration of the Formation of the Redlands Housing Corporation, a California Nonprofit Public Benefit Corporation, and Approval of the Articles of Incorporation and Corporation Bylaws to Support the Acquisition, Ownership, and Operation of the Property Located at 1675 Industrial Park Avenue Assistant City Manager Garcia presented the California nonprofit public benefit corporation named the Redlands Housing Corporation, to support the acquisition, ownership, and operation of the property located at 1675 Industrial Park Avenue. On July 6, 2021, the City Council directed staff to explore potential housing solutions for individuals experiencing homelessness. Through the State's Homekey Program, the City partnered with Shangri-La Industries, LLC and Step Up on Second, Inc. to convert the former Good Nite Inn at 1675 Industrial Park Avenue into permanent supportive housing. The project opened in early 2023 and continues to provide housing and supportive services to vulnerable members of the community.
Following completion of the project, Shangri-La defaulted on its contractual obligations, resulting in State litigation and foreclosure of the property. Since that time, the City and the current property owner have worked cooperatively to maintain uninterrupted operations while pursuing a long-term ownership solution that preserves the public purpose of the Homekey investment.
The City, State, and other public agencies have discussed providing significant support in service of a transfer of the property to the City. Outside counsel has recommended the formation of a California nonprofit public benefit corporation. The nonprofit corporation would serve as the legal entity through which the property may be acquired, owned, governed and operated consistent with the public purposes associated with the transaction and any applicable funding, regulatory and operational requirements.
The proposed action is organizational in nature. Approval of the formation of the nonprofit corporation, together with approval of the Articles of Incorporation and Bylaws, will allow the City, with the assistance of outside counsel, to complete the legal steps necessary to establish the nonprofit and position it to participate in the acquisition and ownership structure for the property located at 1675 Industrial Park Avenue.
This item does not, by itself, authorize or complete the acquisition of the property. Any additional agreements, funding actions, operating arrangements, or property acquisition documents requiring City Council approval will be brought forward separately as needed. As public comment, Dennis Bell worried that this would create a slippery slope and could easily devolve into what he called, a "money pit". In response to questions regarding total costs, Ms. Garcia explained that negotiations are ongoing, but the estimate is $700,000.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the formation of the Redlands Housing Corporation, a California nonprofit public benefit corporation, to support the acquisition, ownership and operation of the property located at 1675 Industrial Park Avenue; approved the Articles of Incorporation and Bylaws, each substantially in the form presented; authorized the appropriate City officials and/or outside counsel to take all actions necessary to complete the formation of the nonprofit corporation; and authorized the filing of the Articles of Incorporation with the California Secretary of State.
Vote: 5-0 Passed
2. Discussion and possible action relating to the City Clerk's compensation and consideration of Resolution No. 8815 Human Resources/Risk Management Director King introduced Resolution No. 8815 related to the City Clerk’s compensation. Resolution No. 8327, adopted in 2022, is the most recent resolution setting forth the City Clerk’s salary at $85,454 per year plus benefits. The Clerk's salary has remained unchanged since 2022. Staff recommended implementing similar salary increases to those that the City Council approved for union represented employees. The new salary is approximately 6.5% higher, representing the 4% across-the-board increase approved for general employees along with a 2.5% step increase.
Mayor Pro Tem Shaw opened the discussion to consider further review of staff's recommendation. He studied survey results gathered by staff from surrounding cities to help correlate to the clerk's role with an already existing staff position. He suggested that the Public Information Officer role was a fairly similar position, one that demands a high level of independence and consists of a large amount of public facing work and handling of sensitive issues The salary range for that position falls under M-75.
In order to avoid overlooking the Clerk’s position in the future and having to bring forward a new resolution each year, he suggested including language that would tie the position to a bargaining unit, such as the Redlands Association of Management Employees (RAME). This would provide a structure for appropriately compensating the Clerk in a way that reflects the work load. He also pointed out that the Clerk is a full-time position and, as such, should be granted the benefits afforded to other full-time employees, including medical, dental, and vision coverage.
Council Members agreed they were interested in seeing a new version of the resolution and directed staff to examine the M-75 classification, with a potential starting point around Step 4, along with the inclusion of medical, dental, and vision benefits. Director King understood and said the proposal will be brought back for consideration on September 1, 2026.
3. Consideration of Memoranda of Understanding between City of Redlands and the Redlands Police Officers Association, the Redlands Professional Firefighters Association and Teamsters Local 1932 Human Resources/Risk Management Director King reported on the Memoranda of Understanding between City of Redlands and the Redlands Police Officers Association, the Redlands Professional Firefighters Association and Teamsters Local 1932. Teamsters unit members will receive a four percent (4%) salary increase for the first year of the contract and three percent (3%) salary increases in both years two and three. RPOA and RPFA unit members will receive a seven percent (7%) salary increase for the first year of the contract and three percent (3%) salary increases in both years two and three. Other changes include three additional steps (Steps 5, 6, and 7) at two and one-half percent (2.5%) each to the top of the RPOA, RPFA and Teamsters salary ranges, increases to bilingual pay, medical contributions, and incentive pays. Language revisions have also been made within the MOU for the purpose of cleanup and to reduce ambiguity and/or clarify how a benefit is administered. Ms. King thanked everyone involved in the negotiations for their shared commitment and collaborative spirit.
On motion of Council Member Paul Barich, seconded by Council Member Eddie Tejeda, the City Council approved, by roll call vote, the Memoranda of Understanding between the City of Redlands and the Redlands Police Officers Association, Redlands Professional Firefighters Association, and Teamsters Local 1932.
Vote: 5-0 Passed
4. Consideration of an Agreement with PBK Architects California, Inc. for architectural design services for the construction of Fire Station 264 in an amount not to exceed $1,486,100; and determine that the project is not subject to environmental review pursuant to Section 15301(d) of the State's Guidelines implementing the California Environmental Quality Act Fire Chief Sessler detailed an Agreement with PBK Architects California, Inc. for architectural design services for the construction of Fire Station 264 in an amount not to exceed $1,486,100. The City is planning the construction of a new Fire Station 264 to be located at the Heritage Park site. The proposed project includes the design and construction of a new approximately 12,000 square-foot fire station and associated site improvements on approximately 1.5 acres. PBK specializes in the planning and design of public safety and essential service facilities and has designed more than 200 public safety facilities throughout California and nationally. The firm has also successfully completed multiple projects for the Redlands Fire Department, including prior fire station assessments and the renovation project for Fire Station 262.
As public comment, Steve Rogers stated that this was a highly complex project, one that he insisted should be under the purview of a professional engineer. He also raised objections to the selection process, which failed to allow for competitive bids. Chief Sessler added that all design work would be properly submitted through the city for a full vetting, review, and approval process.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the agreement with PBK Architects California, Inc. for architectural design services for the construction of Fire Station 264 in an amount not to exceed $1,486,100; and determined that the project is categorically exempt from environmental review in accordance with Section 15301(d) of the State's guidelines implementing the California Environmental Quality Act.
Vote: 5-0 Passed
5. Consideration of approval of the California Street and Redlands Boulevard Intersection Widening Project plans and specifications; approval of a Public Works Construction Contract with Beador Construction Company, Inc. for the Project in an amount not to exceed $5,537,700; re-designation of $4,400,000 currently budgeted in the Arterial Street Fund 252 to the Local Transportation Fund 209, approval of an additional appropriation in the amount of $1,137,700 in the Local Transportation Fund 209; and determination that the Project is consistent with the Initial Study/Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program adopted by Resolution No. 8645 and will not require additional environmental review pursuant to the California Environmental Quality Act Municipal Utilities and Engineering Director Heredia summarized the California Street and Redlands Boulevard Intersection Widening Project and the approval of a Public Works Construction Contract with Beador Construction Company, Inc. for the Project in an amount not to exceed $5,537,700. California Street is classified as a Major Arterial and provides an important connection between residential neighborhoods, major activity centers, and the I- 10 and I-210 freeways. The California Street and Redlands Boulevard Intersection Widening Project will widen the west side of California Street between Redlands Boulevard and about 500 feet south of the I-10 freeway. Under the Agreement, the County Flood Control District will reimburse the City for 50 percent of eligible Project costs, including engineering, permitting, utility relocation, construction, inspection, and contingency, as well as 50 percent of eligible Project cost overruns.
Council Member Barich questioned whether the warehouse developer who purchased the property located at 1101 California Street, formerly known as Splash Kingdom, contributed to the intersection widening costs. Director Heredia stated the Project was mainly funded by Measure I and Development Impact Fees and this particular developer paid all required impact fees.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, the California Street & Redlands Boulevard Project (Project) plans and specifications, and awarded a Public Works Construction Contract to Beador Construction Company, Inc. for an amount not to exceed $5,537,700; re-designated $4,400,000 currently budgeted in the Arterial Street Fund 252 to the Local Transportation Fund 209; approved an additional appropriation in the amount of $1,137,700 in the Local Transportation Fund (209); and determined that the environmental effects of the Project were previously analyzed in the Initial Study/Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program adopted by Resolution No. 8645, and that no further environmental review is required pursuant to the California Environmental Quality Act.
Vote: 4-1 Passed (Nay - Council Member Barich)
6. Consideration of a Public Works Construction Contract with B-81 Paving, Inc. for On-Call Pavement Repair Services for Water Utilities on an as-needed basis for an amount not to exceed $600,000, and determination that this action is exempt from environmental review pursuant to Section 15301 of the State's Guidelines implementing the California Environmental Quality Act
Municipal Utilities and Engineering Director Heredia highlighted a Public Works Construction Contract with B-81 Paving, Inc. for On-Call Pavement Repair Services for Water Utilities on an as-needed basis for an amount not to exceed $600,000. The Municipal Utilities and Engineering Department annually performs approximately 250 repairs to water mains, service lines, valves, blow-offs, and other water utility infrastructure throughout the City’s water service area. These repairs typically require asphalt removal and trench excavation. The On-Call Pavement Repair for Water Utilities Project was developed to establish a comprehensive contract with clearly defined specifications and estimated quantities, enabling a contractor to provide permanent asphalt patching services for all eligible water utility repairs under a single contract. Directors Heredia and Crocker confirmed that the scale of these projects surpasses what Facilities and Community Services can manage in-house..
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that approval of the Public Works Construction Contract with B-81 Paving, Inc. is exempt from environmental review pursuant to section 15301 of the State's guidelines implementing the California Environmental Quality Act, and approved the Public Works Construction Contract with B-81 Paving Inc. for On-Call Pavement Repair Services for Water Utilities on an as-needed basis for an amount not to exceed $300,000 for the fiscal year 2026/27, and $300,000 for the fiscal year 2027/28, totaling $600,000.
Vote: 5-0 Passed
7. Consideration of a Public Works Construction Contract for the California Street Landfill Phase 5 Expansion project with Sukut Construction, LLC. in the amount of $5,095,919; waiver of minor irregularities contained within the bid received by Sukut Construction, LLC; and determination that the project is not subject to further environmental review pursuant to Section 15162 of the State's Guidelines implementing the California Environmental Quality Act Facilities and Community Services Department Director Crocker reviewed a Public Works Construction Contract for the California Street Landfill Phase 5 Expansion project with Sukut Construction, LLC. in the amount of $5,095,919.25. The Landfill is required to maintain compliance with all applicable federal, state, and county regulations governing daily operations, environmental monitoring, and reporting requirements. Phase 5 of the Landfill will be developed in accordance with the JTD and applicable Construction Quality Assurance requirements.
Phase 4 of the Landfill is projected to reach its interim disposal by early 2027. To ensure uninterrupted collections and landfill operations, staff has initiated the design, bidding, and construction process for Phase 5. Director Crocker added that the Landfill is projected to have thirty years of permitted capacity.
As public comment, Stephen Rogers said he was frustrated the City continues to ignore his concerns about assigning unqualified staff to public works projects and he urged the Council to refrain from approving any public works projects when there is no professional engineer in that department.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council determined, by roll call vote, that the award of a construction contract to Sukut Construction, LLC for the California Street Landfill Phase 5 Expansion Project is not subject to further environmental review pursuant to Section 15162 of the State's Guidelines implementing the California Environmental Quality Act; waived the minor irregularities contained within the bid submitted by Sukut Construction, LLC for the California Street Landfill Phase 5 Expansion Project because the contractor corrected a calculation error in the original submission and worked with City staff to reduce project costs; approved plans and specifications, and awarded a construction contract to Sukut Construction, LLC for the California Street Landfill Phase 5 Expansion Project in the amount of $5,095,919.25.
Vote: 5-0 Passed
8. Consideration of approval of an agreement with Geologic Associates, Inc., to provide construction quality assurance, observation, testing, regulatory compliance and documentation for the Phase 5 Expansion at the California Street Landfill in a total agreement amount of $598,018
Facilities and Community Services Department Director Crocker detailed an agreement with Geologic Associates, Inc., to provide construction quality assurance, observation, testing, regulatory compliance and documentation for the Phase 5 Expansion at the California Street Landfill in a total agreement amount of $598,018.87. The Phase 5 expansion will be constructed in accordance with the approved Joint Technical Document (JTD) and will be subject to the requirements of a comprehensive CQA program. As existing disposal areas reach capacity, subsequent phases are constructed to maintain uninterrupted landfill operations. Phase 5 will be developed pursuant to the approved expansion plans, which require independent CQA monitoring, testing, and reporting by a qualified third- party consultant. The CQA program ensures that all construction activities comply with project specifications and applicable regulatory requirements, and that potential environmental impacts are appropriately addressed.
Construction of Phase 5 is anticipated to begin in late July 2026, with completion expected in early February 2027.
As public comment, Stephen Rogers said that landfill projects are considered public works projects and this is the domain of engineers and should not be overseen by Facilities and Community Services. He added the landfill and the solid waste program should be classified as a utility and should fall under the purview of Municipal Utilities and Engineering Department. He again raised issues with the City's reporting of the Notice of Department Designation forms. Director Crocker clarified that her department collaborates closely with the engineers in MUED on projects such as this.
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council approved, by roll call vote, an agreement with Geologic Associates, Inc., for the Phase 5 expansion at the California Street Landfill in a total agreement amount of $598,018.87.
Vote: 5-0 Passed
K. Individual Council Member Announcements and/or Reports on Activities Council Member Barich enjoyed the lovely retirement party held in honor of Janice McConnell. She will be greatly missed.
He attended the RESA graduation event and the Library Board meeting.
Council Member Tejeda attended an event that was hosted by Tim Rochford at the Redlands Bowl and a separate event at the Bowl hosted by Congressman Pete Aguilar.
Council Member Davis was pleased to attend the lovely retirement party in celebration of the many years of service of Janice McConnell. She met with City Manager Duggan, Director Crocker, and a constituent to discuss the City's park fee structure.
L. Adjournment
There being no further action required the meeting adjourned at 7:03 P.M. Due to the cancellation of the August 4 and August 18 meetings, the next regular meeting of the City of Redlands City Council will be held on September 1, 2026.
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Authorize issuance of a proclamation Acknowledging David Rabindranath on Receiving the Man of the Year from Senator Eloise Gomez Reyes (Mayor Saucedo ) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to authorize issuance of a proclamation acknowledging David Rabindranath receiving the Man of Year Award from Senator Eloise Gomez Reyes.
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Authorize issuance of a proclamation declaring September 27, 2026 as Adult Literacy Day (Mayor Saucedo )
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to authorize issuance of a proclamation declaring September 27, 2026 as Adult Literacy Day in the City of Redlands.
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve Amendment No. 1 to the Professional Services Agreement with Many Mansions to correct discrepancies in the rate schedule and authorize reimbursement for eligible supply expenditures in accordance with the Scope of Services (City Manager Duggan) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
1. I move that City Council approve a First Amendment to the Professional Services Agreement with Many Mansions to correct discrepancies in the rate schedule and authorize reimbursement for eligible supply expenditures in accordance with the Scope of Services.
RECOMMENDATION:
Staff recommends City Council approve the First Amendment Agreement to the Professional Services Agreement with Many Mansions to revise the Rate Sheet to correct discrepancies in the approved rates and clarify reimbursement for eligible supply expenditures consistent with the Agreement and Scope of Services. The revisions include correcting the annual total salary amounts, adding eligible supply expenditures to the expenditure column, adding the benefits percentage breakdown, and correcting the total amount of the Agreement to reflect the approved not-to-exceed amount of $300,000.
DISCUSSION:
The City entered into a Professional Services Agreement with Many Mansions on September 16th, 2025, to provide property management services for the Project Homekey facility in Redlands, California. Following execution of the agreement, staff identified discrepancies within Exhibit "B," titled "Rate Sheet" that do not accurately reflect the actual rates and reimbursable supply expenditures outlined in the Agreement and Scope of Services.
The proposed amendment replaces Exhibit "B" with a new Exhibit "B," correcting the discrepancies and clarifying reimbursement for eligible supply expenditures necessary to perform the contracted services. The first amendment agreement does not modify the Scope of Work or other substantive terms of the agreement. Approval of the first amendment agreement accurately reflects the negotiated compensation structure and allows the City to process reimbursements in accordance with the Rate Sheet.
The revisions include correcting the annual total salary amounts, adding eligible supply expenditures to the expenditure column, adding the benefits percentage breakdown, and correcting the total amount of the Agreement to reflect the approved not-to-exceed amount of $300,000.
ALTERNATIVES:
The City Council may decline to approve the amendment for the Professional Services Agreement or provide alternative direction to staff.
STRATEGIC PLAN:
SUBMITTED BY:
Ashley Rosario, Management Analyst
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
PREPARED BY:
Ashley Rosario, Management Analyst
FISCAL IMPACT
Fiscal Year: 2025-2026
Revenue Generating:No
Amount: $0 (No increase to the total contract amount; amendment is administrative unless otherwise noted.) Budgeted Y/N: Y
Account No.: 101126-126001
Additional Appropriation Required: No
Discussion:
The proposed amendment corrects discrepancies in Exhibit "B" ("Rate Sheet") and clarifies reimbursement for eligible supply expenditures in accordance with the existing agreement. The amendment does not require additional appropriation and will be funded through the existing budgeted appropriations for the agreement.
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FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This first amendment (“First Amendment”) to the agreement for the Project Homekey facility in Redlands, California services (“Agreement”), dated September 16, 202 5, by and between the City of Redlands, a municipal corporation and a general law city (“City”), and Many Mansions (“Consultant”), is made and entered into this 1st day of September, 2026.
RECITALS
WHEREAS, it is the desire of the City and Consultant to amend their existing Agreement, specifically to revise the Exhibit “B,” titled “Rate Sheet,” hereto revising total compensation.
NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledged City and Consultant agree as follows:
AGREEMENT
Section 1. Article 5 of the Agreement is hereby amended to correct the numbering of the provisions therein. The first paragraph under Article 5, which was inadvertently unnumbered, shall be designated as Section 5.1, and the second paragraph, which was incorrectly designated as Section 5.1, shall be redesignated as Section 5.2. As corrected, Sections 5.1 and 5.2 shall read as follows:
“5.1 The compensation for Consultant’s performance of the Services shall not exceed the amount of Three Hundred Thousand Dollars ($300,000 .00) for the Services provided during the Initial Term. Should this Agreement be extended, the compensation for Consultant’s performance for the Services shall not exceed the amount of Three Hundred Thousand Dollars ($300,000.00) for the first Extended Term; and Three Hundred Thousand Dollars ($300,000 .00) for the second Extended Term, bringing the total possible amount of compensation to a not -to- exceed amount of Nine Hundred Thousand Dollars ($900,000 .00). For the Initial Term and each Extended Term, City shall pay Consultant on a time and materials basis up to the not to not -to- exceed amount in accordance with the rates specified in Exhibit “B” titled “Rate Sheet,” 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.”
Section 2. Exhibit “B,” of the Agreement, entitled “Price and Fee Bid,” is hereby replaced with a new Exhibit “B,” entitled “Rate Sheet” which is attached hereto as Attachment 1 and incorporated herein by this reference.
Section 3. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect.
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IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of September 1, 2026.
CITY OF REDLANDS MANY MANSIONS
________________________________ By: ________________________________ Mario Saucedo, Mayor Rick Schroeder, President & CEO
ATTEST:
__________________________________
Jeanne Donaldson, City Clerk
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ATTACHMENT “1”
EXHIBIT "B"
Rate Sheet
Fee Base Units Monthly Annual
Property
Management
$81 PUPM 98 $7,938 $95,256
Financial
Management
$13 PUPM 98 $1,274 $15,288
Total
$9,212
$110,544
Staff FTE Rate (Hourly) Hours
(Annually)
Annual Benefits % Benefits
Amount
Total
Annual
Maximum
Property
Management
1.0 $28.00 2,080 $58,240 24.39% $14,202.11 $72,442.11
Maintenance
Tech
1.0 $27.00 2,080 $56,160 24.39% $13,694.89 $69,854.89
Subtotal $114,400 $27,897 $142,297
Total (Included Benefits)
$142,297
*Payroll Taxes & Benefits include employer taxes, mileage reimbursements, and benefits.
Area Amount
Fees $110,544
Reimbursed Personnel Costs $142,297
Program Supplies/Services at Actual Cost $47,159
Total Not to Exceed
$300,000.00
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve a Funding Agreement with the Redlands Historical Museum Association for Museum of Redlands Store and Event Pavilion Operations and Coordination Services and determine that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines (Assistant City Manager Garcia) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move that the City Council approve the Funding Agreement with the Redlands Historical Museum Association for professional services associated with Museum of Redlands Store and Event Pavilion operations and coordination; and determine that approval of the agreement is exempt from environmental review pursuant to Section 15061(b) (3) of the State CEQA Guidelines.
RECOMMENDATION:
Staff recommends that the City Council approve the Funding Agreement with the Redlands Historical Museum Association for professional services associated with Museum of Redlands Store and Event Pavilion operations and coordination and determine that approval of the agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines.
DISCUSSION:
At its June 17, 2025 meeting, the City Council approved a transfer agreement with the Redlands Historical Museum Association (“RHMA”) for the conveyance of the Museum of Redlands property located at 1 North Center Street to the City. Escrow closed on August 4, 2025, and the City formally assumed ownership of the property. On April 21, 2026, the City Council approved a License Agreement with RHMA establishing a framework for RHMA’s ongoing role in supporting the Museum Store, Event Pavilion programming and rentals, fundraising, and related activities, subject to City oversight and coordination with Library staff.
As the City and RHMA implement the License Agreement for the Museum Store and Event Pavilion, professional coordination services are needed to establish and support the operational functions associated with these facilities.
These functions include coordination of Museum Store activities, merchandise and inventory, Event Pavilion rentals and scheduling, event planning and logistics, community partnerships, marketing, and other activities intended to enhance the visitor experience and support the Museum’s programming and revenue-generation objectives.
The City, RHMA, and MPQA, LLC (“Consultant”) are entering into a separate three-party professional services agreement under which the Consultant will provide Museum Store and Event Pavilion operations and coordination services. The three-party agreement is intended to establish the scope of services and define the respective operational, administrative, and coordination responsibilities of the City, RHMA, and the Consultant.
The proposed Funding Agreement between the City and RHMA establishes the mechanism through which RHMA will reimburse the City for costs incurred under the three-party professional services agreement.
Under the Funding Agreement, the City would invoice RHMA quarterly, and RHMA would reimburse the City for 100% of the consultant’s compensation, actual costs, expenses, and insurance-related costs incurred under the professional services agreement. RHMA would be required to remit payment within ten days after receiving an invoice from the City. The Funding Agreement would continue through June 30, 2027, unless terminated earlier in accordance with its terms.
The Funding Agreement documents RHMA’s financial responsibility for the services and is therefore anticipated to result in no net fiscal impact to the City.
The Consultant’s professional services are distinct from the administrative and clerical support provided by the two part-time City employees funded by RHMA under the separate Funding Agreement approved by the City Council on July 21, 2026. The part-time administrative assistants provide clerical support. The Consultant will provide specialized professional services associated with Museum Store activities, Event Pavilion rentals and events, marketing, community engagement, and related revenue-generating initiatives.
The proposed action is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines, commonly referred to as the “common sense” exemption, which applies where it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment. Approval of the Funding Agreement does not itself authorize new construction, an expansion of use, or physical changes to the property. Instead, it establishes funding and reimbursement terms for professional services performed in connection with activities at an existing City-owned facility. Therefore, the proposed action will not result in a direct or reasonably foreseeable indirect physical change in the environment.
ALTERNATIVES:
The City Council may choose to modify, reject or table this item.
STRATEGIC PLAN:
The Museum of Redlands supports Strategic Priority A, Quality of Life, by preserving local history and providing educational, cultural, and community programming opportunities.
SUBMITTED BY:
Danielle Garcia, Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
FISCAL IMPACT
Fiscal Year: 2027
Discussion:
The proposed Funding Agreement provides for RHMA to fund 100% of the first-year costs for the related professional services, in an amount not to exceed $95,000. Accordingly, approval of the Funding Agreement is anticipated to have no net fiscal impact on the City.
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FUNDING AGREEMENT FOR PROFESSIONAL SERVICES FOR THE OPERATION AND
EVENT COORDINATION OF THE STORE AND EVENT PAVILION AT THE MUSEUM OF
REDLANDS
This Funding Agreement for professional services for the Operation and Event Coordination of the Museum Store and Event Pavilion at the Museum of Redlands (“Agreement”) is made this 1st of September, 2026 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City”) and Redlands Historical Museum Association, a California nonprofit public benefit corporation (“RHMA”). RHMA and City are sometimes individually referred to herein as a “Party” and, together, as the “Parties.” In consideration of the mutual promises contained herein, RHMA and City agree as follows:
Section 1. Professional Services Agreement . The purpose of this Agreement is to provide funding to City for professional event coordination services associated with the Museum of Redlands ("MOR") Museum Store and Event Pavilion. City has entered, or intends to enter, into an Agreement for Professional Services with a Consultant ("Consultant") to assist RHMA with the operation and event coordination for the Museum Store and Event Pavilion (“Professional Services Agreement") under that License Agreement dated April 21, 2026.
Section 2. Funding. RHMA agrees to reimburse City for 100% funding for Consultant’s costs set forth in the Professional Services Agreement commencing on the effective date of the Professional Services Agreement. RHMA’s funding shall include reimbursement to City of Consultant’s costs, expenses and actual insurance-related costs under the Professional Services Agreement. Insurance-related costs shall be reimbursed by RHMA as such costs are incurred and included in City’s quarterly invoices to RHMA. RHMA understands and agrees that during the term of the Professional Services Agreement, Consultant’s compensation, costs, expenses and insurance obligation may increase. In such case, RHMA shall be required to make increased or additional payments pursuant to this Agreement.
Section 3. Payment and Invoicing. City shall invoice RHMA on a quarterly basis for compensation, expenses and actual costs incurred under the Professional Services Agreement during the preceding quarter. Each quarterly invoice shall itemize and describe actual hours worked by Consultant , work completed and actual costs, expenses and insurance-related costs incurred during the applicable quarter. RHMA shall reimburse City for one hundred percent (100%) of the compensation, actual costs, expenses and insurance-related costs incurred by City for Consultant’s services under the Professional Services Agreement. RHMA will make quarterly payments to City within ten (10) days of receipt of receiving invoice. If City has not yet paid Consultant for an invoiced amount at the time City invoices RHMA, RHMA’s obligation shall nevertheless apply to costs approved by City and payable under the Professional Services Agreement.
Section 4. Term. The term of this Agreement shall commence on the Effective Date and shall continue through June 30, 2027, unless terminated earlier as provided herein.
Section 5. Quarterly Meeting. RHMA and City representatives may meet to discuss progress under this Agreement on a quarterly basis (dates of which to be agreed upon by the Parties), or at the written request of either Party, to discuss any concerns related to the work to be performed 2 I:\cmo\Agreements\RHMA - 1. Funding Agreement.bm.08.19.2026.FY2728-26.docx
under this Agreement.
Section 6. Notices. Any notice 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 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: RHMA:
City Clerk Char Burgess
City of Redlands President, Redlands Historical
35 Cajon Street Museum Association PO Box 3005 PO Box 470
Redlands, CA 92373 Redlands, CA. 92373
[email protected] [email protected] (909) 307-7379
Section 7. Termination. Either Party may terminate this Agreement with or without cause upon thirty (30) days’ prior written notice to the other Party . Prior to issuing a notice to terminate this Agreement for cause, the Parties agree to meet and confer regarding the reason(s) for termination by a Party and provide the other Party a period of thirty (30) days to cure and correct any deficiencies. Should this Agreement terminate, RHMA will pay in full any open invoices for completed work through the effective date of termination of this Agreement. City reserves the right to terminate the Professional Services Agreement with Consultant if this Agreement should be terminated by either Party.
Section 8. Governing Law . This Agreement shall be governed by, and construed in accordance with, the laws of the State of California.
Section 9. Attorneys’ Fees. 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 costs and any other relief, be entitled to recovery of its reasonable attorneys’ fees, including fees for use of in-house counsel by a Party.
Section 10. Entire Agreement ; Modification . This Agreement contains the entire agreement of the Parties with respect to the subject matter of this Agreement and supersedes all existing oral or written agreements between the Parties relating to the same. This Agreement may be amended or modified only by written instrument, executed by authorized representatives of the Parties.
[See next page for Signature]
3 I:\cmo\Agreements\RHMA - 1. Funding Agreement.bm.08.19.2026.FY2728-26.docx
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date of this Agreement.
CITY OF REDLANDS REDLANDS HISTORICAL MUSEUM
ASSOCIATION
By: By:
Mario Saucedo, Mayor Char Burgess, President
ATTEST:
Jeanne Donaldson, City Clerk
DATE OF REQUEST:
An additional appropriation is hereby requested as follows:
Department:
JUSTIFICATION:
Requested By:
Recommended By Finance Director: Recommended:
Yes No Signed
Comments: Approved by City Council:
Date:
Signed:
City Clerk
REVENUE APPROPRIATION INCREASE (if applicable)
EXPENDITURE APPROPRIATION INCREASE (if applicable)
$ -
$ -
TRANSACTION NO:
ACCOUNTING PERIOD:
Account Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) AmountAccount Description Orgkey Object Code Department Head
City Manager
CITY OF REDLANDS
REQUEST FOR ADDITIONAL APPROPRIATION
FINANCE USE ONLY
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 substitu tes to the recommen ded v endor or brand are unacceptable, must b e accompanied by a w r i t t e n j u s t i f i c a t i o n e x p l a i n i n g t h e c i r c u m s t a n c e s t h a t m a k e 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:Notice to conduct an annual review of approved Development Agreements in accordance with Chapter 18.220 of the Redlands Municipal Code (Development Services Director Reilly) MOTION:
If the City Council determines that the staff recommendation is appropriate, the following motion is provided:
I move to receive and file this notice.
RECOMMENDATION:
Staff recommends that the City Council acknowledge receipt of the notice that the following Development Agreements will be subject to an annual review for calendar year 2025 in accordance with Chapter 18.220 of the Redlands Municipal Code (RMC):
1. Mountainview Power Company
2. Robertson's Ready Mix, Ltd
3. Cemex Construction Materials, L.P.
4. Cal-Red Facility, LLC, a Delaware limited liability company, and Redlands Health Services and AV Associates
5. Redlands Community Hospital
6. ESRI (Environmental Systems Research Institute)
7. VPV State Street Village, LLC.
DISCUSSION:
Redlands Municipal Code Section 18.220.180 establishes the requirement for an annual review of approved Development Agreements. This provision provides that the City shall review Development Agreements once every twelve (12) months. Pursuant to Government Code Section 65865.1, the applicant for a Development Agreement has the duty to demonstrate its good faith compliance with the terms of the Development Agreement at the time of the review. The City’s cost for the annual review is paid by the applicant. There are currently seven (7) active Development Agreements.
The following provides a brief summary of each current Agreement:
1. Mountainview Power Company - This project is a steam electric power-generating facility operated by Southern California Edison, located at the northeast corner of San Bernardino Avenue and Mountain View Avenue. The Agreement became effective on October 24, 2000, and extends for a 30-year period.
2. Robertson's Ready Mix, Ltd - This agreement implements a business license tax payable to the City quarterly, based on the tonnage mined by Robertson's within the City of Redlands. The Agreement was approved by the City Council on July 17, 2001, and remains in effect for a 65-year period.
3. Cemex Construction Materials, L.P. - This Agreement implements a business license tax payable to the City quarterly, based on tonnage mined or processed within the City of Redlands. The Agreement was approved by the City Council on July 17, 2001, and remains in effect for a 65-year period.
4. Cal-Red Facility, LLC, a Delaware limited liability company; Redlands Health Services, a California Corporation; and AV Associates, a California Limited Partnership - This Agreement is for the operation and future expansion of the Assistencia Villa, a licensed Skilled Nursing Facility located on Barton Road. The Agreement was approved by the City Council on December 2, 2003, and the term of the Agreement is for 30 years.
5. Redlands Community Hospital - This Agreement addresses implementation of the long-range plan for the expansion of Redlands Community Hospital. The Agreement was approved by the City Council on December 2, 2003, and the term of the Agreement is for 30 years.
6. Environmental Systems Research Institute (ESRI) – This Agreement addresses the long-term development and expansion of the ESRI corporate headquarters, located at 380 New York Street. The Agreement was approved by the City Council on July 5, 2005, and remains in effect for 30 years.
7. VPV State Street Village - This Agreement addresses development of the State Street Village project (on the former Redlands Mall property). The Agreement was approved by the City Council on July 19, 2022, and remains in effect for 15 years.
Staff is required under RMC Section 18.220.180 to first provide notice to the City Council, at a regularly scheduled meeting of the annual review of Development Agreements in accordance with this chapter. Since these agreements all have different anniversary dates, staff historically has prepared the annual review for all the agreements together at one time. Following this notice, staff will conduct the annual review of all existing development agreements in accordance with this chapter.
ALTERNATIVES:
The City Council may continue the matter and request additional information.
STRATEGIC PLAN:
Not applicable.
SUBMITTED BY:
Sean Reilly, Development Services Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
PREPARED BY:
Sean Reilly, Development Services Director
FISCAL IMPACT
Fiscal Year: 2025/2026
Revenue Generating: No
Amount: $ N/A
Budgeted Y/N: N/A
Account No.: N/A
Additional Appropriation Required: No
Discussion: No fiscal impact to the General Fund. The cost of the annual review will be paid by the applicants.
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve a Memorandum of Understanding with the California Department of Forestry and Fire Protection (CAL FIRE) for California Conservation Corps and California Military Department Handcrews to Support Conservation, Fuels Management, and Hazard Reduction Projects (Fire Chief Sessler)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to approve the Memorandum of Understanding (MOU) between the City of Redlands and the California Department of Forestry and Fire Protection (CAL FIRE) for the use of California Conservation Corps and California Military Department Handcrews to perform conservation, fuels management, and hazard reduction projects.
RECOMMENDATION:
Staff recommends that the City Council approve a Memorandum of Understanding (MOU) between the City of Redlands and the California Department of Forestry and Fire Protection (CAL FIRE) for the use of California Conservation Corps and California Military Department Handcrews to perform conservation, fuels management, and hazard reduction projects, and authorize the City Manager to execute the MOU, subject to non-substantive changes approved by the City Attorney.
DISCUSSION:
The proposed Memorandum of Understanding (MOU) with the California Department of Forestry and Fire Protection (CAL FIRE) provides the City of Redlands with access to California Conservation Corps and California Military Department handcrews to assist with conservation, fuels management, and hazard reduction projects.
These projects are critical components of the City's ongoing wildfire mitigation efforts and help reduce vegetation hazards, protect public infrastructure, and improve community safety.
Through this partnership, CAL FIRE will provide trained handcrews, supervision, transportation, tools, and food for approved projects, allowing the City to complete important vegetation management work in a cost-effective manner. The City will remain responsible for identifying project sites, obtaining any necessary permits, providing technical guidance, and covering project-specific expenses not provided by CAL FIRE.
The MOU recognizes that CAL FIRE's primary responsibility is emergency response. As a result, handcrews may be reassigned when needed for fire suppression or other emergency incidents, and scheduled projects may be delayed or suspended accordingly.
The MOU will remain in effect through December 31, 2027, unless terminated earlier in accordance with the terms of the agreement. Approval of the MOU will provide the City with an additional resource to support proactive vegetation management and wildfire risk reduction while strengthening its partnership with CAL FIRE to enhance community resilience.
ALTERNATIVES:
The City Council may choose not to approve the MOU with CAL FIRE. Under this option, the City would not have access to California Conservation Corps and California Military Department handcrews through this partnership and would need to identify alternative resources to complete future conservation, fuels management, and hazard reduction projects. This may require the use of additional City resources, contracted services, or other funding sources to accomplish necessary wildfire mitigation work.
STRATEGIC PLAN:
Priority B - Public Health & Safety
SUBMITTED BY:
Rich Sessler, Fire Chief
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
James Garland, Interim Finance Director
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Bruni Reyes, Management Analyst
FISCAL IMPACT
Fiscal Year:
Revenue Generating: No
Amount: $
Budgeted Y/N:
Account No.:
Additional Appropriation Required: No
Discussion:
Costs to the City are limited to project-specific expenses, such as materials, permits, and technical supervision.
CAL FIRE covers wages, food, transportation, and tools for its crews. No additional appropriation is required beyond the planned project budgets.
STATE OF CALIFORNIA, NATURAL RESOURCES AGENCY DEPARTMENT OF
FORESTRY AND FIRE PROTECTION
FIRE CENTER - MEMORANDUM OF UNDERSTANDING
FC-31A (NEW 10/22)
MOU # Master Agreement #
This Memorandum of Understanding (MOU) is made and entered into by and between the California Department of Forestry and Fire Protection (CAL FIRE) and City of Redlands (Sponsor).
WHEREAS, CAL FIRE is authorized to utilize California Conservation Corps, California Military Department Handcrews to perform the work of CAL FIRE;
WHEREAS, through contracts or cooperative agreements CAL FIRE may permit California Conservation Corps (CCC) Corpsmembers, California Military Department (CMD) service members to be used in the performance of conservation projects, fuels management and/or hazard reduction (which could include slash and pile burning) for a public agency (local, state, or federal) or a qualified nonprofit organization; and
WHEREAS, the Sponsor has a need for assistance in performing such projects, The parties agree as follows:
A. The Sponsor shall submit project proposals on a form approved by CAL FIRE (currently an FC- 32A). By doing so, with reference to any such proposals subsequently approved by the CAL FIRE, Sponsor agrees to:
1. Pay for all costs directly related to and necessitated by such projects, except for wages, salaries, and other remuneration paid to CAL FIRE employees, CCC Corpsmembers, or CMD service members, and the cost of their support.
2. Demonstrate the availability of adequate plans and specifications, sufficient funds, materials, supplies, and equipment, adequate technical supervision, and any special labor requirements to complete such projects.
3. Obtain the approvals, notification, and permits required by any state, federal, or local agency necessary to commence construction, fuels management, or operation of such projects.
4. Hold an orientation meeting with CAL FIRE at the commencement of such projects to explain the technical aspects, execution of, and need for such projects.
B. From proposals submitted by the Sponsor, CAL FIRE shall select those projects meeting the priorities and resources of CAL FIRE. CAL FIRE shall submit evaluations to Sponsor that set forth any special requirements or conditions related to the projects. By so doing, with reference to any such evaluations subsequently approved by Sponsor, CAL FIRE agrees to provide labor, crew, supervision, normal transportation, food, and such tools as CAL FIRE determines to be available.
Upon receipt of Sponsor’s acceptance of such evaluations, projects shall be assigned to a Fire Center where they will be scheduled in accordance with the priorities and resources of CAL FIRE.
STATE OF CALIFORNIA, NATURAL RESOURCES AGENCY
DEPARTMENT OF FORESTRY AND FIRE PROTECTION
MEMORANDUM OF UNDERSTANDING
FC-31A (REV. 09/22)
C. Timing
1. Sponsor recognizes that fire suppression and other emergency activities have priority over any other work for hand crews.
2. Sponsor further recognizes that the resources of CAL FIRE are limited and the public service conservation work of CAL FIRE may be altered in priority from time to time.
3. Projects will be performed within the rules and regulations of CAL FIRE which may require temporary suspension or permanent cessation of projects due to emergency conditions as defined by such rules and regulations.
4. The Parties agree that any justified delays by either party shall be excused and costs caused by such delays shall be borne by the party incurring such costs.
D. Work performed under this MOU will be under the immediate supervision of CAL FIRE officials.
The Sponsor will provide such operation supervision, technical assistance, guidance, and inspection, as it considers necessary to properly complete the work.
E. Nothing herein shall be construed as obligating the Sponsor to expend or to obligate funds in excess of appropriations authorized by law.
F. All improvements constructed in whole or in part on lands owned or controlled by Sponsor will remain the property of Sponsor.
G. Permission to perform work on lands owned or controlled by Sponsor does not in any way convey to CAL FIRE, its staff or any persons working with CAL FIRE in the performance of said work, employee status that would extend to them the benefits afforded to permanent employees of Sponsor.
H. Upon completion of each project, or any phase thereof, permission is hereby granted to CAL FIRE to place upon the project site a sign or emblem consistent in size and design to its surroundings, indicating the participation of CAL FIRE and the year thereof.
I. Other than as indicated in Section H, neither party shall use the name of the other party in any form or manner in advertisements nor other information released to the public without the prior written approval of the other party. Sponsor may be, and CAL FIRE is, subject to the California Public Records Act (PRA). This Section I is not intended to prohibit either party from legally complying with the PRA.
J. Each party, to the extent permitted by law, agrees to indemnify and hold harmless the other party, its officers, agents, and employees from all claims, demands, or liability arising out of the indemnifying party’s performance under this MOU except where such injury or damage arose from the sole negligent or intentional acts or omissions of the other party.
STATE OF CALIFORNIA, NATURAL RESOURCES AGENCY
DEPARTMENT OF FORESTRY AND FIRE PROTECTION
MEMORANDUM OF UNDERSTANDING
FC-31A (REV. 09/22)
K. Neither party may assign this MOU or any interest herein without the written consent of the other party.
L. Subject to the provisions herein, all remedies allowed by law are available to either party for enforcement of this MOU. Any waiver of rights by either party on any matter related to this MOU shall not be deemed to be a waiver on any other matter relating to the MOU.
M. All provisions of this MOU constitute essential elements of the agreed exchange that is the subject matter of this MOU. Accordingly, if any of these provisions are determined to be invalid, illegal, or unenforceable in any material respect, the remainder of this MOU is not enforceable against either of the Parties except as may be necessary to effect payment for services already rendered.
N. This MOU may be modified by mutual written agreement of the parties.
O. This MOU takes effect shall remain in effect until 12/31/2027, unless terminated prior to that date by 60 days written notice from one party to the other.
By signing below, I CERTIFY that I fully reviewed and agreed to the contents of the Memorandum of Understanding.
CAL FIRE SPONSOR
DATE
05/07/2026
DATE
09/01/2026
AUTHORIZING SIGNATURE
David Haas Digitally signed by David Haas
Date: 2026.05.07 14:59:35 -07'00'
AUTHORIZING SIGNATURE
PRINT NAME
David Haas
PRINT NAME
Mario Saucedo
TITLE
Pre-Fire Division Chief
TITLE
Mayor
ADDRESS
3800 N. Sierra Way San Bernardino CA 92405
ADDRESS
35 Cajon Street, Redlands CA 92373
ATTEST:
________________________
Jeanne Donaldson, City Clerk
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Adopt Resolution No. 8816, Rescinding Resolution No. 8782, Reaffirming and Setting the Special Tax for Emergency Paramedic Service for Fiscal Year 2026-2027, and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the Emergency Paramedic Service Special Taxes on the Fiscal Year 2026-2027 Tax Roll (Fire Chief Sessler) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to adopt Resolution No. 8816, rescinding Resolution No. 8782, reaffirming and setting the Emergency Paramedic Special Tax for Fiscal Year 2026-2027, and directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to place the Emergency Paramedic Service Special Taxes on the Fiscal Year 2026-2027 Tax Roll.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 8816 rescinding Resolution No. 8782 setting the Emergency Paramedic Service Special Tax for Fiscal Year 2026-2027; and incorporating additional language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the special tax on the County property tax roll.
BACKGROUND:
On May 19, 2026, the City Council adopted Resolution No. 8782 establishing the Emergency Paramedic Service Special Tax rates for Fiscal Year 2026-2027 pursuant to Ordinance No. 1900.
Following the City's submission of the annual Direct Charge documentation to the San Bernardino County Auditor- Controller/Treasurer/Tax Collector for placement of the Emergency Paramedic Service Special Tax on the 2026- 2027 property tax roll, the County notified the City that additional language was required in the authorizing resolution. The County advised the City of these revised administrative processing requirements during the week of July 20, 2026.
The County's revised requirements include language confirming the City's governing authority to levy the special tax, expressly directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to place the charge on the annual property tax roll, and authorizing the total amount of the charge, including the applicable County administrative processing fee.
DISCUSSION:
Resolution No. 8816 does not modify the Emergency Paramedic Service Special Tax previously approved by the City Council. The proposed resolution maintains the exact same tax rates adopted under Resolution No. 8782 and simply incorporates the additional administrative language required by the San Bernardino County Auditor- Controller/Treasurer/Tax Collector for tax roll processing.
Following the adoption and submission of Resolution No. 8782, the San Bernardino County Auditor- Controller/Treasurer/Tax Collector notified the City of new administrative requirements for resolutions authorizing direct charges to be placed on the property tax roll. The County advised the City of these new requirements the week of July 20, 2026, and indicated that these requirements apply to all agencies submitting Direct Charges for placement on the tax roll and are not unique to the City of Redlands.
To avoid having two resolutions establishing the same special tax for Fiscal Year 2026-2027, the proposed resolution rescinds Resolution No. 8782 in its entirety and replaces it with Resolution No. 8816.
Adoption of the revised resolution will ensure that the City's Direct Charge submission complies with the County's current processing requirements and allows the Emergency Paramedic Service Special Tax to be placed on the 2026-2027 secured property tax roll.
Failure to adopt the revised resolution may result in the County declining to place the Emergency Paramedic Service Special Tax on the 2026-2027 property tax roll. If the charge cannot be placed on the tax roll, the City could experience delays in collecting special tax revenues or potentially forego those revenues for Fiscal Year 2026- 2027. Those revenues support the City's emergency paramedic services, and any interruption in their collection could adversely affect funding for those services.
ALTERNATIVES
Decline to adopt Resolution No. 8816. This action may prevent the Emergency Paramedic Service Special Tax from being placed on the 2026-2027 San Bernardino County property tax roll, which could delay or jeopardize the City's ability to collect the associated revenues.
STRATEGIC PLAN:
Priority B - Public Health & Safety
SUBMITTED BY:
Rich Sessler, Fire Chief
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:
Bruni Reyes, Management Analyst
FISCAL IMPACT
Fiscal Year:
Revenue Generating: Yes or No
Amount: $
Budgeted Y/N:
Account No.:
Additional Appropriation Required: Yes or No
Discussion:
Adoption of Resolution No. 8816 does not change the Emergency Paramedic Service Special Tax rates previously approved by the City Council or result in any additional fiscal impact on the City. The revised resolution is administrative in nature and is intended solely to incorporate the language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the special tax on the County property tax roll. The County's administrative processing fee of $0.30 per parcel is included in the amount charged to each property owner and does not create an additional cost to the City.
1 I:\cmo\Resolutions\Resolution No. 8816. Paramedic Tax (county tax roll).bm.08.21.2026.docx RESOLUTION NO. 8816
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 8782 AND SETTING THE SPECIAL TAX FOR EMERGENCY PARAMEDIC SERVICE FOR FISCAL YEAR 2026 -2027, AND DIRECTING THE SAN
BERNARDINO COUNTY AUDITOR-CONTROLLER/TREASURER/TAX COLLECTOR TO PLACE THE SPECIAL TAXES ON THE FISCAL YEAR 2026-2027 TAX ROLL WHEREAS, ORDINANCE NO. 1900 permits the levy of a special tax by the City Council of the City of Redlands (“this City Council”) on each improved parcel of property, each residential unit in a multiple dwelling, and each mobile home site in the City of Redlands; and WHEREAS, ORDINANCE NO. 1900 further empowers this City Council to establish, by Resolution, the rate of special tax to fund anticipated expenses in an effort to provide an adequate level of paramedic service, but in no event, shall the special tax exceed t he maximum allowable limits as set forth in Ordinance No. 1900; and WHEREAS, the City Council finds that the City possess the legal authority under applicable California law, including Ordinance No. 1900 and other applicable provisions of law, to levy and collect the Emergency Paramedic Services Special Tax and to cause such special tax to be placed on the San Bernardino County property tax roll;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF REDLANDS does hereby resolve that the rate of the special tax for emergency paramedic service shall be as follows for the Fiscal Year 2026-2027 only:
Multi-family and Mobile Home Units $ 29.70
Single Family (Including condominiums)
Commercial and Industrial:
$ 39.70
0 to 4,999 Square feet $ 39.70
5,000 to 9,999 Square feet $ 79.45
10,000 to 19,999 Square feet $ 119.20
20,000 to 39,999 Square feet $ 158.95
Greater than 39,999 Square feet = $158.95 plus $39.70 for each 20,000 square foot increment of floor area, or portion thereof, in excess of 39,999 square feet.
BE IT FURTHER RESOLVED, that the City Council hereby authorizes and directs the San Bernardino County Auditor -Controller/Treasurer/Tax Collector to place the Emergency Paramedic Service Special Tax for Fiscal Year 2026-2027, plus the San Bernardino County Direct Charge processing fee of $0.30 per parcel, on the current tax roll and collected in the same manner as ordinary property taxes.
2 I:\cmo\Resolutions\Resolution No. 8816. Paramedic Tax (county tax roll).bm.08.21.2026.docx
BE IT FURTHER RESOLVED, that Resolution No. 8782 is hereby rescinded.
ADOPTED, SIGNED AND APPROVED THIS 1st day of September, 2026.
___________________________
Mario Saucedo, Mayor
ATTEST:
______________________________
Jeanne Donaldson, City Clerk
3 I:\cmo\Resolutions\Resolution No. 8816. Paramedic Tax (county tax roll).bm.08.21.2026.docx I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 1st day of September, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Adopt Resolution No. 8817, Rescinding Resolution No. 8807, Reaffirming and Approving Delinquent Weed Abatement Enforcement Costs, and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the Delinquent Weed Abatement Costs on the Fiscal Year 2026-2027 Tax Roll (Fire Chief Sessler)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to adopt Resolution No. 8817, rescinding Resolution No. 8807, and reaffirming and approving delinquent weed abatement enforcement costs, and directing the County Auditor/Controller/Treasurer/Tax Collector to place the Delinquent Weed Abatement Costs on the Fiscal Year 2026-2027 Property Tax Roll.
RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 8817, rescinding Resolution No. 8807 and reaffirming and approving the delinquent weed abatement enforcement costs identified in the Weed Abatement Enforcement Costs Report, while incorporating additional language required by the San Bernardino County Auditor- Controller/Treasurer/Tax Collector for placement of the charges on the Fiscal Year 2026-2027 property tax roll.
BACKGROUND:
The City of Redlands conducts an annual weed abatement program to address properties that are not maintained in compliance with applicable City codes and regulations. When property owners fail to complete required weed abatement work, the City may perform the necessary work and recover the associated enforcement costs, including contractor costs and applicable administrative fees, from the responsible property owner.
Pursuant to Chapter 8.40 of the Redlands Municipal Code, unpaid weed abatement enforcement costs and compliance measure costs may be deemed a special assessment against the lot or parcel associated with the violation. Following completion of the weed abatement enforcement actions, the City Manager prepared a Weed Abatement Enforcement Costs Report identifying the outstanding enforcement costs and the affected property.
On July 21, 2026, following a duly noticed public hearing, the City Council adopted Resolution No. 8807 approving the Weed Abatement Enforcement Costs Report and confirming the unpaid weed abatement enforcement costs and related administrative fees as special assessments against the affected property. Resolution No. 8807 authorized the submission of the delinquent weed abatement enforcement costs to the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for collection through the Fiscal Year 2026-2027 property tax roll.
Following adoption of Resolution No. 8807, the San Bernardino County Auditor-Controller/Treasurer/Tax Collector notified the City of additional administrative requirements for resolutions authorizing charges for placement on the County property tax roll. The County advised that these requirements apply to agencies submitting charges for placement on the tax roll and are not unique to the City of Redlands.
DISCUSSION:
Resolution No. 8817 does not modify the weed abatement enforcement costs, related administrative fees, or the determinations previously approved by the City Council under Resolution No. 8807. The proposed resolution rescinds Resolution No. 8807 and replaces it with revised language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to satisfy current Direct Charge processing requirements.
The revised resolution clarifies the City Council’s direction to the San Bernardino County Auditor- Controller/Treasurer/Tax Collector regarding placement of the previously approved weed abatement enforcement costs on the Fiscal Year 2026-2027 property tax roll and expressly authorizes the total amount of the direct charges, including any applicable County administrative or processing fees.
The unpaid weed abatement enforcement costs identified in the Weed Abatement Enforcement Costs Report total $2,341.00. These costs include weed abatement services performed by the City's contractor, as well as administrative fees associated with City staff time. Pursuant to Chapter 8.40 of the Redlands Municipal Code, unpaid weed abatement enforcement costs may be confirmed as special assessments against the affected property and collected through the property tax roll process.
The San Bernardino County Auditor-Controller/Treasurer/Tax Collector has implemented additional Direct Charge processing requirements for agencies submitting charges for placement on the County property tax roll. These requirements include expressly authorizing the placement of the charges on the tax roll and authorizing any applicable County administrative or processing fees. The current cost to submit special assessments to the County tax roll is $0.30 per parcel, which is included as part of the tax roll processing.
The revised resolution does not alter the amount owed, the affected property, or the determinations made by the City Council following the duly noticed public hearing held on July 21, 2026. Adoption of the revised resolution is necessary to ensure compliance with the County’s current processing requirements and allow the previously approved weed abatement enforcement costs to proceed through the Fiscal Year 2026-2027 tax roll collection process.
Failure to adopt the revised resolution may result in the San Bernardino County Auditor-Controller/Treasurer/Tax Collector declining to process the City's submission or delaying placement of the weed abatement enforcement costs on the Fiscal Year 2026-2027 property tax roll. This could delay the City's ability to recover costs incurred for weed abatement enforcement activities.
ALTERNATIVES:
Decline to adopt Resolution No. 8817. This action may prevent or delay placement of the delinquent weed abatement enforcement costs on the Fiscal Year 2026-2027 property tax roll and delay recovery of City costs associated with the weed abatement program.
STRATEGIC PLAN:
Priority B - Public Health & Wellness
SUBMITTED BY:
Rich Sessler, Fire Chief
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:
Bruni Reyes, Management Analyst
FISCAL IMPACT
Fiscal Year:
Revenue Generating: N/A
Amount:
Budgeted Y/N:
Account No.:
Additional Appropriation Required:
Discussion:
The total amount of weed abatement enforcement costs proposed for collection through the Fiscal Year 2026-2027 property tax roll is $2,341.00. These costs include weed abatement services performed by the City's contractor and administrative fees associated with City staff time.
Adoption of Resolution No. 8817 does not modify the previously approved weed abatement enforcement costs or related administrative fees. The resolution is administrative in nature and is intended to incorporate additional language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the approved charges on the County property tax roll.
The current cost to submit special assessments to the San Bernardino County tax roll is $0.30 per parcel. This processing fee is included as part of the Direct Charge process and will be collected through the tax roll.
1 I:\cmo\Resolutions\Resolution No. 8817. Weed Abatement Costs (county tax roll).bm.08.21.2026.docx
RESOLUTION NO. 8817
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RE SOLUTION NO. 8807, APPROVING THE DELINQUENT WEED
ABATEMENT ENFORCEMENT COSTS REPORT , CONFIRMING THE
DELINQUENT WEED ABATEMENT CHARGES AS LIENS, AND DIRECTING THE
SAN BERNARDINO COUNTY AUDITOR -CONTROLLER/TREASURY/TAX
COLLECTOR TO PLACE THE CHARGES ON THE FISCAL YEAR 2026 -2027 TAX ROLL
WHEREAS, the City of Redlands has incurred weed abatement enforcement costs associated with compliance measures of various properties located within the City; and
WHEREAS, the property owner identified in the City Manager’s report ha s failed to pay the weed ab atement enforcement costs and related administrative fees assessed against the property; and
WHEREAS, Section 8.40.080 of the Redlands Municipal Code authorizes the recovery of weed abatement costs and related administrative fees through liens and special assessments collected on the county property tax roll; and
WHEREAS, pursuant to Section 8.40.080 of the Redlands Municipal Code, on July 21, 2026, a duly noticed public hearing was hel d at which the property owners were provided the opportunity to object or protest the proposed adoption of Resolution No. 8807; and
WHEREAS, the City Council of the City of Redlands, possess authority to and, having considered the City Manager’s report regarding the unpai d weed abatement enforcement costs and related administrative fees, together with any objections and protests by the property owner, desires to approve the report and direct that such costs be recovered through a lien and/or special assessment against the property identified in the report; and
WHEREAS, the City Council desires to rescind Resolution No. 8807 and adopt this Resolution solely to clarify the direction to the San Bernardino County Auditor - Controller/Treasurer/Tax Collector regarding placement of the previously approved delinquent weed abatement enforcement costs on the Fiscal Year 2026 -2027 property tax roll and to expressly authorize the total amount of the direct charges, including any applicable County administrative or processing fees, without modifying the delinquent weed abatement charges or the determinations previously made following the public hearing held on July 21, 2026.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as follows:
Section 1. Resolution No. 8807 is hereby rescinded in its entirety and replaced by this Resolution. The City Council hereby reaffirms and approves the Weed Abatement
2 I:\cmo\Resolutions\Resolution No. 8817. Weed Abatement Costs (county tax roll).bm.08.21.2026.docx
Enforcement Costs Report submitted by the City Manager and confirms the unpaid weed abatement enforcement costs and related administrative fees identified to be entered as special assessments on the property tax roll against the property identified in the report.
Section 2. The City Clerk of the City of Redlands, and the City’s Finance Director, are hereby authorized and directed to send a certified copy of this resolution and a Notice of Lien for the delinquent fines (as special assessments), and all other appropriate documentation to place the fines in the tax roll to the San Bernardino County Auditor - Controller/Treasurer/Tax Collector for the County of San Bernardino.
Section 3. The City Council hereby authorizes the total amount of the direct charge, including all unpaid weed abatement citation charges and any applicable San Bernardino County administrative or processing fees, including the current Direct Charge processing fee of $0.30 per parcel, to be placed on the Fiscal Year 2026 -2027 San Bernardino County tax roll by the San Bernardino County Auditor - Controller/Treasurer/Tax Collector and collected in the same manner as property taxes.
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
_________________________
Mario Saucedo, Mayor
ATTEST:
____________________________
Jeanne Donaldson, City Clerk
3 I:\cmo\Resolutions\Resolution No. 8817. Weed Abatement Costs (county tax roll).bm.08.21.2026.docx
I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 1st day of September, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________
Jeanne Donaldson, City Clerk
1 I:\cmo\Resolutions\Resolution No. 8807 - Fire Weed Abatement Enforcement Costs.bm.07.09.2026.docx
RESOLUTION NO. 8807
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
APPROVING A DELINQUENT WEED ABATEMENT ENFORCEMENT COSTS
REPORT AND SUBMITTAL OF A NOTICE OF LIEN TO THE SAN BERNARDINO
COUNTY AUDITOR-CONTROLLER/TREASURY/TAX COLLECTOR FOR
PROCESSING
WHEREAS, the City of Redlands has incurred weed abatement enforcement costs associated with compliance measures of various properties located within the City; and
WHEREAS, the property owner identified in the City Manager’s report ha s failed to pay the weed ab atement enforcement costs and related administrative fees assessed against the property; and
WHEREAS, Section 8.40.080 of the Redlands Municipal Code authorizes the recovery of weed abatement costs and related administrative fees through liens and special assessments collected on the county property tax roll; and
WHEREAS, pursuant to Section 8.40.080 of the Redlands Municipal Code, on July 21, 2026, a duly noticed public hearing was hel d at which the property owners were provided the opportunity to object or protest the proposed adoption of this resolution; and
WHEREAS, the City Council of the City of Redlands, having considered the City Manager’s report regarding the unpaid weed abatement enforcement costs and related administrative fees , together with any objections and protests by the property owner, desires to approve the report and direct that such costs be recovered through a lien and/or special assessment against the property identified in the report;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as follows:
Section 1. The City Council approves the Weed Abatement Enforcement Costs Report submitted by the City Manager and confirms the unpaid weed abatement enforcement costs and related administrative fees identified to be entered as special assessments on the property tax roll against the property identified in the report. Staff will continue to accept payments through August 3, 2026, and any accounts brought current prior to submission will be removed from the final lien list. Delinquent balances not paid by August 3, 2026, will be submitted to the County for collection th rough the tax roll process.
Section 2. The City Clerk of the City of Redlands, and the City’s Finance Director, are hereby authorized and directed to send a certified copy of this resolution and a Notice of Lien for the delinquent fines (as special assessments), and all other appropriate documentation to place the fines in the tax roll to the San Bernardino County Auditor - Controller/Treasurer/Tax Collector for the County of San Bernardino. 2 I:\cmo\Resolutions\Resolution No. 8807 - Fire Weed Abatement Enforcement Costs.bm.07.09.2026.docx
Section 3. This Resolution shall take effect immediately upon its adoption.
ADOPTED, SIGNED AND APPROVED this 21st day of July 2026.
_________________________
Mario Saucedo, Mayor
ATTEST:
_______________________________
Jeanne Donaldson, Deputy City Clerk
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve the side letter agreements between the City of Redlands and (i) the Redlands Association of Management Employees, (ii) the Redlands Association of Mid-Management Employees, and (iii) the Redlands Civilian Safety Employee Association, which amend and modify the respective articles within each Memorandum of Understanding pertaining to Health Insurance (Human Resources/Risk Management Director King) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to approve the side letter agreements between the City of Redlands and (i) the Redlands Association of Management Employees, (ii) the Redlands Association of Mid-Management Employees, and (iii) the Redlands Association of Civilian Safety Employee Association, which amend and modify the respective articles within each Memorandum of Understanding pertaining to Health Insurance.
RECOMMENDATION:
Staff recommends that the City Council authorize and approve the execution of side letter agreements between the City of Redlands and (i) the Redlands Association of Management Employees, (ii) the Redlands Association of Mid- Management Employees, and (iii) the Redlands Civilian Safety Employee Association, which amend and modify the respective articles within each Memorandum of Understanding pertaining to Health Insurance.
DISCUSSION:
The proposed side letters increase the City's employer contribution toward employee medical insurance premiums during the second and third years of the existing agreements for the Redlands Association of Management Employees (RAME), the Redlands Association of Mid-Management Employees (RAMME), and the Redlands Civilian Safety Employee Association (RCSEA). The adjustments are intended to better align the City's contribution with increasing health insurance premiums while helping employees maintain access to comprehensive medical coverage.
The side letters do not modify any other wages, benefits or terms and conditions of employment contained in the current MOUs. All other provisions of the existing agreements remain in full force and effect.
Approval of the side letters reflects the collaborative efforts of the City and the affected bargaining units, as directed by Council, to provide additional support for employees' medical benefit costs and assist the City in remaining competitive.
ALTERNATIVES:
N/A
STRATEGIC PLAN:
N/A
SUBMITTED BY:
Gina King, Human Resources/Risk Management Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Jenna Yorck, HR Manager
FISCAL IMPACT
Fiscal Year:
Revenue Generating: No
Amount:
Budgeted Y/N: N
Account No.: Various
Additional Appropriation Required: No
Discussion:
These side letters include changes that exceed the amounts budgeted in the FY27 and FY28 Biennial Adopted Budget. Staff will continue to evaluate the cumulative impact of the approved side letters and will return to the City Council with any necessary budget adjustments.
I:\cmo\Agreements\RAME Health Insurance Side Letter.bm.08.13.2026.FY2728-21.docx
CITY OF REDLANDS AND THE REDLANDS ASSOCIATION OF MANAGEMENT EMPLOYEES SIDE LETTER OF AGREEMENT (2026)
This Side Letter of Agreement amending the July 1, 202 6 - June 30, 202 9, Memorandum of Understanding between the Redlands Association of Management Employees (RAME) and the City of Redlands ("City") is made and entered into this 1st day of September, 2026. RAME and the City are sometimes individually referred to herein as a "Party" and, together, as the "Parties."
RECITALS
WHEREAS, on June 16, 2026, RAME and the City agreed to a Memorandum of Understanding ("RAME MOU") for the period of July 1, 2026 to June 30, 2029; and
WHEREAS, the Parties now wish to clarify their intentions with respect to Article 12, Section A of the RAME MOU; and
WHEREAS, representatives of the City and RAME have met and conferred in good faith and now wish to effect changes with respect to Article 12, Section A of the RAME MOU.
NOW, THEREFORE, in consideration of the mutual promises contained herein, RAME and the City agree as follows:
AGREEMENT
Article 12, Section A, of the RAME MOU, entitled "Health Insurance" is hereby amended to read as follows:
The City shall contribute directly to CalPERS on behalf of each employee three hundred and ninety- seven dollars ($397.00) per month pursuant to Resolution No. 4572, adopted by the City Council on September 5, 1989. In addition, the City shall contribute an amount through the City's cafeteria plan that is equal to the difference between the City's minimum PEMHCA contribution and the following amounts:
Coverage Level
Total City
Contribution
Effective July 1, 2026
Effective
January 1,
2027
Effective
January 1,
2028
Employee Only: $900 $950 $1,000
Employee Plus One Dependent: $1,700 $1,800 $1,900
Employee plus Two or more
Dependents: $2,200 $2,300 $2,400
All other provisions in this article remain unchanged.
CITY OF REDLANDS REDLANDS ASSOCIATION OF
MANAGEMENT EMPLOYEES
_________________________ ___________________________ Mario Saucedo, Mayor Brian Foote, President
ATTEST:
__________________________
Jeanne Donaldson, City Clerk
CITY OF REDLANDS AND THE REDLANDS ASSOCIATION OF MID- MANAGEMENT EMPLOYEES SIDE LETTER OF AGREEMENT (2026)
This Side Letter of Agreement amending the July 1, 2026 - June 30, 2029, Memorandum of Understanding between the Redlands Association of Mid -Management Employees (RAMME) and the City of Redlands ("City") is made and entered into this 1st day of September, 2026. RAMME and the City are sometimes individually referred to herein as a "Party" and, together, as the "Parties."
RECITALS
WHEREAS, on July 21, 2026, RAMME and the City agreed to a Memorandum of Understanding ("RAMME MOU") for the period of July 1, 2026, to June 30, 2029; and WHEREAS the Parties now wish to clarify their intentions with respect to Article 15, Section A of the RAMME MOU; and
WHEREAS representatives of the City and RAMME have met and conferred in good faith and now wish to effect changes with respect to Article 15, Section A of the RAMME MOU.
NOW, THEREFORE, in consideration of the mutual promises contained herein, RAMME and the City agree as follows:
AGREEMENT
Article 15, Section A, of the RAMME MOU, entitled " Health Insurance" is hereby amended to read as follows:
A. The City shall contribute directly to CalPERS on behalf of each employee three hundred and ninety-seven dollars ($397.00) per month pursuant to Resolution No. 4572, adopted by the City Council on September 5, 1989. In addition, the City shall contribute an amount through the City's cafeteria plan that is equal to the difference between the City's minimum PEMHCA contribution and the following amounts:
Coverage Level Total City Contribution
Effective July 1, 2026
Effective
January 1,
2027
Effective
January 1,
2028
Employee Only: $900 $950 $1,000
Employee Plus One Dependent: $1,700 $1,800 $1,900
Employee plus Two or more
Dependents: $2,200 $2,300 $2,400
All other provisions in this article remain unchanged.
CITY OF REDLANDS REDLANDS ASSOCIATION OF MID-
MANAGEMENT EMPLOYEES
Mario Saucedo, Mayor Armando Valles, President
Attest:
Jeanne Donaldson, City Clerk
RAMME Health Insurance Side Letter.bm.08.13.2026.FY2728-22
CITY OF REDLANDS AND REDLANDS CIVILIAN SAFETY EMPLOYEES ASSOCIATION SIDE LETTER OF AGREEMENT (2026)
This Side Letter of Agreement amending the July 1, 2026 - June 30, 2029, Memorandum of Understanding between Redlands Civilian Safety Employees Association (RCSEA) and the City of Redlands ("City") is made and entered into this 1st day of September 2026. RCSEA and the City are sometimes individually referred to herein as a "Party" and, together, as the "Parties."
RECITALS
WHEREAS, on July 7, 2026, RCSEA and the City agreed to a Memorandum of Understanding ("RCSEA MOU") for the period of July 1, 2026, to June 30, 2029; and WHEREAS, the Parties now wish to clarify their intentions with respect to Article 8, of the RCSEA MOU; and
WHEREAS, representatives of the City and RCSEA have met and conferred in good faith and now wish to effect changes with respect to Article 24 of the RCSEA MOU.
NOW, THEREFORE, in consideration of the mutual promises contained herein, RCSEA and the City agree as follows:
AGREEMENT
Article 24 of the RCSEA MOU, entitled "Health Insurance" is hereby amended to read as follows:
The City shall contribute directly to CalPERS on behalf of each employee three hundred and ninety- seven dollars ($397.00) per month pursuant to Resolution No. 4572, adopted by the City Council on September 5, 1989. In addition, the City shall contribute an amount through the City’s cafeteria plan that is equal to the difference between the City’s minimum PEMHCA contribution and the following amount:
Coverage Level
Total City
Contribution
Effective July 1,
2026
Effective
January 1,
2027
Effective
January 1,
2028
Employee Only: $900 $950 $1,000
Employee Plus One Dependent: $1,700 $1,800 $1,900
Employee plus Two or more
Dependents: $2,200 $2,300 $2,400
All other provisions in this article remain unchanged.
REDLANDS CIVILIAN SAFETY
CITY OF REDLANDS EMPLOYEES ASSOCIATION
Mario Saucedo, Mayor Matthew Dennistoun, President
Attest:
Jeanne Donalson, City Clerk
RCSEA Health Insurance Side Letter.bm.08.13.2026.FY2728-23 DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve the side letter agreement between the City of Redlands and Redlands Police Officers Association (RPOA), which amends and modifies Article 8 of the RPOA Memorandum of Understanding (MOU) pertaining to Field Training Officer Sergeant Incentive Pay (Human Resources/Risk Management Director King)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to approve the side letter agreement between the City of Redlands and Redlands Police Officer Association, which amends and modifies Article 8 of the Redlands Police Officer Association Memorandum of Understanding pertaining to the Field Training Officer Sergeant Incentive Pay.
RECOMMENDATION:
Staff recommends that the City Council authorize and approve the execution of the side letter agreement between the City of Redlands and the Police Officers Association, which amends and modifies Article 8 of the RPOA MOU pertaining to Field Officer (FTO) Sergeant Incentive Pay.
DISCUSSION:
The proposed side letter amends Article 8 of the RPOA MOU entitled, "Field Training Officer Sergeant Incentive Pay" to take effect the first full pay period after July 1, 2026, or the first full pay period after City Council approval of the RPOA MOU, whichever is later.
The Sergeant overseeing the Field Training Officer (FTO) program shall receive FTO pay in the amount of five percent (5%) of (Base Salary + Longevity Pay + POST Certification Pay). This pay differential shall only be paid while the employee is serving as the FTO Sergeant.
The side letter does not modify any other wages, benefits or terms and conditions of employment contained in the current MOU. All other provisions of the existing agreement remain in full force and effect.
ALTERNATIVES:
N/A
STRATEGIC PLAN:
N/A
SUBMITTED BY:
Gina King, Human Resources/Risk Management Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Jorge Castillo, HR Manager
FISCAL IMPACT
Fiscal Year:
Revenue Generating: No
Amount: N/A
Budgeted Y/N: Yes
Account No.: Various
Additional Appropriation Required: No
Discussion:
Funding for the side letter between the City of Redlands and the Redlands Police Officer Association has been included in the FY 2027 and FY 2028 Biennial Budget.
CITY OF REDLANDS AND THE REDLANDS POLICE OFFICERS ASSOCIATION SIDE LETTER OF AGREEMENT (2026)
This Side Letter of Agreement amending the July 1, 2026 to June 30, 2029, Memorandum of Understanding between the Redlands Police Officers Association (“RPOA”) and the City of Redlands (“City”) is made and entered into the 30th day of July, 2026. RPOA and the City are sometimes individually referred to herein as a “Party” and, together, as the “Parties.”
RECITALS
WHEREAS, on July 10, 2026, RPOA and the City agreed to a Memorandum of Understanding (“RPOA MOU”) for the period of July 1, 2026, to June 30, 2029; and WHEREAS the Parties now wish to clarify their intentions with respect to Article 8 of the RPOA MOU; and
WHEREAS representatives of the City and RPOA have met and conferred in good faith and now wish to effect changes with respect to Article 8 of the RPOA MOU.
NOW, THEREFORE, in consideration of the mutual promises contained herein, RPOA and the City agree as follows:
AGREEMENT
Article 8 of the RPOA MOU, entitled “Field Training Officer Sergeant Incentive Pay” is hereby amended to read as follows:
Effective the first full pay period after July 1, 2026, or the first full pay period after City Council approval of this MOU, whichever is later, the Sergeant overseeing the Field Training Officer (FTO) program shall receive FTO pay in the amount of five percent (5%) of (Base Salary + Longevity Pay + POST Certification Pay). This pay differential shall only be paid while the employee is serving as the FTO Sergeant.
CITY OF REDLANDS REDLANDS POLICE OFFICERS
ASSOCIATION
_________________________________ _____________________________ Mario Saucedo, Mayor Jeffrey Frisch, President
ATTEST:
_________________________________
Jeanne Donaldson, City Clerk
RPOA Side Letter Agreement.bm.08.13.2026.FY2728-20 1
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Adopt Resolution No. 8820, Rescinding Resolution No. 8790, Reaffirming and Approving the Levying of Special Taxes Within the City of Redlands Community Facilities District No. 2003-1 (Redlands Business Center), and Directing the San Bernardino County Auditor/Controller/Treasurer/Tax Collector to Place the City of Redlands Community Facilities District No. 2003-1 Special Taxes on the Fiscal Year 2026-2027 Tax Roll (Interim Management Services/Finance Director Garland)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 8820 and rescind Resolution No. 8790, reaffirming the levying of special taxes within the City of Redlands Community Facilities District No. 2003-1 for Fiscal Year 2026-2027 to incorporate language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the special tax on the annual tax roll.
DISCUSSION:
In March 2004, the City issued $9,545,000 of Community Facilities District (CFD) Bonds for improvements within the District that is bounded by Mountain View Avenue on the west, San Bernardino Avenue on the north, California Street on the east and Lugonia Avenue on the south (CFD 2003-1). The bonds will be repaid by special taxes levied upon the benefiting property owners and are set to mature in September 2033.
Resolution No. 8790 set the 2026-2027 maximum tax rates and authorized the City Clerk to file all necessary information with the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of these tax rates on the County's annual tax roll, and Exhibit A of Resolution No. 8790 shows the calculation of the Fiscal Year 2026-2027 Special Tax Levy as prepared by DTA Public Finance, Inc., for CFD 2003-1.
On June 2, 2026, the City Council adopted Resolution No. 8790 establishing the levying of special taxes within the City of Redlands Community Facilities District No. 2003-1 for Fiscal Year 2026-2027.
Following the City's submission of Resolution 8790 to the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the Special Tax Levies on the annual tax roll, the County notified the City that additional language is required in the authorizing resolution. The County advised the City of this requirement during the week of July 27, 2026, and informed the City that the resolution now requires the authorization of the total amount of the charge to be placed on the tax roll, including any applicable County administrative or processing fees.
Resolution No. 8820 does not modify the special tax levies previously approved by the City Council. The proposed resolution maintains the same rates under Resolution No. 8790 and simply incorporates the administrative language required by San Bernardino County for tax roll processing.
To avoid having two resolutions establishing the same special levies tax for Fiscal Year 2026-2027, the proposed resolution rescinds Resolution No. 8790 in its entirety and replaces it with Resolution No. 8820.
Adoption of the revised resolution will ensure that the City's submission complies with the County's current processing requirements and allows the special levies tax to be placed on the 2026-2027 annual tax roll.
As previously noted that there is no levy for CFD 2001-1 For FY 2026-2027. CFD 2001-1 was established in August 2001, when the City issued $9,255,000 of Community Facility District (CFD) Bonds for improvements in and around the San Bernardino Avenue/California Street area (CFD 2001-1). The bonds are set to mature in September 2026 and no additional special taxes need to be levied as the CFD has sufficient funds to pay the remaining debt service to close out the CFD.
Detailed reports prepared by DTA Public Finance, Inc., showing updates of the development status, the financial obligations and the special tax requirements for Fiscal Year 2026-2027 for each CFD, are on file in the City Clerk's office.
ALTERNATIVES:
The Council can choose not to adopt this Resolution and provide alternative direction to staff. Failure to file the required information with the San Bernardino County Auditor-Controller/Treasurer/Tax Collector immediately shall result in the inability to collect this levy and may negatively impact the debt repayment schedule.
STRATEGIC PLAN:
Not Applicable
SUBMITTED BY:
James Garland, Interim Management Services/Finance Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Kurt Wilson, Assistant City Manager
PREPARED BY:
Valerie Abrego, Management Analyst
FISCAL IMPACT
Fiscal Year: 2026-2027
Revenue Generating: Yes
Amount: Various
Budgeted Y/N: Yes
Account No.: Fund 810
Additional Appropriation Required: No
Discussion:
Adoption of Resolution No. 8820 does not change the previously adopted Special Tax Levies approved by the City Council. The revised resolution is administrative in nature and is intended solely to incorporate the language required by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for placement of the special tax levies on the County property tax roll. There is no impact to the General Fund. These assessments are pass- through tax levies, wherein the City collects and remits funds on behalf of the Community Facility Districts. Its indebtedness is not City debt in any way.
1 I:\cmo\Resolutions\Resolution No. 8820 CFD-2003-1. Special Taxes (county tax roll).bm.08.21.2026.docx RESOLUTION NO. 8820
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 8790, AND ESTABLISHING THE
LEVYING OF SPECIAL TAXES WITHIN CITY OF REDLANDS
COMMUNITY FACILITIES DISTRICT NO. 2003 -1 (REDLANDS BUSINESS
CENTER), AND DIRECTING THE SAN BERNARDINO COUNTY AUDITOR-
CONTROLLER/TREASURER/TAX COLLECTOR TO PLACE THE SPECIAL TAXES ON THE FISCAL YEAR 2026-2027 TAX ROLL
WHEREAS, the City Council (the “City Council”) of the City of Redlands (the “City”) has formed City of Redlands Community Facilities District No. 2003-1 (Redlands Business Center) (the “Community Facilities District”), under and pursuant to the Mello-Roos Community Facilities Act of 1982 (the “Act”); and
WHEREAS, the City Council, as the legislative body of the Community Facilities District, is authorized under the Act to levy special taxes (the “Special Taxes”) to pay for the costs of certain facilities and to authorize the issuance of bonds secured by the Special Taxes under the Act; and
WHEREAS, the City Council, pursuant to Ordinance No. 2569, adopted by the City Council of the City on January 20, 2004, authorized and levied the Special Taxes within the Community Facilities District; and
WHEREAS, Section 53340 of the Act provides that the legislative body of a community facilities district may provide, by resolution, for the levy of the special tax in the current year or future tax years at the same rate or at a lower rate than the rate provided by ordinance, if the resolution is adopted and a certified list of all parcels subject to the special tax levy including the amount of the tax to be levied on each parcel for the applicable tax year, is filed by the clerk or other official designated by the legislative body with the county auditor on or before the 10th day of August of that tax year; and
WHEREAS, on February 3, 2004, the City Council adopted a resolution entitled “A Resolution of the City Council of the City of Redlands Authorizing the Issuance of not to exceed $9,600,000 Aggregate Principal Amount of City of Redlands Community Facilities District No. 2003- 1 (Redlands Business Center) Special Tax Bonds, Series 2004, Approving the Execution and Delivery of an Indenture, a Bond Purchase Contract and a Continu ing Disclosure Certificate and the Preparation of an Official Statement and Other Matters Related Thereto” authorizing the issuance of City of Redlands Community Facilities District No. 2003-1 (Redlands Business Center) Special Tax Bonds, Series 2004 (the “Bonds”), in an aggregate principal amount of not to exceed $9,600,000; and
WHEREAS, the City Council desires to rescind Resolution 8790 and adopt this Resolution solely to clarify the direction to the San Bernardino County Auditor -Controller/Treasurer/Tax Collector regarding the levying of Special Taxes within the Community Facilities District on the Fiscal Year 202 6-2027 annual tax roll and to expressly authorize the total amount of the charges, including any applicable County administrative or processing fees and collected in the same manner as ordinary property taxes;
2 I:\cmo\Resolutions\Resolution No. 8820 CFD-2003-1. Special Taxes (county tax roll).bm.08.21.2026.docx
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:
Section 1. All of the above recitals are true and correct.
Section 2. Resolution 8790 is hereby rescinded in its entirety and replaced by this resolution. The City Council hereby adopts the levies of Special Taxes for the Fiscal Year 2026-2027 at the maximum rates and with respect to the parcels as set forth in Exhibit A hereto; provided , however, that the City Manager or the Finance Director of the City is hereby authorized, prior to the submission to the San Bernardino County Auditor/Controller and upon consultation with the City ‘s special tax consultant , DTA Public Finance, Inc. (a) to make any necessary modifications to such Special Taxes to correct any errors, omissions or inconsistencies in the listing or categorization of parcels to be taxed (provided that any such modifications shall not result in an increase in the Special Tax applicable to any category of parcels), or (b) to lower such Special Tax rates to the extent such officer deems necessary upon receipt of the final pricing information, and debt service requirements with respect to, the Bonds. The City Clerk of the City is hereby authorized and directed to file with the San Bernardino County Auditor/Controller immediately following the adoption of this Resolution, a certified list of all parcels subject to the Special Tax levy including the amount of the Special Tax to be levied on each parcel for Fiscal Year 2026-2027.
Section 3. The officers and agents of the City are, and each of them hereby is, authorized and directed to execute and deliver any and all documents and instruments and to do and cause to be done any and all acts and things necessary or proper for carrying out the levy of the Special Taxes for Fiscal Year 2026-27 as provided in this resolution.
Section 4. The City hereby authorizes the total amount of the charge, which includes any applicable County of San Bernardino administrative and processing fees, including the current Direct Charge fee of $0. 30 per parcel, to be placed on the San Bernardino County Auditor - Controller/Treasurer/Tax Collector Fiscal Year 2026-2027 tax roll and collected in the same manner as ordinary property taxes.
Section 5. All actions heretofore taken by the officers and agents of the City with respect to the levy of the Special Taxes for Fiscal Year 202 6-2027 are hereby approved, confirmed and ratified.
Section 6. This Resolution shall take effect immediately upon its adoption
ADOPTED, SIGNED, AND APPROVED by the City Council of the City of Redlands on this 1st day of September, 2026.
________________________
Mario Saucedo, Mayor
ATTEST:
____________________________
Jeanne Donaldson, City Clerk
3 I:\cmo\Resolutions\Resolution No. 8820 CFD-2003-1. Special Taxes (county tax roll).bm.08.21.2026.docx I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 1st day of September, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Jeanne Donaldson, City Clerk
Assessor's Parcel Number FY 2026-2027 Special Tax
Exhibit A
City of Redlands CFD No. 2003-1
FY 2026-2027 Special Tax Levy
Zone1
$15,433.240167-441-07
$97,016.670167-481-16
$141,776.220167-501-11
$6,639.410167-511-24
$6,368.410167-511-25
$34,145.530167-511-26
$9,394.540167-511-27
$8,446.050167-511-28
$212,777.250167-511-29
$151,441.760167-541-09
$683,439.08Subtotal
Zone2
$214,990.380167-511-09
$214,990.38Subtotal
$898,429.46Total FY 2026-2027 Special Tax Levy
Total Number of Parcels Taxed 11
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Adopt Resolution No. 8821, Rescinding Resolution No. 8810, Reaffirming and Approving the Delinquent Municipal Services Report, Confirming the Delinquent Municipal Service Charges as Liens, and Directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to Place the Delinquent Municipal Service Charges on the Fiscal Year 2026–2027 Tax Roll (Interim Management Services/Finance Director Garland)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to adopt Resolution No. 8821 rescinding Resolution No. 8810 reaffirming and approving the Delinquent Municipal Services Accounts Report, confirming the previously approved delinquent municipal service charges as liens, and directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to place the delinquent municipal service charges on the Fiscal Year 2026–27 Tax Roll.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 8821 rescinding Resolution No. 8810; reaffirming and approving the Delinquent Municipal Services Accounts Report and the submittal of the report to the San Bernardino County Auditor-Controller/Treasurer/Tax Collector for recordation of a special assessment on the Fiscal Year 2026– 2027 tax roll against properties resulting from the non-payment of certain City of Redlands municipal services accounts; confirming the previously approved delinquent municipal service charges as liens; expressly directing the San Bernardino County Auditor-Controller/Treasurer/Tax Collector to place the delinquent municipal service charges on the Fiscal Year 2026–27 tax roll; and authorizing the total amount of the direct charges, including applicable County administrative and processing fees, to satisfy the County's requirements for placement on the annual property tax roll.
DISCUSSION:
To maintain healthy and sanitary conditions, Redlands Municipal Code (RMC) Section 13.64.070 states: The fact that any property is occupied shall be prima facie evidence that solid waste is being generated and accumulated upon such property and that service charges for the collection and disposal thereof are due to the City. Every person owning or occupying any property in the City shall keep such property in a clean and sanitary condition and shall not cause or permit solid waste to collect or accumulate upon such property; provided, however, that this provision shall not be construed to interfere with any customer keeping building materials upon property during the construction, reconstruction, or repair of a building or structure thereon under a valid building permit, nor with the keeping of wood neatly piled upon such property for household use.
This section further states:
"Every property shall subscribe to automated or non-automated solid waste services. It is unlawful for any property to keep, accumulate, or permit to be kept or accumulated, any solid waste in or upon any private place unless the same shall be in a container as specified in this chapter. It is unlawful for any property to fail or neglect to provide for the removal of solid waste from such property in accordance with the provisions of this chapter."
The Customer Service Division's standard procedures include regular bills, reminder notices, final notices, courtesy phone calls, and special certified letters when attempting to collect payment for delinquent municipal service bills, which include solid waste and recycling services, household hazardous waste disposal services, and street cleaning services.
Delinquent accounts are sent letters indicating that the City may proceed in accordance with Redlands Municipal Code Section 13.64.060(B), which states, in part:
"In addition to any other remedies it may have for the collection of delinquent accounts, the city may cause notice of a hearing on delinquent accounts in accordance with Government Code Sections 25830.1 and 38790.1. Such notice shall be mailed to property owners listed as delinquent accounts not less than ten (10) days prior to the date of the hearing. At the hearing, the City Council shall hear any objections or protests of such property owners. The City Council may make such revisions, corrections or deletions to the report of delinquent accounts as it deems just, after which, by resolution, the report shall be confirmed. The delinquent charges set forth in the delinquent account report may be placed as a lien on such properties for the amount of such delinquent charges plus legal fees and administration costs. A certified copy of the confirmed report shall be filed with the City Clerk for the current tax roll." Twenty-nine (29) letters were mailed to property owners on June 25, 2026, providing notice that the City Council would hold a public hearing on July 7, 2026, to consider the placement of delinquent municipal service charges on the Fiscal Year 2026–2027 property tax roll. Following the public hearing, the City Council adopted Resolution No. 8810 confirming the Delinquent Municipal Services Accounts Report and authorizing the submission of the delinquent accounts to the San Bernardino County Auditor-Controller/Treasurer/Tax Collector.
Subsequent to the City's submission, San Bernardino County reviewed the resolution and requested additional clarification before accepting the direct charge submission for placement on the Fiscal Year 2026–27 tax roll.
Specifically, the County requested that the resolution expressly identify the applicable Fiscal Year 2026–27 tax roll, explicitly direct the Auditor-Controller/Treasurer/Tax Collector to place the charges on that tax roll, and clearly authorize the total amount of the direct charges, including any applicable County administrative or processing fees.
Resolution No. 8821 rescinds and replaces Resolution No. 8810 solely to incorporate the County's requested clarifications while reaffirming the City Council's previous findings and approval of the Delinquent Municipal Services Accounts Report and submission of the report to the San Bernardino County Auditor- Controller/Treasurer/Tax Collector for placement of the delinquent municipal service charges on the Fiscal Year 2026–27 property tax roll. The replacement resolution does not modify the Delinquent Municipal Services Accounts Report, the delinquent charges, the properties subject to the liens, or the determinations made by the City Council following the duly noticed public hearing held on July 7, 2026. Rather, it provides the additional language requested by the County to allow the previously approved direct charges to be processed and placed on the Fiscal Year 2026–27 tax roll.
The cost to apply a special assessment to the tax roll is $0.30 per parcel, which is charged to the property owner.
At the time the notices were prepared for mailing, twenty-nine (29) accounts totaling $12,953.28 were delinquent.
Prior to the City's submission to the County, staff accepted payments through August 3, 2026, and any accounts brought current were removed from the final lien list submitted for placement on the Fiscal Year 2026–27 property tax roll. For accounts that remain active and continue receiving service, future bi-monthly charges will continue to accrue and be billed to the current account of record. If additional delinquencies occur, future special assessments may be placed on the tax roll in accordance with the Redlands Municipal Code.
ALTERNATIVES:
Do not adopt Resolution No. 8821 and provide alternative direction to staff. Declining to adopt this Resolution will prevent the Delinquent Municipal Services Accounts Report from being placed on the San Bernardino County Tax for roll Fiscal Year 2026-27.
SUBMITTED BY:
Aimee Hoover, Revenue Manager
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
James Garland, Interim Finance Director
PREPARED BY:
Aimee Hoover, Revenue Manager
FISCAL IMPACT
Fiscal Year: 2026-27
Revenue Generating: Yes
Amount: $12,953.28
Budgeted Y/N: Y
Account No.: Various
Additional Appropriation Required: No
Discussion:
Approval of this resolution will provide for escalated procedures in an attempt to capture up to $12,953.28 in delinquent municipal service charges. Adoption of the replacement resolution will also satisfy the County's administrative requirements for placement of the previously approved direct charges on the Fiscal Year 2026–27 tax roll.
1 I:\cmo\Resolutions\Resolution No. 8821. Municipal Service Charges (county tax roll).bm.08.21.2026.docx RESOLUTION NO. 8821
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 8810, APPROVING THE DELINQUENT
MUNICIPAL SERVICE S ACCOUNTS REPORT, CONFIRMING THE
DELINQUENT MUNICIPAL SERVICE CHARGES AS LIENS, AND
DIRECTING THE SAN BERNARDINO COUNTY AUDITOR -
CONTROLLER/TREASURER/TAX COLLECTOR TO PLACE THE
DELINQUENT MUNICIPAL SERVICE CHARGES ON THE FISCAL YEAR 2026–2027 TAX ROLL
WHEREAS, the City of Redlands has provided service and properly billed and noticed delinquent accounts based on a preliminary report dated June 25, 20 26, for solid waste and recycling collection and disposal, household hazardous waste disposal, and street cleaning services; and
WHEREAS, certain property o wners receiving such services, as shown on the last available assessment roll, have failed to take action to pay the outstanding delinquent balance owed to the City; and
WHEREAS, measures are being taken in accordance with Chapter 13.64 of the Redlands Municipal Code which states “…in the event of non -payment of any portion of the municipal services statement, any charges for service shall be deemed the responsibility of the property owner and may result in a lien against the property;” and
WHEREAS, pursuant to Chapter 13.64 of the Redlands Municipal Code, a duly noticed public hearing was held on July 7, 2026, so that the property owners could object or protest the proposed adoption of Resolution No. 8810; and
WHEREAS, the City Council of the City of Redlands possess authority to and , having considered the delinquent solid waste service accounts, together with any objections and protests by property owners, desires to declare the delinquent accounts as special assessments and cause such accounts to be recorded as a lien against the properties benefitting from the provision of such services; and
WHEREAS, the City Council desires to rescind Resolution No. 8810 and adopt this Resolution solely to clarify the direction to the San Bernardino County Auditor - Controller/Treasurer/Tax Collector regarding placement of the previously confirmed delinquent municipal service charges on the Fiscal Year 2026 –2027 tax roll and to expressly authorize the total amount of the direct charges, including any applicable County administrative or processing fees, without modifying the delinquent charges or the determinatio ns made following the public hearing held on July 7, 2026.
NOW, THEREFORE, be it resolved by the City Council of the City of Redlands as follows:
Section 1. Resolution No. 8810 is hereby rescinded in its entirety and replaced by this Resolution. The City Council hereby reaffirms and approves the Delinquent Municipal Services charges as liens and expressly directs the San Bernardino County Auditor - 2 I:\cmo\Resolutions\Resolution No. 8821. Municipal Service Charges (county tax roll).bm.08.21.2026.docx Controller/Treasurer/Tax Collector to place the unpaid delinquent solid waste accounts on the Fiscal Year 2026 –2027 property tax roll against those properties that remain delinquent as of August 4, 2026. Any accounts brought current prior to submission shall be removed from the final lien list.
Section 2. The City Council hereby authorizes the total amount of the direct charges, including all unpaid delinquent solid waste accounts and any applicable San Bernardino County administrative or processing fees, including the current Direct Charge processing fee of $0.30 per parcel, to be placed on the Fiscal Year 2026 –2027 San Bernardino County tax roll by the San Bernardino County Auditor-Controller/Treasurer/Tax Collector and collected in the same manner as property taxes.
Section 3. The City Clerk of the City of Redlands is hereby authorized and directed to send a certified copy of this resolution, to the San Bernardino County Auditor - Controller/Treasurer/Tax Collector, or the officer holding the equivalent position of auditor, for the County of San Bernardino.
ADOPTED, SIGNED AND APPROVED this 1st day of September, 2026.
Mario Saucedo, Mayor
ATTEST:
_______
Jeanne Donaldson, City Clerk
3 I:\cmo\Resolutions\Resolution No. 8821. Municipal Service Charges (county tax roll).bm.08.21.2026.docx
I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof, held on the 1st day of September, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
Jeanne Donaldson, City Clerk
APN
Total Account
Balance
0169212220000 4,069.70$
0294101230000 779.27$
0300215240000 764.38$
0300161310000 625.76$
0300215250000 625.76$
0301191120000 625.76$
0300131160000 606.36$
0300262050000 606.36$
0300264060000 450.75$
0294081530000 443.28$
0300051010000 423.04$
0300481060000 423.04$
0300262110000 308.57$
0301143380000 271.17$
0300041060000 220.32$
0300201090000 220.32$
0300411220000 165.91$
0300061360000 154.40$
0300461030000 111.84$
0300123030000 110.16$
0300201180000 110.16$
0300215300000 110.16$
0300231560000 110.16$
0300241320000 110.16$
0300393020000 110.16$
0300511040000 110.16$
0300631080000 110.16$
0294081630000 107.67$
0300431150000 68.34$
Total All Parcels 12,953.28$
Count 29
June 25, 2026 Report
Preliminary Delinquent
Municipal Services Accounts
1 I:\cmo\Resolutions\Resolution No. 8810 Delinquent Municipal Services.bm.06.25.2026.doc RESOLUTION NO. 8810
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
APPROVING THE DELINQUENT MUNICIPAL SERVICE S REPORT AND
SUBMITTAL OF THE REPORT TO THE AUDITOR OF SAN BERNARDINO
COUNTY FOR LIEN PROCESSING
WHEREAS, the City of Redlands has provided service and properly billed and noticed delinquent accounts based on a preliminary report dated June 25, 20 26, for solid waste and recycling collection and disposal, household hazardous waste disposal, and street cleaning services; and
WHEREAS, certain property o wners receiving such services, as shown on the last available assessment roll , have failed to take action to pay the outstanding delinquent balance owed to the City; and
WHEREAS, measures are being taken in accordance with Chapter 13.64 of the Redlands Municipal Code which states “…in the event of non -payment of any portion of the municipal services statement, any charges for service shall be deemed the responsibility of the property owner and may result in a lien against the property;” and
WHEREAS, pursuant to Chapter 13.64 of the Redlands Municipal Code, a duly noticed public hearing was held on July 7, 2026, so that the property owners could object or protest the proposed adoption of this resolution, and
WHEREAS, the City Council of the City of Redlands, having considered the delinquent solid waste service accounts , together with any objections and protests by property owners, desires to declare the delinquent accounts as special assessments and cause such accounts to be recorded as a lien against the properties benefitting from the provision of such services.
NOW, THEREFORE, be it resolved by the City Council of the City of Redlands as follows:
Section 1. The City Council approves the submittal of delinquent solid waste service accounts to the auditor of San Bernardino County, who will record and enter the assessments on the property tax roll against the properties that remain delinquent as of August 4, 2026.
Section 2. The City Clerk of the City of Redlands is hereby authorized and directed to send a certified copy of this resolution, to the auditor, or the officer holding the equivalent position of auditor, for the County of San Bernardino.
2 I:\cmo\Resolutions\Resolution No. 8810 Delinquent Municipal Services.bm.06.25.2026.doc ADOPTED, SIGNED AND APPROVED this 7th day of July, 2026.
Mario Saucedo, Mayor
ATTEST:
Jeanne Donaldson, City Clerk
3 I:\cmo\Resolutions\Resolution No. 8810 Delinquent Municipal Services.bm.06.25.2026.doc 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 7 th day of July, 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
Jeanne Donaldson, City Clerk
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve a Single Source Agreement with Hauler Hero, Inc. for three years with two optional one- year extensions, for an amount not to exceed $242,550 for roll-off and route management software (Interim Assistant City Manager Garcia)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to approve the single source Agreement with Hauler Hero, Inc., for three years with two optional-one year extensions, for an amount not to exceed $242,550.00 for roll-off and route management software.
RECOMMENDATION:
Staff recommends that the City Council approve the Single Source agreement with Hauler Hero, Inc., for three years with two optional one-year extensions, for an amount not to exceed $242,550.00 for roll-off and route management software.
DISCUSSION:
The City of Redlands' Customer Service Division is requesting authorization to enter into a three-year agreement, with two one-year optional extensions, with Hauler Hero, Inc. for roll-off and route management software. This platform supports both the Solid Waste and Customer Service Divisions by enabling field crews to manage routes via tablets, improving driver communication, providing real-time tracking, and allowing the City to efficiently bill and invoice customers receiving solid waste services.
The City initially implemented Hauler Hero's software in Fiscal Year 2025, as the previous system became unsupported and posed security concerns. After engaging multiple vendors and participating in various product demonstrations, staff elected to proceed with Hauler Hero, Inc. Hauler Hero is the only provider offering a fully cloud-based platform meeting the City's security requirements, supporting future scalability, providing automatic system updates, and delivering these benefits at a cost savings to the City.
The proposed agreement includes three years of service for 15 trucks at $3,120 per truck annually, totaling $46,800 per year. The first year of the term runs from October 1, 2026, through September 30, 2027. The agreement also provides for two, one-year renewal options; should the City choose to engage with Hauler Hero for the first optional renewal, it will do so at $3,360 per truck, totaling $50,400, and for $3,450 per truck for the second optional renewal, totaling $51,750.00. This brings the total value of the proposed agreement to $242,550.00.
City staff recommends approval of the use of Hauler Hero, Inc., as a single-source provider for roll-off and route management software. This procurement aligns with the City's Information Technology directive to adopt secure, cloud-based solutions, that support long-term operational needs.
ALTERNATIVES:
City Council may choose not to approve the agreement with Hauler Hero, Inc., and provide alternative direction to staff.
STRATEGIC PLAN:
Not applicable
SUBMITTED BY:
Danielle Garcia, Interim Assistant City Manager
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Interim Assistant City Manager
Kurt Wilson, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Interim Finance Director
PREPARED BY:
Valerie Abrego, Management Analyst
FISCAL IMPACT
Fiscal Year: FY 2027, 2028, 2029
Revenue Generating: No
Amount: $140,400.00
Budgeted Y/N: Yes
Account No.: 608900 & 511900
Additional Appropriation Required: No
Discussion:
Funding for this software will be shared by the Customer Service Division budget and the Solid Waste Division budget for Fiscal Years 2027-2029 in the annual amount of $46,800.00. The optional years totaling $50,400 and $51,750, will also be shared by the divisions. Funding for FY 2027 and 2028 is included in the divisions' budget requests. Future years will be included in subsequent budget requests.
AGREEMENT
PAGE 1
1 I:\cmo\Agreements\Agreement w Hauler Hero.bm.08.25.2026.FY2728-38.docx
This Agreement (“Agreement”) is entered into as of October 1, 2026, by and between Hauler Hero, Inc. (“Hauler Hero”) a Delaware corporation, and the City of Redlands (“Customer”), a California municipal corporation. Hauler Hero and Customer are collectively referred to herein as the “parties” or individually as the “party”.
PLEASE READ THESE ENTERPRISE TERMS (“TERMS”) OF THIS AGREEMENT CAREFULLY BEFORE USING THE SERVICES OFFERED BY HAULER HERO. BY
MUTUALLY EXECUTING THIS AGREEMENT WITH HAULER HERO WHICH REFERENCE THESE TERMS, CUSTOMER AGREES TO BE BOUND BY THESE TERMS TO THE EXCLUSION OF ALL OTHER TERMS. IF THE TERMS OF THIS AGREEMENT ARE CONSIDERED AN OFFER, ACCEPTANCE IS EXPRESSLY LIMITED TO SUCH TERMS.
1. Access to the Service. Subject to Customer’s compliance with the terms and conditions of this Agreement (including any limitations and restrictions set forth) Hauler Hero grants Customer a nonexclusive, limited, personal, nonsublicensable, nontransferable right and license to internally access and use the Hauler Hero product(s) and/or service(s) specified in this Agreement (collectively, the “Service,” or “Services”) during the applicable Agreement Term (as defined below) for the internal business purposes of Customer, only as provided herein and only in accordance with Hauler Hero’s applicable official user documentation for such Service (the “Documentation”).
2. Implementation Services. If further implementation assistance is required by Customer, then Customer can request services from Hauler Hero’s Professional Services Division at $200/hour.
3. Support; Service Levels. Hauler Hero shall provide business management software with functionality for customer management, customer portal, billing and payments, reporting, pricing, route management and mobile Android tablet software for drivers with unlimited customer support services (“Services”). Subject to Customer’s payment of all applicable fees, Hauler Hero will provide support, maintenance, and uptime for each Service in accordance with the support package selected by Customer on the applicable Agreement.
4. Service Updates. From time to time, Hauler Hero may provide upgrades, patches, enhancements, or fixes for the Services to its customers generally without additional charge (“Updates”), and such Updates will become part of the Services and subject to this Agreement; provided that Hauler Hero shall have no obligation under this Agreement or otherwise to provide any such Updates. Customer understands that Hauler Hero may make improvements and modifications to the Services at any time in its sole discretion; provided that Hauler Hero shall use commercially reasonable efforts to give Customer reasonable prior notice of any major changes.
5. Ownership; Feedback. As between the parties, Hauler Hero retains all right, title, and interest in and to the Services, and all software, products, works, and other intellectual property and moral rights related thereto or created, used, or provided by Hauler Hero for the purposes of this Agreement, including any copies and derivative works of the foregoing. Any software which is distributed or otherwise provided to Customer hereunder (including without limitation any software identified in this Agreement) shall be deemed a part of the “Services” and subject to all of the terms and conditions of this Agreement. No rights or licenses are granted except as expressly and unambiguously set forth in this Agreement.
Customer may (but is not obligated to) provide suggestions, comments or other feedback to Hauler Hero with respect to the Service (“Feedback”).
Feedback, even if designated as confidential by Customer, shall not create any confidentiality obligation for Hauler Hero notwithstanding anything else. Hauler Hero acknowledges and agrees that all Feedback is provided “AS IS” and without warranty of any kind. Customer shall, and hereby does, grant to Hauler Hero a nonexclusive, worldwide, perpetual, irrevocable, transferable, sublicensable, royalty-free, fully paid-up license to use and exploit the Feedback for any purpose. Nothing in this Agreement will impair Hauler Hero’s right to develop, acquire, license, market, promote or distribute products, software or technologies that perform the same or similar functions as, or otherwise compete with any products, software or technologies that Customer may develop, produce, market, or distribute.
6. Managed Truck Licenses. A managed truck license corresponds to any number of work orders (stops) that are stored in the Hauler Hero system and serviced by only one driver during any single day. Routes can only be assigned to drivers, can only appear in mobile, and can only have their work orders (stops) marked as completed in the system after a managed truck license has been assigned to that route. Typically, the number of managed trucks will be equal to the maximum number of routes that are run on any given day. Customer agrees to purchase at least the managed truck quantities set forth in this Agreement (the “Minimum License Level”). Additional licenses may be purchased at the same pricing during the term, with fees prorated for partial months, and Customer may adjust the actual number of licenses from time to time, provided that customer must always purchase a number of licenses equal to or greater than the Minimum License Level. Quarterly billing will be based upon the number of users at the beginning of the period, plus prorated billing for any added licenses and without reduction for licenses removed during the period.
7. Fees; Payment. Customer shall pay Hauler Hero fees for the Service described as: a minimum monthly license count of fifteen (15) managed trucks at $260 per managed truck per month in an amount not to exceed $46,800 per year during the Initial Term. (“Fees”). Renewal Term pricing shall be as set forth in Section 14. Fees shall be paid annually in advance upon receipt by Customer of an invoice by Hauler Hero.
AGREEMENT
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Invoices that are 30 days past due are subject to interest on any outstanding balance of the lesser of 1.5% per month or the maximum amount permitted by law. Customer shall be responsible for all taxes associated with Service (excluding taxes based on Hauler Hero’s net income). All Fees paid are non-refundable and are not subject to set- off.
8. Confidentiality. Hauler Hero may provide Customer with confidential information and proprietary materials that are expressly marked “confidential” during Customer's implementation, including, but not limited to, guides, product descriptions and configuration tools (the "Confidential Materials"). Customer agrees that the Confidential Materials are proprietary to and owned by Hauler Hero and that Customer will hold the Confidential Materials confidential and use them solely for the purpose of transitioning to and implementing the Hauler Hero platform; except that Customer is not obligated to keep confidential any Confidential Materials that is subject to disclosure by court order, subpoena or by applicable law or (a) has entered the public domain except where such entry is the result of the Customer’s breach of this Agreement; (b) prior to disclosure hereunder, was already in the Customer’s possession and not subject to any confidentiality obligations, as demonstrated by written evidence; (c) subsequent to disclosure hereunder is obtained by the Customer on a non-confidential basis from a third party who has the right to disclose such information to the receiving party; or (d) has been independently developed by the Customer party without use of or reference to Hauler Hero’s Materials, as demonstrated by written evidence.
9. Restrictions. Except as expressly set forth in this Agreement, Customer shall not (and shall not allow any third party to), directly or indirectly: (i) reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code, object code, or underlying structure, ideas, or algorithms of the Service (except to the extent applicable laws specifically prohibit such restriction); (ii) modify, translate, or create derivative works based on the Service; (iii) copy, rent, lease, distribute, pledge, assign, or otherwise transfer or encumber rights to the Service; (iv) use the Service for the benefit of a third party; (v) remove or otherwise alter any proprietary notices or labels from the Service or any portion thereof; (vi) use the Service to build an application or product that is competitive with any Hauler Hero product or service; (vii) interfere or attempt to interfere with the proper working of the Service or any activities conducted on the Service; or (viii) bypass any measures Hauler Hero may use to prevent or restrict access to the Service (or other accounts, computer systems or networks connected to the Service). Customer is responsible for all of Customer’s activity in connection with the Service, including but not limited to uploading Customer Data (as defined below) onto the Service.
Customer (a) shall use the Service in compliance with all applicable local, state, national and foreign laws, treaties and regulations in connection with Customer’s use of the Service (including those related to data privacy, international communications, export laws and the transmission of technical or personal data laws), and (b) shall not use the Service in a manner that violates any third-party intellectual property, contractual or other proprietary rights.
10. Customer Data. For purposes of this Agreement, “Customer Data” shall mean any data, information or other material provided, uploaded, or submitted by Customer to the Service in the course of using the Service. Customer shall retain all right, title and interest in and to the Customer Data, including all intellectual property rights therein. Customer, not Hauler Hero, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Data. Customer represents and warrants that it has all rights necessary to provide the Customer Data to Hauler Hero as contemplated hereunder, in each case without any infringement, violation or misappropriation of any third-party rights (including, without limitation, intellectual property rights and rights of privacy).
Hauler Hero shall use commercially reasonable efforts to maintain the security and integrity of the Service and the Customer Data. Hauler Hero shall not be responsible for unauthorized access to Customer Data or unauthorized use of the Service to the extent caused by Customer’s systems, credentials, users, Customer-authorized access, third-party services not controlled by Hauler Hero, or Customer’s failure to follow reasonable security practices. Customer is responsible for the use of the Service by any person to whom Customer has given access to the Service, even if Customer did not authorize such use. To the extent that the Customer Data includes any personal information, (i) Hauler Hero will process, retain, use, and disclose such personal information only as necessary to provide the Services hereunder and as otherwise permitted under this Agreement, which constitutes a business purpose, (ii) Hauler Hero agrees not to sell such personal data, to retain, use, or disclose such personal data for any commercial purpose other than the foregoing purposes, or to retain, use, or disclose such personal data outside of the scope of this Agreement. Hauler Hero understands its obligations under applicable data protection laws and will comply with them. Customer agrees and acknowledges that Customer Data may be irretrievably deleted if Customer’s account is ninety (90) days or more delinquent. Hauler Hero will not delete any Customer Data unless Hauler Hero has contacted Customer alerting them of the late payment at least sixty (60) days prior to deleting any Customer data. Notwithstanding anything to the contrary, Customer acknowledges and agrees that Hauler Hero may (i) internally use and modify (but not disclose) Customer Data for the purposes of (A) providing the Service to Customer and (B) generating Aggregated Anonymous Data (as defined below), and (ii) freely use, retain and make available Aggregated Anonymous Data for Hauler Hero’s business purposes (including without limitation, for purposes of improving, testing, operating, promoting and marketing Hauler Hero’s products and services). “Aggregated Anonymous Data” means data submitted to, collected by, or generated by Hauler Hero in connection with Customer’s use of the Service, but only in aggregate, anonymized form which can in no way be linked specifically to Customer.
11. Authentication Data. Hauler Hero requests name, email address, language preference, and profile picture from its users. Hauler Hero uses and stores this data in order to maintain an authenticated user's profile; for addressing and greeting the user in the application; and for email notifications generated through the Service.
AGREEMENT
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12. Personal Data Sharing. Hauler Hero only shares this information with the Customer who provided Hauler Hero this information through its reporting applications.
13. Third-Party Services. Customer acknowledges and agrees that the Service may operate on, with or using application programming interfaces (APIs) and/or other services operated or provided by third parties (“Third-Party Services”), including without limitation through integrations or connectors to such Third-Party Services that are provided by Hauler Hero. Hauler Hero is not responsible for the operation of any Third-Party Services nor the availability or operation of the Service to the extent such availability and operation is dependent upon Third-Party Services. Customer is solely responsible for procuring any and all rights necessary for it to access Third-Party Services (including any Customer Data or other information relating thereto) and for complying with any applicable terms or conditions thereof. Hauler Hero does not make any representations or warranties with respect to Third-Party Services or any third-party providers. Any exchange of data or other interaction between Customer and a third-party provider is solely between Customer and such third-party provider and is governed by such third party’s terms and conditions.
14. Term; Termination. This Agreement shall commence upon the date indicated above, and, unless earlier terminated in accordance herewith, shall expire September 30, 2029 (“Agreement Term” or “Initial Term”). Customer shall have the option to renew at a rate of $280 per managed truck per month (unless otherwise stated in the Agreement) for an additional period of (12) months (“Agreement Renewal Term”) by providing written notice to Hauler Hero at least thirty (30) days prior to the expiration of the Initial term, unless either party notifies the other party of such party’s intention not to renew no later than thirty (30) days prior to the expiration of the Initial Term. The Customer then shall have the option to renew at a rate of $287.50 per managed truck per month for an additional period of twelve (12) months by providing written notice to Hauler Hero at least thirty (30) days prior to the expiration of the Agreement Renewal term unless either party notifies the other party of such party’s intention not to renew no later than thirty (30) days prior to the expiration of the Agreement Renewal Term. For clarity, continued access to the Services after expiration of the then-current term requires timely exercise of the applicable renewal option and any purchase order or written authorization required by Customer’s procurement process. Hauler Hero shall have no obligation to provide Services after expiration of the then- current term absent such timely renewal and authorization. In the event of a material breach of this Agreement by either party, the non-breaching party may terminate this Agreement by providing written notice to the breaching party, provided that the breaching party does not materially cure such breach within thirty (30) days of receipt of such notice. Without limiting the foregoing, Hauler Hero may suspend or limit Customer’s access to or use of the Service if (i) Customer’s account is more than sixty (60) days past due, or (ii) Customer’s use of the Service results in (or is reasonably likely to result in) damage to or material degradation of the Service which interferes with Hauler Hero’s ability to provide access to the Service to other customers; provided that in the case of subsection (ii): (a) Hauler Hero shall use reasonable good faith efforts to work with Customer to resolve or mitigate the damage or degradation in order to resolve the issue without resorting to suspension or limitation; (b) prior to any such suspension or limitation, Hauler Hero shall use commercially reasonable efforts to provide notice to Customer describing the nature of the damage or degradation; and (c) Hauler Hero shall reinstate Customer’s use of or access to the Service, as applicable, if Customer remediates the issue within thirty (30) days of receipt of such notice. All provisions of this Agreement which by their nature should survive termination shall survive termination, including, without limitation, accrued payment obligations, ownership provisions, warranty disclaimers, indemnity and limitations of liability.
15. Indemnification. Each party (“Indemnitor”) shall defend, indemnify, and hold harmless the other party, its affiliates and each of its and its affiliates’ employees, contractors, directors, suppliers and representatives (collectively, the “Indemnitee”) from all liabilities, claims, and expenses paid or payable to an unaffiliated third party (including reasonable attorneys’ fees) (“Losses”), that arise from or relate to any claim that (i) in the case of Customer as Indemnitor, that the Customer Data or Customer’s use of the Service infringes, violates, or misappropriates any third-party intellectual property or proprietary right, including any rights of privacy, or violates any applicable law, or (B) in the case of Hauler Hero as Indemnitor, the Service infringes, violates, or misappropriates any third-party intellectual property or proprietary right, or (ii) the Service (in the case of Hauler Hero as Indemnitor), infringes, violates, or misappropriates any third-party intellectual property or proprietary right. Each Indemnitor’s indemnification obligations hereunder shall be conditioned upon the Indemnitee providing the Indemnitor with: (x) prompt written notice of any claim (provided that a failure to provide such notice shall only relieve the Indemnitor of its indemnity obligations if the Indemnitor is materially prejudiced by such failure); (y) the option to assume sole control over the defense and settlement of any claim (provided that the Indemnitee may participate in such defense and settlement at its own expense); and (z) reasonable information and assistance in connection with such defense and settlement (at the Indemnitor’s expense). The foregoing obligations of Hauler Hero do not apply with respect to the Service or any information, technology, materials or data (or any portions or components of the foregoing) to the extent (i) not created or provided by Hauler Hero (including without limitation any Customer Data), (ii) made in whole or in part in accordance to Customer specifications, (iii) modified after delivery by Hauler Hero, (iv) combined with other products, processes or materials not provided by Hauler Hero (where the alleged Losses arise from or relate to such combination), (v) where Customer continues allegedly infringing activity after being notified thereof or after being informed of modifications that would have avoided the alleged infringement, or (vi) Customer’s use of the Service is not strictly in accordance herewith.
16. Insurance. The following insurance coverage required by this agreement shall be maintained by Hauler Hero for the duration of its performance of the Services. Hauler Hero shall not perform any services unless and until the required insurance listed below is obtained by Hauler Hero. Hauler Hero shall provide Customer with certificates of insurance and endorsements evidencing such insurance prior to commencement of
AGREEMENT
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the Services. Insurance policies shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to Customer. A. Commercial General Liability insurance from carriers acceptable to Customer in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. Customer shall be named as an additional insured under Hauler Hero’s Commercial General Liability policy with respect to claims arising out of Hauler Hero’s acts or omissions in connection with this Agreement, and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by Customer B. Workers Compensation Insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit than no less than $1,000,000 per accident for bodily injury or disease. C. Professional Liability (Errors and Omissions) Insurance appropriate to the Hauler Hero’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. D. Cyber Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. E. Hauler Hero shall not assign this Agreement or materially subcontract professional services performed directly for Customer under this Agreement without the prior written consent of Customer. This restriction does not apply to Hauler Hero’s ordinary-course technology providers, cloud hosting providers, payment processors, software vendors, support systems, security vendors, infrastructure providers, or other vendors used generally in connection with Hauler Hero’s SaaS platform.
17. Disclaimer. EXCEPT AS EXPRESSLY SET FORTH HEREIN, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” AND ARE WITHOUT
WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF TITLE, NON-INFRINGEMENT,
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AND ANY WARRANTIES IMPLIED BY ANY COURSE OF PERFORMANCE, USAGE OF TRADE, OR COURSE OF DEALING, ALL OF WHICH ARE EXPRESSLY DISCLAIMED.
18. Limitation of Liability. EXCEPT FOR THE PARTIES’ INDEMNIFICATION OBLIGATIONS AND FOR CUSTOMER’S BREACH OF SECTION 7, IN NO
EVENT SHALL EITHER PARTY, NOR ITS DIRECTORS, EMPLOYEES, AGENTS, PARTNERS, SUPPLIERS OR CONTENT PROVIDERS, BE LIABLE UNDER
CONTRACT, TORT, STRICT LIABILITY, NEGLIGENCE OR ANY OTHER LEGAL OR EQUITABLE THEORY WITH RESPECT TO THE SUBJECT MATTER OF THIS
AGREEMENT (I) FOR ANY LOST PROFITS, DATA LOSS, COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, OR SPECIAL, INDIRECT,
INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES OF ANY KIND WHATSOEVER, SUBSTITUTE GOODS OR SERVICES (HOWEVER ARISING), (II)
FOR ANY BUGS, VIRUSES, TROJAN HORSES, OR THE LIKE (REGARDLESS OF THE SOURCE OF ORIGINATION), OR (III) FOR ANY DIRECT DAMAGES IN EXCESS OF TWO (2) TIMES THE FEES PAID OR PAYABLE BY CUSTOMER TO HAULER HERO HEREUNDER IN THE TWELVE (12) MONTHS PRIOR TO THE EVENT GIVING RISE TO A CLAIM HEREUNDER; PROVIDED THAT LIABILITY FOR CLAIMS ARISING FROM A BREACH OF CONFIDENTIALITY, DATA SECURITY INCIDENT, OR VIOLATION OF APPLICABLE DATA PROTECTION LAW SHALL NOT EXCEED THE GREATER OF TWO (2) TIMES SUCH FEES OR THE AVAILABLE PROCEEDS OF THE APPLICABLE INSURANCE COVERAGE MAINTAINED BY HAULER HERO FOR SUCH CLAIM.
19. Miscellaneous. This Agreement represents the entire agreement between Customer and Hauler Hero with respect to the subject matter hereof, and supersedes all prior or contemporaneous communications and proposals (whether oral, written or electronic) between Customer and Hauler Hero with respect thereto. The Agreement shall be governed by and construed in accordance with the laws of the State of California, excluding its conflicts of law rules, and the parties consent to exclusive jurisdiction and venue in the state and federal courts located in San Bernardino, California. All notices under this Agreement shall be in writing and shall be deemed to have been duly given when received, if personally delivered or sent by certified or registered mail, return receipt requested; when receipt is electronically confirmed, if transmitted by facsimile or e-mail; or the day after it is sent, if sent for next day delivery by recognized overnight delivery service. Notices must be sent to the contacts for each party set forth in this Agreement. Either party may update its address set forth above by giving notice in accordance with this section. Except as otherwise provided herein, no modification or amendment of any provision of this Agreement shall be effective unless agreed by both parties in writing, and no waiver of any provision of this Agreement shall be effective unless in writing and signed by the waiving party. Except for payment obligations, neither party shall be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond such party’s reasonable control, including, without limitation, the elements; fire; flood; severe weather; earthquake; vandalism; accidents; sabotage; power failure; denial of service attacks or similar attacks; Internet failure; acts of God and the public enemy; acts of war; acts of terrorism; riots; civil or public disturbances; strikes lock-outs or labor disruptions; any laws, orders, rules, regulations, acts or restraints of any government or governmental body or authority, civil or military, including the orders and judgments of courts. Neither party may assign any of its rights or obligations hereunder without the other party’s consent; provided that (i) either party may assign all of its rights and obligations hereunder without such consent to a successor-in-interest in connection with a sale of substantially all of such party’s business relating to this Agreement, and (ii) Hauler Hero may utilize subcontractors in the performance of its obligations hereunder. No agency, partnership, joint venture, or employment relationship is created as a result of this Agreement and neither party has any authority of any kind to bind the other in any respect. In any action or proceeding to enforce rights under this Agreement, the prevailing party shall be entitled to recover costs and attorneys’ fees. If any provision of this Agreement is held to be unenforceable for any reason, such provision shall be reformed only to the extent necessary to make it enforceable. The failure of either party to act with respect to a breach of this Agreement by the other party shall not constitute a waiver and shall not limit such party’s rights with respect to such breach or any subsequent breaches.
[See next page for Signature]
AGREEMENT
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IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement.
CITY OF REDLANDS HAULER HERO INC.
By: ___________________________ By: _______________________________ Name: Mario Saucedo Name: Mark Hoadley
Title: Mayor Title: CEO
ATTEST:
___________________________
Jeanne Donaldson, City Clerk
20. 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:BBBBBBBBBBBBBBBBBBBBBBB
To: Purchasing Division
From: BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
Estimated Total Cost: $____BBBBBBBBBBBBB
Proposed Vendor: ____________BBBBBBBBBB
Request Term: ______BBBBBBBBBBB
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 substitu tes to the recommen ded v endor or brand are unacceptable, must b e accompanied by a w r i t t e n j u s t i f i c a t i o n e x p l a i n i n g t h e c i r c u m s t a n c e s t h a t m a k e 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. 04/27/26
MS-Revenue Division
242,550.00
FY 2026-2029
Hauler Hero, Inc
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
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:
Hauler Hero is the only provider offering a fully cloud-based waste management software solution that meets the City's specific operational needs and aligns with our IT department's recommendation to transition to cloud-based systems. This single source procurement is necessary to address critical system vulnerabilities, as the City's former, unsupported system posed signficant operational risks.
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
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.
5. Explain what action(s) the department would take if the sole/single source services wereno longer available
6. I certify that the above information is accurate to the best of my knowledge, and a signed copy 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
Louie MirandaAimee Hoover
The customer service supervisor engaged multiple vendors and participated in various demonstrations; however, no other company could provide the specific programs and services we require. Additionally, Hauler Hero was the only vendor offering a cloud-based system.
Cindy Tryon
If Hauler Hero were no longer available to the City, we would need to reevaluate our requirement for a cloud-based provider. This would involve working closely with the City's IT department to identify a suitable on-site software solution that they could manage internally. An on-site system would also require additional funding for maintenance and infrastructure support.
04 / 28 / 2026
04 / 28 / 2026
04 / 28 / 2026
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
Customer Success Agreement
for City of Redlands
Customer
City of Redlands
Aimee Hoover
35 Cajon Street, Redlands, CA 92373
Phone: 909 798 7596
Email: [email protected]
Hauler Hero
Hauler Hero, Inc.
Mark Hoadley
32 Mercer St 4th Floor, New York, NY 10013
Phone: 347 656 0111
Email: [email protected]
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
Welcome!
Dear Aimee ,
Welcome to Hauler Hero! We can't wait to make you and your team’s lives vastly easier and are thrilled to be working with you.
To summarize what you’ve signed up for, Hauler Hero’s pricing is based on the number of active trucks you plan to manage using the platform, regardless of whether each driver uses the mobile app (has a login). Your plan includes unlimited office users and GPS tracking. For details on your plan, fees, and service, please see below.
Best,
Mark Hoadley
Services
Core Service
Business management software with functionality for customer management, customer portal, billing & payments, reporting, pricing, route management, and mobile Android tablet software for drivers.
Support
Unlimited customer support service
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
Fees
Subscription Fees: Customer commits to a minimum monthly license count of 15 managed trucks.
Customer agrees to pay $260.00 per managed truck per month, paid yearly in advance.
Contract Terms
Initial term shall last through June 30, 2029 (subject to renewal as set forth in the Agreement). Term shall start on the Effective Date, July 1, 2026. Customer shall have the option to renew for a fourth year and an additional term of twelve (12) months at a rate of $280 per managed truck per month; and to renew for a fifth year and an additional term of twelve (12) months at a rate of $287.50 per managed truck per month.
Initial Deposit
On the Effective Date, Customer agrees to pay service through June 30, 2027 (15 licenses @ $260.00 each): $46,800
Agreement
This agreement (“Agreement”) is entered into as of between Hauler Hero, Inc. (“Hauler Hero”), and the customer listed above (“Customer”). This Agreement includes and incorporates Hauler Hero's standard Enterprise Terms, which are attached hereto, and all of which are in each case hereby incorporated by reference. This Agreement contains, among other things, warranty disclaimers, liability limitations and use limitations. There shall be no force or effect to any different terms of any related purchase order or similar form even if signed by the parties after the date hereof.
Hauler Hero
Mark Hoadley
City of Redlands
Aimee Hoover
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
Terms & Conditions
By signing this document, the undersigned individual acknowledges and agrees to abide by the terms and conditions in Appendix 1.
Doc ID: 92baf3da4ea97665ebbb500bf1d6a710f123ece3
Hauler Hero Sole Source- City Council Item
Hauler_Hero_FY_26-29_Sole_Source.pdf and 1 other
92baf3da4ea97665ebbb500bf1d6a710f123ece3
MM / DD / YYYY
Signed
04 / 28 / 2026
14:56:55 UTC
Sent for signature to Valerie Abrego
([email protected]), Danielle Garcia
([email protected]) and Dana Abramovitz
([email protected]) from
[email protected]
IP: 47.181.153.216
04 / 28 / 2026
15:45:44 UTC
Viewed by Danielle Garcia ([email protected])
IP: 47.181.153.216
04 / 28 / 2026
15:45:53 UTC
Signed by Danielle Garcia ([email protected])
IP: 47.181.153.216
04 / 28 / 2026
15:54:24 UTC
Viewed by Valerie Abrego ([email protected])
IP: 47.181.153.216
04 / 28 / 2026
15:54:31 UTC
Signed by Valerie Abrego ([email protected])
IP: 47.181.153.216
04 / 28 / 2026
17:06:25 UTC
Viewed by Dana Abramovitz ([email protected]) IP: 47.152.66.248
04 / 28 / 2026
17:07:08 UTC
Signed by Dana Abramovitz ([email protected]) IP: 47.152.66.248
The document has been completed.
04 / 28 / 2026
17:07:08 UTC
Hauler Hero Sole Source- City Council Item
Hauler_Hero_FY_26-29_Sole_Source.pdf and 1 other
92baf3da4ea97665ebbb500bf1d6a710f123ece3
MM / DD / YYYY
Signed
DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve a sole source purchase with DynaTouch Corporation for two full service payment kiosks (credit/debit card, check, and cash), one through-the-wall and one standalone indoor, not to exceed the amount of $107,082 (Interim Management Services/Finance Director Garland) MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motions are provided:
1. I move to approve a sole source purchase with DynaTouch Corporation for two full service payment kiosks (credit/debit card, check, and cash), one through-the-wall and one standalone indoor, not to exceed the amount of $107,082.
2. I move that the City Council approve the Statement of Work between the City of Redlands and DynaTouch Corporation.
RECOMMENDATION:
Staff recommends that the City Council approve a sole source purchase with DynaTouch Corporation and approve the Statement of Work with DynaTouch Corporation for two full service payment kiosks (credit/debit card, check, and cash), one through-the-wall and one standalone indoor, not to exceed the amount of $107,082.
DISCUSSION:
The Revenue/Customer Service Division of the Management Services Department continually seeks opportunities to improve customer service and enhance accessibility to utility payment services. The City's existing payment kiosk, installed in September 2023, has processed more than 10,700 transactions totaling over $2.8 million in payments, demonstrating strong customer demand for convenient self-service payment options. The kiosk has provided customers with greater flexibility to make payments when and how it is most convenient for them, including outside of traditional counter service interactions.
Building on this success and in preparation for the new City Hall facility at 300 East State Street, staff is recommending the purchase of two full-service payment kiosks from DynaTouch: a through-the-wall kiosk providing 24/7 customer access at a cost of $55,731 and a standalone indoor kiosk available during business hours at a cost of $51,351. The total project cost for both kiosks is $107,082. The proposed pricing includes equipment, installation, implementation services, and three (3) years of support and maintenance. Together, these kiosks will expand utility payment accessibility, reduce wait times, and provide customers with multiple convenient options for completing transactions.
The kiosks will allow customers to view account balances, make cash, check, and credit/debit card payments, and receive immediate payment confirmation through real-time posting to their utility account. The through-the-wall kiosk will provide customers with secure access to payment services outside of normal business hours, while the indoor kiosk will offer a convenient self-service option within City Hall during regular operating hours.
In addition to payment services, the kiosks include customizable digital display screens that can be used to communicate City announcements, community events, emergency notifications, and other public information. This feature provides an additional communication channel to engage residents and promote City programs and services.
Both kiosks are cloud-based payment solutions that integrate directly with the City's existing utility billing system, EnQuesta, and payment processing platform, InvoiceCloud. The kiosks provide automated payment reconciliation, reducing manual processing associated with mailed payments and traditional drop-box collections while improving operational efficiency and payment accuracy.
DynaTouch has been selected as the sole-source vendor because it is the only kiosk provider that currently offers a fully integrated solution compatible with the City's existing utility billing and payment processing systems, EnQuesta and InvoiceCloud. Utilizing the existing vendor ensures continuity of service, avoids additional integration and implementation costs, minimizes project risk, and allows the City to deploy the kiosks efficiently in conjunction with the opening of the new City Hall facility.
The proposed quote covers three (3) years of warranty, help desk support, and full hardware repair/replacement with on-site service. It also includes Kiosk Management Software and BillPay Kiosk SaaS.
ALTERNATIVES:
The City Council may elect not to approve the purchase of a through-the-wall or standalone indoor payment kiosk and provide alternative direction to staff.
STRATEGIC PLAN:
Not Applicable.
SUBMITTED BY:
James Garland, Interim Finance Director
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:
Aimee Hoover, Revenue Manager
FISCAL IMPACT
Fiscal Year: 2026-2027
Revenue Generating: No
Amount: $107,082
Budgeted Y/N: Y
Account No.: 608900
Additional Appropriation Required: No
Discussion:
There is no impact to the General Fund. Funding for this purchase is included in the Customer Service Division's Fiscal Year 2026-2027 budget. Future maintenance and support terms for 3 years, including 2027-2028, 2028-2029 and 2029-2030 have been included. Ongoing support costs after FY 2030 are estimated to be $17,500 each year, roughly, and include regular software and hardware maintenance and technical support.
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DynaTouch Statement of Work
Description
This Statement of Work (the “SOW”) is entered into and agreed upon effective as of September 1, 2026, by and between DynaTouch and City of Redlands, a Municipal Corporation.
This SOW expressly incorporates by reference the entirety of certain Terms and Conditions (the “Agreement”) between the parties named herein and appended hereto as Exhibit “A” and specifies the Professional Services to be provided by DynaTouch.
DynaTouch has priced the Professional Services based on responses from the Customer’s staff. These services are identified, priced, and included in the SOW. As the subscription set-up proceeds, changes to the Professional Services not contemplated in this SOW or in the Agreement may require Change Orders to be agreed to and signed by both parties pursuant to the Agreement.
Terms not defined in this SOW are defined in the Agreement.
SOW Summary
The SOW encompasses the following parameters:
Hardware
2 BillPay Kiosks
Kiosk Configuration Systems & Software, Invoice Cloud, & BillPay Kiosk Software Project Duration (start date TBD)
Implementation Approach Onsite Installation
Single software build/configuration
Interfaces/API Connection to Systems & Software and Invoice Cloud Go-Live Approach Remote Support
Installation and Training
Installation Services
• Pre-Installation:
o Kick-Off Meeting
o Collect prerequisites:
Kiosks enclosure paint color choice
Art/Graphic files, i.e. Logo
Delivery planning & Shipping instructions
Payment Processor and CIS information
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Sample bills
Network & Connectivity
o Site preparation
Conduct a remote site survey at each designated location to verify suitability for kiosk installation (power & network availability, space requirements, etc.). Coordinate with Customer to obtain necessary permits and approvals for kiosk installation.
Provide detailed technical specifications for kiosk power and data connectivity. o Hardware
Kiosk fabrication and components integration testing
Communicate anticipated kiosk(s) shipping date(s)
o Software
Work with the Customer, Payment Processor, and Court/Customer Information System on completing the API integration.
Preliminary API testing
• Kiosk Delivery and Installation:
o Deliver and deploy the contracted number of BillPay Kiosks at designated locations. Ensure kiosks are properly mounted and secured according to manufacturer's specifications and local building codes.
Help install all necessary cabling for power and data connectivity. o Configure kiosks with the Customer’s secure payment processing system. o Test all kiosk functionalities (account lookup, payment processing, receipt printing, user interface) to ensure proper operation.
Training Services
DynaTouch’s BillPay Kiosk software affords fast, reliable collection, whether payments are made with cash, debit, credit, or check. This simplifies the accounting process and decreases liability and shrinkage.
Users are notified of any applicable convenience fees and have the option to cancel/exit the session at any time. A receipt option via text, email, or print is provided upon completion of the transaction.
As part of the standard implementation methodology, BillPay Kiosk software and kiosk product training is provided to the members of the core Customer team. This knowledge-transfer process enables the Customer Project Team to make highly informed, effective decisions early in the project lifecycle.
Training consists of kiosk operation (hardware and software), admin portal, reporting, and troubleshooting procedures.
Class Name
DynaTouch
Resource
# of Customer
Attendees
Customer
Attendees Duration Location
Onsite Training
DynaTouch
technician Up to 5
Customer
representatives
As
needed
while
onsite TBD
Webinar training
(user, IT)
Project
Manager Up to 20
Customer
representatives 2 hours Remote
User Manual will be provided electronically to all attendees.
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Training and/or Go Live support requested of DynaTouch in excess of these hours will be billed to Customer at DynaTouch Standard Rates.
Project Schedule (Dates TBD based on contract)
Responsible Party: Dynatouch = DT Customer = C
Task Project Phase
Prerequisite Build Staging Site
Prep
Ship/Delivery Install/Train
Color choice, Logo C
Site Survey (outdoor only) C
Identify Processor/CIS C
Kiosk spec sheet DT
Hardware build DT
Graphics design DT
VPN Access to CIS C
BPK questionnaire C
Kiosk Application setup/testing DT
Account lookup testing DT
Power/Internet to Location C
Shipping Info. provided C
Deliver and Tracking info. provided DT
Schedule onsite installation Both
Inspect and report damage (48hr form
del.)
C
Kiosk Installation DT
Test Cases Completion Both
Test Cases sign-off DT
Onsite Training DT
Distribute User Manuals DT
Schedule Go-Live) Both
Go-Live (rolling for large installations Both
Project Completion
• Complete a final walkthrough after each installation with the Customer to verify successful kiosk installation and functionality.
• Kiosks pass all functionality tests (payment processing, receipt printing, user interface). • Customer staff are trained on kiosk operation and troubleshooting procedures. • Provide all necessary as-built drawings and documentation for future reference. • Remove all packing materials and construction debris from the installation sites.
Technical Support Services
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The Customer is responsible for meeting DynaTouch’s minimum requirements for hardware, networking, and connection to the DynaTouch applications as outlined in the Technical Requirements.
Technical Support
The Subscription Service will be hosted on DynaTouch’s servers at its collocation facility. DynaTouch will maintain the software application modules and incorporate any software updates, bug fixes, and patches as released. DynaTouch will incorporate bug fixes and enhancements as they are created, in lieu of waiting for an annual or semi-annual release cycle. DynaTouch will notify the Customer of important updates before they are installed.
Technical Requirements (Indoor Kiosks)
Every system DynaTouch supplies consists of proven, highly reliable components utilized on some of the largest, most successful kiosk projects in the world, with the functionality needed to assure long- term success. Site requirements for Indoor Kiosks are as follows:
• Indoor environment; 45°F to 95°F operating range; 20% to 80% relative humidity • 110 VAC, 50/60 Hz, 10 amp (max) power outlet within 3' of Kiosk location • Internet connectivity
- wired: RJ45 connector within 3’ of Kiosk location
- Cellular: Service provided by Customer
• Ample visibility, user traffic, and easy access
• Nearby oversight by location staff, if practical
Technical Requirements (Through the Wall Kiosks)
Every system DynaTouch supplies consists of proven, highly reliable components utilized on some of the largest, most successful kiosk projects in the world, with the functionality needed to assure long- term success. Site requirements for Outdoor Kiosks are as follows:
Site Prep Requirements
When a site is selected, DynaTouch will confirm the required installation and site prep requirements. A site survey will be conducted to:
• Assess locations for the number of kiosks to install
• Provide customer with a comprehensive summary of each location • Determine access points for kiosk delivery
• Determine the necessary site prep required of customer to complete an install Site Installation Requirements
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• Through-the-wall kiosks are mounted into the physical structure of a wall and therefore require an opening in the wall to install them.
• For outdoor applications, the kiosk should be located in an exterior wall that has overhead structure and provides protection from direct sunlight and other elements. • The back of the kiosk (portion not seen by customers) should be in a climate-controlled interior space to ensure life of components.
• The internal components of this kiosk consist of a touchscreen, receipt printer, barcode scanner, check scanner, bill acceptor, and payment device. • Kiosk operating temperature range: 32°F to 110°F with zero heat gain* • 120V / 20A GFCI isolated power source per kiosk (certified electrician must complete the wiring of power to the unit)
• Dedicated network connection with an RJ-45 jack; Static IP address may be required (please consult your sales professional)
• Security cameras recommended
*Completely covered and not exposed to direct sunlight on any portion of the unit at any time of the day
Interfaces
Interfaces included as part of this SOW are:
CIS interfaces
Connection to Systems & Software
As part of the SOW, DynaTouch will build and test a software integration between Systems & Software and the BillPay Kiosk application to look up Customer account information and display bill data based on returned data from Systems & Software’s secure web services. Timelines for the project will depend upon initial meetings with the Systems & Software team.
o Identify Integration Components: DynaTouch will work with an appointed Systems & Software representative to determine the appropriate software modules and web services to be integrated.
o Prepare Documentation for Approval: DynaTouch will build visual documentation for Customer approval and agreement.
o Prepare a Test Plan: Outline the scope, objectives, and schedule of the integration testing process.
o Design Test Cases and Scenarios: Create detailed test cases and scenarios that cover all possible interactions between the Systems & Software web service and the BillPay Kiosk application.
o Set Up a Test Environment: Prepare a test environment where the integration testing will take place.
o Execute Test Cases and Record Results: Run the test cases and monitor the behavior of the software integration to verify desired results.
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o Analyze and Debug: Investigate any issues uncovered during testing and make necessary adjustments to the code.
o Documentation: Create or update all relevant documentation with the details of the integration testing and its results.
Payment Gateway interfaces
Connection to Invoice Cloud
DynaTouch will use the existing BillPay Kiosk integration with Invoice Cloud to make payments, record success or failure of check, credit or cash payment and update CIS with successful transaction data.
o Set Up a Test Environment: DynaTouch will set up a test environment with Invoice Cloud where testing will take place.
o Use Existing Test Cases and Scenarios: DynaTouch will use existing test cases and scenarios that cover all possible interactions between the Invoice Cloud web service and the BillPay Kiosk application.
o Execute Test Cases and Record Results: Run the test cases and monitor the behavior of the software integration to verify desired results.
o Analyze and Debug: Investigate any issues uncovered during testing and make necessary adjustments to the code.
o Documentation: Create or update all relevant documentation with the details of the integration testing and its results.
Any additional interfaces or effort requiring modifications to the standard Specifications based on Customer request may require a Change Order, and once approved by DynaTouch, the Customer will be billed at the then-current time and materials rate for Services performed, as well as any travel and out-of-pocket expenses, if applicable.
Project Assumptions
All components of this SOW are based upon the following assumptions. If the Customer is unable to comply with these assumptions, DynaTouch reserves the right to restructure the services described within this SOW to accommodate a mutually agreed upon revised plan and adjust the Professional Services Fee accordingly.
• Professional Services Fees are based upon timely decision-making by the Customer and the Customer’s resource.
• Assumes the Customer will provide representatives to participate on a unified Customer Project Team, attending and actively participating in all activities, including product training sessions, component/integration testing, and Go Live.
• Customer is responsible for all Network configuration. • All professional services will be provided during normal business hours in the Customer’s local time zone. Any services that must be scheduled outside of normal business hours are considered to be in
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excess of the scoped fixed fee package and may be billable at DynaTouch’s then-current standard after-hours rate(s).
• The Professional Services pricing is based on the implementation of the current release available at the start of Professional services.
• DynaTouch may provide assistance on retail location placement of kiosks. We do not currently contract directly with retailers.
Out of Scope
Any deliverables or services not listed in this SOW, or the Agreement are considered out of scope for this SOW and will require mutual agreement through a Change Order in order to be included in the timeline or affect the agreed upon project plan.
DynaTouch Bill Pay Kiosk.
Terms & Conditions
Contract Terms
DynaTouch will provide one or more kiosks, as well as additional and necessary services, pursuant to the within and foregoing Quote. The kiosks will be provided as a Purchase of the Kiosks (“Standard Purchase”).
Payment
Payment terms are 50% deposit (of total 3 year contract) due with order; balance due when ready to ship.
Governmental entities are extended NET 30 Payment terms. Credit card purchases are accepted and will incur a 3.5% processing fee at the time of order. DynaTouch accepts Visa and Mastercard. The tender of Delivery Notice may be transmitted electronically.
The Period of Performance (POP) is defined as the first day of the month immediately after date of receipt of goods.
We reserve the right to amend your payment terms if requested credit information is insufficient. Credit card purchases are acceptable, subject to additional standard fees charged to the Customer of 3.5% of total amount charged. DynaTouch accepts VISA and MasterCard. Credit card orders require full cardholder information at the time of placing an order. The Tender of Delivery Notice may be transmitted electronically. State resale license required for nontaxable purchases in the state of Texas.
Return check charges imposed are $35 for all returned checks.
Project Timeline and Delay Fee
Installation services are targeted to be completed within four (4) weeks following delivery of the equipment.
Client agrees to timely provide all information, approvals, materials, site readiness, access, and other cooperation reasonably requested by DynaTouch to facilitate adherence to these timelines.
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If DynaTouch’s performance is delayed due to Client’s failure to meet its obligations—including, but not limited to, delays in approvals, scheduling constraints, site unavailability, or requests to postpone delivery or installation—DynaTouch reserves the right to:
• Adjust project timelines accordingly; and
• Assess a delay fee of $100 per month for each month, or partial month, during which the delay persists.
In addition, where Client requests or causes delays to delivery, installation, or deployment milestones, Client shall be responsible for any reasonable additional costs incurred by DynaTouch, including but not limited to storage, handling, rescheduling, or special logistical arrangements required to accommodate such delays.
The delay fee and any additional charges are intended to cover administrative, operational, and scheduling impacts resulting from the delay and will be invoiced monthly until the delay is resolved
Transfer of Ownership:
The transfer of ownership of goods takes place upon shipment. Unless otherwise negotiated or specified, all goods are shipped FOB Origin to the destination specified by the Customer or Customer’s assigned agent.
Rights Granted and Reserved:
The right to use the kiosks and the software (for Standard sales) provided by DynaTouch (the “Platform”) pursuant to the following conditions:
1. The Platform may be used by the Customer only as specifically provided in this Agreement or in a writing signed by DynaTouch.
2. Customer shall use the Platforms as provided and shall not (i) modify for any purpose other than in connection with Customer’s primary business or operations; (ii) disassemble, decompile, reverse engineer, defeat license encryption mechanisms, or translate any part of DynaTouch Software, or otherwise attempt to reconstruct or discover the source code of the Software except and only to the extent that applicable law expressly permits, despite this limitation; (iii) modify or create derivative works of DynaTouch Software; (iv) rent, lease, lend, or use the Platform for time- sharing or bureau use or to publish or host platform for others to use; or (v) take any actions that would cause the Platform or its component Software to become subject to any open source or quasi-open source license agreement. Customer shall be wholly liable to DynaTouch for any misuse of the Software.
3. Customer acknowledges that the Platform, including all related Software, and all copies thereof and trade secrets and other intellectual property rights related thereto, are and shall remain the sole and exclusive property of DynaTouch. Except as expressly permitted herein, Customer agrees not to disclose or otherwise make available any part of the Platform to any third person.
4. Customer agrees to take reasonable and necessary precautions to secure and protect the Platform, the kiosks and the Software. Customer likewise agrees to provide a secure physical location with sufficient electrical power for all Platform equipment located at the Customer’s site.
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Delivery
Estimated Delivery: 12 -16 weeks after receipt of a signed agreement and purchase order including any agreed upon deposits for a Standard Purchase. Subject to supply chain availability. Delivery date will be confirmed during the initial project management phase of the project. All items are shipped FOB Origin.
Travel and Expenses
The Customer is responsible for all travel and expenses incurred in the course of providing the goods or services specified in the agreement unless all and total travel expenses are already included in the approved quote by the Customer. If included, as specified on the quote, no additional payments for travel or travel related expenses beyond the original signed quote will be incurred unless agreed to in writing by and between parties. All travel will be in accordance with the DynaTouch travel policy and will be provided upon request. If Customer agrees in any future agreement to be responsible for requested travel-related expenses, Customer agrees to pay all travel and expenses in full within 45 days of receipt of the invoice. If the Customer disputes any travel and expense charges, they must provide documentation of the disputed charges within 14 days of receipt of the invoice.
Term
The initial term will begin upon shipment of goods and end on the agreed-upon total term of the signed quote. This will be 3 years. This Agreement shall terminate unless Customer gives DynaTouch sixty (60) days' prior written notice before the end of the Term indicating its intent to renew maintenance for an additional twelve (12) months. As defined below or upon termination of this Agreement, whichever occurs first, both parties agree that the Customer will remit any remaining outstanding balance owed.
The Initial period of performance begins on the first of the month immediately following the date of receipt of goods. Additional periods of performance will be defined in subsequent annual maintenance and support renewal quotes, and will be for 12 months.
Termination
Either party may terminate this Agreement immediately upon notice to the other party if the other party materially breaches this Agreement, and such breach remains uncured for more than thirty (30) days after receipt of written notice of such breach. There is no termination for convenience. In the event of termination for cause other than for breach by DynaTouch, all sums due and owing under this Agreement shall immediately become due and payable.
Upon termination, Customer is responsible for and retains title to and ownership of the kiosk hardware.
Any Software Licenses are not transferrable and not authorized for use without a current support agreement. It is specifically understood that early termination for any reason accelerates all remaining outstanding payments and immediately transfers full ownership of the kiosk to the Customer.
Indemnification
To the fullest extent allowed by law, DynaTouch agrees to defend, indemnify and hold harmless Customer and its affiliates and their respective trustees, directors, officers, employees, agents, representatives, successors and assigns from and against all third-party claims, damage, loss and liability, including costs
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and expenses, legal and otherwise, for injury to or the death of persons or damage to real or tangible property, including the property of Customer.
Limitation of Liability
DynaTouch and Customer recognize that circumstances may arise entitling the Customer to damages for breach or other fault on the part of DynaTouch arising from this Agreement. The parties agree that in all such circumstances the Customer’s remedies and DynaTouch’s liabilities will be limited as set forth below and that these provisions will survive notwithstanding the termination or other discharge of the obligations of the parties under this Agreement.
i. BOTH PARTIES AGREE THAT, EXCEPT FOR CLAIMS ARISING FROM THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF DYNATOUCH, DYNATOUCH’S ENTIRE LIABILITY (UNDER CONTRACT OR IN TORT INCLUDING FUNDAMENTAL BREACH, NEGLIGENCE, STRICT
LIABILITY OR OTHERWISE), IF ANY, FOR ANY DAMAGES RELATING TO OR ARISING FROM OR
RELATED TO THIS AGREEMENT SHALL NOT EXCEED ONE HUNDRED AND FIFTY THOUSAND DOLLARS ($150,000).
ii. IN ADDITION TO THE FOREGOING, DYNATOUCH SHALL NOT BE LIABLE FOR ANY
CONSEQUENTIAL, INCIDENTAL, INDIRECT, EXEMPLARY, PUNITIVE, OR SPECIAL DAMAGES
WHATSOEVER, INCLUDING BUT NOT LIMITED TO LOST REVENUE OR LOSS OF PROFITS, LOSS OF
BUSINESS, LOSS OF DATA, FAILURE TO REALIZE EXPECTED SAVINGS, OR COST OF SUBSTITUTE
GOODS OR SERVICES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, EVEN IF
CUSTOMER HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF SUCH LOSS OR
DAMAGES AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY.
iii. CLAUSES (i) AND (ii) SHALL APPLY IN RESPECT OF ANY CLAIM, DEMAND OR ACTION BY A
PARTY IRRESPECTIVE OF THE NATURE OF THE CAUSE OF ACTION UNDERLYING SUCH CLAIM,
DEMAND OR ACTION, INCLUDING, BUT NOT LIMITED TO, BREACH OF CONTRACT, RESCISSION OF CONTRACT, OR TORT.
iv. WHERE APPLICABLE UNDER NO CIRCUMSTANCES WILL DYNATOUCH BE RESPONSIBLE
FOR ANY SERVICES RELATED TO THE RECEIPT OF CASH FROM CUSTOMERS (INCLUDING THE QUALITY OF BILLS TENDERED) OR ITS REMOVAL VIA ARMORED CAR OR OTHERWISE.
Return Policy for Standard Purchases
All sales are final.
Default
You are in default of this Agreement if you or the respective reseller: (a) fail to pay the Balance Due by the due date, (b) breach any other term or condition of this Agreement, (c) have made a material misrepresentation or misstatement in the Application, financial statement or other document submitted to us in connection with this Agreement, (d) become the subject of a bankruptcy, receivership or other insolvency proceeding. If you default on this Agreement, we may (i) declare all amounts owed on this Agreement to be immediately due and payabl e, (ii) commence a collection action for all amounts owed on this Agreement, (iii) retain and/or repossess all goods purchased on
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this Agreement and otherwise foreclose and enforce our Security Interest in accordance with applicable law, (iv) exercise all other rights and remedies accorded to us by law. If for any reason this Agreement terminates prior to the end of a term, you agree that any remaining obligations for payment pursuant to this agreement will be immediately due and owing.
Warranty
DynaTouch hereby warrants that each component manufactured or supplied directly by DynaTouch will be free of defects in material and workmanship for a period of one (1) year after shipment (the "Warranty Period"), with optional extended warranties offered (see Quote details).
The following items are covered under a 120-day warranty from the time of shipment: Check scanners, signature pads, credit card readers, joysticks, electrical power strips, network cables, and USB cables.
This warranty is limited to repair or replacement of defective components at DynaTouch’s discretion and excludes damage caused by misuse, unauthorized modification, or external factors beyond DynaTouch’s control. EMV-type credit card readers are extended a 12-month warranty.
During the Warranty Period, if On-Site Maintenance Services are NOT included, Customer shall return defective parts to DynaTouch at Customer's expense. DynaTouch shall repair or replace any defective component within thirty (30) days of receipt, at DynaTouch's expense, including all return shipping expenses.
Notwithstanding the foregoing, this warranty shall include, without limitation, all metal and plastic parts, fabrications, and formations whether or not a warranty is provided by the manufacturer, subcontractor, or supplier thereof. DynaTouch does not warrant any component supplied by customer or its suppliers. DynaTouch's warranty may be voided by misuse, accident, modification, unsuitable physical or operating environment, improper maintenance by Customer or Customer's service organizations, removal or alteration of part identification, or failure caused by a product for which DynaTouch is not responsible.
Warranty Disclaimer
DYNATOUCH DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE AND ALL OTHER WARRANTIES OF ANY NATURE EXCEPT THOSE EXPRESSLY STATED HEREIN. DYNATOUCH WILL NOT BE LIABLE FOR ANY INCIDENTAL OR CONSEQUENTIAL
DAMAGES, NOR FOR ANY DAMAGES OR DELAYS CAUSED BY CIRCUMSTANCES BEYOND OUR CONTROL,
INCLUDING, WITHOUT LIMITATION, LABOR PROBLEMS, SHORTAGE OF GOODS OR RAW MATERIALS, FIRE, FLOOD, WEATHER OR OTHER ACTS OF GOD.
Governing Law
This Agreement is governed by and construed in accordance with the laws of the State of California.
Assignment
DynaTouch may not sell, assign and/or transfer any or all of this Agreement or any balances due thereunder without your consent which consent shall not be unreasonably withheld. You may not sell,
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assign or transfer your Obligation without DynaTouch’s consent which consent shall not be unreasonably withheld.
Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if DynaTouch has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
4. Cyber Liability/Technology Errors & Omissions: DynaTouch shall maintain Technology Errors & Omissions, or equivalent insurance with coverage for cyber liability and security breach with a limit of liability not less than $1,000,000 per occurrence, and $2,000,000 per aggregate. For policies written on a “claims -made” basis, DynaTouch warrants the Retroactive Date equals or preceded the effective date of this Contract. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Insurance must be maintained, and evidence of insurance must be provided for at least three 3) years after completion of the contract of work. In the event the policy is canceled, non -renewed, switched to an Occurrence Form, retroactive date advanced, or any other event triggering the right to purchase a Supplement Extended Reporting Period (SERP) during the life of this Contract, DynaTouch shal l purchase a SERP with a minimum reporting period not less than three (3) years. The requirement to purchase a SERP shall not relieve DynaTouch of the obligation to provide replacement coverage. The Certificate of Insurance providing evidence of the purchase of this coverage shall clearly indicate whether coverage is provided on an “occurrence” or “claims - made” form.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. Additional Insured Status
The Customer, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of DynaTouch including materials, parts, or equipment furnished in connection with such work or operations. Coverage can be provided in the form of an endorsement to DynaTouch’s insurance (at least as broad as ISO Form CG 20 10 11 85 or the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Such coverage may be provided through a blanket additional insured endorsement, provided it affords coverage at least as broad as the forms referenced herein.
2. Primary Coverage
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For any claims related to this contract, DynaTouch’s insurance coverage shall be primary and non-contributory and at least as broad as ISO CG 20 01 12 19 as respects the Customer, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of DynaTouch’s insurance.
Such primary and non -contributory status may be evidenced through a blanket endorsement, provided it affords coverage at least as broad as the form referenced herein.
3. Notice of Cancellation
In the event that the insurer cancels DynaTouch’s Commercial General Liability policy, the Contractor shall endeavor to provide the Customer with thirty (30) days' prior written notice of such cancellation.
4. Waiver of Subrogation
DynaTouch hereby grants to Customer a waiver of any right to subrogation which any insurer of said DynaTouch may acquire against the Customer by virtue of the payment of any loss under such insurance. DynaTouch agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation and provide a copy to the Customer, but this provision applies regardless of whether or not an endorsement has been issued. For the purposes of this section, a blanket waiver of subrogation endorsement shall be deemed sufficient, provided it affords coverage at least as broad as what is required herein."
5. Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Customer. The Customer may require DynaTouch to purchase coverage with a lower retention or provide proof of ability to pay losses and related expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the n amed insured or Customer.
6. Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Entity.
Verification of Coverage
DynaTouch shall furnish the Customer with original certificates. All documents are to be received and approved by the Customer before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive DynaTech’s obligation to provide them. The
IT Obligations
DynaTouch will
14 I:\cmo\Agreements\Agreement w DynaTouch Kiosks.08.13.2026.FY2728-24.docx
• Establish and maintain agency procedures for IT security incident management to ensure timely response and notification to a cybersecurity incident. At minimum:
o Notify Community Services within 10 days of a cybersecurity event, including but not limited to a compromised email account, unauthorized access to a database, or ransomware.
o Cooperate fully with the Community Services /County cybersecurity incident response team in the event Community Services data is compromised. o Provide Community Services with an after-action report summarizing the incident, the incident’s resolution and any insights gained due to the incident. • DynaTouch’s data privacy and information security procedures and protocols shall be made available to the Customer and meet Community Services requirements for the return, destruction, or disposal of information in the service provider’s possession at the end of the agreement.
• DynaTouch must use Customer-approved VPN software to access internal systems. (if applicable—needed if you are connected to one of our systems)
Compliance with laws
In its performance pursuant to this Agreement, DynaTouch will comply with all material and applicable federal, state and local laws.
Entire Agreement
This Agreement constitutes the entire agreement between you and DynaTouch and supersedes all of our prior written and oral agreements and understandings relating to the subject. DynaTouch may at any time, subject to applicable law, change or alter the term s and conditions stated herein governing the Agreement. DynaTouch, within this agreement is referred to as "DynaTouch" and the words "you" and "your" refer to the Customer for which this quote is being processed. This Agreement will not be interpreted more favorably for or against a party on account of drafting.
[See next page for Signatures]
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Company Name: City of Redlands
Signature: _________________________________________________ Name: Mario Saucedo________________________________________ Title: Mayor_________________________________________________ Date: _____________________________________________________
Attest
Signature: _________________________________________________ Name: Jeanne Donaldson________________________________________ Title: City Clerk_________________________________________________ Date: _____________________________________________________
DynaTouch
Signature:
Name: _____________________________________________
Title:
Date: ________________________________________________
Ship To (Please Complete)
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 substitu tes to the recommen ded v endor or brand are unacceptable, must b e accompanied by a w r i t t e n j u s t i f i c a t i o n e x p l a i n i n g t h e c i r c u m s t a n c e s t h a t m a k e 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
10 Fan Pier Boulevard, 4th Floor
Boston, MA 02210
25 June 2026
City of Redlands
Dear City of Redlands Team,
We are pleased to offer this letter of support and confirm that DynaTouch and InvoiceCloud have a strong, collaborative partnership, and deliver proven integrated Payment Solutions. The DynaTouch Kiosk solution with InvoiceCloud’s integrated payments solution provides a secure, reliable, and seamless experience for utility customers addressing self-service needs. DynaTouch offers a sole-source solution with InvoiceCloud as our preferred kiosk partner.
We hope that the City of Redlands will feel confident that the integrated solutions will continue to deliver the best outcomes for the Utility and the communities you serve.
Please don’t hesitate to reach out with any questions.
Sincerely,
Alison KT Williams
Alison Williams
Director; Utility Alliances
[email protected]
+1(404)518-8073
DynaTouch Corporaon
9901 Broadway St Ste 115,
San Antonio,Texas, 78217
Quote Number: 1782001
Quote Type: Open Market
Valid Through: Jul 31, 2026
Payment Terms: Net 30
Prepared For
City of Redlands
Aimee Hoover
[email protected]
909.798.7596
Prepared By
Paul Stahl
[email protected]
Direct: (210) 240-9020
Office: (210) 828-8343
Subject: City of Redlands - BPK - Indoor and TTW - Qty 2 total Line No. Item & Descripon Qty Price Ext. Price
1 Indoor BillPay Kiosk
- White metal kiosk enclosure with black trim and LED ligh=ng -T o u c h s c r e e n D i s p l a y
- Windows 11 Pro
-B a r c o d e S c a n n e r
-T h e r m a l R e c e i p t P r i n t e r
-M a g s t r i p e C a r d R e a d e r
- 1000 Note Bill Validator inside cash vault
-S p e a k e r s
-C a m e r a
1 $ 17,570.00 $ 17,570.00
2 Through-the-Wall BillPay Kiosk
- White metal kiosk enclosure with black trim and LED ligh=ng - Rear access service door and monitor
-T o u c h s c r e e n D i s p l a y
- Windows 11 Pro
-B a r c o d e S c a n n e r
-T h e r m a l R e c e i p t P r i n t e r
-M a g s t r i p e C a r d R e a d e r
- 1000 Note Bill Validator inside cash vault
-S p e a k e r s
-C a m e r a
1 $ 21,950.00 $ 21,950.00
3 BillPay Kiosk Ini=al Configura=on & Setup
One =me setup fee that includes an allowance for services to configure the HUG Bill Pay Kiosk for an exis=ng Client's payment flow process.
-P r o j e c t K i c k o ff , P r e l i m i n a r y D e s i g n D i s c u s s i o n s , C o n t e n t Coordina=on
- Solu=on Design & Implementa=on Planning
- End User Tes=ng & Support
2 $ 5,300.00 $ 10,600.00
1 Total (Base Period) $ 74,174.00
Year 2 Opon $ 15,870.00
Year 3 Opon $ 17,038.00
Year 4 Opon
Year 5 Opon
Grand Total $ 107,082.00
4 BillPay Kiosk Check Scanner Addi=on
Check scanner and plate for Outdoor BillPay Kiosk enclosure 2 $ 1,889.00 $ 3,778.00
5 BillPay Kiosk SoHware and Support Package
DynaTouch Warranty- 1 year of live help desk support and full hardware repair/replacement with on-site service.
DynaTouch SaaS- 1 year of Kiosk Management SoHware and
BillPay Kiosk SoHware with Administra=on Portal.
2 $ 7,392.00 $ 14,784.00
6 BillPay Kiosk Installa=on and Deployment - Indoor Kiosk Third party installa=on of an Indoor BillPay Kiosk.
Includes installa=on and tes=ng of components on site.
1 $ 1,696.00 $ 1,696.00
7 BillPay Kiosk Installa=on and Deployment - TTW Kiosk, Invoice Cloud
Third party installa=on of Thru-The-Wall (TTW) BillPay Kiosk for customers with an Invoice Cloud integra=on.
Includes installa=on and tes=ng of components on site.
1 $ 1,696.00 $ 1,696.00
8 Shipping & Handling
Shipping & Handling by DynaTouch
2 $ 1,050.00 $ 2,100.00
9 BillPay Kiosk SoHware and Support Package - Yr 2
DynaTouch Warranty- 1 year of live help desk support and full hardware repair/replacement with on-site service.
DynaTouch SaaS- 1 year of Kiosk Management SoHware and
BillPay Kiosk SoHware with Administra=on Portal.
Pre-purchased 2nd year renewal.
2 $ 7,935.00 $ 15,870.00
10 BillPay Kiosk SoHware and Support Package - Yr3
DynaTouch Warranty- 1 year of live help desk support and full hardware repair/replacement with on-site service.
DynaTouch SaaS- 1 year of Kiosk Management SoHware and
BillPay Kiosk SoHware with Administra=on Portal.
Pre-purchased 3rd year renewal.
2 $ 8,519.00 $ 17,038.00
Line No. Item & Descripon Qty Price Ext. Price
2 DATE: September 1, 2026
TO: Honorable Mayor and City Council Members
SUBJECT:Approve a Sole Source Purchase and Software Support Services Agreement with LCPtracker, Inc., to furnish labor compliance review software and related services for an amount not to exceed $53,445.55 (Municipal Utilities and Engineering Director Heredia) MOTION:
If the City Council determines that the staff recommendation is appropriate, the following motion is provided:
I move to approve a Sole Source Purchase and Software Support Services Agreement with LCPtracker, Inc., to furnish labor compliance review software and related services for an amount not to exceed $53,445.55.
RECOMMENDATION:
Staff recommends the City Council approve a Sole Source Purchase and Software Support Services Agreement with LCPtracker, Inc., for labor compliance review software and related services in the amount of $53,445.55 for an agreement term of four (4) years.
DISCUSSION:
The Municipal Utilities and Engineering Department (MUED) utilizes labor compliance software and related services provided by LCPtracker, Inc. (LCP) to support compliance with prevailing wage requirements on Capital Improvement Projects (CIP). The current agreement with LCP is scheduled to expire on September 4, 2026. LCP provides a web-based labor compliance management system that enables contractors and subcontractors to submit certified payroll records and associated compliance documentation electronically. The system assists the City in monitoring prevailing wage compliance by verifying that appropriate wages and fringe benefits are paid, required deductions are made, apprentices are properly registered and supervised, and all required labor compliance information is accurately reported and maintained.
MUED has utilized LCPtracker continuously for the past nine (9) years as its labor compliance management platform and intends to continue its use to support prevailing wage compliance on City construction projects. A sole-source procurement is justified because LCPtracker is fully integrated into MUED's established labor compliance processes and contains over nine (9) years of historical certified payroll records, contractor information, and project data, which provide continuity, consistency, and efficient access for compliance monitoring, reporting, and audits. Procuring an alternative system would require significant staff time and resources to migrate historical data, reconfigure workflows, retrain City staff and contractors, which could disrupt ongoing labor compliance activities. Continuing with LCPtracker ensures uninterrupted operations, preserves institutional knowledge and historical records, minimizes implementation risks, and represents the most efficient and cost-effective solution for the City.
MUED staff are well-trained in the system and utilize it regularly as part of their daily operations. Consistent with the City’s Purchasing Policy, staff recommends that the City Council approve a Sole Source Purchase and Software Support Services Agreement with LCP for labor compliance review software and related services in the amount of $53,445.55 for an agreement term of four (4) years.
ALTERNATIVES:
City Council may deny the staff recommendation and provide alternative direction.
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
Kurt Wilson, Assistant City Manager
Danielle Garcia, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Interim Finance Director
PREPARED BY:
Goutam Dobey, City Engineer
FISCAL IMPACT
Fiscal Year: FY 26/27
Budgeted Y/N: Yes
Account No.: 211400; 501900; 521900
Additional Appropriation Required: No
Discussion:
The total cost for all four (4) years of the term of the agreement is $53,445.55. The FY 26/27 and FY 27/28 MUED budgets include funding for the first two (2) years of this agreement, and future fiscal year budget requests will include funding for the third and fourth years of this agreement.
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LCPtracker, Inc.
Master Subscription Software as a Service Agreement
THIS MASTER SUBSCRIPTION SOFTWARE AS A SERVICE AGREEMENT ("Agreement") is entered into as of September 5, 2026 (the “Effective Date”) between LCPtracker, Inc., with a place of business located at 117 East Chapman, Orange, California 92866 (“LCPtracker”) and The City of Redlands, a municipal corporation and general law city with a place of business located at 35 Cajon Street, Redlands, CA 92373 and its Affiliates (“Client”, together with LCPtracker the “Parties”, and each a “Party”). The Parties agree as follows:
1. DEFINITIONS
a. "Affiliate" means any entity which directly or indirectly controls, is controlled by, or is under common control with the subject entity. Control , for purposes of this definition, means direct or indirect ownership or control of more than fifty percent (50%) of the voting interests of the subject entity. b. "Aggregated Statistics" means data and information related to Client's and Users’ use of the Services that is used by LCPtracker in an aggregated, de-identified and anonymized manner, including to compile statistical and performance information related to the provision and operation of the Services. c. “Applicable Law” means all US federal, state, and local laws, rules and regulations, ordinances, interpretive letters and other official releases of or by any US governmental authority, decrees, orders and codes as the same are amended from time to time and as are applicable to a Party’s performance of its obligations under the Agreement, including any US applicable law relating to the privacy or processing, protection, collection, use, or disclosure of personally identifiable information as more particularly described in any such applicable law. d. "Client Data" means all Client and User electronic information entered into the Services or otherwise provided from Client to LCPtracker pursuant to this Agreement.
e. "Documentation" means this Agreement, the applicable Product Schedule, and for the relevant Services the online user guides for them, accessible via login at LCPtracker online, and updated from time to time in LCPtracker’s sole discretion.
f. "LCPtracker IP" means the Services, the Documentation, and any intellectual property provided to Client or any User in connection with the foregoing. For the avoidance of doubt, LCPtracker IP includes Feedback and Aggregated Statistics, as provided herein. Herein, "intellectual property rights" means any registered and unregistered rights granted, applied for, or otherwise now or hereafter in existence under or related to any patent, copyright, trademark, or trade secret or intellectual property rights laws in any part of the world. g. "Malicious Code" means viruses, worms, time bombs, Trojan horses and other harmful or malicious code, files, scripts, agents or programs.
h. "Product Schedule" means the document(s) for placing orders hereunder signed by both Parties and made a part hereof. By entering into a Product Schedule hereunder, a Client Affiliate agrees to be bound by the terms of this Agreement as if it were an original party hereto. To be effective a Product Schedule must be signed by both parties to the Product Schedule.
i. “PII” means (i) information about an identified or identifiable individual or household as more particularly described in any Applicable Law in any way relating to privacy and the protection, collection, use, disclosure or distribution of personally identifiable information, including without limitation to the generality of the foregoing, personally identifiable healthcare information or personally identifiable financial information, or (ii) where no Applicable Law applies, means any information that by itself or when co mbined with other information (such as, but not limited to, names, addresses, telephone numbers, e -mail addresses, credit card number, demographic information, static IP address and government issued identification number) can be used to identify a specifi c living natural person or household.
j. “Services” means any LCPtracker software as a service products and related services that are ordered by Client under a Product Schedule and made available by LCPtracker online via the Client login or otherwise. "Services" excludes non-LCPtracker applications or software of any kind. k. “Service Fees” means the fees payable for the Services that are chosen in the applicable Product Schedule. l. “Subscription Term” means the applicable term as set forth on the applicable Product Schedule for the Services.
m. "Third -Party Products" means any third -party products that Client or a User uses to connect with the Services.
n. "Users" means persons who are authorized by Client to use the Services, for whom subscriptions to a Service have been ordered, and who have been supplied user identifications and passwords by Client or by Users. Client must ensure that Users not share their user identification or passwords and further protect them . Users may include but are not limited to Client and its Affiliates’ employees, consultants, contractors and agents and use is
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solely for the benefit of Client/User in connection with the project detailed in the Product Schedule .
2. SERVICES
2.1. Provision of Services. Subject to and conditioned on Client's and its Users' compliance with the terms and conditions of this Agreement, LCPtracker hereby grants Client a non -exclusive, non -transferable (except in compliance with Section 2.3) revocable right to access and use the Services during the applicable Subscription Term solely for use by Client and Users in accordance with the Documentation for their internal business purposes.
Client agrees that Client’s access to Services hereunder is neither contingent on the delivery of any future functionality or features nor dependent on any oral/written public comments made by LCPtracker regarding future functionality/features. LCPtracker hereby grants to Client for the applicable Subscription Term a non -exclusive, non-sublicensable, non -transferable (except in compliance with Section 2.3) and revocable license to use the relevant Documentation and any other manuals, instructions, or other materials that LCPtracker makes available to Client which describe the features/requirements of the Services solely for Client’s internal business purposes in connection with its permitted use of the Services. LCPtracker will make available by telephone, email, and live chat all qualified personnel necessary from 5:00 am PST to 5:30 pm PST, Monday through Friday, excluding all Federal holidays and discretionary LCPtracker internal training days (no more than two training days a year) in order to provide technical problem resolution.
2.2. Limitations. Client will not (and will not permit any third party or User to): (i) modify (except as expressly permitted under the applicable Product Schedule), port, translate, localize or create derivative works based on the Services, (ii) use, copy, sell, rent, lease, market, distribute or sublicense the Services except as otherwise specifically permitted hereunder; (iii) reverse engineer, decompile, or disassemble the Services; (iv) access the Services in order to build or contribute to a competitive product or service, (v) access the Services in any manner that violates any intellectual property right of a third party, (vi) remove, or allow to be removed, any LCPtracker proprietary rights notice from any LCPtracker product, (vii) disclose the results of performance tests run on the Services to any third party without LCPtracker’s prior written consent, (viii) make the Services available to anyone other than Users, (ix) use the Services to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of third -party privacy rights, (x) use the Services to store or transmit Malicious Code, (xii) interfere with or disrupt the integrity or performance of the Services or third -party data contained therein, or (xiii) attempt to gain unauthorized access to the Services or their related systems or networks. This Agreement grants no additional express or implied license, right or interest in any copyright, patent, trade secret, trademark, invention or other intellectual property right of LCPtracker that is not expressly granted herein. Client shall; (a) be responsible for the administration of User identifications and passwords and Users' compliance with this Agreement and shall require Users to acknowledge their understanding of and compliance with the restrictions and responsibilities related to the use of the Services, including, without limitation, protecting their User identification and passwords and compliance with all Applicable Laws; (b) use their best efforts to prevent unauthorized access to or use of the Services, and notify LCPtracker promptly of any unauthorized access or use, and (c) use the Services only in accordance with the Documentation and Applicable Laws. If Client becomes aware of any actual or threatened activity prohibited by this Section, Client shall, and shall cause its Users to, immediately: (A) take all reasonable and lawful measures within their respective control that are necessary to stop the activity or threatened activity and to mitigate its effects (including, where applicable, by discontinuing and preventing any unauthorized access to the Services); and (B) notify LCPtracker immediately in writing of any such actual or threatened activity.
2.3. Users. Client may permit any number of Users (unless otherwise set forth in the applicable Product Schedule) to use the Services; (i) in accordance with the terms of the applicable Product Schedule and the Documentation, and (ii) through a unique and reasonably secure username and password. If a two -factor authentication login system is provided, it is required to be used. Client is responsible to ensure that its Users comply with all the same obligations regarding use of the Services that it is bound by hereunder. Client is solely responsible for the activity that occurs on all associated User accounts. Users are required to keep their user account, username, and password secure. Client must notify LCPtracker immediately of any breach of security or unauthorized use of any User’s account. LCPtracker shall not be responsible for any losses arising out of the loss or theft of user information transmitted from or stored on a computer or device or from unauthorized or fraudulent transactions. If there is a security incident caused due to a failure of Client or its Users to follow the requirements of this Agreement, LCPtracker will use its best reasonable endeavors to help mitigate any damage, however there will be charges for such services at the then applicable rate charged by LCPtracker.
2.4. Use of Services. Client is solely responsible for its and its Users’ compliance with all Applicable Law in the use of the Services and LCPtracker shall have no liability for Client’s or its Users’ input of data or use of the Services. Client agrees that Client (a) will confirm the accuracy of any bulk upload/API/data migration/auto -geo assignment integration into the LCPtracker system, and (b) further understands that bulk uploads/API/data
Ver LCP.V5.26
migration/auto-geo assignments are effective only as of the date of the upload(s) /migration(s). It is Client’s responsibility to provide updated data to LCPtracker. Client accepts that auto-geo assignments are automatically corrected by Microsoft based upon the co-ordinates in the Keyhole Markup Language (KML) file supplied by Client to LCPtracker, and further the accuracy of data subject location has some inaccuracy due to combining pure mapping co-ordinates (or deficiencies within those co -ordinates) with residential locations. Client agrees to not directly send any PII by email or otherwise (to LCPtracker outside of the LCPtracker SaaS Services product offering) without prior written approval from the LCPtracker Director of Client Services.
2.5. Changes. LCPtracker reserves the right, in its sole discretion, to make any changes to the Services that it deems necessary or useful to: (a) maintain or enhance: (i) the quality or delivery of LCPtracker's services to its customers; (ii) the competitive strength of or market for LCPtracker's services; or (iii) the Services' cost efficiency or performance; or (b) to comply with Applicable Law. If any of such changes materially adversely impact Client’s use of the Services the Client may terminate and receive a pro rata refund from said date of termination.
2.6. Data Backup. The Services are programmed to perform routine data backups as set out in LCPtracker's backup policy in effect from time to time (the "Backup Policy"). In the event of any loss, destruction, damage, or corruption of Client Data for any reason, LCPtracker will, as its sole obligation and liability and as Client's sole remedy, restore the Client Data from LCPtracker's then most current backup of such Client Data in accordance with the then current Backup Policy. It is the Client and the Users responsibility to maintain their own back-ups of their original data for the required statutory periods.
2.7. Client Control and Responsibility. Except for access and use by LCPtracker or those for which it is responsible, Client has and will retain sole responsibility for: (a) all Client Data, including its content and use; (b) all information, instructions, and materials provided by or on behalf of Client or any User in connection with the Services; (c) Client's information technology infrastructure, including computers, software, databases, electronic systems (including database management systems), and networks, whether operated directly by Client or through the use of third -party se rvices ("Client Systems"); (d) the security and use of Client's and its Users' access credentials; and (e) all access to and use of the Services directly or indirectly by or through the Client Systems or its or its Users' access credentials, with or without Client's knowledge or consent, including all results obtained from, and all conclusions, decisions, and actions based on, such access or use.
2.8. Data Privacy. The Parties agree that, between the Parties, Client shall serve as the business or controller and LCPtracker shall serve as the service provider or processor, as those terms are defined under Applicable Law.
LCPtracker, as a service provider on behalf of Client, shall not access, use, process or retain Client Data containing PII for any business or commercial purpose except as necessary to perform its obligations under this Agreement and the applicable Product Schedule except in strict accordance with the written instructions of Client, or as otherwise required for LCPtracker to meet its own legal obligations under Applicable Law. Notwithstanding the foregoing, LCPtracker may use, disseminate, and otherwise process deidentified or aggregated Client Data to the full extent allowed under Applicable Law and pursuant to its own discretion. LCPtracker shall use reasonable endeavors to notify Client in the event that it receives any consumer rights requests under Applicable Law, if the requestor informs LCPtracker of the relevant employing entity who is also the Client, and the Client shall have the sole responsibility in responding to such requests, and also for ensuring the requestor’s identity. Client has the right to take commercially reasonable steps (as agreed between the Parties) to ensure LCPtracker’s compliance with Applicable Law. LCPtracker will notify Client if it makes a determination that it can no longer meet its obligations under Applicable Law. Client is granted the right, upon notice, to take reasonable and appropriate steps to stop and remediate LCPtracker’s unauthorized use of personal information.
2.9. Start Up Timing. For Start Up activities for any of the LCPtracker Professional, Daily Reporter & OnSite modules, associated implementation and training activities initiated by LCPtracker account services team must have Client consistent engagement (i.e., attending meetings, making database configuration decisions, etc.) within the timeframes indicated below or Start Up fees (at the then applicable published rate) will be due to be paid again by Client to LCPtracker in order for those Start-Up services detailed above to be provided:
a) Basic – Implementation and training activities must result in Client consistent engagement within 90 days of LCPtracker account services initiation.
b) Standard – Implementation and training activities must result in Client consistent engagement within 180 days of LCPtracker account services team initiation.
c) Select – Implementation and training activities must result in Client consistent engagement within 365 days of LCPtracker account services team initiation.
3. FEES AND PAYMENT FOR SERVICES
3.1. Service Fees. Except as otherwise specified herein or in the Product Schedule, payment obligations are non- cancelable, and Service Fees paid are non-refundable (except as expressly stated herein or a Product Schedule).
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Service Fees are based on the start date as set forth in the Product Schedule and shall continue for the Subscription Term. All undisputed amounts payable to LCPtracker under this Agreement shall be paid by Client to LCPtracker in full when due without any setoff, deduction, or withholding for any reason.
3.2. Invoicing and Payment. If required by Client, Client may provide LCPtracker with a valid purchase order or alternative document reasonably acceptable to LCPtracker, provided that no terms contained on Client’s purchase order or alternative document will serve to modify the terms of this Agreement or the applicable Product Schedule.
Unless otherwise stated in the Product Schedule, payment is due by check to the address listed above for LCPtracker net 30 days from the date of the applicable invoice.
3.3. Overdue Payments. If any Service Fees are not received from Client by the applicable due date, and provided Client does not cure the same within thirty (30) days following receipt of LCPtracker’s written notice of the same, then at the sole discretion of LCPtracker (a) such charges may accrue late interest at the rate of 1.5% of the outstanding balance per month, or the maximum rate permitted by law if such rate is higher, from the date such payment was due until the date paid, and/or (b) LCPtracker may without limiting its other rights and remedies, suspend Client’s access to the Services until payment is made in full. LCPtracker will give Client at least thirty (30) business days' prior written notice that Client account is overdue, in accordance with Section 11.1 (Notices ), before suspending the Services to Client.
3.4. Payment Disputes. If Client provides written notice to LCPtracker of a dispute about any portion of an invoice prior to the applicable payment due date, LCPtracker shall not exercise its rights under Section 3.3 provided Client is disputing the applicable charges reasonably and in good faith and is cooperating diligently to resolve the dispute.
3.5. Taxes. Unless otherwise stated, Service Fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value -added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction (collectively, "Taxes"). Client is responsible for paying all Taxes, if any, associated with Client purchases hereunder, other than those based on LCPtracker’s income. If LCPtracker has the legal obligation to pay or collect Taxes for which Client is responsible under this paragraph, the appropriate amount shall be invoiced to and paid by Client, unless Client provides LCPtracker with a valid tax exemption certificate authorized by the appropriate taxing authority or whatever other relevant tax information or affidavit that LCPtracker may reasonably require.
3.6. Auditing Rights and Required Records. Periodically LCPtracker performs audits of project “Budget” fields to ensure accuracy and may reach out to Client to confirm the project “Budget” amounts accuracy. Failure by Client to satisfactorily respond properly within thirty (30) days to a request for information in relation to any such audit will allow LCPtracker to adjudicate that labor wages will account for 25% of the supplied project “Budget” amount and amend the relevant “Budget” amount accordingly in the Services for billing purposes. Client will be free to dispute this value with LCPtracker by providing accurate information in relation to Construction Capacity or Construction Award/Project Total at any time.
3.7. Updates and Upgrades. Software/Services "Updates" (i.e., minor enhancements, additions, and substitutions to Services, including corrections and bug fixes) are provided at no additional fee, if made commercially available by LCPtracker. "Upgrades" (i.e., modifications, additions or substitutions that result in a substantial change, improvement or addition to Software – i.e., addition of a new module), if made commercially available by LCPtracker, may be subject to an additional fee, if applicable. The determination of whether a matter involves an Update, or an Upgrade is within the sole discretion of LCPtracker.
4. PROPRIETARY RIGHTS
4.1. Reservation of Rights. The Services are not sold to Client or any third party. LCPtracker reserves all rights, title, and interest in and to Services and its underlying software covered by this Agreement, including but not limited to all related intellectual property rights. No rights are granted to Client hereunder (whether by waiver, implication, estoppel, or otherwise) other than as expressly set forth herein or a Product Schedule for the Term.
4.2. Additional Purchases and Affiliate Use. Client or Client Affiliates may, at additional cost, purchase access to other LCPtracker products by entering into new Product Schedules. Unless otherwise stated in the applicable Product Schedule, Client shall be and remain jointly and severally liable for any such Affiliates’ obligations under this Agreement. Limitations of liability contained in this Agreement apply to Client and any Affiliates together and not separately.
4.3. Feedback and Aggregated Statistics . Any suggestions, enhancement requests, forms created, recommendations or other feedback relating to the operation/provision of the Services provided by Client, including by Users, or worked on by LCPtracker and Client/Users (“Feedback”), during and after the Term is and remains the intellectual property of LCPtracker and LCPtracker has all rights therein to exploit and commercialize any Feedback as LCPtracker chooses without compensation or other consideration to Client or any Users.
LCPtracker is not required to use any Feedback. Notwithstanding anything to the contrary in this Agreement, LCPtracker may monitor Client and Users use of the Services and collect and compile Aggregated Statistics. As
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between LCPtracker, the Client and its Users, all right, title, and interest in Aggregated Statistics, and all intellectual property rights therein, belong to and are retained solely by LCPtracker without compensation or other consideration to Client. Client acknowledges that LCPtracker may compile Aggregated Statistics based on Feedback. Client agrees that LCPtracker may (i) make Aggregated Statistics publicly available in compliance with Applicable Law, and (ii) use Aggregated Statistics to the extent and in the manner permitted under Applicable Law, provided that such Aggregated Statistics do not identify the Client’s or Users’ Confidential Information . If Client receives Aggregated Statistics generally from LCPtracker, Client agrees not to attempt to re -identify any such Aggregated Statistics. All Users of Services may be contacted by LCPtracker with information about LCPtracker/payroll/compliance/benefits related events, services or products, and they will be given the opportunity to opt-out of any such communications.
4.4. Client Data. LCPtracker acknowledges that, as between LCPtracker and Client, Client owns all right, title, and interest, including all intellectual property rights, in and to the Client Data. Client hereby grants to LCPtracker a non-exclusive, royalty-free, worldwide license to reproduce, distribute, and otherwise use and display the Client Data and perform all acts with respect to the Client Data as may be necessary for LCPtracker to provide the Services to Client, and a non -exclusive, perpetual, irrevocable, royalty -free, worldwide license to reproduce, distribute, modify, and otherwise use Client Data within the Aggregated Statistics and Feedback. LCPtracker is not responsible for any errors due to inaccurate information provided by Client or Users.
5. CONFIDENTIALITY
5.1. Definition of Confidential Information. As used herein, "Confidential Information" means all information disclosed by a Party ("Disclosing Party") to the other Party ("Receiving Party"), in writing, that is expressly marked as “confidential”. Without prejudice to the generality of the foregoing Confidential Information shall include business and marketing plans, technology and technical information, product plans and designs, and business processes expressly marked “confidential” disclosed by a Party, but shall exclude this Agreement and any exhibits, schedules or attachments. However, Confidential Information shall not include any information that ( i) is or becomes generally known to the public without breach of any obligation owed to the Disclosing Party, (ii) was known to the Receiving Party prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (iii) is received from a third party without breach of any obligation owed to the Disclosing Party, or (iv) was independently developed by the Receiving Party without access or reference to the Disclosing Party’s Confidential Information.
5.2. Protection of Confidential Information. The Receiving Party shall (i) use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care).
5.3. Compelled Disclosure. The Receiving Party may disclose Confidential Information of the Disclosing Party if it is compelled by subpoena, court order or under applicable law to do so; provided the Receiving Party make best efforts to give the Disclosing Party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the Disclosing Party's cost, if the Disclosing Party wishes to contest the disclosure. Any compelled disclosure by Receiving Party shall not be a breach of this paragraph 5.
6. WARRANTIES AND DISCLAIMERS
6.1. Warranties. LCPtracker warrants that (i) LCPtracker has validly entered into this Agreement, (ii) the Services shall perform materially in accordance with the Documentation, (iii) LCPtracker will perform the Services using personnel of required skill, experience, and qualifications and in a professional and workmanlike manner in accordance with generally recognized industry standards for similar services, and (iv) LCPtracker will not transmit Malicious Code to Client, provided it is not a breach of this subpart (iv) if Client or a User uploads a file containing Malicious Code into the Services and later downloads that file containing Malicious Code. For any breach of a warranty in this Section, Client’s exclusive remedy shall be as provided in Section 10.1 and Section 10.4.
LCPTRACKER STRICTLY DISCLAIMS ALL LIABILITY, WITH RESPECT TO ANY THIRD-PARTY PRODUCTS NOT PROVIDED BY LCPTRACKER.
6.2. Client Warranties. Client represents and warrants that (i) Client has validly entered into this Agreement , (ii) Client has collected all PII in accordance with all Applicable Law, including in relation to the provision of any notice and for obtaining any consent required under any Applicable Law, contract, or privacy policy in connection with Client’s provision of PII into the Services to LCPtracker under this Agreement, (iii) Client has all sufficient and necessary rights to transfer PII into the Services to LCPtracker under this Agreement, (iv) Client has the rights to use the data in the Services in the manner it chooses to utilize the Services; and (iv) Client will follow best practices in relation to data security. Client acknowledges that Client is solely responsible for the content uploaded into the Services and warrants that Client shall comply with all Applicable Law in its use of the Services and shall require all Users to acknowledge and agree to comply with Applicable Law, any applicable User terms of service or privacy